Software Vault: The Gold Collection/Software Vault - The Gold Collection (American Databankers) (1993).ISO/cdr12/dw0708.zip/DW0708.TXT

Text File | 1993-04-16 | 17KB | 345 lines

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  Microsoft(R) Product Support Services Application Note (Text File)
             DW0708: FILE CONVERSION AND GENERAL USAGE Q&A
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                                              Revision Date: 4/93
                                                 5 Pages, No Disk

The following information applies to Microsoft Word for MS-DOS,
version 6.0.

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| INFORMATION PROVIDED IN THIS DOCUMENT AND ANY SOFTWARE THAT MAY    |
| ACCOMPANY THIS DOCUMENT (collectively referred to as an            |
| Application Note) IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY      |
| KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO    |
| THE IMPLIED WARRANTIES OF MERCHANTABILITY AND/OR FITNESS FOR A     |
| PARTICULAR PURPOSE. The user assumes the entire risk as to the     |
| accuracy and the use of this Application Note. This Application    |
| Note may be copied and distributed subject to the following        |
| conditions: 1) All text must be copied without modification and    |
| all pages must be included; 2) If software is included, all files  |
| on the disk(s) must be copied without modification [the MS-DOS(R)  |
| utility DISKCOPY is appropriate for this purpose]; 3) All          |
| components of this Application Note must be distributed together;  |
| and 4) This Application Note may not be distributed for profit.    |
|                                                                    |
| Copyright 1993 Microsoft Corporation. All                          |
| Rights Reserved.                                                   |
| Microsoft and MS-DOS are registered trademarks and Windows         |
| is a trademark of Microsoft Corporation.                           |
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This FastTip presents a series of questions and answers about using
Microsoft Word version 6.0 for MS-DOS. The issues covered include file
conversion, inserting graphics, recovering corrupt files, memory
management, and preventing data loss.


1.  Q. How can I convert files from WordPerfect(R) to Microsoft Word
       version 6.0 for MS-DOS, or from Word version 6.0 to
       WordPerfect, while keeping as much of the original document
       formatting as possible?

    A. You can obtain conversion utilities for WordPerfect files by
       calling Microsoft Consumer Sales at [phone]. You can use
       these utilities to convert documents created with WordPerfect
       versions 4.2, 5.0, and 5.1 to Word version 6.0 documents, while
       retaining as much of your original document formatting as
       possible. You can also convert Word documents to WordPerfect
       format.

       You can also use the CONVERT utility provided with WordPerfect
       to save a WordPerfect document in the DCA/Revisable Form Text
       file format. You can then use the WORD_DCA.EXE utility provided
       with Word 6.0 to convert the DCA/Revisable Form Text file to a
       Word 6.0 document.

       For more information on using the file-conversion utilities
       provided with Word 6.0, including WORD_DCA.EXE, see Appendix C,
       "Changing File Formats," in the "Using Microsoft Word" manual.

2.  Q. How can I read my Word version 6.0 for MS-DOS documents using
       Word for Windows(R)?

    A. Word version 6.0 for MS-DOS provides a file-conversion feature
       for this purpose. Once you save your Word for MS-DOS document
       in the Word for Windows format, simply open it from within Word
       for Windows as you would any Word for Windows document.

       To save your Word for MS-DOS documents in Word for Windows
       format, perform the following steps:

       1. In Word for MS-DOS, open the document you want to convert.

       2. From the File menu, choose Save As.

       3. In the File Name box, type a name for the file.

       4. From the Format list, select the format that applies to your
          version of Word for Windows.

          To save your document in Word version 2.0 for Windows
          format, select Word for Win v2. To save your document in
          Word version 1.0 or 1.1 for Windows format, select Word for
          Win v1.x. Then choose the OK button.

       If Word prompts you to insert a disk, the Word for Windows file
       converters were not installed during Word setup. In this case,
       you need to install the converters by running the Setup program
       again. You'll need your original Word for MS-DOS floppy disks,
       unless you were set up from a network. Use the following
       guidelines:

       1. Insert the Word for MS-DOS Setup disk in drive A, then type
          "a:setup"(without the quotation marks) and press ENTER.
      (Or switch to the network drive where the Word for MS-DOS
      setup files are located, then type setup and press ENTER.)

       2. Follow the on-screen instructions. When prompted, choose the
          "Modify an existing version of Word 6.0" option.

