Good Afternoon:
Here is some information I thought that you might find worth your time
reading.
Christopher McMillan
ADAPTIVE COMPUTER CONSULTING
President
Telephone: 203 937 0166
Fax: 203 934 5468
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E-mail: [log in to unmask] or [log in to unmask]
-----Original Message-----
From: Woody's Office Watch [SMTP:[log in to unmask]]
Sent: Wednesday, June 02, 1999 3:28 AM
To: [log in to unmask]
Subject: Woody's Office Watch #4.22
--==>> WOW-WOODY's OFFICE WATCH <<==--
(your own Microsoft Word & Office guru every week!)
2 June 1999 Vol 4 No 22
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IN THIS ISSUE: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Anyone buying Office 2000
should check our warnings on traps in purchasing the new Office.
How to quickly find spelling and grammar problems in Word
documents and how to extend the color options in Excel.
More on complex paragraph numbering in Word, warning people
not to forward your messages and backing up your valuable
Outlook data files. Another lesson and shortcuts on
classes in VBA.
JOIN WOW, hear the latest Office news FREE and FIRST send
blank email mailto:[log in to unmask] or
http://www.woodyswatch.com/wow/ . And don't forget our free
Windows newsletter http://www.woodyswatch.com/www/ or
mailto:[log in to unmask]
* WHO'S GOT THE BEST PRICE FOR OFFICE 2000?
* QUICKER SPELL AND GRAMMAR CHECKING
* EXCEL COLOR OPTIONS
* OFFICE 2000 SPECIAL EDITION
* WOW READERS ARE WINNERS EVERY WEEK
* MORE ON PARAGRAPH NUMBERING
* USE THE 'DO NOT FORWARD' FLAG
* BACKUP REDUX
* CLASS ON CLASSES
* VBA Challenge
* VBA RESOURCES DELIVERED BY VALET READERS
* ENTERTAINMENT NICHE
* BACK ISSUES?
* WOODY's CONTACTS in North America or Australia
* ADMINISTRIVIA, subscribing, unsubscribing etc
WWW - Woody's WINDOWS Watch is our sister ezine that has a
regular flow of news, tips and traps about Microsoft
Windows. Most WOW readers get both ezines-they're free,
of course ad give you twice the chances to win a book
prize. You can join WWW at the same address you get WOW
just by clicking this link
[log in to unmask]" target="_blank">http:[log in to unmask]
WHO'S GOT THE BEST PRICE FOR OFFICE 2000? ~~~~~~~~~~~~~
Thanks to all those readers who have written to us with
suggestions for where and how to get the best prices for
Office 2000 and upgrades. Peter is busy checking the
prices and will publish the results in a special issue of
WOW on Office 2000 coming out later this week.
He tells me that the list will be able to save you a
minimum of $50 and over $200 depending on what you buy. It
certainly pays to shop around for Office 2000 and Peter is
doing that job for you. Look out for our Office 2000
special issue coming soon.
Some early problems and points have arisen that we'd like
to warn WOWsers about now:
* Be careful when pricing the Developer Edition, there are
several options that are not always labeled fully by
retailers. There's a package with the Developer tools
plus all the Office components that comprise the Premium
package (retail price $999 for full purchase, $649 before
rebate for the upgrade). A separate package contains the
Developer tools only (retail price $399) which some sites
are describing as an 'upgrade' - this package is designed
for people who already have Office 2000 and just need to
add the developer goodies. From the messages we've
received it seems that some people have ordered the tools
only upgrade mistakenly believing it a good deal on
the whole Office 2000 package. If you've ordered an
'Office 2000 Developer Upgrade' for around $300-400 you
should check to see if it's really what you want.
* There's also understandable confusion about what is
contained in each package, especially given the new
'Premium' option. We'll cover this in the WOW special
issue.
* Can you get a cheaper price by buying Office 97 and using
the 'Technology Guarantee' for a low cost Office 2000
upgrade? The answer is maybe and if you're prepared to
wait. We're checking the Technology Guarantee details
with Microsoft and will explain how it works in the WOW
special issue.
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QUICKER SPELL AND GRAMMAR CHECKING ~~~~~~~~~~~~~~~~~~~~~~~~
There's an easy and fast way to jump through the spelling
errors in a document for Word 97 and 2000. On the status
bar at the bottom of the window you'll see a spell check
icon (it looks like a book and when it's working a pen
moves across it). Double click on that icon and Word will
jump to the next error (ie red or green squiggly line) and
the right mouse menu will appear with suggestions for
changes. Accept the suggested changes or not and double
click on the icon again to move to the next problem.
