Re: Formatting Long Document

  • From: "Yardbird" <yardbird@xxxxxxxxxxxxxx>
  • To: <jfw@xxxxxxxxxxxxx>
  • Date: Thu, 24 May 2007 17:47:03 -0700

Let me make something clear. When I said I didn't use Word simply by the 
seat of my pants, I meant exactly the kind of thing you're used to seeing 
happened. I don't achieve double spacing by hitting Enter, the way you'd hit 
Return twice on a typewriter! Did you imagine I did? No, I open Format 
Paragraphs dialogue, set the line spacing to double space, and that's it. I 
simply never noticed a provision for changing the line spacing *between* 
graphs. Now I know it's there. I have to experiment with a few situations 
before I know it'll be useful to me. It all depends if those codes can copy 
into online edit fields I use in some of my work.
hat cha

----- Original Message ----- 
From: "Chip Orange" <Corange@xxxxxxxxxxxxxxx>
To: <jfw@xxxxxxxxxxxxx>
Sent: Thursday, May 24, 2007 2:58 PM
Subject: RE: Formatting Long Document


Below is the only point I made, which you called me on and said was
incorrect:

From "Microsoft Office Word 2003 Inside Out":

Specifying Line Spacing
Long gone are the days when you had to press Return twice at the end of
each line of text to
double-space your paragraphs. Now creating line spacing is a simple
matter of configuring
paragraph settings before, during, or after you enter text. In Word, you
can adjust line spacing
in several ways, including using the Formatting toolbar, keyboard
shortcuts, and the
Paragraph dialog box.





------------------------------

Chip Orange
Database Administrator
Florida Public Service Commission

Chip.Orange@xxxxxxxxxxxxxxx
(850) 413-6314

 (Any opinions expressed are solely those of the author and do not
necessarily reflect those of the Florida Public Service Commission.)


