The information in this article applies to:
- Microsoft Word for Windows, versions 2.0, 2.0a, 2.0a-CD, 2.0b,
2.0c, 6.0, 6.0a, 6.0c
SUMMARY
In Word for Windows, inserted objects use up a large amount of disk
space. For objects that you use repeatedly in the same type of
document (such as a graphic in letterhead), you can save disk space by
placing the object in a print merge data file. You can then set up
your document as a print merge main document and insert a MERGEFIELD
field to reference the object in the data document. To print the
document, choose the Print Merge command from the File menu (instead
of the Print command).
To create a letterhead template that contains a graphic at the top of
the page, use the following procedure.
To create the data file:
- Create a new document based on the NORMAL template.
- Type a field name such as "graphic" (without the quotation marks)
and press the ENTER key.
- From the Insert menu, choose Picture. Select the graphic you want
to appear on the letterhead and choose the OK button.
- You now have a valid data file that contains one field named
"graphic" and one data record (the graphic). Save and close this
file.
To create the main document:
- Create a new document based on the NORMAL template.
- From the File menu, choose Print Merge.
- Choose the Attach Data File button. Select the data file you
created in the above section and choose the OK button.
- Choose the Insert Merge Field button on the print merge bar. Choose
the OK button to insert the graphic MERGEFIELD field in your
document. The graphic now appears at the top of your document.
- Type any other boilerplate text you want to appear in your
document.
- From the File menu, choose Save. Select Document Template from the
Save File As Type list. In the File Name box, type a filename with
a .DOT extension (for example, LETHEAD.DOT) and choose the OK
button.
- Close the template file.
To use the template:
- From the File menu, choose New.
- In the Use Template box, select the template you created in the
section above (such as LETHEAD.DOT) and choose the OK button.
- Type the letter.
- Save the file. Notice that a MERGEFIELD field appears in place of
the graphic.
- To print the letter, choose the Merge to Printer on the print merge
bar.
MORE INFORMATION
Another way to save disk space when you are using inserted objects is
to use the LoadSmall and SaveSmall macros from the NEWMACRO.DOC file.
For information on the LoadSmall and SaveSmall macros, query on the
following words in the Microsoft Knowledge Base:
description and savesmall and loadsmall and
REFERENCES
"Microsoft Word for Windows User's Guide," version 2.0, pages 612-627
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