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Mac Forum / Applications / Word / January 2007INSERT DATE IN NOTEBOOK VIEW
I'm exploring the possibilities of Notebook Layout on a particular document I think it will be helpful for. Customarily, on this document, I log in each time I make an entry, by clicking INSERT/DATE AND TIME/ and then selecting the format I want to insert the date and the time in. But in Notebook View, clicking on INSERT only provides an option for AutoText, Symbol, Picture or Movie. I'd like to keep working on this document in Notebook Layout, as the Tab Feature is helpful. How can I insert the Date and Time within the document? Thank you You need to be careful with Notebook view... It's quite a different file structure from a "Document" You can't, for example, send it to a PC, and you can't read a PC OneNote file with it. When you are in Notebook View, most commands are disabled because they either won't work or they'll break it. I have Insert Date assigned to a keystroke. If you do that (from an ordinary document, using Tools>Customise and making sure you save the keystroke in the Normal template) it should work in a document in Notebook layout. Alternatively, from a normal document, you have the ability to create an AutoText which you can then insert in Notebook View. When you are creating the AutoText, insert a DATE field and assign one of the Notebook styles to it to make it sort to the top of the AutoText list. You can look up AutoText in the Help for more. You can also assign a keystroke to an AutoText. The difference is: assigning the keystroke to Insert>Date brings in a date in the default format you have set. Assigning the keystroke to a specific AutoText enables you to specify which kind of date field you insert and what format to use for the date. Hope this helps On 24/1/07 4:28 AM, in article 1169573303.646622.73850@q2g2000cwa.googlegroups.com, "drgooply" > I'm exploring the possibilities of Notebook Layout on a particular > document I think it will be helpful for. Customarily, on this [quoted text clipped - 7 lines] > document? > Thank you  SignaturePlease reply to the newsgroup to maintain the thread. Please do not email me unless I ask you to. John McGhie <john@mcghie.name> Microsoft MVP, Word and Word for Macintosh. Business Analyst, Consultant Technical Writer. Sydney, Australia +61 (0) 4 1209 1410 On 24/1/07 07:20, in article C1DD5409.5CC61%john@mcghie.name, "John McGhie [MVP - Word and Word Macintosh]" <john@mcghie.name> wrote: > It's quite a different file structure from a "Document" You can't, for > example, send it to a PC, Oh dear me, dear me. What have I been doing wrong for the last three years? I send our weekly management meeting notes (taken in notebook view) to all the other PC users every Monday morning. That's well over a thousand notebook view documents received in word for windows. I'm surprised that nobody eve mentioned they couldn't read them. (of course they can read them - they don't have the notebook view, but the document opens up as a normal word document, with each tab from the notebook appearing as a separate document section in normal view). SignatureBarry Wainwright Microsoft MVP (see http://mvp.support.microsoft.com for details) The Entourage User's WebLog has moved! For hints, tips and troubleshooting go to <http://www.barryw.net/weblog/> Hi Barry: Oh, my bad :-) Yeah, I don't use Notebook view, as you may have gathered. Then again, I have a range of inventive excuses for avoiding the weekly management meeting, too :-) I think I'm getting confused with OneNote files, which Macs can't read... Or maybe, I'm just getting confused... Cheers On 24/1/07 6:43 PM, in article C1DCBE8F.502AB%barry@mvps.org.INVALID, "Barry Wainwright [MVP]" <barry@mvps.org.INVALID> wrote: > On 24/1/07 07:20, in article C1DD5409.5CC61%john@mcghie.name, "John McGhie > [MVP - Word and Word Macintosh]" <john@mcghie.name> wrote: [quoted text clipped - 15 lines] > document opens up as a normal word document, with each tab from the notebook > appearing as a separate document section in normal view). SignaturePlease reply to the newsgroup to maintain the thread. Please do not email me unless I ask you to. John McGhie <john@mcghie.name> Microsoft MVP, Word and Word