> -----Original Message-----
> From: jfw-bounce@xxxxxxxxxxxxx
> [mailto:jfw-bounce@xxxxxxxxxxxxx] On Behalf Of Yardbird
> Sent: Thursday, May 24, 2007 5:34 PM
> To: jfw@xxxxxxxxxxxxx
> Subject: Re: Formatting Long Document
>
> P.S.
>
> When I say each blank line created by a press of the Enter key is a
> paragraph, I don't mean that in the usual sense, as if it's a
> body of text
> comprised of two or more word-wrapped lines, until a press of
> Enter ends it.
> I'm talking about what I learned in Word, in which "paragraph" is the
> expression used for even a blank line created by hitting
> Enter. And, yes, I
> certainly know how to go into Format Paragraph and set it to
> double-space,
> if that's what I want, and first line indent (no, I don't hit
> the tab key as
> we did on a typewriter) and all the rest. Trust me. Again, I
> don't know why
> you're explaining this business about creating blank lines
> this way and that
> way, but unless you can see where the misunderstanding is,
> I'd just as soon
> let it go. I thought you were saying something egregiously
> incorrect, and
> you say that's not so at all, and I have to presume that
> whatever you're
> doing, it works as you wish it to, and that's just fine. Honest.
> ----- Original Message ----- 
> From: "Yardbird" <yardbird@xxxxxxxxxxxxxx>
> To: <jfw@xxxxxxxxxxxxx>
> Sent: Thursday, May 24, 2007 2:09 PM
> Subject: Re: Formatting Long Document
>
>
> chip,
> What I said wasn't a slight against the blind. Certainly not
> against blind
> prurple!And as for what you're talking about, clicking on
> this, and going
> into properties on that, I'm sorry, but that sounds way out
> of normal usage
> for me. I'm sorry, but I simply don't know what you're
> saying, actually, and
> if just because a graph code is created when you hit Enter, I
> have no idea
> what's the matter with that. Each blank line created manually
> in this way
> is, essentially, a paragraph, and I'm sorry, but that's
> something I learned
> myself in the course of very deliberately and responsibly
> learning Word. And
> everything works just perfectly for me, in every way. I think
> there may be
> reasons why we aren't really addressing ourselves to the same
> issue, even
> though we may think we are. I think there's a miscommunication about
> something.
>
> Also, I've designed and written end user manuals of various
> sorts, so I
> assure you I'm not a seat-of-the pants eccentric who once upon a time
> devised some odd way of using Word and doesn't realize it's
> nonstandard. We
> may be talking about different things entirely, but I'll let
> it rest , and
> you give whatever advice seems correct to you to impart. So long as my
> documents are suitably formatted in every way I need them to
> be, I don't
> care to argue more than I have over how to properly perform a
> function like
> using the Enter key in Word. Really. Let the usual hundred
> flowers bloom,
> and so forth.
>
> ----- Original Message ----- 
> From: "Chip Orange" <Corange@xxxxxxxxxxxxxxx>
> To: <jfw@xxxxxxxxxxxxx>
> Sent: Thursday, May 24, 2007 1:25 PM
> Subject: RE: Formatting Long Document
>
>
> It's nothing to do with blind perple and their use of Word.  Grab any
> book on the proper use of Word, or find a reasonably sophisticated
> tutorial, and you'll find that you should have one, and only one,
> paragraph mark at the end of any paragraph.  If you need four blank
> lines, then Word has a special feature for doing that: you right click
> the paragraph mark, choose properties, and you specify the after
> paragraph spacing to be four lines.
>
> Just because you've been doing it a certain way to X number of years,
> and even if that way happens to work, doesn't make it the right way.
>
>
>
>
>
>
> ------------------------------
>
> Chip Orange
> Database Administrator
> Florida Public Service Commission
>
> Chip.Orange@xxxxxxxxxxxxxxx
> (850) 413-6314
>
>  (Any opinions expressed are solely those of the author and do not
> necessarily reflect those of the Florida Public Service Commission.)
>
>
> > -----Original Message-----
> > From: jfw-bounce@xxxxxxxxxxxxx
> > [mailto:jfw-bounce@xxxxxxxxxxxxx] On Behalf Of Yardbird
> > Sent: Thursday, May 24, 2007 4:10 PM
> > To: jfw@xxxxxxxxxxxxx
> > Subject: Re: Formatting Long Document
> >
> > hi chip,
> >
> > while I'm guessing that you may have reasons for making this
> > statement, I
> > have to disagree . for instance, when I'm composing a
> > traditional letter to
> > be printed out hard copy and mailed with a stamp, I follow
> > the traditional
> > practice of creating three blank lines between the last line of the
> > recipient's address and the salutation. Last line of address
> > may be, let's
> > say, Beverly Hills, CA 90010. Now I hit enter four times.
> > Then I type Dear
> > Mr. Spelling, hit Enter twice to leave a blank line there,
> > and then begin
> > the text of my first paragraph.
> >
> > Now, this is extremely conventional, just for example. And
> > there are many,
> > many reasons a person might want to create any number of blank lines
> > purposely in this way, and it's not a violation of any usage
> > rule to do with
> > Word at all. I say this as someone who's used Word as my word
> > processing
> > software for nearly 25 years, fully sighted and visually
> > impaired, both,and
> > for whom Word has been the main tool of my professional work
> > in writing,
