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on ADD Balance by Charles Kenyon

Thank you for the suggestions. ("Smilies" from Woody's Lounge.) Click to go to Lounge. with input and suggestions from many on Thank you for the suggestions. ("Smilies" from Woody's Lounge.) Click to go to Lounge.
the Microsoft Newsgroups and at Woody's Lounge 

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You may want to try the version of this FAQ that loads more quickly (multiple pages) since this one will take more than ten minutes over a 28.8 connection.

last revised: 24 Apr 2017 06:20:34 -0500 .

You can also download this FAQ in Word 97 format.



  1. How do I make a template? What is a template? What is
  2. How can I get a different header/footer on the second (and subsequent) page(s)?
  3. How can I change the default font from Times Roman New 10pt (12pt) to something else?
  4. Page X of Y doesn't work!  
  5. How do I insert a date? Why does it (not) change when I re-open the document?
  6. What are some good books for me to read about Word?
  7. How can I get rid of that ^$#*@& paperclip 
  8. How can I get rid of the web toolbar?
  9. Why doesn't Word's Fonts list show all of the fonts I have installed in Windows?
  10. What are some basic tips for someone who is converting from Word Perfect?
  11. How can I best use the Master Document feature?
  12. Word 2000 - How can I keep Word from opening separately for every document? 
  13. How do I use (What is) the Work menu? 
  14. I would like a menu of my favorite templates that I can use to create new documents. The Work menu won't work for this because it opens the templates.
  15. How can I print out a booklet?
  16. What are some common errors that people make using Word?
  17. I see a macro in a newsgroup I would like to try. How do I add it to my template? 
  18. I have customized Word with macros / toolbars, etc. and would like to share or move my customizations. How can I do that?
  19. What is an MVP? M
  20. What are the posting suggestions for the news groups? 
  21. Where can I find more information on the Web?  


IntroductionCertified at the Master level in Word 97 Fundamentals by

This FAQ is maintained (lightly) by me, Charles Kenyon. I am not an expert at any of this but read a lot. The questions and answers come from the various newsgroups on Word. Corrections to the FAQ (or additions) can be sent to word FAQ at Add Balance. Unless otherwise indicated the answers here are for Word 97 (and probably apply to Word 95, 98 & 2K). I believe that the answers as to page numbers, headers & footers, and dates apply to all versions of Word released within the last five years. If I'm wrong please let me know.

I am a trial lawyer and this is a hobby for me. While I read much of my e-mail, I dont respond to it all, and often am untimely in my responses to those I do respond to. (I usually receive more than 50 e-mails a day.) My failure to respond to many of thes is not intended to be rude, it is just a fact of life in my life. Since my clients are depending on me (and paying me) to attend to their problems, they take priority over my hobbies.

The suggestions herein are as is and without any warranty.

This FAQ is on the Web in three versions: 

1) The one you are reading (with all the questions and answers on a single web page), 

2) A chopped-up one (which has separate pages for each question / answer and is updated the most frequently), and

3) There is also a copy of this longer one available in Word 97 format. Unfortunately, this one is the last to be updated.

A brief version of this FAQ is regularly posted on a number of the newsgroups on Microsoft Word.

This FAQ is cursory. A number of fine (and more extensive) FAQ web pages are out there and you are encouraged to check them out (see below for URLs).

Also, the answers to most of your questions are in the Help screens that came with Word - if you can only find the right screen. Try using the office assistant (that ^$#*@& paperclip)!


Menu trees:

In this FAQ menu tree selections are indicated by an arrow ().

Format Paragraph means choose Paragraph from the Format menu.

Format Paragraph Line Breaks and Spacing (tab) means click on the Line Breaks and Spacing tab of the Format Paragraph Dialog box.


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How do I make a template? What is a template? What is 


This info last revised: 24 Apr 2017 06:20:34 -0500 .



I have gathered the material in this article in a more coherent form as a part of the Legal Users Guide at


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How can I get a different header/footer on the second (and subsequent) page(s)?



General Information:

If you ask the Office Assistant about this, you won't get a good answer. The assistant will tell you about changing the header or footer at different places in the document by creating new sections. That will work because the header/footer instructions are stored in the last paragraph marker of the section.

Each section can have up to three different headers and three different footers. Every document has at least one section but can have more. The number of header/footer sets for each section is controlled in 

File Page Setup Layout (tab)

by checking either or both of the options:

__ Different odd and even

__ Different first page

in the headers and footers frame. 

Page Setup - Layout dialog box in Microsoft Word. Both options in the headers and footers frame checked.

If you have already set a header or footer and then check "Different first page" the header/footer you set previously will become the header/footer for second and subsequent pages. If you check different odd and even, you can set yet another header/footer for the odd pages that follow page two.

Many experts believe that using headers and footers is the best way to construct a letterhead template, with the letterhead itself in a header with headers/footers set for "Different first page."  (Something similar is done when setting up for preprinted letterhead as well. Even if you will be using preprinted letterhead, follow along, then take a look at the Letterhead Textboxes and Styles Tutorial.)

Step-by-Step Instructions

If your template is only one page but the document based on it can be multiple pages, you will want to set up the header/footer for all pages or for the second and subsequent pages before setting a different header/footer combination for the first page. (The header/footer for all pages becomes the header/footer for second and subsequent pages when you select the option for a different first page.)

To do this, first (with your template being only one page), . . .

Switch to the Header/Footer View pane.

View Header and Footer

Box to view and edit the header in Microsoft Word.


Header and Footer Toolbar in Microsoft Word (with legend)The Header and Footer toolbar will pop up and your insertion point (cursor) should be in a box with a dashed border that says "Header." (If it says "First Page Header" don't worry, we'll get to that in a bit. Keep reading.)  If you are in "Normal" or "Web" view when you tell Word that you want to view Headers and Footers, you will be switched to Page Layout (Print Layout) view and any text on your regular page will either turn gray or disappear. When you close the Header and Footer toolbar, you'll be switched back to the view you started from.

Create the Header for All Pages or for Second and Subsequent Pages

If you want anything to appear in the header for all pages or for the second and subsequent pages, put it in here (in the window designated "Header"). 

Create the Footer for All Pages or for Second and Subsequent Pages

If you want something in the footer for all pages or for the second and subsequent pages, click on the "Switch Between Header and Footer" button on the Header and Footer toolbar.Switch Button to go from header to footer and back in Microsoft Word.

This will take you to a box at the bottom of the page that says "Footer."

Create a Different (or No) Header / Footer For the First Page

Click on Page Setup on the toolbar. 

Header and Footer Toolbar in Microsoft Word - Page Setup button

This will display the Page Layout Dialog Box. 

Page Setup - Layout dialog box in Microsoft Word. Check "different first page."

Check the box for "Different first page" and then click on OK to close that dialog. Now the header box will say "First Page Header" and anything you typed in the " Header" box before will be gone! 

The First Page Header window will come on your screen so you can view and or edit that footer in Microsoft Word.

Type what you want to go in the header on the first page of your document, then click on the Switch button Switch Button to go from header to footer and back in Microsoft Word. and type in anything you want in the first page footer.

The First Page Footer window will come on your screen so you can view and or edit that footer in Microsoft Word.

Save your template. When your template is used to create a document, if the document extends onto a second page, the headers / footers you originally typed will appear on the second and subsequent pages.

What If It Says "First Page Header" When I Said It Would Say "Header?" in the Box's Border?

Then type in the material for the header / footer to go on the first page. Click the "Close" button on the Header and Footer Toolbar and insert a manual page break. That will move your insertion point into Page 2. 

If you now use

View Header and Footer

the same toolbar will pop up but this time the caption in the dashed border of the box will be "Header." Type what you want for your second and subsequent page header here, switch to the footer and type that for the second and subsequent page.

Click Close on the Header/Footer Toolbar and use backspace to delete your page break. 

Save your template.

More on headers - footers:

bulletSee Letterhead Textboxes and Styles
Tutorial - two-page template
download that demonstrates use of 
bulletTextboxes in headers and footers
to reserve space for preprinted
bulletStyles that are based on each
other and use the style for
following paragraph feature
bulletUse of the StyleRef field to insert
information from the body of a
letter into the continuation page
headers automatically
bulletInsertion of a date automatically
that will not change when you
open the document at a later date
bulletThe AutoText list restricted by
styles for the salutation and closing.
bulletInsertion of the typist's name as
signer automatically by accessing
the Author document property.
bulletThe way to disable Same as Previous
is to click the button in the Headers/
Footers toolbar to turn it off.
--And you have to do it in the section
following the one where you want to
make a change.
bulletMoreover, it is independent for each
header and footer you have (so you
have to do it separately for the odd
and even headers).
bulletAlso, if you need a header that begins
on the second page of a section, use "Different first page" as well as
"Different odd and even," then omit
the text in the First Page Header.
bulletFields in headers and footers get
updated on a different schedule than
do fields in the regular document.
See the Microsoft Knowledge Base
article Q89953 for more on this.
bulletThe styles in headers and footers are
named (coincidentally) "header" and
"footer." If you want to change the
formatting of your headers and footers,
start by modifying these styles. Since
I usually use the same fonts and
margins in the footer as in the header,
I generally have a "header" style
based on [ no style ] that has a
negative indent of .5 left and right
and is in a font that is two points
smaller than body text. I then modify
the "footer" style to be based on the
"header" style.
bulletIf the AutoText bar on your Header
/ Footer toolbar doesn't have any
contents (or doesn't have the entries
that you are expecting), the first thing
to look at is the style of your
paragraph. If it isn't "header" or
"footer" your expected entries won't
be there because this control is set
to work with these styles. This control
is essentially an AutoTextList field and
works the same way. 

How to Control Page Numbering in a Word Document

Using Date Fields in Microsoft Word

More on Headers and Footers

Letterhead System for Microsoft Word

Much more on headers and footers - Microsoft Word Legal Users' Guide Chapter



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How can I change the default font from Times Roman New 10pt (12pt) to something else?


Here we'll discuss two methods.

1) Open a new document. 

Call up the Font dialog box:

Format Font

set your preferred font and click on the "Default" button (lower left of dialog box). 

This is easiest step but is not complete. It is the method recommended by Microsoft in their Knowledge Base at:


2) To complete your change you should change not only the default font but also the default style. To do this, open the template either from within Word or if in Windows, right-click on and select "Open." 

Open the Style dialog box - Format Styles...

and choose the Body Text style.

Click on the Modify button.

Where it says "Based On" Normal scroll up to the top of the list where it says (no style).


Change the Font to what you want 

(Format (button) Font

Change the language back from (no proofing) to English (or whatever your language) 

(Format (button) Language).

Set up your default paragraph formatting (space before, indents, tab settings, etc.) 

(Format (button) Paragraph).

Click on the OK button. Click on the OK button (different OK button).

Click on the Apply button. 

Type the letter "a" or any character and then press backspace (forcing Word to recognize that you have changed 

Save and close

The first step is quick and easy. The second step will make it much more likely that if you give your documents to someone else that they will see what you sent them. (In my opinion) typing in normal style and basing styles on the normal style make for much confusion in transferred documents.

For more about styles, see Understanding Styles at For more about the template (and other templates) see Template Basics at

For problems with fonts not showing up in your menus see that topic.

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Page X of Y doesn't work!

That's right. It isn't just you. See the following links. and

For more on Word 2000, see

For more on Word 97, see:

Background: This is a long-standing and still-existing bug in Word. There are work- arounds. Exactly how it works and what the work-arounds are varies depending on the version (and update) of Word that you are using. See the above pages and the following discussions.

August 2000 update (Word 97)

Apparently the "leap year update (a/k/a SR-3) fixes the printing problems with Page X of Y especially for PAGE of SECTIONPAGES.

September 2000 addition

It appears as though the group is getting tired of "Page x of y" questions so I hope this is an easy one...

Everyone seems to have trouble with printing and not viewing. My problem is with viewing. When I open my document in Page Layout mode, the page numbers are not correct in the header.  Knowing that changing the views updates the fields, I've tried switching to another view and back in an AutoOpen macro but this isn't working. The strange thing is that when Word is done loading and control is returned to the user, I can rerun the exact same AutoOpen macro and the page numbers will correct themselves.

Could it be that the first time it is getting called the document is not completely loaded?? If so, how can I get Word to call it later in the load sequence (..couldn't find the AutoReallyOpen event!!).

Any help would be greatly appreciated. Thanks in advance...


Is this the code you're using?  It works when I try it:-

Sub AutoOpen()
    ActiveDocument.Windows(1).View = wdNormalView
    ActiveDocument.Windows(1).View = wdPageView
End Sub


If you can't get that to work then use Application.Ontime:-


Sub AutoOpen()
        Application.OnTime When:=Now, Name:="UpdatePageNos"
End Sub


Sub UpdatePageNos()
    ActiveDocument.Windows(1).View = wdNormalView
    ActiveDocument.Windows(1).View = wdPageView
End Sub



Dave Rado, MVP

More on Page Numbering:

You can use an { IF } field to do conditional page numbering. 


Print only on the last page:

{ IF { PAGE } = { NUMPAGES } "I want this material on the last page." "I want this material on every page except the last page." }

Print only on Page 5:

{ IF { PAGE } = 5 "I want this material on 5." "I want this material on every page except page 5." }

Note that the { } characters are inserted into a document using Word's Insert Field Codes command (Ctrl+F9) or one of the other field-insertion commands, not by typing. Charaters that look like this which are typed using the keyboard don't work.


Page numbering is best inserted with the header and footer toolbar in a header or footer rather than by using the Insert => Page Number... command.

More on fields


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How do I insert a date? Why does it (not) change when I re-open the document?

Downloadable Menu Add-On for Date fields


The easy (but probably wrong) way to put a date in your document is Insert --> Date and Time.

If you don't check "Update Automatically" it is the same as typing the date yourself (except harder). If you do check "Update Automatically" it will update when you print (if you have the setting under printer options as "Update Fields" which is the default). You can manually force an update by putting your insertion point in the date and pressing the [F9] key.

If you want to put a date in a template that updates to the current date when a document is created based on the template, or want to change the format or do other things with the date field, you want to use Insert --> Field --> Date and Time instead. Using the options here, you can either pick a format or type your own characters (called a picture) for the format. The options for the type of date include:

{ DATE } - The date you are looking at the document. Always today (although it may not show on screen as today until you update the field).

{ CREATEDATE } - The date the document was created (or saved using Save As).

{ PRINTDATE } - The date the document was last printed.

{ SAVEDATE } - The date the document was last saved.

The above are the field codes that will be inserted for you using Insert Field Date and Time without using any options. If you choose options, they can include the following pictures:


 Displayed Date

 \@ "MMMM d, yyyy"

 August 1, 2001

 \@ "MMM dd, yyyy"

 Aug 01, 2001

 \@ "MM/dd/yy"


\@ "dddd, MMMM d"

 Tuesday, August 1

 \@ "ddd, MMM. d, yyyy"

Tue., Aug. 1, 2001

 \@ "MM/dd/yy hh:mm:ss am/pm"

 08/01/01 10:36:12 PM

\@ "d" \* ordinal


example: { CREATEDATE \@ "MMM dd, yyyy" } = Aug 01, 2001

If you don't like the pictures you are offered, pick the one that is closest to what you want and then modify it in the Insert Field dialog box (or in the codes themselves using Toggle Field Codes).

