Portable Document Format (PDF) is the defacto file format for presenting device-independent documents on and off the Web. While PDFs have become quite popular on the Web, many PDFs used in web sites are designed for high quality print output and are not optimized for the Web.

Creating Small PDFs

The main factors in creating small PDFs are image resolution, image type (bitmap or vector), the number of fonts used and how they are embedded, PDF version, and the level of compression. In general the higher the PDF version number, the smaller the file. Acrobat 5 (PDF version 1.4) added JBIG2 compression, which is superior to the CCITT or Zip algorithms when compressing scanned monochromatic copy.

JBIG2 (Joint Bilevel Image Experts Group) encoding compresses monochrome (1 bit per pixel) image data from 20:1 to 50:1 for pages full of text. Like other dictionary-based algorithms (LZW, ZIP) JBIG2 creates a table of unique symbols and when a subsequent symbol matches one in the table, it substitutes a token pointing to the table index. JBIG2 also compresses the entire table.

Acrobat 6 (PDF version 1.5) added the ability to compress the entire file (Clean Up Settings dialog). However, since over 90% of Acrobat users have version 5.0 or greater, using PDF 1.4 is a safer alternative. Acrobat will usually display (with a warning) a more recent PDF version, but new compression schemes will spawn an error when opened in older versions of Acrobat. At the time of this writing, Adobe says that of those 90%, 50% use version 5 and 40% use version 6.

To create the smallest possible PDFs file size for the Web minimize the number of fonts, bitmapped images, and substitute vector based-graphics instead. Minimize the number and complexity of forms in your PDF document, and avoid the use of multimedia.

There are different methods to create PDFs, including outputting to PostScript and Distilling, GDI/Printing, one-click “Direct to PDF,” and dynamically on the server-side. However you create a PDF, the techniques and tools listed below can help you enhance and optimize your PDFs for the Web.

Avoid Refried Graphics

For graphics that must be inserted as bitmaps, prepare them for maximum compressibility and minimum dimensions. Use the best quality images that you can at the output resolution of the PDF. Inserting compressed JPEGs into PDFs and Distilling them may recompress JPEGs, which can create noticeable artifacts. Use black and white images and text instead of color images to allow the use of the newer JBIG2 standard that excels in monochromatic compression. Be sure to turn off thumbnails when saving PDFs for the Web.

Use Vector Graphics

Use vector-based graphics wherever possible for images that would normally be made into GIFs. Vector images scale perfectly, look marvelous, and their mathematical formulas usually take up less space than bitmapped graphics that describe every pixel (although there are some cases where bitmap graphics are actually smaller than vector graphics). You can also compress vector image data using ZIP compression, which is built into the PDF format. Acrobat Reader version 5 and 6 also support the SVG standard.

Minimize Fonts

How you use fonts, especially in smaller PDFs, can have a significant impact on file size. Minimize the number of fonts you use in your documents to minimize their impact on file size. Each additional fully embedded font can easily take 40K in file size, which is why most authors create “subsetted” fonts that only include the glyphs actually used.

Fix Fat Forms

Acrobat forms can take up a lot of space in your PDFs. You can use PDF Enhancer from Apago to reduce forms by 50% by removing information present in the file but never actually used. You can also combine a refried PDF with the old form pages to create a hybrid PDF in Acrobat.

Optimizing Existing PDFs

In many cases you won’t have access to the original document, just the resulting PDF file. Many PDFs we’ve seen are not fully optimized for the Web, using conservative settings more appropriate to high-resolution printers. For computer monitors viewing web-based PDFs, you don’t need high resolution images and exact reproduction of font faces, you just want to convey your information in an efficient way. Using the techniques outlined below, you can shrink your PDFs, while still maintaining the textual data for search engines, and reasonable quality for print output. Some webmasters offer two versions of their PDFs, once for fast web display, and one for printing.

Save As…

Once you’re done making changes to your PDF document choose File -> Save As and overwrite your existing PDF file. By default, save as removes changes that are appended to PDFs by the Save command, linearizes the file for fast web viewing, and removes unused objects.

The result is a compact, linearized PDF that displays the first page (or an arbitrary page) quickly, while the rest of the file downloads in the background. Although linearized PDFs are slightly larger, they also increase perceived speed. Note that optimizing a signed document will invalidate its signature.

