[duxhelp] Re: DBT Codes in Word
- From: Susan <chrn3292@xxxxxxx>
- To: duxhelp@xxxxxxxxxxxxx
- Date: Sat, 22 Apr 2006 23:52:58 -0500
Hi George,
Here you go ... this was done in a rush, so hopefully I didn't miss any
steps or mistype.
Of course you realize I'm giving away some of my secrets, right? ;-)
Susan
These instructions are for Word 2003.
There are a couple of issues to keep in mind before you start.
1) Decide if you want the AutoText entries in a specific template other
than normal.dot. The simple way of creating AutoText entries will
automatically include them in your normal.dot template â even if you
working in a different template at the time.
2) Activate the AutoText toolbar and take a look at the drop down list.
You can specify a category for your entries based on the paragraph style
you use when first setting this up (described below). If you donât
create a special category, it will likely end up in a Normal category
(if Normal is the paragraph style you are using during the process).
If you are using a special template, use that template while creating
the AutoText entries. My recommendation is to type in all the DBT codes
you want to include first. (Suggestion: I also created an âemptyâ code,
[[*__*]]. The __ can easily be replaced with a code not included in
the AutoText entries.) Also format them as you desire â using a
character style with hidden text and a special color is my approach. To
have all the codes appear in a single AutoText category other than the
current paragraph style name, select all of your codes and then create a
new paragraph style by pressing Ctrl-Shift-S and typing the name you
want (such as Codes, DBT, Braille, etc.) â this is the category where
the AutoText entries will be placed.
Now you are ready to begin adding the codes to AutoText. For best
results, make sure you have non-printing characters turned ON.
1. Select the first code. DONâT include spaces or paragraph marks. If
you include the paragraph mark, the entry will be inserted as a separate
paragraph.
2. To add to normal.dot: Press Alt-F3. The Create AutoText box will pop
up with the code inserted. I would recommend you change this to a
meaningful name. Press Enter. Itâs now included in the AutoText list. If
you have your AutoText Toolbar still active, youâll see that it is
assigned to the category based on whatever the paragraph style was used
for your entry. Continue this procedure for the rest of your codes.
3. To add to specific template: After selecting the code, go to Insert |
AutoText | AutoText. Select your template in the Look in drop down. Make
sure you've renamed the entry if desired. Click Add. Now it is only
added to that template. Continue this procedure for the rest of your codes.
Place AutoText Entries on a Menu
You can add a menu to a current toolbar, or create a new toolbar and add
menus to that.
New Toolbar: Right click toolbar area and select Customize (OR go to
View | Toolbars | Customize OR go to Tools | Customize). On the Toolbars
tab, click New. Give the toolbar a name and select the template if you
want it in a different template than normal.dot (presumably you are
working with a document using that template) â and then click OK. The
new toolbar will probably be floating next to the dialog box. You can
leave it there for now or drag it to the toolbar area.
New Menu: Youâre still working in the Customize dialog, but now choose
the Commands tab. If you are working in a specific template, make sure
you choose it from the Save in drop down. At the bottom of the
Categories list on the left is New Menu. Select that and youâll see New
Menu pops into the Commands list on the right. Click on New Menu in the
Commands list and drag it to the toolbar of choice. That will put a new
entry on the toolbar called New Menu with a drop down arrow. New Menu
will be enclosed in a black outline â right click on it and give it a
new name. If you want to access it using a hotkey, put & in front of the
letter of choice. Itâs nicer if you can choose a letter not already used
with other menus but thatâs not always easy.
The Customize dialog MUST stay open throughout this entire process, as
itâs the only way you can create and modify the menus.
To add AutoText entries to the menu: Go back to the Commands tab in the
Customize dialog, and look for AutoText towards the bottom of the
Categories list. Select that. All the AutoText entries will be listed in
the Commands list. Select the entry you want and then drag it to the new
menu. The first entry may be a little tricky, but you need to get a
small box to expand from the bottom of the menu, and then drop the
AutoText entry. Once again, you can right click on it and modify the
name or add the & to a letter if you wish.
Shortcut keystrokes: To assign keystrokes to any or all of your AutoText
entries, click the Keyboard button at the bottom of the Commands tab. If
you are working with a special template, select it in the Save changes
to drop down. Now choose AutoText from the Categories list and then the
specific entry from the Commands list. Try various keystrokes in the
Press new shortcut key box until you find one thatâs not assigned (or
one you donât mind reassigning from a feature you donât use). Click
Assign. After shortcut keystrokes are assigned, youâll see them listed
in your new menu. If you donât see the shortcuts listed on your menu, go
to the Options tab on your Customize dialog and make sure Show
ScreenTips on toolbars and Show Shortcut keys in ScreenTips are checked.
Before you exit Word, you will likely be prompted about saving changes
to your template. Obviously you want to agree.
George Bell wrote on 4/22/2006, 5:38 AM:
Susan,
Both.
George.
-----Original Message-----
From: duxhelp-bounce@xxxxxxxxxxxxx
[mailto:duxhelp-bounce@xxxxxxxxxxxxx] On Behalf Of Susan
Sent: 21 April 2006 21:16
To: duxhelp@xxxxxxxxxxxxx
Subject: [duxhelp] Re: DBT Codes in Word
George,
What process are you interested in? Adding the codes to AutoText or
putting the AutoText on menus?
Susan
George Bell wrote on 4/21/2006, 3:45 PM:
Hi Susan,
Would you be kind enough to explain the process here please - in dummy
language please!
Thanks,
George.
-----Original Message-----
From: duxhelp-bounce@xxxxxxxxxxxxx
[mailto:duxhelp-bounce@xxxxxxxxxxxxx] On Behalf Of Susan
Sent: 21 April 2006 17:38
To: duxhelp@xxxxxxxxxxxxx
Subject: [duxhelp] Re: DBT Codes in Word
Actually, it's much easier to create the code in hidden text and then
create an AutoText entry ... that way you don't have to type the code in
every time. I'm putting the various codes on menus in the Word BANA
template ... that updated template will be in the next beta.
Susan
George Bell wrote on 4/21/2006, 11:03 AM:
Hi Jan,
Oh were there an easier way! But at least there's a way.
As regards hiding the text, there are two ways I know of, and possibly
many options and alternatives, I am sure.
1) Highlight the text in question. Go to Word's Format menu and select
Font. Check the "Hidden Font" box.
2) Create a CHARACTER Style in Word, and under Font, check "Hidden
Text", then apply the style as required. In my experiments, I have also
made the font a red colour so that it stands out.
However do take care since under Word's Tools menu, Options, and then
the View Tab, there is also a show Hidden Text check box, if either
that, or the "All" box are checked, you will still see the text.
I think it's fair to say that nobody is advocating this as an ideal way
to Code documents for DBT. However, it is an OPTION, and certainly for
me, a pretty nifty one. DBT's Word importer has seen many improvements
over the past year or two, and this just adds a little icing to the
proverbial cake. You may still need to do the final cake decoration in
DBT itself.
George.
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