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Whether it’s a short story, a product catalog, a technical manual, or a business report, every document needs a compelling format. Although the content and the length may differ, long documents have similar formatting challenges. In Word 2007: Formatting Long Documents, David Rivers uses his 20 years of training expertise to demonstrate efficient methods of formatting entire documents and making changes to specific sections and pages. He covers the details of how to use field codes and building blocks to streamline the workflow, and shares best practices for producing printed documents with a professional look. Exercise files accompany the course.
We learned in previous lessons how much time and effort we can save by using things like building blocks and styles in our long documents. At some point you may want to get a list of those building blocks that are used in your document or even the styles and the style settings. The properties of each of the styles being used in your document can come in handy if you want to mimic that somewhere else. So in this lesson we are going to talk about how to print those out. So with the document open, all you have to do is make one slight change. The document we are using was used in previous lesson. So if you have been following along, you are ready to go. But if you have skipped to this lesson you have got the Exercise Files, you can get caught up and go to the Chapter 11 folder, open up Printing2 and you will see what I see here.
Next, we go up to the Office button and click on Print. This is the same as Ctrl+P on your keyboard or selecting Print over there on the right hand side. It opens up the Print dialog box where we see our defaults, the printer you are using, all the pages being sent to that printer, and Print What: the document. The Document selection here under Print What has a drop down. If we click this dropdown, you will notice some other options such as Document properties. If you want to print out a list of all the document properties you could do that. If you want to print this document showing all of those markup symbols that we can turn on from our Ribbon such as where hard returns are, where section breaks are, where fields are being used, you could do that by choosing Document showing markup. Or you could just get a list of all the markup. And then we see Styles down here and Building Blocks entries.
So we will start with Styles. I'm going to click Styles and you will notice that everything else gets grayed out. I can choose the number of copies if I wanted to. But when I'm printing out Styles I'm going to get an alphabetical list of all the styles in this document and not just a list of the style names like Book Title, Caption, Document Map, Endnote References and Endnote Text but I'm also going to see the properties. For example, if I'm using endnotes the text might be using a font that's 10 points in size, it's linked, it's going to be hidden until it's used, a priority, what it's based on, the normal template, for example. I'm going to see all of that information for every single style used in this document or that could be used in this document.
So when I go to OK, I'm going to be sending that to the printer and I'm going to get a huge long list of styles. I'm going to click Cancel right now. Now for this particular document you can expect 5 or 6 pages of Styles to print out. Next we will go back up to our Office button, down to Print, give that a click. And change it from Print what to Building Blocks entries. In this case, you are going to get the entire document plus the building blocks that are being used. For example, if you have got bibliography, works being sited or if you have created your own auto-text for example, you are going to see that. I know that I have got for example, DR is auto-text I set up, it's a building block entry, it's going to tell me where it is. So I'm going to see the path printed out on piece of paper where that building block entry is and what it does.
So in my case typing in DR is going to be used as a field for my initials, my name David Rivers is also a field that might be used as the author by default. I'm going to see all of the building blocks listed along with the document. So if you are document is say 85 pages like this one, you are going to expect over 90 pages to print because you are going to get your building blocks as well. So that's all there is to printing out your Building Blocks entries as well as your Styles. Remember the Print what drop down, you have got lots of options here, the default being Document. I'm going to click Cancel to return to that document.
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