for Macintosh. Business Analyst, Consultant Technical Writer. Sydney, Australia +61 (0) 4 1209 1410 On 25/1/07 13:19, in article C1DEF9A2.5CEA5%john@mcghie.name, "John McGhie [MVP - Word and Word Macintosh]" <john@mcghie.name> wrote: > Hi Barry: > > Oh, my bad :-) Yeah, I don't use Notebook view, as you may have gathered. :) > Then again, I have a range of inventive excuses for avoiding the weekly > management meeting, too :-) I tried that, then I discovered that if I volunteered to take the minutes, I mysteriously didn't get any actions ;-) > I think I'm getting confused with OneNote files, which Macs can't read... That is true. One Note is windows only and not to be confused with notebook view. > Or maybe, I'm just getting confused... What we delicately refer to over here as a 'Senior Moment'! I know all about those... SignatureBarry Wainwright Microsoft MVP (see http://mvp.support.microsoft.com for details) The Entourage User's WebLog has moved! For hints, tips and troubleshooting go to <http://www.barryw.net/weblog/> >> I think I'm getting confused with OneNote files, which Macs can't read... >> > > That is true. One Note is windows only and not to be confused with notebook > view. > There have also been complaints that Windows can't access the audio notes in Notebook Layout view, which may have contributed. They are not fully transferable in that sense. Daiya Ahhhh... It all comes back to me... Yes, there's some arcane procedure you have to go through to export the audio from NoteBook Layout documents and then you have to ship it separately to Windows computers, I seem to recall... On 26/1/07 4:57 AM, in article u$en9oKQHHA.4376@TK2MSFTNGP02.phx.gbl, "Daiya Mitchell" <daiyaNOSPAM@mvps.org.INVALID> wrote: >>> I think I'm getting confused with OneNote files, which Macs can't read... >>> [quoted text clipped - 9 lines] > Daiya >> SignaturePlease reply to the newsgroup to maintain the thread. Please do not email me unless I ask you to. John McGhie <john@mcghie.name> Microsoft MVP, Word and Word for Macintosh. Business Analyst, Consultant Technical Writer. Sydney, Australia +61 (0) 4 1209 1410 Hi, More how to work with, fields codes, John mentioned in the end: If you insert { DATE }. 1.To do this push alt +f9 to toggle fields codes 2.then push Apple+F9 that will make the field {} and type there DATE (note do not use keyboard buttons {} to make the bracket, that will not work, need to push the apple+f9) 3. push alt +f9 to toggle fields codes back On 24.1.2007 8:20, in article C1DD5409.5CC61%john@mcghie.name, "John McGhie [MVP - Word and Word Macintosh]" <john@mcghie.name> wrote: > You need to be careful with Notebook view... > [quoted text clipped - 38 lines] >> document? >> Thank you Signaturelittle creature Don't let the terrorist win! Think twice before acting. Any mass ideology is way how to control people. Thanks for the help. I was not able to do any of the things suggested, but in trying them all I discovered the keystroke Control Shift T for Time, and Control Shift D for date, which works in Notebook Layout. But about this toggling. Is there anyway of changing the format of the Time and Date? Control Shift D puts in, say for example, 1/27/07. Is there anyway of changing this to get January 27, 2007? ALT F9 wipes everything off the screen temporarily,then returns. Apple F9 puts in the brackets, I type DATE, and if I press Apple F9 again, I get another bracket. Pressing Alt F9 wipes it all away again. Confusing. When I tried doing Autotext, I'm afraid I was only able to insert the date and time that I created the autotext, not the current date and time. But I'm happy to use Control Shift D, but would rather have another format. THank you. On Jan 24, 12:17 am, little_creature <littlecreat...@discussions.microsoft.com> wrote: > Hi, > More how to work with, fields codes, John mentioned in the end: [quoted text clipped - 57 lines] > Don't let the terrorist win! > Think twice before acting. Any mass ideology is way how to control people. If you do what I suggested in the first place, the date format you want is exactly what you will get. 1) Create a blank document (in NORMAL or PAGE LAYOUT view). You CANNOT customise Word in other views, the commands you need are disabled. 