> > teaching and editing. So although there may be some reason
> > you'd like to
> > teach this as a rule to blind Word users, though I can't
> > figure it out on
> > the fly, it's otherwise not really the case. If you know
> > this, but are
> > saying this as a simmplified training technique or something,
> > sorry. But
> > what i describe above is normal usage.
> >
> > From: "Chip Orange" <Corange@xxxxxxxxxxxxxxx>
> > To: <jfw@xxxxxxxxxxxxx>
> > Sent: Thursday, May 24, 2007 12:36 PM
> > Subject: RE: Formatting Long Document
> >
> >
> > That's not proper use of Word.  You don't put two paragraph marks
> > between paragraph (that's what a return is when it's in
> > Word), instead,
> > you set a property of Word to do the double spacing automatically
> > between paragraphs.  So, you should never have two paragrph marks
> > together if you're using Word properly.
> >
> >
> >
> >
> >
> >
> > ------------------------------
> >
> > Chip Orange
> > Database Administrator
> > Florida Public Service Commission
> >
> > Chip.Orange@xxxxxxxxxxxxxxx
> > (850) 413-6314
> >
> >  (Any opinions expressed are solely those of the author and do not
> > necessarily reflect those of the Florida Public Service Commission.)
> >
> >
> > > -----Original Message-----
> > > From: jfw-bounce@xxxxxxxxxxxxx
> > > [mailto:jfw-bounce@xxxxxxxxxxxxx] On Behalf Of G.W. Cox
> > > Sent: Thursday, May 24, 2007 2:59 PM
> > > To: jfw@xxxxxxxxxxxxx
> > > Subject: Re: Formatting Long Document
> > >
> > > This depends on whether the document is single or double
> spaced. In
> > > single spacing, one should use two returns between
> paragraphs. That
> > > would result in ^p^p.
> > >
> > > With double spacing the first line should be indented, as
> > is possible
> > > through paragraph formatting. Tab should not come into play.
> > > ----- Original Message ----- 
> > > From: "Chip Orange" <Corange@xxxxxxxxxxxxxxx>
> > > To: <jfw@xxxxxxxxxxxxx>
> > > Sent: Thursday, May 24, 2007 12:05 PM
> > > Subject: RE: Formatting Long Document
> > >
> > >
> > > In addition to your quite useful technique, you should also
> > replace a
> > > return followed by a tab with something unique, since in Word
> > > that's how
> > > a paragraph is properly done (not double returns).  Then
> as you say,
> > > after changing returns to something else, you can go back and
> > > fix up the
> > > returns followed by tabs back to their original form.
> > >
> > > You'll loose Word paragraph formating and paragraph
> styles though by
> > > doing it this way, and so if you've made use of these
> you'll need to
> > > find another way of processing out these line returns.
> > >
> > > Hth,
> > >
> > > Chip
> > >
> > >
> > >
> > >
> > >
> > >
> > > ------------------------------
> > >
> > > Chip Orange
> > > Database Administrator
> > > Florida Public Service Commission
> > >
> > > Chip.Orange@xxxxxxxxxxxxxxx
> > > (850) 413-6314
> > >
> > >  (Any opinions expressed are solely those of the author and do not
> > > necessarily reflect those of the Florida Public Service
> Commission.)
> > >
> > >
> > > > -----Original Message-----
> > > > From: jfw-bounce@xxxxxxxxxxxxx
> > > > [mailto:jfw-bounce@xxxxxxxxxxxxx] On Behalf Of Adrian Spratt
> > > > Sent: Tuesday, May 08, 2007 8:41 PM
> > > > To: jfw@xxxxxxxxxxxxx
> > > > Subject: Formatting Long Document
> > > >
> > > > I accidentally deleted a query I meant to reply to, so I hope
> > > > I've created a
> > > > subject line that catch's the attention of the person asking.
> > > >
> > > > I suggest going to
> > > > www.jfwlite.com
> > > > and downloading the program called Text Monkey Lite.  It does
> > > > an effective
> > > > job of cleaning Internet documents and email messages.
> > > > Debbie Scales wrote
> > > > some helpful hints for using it.
> > > >
> > > > However, if you prefer to do a search and replace for return
> > > > key codes, keep
> > > > in mind that replacing them all will also eliminate all
> > > > paragraph breaks.
> > > > Here's my technique for overcoming that problem.  I first
> > > > determine if the
> > > > document separates paragraphs with two such codes.  If
> so, I begin
> > > > reformatting by searching for double instances of return key
> > > > codes and doing
> > > > a "replace all" with some rare key combination.  The
> > > > replacement I choose is
> > > > three consecutive number signs.  Then I go back to the start
> > > > of the document
> > > > and search for all single instances of the return and replace
> > > > them with a
> > > > space.  Finally, I go back to the beginning and replace all
> > > > my triple number
> > > > signs with double enter codes.
> > > >
> > > > The actual task is much simpler and faster than explaining it.
> > > >
> > > > --
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> > No virus found in this incoming message.
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> > Version: 7.5.467 / Virus Database: 269.7.7/816 - Release
> > Date: 5/23/2007
> > 3:59 PM
> >
> >
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> Version: 7.5.467 / Virus Database: 269.7.7/816 - Release
> Date: 5/23/2007
> 3:59 PM
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No virus found in this incoming message.
Checked by AVG Free Edition.
Version: 7.5.467 / Virus Database: 269.7.7/816 - Release Date: 5/23/2007 
3:59 PM


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