By Andy King
http://www.websiteoptimization.com

More at: http://www.usedarticles.com/view/web-design-and-development/294.html

Related posts:

1. How to Optimize PDF Files for your website or blog
2. Use iText to create PDF files dynamically
3. PDF Editor for AEC Industry

Want to know how to Create Keyboard Shortcuts in MS Word?

In MS Word you can assign frequently used commands to a keyboard shortcut. To create a shortcut, follow these steps:

1. Right-click in the toolbar area.

2. Select Customize and click the Keyboard button.

3. To auto fix a table’s content, highlight Table on the Categories list, and then click AutoFixContent in the Commands window.

4. Type the keyboard combination into the Press new shortcut key box.

5. Click Assign.

If this combination is already in use, Word will advise you to find another combination or replace an existing one.

Did this work for you?

Related posts:

1. Print Out All Your Keyboard Shortcuts
2. Create Underlined Spaces That Remain When Typed On
3. Avoid Repeating Words

Instead of using field codes to add filenames and file paths to your document, you can setup Word so that it displays these in the toolbar. You can then add these links to any page in an open document.

1. Right-click on the toolbar.

2. Select Customize and then the Commands tab.

3. Scroll down the Categories list and click on All Commands.

4. Scroll down the Commands list to Web Address.

5. Drag the Web Address onto your toolbar.

The web address bar is now displayed on your document’s path and filename.

6. To add the file path to your document, click anywhere in the page, right-click in the web address bar, and then copy and paste it into your document.

Related posts:

1. Word Tip – How to Setup Split Screen in MS Word 2003/2007
2. Updating Your Word Toolbar
3. Word Tip – How to create Screentips that enhance your documents

One of the hidden features in Microsoft Word is macros. These are small mini-programs that you can create to automate tasks, for example, formatting a document, changing the layout or updating styles.

What is a macro? A macro is a series of commands and instructions that you group together as a single command to accomplish a task automatically.

Read why you MUST learn how to create a macro?

Why create a macro?

It makes your life that much easier. You can setup a macro to:

• Automate a complex series of tasks
• Combine multiple commands — for example, to insert a table with a specific size and borders, and with a specific number of rows and columns
• Make an option in a dialog box more accessible
• Speed up editing and document formatting

To do this, you can use the macro recorder in Word to record a sequence of actions, or you can create a macro from scratch by entering Visual Basic for Applications. The Visual Basic Editor contains a complete debugging toolset for finding syntax, run-time, and logic problems in your code.

If it sound’s intimidating, don’t be alarmed. If I can do this, you can.

How to create macros in Word 2007

To work with macros in Office Word 2007, you need to have the Developer tab displayed. This is turned off by default.

Here is how you turn it on.

To show the Developer tab in Word 2007:

1. Click the Microsoft Office Button (top left corner in Word) and then click Word Options.

2. Click Popular.

3. Select the Show Developer tab in the Ribbon check box.

The Developer tab is now displayed to the far right of the ribbon.

How to record a macro

1. Click on the Developer tab, then in the Code area, click Record Macro.

2. In the Macro name box, type a name for the macro.

Careful! If you name the new macro the same as a built-in macro in Word 2007, the new macro actions will replace the built-in macro.

3. In the Store macro in box, click the template or document where you want to store the macro.

Maybe you want to apply the macro to one document only or maybe to all documents. It’s up to you.

4. In the Description box, type a description, for example, Change Fonts to Verdana.

5. Do one of the following:

To save the macro — without assigning it to a button on the Quick Access Toolbar or to the keyboard — click OK.

Otherwise…

To assign the macro to the Quick Access Toolbar:

1. Click the Button icon.

2. Under Customize Quick Access Toolbar, select the document (or all documents) you want to add the macro to the Quick Access Toolbar.

3. Under Choose commands from dialog box, click the macro you’re recording, and click Add.

4. Click OK to begin recording the macro.

To assign the macro to the Keyboard

1. Click Keyboard.

2. In the Commands box, click the macro that you are recording.

3. In the Press new shortcut key box, type the key sequence you want (e.g. A + F4) , and then click Assign.

4. Click Close to begin recording the macro.

5. Perform the actions that you want to include in the macro.

6. When finished recording, click Stop Recording in the Code group.

How to use Visual Basic for Applications

If you need to update the macro, you can go directly into the code and change it through the Visual Basic for Applications editor.

