Adobe FrameMaker to Microsoft Word Document Conversion Part 4: Landscape Tables and Figures

Transcription

1 FrameMaker to Word Conversions 1 Part 4: Landscape Tables and Figures Adobe FrameMaker to Microsoft Word Document Conversion Part 4: Landscape Tables and Figures 1 Introduction Converted FrameMaker documents can contain landscape tables and figures. This Part 4 document shows how these can be correctly inserted into a Word document. It takes six steps to create a landscape page for table or figure insertion; these steps are described in clauses 2 thorough 7. Annex A summarises the procedure in two figures one covering clauses 2 to 3 and the second covering clauses 4 to 7. A template with a finished landscape page in is available see clause 10. In FrameMaker rotated tables and figures are a doddle (Brit. easy task). In Microsoft Word software this task is not simple, but it can be done. Word doesn t allow the rotation of a table or figure on a portrait page. But disconnecting a portrait page and rotating it to make a landscape page allows the creation of landscape tables and figures on that page. You end up with a document of portrait pages for the normal text and landscape pages where there are landscape tables or figures. When the document is printed to paper or to a PDF file the landscape page is rotated back to a portrait page. This procedure uses the IEEE-SA Draft Standard Word Template version The screen captures shown here are for a Windows 2000 operating system, Microsoft Word 2000 and Acrobat 6. Later versions of this software may give different screen displays, but the same results should be achievable. 2 Sectioning off a page Position the cursor at the end of the last paragraph before the landscape page. From the Insert dropdown menu select Break and then set the section break to Next Page and click OK see Figure 1. Figure 1. Inserting the first Next page section break Insert a couple of returns and insert a second section break as shown in Figure 2. This creates an isolated page that can be rotated into landscape mode.

2 FrameMaker to Word Conversions 2 Part 4: Landscape Tables and Figures Figure 2. Second Next page section break creates an isolated page 3 Changing sectioned portrait page to landscape With the cursor inserted between the two Section Break lines, from the File dropdown menu select Page Setup On the submenu Paper Size tab, set the orientation to Landscape and check that the Apply to: selection is This section, then click OK see Figure 3.

3 FrameMaker to Word Conversions 3 Part 4: Landscape Tables and Figures Figure 3. Preparing to rotate sectioned page A page view size of 45 % shows that the sectioned page is now rotated in the portrait page flow see Figure 4. The landscape page header and footer boxes are wider than the portrait page ones and the header height is increased. Figure 4. Rotated page in page flow

4 FrameMaker to Word Conversions 4 Part 4: Landscape Tables and Figures 4 Making page numbering continuous The page numbering normally restarts at a section break. Two section breaks have been put in, making the original page numbering flow of 1, 2, 3, 4 etc change to 1, (section break) 1, (section break) 1, 2 etc. To get continuous numbering we have to link the footer page numbers at the section breaks. From the dropdown View menu select Header and Footer, making Header and Footer toolbar appear see Figure 5. Figure 5 Header and Footer toolbar Scroll to the landscape page footer and click the Format Page Number icon. In the Page Number Format window set the Page Numbering to Continue from previous section and click OK see Figure 6. Figure 6 Linking page numbers Scroll to the next (portrait) page after the second section break and repeat the process. The page numbering will now be continuous. Click Close on the Header and Footer toolbar. 5 Creating dummy header & footer boxes for the landscape page The landscape page has its header and footer at the page top and bottom. These need to be removed and replaced by a dummy header and footer at the page right-hand and left-hand

5 FrameMaker to Word Conversions 5 Part 4: Landscape Tables and Figures sides. When the page is rotated back in the PDF creation process the dummy header and footer will then be correctly at the portrait page top and bottom. The dummy footer box needs to be 432 pt tall and 54 pt wide (6 inches x 0.75 inch), the footer aligns with the text box and is hard against the left-hand side of the page.. The dummy header box needs to be 432 pt tall and 36 pt wide (6 inches x 0.5 inch), the header aligns with the text box and is hard against the right-hand side of the text box. Set the page view level to see the entire landscape page. From the Draw toolbar, select the text-box drawing tool, see Figure 7, and draw a footer box on the page left-hand side see Figure 8. Figure 7. Text Box drawing tool Figure 8. Dummy Footer text box

