parallel columns

[Chip Orange]

We're creating a template for many users to use and we're trying to recreate
the parallel columns feature in WordPerfect (we're converting from wp to
Word 2002).

We have 2 columns, the left hand one will be empty most of the time, and the
right hand one will contain free-form text which may span pages.

We don't want to use tables because of the problems we've read about in
controlling the breaking of a large row over multiple pages.

We don't want to use styles with hanging indents because often, text will be
pasted from other documents, and this text will have its own styles applied
for formatting.

We've tried using the left advance, textboxes, and frames (all in
conjunction with an extra large left margin to form our left-hand column),
and run into problems in each case (either problems getting to the left
column for editing, or, getting the text to be able to appear in the table
of contents).

I think we've exausted all our options, but I wanted to check here in case
there's a method we may have missed.

Having exausted all our options, I guess we'll use styles with hanging
indents, although this is going to require more expertese on the part of our
users to work out difficult formatting than we'd like.

thanks for any suggestions.

Chip

 

[Robert M. Franz (RMF)]

Hi Chip

We're creating a template for many users to use and we're trying to recreate
the parallel columns feature in WordPerfect (we're converting from wp to
Word 2002).

We have 2 columns, the left hand one will be empty most of the time, and the
right hand one will contain free-form text which may span pages.

We don't want to use tables because of the problems we've read about in
controlling the breaking of a large row over multiple pages.

Tables only seem a good idea when the paragraphs in the right "column"
are relatively short. Note the term "columns" since it's not what Word
knows under that topic (and you definitely don't want to use that here!
).

We don't want to use styles with hanging indents because often, text will be
pasted from other documents, and this text will have its own styles applied
for formatting.

If you want consistent layout in your document, you will have to get rid
of almost any foreign style when you paste (esp. numbering). But I
wouldn't venture into paragraph properties alone here: If your left
margin might have a couple of Words which should break onto the next
line, you are lost with this setup.

We've tried using the left advance, textboxes, and frames (all in
conjunction with an extra large left margin to form our left-hand column),
and run into problems in each case (either problems getting to the left
column for editing, or, getting the text to be able to appear in the table
of contents).

Usually, Frames are the way to go here. They ARE tricky to setup (and
IIRC it was easier in Word 97 than later on), but when you're there, you
can make them part of a style and off you go; applying them gets very,
very easy, and quickly. No problem with finding stuff in frames for
references in TOC, INDEX, etc. (though usually, I can hardly imagine why
I wanted to do that with a real margin, unless you want to put your
headings into the left "column"?).

Greetinx
..bob
...Word-MVP

 

[Chip Orange]

Thanks Bob,

This document has an unusual table of contents requirement that's really
preventing us from using frames. As you suggested, frames is where we ended
up. The problem is that we're producing an agenda, and the left column has
the agenda item number and some additional info about the class of item.
They want this in the table of contents *as part of the same toc entry* as
the first paragraph of the right-hand column. No problem if there's just a
tab between the 2, but, when part of the text is in a frame, Word doesn't
see it as contiguous with the text next to it, so it won't make a single TOC
entry for it.

I don't know a lot about TOC generation (heck, not a lot about Word!), but
maybe I should stick with frames and generate my own TOC from scratch rather
than use Word's automated feature. If I don't do that there just doesn't
seem to be a good way to make parallel columns (non-newspaper) otherwise,
but that's why I asked here, to make sure I hadn't missed one.

Chip

 

[Robert M. Franz (RMF)]

Hi Chip

Chip Orange wrote:
[..]

The problem is that we're producing an agenda, and the left column
has the agenda item number and some additional info about the class
of item.
They want this in the table of contents *as part of the same toc
entry* as the first paragraph of the right-hand column. No problem
if there's just a tab between the 2, but, when part of the text is
in a frame, Word doesn't see it as contiguous with the text next to
it, so it won't make a single TOC entry for it.

That's fine, beceause it really ISN'T a single entry (and usually
neither for the viewer, nor for Word ).

I don't know a lot about TOC generation (heck, not a lot about
Word!),

Have no fear: You'll get to know a whole lot about it in no time if you
keep dealing with documents like that! http://word.mvps.org and
groups.google.com will be your companions in good and bad time ...

but maybe I should stick with frames and generate my own TOC
from scratch rather than use Word's automated feature. If I don't
do that there just doesn't seem to be a good way to make parallel
columns (non-newspaper) otherwise, but that's why I asked here, to
make sure I hadn't missed one.

I've never really used them myself, but this screems for TC-fields.
Whether or not they are a big help for you probably depends on the
change frequency of your headings.

2cents
..bob
...Word-MVP