Inserting files in Templates

[Muz]

I would like to know how to create a template that controls all the
files that are pasted into it.

I work on a journal that has between 6 - 8 articles in each issue. I
first make a Word file that contains the foreword and index, and, when
files have finished the proofreading process, I then insert them into
the document.

This is where the problem occurs.

Often, after pasting in a file, large areas of the master document are
affected: the fonts are changed, and/or the margins become wider of
narrower. A number of these files are from authors who are working in
fonts that are not based on the Roman alphabet; that is, Arabic,
Persian and Chinese.

What I would like to know is: Can I create a Word template that cannot
be affected by files that are inserted? Can I have a template that
makes other files conform to its properties?

Any help with this would be REALLY appreciated, as I spend a lot of
time going over the master file correcting mistakes caused by other
files.

Muz

 

[Daiya Mitchell]

You can't force the template to stay the same, no.

Margins changes and other things are probably being controlled by
section breaks--see here:
http://word.mvps.org/FAQs/Formatting/WorkWithSections.htm
(hit refresh a few times if using Safari)

What do you mean by "fonts change"? Example?

Do you use Insert | File or Paste?

What version of Word?

 

[John McGhie]

There are two strategies you can use:

1) Don't paste the formatting

2) Use an Attached Template set to "Automatically update styles on open".

I always use the first method: Edit>Pate Special>Text Only.

I can then quickly reformat the received text using the styles in the master
file. This also prevents the incoming text from resetting the margins or
changing any other Section-level or Document-level parameters.

You can alternatively make a Word template containing all the correct styles
(by simply "Save As" of your master file and choosing the format "Document
Template").

Then create a new document from that template, and go to Tools>Templates and
Add-ins, and set the "Automatically update styles on open" to ON. The
styles will then revert to the formatting in the template each time you open
the document.

The reason I don't use that method is that it relies on the contributing
authors using the correct styles in their documents, and they never to.

It also means you have to be very careful not to paste Section Breaks when
you are pasting (that's what breaks your margins: the contributors'
documents contained section breaks with different margins).

Cheers



On 26/10/07 6:38 AM, in article
(e-mail address removed), "Muz"

I would like to know how to create a template that controls all the
files that are pasted into it.

I work on a journal that has between 6 - 8 articles in each issue. I
first make a Word file that contains the foreword and index, and, when
files have finished the proofreading process, I then insert them into
the document.

This is where the problem occurs.

Often, after pasting in a file, large areas of the master document are
affected: the fonts are changed, and/or the margins become wider of
narrower. A number of these files are from authors who are working in
fonts that are not based on the Roman alphabet; that is, Arabic,
Persian and Chinese.

What I would like to know is: Can I create a Word template that cannot
be affected by files that are inserted? Can I have a template that
makes other files conform to its properties?

Any help with this would be REALLY appreciated, as I spend a lot of
time going over the master file correcting mistakes caused by other
files.

Muz


--
Don't wait for your answer, click here: http://www.word.mvps.org/

Please reply in the group. Please do NOT email me unless I ask you to.

John McGhie, Consultant Technical Writer
McGhie Information Engineering Pty Ltd
http://jgmcghie.fastmail.com.au/
Nhulunbuy, Northern Territory, Australia
+61 4 1209 1410, mailto:[email protected]

 

[Muz]

John,

Thanks for that very informative post. I will try what you recommend.
And you are right about the template and authors not following the
styles, I have yet to have an author submit a paper that has the
correct format.

Cheers,

Muz

 

[Clive Huggan]

Hello Muz,

If you paste material in from others frequently, you'll benefit from having
a keyboard shortcut that performs the sequence Edit => Paste special =>
Unformatted text.

It's described at page 190 of some notes on the way I use Word for the Mac,
titled "Bend Word to Your Will", which are available as a free download from
the Word MVPs' website
(http://word.mvps.org/Mac/Bend/BendWordToYourWill.html).

[Note: "Bend Word to your will" is designed to be used electronically and
most subjects are self-contained dictionary-style entries. If you decide to
read more widely than the item I've referred to, it's important to read the
front end of the document -- especially pages 3 and 5 -- so you can select
some Word settings that will allow you to use the document effectively.]

Cheers,

Clive Huggan
Canberra, Australia
(My time zone is 5-11 hours different from North America and Europe, so my
follow-on responses to those regions can be delayed)
============================================================

 

[Muz]

Hello Muz,

If you paste material in from others frequently, you'll benefit from having
a keyboard shortcut that performs the sequence Edit => Paste special =>
Unformatted text.

It's described at page 190 of some notes on the way I use Word for the Mac,
titled "Bend Word to Your Will", which are available as a free download from
the Word MVPs' website
(http://word.mvps.org/Mac/Bend/BendWordToYourWill.html).

[Note: "Bend Word to your will" is designed to be used electronically and
most subjects are self-contained dictionary-style entries. If you decide to
read more widely than the item I've referred to, it's important to read the
front end of the document -- especially pages 3 and 5 -- so you can select
some Word settings that will allow you to use the document effectively.]

Cheers,

Clive Huggan
Canberra, Australia
(My time zone is 5-11 hours different from North America and Europe, so my
follow-on responses to those regions can be delayed)
============================================================

John,

Thanks for that very informative post. I will try what you recommend.
And you are right about the template and authors not following the
styles, I have yet to have an author submit a paper that has the
correct format.

Muz

Thanks for that Clive,

I will read through your notes.
My problem with pasting in files, is that they are formatted articles
- references, tables, charts etc. Mostly, they can be inserted without
too much trouble, but sometimes the fonts in the middle of a file
change to 'monster' coloured fonts, or the margins of the template
file all go out of whack. It is just frustrating trying to maintain
the margins when Insert - File into the main file.

Muz

 

[Clive Huggan]

Hello Muz,

If you paste material in from others frequently, you'll benefit from having
a keyboard shortcut that performs the sequence Edit => Paste special =>
Unformatted text.

It's described at page 190 of some notes on the way I use Word for the Mac,
titled "Bend Word to Your Will", which are available as a free download from
the Word MVPs' website
(http://word.mvps.org/Mac/Bend/BendWordToYourWill.html).

[Note: "Bend Word to your will" is designed to be used electronically and
most subjects are self-contained dictionary-style entries. If you decide to
read more widely than the item I've referred to, it's important to read the
front end of the document -- especially pages 3 and 5 -- so you can select
some Word settings that will allow you to use the document effectively.]

Cheers,

Clive Huggan
Canberra, Australia
(My time zone is 5-11 hours different from North America and Europe, so my
follow-on responses to those regions can be delayed)
============================================================

John,

Thanks for that very informative post. I will try what you recommend.
And you are right about the template and authors not following the
styles, I have yet to have an author submit a paper that has the
correct format.

Muz

Thanks for that Clive,

I will read through your notes.
My problem with pasting in files, is that they are formatted articles
- references, tables, charts etc. Mostly, they can be inserted without
too much trouble, but sometimes the fonts in the middle of a file
change to 'monster' coloured fonts, or the margins of the template
file all go out of whack. It is just frustrating trying to maintain
the margins when Insert - File into the main file.

Muz

Remember you can pull such fonts back to the style of the underlying
paragraph by selecting then keying Control-Spacebar. (I know it's not the
complete answer by any means; I know where you are coming from. I use
various combinations of these techniques. In your scenario I usually sort
out the formatting in an intermediate (blank, new) document.

Cheers,

Clive
=====