use of Word for mac 2004

[spike]

I've completed a manuscript. Index for Topics is complete. Endnotes
are complete.

Challenge One:

I'm trying to figure out how to also create an additional Index of
Names by using the names of the authors listed in the endnotes. I've
tried to created a concordance of names but can't get Word to create
an additional table and it won't read the names entered into this
concordance (names marked in the endnotes).

Challenge Two:

I can't figure out how to get Word to allow for more than about 22
lines of text. With so few lines it makes it look as thought this
189,000 word manuscript is some giant book. It's not. Is there a way
to iincrease the number of lines permitted on every page?

Thanks for any help
Spike

 

[Daiya Mitchell]

Very quick thoughts....and I'm running out of town so someone else will
have to help--Experiment on a COPY of the doc.

I've completed a manuscript. Index for Topics is complete. Endnotes
are complete.

Challenge One:

I'm trying to figure out how to also create an additional Index of
Names by using the names of the authors listed in the endnotes. I've
tried to created a concordance of names but can't get Word to create
an additional table and it won't read the names entered into this
concordance (names marked in the endnotes).

I haven't used a concordance, so this may be offbase. Try running it
with the cursor already in the endnotes, though, and then it might
search through the endnotes.

But actually--this makes no sense to me. Since endnotes are all together
at the end of the document or chapter, how is an Index of names citing
the page number really going to be very useful?

Challenge Two:

I can't figure out how to get Word to allow for more than about 22
lines of text. With so few lines it makes it look as thought this
189,000 word manuscript is some giant book. It's not. Is there a way
to iincrease the number of lines permitted on every page?

You can change the line spacing (stored in Format Paragraph). For
instance, I think "exactly 24pt" is a little tighter than "Double".
However, you may also be using a short font that looks spacier (eg
Garamond). This is subject to a million different permutations and is
not a simple issue.

Hope that gets you started.

Daiya

 

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

Hi Spike:

I hope you know that the "Spike" in printing is reserved for "items too
boring to print that may come in handy to fill the page if an ad doesn't
arrive"??

Sorry: Old Journalist's term...

In Word, EndNotes are not part of the text, and thus the Index and Table of
Contents generators cannot read anything in them. If you want a list of
names, you need to ensure those names appear in the body text of the
document.

Since the content of an Index tag (XE) does not print, it's OK to put the
names on the page where they appear, even if you do not want to print them.
Of course, if they ARE endnotes, you would be better to omit the page number
from the Index, since otherwise they will all appear on the same page.

To add an additional index, simply say "No" when Word offers to replace the
first.

To ensure the two indexes do not end up with the same content, you need to
specify a "Type" switch "\f" in your XE tags. In this case, you would
specify the names tags with "\f n" and make sure the Index tag for your
second index also includes a "\f n" switch to cause it to suck in only the
names tags.

To answer your second question I need to make a statement that sounds very
peculiar: "Word has no such concept as "Pages" or "Lines" in its
documents."

Word simply starts at the top of the file and piles characters one after the
other until it hits the edge of the paper. It then starts piling characters
on the next line. And so on until the text spills off the end of the paper.

Then it issues a New Sheet command to the printer, and starts piling up
characters again.

So you can have as many lines as you like on a "page". But first you need
to use File>Page Setup to tell Word which printer you are going to use and
how big the bits of paper are that are loaded in the printer. (Get this
right, or you'll get embarrassment... If you don't KNOW what's in the
printer, save yourself the mortal embarrassment of printing a 1,000 pages of
rubbish by going to LOOK...)

Then you need to use Format>Document to tell Word how big to make the
margins around the print image. Few printers will print closer than 1 cm
from the edge of the sheet (half an inch in the old money) and most sheets
of paper look weird if you use a margin less than 2.5 cm (one inch to the
grey of beard...)

Now, use Format>Style>Font... To tell Word how big to make the characters in
each of the Heading and body text paragraphs.

Then use Format>Style>Paragraph... To tell Word how high to make each line
(hint: Choose "Single" and Word will work it out for you...)

You may also specify space above and below each paragraph if you wish.

Then remove your direct formatting (Ed>Clear>Clear Formats) and apply the
styles you just customised.

Word will then place "as many lines as will fit" on each page automatically
for you.

I have told you to do this using styles because you're talking about a
"Book". If you have less than 20-odd pages, you could do this with direct
formatting by using Format>Font and Format Paragraph instead. But I
wouldn't: you would have to fiddle with each paragraph, which takes ages.
By setting the parameters in the styles you are using, you adjust the whole
document at once.

Hope this helps

I've completed a manuscript. Index for Topics is complete. Endnotes
are complete.

Challenge One:

I'm trying to figure out how to also create an additional Index of
Names by using the names of the authors listed in the endnotes. I've
tried to created a concordance of names but can't get Word to create
an additional table and it won't read the names entered into this
concordance (names marked in the endnotes).

Challenge Two:

I can't figure out how to get Word to allow for more than about 22
lines of text. With so few lines it makes it look as thought this
189,000 word manuscript is some giant book. It's not. Is there a way
to iincrease the number of lines permitted on every page?

