CHANGING REVISION NUMBERS ON ONE PAGE ONLY

[John]

I have Word 97 documents with section number/page numbers and revision
numbers in the footers (i.e. 4-120 Change 4).

Sometimes I need to change the revision number on just one page
("Change 4" to "Change 5" for example). When I make this change it
also changes the revision number on other pages as well (I removed the
"Same as previous" settings on following footings).

These documents frequently have a "different odd and even" pages
option checked in the "Headers and Footers" . If the change was on an
even page, other even pages are changed, ditto with odd pages.

I've been inserting section breaks("Next Page") into the pages
immediately before and after the changed page to avoid this but it
doesn't always work. I also have a blank page print before and after
the revised pages - these don't show on Print Preview. either.

Is there a better way to revise single footers than to go through all
this mess? Any help is appreciated.

Thanks,

Robert

[John Nurick]

Word doesn't have a perfect solution to this problem because it's not
a page-oriented program. Basically it lays out the document by
starting at the beginning and continuing until it gets to the end,
starting a new page every time one gets filled up or it encounters a
page break or a paragraph set to "page break before".

As you know, headers and footers are "per section" settings, not "per
page", so if you want to put revision data in the footer you need to
have each piece of the document that may be revised independently of
other text in a Word section of its own, and these sections need to
begin on a new page ... all of which makes the document less stable
and editing it a lot less fun.

Can you avoid the problem by attaching revision numbers not to pages
but to sections of your document (i.e. logical sections, not Word's
sections)? Instead of having a revision number in the footer and
changing it on (say) page 4-120 when text on that page changes, would
it be acceptable to attach the revision number to (say) section 4.4 or
even paragraph 4.4.3? If so, you could use footnotes in the section
headings to display the revision number at the foot of the page
(hiding the footnote reference marks if necessary).

HTH
John

--
John

Please reply to the newsgroup and not by e-mail. That way, more
brain cells get to work on the problem!

[Suzanne S. Barnhill]

Another possibility would be to include the revision number at the top of
the page (in Hidden text if necessary), formatted in a paragraph or
character style not used for any other purpose, and use a StyleRef field in
the header. This field will reflect the first occurrence of the given style
on any given page and therefore should allow you to have different numbers
on various pages of a given section. For more information on the StyleRef
field, see Word's Help, which is actually quite helpful on the subject of
fields.

--
Suzanne S. Barnhill
Microsoft Word MVP
Words into Type
Fairhope, AL USA

John Nurick <j.nu...@dial.pipex.com> wrote in message
news:19k2usshg9291sn3e...@4ax.com...

> Word doesn't have a perfect solution to this problem because it's not
> a page-oriented program. Basically it lays out the document by
> starting at the beginning and continuing until it gets to the end,
> starting a new page every time one gets filled up or it encounters a
> page break or a paragraph set to "page break before".
>
> As you know, headers and footers are "per section" settings, not "per
> page", so if you want to put revision data in the footer you need to
> have each piece of the document that may be revised independently of
> other text in a Word section of its own, and these sections need to
> begin on a new page ... all of which makes the document less stable
> and editing it a lot less fun.
>
> Can you avoid the problem by attaching revision numbers not to pages
> but to sections of your document (i.e. logical sections, not Word's
> sections)? Instead of having a revision number in the footer and
> changing it on (say) page 4-120 when text on that page changes, would
> it be acceptable to attach the revision number to (say) section 4.4 or
> even paragraph 4.4.3? If so, you could use footnotes in the section
> headings to display the revision number at the foot of the page
> (hiding the footnote reference marks if necessary).
>
> HTH
> John
>
>
> On Mon, 09 Oct 2000 03:57:45 GMT, cobaN...@mail.uta.alumlink.com
> (John) wrote:
>

[John Nurick]

Hi Suzanne,

I get horribly confused with these things, but when I try using a
{StyleRef} in header or footer, it disappears as soon as I hide the
text that drives it. I hope I'm just missing something, because this
would be a very useful technique.

John

On Mon, 9 Oct 2000 14:40:38 -0500, "Suzanne S. Barnhill"
<sbar...@zebra.net> wrote:

>
>Another possibility would be to include the revision number at the top of
>the page (in Hidden text if necessary), formatted in a paragraph or
>character style not used for any other purpose, and use a StyleRef field in
>the header. This field will reflect the first occurrence of the given style
>on any given page and therefore should allow you to have different numbers
>on various pages of a given section. For more information on the StyleRef
>field, see Word's Help, which is actually quite helpful on the subject of
>fields.

