Microsoft KB Archive/98647

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Word 6.0 for MS-DOS: File Conversions and General Usage Q&A

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Q98647

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The information in this article applies to:


 * Microsoft Word for MS-DOS, version 6.0

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SUMMARY
This article presents a series of questions and answers about using Microsoft Word version 6.0 for MS-DOS. The issues covered include file conversion, inserting graphics, recovering corrupt files, memory management, and preventing data loss.

 Q. How can I convert files from WordPerfect(R) to Microsoft Word version 6.0 for MS-DOS, or from Word version 6.0 to WordPerfect, while keeping as much of the original document formatting as possible?

A. You can obtain conversion utilities for WordPerfect files by calling Microsoft Sales Information Center at (800) 426-9400. You can use these utilities to convert documents created with WordPerfect versions 4.2, 5.0, and 5.1 to Word version 6.0 documents, while retaining as much of your original document formatting as possible. You can also convert Word documents to WordPerfect format.

You can also use the CONVERT utility provided with WordPerfect to save a WordPerfect document in the DCA/Revisable Form Text file format. You can then use the WORD_DCA.EXE utility provided with Word 6.0 to convert the DCA/Revisable Form Text file to a Word 6.0 document.

For more information on using the file-conversion utilities provided with Word 6.0, including WORD_DCA.EXE, see Appendix C, &quot;Changing File Formats,&quot; in the &quot;Using Microsoft Word&quot; manual. Q. How can I read my Word version 6.0 for MS-DOS documents using Word for Windows(R)?

A. Word version 6.0 for MS-DOS provides a file-conversion feature for this purpose. Once you save your Word for MS-DOS document in the Word for Windows format, simply open it from within Word for Windows as you would any Word for Windows document.

To save your Word for MS-DOS documents in Word for Windows format, perform the following steps:

 In Word for MS-DOS, open the document you want to convert. From the File menu, choose Save As. In the File Name box, type a name for the file. From the Format list, select the format that applies to your version of Word for Windows.

To save your document in Word version 2.0 for Windows format, select Word for Win v2. To save your document in Word version 1.0 or 1.1 for Windows format, select Word for Win v1.x. Then choose the OK button.

If Word prompts you to insert a disk, the Word for Windows file converters were not installed during Word setup. In this case, you need to install the converters by running the Setup program again. You'll need your original Word for MS-DOS floppy disks, unless you were set up from a network. Use the following guidelines:

 Insert the Word for MS-DOS Setup disk in drive A, then type a:setup and press ENTER. (Or switch to the network drive where the Word for MS-DOS setup files are located, then type setup and press ENTER.)</li> Follow the on-screen instructions. When prompted, choose the &quot;Modify an existing version of Word 6.0&quot; option.</li> Follow the on-screen instructions. When given the option, use the arrow keys to highlight &quot;Install converters,&quot; and then press ENTER. A bullet next to the option indicates that it is selected.</li> Select the &quot;Complete Setup and modify Word&quot; option, and then press ENTER.</li> Use the arrow keys to highlight the &quot;Word for Windows 2.0&quot; or &quot;Word for Windows 1.x&quot; option, and then press ENTER. A bullet next to the option indicates that it is selected.</li> Select the &quot;Continue with Setup&quot; option, and then press ENTER.</li> If prompted, insert the Conversions disk in the drive, and press ENTER to continue.</li></ol>

For more information on the Word for Windows converter for Word for MS-DOS, see Appendix C, &quot;Changing File Formats,&quot; in the &quot;Using Microsoft Word&quot; manual.</li> Q. How can I read my Word version 6.0 for MS-DOS documents using Word for the Macintosh(R)?