Thanks for any help
Spike

--

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. Business Analyst, Consultant
Technical Writer.
Sydney, Australia +61 (0) 4 1209 1410

 

[spike]

I've completed a manuscript. Index for Topics is complete. Endnotes
are complete.

Challenge One:

I'm trying to figure out how to also create an additional Index of
Names by using the names of the authors listed in the endnotes. I've
tried to created a concordance of names but can't get Word to create
an additional table and it won't read the names entered into this
concordance (names marked in the endnotes).

Challenge Two:

I can't figure out how to get Word to allow for more than about 22
lines of text. With so few lines it makes it look as thought this
189,000 word manuscript is some giant book. It's not. Is there a way
to iincrease the number of lines permitted on every page?

Thanks for any help
Spike

from a reply-----

"Since the content of an Index tag (XE) does not print, it's OK to put
the
names on the page where they appear, even if you do not want to print
them.
Of course, if they ARE endnotes, you would be better to omit the page
number
from the Index, since otherwise they will all appear on the same
page.

To add an additional index, simply say "No" when Word offers to
replace the
first.

To ensure the two indexes do not end up with the same content, you
need to
specify a "Type" switch "\f" in your XE tags. In this case, you
would
specify the names tags with "\f n" and make sure the Index tag for
your
second index also includes a "\f n" switch to cause it to suck in only
the
names tags. "

What I did----
1. copied a name from the endnotes.
2. changed the name so last name is first in order so that the Index
of Names will be alpha by last name.
3. inserted the name alpha by last name preceding the entry point (in
this instance preceding the endnote marker in the main text # 1).
4. Selected the mark index command
5. inserted the type switch, in this case "\f n" so the final
product for the first quote is ----- {"De Spinoza, Benedict" \f"n"}
preceding the endnote # 1.
6. When to Insert drop down menu to Index and Tables
7. selected Index from template
8.Clicked OK
9. Selected Do NOt replace.


It did create another index but it was the already existing index for
topics AND the new entry didn't appear.

A question --what do I do about the issues just detailed above.

Question two ----in the response back from John McGhie it was stated
that "make sure the Index tag for your
second index also includes a "\f n" switch to cause it to suck in only
the
names tags. "

What is the procedure for "labeling" a second index. I see no label
for the first Index of Topics?

Thanks for any help.
Curt

 

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

Hi Curt:

The default \f type switch is "i". If you specify the \f"I" switch on the
main index, it should pick up every entry that does NOT have a "\f"n""
switch.

I haven't tested this recently: I don't think you have to add the \f"I" to
all of the other index tags, but I will leave it to you to text this.

You need to open both your INDEX tags (Select the Index and choose Toggle
Field Codes). Enter the Type switches by hand in each of the INDEX tags.

Don't get confused: You need a matching \f switch in both the XE tags for
the entries and the INDEX tag that compiles the index.

If this is getting too hard, an alternative is to use a second-level entry
in the main index. Tag all your names as { XE "Names:Smith, Bill" }. They
will all appear collated in the "Names" section of the main index, correctly
sorted alphabetically.

You will need to Unlink the final Index and edit it manually in that case.
Look up Unlink Fields in the Help to see how. Which means you can't easily
re-generate the Index if you make changes. So I would personally stick with
the first method.

Cheers

from a reply-----

"Since the content of an Index tag (XE) does not print, it's OK to put
the
names on the page where they appear, even if you do not want to print
them.
Of course, if they ARE endnotes, you would be better to omit the page
number
from the Index, since otherwise they will all appear on the same
page.

To add an additional index, simply say "No" when Word offers to
replace the
first.

To ensure the two indexes do not end up with the same content, you
need to
specify a "Type" switch "\f" in your XE tags. In this case, you
would
specify the names tags with "\f n" and make sure the Index tag for
your
second index also includes a "\f n" switch to cause it to suck in only
the
names tags. "

What I did----
1. copied a name from the endnotes.
2. changed the name so last name is first in order so that the Index
of Names will be alpha by last name.
3. inserted the name alpha by last name preceding the entry point (in
this instance preceding the endnote marker in the main text # 1).
4. Selected the mark index command
5. inserted the type switch, in this case "\f n" so the final
product for the first quote is ----- {"De Spinoza, Benedict" \f"n"}
preceding the endnote # 1.
6. When to Insert drop down menu to Index and Tables
7. selected Index from template
8.Clicked OK
9. Selected Do NOt replace.


It did create another index but it was the already existing index for
topics AND the new entry didn't appear.

A question --what do I do about the issues just detailed above.

Question two ----in the response back from John McGhie it was stated
that "make sure the Index tag for your
second index also includes a "\f n" switch to cause it to suck in only
the
names tags. "

What is the procedure for "labeling" a second index. I see no label
for the first Index of Topics?

Thanks for any help.
Curt

--

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. Business Analyst, Consultant
Technical Writer.
Sydney, Australia +61 (0) 4 1209 1410