2) Type dummy text and then go to the Insert menu and choose DATE. 3) Click the OPTIONS button and choose the format MMMM d, yyyy 4) Click Add to Field 5) Click OK to insert the field and dismiss the dialog. 6) Type dummy text 7) Carefully select only the field you just inserted. Make sure you do not get any space either side of it. 8) Go to Insert>AutoText>New 9) Type "MyDate" for the name of the AutoText and click OK. You can call it anything you like, but no spaces allowed and remember what you did call it... 10) Go to Tools>Customise>Keyboard... 11) Scroll the Categories list to "AutoText" 12) In the AutoText field, select MyDate 13) Click in the field Press new shortcut key 14) Key Command + d. The line below will read "Already assigned to Format Font 15) Click Assign, then OK. There you are, simple, wasn't it? They key part of this instruction is that you must NOT be in Notebook View when you try to do this. In Notebook View, most Word commands are disabled. It is also important to type some spacing text either side of the field before you select it to create your AutoText. If you do not, you will store a paragraph mark and its associated formatting properties in the AutoText, which will wreck the formatting of the surrounding paragraph each time you insert one. However, once you have completed this customisation, "Command + d" will insert a date, in your desired format, in any document view. I had hoped you would look up the following in the Word Help: * Insert fields * Field codes: Date field * Date-Time Picture (\@) field switch * About storing and inserting frequently used text and graphics * Create an AutoText entry to store and reuse text and graphics * Insert an AutoText entry * Customize shortcut key assignments The two commands you have discovered are (respectively) Insert Time Default and Insert Date Default. Word will insert a Date or a Time field (which is a date field with a special picture clause) in the DEFAULT format, which is either the format specified in System Preferences>International>Formats or is the format you most recently used. I do not use either command, because you cannot tell for sure what you are going to get. Nor can I be bothered with the arcane "control + shift + d" keystroke assigned as the default. It's difficult to hit on a laptop, and this is a laptop... I also have no use for Format>Font, because I do ALL of my formatting with styles. I never, ever change a font directly: if I want a different font, I use the appropriate style. So I re-assigned Format Font to the old command for "Insert Date" from Word of years gone by (Control + d on the PC, Command + d on the Mac). There you have it. I apologise for not making it clear that I needed you to read the Help in conjunction with what I told you. Sorry about that. Most of the things we talk about in here are too complex to type out the whole instruction from scratch, we need users to look in the Help as well. However, if you're not used to using the Help, it is a bit difficult to find your way around it, and you have to do quite a bit of "drilling to China" to find the information you want. In this case, I should have realised that you would need to call seven Help topics to get what you need, and NONE of them would tell you that you can't do this in Notebook View! Hope this helps On 28/1/07 3:40 AM, in article 1169916000.543056.239680@q2g2000cwa.googlegroups.com, "drgooply" > Thanks for the help. I was not able to do any of the things > suggested, but in trying them all I discovered the keystroke Control [quoted text clipped - 77 lines] >> Don't let the terrorist win! >> Think twice before acting. Any mass ideology is way how to control people. SignaturePlease reply to the newsgroup to maintain the thread. Please do not email me unless I ask you to. John McGhie <john@mcghie.name> Microsoft MVP, Word and Word for Macintosh. Business Analyst, Consultant Technical Writer. Sydney, Australia +61 (0) 4 1209 1410 Sorry, but I just can't seem to make this work for me. I've indicated where I run out of ability to follow these instructions. On Jan 27, 3:30 pm, "John McGhie [MVP - Word and Word Macintosh]" <j...