Note that this is not the Visual Basic software that developers use to create applications but is an editor —that is already inside Microsoft Word — which uses a scripting language to update the macro.

If you’re familiar with any scripting language, then you’ll soon figure this out.

1. On the Developer tab, in the Code group, click Macros.

2. In the Macro name box, type a name for the macro.

Tip: If you give a new macro the same name as a built-in macro in Office Word 2007, the new macro actions will replace the built-in macro. To view a list of built-in macros, click Word Commands in the Macros in list.

3. In the Macros in list, click the template or document in which you want to store the macro.

4. Click Create to open the Visual Basic Editor.

How do I run the macro in Word 2007?

You have a few choices.

If you created the macro to run from the menu bar, click the Button you added there.

If you created the macro to run from your keyboard, click the numbers
and/or letters you assigned to the macro, for example, I use F4 to run a formatting macro and F5 to run a macro that changes all the text to US English.

If you setup neither of these, you can run the macro as follows:

1. Click on the Developer tab.

2. Click Macros.

3. Select your macro.

4. Click Run.

This activates the macro. It runs through the actions as per your instructions.

How to create a macro in Word 97/2000/2003

Open a new Word document, and type a few words.

1. Click Tools.

2. Scroll to Macro, and click Record New Macro.

3. Type Test in the Macro Name: window and click OK.

An activity box appears which shows that you are now in Record mode. You can use shortcut keys for the commands you want or you can use your mouse.

4. Select one of the words that you typed before starting the macro.

5. Now (with the word still highlighted) change the font style (example: “Times New Roman” to “Verdana”) and the font size.

6. Remove the highlight from the word by pressing your right-arrow key.

7. Click the square in the CommandBar to close it and stop the Macro recording.

8. Click Tools, Macro, Macros, click Test, and then click Run.

The commands you made while recording your macro will take place when you run the macro!

9. Next, click Tools, Macro, Macros, Test, Edit, File, and then click Save Normal.

You’ve now saved the macro and added it to the list of macros in Word.

Finally, close the Microsoft Visual Basic editor and assign a shortcut key to your new macro, for example, if you want to use it in the future. This is optional. You don’t have to. When you re-open the Macro Editor, you’ll see that the Test macro is still there.

How to test your new macro?

1. Using the example above, click to the right of any word in a document and then run your macro.

2. The font and font size will change automatically, e.g. it will change from Times Roman to Verdana.

You can use the macro recorder to record a sequence of actions, or you can create a macro from scratch by entering Visual Basic for Applications code in the Visual Basic Editor.

My macro doesn’t work?

There could be a few reasons for this.

1. Check if the macro is setup to run in all active templates.

You might have setup the macro to run in the current document only or maybe in the
Normal.Dot file only. Open the macro, check this setting and then re-run.

2. When you record a macro, you MUST use the mouse to click commands and options on Word’s menu bars. You can’t select text.

You MUST use the keyboard to select text.

3. You didn’t assign the macro to a button or to the keyboard.

If you didn’t do this, then you need to go into the Developer tab (far right on Word menu bar
in 2007), click Macros and then select the macro from the list.

Want to learn more?

You MUST read this book on Mastering VBA for Microsoft Office 2007.

Also, try this here and this here and here.

Did your macro work?

I hope so!

If not, let me know what went wrong and we’ll try to fix it.

PS: Where are the built-in macros in Word 2007? To see a list of built-in macros, click on the Developer tab, then Code group, Macros, and Word Commands.

Related posts:

1. How to Remove Your Name from Word Macros
2. How to Create a Custom Toolbar in Word 2003
3. Convert Microsoft Word documents to MediaWiki markup

Have you ever lost a Microsoft Word file and tried to find it? You know it’s there but where is it?

Want to find where it is? Here’s how to do it.

How Microsoft Word saves files

When you write a Microsoft Word document it creates a temporary file (.tmp) that saves your file as you work. When Word crashes — even if you have NOT saved the file —the tmp file is still on your PC.

FYI: Klariti.com also explains different ways to recover lost MS Word documents.

How to Recover a Lost File in Word 2007 or Word 2003

Before we started, I created a new Microsoft Word file, saved it (which creates a tmp file) and then did the following.  This worked on my PC (Windows XP and Word 2007). Fingers crossed that it works for you.

Have to find a lost Microsoft Word file

Follow these steps:

1. In Windows Explorer, click on Tools, and then select Folder Options.

2. Click the View tab.

3. Scroll down and check Show Hidden files and Folder.

This tells Windows to show you files that are generally hidden from view.

