Chapter 21 - Switching to MS Word

Article
02/20/2014

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Converting File Formats in Word
Converting Multiple Files at One Time
Switching from WordPerfect
Switching from MS Works 3.0 or 4.0 for Windows
Switching from MS Works 4.0 for the Macintosh
Switching from Text with Layout
Switching from Lotus Ami Pro
Switching from DisplayWrite
Switching from MS Windows Write 3.0 or 3.1
Switching from RFT-DCA Format Files
Switching from MultiMate
Switching from WordStar

This chapter tells you what to expect when you or your workgroup switches to Microsoft Word 97 for Windows or Word 98 for the Macintosh from another word processor.

The primary questions most new Word users have are:

What happens to my old documents when I open them in Word?
Can I share Word documents with users of my old word processor?

If you are switching to Word, this chapter answers these questions for you.

See Also

For a summary of new and improved features in Word, see Chapter 2, "What's New in Microsoft Office."
For information about installing Word or other Microsoft Office applications, see Chapter 4, "Installing Microsoft Office."
For information about upgrading to Word 97 or Word 98 from a previous version of Word, see Chapter 15, "Upgrading from Previous Versions of Microsoft Word."

Converting File Formats in Word

Word recognizes the file formats of many common word-processing, spreadsheet, and database programs. When these types of documents are opened, Word automatically converts them to Word format, preserving as much of the original content and formatting as possible. Users can also save Word documents in other file formats and preserve as much formatting as the other application can support.

Word uses converters to work with other file formats. The Office and Word applications include several converters, such as the WordPerfect 5.x converter (for Word for Windows only). Additional converters are included with the Office Resource Kit Tools and Utilities.

Tools and Utilities The Office Resource Kit Tools and Utilities include converters for converting documents between other word processing applications and Word. For information about installing these converters, see "Word Converters" in Appendix A, "Microsoft Office Resource Kit Tools and Utilities."

If users need to transfer documents between Word and applications for which specific converters aren't available, they can import and export documents in one of several plain-text formats. Plain-text formats retain the text of a document without saving the formatting. Plain-text formats are also useful for transferring text through electronic mail (e-mail) systems.

Using Text Converters and Graphics Filters

Text converters change the file format of a document. If a document includes graphics, Word uses graphics filters to import and export graphics that are within or linked to the document. To successfully convert documents to and from different file formats, you must install the appropriate text converters. To import and export graphics contained in documents, you must install the appropriate graphics filters.

When you use the Open command (File menu) to open a document that contains graphics, or the From File command (Insert menu, Picture submenu) to insert a graphic into a document, one of three things happens:

If the graphic is in a format that is built in, or native, to Word, Word preserves the graphic in its original format. For more information, see "Graphics Formats Native to Word" later in this chapter.
If the graphic is in a non-native format and if a compatible graphics filter has been installed, Word converts the graphic to a format that is native to Word.
If the graphic is in a format Word does not recognize, Word displays a message and does not convert the graphic.

Installing Additional Converters (Windows)

If you choose the Typical installation during Setup, several text converters and graphics filters are installed. If the text converters and graphics filters you need are not installed, rerun Setup and click Add/Remove; select the Converters and Filters option, and then select the text converters and graphics filters you need. The Tools and Utilities include additional text converters as well.

Note When you install a text converter for which associated graphics filters are available (for example, the WordPerfect text converters, which are associated with the WPG graphics filters), the Office Setup program also installs the graphics filters.

Installing Additional Converters (Macintosh)

If you choose the Easy Install in Microsoft Office Installer, or if you install by dragging the Microsoft Office 98 folder onto your hard disk, several text converters and graphics filters are installed. If the text converters and graphics filters you need are not installed, run Microsoft Office Installer and click Custom Install. Expand the Office Tools option, select the Text Converters and Graphics Filters options, and then click Install.

Text Formats Native to Word

Word can directly import the following text formats:

Word 1.0 for Windows (import only)
Word 2.0 for Windows (import only)
Word 4.x – 5.1 for the Macintosh (import only)
Word 6.0 – 95 for Windows and the Macintosh (import only)
MS-DOS Text
MS-DOS Text with Line Breaks
Rich Text Format (RTF)
Text Only
Text with Line Breaks
Unicode Text

Text Converters Included with Word

In Word, you can install text converters for documents created by the following applications and plain-text file formats.

The text converter for this application or format	Is located in this file	Comments
Hypertext Markup Language (HTML)	Html32.cnv (Windows); HTML Converter (Macintosh)	Supports all HTML level 2.0 extensions and some HTML level 3.0 extensions supported by Microsoft Internet Explorer and Netscape Navigator.
Lotus 1-2-3 2.x – 4.0	Lotus32.cnv (Windows only)	Included with Word 97 for Windows only. Supports importing only. For more information about working with Lotus 1-2-3 data in Word, see in Chapter 27, "Sharing Information with Microsoft Office Applications."
Lotus Notes	Msimp32.dll, Mscthunk.dll, Mswrd632.cnv, Mswrd832.cnv (Windows only)	Included with Word 97 for Windows only. This converter enables Lotus Notes 3.x – 4.x to import Word 6.0, 95, and 97 documents. For more information about working with Lotus Notes, see Chapter 28, "Working with Messaging Systems and Connectivity Software."
Microsoft Excel 2.x – 95 and Microsoft Excel 97 or 98	Excel32.cnv (Windows); Microsoft Excel 2.x – 8.0 (Macintosh)	Supports importing only. For more information about working with Excel data in Word, see in Chapter 27, "Sharing Information with Microsoft Office Applications."
Microsoft FoxPro 2.x/Borland dBASE II, III, III+, and IV	FoxPro – dBASE (Macintosh only)	Supports importing only. Included with Word 98 for the Macintosh only; in Windows, use ODBC for conversion. For more information about ODBC, see Chapter 17, "Switching to Microsoft Access." This converter is in the Microsoft Office Value Pack.
Microsoft Word 97 or 98	mswrd32.cnv (Windows); Word 97-98 Import (Macintosh)	Enables Word 5.1 or 6.0 to import Word 97 or 98 documents. For more information, see Chapter 15, "Upgrading from Previous Versions of Microsoft Word."
Microsoft Word 6.0 – 95	Wrd6ex32.cnv (Windows); Word 6.0/95 Export (Macintosh)	Required only for saving to Word 6.0 – 95 format; support for opening this format in Word 97 and 98 is built in.
Microsoft Word 4.0 – 5.1 for the Macintosh	Macwrd32.cnv (Windows); Word 4.x – 5.x for the Macintosh (Macintosh)	Required only for saving to Word 4.0 – 5.1 for the Macintosh format; support for opening this format in Word 97 and 98 is built in.
Microsoft Word 2.0 for Windows	Wnwrd232.cnv (Windows only)	Required only for saving to Word 2.0 for Windows format; support for opening this format in Word 97 and 98 is built in.
Microsoft Works 4.x for the Macintosh	Works 4.0 for the Macintosh (Macintosh only)	Included with Word 98 for the Macintosh only. This converter is in the Microsoft Office Value Pack.
Microsoft Works 3.0 for Windows	Works332.cnv (Windows only)	Included with Word 97 for Windows only.
Microsoft Works 4.0 for Windows	Works432.cnv (Windows only)	Included with Word 97 for Windows only.
Text with Layout	Txtlyt32.cnv (Windows); Text with Layout (Macintosh)	Preserves page layout. On the Macintosh, this converter is in the Microsoft Office Value Pack.
WordPerfect 5.x for MS-DOS and Windows	Wpft532.cnv (Windows only)	Included with Word 97 for Windows only.
WordPerfect 6.x for MS-DOS and Windows	Wpft632.cnv (Windows only)	Included with Word 97 for Windows only; supports importing only.
File Recovery	Recovr32.cnv (Windows); Recover Text Converter (Macintosh)	Attempts to recover text from corrupted Word documents.

I can't find the converter I need

The file types included in the Files of type (Windows) or List files of type (Macintosh) box in the Open dialog box (File menu) indicate the file formats for which text converters are installed or which Word can read directly.

Not all text converters are included when you choose the Typical (Windows) or Easy (Macintosh) installation option. If the file format you need does not appear in the Files of type or List files of type box, the converter is probably not installed.

In Windows, to install the converters you need, rerun Setup and click Add/Remove. Under the Converters and Filters option, select the Text Converters check box.

