On Wed, 28 Dec 2005 07:36:04 -0800, Kevin Sample <Kevin
Trying to create a document for someone that needs to have a very long
description of what to users should type in a form field, but do not want the
description to print, just the information the user enters. I've tried
hidden text, not suitable. Tried comments, not suitable. Form field help
text is too short. Could use some help/suggestions. I'm thinking of
something like a non-printing help text.
Thanx in advance for any guidance.
kbs...
Hi Kevin,
There really isn't anything intended for this. There are two things
you can try, although each has drawbacks of its own.
-----------
Method 1
Put the help text in a text box (Insert > Text Box). In the Tools >
Options dialog, set these two options:
- On the View tab, check the box for "Drawings".
- On the Print tab, uncheck the box for "Drawing objects".
The text box and its contents will be visible on screen but won't
print.
The drawbacks: If there are other text boxes or floating graphics in
the document, they won't print either -- it's all or nothing. Also,
unless you include a macro, you can't control how the user's options
are set; if they don't have the option set on the View tab, they'll
never see the instructions. If you do include a macro to alter their
options, see the drawback to Method 2.
-----------
Method 2
Make a userform in the document
(
http://www.word.mvps.org/FAQs/Userforms/CreateAUserForm.htm) that
contains just a label and an OK button. Put your instructions in the
label. The only code you need in the userform is this, which closes
the userform when the button is clicked:
Private Sub CommandButton1_Click()
Me.Hide
End Sub
Also create a macro in a regular module in the document to display the
userform and then destroy it:
Sub EnterField()
Dim uf As frmInstruct
Set uf = New frmInstruct
uf.Show
Set uf = Nothing
End Sub
(this assumes you named the userform frmInstruct). Assign this macro
as the Entry Macro for the field(s) to which the instructions apply.
The drawback: Any document that contains a macro will trigger Word's
macro security mechanism unless the document is digitally signed. If
the user's security level (in Tools > Macro > Security) is set to High
or Very High, the macro simply won't run. If it's set to Medium, the
user will be asked whether to disable or enable the macros. You can't
control how the level is set; you'll have to give instructions for
this in whatever packaging you use to send out the document.
It might be just as easy to put the field instructions in the
packaging, and forget about all the hard work I've described.
--
Regards,
Jay Freedman
Microsoft Word MVP
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