For your information:
Christopher McMillan
Pager: 800 201 5625 Pager Number 0378 (at tone dial your number)
E-mail: [log in to unmask] or [log in to unmask]
-----Original Message-----
From: [log in to unmask]
[mailto:[log in to unmask]] On Behalf Of Woody's Office
Watch
Sent: Thursday, June 17, 1999 9:53 AM
To: [log in to unmask]
Subject: Woody's Office Watch #4.25
--==>> WOW-WOODY's OFFICE WATCH <<==--
(your own Microsoft Word & Office guru every week!)
17 June 1999 Vol 4 No 25
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IN THIS ISSUE: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
A new patch from Microsoft for all Outlook users to help
prevent virus infection, details below. And speaking of
viruses, a reminder of the special dangers in the latest
virus scare.
Our new 'Word of Law' column is a popular read for anyone wanting to get the
most out of Word, whether you're a lawyer or not. This week, Bob looks at
making better use of AutoText.
How to do powerful searches in Outlook, some nifty Access add-ins from our
own Access Archon plus VBA questions and answers. We give away another
computer book to a WOW reader.
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]
* OUTLOOK ATTACHMENT UPDATE FOR OUTLOOK
* EXPLORE VIRUS REMINDER
* "SPECIAL EDITION USING OFFICE 2000" SELLS OUT
* WOW READERS ARE WINNERS EVERY WEEK
* FOLLOW UP ON FOLLOW UP FLAGS
* BOOLEAN SEARCHS IN OUTLOOK
* AUTOTEXT DESIGN AND STRATEGIES
* ACCESS LNC RENAME ADD-IN
* ACCESS MENU MANAGER ADD-IN
* VBA Q & A
* VBA CHALLENGE
* VBA CHALLENGE ANSWER
* 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 and give you twice the chances to win a Macmillan
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]
OUTLOOK ATTACHMENT UPDATE FOR OUTLOOK ~~~~~~~~~~~~~~~~~~~~~
Microsoft has released some updates for all versions of
Outlook (97, 98 and 2000) which may be of interest to IT
managers in companies or anyone sharing a computer.
After the Melissa and lately Explorer virus it has become
clear that many users are not heeding the fairly bland
message that Outlook generates when you try to open an email attachment.
Microsoft has released an update which changes the message shown and forces
you to save the file to disk instead of running it directly.
This patch doesn't add any direct additional protection or
security against specific viruses. But it does change the
message box Outlook users see when trying to open
executable attachments. The message is now a lot more explicit:
" Attachment Security Warning
WARNING!
The file may contain a virus that can be harmful to your
computer. It is important to be VERY certain that this
file is safe before you open it. You must save this file
to disk before it can be opened.
Filename: <name of attachment is given in full>
Type: <registered type is shown - determined from the file extension> "
This new message appears for an email attachment with extensions .exe .bat
or .com or other executable equivalents.
With this patch installed you can't choose to run one of
the nominated attachments directly. The only options are
to save the file to disk or cancel. Of course you can
still run an infected file, but the changed message box
makes that a bit harder to do.
You're still better off with an up-to-date version of an
anti-virus program. Peter has Norton Anti-Virus installed
with Auto Protect on - it caught the Explorer virus as soon as he tried to
open an infected attachment and before the new Outlook attachment warning
appeared.
The update is 2.8MB for Outlook 2000
http://officeupdate.microsoft.com/2000/downloadDetails/O2Kattch.htm
Outlook 98 - 2.5MB
http://officeupdate.microsoft.com/downloadDetails/O98attch.htm
Outlook 97 - 1.9MB
http://officeupdate.microsoft.com/downloadDetails/O97attch.htm . The Outlook
97 update needs Office 97 SR-2 update to be installed first.
To install the update:
* Download the correct patch for your version of Outlook
* Close Outlook
* Double click to start downloaded patch. For Outlook
2000 this will start the Office installer and you may
be prompted for the first Office 2000 CD.
If you are a solo user you might think that the limited
additional protection isn't worth the relatively large
download. We think that any additional protection is worth the trouble. Ask
anyone trying to recover lost files after a virus rampage whether some extra
attachment warnings are worth it.
Anyone who shares their computer (especially in a family)
or has workers using Outlook will want to get this update -
it could stop someone unwittingly starting a virus
infection. Installation is simple if you only have a few
computers, we are waiting to see how IT managers can
integrate this update into an Office 2000 rollout.
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We'll even help you write your advertisement.
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EXPLORE VIRUS REMINDER ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ WOW companion
newsletter, Woody's Windows Watch had full coverage of the latest email
virus / worm that caught the headlines late last week.
