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#1
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print preview/printer driver questions
I have read the article on the Word FAQ titled "Why does the appearance (or
layout) of my document chnage when I open it on a different machine." I have a 4 follow up questions: 1. The article speaks about not using page breaks as they exacerbate the problem. What about section breaks? 2. Does using Word's print preview give a valid and true view of the document's page layout for the printer selected? 3. Does having the printer's driver loaded onto a user's PC automatically make that an available printer to the user when they select print preview? 4. Can the driver be loaded on the user's PC without giving them actual access to that printer? Here's why I ask. We have restricted access to a color copier/printer. The support staff, who get involved in doing the actual hard copy printing of proposals, have access to the color copier/printer. However, the people who actually produce the proposals do NOT have access. This cannot change. I am HOPING that by just having our IT people load the color copier/printer's driver onto all the involved user's PCs, they'll be able to choose it from Word's print preview feature; and, that Word as a result will present to them the real, finished page layout of the document. My goal it to alleviate print production headaches when you are in the 11th hour trying to get a proposal out the door and find out page breaks or other page layout items have shifted. Advice and suggestions are welcomed. |
#2
Posted to microsoft.public.word.pagelayout
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print preview/printer driver questions
See interjections below:
"cayce" wrote in message ... I have read the article on the Word FAQ titled "Why does the appearance (or layout) of my document chnage when I open it on a different machine." I have a 4 follow up questions: 1. The article speaks about not using page breaks as they exacerbate the problem. What about section breaks? The article refers (or should) to *Hard* page breaks created by holding Control while pressing Enter. It is considered by most to be better in many respects to use a Next Page Section Break where necessary. Or - better - use Page Break Before as a part of the paragraph's formatting - preferably as a part of a formatting Style. 2. Does using Word's print preview give a valid and true view of the document's page layout for the printer selected? What you see in Print Preview is generated by driver for the currently selected printer, so it should be as close as your display is able to produce. 3. Does having the printer's driver loaded onto a user's PC automatically make that an available printer to the user when they select print preview? As long as the driver is correctly installed it can be selected regardless of whether the printer is physically available... which is the answer to what I _think_ you are actually asking 4. Can the driver be loaded on the user's PC without giving them actual access to that printer? This kinda ties in with #3 - the user can't access the printer if they don't have a connection to it - It sounds like the printer is definitely not connected locally (directly to the user's computer) so access would/should be controlled through your network admin. IOW, just installing the driver doesn't automatically let the user effectively send jobs to the printer. If he tries the jobs will simply get queued up in the local system until cancelled. Here's why I ask. We have restricted access to a color copier/printer. The support staff, who get involved in doing the actual hard copy printing of proposals, have access to the color copier/printer. However, the people who actually produce the proposals do NOT have access. This cannot change. I am HOPING that by just having our IT people load the color copier/printer's driver onto all the involved user's PCs, they'll be able to choose it from Word's print preview feature; and, that Word as a result will present to them the real, finished page layout of the document. My goal it to alleviate print production headaches when you are in the 11th hour trying to get a proposal out the door and find out page breaks or other page layout items have shifted. Advice and suggestions are welcomed. -- HTH |:) Bob Jones [MVP] Office:Mac |
#3
Posted to microsoft.public.word.pagelayout
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print preview/printer driver questions
To add to what Bob has said, in answer to #1, section breaks should be used
only when they are absolutely required in order to have different formatting: different margins, different page size or orientation, different header/footer, etc. They should not be used in place of a page break. Page breaks should be used only when you want the text following *always* to begin a new page regardless of what is on the previous page. For example, if you want Heading 1 always to start a new page, then include "Page break before" in the formatting for that style. Otherwise, use manual page breaks very sparingly. To control the flow of text, apply "Keep with next" and "Keep lines together" judiciously. Although even a combination of these properties isn't quite an exact substitute for WordPerfect's Block Protect or the ability to specify how many lines must be left on a page, they're as close as you can get in Word. One property we've repeatedly asked for is a "Keep with previous" property that could be applied to, say, the complimentary close of a letter or signature block of a contract. It's easy enough to apply "Keep with next" so that the closing doesn't get separated from the signature, but in order to make sure that the entire signature block doesn't get stranded on a page by itself, it's necessary to mark the paragraph BEFORE the closing as KWN, and that can be chancy when the content of the letter or contract is still under revision. -- 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. "CyberTaz" typegeneraltaz1ATcomcastdotnet wrote in message ... See interjections below: "cayce" wrote in message ... I have read the article on the Word FAQ titled "Why does the appearance (or layout) of my document chnage when I open it on a different machine." I have a 4 follow up questions: 1. The article speaks about not using page breaks as they exacerbate the problem. What about section breaks? The article refers (or should) to *Hard* page breaks created by holding Control while pressing Enter. It is considered by most to be better in many respects to use a Next Page Section Break where necessary. Or - better - use Page Break Before as a part of the paragraph's formatting - preferably as a part of a formatting Style. 