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#1
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formatting headers/footers
Background:
Corporate networked environment with hundreds of employees and a typing pool of typists for typing and editing documents. We use global templates with a module that, whenever a document is saved the document accesses the doc footer, deletes all existing data, sets the document page setup - different first page to 0 (turns it off) then gets the current date, doc name and username and inserts into the footer. This way when a doc is printed, the footer includes the information, and if the document needs further editing, it can be returned to the last typist who had typed the docment. If another typist is tasked with doing the edits, the footer will then be replaced with their information. Current Issue: I need to create a document that is a standard template/guideline to be used for a business letter. Page one does not need a header - as it is the first page of the letter to be printed on company letterhead. But it does need the footer for printing, routing and filing purposes. Page 2 and beyond need a header inserted that gives the project name and page number of #s for the rest of the document, and we have the footer on every page of the document so that if pages get separated in the hard copy we are able to put them together again. In most cases we could use a section break at the end of page one, and set the header to be different from previous and the footer to be same as previous. But, in this case, the document will require require additions by the typist to fill in the paragraphs on page one. For example the document would be setup as a standard business letter: Date Name/Address of recipient Subject/Project information Dear Mr: This letter is in regards to project insert project and contract insert contract blah, blah, blah for a paragraph or two and then the information begins to break down into autonumbering to define the proposed contract - but where the Autonumbering and paragraph formatting is set, the text that follows is empty. the following is an example of the sections covered in the contract: 1. this is section one 1.1 this is sub 1 section one 1.2 this is sub 2 section one 2. this is section two 2.2 this is sub 2 section 2 *********** and so on. Now, in the template format, the first page break happens in the middle of the section 2 numbering. So with no text in there, putting a section break between 2.2 and 2.3 will work for the template. But when the typist begins inserting the proper text it will cause the section break to shift further down the document and cause issues with the footers on the final document. We are trying to make this document as dummy proof as possible with the least amount of steps in formatting needed to be taken by the typists in the typing pool. Currently, when the template is saved, since the "different first page" is turned off - it forces the header to show up on page one. If we turn it on, it causes the footer on page one to dissappear, but this footer is necessary on page one for filing, routing and delivery to the proper employee. I'm having a brain lapse in figuring out a way around this. Any advise or assistance would be appreciated. |
#2
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I haven't attempted to follow all that but will merely say that the usual
way to approach templates for letters is to use the "Different first page" setting to permit the First Page Header to be blank (for preprinted letterhed) or to contain a letterhead. You can then put whatever you need in the Header (for the second and subsequent pages). The First Page Footer and Footer can be identical or different as required. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "grlgeek" wrote in message ... Background: Corporate networked environment with hundreds of employees and a typing pool of typists for typing and editing documents. We use global templates with a module that, whenever a document is saved the document accesses the doc footer, deletes all existing data, sets the document page setup - different first page to 0 (turns it off) then gets the current date, doc name and username and inserts into the footer. This way when a doc is printed, the footer includes the information, and if the document needs further editing, it can be returned to the last typist who had typed the docment. If another typist is tasked with doing the edits, the footer will then be replaced with their information. Current Issue: I need to create a document that is a standard template/guideline to be used for a business letter. Page one does not need a header - as it is the first page of the letter to be printed on company letterhead. But it does need the footer for printing, routing and filing purposes. Page 2 and beyond need a header inserted that gives the project name and page number of #s for the rest of the document, and we have the footer on every page of the document so that if pages get separated in the hard copy we are able to put them together again. In most cases we could use a section break at the end of page one, and set the header to be different from previous and the footer to be same as previous. But, in this case, the document will require require additions