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  1. #1
    3 Star Lounger
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    Two pages become three (Word 2000 (9.0.6926 SP-3)

    My computer's operating system is Windows XP Home & I am using Office Suite 2000 Premium.

    I wonder if Phil Rabichow will have the answer to this one? {8;-))

    I produce a monthly circular for a social group on two pages. Page one has a table the size of just less than the printing margins with two columns dividing the table one-quarter & three-quarters. The one-quarter column has a logo & the names, addresses etc of the chairman, secretary, treasurer etc of the group. The three-quarters width column contains formatted text of meeting notices etc & tables in which information about forthcoming events is set out. The edges of the text & the tables are clearly within that column. At the bottom of the page there is a page break so that the full-page table will not continue onto page two.

    The second page is mainly text in paragraphs. There is no main table & a shallow table of less width than the width between the printing margins gives anniversary information.

    On my computer the document displays as two pages. It is distributed 2/3 rds by email & as 1/3rd as printed copies on two sides of one sheet of A4 paper. I do not experience any printing problems.

    Several of the email recipients complain that when they open the file it displays on their computer as three or even four pages. For example the computer of one of these recipients uses Windows XP Home with Office 2000 Professional with no Service Packs installed.

    Can anyone suggest an explanation for the behaviour as described of my file on certain other computers? My troubled recipients & I would dearly love to know why.

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  3. #2
    Plutonium Lounger
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    Re: Two pages become three (Word 2000 (9.0.6926 SP-3)

    It might be due to different printers. Inkjet printers generally have a much larger non-printable bottom margin than laser printers. If you designed the document to fit exactly on 2 pages on a laser printer, the pages are too long for an inkjet printer, so one or both of the pages would become two pages when viewed on a system where the default printer is an inkjet printer.

  4. #3
    Uranium Lounger
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    Re: Two pages become three (Word 2000 (9.0.6926 SP-3)

    Hans,

    Couldn't the inkjet printer owners use the "Shrink to Fit" option in the Print Preview section of Word to make the documents fit on 2 pages ??
    <IMG SRC=http://www.wopr.com/w3tuserpics/DocWatson_sig.gif>

  5. #4
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    Re: Two pages become three (Word 2000 (9.0.6926 SP-3)

    Probably an excellent idea, but it's an extra step for the user.

  6. #5
    Uranium Lounger
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    Re: Two pages become three (Word 2000 (9.0.6926 SP-3)

    Turning to the 3rd and 4th pages involves Two extra steps for the user. <img src=/S/laugh.gif border=0 alt=laugh width=15 height=15>
    <IMG SRC=http://www.wopr.com/w3tuserpics/DocWatson_sig.gif>

  7. #6
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    Re: Two pages become three (Word 2000 (9.0.6926 SP-3)

    Print out as a PDF file and then this should make eveyone happy.

    Now running HP Pavilion a6528p, with Win7 64 Bit OS.

  8. #7
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    Re: Two pages become three (Word 2000 (9.0.6926 S

    I suspect the document is set to refresh the styles when the file is opened and your base template has smaller type sizes in it. Have a look under Tools > Templates and Addins to make sure that the 'Refresh styles' option is turned off.

    As already offered, Acrobat is a good way to avoid this (and other) problems in distributing Word files. There are freeware tools around to make acrobat files so you don't need to spend money to create Acrobat files - but there is less fiddling around if you do.
    Andrew Lockton, Chrysalis Design, Melbourne Australia

  9. #8
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    Re: Two pages become three (Word 2000 (9.0.6926 S

    Thank you for your reply.

    As it so happens we both use the same printer; HP LaserJet 4Ls.

    However the problem occurs before printing. It is the display when the file is opened that is different (3/4 pages) on the recipient's computer to the display on my computer (2 pages). In addition we both use Word 2000.

  10. #9
    Plutonium Lounger
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    Re: Two pages become three (Word 2000 (9.0.6926 S

    > However the problem occurs before printing.

    Word uses the printer settings to format the document on-screen, so different printers could lead to differently displayed documents.

    You use the same printers. Do you also have the same version of the printer driver?

    I recommend looking at Andrew Lockton's suggestions.

  11. #10
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    Re: Two pages become three (Word 2000 (9.0.6926 S

    Thank you for your reply.

    I have looked at Tools | Templates & Add-ins. `Automatically update document styles' is not checked. I assume that is the function you refer to?

    Although I have Acrobat 5.0 I am not impressed by its output. Nevertheless I will see if it is acceptable to my email recipients.

  12. #11
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    Re: Two pages become three (Word 2000 (9.0.6926 S

    Thank you for your reply & suggestion.

    Speaking for myself & although I have Acrobat 5.0 I am not inpressed by the PDF format. Perhaps I need more experience of it. Nevertheless I will try it & see if it acceptable to the email recipients.

  13. #12
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    Re: Two pages become three (Word 2000 (9.0.6926 S

    >I Am Retired And Have NOT Missed A Day Of Work Since!<

    After seven plus years of retirement I find it hard to work out how in fifty years I ever had time to go to work!

    I am going to try PDF format on the recipients - thank you for your reply.

  14. #13
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    Re: Two pages become three (Word 2000 (9.0.6926 S

    As a Word 2000 document the file is 87Kb. As a PDF document it is 662Kb. Not all those on the distribution list have a broadband connection. Therefore distribution as a PDF is not going to be popular overall.

    It seems from other replies that I need to set more generous margins particularly the bottom margin to allow for the printing area of an inkjet being shorter than that of a laserjet..

  15. #14
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    Re: Two pages become three (Word 2000 (9.0.6926 S

    Just another thought: in Tools | Options, tab Compatibility, there's an option "Use printer metrics" (or something like it, translated from Dutch version of Word). This shouldn't be ticked, otherwise Word repaginates the doc on opening, using the metrics in the driver of the current printer.

  16. #15
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    Re: Two pages become three (Word 2000 (9.0.6926 S

    Malcolm, if your pdf file is bigger than your word document I suspect you are pdf'ing in ebook format, try changing the pdf settings for either print or screen.

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