@mcghie.name> wrote: > If you do what I suggested in the first place, the date format you want is > exactly what you will get. [quoted text clipped - 5 lines] > > 3) Click the OPTIONS button and choose the format MMMM d, yyyy This is as far as I can get. I see DATE and TIME under Insert. I do not see an OPTIONS button. > 4) Click Add to Field I do not see an option that says ADD to Field. And yes, I am sure I am in a blank document in Page Layout or Normal view. Thanks for your help. > 5) Click OK to insert the field and dismiss the dialog. I do not see a place to click OK. Could not get any farther than this. > 6) Type dummy text > [quoted text clipped - 165 lines] > Technical Writer. > Sydney, Australia +61 (0) 4 1209 1410 Sorry, I should have added, that what I do see when I click Insert/ DATE and TIME, on the top it says, Available Options. What I usually do is select one option for Date, click and insert; Return; do it again, and put in another option for Time. So I get the date on one line, the time on another. Perhaps I am not reading your instructions correctly. I still do not see anything about Add to Field. Or an options "button". Thanks for your patience. DrG > Sorry, but I just can't seem to make this work for me. I've indicated > where I run out of ability to follow these instructions. [quoted text clipped - 191 lines] > > Technical Writer. > > Sydney, Australia +61 (0) 4 1209 1410 I think John may have inadvertently omitted a key part of step #2 - I believe it should read: "... Go to the Insert>Field menu & choose DATE" as the type of field to be inserted. There you will find the elusive Options button & be able to proceed:) HTH |:>) Bob Jones [MVP] Office:Mac On 1/28/07 11:08 AM, in article 1170000510.478639.265630@m58g2000cwm.googlegroups.com, "drgooply" > Sorry, I should have added, that what I do see when I click Insert/ > DATE and TIME, on the top it says, Available Options. [quoted text clipped - 210 lines] >>> Technical Writer. >>> Sydney, Australia +61 (0) 4 1209 1410 Okay, now I'm confused. If she inserts a field, isn't it going to automatically update to the current date when the document is re-opened? I think that's the problem with the control-shift-d shortcut, as well. > I think John may have inadvertently omitted a key part of step #2 - I > believe it should read: [quoted text clipped - 237 lines] >>>> Sydney, Australia +61 (0) 4 1209 1410 >>>> Welllll... I didn't want to put words in anyone's mouth, but I did have the same thought. I just wanted to get the good Doc into the right dialog. From there s/he can make his/her own choice - CREATEDATE might be an appropriate alternative. That's what the Notebook Layout View uses by default. I believe John was providing guidance to apply a different format & I had no intent to contradict in any way :) Regards |:>) Bob Jones [MVP] Office:Mac On 1/29/07 1:27 AM, in article eqtaW62QHHA.1200@TK2MSFTNGP04.phx.gbl, "Daiya Mitchell" <daiyaNOSPAM@mvps.org.INVALID> wrote: > Okay, now I'm confused. > [quoted text clipped - 260 lines] >>>>> Sydney, Australia +61 (0) 4 1209 1410 >>>>> Okay. After sorting out some AutoText issues, I created an AutoText that inserts a Time field on a keyboard shortcut. It automatically updates to the current time on F9. It doesn't update on re-opening the doc (at least for my machine), but still it is not a sustainable solution. John? Perhaps I took a misstep. CreateDate won't work, as you can only have a single CreateDate per document, and that's already there. Also, I think the Doc wants Time--she is keeping a log and that normally requires time. Daiya PS. Previous discussions (about getting a non-updating date in a custom format into any doc easily) led to the "record a macro, assign a shortcut" route. I don't recall other alternatives. When I try to call my macro from Notebook, I get a runtime error 4605 that says "not available because the document is in NotesView". > Welllll... I didn't want to put words in anyone's mouth, but I did have the > same thought. I just wanted to get the good Doc into the right dialog. From [quoted text clipped - 295 lines] >>> >>> Okay. AutoText could insert the Time fields, then select all, cmd-shift-F9 before closing the document could turn them all to plain text. That's somewhat more sustainable. Editing myself--this is confused: > CreateDate won't work, as you can only have a single CreateDate per > document, and