Right mouse clicking on the spell icon gives you options to
hide the spelling or grammar areas from the screen (ie
remove the squiggly lines) or access the full set of spell
/ grammar options (same as Tools | Options | Spelling and
Grammar).
EXCEL COLOR OPTIONS ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
You're not limited to the limited range of colors shown in
the Excel, Format | Cell dialog boxes. In Excel 95 you
have 16 default colors, in Excel 97 and 2000 there's 64
boxes to click on for standard colors. Unlike Word 2000,
which now has access to a full range of colors, Excel 2000
is limited to 64 at any one time.
Go to Tools | Options | Color and you can change the
setting of any the standard color to something you prefer.
This is handy for those of you with a design or artistic
bent, or just to match the color in a corporate logo.
To copy the color scheme from another worksheet you must
open that file first, then switch to the other worksheet
and choose Tools | Options | Color and select the other
open worksheet from 'Copy colors from' pull-down list.
OFFICE 2000 SPECIAL EDITION ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
WOW's editor, Peter Deegan has just seen his first copy of
Woody's new book and he reckons it looks gorgeous. Over
1,300 pages full of great tips and advice in a clearly
presented form with plenty of screen shots to show what Ed
and Woody are talking about.
At the end of many chapters there's a great section:
'Secrets of the Office Masters' with wonderful new or
innovative uses for Office 2000 features. Anyone who
prints Outlooks calendars should check out the great idea
on page 748.
The included CD has a full registered copy of Woody's Office POWER Pack -
WOPR 2000 - which costs US$49.95 for earlier versions but for Office 2000
comes with the book.
In the front of the book is a color guide to using WOPR
2000.
Copies of 'Special Edition using Microsoft Office 2000' are
now available in the USA. In the USA ask your local
bookseller or online retailer. Details at
http://www.wopr.com/books/seuo2000.htm . Outside of North
America or Australia ask your local bookseller to get a
copy for you - it should be available now or very soon in
most areas.
In Australia, Phil at our Aussie office has been busy
shipping copies to anyone who placed an advance order (if
your copy hasn't already arrived then it's on the way).
He still has some copies from the first shipment left --
send him an email mailto:[log in to unmask] for details and he'll ship a copy
to you before Office 2000 is even released!
WOW READERS ARE WINNERS EVERY WEEK ~~~~~~~~~~~~~~~~~~~~~~~~
There'll be a winner drawn from the subscriber list of WOW
for each issue. That lucky person will WIN a free computer
book from Macmillan's http://www.mcp.com/
Our WOW editor, Peter Deegan, will choose a winner at
random from the list of people who get each issue; he'll
then contact the winner direct for shipping information. If
the winner replies within 72 hours they get their prize,
otherwise we'll redraw to find a new winner. Winners will
be announced in WOW, but email and postal addresses are not published.
DOUBLE YOUR CHANCES
We'll also be giving a Macmillan book prize away with each
issue of Woody's Windows Watch - WWW. So double your
chances of winning by making sure you join our sister
publication in which Woody and Peter are joined by Barry
Simon, Peter McDonell and Sanford Weinberg to give you tips and information
on Windows.
Most WOW readers get both ezines-they're free, of
course. You can join WWW at the same address you get WOW
just by clicking this link
[log in to unmask]" target="_blank">http:[log in to unmask]
These weekly prize draws are just another way to thank you
for your help and support for Woody's Office Watch. Over
the last few years, WOW has become a significant voice to
and on behalf of Office users around the world. Not only
do we give you the latest news and information (whether
Microsoft likes it or not) but tips from a range of
experts.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
THE WORD OF LAW
Advice and news on using Word in legal offices and other
large organizations from Bob Blacksberg.
MORE ON PARAGRAPH NUMBERING ~~~~~~~~~~~~~~~~~~~~~~~
The column in issue 21 began the journey through the
labyrinth of Word 97's automatic paragraph numbering. This
week we continue that journey. We may not make it past
where the last column ended, but we will dig deeper. Up to
our hips, at least.
In the short time since issue 21 was distributed, many of
you have sent detailed questions and comments, especially
about automatic numbering. Eventually, we will try to cover
as many of those questions as possible. Your questions also
show a range of understanding and experience with the
structure and tools of Microsoft Word. We will try to
address those at several levels, and trust you will be
patient with materials either too simple or advanced for
your needs.
