Can't place copy from some Word files

[angler2229]

I do yearbooks for several schools in our area. Usually I create a Style palette from specifications they supply me. Some schools simply set their own styles in Word document and give it to me on a disk. I create the layout in PM, open the Word files, and copy the text pasting it into a text frame in PM. I works great, and they're happy.

However, I have one school that complains each time I create a Style sheet. They want the text to be exactly the size they created in Word. Sometimes their captions are 8 pt., and others are 12 pt. I usually can copy the text and paste it into PM with no trouble. But PM refuses to paste the copy from the files of one particular school. Therefore, I have to paste the text from Word to Notepad first. Then I copy it to PM, but of course, I lose the formatting they want and have to play around way too much to get what they want.

So why do some Word documents paste and some don't? I have read where some folks always paste from Word to Notepad before bringing it into PM. Am I causing more work for myself? Or should I stick to my convictions and argue that a publication should have the same formatting throughout?

Daniel

 

[BionicJohn]

I can't say I've ever heard of PM refusing to accept something being pasted in from Word. It always does it IME, though not always as expected.

The Word styles and PM are incompatible in a lot of ways, so creating exact copies of the styles is not possible.

My experience is that unless the creator of the Word file has used the style palette comprehnsively and with scrupulous pricesion, you might as well forget importing the *.DOC file - you'll end up stripping out erratic formatting with Notepad.

You could try saving the Word file in *.RTF format, and placing that.

Iechyd da! John
23:11 02/07/2003 BST

 

[angler2229]

John,

So I open the Word document and do a Save As.. then Save As Type: Rich Text Format?

I give it a try.

Thanks much, John.

Daniel

 

[BionicJohn]

Hi, angler229,

Yes, try that.

I am no lover of Word - it tries to be too clever and screws things up.

Iechyd da! John
00:38 04/07/2003 BST

 

[Eggles]

I know that Word is a pain when combined with PM, but many times if you are not responsible for the original text, you have to learn to work with it so you don't have problems with PM.

I have just typed this out in response to another post, so I will copy and paste it (!!!) here.

There are several 'safe' ways of getting the text into PM to ensure you don't bring in conflicting styles with the potential to corrupt the PM docs:

1. Save the text as rich text format (.RTF) or plain text (.TXT) instead of as a .DOC, then use File>Place to get it into PM. Make sure you immediately delete the link to the Word doc in the Links Manager, otherwise problems next time you open the PM file as it will look for that RTF file - bad news if you have made changes to the text in PM.

2. Copy and paste the text into a brand new PM doc, highlight all the text and on the Styles palette, click on the [No Style] option. Then recopy the text and paste it into your existing PM doc and apply PMs styles.

Either way, it is far better to apply styles using PM.

As for the school that wants to be 'different' - either tell them that as the DTP/editor, you have the final say on the look of the document, and prefer to have consistency throughout, and the same styles will be used for all schools OR set up separate style sheets for this school. I would avoid the second option however, as it sounds as though they don't have any particualr styles set up anyway if the font size in their captions varies from 8pt to 12pt!

 

[angler2229]

Lynn and John,

Thanks to both of you. This one school in particular is a pain in the neck. They know just enough to be dangerous!

I think next year I will stand my ground. If they don't like it, they can get their own software and do the layout themselves. Some clients are worth losing! Whoa, I can't believe I said that!

They are the same school that uses a different font on every double page spread. Of course, they forget to send a copy of the font to me!

Daniel

 

[Eggles]

Daniel

Re: Of course, they forget to send a copy of the font to me!

You have now got the perfect excuse for reformatting their material. And it's all their fault you had to go to so much extra trouble too!

 

[BionicJohn]

Hi, angler229,

> Some clients are worth losing!

Yup! All the best.

Iechyd da! John
00:44 07/07/2003 BST