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#1
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Need help keeping formatting when pasting into other document
I am using Word2000. Although I am an IT person with many years computer experience, when it comes to fancy word processing - forget it. I haven't a clue, although I can usually figure things out enough to do what I need to get done, and never have to do anything that fancy anyway. But now I am totally stumped.
I have a big document which someone else sent me a fancy schmancy cover page to add to it, with a vertical line down one side, a company image, writing in different styles (or something), an embedded image, different fonts all over the place etc. When I paste the cover page into a new blank page in my document it loses all of its formatting. I've even tried the PASTE SPECIAL options but they don't work either, and have different problems. For instance the closest I can get to keeping the formatting is to use the "Microsoft Word Document Object" choice from "paste special" but that cuts off one of the pictures in the document - plus it mysteriously results in the entire cover page being effing INVISIBLE in normal view, and even worse, when I convert the document to a PDF (which I need to do) that cover page looks really really wierd. What is the magic secret to pasting in part of one document into another and keeping the original formatting, or is it just not even possible?????????? I even tried pasting my document into the fancy one, but even though mine has no real fancy stuff, it is very different from the cover page, and then all 50 of my pages look nuts as they take on whatever characteristics the cover page has. Any help appreciated. |
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#2
Posted to microsoft.public.word.newusers
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Need help keeping formatting when pasting into other document
At the beginning of your document, insert a Section Break, Next Odd Page.
Then above that new break (so you need to have the ShowAll option on to see the non-printer characters), use Insert, File and choose the 'fancy front page'. -- Terry Farrell - MSWord MVP "elzar" wrote in message ... I am using Word2000. Although I am an IT person with many years computer experience, when it comes to fancy word processing - forget it. I haven't a clue, although I can usually figure things out enough to do what I need to get done, and never have to do anything that fancy anyway. But now I am totally stumped. I have a big document which someone else sent me a fancy schmancy cover page to add to it, with a vertical line down one side, a company image, writing in different styles (or something), an embedded image, different fonts all over the place etc. When I paste the cover page into a new blank page in my document it loses all of its formatting. I've even tried the PASTE SPECIAL options but they don't work either, and have different problems. For instance the closest I can get to keeping the formatting is to use the "Microsoft Word Document Object" choice from "paste special" but that cuts off one of the pictures in the document - plus it mysteriously results in the entire cover page being effing INVISIBLE in normal view, and even worse, when I convert the document to a PDF (which I need to do) that cover page looks really really wierd. What is the magic secret to pasting in part of one document into another and keeping the original formatting, or is it just not even possible?????????? I even tried pasting my document into the fancy one, but even though mine has no real fancy stuff, it is very different from the cover page, and then all 50 of my pages look nuts as they take on whatever characteristics the cover page has. Any help appreciated. -- elzar |
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#3
Posted to microsoft.public.word.newusers
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Need help keeping formatting when pasting into other document
On Oct 1, 9:12*pm, elzar wrote: ..snip... I have a big document which someone else sent me a fancy schmancy cover page to add to it, with a vertical line down one side, a company image, writing in different styles (or something), an embedded image, different fonts all over the place etc. When I paste the cover page into a new blank page in my document it loses all of its formatting. I've even tried the PASTE SPECIAL options but they don't work either, and have different problems. * For instance the closest I can get to keeping the formatting is to use the "Microsoft Word Document Object" choice from "paste special" but that cuts off one of the pictures in the document - plus it mysteriously results in the entire cover page being effing INVISIBLE in normal view, and even worse, when I convert the document to a PDF (which I need to do) that cover page looks really really wierd. What is the magic secret to pasting in part of one document into another and keeping the original formatting, or is it just not even possible?????????? ...snip... This confounded me for the longest time too! I took a Cover Page and added more. THAT did not work well at all! To understand Microsoft's logic: Think backwards. That is back to front. Even the manuals often list the most important information at the end. Anyway, to add a Cover page, start at the end and tack pages onto the front.: Terry's got it right, too. Take the ENDING section first. Insert before the first page a page break/section break Now you probably have a blank page at the start, but you're not done yet. Go to the second section and highlight heading/footing 1 make the heading independent 2 make the footing independent Now, you're free to paste in the Cover Page onto that blank page without affecting the rest of your document. However, I found I had to write down all the settings for my 'cover' page and manually put them back in, just for that first section. But, there may be a way to transfer everything, including that vertical line. At least doing it as above, you'll get the page numbering starting at 1 on the second page, and the total pages will only count that last section. Hope that works for you, too. Robert |
