Microsoft KB Archive/83286

{|
 * width="100%"|

Word for DOS 5.5 IVR Fax: Formatting

 * }

Q83286

-

The information in this article applies to:


 * 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 &quot;Printer Information for Microsoft Word&quot; 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 &quot;Using Microsoft Word&quot; 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 &quot;Using Microsoft Word&quot; 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 &quot;Using Microsoft Word&quot; 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 &quot;Using Microsoft Word&quot; 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 &quot;Using Microsoft Word&quot; manual on pages 591 and 592. Additional query words:

Keywords : kbusage

Issue type : kbinfo

Technology :