Protecting Styles from User Changes

R

Rudy Kohut

I noticed that Word for Windows 2003 allows for Styles to be protected from
user change - via the "Tools/Protect Document" command. This is not
available in the Macintosh version (2004). I think this is a major omission.

Can anyone suggest a workaround and/or macro to achieve this in the Mac
version?
 
K

Klaus Linke

Hi Rudy,

If you have access to a PC Word machine, set the protection there. It should continue to work in MacWord2004.

Perhaps you could add the necessary code if you save as "RTF" on the Mac and edit that as a text file. But it doesn't seem easy:
There's something about \stylelock\stylelockenforced in the RTF, but more seems necessary.
This stuff isn't listed in the RTF specification 1.7, so it may be hard to figure out.

Regards,
Klaus
 
K

Klaus Linke

If you have access to a PC Word machine, set the protection
there. It should continue to work in MacWord2004.

Sorry, I was wrong. The document is opened "locked for edit" on the Mac.
So there's probably not much you can do in MacWord until that feature is added.

In WinWord, I sometimes used anAutoClose macro to check whether styles still corresponded to their original definition (and a few checks whether they had been applied consistently), and popped up a few message boxes chiding the author if not.
But that's a lot of work and only kicks in after the styles have been messed with.

Another option is to check "Automatically update document styles" in "Tools > Templates and Add-Ins".
That way, all styles will revert to the definition in the attached template the next time the document is opened.
You may make some enemies though, if users don't appreciate that your setting lost them their styles customizations.

The most important thing to me is that authors use styles at all, and --if possible properly. The style definitions themselves are often irrelevant, and can be fixed easily by copying back from the template if not.

Regards,
Klaus
 
D

Daiya Mitchell

If you have access to a PC Word machine, set the protection
Sorry, I was wrong. The document is opened "locked for edit" on the Mac.
So there's probably not much you can do in MacWord until that feature is
added.

And feel free to go to this link and request that the feature from WinWord
be transferred to MacWord:

http://register.microsoft.com/mswish/suggestion.asp

You don't see immediate results, but the numbers should get counted.
 
P

Phillip M. Jones, CE.T.

Daiya said:
And feel free to go to this link and request that the feature from WinWord
be transferred to MacWord:

http://register.microsoft.com/mswish/suggestion.asp

You don't see immediate results, but the numbers should get counted.
He shouldn't feel confident that will help.

when they can't even put in the proper hooks in Mac version to allow
URLs and Mailto to make it to Adobe acrobat documents complete with blue
coloring and underlining.

--
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616 Liberty Street |Who's Who. PHONE:276-632-5045, FAX:276-632-0868
Martinsville Va 24112 |pjones@kimbanet.com, ICQ11269732, AIM pjonescet
------------------------------------------------------------------------

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J

John McGhie [MVP - Word and Word Macintosh]

Hi Rudy:

Yes, it is a major omission. Sorry: it's one of the things they wanted to
bring over, but WinWord added it late in their development cycle (I was on
their beta) and MacBU didn't have the time and money to get it right, so it
had to be dropped).

To replicate the function in MacWord use an AutoOpen macro in the document
that pre-emptively sets the styles back the way you want them.

1) Record a macro while defining the styles you are interested in. You
need only make one small change in each style to have the entire style
definition recorded.

2) Name the result AutoOpen()

3) Place it in the document itself.

That way, any changes the users make will be reset each time the document is
opened.

There is no good way to prevent the users from using styles that are not on
your list, but you can make a macro that deletes any non-approved styles
from the document.

It's not an ideal solution. The best (and cheapest and most reliable)
solution is simply to say to the users that "We know you do not like to
fail. We know you come to work to do a good job. We just need to explain
to you that "doing a good job" on these documents involves using the
approved styles and only the approved styles without making any changes to
them. We might also mention that after you file the documents, we will
automatically check them, and return any documents that contain variations
from the approved formatting to you for fixing."

That usually fixes it, a lot quicker and more reliably than writing hundreds
of lines of code :)

Cheers

I noticed that Word for Windows 2003 allows for Styles to be protected from
user change - via the "Tools/Protect Document" command. This is not
available in the Macintosh version (2004). I think this is a major omission.

Can anyone suggest a workaround and/or macro to achieve this in the Mac
version?