6 FrameMaker to Word Conversions 6 Part 4: Landscape Tables and Figures As shown, hold the mouse over the bounding box side, to give two double-headed lines cursor and right click to bring up the box menu. Click Format Text Box.. on the menu see Figure 9. Figure 9. Text box right click menu For the various Format Text Box tabs see Figure 10, set the following: Text Box: set all margins to zero (0). Size: set Height to 432 pt and Width to 54 pt. Colours and Lines: set Fill Colour to No Fill and Line Colour to No Line. Figure 10. Dummy footer Format Text Box tab settings Click the Format Text Box OK button. Next, the text box font and orientation needs to be set. Click in the box for the text cursor to become active and then set the font from the dropdown Style menu to IEEEStds Footer (Arial 8pt) see Figure 11.

7 FrameMaker to Word Conversions 7 Part 4: Landscape Tables and Figures Figure 11. Setting the footer Text Box font. From the Format dropdown menu select Text Direction. In the Text Direction Text Box window set the text direction to vertical (rotate through 90 clockwise) and click OK see Figure 12. Figure 12 Setting Text Box text orientation Hold the mouse over the bounding box side, to give two double-headed lines cursor, press on the left mouse button and drag the box hard against the left-hand side of the page. Hold the mouse over the bounding box side, to give two double-headed lines cursor, right click and click copy on the menu. Move the cursor away from the dummy footer box, right click and click paste on the menu. This creates the dummy Header box. Hold the mouse over the dummy header bounding box side, to give two double-headed lines cursor, press on the left mouse button and drag the box hard against the right-hand side of the text box see Figure 13. The header box now needs to be tweaked for size and font. Hold the mouse over the bounding box side, to give two double-headed lines cursor and right click to bring up the box menu. Click Format Text Box.. on the menu. On the Size tab set the header Width to 36 pt and click OK. Click in the box for the text cursor to become active and then set the font from the dropdown Style menu to IEEEStds Header (Arial 8pt)

8 FrameMaker to Word Conversions 8 Part 4: Landscape Tables and Figures Figure 13. Landscape page with dummy Header & Footer boxes created 6 Inserting text in the dummy header & footer boxes Bring up the Header and Footer toolbar as described in clause 4, select and copy the header text at the top of the page. Close the toolbar and click the dummy header box, activate the text cursor and paste the copied text into the dummy header box. Repeat this process for the footer, copying the footer box text and pasting it into the dummy footer box. The page number has to be separately copied. With the Header and Footer toolbar active click on the page number, select the text and copy it. Close the Header and Footer toolbar and select the dummy footer box. Insert a tab at the end of the first line of text Copyright 2007 IEEE. All rights reserved. At the end of the line tab, paste the page number Figure 14 shows the final result. 7 Masking the original header & footer This isn t elegant, but it works. Drawing a white box over the original header and footer boxes hides them. From the Draw menu click on the Rectangle shape and draw a box around the footer. Hold the mouse over the white box side, to give two double-headed lines cursor and right click to bring up the shape menu. Click Format Autoshape see Figure 15. In the Format Autoshape window, select the Colours and Lines tab, set the Line colour to No Line and click OK see Figure 16.

9 FrameMaker to Word Conversions 9 Part 4: Landscape Tables and Figures Copy and paste the footer white box. Drag the copied white box to mask out the landscape page header. Ensure that the copied box does not overlap into the page text box. Figure 14. Dummy Header and Footer boxes with copied text Figure 15 select Format Autoshape

10 FrameMaker to Word Conversions 10 Part 4: Landscape Tables and Figures Figure 16. White box set to no line The completed the landscape page is shown in Figure 17. Figure 17. Completed Landscape page setup

11 FrameMaker to Word Conversions 11 Part 4: Landscape Tables and Figures 8 Inserting landscape tables and figures To ensure the table or figure fits the landscape text box without overflowing, it is easiest to develop the table or figure in another landscape page. The text box size is 648 pt by 432 pt (9 inches by 6 inches). Once the table or figure is created, it can be selected, copied and pasted into the draft standard. Only the table or figure should be pasted, titles or captions should be created in the draft standard. The object selection should be done carefully as sometimes the paste can include unwanted items, such as the original landscape page header and footer. Figure 18 shows an example of a pasted table. Figure 18 completed landscape page with table 9 PDF document creation The Word document has a mixture of portrait and landscape pages see Figure 19. When the PDF document is created all the pages become portrait see Figure 20 magic!