One important point from our coverage was overlooked by
many network users. The virus doesn't just erase target
files on local computer drives, it erases files from shared
network drives. This means a single infected workstation could wipe out
lots of important documents on a server or other shared drives. Unlike the
Melissa virus, which had no damaging code but caused trouble just by
overloading mail systems with lots of mail - this new virus actually erases
data.
Sadly some of the press coverage wasn't very accurate
resulting in lot's of questions to us in the last few days
(sorry we haven't been able to get back to everyone).
ANYONE can be infected with the Explorer (aka
Worm.Explore.Zip) virus and lose data as long as they are
running Windows. If you receive and run the virus program
by any means will infect your computer.
If you have a MAPI compliant email program then the virus
will also use that email system to spread copies of itself
to anyone who sends you email. 'MAPI' is the Windows
programming system for dealing with email and is commonly used.
For most readers of WOW that means Outlook (any version) OR
Outlook Express (which comes with Internet Explorer or
Windows 98). Again, this is different from Melissa that
needed Outlook to spread itself.
To join Woody's Windows Watch at the same address you
receive WOW click on this link:
[log in to unmask]" target="_blank">http:[log in to unmask]
"SPECIAL EDITION USING OFFICE 2000" SELLS OUT ~~~~~~~~~~~~
>From my shameless self-promotion file....
Due in no small part to WOW readers, "Special Edition Using
Microsoft Office 2000" has taken off like no other book in
Que's history. The publisher has sold out: it's listed as
"out of stock." When retailers try to re-order, they're put
on a waiting list.
Get 'em while they're hot, folks. Or before the bookstores run out.
Fortunately, Amazon.com
http://www.wopr.com/books/seuo2000.htm stockpiled a bunch
of them just in time, and as of this writing at least
they're still listing it as "Usually ships within 24
hours."
Our Australian office also has copies, send a message to Phil
mailto:[log in to unmask] for details.
Speaking of Amazon, Ed Bott and I were tickled pink by the
reviews that have been posted so far - all of them maxed
out at five stars. When you see the book, I hope you'll
agree - we really did try hard to make this the "category
killer," the ultimate Office reference book.
Nuff said.
WOW READERS ARE WINNERS EVERY WEEK ~~~~~~~~~~~~~~~~~~~~~~~~ This week's
winner is George D from beautiful New Zealand.
Congratulations! A computer book from Macmillans
http://www.mcp.com/ is on its way to you. George may
accept this prize as a consolation for his countrymen
dropping out of the World Cup cricket race <g>.
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 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.
FOLLOW UP ON FOLLOW UP FLAGS ~~~~~~~~~~~~~~~~~~~~~~~~
It appears the yellow banner I described is only yellow
under Outlook 2000; it is gray under Outlook 98. There may
have been some confusion from the mail I got. I want to
emphasize again that the follow-up flag does NOT prevent
the recipient from forwarding; it only conveys to them your
intent. One reader asked "While this is a neat tip, why not
just put at the top of your message "DO NOT FORWARD"? Now
there isn't any concern as to what email program they are
using." A good point although I do feel somewhat more
comfortable using the flag for reasons I don't quite
understand!
BOOLEAN SEARCHS IN OUTLOOK ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Outlook's Advanced Search is not used as often as it should
be because too many users don't know about it or don't
understand how to use it. You can reach it via the Tools |
Advanced Find dialog. The same dialog is used in the
Filter dialog for Customize View. I want to focus on the
Advanced Tab (if you feel intimidated by the Advanced Tab of an Advanced
Find, there is a More Advanced... button on that dialog - but that button is
for third party addin and is normally grayed out).
In the Advanced dialog you set conditions of the form Field
Condition Value such as Last Name Contains Simon. You can
add multiple conditions by using the Add to List and the
set of conditions appears as a list. The rules on how
multiple conditions are treated is involved. It runs as
follows:
Conditions for DIFFERENT fields have a Boolean AND, that is ALL must hold
Conditions for the SAME field have a Boolean OR, that is ONLY ONE (or more)
must hold (The OR's are processed before the ANDs)
This is potentially confusing but it is actually a reasonable way to handle
things if you think about what you might want.
But is there are way to do Boolean ANDs for a single field, say look for the
letters y, b and si in the Full Name?
There is a way which I found although I've not found it documented anywhere.
If you separate the sub strings with spaces in a condition, then there is an
implicit AND.
Thus:
Full Named Contains y b si
will find Barry Simon but not Woody Leonhard.
Comments or questions mailto:[log in to unmask]
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
THE WORD OF LAW
Power Word tips for all users, especially in legal and
large organizations from Bob Blacksberg.
AUTOTEXT DESIGN AND STRATEGIES ~~~~~~~~~~~~~~~~~~~~~~~~~
AutoText can be a very powerful element of well planned
Word environment for a law firm or other large
organization. Frequently used names and phrases, letterhead mastheads,
office addresses, logos, signature blocks, court captions and notarization
paragraphs are just some of the types of material that can be stored as
AutoText and should be maintained in standard text and format throughout the
organization.
