Microsoft KB Archive/211954

= WD2000: General Information About Text Boxes and Frames =

Article ID: 211954

Article Last Modified on 12/6/2000

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APPLIES TO


 * Microsoft Word 2000 Standard Edition

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This article was previously published under Q211954





SUMMARY
This article answers the most frequently asked questions about text boxes in Microsoft Word 2000.



MORE INFORMATION
Some of the most frequently asked questions are:  What happened to the Frame command?

Frames are still available in Word 2000; however, in most cases, you should use a text box rather than a frame. Text boxes were added to Word 97 to provide a better way to manipulate text and to take advantage of new graphical effects. Text boxes provide nearly all the advantages of frames and provide many additional advantages. For example, with text boxes you can:  Create links that make text flow from one part of a document to another. Create a watermark. Use the formatting options on the new Drawing toolbar. For example, you can apply 3-D effects, shadows, border styles, colors, fills, and backgrounds. Choose from a greater variety of text-wrapping options. Change the orientation of text in a text box using the Text Direction command in the Format menu.</li> Group text boxes and change the alignment or distribution of them as a group.</li></ul> </li> Are there special cases when I will need to use a frame instead of a text box?

Use a frame instead of a text box when you want to position text or graphics that contain one or more of the following: <ul> Comments.</li> Footnotes.</li> Certain fields: AUTONUM, AUTONUMLGL, AUTONUMOUT (these fields are used for numbering lists and paragraphs in legal documents and outlines); TC (table of contents entry); TOC (table of contents); RD (referenced document); XE (index entry); TA (table of authorities entry); and TOA (table of authority).</li></ul>

To add the Frame command to the Insert menu, follow these steps:

<ol> On the Tools menu, click Customize, and then click the Commands tab.</li> In the Customize dialog box, under Categories, select All Commands.</li> In the Commands list, click InsertFrame.</li> Drag InsertFrame to the preferred location on the Insert menu. Release the mouse button when you see a horizontal bar indicating the location on the menu where the command will be inserted.</li> Click Close.</li></ol> </li> What happens to the frames when I convert a document from a previous version of Word?

When you convert a document that contains frames, the frames are retained. When you select a frame, the Frame command in the Format menu becomes available. To replace the frame with a text box, follow these steps: <ol> On the Insert menu, click Text Box.</li> Click once in the document area. A one-inch square text box is inserted in your document.</li> Resize and reposition the text box if necessary.</li> Select the text inside the frame, and then click Cut on the Edit menu.</li> Position the insertion point inside the text box, and then click Paste on the Edit menu.</li></ol> </li> <li>What are linked text boxes and how do I use them?

Linked text boxes are two or more text boxes formatted such that the text flows from one text box to the next. To create linked textboxes, follow these steps: <ol> <li>Create two or more text boxes.</li> <li>Select the first text box.</li> <li>Click Create Text Box Link on the Text Box toolbar. The mouse pointer changes into a pitcher.

NOTE: If you do not see the Text Box toolbar, point to Toolbars on the View menu and then click Text Box.</li> <li>Click inside the text box that will contain the overflow text. When the pointer rests over this text box, the pitcher "pours" the text from the previous text box into the empty text box.</li> <li>To create the next link, select the text box you linked to in step 4, and then repeat steps 3 and 4.</li> <li>Starting with the first text box, type the text. It will flow from one text box to the next in the order that you linked them.</li></ol> </li> <li>How many text boxes can I link together?

The maximum number of text boxes that you can link together is 32 (for a total of 31 links).</li> <li>Can I link text boxes across documents or across subdocuments in a master document?

No. Linked text boxes must be contained in a single document. You cannot create text box links from one subdocument to another subdocument. You also cannot split subdocuments that contain linked text boxes.</li> <li>I started to link text boxes (represented by the pitcher icon), but I changed my mind. How do I cancel this action?

Press ESC to cancel the linking process.</li> <li>How do I add, remove, or change the appearance of my text box?

To change the appearance of a text box (for instance, to remove or change borders or to add background colors or textures), select the text box and click the Text Box command on the Format menu.

You can also change the text box to an AutoShape. To change a text box to an AutoShape: <ol> <li>Select the text box.</li> <li>On the Drawing toolbar click Draw and point to Change AutoShape.</li> <li>Point to the category of shapes you want to use in place of the text box and click your chosen AutoShape.</li></ol> </li> <li>Can AutoShapes contain text and can I link them?

Yes. You can link AutoShapes, such as circles, banners, and flow chart shapes, and they can contain text. You cannot link lines or freeform shapes. To insert an AutoShape and add text, follow these steps: <ol> <li>On the Drawing toolbar, click AutoShapes, point to a category, and then click the shape you want.</li> <li>To insert a shape with a predefined size, click the document. To insert a different size, drag the shape to the size you want. To maintain the shape's width-to-height ratio, hold down SHIFT while you drag the shape.</li> <li>To add text to the AutoShape, right-click the AutoShape, click Add Text on the shortcut menu, and then type the text. To add text to existing text, right-click the AutoShape, click Edit Text on the shortcut menu, and then type the text.</li></ol> </li> <li>How do you convert a text box to a frame?

If you prefer to use a frame instead of a text box, follow these steps if the text box is already in the document: <ol> <li>Click the text box to select it.</li> <li>Click Text Box on the Format menu.</li> <li>Click the Text Box tab.</li> <li>Click the Convert to Frame button. The following information dialog box appears:

When you convert this drawing object to a frame, some of the drawing object's formatting may be lost.

Do you want to continue?

</li> <li>Click OK.</li></ol> </li></ul>

Additional query words: textbox auto shape drawing object

Keywords: kbinfo KB211954

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