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  1. #1
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    Copy/paste probs. (Word 2000 SP3)

    One of my main uses for Word is creating my restaurant menus. These are simple documents, each menu item being the name of the dish in 16pt. bold, a tab across to the r/h side of the page, the price, then immediately underneath, the description of the dish in 13pt.
    I frequently need to copy either one item, several, or a whole page from one menu to another.
    both will have the same formatting and look identical, but sometimes copy and paste will make a complete hash of the thing.
    Alignment, font, size, tab can all be completely changed. repeated attempts make no difference. The font can be changed to something that isn't used in either document.
    What's going on here?

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    Re: Copy/paste probs. (Word 2000 SP3)

    Hi, one thing that can happen is that the text takes the attributes of the style in the new document. This would change the appearance.

    For example if your description text is 'Normal Style', then when you paste it into another document, if that other document has a 'Normal Style' then the text will take on those attributes.

    What may be helpful is to define some styles for text formats that you use and then save that as a template. This template then can produce blank documents with all the same styles.

    Also, if the other document you past into has different tabs set, then the text will 'move' to take on these attributes. It may be good to clear all formatting from the document before you paste into it.
    Thanks,

    pmatz

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    Re: Copy/paste probs. (Word 2000 SP3)

    Hi Jim:
    First, you should create a custom template for your menus. Then create styles that have unique names for each element (item, description, price, heading, specials, etc.) in that custom template. Make sure you don't use direct formatting (applying font size, bold, etc. by itself)...use a style. If you don't know how to create styles, post back. You should also read Creating a Template - Parts 1 & 2. Also, make sure that Tools/Templates & add-ins/Automatically update document styles is UNchecked.
    Cheers,

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    Super Moderator jscher2000's Avatar
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    Re: Copy/paste probs. (Word 2000 SP3)

    One other thought. If you have customized tabs in a paragraph and do not copy the final paragraph mark, that information will be lost, and the tab stop will be located in the place assigned to it by the paragraph you're pasting into. (Not the most articulate sentence, but I hope you see what I mean.) If you aren't already viewing paragraph marks and tabs in your document, I highly recommend it. Tools>Options..., in the center of the View tab, I recommend Tab characters, Paragraph marks, Hidden text and Optional Hyphens.

    Also, if you find that Word selects a bit too much when you are using your mouse, or adjusts the spacing between sentences when you paste, click on the Edit tab and look at "Use smart paragraph selection," "When selecting, automatically select entire word," and "Smart cut and paste." (Some of these things might have different names in Word 2000; I'm using 2002.)) Not all aids to productivity aid everyone's productivity. <img src=/S/wink.gif border=0 alt=wink width=15 height=15>

    Finally, best of luck with the restaurant. I know it's a tough business, and menu formatting should be the least of your worries!

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    Re: Copy/paste probs. (Word 2000 SP3)

    In addition to using styles (a great idea), you might also consider setting the document up as a table and applying your styles to the cells in the table. In my experience, using tabs and spaces (as with the old typewriters) to create columnar data is a disaster-in-waiting. Always use tables as it is so much easier to maintain formatting within table cells.

    Good luck,

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    Re: Copy/paste probs. (Word 2000 SP3)

    Thank you very much for the replies, one and all.
    First of all, it's very obvious that I need to learn about styles and templates!
    Whilst I've been using Word since before WfW 97, (was that V 6?), I have not had the time to learn how to use it properly.
    I suppose if I'd found the time, I would have more time now!
    I've downloaded "Creating a Template Parts 1&2, I have "Special Edition Using MS Office 2000", (still in pristine condition, I'm afraid to say), and shall get on to this straight away.
    I guess I always thought that as I had at least three different attributes for each menu item, that perhaps styles were not for me. I have to admit to just not understanding what it's all about.

    Chuck, I've tried using tables in the past, although without styles. The problem I've found is that if all the menu is in one large cell, then I have the same problem. If I put the individual items in different cells, (A separate cell for name, one for price, and one for the description, then copying a whole page becomes tedious, each cell having to be copied seperately.

    Jscher, I'm having to work on what you said. Or what I think you said. (In your first para. I have the second para down OK.) Many thanks for your good wishes. You're right. Menu formatting is actually about nineteen on my list of worries, except when I'm *doing* it, then it becomes number one.

    Phil, you guessed it. I don't know how to create styles. However, I don't expect you to post a tutorial on the subject, and chapter 15 of the aforesaid Using Office 2000 has 22 pages on the subject! But thanks, anyway. Perhaps I can get back to you if I get stuck with the book? And thanks for the link.

    M

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    Re: Copy/paste probs. (Word 2000 SP3)

    Hi Jim,

    Well, you are on the right track by beginning to educate yourself on Word. Keep at it, especially regarding Styles, as they are perhaps the most powerful feature of Word.

    I must say I remain confused as to why you have to copy one cell at a time. You can copy the entire table with all cells in one operation by first selecting the table and then click on copy.

    Good luck with your endeavors.

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