Word 2003 text boxes and tables troubles

[rbecker]

We use a word document as a form that we call a test report. In this
document we use both text boxes and tables in our layout. It's a one page
document that we use as a master then copy and paste additional pages as we
need them (after saving as another name for each customer of course). My
problem is that sometimes when I copy and paste additional pages (these
documents can be anywhere from 1 to 76 pages or more) strange things happen
to my text boxes and tables. When I go to enter information in and use the
arrow keys to move to the next space that I need, it jumps to a text box or
table on the previous page. I have not linked any of these items, just
copied and pasted using the shortcut keys. Since I am using the shortcut
keys I can paste additional pages quickly and I didn't know if that had
anything to do with it (like the program couldn't keep up with my pasting) or
if it was something else. When I have to copy and paste so many pages I need
to do it quickly. Any suggestions on how to fix this??? It has been
perplexing me for a while.

 

[Shauna Kelly]

Hi

If this were mine, I would do four things.

First, I suggest you review the need for text boxes. If there is any way of
arranging the text on the page without using text boxes, then use it.

Second, if you must have text boxes, do Tools > Options > View. Turn on
"Object anchors". Now, when you click in a floating text box, you can see an
anchor to show what paragraph it's anchored to. All floating objects are
anchored to a paragraph, and I suspect that when you copy and paste the
anchors are getting mixed up. So, make sure that each floating object is
anchored to a paragraph near where it is to display.

Third, I suggest that you create a template from this one-page document. Do
File > Save As and in "Files of type" choose to save as a template.

Fourth, I suggest that you copy all the text of the first page, preferably
omitting the final paragraph mark, and save that as an AutoText.

When you want to create a new document, do File > New and choose your
template. When you want to add a new page, insert the AutoText.

More information at:
Creating a Template - The Basics (Part I)
http://www.word.mvps.org/FAQs/Customization/CreateATemplatePart1.htm

Using AutoText
http://www.word.mvps.org/FAQs/Customization/AutoText.htm

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word

 

[rbecker]

Thanks for your response Shauna. I did come up with a couple of questions
for you. I DID check the anchors and you were correct, when I copy and paste
they do get off. Here are my questions:

1. I am assuming that when I make a template out of the one page document,
each time I need a new document (for another customer) I will need to go
into
Word like I'm going to "start from scratch" in a new document then
choose File

New and choose the template I want from a list. Is that correct?

2. How do I make sure when I copy the text to put in AutoText that I omit
the final
paragraph mark?

All of your suggestions make sense to me I just need to make sure that I
have it clear before I proceed.

 

[Shauna Kelly]

Hi

1. Yes. The fundamental way that Word is designed to work is that you do
File > New when you want to create a new file. For more information see
What is the relationship between a Word document and its template?
http://www.ShaunaKelly.com/word/templaterelations/index.html

2. Display the paragraph mark, and then don't select it. To display it,
click the ¶ button on the toolbar. For more information, see
What do all those funny marks, like the dots between the words in my
document, and the square bullets in the left margin, mean?
http://www.word.mvps.org/FAQs/Formatting/NonPrintChars.htm

Bear in mind that if you select the paragraph mark when creating an
AutoText, then Word will retain the formatting of the paragraph(s). If you
omit the paragraph mark, you save only the text in the AutoText, and when
you insert it, the text will take on the formatting surrounding it. Both
have their uses: just work out which you need.

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word