On the Macintosh, to install the converters you need, run Microsoft Office Installer and click Custom Install. Expand the Office Tools option, select the Text Converters option, and then click Install.

Text converters are stored in the following default locations.

Operating system	Text converters default location
Windows	Program Files\Common Files\Microsoft Shared\Textconv
Macintosh	Microsoft Office 98:Shared Applications:Text Converters

Text Converters Included with the Office Resource Kit Tools and Utilities

The Office Resource Kit Tools and Utilities include additional text converters for the following file formats:

Microsoft Windows Write 3.0 or 3.1
RFT-DCA
Lotus Ami Pro 3.0
WordStar 3.3 – 7.0 for MS-DOS, and WordStar 1.0 and 2.0 for Windows (import only); WordStar 4.0, 7.0 (export only)

These text converters are supported by Word for Windows only. For more information about installing the converters, see the sections for specific applications later in this chapter and "Word Converters" in Appendix A, "Microsoft Office Resource Kit Tools and Utilities."

The Tools and Utilities also include a text converter for Word 4.x, 5.x, and 6.x for MS-DOS. For more information, see "Upgrading from Word 5.x or 6.0 for MS-DOS" in Chapter 15, "Upgrading from Previous Versions of Microsoft Word."

Graphics Formats Native to Word

Word can directly import and store the following graphics formats:

Windows Enhanced Metafile (EMF) (Windows only)
JPEG File Interchange Format
Portable Network Graphics (PNG)
Windows Bitmap (BMP) (Windows only)
Windows Metafile (WMF) (Windows only)
PICT (Macintosh only)

To import other graphics formats, you must install additional graphics filters.

Installing Graphics Filters for Native Formats

Although the preceding graphics formats are native to Word, you can install graphics filters for some of these formats during Setup. In this case, the graphics filters are not used by Word, but by other Office applications (such as Microsoft PowerPoint and Microsoft Photo Editor) or by the Batch Converter (Macintosh only). In addition, some of the Word text converters use the graphics filters.

Graphics Filters Included with Word

The graphics filters that come with Word support files in the following formats. (Unless otherwise noted, these graphics filters support only importing into Word — not exporting to another file format.)

The graphics filter for this application or format	Is located in this file	Comments
AutoCAD (DXF)	Dxfimp32.flt (Windows only)	Supported by Word for Windows only.
CompuServe GIF (GIF)	Gif32.flt (Windows); GIF import & export (Macintosh)	Supports import and export.
Computer Graphics Metafile (CGM)	Cgmimp32.flt, Cgmimp32.fnt, Cgmimp32.cfg, Cgmimp32.hlp (Windows only)	None.
CorelDRAW 3.0, 4.0, 5.0, and 6.0 (CDR)	Cdrimp32.flt (Windows only)	Supported by Word for Windows only.
Encapsulated PostScript (EPS)	Epsimp32.flt (Windows); EPS import (Macintosh)	None.
JPEG File Interchange Format	JPEG Import and Export (Macintosh)	Support for JPEG is built into Word 97 for Windows; no external converter is needed.
Kodak Photo-CD (PCD)	Pcdimp32.flt, Pcdlib32.dll (Windows only)	None.
Macintosh PICT (PICT)	Pictim32.flt (Windows only)	Required for Word for Windows; PICT format is native to Word for the Macintosh.
Micrografx Designer/Draw (DRW)	Drwimp32.flt (Windows only)	Supported by Word for Windows only.
PC Paintbrush (PCX)	Pcximp32.flt (Windows only)	Supported by Word for Windows only.
Portable Network Graphics (PNG)	PNG Import and Export (Macintosh)	Support for PNG is built into Word 97 for Windows; no external converter is needed.
Tagged Image File Format (TIFF)	Tiffim32.flt (Windows); TIFF Import (Macintosh)	None.
Truevision Targa (TGA)	Tgaimp32.flt (Windows only)	Supported by Word for Windows only.
Windows Enhanced Metafile (EMF); Windows Metafile (WMF)	Metafile Import (Macintosh only)	EMF is supported by Win32; WMF is supported by Windows 3.x and Win32. Support for both EMF and WMF is built into Word 97 for Windows; no external converter is needed.
WordPerfect Graphics/DrawPerfect (WPG)	Wpgimp32.flt, Wpgexp32.flt (Windows only)	Supports import and export in Word 97 for Windows.

World Wide Web New releases of Internet Assistant for Word include additional graphics filters. For the latest information, connect to the Office home page at:
https://www.microsoft.com/office/

Graphics filters are installed in the following default locations.

Operating system	Graphics filters default location
Windows	Program files\Common files\Microsoft shared\Grphflt
Macintosh	Microsoft Office 98:Shared Applications:Graphic Filters

Under certain circumstances, graphics in Word documents are converted to different formats. This occurs when a Word document is saved in:

A previous Word format, such as Word 2.0 for Windows format.
Another text format, such as WordPerfect 5.x format.

Under these conditions, Word converts the non-native graphics to WMF (Windows) or PICT (Macintosh) format.

Saving Word documents in other formats may result in graphics changing formats and some loss of image quality. In all cases, Word attempts to use the graphics format that is most compatible with the text format to which the document is being converted. For example, if you save a Word for Windows document in WordPerfect format, Word converts the graphics to WordPerfect Graphics format (provided the WordPerfect text converters and graphics filters have been installed).

Moving Word documents between Windows and Macintosh computers can also result in changed graphics formats. For example, suppose a document created in Word for Windows contains a graphic image stored in the document in WMF format. When the document is moved to Word for the Macintosh, Word converts the WMF graphic image to PICT format. The original WMF image is retained in the document, but the PICT image is the one that the user sees. In this conversion there may be a slight loss of image quality because Windows and Macintosh computers have similar, but not identical, graphics rendering systems (GDI and QuickDraw GX, respectively).

After the document is opened in Word for the Macintosh, one of two things may happen:

If the Word for the Macintosh user edits the graphic image, Word discards the WMF graphic and keeps the changed PICT graphic. When the document is moved back to Word for Windows, Word reconverts the PICT graphic to WMF format, resulting in decreased image quality.
If the Word for the Macintosh user does not edit the graphic image, Word preserves both the WMF graphic and the PICT graphic in the document. When the document is moved back to Word for Windows, Word displays the original WMF graphic with no loss of image quality.

If a document originates in Word for the Macintosh and is then moved to Word for Windows, a similar conversion happens.

The text of the document was converted correctly, but the graphics disappeared

Either the correct graphics filter is not installed or the graphics are in a format Word cannot import. Not all graphics filters are included when you choose the Typical (Windows) or Easy (Macintosh) installation option.

In Windows, to install the graphics filters you need, rerun Setup and click Add/Remove. Under the Converters and Filters option, select the Graphics Filters check box.

On the Macintosh, to install the converters you need, run Microsoft Office Installer and click Custom Install. Expand the Office Tools option, select the Graphics Filters option, and then click Install.

Converting Documents from Other File Formats

To convert documents in formats other than Word format, first ensure that the correct converter is installed, and then open the document.

To convert a document to Word format

On the File menu, click Open.
In the Files of type box (Windows) or List files of type box (Macintosh), click the document's original format.
In the File name box, select the file you want to convert.

If Word recognizes the file format, it converts the file and displays it in Word. If Word does not recognize the format, it displays the Convert File dialog box. Select the appropriate file format; Word converts and opens the file.

Word doesn't list the document I'm looking for in the Open dialog box

Make sure that you selected the correct file type or extension in the Files of type box (Windows) or List files of type box (Macintosh). If the document name you are looking for still does not appear, select All Files. Also check to make sure that you have selected the correct drive and folder.

If a file is not converted correctly, close it without saving the file and then open the file again with a different converter. The original file remains unchanged until you save it in Word or some other format. You can also change the way Word converts some formats. For more information, see "Customizing Conversions and Improving Compatibility" later in this chapter.

Note In Windows, the document format does not necessarily correspond to the file name extension. For example, a WordPerfect document may have a .doc or .wpd extension, or no extension at all. When you open a file in another format, Word looks first at the contents of the file to determine the file format. If Word doesn't recognize the file format, it tries to use the converters that correspond to the file name extension. If Word is still unable to recognize the file format, it asks you to choose a converter and suggests Text Only.

Word can prompt you to select which converter to use every time you open a document in a format other than Word format.

To set Word to confirm which converter to use

On the Tools menu, click Options (Windows) or Preferences (Macintosh), and then click the General tab.
Under General options, select the Confirm conversion at Open check box.

