Setting Up a Book Template Part 15

In the last book-related post, I said we'd look at adding a StyleRef field code to automate chapter titles in headings. If you added the last StyleRef field, you should have an idea of how we're going to do this task.

Replacing Introduction with Introduction

1. Open your saved document Genealogy Book document. 
2. Scroll to the third page of the Introduction section (page 15/30). 
3. Double-click in the header area to open the header. 
4. Double-click the word Introduction. 
5. Display the Field dialog. For Word 2003, select: Insert, Field. For Word 2007/2010, select Insert, Quick Parts (Text group), Field.
6. In Field names, locate and select StyleRef. The field Properties updates, showing the Style name field with a list of all styles used in your document. 
7. In Style name, locate and select Heading 1. Introduction should replace the typed Introduction. 
8. Click anywhere in Introduction and you'll find that Word adds gray fill because what remains is a field code. 
9. Save your document. Later, we'll save it as a template and replace your current template.

Updating the Remainder of the Document

1. Scroll to the third page of chapter one (page 19/30). 
2. Triple-click the words Chapter 1: The First Generations, and then click Delete to remove the text. 
3. Link to the previous header. In Word 2003, on the View menu, click Header and Footer, and then Link to Previous. In Word 2007/2010, click the Header & Footer Tools Design tab, locate the Navigation group, and click Link to Previous. A confirmation message appears.
4. Select Yes. The text Chapter 1: The First Generations appears again. The difference is this time it's an automated field code. If you click anywhere in the text, Word adds a gray background to tell you that it's a field code.
5. Save your document. 
6. Repeat these instruction for each section you have in your document. Remember that section is the four-pages that appear between section breaks. 

Seeing the Field Code

1. Hold down the Alt ky and press F9. The field code replaces the text:
   {STYLEREF "Heading 1" \* MERGEFORMAT}
2. Hold down the Alt ky and press F9. Text replaces the field code. 

Seeing Why It Matters

1. Go to any chapter title and change it. It doesn't matter how you change it. 
2. Go look at the third page of the section. Your heading text updates automatically. 

Background Info

With the addition of field codes, the chapter titles you entered when creating the template truly are just place holders for the chapter titles you really want. You can update them as you write and never have to worry about what is happening in the headers because StyleRef has your back.

One caution: Use the Heading 1 style only for chapter titles. When Word executes the StyleRef field code, it looks for the first available Heading 1 above. If you add text using a Heading 1 style between your chapter title and the StyleRef field code, Word will place that intervening text in the header. 

That being said, you should be coming up with all sorts of uses for StyleRef. For example, how many times is an author's name mentioned in a document? If you create a style named Author, and then apply the style to the first instance of the author's name, you can StyleRef any subsequent mention of the author's name...including any special marks...spelled correctly...assuming you spelled it correctly the first time. And if you misspelled it the first time? Just correct the first instance, and all the StyleRefs are auto updated. 

One of the most counter intuitive aspects of Word is generally speaking it applies to what is above it, and not below it. For this reason, when something goes wrong in a document, you start fixing the problem from the end of the document working your way toward the beginning of the document. This idea doesn't always work but it works in enough circumstances that the idea is worth remembering. 

Next Post

We'll take your updated document (with the field codes) and save it so that it replaces your old template.

Internet Explorer Hint: Stuck on Web Page

Description:

You’ve following a link and you tried to click the Back button but the same web page keeps displaying. You’ve been captured!

Suggestion:

Rapidly double-click the Back button to escape.

 

Setting Up a Book Template Part 14

Today we're going to tackle a field code. You won't find much on using field codes. It's considered an advanced use of Word. However, once you understand how to use field codes, you'll find them to be a handy addition to your toolbox. We're going to start with a very easy field code: StyleRef.

We're going to add a StyleRef field code to make the title of the document (McKee Family Tree) an automatic field. Then, we are going to change McKee Family Tree to McKee Family Saga. When we make that change, Word will automatically update all references in your document based on the field code.