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#4
Posted to microsoft.public.word.newusers
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Need help keeping formatting when pasting into other document
What you both are missing is that where you need to add the section break
(next page) is at the end of the cover page, before inserting it at the front of the document. This will preserve the document/section-level settings in that file. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA http://word.mvps.org "Robert Macy" wrote in message ... On Oct 1, 9:12 pm, elzar wrote: ..snip... I have a big document which someone else sent me a fancy schmancy cover page to add to it, with a vertical line down one side, a company image, writing in different styles (or something), an embedded image, different fonts all over the place etc. When I paste the cover page into a new blank page in my document it loses all of its formatting. I've even tried the PASTE SPECIAL options but they don't work either, and have different problems. For instance the closest I can get to keeping the formatting is to use the "Microsoft Word Document Object" choice from "paste special" but that cuts off one of the pictures in the document - plus it mysteriously results in the entire cover page being effing INVISIBLE in normal view, and even worse, when I convert the document to a PDF (which I need to do) that cover page looks really really wierd. What is the magic secret to pasting in part of one document into another and keeping the original formatting, or is it just not even possible?????????? ...snip... This confounded me for the longest time too! I took a Cover Page and added more. THAT did not work well at all! To understand Microsoft's logic: Think backwards. That is back to front. Even the manuals often list the most important information at the end. Anyway, to add a Cover page, start at the end and tack pages onto the front.: Terry's got it right, too. Take the ENDING section first. Insert before the first page a page break/section break Now you probably have a blank page at the start, but you're not done yet. Go to the second section and highlight heading/footing 1 make the heading independent 2 make the footing independent Now, you're free to paste in the Cover Page onto that blank page without affecting the rest of your document. However, I found I had to write down all the settings for my 'cover' page and manually put them back in, just for that first section. But, there may be a way to transfer everything, including that vertical line. At least doing it as above, you'll get the page numbering starting at 1 on the second page, and the total pages will only count that last section. Hope that works for you, too. Robert |
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#5
Posted to microsoft.public.word.newusers
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Need help keeping formatting when pasting into other document
On Oct 2, 10:00*am, "Suzanne S. Barnhill" wrote:
What you both are missing is that where you need to add the section break (next page) is at the end of the cover page, before inserting it at the front of the document. This will preserve the document/section-level settings in that file. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USAhttp://word.mvps.org YES!! you said it exactly. I have added section breaks at the END of my cover, then added more. That has always caused all the information in the second section to get confounded. Instead of ADDING to a Cover Page, go to the exact first character in the second section, and place a Section Break there, then do all I said, and insert the Cover page into that blank first page and all works well. Uh, what did I miss? Robert |
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#6
Posted to microsoft.public.word.newusers
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Need help keeping formatting when pasting into other document
On Oct 2, 11:59*am, Robert Macy wrote:
On Oct 2, 10:00*am, "Suzanne S. Barnhill" wrote: What you both are missing is that where you need to add the section break (next page) is at the end of the cover page, before inserting it at the front of the document. This will preserve the document/section-level settings in that file. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USAhttp://word.mvps.org Suzanne, I reread your post. Did you mean take the Cover, add a section break at the end. take the Second Section, add a section break at the start, and make all header/footers independent. THEN combine the two? Remove any 'extras'. That might preserve everything. I'll try it next time. Robert |
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#7
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Quote:
I tried that but it doesn't work. All of the formatting is still lost. |
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#8
Posted to microsoft.public.word.newusers
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Need help keeping formatting when pasting into other document
No, you add a section break (next page) at the end of the file that contains
the cover page. For good measure (though I'm not sure it will help), unlink the header and footer in the new Section 2 from those in Section 1. Then use Insert | File (or the Word 2007 equivalent, Insert | Text | Object | Text from File) to insert the cover page file at the top of the document that contains the rest of the text. The section break will be included with the inserted text and will preserve the formatting in that section. It may still be necessary to unlink the header and footer in Section 2 of the compound document from Section 1 and restore its formatting, but I don't think so. For more, see http://word.mvps.org/FAQs/Formatting...thSections.htm (which contradicts some of what I just said, so it's probably right). -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA http://word.mvps.org "Robert Macy" wrote in message ... On Oct 2, 11:59 am, Robert Macy wrote: On Oct 2, 10:00 am, "Suzanne S. Barnhill" wrote: What you both are missing is that where you need to add the section break (next page) is at the end of the cover page, before inserting it at the front of the document. This will preserve the document/section-level settings in that file. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USAhttp://word.mvps.org Suzanne, I reread your post. Did you mean take the Cover, add a section break at the end. take the Second Section, add a section break at the start, and make all header/footers independent. THEN combine the two? Remove any 'extras'. That might preserve everything. I'll try it next time. Robert |
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#9
Posted to microsoft.public.word.newusers
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Need help keeping formatting when pasting into other document
On Oct 2, 12:44*pm, elzar wrote:
Terry Farrell;437570 Wrote: At the beginning of your document, insert a Section Break, Next Odd Page. Then above that new break (so you need to have the ShowAll option on to see the non-printer characters), use Insert, File and choose the 'fancy front page'. -- Terry Farrell - MSWord MVP Thanks so much for your reply Terry. I tried that but it doesn't work. *All of the formatting is still lost. -- elzar elzar, I just tried what Suzanne suggested, adding the second section AFTER the cover: 1. insert page break new section 2. make header and footing independent, remove them entirely 3. insert file [the formatted second section] It almost worked, I got the right font, the right size, the right header/footer, but... I got left with the old margins. If I had set them to the second section's margins, I would have been done and got what I wanted. Robert page |
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#10
Posted to microsoft.public.word.newusers
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Need help keeping formatting when pasting into other document
Well, the idea of the section break is to preserve the settings in the
document, which includes the margins. I assumed you wanted to insert the cover page exactly as it existed in the second document. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA http://word.mvps.org "Robert Macy" wrote in message ... On Oct 2, 12:44 pm, elzar wrote: Terry Farrell;437570 Wrote: At the beginning of your document, insert a Section Break, Next Odd Page. Then above that new break (so you need to have the ShowAll option on to see the non-printer characters), use Insert, File and choose the 'fancy front page'. -- Terry Farrell - MSWord MVP Thanks so much for your reply Terry. I tried that but it doesn't work. All of the formatting is still lost. -- elzar elzar, I just tried what Suzanne suggested, adding the second section AFTER the cover: 1. insert page break new section 2. make header and footing independent, remove them entirely 3. insert file [the formatted second section] It almost worked, I got the right font, the right size, the right header/footer, but... I got left with the old margins. If I had set them to the second section's margins, I would have been done and got what I wanted. Robert page |
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#11
Posted to microsoft.public.word.newusers
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Need help keeping formatting when pasting into other document
On Oct 3, 5:42*am, "Suzanne S. Barnhill" wrote:
Well, the idea of the section break is to preserve the settings in the document, which includes the margins. I assumed you wanted to insert the cover page exactly as it existed in the second document. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USAhttp://word.mvps.org "Robert Macy" wrote in message ... On Oct 2, 12:44 pm, elzar wrote: Terry Farrell;437570 Wrote: At the beginning of your document, insert a Section Break, Next Odd Page. Then above that new break (so you need to have the ShowAll option on to see the non-printer characters), use Insert, File and choose the 'fancy front page'. -- Terry Farrell - MSWord MVP Thanks so much for your reply Terry. I tried that but it doesn't work. All of the formatting is still lost. -- elzar elzar, I just tried what Suzanne suggested, adding the second section AFTER the cover: 1. insert page break new section 2. make header and footing independent, remove them entirely 3. insert file [the formatted second section] It almost worked, I got the right font, the right size, the right header/footer, but... I got left with the old margins. If I had set them to the second section's margins, I would have been done and got what I wanted. Robert page The Cover Page Exists. I added to that document a SecondSection with all its margins, fonts, font sizes, headers/footers I wish to preserve the Cover Page *and* the SecondSection's characteristics. NEVER do I wish to obliterate one for the other. To me, this is a major flaw in Word. Robert |