Customizing Conversions and Improving Compatibility

When you convert a document, Word preserves the document's original content and formatting as much as possible. However, other applications might have similar features that work slightly differently, so you might not always get the results you expect.

For example, the converted document may look different from the original document if text was aligned using spaces instead of tab stops; or line and page breaks may occur in different places due to differences in fonts or printer drivers. You can choose how Word handles some of these differences.

Customizing Conversions (Windows only)

If a document is not converted the way you want, you may be able to change some aspects of the conversion. Depending on the converter you are using, you may be able to specify such things as the preferred line length or how you want certain fields to be converted. For example, when converting documents from Word 97 to Word 6.0, you can control how INCLUDETEXT fields are handled.

To customize the conversion

On the File menu, click Open.
In the Look in box, switch to the Program Files/Microsoft Office/Office/Macros folder.
In the Name box, double-click Convert8.wiz.
If prompted, click the Enable Macro button.
Click Edit conversion options, and follow the instructions on the screen.

Improving Compatibility with Other Word Processors

Word provides special compatibility options that allow you to alter the behavior of Word so that it more closely matches the behavior of another application. These compatibility options change the way Word behaves without changing the document.

For example, in WordPerfect 5.x, blank spaces at the end of a line are wrapped to the next line. In Word, the spaces extend beyond the right margin. However, if you select the Wrap trailing spaces to next line option on the Compatibility tab in the Options (Windows) or Preferences (Macintosh) dialog box (Tools menu), Word handles blank spaces at the end of a line the same as WordPerfect 5.x would. Using compatibility options in Word is especially useful when you plan to convert a document back and forth between Word and another word processor.

When you convert a document, Word selects the options that are applicable to the original format of the document. You can turn the compatibility options on or off at any time. When you save a converted document, Word saves the compatibility options with it. Keep in mind that these options affect the document only while you are working with it in Word. If you later convert the document back to its original format, it works in the other word processor just as it did before you converted it to Word.

To specify compatibility options

On the Tools menu, click Options (Windows) or Preferences (Macintosh), and then click the Compatibility tab.
In the Recommended options for box, click the document's original format.

This selects or clears the appropriate check boxes under Options (Windows) or Preferences (Macintosh). You can also select or clear check boxes manually.

Tip If you want to use the compatibility options for all new documents that you create based on the active template, click Default on the Compatibility tab.

My line and page breaks are different, or the document I converted increased in length

There are two reasons why a converted document may have different line breaks and page breaks:

Various word processors may calculate line spacing, line breaks, and page breaks in slightly different ways.
Different printer drivers use slightly different fonts and character spacing information when printing to the same printer. You may be able to adjust the line breaks and page breaks by substituting different fonts. Alternatively, you can specify that Word lay out the document based on its fonts and not on printer settings: Select the Use printer metrics to lay out document check box on the Compatibility tab in the Options (Windows) or Preferences (Macintosh) dialog box (Tools menu).

Specifying Fonts for Converted Documents

When you open a converted document on a different computer from the one used to create it, you may find that its line breaks, page breaks, and length don't correspond to the original. This can happen if the two computers have different fonts available. To address this problem, you can specify that fonts available on one computer are converted to the fonts available on the other computer.

Substituting Fonts in Documents Converted to Word

If a converted document contains fonts that aren't available on your computer or printer, Word automatically maps these fonts to similar fonts. However, when converting documents between Word 5.x or 6.0 for the Macintosh and Word 97 (Windows) or Word 98 (Macintosh), or between Word and certain MS-DOS-based applications, you can specify the fonts that you want Word to substitute.

Note Word 98 for the Macintosh supports font mapping, but none of the text converters included with Word 98 require font mapping. No font substitutions files are included with Word 98; however, you can create your own font substitutions, as described in the following procedure.

To specify fonts for documents converted to Word

On the Tools menu, click Options (Windows) or Preferences (Macintosh), and then click the Compatibility tab.
Click Font Substitution.

The Missing document font box lists all fonts used in the document that are not available in Word. The Substituted font box lists the Word font used for each missing font.
To specify a substitute Word font, click a font in the Missing document font box, and then click a corresponding font in the Substituted font box.
To replace the fonts in the converted document permanently, click Convert Permanently.

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Note Substituted fonts appear in the document only while you work with it in Word. If you convert the document back to its original format, the document retains its original fonts unless you convert them by clicking the Convert Permanently button.

Word saves your font substitution settings with the converted document. It also saves these settings in the font substitutions file listed in the following table, so the next time you convert a document from the same file format, Word knows which fonts to substitute.

Operating system	Font substitution file location
Windows	Windows\Msfntmap.ini
Macintosh	System Folder:Preferences:Word Font Substitutes

Sometimes the font substitution settings saved with a document differ from the settings in your font substitution file. For example, if you open a document that was converted on another computer with a different font substitution file, the settings in your font substitution file override the settings in the document.

The converted document has symbols and characters in it that I didn't expect

If Word prompted you to specify which converter to use, you may have chosen the wrong converter. Try choosing a different one. You can also use the Replace command (Edit menu) to quickly delete unwanted characters from the document.

If the unexpected symbols are few and scattered throughout the document, you may need to specify a different font to substitute for a symbol font used in the original document.

Substituting Fonts in Word Documents Converted to Other Formats

When you convert a Word document to another file format, you can specify the fonts you want to substitute. To do this, you modify the font-mapping files supplied with Word to override the default font mapping performed by the text converters.

The Word font-mapping files are listed in the following table.

For Word documents converted to this format	Modify this font-mapping file
Word for MS-DOS	Rtf_pcw.txt (Windows only)
Word 5.x for the Macintosh	Rtf_mw5.txt (Windows only)
RFT-DCA	Rtf_dca.txt (Windows only)
WordPerfect 5.x	Rtf_wp5.txt (Windows only)

Font-mapping files are stored in the Program Files\Common Files\Microsoft Shared\Textconv folder.

To modify a font-mapping file

Open the appropriate font mapping file in Word.
Follow the instructions in the font-mapping file.

Tools and Utilities The Office Resource Kit Tools and Utilities include five TrueType fonts to improve conversion of characters from the WordPerfect 5.x and 6.x character sets. For more information, see "Additional Word Converters" in Appendix A, "Microsoft Office Resource Kit Tools and Utilities."

Opening and Saving Plain-Text Files

To exchange documents between Word and an application for which there is no converter, you can save your document in a plain-text file format. Most applications can open files in plain-text formats.

To save a Word document in plain-text file format

On the File menu, click Save As.
In the Save as type box (Windows) or Save file as type box (Macintosh), click the plain-text format you want.

Tip When you save a Word document in plain-text file format, use a different file name so that you can keep a copy of the original document in Word format as a backup.

To open a plain-text file in Word

On the File menu, click Open.
In the Files of type box (Windows) or List files of type box (Macintosh), click the plain-text format in which the document was saved.

Word can open and save plain-text files in several formats, which are described in the following sections. Most plain-text file formats do not include formatting codes, which maintain the layout and appearance of text, so most formatting is lost when you save a document in plain-text format. RTF is an exception to this.

Rich Text Format

Use Rich Text Format (RTF) to convert documents from one Microsoft application to another, or to transfer documents between a Macintosh and an MS-DOS-based system. You can also use RTF to transfer fully formatted documents using communications software that accepts only text files. Saving in RTF saves all formatting. RTF converts formatting to text instructions that other applications (including compatible Microsoft applications) can read.

Text Only

Use Text Only format to share documents between MS-DOS-based, Windows-based, and Macintosh applications. Use this format only if the destination application is unable to read any of the other available file formats. This format saves text without formatting and converts all manual line breaks, section breaks, and page breaks to paragraph marks. This format uses either the ANSI character set (Windows) or the Macintosh character set (both of which include ASCII).

MS-DOS Text

Use MS-DOS Text format to share documents between Word and MS-DOS-based applications not designed for Windows. Saving in this format converts files the same way as the Text Only format described earlier. MS-DOS Text format uses the extended ASCII character set (the standard for MS-DOS-based applications).

Text Only with Line Breaks, MS-DOS Text with Line Breaks

To maintain line breaks — when transferring text to an e-mail system, for example — use either Text Only with Line Breaks or MS-DOS Text with Line Breaks format. These formats save text without formatting and convert all automatic and manual line breaks, section breaks, and page breaks to paragraph marks.