       3. Follow the on-screen instructions. When given the option,
          use the arrow keys to highlight "Install converters," and
          then press ENTER. A bullet next to the option indicates that
          it is selected.

       4. Select the "Complete Setup and modify Word" option, and then
          press ENTER.

       5. Use the arrow keys to highlight the "Word for Windows 2.0"
          or "Word for Windows 1.x" option, and then press ENTER. A
          bullet next to the option indicates that it is selected.

       6. Select the "Continue with Setup" option, and then press
          ENTER.

       7. If prompted, insert the Conversions disk in the drive, and
          press ENTER to continue.

       For more information on the Word for Windows converter for Word
       for MS-DOS, see Appendix C, "Changing File Formats," in the
       "Using Microsoft Word" manual.

3.  Q. How can I read my Word version 6.0 for MS-DOS documents using
       Word for the Macintosh(R)?

    A. To read documents created in Word 6.0 for MS-DOS using Word
       version 4.0 or 5.0 for the Macintosh, do the following:

       1. Save the document in Word for the Macintosh format.

       2. Transfer the file from your MS-DOS-based personal computer
          to your Macintosh by using either an Apple SuperDrive(TM) to
          read the file from your MS-DOS floppy disk, or a serial
          cable or network configuration to transfer the file
          electronically.

       3. Once the file is located on your Macintosh, use the Apple(R)
          File Exchange program to convert the file to Word for the
          Macintosh format.

       If you don't have either an Apple SuperDrive, a serial cable,
       or a network configuration that enables you to transfer files
       between the MS-DOS and the Macintosh environment, you cannot
       perform this file conversion.

       For more information about Apple File Exchange, refer to your
       Macintosh documentation.

       To save your document in Word for the Macintosh format, perform
       the following steps:

       1. From the Word for MS-DOS File menu, choose Save As.

       2. In the Format box, select Word For Mac.

       If Word prompts you to insert a disk, the Word for Macintosh
       file converters were not installed during Word setup. In this
       case, you need to install the converters by running the Setup
       program again. You'll need your original Word for MS-DOS floppy
       disks, unless you were set up from a network. Use the following
       guidelines:

       1. Insert the Word for MS-DOS Setup disk in drive A, then type
          "a:setup"(without the quotation marks) and press ENTER.
      (Or switch to the network drive where the Word for MS-DOS
      setup files are located, then type setup and press ENTER.)

       2. Follow the on-screen instructions. When prompted, choose the
          "Modify an existing version of Word 6.0" option.

       3. Follow the on-screen instructions. When given the option,
          use the arrow keys to highlight "Install converters," and
          then press ENTER. A bullet next to the option indicates that
          it is selected.

       4. Select the "Complete Setup and modify Word" option, and then
          press ENTER.

       5. Use the arrow keys to highlight the "Word for Macintosh"
          option, and then press ENTER. A bullet next to the option
          indicates that it is selected.

       6. Select the "Continue with Setup" option, and then press
          ENTER.

       7. If prompted, insert the Conversions disk in the drive, and
          press ENTER to continue.

       For more information on the Word for Macintosh converter for Word for MS-DOS, see Appendix C, "Changing File Formats,"
       in the "Using Microsoft Word" manual.

4.  Q. When I insert a graphics file in a Word version 6.0 document by
       choosing Picture from the Insert menu, I cannot preview or
       print the graphic. What is wrong?

    A.      A graphics file inserted in a Word version 6.0 document
       may not preview or print due to one or more of the following
       reasons:

       Reason 1: Word 6.0 may be set to print in draft mode. To turn
       off draft mode, perform the following steps:

       1. From the File menu, choose Print.

       2. In the Print dialog box, choose the Options button.

       3. In the Print Options dialog box, clear the Draft check box,
          and then choose the OK button.

          If the Draft check box is already cleared, Word is not set
          to print in draft mode.

       Reason 2: The paragraph in the document that contains the .G.
       graphics link code and graphics file information may have been
       modified. You should not manually edit graphics link
       information to update the link.

       To determine whether the graphics paragraph has been modified,
       check whether the .G. code is formatted as hidden text; and
       that the correct path and name, dimensions, and file format of
       the graphic appear immediately after the .G. code. If you think
       the graphics paragraph may have been manually modified, delete
       and reinsert the graphic.

