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  1. #1
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    Create Acronym List - How (Word 2000/SR1)

    I work in a group that does a lot of proposals for different products, always quick turnarounds. Writers use acronyms and we often need to create a quick list to define them for the customer. Now we manually copy/paste into a new document. I need a macro for this but if I can't record it, I'm lost.

    Does anyone already do this? Thought about applying a character style to what I wanted copied and pasted into new doc, but how do you get Word to collect and put entries somewhere (end of doc, new doc)?

    I'd appreciate any help or ideas. Thanks.

    Nancy Potter

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    Re: Create Acronym List - How (Word 2000/SR1)

    Is this a shared list that doesn't change very often, or is it something that people are constantly updating? If it's the former, a document that you simply include in each proposal could be used. If it's the latter, you might look at putting some sort of list into a database (Access?) that supports multiple users making updates, and then push the results of a query (or the whole table) out to Word. We actually built a proposal generator for one of our clients that does most of the work of creating a proposal in Word but drive it from an Access database, and found that it works pretty well
    Wendell

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    Re: Create Acronym List - How (Word 2000/SR1)

    Each proposal has its own set of acronyms (some are the same, some not ). Engineers here use a lot of acronyms, and we've run into some with duplicate meanings (acronym may have been defined as something else in the last proposal). We would only want the ones listed that are included in the current documents so I would have to get them from current docs.

    Nancy Potter

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    Re: Create Acronym List - How (Word 2000/SR1)

    Andrew,

    How can you get the Find command to select all in XP?

    I've had some trouble with something similar. We have documents with hidden text to give explantions to the user (we turn on the View Hidden text option). We want to remove the hidden text before the document is closed.

    We've been doing this in W2000 for a long time with code:<pre>Selection.Find.ClearFormatting
    Selection.Find.Font.Hidden = True
    Selection.Find.Replacement.ClearFormatting
    With Selection.Find
    .Text = ""
    .Replacement.Text = "@#|^p"
    .Forward = True
    .Wrap = wdFindContinue
    .Format = True
    .MatchCase = False
    .MatchWholeWord = False
    .MatchWildcards = False
    .MatchSoundsLike = False
    .MatchAllWordForms = False
    End With
    Selection.Find.Execute Replace:=wdReplaceAll
    Selection.Find.ClearFormatting
    With Selection.Find
    .Text = "@#|^p"
    .Replacement.Text = ""
    .Forward = True
    .Wrap = wdFindContinue
    .Format = True
    .MatchCase = False
    .MatchWholeWord = False
    .MatchWildcards = False
    .MatchSoundsLike = False
    .MatchAllWordForms = False
    End With
    Selection.Find.Execute Replace:=wdReplaceAll</pre>


    Sometimes, this clears all the NON-HIDDEN text. But it's intermittent. I was hoping that the selectall option might help. Or perhaps there's another way to do this?
    Subway Belconnen- home of the Signboard to make you smile. Get (almost) daily updates- follow SubwayBelconnen on Twitter.

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    Re: Create Acronym List - How (Word 2000/SR1)

    Geoff

    Use the normal Edit > Find and fill in your search criteria

    Tick the check box labelled "Highlight all items found in:"

    Click the button that now says "Find all"

    Voila
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    Re: Create Acronym List - How (Word 2000/SR1)

    OK Andrew, I was looking in the replace dialog box. I'll check it out tomorrow. Thanks for that.
    Subway Belconnen- home of the Signboard to make you smile. Get (almost) daily updates- follow SubwayBelconnen on Twitter.

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    Re: Create Acronym List - How (Word 2000/SR1)

    Andrew:

    I tried it and it works great (substituted style name instead of font.italic, but I had to go back to a macro I recorded to get the correct wording ( the first time I tried it I got a runtime error). Sure wish I knew how to write these things!

    Now for a really dumb question -- What do I do to get it to paste at end of document instead of at the front? I know words "InsertBefore _" have to be replaced, but I'm not sure what to use. It works now and I don't want to screw it up!

    Wend
    ActiveDocument.Paragraphs(1).Range.InsertBefore _
    MyAcronyms & vbCrLf

    I really appreciate your taking the time to help me.

    Nancy

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    Re: Create Acronym List - How (Word 2000/SR1)

    Try using
    ActiveDocument.Content.InsertAfter

    StuartR

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    Re: Create Acronym List - How (Word 2000/SR1)

    Thanks. This is great!

    Nancy

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    Re: Create Acronym List - How (Word 2000/SR1)

    Andrew,

    Forgive me please. I'm in the middle of a major project - and this one is just a little one trying to interfere!

    I've only had about ten minutes on Word XP to try to repoduce.

    In my limited time, I could not reproduce the "Highlight all items" feature by recording code. And I could not find a VBA equivalent in the "Selection.Find" object.

    (That's not just an XP thing- recording "Find hidden formatting" doe snot recdord anything in Word 2000 either)

    Thanks
    Subway Belconnen- home of the Signboard to make you smile. Get (almost) daily updates- follow SubwayBelconnen on Twitter.

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    Re: Create Acronym List - How (Word 2000/SR1)

    I'm a proposal writer working on tech/engineering docs, too. I always include a glossary of acronyms and jargon, but I use the index feature combined with the autotext feature to compile it. Yes, this takes a bit more planning and isn't something you can easily impose on an already completed document, but it's worth the time to set up if you handle the same abbreviations day in and day out.