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#12
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Need help keeping formatting when pasting into other document
This is exactly what a section break allows you to do, in the case of
document/section-level settings, which include page size and orientation, margins, number of columns, header, footer, and so on. But you cannot have different definitions for the same styles in a single document, so if you paste text in a given style into a document in which that style is differently defined, you are going to see a difference; see http://www.shaunakelly.com/word/styl...xtChanges.html -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA http://word.mvps.org "Robert Macy" wrote in message ... On Oct 3, 5:42 am, "Suzanne S. Barnhill" wrote: Well, the idea of the section break is to preserve the settings in the document, which includes the margins. I assumed you wanted to insert the cover page exactly as it existed in the second document. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USAhttp://word.mvps.org "Robert Macy" wrote in message ... On Oct 2, 12:44 pm, elzar wrote: Terry Farrell;437570 Wrote: At the beginning of your document, insert a Section Break, Next Odd Page. Then above that new break (so you need to have the ShowAll option on to see the non-printer characters), use Insert, File and choose the 'fancy front page'. -- Terry Farrell - MSWord MVP Thanks so much for your reply Terry. I tried that but it doesn't work. All of the formatting is still lost. -- elzar elzar, I just tried what Suzanne suggested, adding the second section AFTER the cover: 1. insert page break new section 2. make header and footing independent, remove them entirely 3. insert file [the formatted second section] It almost worked, I got the right font, the right size, the right header/footer, but... I got left with the old margins. If I had set them to the second section's margins, I would have been done and got what I wanted. Robert page The Cover Page Exists. I added to that document a SecondSection with all its margins, fonts, font sizes, headers/footers I wish to preserve the Cover Page *and* the SecondSection's characteristics. NEVER do I wish to obliterate one for the other. To me, this is a major flaw in Word. Robert |
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#13
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Wow, I didn't realize there was continued discussion on this. I must have the option off for the forum to email me if anyone replies. I will have to try some of the newer things mentioned in this thread & see if they work any better than where I am now (see below). Thanks for the continued help.
I came back here now to say that I was able to finally get this to work for me! Although what I am doing I don't exactly understand, just that it works. First I overcame the problem where I was getting an image cut off on one side - to fix that I adjusted the page margins on the cover doc to match my full document. That still left me with only one method that keeps the formatting - using PASTE SPECIAL then selecting Microsoft Word Object to make the cover page some kind of big image instead of word doc format. But the killer gotcha I could not get around was that if I converted the document to PDF the fonts in the cover page get futzed up. Finally I decided to take a look at what the font is that is being used and to change it to something else that looks similar to see if a different font might convert better. I discovered that the font that was getting screwed up was called "Times". This made me curious since I've never seen this fontname on my PC before - what I am more used to seeing is the TT (truetype) font called TimesNewRoman. I don't understand what "Times" is exactly but it is NOT in the pulldown choice of installed fonts on my PC in Word. I think this means that it is a font not installed on my PC - but must be on the PC that made the cover page??? But somehow Word on my PC knows enough about it to handle it but the PDF converter process doesn't!! When I convert it to PDF (using OpenOffice) that does not know what to do with this font. By simply changing the font in the original cover document to TimesNewRomain, THEN doing a PasteSpecial of the cover page into my document as word-doc-object, THEN converting the new document - it works and looks ok. Plus the TT TimesnewRomain on my PC looks identical to this unknown "Times" font. Again, I don't exactly understand what "Times" is, where it came from, how it works in Word on my PC but won't convert right, but at least I found a workaround, also this is a really good learning experience which I will not soon forget. From now if I run into this again I will be carefully checking the fonts used in any docs given to me. |
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