User Editing Permissions

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Before adding protection to a document, you can specify certain parts of the document where you want to remove the restriction and allow a particular user or group of users to modify these parts.

Select a part of a document to be unrestricted.

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Click the Range Editing Permissions button on the Protect section.

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In the invoked Editing Permissions dialog, select a user or group of users to be allowed to edit the selected part of a document.

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Editable ranges will be highlighted and enclosed in brackets.

Adding Protection

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To protect a document by specifying a password, follow the steps below.

Click the Protect Document button on the Protect section.

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In the invoked Start Enforcing Protection dialog, specify a password to restrict people from editing a document. To do this, type a password in the Enter new password (optional) box and confirm it in the Reenter password to confirm box.

Previewing the Template

Preview all Field Codes

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The Show All Field Codes button on the Mail Merge section displays field codes for all fields in the document.

Show All Field Results

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The Show All Field Results button on the Mail Merge section displays field placeholders if the View Merged Data is switched off.

View Merged Data

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If View Merged Data is switched on, then the current record of the data source is displayed in place of the field.

Create a Template for Mail Merge

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When an application runs with the mail merge data source attached, you can create a template for mail merge. To do this, create a new document, type the mail content and insert merge fields into this document. To insert fields, click the Insert Merge Field button on the Mail Merge toolbar.

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The drop-down list or a dialog window containing field names will be shown.

Choose the required field and click Insert. The field is inserted at the cursor position.

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Click on the drop down will also display a list of available field names that will be inserted when clicked.

Prepare Data Source

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To perform a mail merge, you need a template and a data source. The template is a document containing fields (placeholders for the information that will be merged). The data source contains data that will be merged into the fields in the document template to create merged documents.

Select the Data Source, click the Data Object drop down and select the appropriate Data Object to be used.

Update Table of Contents

If you have added, removed or modified TOC entries in your document, you can quickly update the TOC in one of the following ways.

  • Place the cursor in the TOC and press F9.
  • Place the cursor in the TOC and click the Update Table button on the Table of Contents toolbar.
  • Select Update Field from the context menu.

Note that if the Table of Contents contains hyperlinks (TOC is created using the {TOC \h} field code), you should position mouse pointer at the upper left corner of the table to have an effect on entire TOC rather than on a particular hyperlink.

Create Table of Contents for Special Cases

A table of contents (TOC) in a document is represented by a special TOC field. There is set of TOC field switches that you can combine to create TOCs of different types. This document describes how to create the following TOCs.

TOC for the Specified Portion of a Document

To build a TOC consisting of titles (marked with built-in heading styles) from a specified portion of a document only, follow the steps below.

  1. Mark entries to be included in the TOC by using built-in heading styles (Heading 1, Heading 2, etc.).
  2. Mark a portion of a document whose headings you want to include in the TOC with the “Chapter1” bookmark.
  3. Insert an empty field (CTRL+F9) and enter a TOC field code with the \b switch and bookmark name: {TOC \b Chapter1}.

TOC Including Paragraphs with Specified Outline Levels Only

To generate a TOC from Heading 1, Heading 2 and Heading 3 entries only (or paragraphs with outline levels 1 through 3), use the \o switch in the TOC field code.

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{TOC}

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{TOC \o “1-3”}

TOC Including Paragraphs with Specified Outline Levels Only

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The following step-by-step instructions describe how to create a TOC from items numbered by a SEQ field (for example, table of figures), add sequence numbers (figure numbers) before page numbers in the table of contents, and specify the separator between sequence and page numbers.

Specify captions for figures that you want to include in the table of figures. To do this, click the Insert Caption button on the Captions toolbar and select Figures Caption… or add the {SEQ Figure} field code (via CTRL+F9).

Click within a document where you wish to insert the table of figures.

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Click Insert Table of Figures on the Captions toolbar and select Table of Figures.

If you click the Show All Field Codes button on the Mail Merge toolbar, you will see the TOC field code – { TOC \h \c “Figure” }. The \c switch is used to build a TOC from items that are numbered by a SEQ field.

To add figure numbers before page numbers in the table of figures and insert the => separator between figure and page numbers, use the \s and \d switches of the TOC field – { TOC \h \c “Figure” \s Figure \d => }.

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In the same way you can sequentially number tables and equations in a document, and built a table of tables or equations.

If you add, remove or modify captions, you can quickly update the table of figures by using the Update Table button on the Captions toolbar or by selecting the Update Field from the context menu.

Create a Table of Contents

Create a TOC Using Built-In Heading Styles

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The easiest way to create a TOC is to use built-in heading styles.

Mark TOC Entries
Select the text (heading) that you want to appear in a TOC.

Click Add Text on the Table of Contents toolbar and then select the required level (for example, if you want the selected text to be displayed as the main heading in the TOC, click Level 1, etc.). If you change your mind and decide not to include the selected text in the TOC, click Do Not Show in Table of Contents.

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After you have applied levels in a newly created document once or if you have opened a document with specified TOC entires by using heading styles, the corresponding heading styles (Heading 1, Heading 2, etc.) are automatically added to the list of available styles accessed via the Styles toolbar. In this case you can mark TOC entries by choosing these heading styles.

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Build a TOC

After you have specified all required TOC entries, everything is ready to generate a TOC.

  1. Click within the document where you want to insert a TOC.
  2. On the Table of Contents toolbar, click Table of Contents.
  3. This will automatically generate a TOC that consists of entries marked by using heading styles.
  4. If you click the Show All Field Codes button on the Mail Merge toolbar, you will see the TOC field code. By default, it is { TOC \h }. The \h switch inserts all TOC entires as hyperlinks.

Create a TOC Using Paragraph Outline Levels

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If you wish to include some text in a TOC without changing the text appearance, you can use outline levels. Unlike heading styles, outline levels applied to text do not affect text formatting characteristics.

Mark TOC Entries
Select the text that you wish to appear in the TOC.

Right-click the selected text and choose Paragraph from the context menu. The Paragraph dialog will invoked.

In this dialog, use the Outline level combo box to specify the outline level for the selected text. If you change your mind and decide not to include the selected text to the TOC, click Body Text.

Build a TOC

After you have specified all required TOC entries, everything is ready to generate a TOC.

  1. Click within the document where you want to insert a TOC.
  2. Press CTRL+F9 to create an empty field wherein you can manually enter a field code to insert a TOC.
  3. In this field, write the { TOC \u } field code. Use the \u switch to include text marked with outline levels in the TOC.
  4. To show the result TOC, place the cursor in the TOC field, right-click it and select the Update Field item from the context menu, or click the Update Table button on the Table of Contents toolbar.

Use Specific Headers/Footers for Sections

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If your document is divided into sections, you can specify different headers and footers for each section.

Click the first section from the document beginning whose headers and footers you wish to change.

Click the Header or Footer button on the Header & Footer toolbar.

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Click Link to Previous on the Navigation toolbar to break the connection between the current section and the previous section.

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Modify the existing header or footer as required, or create a new header or footer for the current section.

Repeat the previous two steps for the next sections for which you want to set specific headers and footers. Use the Show Next button on the Navigation toolbar to navigate to header or footer areas of the next sections.

Create a Different Header/Footer for Odd/Even Pages

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Click the Header or Footer button on the Header & Footer toolbar.

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Click the Different Odd & Even Pages button on the Options toolbar.

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If necessary, click the Show Next and Show Previous buttons on the Navigation toolbar to move into the header or footer areas of odd or even pages.

Create the header or footer for odd pages in the Odd Page Header or Odd Page Footer areas and create the header or footer for even pages in the Even Page Header or Even Page Footer areas.