--

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

John McGhie <john@mcghie.name>
Microsoft MVP, Word and Word for Macintosh. Consultant Technical Writer
Sydney, Australia +61 4 1209 1410
 
R

Rudy Kohut

Hi John

Thanks for your tips. However, the solution you mention (below) is OK except
when we need to get documents edited from a variety of people in different
organisations and then need to stitch the changes together. That is always a
major headache. Also, no matter what we tell our own people, they are so
busy they often 'forget' the instructions and 'improve' the documents they
are working on. They are human!

So a combination of your motivational words plus some effective technology
is needed.

Cheers
 
J

John McGhie [MVP - Word and Word Macintosh]

Hi Rudy:

Yeah. I know what's needed :) Don't forget I work all day in corporate
documentation, attempting to produce publishable artefacts from the
typographical word-salad of the average corporate computer user.

If you REALLY want to do this in Mac Word, you "can". But it's a fair bit
of coding. Similarly, in Word 2003, while there are facilities that
"reduce" the problem, they are not truly effective: a determined user can
find their way around them.

The "proper" answer to this, as you and I both know, is XML and a Validating
Parser. That's about to become widely available in PC Word. Mac Word will
follow as soon as the market demands it.

Hint: If you know what Rudy and I are talking about, NOW is the time to be
"Sending Feedback to Microsoft" asking for XML in Mac Word. Because now is
when the Mac Business Unit in Microsoft is attempting to make a business
case to bring these features across.

We're talking about a very large investment here, XML ain't cheap. And the
implementation in PC Word will not port to the Mac, they will have to write
it fresh.

So a nice steady stream of requests from customers is the ONLY way we're
going to get this. That and a few corporate IS Directors making the point
very strongly to their Microsoft representatives. Flapping our jaws in here
won't do it, and neither will telephoning Microsoft.

To see how this is done, study your family cat. All cats learn in their
cradles that "If you constantly ask, you just might get it. If you never
ask, you certainly won't!" The cat population of the world is not
diminishing, so they're doing something right :)

Hint, people: When you send that feedback in, don't forget to say "why" you
want it, in business terms. "I want it because it's cool" will not get
funding, any more than "If I don't get it I will go Open Source" threats
will.

Hope this helps


Hi John

Thanks for your tips. However, the solution you mention (below) is OK except
when we need to get documents edited from a variety of people in different
organisations and then need to stitch the changes together. That is always a
major headache. Also, no matter what we tell our own people, they are so
busy they often 'forget' the instructions and 'improve' the documents they
are working on. They are human!

So a combination of your motivational words plus some effective technology
is needed.

Cheers

--

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

John McGhie <john@mcghie.name>
Microsoft MVP, Word and Word for Macintosh. Consultant Technical Writer
Sydney, Australia +61 4 1209 1410
 
P

Phillip M. Jones, CE.T.

How about a Link to go to so we can make that request. I am so fed up
with Acrobat. I'd love to see something come out to use in place of it.

Want to be able to do fillout email forms that can be submitted directly
by email.

In Acrobat its hit and miss. The only sure way is to send it to a server
then have the server send email request. Problem is the directions very
complicated; and it requires the use of several Thousand dollar server/
Server software to do it.

I we can use pure XUL I can work with it DreamWeaver.
Hi Rudy:

Yeah. I know what's needed :) Don't forget I work all day in corporate
documentation, attempting to produce publishable artefacts from the
typographical word-salad of the average corporate computer user.

If you REALLY want to do this in Mac Word, you "can". But it's a fair bit
of coding. Similarly, in Word 2003, while there are facilities that
"reduce" the problem, they are not truly effective: a determined user can
find their way around them.

The "proper" answer to this, as you and I both know, is XML and a Validating
Parser. That's about to become widely available in PC Word. Mac Word will
follow as soon as the market demands it.

Hint: If you know what Rudy and I are talking about, NOW is the time to be
"Sending Feedback to Microsoft" asking for XML in Mac Word. Because now is
when the Mac Business Unit in Microsoft is attempting to make a business
case to bring these features across.

We're talking about a very large investment here, XML ain't cheap. And the
implementation in PC Word will not port to the Mac, they will have to write
it fresh.