Now we’ll look for the *.tmp files and see if this works.

Here’s how to do it.

1. Go back to Windows Explorer.

2. Click on the Search icon on the menu bar. It looks like a magnifying glass.

This opens the search pane in the left menu. We’re going to change the default settings here.

3. Click Don’t Remember for last time modified. This makes it search for every document!

Enter *.tmp for all or part of the document name.

4. In Look In, select the drive you want to search. The screenshots shows My Documents. Maybe you want to search your C or D drive.

5. Click More Advanced Options.

6. Select Hidden Files and Folders.

7. Select Search Subfolders.

8. Click Search. When I did this, I found hundreds of tmp files.

9. From the Explorer toolbar, click View, select Details, sort the files by date and click a file to open it. You may have to do this a few times until you locate your lost file. Obviously, if you just lost it, then open today’s files.

Windows doesn’t know how to open these ~wrl file types so you’re going to have to help it.

10. Click Select the program from a list. We’re going to tell is to open the file in Microsoft Word.

11. Click OK.

12. Select Microsoft Office Word and click OK.

The file opens in Word. But remember the file is still a .tmp file. If you just save it, you’re only saving the tmp file.

13. Click Save As and save the file to .doc.

Remember!

Just to recap, turn on the Explorer options to view the hidden files otherwise you won’t see the tmp files.

Remember to save the files back to a Word file otherwise they are still in tmp format and save them to somewhere on your PC. Right now, they are in the tmp folder. Put them in My Documents, for example.

Other Sites that might be able to help

Klariti.com also explains different ways to recover these lost documents. Lets start by searching for the original document. In other words: you know that you saved your document, but youre not quite sure where you saved it to.

Did you find the files?

I’d be interested to know if these steps work in XP. I don’t have it and so can’t replicate the steps.

If you can, please let us know if these steps work or how to find lost files in XP.

Related posts:

1. How to Recover Corrupt Microsoft Word documents
2. Office 2003 to 2007 User Interface Guides
3. How to Quickly Reduce Microsoft Word File Size – Secret #2

You can now download the Word 2003 to Word 2007 Interactive Command Reference Guide.
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Related posts:

1. How to create Absolute and Relative Hyperlinks in Word 2007/2003 documents
2. How to remove margin marks in Word 2003
3. How to Fix Damaged & Corrupt Word 2007 Documents – Part 1

This article describes how to identify a damaged document in Microsoft Office Word 2007. It also includes steps that explain how to recover the text contained in a document.

Step 1: Determine the template used by the document

1. Open the document in Word 2007.
2. Click the Microsoft Office Button, and then click Word Options.
3. Click Add-Ins.
4. In the Manage box, click Templates under View and manage Office add-ins
5. Click Go.

The Document template box will list the template that is used by the document. If the template listed is Normal, go to step 2, otherwise, go to step 3.

Step 2: Rename Normal.dotm

For Windows Vista

1. Close Word 2007.
2. Click the Vista Start icon.
3. In the Start Search box, type the following and then press ENTER:
   
   %userprofile%\appdata\roaming\microsoft\templates
   
4. Right-click Normal.dotm, and then click Rename.
5. Type Donotuse.old, and then press ENTER.
6. Close Windows Explorer.
7. Start Word 2007 and open the document.

Check if the document is now fixed. If not, see below.

For Microsoft Windows XP

1. Exit Word 2007
2. Click Start, and then click Run.
3. In the Open box, type the following and then press ENTER:
   %userprofile%\Application Data\Microsoft\Templates
   
4. Right-click Normal.dotm, and then click Rename.
5. Type Donotuse.old, and then press ENTER.
6. Close Windows Explorer.

The next step is to change the document template.

Step 3: Change the document template

1. Open the document in Word 2007.
2. Click the Microsoft Office Button, and then click Word Options.
3. Click Add-Ins.
4. In the Manage box, click Templates under View and manage Office add-ins, and then click Go.
5. Click Attach.
6. In the Templates folder, click Normal.dotm, and then click Open.
7. Click OK to close the Templates and Add-ins dialog box.
8. Close Word 2007

Step 4: Check if changing the templates worked.

1. Start Word 2007.
2. Open the document.
3. Click if the document if fixed.

If the problem persists, go to Method 2.