2. Does using Word's print preview give a valid and true view of the document's page layout for the printer selected? What you see in Print Preview is generated by driver for the currently selected printer, so it should be as close as your display is able to produce. 3. Does having the printer's driver loaded onto a user's PC automatically make that an available printer to the user when they select print preview? As long as the driver is correctly installed it can be selected regardless of whether the printer is physically available... which is the answer to what I _think_ you are actually asking 4. Can the driver be loaded on the user's PC without giving them actual access to that printer? This kinda ties in with #3 - the user can't access the printer if they don't have a connection to it - It sounds like the printer is definitely not connected locally (directly to the user's computer) so access would/should be controlled through your network admin. IOW, just installing the driver doesn't automatically let the user effectively send jobs to the printer. If he tries the jobs will simply get queued up in the local system until cancelled. Here's why I ask. We have restricted access to a color copier/printer. The support staff, who get involved in doing the actual hard copy printing of proposals, have access to the color copier/printer. However, the people who actually produce the proposals do NOT have access. This cannot change. I am HOPING that by just having our IT people load the color copier/printer's driver onto all the involved user's PCs, they'll be able to choose it from Word's print preview feature; and, that Word as a result will present to them the real, finished page layout of the document. My goal it to alleviate print production headaches when you are in the 11th hour trying to get a proposal out the door and find out page breaks or other page layout items have shifted. Advice and suggestions are welcomed. -- HTH |:) Bob Jones [MVP] Office:Mac |
#4
Posted to microsoft.public.word.pagelayout
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print preview/printer driver questions
Thanks for the input. I have two more questions:
I assume Ctrl + enter for a page break is just a shortcut method, with no other substantial difference, vs the longer InsertBreakPage break. Do either of you have a job aid of frequently used Word shortcuts that you could steer me to? I have found some online, but being MVPS, either of you might have something you have compiled that is especially comprehensive. I appreciate the Keep with next and Keep lines together suggestions for the paragraph styles. When the new template is handed my way, I will make a point of checking all the relevant styles to be sure this is enabled. Also, it sounds like getting the driver loaded onto the user's PCs will solve the potential for text flow changes wiht unhappy consequence. I am moving forward to our IT folks to request this. I greatly appreciate sharing expertise Bob and Suzanne. Namaste "Suzanne S. Barnhill" wrote: To add to what Bob has said, in answer to #1, section breaks should be used only when they are absolutely required in order to have different formatting: different margins, different page size or orientation, different header/footer, etc. They should not be used in place of a page break. Page breaks should be used only when you want the text following *always* to begin a new page regardless of what is on the previous page. For example, if you want Heading 1 always to start a new page, then include "Page break before" in the formatting for that style. Otherwise, use manual page breaks very sparingly. To control the flow of text, apply "Keep with next" and "Keep lines together" judiciously. Although even a combination of these properties isn't quite an exact substitute for WordPerfect's Block Protect or the ability to specify how many lines must be left on a page, they're as close as you can get in Word. One property we've repeatedly asked for is a "Keep with previous" property that could be applied to, say, the complimentary close of a letter or signature block of a contract. It's easy enough to apply "Keep with next" so that the closing doesn't get separated from the signature, but in order to make sure that the entire signature block doesn't get stranded on a page by itself, it's necessary to mark the paragraph BEFORE the closing as KWN, and that can be chancy when the content of the letter or contract is still under revision. -- 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. "CyberTaz" typegeneraltaz1ATcomcastdotnet wrote in message ... See interjections below: "cayce" wrote in message ... I have read the article on the Word FAQ titled "Why does the appearance (or layout) of my document chnage when I open it on a different machine." I have a 4 follow up questions: 1. The article speaks about not using page breaks as they exacerbate the problem. What about section breaks? The article refers (or should) to *Hard* page breaks created by holding Control while pressing Enter. It is considered by most to be better in many respects to use a Next Page Section Break where necessary. Or - better - use Page Break Before as a part of the paragraph's formatting - preferably as a part of a formatting Style. 