You can also break a date into multiple fields. This can be done to use special formatting or if you use the F11 key (next field) for manually editing. Example of the former reason:

{ CREATEDATE \@ "dddd" }, the CREATEDATE \@ "d" \*ordinal } day of { CREATEDATE \@ "MMMM" } in the year { CREATEDATE \@ "yyyy" } = Tuesday, the 1st day of August in the year 2001.

Remember that fields in headers and footers don't get updated quite as predictably. They work fine with CREATEDATE but can have the same problem as page numbers (see that topic) with DATE. 

 For more on "pictures" and formatting dates see: Fields Switches.


If you want a menu that gives you different kinds of date fields that can be inserted into documents, download the LegalToolbars from This is a self-documenting global template and includes the following fields in different formats on a menu that can be used without the rest of the legal toolbar: 

bulletCreate Date (probably the one you will want to use in most forms)
bulletSaved / Modified Date
bulletDate Printed
bulletAlways today (changes whenever document is opened / printed)


Calculated Dates in Word (i.e. today + 14 days)

Date Calculations in VBA


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What are some good books for me to read about Word?

 In Association with
see disclosure notice below

August 2001

Charles Kenyon writes: One of the best places to start is a book that is not about Word at all: The Word Processing Book: A Short Course in Computer Literacy by Peter A. McWilliams. This book is out of print but should be available through your library or used. The reason for this recommendation is that although Word books will often tell you how to do something, they seldom tell you why you want to do things one way rather than another. This book explains word processing concepts. It is short and like all of McWilliams' books (i.e. Life 101, Love 101), a fun and informative read. 

A similar (but not out-of-print) book is The Mac is Not a Typewriter by Robin Williams (no, not that Robin Williams). Even if you are not using a Mac, this is a good read. Word today is very much based on Mac concepts (just as Windows is based on Mac concepts) and the book introduces Word basics along with word processing concepts. A revised edition is due out 15 November 2001. At 97 pgs. this is even shorter than The Word Processing Book.


January 2000

Tod M wrote in message ...

>I'm looking for any reference books regarding Word97 that offer detailed information about using Word to build web pages. Any thoughts?

Response: Try this book...

Mastering & Using Microsoft Word 97 to Create Web Pages

Published April 1998 | South-Western Publishing Company

Sorry, don't know the author.


Found this book info at The Canadian price is about $20 dollars. In American, it should be quite reasonable.



Fatima B

Click for more information about Office 2000 Secrets ( Office 2000 Secrets by Steve Cummings

"In addition to living up to its title, Microsoft Office 2000 Secrets gives its readers a robust collection of general-purpose information about this product suite. Steve Cummings has assembled and written an excellent reference book that you should consider adding to your collection." 

Review in OfficeVBA by Dan Wesley



I'm very partial to Perfect Access Guide to Microsoft Word 2000 by James Maroe (Kaplan, 2000).

Veronica D.L. Perfect Access



August 2000


Anyone suggest a good manual for me as an intermediate skill user.

Whilst in UK I welcome thoughts from anywhere

Many thanks






In Association with

Hi John,

Mosey over to the computer/book store and look for a copy of Woody Leonhard's "Word 97 Annoyances", as well as "Running Word ## for Windows". Both are good, but cover different aspects of using the program. You'll have to decide which is better suited to you :-)

Word 97 Annoyances

[Running Microsoft Word 2000 by Charles Rubin, Microsoft Press, 1999]
Running Microsoft Word 97 by Charles Rubin, Microsoft Press, 1999]
[Running Office 2000 Premium by Russell Borland, Microsoft Press, 1997]

Cindy Meister, INTER-Solutions, Switzerland



O'Reilly will shortly be publishing Word in a Nutshell, or is it Word 2000 in a Nutshell. [Mr. Kaikow is recommending this as a reference book, rather than as a book to use to learn Word.] You should also get something like Special Edition Using Word 2000, useful both as a learning tool and as a reference.

I do not like to buy books that cannot later also be used as a reference.

Howard Kaikow

Click for more information about Word 2000 in a Nutshell from Click for more information about Using Word 2000 - Special Edition from for more information about Using Word 2002 - Special Edition - Click to open a new browser window for information about the book at



The sample chapter on Tables of Walter Glenn's "Word 2000 in a Nutshell" is available at

Bob Buckland ?:-) MS Word/Office MVP

*Courtesy is not expensive and can pay big dividends*


Description of Word 2000 in a Nutshell from Click for more information about Word 2000 in a Nutshell from

Word 2000 in a Nutshell is a clear, concise, and complete reference to the world's most popular word-processing program. This book is the first choice of the Word power user who needs help completing a specific task or understanding a command. It's also an invaluable resource that uncovers Word 2000's undocumented features and shares powerful time-saving tips.

The book's organization offers several ways to find information quickly. Part One is a thorough overview of the Word interface that serves as a roadmap for the rest of the book. This section also empowers users with an under-the-hood perspective on Word and shows how customizable Word really is. Part Two is a detailed reference to every command in Word's menu bar, from the File menu right across to the Help menu. This section illuminates each item with straightforward explanations, clear instructions, and tips on making the most of Word's features. Part Three takes up some of Word's advanced features, with chapters on collaborating, creating a template, using VBA, and more.

Specific topics covered in the book:
bulletUnderstanding Word's global architecture
bulletCustomizing toolbars, menus, shortcuts, and context menus
bulletCreating and using templates
bulletMastering fields and forms
bulletMaking the most of Word's HTML capability
bulletDiscovering the power of master documents
bulletGetting started with Word macros
Word 2000 in a Nutshell is designed for the power user who needs fast access to critical information without a lot of fluff.


Special Edition Using Word 2000 - from the author, Bill Camarda , May 29, 1999

Click for more information about Using Word 2000 - Special Edition from relentless focus on making you more productive with Word
I truly appreciate your considering my book on Word 2000.

Special Edition Using Word 2000 might just be the most detailed book about Word ever written -- and all 1,400 pages have a single goal: to help you become more productive and effective. I've tried to include step-by-step, detailed help with virtually anything you'll ever want to do with Word, from writing a book to building a Web site, creating a newsletter to streamlining your document review process. Wherever there's an opportunity to save time using Word's document automation features, you'll learn about it here -- after all, who wants to spend one more minute on a project than you have to?

All in all, I've added some 400 new pages to the previous edition, deepening its coverage pretty much everywhere, and paying special attention to...
bulletThoroughly covering Word 2000's souped-up Web capabilities: you'll find 100+ pages of Word 2000 web/intranet site-building coverage, nearly all of it new
bulletAdding more business-focused coverage and document examples
bulletProviding some 20 detailed projects that walk you through some of the most challenging document production tasks you're likely to encounter
bulletWord document security -- including how to avoid macro viruses!
bulletJust about the most detailed coverage of Word 2000's new multilingual features you'll find anywhere
bulletHundreds of new productivity and troubleshooting tips
bulletA complete field reference

In addition to all this, Que has provided a CD-ROM with more than 1,500 pages of up-to-the-moment Office 2000 info: Excel, PowerPoint, Access, Publisher & FrontPage -- plus a complete, fully-licensed copy of WOPR, the world's #1 Office add-in!

Finally, and I hope the most important advantage: this is now my 5th book on Word. Over the last ten years I've spent a *lot* of time watching people work with Word - seeing what they understand, what confuses them, and what they *really* need to know to get results. This time around, I've also had the help of a truly awesome team of technical and editorial professionals at Que, all of whom use Word eight (make that 16!) hours a day, and are truly experts even though they don't get bylines.

I've worked hard to reflect all of our Word experience here. I'm proud of how this book turned out, and I sincerely hope you'll find it valuable. Many thanks for considering it.


Special Edition Using Office 2000 by Woody Leonhard and Ed Bott
(Special Edition Using Office XP by Woody Leonhard and Ed Bott)

Click for more information from about Special Edition Using Microsoft Office 2000 Click here for more information about Special Edition Using Microsoft Office XP from This will open a new window in your browser.


If you are not a developer, this is the only Office 2000 book you will ever need. As usual, Woody Leonhard (not to slight co-author Ed Bott) has produced the definitive guide to Office 2000. I've read his books religiously since the old Word for Windows days, and no one beats his understanding of what makes Office tick. You'll get the unvarnished truth--good and bad--about Office, not just a re-written Help file.

Every chapter contains one final section: "Secrets of the Office Masters" which is often worth the price of the book itself. Add to this a [full] registered copy of Woody's Office Power Pack [WOPR] on CD and no other book can touch the value and plain usefulness of this one. Just get it, and don't look back.

Reviewer: John B. Kenrick from NYC

Office XP: Click here for more information about Special Edition Using Microsoft Office XP from This will open a new window in your browser."This is still a reasonably solid Office XP title, especially for those who don't own a previous edition of Special Edition Using Microsoft Office. Its 1,100+ pages are chock full of useful tips and tricks for Office power users. And you'll certainly become quite proficient with the more advanced features and functions of Office after reading it. If you own the Office 2000 version of this book, however, you may not find as much new material as you might have hoped for."

From OfficeVBA review by Jill T. Freeze



I've dealt with my share of Click for more information from about Special Edition Using Microsoft Office 2000 program guide books, and I've never found one as readable, helpful, and well organized as this.  These guys tell do an amazing job of getting the info across. For example, I have a so-called "complete reference" for FrontPage2000 that tells me less in 953 pages than this book does in just 175! And no, I am NOT kidding! There are plenty of great tricks and shortcuts, helpful graphics and a varied layout that keeps things from getting tedious. The prose is refreshingly conversational and not "tech" heavy. 

Click for more information from about Woody Leonhard teaches Microsoft Office 2000 Woody's other book  ("Woody Leonard Teaches Office 2000") is good, but not nearly as comprehensive.

 [referring to S.E. Using Office 2000] And for once, a book provides a CD ROM with genuinely useful software, not just "trial" programs that amount to little more than advertising. If you or your office team need the full lowdown on MS 2000 in one book, this is the only choice. Compared to what it would cost to either take courses or buy complete books on each program in the MS 2000 suite, this book is a remarkable bargain.

Click for more information about Word 97 Annoyances from I Word 97 Annoyances (pub. O'Reilly); I like its general approach of making Word do what you need rather than what the

(John Nurick)



September 2001

Just ran across this rant from the Visual Basic Programmer's Journal about the sorry state of current books about Visual Basic. Although "current" in the article is a ways back, I don't know that things have improved. <URL:>


August 2001

Howard Kaikow started a discussion on Office level books vs. Application level books that you may find interesting. There are a number of comments about Using Office xxx, SE. Mr. Kaikow recommends getting a comprehensive book on the program for general use (rather than programming). Such books include Special Edition Using Word 2000 and Microsoft Press' Word Inside Out. See below for links to Mr. Kaikow's book lists and commentaries.

August, 2000

> Finally, what good books can this group recommend for WORD VBA programming.
> I thought since I had done some VBA programming in Excel and Access, that Word wouldn't be that different.

It's the object model that gets you, no matter which app you're in. If you're a database person, "Microsoft Office Automation with Visual Foxpro" by Tamar Granor and Della Martin, from Hentzenwerke Publishing might do the trick. You can also take a look at "Word 2000 VBA Programmer's Reference" [kit] by Duncan Mackenzie, from Wrox and "Writing Word Macros" by Steve Roman, from O'Reilly.

Click for more information about Word 2000 VBA Programmers Reference Click for more information from about Office 2000 Programmers Reference Kit

Cindy Meister, INTER-Solutions, Switzerland

Click for more information about Word 2000 VBA Programmers ReferenceWord 2000 VBA Programmer's Reference" [kit] by Duncan Mackenzie and Felipe Martins

"Word 2000 VBA Programmer's Reference is one of the better reference books I've seen in a long time. It has 10 chapters and four appendices, and spans just over 650 pages with its index. The book is logically laid out, and includes some subjects not normally covered, including using Word as a reporting tool for databases."

"I found this book to be more useful than I expected based on my experience with reference books. I like the way it's laid out and how the information is presented. I found very few shortcomings in the topics covered. This is a must-have book if you are doing any serious Office programming."

From Review in OfficeVBA by Craig M. Bobchin

August, 1999

I desperately need to learn to write word macros for work to reduce large amount of repetition, especially in actions like going through a long list of word files in the same or different directories, opening them up one by one, handle the text (search and replace, etc.), close it, and then move on to the next file in alphabetical order (so that I don't miss one file) and repeat the same thing.  So I need to know how to use macros and learn the possible variables for filename, selected text, cursor down in a file open dialog box, etc. 

I hope experienced macro users can provide some input about what books to read, what tools to use, etc.  For example, what is the best book on VBA programming with a strong focus on Word macros. 

Your input is greatly appreciately.  Thank you.



Hi Jasphirer,

If you are talking about macros in Word 97 I might have a few tips for you, one (and that's really a nice place to hang around, go and see WWW.WOPR.COM. It's a site about Office, and they also have a weekly (free!) magazine with tips on using and programming Office.

Click for more information about Word 97 Annoyances from Amazon.comWhen you want to get a book about Word, check the Word 97 Annoyances.  It is actually not about VBA (or at least not whole of it) but still has many good tips in it. When you read it, you'll learn to understand the way Word 'thinks' and this takes it easier to understand and predict some of it's behaviour.



Click for more information from about Learning Word 2000 AutomationLearn Word 2000 VBA Document Automation by Scott Driza

"An advanced tutorial in using Visual Basic for Applications (VBA) programming language for creating automated document templates and other automations in Microsoft Word 2000. Topics covered include recording macros and building documents dynamically."

"Scott Driza is an attorney and consultant working in the computer industry, who specializes in integrating Microsoft Word templates with outside applications. In particular, he seeks to enhance and define organizational workflow through the process of gathering essential documentation data. He has published several articles in both the technical and legal fields concerning document automation."

"I have struggled with several different Word projects in the past. Most books give weak examples and explain some of the more rudimentary elements of proper VBA coding. Simply put: the projects in this book rock! More than anything else, it will give you a new look at programming in Word. He shows that VBA can do just about anything that you want it to! Good luck!"

A rather new one is "Learning Word Programming" by Steve Roman (ISBN 1-56592-524-6). It focuses only on Word and is quite complete. (According to this is out of print. See Writing Word Macros by same author. CK)

Teach yourself Visual Basic for Applications 5 in 21 days

Click for more information at about Teach Yourself Visual Basic for Applications 5 in 21 daysOr try a real VBA book, 'Teach yourself Visual Basic for Applications 5 in 21 days', by Matthew Harris (ISBN 0672310163), it covers the most of VBA and focuses mainly on Word and Excel.