Method 2: Start Word 2007 with the Default settings

Use the /a switch to start Word 2007. This start Word with its default settings, which stop Word from loading add-ins. Also, Word 2007 won’t use your Normal.dotm template.

Step 1: Start Word 2007 by using the /a switch

1. Exit Word 2007
2. Click Start
3. In the Start Search box, type the following text, and then press ENTER:
   “%programfiles%\microsoft office\office12\winword.exe” /a

Windows XP

1. Exit Word 2007
2. Click Start, and then click Run.
3. In the Open box, type the following text, and then press ENTER:
   “%programfiles%\microsoft office\office12\winword.exe” /a

Step 2: Open the document

1. Click the Microsoft Office Button, and then click Open.
2. Click the document, and then click Open.

If the strange behavior persists, go to Method 3.

Method 3: Change Printer drivers

Step 1: Try a different printer driver

Windows Vista

Step a: Open Add Printer

1. Click Start
2. Click Printers.
3. Click Add a printer.

Step b: Add a new printer

1. In the Add Printer dialog box, click Add a local printer.
2. Click Use an existing port, and then click Next.
3. In the Manufacturer list, click Microsoft.
4. Click Microsoft XPS Document Writer, and then click Next.
5. Click Use the driver that is currently installed (recommended), and then click Next.
6. Click to select the Set as the default printer check box, and then click Next.
7. Click Finish.

Windows XP

Step a: Open Add Printer

1. Click Start, and then click Printers and Faxes.
2. Under Printer Tasks, click Add a printer.

Step b: Add a new printer

After you install the following patches, the Microsoft XPS Document Writer icon automatically appears in the Printers and FAXes folder.

1. Install Microsoft .NET Framework 3.0.
2. Install Microsoft Core XML Services (MSXML) 6.0.
3. Install Microsoft XPS Essentials Pack.

For more information on these patches, visit: http://www.microsoft.com/whdc/xps/viewxps.mspx

Step 2: Verify that changing printer drivers fixes the problem

1. Start Word 2007.
2. Click the Microsoft Office Button, and then click Open.
3. Click the damaged document, and then click Open.

If the problem persists, go to step 3.

Step 3: Reinstall original printer driver.

Windows Vista

1. Click Start
2. Click Printers.
3. Right-click the original default printer, and then click Delete.
4. If you are prompted to remove all the files associated with the printer, click Yes.
5. Click Add a printer, and then follow the instructions in the Add Printer Wizard to reinstall the printer driver.

Windows XP

1. Click Start, and then click Printers and Faxes.
2. Right-click the original default printer, and then click Delete.
3. If you are prompted to remove all the files that are associated with the printer, click Yes.
4. Under Printer Tasks, click Add a printer, and then follow the instructions in the Add Printer Wizard to reinstall the printer driver.

Step 4: Verify that changing printer drivers fixes the problem

1. Start Word 2007.
2. Click the Microsoft Office Button, and then click Open.
3. Click the damaged document, and then click Open.

If the problem persists, go to Method 4.

Method 4: Start in Safe Mode

Step 1: Start Windows in safe mode

Windows Vista

1. Remove all floppy disks, CDs, and DVDs from your computer, and then restart the computer.
2. Click Start
3. Click the arrow next to Lock, and then click Restart.
4. Use one of the following procedures:
   • If your computer has a single operating system installed, press and hold F8 as the computer restarts.NOTE: You must press F8 before the Windows logo appears. If the Windows logo appears, it’s too late; shut down and restart.
   • If your computer has more than one OS, use the arrow keys to highlight the OS that you want to start in safe mode, and press F8.
5. On the Advanced Boot Options screen, use the arrow keys to select Safe Mode, and then press ENTER.
6. Log on to your computer by using a user account that has Admin rights.

Windows XP

1. Remove all floppy disks, CDs, and DVDs from your PC and restart.
2. Click Start, and then click Shut Down.
3. In the What do you want the computer to do list, click Restart, and then click OK.
4. Hold down the CTRL key as you restart the computer.
5. When you see the Starting Windows message, press F8, use the arrow keys to select Safe Mode on the Startup menu, and then press ENTER.

Step 2: Verify that starting in safe mode fixes the problem.

1. Start Word 2007.
2. Click the Microsoft Office Button, and then click Open.
3. Click the damaged document, and then click Open.

If the problem persists, restart Windows, and go to Method 5.

