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#11
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I'm guessing the underlying problem is a lot of direct formatting and
style conflicts. Based on the description of how Word is being used, such as keyboard shortcuts to apply direct formatting, it sounds like it's being treated as a glorified typewriter. Word doesn't like to be treated like a typewriter and it will fight you every step of the way! Fonts change, bold appears, and formatting seems to have a mind of it's own. (Sound familiar Cheri? ;-) ) Welcome to the world of Styles. :-) Styles are an essential part of Microsoft Word. In fact, everything you type into a document has a style attached to it, whether you design the style or not. Without knowing more about Styles formatting can be a chore - not to mention you may think Word was poorly designed as a result. :-) Here is some background on how Styles work: When you start Microsoft Word, the new blank document is based on the Normal template, and text that you type uses the Normal style. This means that when you start typing, Word uses the font name, font size, line spacing, indentation, text alignment, and other formats currently defined for the Normal style. The Normal style is the base style for the Normal template, meaning that it's a building block for other styles in the template. Whenever you start typing in a new document, unless you specify otherwise, you are typing in the Normal style. You can change the format of the text by applying direct formatting but as you found, if Word ever questions which formats to keep it will revert to the formats defined in the Style and discard direct formatting. When you copy text from one document to another Word you aren't necessarily copying the formats - you are copying the Style. There is a little more to it than this but in a nutshell, when the text is pasted into another document it will be formatted to according to the Style definition in that document. So if the destination Style, not the direct formatting applied to the paragraph, is defined as Times New Roman 10 points your text will format accordingly. If you want to keep the formats of the pasted text it's best to associate the text with a user-defined Style. That way the correct Style definition will follow your text. To regain control over your formatting you need to learn more about Styles. Here is a tutorial that should help you come to grips with Styles: http://officeupdate.microsoft.com/legal/Styles.asp -- Please post all follow-up questions to the newsgroup. Requests for assistance by email can not be acknowledged. ~~~~~~~~~~~~~~~ Beth Melton Microsoft Office MVP Word FAQ: http://mvps.org/word TechTrax eZine: http://mousetrax.com/techtrax/ MVP FAQ site: http://mvps.org/ "Suzanne S. Barnhill" wrote in message ... You might also see http://word.mvps.org/FAQs/Formatting...eformatted.htm (and consider the possibility that you might be causing the hanging indents by inadvertently pressing Ctrl+T). |
#12
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If you ask me, the common denominator is ShortHand. I have no familiarity
with that application, but I would suggest you explore support possibilities for it. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Cheri" wrote in message ... I have already unchecked the automatically update. Ctrl+T is not something I have ever done, even on accident. If it were near the V on the keyboard, I might suspect that, but it isn't anywhere near that. This happend on paste. It also happens on insertion from ShortHand, and that is simply by my pressing the spacebar after typing a shortcut. None of the shortcuts contain Ctrl+T. It was happening on my previous PC in Word 2000. I thought it might be a memory issue. It isn't just the indent, but also bold and underline sometimes. I DO use those options in each document, so I can see how they might carry over to another paragraph, although pressing "clear style" has no effect on it happening again later. But I NEVER use the indent. Anyway, I bought a brand new PC, and have Word 2002 now. No way there is a virus. And the exact same thing is happening. I am sure it is something that I am doing, or should be doing, since it happened in 2 different versions. I am the common denominator. But I just KNOW I haven't accidently pushed Ctrl+T at any time in my entire life. It is an awkward key combination, lol. When I have the styles list up beside my work, there are no instances of "hanging indent" listed during my work. Not until I paste or insert from ShortHand. Then BOOM, there it is in the list, out of nowhere. I change the indents back to normal, then delete it from the styles list. But, it shows up again later, no matter what. I unchecked the Smart Paste option yesterday thinking (hoping) that might be something involved. But it changed nothing. Like I said before, I wish there were a way to totally disable the indent feature. I have always either left aligned or centered all of my work. I never use any type of indent, don't want it, don't need it, HATE it, lol. I totally understand how to get rid of it after it happens, just can't figure out how to stop it from happening to begin with. "Suzanne S. Barnhill" wrote in message ... You might also see http://word.mvps.org/FAQs/Formatting...eformatted.htm (and consider the possibility that you might be causing the hanging indents by inadvertently pressing Ctrl+T). -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "JulieD" wrote in message ... Hi Cheri this is definitely not word's normal behaviour .... it sounds to me like either Word's kicking in with its autoformat options (but you said these are off), or the document's corrupt, or you've got a virus. one option, with your document open, open a new blank document. click at the start of yours do