2. Something Old, Something New, Something Borrowed, Something Word…
Dick Eassom, CF APMP Fellow
Vice President, Corporate Support, SM&A
aka Wordman

3. Agenda
Something Old: Creating numbered run-on headings Something New: Linking cover page and header text Something Borrowed: Quickly adding a foldout Something Word: Adding help text to forms

4. Numbered run-on headings in TOC
Need 1A
Numbered run-on headings that appear in your table of contents:

5. Understanding style types
Background 1
Word has 3 style types:
Paragraph
formatting applies to entire paragraph
Character
formatting only applies to selected characters
Linked
formatting applies to entire paragraph, OR selected characters in paragraph a a

6. Linked style on Paragraph style (1)
Solution 1A
Apply the Heading linked style to the heading text characters in the paragraph:

7. Linked style on Paragraph style (2)
Solution 1A
Does not work with numbered Heading styles:

8. Use the Style Separator, ¶ (1)
Solution 1B
Heading and paragraph body on two paragraphs: Press Ctrl+Alt+Enter between paragraphs:

9. Use the Style Separator, ¶ (2)
Solution 2
Comparing solutions:

10. Omit action captions from TOF
Need 1B
Figure titles, but not action captions, in table of figures

11. Use the Style Separator
Solution 2
Figure no. & title separate from action caption: Press Ctrl+Alt+Enter between paragraphs:

12. Caveats
Solution 2
Works in-line, in tables, and in text boxes: But not in frames:

13. Add Style Separator to QAT
Background 2
Go to File > Options > Customize Ribbon Select All Commands, then select Style Separator Click Add >> to add to the Quick Access Toolbar (QAT)

14. Automatic metadata
Need 3
Enter metadata (title, date, versions, volume name, etc.) on cover page, have it replicate throughout document, and document properties

15. Use fields linked to properties
Solution 3A
Insert > Field > Document Information > Title
Word inserts field*:
Press Shift+F9 to see code*:
* Go to File > Options > Advanced > Field Shading > Always to show gray shading behind fields

16. Disadvantages of using fields
Solution 3A
It’s a one-way flow: you edit document properties, then refresh fields (press F9) in each section, headers and footers, text boxes, etc.

17. Use linked content controls
Solution 3B
Insert > Quick Parts > Document Property > Title:
Word inserts content control:

18. Use linked content controls
Solution 3B
Bidirectional linkage, no need to edit in document Properties dialog, no need to update:

19. Changing the Control name
Background 3
Show Developer tab (File > Options > Customize Ribbon and check Developer) Select content control and click Developer > Properties: Edit control Title

20. Other content controls
Background 3
On the Developer tab, Controls group:
Rich text
Picture
Plain text
Checkbox
Date
Dropdown list

21. Adding submission date & version
Background 3
Go to Insert > Quick Parts > Document Property:
Change control title (and date format)

22. Formatting in titles & partner logos
Need 4
Document properties can only contain plain text, not rich text or pictures, but we can use an XML* structure
*XML = eXtensible Markup Language

23. Properties stored in an XML part
Background 4
Go to Developer > XML Mapping: We need a custom XML part to store a picture and some rich text…
“Title” document property content control in document

24. Creating a Custom XML Part
Solution 4
Create custom XML Part using Notepad:
<?xml version="1.0" encoding="utf-8"?>
<proposal xmlns="Wordman">
<title></title>
<subject></subject>
<logo></logo>
</proposal>
Save as MyXMLPart.xml
Load into Word:

25. Mapping XML to picture CC
Solution 4
Insert a picture content control, then map the XML property to the content control, or insert a mapped content control directly from XML mapping: Copy content control to headers, footers, etc.