We started with Law 7 of the Laws of Styles stated in issue
20, "Tie automatic numbering to heading styles" and ended
with the direction to prepare templates with proper
settings for numbering and all other heading style
formatting, then using the Style Gallery to apply numbering
formats. There will be exceptions, of course.
Before diving back into the List Gallery, let's explore in
greater detail the strategy for using Heading styles to
organize the structure, formatting (and, where applicable)
numbering of legal documents.
The following three examples illustrate (within the limits
of the plain text formatting of WOW), the use of Heading
and Body Text styles to organize the structure and
formatting of three types of legal documents. In each case,
the name of the style used for each paragraph can be found
in brackets preceding the text of the paragraph (but not
the paragraph numbering. Please imagine that the spacing
between the paragraphs and the first line indents are
established by the spacing and first line indent settings
of the styles.
SIMPLE AGREEMENT STRUCTURE:
1. [Heading 1]SCOPE OF WORK
[Body Text]Subject to the terms and conditions hereinafter provided,
Customer engages CONSULTANT for the furnishing of the services specified
....
2. [Heading 1]TERM
[Body Text]This Agreement shall terminate one (1) year following the
Effective Date; provided, however, ...
3. [Heading 1]CONSIDERATION AND PAYMENT
A. [Heading 2]This Agreement is on a time and materials basis only ...
COMPLEX AGREEMENT STRUCTURE:
ARTICLE 1 [Heading 1]
REPRESENTATIONS AND WARRANTIES OF THE SHAREHOLDERS
[Body Text]As a material inducement to OLDCO to enter into this Agreement
and consummate the Merger, ...:
Section 1.1 [Heading 2]Status. The Company is a corporation ....
Section 1.2 [Heading 2]Corporate Authority,Effective Agreement. The Board
of Directors and the Shareholders have duly authorized ...
Section 1.3 [Heading 2]Contracts, Leases, Agreements and Other Commitments.
[Body Text]The Company is not a party to any contract or agreement except
for the following (collectively, the "Company Agreements"):
(a) [Heading 3]the investment advisor agreements...;
BRIEF STRUCTURE:
[Heading 1]NATURE OF CASE AND ORDER FROM WHICH APPEAL IS TAKEN
[Body Text]Appellant, ...
[Heading 1]STATEMENT OF THE CASE AND THE FACTS
MATERIAL TO THE ISSUES PRESENTED ON APPEAL
[Body Text]This action arises out of ...
[Heading 1]STATEMENT OF ISSUES
[Body Text]...
[Heading 1]SUMMARY OF ARGUMENT
[Body Text]The district court gave ...
[Heading 1]ARGUMENT
A. [Heading 2]No Implied Attorney-Client Relationship
Was Created Between ...
[Body Text]...
1. [Heading 3]The Agreement of Counsel Relied Upon by the District Court
...
[Body Text]Neither the plaintiffs nor the district court identified ...
[Heading 1]CONCLUSION
[Body Text]For all of the foregoing reasons, ...
In the actual documents, the Body Text and Heading styles
in each of these documents control the font, line spacing,
spacing between paragraphs and margins for each of the
types of paragraphs. For instance, in the Simple Agreement,
the font for the Heading 1 style, used for the titles of
the provisions of the contract, has its font set to Bold,
All Caps.
In addition, automatic paragraph numbering has been set for
Heading styles 1 through 3. In the agreements, each of
these levels includes a paragraph numbering setting. In the
brief, Heading 1 does not include numbering, but Heading
styles 2 and 3 do. The sample text indicates the content of
the "number" in the text preceding the name of the style.
Thus, in the simple agreement, the number for Heading 1
Style includes Arabic numbers (1,2,3) and the period
character. In the Complex Agreement, the Heading 1 style
numbering includes the word "Article" followed by Arabic
numbers, while Heading 2 includes the word "Section"
followed by a compound numbering, including the prior
level.
If only the story ended here... Notice that the list of
paragraph formatting characteristics for Heading 1 through
Heading 3 styles did not list left indent, first line
indent and tab settings. These are the style format
settings (in VBA terms, the properties of
Styles(StyleName).ParagraphFormat) in conflict between the settings stored
in the style and those maintained through the numbering dialog.
Let's go back to the List Gallery and look at this conflict
in action. Several of you have asked where to find the
"List Gallery," pointing out correctly that there is no
menu entry with that name. List Gallery is the name
assigned to the dialog that appears upon selecting the
Bullets and Numbering entry in the standard Format menu.
The dialog has three tabs. For the present, we focus on the
"Outline Numbered" tab. It presents eight windows, one to
"None" and seven to numbering patterns.