       Reason 3: The graphics file format may not be supported by Word
       6.0. If this is the case, Word 6.0 should display an error
       message when you try to preview or print the graphics file. For
       more information on the graphics file formats supported by Word
       6.0, see Chapter 21, "Layout Features for Graphics and Text,"
       pages 410 and 411, in the "Using Microsoft Word" manual.

5.  Q. The text in my document scrolls off the right side of the
       screen, and the ruler is stretched out. How can I restore my
       Word 6.0 screen to its original appearance?

    A. This may occur if your view is set to Layout, or if you have
       the Show Line Breaks option selected. If your view is set to
       Layout,  the letters "LY" appear at the bottom of the Word
       screen on the status bar. To turn off Layout view, choose
       Layout from the View menu (a bullet next to the command means
       it is in effect). To turn off the Show Line Breaks option,
       choose Preferences from the View menu, and then select the Line
       Breaks option (a check mark next to the command means it is in
       effect).

       For more information on Layout view and the expanding ruler
       feature, see page 435, Chapter 21, "Layout Features for
       Graphics and Text," in the "Using Microsoft Word" manual.

6.  Q. My Word 6.0 document appears to be damaged or corrupt. How can
       I remove the corruption?

    A. Damage or corruption in a Word document may occur if your hard
       disk or floppy disk contains areas that cannot store data
       correctly, if your floppy disk is incorrectly formatted or
       removed from the floppy disk drive while a file is open, or if
       your computer hardware fails.

       To remove corruption in a Word 6.0 document, try saving the
       document as a rich-text format (RTF) file. Then open the RTF
       file in Word and convert it back into a Word document. This
       procedure retains most or all document formatting. Use the
       following procedure:

       1. To save a document as an RTF file, choose Save As from the
          File menu, then select RTF from the Format list box.

       2. To convert an RTF file back into a Word document, choose
          Open from the File menu, and type the name of the RTF file
          in the File Name box. When Word asks you if want to convert
          the RTF file, choose Yes.

       If saving the document as an RTF file and then converting it
       back into a Word document does not remove the corruption, try
       loading the backup (.BAK) version of the file. The backup
       version is usually located in the same directory as the current
       version. Word 6.0 automatically creates a backup copy of a
       document when a previously saved document is edited and then
       saved again.

7.  Q. How can I prevent data loss if my computer hardware fails while
       Word version 6.0 for MS-DOS is running?

    A. Use the Word 6.0 Autosave feature to have Word create a backup
       copy of your document that can be recovered in case a system
       failure occurs while you are running Word. To activate the
       Autosave feature, perform the following steps:

       1. From the Utilities menu, choose Customize.

       2. Under Autosave, enter the number of minutes between backups
          in the Frequency box.

       3. If you want to have Word prompt you before it performs the
          automatic save, check the Confirm box. Choose the OK button.

       If your computer system fails while Autosave is active, the
       next time you start Word you'll see the message "Autosave
       backup files exist. Do you want to recover files now?" Choose
       the Yes button to recover the files.

8.  Q. While formatting my Word 6.0 document, I received the message
       "There is not enough memory to perform this action." How can I
       prevent this message from occurring?

    A. This message indicates that the operation you are performing
       requires a large amount of memory. To prevent the occurrence of
       this message, use the following guidelines before choosing a
       command that requires a large amount of memory.

        - Close any Word 6.0 documents that you do not need to have
          open.

        - Save any edits that you have made to your document.

        - Try loading a smaller glossary and/or style sheet.

        - Cancel the current printer driver selection if the command
          to be carried out does not require paginating or printing
          the document. The printer driver can later be reselected
          after the command has been carried out and the document has
          been saved to disk.

        - If you're choosing Replace from the Edit menu to replace
          large amounts of text or formatting in a document, select a
          smaller portion of the document, rather than the entire
          document. Save the document to disk each time the Edit
          Replace command has finished.

        - If you're sorting a large number of paragraphs in a
          document, before choosing the Sort command, use the Column
          Select feature to select only the data or field information
          that you want Word to use as the sort key. To activate
          Column Select mode, press CTRL+SHIFT+F8. The letters "CS"
          will appear in the status bar when Column Select is active.
          If you want to select columns across page boundaries, the
          View Layout option must be off.

For more information on managing memory while using Word 6.0, see
       Chapter 12, "Storing Documents," in the "Using Microsoft Word"
       manual and the section on memory limitations in Appendix B,
       "Word Statistics," in the "Using Microsoft Word" manual.