Using one WORD document for different audiences
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- BronzeLounger
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Using one WORD document for different audiences
I have a WORD document that contains information and "more detailed" information. The first part should be available to a larger audience, the more details comments about each topic only to a smaller group.
I do think it's most easy to work with one document only.
The only way I think this can be done is to use hidden text. It's cumbersome but I believe it's workable.
The problem I have is that I share the two versions as PDF. Seems that where I can select "Hidden" in the Print options, that feature is not available in the "Export" options. And to create my PDF (/A) exported files (with ToC links embedded) I do use export. Am I missing that?
Yes, I know I can "Print to PDF" but that doesn't create PDF/A files, nor a result with embedded ToC links (the latter I'm not 100% sure about)
I do think it's most easy to work with one document only.
The only way I think this can be done is to use hidden text. It's cumbersome but I believe it's workable.
The problem I have is that I share the two versions as PDF. Seems that where I can select "Hidden" in the Print options, that feature is not available in the "Export" options. And to create my PDF (/A) exported files (with ToC links embedded) I do use export. Am I missing that?
Yes, I know I can "Print to PDF" but that doesn't create PDF/A files, nor a result with embedded ToC links (the latter I'm not 100% sure about)
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- PlutoniumLounger
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Re: Using one WORD document for different audiences
Hi ErikJan.
I think that your "PDF" is a bit of a red herring. Swimming upstream (grin) I suspect the answer should lie in the preparation of the MSWord document regardless of the target.
{INCLUDETEXT} field brings in text from other (document) files
{LINK} field brings in part of a file (OLE; I'm using Word2003)
{REF} field brinhs in bookmarked text
There may be more or better fields.
My initial thought is to surround each such field with an {IF} field in your document.
But I think too you could use an {IF} in each of the source documents.
I am not the resident { field } expert.
Cheers, Chris
He who plants a seed, plants life.
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- 4StarLounger
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Re: Using one WORD document for different audiences
How to discriminate between 'larger audience' and 'smaller group' ?
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- BronzeLounger
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- BronzeLounger
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Re: Using one WORD document for different audiences
Interesting thoughts, thanks.ChrisGreaves wrote: ↑05 Apr 2024, 20:23Hi ErikJan.
I think that your "PDF" is a bit of a red herring. Swimming upstream (grin) I suspect the answer should lie in the preparation of the MSWord document regardless of the target.
{INCLUDETEXT} field brings in text from other (document) files
{LINK} field brings in part of a file (OLE; I'm using Word2003)
{REF} field brinhs in bookmarked text
There may be more or better fields.
My initial thought is to surround each such field with an {IF} field in your document.
But I think too you could use an {IF} in each of the source documents.
I am not the resident { field } expert.
Cheers, Chris
I'd like as the 'advanced' text is an extension of the simple text, the document is best maintained as one file I think. I do see paragraphs / sections with simple text followed by more detailed paragraphs for the advanced / support group.
So I can use an {ASK} field and ask if the advanced version should be displayed or not, then I could text a variable with an {IF} field. But it seems I can't hide text like that so I guess the whole advance section should be in the {IF} field itself?
What about creating some VBA code that finds a start- and end-markers I add to the text to mark advanced sections and then hides or unhides the text between these markers.
Seems pretty straightforward. I should find out how to create a marker that is visible but that doesn't mess up formatting and would also not print.
More thoughts and suggestions?
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- Administrator
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Re: Using one WORD document for different audiences
How about using a different style for the advanced text and modifying that style to be hidden
StuartR
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- 4StarLounger
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Re: Using one WORD document for different audiences
Sample file ?
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- Microsoft MVP
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Re: Using one WORD document for different audiences
Exactly correct. You can install the following macro and add a button for it to the Quick Access Toolbar to toggle the advanced text off and on.
Code: Select all
Sub ToggleAdvancedText()
Dim strStyleName As String
strStyleName = "Advanced" ' change this as needed
With ActiveDocument.Styles(strStyleName).Font
.Hidden = Not .Hidden
End With
End Sub
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- 4StarLounger
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Re: Using one WORD document for different audiences
See attachment.
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- BronzeLounger
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Re: Using one WORD document for different audiences
I looked at the code in the Word doc that was posted by "snb". It's confusing as it shows (or hides) the contents of a variable called "snb", but that contents is also "snb".