that's already there. Also, I think the Doc wants > Time--she is keeping a log and that normally requires time. I meant to say--CreateDate won't work, as you can only have a single CreateDate per document, and keeping a log normally requires lot of different times. CreateDate can show Time, contrary to my implication above. Clearly what is needed is a DateOfEntry field, but I don't think that exists. Daiya > Okay. After sorting out some AutoText issues, I created an AutoText > that inserts a Time field on a keyboard shortcut. It automatically [quoted text clipped - 329 lines] >>>>>>> >>>> So s/he needs to unlink the field... Insert the field then Command + shift + F9 to unlink it. You're right: Macros won't run in Notebook view, but Command + shift + F9 will. On 30/1/07 3:36 AM, in article OWNTXO8QHHA.4384@TK2MSFTNGP04.phx.gbl, "Daiya Mitchell" <daiyaNOSPAM@mvps.org.INVALID> wrote: > Okay. After sorting out some AutoText issues, I created an AutoText that > inserts a Time field on a keyboard shortcut. It automatically updates to [quoted text clipped - 345 lines] >> >> SignaturePlease reply to the newsgroup to maintain the thread. Please do not email me unless I ask you to. John McGhie <john@mcghie.name> Microsoft MVP, Word and Word for Macintosh. Business Analyst, Consultant Technical Writer. Sydney, Australia +61 (0) 4 1209 1410 Ok, I have to explain. I was me who suggets the field date, I guess: First I would like to clarify: > Hi, > ALT F9 wipes everything off the screen temporarily,then returns. > Apple F9 puts in the brackets, I type DATE, and if I press Apple F9 > again, I get another bracket. Pressing Alt F9 wipes it all away > again. Confusing. No confusing, then you have another command assigned to Alt F9 by system at Sytem Preferences. However, if you are able to make the bracket by Apple F9, type DATE there, then select it and in context menu (CTRL+mouse click) choose toggle fields codes. And there should be date. After Pasting the date it's possible to change a field result to regular text by default APPLE+SHIFT+F9 on Mac (CTRL+SHIFT+F9 on PC) I have tried that and it works fine in notebook view for me. Or lock the field to be updated by default APPLE+F11 (CTRL+F11 on PC) I have also tried to make macro, which will insert the field date on open of document, but that doesn't work in notebook view. On 29.1.2007 7:27, in article eqtaW62QHHA.1200@TK2MSFTNGP04.phx.gbl, "Daiya Mitchell" <daiyaNOSPAM@mvps.org.INVALID> wrote: > Okay, now I'm confused. > [quoted text clipped - 260 lines] >>>>> Sydney, Australia +61 (0) 4 1209 1410 >>>>> You got it in one :-) I assumed he already knew where to find "Fields" :-) On 29/1/07 10:40 AM, in article C1E29EA2.1DD75%onlygeneraltaz1@com.cast.net, > I think John may have inadvertently omitted a key part of step #2 - I > believe it should read: [quoted text clipped - 235 lines] >>>> Technical Writer. >>>> Sydney, Australia +61 (0) 4 1209 1410 SignaturePlease reply to the newsgroup to maintain the thread. Please do not email me unless I ask you to. John McGhie <john@mcghie.name> Microsoft MVP, Word and Word for Macintosh. Business Analyst, Consultant Technical Writer. Sydney, Australia +61 (0) 4 1209 1410 Hi Doc, I'm not sure an easy way to insert a non-updating time in Notebook Layout is possible (see rest of thread), so I'm going to discuss another route entirely. You say you like Notebook Layout because the Tabs feature is helpful. While the Tabs do not exist in regular Word docs, Word does offer several ways to quickly and easily jump around a document: Edit | Go To, Outline View, Document Map, and Browse Object. More info on some of those here: http://word.mvps.org/FAQs/Formatting/UsingOLView.htm http://www.shaunakelly.com/word/documentmap/index.html http://daiya.mvps.org/browseobject.htm If the Date/Time thing can't get sorted out, perhaps that will help. Daiya > I'm exploring the possibilities of Notebook Layout on a particular > document I think it will be helpful for. Customarily, on this [quoted text clipped - 7 lines] > document? > Thank you Yikes. This has all been amazing. i appreciate everyone's attempt to help me. I am not familiar with Fields and how they work. Linking, unlinking... and when they include characters like @hhhh/DDD I don't know