Method 5: Force Word to try to repair a file

Step 1: Repair document

1. Click the Microsoft Office Button, and then click Open.
2. In the Open dialog box, click your Word 2007 document.
3. Click the arrow on the Open button, and then click Open and Repair.

Step 2: Verify that repairing the document fixes the problem

Verify that the problem no longer occurs.
If the strange behavior persists, restart Windows, and then go to Method 6.

Method 6: Change the document format and then convert it back to Word 2007

Step 1: Open the document

1. Start Word 2007.
2. Click the Microsoft Office Button, and then click Open.
3. Click the document, and then click Open.

Step 2: Save the document in a different file format

1. Click the Microsoft Office Button, and then click Save as.
2. Click Other Formats.
3. In the Save as file type list, click Rich Text Format (*.rtf).
4. Click Save.
5. Click the Microsoft Office Button, and then click Close.

Step 3: Open the document, and then convert document back to Word 2007 file format

1. Click the Microsoft Office Button, and then click Open.
2. Click the converted document, and then click Open.
3. Click the Microsoft Office Button, and then click Save as.
4. Click Document.
5. Rename the document and click Save.

Step 4: Verify that converting the document file format fixes the problem

Verify that the problem no longer occurs.
If the behavior persists, try to save the file in another file format, such as HTML.
Repeat step 1 to step 4, and then try to save the file in the following file formats, in the following order:

• Web page (.htm; .html)
• Any other word processing format
• Plain Text (.txt)

WARNING When you save a file in the Plain Text (.txt) you may fixed the problem but lose all the document macros, formatting and graphics
When you save files in the Plain Text (.txt) format, you must reformat the document. Therefore, use the Plain Text (.txt) format only if the other file formats do not resolve the problem.

If the problem persists, go to Method 7.

Method 7: Copy everything – EXCEPT the last paragraph mark – to a new document

Step 1: Create a new document

1. Click the Microsoft Office Button, and then click New.
2. Click Blank document, and then click Create.

Step 2: Open the problem document

1. Start Word 2007.
2. Click the Microsoft Office Button, and then click Open.
3. Click the damaged document, and then click Open.

Step 3: Copy the contents of document, and then paste the contents into the new document

WARNING If your document contains section breaks, copy only the text between the sections breaks.

Do not copy the section breaks as this may bring the damage into your new document. Change the document View to Draft view when you copy and paste between documents to avoid transferring section breaks.

To change to draft view, on the View tab, click Draft in the Document Views group.

1. In the damaged document, press CTRL+END, and then press CTRL+SHIFT+HOME.
2. On the Home tab, click Copy in the Clipboard group.
3. On the View tab, click Switch Windows in the Window group.
4. Click the new document that you created in step 1.
5. On the Home tab, click Paste in the Clipboard group.

If the problem persists, go to Method 8.

Method 8: Copy the undamaged parts of the document to a ‘clean’ blank document

Step 1: Create a new document

1. Click the Microsoft Office Button, and then click New.
2. Click Blank document, and then click Create.

Step 2: Open the damaged document

1. Start Word 2007.
2. Click the Microsoft Office Button, and then click Open.
3. Click the damaged document, and then click Open.

Step 3: Copy the undamaged parts of document, and then paste the undamaged parts to the blank document

WARNING Do not copy the section breaks because this may bring the damage into your new document.
In the damaged document, locate and then select an undamaged part of the document’s contents.

1. On the Home tab, click Copy in the Clipboard group.
2. On the View tab, click Switch Windows in the Window group.
3. Click the new document that you created in step 1.
4. On the Home tab, click Paste in the Clipboard group.
5. Repeat steps 3a to 3e for each undamaged part of the document. You must reconstruct the damaged sections of your document.

Method 9: Switch the document view to remove the damaged content

If some of the pages are missing, switch the document view and try to remove the damaged content from the document.

1. Determine where the damaged content is causing the document to appear to be truncated.
   1. Click the Microsoft Office Button, and then click Open.
   2. Click the damaged document, and then click Open.
   3. Scroll to view the last page that is displayed before the document appears to be truncated.
2. Switch views, and then remove the damaged content.
   1. On the View tab in the Document Views group, click Web Layout or Draft view.
   2. Scroll to view the content that was displayed before the document appeared to be truncated.
   3. Select and delete the next paragraph, table, or object in the file.
   4. On the View tab in the Document Views group, click Print Layout. If the document continues to appear to be truncated, continue to switch views and delete content until the document no longer appears truncated in Print Layout view.
   5. Save the document.

