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MS Office Forum / Word / Long Documents / November 2004Spacing & paragraphs of same style: different behavior on different computers
I frequently send documents to many users on my network. These documents use paragraph styles with spacing after the paragraph but with "Don't add space between paragraphs of the same style" checked. This setting works properly on my computer and about half the others, meaning that there is no space between consecutive paragraphs having these styles -- either on-screen or when printed. However, this setting does not work on about half the computers on my network. On these computers, all paragraphs in the document are followed by the spacing specified in the style, even if the next paragraph has the same style. The space is visible on-screen and when the document is printed. This seems to occur with every style that has this setting, in all templates. All users are using Word 2002 (10.6612.6626) SP3 on Win2000, version 5.0.2.2195 + SP4 build 2195. This is baffling and frustrating. Help would be appreciated.  SignatureDTM :<| www.danfingerman.com Are you all on the same version of Word? Is the file saved in the format for the oldest version? Go to tools > Options > Compatibility and check the settings there. Versions of Word from 2000 onwards use HTML spacing, which messes around with space before and space after where they follow on from each other. You might want to check the option to "Don't use HTML auto paragraph spacing" to ensure that you get 12pts after PLUS the 12pts before if that's how your styles are designed. Selecting this will set your compatibility to Custom. > I frequently send documents to many users on my network. These > documents use paragraph styles with spacing after the paragraph but [quoted text clipped - 12 lines] > > This is baffling and frustrating. Help would be appreciated. I was about to post a similar message and saw this one. Where can we find the option "Don't use HTML auto paragraph spacing"? This option might be the cause of my problem. Thank you >-----Original Message----- >Are you all on the same version of Word? [quoted text clipped - 27 lines] >> >. I was about to post a similar message and saw this one. Where can we find the option "Don't use HTML auto paragraph spacing"? This option might be the cause of my problem. Thank you >-----Original Message----- >Are you all on the same version of Word? [quoted text clipped - 27 lines] >> >. Hi, libi. That option is under Tools | Options | Compatibility. It's about one-third of the way down the list. > I was about to post a similar message and saw this one. > Where can we find the option "Don't use HTML auto [quoted text clipped - 87 lines] > >>. =?Utf-8?B?R2VuaW5l?= wrote at Mon 15 Nov 2004 02:25:04, in <news:E5613D06-593E-4BF2-8A58-32A233075699@microsoft.com>: > Are you all on the same version of Word? Thanks for the reply. Like I wrote in the original message, "All users are using Word 2002 (10.6612.6626) SP3 on Win2000, version 5.0.2.2195 + SP4 build 2195." Any other suggestions of where the problem might lie? SignatureDTM :<| www.danfingerman.com I don't think the Compatibility option you mention is relevant here, since it was introduced in Word 2000, but the "Don't add space between paragraphs of the same style" option for paragraph styles was introduced in Word 2002. SignatureStefan Blom > Are you all on the same version of Word? > [quoted text clipped - 24 lines] > > > > This is baffling and frustrating. Help would be appreciated. Are you using the same version as your users or are you building your templates and documents on a newer version of Word? Do all users (including you) use the same printers and the same version of the printer driver? Word reformats for the default printer on opening a document. Even slight differences in the driver version can cause differences in display on screen and on print out. HP drivers are especially known to be problematic. Do users have "automatically update styles" switched on under Tools > Templates and Add ins? If so, switch this option off on the user PCs. MSKB advises that this setting has unpredictable results in Word 2000. Alternatively, if you don't want spacing between paragraphs of the same style, why not remove it from that particular style? Stefan: Dan claims to be using Word 2000 and yet mentions the add space setting. Genine > I don't think the Compatibility option you mention is relevant here, > since it was introduced in Word 2000, but the "Don't add space between [quoted text clipped - 42 lines] > > > > > > This is baffling and frustrating. Help would be appreciated. =?Utf-8?B?R2VuaW5l?