CTRL & SHIFT & END hold down the shift key and arrow left once now copy this & paste into a new document save this copy and see if it behaves any better. (oh, and do a virus scan at some point) Hope this helps Cheers julieD "Cheri" wrote in message ... Yeah, that's what I meant Ctrl+Shift+T. It says that is the keyboard shortcut for unhang, but I selected my entire document, some 50 pages, and did that. ALL the formatting disappeared. I then selected Undo, and saved it and went back to work. A little while later I looked up into the document further, and found LOTS of things that were still out of whack, even though I clicked on undo. Things were bolded that hadn't been, things were unbolded that had been, left aligned that had been centered, grrrr. Another problem I have is, when my page runs over to a second page, and I add a page break, and then put in my header for PAGE 2 stuff, with all the patient info, since the paragraph that I am in the middle of was all caps, the all caps won't go off, even when I turn it off on the keyboard. I have to go to Format, Font, and turn off all caps from there. It is SO frustrating. I give up! It is evidently my lot in life to fight with Word, lol. "JulieD" wrote in message ... Hi Cheri CTRL & SHIFT & T should only remove the hanging indent (unless someone's played with your settings) choose tools / customize and click on the keyboard button choose FORMAT in the categories and UNHANG in the commands and see what key is assigned to it. Hope this helps Cheers JulieD "Cheri" wrote in message ... The Ctrl+T seems to get rid of all formatting, not just the indent. "JulieD" wrote in message ... Hi Cheri can't think why its happening, but the keyboard shortcut for removing hanging indents is CTRL & SHIFT & T maybe this will speed up things. (You might like to try CTRL & A to select the whole document and then CTRL & SHIFT & T to remove any hanging indents - it should do all the document at once and hopefully not mess anything else up) Cheers JulieD "Cheri" wrote in message ... But the thing is, both documents are in Normal style, Times New Roman 12pt left alligned. So where the heck are the hanging indents coming from? And ShortHand is TOTALLY not another style. You put "Ctrl+B" in front of the word, and that causes it to be bold. "Ctrl+E" causes it to be center aligned, etc. So I REALLY don't get how I end up with a hanging indent in a paragraph that has "Ctrl+L" in front of it! It says in that linked document that copied text will retain any direct formatting, which is what "Ctrl+L" is, direct formatting. Hmmm, maybe I need to place "Ctrl+L" in front of each line... That still doesn't explain copying from Normal to Normal, and having everything go screwy. I DO NOT want to abandon all formatting. The documents have direct formatting that I need. It would double my production time to have to reformat separate lines after pasting. My documents vary, but usually have the title of the exam (Radiology transcription) bolded, centered and underlined. Then everything is left aligned in the body. Then bolded and all caps in the impression at the bottom. IS there any way to prevent hanging indent from EVER happening? Or is that just a pipe dream? This job is all about production speed. Anything that takes extra time is basically a cut in pay. Perhaps a macro? I have never used one... |
#13
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Ok, this jives with things I have read online. When I click on the link you
gave me, it reverts to this site: http://office.microsoft.com/en-us/default.aspx I have been reaing a bit about this. So, when I want to put the title of the exam in Bold-Underline-Center, I should change Heading I to these preferences, and click on that before I type the title? Makes the whole cut&paste thing sound like it won't work well, and much of my speed would be lost if that is so... I hope you can get me to that web site... "Beth Melton" wrote in message ... I'm guessing the underlying problem is a lot of direct formatting and style conflicts. Based on the description of how Word is being used, such as keyboard shortcuts to apply direct formatting, it sounds like it's being treated as a glorified typewriter. Word doesn't like to be treated like a typewriter and it will fight you every step of the way! Fonts change, bold appears, and formatting seems to have a mind of it's own. (Sound familiar Cheri? ;-) ) Welcome to the world of Styles. :-) Styles are an essential part of Microsoft Word. In fact, everything you type into a document has a style attached to it, whether you design the style or not. Without knowing more about Styles formatting can be a chore - not to mention you may think Word was poorly designed as a result. :-) Here is some background on how Styles work: When you start Microsoft Word, the new blank document is based on the Normal template, and text that you type uses the Normal style. This means that when you start typing, Word uses the font name, font size, line spacing, indentation, text alignment, and other formats currently defined for the Normal style. The Normal style is the base style for the Normal template, meaning that it's a building block for other styles in the template. Whenever you start typing in a new document, unless you specify otherwise, you are typing in the Normal style. You can change the format of the text by applying direct formatting but as you found, if Word ever questions which formats to keep it will revert to the formats defined in the Style and discard direct formatting. When you copy text from one document to another Word you aren't necessarily copying the formats - you are copying the Style. There is a little more to it than this but in a nutshell, when the text is pasted into another document it will be formatted to according to the Style definition in that