Common Issues

How to create a table of contents How to change the default font on Word No clips inthe Clip Gallery Trouble opending damaged documents

How to create a table of contents

Problem: Client wants to create a table of contents that will automatically create links to sections of the document and will change whenever certain sections change.

Resolution: Creating a dynamic table of contents can be a challenging task and there are several ways to it. The Help section in Word 2000 lists 3 or 4 ways to do it. Below is probably the simplest way to create a TOC in Word.

(1) As the client is creating or modifying the document, have them apply Word’s heading styles (Heading 1 through 9). Do this by highlighting text and then clicking on the Style box located to the left of the Font icon on the Formatting toolbar.
(2) Once you have applied all of your headings using Step 1, position your cursor where you want to begin your table of contents.
(3) Click on Insert – Index and Tables and then select the Table of Contents tab.
(4) The following window will appear:

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(5) Make selections in the following areas as desired:
> Change the number of levels depending on what was the highest Heading number you applied, ie., if you applied up to Heading 5, then you would change the value in Show Levels to 5.
> You can change the Tab Leader dropdown box to choose different kinds of tab leaders.
> The Formats: dropdown box will give you different styles of TOCs to choose from and a preview will appear under the Print Preview window.
(6) Click on OK. Word will automatically insert the table of contents based on your headings and repaginate your document.

Notes:
> Table of Contents is actually a field so it cannot be edited directly. It only reflects what were applied as headings.
> Each line in the table of contents is actually a hyperlink that jumps to that topic in the document. It can be used to navigate to your topics rather quickly.

How to change the default font in Word

Problem: Client wants the font Verdana at size 13 to always come up when he opens a brand new Word document. How do you do that?

Resolution: The default font for Word is defined in the global template (Normal.dot). Word uses the Normal.dot template if you do not specify another template. To change the style of the default font, follow these steps:

(1) Open up Word 2000 to display a blank document.
(2) On the Format menu, click Font.
(3) Select the font, point size, and any attributes that you want.

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(4) Click Default.

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(5) When you are prompted with the following message,
click Yes.
(6) Close out of Word and reopen it. You will see the changes take effect.

No clips in the Clipart Gallery

Problem: Client states that they can’t find any clips in their Clipart Gallery.

Resolution: Word 2000 was probably installed without the Clipart Gallery. To remedy this, do not have the client run Detect and Repair. That will not resolve the problem. Have the client reinstall Office from the Control Panel. In the Control Panel, have them open Add/Remove Programs. Have them select Microsoft Office 2000 Premium then click on Add/Remove. Click on Add or Remove Features. Click once on Office Tools and select Run all from my computer.

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Click on Update Now to run the Office Setup. When complete, shut everything down and reboot the PC.

Troubleshooting Damaged Documents:

A common problem that we encounter are clients calling in to say that they are unable to open their documents, they cannot save their documents, or they cannot control certain modifications that are being made to the document that do not make sense (I am not referring to auto formatting issues). There may be error messages associated with the aforementioned problems such as “The specified file path cannot be found). If you suspect that a document is damaged, here are a few things to try before requesting a network restore or giving up and crying:

Attempt to save this document as a web page or as a rich text format (.rtf) file. Then reopen it and save it back as a .doc. The disadvantage to this method is that there may be formatting that is lost when doing this. (note: if you can’t open the file, try holding the shift key down while right clicking the file in Explorer and using the Open with… command to open it in Internet Explorer or Wordpad.)
If you are able to open the file, use CTRL + A to select the entire file and then copy and paste it into a brand new document. You will be amazed at how often this works.
Check to see if it is just one piece of the file that is corrupted, such as an inserted object or a table or graph. The client may be able to help you locate this. If it is, attempt to delete it and if you can’t delete it, copy the whole document minus the object to a new file.