WORD documents

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Author Message Ralph Liebing Senior Member Username: rliebing Post Number: 113 Registered: 02-2003 Posted on Thursday, October 14, 2004 - 02:12 pm:    1. Is there a way, in WORD, to tie the Section title to the footer Title, so if one changes the other does too, automatically? 2. Is there a way, in WORD, to change the date in the headers of several Sections, automatically by changing it in one-- without opening each file separately? John Bunzick, CCS, CCCA Senior Member Username: bunzick Post Number: 275 Registered: 03-2002 Posted on Thursday, October 14, 2004 - 04:10 pm:    YESIREE to both. 1. Assume that you want the footer to change if you edit the title. You can use a reference to a bookmarked item. Take the following steps: a) Select the title and assign a bookmark to it, by selecting "Insert / Bookmark". b) Type in a bookmark name, say "title", and click "add". c) Now go into the footer where you want the title to appear. d) Select "Insert / Field". Select "Links and References" in the left column, and "Ref" in the right column. Don't clik "OK" yet. e) Click the "options" button in the lower left, then click the "Bookmarks" tab. Highlight "title" (or whatever you named the bookmark), and click the "Add to Field" button. Now click "OK" and "OK" again. f) Your ref field is now inserted and should display the title. g) In step e), you can also click the "General Switches" tab and select a case (such as Title) to apply that formatting to the result. NOTE: Unfortunately, the Title case setting will capitalize small words such as "and". NOTE also: make sure in the options box where the switches appear that there is a space between the format option and the bookmark, or it won't work. h) When you edit the title, the display and printing of the changed text in the ref field depends on your settings in "Tools / Options". Under the "Print" tab, if "Update fields" is checked, the update will occur when you print. (I always leave that option checked.) You can update a field manually by clicking on it and typing F9. 2. Yes, you can do this too. The procedure is similar to the above. a) The best approach is to create a separate document, preferably in the same directory as your spec sections. In this document type the date, and give it a bookmark name such as "ContractDate". You can't include spaces in a bookmark name, and make sure you don't include the paragraph mark within your bookmark unless you want it to appear in the referenced field. You can put other text in here such as project name if you want. Save the file. You could also reference a bookmark in one of the spec sections, such as 01110 - Summary, but it doesn't seem as "clean" to me. b) Add the "IncludeText" field. Format options are similar to above, but you will have to type the name of the file and the bookmark in the box where the options appear. The file name must be in quotes, but the bookmark name does not. If you have any questions about making this work, feel free to e-mail me. Sheldon Wolfe Senior Member Username: sheldon_wolfe Post Number: 91 Registered: 01-2003 Posted on Thursday, October 14, 2004 - 07:14 pm:    Ralph: Go to www.CSI-Tech.org, then to "Technical Articles", then "GUI Bytes", and look under "Using Your Computer" for "SpecProcessor!". The last article in the series deals with using links. If you're interested, I'll send a couple of files to you to show how I use a single file to hold common information such as project number, project title, dates, colors that are to be matched on several products, etc. Mitch Miller,AIA ,CSI,CCS Senior Member Username: m2architek Post Number: 19 Registered: 02-2004 Posted on Friday, October 15, 2004 - 08:22 am:    Sheldon: I would be interested in seeing how those files work also, thanks. mmiller@usaarchitects.com (Unregistered Guest) Unregistered guest Posted on Friday, October 15, 2004 - 08:31 am:    Sheldon, Can you send me the files also? I tried setting this up based on your article, but haven't been able to get it to work yet. Thanks, Dawn'l dburns@inspec.com Anonymous   Posted on Friday, October 15, 2004 - 10:04 am:    Is there anything similar in Wordperfect? Phil Kabza Senior Member Username: phil_kabza Post Number: 66 Registered: 12-2002 Posted on Saturday, October 16, 2004 - 03:12 pm:    Can't answer regarding Wordperfect - haven't used it since DOS 3.0. But automated header and footer placement is one reason I ask all our consultants to use MASTERSPEC documents as a basis for their specifications. The accompanying MASTERWORKS software will run on any Word documents (or Wordperfect documents in that version), but section names and numbers have to be established first for each file in the Document Properties information, something that most document users wouldn't think to do. Sheldon Wolfe Senior Member Username: sheldon_wolfe Post Number: 92 Registered: 01-2003 Posted on Sunday, October 17, 2004 - 10:02 am:    Good point, Phil. Properly used, the properties fields will at least show who wrote the specification. Using these fields allows one to have information that is in the fields appear in the header/footer (or any other place it's needed, e.g., a table of contents) automatically. Because MasterWorks already exists, there is good reason to set up specifications to take advantage of its features. Unfortunately, our office had been using a couple of the document properties fields before we subscribed to MasterSpec, and I had set up all of our links and macros based on our existing use. We had achieved most of the basic functions found in MasterWorks on our own, but I have often considered changing our properties fields so we could use MasterWorks. Perhaps I'll do that as part of our changeover to MF04. Merely using MasterSpec isn't enough. I receive many sections that are based on an existing MasterSpec section. When saved as the new section, the author didn't update the document properties, so the table of contents generated by a macro won't agree with the actual section numbers and titles. J. Peter Jordan Senior Member Username: jpjordan Post Number: 22 Registered: 05-2004 Posted on Monday, October 18, 2004 - 10:21 am:    I use templates (and styles), generating a new one for each project and copying over the specification text (typically from MasterSpec). This permits me some flexibility in font and margin control down the line. Project name and number are put into the properties when I set the job up. Section name and number are copied into Title and Subject fields as each section is set up. There are electronic references to the Section name and number fields in the title, header, and footer as appropriate. It takes my administrative assistant a little less than 2 hours to set up a project once I have the template set up. I sacrifice some of the features of using MasterWorks, but this works very well. Of course I use this when I have a section from another source as well. I can tweak a directory listing in Outlook to include the Title and Subject properties, print that to a file, do a little formatting, and I have my table of contents. It's not as quick as the MasterWorks macro, but not that much slower. Project specific macros are also stored with the project template. Don Harris AIA, CCS, CCCA, CSI Senior Member Username: don_harris Post Number: 23 Registered: 03-2003 Posted on Tuesday, October 26, 2004 - 11:20 am:    Anybody know if it is possible to print a Word document with the style area showing? I would love to have a sample to show some consultants. Thanks. John Bunzick, CCS, CCCA Senior Member Username: bunzick Post Number: 281 Registered: 03-2002 Posted on Tuesday, October 26, 2004 - 01:33 pm:    I don't think you can, since these are only visible in the "normal" view, not "print layout" view. But you can print out all of the style definitions by selecting that option ("print what") from the print dialog box. Marc C Chavez Senior Member Username: mchavez Post Number: 49 Registered: 07-2002 Posted on Tuesday, October 26, 2004 - 02:00 pm:    If you want to show a client what it looks like use any of a number of "screen shot" utilities to "capture" the screen and print it. Don Harris AIA, CCS, CCCA, CSI Senior Member Username: don_harris Post Number: 24 Registered: 03-2003 Posted on Tuesday, October 26, 2004 - 03:46 pm:    Thanks. That's what I thought the answer was. Here goes the screen capture.