Also a good source of information is in the VBA help file and of course the newsgroups here on the msnews server, visit news://, there are a lot of real VBA gurus hanging out there, and there's something new to learn every day.

A good website with a lot of examples is the one of Word MVP Bill Coan:

Hope this helps,



August 2001 - Wizards - VBA

Q: I'm sorry if this is not the correct forum for this question but I have a need to create a wizard much like the letter wizard but don't know where to start. Can someone point me in the right direction?

TIA, Tom


Hi Tom,

Click for more info about VBA Fundamentals from Amazon.comIf you can get a copy of "Microsoft Office 2000 Visual Basic for Applications Fundamentals" by David Boctor (Microsoft Press), it describes development of Office Wizards in pages 78-104. It includes the code on a CD-ROM. The letter wizard is based very much on two Word features: styles and AutoText. I would strongly recommend that you make sure you are familiar with Word's built-in features so that you don't spend months trying to invent something that you could get with a simple command. I found Guy Hart-Davis' Word 97 Macro & VBA Handbook "Part I - The Keys to Automating Word" extremely helpful in this. Unfortunately, his Word 2000 Developer's Handbook  doesn't have the same section. (Sybex)Click for more info about the Word 2000 Developer's HandbookClick for more info about Word 97 Macro and VBA Handbook from

Hope this helps,

Charles Kenyon


September 2001 - VBA / VB / Object-Oriented Programming

For pure guide beginners to OO [object-oriented] programming, John Smiley's "Learn to Program Objects with VB 6" is well done and uses a unique teaching approach (you follow a group of students learning this subject through a class). A bit hokey but good for the raw beginner.

Deb Image from Deb's Woody's VBA forum signature line - clown.

Other book lists

bulletSuggested Word VBA books are listed by Howard Kaikow at Word VBA Books. He also has a list of suggestions for WordBasic Books. Both lists are annotated with his comments.
bulletMVP Book Suggestions:


In Association with

Disclosure: The links from book titles on this web page are to descriptions about the books on While I have had good experiences dealing with them, you may be able to get the books more quickly and at no greater cost at your local book seller. Some can also be obtained at substantial discounts or through your public library. You may also be able to obtain them at substantial discounts through eBay or other auctions. I am paid a commission if you buy a book from which helps pay to keep my web site operating. However, the primary reason for the links is to allow you to get more information about the books mentioned.

Certain logos and book reviews contained on this page are property of and copyrighted by them. 
They are used with permission as an associate.

Return to beginning of book suggestions.


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How can I get rid of that ^$#*@& paperclip?

(Office 97, Office 2000)

a. To keep it from being a nuisance but still have it available:

Call up the Office Assistant Help Microsoft Word Help .

Click on the Options button.

Uncheck the following boxes:

__ Respond to F1 key

__ Display Alerts

__ Using the mouse more effectively

__ Keyboard Shortcuts

__ Using features more effectively

__ Show tip of the day at Start Up

You will probably want to leave the one about wizards unchanged and I have left the one about programming checked. Click on the OK button.

When you have done this, the Office Assistant will no longer delay you when you start Word by offering some tip you may already know. If you press F1, you will get the traditional Windows help screen with Contents, Index, and Find (W97) or (W2k) the Word IE help screens. If you want the Office Assistant, click on the question mark icon on the Standard toolbar or select Help Microsoft Word Help .

If you are a new user, though, I would recommend keeping the tips turned on for quite a while. There are features to Word that will help you do your job that you probably won't find out about any other way.

b. Quick and dirty method. 

Find the folder "Actors" and rename it something like "Actors was my name. I hold the Office Assistants." (To turn it back on you just rename it "Actors".) This will disable the Office Assistant. (Any different name will do.) Write down what you did in case you want to turn it back on. Store that information in a file named something like "How I turned off the Office Assistant.doc." That file should be some place where it can be found by Windows Explorer.

If you want to read more about taming the Office Assistant try:


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How can I get rid of the web toolbar?

There are four methods to be looked at:


Document-specific macro - put in "ThisDocument" object

The first is for a particular document. The second is global and gets rid of the Web toolbar until you take steps to revive it.

Method 1:

Use the VBA Editor to put this in the Document's code (in the ThisDocument object:

Private Sub Document_Open()
	On Error Resume Next
		Application.CommandBars("Web").Enabled = False
	On Error GoTo 0
End Sub

Private Sub Document_Close()
	On Error Resume Next
		Application.CommandBars("Web").Enabled = True
	On Error GoTo 0
End Sub


Global - Get rid of the Web Toolbar in Word

Method 2 - kill the web toolbar:

Put the following code into an AutoExec macro in or some other global template:

Application.CommandBars("Web").Enabled = False

Keep in mind that this kills the web toolbar, which is something that I can live with. If you use this, be sure to leave yourself a note in numerous places on what it is you did so that if you ever want the thing you can get it back. I suppose the elegant solution would be to put a macro on the View toolbar to enable it. (The enabling macro says "true" instead of "false.") You could use the toggle macro below which takes whatever the current status is and switches it. It also makes the toolbar visible if you just enabled it.

You may want to put the following in your or another global as a toggle command:

Sub ToggleWebToolbarEnabled()
    With Application.CommandBars("Web")
        .Enabled = Not .Enabled
        If .Enabled = True Then
            .Visible = True
        End If
    End With
End Sub

See Template Basics for information about global templates.

Method 3 - Add-In from this site

I've adapted Pieter Janssen's code to meet my own needs. Feel free to download and see if it works for you. You can download it from my downloads page. This template can either be placed in your Word Start folder and used as an Add-In without you needing to code anything, or you can copy parts to your own Add-In.

Method 4

 - Add-In from Pieter Janssen

I've created an add-in just for this purpose. you can download it from: 

(right-click on and save target to disk)

It adds a menu item called 'never show webbar' to the view menu.

If it is checked, the web-toolbar won't show up, if it's not, it will.

HTH, pieter. (Janssen)

See also MVP site: 


Off-topic - but did you know that you can't record a macro using the web toolbar? A workaround is discussed at: 

Why doesn't Word's Fonts list show all of the fonts I have installed in Windows?

It is probably because of your selection of a default printer in Windows. At one time Word loaded all fonts that were loaded in the operating system but that slowed down starting Word without much benefit since most fonts are never used. Now, it loads those fonts that are recognized by the default printer (still more than most people use.)

If you change printers for any job in Word, that changes the default printer in Word for that session of Word. When you restart Word, the default printer will be the default printer as set in Windows. (There is an exception to this statement, too, for Word 2000. If, in Word 2000, VBA resets the active printer, that setting becomes the Windows default upon leaving Word. This is a bug.)

See . . .

For information on resetting the default font in Word see that topic.



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What are some basic tips for someone who is converting from Word Perfect?


This will be a painful but not necessarily unrewarding experience.

b. Compatibility "features" in Word will make things worse!

Do not turn on any of the Word Perfect conversion features or compatibility features. They will make things very confusing because they won't work like Word Perfect, but they won't work like Word, either. This will mean that books will be wrong, help will be wrong, other users you ask will be confused.

c. Word and Word Perfect look at a document in very different ways.

Primarily, WP sees a stream of text that you do things to, like damming a river to change it's course. You turn on Bold and everything from then on is Bold until you turn it off. Likewise with changing margins or tabs. Word Perfect inserts unseen codes (like printer codes in ASCII text files of old) to turn things on and off. You can see these codes by selecting "reveal codes." (see g. below)

Word sees documents as built up of compartments, one inside of the other.

Characters fit into paragraphs which fit into sections which fit into documents. Formatting changes change only the compartment to which they are applied. If you change the tab settings on one paragraph, the paragraphs that follow aren't changed (if those paragraphs exist when you make the change). Changes made in one paragraph will carry through in subsequent paragraphs which are created from that paragraph.


Must read:

Much of this answer is based on John McGhie's excellent article and other writings.

d. Word keeps most of its formatting in the pilcrows (paragraph marks). 

This is why it is recommended that you switch your viewing options in page layout view and normal view to "view paragraph marks." Don't worry, they won't print out and you can still switch to print preview to see the page without them.

e. Learn about styles and apply them religiously in your form documents.

Do not have anything in your form documents formatted as "Normal." If you want to change paragraph formatting, create a new style for the new format. In talking about form documents here, I’m talking about templates, as well as Word "forms." A fine look at styles is in Microsoft's Legal Users Guide to Microsoft Word. You can find this on-line at (revised version).

f. Use multiple templates.

Avoid basing a document on the Normal template (blank page). Long-term this will save you many headaches. Download and read John McGhie's piece for more on this. Learn about templates, where they are stored and why, and how to create them.

g. Word does have a "reveal codes" but it is not the same as WP's.

bulletTo reveal the formatting of a part of a document, press Shift+F1 (or select What's This? on the Help menu). This will give you a large arrow pointer with a question mark. Point it at the part of the text that is giving you trouble and it will tell you what style formatting is applied and what direct formatting is applied to that text. 
bullet To see margins and tab settings, display the ruler. 
bullet For more on this, see:

h. Macros - take a look at AutoText and AutoCorrect. 

Most Word Perfect users that I know primarily use macros to enter boilerplate. In Word, this function is filled much better using AutoText and AutoCorrect features. Follow the links on my web resources page for more about these features. To convert these, run the macros in Word Perfect to produce the text, save that text in a document and convert that document to Word format. Save the text as AutoText entries in a global template. Microsoft has detailed some built-in features in Word that replace many macro functions in Word Perfect.

For macros that do something more than enter text, machine conversion seems to be impossible. (Think in terms of explaining quadratic equations using sign language without a pencil and paper. The concepts don't translate.) Here are some resources for converting WP macros to VBA:

Word Perfect 5.1 Macro Text Extractor

Converting Word Perfect Macros - a Microsoft Whitepaper



i. Show me the Function Keys!

You can get the function keys to display in a special toolbar at the bottom of the screen if you want (something like pressing F3 twice in WP 5.1). The following macro will do this.

Sub ShowMeFunctionKeys()
    Commandbars("Function Key Display").Visible = True
End Sub

The following macro would toggle this display:

Sub ToggleFunctionKeysDisplay()
    With Commandbars("Function Key Display")
        .Visible = Not .Visible
    End With
End Sub

See Macros and VBA for instructions on inserting this macro into your or other template.

There are a number of excellent articles out there. You can start with:

Tips & Gotchas at

How Word Differs from Word Perfect (John McGhie)

Life After Reveal Codes (American Bar Association) at 

Converting from Word Perfect to Word

Microsoft's Knowledge Base articles:

There is a program for conversions from Word Perfect to Word available through Levit & James called CrossWords. They are also working on a Word version of reveal codes!


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How can I best use the Master Document feature?


General Answer: Don't use it. It has serious bugs and will corrupt your entire document at the most inconvenient time possible. (This advice to not use Master Documents reported as correct through Word 2000, SR-2.) John McGhie puts it succinctly when he says that there are two kinds of Master Documents: Those that are corrupt and those that will be corrupt soon.

Keep in mind that Word will handle fairly large documents, assuming you have the processor and RAM to deal with it. Second, there are reasonable work-arounds available. See the MVP websites for additional ideas. (Look especially at Cindy Meister's site.)

The general rule might better be phrased "Don't edit Master Documents!" You can use the feature to generate something to print. You can use it to get Word to split up result documents from mail merge into separate files. But when you are done with the Master Document it should be deleted before it corrupts your subs.

Steve Hudson (aka the Word Heretic) has apparently mastered Master Documents and provides detailed instructions on when their use is appropriate, how do to it, with strict rules to follow in Word or PDF format. These are only for those who are willing and able to follow the instructions. If you are inclined to skip steps or ignore his warnings see the general answer above.

The Tech-Tav template is one such work-around.

Robert Mohrs work-around is described in:

(part of a book: Elements of Word -

MVP Dian Chapman has a great page on using RD fields instead.

MVP Jonathan West has written a page with code on Creating a Table of Contents Spanning Multiple Documents

Here are some recent threads on this topic. (Each is a single line even if wrapping on your screen.)

Alternatives to Master Documents? (2001-04)

The best way to create an Index of 1000 documents? (2000-11)

Chapter numbering, appendix numbering, figure numbering and cross referencing (2000-09)

Build a TOC across several documents (2000-08)

Problem with numbering subdocuments (2000-08)

Numbering Across Multiple Documents (2000-09)


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Word 2000 - How can I keep Word from opening separately for every document?

bulletShort answer: You can't, this is a new "feature" of Word 2K and is deliberate and can't be changed. It is important to note, though that each new document does not start a new instance of Word. For the official Microsoft take on this see: 


Longer answer: There are macros that work around this.

In Office 2000 Excel & Powerpoint use the 'traditional' MDI (Multiple Documents per Program Window) interface and emulate an Word 2000's new SDI (Single Document per Window) interface via the '[x] Windows in Taskbar' setting in Tools=>Options=>View.

For Word 2000 to get an MDI emulation toggle you can use this free 3rd party 'Windows in' template that takes about 1 minute to install.

OfficeVBA Magazine article - "Fighting Desktop Pollution" by Romke Soldaat

This gives you a page from which you can download the macros needed to make the MDI optional in Word 2000, it also leads you to the article explaining those macros. You don't need to read the article to use the macros, but it makes fascinating reading.

This has been moved because the OfficeVBA Magazine site has become subscription only. It is now stored on the CompuServe forums.

According to what I've read, this interface is optional  for Word in the XP (2002) version of Office.

See also: (MVP website)

For those who like the MDI interface and wish they had it with Word 97 there is an emulator called Switchbar that does exactly that. 


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How do I use (What is) the Work menu?

The Work menu is great but is virtually undocumented and seems to be a hold-over from earlier versions of Word.

The Work Menu (as modified)The Work Menu is like a "favorites" menu and lets you list documents that you want to keep on a menu. It does not allow sub-menus of documents nor can you re-order documents (except by adding them again to the menu, in which case they move to the top of the list). Also, like a favorites menu, items in this menu are merely shortcuts to an actual document. Moving or deleting the document doesn't change the shortcut, just makes in unable to work. 

Note that like the "Recent Files" under the File menu, the Work Menu has a limit of nine documents. When you attempt to add a tenth document, it will bump the document currently at the bottom of the Work Menu.

The sample shown to the right has a few extras added in, primarily the commands at the bottom.

Note that like the "Recent Files" under the File menu, the Work Menu has a limit of nine documents. When you attempt to add a tenth document, it will bump the document currently at the bottom of the Work Menu.

a. To add the Work menu to your menus / toolbars (W97 +) *

The Customize Dialog BoxTools=>Customize

Commands (tab)

Categories: Built-In Menus (left pane)

Commands: Work (right pane)

Drag this menu where you want it. The most common choice is to put it next to Help. You can add it to your File (or any other) menu if that suits you better. Click on Close to close the Customize dialog box.

