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Word 2003
Dear Gurus: I have set up a series of documents based upon a specific template. However, on many occasions it becomes necessary for our Contract Specialists to incorporate (cut and paste or copy) external documents into our internal documents. I have used several of the Built-In styles within the document template and quite regularly, we are presented with external documents wherein the originators/authors have used some of these same Built-In styles, however with different font/paragraph characteristics. Needless to say, when these documents are incorporated into our internal documents, the results can be somewhat surprising. Having read through many of the posts in this regard and visited various offered links, I have come to find out that one of the suggested methods is to copy the contents of the external document and use the *Paste Special | Unformatted Text* feature of the edit menu to *paste* the contents into our internal documents. This process seems to work rather well, although the *pasted* information does have to be re-formatted based upon the template styles of our internal documents. However, I have found that this process does not *play well* with table layouts, which are more likely than not, resident within these external documents. Would any of you good people have a suggestion as to a better approach in these situations? It would certainly be appreciated. Thanks so much in advance €“ Rod |
#2
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I have used several of the Built-In styles within the document template
and quite regularly, we are presented with external documents wherein the originators/authors have used some of these same Built-In styles, however with different font/paragraph characteristics. Needless to say, when these documents are incorporated into our internal documents, the results can be somewhat surprising. Not really, no. After pasting, the paragraphs should look just like any other paragraph in that style in that document. If they don't, the formatting in the source document from which you copied wasn't really done with styles, but with manual formatting. That's unfortunately all too common. Often, styles have been applied, but manual formatting was applied on top of that. If that is the case, it could be easier to remove the manual formatting after you paste (Ctrl+Q to remove manual paragraph formatting, Ctrl+Spacebar to remove manual font formatting, as you likely know), than to "Paste Special" as unformatted text and re-format everything. re tables: In addition to removing manual font formatting and manual paragraph formatting, you may want to apply the Normal paragraph style to the whole table after you paste it (Ctrl+N). You could then apply table styles to give the tables a consistent look... especially if they are not too complex and all look the same, or fall into just a few different types. Klaus |
#3
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Hello Klaus:
I believe that I inadvertently mislead you with my initial question. You are completely correct... the styled paragraphs and characters from the external document do indeed take on the characteristics of the styles for the internal document. However, an example of what I mean is as follows: I have used the built in style "Heading 1" to resemble the following: SECTION 1: BLAH, BLAH, BLAH [Upper Case and Bolded] Whereas the author of the external document may have used the same built-in style; "Heading 1" in the external document to resemble an entirely different set of characteristics... perhaps a paragraph that is [Centered, Italicized and Underlined]. So of course, when the external document is imported into the internal document, the "Heading 1" style of the external document takes on the characteristics of the "Heading 1" style of the internal document, resulting in a completely different look for the imported portions of the external document which now reside within the internal document. Whew! I certainly hope that I have done a better job of explaining my dilemma this time around. I have to say that sometimes formulating the question can be a difficult undertaking. :-) Thanks Again - Rod "Klaus Linke" wrote: I have used several of the Built-In styles within the document template and quite regularly, we are presented with external documents wherein the originators/authors have used some of these same Built-In styles, however with different font/paragraph characteristics. Needless to say, when these documents are incorporated into our internal documents, the results can be somewhat surprising. Not really, no. After pasting, the paragraphs should look just like any other paragraph in that style in that document. If they don't, the formatting in the source document from which you copied wasn't really done with styles, but with manual formatting. That's unfortunately all too common. Often, styles have been applied, but manual formatting was applied on top of that. If that is the case, it could be easier to remove the manual formatting after you paste (Ctrl+Q to remove manual paragraph formatting, Ctrl+Spacebar to remove manual font formatting, as you likely know), than to "Paste Special" as unformatted text and re-format everything. re tables: In addition to removing manual font formatting and manual paragraph formatting, you may want to apply the Normal paragraph style to the whole table after you paste it (Ctrl+N). You could then apply table styles to give the tables a consistent look... especially if they are not too complex and all look the same, or fall into just a few different types. Klaus |
#4
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Create a set of unique styles (with the desired formatting) in the source
document, and apply them to text; then you can copy and paste that text without losing the formatting. -- Stefan Blom Microsoft Word MVP "RPMitchal" wrote in message ... Hello Klaus: I believe that I inadvertently mislead you with my initial question. You are completely correct... the styled paragraphs and characters from the external document do indeed take on the characteristics of the styles for the internal document. However, an example of what I mean is as follows: I have used the built in style "Heading 1" to resemble the following: SECTION 1: BLAH, BLAH, BLAH [Upper Case and Bolded] Whereas the author of the external document may have used the same built-in style; "Heading 1" in the external document to resemble an entirely different set of characteristics... perhaps a paragraph that is [Centered, Italicized and Underlined]. So of course, when the external document is imported into the internal document, the "Heading 1" style of the external document takes on the characteristics of the "Heading 1" style of the internal document, resulting in a completely different look for the imported portions of the external document which now reside within the internal document. Whew! I certainly hope that I have done a better job of explaining my dilemma this time around. I have to say that sometimes formulating the question can be a difficult undertaking. :-) Thanks Again - Rod "Klaus Linke" wrote: I have used several of the Built-In styles within the document template and quite regularly, we are presented with external documents wherein the originators/authors have used some of these same Built-In styles, however with different font/paragraph characteristics. Needless to say, when these documents are incorporated into our internal documents, the results can be somewhat surprising. Not really, no. After pasting, the paragraphs should look just like any other paragraph in that style in that document. If they don't, the formatting in the source document from which you copied wasn't really done with styles, but with manual formatting. That's unfortunately all too common. Often, styles have been applied, but manual formatting was applied on top of that. If that is the case, it could be easier to remove the manual formatting after you paste (Ctrl+Q to remove manual paragraph formatting, Ctrl+Spacebar to remove manual font formatting, as you likely know), than to "Paste Special" as unformatted text and re-format everything. re tables: In addition to removing manual font formatting and manual paragraph formatting, you may want to apply the Normal paragraph style to the whole table after you paste it (Ctrl+N). You could then apply table styles to give the tables a consistent look... especially if they are not too complex and all look the same, or fall into just a few different types. Klaus |
