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    Repeating table form on successive pages (Word 97)

    I'm trying to improve a evidence form we use to document items of evidence and the locations found. I've incorporated the information in a table. I've been able to get the headings to repeat on successive pages and even added some graphics to the header to dress it up a bit. I would like this document to provide a full page table on subsequent pages but it will only provide those rows that were remaining on the previous page. That is to say, if I had a 20 row table on the initial page and used 10 of them on the first page, the remaining ten would overflow onto the subsequent page. I'd rather new pages provide the full table again, headings, header, and all. Can this be done???

    Thanks in advance,

    Steve Gardella
    Bartlesville, Ok.

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    Re: Repeating table form on successive pages (Word 97)

    Steve,

    Just guessing- but sounds like it might be better done in Excel than Word.
    Subway Belconnen- home of the Signboard to make you smile. Get (almost) daily updates- follow SubwayBelconnen on Twitter.

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    Re: Repeating table form on successive pages (Word 97)

    I'm with Geoff on this one--Excel would be a much easier application to use for this purpose. Having said that, however, perhaps you have reason to rely on Word? (Do you have Excel available on your computer?) Can you furnish more detail, e.g., How many columns? Will your officers enter information on-line or by hand (stubby pencil on paper)? If your objective is to create a usable one-page paper form, why not reproduce multiple copies of the form? That is, why do you need "a 20 row table"? If you gotta have 20 rows on a single page, no problem--can do! If you're building a multipage form, no problem--can do! But is Word the best tool to use? Tell us more before we go any further.

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    Re: Repeating table form on successive pages (Word 97)

    Thanks for the response Lucas (and Geoff). I have no problem using Excel on this project. As a matter of fact, I was considering giving it a go on Excel in a short while just to see how it went. My wife would likely agree with you and Geoff as she's a BIG Excel fan & user. She's my Excel mentor, if you will.

    I do projects like this to learn more about the software as well as to try to make things go more smoothly at work. This is in no way a required item. Strictly done for learning and convenience. The form I'm trying to develop is one that our Officers would/could use to document evidence they've encountered/seized at a crime scene. Normally they would use a NCR (no carbon required) form with room for about 4 pieces of evidence on each form. What we've done in the past for high quantity seizures is to make use of a form that provides space to describe the item and list by whom the evidence was found and how it was marked (as evidence). We would then attach this form to the earlier mentioned NCR form marked "See attached sheet/s". We've also used these large quantity forms to attach to our search warrant returns. They have been quite handy in the past and the higher ups (supervisors, prosecutors, Judges) have had no problems with them.

    I'll give it a go on Excel in the next few days. I've attached a copy of the earlier Word form we use because the latest version of it is over 100k in size. I've recently amended it by providing for table headings on each page, some graphics in the header, shading, and some font fine tuning.

    Thanks again for your help,

    -Steve-
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    Re: Repeating table form on successive pages (Word 97)

    Geoff,

    Thanks for responding (again). You've helped me in the past. Please see my response to Lucas' answer as I included you in it.

    -Steve-

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    Re: Repeating table form on successive pages (Word 97)

    Hi Steve,

    One thing you could do is to include the part of the table you want repeated on each page in your document header (see attached). If you've got some pages before/after the ones where you'd want this, you'd need to use section breaks to control it, but otherwise it might achieve what you're looking for.

    You'll also note that there's a small break between the part of the table in the header and the first row on the page proper. That's because MS insists on putting a para mark after a Word table. I formatted that par mark down to 1pt to minimise it's height. You could also format it as hidden text, so that it won't show at all on the printed page. You may still get a thicker line at that point, but even that can be eliminated by formatting the last table row in the header not to have a bottom border.

    Cheers
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    Cheers,

    Paul Edstein
    [MS MVP - Word]

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    Re: Repeating table form on successive pages (Word 97)

    The only "good" solution in Word for header/body alignment is to set an absolute top margin (e.g., -2.08 in your document) to position the top border line of the table directly on top of the bottom border line of the table in the header. Why Word uses a negative sign for "absolute" is beyond me...

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    Re: Repeating table form on successive pages (Word 97)

    Hi John,

    I don't see how that is any better. I tried it and found that your solution seems to be printer-specific (I actually had to use -6.62 cm (-2.61 in)) to get it to work properly.

    Can you give me a bit more to go on as to why your's is "The only "good" solution"?

    Cheers
    Cheers,

    Paul Edstein
    [MS MVP - Word]

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    Re: Repeating table form on successive pages (Word 97)

    Even setting the last paragraph in the header to hidden, the border will double in thickness as Word lays the two tables right next to each other. But if that is not a problem, then it is certainly is good enough.

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    Re: Repeating table form on successive pages (Word 97)

    OK, I see what you're getting at (ie the border will double in thickness). The last sentence in my solution addressed that too. The only drawback I'm aware of with the solution I gave is that, unless you've got Word set up not to display hidden text, a small gap will be visible on-screen in some editing views. While it doesn't show in print preview or on printed copies, it could feasibly change the document's layout so that what you see is in, say, page layout view is not quite what you get.

    Cheers
    Cheers,

    Paul Edstein
    [MS MVP - Word]

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    Re: Repeating table form on successive pages (Word 97)

    I can't see why putting the table headings in the page header is an improvement on using Heading Rows Repeat.

    I thought that the problem was ensuring that when we "spill over" to another page, we create an additional 19 lines so that every page has exactly 20 table lines.

    StuartR

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    Re: Repeating table form on successive pages (Word 97)

    Good one Stuart,
    I'd never used that before - didn't even know what it was for - and had created my own 'workaround' for a problem MS had already provided a solution for.
    Oh well, never too old to learn a new trick.
    Thanks
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    Paul Edstein
    [MS MVP - Word]

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    Re: Repeating table form on successive pages (Word 97)

    I think it's an insoluble problem. <img src=/S/grin.gif border=0 alt=grin width=15 height=15> (That's how you manipulate an engineer into spending umpteen hours on something!) The problem is the users will use an unpredictable number of rows of table on each page, because the number of lines in a given cell cannot be restricted. Unless you use textboxes to prevent wrapping to the next page (I think you could put a table in there), nothing can accommodate that kind of situation. And starting a new page, to my knowledge, is not a VBA-detectable event, so some kind of user intervention will be needed to insert the next textbox/table.

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    Re: Repeating table form on successive pages (Word 97)

    > I think it's an insoluble problem.

    So do I, that's why I hadn't replied earlier.

    StuartR

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    Re: Repeating table form on successive pages (Word 97)

    Hi Steve:
    I'd just make a couple of suggestions. I like Stuart's use of Heading Rows Repeat. If you have more than one table, which happens if you format a 1pt paragraph mark or use headings in the actual header, you won't be able to sort it.

    I would also think that you would want to format the table so that "allow rows to break across pages" is UNchecked. That will keep the item, description, etc. together.

    Lastly, if I may be so bold <img src=/S/grin.gif border=0 alt=grin width=15 height=15>, on large scale recoveries, I would think it would be best to have a designated "finding" officer. Each officer who first noticed the item would call the finding officer over to mark the item & note it's location. While it may take a little longer to record the search, you won't need 20 officers to testify--only one, with backup witnesses, if needed.

    Cheers,

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