Note that this "customization" is being stored in (see "Save in:" box in Customize dialog box). You may want to store it in a "global template" instead. Whenever you customize Word's user interface (which is what you are doing here) you should know which template will be storing those customizations.

* The Work menu has been around since at least Word 3 and the steps to add a Work menu are similar in earlier versions. In at least one version I think it was even part of the default interface.

b. To add a document to the Work menu

While that (named) document is open and is the active window, Work=>Add to Work Menu.

c. To delete a document from the Work Menu (see warning)

Press Ctrl + Alt + - and your mouse pointer will turn into a thick horizontal bar (a big minus sign). Use it to select the document you want to delete and release the mouse. Your document will be gone from the Work menu.

(It will still be on your disk, though.)

d. You can add this command (Ctrl + Alt + -) to the Work menu


Commands (tab)

Categories: All Commands (left pane)

ToolsCustomizeRemoveMenuShortCut (right pane)

Drag that last mouthfull over to your Work menu. Even if you've already put documents on your Work menu, you won't see them listed. Release the mouse when you have the Command where you want it. 

If you want to shorten the command to something like: "Remove Shortcut from Any Menu", you can right-click on it and rename it. By typing an ampersand (&) before the "R" you will make that a keyboard shortcut. 

Remember that even if you delete a document from your disk, its name will still appear on your Work Menu. The Work menu is like a collection of shortcuts. However selecting it on the Work menu will just result in a message that the document can't be found.


 The Ctrl + Alt + - will remove any command from any menu.

It will do this whether you use the key combination or have it on a menu. If you mistakenly remove something from one of your menus you can restore it using the Customize command but it may be more difficult than you would expect.

 **Be warned!**

e. Further customization:

You can add the bottom two commands to your Work menu the same way. Their real names are ToolsCustomizeAddMenuShortcut and ToolsCustomizeKeyboardShortcut (or ToolsCustomizeKeyboard).

Context (right-click) menu for customizing menu commands.The menu button icons were added with the Customize dialog box open. You right-click on the menu command that you want to add a symbol to and select either Change Button Image or Edit  Button Image.

The Change selection gives you 42 icons that have no other purpose assigned to them. Since none seemed especially appropriate, I used Edit and first created the red minus sign. Minus signs and plus signs are easy, real icons are a bit tougher.

The keyboard button was formed from one of the Change icons - a calculator - by erasing the top part of the calculator.

 Give it a try!

Want something like the Work menu that creates new documents based on templates? See a Templates Menu in Microsoft Word.


(Note, a version of this page appeared as a column in the June 13, 2001, edition of All 'Bout Computers.)

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I like the Work menu but would like something that lets me draw on my usual list of templates to create new documents - not just open existing ones.

This page last revised: 24 Apr 2017 06:20 AM -0500 .

I want to be able to put my favorite templates on a list or toolbar, just like I can the styles or fonts. I tried putting them on my Work menu, but just ended up with being able to open the templates -- not create new documents from them.

The Work Menu
 The Work Menu (as modified)



bulletThings we can already do without customizing Word
bulletFile => New
bulletStart Menu Shortcuts
bulletCustomizing Word
bulletOrganize Your Templates
bulletStart a new Global Template
bulletMake a List (and check it twice!)
bulletRecord a couple of short macros
bulletRename the NewMacros module
bulletCreate a Custom Toolbar
bulletAdd your macros to a new menu on your custom toolbar
bulletRename the macros to meaningful menu commands.
bulletAdd some button images.
bulletClean up your work area.
bulletMake into a global template.

Things we can already do without customizing Word.

Before we start moving furniture (customizing Word), lets take a look at what it is that we can already do.  These two techniques for organizing and accessing templates work as well for Excel and PowerPoint as they do for Word. 

File => New

The File =>  New dialog lets us start a new document from any template that is stored in the User Templates folder or the Workgroup templates folder. These folders are further subdivided into tabbed sections (one tab per subfolder in either of the main templates folders). The File New Dialog Box

More Tab on File New Dialog Box in Microsof WordTo create a new tab, create a new folder (and put at least one template in that folder). If you end up with more folders than there is room for tabs, you will have a tab appear that simply says "More..." and will give you a list of all of your folders.

 File New Dialog showing more folders.

What appears when you use File New is a composite created by Word from the contents of up to three different locations. In Word 97-98, it is a composite of your User Templates folder and your Workgroup Templates folder. In Word 2000, 2001, 2002 it is a composite of those two folders and the built-in templates which are not in a separate folder seem to be built on-the-fly as used. The locations of these folders is set by the User and defaults to different locations under different operating system setups and different versions of Word. For more on Template folder structure and location see Template Basics at

Here, though, are a few basic concepts on template locations.

1.      If when saving a template, you make sure that the dialog box is set to save as Word template (*.dot) you will save in your user templates folder by default.

2.      You can create a new folder in that templates folder and use that new folder to hold your template. If you do this, that new folder will appear as a tab in your File New dialog.

3.      Creating a third level of folders will not help with organization. The File New dialog only recognizes the two levels, templates (or documents) stored in the templates folder and folders stored in the templates folder. The templates and documents stored in the templates folder show up under the General tab. Those stored in folders which are themselves in the templates folder show up under tabs which bear the name of the storing folder.

4.      The same process applies to saving templates in your Workgroup Templates folder except that you will have to find that templates folder using the browse button.

5.      If two folders have the same name, one being in the User Templates folder and the other in the Workgroup Templates folder, only one tab will appear in the File New dialog box. Items contained in both folders will appear under that tab.


For more on Template folder structure and placement see Template Basics at

Use Windows Shortcuts or Mac Aliases.

Both of these environments allow the use of links to templates that open a new document based on the template rather than open the template for editing. 

Start Menu containing a Templates Menu for use in Word.

This technique - adding menus to the Start Menu - is simple and straightforward. In Windows, right-click on the "Start" button and select "Open." Right-Click in the resulting window and pick New => Folder. Detail showing different folder icons in Start Menu.Give that folder any name you want; in the sample, it was named "Template Favorites." In the folder inserted in the Start Menu you can add other folders, documents or templates, shortcuts to documents, template, or folders, and more folders. 

Note the difference in the icons shown for the folders. Some show a picture with more icons over the top. These represent real folders that are in your "Start Menu" folder. Others, displayed as plain manila folders, are actually shortcuts to real folders stored elsewhere on your disk. The lines for the real folders will open to display the folders' contents. If you select one of the shortcuts to a templates folder, that will open that folder as a window on your desktop.

Also, like "favorites" if your Start menu templates folder is filled with shortcuts, that is exactly what they are - shortcuts. If you delete one, the original file is still there. If you delete or move the original file, the shortcut will remain - and give you an error message when you try to use it.

The Mac equivalent to the Windows Start menu is the Apple menu. Much the same process applies in that you can add a Mac alias to your Apple menu or an entire folder to your Apple menu. (It has been a couple of years since I have stored anything under the Apple menu. I apologize to Mac users if my memory is faulty.)

A combination of these techniques, the File New dialog box and adding to your Start menu, will probably meet your personal needs. A template reached through the Start menu will act the same way it would if you double-clicked on it in Explorer - create a new document based upon the template. If you've been reading straight through, now is a good time for a break.

Customizing Word ... 

However, if you are looking for a solution that is easily transported between work and home or that you want to share with others in your office, then you may want to look at customizing Word by adding a few macros and a menu or two. If this is your aim, get out your work clothes, put on your gloves, and we'll start moving some furniture.

Preliminary Step - Organize your Templates

The first thing you will want is to have these templates organized the way you want them. For a shared solution, we are talking about the Workgroup templates folder. We may also be talking about templates that are stored in a shared location and are outside of the Workgroup templates folder. (This is where you would put templates that you wanted to only be accessible through your menus.) You will want your co-workers to have the ability to read these files, and in the case of Workgroup templates, view the folder contents. Further, wherever you put these, if they aren't going to stay there, you are looking for a lot of extra work. (You don't want to move the piano every time someone decides to play a different CD on the stereo! Once you have a customized menu in place, moving a piano may look easy compared to moving a template.)

The shared location for these templates must appear to be the same for all users - the same mapped drive letter, or the same UNC. My preference is for the same drive letter, but that may take more regulation than your workplace can handle. The folder names must be identical (including the case of letters with some networks). For more on Template folder structure and placement see Template Basics at

Start a new Global Template

You will want to keep your menus and macros in a "global" template. Create a New Template - Word File New Dialog Box detail.If you don't already have a global template, go to File New and click "New Template" in the bottom right corner of the dialog box. Select blank document. You can use this new template to keep notes on what you have done if you want. It will not be used as the basis for new documents but as a container for your customizations. Save it using a name like "" Don't close it.

Make a List of Your Templates for Your Menus

Let's just start with three templates, named,, and They are stored on a network location that is (1) accessible to you and (2) can be made accessible to others who will be using your menus. I will assume that they are in a folder called MyTemplates inside the Workgroup templates folder. You can use these techniques to construct menus for your own templates, as well. 

Record some macros . . .

To record each macro make sure that you have your global template open on your screen as the active window. At the bottom of your screen, in about the middle of the "status line," grayed out in a little box are the letters "REC." Double-click on these and the macro recorder dialog will open up.

Microsoft Word Record Macro Dialog Box
The Record Macro Dialog Box

You will have to change the settings so that Word assigns a meaningful name to your Macro and puts it in your template. Note the use of internal upper-case letters in the Macro name. You want the dialog box to note that you want to store your macro in Documents Based On You can add an explanation of the macro if you want in the description. Click on OK or press the Enter key to return to your document and record your macro. The little macro recording toolbar will pop up. Ignore it for now but don't close it!

Create a New Document Based on

Using File New, create a new document based on Once the new document is open, click on the black box in the macro recording toolbar - not the x in the close box. Then close your new document, you don't need it anymore. Save ( but don't close it).

Record two more macros

Record two more macros named MyTemplate2NewDoc and MyTemplate3NewDoc, respectively. Follow the same steps of beginning your recording from within your global template and creating a new document using File New. Close both new documents and save You have now recorded the macros that we'll use for our menus.

Rename the Macro Module

Because custom-built menus are very sensitive to changes, we want to keep our macros somewhere other than in the "NewMacros" module that Word uses for storing recorded macros. Otherwise, all of our macros will end up jumbled together. Pick a name (again all one word) that describes this group. Then use the Organizer (Tools Customize... Organizer (button)) to rename NewMacros to your new name. For purposes of this tutorial, we'll rename it LetterForms. You want to do this before we start building our templates menu because otherwise you'll have to build your menus again after you rename the module - the menu items won't know where to find your macros.

Time for the Furniture moving - building the custom toolbar

Chas' first rule of customizing toolbars and menus: Everything goes in a custom toolbar - even if you don't want a custom toolbar!

The scene: you have Word open and the only thing open in Word is All of your other templates and your new documents that you created when recording your macros are closed. The first step is to create a "custom toolbar" that we'll name "Template Favorites Toolbar." Note that this name does have spaces in it.

Tools Customize... Toolbars (tab) New (button)
Customize Dialog Box - New Toolbar

Make sure you are saving your toolbar in 

New toolbar - stub waiting to grow!A little stub of a toolbar will appear. Don't worry, it will grow as needed! Click on the Commands tab and go way to the bottom of the categories (left) window - to New Menu. The commands window on the right will clear of everything except "New Menu." Click on this "New Menu" from the commands window and drag it to your toolbar. (You can try dragging New Menu from the categories window - I do this regularly - but it won't budge.) Right-click on your new menu and rename the menu to something creative like "&Templates Favorites" or "&Letter Forms." (The ampersand - &  - tells Word that you want to use the next letter for a keyboard shortcut.) You should now have toolbar that looks like it can really do something (even though it can't). Something like:Templates Favorites Toolbar 1

Add your macros to your toolbar

(Scene: The Customize dialog box is still on your screen, the open document is

Click on the Macros category (left window) and you will probably get to wait a minute or so while Word sorts through all the macros available. Find your macros in the commands window.

Customize dialog box - adding macros to toolbar.

 While the macros list is organized, you may have some trouble figuring out the order. The default project name is "TemplateProject." Then comes the module name and finally the macro name. Since there is no way to make the window wider, you may end up guessing to find your macros. That is OK, if you guess wrong, just drag the mistake off your menu. Drag your macros, one at a time, to your new menu. Hold the macro over the new menu until the menu opens up, then drag the macro onto the menu. When you have dragged all three to your menu you will have something like the following:

Template Favorites custom menu 2 - raw macro names.

As you can see, the menu widens to display the full (if incomprehensible) name. You can rename these menu commands by right-clicking on them while the Customize dialog box is open.

The names that I assigned were "Letter Form &1," etc. Again, the ampersand is to set a keyboard shortcut for your menu.

Add some button images

In case you want to use these as toolbar buttons, let's add some button images (something other than the default macro Lego(tm) spider). Right-click on each one, select Change Button Image, and pick a button to suit. (See Work Menu article for more on changing button images.) Click on Default Style to show the buttons on your menu (and toolbar). While holding down the Cntrl key, drag each macro command onto your toolbar (in addition to the menu).

Final Custom Toolbar

The name you used for your macros will show up as the Tool Tip text for your buttons:

Tool Tip text formed from macro name

The name we gave this macro, if you will recall, was "MyTemplate2NewDoc." Word put a space before each upper-case letter in the name when displaying the name as tool tip text. We had given the command a new name (Letter Form 2) but this does not show up in the tool tip.

Park your menu where you want it!

Remember that I said you needed to create a custom toolbar, even if you didn't want another toolbar? The reason for doing this is that customizations to the built-in menus can't be copied while custom toolbars can be copied easily. So, having built a (copyable) custom toolbar, we can use items on that toolbar to customize the built-in menus and toolbars.

With the Customize dialog box still open...

Hold the Ctrl key down while you drag your menu where you want it. Perhaps under the File menu. If you like, you can Ctrl+drag your buttons to your standard toolbar. This puts copies of your custom items on the built-in menus and toolbars. The originals remain on your custom toolbar - able to be moved.

Clean up.

Close the Customize dialog box. Close your custom toolbar (unless you want it to pop up everytime you start Word). Save and close Open a different document or create a new one (not based on Check under the file menu -- and where is your new menu that you spent all that time creating? It isn't there! We have one more step. 

Make into a global template.

A global template is one that gives resources like menus to all of your documents. To have act that way, move it into your Word Startup folder. Note that this is a different folder from the Programs Startup folder in your Start menu. It may or may not be named "Startup." This startup folder is specific to Microsoft Word. The location of your startup folder can be set by you. Otherwise its location will vary by operating system and Word version. You can find the location of your Startup folder by checking under Tools Options File Locations (tab). Once you know where it is, close Word. If none is set, you can set one (but it should NOT be your templates folder or in your templates folder).

With Word closed, move into your Startup folder.

