TOC normal view differs from print view Word 2000 SP3

[Webrider]

100 page new document with lots of graphics, using custom template.

Insert auto TOC

Normal view shows proper TOC organization.

Print view mixes up header3 subtopics under the wrong header1 chapter, only
for the first two chapters.

Html view shows mysterious tabbed positions of the problem header3 TOC
entries.

All remaining TOC entrties are normal.

Also, if I delete TOC and build another TOC, it always wants to replace my
TOF (table of figures) even when the insertion cursor is no where near the
TOF.

Any guidance would be appreciated.

Thanks

 

[Terry Farrell]

See if this is relevant to your problem:
http://word.mvps.org/faqs/formatting/TOCJasonTabs.htm

 

[Terry Farrell]

It certainly sounds as though there is a small corruption in there
somewhere. Before completely blasting it, try making a copy of the document,
delete the ToC and then save it in HTML format, close it, reopen it and save
back to doc format, recreate the ToC to see if that removes the problem.

Terry

 

[Webrider]

I'll try the round trip html less the toc.

I am truely amazed that no one has written a utility which would allow
viewing of all these hidden codes. For example, click on a paragraph marker
and see what is tagged there. Have you ever seen an attempt in this area? My
searchs on the internet come up empty.

Thanks

 

[Terry Farrell]

I would suggest the best place to ask would be in one of the Word VBA
newsgroup: if anyone can do that, they can.

Terry

 

[Webrider]

I would suggest the best place to ask would be in one of the Word VBA
newsgroup: if anyone can do that, they can.

Thanks for all your input. I have decided that the file is broken. I tried
deleting portions of the file and it appeared to work, but then print preview
would cause a lockup of Word.

I bit the bullet and copied the text to a text file. Then I made a new
template that styled plain text to my desired text body style. Then I
inserted the plain text and reset all my headings to the correct styles.

8 hours later, the document runs smoothly and I have about 15 of the 105
pictures placed back in frames embedded into the text. I am using insert text
box, insert a picture, place caption, and then convert text box to frame. No
other combinations nor sequences seem to work. Even now, if a paragraph
crosses over into the last page of a chapter, text box can't be converted
into a frame unless there are at least two paragraph marks on that last page.
Without these two paragraph marks, the conversion of text box to frame causes
the frame to jump up to the previous page. I think this has something to do
with the three column format.

16 more hours and it will hopefully be finished. All those "unable to undo"
memory reports disappeared.

I am using three columns with picture frames that are two columns wide and
locked to the page margins. It appears that this combination really stresses
Word (and me). I save under a new filename about every half hour, so I can
back up if things go south again. I had been saving multiple copies of the
original files also. But I failed to test it for TOC until after I had proof
edited the entire document. By the way, two versions earlier my original
source was OK. But that was before I spent 16 hours on the grammer proof
edit. I decided that the text was more valuable than the picture placement.

I have only used Word for about 6 weeks now. The last week was pretty much a
waste. But now I know what should be happening, so maybe that will get me
through this current project.

 

[Suzanne S. Barnhill]

Why are you inserting a text box and converting it to a frame instead of
just inserting a frame?

And why are you using frames instead of a table?

 

[Terry Farrell]

As Suzanne has suggested, this is definitely a task for a Table using fixed
Height Rows and fixed Width columns. I don't recommend making it a
continuous table but create a new table for each page (note that once you
have created the 'perfect' table for this task, you can save it as an
AutoText object enabling instant insertion of an identical table as you
create each new page).

Also, if there are going to be many photos in the document, I find it best
to edit them to the correct size and resolution before inserting them into
Word. A really useful utility to do this is the free to download IrfanView.
You can use it to resize your original photos and adjust the resolution (if
this is ONLY for viewing on screen, you can go as low as 72dpi, if it is to
be printed, then try 144dpi or 300dpi for top quality), save it to disk and
then use Insert, Picture for File to add it to a table cell.

If you are really a beginner and need tips on tables (how to size them,
controlling the cell margins and printing or non-printer borders), try the
user’s guide for Word to familiarise yourself with the basics.

See http://www.shaunakelly.com/word/concepts/introduction/index.html

Terry

 

[Suzanne S. Barnhill]

And more on tables at http://word.mvps.org/FAQs/TblsFldsFms/TableBasics.htm

 

[Webrider]

Why are you inserting a text box and converting it to a frame instead of
just inserting a frame?

There are two reasons. The first being that I am a newbie to complex
projects with Word 2000. My reference has been the Word 2000 Bible which
does not discuss placing frames for pictures, just frames for scroll boxes.

I just learned yesterday about frames that are not scroll frames. I was
foolishly? trying to use the frames toolbar to insert picture frames. Now I
know how to do that. So I switched to using frames for the remaining 95
pictures in my book. I have finally learned to manage those wayward frame
anchors which appear in magical locations when placing frames in three column
text pages. I have also learned how the sequence of the frame anchors
determines the caption numbering sequence of the inserted pictures. I have
also learned that these frame anchors are unstable until you add a caption to
the picture within that frame.

And why are you using frames instead of a table?

My Word 2000 Bible does not state that you can place captions in tables that
work with automatic TOC. If tables do support this captioning option, then I
will switch to that for future projects. This project is now completed.

Thanks

 

[Webrider]

As Suzanne has suggested, this is definitely a task for a Table using fixed
Height Rows and fixed Width columns. I don't recommend making it a
continuous table but create a new table for each page (note that once you

Thanks for your input. As I responded to Suzanne, I don't know that tables
support automatic TOC (I meant to say TOF) captioning. That is why I never
looked into tables. I have lots of table experience in web design using
Dreamweaver. Could one of you tell me that Word Tables supports automatic TOF
using captions within the tables?

