Automating Display of FOUO

[erik_gregory]

I once queried this NG for advice on how to automatically have Word display
the words "For Official Use Only" in the footer of the document whenever the
"Official" style was used. The Word MVP who helped recommended inserting a
"field construction" with the following expression: { IF {STYLEREF Official
} = "(FOUO)" "FOR OFFICIAL USE ONLY" ""}

Typing that is easy, but what is a field construction and how do I insert
it? Is it Insert>Field. If so, which field do I choose and how do I modify
it to get the expression in there? Many thanx!

Erik

 

[Greg Maxey]

Use CTRL+F9 to insert each pair of field braces "{ }" and then just type in
the text. Select and toggle the field code using ALT+F9 or the right mouse
key.

 

[erik_gregory]

Thanx, Greg. I'm about halfway there and hopefully I can pick your brain a
bit more. The expression is in the footer, but all my pages simply read
"Official" instead of "For Official Use Only"--the expression { IF {STYLEREF
Official } = "(FOUO)" "FOR OFFICIAL USE ONLY" ""} merely displays the style
name in the footer, not the statement for official use only. how do I tell
Word, "when you see the Official style, please mark this page with For
Official Use Only"? Thanx for any info! Erik

 

[Greg Maxey]

Erik,

Sorry if I confused you. I thought that you were only asking how to
insert field code.

In this case you would need to use something like:

{ IF "{ STYLEREF Official}"<>"Error! No text of specified style in
document.""(FOUO) For Official Use Only""" }

Which would display "(FOUO) For Official Use Only" without the quotes
in the footer of "all" pages "IF" style "Official" is used in the
document.

For conditional headers based on individual page content it get much
more complicatted. See:

http://gregmaxey.mvps.org/Conditional_Headers_Footers.htm

 

[erik_gregory]

Wow is all I have to say. Someone figured it out. Definitely need to drop a
contribution of some kind.

Hope you can help resolve another issue I'm experiencing with your
Secret/Confidential template. The AutoComplete feature is turned on, but when
I type "Secr" or "Confi" or even (S) or (C) nothing happens and they aren't
converted. I'm on Word 2002, Windows 2K. Saved the template, rebooted, etc.
but still no result. Any advice? Thanx!

Erik

 

[Greg Maxey]

Erik,

Do problems on this end. Just downloaded, unzipped to desktop, double
clicked on template and new document opens based on the template. I
type Secre or Conf and AutoTip fires. Do you have other AutoText that
starts with Secre or Conf? If you use Insert>AutoText>AutoText and
select the Classified Document template in the Look In pane do you see
the two entries? Can you insert them using the menu?

Contributions always welcome.

 

[erik_gregory]

Greg, you've been a helpful guy and want to make a quasi-large contribution
to the Website. Hope it helps cuz we need guys like you around.

I'm hoping you can refer me to some resources that might help me make some
changes to the basic design of your template, including:
1. The (C) and (S) tags do update the header footer on the page on which
they are inserted. However, if, in modifying the document, they are moved (by
adding or deleting material) to another page, that page does not update (even
after selecting update field in header/footer). The only solution would be to
insert additional (C) or (S) statements in the new location. I'm hoping to
make a template that accommodates editing and changes.
2. I'm wondering if it's feasible to key the header/footer statements (i.e.,
Secret, Confidential) to a specific style. Let me explain. Using this
template, you can mark a paragraph as such, and it will update the
header/footer...but if that paragraph BREAKS across the page, it will not
update the following page. Strictly speaking, the entire paragraph would be
considered Secret or Confidential, and so the following page needs to be
updated as such. The solution to this problem might be if the header footer
can note the style type used and assign the proper designation (i.e. FOUO,
Secret, etc.). Now, we can make styles like this and have Word automatically
convert text to a specific style (using the AutoCorrect option--for example,
the user types FOUO, then we can have Word automatically make that paragraph
the FOUO style). That way, when the text breaks across the page, Word will
still know it must display For Official Use Only or whatnot.

Whew! Made a long, dull story even duller. Thanx for listening and let me
know if you have any thoughts!

Best,
Erik

 

[Greg Maxey]

Erik,

Please send me e-mai.

 

[erik_gregory]

Hey Greg: Your (e-mail address removed) email address got booted back to
me, so I'll write from here. My email is (e-mail address removed). I left a
message on your webpage,too. Thanks for your interest and help and let me
know what I can do to help as well.

BTW, being in the Navy explains a HELL of a lot about why you took an
interest in tagging each page by its proper classification...I work for the
govt. and this problem is driving me absolutely batshi-!

Erik