--

[msh]

Make sure that the STYLEREF field has got the \* Mergeformat switch:

{ STYLEREF StyleName \* Mergeformat }

// Magnus

--
// Magnus Henriksson
------------------------------------------------------
Sigma Information Design AB, Telecom & Datacom
Phone: +46 706 24 11 25
Email: magnus.h...@id.sigma.se
------------------------------------------------------
Ericsson Microwave Systems AB, SML/M Product Marketing
Phone: +46 31 747 08 72
Email: magnus.h...@emw.ericsson.se

[Suzanne S. Barnhill]

You're right. There does seem to be this limitation with Hidden text, and
neither \* mergeformat nor \* charformat will get around it. BUT you can
format the text as white or 1 pt (or both), and either of the formatting
switches in the StyleRef will do the trick.

--
Suzanne S. Barnhill
Microsoft Word MVP
Words into Type
Fairhope, AL USA

John Nurick <j.nu...@dial.pipex.com> wrote in message

news:nbg5usc12barv7t15...@4ax.com...

[Peter Jamieson]

The following approach is likely to be impractical but may be worth a try if
a. you really can't find a better way
b. the page count is not too large or the number of pages with revision
numbers is not too large
c. the page numbering is simple (e.g. continuous sequence) and very stable
(otherwise this would be a nightmare! - although I can think of ways to
improve it)
d. using this approach does not destabilize Word.
For each page with a revision number, set up a custom docproperty called,
e.g., p<page number> (e.g. p5 for page five.

Give each one the required value.

In your footer, put the following field codes:
{ if { docproperty "p{ page }" } <> { docproperty "x" } "{ docproperty
p{ page }" }" "" }

docproperty "x" should not exist.

Ideally it would be possible to use docvariables for this but docproperties
have the advantage that they
a. don't make WOrd crash when used in headers/footers
b. have a built-in user interface so you don't have to write one in VBA.

Peter Jamieson

If you have a situation where almost all pages are the same revision number
but some are not, use the most common revision number as the default and
have docproperties for all the others.

a. set up a custom property for each page that needs a revision number. Put
the page number
When I want to do something on particular pagesI generally look for a
solution that uses

"John Nurick" <j.nu...@dial.pipex.com> wrote in message

news:19k2usshg9291sn3e...@4ax.com...
> Word doesn't have a perfect solution to this problem because it's not
> a page-oriented program. Basically it lays out the document by
> starting at the beginning and continuing until it gets to the end,
> starting a new page every time one gets filled up or it encounters a
> page break or a paragraph set to "page break before".
>
> As you know, headers and footers are "per section" settings, not "per
> page", so if you want to put revision data in the footer you need to
> have each piece of the document that may be revised independently of
> other text in a Word section of its own, and these sections need to
> begin on a new page ... all of which makes the document less stable
> and editing it a lot less fun.
>
> Can you avoid the problem by attaching revision numbers not to pages
> but to sections of your document (i.e. logical sections, not Word's
> sections)? Instead of having a revision number in the footer and
> changing it on (say) page 4-120 when text on that page changes, would
> it be acceptable to attach the revision number to (say) section 4.4 or
> even paragraph 4.4.3? If so, you could use footnotes in the section
> headings to display the revision number at the foot of the page
> (hiding the footnote reference marks if necessary).
>
> HTH
> John
>
>
> On Mon, 09 Oct 2000 03:57:45 GMT, cobaN...@mail.uta.alumlink.com
> (John) wrote:
>

[Suzanne S. Barnhill]

I can't quite make out what this construction is doing. Can one of you
explain it?

--
Suzanne S. Barnhill
Microsoft Word MVP
Words into Type
Fairhope, AL USA

Bill Coan [Word MVP] <bill...@wordsite.com> wrote in message
news:OA8eR6G...@cppssbbsa02.microsoft.com...
> Hi Peter,
>
> Clever!
>
> Bill Coan
> Fill out letters, contracts, forms, in seconds! DataPrompter
> prompts you for data, inserts it, updates it automatically.
> Free Trial at http://www.wordsite.com/DataPrompter.html
> >
> >
> "Peter Jamieson" <p...@pjjnet.demon.co.uk> wrote in message
> news:#lskqFEN...@cppssbbsa02.microsoft.com...

[Bill Coan [Word MVP]]

Hi Peter,

Clever!

[Peter Jamieson]

Sorry, I missed a quote. It should be

In your footer, put the following field codes:
{ if { docproperty "p{ page }" } <> { docproperty "x" } "{ docproperty
p{ page }" }" "" }

Peter Jamieson

[Peter Jamieson]

Hi Suzanne,

First, I missed a quote. Should be:

> { if { docproperty "p{ page }" } <> { docproperty "x" } "{ docproperty
p{ page }" }" "" }

> docproperty "x" should not exist.