#5
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Hello Stefan - once again you've come to my rescue. Your explanation was so
damnably logical - it's no wonder I didn't think of it myself! :-) Thanks so very much - Rod "Stefan Blom" wrote: Create a set of unique styles (with the desired formatting) in the source document, and apply them to text; then you can copy and paste that text without losing the formatting. -- Stefan Blom Microsoft Word MVP "RPMitchal" wrote in message ... Hello Klaus: I believe that I inadvertently mislead you with my initial question. You are completely correct... the styled paragraphs and characters from the external document do indeed take on the characteristics of the styles for the internal document. However, an example of what I mean is as follows: I have used the built in style "Heading 1" to resemble the following: SECTION 1: BLAH, BLAH, BLAH [Upper Case and Bolded] Whereas the author of the external document may have used the same built-in style; "Heading 1" in the external document to resemble an entirely different set of characteristics... perhaps a paragraph that is [Centered, Italicized and Underlined]. So of course, when the external document is imported into the internal document, the "Heading 1" style of the external document takes on the characteristics of the "Heading 1" style of the internal document, resulting in a completely different look for the imported portions of the external document which now reside within the internal document. Whew! I certainly hope that I have done a better job of explaining my dilemma this time around. I have to say that sometimes formulating the question can be a difficult undertaking. :-) Thanks Again - Rod "Klaus Linke" wrote: I have used several of the Built-In styles within the document template and quite regularly, we are presented with external documents wherein the originators/authors have used some of these same Built-In styles, however with different font/paragraph characteristics. Needless to say, when these documents are incorporated into our internal documents, the results can be somewhat surprising. Not really, no. After pasting, the paragraphs should look just like any other paragraph in that style in that document. If they don't, the formatting in the source document from which you copied wasn't really done with styles, but with manual formatting. That's unfortunately all too common. Often, styles have been applied, but manual formatting was applied on top of that. If that is the case, it could be easier to remove the manual formatting after you paste (Ctrl+Q to remove manual paragraph formatting, Ctrl+Spacebar to remove manual font formatting, as you likely know), than to "Paste Special" as unformatted text and re-format everything. re tables: In addition to removing manual font formatting and manual paragraph formatting, you may want to apply the Normal paragraph style to the whole table after you paste it (Ctrl+N). You could then apply table styles to give the tables a consistent look... especially if they are not too complex and all look the same, or fall into just a few different types. Klaus |
#6
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You are welcome--and thank you for the feedback.
-- Stefan Blom Microsoft Word MVP "RPMitchal" wrote in message ... Hello Stefan - once again you've come to my rescue. Your explanation was so damnably logical - it's no wonder I didn't think of it myself! :-) Thanks so very much - Rod "Stefan Blom" wrote: Create a set of unique styles (with the desired formatting) in the source document, and apply them to text; then you can copy and paste that text without losing the formatting. -- Stefan Blom Microsoft Word MVP "RPMitchal" wrote in message ... Hello Klaus: I believe that I inadvertently mislead you with my initial question. You are completely correct... the styled paragraphs and characters from the external document do indeed take on the characteristics of the styles for the internal document. However, an example of what I mean is as follows: I have used the built in style "Heading 1" to resemble the following: SECTION 1: BLAH, BLAH, BLAH [Upper Case and Bolded] Whereas the author of the external document may have used the same built-in style; "Heading 1" in the external document to resemble an entirely different set of characteristics... perhaps a paragraph that is [Centered, Italicized and Underlined]. So of course, when the external document is imported into the internal document, the "Heading 1" style of the external document takes on the characteristics of the "Heading 1" style of the internal document, resulting in a completely different look for the imported portions of the external document which now reside within the internal document. Whew! I certainly hope that I have done a better job of explaining my dilemma this time around. I have to say that sometimes formulating the question can be a difficult undertaking. :-) Thanks Again - Rod "Klaus Linke" wrote: I have used several of the Built-In styles within the document template and quite regularly, we are presented with external documents wherein the originators/authors have used some of these same Built-In styles, however with different font/paragraph characteristics. Needless to say, when these documents are incorporated into our internal documents, the results can be somewhat surprising. Not really, no. After pasting, the paragraphs should look just like any other paragraph in that style in that document. If they don't, the formatting in the source document from which you copied wasn't really done with styles, but with manual formatting. That's unfortunately all too common. Often, styles have been applied, but manual formatting was applied on top of that. If that is the case, it could be easier to remove the manual formatting after you paste (Ctrl+Q to remove manual paragraph formatting, Ctrl+Spacebar to remove manual font formatting, as you likely know), than to "Paste Special" as unformatted text and re-format everything. re tables: In addition to removing manual font formatting and manual paragraph formatting, you may want to apply the Normal paragraph style to the whole table after you paste it (Ctrl+N). You could then apply table styles to give the tables a consistent look... especially if they are not too complex and all look the same, or fall into just a few different types. Klaus |
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