Open a blank document. (Please, do not do this on any real
work, yet.) Insert a paragraph in Heading 1 Style, then
Body Text, then Heading 2 Style, then Body Text, then
Heading 3 Style (similar to the examples above). With the
cursor in the Heading 1 Style paragraph, select
Format|Bullets and Numbering and the Outline Numbered tab.
If you have not changed from the default settings, the
window second from the right in the bottom row will be in a
standard outline I, A, 1 scheme. Select this choice and
notice that the settings for the left indent, first line
indent and first tab for each of Heading 1 through 3 has
changed to a staggered, left to right descending pattern,
with a first tab set 0.25 inches to the right of the first
line indent.
Decide, for whatever reason, that you want the first tab
after the paragraph number to be 0.5 inches to the right of
the first line indent in Heading 1. Were you to try to use
the CTRL-SHIFT-S Modify style technique described in issue
4.20, this would be trivial, <heh, heh>. Just put the
cursor in a Heading 1 style, drag that custom tab over on
the ruler, press CTRL-SHIFT-S and choose to update the
style. It works for now, without changing the numbering.
But wait, you also want to change the numbering format,
such as making Heading 3 "(1)" instead of "1". Proceed to
the List Gallery and on to customize the number. When you
return, you will find that custom tab right back at 0.25
inches to the right of the first line indent. If you have
made this change to several heading styles, they will all
be affected.
Another way to invoke the same misbehavior is to remove the
numbering on the Heading Style paragraph with the 1,2,3
button on the formatting toolbar, then restore it with the
same button. While that procedure violates more than one of the Laws of
Styles, it also causes these hard programmed changes to the other Heading
Styles.
Remember, this is a feature! It is a small, but critical
example of the unexpected control of styles built in to
automatic numbering in Word 97. Left indents and first
line indents suffer similar effects, although they can be
controlled through settings in the List Gallery, which we
will explore further in the next column. The tabs are a
creature unto themselves. Some of you wrote of your despair
of working with Word 97's automatic numbering, and success
in the use of the {SEQ} sequence fields. These older tools
for automatic numbering can be used successfully, but do
not offer all of the power of numbered styles. Believe it
or not, before we are through, we will have a successful
strategy and the tools to use and troubleshoot it.
By the way, the following code for creating the examples
offers a simple and unsophisticated technique for creating
a written scheme for the use of paragraphs styles in a
document.
Public Sub InsertStyleNames()
Dim aPara As Paragraph
For Each aPara In ActiveDocument.Paragraphs
aPara.Range.Select
Selection.Collapse wdCollapseStart
Selection.TypeText ("["& aPara.Style & "]")
Next aPara
End Sub
Comments or questions mailto:[log in to unmask]
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
---->> LEARN FROM THE BEST <<----
Feel like you're learning Office with a certified guru helping.
Make Office an easier and more effective tool for daily use
" WOODY LEONHARD TEACHES MICROSOFT OFFICE "
available from good bookstores worldwide
>> http://www.wopr.com/books/woodyteaches.htm <<
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
THE OUTLOOK ORIGINAL
Help on organizing Outlook from Barry Simon, Woody's co-author on 'The
Mother of all Windows' books and Woody's WINDOWS Watch.
USE THE 'DO NOT FORWARD' FLAG ~~~~~~~~~~~~~~~~~~~~~~~~~
Internet mail is a funny beast. Forwarding is so easy that
messages that should never go beyond their original
recipient often do. One problem is that the recipient
often doesn't realize that the sender doesn't want the
message forwarded. There is no way to prevent someone from
forwarding a message you send them but I recently found
that Outlook has a way to remind them of your wishes - at
least if they are also Outlook users.
I don't use Follow Up flags to follow up items - messages
that need follow up stay in my Inbox with the Unread flag
set. But I recently took a closer look at the Follow Up
flag item and if you mark the item for "follow up", one of
the things you can set is Do Not Forward (look near the top
of the list). If such a message is sent to another Outlook
user and they open the message or try to forward it, the
message has a yellow banner at the top that says Do not
forward.
BACKUP REDUX ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The most common recurring question that I get in my mail is
what to do to backup your valuable Outlook data. The
answer is to figure out what your .pst is and, while
Outlook is not loaded, back the file up. These issues are
discussed in my previous columns entitled Outlook Files, I
and II. Archives are available at
http://chkpt.zdnet.com/chkpt/hud0007500a/www.zdnet.com/zdhelp/filters/of
fice/wow/#7.
