Word Formatting, Editing and Content Insertion Tools

In solving client problems we have developed a great many tools and utilities over the last nineteen years.

Some of these utilities are quick and simple and some long and complex. They all assist by making content insertion and formatting a simple single-click job. We have turned many of these tools into modules that we can quickly adapt for each client situation.

We deliver the tools in global addin template which shows up in Word as a custom ribbon from which users can call the tools for any document, or if required from a specific set of documents.

A detailed User Guide is provided which describes the use of each tool.

Typically the custom ribbon may look as follows:

Custom ribbon

 

 

Click on thumbnails below to view larger screenshot in pop-up window.

 

Title Description Thumbnail
Data entry front end dialog Each template such as Letter, Report etc has a front-end data-entry dialog which users type into and then the data is used to populate the document. Features include:
  • data validation
  • Office selectable
  • data population of document and its metadata
  • dialog is rerunable to enable users to change the data
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Apply individual styles Menu drop-downs with required styles. This makes it easy for the user to apply styles from a prescribed list. click thumbnail for larger image in pop-up window
Paste text from other documents

Pasting text from other documents leads to corruption as the potentially alien styles and formatting get brought into the document.

This tool intercepts the paste command and formats the incoming text to remove all the things that may corrupt the target document's style and layout.
Specifically it:

  • removes sections breaks
  • removes unrecognized styles
  • applies local styles under a style mapping rule
  • resets numbering restyles tables to be the same as the target document
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Insert custom formatted table Inserts table of required number of cells with numbered caption and footer all in the company table text and border style. click thumbnail for larger image in pop-up window
Insert/Paste Excel Chart

Inserts Excel chart (or any graphic) such that:

  • object is brought in as an image rather than an embedded Excel object (embedded objects take about 1MB each and are very stressful to a document)
  • resizes object to fit to margins (be they portrait or landscape)numbered caption and footer source notes added
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Insert Excel data as formatted table

Inserts table data from Excel such that:

  • table borders are styled in the local table style
  • table data is formatted to required style
  • fits margins (be they portrait or landscape)header caption and footer source notes added
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Insert Portrait/Landscape page inserts a P/L page and sets the headers and footers accordingly. Can have landscape or portrait headers on the landscape page
Insert Watermark Adds (or removes) a custom watermark to a document click thumbnail for larger image in pop-up window
Insert Appendix

Inserts appendix in required location in required orientation.

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Update TOC

Updates Table of Contents and allows the specification of the number of heading levels included in the TOC

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Signature inserter

The dialog is displayed showing all the User's signature images. When the user selects one a tag is written into the document and when printed the tag is replaced by the correct image. Signature images are not stored in the document and users can only print their own images.
Tag:
Signature_Familiar_ChrisDevrell

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Label Printer With a letter open in Word the user presses the Label Printer button and the recipient name and address is read from the letter and displayed in the next available label position on the dialog. The ser can print this and the tool remembers the next available position for next use. click thumbnail for larger image in pop-up window
Insert frame to hold charts The frame can be set for the required layout options. click thumbnail for larger image in pop-up window
Insert margin text Inserts text in the margin in the correct position. This text then stays in that position in relation to the  source paragraph click thumbnail for larger image in pop-up window
Symbols Dialog to enable easy insertion of symbols, logos and so on click thumbnail for larger image in pop-up window
Insert Section Ability to insert new sections into the document (or slides into a ppt presentation) click thumbnail for larger image in pop-up window
Insert Caption using required custom style and numbering  
Cross reference Inserts cross reference - maybe just displays Word own cross-reference dialogs  
Apply Colours Drop down buttons to apply custom colours to text. click thumbnail for larger image in pop-up window
Update fields Updates all fields such as page numbers, references and TOC  
Help button Displays the template User Guide or the help web page in the web browser  
About button

Displays version number, contact details and some diagnostic information

 
Fix paragraph numbering/ refresh styles

Styles are checked and refreshed. Numbering is re-applied which results in most numbering problems being fixed.

 
Restart paragraph numbering Lists can be restarted or re-linked  
Check Document

This tool performs a sanity check on the document to check things like:

  • correct styles in use
  • all required key elements present
  • Comments, annotations and track changes removed
  • Spellchecked
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Insert Calendar Insert calendar and mark dates within it

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PDF conversion This tool processes the document, adding and removing graphics, removing other formatting features, as required, and then converts the document to Adobe PDF calling Adobe Acrobat with a custom set of options.  
HTML pre-processing This tool processes the document, adding graphics, removing other formatting features, as required, and then converts the document to HTML format  
Select paper trays at print time This print tool allows the user to select a printer and then the required trays in one dialog. click thumbnail for larger image in pop-up window
Template Installer

A self installing exe that the user runs to install Templates and support files in correct locations. This exe can be emailed to the users.

Also a custom installer can be provided based on the industry standard InstallShield

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Metadata editor Allows easy access into the active document properties. Properties can be copied from another open document and updated and deleted click thumbnail for larger image in pop-up window

1.1 Tools that insert standard content

Title Description Thumbnail
Insert Autotext Autotext is a very good way of storing pieces of formatted content inside a template. The required piece can be selected and inserted in the document click thumbnail for larger image in pop-up window
AutoDoc

Assembles documents from standard paragraphs.
Paragraphs each have an ID and a new document can be assembled from these paragraphs. Pre-scribed lists of paragraphs can be used to create 'known' documents.
 
$69 per user licence.
 See autodoc product description

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Content Library

Allows easy insertion of formatted text content held in databases.59 per user licence

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Insert content held in other documents

A library of documents is established in a suitable directory structure such as

Content\Case studies
Content\CVs
Content\Specs\L1
Content\Specs\L2
Content\Specs\L3
Content\Specs\L4

…This tool then interacts with this library of documents making it easy to insert the contents of these documents into the active document.

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DocuFill

DocuFill displays a dialog of all the variable text in a document ready for the user to type in replacement text for the variables. DocuFill then infills this text into the document.

To markup a document for DocuFill all the administrator has to do to mark a variable is put the variable in square brackets e.g. [Start Date]. Then 'Start date' will appear as a prompt in the DocuFill dialog.
 
$39 per licence.

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DocuFillDB as Docufill above but data comes from a database. $69 per licence. click thumbnail for larger image in pop-up window

 

The above is a sample of the tools available. Let us know any other tools you require.