Text with Layout, MS-DOS Text with Layout

To convert a document from a text file format and maintain the page layout, use either Text with Layout or MS-DOS Text with Layout format. You can then reformat the document in Word, using the converted layout as a guide. For more information, see "Switching from Text with Layout" later in this chapter.

These formats preserve the length of lines and insert spaces in the document to approximate indents, tables, spacing between lines, spacing between paragraphs, and tab stops. They also convert section breaks and page breaks to paragraph marks.

Saving Word Documents in Other File Formats

You can save Word documents in file formats that can be read by other applications or by earlier versions of Word.

To save a Word document in another file format

On the File menu, click Save As.
In the Save as type box (Windows) or Save file as type box (Macintosh), click the format you want.

Tip When you save a Word document in another file format, use a different file name so that you can keep a copy of the original document in Word format as a backup.

For a list of the available file formats, see "Using Text Converters and Graphics Filters" earlier in this chapter.

Converting Multiple Files at One Time

When you or your workgroup migrates to Word 97 (Windows) or Word 98 (Macintosh), you may want to convert entire folders of documents to Word format quickly. Word includes batch conversion tools to do that, whether your old documents reside on a network server or on local hard disks.

Converting Several Documents at Once in Windows

To convert several documents at once, you can use the Conversion Wizard, which is supplied with Word 97. This wizard converts files as described in the preceding section. The appropriate converters and graphics filters must be installed to run the wizard.

Before beginning this procedure, make sure you have installed the Conversion Wizard. The wizard is stored in the following location: Program Files\Microsoft Office\Office\Macros\Convert8.wiz.

If the Conversion Wizard is not installed, rerun Setup and click Add/Remove. Under the Microsoft Word option, select Wizards and Templates, and then select Macro Templates check box.

To run the Conversion Wizard

On the File menu, click Open.
In the Look in box, switch to the Program Files/Microsoft Office/Office/Macros folder.
In the Name box, double-click Convert8.wiz.
If prompted, click the Enable Macros button.
Click A batch conversion of files, and follow the instructions on the screen.

Converting Several Documents at Once on the Macintosh

The Batch Converter for Word 98 is a standalone application, not a Word macro. This application uses all the Word external text converters it finds on the drive on which it is installed, and it can convert only between the formats supported by those external text converters. The Batch Converter is available in the Microsoft Office 98 Value Pack.

To install the Batch Converter

Insert the Office 98 CD into the appropriate drive.
In the Value Pack folder, double-click Value Pack Installer.
Expand the Text Converters option, and then select the Batch Converter option.
Click Install.

To run the Batch Converter

In the Macintosh Finder, double-click the Batch Converter icon.
To specify the file format and location options you want, click Preferences on the File menu.
To select the files you want converted, click Convert on the File menu.

Tip You can also drag individual files or entire folders onto the Batch Converter icon.

Switching from WordPerfect

This section describes the differences between WordPerfect 5.x or 6.x and Word 97 for Windows. Word includes several features that protect the WordPerfect user's investment in WordPerfect knowledge and experience, as well as strong file conversion support for WordPerfect.

What happens to my old WordPerfect documents when I open them in Word 97? You can open files created in WordPerfect 5.x or 6.x directly in Word 97. Most data and formatting created in WordPerfect is fully supported by Word 97. For more information, see "Converting Documents from WordPerfect 5.x" or "Converting Documents from WordPerfect 6.x" later in this chapter.

Can I share Word 97 documents with users of WordPerfect? If your workgroup is using WordPerfect 5.x or 6.x and Word 97, users can exchange documents between these versions. However, not all Word 97 features are supported in WordPerfect. For more information, see "Sharing Documents with WordPerfect 5.x" or "Sharing Documents with WordPerfect 6.x" later in this chapter.

Word 97 Concepts for WordPerfect Users

Several key concepts help WordPerfect users make the transition to Word 97:

Selecting text

In Word, users select an object, such as text or a picture, and then perform an action on that object.
Editing and formatting text

Unlike the formatting codes used in WordPerfect, Word applies formatting directly to text, so text in a Word document displays exactly as it prints.
Correcting mistakes

Word users can correct formatting errors by using the Undo command (Edit menu), or they can troubleshoot problems by displaying a description of the formatting applied to selected text.

Selecting Text

For almost every task in Word, users first select an object and then perform an action on that object. For example, users select text and then delete it.

Viewed this way, selecting in Word 97 is similar to blocking in WordPerfect — for example, blocking text before moving or deleting it. However, many formatting actions in WordPerfect require that users insert codes before and after the text. Word users just select the text and then format it.

In Word, selected text appears highlighted on the screen.

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Editing and Formatting Text

WordPerfect treats a document as a stream of text; formatting is applied by inserting codes into the text stream. If a base font code is inserted into the text stream, all the text after the code is formatted in the specified font until another base font code is inserted. If a word from the middle of the text stream is cut and pasted elsewhere, it does not take the formatting with it unless the font codes are correctly duplicated and inserted in the new location.

Word 97, by contrast, follows a paragraph-based formatting model, which associates formatting properties with objects. Formatting is applied directly to the text. If text is cut and pasted in a new location, its attributes move with it. Character formatting, such as bold, italic, and underline, is attached to the text characters to which it is applied. Paragraph formatting, such as indentation and tab stop locations, is stored in a nonprinting paragraph mark ( [para] ) at the end of each paragraph.

Note Many Word formatting commands can also be used in the same way as WordPerfect commands. For example, in Word you can select italic formatting, type a word, and then select italic formatting again to continue typing with normally formatted text.

Working with Paragraphs in Word

In Word, paragraph formats apply to the entire paragraph. This model differs from WordPerfect, which treats paragraphs as multiple lines of text. To center a single line in a paragraph, for example, a WordPerfect user inserts the [Center] code. To accomplish the same task in Word, a user places the line in its own paragraph and then applies the desired formatting using menu commands, toolbar buttons, or Word key combinations.

Tip In Word, users can format a single paragraph by placing the insertion point in the paragraph and applying a style; it isn't necessary to select the entire paragraph before formatting it.

When a user presses ENTER, Word automatically inserts a paragraph mark and applies the current formats to the next paragraph. If a user deletes a paragraph mark, the text merges with the next paragraph in the document and takes on its paragraph formatting.

If a user moves text from one paragraph to another, however, and leaves the paragraph mark behind, the original paragraph formatting is lost. To retain the paragraph formatting when moving or copying text, include the paragraph mark in the selection.

Tip New Word users may benefit from working with paragraph marks displayed. To display paragraph marks, tab stops, and other nonprinting characters, click the Show/Hide button (Standard toolbar).

Displaying Formatting Information in Word

Word users can find formatting information in the following locations.

To find this Word 97 formatting information	Use this command
Character formatting	Formatting toolbar (View menu, Toolbars submenu) or Font dialog box (Format menu)
Paragraph formatting	Formatting toolbar or Paragraph dialog box (Format menu)
Nonprinting characters	Show/Hide button (Standard toolbar)
Page as it appears when printed	Page Layout (View menu)
All formatting at cursor location	What's This? (Help menu)

In WordPerfect, users reveal codes to find and correct many errors. There is no need for reveal codes in Word 97. Word is WYSIWYG — what you see is what you get. Users see exactly what a document looks like on the screen. Sometimes, however, it is helpful to see what formatting has been applied to text or a graphic image. The Reveal Formats feature allows this.

Reveal Formats is a graphical way to troubleshoot document formatting, similar to using reveal codes in WordPerfect. In Word, clicking the What's This? command (Help menu) and then clicking in a document opens a window describing the formatting at the cursor location. The WordPerfect Help feature in Word 97 also displays this information when the user presses ALT+F3, the equivalent WordPerfect Reveal Codes keyboard command.

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Correcting Mistakes

To correct many errors in Word, users can click the Undo button (Standard toolbar) or use the Undo command (Edit menu), which is similar to the Restore command in WordPerfect. This reverses the effect of formatting commands, as well as restoring deleted text.

The Undo command or button reverses the last action performed. By clicking the arrow next to the Undo button, users can also select a series of commands to undo.

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Some actions, such as saving a document, cannot be reversed. To indicate that the command is unavailable, Undo changes to Can't Undo and appears dimmed on the Edit menu.

The Redo command (Edit menu) or Redo button (Standard toolbar) reapplies the formatting or other action after Undo has been applied. In Word 97, you can undo or redo the last 100 actions.

Word 97 Tools for WordPerfect Users

The Word 97 features described in the following table help WordPerfect users make a smooth transition to Word 97.