Open Word again and take a look under the File menu. You should see your custom menu. Give it a try! All of your macros are available to you. And, since you did not store any of these customizations in your, you can share them easily. In the meantime, you have just done some major furniture moving and deserve a break! Tell someone close to you that you have been doing heavy lifting and need a back rub.

For more on moving customizations, see Moving (Sharing) Customizations in Microsoft Word. For more on global templates, see Template Basics.

This FAQ page first appeared in ABC (All 'Bout Computers) a monthly on-line magazine - take a look - subscriptions are free - and worth far more!





How can I print out a booklet?

There is an excellent article by Suzanne S. Barnhill on this on the MVP FAQ site:

See also Macros for booklet printing in Word 2000 at

You may also want to take a look at Clickbook, Fineprint and WOPR.

WOPR is Woody's Office Power Pack and can be found at This costs $49.95. You can download a trial version for free. WOPR 97 and earlier include booklet printing.

While a full version of of WOPR 2000 is included with the books Special Edition Using Office 2000 by Woody Leonhard and Ed Bott, and Special Edition Using Word 2000, WOPR 2000 does not include booklet printing.

Info on Clickbook can be found at:

FinePrint can be found at

From the FAQ editor (not on the newsgroups)

If you have Office 2000 Premium you have MS Publisher. This may be of help in booklet printing, although I haven't yet gotten it to work in a document prepared in Word and imported.



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What are some common errors that people make using Word?

a. Editing a document on a floppy disk. Don't edit documents on a floppy disk! - graphic from Woody's Lounge

Word normally stores all sorts of backup material on the disk directory of any document being edited. Even though you have plenty of room on a floppy, chances are good that you will eventually trash a document simply by using Word to edit it while it is stored on the floppy. Copy the document to your hard drive, do the editing there, and copy it back to your floppy when you are done. You can even put together a macro to do this. There is a macro built into WOPR that does this.

b. Working with paragraph markers and tab markers hidden.

Words formatting is tied into paragraphs and the actual formatting commands are located in the paragraph markers () at the end of each paragraph. Things like margins (called indents), line spacing, fonts are all there. There is a difference between five blank spaces     and a tab            even though they may look the same on your screen (if you are not displaying them) and on your paper.

c. Using master documents.

This isn't really a common error in that few people try to use Master Documents. I guess the common part of the error is in assuming that Microsoft wouldn't really put such a time bomb in their program and actually encourage people to use it!

Editing a document on a floppy can mess up that document, but if it will fit on a floppy it isnt too huge a project, maybe only a couple of hundred pages and a months work. How about the 900-page manual youve been working on for the past six months? Thats right, the one with 26 chapters, 230 figures, 53 tables, an index and two appendices, ... the one your next promotion is riding on?. That wont fit on a floppy . . . so to really mess it up, you can use the Master Document feature.

d. Not learning to use styles and templates.

If all you are doing is typing a letter or two, and you don't care a lot how it looks, you can afford to ignore styles. Otherwise, you are wasting a lot of time and energy. See John McGhie's excellent primer on styles and templates. A fine look at styles was just published by Microsoft in the Legal Users Guide to Microsoft Word. You can find this on-line at (revised).

There are a number of excellent articles on the MVP FAQ site. You can start with:

Tips & Gotchas at


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I see a macro in a newsgroup I would like to try. How do I add it to my template?

The 10 point "idiots' guide"This is a joke, son. More smiles available. to installing news group macro listings is as follows: 

Let's use the macro to update all the fields in the document as an example.


Sub UpdateAll()
Dim oStory As Range
Dim oField As Field
On Error Resume Next
For Each oStory In ActiveDocument.StoryRanges
For Each oField In oStory.Fields
Next oField
Next oStory
On Error GoTo 0
End Sub

1. Select tools/macro/macros type the macroname into the macroname window at the top of the wizard i.e. the bit after Sub and before () here UpdateAll - (no spaces in the name!)

2. In the panel directly beneath the large macro names window, pick which template or document you wish the macro to be saved in. If you select All active templates and documents the macro will be saved in This may or may not be what you want. If it isn't, change it so that it reads the template where you want to store your macro.

3. Click 'create'.

4. The macro editor will open at the correct place.

bulletThere will be an entry as follows:
Sub macroname()
' macroname Macro
' Macro created date by user
End Sub

5. Copy the complete block of code from the ng post to the clipboard.

6. Switch to the macro editor window. 

Select all the above listed block and paste the contents of the clipboard over it.

Some listings do not include the Sub ... End Sub lines. In this case, give the macro a useful descriptive name at (1) above and paste the code between the Sub and End Sub lines.

If there is code in your window in red, it probably means that your newsreader wrapped a line of code that was meant to be one line. Try deleting at the end of the line and "unwrap" the line of code. If in doubt, ask.

7. Click the 'save' icon and close the editor.

8. From Word's document screen, right click on the toolbar and select 'customize' then from the command list (left window) select macros.

9. In the macro list (right window) pick your newly created macro with the left mouse button and drag it to your toolbar and drop it where you would like it to appear. (Or drop it in an appropriate menu if you prefer). Right click on either entry and edit the name to something sensible - for a toolbar button use an abbreviation or suitable icon. You can change the display to "default" from "text only" as well.

10. Close the 'customize' wizard and the macro will be available to your documents. If you saved it in or another global template, it will be available to all of your documents. If you saved it in a template, it will be available in all documents based on that template (so long as the template is still "attached." See Template Basics for more on the various kinds of templates and how to use them.

<>>< ><<> ><<> <>>< ><<> <>>< <>>< ><<>
-- Graham Mayor <>
The five ages of man:
Lager.. Aga .. Viagra .. Saga .. Gaga
<>>< ><<> ><<> <>>< ><<> <>>< <>>< ><<>

(With suggestions from Ibby and editing by CK.)

If this isn't making sense, you may want to read  it put another way on the MVP website in the article by Dave Rado.

For more on macros follow the links at VBA Web Resources and see: The Microsoft Word MVP FAQ on VBA

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To move your macros (and custom toolbars) to a another template...

DRAFT - still in progress

Customizations in Word - Background

The customizations that you can make in Word include:

  1. Macros - recorded or written using VBA - these are kept in templates (default or documents. Unless you have a definite reason and know what you are doing, keep them in templates.
  2. AutoText entries - also kept in templates (default AutoText entries cannot be stored in documents. For more on AutoText, follow the links on the Web Resources page.
  3. Custom toolbars - also kept in templates (default or documents. As with macros, you will want to keep toolbars in templates with rare exceptions. You make these with Tools => Customize... or with VBA.
  4. Custom toolbar buttons and menu commands - really a subset of custom toolbars except includes customizations to built-in toolbars and menus.
  5. Styles - also kept in templates except that after creation documents have their own styles which are generally not updated by the styles in the document's underlying template. See Understanding Styles for more about styles.
  6. UserForms - homemade dialog boxes and wizards
  7. Keyboard shortcuts (also called keybindings) are stored in templates or documents.
  8. AutoCorrect entries - for the most part stored in separate files and very different from AutoText in construction if not in use.
  9. Your user preferences (Tools => Options) - stored in the registry's Word data key. We won't mess with the registry here.

We will first look at the customizations that are stored in templates and copying/moving them to a different template. That is: Macros, AutoText, Custom Toolbars, Keybindings and Styles. We will then look at those stored elsewhere: AutoCorrect Entries and user preferences.

Open the target template or a document based on the target template. 

I would suggest that you move the items you want to share into a global template. The simplest way is to open the template or create a new document based on the template. You will want to use a document template instead if the customizations only are used in a specific kind of document that will have its own document template. For an explanation of the distinction being made between document templates and global templates, see Template Basics.

Starting a new global template

Create a New Template - Word File New Dialog Box detail.If you don't already have a global template, go to File => New and click "New Template" in the bottom right corner of the dialog box. Select blank document. You can use this document to keep notes on what you have done if you want. Save it using a name like "" Don't close it.

Copy your Styles

Use the Organizer:

(Tools => Templates and Add-Ins... => Organizer (button) => Styles (tab)) to copy your styles to a document or document template. I recommend making the copies three times. This is so any styles based on other styles will "take." Failure to do this may mean that your styles don't transfer properly. If any of your macros apply your styles, you should copy the styles before the macros.

Copy your macros

(Tools => Templates and Add-Ins... => Organizer (button) => Macro Project Items (tab)) to copy a macro module.

Probably, the macros will be in the Macro Module "New Macros." in If you already have a Module named "New Macros" in your template, rename it "OldMacros" for now so you can copy the Module from to your template. If there are other modules in you want to copy those as well.

Then close the Organizer and save your template. Don't close the template, yet.

Use the VBA Editor (Alt+F11) to look at the New Macros module in your template (not the one in You should be able to spot the macros that you use. Delete any other macros and Ctrl+S to save your changes to the Template. If you already had macros in your template and had to rename "New Macros," double-click on that "OldMacros" module. For now, you will want to move all the macros to your new "New Macros" module. Then right-click on the "OldMacros" Module and remove it. Word will ask you if you want to export first; answer: No. With your insertion point back in the New Macros module of your template, press Ctrl+S to again save your template.

Then double click on the Module "New Macros" in and delete the macros that you transferred to your template. (Don't delete the ones that you decided you don't use, just yet, in case you were wrong about them.) Ctrl+S to save your changes to

If you have macros that are called by toolbar buttons or keybindings, the macros must be in place before you move these customizations. They must have the same name and be in a module with the same name in a project with the same name that  they were in before. i.e., the macro named MyMacro that is in a module named TrustedMacros in project named TemplateProject, will not work with a moved toolbar or keybinding unless it, and the project and module keep the same names they had when the toolbar/keybinding was created. They will run just fine if you give them new names, but your toolbars and keybindings won't be able to find them.

Save your global template. 

Copy your toolbars

If you have toolbars that you want to move, copy those as well, after you have copied any macros, styles, or AutoText that the toolbars call. Again, Styles won't do you much good in a global template. 

Save and close your global template. If this is a new template, close Word and move the global template to your Word Startup folder.

Open a new blank document. Tools => Customize => Toolbars (1st Tab) and check your custom toolbars. Right-click on the selection and rename it xxx Old Toolbar. (We are doing this before deleting it. Want to check if new toolbar works and can't really do that without changing the name.) Close the Customize dialog box.

Create a new document from your template. File => New... Check to see if your toolbars and macros function the way you want them to. Type something in the document and then close it without saving it. You should be prompted as to whether your want to save the changes made to Answer "Yes."

Assuming that your toolbars and macros function properly, you can now use Tools => Customize (this time customizing to delete "Anne's Old Toolbar." Quit Word and save your changes to

Next time, when you create a toolbar using the Customize command under the Tools menu, or Tools = Macros... to record a macro, check to make sure that it is being saved in the template that will be using it rather than in Likewise, make sure that any changes you make to that toolbar or macro get saved in the template.

This way, if you pass your template on to someone else, they will have the benefit of your toolbar and macros. Also, corrupts from time to time (even without the assistance of a virus). Rebuilding your customizations can be a real pain.

How to create copyable customizations to the built-in toolbars and menus:

Organizer will not copy customizations to built-in toolbars and menus, so you have to work around this limitation. You cannot copy customizations made directly to these toolbars or menus. The way I have used is:

I create a shadow toolbar in my global template to hold my customizations. It has a custom menu for each built-in menu or toolbar that I customize.

MyFile MyEdit MyView MyFormat, etc.

I use a separate shadow toolbar for the shortcut menus but you could put them all on one if you wanted to, it depends on how many customizations you do. I include a custom menu named Chas that has some of my favorite templates and commands. That menu is one of the main customizations of my global template and I want to be able to back it up or move it. It was designed to go on the main menu bar, but if I created it there (as I did at first) I would not be able to copy it.

I put the customizations on those custom menus on this custom toolbar first. That means using Customize to add the commands. Then, once I've added a command to the custom toolbar, I Ctrl+drag it to the built-in.

You can use custom menus as a submenus to hold the deleted items, the simplest way to do this would be to move the items from the File menu to the MyFile => Deleted Items submenu and so forth.

This isn't perfect but it makes rebuilding the customizations to the built-ins a lot less painful because the custom toolbar can be copied to another template using the organizer.

How to copy/move Userforms:

If you don't know what a userform is, chances are real good that you don't have any that you have written. It is a VBA construct - a homemade dialog box or wizard, not a piece of paper that you fill out, or an online simulation of this. If you have created and are using userforms, you probably don't need this tutorial and certainly don't need explicit instructions, so: Within the Visual Basic Editor either drag the userforms from one project to another or export the form from one project and import it into another.

Userforms can be very simple or elegantly complex. If you are doing VBA programming and not using them because you don't know how, take a look into the tutorials on the MVP website.

How to copy/move Keybindings:

These are the custom key assignments made to macros and commands. I use Chris Woodman's Add-In ShortCut Organizer, which looks and works like the regular Organizer except that it deals with keyboard shortcuts. You can download this from his ShortCut Organizer download page.


Copying Customizations not stored in templates

How to copy/move AutoCorrect entries

AutoCorrect entries are stored in *.acl files and in The files are language-specific. The best way to do this is to use the macro you can find at How can I import and export all my AutoCorrect entries, so they can be transferred to another machine? There is a macro included with Word that is supposed to do this, but it has several bugs that are fixed in this one available on the MVP website.

How to copy/backup user preferences that are stored in the Registry's Data Key.

This requires a simple macro, which you can record! Start up Word for a fresh session and record a macro called "MyUserSettings." The action to record is opening the Tools => Options dialog box and clicking on the tab for every page on that box. Then close that dialog and open the Tools => AutoCorrect dialog and do the same thing - click on each tab and then close the dialog box. This is based on instructions by Beth Melton in the article What exactly does the Data Key in the Registry store. I also include the Customize dialog box and Keyboard button from that box in this but am unsure that it actually helps. Stop recording. You now have one method to return to these settings: Just run the macro. Unfortunately, this won't save all of your user preferences, just a lot of them!

To save all of them, you can use ResEdit (Start => Run => ResEdit). Do not change anything in the Registry without (1) making a backup, and (2) having a good idea what you are doing! That is not for the faint-at-heart! I am suggesting making a specific backup of the Data Key for Word. The article by Beth Melton explains how to find the Data Key. If you right-click on it you can export it (make a copy) of your Word settings. This is a good idea because the Data Key seems to be easily corrupted. Doing this will not make any changes to the registry itself.

See Template Basics for more on templates (user and workgroup), global templates and

See also Assigning Custom Button Faces to Your Toolbar and Menu Buttons.

See Distributing Your Macros to Other Users by Jonathon West, MVP.

A version of this page appears as my September 2001 column in All 'Bout Computers. This is a free e-zine. Check it out!

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What is an MVP?