Related posts:

1. How to create Absolute and Relative Hyperlinks in Word 2007/2003 documents
2. How to Fix MS Word After It Crashes – Fix the Normal.dot file
3. How to remove margin marks in Word 2003

MS Word automatically creates a hyperlink when you type the address of an Web page, such as www.ivanwalsh.com, into a document. This happens only if you have not turned off the automatic formatting of hyperlinks functionality. If you want, you can also create customized hyperlinks to documents, for example, to a shared drive. Note that these hyperlinks can be absolute or relative to the Word document depending on how you setup the links. Here is how to create your links.

Before we start

The Update links on save option in Web Options is turned on by default in Word. This means that when you create a hyperlink in a Word document, it converts the hyperlink into a relative hyperlink.

What’s an Absolute Hyperlink?

• An absolute hyperlink contains the full address of the file or Web site, for example, the following address is an absolute hyperlink:
  eg http://technicalwriter.ivanwalsh.com/

What’s a Hyperlink Base

• A hyperlink base is the path that is shared by the file that contains the hyperlink and destination file.

What’s an Relative Hyperlink?

• This hyperlink contains an address relative to the address of the destination file. This address is also known as the hyperlink base.For example, a document has the following hyperlink base:
  C:\Documents and Settings\Username\My Documents

  A document that is named “Template.doc” is located at the following file path:

  C:\Documents and Settings\Username\My Documents\SDLC\Template.doc

  The relative hyperlink to this document contains only the relative address to Template.doc, e.g.

  SDLC\Template.doc

How to use absolute hyperlinks instead of relative hyperlinks

• To use absolute hyperlinks in ALL Word docs, follow these steps
  

  Method 1: Word 2007

  1. Click the Microsoft Office Button, and then click Word Options.

  

  2. Click the Advanced Tab.
  3. Under General, click Web Options.
  4. Click the Files tab.
  5. Click to clear the Update links on save check box.
  6. Click OK two times.

  Method 2: Word 2003

  1. On the Tools menu, click Options.
  2. Click the General tab.
  3. Click Web Options.
  4. Click the Files tab.
  5. Click to clear the Update links on save check box.
  6. Click OK two times.
• To use Absolute hyperlinks in a single document:
  

  Method 1: Word 2007

  1. Open the document in which you want to use an absolute hyperlink.
  2. Click the Microsoft Office Button, point to Prepare, and then click Properties.
  3. Click Document Properties, and then click Advanced Properties.
  4. Click the Summary tab.
  5. In the Hyperlink Base box, type x, and then click OK.

  Method 2: Word 2003

  1. Open the document in which you want to use an absolute hyperlink.
  2. On the File menu, click Properties.
  3. Click the Summary tab.
  4. In the Hyperlink Base box, type x, and then click OK.

How to reset hyperlinks

To reset existing hyperlinks, follow these steps:

1. Open the document.
2. Right-click the hyperlink that you want to change, and then click Edit Hyperlink.
3. In the Look in box, click the document that you want the hyperlink to open. Or, type the URL address of the destination in the Address box.
4. Click OK.

How to set a hyperlink base

To set a hyperlink base for all hyperlinks or URLs in a document:

Method 1: Word 2007

1. Open the document in which you want to set a hyperlink base.
2. Click the Microsoft Office Button, point to Prepare, and then click Properties.
3. Click Document Properties, and then click Advanced Properties.
4. Click the Summary tab.
5. In the Hyperlink Base box, type the path that you want to use for all the hyperlinks that you create in this document.
6. Click OK.

Method 2: Word 2003

1. Open the document for which you want to set a hyperlink base.
2. On the File menu, click Properties, and then click the Summary tab.
3. In the Hyperlink base box, type the path that you want to use for all the hyperlinks that you create in this document.
4. Click OK.

To override the hyperlink base

Type the full address of the hyperlink in the Address box in the Insert Hyperlink dialog box.

Related posts:

1. How to Remove Hyperlinks from Documents
2. Word Tip – How to create Screentips that enhance your documents
3. How to change the list of document options in Word 2007

To to convert backslash characters into Yen signs in Word 2007, follow these steps:

1. Click the MS Office start button in the top left corner

2. Click Word Options from the bottom of this menu

3. Click the Advanced tab on the left

4. Scroll down to the very end of this tab – the very end!

5. Click the + sign next to Layout Options

6. Scroll down to How to convert backslash characters into Yen signs

7. Check this option

8. Click OK

Remember to turn off this option if you want to return to your regular settings.