This Word 97 feature	Allows WordPerfect users to
Blue background, white text (Tools menu)	View a Word document in the familiar blue background and white text of a WordPerfect 5.x for MS-DOS document.
Full screen view (View menu)	Maximize screen space for displaying documents by clearing the screen of elements such as toolbars, rulers, menu bars, scroll bars, and the status bar. To restore the default Word screen, click the Full Screen button or press ESC.
ScreenTips	Display the name of a toolbar button by pausing the mouse pointer over the button.
Undo and Redo (Edit menu)	View a history of changes to the document and reverse or reapply commands. For more information about Undo and Redo, see "Correcting Mistakes" earlier in this chapter.

To display a blue background and white text in a Word document

On the Tools menu, click Options, and then click the General tab.
Under General options, select the Blue background, white text check box.

When this option is combined with other Word customization options, such as full screen view, a Word document appears similar on the screen to a WordPerfect 5.x for MS-DOS document.

If your browser does not support inline frames, click here to view on a separate page.

Converting WordPerfect Documents to Word 97

This section describes how to convert WordPerfect documents to Word 97 format. You can also use a macro to quickly convert multiple WordPerfect documents to Word format. If a document isn't converted the way you want, you can customize the conversion process.

Before you can convert documents, the WordPerfect converter and graphics filters must be installed on your computer. The converter and filters for WordPerfect 5.x and 6.x for MS-DOS and Windows are installed automatically when you choose the Typical installation during Setup. If the converters and graphics filters you want are not installed, rerun Setup and click Add/Remove; then select the Converters and Filters option.

Tools and Utilities The Office Resource Kit Tools and Utilities include fonts and templates for better conversions of WordPerfect documents. For more information, see "Additional Word Converters" in Appendix A, "Microsoft Office Resource Kit Tools and Utilities."

To convert a WordPerfect document to a Word document, open the document in Word; Word handles the conversion automatically.

To open a WordPerfect document in Word 97

On the File menu, click Open.
In the Files of type box, click All Files.
In the File name box, select the name of the document.

Word converts the WordPerfect document and opens it.

After you convert a WordPerfect document to Word 97, the converted document exists only in your computer's memory; the original document remains unchanged. To complete the conversion, you need to save the converted document in Word format.

To save a converted WordPerfect document in Word 97 format

On the File menu, click Save, and then (when prompted) click Yes.

– or –

On the File menu, click Save As, and give the converted document a new name in Word. This preserves the original WordPerfect document as a backup.
When you close the document or quit Word, click Yes to save changes to the document.

Converting Multiple WordPerfect Documents

To convert multiple WordPerfect documents, open several documents at the same time in the Open dialog box (File menu). Word converts each document you've selected. When you finish editing the documents, save each document as described in the previous section.

Tip In Windows, you can open more than one file at a time if all the files are within a single folder. To select a contiguous group of documents, click the name of the first document you want to open, and then hold down SHIFT and click the name of the last document you want to open. Or, hold down CTRL and click the names of the individual documents you want to open.

If you want to convert multiple documents to or from WordPerfect format, you can also use the Conversion Wizard. The Conversion Wizard is stored in Convert8.wiz. For more information about customizing conversions, see "Converting Multiple Files at One Time" earlier in this chapter.

Importing WordPerfect Graphics

When you open a WordPerfect document containing graphics in WordPerfect Graphics (WPG) format in Word 97, the WordPerfect converter uses the WPG graphics filter to convert the graphics embedded in the WordPerfect document. This filter uses the size of the picture frame stored in the WPG file to determine the size of the picture to import. (The picture-frame size of WPG graphics created by DrawPerfect is the size of the screen.)

WPG images often contain a background color that may impair the fidelity of the image when it is imported into Word. By default, the filter removes this background color to improve clarity. To change the actions the filter carries out, edit the Conversion Wizard options. For more information about customizing conversions, see "Converting Documents from Other File Formats" earlier in this chapter.

Converting Documents from WordPerfect 6.x

Word 97 does not handle all data and formatting in the same way that WordPerfect 6.x does. Converting WordPerfect 6.x documents to Word 97 format may result in changed data or formatting. The following sections describe the WordPerfect 6.x features that are handled differently in Word 97.

Character Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save WordPerfect 6.x documents in Word 97 format.

When this WordPerfect 6.x feature	Is converted to Word 97 format
Redlining	Redlining is converted to comments.
Strikeout	Strikeout is converted to strikethrough formatting.
Word and letter spacing	Lost in the conversion.

Paragraph Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save WordPerfect 6.x documents in Word 97 format.

When this WordPerfect 6.x feature	Is converted to Word 97 format
Back tabs	Back tabs preceded by text are not converted.
Default tabs	Trailing default tabs are not converted.
Tab leaders	Dot tab leaders, minus sign tab leaders, and underscore tab leaders are converted to the same tab leaders in Word. All other tab leaders become dot leaders.
Center and flush right codes	Center and flush right codes are converted to center-aligned and right-aligned tab stops.
Leading adjustment between lines and baselines	Lost in the conversion.
Paragraph margins	Paragraph margins are converted to left and right paragraph indents.
Spacing between paragraphs	Spacing between paragraphs is converted to Spacing After paragraph format.

Other Features

The following table describes conversion issues that may affect your data or formatting when you save WordPerfect 6.x documents in Word 97 format.

When this WordPerfect 6.x feature	Is converted to Word 97 format
Advance	Advance codes are converted to ADVANCE fields. Advance codes that move text up on a page are not fully emulated in Word. Absolute vertical advance codes in headers are not converted.
Borders and fill (for columns and pages)	Lost in the conversion.
Captions	Lost in the conversion.
Chapter and volume numbers	Lost in the conversion.
Comments	Comments in body text are converted. Comments in headers, footers, footnotes, and endnote text are lost.
Contour wrap for graphics boxes	Contour wrap is converted to square wrap (wrap around property).
Cross-references	Cross-references are converted to hyperlinks.
Drop cap	Lost in the conversion.
Equations	In Windows, equations are converted as editable equation objects. On the Macintosh, only the equation result is retained.
Footnotes	Custom footnote marks are converted to automatic numbered marks. If the numbering format of notes is changed in a document, the notes numbered with the new format are converted to custom notes.
Indexes and lists	Indexes and lists are converted to plain text.
Insert file name	Lost in the conversion.
Labels and bar codes	Label text is preserved, but bar codes are lost in the conversion.
Line numbers	Lost in the conversion.
Macros	Lost in the conversion.
Margins	Margins are adjusted to preserve page layout. Word prompts users to adjust margins manually when necessary on the Margins tab in the Page Setup dialog box (File menu).
Merge codes	Lost in the conversion.
Outlining, paragraph numbers, and counters	These are converted to SEQUENCE fields.
Page features (center page, page binding, and subdivide pages)	Lost in the conversion.
Parallel columns	Parallel columns are converted to tables.
Table vertical cell merge, and cell alignment	Lost in the conversion.
Text boxes, graphics boxes, and lines	Some text boxes and lines are converted to Office Art objects, visible only in page layout view, print preview, and when printing. Graphics boxes in tables, parallel columns, and headers/footers that are anchored to a page or paragraph and have wraparound text in the original document are converted to boxes with wrap-through in Word. In most cases, these boxes are converted to Office Art objects. All graphics lines are converted to solid lines.
WordPerfect characters	If the WordPerfect fonts containing the characters are available on the computer, all the characters are converted. If one or more of these fonts is not available, some characters may not be converted.

The WordPerfect 6.x converter included with Word 97 converts documents from WordPerfect 6.0 for MS-DOS and Windows and WordPerfect 6.1 for Windows to Word 97. This converter cannot be used to save Word documents in WordPerfect 6.x format.

You can, however, save Word 97 documents in WordPerfect 5.0 or WordPerfect 5.1 format and then open those documents in WordPerfect 6.x. For more information about conversion issues between Word 97 and WordPerfect 5.x format, see "Sharing Documents with WordPerfect 5.x" later in this chapter.

Converting Documents from WordPerfect 5.x

Word 97 does not handle all data and formatting in the same way that WordPerfect 5.x does. Converting WordPerfect 5.x documents to Word 97 format may result in changed data or formatting. The following sections describe the WordPerfect 5.x features that are handled differently in Word 97.

Character Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save WordPerfect 5.x documents in Word 97 format.