12 FrameMaker to Word Conversions 12 Part 4: Landscape Tables and Figures Figure 19 Word document, portrait and landscape pages Figure 20 PDF document, all pages are portrait

13 FrameMaker to Word Conversions 13 Part 4: Landscape Tables and Figures 10 Comments Creating a landscape page correctly is a lot of work. Editors could simply put in Section Breaks, change the page from portrait to landscape and fix the page numbering (clauses 2 to 4). This would be quick, leaving the IEEE-SA editors to sort out the fiddly time-consuming bits. To save editors time, a landscape page has been incorporated into a modified version of the IEEE-SA draft standards Word Template, entitled IEEE-SA Word Standards Template with Landscape page, and it is posted on the IEEE PES SPD Forum at: This modified version has a landscape paper in the page flow; document editors needing a landscape page can use this modified Template. Copying and pasting this landscape page into other parts of the document will add as many landscape pages as needed. For balloting, line numbers are usually added to the document. A landscape page will have these numbers on the right-hand side of the text. When viewed in portrait mode, the line numbering runs from left to right along the bottom of the page, underneath the dummy footer box. To see the line numbers, the dummy footer box colour fill needs to be set to No Fill. Users of later Word versions could try to use the VBA command based on: Selection.Orientation = wdtextorientation to rotate the text. Those interested should look at references [B1], [B2], [B3] and [B4]. The.dot template of [B2] does work well. Unfortunately the landscape text runs from the landscape page bottom to top, opposite to the direction we need! References [B5] and [B6] were the catalyst for creating the described landscape procedure. Author: Mick Maytum has been a technical document proof-reader, press programmer in the early days of electronic printing and has worked with (Windows) FrameMaker for 15 years. Currently he is lead editor for the ITU-T Study Group 5, editor for IEC SC 37 WG 4, Chair of the IEEE PES SPDC SC 3.7 (Web and Electronic Documentation) and controls the SPDC and IEEE SPD Forum Web sites. He may be contacted at m.j.maytum@ieee.org.

14 FrameMaker to Word Conversions 14 Part 4: Landscape Tables and Figures Annex A Procedure (normative) A.1 Clauses 2 3: Original flow, Sectioning off a page and changing sectioned portrait page to landscape F o o t e r 2 F o o t e r 3 F o o t e r 4 F o o t e r 2 F o o t e r 2 O r i g i n a l p a g e f l o w T w o S e c t i o n B r e a k s i n s e r t e d I s o l a t e d p a g e m a d e l a n d s c a p e

15 FrameMaker to Word Conversions 15 Part 4: Landscape Tables and Figures A.2 Clauses 4 7: Making page numbering continuous, creating a dummy header & footer boxes with linked text for the landscape page and masking the original header & footer D u m m y F o o t e r 2 D u m m y D u m m y F o o t e r 2 D u m m y F o o t e r 2 F o o t e r 2 F o o t e r 3 F o o t e r 3 F o o t e r 3 F o o t e r 4 F o o t e r 4 F o o t e r 4 P a g e n u m b e r i n g m a d e c o n t i n u o u s I n s e r t d u m m y h e a d e r & f o o t e r b o x e s w i t h l i n k e d t e x t M a s k o u t o r i g i n a l h e a d e r a n d f o o t e r

16 FrameMaker to Word Conversions 16 Part 4: Landscape Tables and Figures Annex B Bibliography (Informative) [B1] Page Setup Portrait Rotated 90 degrees, [B2] Rotate Section In Word (V 1.0) [B3] Rotating a Page of Text [B4] WdTextOrientation Enumeration (Microsoft.Office.Interop.Word) [B5] Working with sections [B6] How to put a portrait page number on a landscape page