Going to Where We'll Add the Field Code

1. Open a copy of your Genealogy Book template. If you need help, see Setting Up a Book Template Part 12.
2. Scroll to page 10/30 (or ii). (Shortcut: Ctrl + G, enter 10, and click Go To.)
3. Look in the header. This location is where you added the book title to the header. In my case, the title was McKee Family Tree. We're going to add a StyleRef based on the style Title.
4. Double-click in the header area to open it. Your cursor most like is in front of the first word of the book title. If it isn't click before the first word.

Adding the Field Code 

1. Display the Field dialog. For Word 2003 select: Insert, Field. For Word 2007/2010 select: Insert, Quick Parts (Text group), Field.
2. In Field names, locate and select StyleRef. The Field Properties updates, showing the Style name field with a list of all styles used in your document.
3. In Style name, locate and select Title.
4. Click OK. Now you have McKee Family TreeMcKee Family Tree.
5. Hold down the delete key to eliminate the second title (McKee Family Tree).
6. Click anywhere in McKee Family Tree that remains and you'll find that Word adds gray fill because what remains is a field code.
7. Save your document. Later, we'll save it as a template and replace your current template.

Because you have the headers set up with Same as previous, the field code cascades to all pages where the title was added to the header.

Seeing Why It Matters

1. Click in the body of the page to close the header and scroll to the first page of the document (1/30). (Shortcut: Ctrl + G, enter 1, and click Go To.)
2. Click in the title of your document and change the title of the book. I'm going to change McKee Family Tree to McKee Family Saga.
3. Scroll to the title page. (Shortcut: Ctrl + G, enter 3, and click Go To.)
4. Click in the title of your document and change the title of the book (Tree to Saga).
5. Look again at your header. (Shortcut: Ctrl + G, enter 10, and click Go To.)
6. Save your document. Later, we'll save it as a template and replace your current template.

Because you have the book title in the header set up as a field code, the title in headers update each time you change the title on the front cover and the title page. If you plan to use a field code for your title, you might want to:

• Change the style for the book title (page 1/1) on the front page.
• Make the title on the title page a field code.

Converting the Title on the Title Page
You can convert the title by:

• Repeating these instructions to replace the typed title with a field code
• Copy the field code from the header and replaced the typed title with the field code.

1. Scroll to page 10/30 (or ii). (Shortcut: Ctrl + G, enter 10, and click Go To.)
2. Double-click in the header area to open it.
3. Click at the end of the book title in the header and press the space bar once to add a space at the end. The space will prevent you from copying the header style hidden in the paragraph mark you can't see.
4. Run your cursor over the book title only, excluding the space and the hidden paragraph mark.
5. Copy it. (Shortcut: Ctrl + C.)
6. Double-click in the body to close the header.
7. Scroll to the title page. (Shortcut: Ctrl + G, enter 3, and click Go To.)
8. Click at the end of the book title in the header and press the space bar once to add a space at the end. The space will prevent you from copying the header style hidden in the paragraph mark you can't see.
9. Highlight the book title on the title page, excluding the space and the hidden paragraph mark.
10. Paste the field code.  (Shortcut: Ctrl + P.)
11. Save your document. Later, we'll save it as a template and replace your current template.

If you get unexpected results, do you know why? Because you picked up the Header style when you copied.

Go to the cover and change the title again, and then check each place where the book title appears. You'll find that it changes each time in each place where the book title appears.

Seeing Field Codes Word 2003

1. Display the View dialog...Select Tools, Options, and then click the View tab.
2. Click the Field codes option  to add a check mark. Remove the check mark when you want to hide field codes.
3. Click OK, and then save your document. Later, we'll save it as a template and replace your current template.

