Word for DOS 5.5 IVR Fax: Formatting

• Microsoft Word for MS-DOS, version 5.x

SUMMARY

                   Microsoft Word for DOS, Version 5.5
               Automated Product Support Service Fax-Script
                     Questions and Answers: Formatting
               --------------------------------------------

1. Q. How can I insert a bullet or other special characters in a Word
      document?

   A. To insert special characters in a Word document, you must first
      determine the characters and corresponding ASCII codes that are
      supported by your printer. The Test Character macro, supplied with
      Word 5.5, will provide a printout of the characters available with
      each of the fonts your printer driver supports. The macro is located
      in the MACRO.GLY glossary file. To run the Test Character macro,
      perform the following three steps:

      a. Open a new document window.

      b. From the Format menu, choose Glossary. Then choose Load Glossary
         and select the MACRO.GLY file.

      c. After loading the glossary file, choose Run from the Macro menu,
         select the Test Character macro, and press ENTER.

      After determining the characters available with your printer, insert
      them in a Word document by following these four steps:

      a. Position the cursor where you would like to insert the character.

      b. Press NUMLOCK.

      c. Hold down the ALT key and use the numeric keypad to enter the
         number corresponding to the character you wish to insert (note
         that you must use the numeric keypad rather than the number keys
         along the top row of the main keyboard).

      d. Release the ALT key.

      The character that appears on the screen may differ from the
      character that will print. The character that will print is dependent
      on the symbol set supported by the currently selected font.

      More information about printing special characters and the Test
      Character macro can be found in Appendix A of the "Printer
      Information for Microsoft Word" manual.

2. Q. How can I change Word's default font and other default formats?

   A. You can change Word's default font and other default formats by
      modifying the automatic styles contained in Word's default style
      sheet, NORMAL.STY. A list of the available automatic styles can be
      found in the "Using Microsoft Word" manual on page 593.

      To change the default font, for example, change the font contained in
      the Normal paragraph style. The font change made in the Normal
      paragraph style will affect the font in every unstyled, unformatted,
      or Normal-style paragraph in your documents.

      To change the font in the Standard paragraph style, perform the
      following four steps:

      a. From the Format menu, choose Define Styles. This will display the
         current style sheet with its available styles.

      b. If a Normal paragraph style has already been defined, select the
         style. If not, choose Insert New Style, select Paragraph for the
         Style Type and select Normal as the Style I.D. Then press ENTER.

      c. Select the Normal paragraph style and choose Character from the
         Format menu. Enter the desired font information. Press ENTER to
         confirm your changes.

      d. To save your changes to the style sheet, choose Save from the File
         menu.

      More information about automatic styles and a step-by-step procedure
      for defining your own Normal character font can be found on pages 592
      through 595 of the "Using Microsoft Word" manual.

3. Q. I have created a table in Word. The columns line up on the screen but
      are out of alignment when printed. What can I do?

      A. The Word screen displays text in only one font size (12 point,
         monospace). If your text is formatted using a different size or
         proportional spaced font, the screen display and the printed
         output may not look the same. The following five guidelines will
         help to ensure that your table will be aligned correctly when
         printed:

      a. Align column positions using tab stops rather than spaces or a
         combination of tabs and spaces. If columns need adjusting, do so
         by changing tab stops. The supplied glossary file, MACRO.GLY,
         contains four macros -- Table, Tabs, Tabs2, and Tabs3 -- that can
         help you automatically set tab stops and create tables in a
         document.

      b. From the View menu, choose Preferences, then select the Show All
         option in the Non-printing Characters dialog box. Doing this will
         allow you to see tabs, spaces, and other nonprinting characters
         that may affect the table's alignment.

      c. Terminate each line or row in the table with a newline character
         rather than a paragraph mark. This will ensure that tab stop
         adjustments are consistent throughout the table. The newline
         character is inserted using the SHIFT+ENTER key combination and is
         represented on the screen by a down arrow.

      d. From the View menu, choose Preferences, then check the Line Breaks
         check box in the View Preferences dialog box. This will give you a
         more accurate screen display if you are using a smaller or
         proportional spaced font.

      e. From the View Menu, choose Ruler. If you are showing line breaks,
         the ruler will adjust to accommodate the font size you are using
         so that an inch on the ruler holds an inch's worth of printed
         text. The ruler will also display the tab stops and alignments for
         the currently selected paragraph or paragraphs in your table.

      More information about tabs and tables can be found in the "Using
      Microsoft Word" manual on pages 167 through 187. Information
      regarding the supplied macros can be found on page 443.

4. Q. I have formatted a running header or footer but it doesn't print on
      any page of the document. What can I do?

   A. If a header or footer doesn't print at all in a multipage document,
      the header or footer may be positioned within an unprintable region
      for your printer. To check this, follow these five steps:

      a. Select the header or footer.

      b. From the Format menu, choose Header/Footer.

      c. Verify that Header or Footer is selected in the Format As box,
         then choose the Options button.

      d. Increase the amount in the Header Position From Top box if this is
         a header, or Footer Position From Bottom if you are formatting a
         footer, then press ENTER.

      e. Print the document or choose Print Preview from the File Menu to
         verify that the header or footer now prints.

      If the header or footer still doesn't print, or if only a portion of
      it prints, it may be necessary to further increase the position
      setting in the Header/Footer Options dialog box.

      More information concerning vertical positioning of headers and
      footers can be found in the "Using Microsoft Word" manual on pages
      144 and 145.

5. Q. I applied a style within a document but the formatting didn't change.
      What can I do?

   A. If style sheet formatting does not affect the text to which it has
      been applied, it's likely that the text has been directly formatted.
      Directly applied formatting overrides style sheet formatting.

      For example, if an area of text has been formatted in a specific
      font, applying a paragraph style containing a different font will not
      affect the previously applied font. The text receives the paragraph
      style, but the directly applied font formatting overrides the style
      sheet font formatting.

      In order for style sheet formatting to apply, it is necessary to
      first remove directly applied formatting:

      - To remove all previously applied character formatting, select the
      text and press CTRL+SPACEBAR.

      - To remove all previously applied character formatting except for
      font name and font size, select the text and press CTRL+Z.

      - To remove previously applied paragraph formatting, select the text
      and press CTRL+X.

      More information about combining direct formatting with styles can be
      found in the "Using Microsoft Word" manual on pages 591 and 592. 

Additional query words:

Keywords : kbusage
Version : MS-DOS:5.x
Platform : MS-DOS
Issue type : kbinfo