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  1. #1
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    Formatting changes when closing and reopening doc (Word XP 2002)

    <img src=/S/cranky.gif border=0 alt=cranky width=18 height=25> I came here because I've read your answers in the past and usually found the solutions to my problem. This time not. So here goes, I work as a transcriptionist for a court reporter and this lady is not versed in Word having used WordPerfect for 20 plus years, but I'm not versed in WP and the few times I used it was completely frustrated about how difficult it made doing simple things.

    Any way here's my problem. In Word XP 2002 with the 2003 service pack, I set the formating to the state statute requirements in a template, with the correct margins, tabs for the indenting, and the correct font size and line spacing. I do not use any page or section breaks because these can cause problems if she should have to pull it up in WP. But my problem is without having ever been in WP when I close a document and then reopen, there will be section breaks and my tabs I used to set the indents will have changed to 1st line margin indents.

    In a long document it takes a long time to take these back out only to open it and find them back again. Also sometimes, and this is only occasionally, when I backspace or delete to remove a section break it will completely change the font type, size and spacing. How do I set up a style or template so I won't keep having this problem? I want to keep this as simple as possible.

    I'm open to any suggestions.

    Shepherd

  2. #2
    Super Moderator jscher2000's Avatar
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    Re: Formatting changes when closing and reopening

    <P ID="edit" class=small>(Edited by jscher2000 on 01-Jul-05 13:50. One more question)</P>I don't work with transcripts much, but the ones I have seen typically have hard page breaks between pages, rather than section breaks, and have the numbers typed in rather than inserting using, say, automatic numbering. So the degree of clean-up really depends on the simplicity of the formatting. That said, I recommend that you work in Normal view (View>Normal) so that you can see the types of breaks you're working with. Hopefully you can find a pattern to the reappearing section breaks that way. If you have a sample transcript that's okay to post (not confidential!!), that might help with more detailed diagnosis. You can use WinZip or similar archiving tool to compress the file for posting.

    One more question: When you re-open the transcript, is it still associated with your custom template, or has the document attached itself to Normal.dot or some other template? Changing templates sometimes can change the styles in a document.

  3. #3
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    Re: Formatting changes when closing and reopening

    Well, it will take me a bit to find one that has continued to do that where I can post it, but I will find one. As the custom template change how would I find that out? I also know part of the problem is we have a typist that puts in hard returns instead of using word wrap. She is one of the reasons I've been hired to edit her work. Explaining to her the hard returns just seems to pass right through her head, because the next document she does will have the same thing. We even tried having her do her own editing which made things even worse.

    So it's my thought there is something hidden that is not showing up on the "ctrl+shift+8" to see the formating marks and I don't know how to find it.

    I will go find a document where you can see what it's doing.

    Thank you.

    Shepherd

  4. #4
    Super Moderator jscher2000's Avatar
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    Re: Formatting changes when closing and reopening

    To check the current attached template, you can look on the File>Properties tab or in Tools>Templates and Add-ins (the latter lets you change it, should you need to).

    Is it possible there are strange fields? If you press Alt+F9, you can view everything from {PAGE} to various unexpected codes. Also, if you turn on viewing of hidden text (Tools>Options..., View tab), you might find something else lurking.

    Good luck on the hard returns. I think it's possible that AutoFormat can clean that up, but I dislike some of the other changes it makes, so I don't use it.

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