by the typist to fill in the paragraphs on page one. For example the document would be setup as a standard business letter: Date Name/Address of recipient Subject/Project information Dear Mr: This letter is in regards to project insert project and contract insert contract blah, blah, blah for a paragraph or two and then the information begins to break down into autonumbering to define the proposed contract - but where the Autonumbering and paragraph formatting is set, the text that follows is empty. the following is an example of the sections covered in the contract: 1. this is section one 1.1 this is sub 1 section one 1.2 this is sub 2 section one 2. this is section two 2.2 this is sub 2 section 2 *********** and so on. Now, in the template format, the first page break happens in the middle of the section 2 numbering. So with no text in there, putting a section break between 2.2 and 2.3 will work for the template. But when the typist begins inserting the proper text it will cause the section break to shift further down the document and cause issues with the footers on the final document. We are trying to make this document as dummy proof as possible with the least amount of steps in formatting needed to be taken by the typists in the typing pool. Currently, when the template is saved, since the "different first page" is turned off - it forces the header to show up on page one. If we turn it on, it causes the footer on page one to dissappear, but this footer is necessary on page one for filing, routing and delivery to the proper employee. I'm having a brain lapse in figuring out a way around this. Any advise or assistance would be appreciated. |
#3
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"Suzanne S. Barnhill" wrote in message ... I haven't attempted to follow all that but will merely say that the usual way to approach templates for letters is to use the "Different first page" setting to permit the First Page Header to be blank (for preprinted letterhed) or to contain a letterhead. You can then put whatever you need in the Header (for the second and subsequent pages). The First Page Footer and Footer can be identical or different as required. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. The Save module in the global template resets different first page to 0 before each save. It then clears the footer contents and inserts date - filename - username into footer. This must be updated in the footer on All pages in a file. Its a global template module so this is applied to every save on every document. |
#4
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Bottom posted to keep OP's flow.
"grlgeek" wrote in message ... "Suzanne S. Barnhill" wrote in message ... I haven't attempted to follow all that but will merely say that the usual way to approach templates for letters is to use the "Different first page" setting to permit the First Page Header to be blank (for preprinted letterhed) or to contain a letterhead. You can then put whatever you need in the Header (for the second and subsequent pages). The First Page Footer and Footer can be identical or different as required. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. The Save module in the global template resets different first page to 0 before each save. It then clears the footer contents and inserts date - filename - username into footer. This must be updated in the footer on All pages in a file. Its a global template module so this is applied to every save on every document. Surely the simple solution is to: a) change your template so that the footer information (both first footer and following page footer) is set up using fields. All these items are routinely included in documents in this way - use SAVEDATE for the date the document was last saved, or CREATEDATE if you want the date it was created. b) change the global template so it doesn't mess with the page layout, but does update fields. The easiest way of updating the footer is to do a view swap into Print Preview and back. If there is some reason why the macro really does need to directly write to the footer, then write it to the first page footer as well as the normal footer and leave the page layout alone. That is, write the same text to ActiveDocument.Sections(1).Footers(wdHeaderFooterF irstPage).Range.Text as you write to ActiveDocument.Sections(1).Footers(wdHeaderFooterP rimary).Range.Text If you can't get at the global macro but need a way of ameliorating the situation at the coal face, then see if you can match the footer information with fields in the first page footer (that will spring back into life when you switch the first page layout on again). |Or as a last resort you could write a macro that will turn the first page back on, pick up the ordinary footer and insert it in first page footer. Note that you'll need to remove the extra paragraph break you get if you just set ActiveDocument.Sections(1).Footers(wdHeaderFooterF irstPage).Range.Text = _ ActiveDocument.Sections(1).Footers(wdHeaderFooterP rimary).Range.Text -- Margaret Aldis - Microsoft Word MVP Syntagma partnership site: http://www.syntagma.co.uk Word MVP FAQ site: http://www.word.mvps.org |
#5
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Sorry, I didn't realize the standard in this group was for top-posting.