    First, I add my common abbreviations to my autotext collection, but I add them along with embedded fields created using the Insert/Index and Tables/Mark Entry command (with a little bit of tweaking). For example, here would be my autotext entries for the terms of art, Usless Abbreviation, and Another One:

    Useless Abbreviation (UA { XE "UA" t "Useless Abbreviation" })
    Another One (AO {XE "AO" t "Another One" })

    Remember, the { }s are generated as part of the mark-entry field tag, and are not typed as keyboard characters. In the doc with view hidden text off, these two lines look like this:

    Useless Abbreviation (UA)
    Another One (AO)

    The first time I use the abbreviation in my doc I use the autotext feature to call in my entry with its companion hidden indexing field. That establishes the abbreviation and its definition in my text. After that, I just type my UAs or AOs off the keyboard. One time or uncommon items I cheat-create, usually by calling up a known abbreviation/definition pair and editing the field. If I think I'll be using it again, I add the new entry to autotext.

    Once I've got the document underway, I get to the end and hit an Odd Page section break (we do everything double-sided); format a heading for Glossary, and use the Insert/index and tables feature to put an index-here field code in my text (I tweak that a bit, too). The code I use is:

    { INDEX c "2" h "A" )

    Again, the {}s come from field codes, not typing.

    What I get is a two-column alphabetized list of all of my abbreviations, each with its companion definition, and with alphabetic divider characters parsing the list.

    While this isn't a true "power users" tip (it's pretty elementary), many people I've worked with have been surprised that you can use the indexing feature to build an info list that doesn't include page numbers.

    Extra hint: I've also used this feature to keep track of assignments. I put the item number or name in place of the abbreviation and the assignee's name in the place of the full text definition in the fields above. I erase the field when the input comes in. One button press, and I know who still owes me material.

    Hope this helps someone,

    kbsalazar <img src=/S/snail.gif border=0 alt=snail width=21 height=17>

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    Re: Create Acronym List - How (Word 2000/SR1)

    Getting rid of hidden text. I didn't quite understand why you needed a two stage process - one does it fine on my version of 2000 or 2002.
    What's wrong with simply searching for character format = hidden, and doing a 'replace all' with the null string?

    If it is a VBA requirement then

    Selection.Find.ClearFormatting
    Selection.Find.Font.Hidden = True
    Selection.Find.Replacement.ClearFormatting
    With Selection.Find
    .Text = ""
    .Replacement.Text = ""
    .Forward = True
    .Wrap = wdFindContinue
    .Format = True
    .MatchCase = False
    .MatchWholeWord = False
    .MatchWildcards = False
    .MatchSoundsLike = False
    .MatchAllWordForms = False
    End With
    Selection.Find.Execute Replace:=wdReplaceAll

    Should do it.
    The find-all variant, as a Macro, looks simpler because it is not followed by a filtering method such as execute.replace

    Selection.Find.ClearFormatting
    With Selection.Find
    .Text = "fox"
    .Replacement.Text = ""
    .Forward = True
    .Wrap = wdFindContinue
    .Format = False
    .MatchCase = False
    .MatchWholeWord = False
    .MatchWildcards = False
    .MatchSoundsLike = False
    .MatchAllWordForms = False
    End With
    Selection.Cut

  13. #13
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    Re: Create Acronym List - How (Word 2000/SR1)

    Oliver,

    I can't remember why it was a two stage process. It was written in Word97, I don't know if that made any difference.

    I'd like to start this off as a new thread.
    Subway Belconnen- home of the Signboard to make you smile. Get (almost) daily updates- follow SubwayBelconnen on Twitter.

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    Re: Create Acronym List - How (Word 2000/SR1)

    I use the macro below to build a list of misspelled words. It, or a variation of it, might be useful for building acronym lists.

    Used as is, it would pull out those acronyms that are not in the built-in or custom dictionary. Useful, but it misses such acronyms as Point of Presence (POP).

    The line "Set preList = rngMacro.SpellingErrors" could be followed by (or replaced with) a loop that scans the document for words in all capitals. I'd recommend making a list of all cap words + misspellings. The former would pick up POP and the latter DoD (Department of Defense). Alternatively, the test in the loop could look for all words with odd capitalization.

    The use of a list object (ProofreadingErrors) is handy because it automatically eliminates duplicates.

    The last bit of code shows you how to put the list into a new document. From there you can cut/paste it wherever you want. It wouldn't be hard to expand the code in that loop to format the list neatly. With a bit more code, you could read in a list of standard acronym entries and use this loop to drop in the definitions. Some work to set up, but a big time saver when used.

    Hope these ideas help.

    <pre>Sub ListMisspelledWords()
    Dim lstUnknowns As Dictionary
    Dim rngMacro As Range
    Dim preList As ProofreadingErrors
    Dim rngWord As Range

    ' Turn off screen updating to speed macro
    Application.ScreenUpdating = False

    ' Run only on selected text if there is any
    ' Otherwise process the whole document
    If (Selection.Range.Start = Selection.Range.End) Then
    Set rngMacro = ActiveDocument.Range
    Else
    Set rngMacro = Selection.Range
    End If

    ' Get the list of misspelled words
    Set preList = rngMacro.SpellingErrors

    ' Put the list into a new document
    Documents.Add Template:="Normal", NewTemplate:=False
    For Each rngWord In preList
    Selection.TypeText rngWord
    Selection.TypeParagraph
    Next rngWord

    ' Turn screen updating back on
    Application.ScreenUpdating = True
    End Sub
    </pre>


  15. #15
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    Re: Create Acronym List - How (Word 2000/SR1)

    Nice! I'll keep your post for further study. Thanks.

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