what to make of it. And reading directions has never been my strong suit. And I couldn't tolerate a date that updated itself retroactively. So I'm using the workaround of just typing in the day of the week, which completes itself with autotext, typing in the month and adding a space, which completes the date. Return, to get a new line, then using Control Shift T to put in the time. Seems to work, give me the format I need, and remain in place when I open and close the document. It only requires me to be aware of what day of the week it is and what month of the year, but so far, I think I can handle that. :) Thanks for everyone's attempt to help me. DrG On Jan 29, 8:47 am, Daiya Mitchell <daiyaNOS...@mvps.org.INVALID> wrote: > Hi Doc, > [quoted text clipped - 22 lines] > > document? > > Thank you Hi DrG, Sorry for the information bombardment. However, I am afraid that control-shift-T is still inserting a Time field that could be updated. I think you should test this, to be sure. Please create a new document, and control-shift-T to insert the Time. Do something else for at least a minute or two. Then select the Time and right-click (or control-click) and if you see Update Field available, select it. I fear that this will update the field to the current time. If it updates, it is a field, and not trustworthy. Although it may not be causing a problem for you right now, it's not a good idea to leave the times as a field, especially as fields may update themselves if you send the document to other computers. Fields are normally designed to update, and that they aren't changing is the oddity. To prevent the fields from updating to the current time, you can Select All (by hitting apple-A), and then hit apple-shift-F9. This will convert all fields to the text they show right then, and they will not change again, as they will then be plain text, not fields. This will affect all fields in the main body of the document, but you probably aren't using any other fields. If you are using control-shift-T, you may as well use control-shift-D as well, as they suffer from the same problem and the same fix. I noticed that you wanted to change the format control-shift-D uses. To do this, in any regular document, bring up the Insert | Date and Time dialog. Select your preferred format, and click Default. Then control-shift-D will use that format--you can set that format to include the time if you like, and skip control-shift-T entirely, but it will be on the same line. If you continue to use control-shift-T or control-shift-D, simply repeat this (select all, apple-shift-F9) periodically to prevent the times from changing. Daiya > Yikes. > This has all been amazing. i appreciate everyone's attempt to help [quoted text clipped - 46 lines] >>> Thank you >>> Thank you so much. Very helpful. I've changed the default style for the date to the one I prefer. I ran the test that you suggested,inserting a different time every minute or so, saved, closed and reopened the document without the field updating or changing. However, I don't want to take a chance that these fields will somehow update in the future. That happened to me once before, by mistake, when I checked "update automatically" in the Date and Time Menu. I don't expect to send this file to any other computer, but you never know. (And actually, now that I think of it, I "send" it back and forth to myself, using my .mac account, to my laptop, when I travel.) So I will just remember, as I save the document, to also use the Apple A and Apple F9 to translate the fields into reliable text. All completely new and previously unknown to me, so once more, I thank everyone for their help and patience. Mission accomplished. Untiil the next time. DrG On Jan 30, 3:57 pm, Daiya Mitchell <daiyaNOS...@mvps.org.INVALID> wrote: > Hi DrG, > [quoted text clipped - 82 lines] > >>> document? > >>> Thank you Sorry that was such a hassle! Two instances of bad design in Word combined to make it a ridiculous amount of effort to do something that ought to be easy. Glad it is sorted now. Daiya > Thank you so much. Very helpful. > I've changed the default style for the date to the one I prefer. [quoted text clipped - 105 lines] >>>>> Thank you >>>>> |
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