Microsoft MVP

MVP is Microsoft-ese for "Most Valuable Professional" and represents someone who has contributed much valuable information on these newsgroups. These people are all volunteers and do not work for Microsoft. The designation of MVP, though, comes from Microsoft and represents a Microsoft judgment. A website listing the Word MVPs as well as MVPs in many other categories is at:

The Word MVPs have an awesome FAQ site at: 

Click here to go to the Word MVP FAQ site.

It is far more comprehensive than this site and a work of art in its own right.


BrainBench MVP

You may also see people on the newsgroup designated as "Brainbench MVP." This is not the same thing as MVP! My experience with the advice of Brainbench MVPs is much more mixed than that of the Word MVPs. The advice of Word MVPs has been uniformly helpful and correct. That from BrainBench MVPs has seemed more mixed in value to me. (I am thinking of one in particular.)

Both designations mean someone who knows a lot about Word. However, the knowledge of Brainbench MVPs is sometimes more limited. I am not knocking these people, who are also volunteers. Nor am I knocking what it takes to become a Brainbench MVP, one qualification for which I have, passing an examination on a program at the Master level. Click on the Brainbench logo at the beginning of this page for a description of what this means.

Smile! Click to go to Smiles Page.(Both types of designation are applied to human beings who are sometimes wrong; the Word MVPs seem to be wrong less often. People (your FAQ editor for one) who are neither Microsoft MVPs nor Brainbench MVPs, are often right as well.)


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What are some posting suggestions for the Word news groups?

The first thing to remember is that nobody is paid to answer questions in the newsgroups. They all have a day job doing something else. Those who answer do so because they enjoy it. If you respect that, and try to make it easy and enjoyable for people to answer you, then all the other tips here will seem obvious. There is an excellent set of guidelines maintained by William L. Whipple on general newsgroup posting etiquette. Go to

Microsoft also has guidelines at

  1. The only stupid question is the one that you don't ask. That said, if you can search the archives to see whether your question has been answered already, you want to do so. Treat others on the news group as busy friends. Try to figure out the answer yourself before asking. . . . and then, when you can't figure it out yourself, do ask.
  2. Be polite. No one gets paid to monitor the newsgroups nor to answer questions. You are dealing with your fellow users. They don't work for Microsoft. Some of them have a great deal of expertise and you are getting it for free. Others may have little general expertise but may have experienced and solved the same problem that you are now facing. All suggestions are "as is" and without any warranties.
  3. Check to see which group is most relevant to your problem. Read the questions and answers, and see if they are on a topic similar to your question. It may even be that your question has already been asked and answered recently! If you have made an honest effort to find an appropriate group, people will do their best to answer you, even if the question is at the edge of the main subject area of the group. Thoughts of the MVPs about which news group is best for which question may be found at:

  4. Avoid posting to more than one newsgroup. It is very unusual for it to be necessary to get half the answer from each of two different groups. If you feel you *must* post your message to multiple groups, please include the names of all the groups in the header for a single message, rather than posting separate messages to each group. This makes it easier for you and everyone else to keep track of who has replied to the question. It is a real annoyance to those who answer to spend an hour on a question only to find someone has already answered it in another group.
  5. Be as specific as possible in your subject line (message header). (Saying: "Word Problem" or "Help!!!" isn't going to catch the eye of somebody who might know the answer.) Examples: "Numbering Problem," "Templates for Network," Can't install SR-1, or Error message when running spell check is much more informative and useful. However, even if that subject line says your entire question, repeat the question or problem in the body of your message. In some newsreaders (Outlook), when the message is opened, the subject line becomes very obscure.
  6. Use "plain text" not HTML or Rich Text for your messages. For some people, such messages read like code or a foreign language.
  7. If nobody answers your question, it is probably because nobody knows the answer. There is no guarantee that anyone will know the answer, though most questions do get answered. There is also no guarantee regarding response times an answer will appear when somebody who knows the answer chances to read the question. Putting URGENT into a message header is unlikely to make much difference as to when that will happen. Likewise, repeating the same question just irritates people.
  8. If a different question occurs to you, post a new topic with the new question in the subject line. Do not reply to the message you just read to do this. Most readers use news-readers that group messages by topic and if you don't change the topic (1) the person who can help you may ignore your message because they don't know anything about / aren't interested in the topic heading and (2) other users looking for help on your question later won't find your question or the answers to it.
  9. If asking for help, identify the version of Word that you are using. The Microsoft Word newsgroups address questions on 23 versions of Word, spread across eight operating systems. What are you using? It is sometimes impossible to answer unless you provide the version of Word and operating system you are using. The answers are often different depending on the versions you have. Those attempting to answer can't see your screen. 
    (... and no, don't send along screen shots!)
  10. Describe your problem as fully as possible, including where appropriate what you have tried so far when attempting to fix it. Where possible, use the terms used within Word itself to describe what is happening. Describe what you are trying to achieve overall. Sometimes people concentrate so hard on a particular way of solving the problem, that they don't notice that they are using a hammer to drive screws into the wall! If you get an error message repeat the exact error message.  
  11. Don't send attachments. This is a text-only newsgroup. If you have a file that you want others to look at or to offer to others, say so in your message. If you can post it on a website give the URL, otherwise, people who want to look at your document can e-mail you for a copy of it. (Note, many people who might answer your question automatically screen out messages that have attachments and never even see them.) If you have a macro that you have a question about, use the VBA editor and copy the VBA code into your message. (If you don't understand that last sentence, don't worry about it.)
  12. Use your real name, or at least something that looks like a real name. It seems somehow witless to start a reply by saying Hi MadDog, or whatever your chosen alias is.
  13. If your English is not very good, don't worry nobody is going to laugh at you. Do your best to explain your problem. If we have trouble understanding something, we will ask you to explain again. There are also groups dealing with Word that work in Arabic, German, Spanish, French, Hebrew, Japanese and Korean. There is also an Office group in Russian. If you are more comfortable with one of those languages, then by all means use the appropriate group. Some MVPs are bilingual, and so the same information tends to spread out across all the different language groups. 
  14. On the other hand, if English is your mother tongue, please try to remember to run the spellchecker before posting and especially, try to ensure there are no errors in your subject line.  In a long thread, especially, these can become irritating for other people.
  15. When responding, quote as much of the original message in your reply as seems needed for your reply to make sense. Some people reading your posting may not have seen the message to which you are responding. Trim away excess. This makes for quicker downloads.
  16. Post your responses to the newsgroup if you are answering a problem. Many people other than the person who asked the question will read your response and learn from it. Newsgroups work well because everybody can see all the information. Please do not email questions directly to people you see on the newsgroup. With 300 million copies of Word out there, we have to limit the amount of time we spend on this. Some MVPs simply will not answer emails about Word at all if they did, they would never get any work done! Others charge for email replies.
  17. MVPs and others answering questions on the newsgroups are not Microsoft employees. Microsoft staff do not answer questions in the Word newsgroups. If you want a direct response from Microsoft, then go to the support pages on the Microsoft web site, and look up the support options there. You may have to pay. If you think Microsoft has done something with Word that is particularly stupid, don't blame the others on the newsgroup, we didn't do it! In fact, we may well agree with you. Unfortunately, we have no more power than you to get Microsoft to change it. If you want to suggest that they change Word in some way, write to and include Word in the title of your message. The MVPs have been promised that real people do read the messages mailed there, and that they pass the more coherent ideas along to the relevant product groups.
  18. When you get help, say "Thank you. (see b above)


(Charles Kenyon, the host of this FAQ is not an MVP just another user trying to sort things out.)

See web resources for a listing of news groups.

Much of the text on here was lifted verbatim from the MVP website so as to be consistent between the FAQs.

Newsgroup Jargon



Return to Questions List

Downloads Page



Where can I find more information on the Web? - Links


 Other (more extensive) FAQ pages, MVP web sites, and other sources of information:


    1. Joint collaborative effort of the Word MVPs - the MVP FAQ
    2. MVP Individual Websites
    3. Another listing about MVPs and their websites
    4. Templates
    5. Tutorials
    6. Mail Merge
    7. Word Fields
    8. Word Forms
    9. Styles in Microsoft Word
    10. AutoText - AutoCorrect - AutoFormat - AutoFormat as you Type
    11. Word Perfect and Word
    12. Word Tips
    13. Legal Users' Guide
    14. Payne Consulting Group
    15. Document Recovery Services
    16. Brainbench Certification and Testing
    17. Newsletters
    18. WOPR - Woody's Office Watch
    19. News Groups
    20. Microsoft Corporation
    21. Service Releases
    22. Books about Microsoft Word and VBA
    23. VBA (Visual Basic for Applications) (macros)
    24. Misc. - Easter Eggs anyone?
    25. Information about this FAQ

Links to the collaborative effort of the Word MVPs

Click here to go to the Word MVP FAQ site.
Truly awesome!

FAQ and tutorials

General Word Issues

Formatting and Layout

Drawing and Graphics



Tables, Fields and Forms

Application Errors 

Word for the Macintosh

Customization (customisation)

Macros and VBA (Visual Basic for Applications)

(Note: Userforms are not document or template forms  
in Word, they are custom dialog boxes that use VBA.)

Office Inter-Development

MVP site Tutorials

What's New?

MVP Downloads Page

The following link gives you a listing (no links) of the URLs of all pages in the MVP FAQ:

MVP Websites:

  Listing about MVPs and their websites:

Suzanne S. Barnhill
Brian Beam
Bob Buckland
David Candy
Serenity Macros - great tips & downloads - Word Mouse Tips - 14 pgs
Dian Chapman (formerly Dian Chesney)
Greg Chapman 
Bill Coan
VBA (Beginner - Advance), Templates, "How Word Differs from WordPerfect"
          Excellent template (dataprompter) available for download
          Boilerplate organization template available
Beej Goodwin
Graham Mayor
Cindy Meister
         See below for a list of some of her articles.
Will Rickards
Herb Tyson
Yisrael van Handel
          Tech-Tav workaround for Master Documents
Jeff Vandervoort
Jonathan West
           MultiLinker - Automated generation of hyperlinks in
           Conversion to PDF & HTML

           Word FAQs at 

Flying Pillcrow (paragraph mark) - trademark of ADD Balance Word websitesReturn to Frequently Asked Questions List

Return to Web Resources for Microsoft Word ContentsFlying Pillcrow (paragraph mark) - trademark of ADD Balance Word websites

Go to Microsoft Word Downloads page

Go to Intermediate Users' Guide to Microsoft Word




(Two sections: About Templates - Templates for Download or Purchase)

About Templates:

  Listing about MVPs and their websites:



(Two sections: About Templates - Templates for Download or Purchase)

About Templates:

bulletTemplate Basics - What is a template? User Templates, Workgroup
Templates, Global Templates, Tabs for File => New
bulletCreate a Template Part 1 - Suzanne S. Barnhill, MVP
bulletCreate a Template Part 2 - John McGhie, MVP
bulletWhat Do Templates and Add-Ins Store? by Dave Rado, MVP
bulletMicrosoft Word Templates by John C. Hill - a class handout at 
University of Virgina - a basic starting place 
- introduction to templates
bulletAchieve a Uniform Look With Ease Using Microsoft Word Templates
by Eric H. Steele (ABA)
bulletKeystroke Shortcuts by Bob Blacksberg
bulletKeyboard Shortcut Organizer - free utility
bulletMicrosoft Word Support - Modifying Templates, Customizing
Toolbars and Menus, Watermarks
bulletTemplate Manager - commercial product for managing templates 
in networked environment
bulletWord Documents and Templates by Bill Coan, MVP


Templates for Download or Purchase:

bullet(don't forget the MVP listing)
bullet(don't forget the Downloads on this site)


Word 97:


Word 2000:


contributed by Martin

APA Template - American Psychological Association Format

Microsoft Template Gallery Page (thanks to Suzanne S. Barnhill for link)

CD Jewel Case template - plain paper

US Postal Service Priority Mail Label (#228) - nothing fancy 10K


Basic Letterhead template - using user properties, styles,
different headers and footers, and styleref fields.

Letterhead System 

(one line)

Medicare (Cardiology) - commercial
(one line)

Microsoft Templates listed above under Microsoft

Templates for sale - free trial versions

NASA Report templates 

Thesis Tutorial and template

 (one line)


Squibb Planning Book #8 Lesson Plan:
 (one line)

Business Templates (Okidata download)

(right-click to download target)

See also: KMT commercial add-ins (OfficeReady)

Business Cards

Downloads Two different formats using document property fields
to hold information and styles for formatting. 
One is three-part with graphic, other is straight text.

VA Forms 

Personality Enhancement Templates?
  (one line)

Strategic Planning Templates (university?) 

Legal Templates

bulletFederal Court
bulletPublic Defender Payment Voucher  
- (Wisconsin) Summary cover sheet with five time sheets. 
Extensive use of tables, cross-references, calculated fields. 
Public Defender Transcript Request Form  
- (Wisconsin) (based on printed form - wild layout of fields 
using tables, some use of bookmarks, use of exit macros to 
control tab order. 
bulletFindLaw Forms Collections and Forms Indexes - many free, 
some commercial, some Word format, most PDF


Navy Contracts? 