--OR--

1. Use the shortcut: Hold down the Alt key and press F9.
2. Here's what the field code looks like: {STYLEREF Title \* MERGEFORMAT}
3. Look at a footer and you'll see a field code that looks like this: {PAGE \* MERGEFORMAT}

Seeing Field Codes Word 2007/2010

1. Display the Word Options dialog...Select File, Options, and then click the Advanced option.
2. Scroll to the Show document content group, and then click Show field codes instead of their values to add a check mark. Remove the check mark when you want to hide field codes.
3. Click OK, and then save your document. Later, we'll save it as a template and replace your current template.

--OR--

1. Use the shortcut: Hold down the Alt key and press F9.
2. Here's what the field code looks like: {STYLEREF Title \* MERGEFORMAT}
3. Look at a footer and you'll see a field code that looks like this: {PAGE \* MERGEFORMAT}

Next Post

We're going to set up the same type of field code for chapter titles. I want you to see the many uses you can have for a StyleRef field code.

Color Picking Follow Up

I follow a number of other people's blogs. One of them is a technology-related blog called Digital Inspiration. In one of the author's latest postings, he discusses color...specifically picking colors based on hue, saturation, and luminosity. I think of this as hardcore color picking. However, I'm color challenged and perhaps you aren't. So to widen your world just a bit, click the link below to find out more about color picking.

http://www.labnol.org/home/hue-saturation-luminosity/20104/

If you want to see my original post, click this link Frame Up Part Three...Adding Color. The post includes instructions on how you can get to the color dialog in Word. If your Hue, Sat, and Lum (HSL) fields are not displaying, display the Custom tab, click the Color model drop-down arrow, and select HSL option. The fields update so that you can use the fields.

Setting Up a Book Template Part 13

Well, if you followed the last set of instructions, you ended up sorta where you started. You have a 30 page document. Now it's a matter of what you're going to do with this 30 page document.

If you don't have a copy of the template open, open one. We're going to execute the template. We're going to assume that in addition to the Introduction and Chapter 1, which is already there, you want to add five more chapters for a total of six chapters. You know this drill.

Adding Chapters 

1. Scroll to Appendix A.
2. Click in front of the A in Appendix.
3. Insert a Next Page break.
4. Hit the up arrow once to move your cursor to the previous empty line.
5. Type Chapter 2. 
6. Hold down the Enter key to add a total of four pages of empty pages. 
7. Scroll to the top of the third of the four empty pages.
8. Double-click in the header area and replace the header text (Appendix A) with Chapter 2. You just broke the Appendix A header but we'll fix it later.
9. Repeat steps 1 through 8 until you have a total of six chapters. You'll add a total of 20 pages and now you have a 50 page empty document...50 pages with working headers, footers, and sequential page numbers. 
10. Scroll to Appendix A, and then on to the third of the four empty pages.
11. Double-click in the header. You should see it saying Same as previous. 
12. Remove Same as previous from the header. I'm going to assume you know how to do this task.
13. Replace Chapter 6 with Appendix A: etc. 
14. From this point forward, you can click in any empty line in any chapter and begin to type text, insert graphics, or import information from genealogy reports. It doesn't matter where you work until you're ready to finalize your book. 

You can add all of these chapters when you're creating the template if you want to deal with a 50 page template. At work, I routinely deal with ten plus chapter templates. The point of creating a template is to give yourself a framework for a document with working page numbers, headers, and footers. Once they are working, you can stop worrying about the mechanics of dealing with software and concentrate on writing your book.  

Insert a Table of Contents

1. Scroll to the placeholder for the Table of Contents (TOC).
2. Click in the first empty line after the title Table of Contents.
3. Insert an electronic TOC. See Electronic Table of Contents and Styles for instructions.

You can add the TOC when you're creating the template, and then update it as needed. 

Insert an Index

Well you can't do much about this one right now because you don't have any index entries. However, after you have a few entries, complete these instructions.

1. Scroll to the placeholder for the Index.
2. Click in the first empty line after the title Index.
3. Insert an electronic index. See Creating an Electronic Index for information on adding entries and inserting the index in your document. 