I'm off on a three week trip - not vacation but a
scientific jaunt that has me giving lectures on three
continents (and then PC Expo the last week). I expect to
submit at most one Outlook Original column for the next
three issues but I'll be back in July.
Comments or questions mailto:[log in to unmask]
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
---->> WOPR-SUPERCHARGE WORD-WOPR <<-----
Woody's Office POWER Pack is THE way to make Word better
Better Enveloping, document management, toolbars,
duplex and other fancy printing - plus lots more!
Available for Word 2, 6, 95 and 97 (for Windows)
>> FREE TRIAL: http://www.wopr.com/ <<
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
THE VBA VALET
A look at the programming language lurking behind Office.
CLASS ON CLASSES ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
It looks as though we will generate a registry related
class, seems to be by far the most popular reader
suggestion so far.
Before we get stuck into it, let's just recap about
classes.
Since we had access to classes in VBA, the language has
become pretty close to being an object-oriented language.
Unlike normal code modules which contain shared programming code
(procedures and functions), class modules contain programming code and data
(variables).
As a programmer, you'll know that you have public variables available in
code modules, so, why bother with classes ?
What is wrong with the way most programs are written, why
change at all ? Well, there's nothing wrong with using
just code modules and ignoring classes. Alas, once you
become accustomed to classes, you'll be converting or
upgrading lots and lots of code.
You'll remember that we have Property statements in
classes: Property Get and Property Let procedures. The
procedure scopes can be Private or Public, and, in Office
2000, Friend.
Private Property Get would be rather silly since could
achieve the same with a much simpler private variable.
Public Property Get allows the property to become
accessible from all modules, i.e. class or code modules.
Friend Property Get restricts the scope to the modules
contained within the same project.
Leave the 'Public Property Let' out and you have created a
read-only variable. Cool hey? What use is that? Well,
for arguments sake, you could have a currency exchange rate value which
gets updated programmatically by querying some data source, or, perhaps
have some calculated result in it.
VBA classes have events. The Initialize Event which is
fired automatically when the class is instantiated. The
Terminate Event which triggers when the class is destroyed.
This is equivalent to the C++ Constructor and Destructor.
Both events are optional, that is, you do not need to
populate them with any programming code.
Remember when these events are fired ? We single-stepped through a class a
while back to see exactly what happens.
Finally, let's not forget that we can assign custom methods
to our classes. They are basically just subroutines and
functions within a class.
I know, I just said that both events are optional, but in
reality you should always use them. In the Initialize
procedure create your class variables, in the Terminate one
get rid of the variables. It's a lot tidier that way,
you'll know that all allocated memory has been freed up for
you.
VBA Challenge ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Two Excel questions
this week for readers to solve. Please Email your replies to
mailto:[log in to unmask] . Questions to
mailto:[log in to unmask] .
There are two small functions which I just can't get my
Excel workbooks and Word documents to perform, and I
thought you might be able to help if you have time.
1. Workbook function one: file access log.
I seek a script to log the current time and application username in a
'spare' empty macro module, as ' comment or rem lines.
In addition, and most ideal but perhaps too sophisticated,
would be to insert the username and time in a specified
field on one worksheet within an Excel workbook, but only
when that individual worksheet has been modified,
regardless of the other worksheets in the XLS file. (This
would save relying on users to add this information after
an update, in a situation where different users each have
exclusive responsibility for maintaining their own single
worksheet within a shared workbook.)
2. Workbook function two: ensure changes are saved on file close, but ONLY
if changes have been made.
Since I do not program in Excel, I'll throw this question
into the readers laps :)
VBA RESOURCES DELIVERED BY VALET READERS ~~~~~~~~~~~~~~~~~ Note that none
of them are endorsed or recommended by Woody, Peter, myself or Woody's
Office Watch generally, we are simply passing information on as it comes to
hand.
Not really VBA related, more Internet related.
Current Net Hoaxes, Urban Legends, and other digital lies...
http://urbanlegends.miningco.com/library/blhoax.htm
Questions and answers regarding Office products and VBA.
http://www.wopr.com/images/splitbbs.html
Comments or questions? Summon Claude Almer, 'The VBA Valet' direct
mailto:[log in to unmask] .
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
ENTERTAINMENT NICHE ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ As this issue of
WOW was prepared we amused ourselves with:
Music: 'Going for the One - Yes
BACK ISSUES? ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Did you miss the
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~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
WOODY's OFFICE WATCH - Copyright 1999, ISSN 1328-1674 Pinecliffe
International and Peter Deegan. All rights reserved.
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