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  1. #1
    New Lounger
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    Upgrading to XP from 97/2000 (2002 SP2)

    <img src=/S/hmmn.gif border=0 alt=hmmn width=15 height=15>
    I have been tasked with working all of the details out for upgrading our office to Office XP from (primarily) Office 97 as well as Office 2000. Most of the documents I am concerned about have a custom style template (.dot) attached to them in previous versions. I have copied the styles directly from the previous versions into a new template for XP. In my evaluation, I have noticed two problems that most concern me. The first is that there appears to be a tremendous file size increase (from 120k to 560k) when I open the 97 document, attach the new style template, and then save it. There are no images in this document, so I am curious as to the cause of the discrepancy. Are there new options in XP that should be turned off in order to avoid this? Is it possible that the style template is to blame, and if so, why?

    The second issue style-related, as well. I was wondering how best to protect my styles from those who don't know better than to leave them alone. I cannot find any password protection (didn't really expect to), and the new style task pane and menu options have greatly increased. It would appear that MS has made it much easier for users to fiddle with styles. Normally, I would be rather surprised (pleasantly) that MS made a useful change in favor of the user, but in my line of work, that particular improvement is counter-productive. What is the best way to make my styles from the template mentioned earlier be the only choices for a user? Is there a way to make this the default setting (possibly through the template)? Are there different considerations regarding these options for existing documents being upgraded to XP versus creating a new document? Is this something that will need to be addressed at installation or must I go to every machine in the office to accomplish this? Sorry for all of this. Rather than allowing me the time to answer the necessary questions, the powers that be have decreed a non-negotiable date, so I am under a little pressure. Thank you very much for all of your help. You guys are awesome!

  2. #2
    Super Moderator jscher2000's Avatar
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    Re: Upgrading to XP from 97/2000 (2002 SP2)

    > The first is that there appears to be a tremendous file size increase (from 120k to 560k) when I open
    > the 97 document, attach the new style template, and then save it.

    That's too tremendous to be normal. Simply attaching a template won't change the document. At least, not unless there are some unusual settings. Others who better understand the way templates could update documents may have thoughts on how that could be the problem.

    Does the file bloat simply by opening and resaving it? If so, can you check the following:

    <UL><LI>Compatibility setting (Tools>Options>Compatibility>Recommended Options for...)
    <LI>Default save format (Tools>Options>Save>Save Word files as)
    <LI>Actual save format (File>Save As>Save as type)[/list]I wonder whether a backwards compatibility setting is causing the bloat?

    > I was wondering how best to protect my styles from those who don't know better than to leave them alone.

    I'm not aware of any "real-time" way to protect your styles. However, you could (rudely) override them from a secure source every time the user does certain things (e.g., Open, Save, Print). Someone posted a solution here or on the VBA board recently for checking that all documents had consistent style definitions and documenting any discrepancies. You might be able to build on that.

  3. #3
    New Lounger
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    Re: Upgrading to XP from 97/2000 (2002 SP2)

    The file bloat from simply saving from Word 97 to XP without any template change (existing template from 97 attached) is not as severe as when attaching the template. The file size jumps from 120k to 210k with simple "save as". It is still a problem, considering I have thousands of files to convert, and hd real estate is a concern. It does seem to indicate that the style template is at least partially responsible for the bloat problem. Thanks for your response.

    Sims

  4. #4
    Plutonium Lounger
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    Re: Upgrading to XP from 97/2000 (2002 SP2)

    The increase in size from 120 KB to 210 KB is ""reasonable". Word 97 stores text as ANSI characters, which take 1 byte per character, Word 2000 and up use Unicode, in which many character take up 2 bytes.

    The increase from 120 KB to 560 KB when attaching a template is not reasonable; I have not seen this myself when I converted early this year. My documents increased in size by 50% to 100%, with attached template slightly more than without, but not spectacularly so, and still comparable with your 120 --> 210.

  5. #5
    Uranium Lounger
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    Re: Upgrading to XP from 97/2000 (2002 SP2)

    Hi Sims:
    With regard to the second issue, there is no foolproof way to prevent users from modifying styles. It's actually one of the strengths that Word has. However, there are some things you can do to prevent accidental style changes:
    1. Make sure that every style that you want is "used" in the document. You do that by inserting text or a paragraph mark with the style in it. You don't need to keep the text or style in the document. Once used, it stays used. This will prevent pasted text from changing your style definitions where the style name is the same as yours. You can make sure that the styles are all used in the template; then the same wll be true for documents based on that template. Klaus Linke posted the following macro that you can run in your template:<pre>Sub UseStyles()
    ' Puts all styles in the doc or template
    ' in the Styles in Use box
    ' by Klaus Linke
    Dim myStyle As Style
    For Each myStyle In ActiveDocument.Styles
    Selection.Style = myStyle
    Next myStyle
    End Sub</pre>

    2. You can also make sure that none of the styles have "automatically update" (in Word 2000, it's Format/Style/select style/Modify/Automatically update. This setting means that every time you add direct formatting to your document, it changes the style definition. Make sure this is off. Gary Frieder posted the following macro that will do this:<pre>Sub RemoveAutomaticallyUpdate()
    '
    ' RemoveAutomaticallyUpdate Macro
    ' Macro created 12/1/00 by Gary Frieder
    '
    Dim aSty As Style
    For Each aSty In ActiveDocument.Styles
    If aSty.Type = wdStyleTypeParagraph Then
    aSty.AutomaticallyUpdate = False
    End If
    Next aSty
    End Sub</pre>

    3. Although generally a bad idea, I suppose you could also create an autonew macro that checks the box in Tools/Templates & Add-ins/Automatically update document styles. Then every document based on that template will have that setting. Any styles of yours that users change will be changed back to the template style.
    4. In Word 2002, there is a setting somewhere (I don't have 2002) to "keep track of formatting". It should be turned off because it creates new character styles.
    Hope this helps,

  6. #6
    Plutonium Lounger
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    Re: Upgrading to XP from 97/2000 (2002 SP2)

    >> 4. In Word 2002, there is a setting somewhere (I don't have 2002) to "keep track of formatting".

    For others: this setting is in the "Edit" tab of Tools | Options...

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