Non-editable text/picture boxes in Word

[peter_b]

Version: 2004 Operating System: Mac OS X 10.4 (Tiger) Processor: Intel Hi

I'm creating a set of Word templates that require some very specific features, and I have no idea how to achieve what I want, or if it's even possible.

Firstly, is it possible to create areas in Word that can be edited by a user, but there position and size are non-editable?

For example, imagine you're creating a letter template, and you want an area at the top right of the template reserved for the address details. Users can access this area and type in their address, but they can't change the position of the area, or the size of the area.

My first thought was to use a text box, but can text boxes be 'locked' in Word? So that neither their position, size, shading etc can be edited, but a user can still type information into the text box?

Secondly, would it be possible to create an area in Word that is reserved for a company logo, so that a user can insert their logo into this area, but again cannot edit the size or position of the area in which the logo sits? And would it be possible for such an area to only accept the insertion of an image file (jpeg, gif etc)?

Thirdly, if I create such a template in Word 2004 on a Mac, how will it hold up when used by PC users running newer versions of Word?

Finally, if none of this is possible in Word, can anyone suggest an alternative application in Office that could handle this. Publisher, perhaps?

Any help is much appreciated.

Thanks

 

[John McGhie]

Hi Peter:

Generally, the answer to all of your questions is "No. If they can enter
the area of a document, they can change anything in that area."

Templates created in Word 2004 are an utter lottery in newer versions of
Word. Depending on how complex they are, they may work perfectly, or the
results may be close to random. In Word 2008, anything containing VBA code
won't work at all.

There is no application that prevents a user changing things if they really
want to. Word on the rule that "If they can see it, they can change it."
Of course, there are ways that you as the solution developer can make it
very difficult for users to change things. But in my experience, that
simply makes them more determined.

Instead, I suggest that you work on the philosophy that "No user came to
work TRYING to do a bad job." If you make "the right way" the easy way,
that's what they will do. It is up to you and I to fully research what the
user wants and needs, and produce a solution that works the way the user
wants to. If we do, they will happily use it without unwanted changes.

In more advanced versions of Word, you can lock a document to restrict
formatting to a specified selection of styles, and lock down the formatting
of those styles. You can't do that in Word 2004.

You can lock parts of the document to prevent changes in specific sections
of the document, but this mechanism does not cross platform well. Depending
on the version of Word at the other end, the document may be full open or
fully uneditable.

There is no way to lock the size, position, or shading of any component in
Word. The best you can do is produce things that are correct, and provide
instructions for the user on exactly how to add their logo so they do not
stuff it up. Users will exert quite a lot of effort to get it right if you
take the trouble to clearly tell them how.

There is no desktop application I know of that will do what you are asking
for: this is the job for a "Content Management System", of which there are
lots out there, but they run on a server. I have a question whether that
degree of "lock-down" is really needed. If your users are trying that hard
to break the result, then you could have a chat about whether they should be
hired in the first place.

You could build a Word Solution that would do what you want, using VBA
programming. If you want to go down that route, wait until the end of this
year to purchase Word 2011. The version of VBA in Word 2004 is not
sufficient to do some of the things you will need.

Hope this helps

Version: 2004 Operating System: Mac OS X 10.4 (Tiger) Processor: Intel Hi

I'm creating a set of Word templates that require some very specific features,
and I have no idea how to achieve what I want, or if it's even possible.

Firstly, is it possible to create areas in Word that can be edited by a user,
but there position and size are non-editable?

For example, imagine you're creating a letter template, and you want an area
at the top right of the template reserved for the address details. Users can
access this area and type in their address, but they can't change the position
of the area, or the size of the area.

My first thought was to use a text box, but can text boxes be 'locked' in
Word? So that neither their position, size, shading etc can be edited, but a
user can still type information into the text box?

Secondly, would it be possible to create an area in Word that is reserved for
a company logo, so that a user can insert their logo into this area, but again
cannot edit the size or position of the area in which the logo sits? And would
it be possible for such an area to only accept the insertion of an image file
(jpeg, gif etc)?

Thirdly, if I create such a template in Word 2004 on a Mac, how will it hold
up when used by PC users running newer versions of Word?

Finally, if none of this is possible in Word, can anyone suggest an
alternative application in Office that could handle this. Publisher, perhaps?

Any help is much appreciated.

Thanks

--

The email below is my business email -- Please do not email me about forum
matters unless I ask you to; or unless you intend to pay!

John McGhie, Microsoft MVP (Word, Mac Word), Consultant Technical Writer,
McGhie Information Engineering Pty Ltd
Sydney, Australia. | Ph: +61 (0)4 1209 1410 | mailto:[email protected]

 

[peter_b]

You could build a Word Solution that would do what you want, using VBA

> programming. If you want to go down that route, wait until the end of this
> year to purchase Word 2011. The version of VBA in Word 2004 is not
> sufficient to do some of the things you will need.

What exactly is a Word Solution? I know what VBA is, but have never used it. So for a complete newbie as myself, where would I start?

And how long would it take someone who is very familiar with VBA to create a Word template that does the kinds of things I've outlined above?

Thanks for the help so far

 

[John McGhie]

Hi Peter:

There's two or three day's work in it for a Microsoft Office Solution
Provider: say $1,000 ‹ $1,500 worth, depending on who you retained to do the
work and how bullet-proof you wanted it.

However, I strongly suggest that you just build a "standard" Word template.
Provide the correct sized areas, and some instructions on how to update the
documents without breaking them, and roll it out.

In a normal workgroup, you will find that the number of users who "break" it
is so small that it's not worth paying for a full lock-down solution.
Provided, of course, that the users receive some minimal training and have
correct instructions readily to hand.

Really, most users simply don't "try" to break things, so if you put it
together properly, it will be fine.

I find that extreme "lock-down" measures designed to force compliance
basically just puts user's backs up, and then they become determined to make
the boss look like an idiot (and inevitably succeed...). If I give them
decent instructions, then they are TRYING to help me achieve the result, and
will immediately let me know if the solution is difficult to use.

Cheers

What exactly is a Word Solution? I know what VBA is, but have never used it.
So for a complete newbie as myself, where would I start?

And how long would it take someone who is very familiar with VBA to create a
Word template that does the kinds of things I've outlined above?

Thanks for the help so far

This email is my business email -- Please do not email me about forum
matters unless you intend to pay!