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  1. #1
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    Hide buttons & print extra page (WORD 97/2000)

    Hi,

    I think have unique problem that goes something like:

    I have a template that has a front cover and now the company require that it prints a standard back cover as well. The template also allows the users to create a PDF file from the WORD doc file. We have bought a PDF maker from Adobe which is loaded as an Addin within WORD (all set up automatically when the PDF Maker was installed). It adds a 'CreatePDF' button to the toolbar.

    Therefore, I need to 'add' this back cover in two places - 1. when document is printed & 2. when the PDF file is created (which means I need to interrupt the PDF making process & insert the back cover before calling the standard pdf maker to continue making a PDF file & then remove the back cover before saving the file. It seems we can not add a back cover by default in the document.

    The questions are:

    1. How do I interrupt the standard toolbar pdf making button, i.e. add a back cover, call the pdf making process, remove the back cover from the word file. I was
    thinking that I would somehow disable the standard Adobe PDFMaking button and replace it with my own - how can I do that
    2. Also, I was thinking of storing the back cover as a Autotext entry - is this a good idea?
    3. The process should be clever enough to know that if for example the PDF making is not available within WORD then it carries on without falling over.

    Thanks for all your responses.

    Regards

    Robie
    Thanks.
    Robie

  2. #2
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    Re: Hide buttons & print extra page (WORD 97/2000)

    Hi Robie,

    You can indeed have a default back cover. There are various ways of doing this, including creating a template with the back cover:
    . in its own section, which is added to your existing template(s) as the last section in the document; or
    . attached to a 'last' page that is preceded with a standard page break.

    What I don't understand is why you would want this attached to pdfs and printed copies, but not to the Word document itself. If the problem is that the back cover has lots of graphics, and would therefore cause unnecessary file bloat, you could use a link to display it's contents in the Word document without having to have the actual back cover in the document. Check out Insert|File and the 'insert as link' option - available under the 'insert' button. Of course, if you do this after saving your document but before printing or converting to pdf, the back cover can be included in these without being saved in the document itself.

    Cheers
    Cheers,

    Paul Edstein
    [MS MVP - Word]

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    Re: Hide buttons & print extra page (WORD 97/2000)

    Thanks for a quick reponse.

    >> You can indeed have a default back cover. There are various ways of doing this, including creating a template with the back cover:
    >> . in its own section, which is added to your existing template(s) as the last section in the document; or

    So what would happen in the user goes to the end of the document and wants to add something?
    Would it go after the back cover (e.g. if he presses Ctrl-End). I do no wish for the user to add anything after the back cover.

    >> . attached to a 'last' page that is preceded with a standard page break.

    This sounds very intriguging. How can this be done? I like this method but once again the question remains how would the user add
    anything at the end of the document (but before the back cover)?

    The idea is that the user does not see/edit/change the back cover.

    Thanks once again.

    Very interesting.

    Regards

    Robie
    Thanks.
    Robie

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    Re: Hide buttons & print extra page (WORD 97/2000)

    Creating a section for the back cover is easy: simply, use Insert|Break|Next Page.

    Then add your back cover material.

    To prevent anyone from typing anything into/after this, choose Tools|Protection|Forms, the click on 'Sections' and uncheck all except the last section. Add a password if you want, then click OK. Users can now only add/edit material preceding the last page. They could still scroll down to the back cover, but as soon as they click on it the document will scroll back to the top of the document (ie first page). If you really want to, you could even 'hide' the back cover until print time. See the document at <post#=249902>post 249902</post#> for details of how to go about this - the example shows how to hide something at print time, but it can work equally well for displaying something at print time (just change the order of the true/false displays).

    Cheers
    Cheers,

    Paul Edstein
    [MS MVP - Word]

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    Re: Hide buttons & print extra page (WORD 97/2000)

    If you have Word 2000/2002/2003 and you're familiar with VBA you could remove the back cover (and front cover too, for that matter) on creating / loading the document and add it just before printing and save/save as (using AutoText for example).
    Another possibility is to divide the doc into (at least) 3 sections, 1 for front cover, 1 for body of doc and 1 for back cover, setting sections 1 and 3 (last) to protected and leaving 2 unprotected. Then protect the document for forms. The downside of this solution is however, that you loose quite a lot of Word functionality (menu items grayed out) in a protected document.

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    Re: Hide buttons & print extra page (WORD 97/2000)

    I tried the protect document process as described by you but there two mjor downside to it:

    1. This is obvious as Jan pointed out - loses WORD functionality (don't know why word needs to do that <img src=/S/aflame.gif border=0 alt=aflame width=16 height=16> ) - not acceptable to the powers that be.

    2. I can't PDF the document when it is PROTECTED. Need to unprotect the document before PDFing it. <img src=/S/disappointed.gif border=0 alt=disappointed width=15 height=15>.

    Therefore, any other ideas for adding a back cover? My original idea was to interrupt the print & the PDFing process, insert the back cover in the document, run print/makepdf, remove the back cover. The user is no wiser to the insertion/deletion of the back cover. I know it is a long winded process but Microsoft do make life difficult. <img src=/S/brickwall.gif border=0 alt=brickwall width=25 height=15> <img src=/S/bash.gif border=0 alt=bash width=35 height=39> . I don't if this is achieveable.

    Regards

    Robie
    Thanks.
    Robie

  7. #7
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    Re: Hide buttons & print extra page (WORD 97/2000)

    <P ID="edit" class=small>(Edited by jscher2000 on 07-Sep-04 09:47. Light corrections and sample document (not using AutoText field) added.)</P>I think a custom macro to Insert - Print - Delete would be easiest for everyone. You probably cannot use Adobe's button as part of that process, but you can train users to start either the print-to-paper or print-to-PDF process in another way.

    Or... How would your users feel about always having a hard page break at the end of the document? They would need to add their text before the hard page break. Does that work as a user interface?

    I was thinking the (reference to the) back page could be stored in the footer. We've had examples of conditional stuff that prints in footers depending on whether or not the current page is the last page. In theory, at least, one could stick an entire "back page table" into the IF clause: IF this is not the last page, print the page number, if it is the last page, print this huge blob. Something along these lines:

    { IF { PAGE } < { NUMPAGES } "{ PAGE }" "{ AUTOTEXT MyPreformattedText }" * MERGEFORMAT }

    Now, because you've changed the page numbering, you probably have to do a bit of math with the NUMPAGES part of the expression. But try it out and see what you think.

    Also, if you think the AutoText entry might become unavailable, you can unlink the field and insert the whole hairy think into your footer. Users who never view field codes won't be too disturbed by it, but others could be mightily confused.
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