At the same time, AutoText can be a very effective personal tool, allowing
users to store their own favorite phrases.
In a large organization, we would like to enable users not only to
personalize Word this way, but have it travel with them if they work on
different computers. If more than one person works on the same computer, we
would like each to have their own personal AutoText collection.
Word does not make achieving this goal easy. In fact, we have run into some
traps trying to get there, and hope this and following columns promote a
sharing of techniques to achieve it.
The key issue is where to store the AutoText entries. Word stores AutoText
in templates. The fastest way to store an AutoText entry is to select the
text, then press ALT F3 (with default keyboard assignments). This stores the
entry in Normal.dot. That's not the best place for an organization's
standard AutoText entries. We recommend they be stored in a separate Global
Template. Let's call it "OrgNameAutoText.dot" where OrgName should be
replaced by initials or other name used for the organization in naming
templates. That template should be maintained centrally and distributed to
users, or kept in a network location.
(That's a topic for a column or two.)
Why not just incorporate these into Normal.dot? One reason
is to share the organization standard AutoText entries,
while allowing users to keep their own. Putting the
organization wide AutoTexts into OrgNameAutoText.dot and allowing users to
store theirs in Normal.Dot gets part of the way. Another, perhaps more
important, reason, to keep AutoText entries (and, perhaps, nearly all
customization) out of Normal.dot is that Normal.dot gets damaged from time
to time, under virus attack or otherwise, and must be erased and replaced.
This argues against storing personal AutoText entries in Normal.dot.
That leads to directing users to create their personal
AutoText entries in a Personal.dot also to be loaded as a
Global Template. The ALT F3 technique won't do that. (By
the way, the "New" button on the AutoText toolbar does the
same thing.) AutoText entries also can be stored using the
AutoText tab on the Tools|AutoCorrect dialog. The
"AutoText" button in the first position on the standard
AutoText toolbar opens this dialog pointed directly to the
correct tab. At the bottom of the screen is an item titled
"Look in:" That points to the template in which the
AutoText entries are stored.
One needs the right rhythm here. If ... a Personal.dot
template has been implemented and is loaded as a global
template and ... if the user changes "Look in:" from "All
active templates" to "Personal.dot," ... then Word will
store the entry in Personal.dot.
This is too hard!
Can a macro come to the rescue? Yes, but not as easily as
we would like. Word dialogs invite the macro writer to help
the user by making these kind of detailed and confusing
setting changes automatically. Here we would like to change
Look in: to personal.dot while storing the personal
AutoText, then change it back to All active templates
immediately. Otherwise the organization standard AutoText entries will not
be accessible. Word 97 does not have a macro setting that supports control
of this dialog element, although many other dialogs do allow such control. I
have not found a resolution in my explorations of Word 2000, and would
welcome direction to one if it exists.
In future issues we'll explore other macro strategies for
AutoText support. We will look at the issues relating to
portability of AutoText and multiple users on the same
machine. We look forward to hearing about your experience.
Comments or questions mailto:[log in to unmask]
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
OLAP for Microsoft Access! What do Hewlett-Packard, Boeing,
Earthweb, Bankers Trust and Microsoft have in common? They
all rely on Stone, Timber, River's MatryxAccess for adhoc query
and reporting on their Access databases! MatryxAccess is the
original Excel front-end to the Access database. http://www.matryx.com to
try and buy this terrific add-in to Excel.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
THE ACCESS ARCHON
Passing judgement and wisdom on the Access database system, Helen Feddema is
our Access Archon.
ACCESS LNC RENAME ADD-IN ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Over the years, I got tired of laboriously renaming tables,
forms, and other database objects in accord with a standard
naming convention, and especially of renaming all the
controls on forms and reports. But leaving them "as is" is
problematic - Access' own Database and Form Wizards create
forms with controls that have the same names as the fields
to which they are bound, which can cause confusion in code,
or missing information on reports. To deal with this
problem, I developed a set of macros and procedures to
rename database objects and controls, and eventually
brought them together into an add-in, LNC Rename, which
automates the application of the Leszynski Naming
Convention (LNC) to database objects and form and report
controls. The Access 97 version of this add-in piggybacks
on another Access add-in, Rick Fisher's very useful Find
And Replace; a trial version of FAR is included in the zip
file. FAR is used to rename the high-level database
objects (tables, forms, reports, queries, macros and
modules), including references to them in VBA code; my own code does the
control renaming.
The add-in zip includes a test database, created with the
Access Database Wizard, for you to practice on.