A. To read documents created in Word 6.0 for MS-DOS using Word version 4.0 or 5.0 for the Macintosh, do the following:

 Save the document in Word for the Macintosh format.</li> Transfer the file from your MS-DOS-based personal computer to your Macintosh by using either an Apple SuperDrive(TM) to read the file from your MS-DOS floppy disk, or a serial cable or network configuration to transfer the file electronically.</li> Once the file is located on your Macintosh, use the Apple(R) File Exchange program to convert the file to Word for the Macintosh format.</li></ol>

If you don't have either an Apple SuperDrive, a serial cable, or a network configuration that enables you to transfer files between the MS-DOS and the Macintosh environment, you cannot perform this file conversion.

For more information about Apple File Exchange, refer to your Macintosh documentation.

To save your document in Word for the Macintosh format, perform the following steps:

 From the Word for MS-DOS File menu, choose Save As.</li> In the Format box, select Word For Mac.</li></ol>

If Word prompts you to insert a disk, the Word for Macintosh file converters were not installed during Word setup. In this case, you need to install the converters by running the Setup program again. You'll need your original Word for MS-DOS floppy disks, unless you were set up from a network. Use the following guidelines:

 Insert the Word for MS-DOS Setup disk in drive A, then type a:setup and press ENTER. (Or switch to the network drive where the Word for MS-DOS setup files are located, then type setup and press ENTER.)</li> <li>Follow the on-screen instructions. When prompted, choose the &quot;Modify an existing version of Word 6.0&quot; option.</li> <li>Follow the on-screen instructions. When given the option, use the arrow keys to highlight &quot;Install converters,&quot; and then press ENTER. A bullet next to the option indicates that it is selected.</li> <li>Select the &quot;Complete Setup and modify Word&quot; option, and then press ENTER.</li> <li>Use the arrow keys to highlight the &quot;Word for Macintosh&quot; option, and then press ENTER. A bullet next to the option indicates that it is selected.</li> <li>Select the &quot;Continue with Setup&quot; option, and then press ENTER.</li> <li>If prompted, insert the Conversions disk in the drive, and press ENTER to continue.</li></ol>

For more information on the Word for Macintosh converter for Word for MS-DOS, see Appendix C, &quot;Changing File Formats,&quot; in the &quot;Using Microsoft Word&quot; manual.</li> <li>Q. When I insert a graphics file in a Word version 6.0 document by choosing Picture from the Insert menu, I cannot preview or print the graphic. What is wrong?

A. A graphics file inserted in a Word version 6.0 document may not preview or print due to one or more of the following reasons:

<ul> <li>Reason 1: Word 6.0 may be set to print in draft mode. To turn off draft mode, perform the following steps:

<ol> <li>From the File menu, choose Print.</li> <li>In the Print dialog box, choose the Options button.</li> <li>In the Print Options dialog box, clear the Draft check box, and then choose the OK button.</li></ol>

If the Draft check box is already cleared, Word is not set to print in draft mode.</li> <li>Reason 2: The paragraph in the document that contains the .G. graphics link code and graphics file information may have been modified. You should not manually edit graphics link information to update the link.

To determine whether the graphics paragraph has been modified, check whether the .G. code is formatted as hidden text; and that the correct path and name, dimensions, and file format of the graphic appear immediately after the .G. code. If you think the graphics paragraph may have been manually modified, delete and reinsert the graphic.</li> <li>Reason 3: The graphics file format may not be supported by Word 6.0. If this is the case, Word 6.0 should display an error message when you try to preview or print the graphics file. For more information on the graphics file formats supported by Word 6.0, see Chapter 21, &quot;Layout Features for Graphics and Text,&quot; pages 410 and 411, in the &quot;Using Microsoft Word&quot; manual.</li></ul> </li> <li>Q. The text in my document scrolls off the right side of the screen, and the ruler is stretched out. How can I restore my Word 6.0 screen to its original appearance?

