Footer fiddles

[PhilD]

Hi all,

Would someone be able to help me with an issue I have with footers?

My wife uses Word to produce meeting minutes for a number of commitees,
and she wants to make all pages have an "initials/date" section for the
chair to sign, except for the LAST page, which should have "I certify
that these minutes are a true and accurate record... <etc.>".

I spent about 1/2 hour last night helping out trying to add section
breaks where they don't naturally fall, to force the footer to work
"different last page". That is, in practice I was able to make a
2-page section with a "normal" footer (the "I certify..." one) and a
different first page one (the initials/date one).

I did ask why the statement couldn't be put as a paragraph on the last
page with a standard footer, but that would give the initials/date bit
AS WELL AS the statement (which requires a full signature), meaning
that a last page footer is necessary anyway, whether containing the
statement or just blank (apart from page number and that kind of
thing).

Any suggestions? Perhaps Microsoft could add a "different last page"
footer option to further updates?

Office 2004 with all updates, Tiger with all updates.

Thanks,

PhilD

 

[Daiya Mitchell]

Hi PhilD,

A different last page option would be nice.

However, the section break approach is going to be annoying eventually,
since text won't flow around section breaks.

You'll find a workaround to automate a last page footer at this link--it may
take some tweaking for your situation.
http://gregmaxey.mvps.org/Conditional_Headers_Footers.htm

Since it involves fields, if your F9 key doesn't work, see here:
http://word.mvps.org/MacWordNew/fieldsinmacword.htm
(hit refresh a few times in Safari, or use a different browser)

 

[PhilD]

the section break approach is going to be annoying eventually,
since text won't flow around section breaks.

That's part of the problem I had!

You'll find a workaround to automate a last page footer at this link--it may
take some tweaking for your situation.
http://gregmaxey.mvps.org/Conditional_Headers_Footers.htm

Coo, that looks long and involved. I'll read and digest, and see if I
can get something to work. I'm sure it will be easier than it at first
looks.

Thanks for the pointer.

PhilD

 

[PhilD]

OK, I've had a look at the detail, and I think I understand what's
happening.

However, I cannot get the "IF" field to respond properly. I put this:

{ IF {PAGE} < {NUMPAGES}, "FOOTER1 text" "FOOTER2 text" }

exactly like that, with spaces. Trouble is, whatever page of a
document I put this on, it only returns the "FOOTER2 text" result.

What have I done wrong, please? (By the way, I tested this on my work
PC, not my home Mac, so I concede that the formula may be correct but
not working properly on the PC).

Thanks,

PhilD

 

[mwarner]

I'm not sure I follow your original problem, but thought I would throw
this in since I've been dealing with sections a lot lately:

If you are want your last page to have a different footer than all that
come before it, I follow this path:

Go to the end of your next to last page and choose
Insert->Break->Section Break (next page), this will create a new page
and section at the end. Now open up your footers and make sure the
footer tool bar is open (mine opens by default, but not sure if this is
original Word behavior or if I changed a setting long ago).

On the footer tool bar, make sure the "same as previous" button is not
selected (greyed) and you should be able to customize the footer only
on your last page while leaving all other footers intact and different
as you like.

Hope this helps

 

[Daiya Mitchell]

Hi PhilD,

However, I cannot get the "IF" field to respond properly. I put this:

{ IF {PAGE} < {NUMPAGES}, "FOOTER1 text" "FOOTER2 text" }

exactly like that, with spaces. Trouble is, whatever page of a
document I put this on, it only returns the "FOOTER2 text" result.

I'm not real good with field math--but the example on the page doesn't have
a comma?

It also looks like the field that uses = can also be tweaked for you, just
in case that works any better. I got both the = and the < approach to work
here (Word 2004, 11.2, Panther), so I think it must be the comma.

What have I done wrong, please? (By the way, I tested this on my work
PC, not my home Mac, so I concede that the formula may be correct but
not working properly on the PC).

The page was written for Windows, so that shouldn't be a problem. I only
just now tested on the Mac.

 

[PhilD]

OK, I'm still having hassles.



I tried this WITHOUT the comma (also experimenting with = < > and <>)
at:

1) work (PC)
2) home (Mac)
3) home (PC)

and the same thing happens every time. It refuses to accept that the
value of PAGE is ever *less* than the value of NUMPAGES. By putting
PAGE by itself, and NUMPAGES by itself, the correct values are
returned. I have ONLY managed to get "FOOTER1 text" when using PAGE >
NUMPAGES.

I am really confused. Can anyone help please?

Thanks,

PhilD

 

[John McGhie [MVP - Word and Word Macintosh]]

Hi Phil:

OK, to solve your original question, do NOT use the Footer structure. The
footer is a "Running Footer", that is, it appears on EVERY page in the
section.

For text that appears only on ONE page, use a floating text box set to
"Bottom" so it sits at the bottom of the page you place it on.

The field example you are working with assumes there is only one section in
the document. In your case, that's not true. The PAGE field contains the
number of the current page. NUMPAGES contains the number of pages in the
document. Since you have multiple section breaks, PAGE and NUMPAGES cannot
match.

You would first need to ensure that your Page Numbering is set to "Continue
from previous section" all the way to the end of the document to use that
formula. Then it might work, provided you do not mind having page number
"1" appearing on the front cover.

Generally I find that computed headers and footers is not a good way to do
things. The results depend on you setting up and maintaining very specific
circumstances in the document. In practice, users of documents just won't
maintain the settings correctly in service, so the solution is unstable and
fails. I consider computed footers to be like having sex -- "Just because
you *can* do it, doesn't mean it's *always* a good idea..." Do it with your
own wife or documents only you will use by all means: but don't do it with
anyone else's wife or with documents other people will use

This is what I would do in your situation:

1) Create a Section Break immediately before the last page of the document.
That section break will control everything before it to the beginning of the
document or to the next higher section break.

2) In the last page, go to View>Headers and Footers and change all of the
footers in that section to be NOT "Same as Previous".

3) Click out of the Header Footer view and ensure there are no footers left
in the last page, and the correct footers appear on the previous sections.

4) Insert a Text Box on the last page.

5) Format Textbox and choose Layout>Advanced>Vertical>Alignment = Bottom
with respect to "Margin"

6) Place your sign-off form in the text box.

7) Optionally, Use Tools>Protect Document to Protect just that last section
so other users can't change it.

Your sign-off sheet will float neatly on the bottom margin of that page. By
protecting that section, users will be able to add text only BEFORE it, not
after.

Hope this helps

OK, I'm still having hassles.




I tried this WITHOUT the comma (also experimenting with = < > and <>)
at:

1) work (PC)
2) home (Mac)
3) home (PC)

and the same thing happens every time. It refuses to accept that the
value of PAGE is ever *less* than the value of NUMPAGES. By putting
PAGE by itself, and NUMPAGES by itself, the correct values are
returned. I have ONLY managed to get "FOOTER1 text" when using PAGE >
NUMPAGES.

I am really confused. Can anyone help please?

Thanks,

PhilD

--

Please reply to the newsgroup to maintain the thread. Please do not email
me unless I ask you to.

John McGhie <[email protected]>
Microsoft MVP, Word and Word for Macintosh. Consultant Technical Writer
Sydney, Australia +61 4 1209 1410