Word Processing

SAN FRANCISCO (03/03/2000) - If you need to send a document as an e-mail attachment but want to make sure the recipients can't modify it, you have two options. One is to save the file as Read Only. To do this in Microsoft Corp.'s Word 97, select File*Save As*Options, and then put a check in the Read-only recommended box; in Word 2000, choose File*Save As, select Tools*General Options in the Save dialog box, and click the Read-only recommended box.

Alternatively, you can make the files Read Only by right-clicking their icons within a Windows folder, selecting Properties, and clicking the Read-only box.

Unfortunately, determined power users will find it fairly easy to undo this operation and gain full edit rights to your document. My work-around is simple:

Convert your document to a format that can't be edited easily but can still be opened and viewed. This tip works in Word 97 and 2000, as well as in WordPerfect 9, but not in WordPerfect 8. Just follow these steps to create a more secure document:

1. If the document is only a page long, press -A to select all of it. If the document is longer than a page, you must select its contents by highlighting one page at a time.

2. Select Edit*Copy or press -C to copy the document to the clipboard.

3. Select File*New to create a new, blank document.

4. Select Edit*Paste Special to access additional options for reproducing the page.

5. In the 'As' list of the Paste Special dialog box, choose Picture if you use Word or Picture (Metafile) if you use WordPerfect, and then click OK.

6. If you are working with a multipage document, press - to create a fresh page in the new document. Select the next page in the original document and copy it to the clipboard before switching to the new document. Repeat steps 4 and 5 for each original page.

7. Select File*Save As and save the new document with a new file name. In Word, be sure to save the file in either Word 97 or Word 2000 format. (If you save it in Word 6.0/95, it won't be visible to the recipients.) Send them this new file, rather than the original.

Note: The new document file, composed of graphical images, will be larger than the original text document. But the graphics are in Windows Metafile format, so they won't be excessively large for e-mailing. If the size still worries you, zip the file before you send it.

Caution: Though files created in this way aren't easy to change, they can be altered in any editor application capable of working with WMF files (including Word itself, as well as Paint Shop Pro, Photoshop, and others) So you shouldn't think of these documents as completely secure.

HOLD MY SPOT

You've been editing a long document for days, saving it and shutting down your word processor at the end of each workday, then resuming work later on. The trouble is, you have to scroll down in the document to find the exact place where you stopped working, right? Wrong. Both Word and WordPerfect will let you jump directly to the last word you typed or edited.

Word 97 and 2000

When you save a file, Word automatically records the last three locations in the document where you typed or edited text. To return to your last editing position, press - as soon as the document opens. Press the key combination again and move to the previous editing location. If you wish, you can record a macro containing just this keystroke, naming it AutoOpen, to automate the jump. Thereafter, Word will execute the AutoOpen macro each time you open a document.

If you already have an AutoOpen Macro that performs another task, you can append this step by adding the macro command Application.GoBack as a separate line at the end of your existing macro.

WordPerfect 8 & 9

WordPerfect makes it easier. You can simply tell the program to remember your location when you save the document, and it will jump to that spot the next time you open it. To do this, select Tools*Bookmark. In the Bookmark dialog box, select Set QuickMark on file save and Go to QuickMark on file open. Then click Close. This becomes the default setting and applies to all documents.

SHUT DOWN WORD'S SPELLING CHECKER FOR ODD TEXTIf your documents use words from other languages or are crawling with technical jargon and abbreviations, you may want Word to skip that text when marking misspelled words or performing a normal spelling check. Fortunately, that's easy to do: Highlight text you want the spelling checker to skip, and then select Tools*Language*Set Language. In Word 97, choose (no proofing) from the 'Mark selected text as' list in the Language dialog box and click OK. In Word 2000, select Do not check spelling or grammar in the same dialog box and click OK.

OPEN HTML FILES AS TEXT IN WORDPERFECT 9I'VE JUST STARTED using WordPerfect 9 and have a problem. I want to use the program to edit the code in HTML documents directly. I could do this in version 8 by specifying Text when I opened the file. But for some reason, I can't get Version 9 to ask me how I want the file opened. Do you have the answer?

Andrew L. Waterhouse, Davis, California

The solution is obscure (and poorly documented), so I'm not surprised you couldn't find it. Here's the drill: Select Tools*Settings. Double-click the Environment icon in the Settings dialog box, then click the XML tab in the Environment Settings dialog box. Put checks in the boxes next to Import HTML documents using the XML component and Prompt for file type when importing XML/SGML documents. Then click OK.

From now on, WordPerfect's Open dialog box will display the Convert File Type dialog box when you open an HTML document. Select ASCII DOS Text in the 'Convert file format from' list and click OK to open the file as text for editing. When saving the file after editing, select ASCII DOS text as the file type in either the Save or the Save As dialog box.

ANOTHER WAY TO FLAG CONFUSING WORDS

My October 1999 column contained a tip for highlighting words that are correctly spelled but frequently misused. Pairs like filed/field, form/from, and it's/its are common examples of this error. Reader Tony Powell of New York City suggests another way to arrange for highlighting; his method doesn't involve color changes and is built into Word 97 and 2000. A little-known file contains exceptions to Word's standard dictionary and will automatically highlight any of the words contained in it, even if they are spelled correctly.

Here's how to set up a Word exclude dictionary file:

1. Select File*New and create a new blank document.

2. Type the list of words you want Word's spelling checker to flag, one word per line, and press after each word. Use lowercase letters, and Word will recognize both capitalized and lowercase versions of the words.

3. Determine the directory where your copy of Word stores its dictionaries. To do this, right-click the Start button and select Find in Windows 9x or Search in Windows 2000. In the Find All Files dialog box (Search Bar in Windows 2000), type *.lex in the Named field ('Search for files or folders named' in Word 2000). Then choose My Computer in the 'Look in' field and click Find Now (Search Now).

4. For users of United States English, look for the file mssp2_en.lex for Word 97 or mssp3_en.lex for Word 2000. Make a note of the directory containing the file.

5. Back in Word, select File*Save As.

6. Navigate to and double-click the directory you noted in step 4.

7. Now choose Text Only under the 'Save as type' list.

8. In the File Name field, type mssp2_en.exc for Word 97 or mssp3_en.exc for Word 2000, then click Save. The file name must match the dictionary that Word uses, but it will have the extension .exc.

9. Select File*Close.

10. To edit or add words to this file after you've created it, open it as you would any other Word document.

Note: If you are using a different language version of Word, the dictionary name will obviously be different; though it will also begin with mssp2_ or mssp3_. Just be sure to save the .exc file with the name that matches your language.

Find additional tips at www.pcworld.com/heres_how. Send questions and tips to george_campbell@pcworld.com. We pay $50 for published items. George Campbell is a PC World contributing editor. You can reach him on his Web page at www.osomin.com.

Prevent Disappearing Text in Word

HERE'S THE SITUATION: You've just selected several paragraphs for formatting, but instead of pressing -I to italicize, you accidentally press -I. What happens? The text disappears. You could select Edit*Undo or press -Z to get it back, but if this accident happens frequently, you may prefer to turn off Word's replacement of highlighted text when you type. Just select Tools*Options, click the Edit tab, uncheck Typing replaces selection, and click OK. This tip applies to Word 7 through 2000.

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