document. So if the destination Style, not the direct formatting applied to the paragraph, is defined as Times New Roman 10 points your text will format accordingly. If you want to keep the formats of the pasted text it's best to associate the text with a user-defined Style. That way the correct Style definition will follow your text. To regain control over your formatting you need to learn more about Styles. Here is a tutorial that should help you come to grips with Styles: http://officeupdate.microsoft.com/legal/Styles.asp -- Please post all follow-up questions to the newsgroup. Requests for assistance by email can not be acknowledged. ~~~~~~~~~~~~~~~ Beth Melton Microsoft Office MVP Word FAQ: http://mvps.org/word TechTrax eZine: http://mousetrax.com/techtrax/ MVP FAQ site: http://mvps.org/ "Suzanne S. Barnhill" wrote in message ... You might also see http://word.mvps.org/FAQs/Formatting...eformatted.htm (and consider the possibility that you might be causing the hanging indents by inadvertently pressing Ctrl+T). |
#14
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Hi Cheri,
Re styles, I think this page has alternate links to the same info: http://Www.shaunakelly.com/word/styl...sOnStyles.html Some side notes regarding this thread: You can use keyboard shortcuts for styles just as well, if that's where your speed is centered (explore the Tools | Customize dialog--in general, speed lays in heavily customizing Word). I forgot what it was you were cutting and pasting, but it seemed that the functions you mentioned for the ShortHand program were nothing that couldn't be done by Word, so you may want to investigate that--minimizing dependence on third-party programs is likely to end up faster and safer. You also said something about entering header information--I suspect setting up templates may also gain you some speed there. http://www.mvps.org/word/FAQs/Custom...platePart1.htm Based on my vague sense of what you do, I suspect you should be able to set up a template that starts with the first line formatted as your title, and automatically switches to left-aligned text when you hit enter, and have the header information preformatted (a StyleRef field in the header can be set to automatically pick up the text of the title, for example). That should get you some speed. On 10/13/04 7:54 PM, "Cheri" wrote: Ok, this jives with things I have read online. When I click on the link you gave me, it reverts to this site: http://office.microsoft.com/en-us/default.aspx I have been reaing a bit about this. So, when I want to put the title of the exam in Bold-Underline-Center, I should change Heading I to these preferences, and click on that before I type the title? Makes the whole cut&paste thing sound like it won't work well, and much of my speed would be lost if that is so... I hope you can get me to that web site... "Beth Melton" wrote in message ... I'm guessing the underlying problem is a lot of direct formatting and style conflicts. Based on the description of how Word is being used, such as keyboard shortcuts to apply direct formatting, it sounds like it's being treated as a glorified typewriter. Word doesn't like to be treated like a typewriter and it will fight you every step of the way! Fonts change, bold appears, and formatting seems to have a mind of it's own. (Sound familiar Cheri? ;-) ) Welcome to the world of Styles. :-) Styles are an essential part of Microsoft Word. In fact, everything you type into a document has a style attached to it, whether you design the style or not. Without knowing more about Styles formatting can be a chore - not to mention you may think Word was poorly designed as a result. :-) Here is some background on how Styles work: When you start Microsoft Word, the new blank document is based on the Normal template, and text that you type uses the Normal style. This means that when you start typing, Word uses the font name, font size, line spacing, indentation, text alignment, and other formats currently defined for the Normal style. The Normal style is the base style for the Normal template, meaning that it's a building block for other styles in the template. Whenever you start typing in a new document, unless you specify otherwise, you are typing in the Normal style. You can change the format of the text by applying direct formatting but as you found, if Word ever questions which formats to keep it will revert to the formats defined in the Style and discard direct formatting. When you copy text from one document to another Word you aren't necessarily copying the formats - you are copying the Style. There is a little more to it than this but in a nutshell, when the text is pasted into another document it will be formatted to according to the Style definition in that document. So if the destination Style, not the direct formatting applied to the paragraph, is defined as Times New Roman 10 points your text will format accordingly. If you want to keep the formats of the pasted text it's best to associate the text with a user-defined Style. That way the correct Style definition will follow your text. To regain control over your formatting you need to learn more about Styles. Here is a tutorial that should help you come to grips with Styles: http://officeupdate.microsoft.com/legal/Styles.asp -- Please post all follow-up questions to the newsgroup. Requests for assistance by email can not be acknowledged. ~~~~~~~~~~~~~~~ Beth Melton Microsoft Office MVP Word FAQ: http://mvps.org/word TechTrax eZine: http://mousetrax.com/techtrax/ MVP FAQ site: http://mvps.org/ "Suzanne S. Barnhill" wrote in message ... You might also see http://word.mvps.org/FAQs/Formatting...eformatted.htm (and consider the possibility that you might be causing the hanging indents by inadvertently pressing Ctrl+T). |
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