Flying Pillcrow (paragraph mark) - trademark of ADD Balance Word websitesReturn to Frequently Asked Questions List

Return to Web Resources for Microsoft Word ContentsFlying Pillcrow (paragraph mark) - trademark of ADD Balance Word websites

Go to Microsoft Word Downloads page

Go to Intermediate Users' Guide to Microsoft Word




On this site:

bulletIntermediate User's Guide to Microsoft Word  
(a supplemented version of Microsoft's Legal Users' Guide) -
Multiple tutorials with extensive internal and external links. 
bulletAsk Fields - Two three-page tutorials using ASK fields with
bookmarks that are referenced by REF fields. Also uses FillIn
fields to show the differences.  One tutorial is a template, the
other is a document. Contains macros that update REF fields
in headers and footers. Contains macros that update only
certain types of fields.
bulletAutoText Sampler - Creating menus of AutoText entries - one page
bulletAutoText Inserter Code Sampler - a template with code to
insert AutoText from a global template
bulletCheckbox Add-In - Lets you put active checkboxes in your
documents without protecting them as forms! Designed as a
tutorial with macros that you can read. Combines use of
AutoText, MacroButton Fields, and macros to achieve clickable
You can use this as an Add-In and give this capability to all your
documents or copy the components to your other templates for
use in individual documents. Now with a ?/Y/N Toggle as well.
bulletLetterhead - This is a system for self-updating letter forms. Letterhead System - click to download
The idea is to have letterhead components stored in
one location and have letter forms reference that location
when used so that form letters will have the latest
letterhead information. If you are generating your
letterhead on the computer or if your letter forms need to
accommodate pre-printed letterhead, you should look at this!
Even if you don't use the system itself, it should give you good ideas. Use with the ...
bulletLetterhead Textbox and Styles Tutorial - Two-page tutorial that
demonstrates use of textboxes to change margins and reserve
space for preprinted letterhead, use of styles and features of styles
such as "based on" and "style for following paragraph", different
first page headers, and using the StyleRef field to pick up
information from the body of the letter for the continuation-page
bulletUsing Styles in Letterhead and in Headers and Footers by
Charles Kenyon
bulletEnvelope Tutorial - Put a graphic (or two) on your envelopes
using the EnvelopeExtra1 and EnvelopeExtra2 AutoText entries.
bulletIncludeText Field Tutorial - Ten-page tutorial with three documents
demonstrating how to use the IncludeText Field with bookmarks.
Shows interaction of styles and how to use a hidden Page field in
one document to get continuous page numbering of separate
documents - three methods shown for hiding the Page field!
Also demonstrates weird interaction of headers and footers in
source document.
bulletNested Tables samples shows differences between Word 97 and
Word 2000 tables and how they act when translated from
Word 2000 to Word 97 - and what to do about it. How to get
pseudo-nested tables in Word 97.
bulletUser Forms - one page showing a basic UserForm that verifies
entries and uses bookmarks for insertion of the information
gathered by the UserForm in the document. Just to make things
a bit more confusing, this is in the context of a protected form.
(a/k/a Bookmarks and Fields Sampler) - REF and IF fields in a
Locked Form. (Yes, this tutorial uses both a UserForm and a
protected "online" form.)
bulletLegal Toolbars - Based on a toolbar described in
Word 97 for Law Firms & Word 2000 for Law Firms
- Includes date field menu that inserts various date fields using
AutoText entries. Example of how you can build custom toolbars
to meet your needs, and useful as-is.
bulletWeb Toolbar Handler - VBA code for enabling / disabling toolbar.
Use as an Add-In or copy code and toolbar to your own global
template. Disables Web toolbar and provides menu command
for you to view the toolbar when you want to.
bulletBasic Formatting in Microsoft Word - One of the tutorials in the
Intermediate Users' Guide
bulletUnderstanding Styles - Styles are at the heart of how Word
handles formatting. If you don't understand styles, you'll be
fighting with Word when it could be helping you. One of the
tutorials in the Intermediate Users' Guide
bulletTemplate Basics in Microsoft Word -, document
templates, global templates, user templates, workgroup templates,
and global templates, what are they? Where are they kept / found?
How do you change the tabs under File New? - One of the tutorials
in the Intermediate Users' Guide - not found anywhere else!
bulletComplex Documents in Microsoft Word - Tables of Contents,
Footnotes, Cross-References, Indices, Tables of Authorities - 
One of the tutorials in the Intermediate Users' Guide
bulletHeaders and Footers, Sections and Section Breaks - Page
 numbering, changing to a landscape page in the middle of a
document, columns - Letterhead - One of the tutorials in the
Intermediate Users' Guide
bulletAutomatic Numbering in Microsoft Word (primarily paragraph
numbering) -  One of the tutorials in the Intermediate Users' Guide
bulletTracking Changes in Microsoft Word - Track Changes, Compare
Documents, Versions, Collaboration tools - One of the tutorials
in the Intermediate Users' Guide
bulletTroubleshooting Microsoft Word Document Problems - One of the
tutorials in the Intermediate Users' Guide
bulletDocument Corruption of Microsoft Word Documents
- What causes it? How to repair / recover from?
- One of the tutorials in the Intermediate Users' Guide

Advanced Word Processing Topics

The MVP FAQ site: 

Don't forget the individual sites of the MVPs

VBA tutorials listed above

Calculations in Word Tables

Teaching Computers to Children - Microsoft Word 

Creating Mathematics Using Microsoft Word
- tutorial on equation editor 

Keyboard Shortcuts

Tips for Using the Resume Wizard 

Using Styles In Microsoft Word 97 

Page Formatting in Microsoft Word 97 

Beginners Guide to Word 2000 

Beginners Guide to Word 97 

Thesis Tutorial and template 



Easter eggs - play pinball with Word 97


Microsoft KnowledgeBase Articles on linking and UNC (universal naming convention) and mapped network drives
(link is to KnowledgeBase search which returned 48 links last time run)


Word Fields and Mail Merge (see also Forms)

bulletMicrosoft Support - Fields Reference - this is a great place to get a
handle on fields or find a field. Organized by category and by field.
bulletMicrosoft Support - Fields Switches 
bulletThe mailmerge.fields newsgroup on the Microsoft news server.
bulletMVP FAQ index Fields
bulletFields Revealed by Sherry Kappel of Microsystems.
bullet Formatting Word Fields with switches by Graham Mayor, MVP
bulletHow to hide a "Print" command button on a Form so that it
doesn't print by Ibby 
bulletMicrosoft MailMerge Resource Center - MS site
bulletCindy Meister's Articles from Office Developer (now OfficeVBA)
bulletWord Fields Part I : Automate Word Documents With Minimum
bulletWord Fields Part II : Numbering Conundrums **
bulletWord Fields Part III : Using Events to Push the Envelope
(Includes Index Hyperlinks!) **
bullet Mail Merge - Part I - Introduction and Data Integration
bulletMail Merge - Part II - Employing Word's Field and Formatting Capabilities
bulletBeyond Mail Merge - Alternatives to Word's Built-in Feature **

** These articles are on a subscribers'-only site. However, you can sign up for a free issue and get 30 days on-line privileges.

bullet Mail Merge FAQ - MVP site
bullet Mail Merge Labels with Word XP by Graham Mayor, MVP
Convert Labels into a Data Source by Graham Mayor, MVP
bullet Express Mailmerges in Word 2002 by Suzanne Barnhill, MVP
bulletHow to Create A Mail Merge by Beth Melton, MVP and
Dave Rado, MVP 
bulletMaking Your MailMerge Intelligent using IF Fields
by Dave Rado, MVP
bulletTurning Word into a Pseudo-Database Using Mail Merge
Query Options by Dave Rado, MVP
bulletHow to do a mail merge to the printer using VBA, without
displaying the Print dialog by Ibby, MVP
bulletMicrosoft Webcast - MailMerge Basics - 45 minutes
bulletMicrosoft Webcast - Intermediate MailMerge - 45 minutes
bulletWorking With Field Codes - Cindy Meister (part of her FAQ
on Mail Merge) possibly included in her series of articles
above - haven't analyzed
bulletPage X of Y bugs and Workarounds
bulletHow to Control Page Numbering in a Word Document
by Bill Coan, MVP. Using Fields for Page Numbering
- Much more Control - and see also...
bulletHow to insert the filename and path on the last page of a
document, such that it will be updated automatically if the
filename or path changes by Bill Coan, MVP.
bulletKeyboard shortcuts for manipulating fields and dates
by Charles Kenyon
bulletCustomizing Your Table of Contents with Switches
by Suzanne S. Barnhill, MVP.
bulletThe {=} Field - Formula Field - Documentation on MS site 
bulletMacroButton Fields - not just for macros anymore!
by Charles Kenyon
bulletUsing MacroButton Fields by Graham Mayor, Jonathan West
and Hak-lok NG
bulletUsing {MacroButton} fields to insert information from the
Outlook Address Book into documents such as letters
by Graham Mayor, MVP
bulletUsing Addin Fields by Hak-lok NG - this is virtually the only
documentation available for these fields which accept / hold
data which is not visible to the user (like document variables)
- they can only be set or read using VBA
bulletStyleRef Field Tutorial - two-page download
bulletUsing Styles in Letterhead and in Headers and Footers
by Charles Kenyon - StyleRef field
bulletLetterhead Textboxes and Styles Tutorial - two page download demonstrating StyleRef and Author fields, among other things
bulletIncludeText Field Tutorial - Ten-page, three-document tutorial
with IncludeText links demonstrating switches, interaction of
styles, and use of hidden Page field for continuous page numbering
of separate documents. Also demonstrates the weird behavior of
headers / footers in source document.
bulletMacro to replicate contents of a CheckBox formfield in place of
REF } field - download the Checkboxes Tutorial
bulletMacro to update all fields in a document, including those in
headers and footers.
bulletMicrosoft Knowledge Base: 
bulletUsing the {ASK} Field Inside an {IF} Field - Article Q211664
bulletWhich Fields get Automatically Updated - and When
- Article 89953
bulletHow to Create Two Page Numbering Schemes In One
Document - Article 212313
bullet {ASK} fields and {FILLIN} fields - double prompts. You
are asked twice to answer each field. See the Microsoft
Knowledge Base Articles Q238978 and Q164547.
bulletWhat happens to field results when you save as text?
Article Q211688.
bulletHow to Create an Automated Form with Fill-In Fields.
Articles Q238275 and Q142213
bulletQ95133 WD: How to Create a Checked/Blank Check Box
Using FILLIN Fields
bulletDate Fields - Calculated - Advanced
bulletChris Woodman:
 Temporary link to download file
bulletHow do I insert a date? Why does it (not) change when I open
the document?
bulletCalculated Dates:

{ QUOTE "{ SET " Delay" "14" }
  SET "DaysInMonth" { IF { CreateDate \@ "MM" } <> 2
  = ROUND(30.575*
{ CreateDate \@ "MM" },0)-
{ = { CreateDate \@ "MM" } -1 },0) }
  IF {  = MOD( { CreateDate \@"yy" } , 4 ) } > 0 "28" "29" } } }
SET "NextMonth" {  IF {  CreateDate \@ "MM" } = 12 "1/97" 
{ = {  CreateDate \@ "MM" } + 1 }/97 } }
  IF {   = {  REF "Delay" } + { CreateDate \@ "dd" } } <= { REF"DaysInMonth" }
CreateDate \@ "MMMM { = {  REF "Delay" } + { CreateDate \@ "dd" } }, yyyy"}{ QUOTE { NextMonth \@ "MMMM"
{ REF "Delay" } + { CreateDate \@ "dd" } - { REF"DaysInMonth" } }
IF { CreateDate \@ "MM" } <> 12 { CreateDate \@ "yyyy" }
CreateDate \@ "{ = 1 + { CreateDate \@ "yyyy" } \# "xxxx" }" } } } }" }

The colors in the sample field above represent my attempt to match field delimiters and show nesting of fields. Line breaks have been added for clarity and should not be a part of the actual field. I added these modifications help illustrate what the field looks like. Those fields shown in green contain no nested fields but may contain references to bookmark values set by other fields.  Do not try to copy the field from this page; instead you can download a document containing the actual field if you want.

bulletHow to Add Pop-Up Lists to Any Word Document So You Can Click
Your Way Through Changes in Seconds (or how to use the
AutoTextList field) by Bill Coan, MVP.
bulletCheckboxes Tutorial - Add-In - Examines different kinds of
checkboxes, allows putting active checkboxes in a document /
template that is not protected for forms.
bulletSample Forms
bulletPublic Defender Payment Voucher - Summary cover sheet
with five time sheets. Extensive use of tables, cross-references, calculated fields. (zip format)
bulletPublic Defender Transcript Request Form (based on printed
form - wild layout of fields using tables, some use of
bookmarks, use of exit macros to control tab order. (zip format)
bulletSample Templates using fields
bulletASK fields sample form Two-Page tutorial uses ASK field in conjunction with bookmarks and
REF fields. Latest version also has FILLIN fields
for comparison.
bulletUserForm sample Tutorial with open code. UserForm,
bookmarks & cross-references
bulletGender toolbar Add-In - use of calculated fields based on document property. Fields are
inserted using AutoText from a menu.
bulletCheckBox Global Template - Active Checkbox fields that work without a protected form.
Open VBA code.
bulletLetterhead System - uses bookmarks and date fields
bulletLetterhead - Textboxes and Styles tutorial - StyleRef field used to copy information from
address and reference lines to continuation
bulletLegal Toolbars - date fields stored as AutoText entries available on drop-down menu


Word Forms (see also Fields)

Note that Word uses the term "Form" to mean a document in which only selected portion(s) of the document can be edited.
Word Forms are created using the Forms Toolbar. The rest of the
world uses form to mean what Microsoft calls a template. Also,
the issue is confused by the term "UserForm" which has little
to do with what any non-programmer thinks of as a form but
which are called forms by programmers. A UserForm is a VBA
construct for giving the user information and getting information
from the user, a custom dialog box.

When you say "form" you may also be talking about a "Template"
which is what Word uses to produce new documents based on a
sample. See Template Basics for more on that (extensive) subject.

To get information from Word help about Word's forms, use the
terms "online form" with the Office Assistant or in a search of

The following links are about the Word kind of Form as well as
about creation of paper forms.

bulletPlease Fill Out This Form
- series of articles by Dian D. Chapman, MVP
- This series is one of the best places to start learning about forms
- and a place to return for a refresher when something has you stumped!
bulletPlease Fill Out This Form 1 - Creating a Form
bulletPlease Fill Out This Form 2  - Automating the Form
bulletPlease Fill Out This Form 3  - how to create a form that uses message boxes to inform users and input boxes to request specific information
bulletPlease Fill Out This Form 4 - Custom dialog boxes (userforms) to assist with filling in / using a form - beyond the message and input boxes
bulletPlease Fill Out This Form 5  - Connect your AutoForm to a database to save input time and keep better records!
bulletFrom Word to ... (Getting Data out of Word, esp. Word Forms) by Cindy Meister, MVP (Advanced)
bulletCreating Automated Forms Using VBA by Greg B. Chapman, MVP
bulletHow to best create fill-in-the-blank lines on a form,
Suzanne S. Barnhill, MVP, and David Rado, MVP
bulletForms FAQ by Cindy Meister, MVP
bulletHow to change the behaviour of Word's document protection, so users formfields don't get reset when they unprotect and reprotect by Ibby and Geoff Whitfield
bulletHow to enable the spell-checker in a protected document, Dave Rado, et al.
bulletHow to hide a "Print" command button on a Form so that it doesn't print by Ibby
bulletBookmarks and Fields Sampler by Joseph Freedman with additions from Charles Kenyon
bulletHow to validate the contents of a Word Form field
by Dave Rado, MVP
bullet How to Check for an Uncompleted Form Field (validate a field) by Graham Mayor, MVP.
bulletHow to set the "tab order" of a Word Form by Dave Rado, MVP and Mark Tangard
bulletThe best way to select a form field using VBA by Mark Tangard
bulletHow to find the name of the current formfield by Astrid Zeelenberg
bulletMaking groups of Check Box Form Fields mutually exclusive (so that they behave like radio buttons) by Ibby
bulletTab Key behavior in Protected Forms by Geoff Whitfield - making the tab key go to next form field in the unprotected part of a form
bulletMicrosoft Knowledge Base (Note, even though they have a version key, most of these apply to any version of Word.)
bulletQ212328 WD2000: How to Create an Online Form Using Form Fields
bulletQ212378 WD2000: How to Control the Tabbing Order in a Form
bulletQ187985: How to change the action of the Enter key in forms 
bulletQ212101 WD2000: Ampersand Is Displayed Incorrectly in Drop-Down List Box
bulletQ212080 WD2000: Length of Form Field Expands or Contracts, Affects Alignment
bulletQ212356 WD2000: How to Update Fields in a Protected Form
bulletQ212540 WD2000: How to Create Mutually Exclusive Check Boxes by Using a Macro
bulletQ95133 WD: How to Create a Checked/Blank Check Box Using FILLIN Fields
bulletQ264060 WD2000: Forms Protection Is Lost When You Insert Form into Another Document (How to unprotect a password-protected form)
bulletQ191027 WD2000: Preserving Text When Re-protecting a Form Without Macros
bulletQ191028 WD2000: How to Retain Information Typed into a Form Field When You Protect a Form


bulletMicrosoft Support - Forms 
bulletCheckboxes Tutorial - Add-In - Examines different kinds of checkboxes, allows putting active checkboxes in a document / template that is not protected for forms.
bulletMacro to replicate contents of a CheckBox formfield in place of REF field - download the Checkboxes Tutorial
bulletEnable a user to change a "Y" to an "N" and back by double-clicking
- by Bill Coan, MVP
bulletWhy Does the Appearance (or layout) of My
Document Change When I Open It On a Different
Machine? Suzanne S. Barnhill, MVP
bulletMVP FAQ index Fields
bulletUsing a MacroButton Field to Emulate a
in a Protected Form by Charles Kenyon
bulletUsing Hyperlinks in Protected Forms
by Cindy Meister and Dave Rado
bullet How to insert the filename and path on the last
page of a document, such that it will be updated
automatically if the filename or path changes
by Bill Coan, MVP.
bulletSample Forms 
bulletPublic Defender Payment Voucher - Summary cover sheet with five time sheets. Extensive use
of tables, cross-references, calculated fields. (download in zip format)
bulletPublic Defender Transcript Request Form (based
on printed form - wild layout of fields using
tables, some use of bookmarks, use of exit
macros to control tab order. 
(download in zip format)