Next Post

In the next post, I'm going to talk about cleaning up and finalizing your document. In the meantime, you can just write...sprawl all over the page...neatness doesn't count...we'll clean up later. As long as you don't put in any section breaks, your page numbers, headers, and footers will just come along for the ride.

This point is where I need to remind you that page breaking and the type of page breaking you do is important for results. If you need a refresher, see How Many ways can you break a page?. You're interested in methods 2, 3, and 4. Avoid method 1 because it's section breaking, which you don't want to do.

Setting Up a Book Template Part 12

Well, if you've stuck with me this long, you have a 30 page document that you saved as a template. Your next task is going to be finding the template and opening it up. When you complete this task, it is important that you understand that what you are opening is a copy of the template and not the template itself.

The distinction is an important one. When you open a copy, you can open more than one copy. Therefore, you can use one copy of the template to start one book and another copy of the template to start another book. When you do something dastardly to the one of your books...and you will...I have too...you can always open another copy of your template and create another book. The point is at all times you are working in a copy.

OK, so how do you get to that magical copy.

Word 2003

1. Click File, and then New. The New Documents pane appears on the right side of your screen.
2. Click On my computer... The Templates dialog appears.
3. Click Genealogy Book. A copy of the Genealogy Book you created appears on your screen.  
4. Next, you will execute the template. 

Word 2007

When I had you save your template in the last post, I gave you the barest of instructions. In this post, I'm going to give you some more specific instructions.

1. Open Genealogy Book, and then select File, Save As. 
2. Click Trusted Templates. 
3. Check your File name and Save as type (Word Template (*.dotx).
4. Click Save. 

To find your template:

1. Click File, and then New. The New Documents pane appears.
2. Click My templates... The New dialog appears.
3. Click Genealogy Book. A copy of the Genealogy Book you created appears on your screen.  
4. Next, you will execute the template. 

Word 2010
When I had you save your template in the last post, I gave you the barest of instructions. In this post, I'm going to give you some more specific instructions.

1. Open Genealogy Book, and then select File, Save As. 
2. Click Templates. 
3. Check your File name and Save as type (Word Template (*.dotx).
4. Click Save. 

To find your template:

1. Click File, and then New. The Available Templates pane appears.
2. Click My templates... The New dialog appears.
3. Click Genealogy Book. A copy of the Genealogy Book you created appears on your screen.  
4. Next, you will execute the template. 

Create New Options
If you look at the dialog that includes your template, you always see the options Document and Template.

• Document is selected by default because Word assumes you want to it to create a copy of your template--a document--that you can execute. 
• Template is the option you select if you want to edit the actual template. 

Next post will be about executing the template. You're finally ready to start writing a book, using a template you created!

Setting Up a Book Template Part 11

Open the document we've been working with (Genealogy Book) and confirm that the hidden codes are showing. Scroll to page 29.

Adding a back cover (Pages 29 and 30)

Click in the first empty line on page 29. If you haven't already done so, press Enter to add empty lines for two pages. Adding two pages gives you a page for the inside back cover (odd page) and a page for the outside back cover (even page).

Changing Headers and Footers for the Back Cover

Heading Page 29

Scroll back to page 29 and look at the header area. Since this page is an odd page and the beginning of a new section, the header should be empty.

Footer Page 29

Scroll to the bottom of page 29 and look at the footer. You should see a page number (17). You want the footer to be empty. 

1. Double-click in the footer area to open it. 
2. Remove Same as Previous from the footer.
   In Word 2003, on the View menu, click Header and Footer, and then click Link to Previous.
   In Word 2007 or 2010, notice that you've had a new tab turn up with the title Header & Footer Tools Design. Click the tab, locate the Navigation Group, and click the highlightedLink to Previous.
3. Highlight the page number and click the Delete key.

Header Page 30

Scroll to the top of page 30 and look at the header. You should see the book title. You want the header to be empty.

1. Double-click in the header area to open it.
2. Remove Same as Previous from the header.
3. Highlight the book title and click the Delete key. 