Related posts:

1. Change the spacing between characters
2. How to change the list of document options in Word 2007
3. How to get rid of Crop Marks in Microsoft Word 2002 / 2003 / 2007

One of the things that annoys me the most in Word 2007 is the so-called ribbon. This is the menu bar that runs across the top of the screen and hold the menu options. As well as being very different that Word 2003, it tends to get in the way when taking screenshots or when I need to get more screen space.

You don’t have to have the ribbon on all the time.

To turn off the ribbon, follow these steps:

1. Click the drop down arrow across from the MS Office button.
2. This removes the ribbon from the user interface.
3. If you want to turn if back on again, click on the drop-down and turn it back on.

Let me know if you have other questions about Word 2007 and I’ll answer them for you.

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1. 2007 Microsoft Office Features & Specs
2. Word Tip – How to Setup Split Screen in MS Word 2003/2007
3. How to Remove Hyperlinks from Documents

Before you start, make sure that the Text boundaries option in Word is not selected.

FWIW: these steps worked at the time of writing but (as you may know) things change with Microsoft applications, so you may have to experiment a little.

To do this, follow these steps:

• Start Word 2003.
• On the Tools menu, click Options.
• In the View tab, under Print and Web Layout options, verify that the Text boundaries check box is selected.
• If the Text boundaries check box is selected, click to clear the Text boundaries check box.
• Remove all the Asian languages from the Enabled languages list.

To do this, follow these steps:

• Click Start, All Programs, Microsoft Office, Microsoft Office Tools, and then click Microsoft Office 2003 Language Settings.

• In the Enabled languages list, select and remove all the languages that you do not use except English (U.S.).

To do this, follow these steps:

• In the Enabled languages list, select a language that you want to remove, and then click Remove.

• Click OK to update the language settings.

Note: You can also press the CTRL key and select more than one language, and then click Remove to remove those languages.

XXXX

Related posts:

1. How to get rid of Crop Marks in Microsoft Word 2002 / 2003 / 2007
2. What are Crop Marks – Microsoft Word 2002 / 2003 / 2007 Tips
3. How to Search for and Remove Text Formatted As Hidden

When you open a document in Microsoft Word, margin marks or crop marks may appear on each corner of the page.

Crop marks are markers that appear in the top left and right of your Microsoft Word documents.

These are called ‘crop marks’.

To remove these, you have to disable Asian language support.

These markers often appear after you open a file which has an Asian language setting; Microsoft Office might activate this setting to display embedded fonts. It’s just trying to be helpful.

What causes Crop Marks?

This occurs if you have one of the following Asian languages turned on in Microsoft Office Language Settings:

• Chinese (Traditional)
• Chinese (Simplified)
• Japanese
• Korean

Margin marks or crop marks are different from text boundary marks. To turn on or turn off text boundaries, use the Text boundaries option in Microsoft Word.

Related posts:

1. How to get rid of Crop Marks in Microsoft Word 2002 / 2003 / 2007
2. How to change the list of document options in Word 2007
3. Frank Rice’s Tips When Using Word 2003

In Word, if you go to the Font Size drop-down menu, the largest value shown is 72 point.

However, to get whatever font size you like – up to 999.5 points – just type in the number and Word will update the font size.

Try it!

Related posts:

1. How to add sound To Word Documents
2. How to Resize Fonts in Word 2003
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You can configure Word to automatically scroll down a document.

This can be very useful for reading long documents, or when giving presentations.

To turn of the auto scroll, follow these steps:

1. Click Customize on the Tools menu.

2. In the Commands tab, scroll down and highlight ‘All Commands‘ in the Categories window.

3. In the right-hand window find and then drag Auto Scroll onto a toolbar.

4. Close Customize.

You can then and click on the Auto Scroll button to start the scrolling. Use the arrow keys to vary speed and direction.

Related posts:

1. How to add line numbers to reports and technical documents
2. Word Tip – How to Setup Split Screen in MS Word 2003/2007
3. Adobe Acrobat Reader Tips

october-2008-1920×1200-right.png

Originally uploaded by vormplus

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