2. Does using Word's print preview give a valid and true view of the document's page layout for the printer selected? What you see in Print Preview is generated by driver for the currently selected printer, so it should be as close as your display is able to produce. 3. Does having the printer's driver loaded onto a user's PC automatically make that an available printer to the user when they select print preview? As long as the driver is correctly installed it can be selected regardless of whether the printer is physically available... which is the answer to what I _think_ you are actually asking 4. Can the driver be loaded on the user's PC without giving them actual access to that printer? This kinda ties in with #3 - the user can't access the printer if they don't have a connection to it - It sounds like the printer is definitely not connected locally (directly to the user's computer) so access would/should be controlled through your network admin. IOW, just installing the driver doesn't automatically let the user effectively send jobs to the printer. If he tries the jobs will simply get queued up in the local system until cancelled. Here's why I ask. We have restricted access to a color copier/printer. The support staff, who get involved in doing the actual hard copy printing of proposals, have access to the color copier/printer. However, the people who actually produce the proposals do NOT have access. This cannot change. I am HOPING that by just having our IT people load the color copier/printer's driver onto all the involved user's PCs, they'll be able to choose it from Word's print preview feature; and, that Word as a result will present to them the real, finished page layout of the document. My goal it to alleviate print production headaches when you are in the 11th hour trying to get a proposal out the door and find out page breaks or other page layout items have shifted. Advice and suggestions are welcomed. -- HTH |:) Bob Jones [MVP] Office:Mac |
#5
Posted to microsoft.public.word.pagelayout
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print preview/printer driver questions
In Word's Help, see the topic "Keyboard shortcuts."
-- 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. "cayce" wrote in message ... Thanks for the input. I have two more questions: I assume Ctrl + enter for a page break is just a shortcut method, with no other substantial difference, vs the longer InsertBreakPage break. Do either of you have a job aid of frequently used Word shortcuts that you could steer me to? I have found some online, but being MVPS, either of you might have something you have compiled that is especially comprehensive. I appreciate the Keep with next and Keep lines together suggestions for the paragraph styles. When the new template is handed my way, I will make a point of checking all the relevant styles to be sure this is enabled. Also, it sounds like getting the driver loaded onto the user's PCs will solve the potential for text flow changes wiht unhappy consequence. I am moving forward to our IT folks to request this. I greatly appreciate sharing expertise Bob and Suzanne. Namaste "Suzanne S. Barnhill" wrote: To add to what Bob has said, in answer to #1, section breaks should be used only when they are absolutely required in order to have different formatting: different margins, different page size or orientation, different header/footer, etc. They should not be used in place of a page break. Page breaks should be used only when you want the text following *always* to begin a new page regardless of what is on the previous page. For example, if you want Heading 1 always to start a new page, then include "Page break before" in the formatting for that style. Otherwise, use manual page breaks very sparingly. To control the flow of text, apply "Keep with next" and "Keep lines together" judiciously. Although even a combination of these properties isn't quite an exact substitute for WordPerfect's Block Protect or the ability to specify how many lines must be left on a page, they're as close as you can get in Word. One property we've repeatedly asked for is a "Keep with previous" property that could be applied to, say, the complimentary close of a letter or signature block of a contract. It's easy enough to apply "Keep with next" so that the closing doesn't get separated from the signature, but in order to make sure that the entire signature block doesn't get stranded on a page by itself, it's necessary to mark the paragraph BEFORE the closing as KWN, and that can be chancy when the content of the letter or contract is still under revision. -- 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. "CyberTaz" typegeneraltaz1ATcomcastdotnet wrote in message ... See interjections below: "cayce" wrote in message ... I have read the article on the Word FAQ titled "Why does the appearance (or layout) of my document chnage when I open it on a different machine." I have a 4 follow up questions: 1. The article speaks about not using page breaks as they exacerbate the problem. What about section breaks? The article refers (or should) to *Hard* page breaks created by holding Control while pressing Enter. It is considered by most to be better in many respects to use a Next Page Section Break where necessary. Or - better - use Page Break Before as a part of the paragraph's formatting - preferably as a part of a formatting Style. 2. Does using Word's print preview give a valid and true view of the document's page layout for the printer selected? What you see in Print Preview is generated by driver for the currently selected printer, so it should be as close as your display is able to produce. 