When this WordPerfect 5.x feature	Is converted to Word 97 format
Redlining	Redlining is converted to comments.
Spacing (condensed, expanded)	Lost in the conversion.
Strikeout	Strikeout is converted to strikethrough formatting.
Underlining	Underlining format is preserved, but the type of underlining may be changed.

Paragraph Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save WordPerfect 5.x documents in Word 97 format.

When this WordPerfect 5.x feature	Is converted to Word 97 format
Center and flush right codes	Center and flush right codes are converted to center-aligned and right-aligned tab stops.
Leading/baselines, lines/baselines	Lost in the conversion.
Page break before	Lost in the conversion.
Space before and after paragraphs	Lost in the conversion.
Styles	Paragraph formatting codes are converted to paragraph styles. Character formatting codes are converted to character styles.

Section Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save WordPerfect 5.x documents in Word 97 format.

When this WordPerfect 5.x feature	Is converted to Word 97 format
Mirror even/odd pages	Lost in the conversion.
Widow control	Widow control becomes a paragraph property.

Table Features

The following table describes conversion issues that may affect your data or formatting when you save WordPerfect 5.x documents in Word 97 format.

When this WordPerfect 5.x feature	Is converted to Word 97 format
Decimal table cell alignment	Table cells are right-aligned.
Table formulas and math	Lost in the conversion.

Other Features

The following table describes conversion issues that may affect your data or formatting when you save WordPerfect 5.x documents in Word 97 format.

When this WordPerfect 5.x feature	Is converted to Word 97 format
Margins	Margins are adjusted to preserve page layout. Word prompts users to adjust margins manually, when necessary, on the Margins tab in the Page Setup dialog box (File menu).
Parallel columns	Parallel columns are converted to tables. If a parallel column layout contains a page-anchored box, the entire column is converted to newspaper columns.

Document Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save WordPerfect 5.x documents in Word 97 format.

When this WordPerfect 5.x feature	Is converted to Word 97 format
Equations	Equations are converted as editable equation objects.
Extended characters	Extended characters that are available in both products are converted.
Line draw characters	Line draw characters are converted; however, line spacing in Word leaves gaps between characters on successive lines. To correct this, set line spacing to the exact font size in points using the Paragraph command (Format menu).
Print merge secondary files	Word automatically converts WordPerfect secondary files to Word data source document format. Conditional print merge constructs and macros are lost.
PRIVATE field codes	PRIVATE fields are inserted to preserve information needed to accurately save the file back to WordPerfect format. These fields should not be edited and have no effect on the document in Word.
Subdocuments (INCLUDE field)	WordPerfect master documents and subdocuments are converted to Word master documents and subdocuments.
Text boxes and lines	Some text boxes and lines are converted to Office Art objects, visible only in page layout view, print preview, and when printing.

If your workgroup is upgrading gradually to Word 97, some users may have to share documents with users of WordPerfect 5.x. The WordPerfect 5.x converter shipped with Word 97 is designed to take advantage of features and conversion capabilities unique to Word 97.

Note Converting a file from Word format to WordPerfect format and back again may cause the loss of some formatting — for example, fonts, justification, styles, and mail merge — unless you load, paginate, and save the converted file in WordPerfect before converting it back to Word.

To save a Word document in WordPerfect 5.x format

On the File menu, click Save As.
In the Save as type box, click the Word Perfect 5.x version in which you want to save the file.
In the File name box, enter the name of the converted document.

If you save the document with a different name, you retain the document in Word format as a backup.
When you close the document or quit Word, click Yes to save the changes to the document.

Tip End users can specify the default format in which Word saves new documents.

To specify the default format in which to save documents

On the Tools menu, click Options, and then click the Save tab.
In the Save Word files as box, click the file format you want.

The next time you save a document that is not already saved in Word 97 format, you are prompted to save it in this format.

For more information about selecting a default format in which to save documents, see "Specifying the Default Format in Which to Save Office Documents" in Chapter 22, "Supporting Multiple Versions of Microsoft Office."

Tip In Windows 95 and Windows NT Workstation 4.0, you can use a system policy to define the default value for the Save Word files as option on the Save tab in the Options dialog box (Tools menu) for all Word users in your workgroup. In the System Policy Editor, set the following policy:
User\Word 97\Tools_Options\Save\Default Save

For more information, see "Using Windows System Policies to Customize Office" in Chapter 7, "Customizing and Optimizing Microsoft Office."

Character Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save Word 97 documents in WordPerfect 5.x format.

When this Word 97 feature	Is saved in WordPerfect 5.x format
All caps	All caps formatting becomes all capital letters.
Hidden text	Hidden text is converted to comment text.
Revision marks	Revision marks are converted to redlining.
Spacing (condensed, expanded)	Lost in the conversion.
Strikethrough	Strikethrough formatting is converted to strikeout.
Underlining	Underlining format is preserved, but the type of underlining may be changed.

Paragraph Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save Word 97 documents in WordPerfect 5.x format.

When this Word 97 feature	Is saved in WordPerfect 5.x format
Leading/baselines, lines/baselines	Lost in the conversion.
Page break before	These are approximated with page breaks.
Space before and after paragraphs	Spaces are approximated with blank lines.
Tab leaders	Tab leaders are converted to dot leaders.

Section Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save Word 97 documents in WordPerfect 5.x format.

When this Word 97 feature	Is saved in WordPerfect 5.x format
Newspaper columns	Lost in the conversion.
Parallel columns	Lost in the conversion.

Document Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save Word 97 documents in WordPerfect 5.x format.

When this Word 97 Feature	Is saved in WordPerfect 5.x format
Default tab stops	Lost in the conversion.
Footnotes	Footnotes placed at the ends of sections are converted to endnotes. Starting numbers and separators are not converted.
Gutter margins, widow control, mirror even/odd pages, and paper size	Lost in the conversion.

Table Features

The following table describes conversion issues that may affect your data or formatting when you save Word 97 documents in WordPerfect 5.x format.

When this Word 97 feature	Is saved in WordPerfect 5.x format
Decimal table cell alignment	Lost in the conversion.
Table formulas and math	Lost in the conversion.
Vertically merged cells in tables	Lost in the conversion.

Other Features

The following table describes conversion issues that may affect your data or formatting when you save Word 97 documents in WordPerfect 5.x format.

When this Word 97 feature	Is saved in WordPerfect 5.x format
Annotations	Annotations are converted to comments.
Date/time stamps	Only default date/time formats are supported.
Equations	Equation objects are converted as editable equation boxes. Equation fields are not converted.
Extended characters	Extended characters that are available in both products are converted.
Outlining, paragraph numbers, and Word 97 lists	Word lists and paragraph numbers in tables and footnotes are converted to SEQUENCE fields.
Data source documents for print merge	Word data source documents must be either tab or comma delimited or in table format to convert to WordPerfect.

Exporting WordPerfect Graphics

When you convert a Word 97 document to WordPerfect 5.x format, a graphics filter converts Windows WMF graphics to WordPerfect Graphic format. The WordPerfect text converter runs this filter for each graphic in the Word document and then embeds each converted graphic in the WordPerfect document.

Using WordPerfect Help

In Word 97, the WordPerfect Help feature allows you to use familiar WordPerfect keys and commands while you learn how to use Word. For example, you can choose a WordPerfect key or command and have Word display step-by-step instructions for the corresponding action in Word. Or Word can demonstrate and actually carry out the corresponding action. You can also set the navigation keys (such as PAGE UP and ESC) to function as they do in WordPerfect.

Note The WordPerfect Help feature in Word 97 provides Help topics for users switching from WordPerfect for MS-DOS.

WordPerfect Help is not installed when you choose the Typical installation during Setup. To install WordPerfect Help, rerun Setup and click Add/Remove; under the Microsoft Word option, select the Help option, and then select the Help for WordPerfect Users check box.

You can set the navigation keys PAGE UP, PAGE DOWN, HOME, END, and ESC to function in Word 97 as they do in WordPerfect. For example, if you press ESC, you can repeat the previous keystroke as you would in WordPerfect; ESC doesn't cancel a dialog box as it normally does in Word.

On the Help menu, click WordPerfect Help.
Click Options.
Select the Navigation keys for WordPerfect users check box.

You can also click WPH on the status bar to turn on the WordPerfect navigation keys. When WordPerfect navigation keys are on, WPH appears undimmed.

Help for WordPerfect Keys and Commands

You can press a WordPerfect key and have Word either automatically demonstrate the corresponding feature or list the steps you need to perform the feature in Word. If you're not sure which WordPerfect key to press, you can choose from a list of WordPerfect commands instead.