Also, if there are going to be many photos in the document, I find it best
to edit them to the correct size and resolution before inserting them into

I am using the same pictures and drawings for HTML website use and book
hardcopy use. The pictures get resized, optomized and exported to a seperate
folder using Fireworks; for the website.

The book requires 1200DPI resolution because of house plan drawing
requirements, and the fact that I want quality photo resolution in the book.
Hey, anything worth doing is worth doing right. I also want a PDF book copy
of the hardcopy which can zoom down to 1200DPI resolution. I understand about
the screen resolution of 75DPI, but when you PDF zoom in on a drawing, the
drawing has to have the resolution for reading very small dimensioning
details.

The book will be published from the PDF files, which is another reason for
1200DPI resolution.

Many of my building site pictures have more than one interesting topic to
exploit. So I decided to crop on the fly to expand that portion of the
picture that relates to the topic at hand. Then later I expand on another
portion of the same picture. The penality here seems to be in file size
requirements for the unneeded portion of the picture. The initial penality
was learning how to crop in frames, but I now have that down to a science.
The resulting file size doesn't really matter for publishing requirements.

Yes I am a newbie to Word complex use, and I have made many trips to the VBA
websites which have helped a lot. Word performs very well with this copy of
the book and my only remaining heartburn is the randomness of placing frame
boxes. The frame parameters seem to vary without reason and the anchor
location seems to initially place without reason. Once you modify the frame
parameters then they hold if you have a picture inside the frame and the
picture has a caption assigned.

Section breaks still bother me somewhat. I understand the concepts, but
adding or deleting these section breaks can prove quite exciting with
unexpected results. I think the three columns may be a factor here. I do know
that three columns really makes the frame anchor initial placement act very
strangely.

Thanks

 

[Terry Farrell]

It is sometime since I used Word 2000, but your deduction about ToCs or ToFs
not working in tables may not be correct. They definitely don't work in Text
Boxes, as Text Boxes are in a different level than the text (likewise
anything in a Header of Footer).

What may help you is now that you know that you can directly insert a Frame
and place your picture inside it which saves you several repetitive steps.
But did you know that you can Copy a frame by simply holding down the
Control Key and click/dragging the edge of the Frame to copy to a new
location. So if you create and edit a frame so that it is just the size and
location you need, you can copy it to another location so that it is
identical? This will save you much time making sure that each Frame is
correctly formatted.

I would also suggest that if most of you pictures are going to be the same
or similar in size, you could create a three-column page of (empty) frames
and (dummy) captions and save the whole caboose as an AutoText entry. Then
after finishing a page, you can start a new page by inserting the AutoText
of the (empty) frames and (dummy) captions. Even if you have to make small
adjustments for slightly different sized pictures, it should still save
loads of time.

Terry

 

[Suzanne S. Barnhill]

Word can certainly "see" captions in tables (for TOC/TOF purposes), and it
should be able to autocaption in tables as well. Certainly you can select a
picture in a table and use Insert | Reference | Caption; the caption is
inserted as an ordinary text paragraph below the picture. Caption numbering
will run across the table row, then down the column. If you need to have
numbering flow down the columns, you can use a single-column table in
newspaper-style columns.

A word of warning: if you try to insert a caption in a table *without*
selecting a picture, Word selects the entire table and tries to caption
that.

 

[Webrider]

Word can certainly "see" captions in tables (for TOC/TOF purposes), and it
should be able to autocaption in tables as well. Certainly you can select a

Thanks for confirming that captions can be seen in frames during insertion
of TOF.

I guess both you and Terry will read this, so I'll just say it once:

Am I missing something, or can you NOT rotate a picture from a file that you
drop into a frame? I can't seem to make this happen. I have resorted to using
the source file to rotate before inserting the picture into a frame.

Do you have any experience with multiple picture frames on the same 3-column
page?

When I try to move an empty frame with click and drag, it usually just
vanishes. If I place a picture in this empty frame and then try to click and
drag it usually vanishes.
If I place a picture and place a picture caption in the frame then click and
drag, it works as expected.

I mention this because Terry mentioned to CTRL+click and drag, to copy an
empty frame. Have either of you done this in a three column page? The auto
text concept proposed by Terry sounds interesting.

I think that this post has been all used up. I will look for your replies
and I am thanking you in advance.

 

[Suzanne S. Barnhill]

I have no problem moving frames around a page, but if they start out in
table cells they might behave differently. Anything that is in a frame is
ordinary document text, so, no, it can't be rotated. If you need to rotate
the graphic, then you're back to inserting the graphic alone, setting
wrapping so that it can be rotated, then inserting the caption as plain text
and inserting it in a frame or inserting it in a text box and converting it
to a frame.

I have used both frames and graphics (as well as tables) in multi-column
text without issue. I have also used frames to span columns (see
http://word.mvps.org/FAQs/Formatting/HeadingsSpanColumns.htm). Getting
control of frames depends on keeping track of what paragraphs they're
anchored to. Any sort of wrapping, however (text box, frame, or wrapping of
bare graphics), increases the complexity and unmanageability of the
document, so I would much prefer to insert the graphic and caption in a
table cell as previously described. If you have the capacity to rotate the
graphics externally, I would do so.

 

[Terry Farrell]

This is another reason why I find it best to edit graphics to the exact
dimension and resolution required before inserting into Word. Although Word
has improved on the way it is able to handle graphics, an external editor is
still going to be better.

Terry Farrell