So a nice steady stream of requests from customers is the ONLY way we're
going to get this. That and a few corporate IS Directors making the point
very strongly to their Microsoft representatives. Flapping our jaws in here
won't do it, and neither will telephoning Microsoft.

To see how this is done, study your family cat. All cats learn in their
cradles that "If you constantly ask, you just might get it. If you never
ask, you certainly won't!" The cat population of the world is not
diminishing, so they're doing something right :)

Hint, people: When you send that feedback in, don't forget to say "why" you
want it, in business terms. "I want it because it's cool" will not get
funding, any more than "If I don't get it I will go Open Source" threats
will.

Hope this helps


--
------------------------------------------------------------------------
Phillip M. Jones, CET |MEMBER:VPEA (LIFE) ETA-I, NESDA,ISCET, Sterling
616 Liberty Street |Who's Who. PHONE:276-632-5045, FAX:276-632-0868
Martinsville Va 24112 |pjones@kimbanet.com, ICQ11269732, AIM pjonescet
------------------------------------------------------------------------

If it's "fixed", don't "break it"!

mailto:pjones@kimbanet.com

<http://www.kimbanet.com/~pjones/default.htm>
<http://www.kimbanet.com/~pjones/90th_Birthday/index.htm>
<http://www.kimbanet.com/~pjones/Fulcher/default.html>
<http://www.kimbanet.com/~pjones/Harris/default.htm>
<http://www.kimbanet.com/~pjones/Jones/default.htm>

<http://vpea.exis.net>
<http://www.vpea.org>
 
P

Phillip M. Jones, CE.T.

JE said:

Done.

--
------------------------------------------------------------------------
Phillip M. Jones, CET |MEMBER:VPEA (LIFE) ETA-I, NESDA,ISCET, Sterling
616 Liberty Street |Who's Who. PHONE:276-632-5045, FAX:276-632-0868
Martinsville Va 24112 |pjones@kimbanet.com, ICQ11269732, AIM pjonescet
------------------------------------------------------------------------

If it's "fixed", don't "break it"!

mailto:pjones@kimbanet.com

<http://www.kimbanet.com/~pjones/default.htm>
<http://www.kimbanet.com/~pjones/90th_Birthday/index.htm>
<http://www.kimbanet.com/~pjones/Fulcher/default.html>
<http://www.kimbanet.com/~pjones/Harris/default.htm>
<http://www.kimbanet.com/~pjones/Jones/default.htm>

<http://vpea.exis.net>
<http://www.vpea.org>
 
J

John McGhie [MVP - Word and Word Macintosh]

Try Help>Send Feedback on Word... It's right there on your Word Help menu
:)


How about a Link to go to so we can make that request. I am so fed up
with Acrobat. I'd love to see something come out to use in place of it.

Want to be able to do fillout email forms that can be submitted directly
by email.

In Acrobat its hit and miss. The only sure way is to send it to a server
then have the server send email request. Problem is the directions very
complicated; and it requires the use of several Thousand dollar server/
Server software to do it.

I we can use pure XUL I can work with it DreamWeaver.

--

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

John McGhie <john@mcghie.name>
Microsoft MVP, Word and Word for Macintosh. Consultant Technical Writer
Sydney, Australia +61 4 1209 1410
 
P

Phillip M. Jones, CE.T.

Sent using the link given.

Try Help>Send Feedback on Word... It's right there on your Word Help menu
:)


--
------------------------------------------------------------------------
Phillip M. Jones, CET |MEMBER:VPEA (LIFE) ETA-I, NESDA,ISCET, Sterling
616 Liberty Street |Who's Who. PHONE:276-632-5045, FAX:276-632-0868
Martinsville Va 24112 |pjones@kimbanet.com, ICQ11269732, AIM pjonescet
------------------------------------------------------------------------

If it's "fixed", don't "break it"!

mailto:pjones@kimbanet.com

<http://www.kimbanet.com/~pjones/default.htm>
<http://www.kimbanet.com/~pjones/90th_Birthday/index.htm>
<http://www.kimbanet.com/~pjones/Fulcher/default.html>
<http://www.kimbanet.com/~pjones/Harris/default.htm>
<http://www.kimbanet.com/~pjones/Jones/default.htm>

<http://vpea.exis.net>
<http://www.vpea.org>
 

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