3. Does having the printer's driver loaded onto a user's PC automatically make that an available printer to the user when they select print preview? As long as the driver is correctly installed it can be selected regardless of whether the printer is physically available... which is the answer to what I _think_ you are actually asking 4. Can the driver be loaded on the user's PC without giving them actual access to that printer? This kinda ties in with #3 - the user can't access the printer if they don't have a connection to it - It sounds like the printer is definitely not connected locally (directly to the user's computer) so access would/should be controlled through your network admin. IOW, just installing the driver doesn't automatically let the user effectively send jobs to the printer. If he tries the jobs will simply get queued up in the local system until cancelled. Here's why I ask. We have restricted access to a color copier/printer. The support staff, who get involved in doing the actual hard copy printing of proposals, have access to the color copier/printer. However, the people who actually produce the proposals do NOT have access. This cannot change. I am HOPING that by just having our IT people load the color copier/printer's driver onto all the involved user's PCs, they'll be able to choose it from Word's print preview feature; and, that Word as a result will present to them the real, finished page layout of the document. My goal it to alleviate print production headaches when you are in the 11th hour trying to get a proposal out the door and find out page breaks or other page layout items have shifted. Advice and suggestions are welcomed. -- HTH |:) Bob Jones [MVP] Office:Mac |
#6
Posted to microsoft.public.word.pagelayout
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print preview/printer driver questions
Suzanne S. Barnhill wrote: One property we've repeatedly asked for is a "Keep with previous" property that could be applied to, say, the complimentary close of a letter or signature block of a contract. It's easy enough to apply "Keep with next" so that the closing doesn't get separated from the signature, but in order to make sure that the entire signature block doesn't get stranded on a page by itself, it's necessary to mark the paragraph BEFORE the closing as KWN, and that can be chancy when the content of the letter or contract is still under revision. I would like Keep With Previous for a slightly different reason: when you have a table or list which contains a heading followed by a number of items, I would like all the items to appear on the same page (assuming that the whole entity fits into a page). I would also like the list items to have one style, so I can apply a "keep with previous" on that style (as well as keep lines together) and all the items would be grouped together. The workaround now is to use a different style for the last item in the group that has the same style as those above it apart from the "keep with next" feature. Of course, not only is this more tricky to do, but should you add any items to the group later you'll have to fiddle about with the styles. A group here could mean either a table or a series of numbered or bulleted paragraphs. It would also be nice to have some kind of auto-condense feature so that Word could condense the text nicely when it doesn't quite fit. This would save having to fiddle about manually with the settings until you find one that works, although I guess macros could be written to do this. |
#7
Posted to microsoft.public.word.pagelayout
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print preview/printer driver questions
I have the same needs wrt lists--another good reason for "Keep with
previous." Wrt to condensing, there are myriad ways to do it, including the crude Shrink to Fit button in Print Preview. You might have a look at http://word.mvps.org/FAQs/Formatting/FitCopy.htm. I find that condensing the font 0.1 point or the line spacing by 1% often does the trick. -- 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. "Earl Purple" wrote in message ups.com... Suzanne S. Barnhill wrote: One property we've repeatedly asked for is a "Keep with previous" property that could be applied to, say, the complimentary close of a letter or signature block of a contract. It's easy enough to apply "Keep with next" so that the closing doesn't get separated from the signature, but in order to make sure that the entire signature block doesn't get stranded on a page by itself, it's necessary to mark the paragraph BEFORE the closing as KWN, and that can be chancy when the content of the letter or contract is still under revision. I would like Keep With Previous for a slightly different reason: when you have a table or list which contains a heading followed by a number of items, I would like all the items to appear on the same page (assuming that the whole entity fits into a page). I would also like the list items to have one style, so I can apply a "keep with previous" on that style (as well as keep lines together) and all the items would be grouped together. The workaround now is to use a different style for the last item in the group that has the same style as those above it apart from the "keep with next" feature. Of course, not only is this more tricky to do, but should you add any items to the group later you'll have to fiddle about with the styles. A group here could mean either a table or a series of numbered or bulleted paragraphs. It would also be nice to have some kind of auto-condense feature so that Word could condense the text nicely when it doesn't quite fit. This would save having to fiddle about manually with the settings until you find one that works, although I guess macros could be written to do this. |
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