A. This may occur if your view is set to Layout, or if you have the Show Line Breaks option selected. If your view is set to Layout, the letters &quot;LY&quot; appear at the bottom of the Word screen on the status bar. To turn off Layout view, choose Layout from the View menu (a bullet next to the command means it is in effect). To turn off the Show Line Breaks option, choose Preferences from the View menu, and then select the Line Breaks option (a check mark next to the command means it is in effect).

For more information on Layout view and the expanding ruler feature, see page 435, Chapter 21, &quot;Layout Features for Graphics and Text,&quot; in the &quot;Using Microsoft Word&quot; manual.</li> <li>Q. My Word 6.0 document appears to be damaged or corrupt. How can I remove the corruption?

A. Damage or corruption in a Word document may occur if your hard disk or floppy disk contains areas that cannot store data correctly, if your floppy disk is incorrectly formatted or removed from the floppy disk drive while a file is open, or if your computer hardware fails.

To remove corruption in a Word 6.0 document, try saving the document as a rich-text format (RTF) file. Then open the RTF file in Word and convert it back into a Word document. This procedure retains most or all document formatting. Use the following procedure:

<ol> <li>To save a document as an RTF file, choose Save As from the File menu, then select RTF from the Format list box.</li> <li>To convert an RTF file back into a Word document, choose Open from the File menu, and type the name of the RTF file in the File Name box. When Word asks you if want to convert the RTF file, choose Yes.</li></ol>

If saving the document as an RTF file and then converting it back into a Word document does not remove the corruption, try loading the backup (.BAK) version of the file. The backup version is usually located in the same directory as the current version. Word 6.0 automatically creates a backup copy of a document when a previously saved document is edited and then saved again.</li> <li>Q. How can I prevent data loss if my computer hardware fails while Word version 6.0 for MS-DOS is running?

A. Use the Word 6.0 Autosave feature to have Word create a backup copy of your document that can be recovered in case a system failure occurs while you are running Word. To activate the Autosave feature, perform the following steps:

<ol> <li>From the Utilities menu, choose Customize.</li> <li>Under Autosave, enter the number of minutes between backups in the Frequency box.</li> <li>If you want to have Word prompt you before it performs the automatic save, check the Confirm box. Choose the OK button.</li></ol>

If your computer system fails while Autosave is active, the next time you start Word you'll see the message &quot;Autosave backup files exist. Do you want to recover files now?&quot; Choose the Yes button to recover the files.</li> <li>Q. While formatting my Word 6.0 document, I received the message &quot;There is not enough memory to perform this action.&quot; How can I prevent this message from occurring?

A. This message indicates that the operation you are performing requires a large amount of memory. To prevent the occurrence of this message, use the following guidelines before choosing a command that requires a large amount of memory.

<ul> <li>Close any Word 6.0 documents that you do not need to have open.</li> <li>Save any edits that you have made to your document.</li> <li>Try loading a smaller glossary and/or style sheet.</li> <li>Cancel the current printer driver selection if the command to be carried out does not require paginating or printing the document. The printer driver can later be reselected after the command has been carried out and the document has been saved to disk.</li> <li>If you're choosing Replace from the Edit menu to replace large amounts of text or formatting in a document, select a smaller portion of the document, rather than the entire document. Save the document to disk each time the Edit Replace command has finished.</li> <li>If you're sorting a large number of paragraphs in a document, before choosing the Sort command, use the Column Select feature to select only the data or field information that you want Word to use as the sort key. To activate Column Select mode, press CTRL+SHIFT+F8. The letters &quot;CS&quot; will appear in the status bar when Column Select is active. If you want to select columns across page boundaries, the View Layout option must be off.</li></ul>

For more information on managing memory while using Word 6.0, see Chapter 12, &quot;Storing Documents,&quot; in the &quot;Using Microsoft Word&quot; manual and the section on memory limitations in Appendix B, &quot;Word Statistics,&quot; in the &quot;Using Microsoft Word&quot; manual.</li></ol>

Additional query words: IVR wdother appnote 6.00

Keywords : kbgraphic kbusage kbconversion

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