The LNC Rename add-in is available in an Access 97 version as Code Sample #4
on my Web site, http://www.ulster.net/~hfeddema/CodeSamples.htm. There is
also an Access 2000 version, which at present lacks the FAR component,
because FAR is not yet available for Access 2000. The Access 2000 version
of LNC Rename is Code Sample #10; this version only renames controls, not
high-level database objects.
ACCESS MENU MANAGER ADD-IN ~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Another add-in recently posted on my Web site automates the
process of creating a main menu for an Access database,
incorporating several ease-of-use features I have developed
over the years. Instead of an ugly "wall of buttons" main
menu, or a confusing array of pop-up menus, such as is
created by the built-in Switchboard Wizard, my main menu
features several large graphical buttons, to open a main
form for the application, or to let the users select a form
or report from drop-down lists of the forms and reports in
the database. The lists for the Forms and Reports combo
boxes are automatically created when the main menu is
created, and can be refreshed as needed. You get to choose
a sidebar picture for the main menu from the selection
provided with Access, and you can change it later if
desired.
The Reports combo box has several extra features: an option group for
selecting Preview or Print, and Start Date and End Date text boxes, where
you can enter a date range for the report.
The add-in zip includes a test database, created with the
Access Database Wizard, for you to practice on.
The Access 97 version of this add-in is Code Sample #11 on my Web site,
http://www.ulster.net/~hfeddema/CodeSamples.htm The Access 2000 version
(which has the same functionality) is Code Sample #12.
Seek out Helen Feddema, 'The Access Archon' direct
mailto:[log in to unmask]
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
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Available for Word 2, 6, 95 and 97 (for Windows)
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~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
THE VBA VALET
A look at the programming language lurking behind Office.
VBA Q & A ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Q: Is there a way to display text (without using the
MsgBox), as this waits for a keypress, I don't want
that.
A: Yes there are several ways. Simplest way is the
Debug.Print method, but, that only shows the result in
the immediate window of your VBA editor. More likely,
you would want to display a form with a text label in it
and update the text label whenever you need to change the text. The
following pseudo code should do the trick:
set initial label caption
show the form
do while needed
do whatever is needed in code
set label caption to new value
enddo
hide the form
Q: We have just bought a fairly complex new printer - with
an Adobe Postscript driver that gives you more choices
than most users can deal with. What I'd like to do is
set up, say, four different printing modes (draft,
standard, draft duplex, standard duplex) and connect
them up to Word toolbar buttons - so people can just
print without having to fiddle around changing printer
driver options. Is it something VBA can handle?
A: Absolutely. Surprisingly simple too. You can write the
VBA code yourself in no time at all. Here's how to go
about it: Currently, you'd have a single printer
driver. Rename that printer to say "Standard". Then,
via Control Panel, add another printer, call that one
"Draft" and set the properties accordingly. Repeat for
all the other modes you want. You'll end up with 4
different printers to choose from. Go into Word, create
a little test text, then start recording a macro. Call
the first macro "Draft", select the "draft" printer and
print. Stop recording. Repeat for the other modes.
When done, assign the macros to toolbars of your choice.
Q: I am just beginning to learn VBA for Word 97 and would
love to receive a very simple piece of code to help me
piece all the bits of information I have learned
together.
A: There is an introduction to VBA at
http://www.wopr.com/vbavalet/
It is specifically aimed at beginners, you should be
able to follow it. Please note that the site will
automatically download the latest version. Take a look
in the archives at http://www.wopr.com/wow/wowarch.shtml to get the text
which goes with the relevant items.
VBA CHALLENGE ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Selecting printers through VBA in Access. I need to know
how to select a printer other than the default from a GUI
front in Access. I have a database with a user front that
has all the standard menu bars of Access turned off. This
means the user needing to print to a different printer, is
unable to select one from the main Access menu. How do I
show a list box of currently defined printers to select
from? And how do I ensure the report is sent to that
printer?
VBA CHALLENGE ANSWER ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Wowser Frank from
Germany supplied a solution below to the following question:
Need a Workbook function: ensure changes are saved on file close, but ONLY
if changes have been made.
Private Sub Workbook_BeforeClose(Cancel As Boolean)
If ActiveWorkbook.Saved = False Then
Call Save_Workbook
End If
End Sub
Sub Save_Workbook()
Dim Workbook_Name As String
Workbook_Name = ThisWorkbook.FullName
Application.DisplayAlerts = False
ActiveWorkbook.SaveAs FileName:=Workbook_Name, CreateBackup:=True
Application.DisplayAlerts = True
End Sub
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.
Information, links, and resources for Microsoft Excel and
Visual Basic for Applications. http://www.vbapro.com/
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: 'Nice work if you can get it' - Michael Feinstein
BACK ISSUES? ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Did you miss the
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WOODY's OFFICE WATCH - Copyright 1999, ISSN 1328-1674 Pinecliffe
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