Using this, I should 'fill' the variable 'snb' with my advanced text and I'm not sure if I could use formatted text for that.
Jumping back to the styles approach, I need to play around with that one a bit to see if and how that might function.
In any case, thanks to both of you for the suggestions so far. Appreciated!
Using this, I should 'fill' the variable 'snb' with my advanced text and I'm not sure if I could use formatted text for that.
Jumping back to the styles approach, I need to play around with that one a bit to see if and how that might function.
In any case, thanks to both of you for the suggestions so far. Appreciated!
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- BronzeLounger
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Re: Using one WORD document for different audiences
OK, thinking about the Style approach. I see that I do need "something" that I can use to mark sections that I want to hide or show later.
Such a 'marker' however should be just that: a marker. That would mean that when I apply a Style to mark parts of my document, that Style should NOT alter the representation of the text / paragraphs it is applied to. In my mind that would mean that the style is 'empty'.
But I see no way to do that... any suggestions?
Such a 'marker' however should be just that: a marker. That would mean that when I apply a Style to mark parts of my document, that Style should NOT alter the representation of the text / paragraphs it is applied to. In my mind that would mean that the style is 'empty'.
But I see no way to do that... any suggestions?
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- 4StarLounger
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Re: Using one WORD document for different audiences
You can format any text within an {If } field without any restrictions.
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- Administrator
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Re: Using one WORD document for different audiences
You can create a character style, based on "Default Paragraph Font" and toggle the hidden status of this style with a MacroErikJan wrote: ↑09 Apr 2024, 18:56OK, thinking about the Style approach. I see that I do need "something" that I can use to mark sections that I want to hide or show later.
Such a 'marker' however should be just that: a marker. That would mean that when I apply a Style to mark parts of my document, that Style should NOT alter the representation of the text / paragraphs it is applied to. In my mind that would mean that the style is 'empty'.
But I see no way to do that... any suggestions?
StuartR
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- BronzeLounger
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Re: Using one WORD document for different audiences
But that still has a "Default Paragraph Font" defined... and as such, when I apply it, it will change fonts if they differ from that default...
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- BronzeLounger
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- Administrator
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Re: Using one WORD document for different audiences
"Default paragraph font" means use the default font for the current paragraph. If your text is currently in style Heading 1, then it will retain the Heading 1 font style, if it is in style Normal then it will retain the Normal font style. This might cause a problem if you are formatting text manually, but if you use styles for all your formatting then it will work well.
StuartR
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- 4StarLounger
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Re: Using one WORD document for different audiences
As far as I can see the font 'Hidden' property only takes into effect when printing not in the UI.
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- Administrator
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Re: Using one WORD document for different audiences
It works the way that I expect. If hidden text is displayed then I see it on screen but not in print, otherwise it is not visible in either. It's easy to check by toggling the Show/Hide pilcrow in the paragraph section of the ribbon.
StuartR
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- 5StarLounger
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Re: Using one WORD document for different audiences
Have your underlying text be in a paragraph style that uses the formatting you want. Do not use direct formatting or other character styles to format this text.
Attorney Charles Kenyon
Templates in Microsoft Word
Modifying the QAT
The Importance of Styles in Microsoft Word
Templates in Microsoft Word
Modifying the QAT
The Importance of Styles in Microsoft Word
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- 5StarLounger
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Re: Using one WORD document for different audiences
Also, consider using Building Blocks / Quick Parts / AutoText and Building Blocks Gallery Content Controls.
https://www.addbalance.com/usersguide/a ... entControl
If you alter the QAT, that alteration can (and should) be saved in your document or template, rather than in Word as a whole. If you use a custom building blocks gallery, you can put that gallery on the QAT as well.
https://addbalance.com/word/QATmodifica ... #PageStart
http://gregmaxey.com/word_tip_pages/bui ... eries.html
https://www.addbalance.com/usersguide/a ... entControl
If you alter the QAT, that alteration can (and should) be saved in your document or template, rather than in Word as a whole. If you use a custom building blocks gallery, you can put that gallery on the QAT as well.
https://addbalance.com/word/QATmodifica ... #PageStart
http://gregmaxey.com/word_tip_pages/bui ... eries.html
Attorney Charles Kenyon
Templates in Microsoft Word
Modifying the QAT
The Importance of Styles in Microsoft Word
Templates in Microsoft Word
Modifying the QAT
The Importance of Styles in Microsoft Word