Footer Page 30

Use the instructions above to remove the page number (18) in the footer.

Your template is complete.

Save Options

As you've been following these instructions, you've been saving your work as a document. If you have extensions visible, your file name looks similar to these:

• Genealogy Book.doc
• Genealogy Book.docx

If this is a one-off document and you don't want to use it again--that is, you're going to execute the template (write your book), then saving it as a document is fine. 

You can also select File-->Save as, and save the document under a new name. Execute the template as a document and write your book. 

Or, if you think you're going to want to use this template again and again, you will want to save what is currently a document as a template. After a document is saved as a template, you can select it from a list of template and Word presents you with a copy of the document, which you can execute. When you're ready to start a new book, you can select the template again and Word presents you with the same empty 30 page document you saved as the template. 

To save a document as a template:

1. Select File-->Save as. The dialog appears. 
2. In the Save as type field, select Word Template (or Template or .dot).
3. Select the Save button. The system places a copy of the document in your templates (Yes, you have templates!). 

Next post we are going on a hunting expedition...looking for the damn template because Word buries them unless you're using Word 2010. 

Here's what mine looks like. In earlier versions of Word, it's not near this easy to find but we'll talk about it on the next post. We'll also start talking about executing a template...more fun. Also, we're to the point where I can start showing you some cool things you can do...for example, automating tasks using field codes. You won't find much written about field codes because it's an advanced use and lots of times people don't get far enough into using Word to encounter field codes. But you grasshopper will know. 

Setting Up a Book Template Part 10

Open the document we've been working with (Genealogy Book) and confirm that the hidden codes are showing. Scroll to page 25.

Adding Index (Pages 25, 26, 27, and 28)

1. Click in the first empty line on page 25.
2. Type Index, and apply the Heading 1 style to the text.
3. Double-click above Index to open the page header (page 25).
4. Check the header bubbles. They should say something similar to
   First Page Header -Section 6- and Same as Previous.
5. Double-click below Index to close the page header (page 25).
6. If you haven't already done so, press Enter to add empty lines for four pages. Adding four pages displays the running headers and footers so that you can see them and make changes as necessary.

Changing Headers and Footers for the Index

Header Page 25
Scroll back to page 25 and look at the header area. Since this page is an odd page and the beginning of a new section, the header should be empty.

Footer Page 25
Scroll to the bottom of page 25 and look at the footer. It should says 13 for page 13. 

Header and Footer Page 26

This even numbered page...page 14 for index but page 26 of the template is as it should be. The book title is in the header and the page number (14) is in the footer.

Header and Footer Page 27

This odd numbered page...page 15 for appendix a but page 27 of the template needs some work. The header says Appendix A: Scanned Census  Records but is should say Index.

1. Click in the header area.
2. Remove Same as Previous from the header. 
   In Word 2003, on the View menu, click Header and Footer, and then click Link to Previous.
   In Word 2007 or 2010, notice that you've had a new tab turn up with the title Header & Footer Tools Design. Click the tab, locate the Navigation Group, and click the highlightedLink to Previous.
3. Select the text Appendix A: Scanned Census Records and replace it with the text Index.
4. Scroll to the footer. It says page 15, which is what you want it to say.

Header and Footer Page 28

This even numbered page...page 16 for the index but page 28 of the template is as it should be. The book title is in the header and the page number (16) is in the footer.

Starting a New Section (Page 29)

1. Double-click in the body of page 28. The headers and footers close.
2. From the top of page 28 (16), click in the fourth or fifth empty line.
3. Add a Next Page section break. This creates page 29 of the template.
   --In Word 2003, click Insert on the menu bar, and then select Break. The Break dialog appears. Under Sections break types, select Next Page.
   --In Word 2007/2010, click Page Layout, and in the Page Setup Group, select Breaks. The Break dialog appears. Under Sections Breaks, select Next Page.

Your header disappears because this page is the beginning of a new section (Back Cover).

All we have left to do for the template is the back cover of the book. Then we'll talk about save options.