I'll top post and I've trimmed my previous info so its a bit clearer. Thank you for your suggestions and I'm going to try some of your stuff. I have access to the global template modules to make edits, so I am going to try your section suggestions. I can't use fields in the footer for a couple reasons. 1. we use a document management software for file storage that stores username, date and filename in a sql database format. and 2. I could implement the new footer w/ form fields on the normal.dot for all new documents and go thru thousands of templates to add to them - (but wouldn't be able to update them properly at that point) but we also have hundreds of thousand documents in the system that would possibly be affected by this kind of change - a daunting task to say the least. So I just need to work the logic out here. 1. Turn off different first page, but also get the save to copy footer to page 2 2. allow for section breaks that use "same as previous" (but this has been known to lead to bugs and corrupted documents in the past, so its best to avoid). Oh hell with it - if Admin Assistants actually knew how to use Word we wouldn't have this problem in the first place, but the job pool in that area is so limited these days its pathetic. Its a sad day when the network administrator is the most knowledgable at Word, Excel, PPT and other office related software in the company. On Thu, 19 May 2005 19:26:41 +0100, Margaret Aldis wrote: Bottom posted to keep OP's flow. Surely the simple solution is to: a) change your template so that the footer information (both first footer and following page footer) is set up using fields. All these items are routinely included in documents in this way - use SAVEDATE for the date the document was last saved, or CREATEDATE if you want the date it was created. b) change the global template so it doesn't mess with the page layout, but does update fields. The easiest way of updating the footer is to do a view swap into Print Preview and back. If there is some reason why the macro really does need to directly write to the footer, then write it to the first page footer as well as the normal footer and leave the page layout alone. That is, write the same text to ActiveDocument.Sections(1).Footers(wdHeaderFooterF irstPage).Range.Text as you write to ActiveDocument.Sections(1).Footers(wdHeaderFooterP rimary).Range.Text If you can't get at the global macro but need a way of ameliorating the situation at the coal face, then see if you can match the footer information with fields in the first page footer (that will spring back into life when you switch the first page layout on again). |Or as a last resort you could write a macro that will turn the first page back on, pick up the ordinary footer and insert it in first page footer. Note that you'll need to remove the extra paragraph break you get if you just set ActiveDocument.Sections(1).Footers(wdHeaderFooterF irstPage).Range.Text = _ ActiveDocument.Sections(1).Footers(wdHeaderFooterP rimary).Range.Text |
#6
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No worries re the posting - we don't do top/bottom/in-line flamewars in here
;-) Word holds the values for the first page H&F whether you have different first page on or off - that's why you get your header back when you switch manually. So there shouldn't be an order of work problem - just make sure you set the first page footer at the same time as the primary one. If you need to cater for multi-section documents, overriding footers that are not Same As Previous, you can do that by iterating through the Sections collection. But since Same as Previous is the default, that situation can only arisen if someone has gone into H&F view and explicitly turned it off. In the unlikely event that they actually knew what they were doing, perhaps setting a footer for a landscape page or removing a footer on page with a large table or figure, you might not be too popular. A warning message about multiple sections might be nicer? -- Margaret Aldis - Microsoft Word MVP Syntagma partnership site: http://www.syntagma.co.uk Word MVP FAQ site: http://www.word.mvps.org "grlgeek" wrote in message ... Sorry, I didn't realize the standard in this group was for top-posting. I'll top post and I've trimmed my previous info so its a bit clearer. Thank you for your suggestions and I'm going to try some of your stuff. I have access to the global template modules to make edits, so I am going to try your section suggestions. I can't use fields in the footer for a couple reasons. 1. we use a document management software for file storage that stores username, date and filename in a sql database format. and 2. I could implement the new footer w/ form fields on the normal.dot for all new documents and go thru thousands of templates to add to them - (but wouldn't be able to update them properly at that point) but we also have hundreds of thousand documents in the system that would possibly be affected by this kind of change - a daunting task to say the least. So I just need to work the logic out here. 1. Turn off different first page, but also get the save to copy footer to page 2 2. allow for section breaks that use "same as previous" (but this has been known to lead to bugs and corrupted documents in the past, so its best to avoid). Oh hell with it - if Admin Assistants actually knew how to use Word we wouldn't have this problem in the first place, but the job pool in that area is so limited these days its