26. How is XML stored in a Word doc?
Background 4
Rename document from .docx to .zip Open document as a compressed file:
Our custom XML part

27. Simple, repeatable foldouts
Need 5
Not a simple procedure:
Inserting section breaks
Change page layout
Fix margins
Fix headers and footers
Many steps; so easy to make a mistake when you’re in a hurry…
“Foldouts 101”
Wordman’s Production Corner
APMP Perspective, Fall 2005

28. Foldout refresher: sections
Background 5
Go to Page Layout > Breaks > Section Break Next Page to insert section break before foldout
Repeat step 1 to insert section break after foldout
Section breaks allow you to change page layout:
Section Break Next Page

29. Foldout refresher: change layout
Background 5
Change page size, orientation; ‘unrotate’ margins:

30. Foldout refresher: headers/footers
Background 5
Disconnect headers & footers in both foldout and following section
Fit foldout headers & footers to new page width

31. What a lot of clicks!
Solution 5
How many clicks was that? 20? 30? More? Saving the foldout as a Building Block allows you to insert it with only three clicks! Here’s how…
“Time for a Quickie!”
Wordman’s Production Corner
APMP Perspective, Winter 2010

32. Saving as a Building Block
Solution 5
Select both section breaks and everything within:
From here
To here

33. Saving as a Building Block
Solution 5
Press Alt+F3. Word displays the Create New Building Block dialog:
Name: Foldout or similar
Gallery: select Quick Parts
Category: either General, or create your own, e.g. Proposals
Description: optional
Save in: select Building Blocks.dotx
Options: select Insert content only

34. Using the foldout Building Block
Solution 5
Go to Insert > Quick Parts and select your foldout:
Note: to delete a foldout, select both section breaks and everything within, then press Delete

35. Sharing your foldout building block
Mo’ background 5
Building blocks can only be stored in templates, e.g. Building Blocks.dotx, not documents
Create a proposal template (i.e. *.dotx), and save the foldout building block in that:

36. Distributing templates
Mo’ background 5
You can either distribute the template to each user, or set up a workgroup shared location
Workgroup template
Proposal document connected to workgroup template
Local template
Proposal document
connected to local
template
User may or not be on network
Network server/NAS
User on network

37. Personal vs. Workgroup Mo’ background 5
Personal template: save to %appdata%/microsoft/templates. Go to File > Options > Save and enter path into Default personal templates location:
Workgroup: go to File > Options > Advanced > File Locations and enter path in Workgroup templates:

38. Can’t see Foldout building block?
Mo’ background 5
Documents, especially ed documents, can lose the connection to their associated template. To fix, go to Developer > Templates > Document Template:
Click Attach and browse to the proposal template
Check Automatically update document styles only if styles are corrupted, click OK, then go back and uncheck.

39. Add help text to a form
Need 6
Typical Mod Spec (Storyboard) form, using Form Fields, with literal help text:

40. Form Field default text
Solution 6A
Right click and select Properties: Need to lock form to make it work

41. Form Fields help text
Solution 6A
Form Field has status bar and F1 popup help: Need to lock form to make it work

42. Mod Spec using content controls
Solution 6B
Works without locking the form, but no help feature:

43. Content control default text
Background 6B
1. This is the initial default text:
2. Select content control and click Design Mode:
3. Start typing your new default text after the first character:
4. Backspace over the first character to delete it:
5. Click Design Mode to exit:

44. Adding popup help
Solution 6C
Using an AutoTextList field creates popup help text that can be used with fields or content controls:

45. Adding popup help
Background 6C
Go to Insert > Field, select AutoTextList, click Field Codes:
AUTOTEXTLIST “Literal text” \s “Style name” \t “Tip text”

46. Adding popup help
Background 6C
AUTOTEXTLIST “Literal text” \t “Tip text” \s “Style name” Literal text: hover over this text to display popup help Tip text: the popup help text Style name: what the AUTOTEXTLIST field is actually for: right-click to find out!

47. Use an icon to indicate help
Background 6C
Webdings font has the  character. Go to Insert > Symbol, or type i and change font to Webdings:
Note: you can’t use this symbol by itself as the “literal text,”
Only in conjunction with some regular text

48. Fields from scratch Press Ctrl+F9 to create a field:
Background 6C
Press Ctrl+F9 to create a field:
Type the code between the field terminators:

49. Fields from scratch Press Shift+F9 to toggle to the field result:
Background 6C
Press Shift+F9 to toggle to the field result:
Press Shift+F9 again. Note literal text is hidden:

50. Showing fields
Background 6C
Go to File > Options > Advanced: Set Field shading to Always

51. #APMP2016

52. #APMP2016