AutoText - AutoCorrect - AutoFormat - AutoFormat As You Type

bulletAutoText Sampler - tutorial showing Autotext use in dropdowns and menus
bulletAutoText Inserter Code Sampler - a template with code to insert AutoText from a global template
bulletHow to Add Pop-Up Lists to Any Word Document So You Can Click Your Way Through Changes in Seconds (or how to use the AutoTextList field) by Bill Coan, MVP.
bulletMicrosoft Word's Three Autos by Ernest Schaal (ABA)
bulletHow can I import and export all my AutoCorrect entries, so they can be transferred to another machine?
bulletTaming AutoFormat as You Type: Word is always making changes I don't expect. How can I get more control over my formatting? by Suzanne S. Barnhill, MVP, and Dave Rado, MVP.
bulletMicrosoft Knowledge Base: Turning Off Autocorrect Features (Q212339)
bulletWhat Just Happened? Changes Word 97/2000 Makes As You Type (Microsoft)
bulletAutotext Design & Strategies, and Autotext Management by Bob Blacksberg
bulletEnvelope Tutorial - Put a graphic (or two) on your envelopes using the EnvelopeExtra1 and EnvelopeExtra2 AutoText entries.
bulletMacroButton Fields in AutoText by Charles Kenyon
bulletAutoCorrect/AutoText Tips
bullet How to Turn Off Word's AutoFormat Features - Microsoft site
bulletAutoText and AutoCorrect by Charles Kenyon

bulletLetterhead Textboxes and Styles Tutorial - two-page template download that demonstrates use of 
bulletThe AutoText list restricted by styles for the salutation and closing.
bulletTextboxes in headers and footers to reserve space for preprinted letterhead
bulletStyles that are based on each other and use the style for following paragraph feature
bulletUse of the StyleRef field to insert information from the body of a letter into the continuation page headers automatically
bulletInsertion of a date automatically that will not change when you open the document at a later date
bulletInsertion of the typist's name as signer automatically by accessing the Author document property field.



 VBA (Visual Basic for Applications, programming Word)


MVPs' FAQ site: Getting to Grips with VBA Basics in 15 Minutes


VBA FAQ - directory page - tremendous resource! Click here to go to the Word MVP FAQ site.


Microsoft On-Line References

bullet Frequently Asked VBA Questions
bullet Microsoft Office 2000/Visual Basic Programmer's
bullet Programming Concepts
bullet Coding Techniques and Programming Practices
(not specific to VBA)
bullet Using a Naming Convention and Hungarian
bullet Creating Add-ins in Microsoft Word 97 (or later)
bullet Storing Values When a Macro Ends
bullet Retrieving and Setting System Information
bullet Creating Dynamic Data Structures Using
Class Modules
bullet Using ActiveX Controls in Word Documents
bullet Working With Dates and Times
bullet Event Sequences in Microsoft Word
bullet Working With Microsoft Word Objects
bullet Understanding Objects, Properties and Methods
bullet Converting Word 97 Macros to Word 2000


bulletThe art of defensive programming
by Jonathon West, MVP
bulletBill Coan's:
bulletMalcolm Smith's:
How to Create a Simple Template with a User Form
bulletVBA Code Cleaner - cut down code bloat in your files
- Payne Consulting
- Authors of Word 97/2000/XP for Law Firms
bulletIntroduction to the Visual Basic Editor - Baarns
bulletVBA Tutor - an online (or downloadable tutorial
- short lessons) good starting place
bulletHoward Kaikow's:
(also info on viruses and on books)
bulletAutomatic Numbering in Word Documents
bulletHow to look at macro source code
(without triggering any macros)
bulletHow to rebuild a template
bulletMacro recording is unreliable and not a
good way to learn VBA
bulletWord VBA Books
bulletChris Rae's VBA Pages:
bulletReddick Naming and Coding Conventions
bulletVBA Naming Conventions
bulletVBA Coding Conventions
bulletMicrosoft Office Developer Magazine site:
bulletStephen Bullen's Excel home page (much of code
works in Word or is easily adaptable to Word)
including automatically resizing userforms.
bulletChris Greaves, Inc. VBA Utilities
bulletControlling the Printer from Word VBA
by Jonathon West, MVP
bullet Deploy Your Word Macros From a Central Location
bulletMicrosoft Knowledge Base - VBA:

(This has to be all on one line in your browser
address. To restrict to a specific version of Word,
change "kbword" to "kbword97" or "kbword2000"
or "kbword2002." This is done to the search term
"kbwordsearch" as well, i.e.: "kbword97search.")
bulletMicrosoft Knowledge Base Article Q226118:
Programming Resources for Visual Basic for Applications
bulletDon't forget the Microsoft peer-to-peer support
bulletWoody's Lounge - VB/VBA Board - like a newsgroup
except uses Web browser
bulletAutoText Inserter Code Sampler - a template with
code to insert AutoText from a global template
bulletExpert Approaches to VBA (Written for Access but
many sound principles)
bulletMacroButton Fields - not just for macros anymore!
bulletWorking with Bookmarks in VBA by Ibby
bulletWord97 Constants Listing - grouped


User Forms - 

bulletMVPs' FAQ site: How to create a UserForm  by Doug Robbins and  
bullet User Forms FAQ - directory page
bulletUserform, bookmarks and Fields Sampler
- Tutorial by Joseph Freedman


Styles in Microsoft Word

bulletUnderstanding Styles in Microsoft Word (rest of links here come from this document) This is a chapter on using styles.
bullet Tips for Understanding Styles in Word 2002 by Shauna Kelly, MVP
bulletTo Style or Not to Style by Microsystems Engineering
bulletStyles in a Networked Environment - newsgroup discussion
bulletCreate a Template Part 2, John McGhie, MVP.
bulletWhat Happens When Styles in a Template and Document Don't Match? (Microsoft)
bulletQuickly Reorganize Long Documents Using Outline View (Microsoft)
bulletTemplate Basics in Microsoft Word
bullet The Seven Laws of Styles by Bob Blacksberg
bullet Use No Empty Paragraphs by Bob Blacksberg
bullet Typing: Get Over It! by Bob Blacksberg
bullet (Keyboard) Shortcuts to Styles by Bob Blacksberg
bulletWhat is the difference between the normal style and the Body Text style?
bulletLetterhead System - styles used to format letters and letterhead
bulletAutoText Sampler - styles used to organize AutoText - see also How to add pop-up lists to any Word document
bulletUsing Styles in Letterhead and in Headers and Footers by Charles Kenyon
bulletNewsgroup discussion of where styles live and style inheritance - starts with message 8 posted by Howard Kaikow - worth the read
bulletLetterhead Textboxes and Styles Tutorial
- demonstrates use of styles "based on" other styles,
style for following paragraph, and StyleRef field
bulletGetting Started With Styles by Dian Chapman, MVP
bulletA Global StyleSheet in Microsoft Word? by Charles Kyle Kenyon
bullet(Advanced) How to safely update a document's styles from its template without using the Organizer (and how to make the Tools + Templates and Add-ins dialog safe) by Dave Rado,
Margaret Aldis, Ian Sharpe and Beth Melton.
bulletHow to Apply a Style in Microsoft Word by Shauna Kelly
bulletHow to Modify a Style in Microsoft Word by Shauna Kelly
bulletHow Styles in Word Cascade by Shauna Kelly
bullet Formatting applied to one paragraph affects entire document
by Suzanne S. Barnhill, MVP
bulletWhy Does Text Change Format When I Copy It Into a Different Document? by Shauna Kelly
bullet Styles DropDown Keyboard Access Add-In - (For Word 2002+) Simple Add-In to give keyboard (Ctrl+Shift+S) access to the Styles DropDown in the Formatting Toolbar
bulletStyles Dialog Box Add-In - (For Word 2003+) Simple Add-In to give menu access to the Styles Dialog Box

Converting from Word Perfect to Word

Word for Word Perfect Users (This FAQ)
(above is one line)

Flying Pillcrow (paragraph mark) - trademark of ADD Balance Word websitesReturn to Frequently Asked Questions List

Return to Web Resources for Microsoft Word ContentsFlying Pillcrow (paragraph mark) - trademark of ADD Balance Word websites

Go to Microsoft Word Downloads page

Go to Intermediate Users' Guide to Microsoft Word


Word Tips



Legal Users

bulletIntermediate Users' Guide to Microsoft Word (Microsoft
Word Legal Users' Guide - supplemented) :
bulletBasic Formatting
bulletLegal Numbering
bulletUnderstanding Styles
bulletSections, Section Breaks, and Headers-Footers
bulletComplex Legal Documents
bulletTables in the Legal Environment
bulletTrack Changes
bulletTemplate Basics
bulletDocument Corruption
bulletThird-Party Vendors Directory


See also:

Payne Consulting Group (esp. law offices)

Click here for more information about the book at Click here for more information about the book at Click here for more information about the book at

Flying Pillcrow (paragraph mark) - trademark of ADD Balance Word websitesReturn to Frequently Asked Questions List

Return to Web Resources for Microsoft Word ContentsFlying Pillcrow (paragraph mark) - trademark of ADD Balance Word websites

Go to Microsoft Word Downloads page

Go to Intermediate Users' Guide to Microsoft Word



Document Recovery Services Word Recovery for corrupted documents, 
Excel Recovery for damaged spreadsheets! 


BrainBench Certification and Testing

BrainBench is a commercial site that offers certification testing in a number of areas, including various computer programs. Many of the certification tests are free. They make money by selling courses that can assist someone in taking the tests (and presumably in using the software).

BrainBench has its own MVP program and their MVPs sometimes contribute on the Microsoft newsgroups with the tag-line BrainBench MVP. This is a status which is applied for and requires a contribution to their user forums as well as a very high test score and impressive resume. The MVP designation used in the Microsoft newsgroups is based on long-term helpful contributions in the Microsoft peer-to-peer support newsgroups. The Microsoft MVPs are not Microsoft employees but rather volunteers who have considerable expertise.


Newsletters (free e-mail)

Word Tips


Woody's Office Watch (WOW!)


All 'Bout Computers (ABC) 


Return to Questions List

Return to Web Resources List


Woody's Office Power Pack (WOPR)

(Note that WOPR 2000 is included with the books 
Special Edition Using Word 2000, Special Edition Using Excel 2000,
Special Edition Using Office 2000 which cost less than WOPR 97 alone!)

Using Word 2000 - Special Edition

(Note that WOPR 2002 is included with the books 
Special Edition Using Word 2002, Special Edition Using Excel 2002,
Special Edition Using Office XP which cost less than WOPR 97 alone!)

Click here for more information about the book from This will open a new window in your browser.



Archives of the various newsgroups can be found at

To restrict your search to only the Word newsgroups put:


in the box for "newsgroup"

To restrict it to a single group (i.e. newsusers) put


in the box for "newsgroup"


(The archives used to be on - bought them out.)

To access the Newsgroups using Outlook Express (comes with Internet Explorer)

bullet - not only shows you how to do it but explains why using a news agent such as Outlook Express is the preferred way to use the newsgroups.

To access the Newsgroups via the Internet without using a news reader:


The server for the Microsoft public newsgroups is:

The Microsoft Word newsgroups can be found under the classification:

microsoft.public.word and include:

microsoft.public.word. . . .


vba.userforms (note - not forms)

(The news groups above are ones that I subscribe to and that formed the basis 
for most of the answers in this FAQ.) 

Thoughts of the MVPs about which news group is best for which question.

There are also non-English-language groups. Other word news groups are:

microsoft.public.word. . .


Missing from this is one newsgroup that is used by many but is not on the microsoft server 
(but used to be):


It can still be found on many servers, including at 
Unlike the offical newsgroups, this one is not reviewed often by many of the MVPs. 
To a large extent it has been replaced by newusers. 
You shouldn't use it if you want the best answers to your questions.

I think at least two more are needed: one on templates and one on forms. 
Note that userforms are a distinct part of vba programming and have 
no real relationship to word "forms," which are documents that have special fields 
and have to be "protected" to be useful.

Other microsoft news groups that I subscribe to are:

microsoft.public. . .


Woody's Lounge - like newsgroups except you use a web browser instead of a news agent




Return to Frequently Asked Questions List

Return to Web Resources List

Downloads page

Microsoft Corporation

The Microsoft Knowledge Base can be found at:


Microsoft's FAQ listings:


Microsoft Tip Pages

bulletTips and Tricks for Word 2000 (97)
bulletArticles about Using Word
bulletUsing Microsoft Word 2000
bulletMailmerge Resource Center 
bulletMicrosoft Word Legal Users Guide (revised) (original)
bulletLayout Tips for Technical Papers 


Microsoft Templates & Updates:

bullet (supplemental macros Word 2000)

    (see other templates below)


Microsoft wish list - this is where to write with your suggestions for improving Word

Service Releases

There have been two (and a half) Service Releases for Word 97. Here is some info on how to obtain them:



------ the MailMerge Security Patch - fixes part of page X of Y problem


There are two Service Releases for Word 2000. Here is info on what is fixed in the service release and on how to obtain it:



Important WARNING about SP-2 - see Woody's Office Watch #5.51 for problems with SP-2 before you install. 

For more information on Word Versions and Service Releases available:


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Return to Web Resources List

Downloads page



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