pathetic. Its a sad day when the network administrator is the most knowledgable at Word, Excel, PPT and other office related software in the company. On Thu, 19 May 2005 19:26:41 +0100, Margaret Aldis wrote: Bottom posted to keep OP's flow. Surely the simple solution is to: a) change your template so that the footer information (both first footer and following page footer) is set up using fields. All these items are routinely included in documents in this way - use SAVEDATE for the date the document was last saved, or CREATEDATE if you want the date it was created. b) change the global template so it doesn't mess with the page layout, but does update fields. The easiest way of updating the footer is to do a view swap into Print Preview and back. If there is some reason why the macro really does need to directly write to the footer, then write it to the first page footer as well as the normal footer and leave the page layout alone. That is, write the same text to ActiveDocument.Sections(1).Footers(wdHeaderFooterF irstPage).Range.Text as you write to ActiveDocument.Sections(1).Footers(wdHeaderFooterP rimary).Range.Text If you can't get at the global macro but need a way of ameliorating the situation at the coal face, then see if you can match the footer information with fields in the first page footer (that will spring back into life when you switch the first page layout on again). |Or as a last resort you could write a macro that will turn the first page back on, pick up the ordinary footer and insert it in first page footer. Note that you'll need to remove the extra paragraph break you get if you just set ActiveDocument.Sections(1).Footers(wdHeaderFooterF irstPage).Range.Text = _ ActiveDocument.Sections(1).Footers(wdHeaderFooterP rimary).Range.Text |
#7
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Don't put anything in the header/footer for normal.dot if you want to be
able to produce labels (and possibly envelopes) with Word. Create a separate document template for your new documents instead. -- Charles Kenyon Word New User FAQ & Web Directory: http://addbalance.com/word Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) http://addbalance.com/usersguide See also the MVP FAQ: http://www.mvps.org/word which is awesome! --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. "grlgeek" wrote in message ... Sorry, I didn't realize the standard in this group was for top-posting. I'll top post and I've trimmed my previous info so its a bit clearer. Thank you for your suggestions and I'm going to try some of your stuff. I have access to the global template modules to make edits, so I am going to try your section suggestions. I can't use fields in the footer for a couple reasons. 1. we use a document management software for file storage that stores username, date and filename in a sql database format. and 2. I could implement the new footer w/ form fields on the normal.dot for all new documents and go thru thousands of templates to add to them - (but wouldn't be able to update them properly at that point) but we also have hundreds of thousand documents in the system that would possibly be affected by this kind of change - a daunting task to say the least. So I just need to work the logic out here. 1. Turn off different first page, but also get the save to copy footer to page 2 2. allow for section breaks that use "same as previous" (but this has been known to lead to bugs and corrupted documents in the past, so its best to avoid). Oh hell with it - if Admin Assistants actually knew how to use Word we wouldn't have this problem in the first place, but the job pool in that area is so limited these days its pathetic. Its a sad day when the network administrator is the most knowledgable at Word, Excel, PPT and other office related software in the company. On Thu, 19 May 2005 19:26:41 +0100, Margaret Aldis wrote: Bottom posted to keep OP's flow. Surely the simple solution is to: a) change your template so that the footer information (both first footer and following page footer) is set up using fields. All these items are routinely included in documents in this way - use SAVEDATE for the date the document was last saved, or CREATEDATE if you want the date it was created. b) change the global template so it doesn't mess with the page layout, but does update fields. The easiest way of updating the footer is to do a view swap into Print Preview and back. If there is some reason why the macro really does need to directly write to the footer, then write it to the first page footer as well as the normal footer and leave the page layout alone. That is, write the same text to ActiveDocument.Sections(1).Footers(wdHeaderFooterF irstPage).Range.Text as you write to ActiveDocument.Sections(1).Footers(wdHeaderFooterP rimary).Range.Text If you can't get at the global macro but need a way of ameliorating the situation at the coal face, then see if you can match the footer information with fields in the first page footer (that will spring back into life when you switch the first page layout on again). |Or as a last resort you could write a macro that will turn the first page back on, pick up the ordinary footer and insert it in first page footer. Note that you'll need to remove the extra paragraph break you get if you just set ActiveDocument.Sections(1).Footers(wdHeaderFooterF irstPage).Range.Text = _ ActiveDocument.Sections(1).Footers(wdHeaderFooterP rimary).Range.Text |
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