To use Help for WordPerfect Keys

On the Tools menu, click Options, and then click the General tab.
Under General options, select the Help for WordPerfect Users check box.

To indicate that Help for WordPerfect keys is on, WPH appears undimmed on the status bar. If you've also turned on WordPerfect navigation keys, WP appears instead.

Next, you need to indicate whether you want to see step-by-step instructions or demonstrations when you press WordPerfect keys.

To see step-by-step instructions or demonstrations

On the Help menu, click WordPerfect Help.
Click Options.
Under Help type, click Help text to see step-by-step instructions.

– or –

Click Demo to see demonstrations.

When you are working in a Word 97 document and you press a WordPerfect key combination — such as CTRL+F8 to change the point size of selected text — a dialog box appears. Press the number or underlined letter of the command you want, or select a command and then click either the Help Text or Demo button.

Cc749841.02109(en-us,TechNet.10).gif

If you choose to display step-by-step instructions, a dialog box appears. The instructions remain on the screen while you work in the document. If the dialog box covers part of the document, you can drag the title bar of the dialog box to move it out of your way.

Cc749841.02110(en-us,TechNet.10).gif

If you choose to display a demonstration, Word demonstrates the actions necessary to complete the command. If Word needs some input from you, such as a file name, a message tells you what to do.

For example, the following illustration shows WordPerfect Help when a user presses F2, the WordPerfect equivalent for searching forward.

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To customize the way demonstrations work, you can set the demonstration speed, turn off the mouse simulation, and turn off the display of messages that ask for user input. For more information, see the following section, "Customizing Help for WordPerfect Users."

Customizing Help for WordPerfect Users

You can customize Help for WordPerfect users. For example, you can control the speed of the demonstrations.

To customize WordPerfect Help

On the Help menu, click WordPerfect Help.
Click Options, and then select the options you want.

These Help options are shown in the following illustration.

If your browser does not support inline frames, click here to view on a separate page.

Switching from MS Works 3.0 or 4.0 for Windows

When you switch to Word 97 for Windows, you can open your old Works 3.0 or 4.0 for Windows documents in Word 97. If the Works 3.0 for Windows or Works 4.0 for Windows text converter is installed, Word 97 automatically converts the Works document to Word 97 file format when you open it.

What if Works for Windows isn't listed?

If you attempt to open a Works for Windows document, but Word cannot open it properly, Word may prompt you to select the file format from which to convert the document. If Works 3.0 for Windows or Works 4.0 for Windows does not appear in the Convert File dialog box, you need to install the Works for Windows text converters. To install the Works 3.0 for Windows or Works 4.0 for Windows converter, rerun Setup and click Add/Remove; under the Converters and Filters option, select the Text Converters option.

Tip For best results when moving documents from Works for MS-DOS to Word, save your Works word-processing documents in the following formats.

Save this Works version	In this file format
Works 1.x for MS-DOS	Text Only
Works 2.x or 3.x for MS-DOS	RTF

If your workgroup is upgrading gradually to Word 97, some users may have to share documents with Works for Windows users. Users of Word 97 can save documents in Works for Windows format.

To save a Word document in Works 3.0 or 4.0 for Windows format

On the File menu, click Save As.
In the Save as type box, click Works 3.0 for Windows or Works 4.0 for Windows.

Tip When you save a Word document in another file format, use a different file name so that you can keep a copy of the original document in Word format as a backup.

What if Works for Windows isn't listed?

If you attempt to save a Word document in Works for Windows format, but Works for Windows is not listed in the Save as type box, you need to install the Works for Windows text converters. To install the Works 3.0 for Windows or Works 4.0 for Windows converter, rerun Setup and click Add/Remove; under the Converters and Filters option, select the Text Converters option.

Tip End users can specify the default format in which Word saves new documents.

To specify the default format in which to save documents

On the Tools menu, click Options, and then click the Save tab.
In the Save Word files as box, click the file format you want.

The next time you save a document that is not already saved in Word 97 format, you are prompted to save it in this format.

For more information, see "Using Windows System Policies to Customize Office" in Chapter 7, "Customizing and Optimizing Microsoft Office."

Because not all Word 97 features are supported, saving in Works for Windows format may result in loss of data or formatting. The following sections describe the Word 97 features that are not fully supported in Works for Windows format.

Character Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save Word 97 documents in Works for Windows format.

When this Word 97 feature	Is converted to Works for Windows format
All caps, small caps, hidden text, and color	Lost in the conversion.
Columns	Lost in the conversion.
Outline and shadow	Lost in the conversion.
Spacing (condensed, expanded)	Lost in the conversion.
Underlining (dotted, double, word)	All underlining is converted to single, continuous underlining.

Paragraph Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save Word 97 documents in Works for Windows format.

When this Word 97 feature	Is converted to Works for Windows format
Background shading and numbering	Lost in the conversion.
Borders	Thin, thick, and double borders are converted properly. Unsupported border styles become thin line borders.
Line numbering	Lost in the conversion.
Negative tabs	Lost in the conversion.
Page break before	These are converted to hard page breaks.
Restart page number at one	Lost in the conversion.
Section breaks (even, odd, continuous, next page)	Section breaks are converted to page breaks.
Section formatting	Lost in the conversion.
Tables	Tables are converted to tab-delimited text.
Vertical alignment (top, centered, justified)	Lost in the conversion.

Page Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save Word 97 documents in Works for Windows format.

When this Word 97 feature	Is converted to Works for Windows format
Margin (gutter), mirror even/odd pages, page orientation, and paper source	Lost in the conversion.

Document Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save Word 97 documents in Works for Windows format.

When this Word 97 feature	Is converted to Works for Windows format
Footnotes	Footnotes are placed at the end of the document.
Summary information	Lost in the conversion.

Other Features

The following table describes conversion issues that may affect your data or formatting when you save Word 97 documents in Works for Windows format.

When this Word 97 feature	Is converted to Works for Windows format
ActiveX objects (formerly OLE objects)	Word 97 becomes a client for Works for Windows charts, Microsoft Drawing objects, and Excel charts and worksheets.
Annotations	Annotations are converted to footnotes, but retain the page number reference.
Bullets and numbering	Automatic bullets and numbering are converted to plain text.
Cropping of graphics	Lost in the conversion.
Date/time stamps (custom), page number (format, restart), and subdocuments (INCLUDE field)	Lost in the conversion.
Endnotes	Lost in the conversion.
Fields (equations, formulas, links, form fields, bar codes)	Some fields are converted to the text of the most recent result. Check your converted documents for conversion results.
Footnote numbering	Works for Windows counts manual footnote entries in the numbering sequence, whereas Word 97 counts them separately.
Footnote position (end of page, end of document)	All footnotes are converted to endnotes.
Footnote starting number, separators, continuation notices, and restart each section	Footnotes are numbered continuously throughout the document, beginning with 1.
Frames	Lost in the conversion.
Office Art objects	Lost in the conversion.
Outlining	Lost in the conversion.
Print merge commands (logic and data files)	Merge fields are converted, but data files are not automatically converted.
Revision marks	Lost in the conversion.
Styles	Styles are converted to direct formatting.
Tables of contents, indexes, and tables of authorities	These tables are converted to the text of the most recent result.

Switching from MS Works 4.0 for the Macintosh

When you switch to Word 98 for the Macintosh, you can open your old Works 4.0 for the Macintosh documents in Word 98. If the Works 4.0 for the Macintosh text converter is installed, Word 98 automatically converts the Works document to Word 98 file format when you open it. This text converter is in the Microsoft Office Value Pack.

If your workgroup is upgrading gradually to Word 98 for the Macintosh, some users may have to share documents with Works users. Users of Word 98 for the Macintosh can save documents in Works for the Macintosh 4.0 format.

To save a Word document in Works 4.0 for the Macintosh format

On the File menu, click Save As.
In the Save file as type box, click Works 4.0 for the Macintosh.

Tip End users can specify the default format in which Word saves new documents.

To specify the default format in which to save documents

On the Tools menu, click Preferences, and then click the Save tab.
In the Save Word files as box, click the file format you want.

The next time you save a document that is not already saved in Word format, you are prompted to save it in this format.

Because not all Word 98 features are supported, saving in Works 4.0 for the Macintosh format may result in loss of data or formatting. The following sections describe the Word features that are not fully supported in Works 4.0 for the Macintosh format.

Character Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save Word 98 documents in Works 4.0 for the Macintosh format.

