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  1. #1
    Lounger
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    Consistent Formatting (2003)

    I have been assigned the task of creating a way to turn electronically submitted reports in Word (with various formats) into a format that is consistent and as automatic as possible. In the past our secretary has taken the Word document and changed the page settings, change the font style and size, bolded some headings, underlined others, etc., all manually.

    Because your collective brains out there are far superior to my tired one, I'll ask you guys first what would be the best approach. As I said, the attachment comes in via email and it needs to wind up in a standard, acceptable format. This includes weird margins, numbered lines, a text box, mostly 11 pt Arial (except for section headings), etc. Would a user form work with prompts where the user can paste text from the other document? How do you copy and paste but keep the formatting of the "paste to" document?

    I'm hoping someone out there in cyberland will have the answers! THANKS!

    Shelly

  2. #2
    4 Star Lounger
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    Re: Consistent Formatting (2003)

    Hi ShellyC, welcome to Woodies lounge!

    Well, I have worked on a project where all I was doing was reformatting documents which came in all formats (all Word) to a standard format for the company. The standard format included margins, fonts, headings, paragraph settings etcetc...
    The way we did it was to have a template with all the correct formats and settings, preferably read only so as not to risk any changes to it,and then we would remove the formatting from the original document and copy it into the template, apply relevant formatting (eg headings, bold etc) and then do a Save As to complete the document.
    Along the way we found many shortcuts and used macros to help repetitive tasks etc.

    Is this the kind of thing you would be doing (if so I can give more help on this kind of methodology) or did you want something else for many users to use?

    When you copy and paste in Word you should have the option of either matching destination format, or keeping source format. Do you get this? Also be very careful of copying paragraph markers (assuming you have your 'show all formatting' turned on) ESPECIALLY the last paragraph marker in the document, as this contains info for margins / headers etc and can mess things up.

    Let me know if any of this sounds helpful; I have some practised 'tricks of the trade' for cleaning up documents in Word!

    Cheers
    Thanks,

    pmatz

  3. #3
    Lounger
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    Re: Consistent Formatting (2003)

    This is just what I am looking for. I will have to do a little training with our secretary, and add some macros to her computer, but this plan should work just fine. Thanks!

  4. #4
    4 Star Lounger
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    Re: Consistent Formatting (2003)

    Hi, no problem!

    Well, a good start to get all formatting off is to do
    CTRL+A (select all)
    CTRL+SHIFT+N (apply 'Normal' Style)
    CTRL+SPACE (remove font formatting)
    CTRL+Q (remove paragraph formatting)
    then do CTRL+H (find and replace) search for ^p^p (instances of two carriage returns) and replace with ^p (1 carriage return) - do this until results are 0.

    This can be recorded as a macro, and simply gets all the <img src=/w3timages/censored.gif alt=censored border=0> out the way. Then you can copy and paste (watch that last paragraph marker!) to the template, and using the styles menu in the template go through applying the corect formatting.

    I would always work with 'Show Formatting' turned on too.

    Let us know how you get on, the lounge is the best place on the web (IMO) for any help you may need.
    <img src=/S/coffeetime.gif border=0 alt=coffeetime width=32 height=48>
    Thanks,

    pmatz

  5. #5
    Lounger
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    Re: Consistent Formatting (2003)

    Well, I thought I had it down. <img src=/S/brickwall.gif border=0 alt=brickwall width=25 height=15>

    I created the template (read-only) and saved my macros to the template so that any documents created based on this template would have access to the macros. At least I thought that is what I was doing. When I tested my meticulously crafted template, I wound up with an error message that says the macros in this project had been disabled. I also created a macro that removed all of the formatting of the original document and changes it to a generic format.

    HELP! <img src=/S/help.gif border=0 alt=help width=23 height=15>

    How do I make it so that I don't have to run around to every cubicle and create macros to use the templates?

    BTW, I had tried another user lounge for my Access questions and the response I received was so demeaning that I will never go anywhere else besides Woody's for advice! <img src=/S/hailpraise.gif border=0 alt=hailpraise width=27 height=22> You guys are the greatest!

    Frustrated in Minnesota,
    ShellyC

  6. #6
    4 Star Lounger
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    Re: Consistent Formatting (2003)

    Hi - I completely agree - Woody's Rocks ! <img src=/S/music.gif border=0 alt=music width=97 height=29>

    OK, it sounds like your Macro Security Settings are set to High on the template.
    Open Word, goto Tools | Options, then the Security Tab; Macro Security Button, set to Medium. OK out. Close Word. This should solve that - now any Word documents that contain macros shold prompt you as to whether you want to allow them or not. MAKE SURE YOU ONLY ALLOW MACROS YOU TRUST!

    Cool for the creation of your macros - sounds good.
    Thanks,

    pmatz

  7. #7
    Plutonium Lounger
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    Re: Consistent Formatting (2003)

    The most likely reason for the macros being disabled is having your security level set to High. Have a look at Tools > Macro > Security to see if this is the case.

    If I am correct then you can either reduce macro security to Medium, or get hold of a digital certificate and sign your Macros.

    When you have checked your current security level, let us know how you want to proceed and whether you need more help.

    StuartR

  8. #8
    Lounger
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    Re: Consistent Formatting (2003)

    <img src=/S/clapping.gif border=0 alt=clapping width=19 height=23> YIPPEEEEE!!!

    Thank you, thank you! I changed the macro security level to medium and it works great!

    Man, am I good! <img src=/S/wink.gif border=0 alt=wink width=15 height=15>

    On to bigger things,
    Shelly

  9. #9
    Plutonium Lounger
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    Re: Consistent Formatting (2003)

    This is great, so long as other people who need to use your macro also have their security set to medium.

    If you need to distribute the template to people who might have macro security set to high then you may be better off creating a digital certificate and signing the macros.

    StuartR

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