Tag Archive for microsoft word

Microsoft Works, Word, and WordPress


MS Word logo

Wordpress logo

Wordpress logo

MS Works logo

MS Works logo

Yvonne Bisk of the Long Island Business Networking Group asks:

Why does my WordPress blog have a problem with Microsoft Word documents, while Microsoft Works always works??

I’m assuming that you are referring to pasting text from Microsoft Word into WordPress when adding a new post. If I’m wrong, send me more information on what you’re douing when you encounter problems between Microsoft Word and WordPress. (WordPress, for those unfamiliar with the program, is a web based blogging platform, that is, software that is used for publishing blogs. Skylarking, for one, is published using WordPress.) FYI, WordPress is not a Microsoft product.

Microsoft Works versus Microsoft Word

First, I’d like to mention that Microsoft Word is a more elaborate word processing program than Works is. I refer to Works as Word’s kib brother. Works is more family oriented, while Word is more business oriented, so Word has more features and capabilities than Works. Some versions of Works include Microsoft Word as the word processing application.

Pasting from Word to WordPress

When you copy text from Microsoft Word you are also copying a lot of invisible code that Word uses in order to identify the fonts, bolds, italics, quotation marks, dashes, “&” or ampersands, and other information about your text. This code, invisible to us, is specific to Word, and as such, WordPress will not interpret this code properly.

Works, on the other hand, being a less elaborate program, doesn’t have as much of this invisible code, so you have less troubles when you copy and paste from this program into your WordPress blog.

Before you decide to stop using Word when copying to WordPress, read on, WordPress has some tools to help you avoid these problems.

WordPress Tools

When you use WordPress, you may notice this single row of tools when adding a new post to your blog.

wordpress-singleIf you point at the last button on the right hand side you will see a pop-up appears telling you this button is called the “kitchen sink”. Clicking this button will reveal a second row of tools, like so:

wordpress-doubleYou’ll see that I’ve circled two of the tools on the toolbar. The one on the left is called “Paste as Plain Text” and the second is called “Paste from Word”. I prefer to use the “Paste as Plain Text” tool when working with Word and WordPress, but you can experiment on your own and see what results you get.

paste-as-plain-textFor example:

  1. I can copy some text from a Word document.
  2. Then I go to my WordPress application on my blog
  3. Then, while editing or adding a post, I can click the “Paste as Plain Text” tool, and pop-up window (shown at right) will appear that instructs me to “Use CTRL + V on your keyboard to paste text into the window”
  4. So now I hold the “CTRL” key — it’s on the lower left and right of keyboard, it doesn’t matter which you use — with one hand and tap the letter “V” with the other hand. Now my copied text from Word will appear inde the box.
  5. Then I click the Insert button onscreen.

Voila! My Word text has now been pasted into my WordPress post. Any special code and characters from Word that may have been bothersome to WordPress should have been stripped away.

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Printing to a secondary printer

Bob sends in the following question by email concerning printing with Word 2007:

I have a networked Ricoh printer that is my default printer. I have an HP laser attached to my workstation.

I use the HP to print envelopes. How do I print an envelope to the HP without resetting default printer?

Thanks for the question, Bob.

When two or more printers are available to your computer — either directly connected to the computer, or over a home or office network — one printer is the primary (default) and the others are secondary. In Bob’s case the Ricoh printer on his network is his primary (default) printer, and he has a Hewlett Packard (HP) attached to the computer which is his secondary printer.

First, I’ll assume you’re using the envelope setup technique I discussed in my post Setting Up Envelopes in Word 2007. (If you’re using the Envelopes tool on the Mailings tab, I’ll discuss that later in this post).

Simply put, when you’re ready to print the envelope, use the CTRL + P technique I mentioned in that earlier post, but before clicking the OK button — or hitting ENTER — to print, look at the upper left of the Print dialog box onscreen, and click the dropdown button for “Name” to select your secondary —in your case, the HP— printer. (See the picture below; I’ve circled the dropdown button.) Then click the OK button.

Word 2007 Print dialog box

Word 2007 Print dialog box

Alternate Method: The Envelopes tool

If you’re using the “Envelopes” tool on the “Mailings” tab of Word 2007, it’s little more involved, in my opinion, which is why I don’t use this alternate method.

Word 2007 Mailings tab and Envelopes tool

Word 2007 Mailings tab and Envelopes tool

The Envelopes tool has no option to change the default printer. Before starting to use the Envelopes tool you have change the printer by using CTRL + P and following the instructions above for changing the printer Name. Then click the “Close” button next to the OK button.

Now you can click the Mailings tab, and use the Envelopes tool to setup and print your envelopes.

You can repeat the change printer name process to revert back to your primary (default) printer. Alternately, if you close and restart Word 2007, it will revert back to your default printer automatically.

Don’t like to use CTRL+P?

The Office buttonIn Word 2007 you can click the Office button in the top left of the screen, then point at “Print” and then click “Print” in the submenu to reveal the Print dialog box. To use your default printer or the last used printer, just click “Quick Print” on the submenu.

If you’re using Word 2003 or Word XP (2002), use the “File” menu instead of the Office button, and click “Print” to access the Print dialog box.

Thanks, again, Bob for your question.

Post Comments or Questions with the link below. Keep up-to-date with Skylarking: By Email or RSS Newsfeed or on Twitter. You can also send questions with my email form. I’m looking forward to hearing from you.