= wrote at Wed 17 Nov 2004 08:29:05, in <news:D0D75260-23F9-41D4-B0A5-1EA1FB2382C7@microsoft.com>: > Are you using the same version as your users or are you building > your templates and documents on a newer version of Word? We are all using the same version of Word. > Do all users (including you) use the same printers and the same > version of the printer driver? Word reformats for the default > printer on opening a document. Even slight differences in the > driver version can cause differences in display on screen and on > print out. HP drivers are especially known to be problematic. We all print to the same two printers, and I am about 80% certain we have identical printer drivers. I will check tomorrow to be sure and report back here if I find differences. Also (I am not sure if I mentioned this in my original post), the problem does not occur only during printing. The spacing between paragraphs appears on-screen for some users. > Do users have "automatically update styles" switched on under > Tools > Templates and Add ins? If so, switch this option off on > the user PCs. MSKB advises that this setting has unpredictable > results in Word 2000. I have this feature turned off, but it is likely that some other users have it turned on. I have been advising users to turn this off for years, but I suppose they think this is more of a "guideline," like updating virus definitions twice a week. > Alternatively, if you don't want spacing between paragraphs of the > same style, why not remove it from that particular style? I have several blocks of text that I want to look like this relative to one another, where each block has several lines, none of them reaching all the way across the page: block1 block1 block1 block1 block1 block1 block1 block1 block1 block1 block1 block1 block1 block1 block1 block2 block2 block2 block2 block2 block2 block2 block2 block2 block2 block2 block2 block2 block2 block2 block3 block3 block3 block3 block3 block3 block3 block3 block3 block3 block3 block3 block3 block3 block3 The spaces in between these blocks are not simply one line apiece; otherwise, I might consider simply leaving a blank line. In one case, it is three lines, and in another case, it has to be exactly 18 points. Thus, each block has its own paragraph style with the requisite "after" spacing and "Don't add space between paragraphs of the same style" checked. These blocks repeat with the same pattern (but with different content) at several places in each document, so direct formatting would be inconvenient. I considered making four styles called BlockBody, BlockLastLine1, BlockLastLine2, and BlockLastLine3 -- where BlockBody has no spacing before or after and each BlockLastLine style has the appropriate "after" spacing. However, this would make editing inconvenient, because the user would have to manually apply the styles if the content is edited. If I can get "Don't add space between paragraphs of the same style" to work identically on all machines, I believe it would resolve the problem completely. One reason why this problem is so frustrating is that it occurs for only about half the users. This is why I assumed it was a setting/options problem, even though I had no idea where to look for the culprit setting. SignatureDTM :<| www.danfingerman.com Is there a reason why all the Block1 lines can't be a single paragraph? SignatureSuzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. > =?Utf-8?B?R2VuaW5l?= wrote at Wed 17 Nov 2004 08:29:05, in > <news:D0D75260-23F9-41D4-B0A5-1EA1FB2382C7@microsoft.com>: [quoted text clipped - 69 lines] > was a setting/options problem, even though I had no idea where to look > for the culprit setting. Why not use soft returns for the first two Block 1 lines in your example. If your text is justified left then this would solve the problem. > Is there a reason why all the Block1 lines can't be a single paragraph? > [quoted text clipped - 71 lines] > > was a setting/options problem, even though I had no idea where to look > > for the culprit setting. =?Utf-8?B?R2VuaW5l?= wrote at Fri 19 Nov 2004 03:49:01, in <news:39C02E0E-A7DE-446B-BBBB-4DB61B411483@microsoft.com>: > Why not use soft returns for the first two Block 1 lines in your > example. If your text is justified left then this would solve the > problem. I thought of this, too. Soft returns would do it if I were the only one editing these documents, but others frequently edit these sections before they get published. They know about soft returns (in the sense that I discussed them briefly in a training), but they will complain that it is a pain to remember to use them. They would get used to it; but, all else being equal, I would prefer to find a solution that does not require the users to remember an extra step with each document. SignatureDTM :<| www.danfingerman.com It seems to me that if a "block" is in effect a paragraph and needs to behave like one, then it is as unreasonable to cater to users' ignorance or stubbornness or laziness in this case as it would be if these were inveterate typists who were pressing Enter at the end of every line of continuous text. SignatureSuzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. > =?Utf-8?B?R2VuaW5l?= wrote at Fri 19 Nov 2004 03:49:01, in > <news:39C02E0E-A7DE-446B-BBBB-4DB61B411483@microsoft.com>: [quoted text clipped - 10 lines] > but, all else being equal, I would prefer to find a solution that does > not require the users to remember an extra step with each document. That is what I was suggesting. SignatureSuzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. > Why not use soft returns for the first two Block 1 lines in your example. If > your text is justified left then this would solve the problem. [quoted text clipped - 74 lines] > > > was a setting/options problem, even though I had no idea where to look > > > for the culprit setting.
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