Formatting changes everytime document re-opens

Version: 2008
Operating System: Mac OS X 10.5 (Leopard)
Processor: Intel

I have a lengthy curriculum document that uses a variety of headings, etc. <br><br>Whenever formatting is applied (graphics, text, etc. are arranged on a particular page) it never stays that way after being saved and re-opened.  If the document gets opened by others using an older version of pc office (97-2004) OR pc office version 2007 the formatting is off by a few spaces hence throwing the entire document off. <br><br>Tried inserting section breaks for now and it seems to be working but I'm not 100% confident this fix will work. <br><br>Any ideas, help or suggestions greatly appreciated!
0
Janine
1/14/2010 2:45:22 PM
mac.office.word 1676 articles. 1 followers. Follow

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You say "every time" � Even if reopened on the same Mac?

If it's happening only when the files are opened on *other* systems the most
likely causes are;

1- Differences in Printers/Drivers, and
2- Differences in installed fonts (even if the font names are the same)

The only way to control the issue is preemptively. Make sure everyone has
the same printer drivers [even if they don't have the actual printer] and
that you use only fonts which are distributed with Office and/or identical
versions of which are available on all systems.

If the recipients do not have to edit or revise the content the best
alternative is to send them a PDF rather than the actual Word document. Even
if they do have to edit, sending a PDF as well is a good practice.

HTH |:>) 
Bob Jones 
[MVP] Office:Mac



On 1/14/10 9:45 AM, in article 59bb0e78.-1@webcrossing.JaKIaxP2ac0,
"Janine@officeformac.com" <Janine@officeformac.com> wrote:

> Version: 2008 Operating System: Mac OS X 10.5 (Leopard) Processor: Intel I
> have a lengthy curriculum document that uses a variety of headings, etc.
> 
> Whenever formatting is applied (graphics, text, etc. are arranged on a
> particular page) it never stays that way after being saved and re-opened.  If
> the document gets opened by others using an older version of pc office
> (97-2004) OR pc office version 2007 the formatting is off by a few spaces
> hence throwing the entire document off.
> 
> Tried inserting section breaks for now and it seems to be working but I'm not
> 100% confident this fix will work.
> 
> Any ideas, help or suggestions greatly appreciated!

0
CyberTaz
1/14/2010 5:48:35 PM
The proper answer to this question is very lengthy, but it comes down to
"Format the document so it can change".

Whenever you open a document on a different computer, Word repaginates it to
fit the available printer, paper size, fonts, etc.  Documents will always
render slightly differently between Mac and PC.

What I do is construct the document so that each time this happens, Word
comes up with "the right answer".  There are a few "secrets" to doing this.

The first is that pagination is designed to be automatic in Word.  Format
your document so that Word does the pagination, not you.  A key concept is
to tell Word where you DON'T want the page breaks, not where you DO.

Begin by removing all manual breaks: both page breaks and section breaks.
Let Word automatically paginate the document and see what you get.

If you have formatted the document entirely with styles, and those styles
have been properly defined, chances are the first try will be 95 per cent
correct, and you won't need to do anything else.

Make sure all your headings are formatted with "Keep Lines Together" and
"Keep with Next" in their styles.  I usually use Keep Lines Together on all
the body text styles also: readers hate chasing paragraphs across page
breaks, and paper is not that expensive.

Set up your styles with your inter-paragraph spacing BELOW the paragraph,
not above, so you do not get ragged top margins.

Make sure your graphics are formatted as "Inline with text" so Word can move
them when it moves the text.

If you set the document up that way, you can send it to any version of Word
on any computer and it will automatically paginate correctly every time.

It will take you a day or two of practice to get used to formatting a
document this way: but the benefit is that you will never have to worry
about cross-platform formatting again, for the rest of your life!

Cheers

On 15/01/10 1:45 AM, in article 59bb0e78.-1@webcrossing.JaKIaxP2ac0,
"Janine@officeformac.com" <Janine@officeformac.com> wrote:

> Version: 2008 Operating System: Mac OS X 10.5 (Leopard) Processor: Intel I
> have a lengthy curriculum document that uses a variety of headings, etc.
> 
> Whenever formatting is applied (graphics, text, etc. are arranged on a
> particular page) it never stays that way after being saved and re-opened.  If
> the document gets opened by others using an older version of pc office
> (97-2004) OR pc office version 2007 the formatting is off by a few spaces
> hence throwing the entire document off.
> 
> Tried inserting section breaks for now and it seems to be working but I'm not
> 100% confident this fix will work.
> 
> Any ideas, help or suggestions greatly appreciated!

This email is my business email -- Please do not email me about forum
matters unless you intend to pay!

 -- 

John McGhie, Microsoft MVP (Word, Mac Word), Consultant Technical Writer,
McGhie Information Engineering Pty Ltd
Sydney, Australia. | Ph: +61 (0)4 1209 1410
+61 4 1209 1410, mailto:john@mcghie.name


0
John
1/14/2010 8:44:44 PM
Reply:

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