It's more obvious if I spell out what the result of { docproperty "x" }
should be:

{ if { docproperty "p{ page }" } <> "Error! Unknown document property name."
"{ docproperty "p{ page }" }" "" }

so on page one, this in effect

{ if { docproperty "p1" } <> "Error! Unknown document property name."
"{ docproperty "p1" }" "" }

Suppose we want rev. numbers on pages 1 and 3 but not 2

then we need docproperties p1, p3 but not p2

but { docproperty "p2" } doesn't work on page 2 because p2 doesn't exist
and will give
"Error! Unknown document property name."

So we either have blank docproperties for all pages without rev. numbers, or
use and if statement.

The reasons I use { docproperty x } instead of the error text are
a. it's shorter
b. it should work even if the user is using a different language version of
Word

I've found, experimenting with short documents, that the main problem with
using this kind of construction in headers/footers is that Word can start
spending a lot of time evaluating header/footer fields, so the key thing is
to test it on a production-sized problem on the systems where the document
is actually being created. If that isn't possible, may be best to avoid.

Peter
"Suzanne S. Barnhill" <sbar...@zebra.net> wrote in message
news:exyOrqLNAHA.78@cppssbbsa04...

> I can't quite make out what this construction is doing. Can one of you
> explain it?
>
> --
> Suzanne S. Barnhill
> Microsoft Word MVP
> Words into Type
> Fairhope, AL USA
>
> Bill Coan [Word MVP] <bill...@wordsite.com> wrote in message
> news:OA8eR6G...@cppssbbsa02.microsoft.com...

> > Hi Peter,
> >
> > Clever!
> >
> > Bill Coan
> > Fill out letters, contracts, forms, in seconds! DataPrompter
> > prompts you for data, inserts it, updates it automatically.
> > Free Trial at http://www.wordsite.com/DataPrompter.html
> > >
> > >

[Doug Robbins]

When John McGhie finally gets to see this thread he will tell you all why
you shouldn't be trying to keep documents up-to-date by revising individual
page numbers.

Please post any follow-up or new questions to the Newsgroups so that others
may benefit therefrom or contribute thereto.

Hope this helps,
Doug Robbins - Word MVP

"Peter Jamieson" <p...@pjjnet.demon.co.uk> wrote in message

news:ur5pMuONAHA.270@cppssbbsa04...

> Sorry, I missed a quote. It should be
>

> In your footer, put the following field codes:
> { if { docproperty "p{ page }" } <> { docproperty "x" } "{ docproperty
> p{ page }" }" "" }
>

> Peter Jamieson

[Peter Jamieson]

Yes, and I'll probably agree with him.

Peter

"Doug Robbins" <drob...@eisa.net.au> wrote in message
news:#2kAvcQNAHA.248@cppssbbsa04...

[John McGhie [MVP - Word]]

Doug:

Grrrr....

I was going to leve this one alone!! My problem is that the John the
original questioner has a serious problem:

He wants to show when individual pages of a procedure updated.

OK: I believe:

1) We should NOT do this. We should print out the whole procedure fresh
each time.

2) We should certainly not do it by playing funny-buggers with the page
numbers, which make the document unmaintainable.

For his particular circumstances, I might be tempted to make each page a
separate document. I would string them into the main document using
INCLUDETEXT fields (NOT master document!!!) You can then put a SaveDate
field in the footer of each individual page (needs to be in the text, not in
the real footer) which will be sucked into the main document when you update
fields. You need to use the \! switch on the INCLUDETEXT field to prevent
Word from updating the SaveDate field unless it updates in the source
document.

There are customers that demand this sort of thing, and sometimes for good
reason. For example, the Stock Exchange where I work has a 450 page manual
they update about three or four times a year. The readers do not want to
pore through the whole thing trying to find the changes.

I personally solve the problem by shipping the thing with the revision
marking still unresolved. That shows them "where" it has changed. Then I
send them another copy with the revision marking resolved, which tells them
what the new version says (unresolved detail edits are a bugger to read even
if you are good at it...)

INCLUDETEXT fields word well, they are simple and stable over multiple Word
versions, and they do not use OLE, so your memory footprint does not grow
like the national debt when you use them.

Hope this helps

In microsoft.public.word.numbering on Fri, 13 Oct 2000 21:34:06 +1000, "Doug
Robbins" <drob...@eisa.net.au> wrote:

> > > > --
> > > > John
> > > >
> > > > Please reply to the newsgroup and not by e-mail. That way, more
> > > > brain cells get to work on the problem!
> > >
> > >
> >
> >
>

Please post follow-up questions to the newsgroup so that all may follow the thread.

John McGhie <jo...@mcghie-information.com.au>
Consultant Technical Writer
Microsoft MVP (Word)
Sydney, Australia (GMT +10 hrs) +61 (04) 1209 1410