When this Word 98 feature	Is converted to Works 4.0 format
All caps, small caps, hidden text, and color	Lost in the conversion.
Columns	Lost in the conversion.
Outline and shadow	Lost in the conversion.
Spacing (condensed, expanded)	Lost in the conversion.
Underlining (dotted, double, word)	All underlining is converted to single, continuous underlining.

Paragraph Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save Word 98 documents in Works 4.0 for the Macintosh format.

When this Word 98 feature	Is converted to Works 4.0 format
Background shading and numbering	Lost in the conversion.
Borders	Thin, thick, and double borders are converted properly. Unsupported border styles become thin line borders.
Line numbering	Lost in the conversion.
Negative tabs	Lost in the conversion.
Page break before	These are converted to hard page breaks.
Restart page number at one	Lost in the conversion.
Section breaks (even, odd, continuous, next page)	Section breaks are converted to page breaks.
Section formatting	Lost in the conversion.
Tables	Tables are converted to tab-delimited text.
Vertical alignment (top, centered, justified)	Lost in the conversion.

Page Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save Word 98 documents in Works 4.0 for the Macintosh format.

When this Word 98 feature	Is converted to Works 4.0 format
Margin (gutter), mirror even/odd pages, page orientation, and paper source	Lost in the conversion.

Document Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save Word 98 documents in Works 4.0 for the Macintosh format.

When this Word 98 feature	Is converted to Works 4.0 format
Footnotes	Footnotes are placed at the end of the document.
Summary information	Lost in the conversion.

Other Features

The following table describes conversion issues that may affect your data or formatting when you save Word 98 documents in Works 4.0 for the Macintosh format.

When this Word 98 feature	Is converted to Works 4.0 format
Annotations	Annotations are converted to footnotes, but retain the page number reference.
Bullets and numbering	Automatic bullets and numbering are converted to plain text.
Cropping of graphics	Lost in the conversion.
Date/time stamps (custom), page number (format, restart), and subdocuments (INCLUDE field)	Lost in the conversion.
Endnotes	Lost in the conversion.
Fields (equations, formulas, links, form fields, bar codes)	Some fields are converted to the text of the most recent result. Check your converted documents for conversion results.
Footnote numbering	Works for the Macintosh counts manual footnote entries in the numbering sequence, whereas Word 98 counts them separately.
Footnote position (end of page, end of document)	All footnotes are converted to endnotes.
Footnote starting number, separators, continuation notices, and restart each section	Footnotes are numbered continuously throughout the document, beginning with 1.
Frames	Lost in the conversion.
Office Art objects	Lost in the conversion.
Outlining	Lost in the conversion.
Print merge commands (logic and data files)	Merge fields are converted, but data files are not automatically converted.
Revision marks	Lost in the conversion.
Styles	Styles are converted to direct formatting.
Tables of contents, indexes, and tables of authorities	These tables are converted to the text of the most recent result.

Switching from Text with Layout

If you are switching from an application that can save documents in Text with Layout format, you can open your documents in Word 97 (Windows) or Word 98 (Macintosh). If the Text with Layout text converter is installed, Word automatically converts the Text with Layout document to Word file format when you open it.

What if Text with Layout isn't listed?

If you attempt to open a Text with Layout document, but Word cannot open it properly, Word may prompt you to select the file format from which to convert the document. If Text with Layout does not appear in the Convert File dialog box, you need to install the Text with Layout converter.

In Windows, to install the converter, rerun Setup and click Add/Remove. Under the Microsoft Word option, select the Text Converters option, and then select the Text with Layout Converter check box.

On the Macintosh, the Text with Layout converter is in the Microsoft Office Value Pack. To install the converter, run Value Pack Installer. Under the Converters and filters option, select the Text with Layout option, and then click Install.

If your workgroup is upgrading gradually to Word, some users may have to share documents with users of applications that read Text with Layout format. Users of Word 97 can save documents in Text with Layout format.

To save a Word document in Text with Layout format

On the File menu, click Save As.
In the Save as type box (Windows) or Save file as type box (Macintosh), click Text with Layout.

What if Text with Layout isn't listed?

If you attempt to save a Word document in Text with Layout format, but Text with Layout is not listed in the Save as type box, you need to install the Text with Layout converter.

On the Macintosh, to install the converter, run Microsoft Office Installer and click Custom Install. Under the Converters and filters option, select the Text Converters option, and then click Install.

Tip End users can specify the default format in which Word saves new documents.

To specify the default format in which to save documents

On the Tools menu, click Options (Windows) or Preferences (Macintosh), and then click the Save tab.
In the Save Word files as box, click the file format you want.

The next time you save a document that is not already saved in Word 97 format, you are prompted to save it in this format.

For more information, see "Using Windows System Policies to Customize Office" in Chapter 7, "Customizing and Optimizing Microsoft Office."

Because not all Word 97 features are supported, saving in Text with Layout format may result in loss of data or formatting. The following sections describe the Word 97 features that are not fully supported in Text with Layout format.

Note When saving to or reading from an MS-DOS-based application, use the MS-DOS Text with Layout format.

Character Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save Word 97 documents in Text with Layout format.

When this Word 97 feature	Is converted to Text with Layout format
Character formatting	Character formatting is not converted. This includes font, font size, color, bold, italic, small caps, hidden, underline, word underline, double underline, subscript, superscript, and expanded and condensed character formats.
Columns	Line Between formatting is not converted.
Page breaks	Lost in the conversion.
Page dimensions	Lost in the conversion.
Widow control	Lost in the conversion.

Paragraph Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save Word 97 documents in Text with Layout format.

When this Word 97 feature	Is converted to Text with Layout format
Borders, keep lines together, keep with next, and page break before	Lost in the conversion.
Tab leaders	Lost in the conversion.

Section Formatting Features

The following table describes conversion issues that may affect your data or formatting when you save Word 97 documents in Text with Layout format.

When this Word 97 feature	Is converted to Text with Layout format
Different first page	If a first-page and a subsequent header are defined, the text of the next-page header is placed at the beginning of the document, and the text of the first-page header is lost.
Different odd and even pages	Even-header text is placed at the beginning of the document; odd-header text is lost. If only an odd header is defined, odd-header text is placed at the beginning of the document.
Header/footer	Header/footer text is placed at the beginning of the document.
Header/footer position	Header/footer distance from the page edge is lost. Footers are placed at the beginning of the page.
Line numbering	Lost in the conversion.
Page numbering	Lost in the conversion.
Section breaks (even, odd, continuous, next page)	Converted to paragraph marks.

Table Features

The following table describes conversion issues that may affect your data or formatting when you save Word 97 documents in Text with Layout format.

When this Word 97 feature	Is converted to Text with Layout format
Borders, justified text alignment, and minimum row height	Lost in the conversion.
Indents	Right indents and hanging indents applied within table cells are lost.
Table text and structure	Table text and structure are preserved.

Other Features

The following table describes conversion issues that may affect your data or formatting when you save Word 97 documents in Text with Layout format.

When this Word 97 feature	Is converted to Text with Layout format
Annotations	Annotations are inserted at the end of the document in the order in which they appear in the document.
Fields (DATE, TIME)	Fields are converted to the text of the most recent result.
Footnotes	Footnotes are inserted at the end of the document in the order they appear in the document. Footnotes are numbered sequentially throughout the document. Text of custom separators is inserted at the beginning of the document.
Formulas	Lost in the conversion.
Graphics	Lost in the conversion.
Hard spaces	Hard spaces are converted to normal spaces.
Nonbreaking hyphens	Nonbreaking hyphens are converted to normal hyphens.
Optional hyphens	Lost in the conversion.

Switching from Lotus Ami Pro

When you switch to Word 97 for Windows, you can open your old Lotus Ami Pro 3.0, 3.01, and 3.1 documents in Word. If the Lotus Ami Pro 3.x text converter is installed, Word automatically converts the Ami Pro document to Word file format when you open it.

Tools and Utilities The Office Resource Kit Tools and Utilities include the Lotus Ami Pro 3.x text converter. For more information about installing the converter, see "Additional Word Converters" in Appendix A, "Microsoft Office Resource Kit Tools and Utilities."

Converting Lotus Ami Pro 3.x Documents to Word

Word does not handle all data and formatting in the same way that Lotus Ami Pro 3.x does. Converting Lotus Ami Pro 3.x documents to Word 97 format may result in changed data or formatting. The following sections describe the Lotus Ami Pro 3.x features that are handled differently in Word.