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Graphics filters are installed in the following default locations.

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 non­native 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.

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

1. On the File menu, click Open.
2. In the Files of type box (Windows) or List files of type box (Macintosh), click the document's original format.
3. 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.

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

1. On the Tools menu, click Options (Windows) or Preferences (Macintosh), and then click the General tab.
2. 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)

To customize the conversion

1. On the File menu, click Open.
2. In the Look in box, switch to the Program Files/Microsoft Office/Office/Macros folder.
3. In the Name box, double­click Convert8.wiz.
4. If prompted, click the Enable Macro button.
5. 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

1. On the Tools menu, click Options (Windows) or Preferences (Macintosh), and then click the Compatibility tab.
2. 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 MS­DOS­based applications, you can specify the fonts that you want Word to substitute.

To specify fonts for documents converted to Word 

1. On the Tools menu, click Options (Windows) or Preferences (Macintosh), and then click the Compatibility tab.
2. 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.

3. 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.
4. To replace the fonts in the converted document permanently, click Convert Permanently.

   

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.

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.

Operating system	Font substitution file location
Windows	Windows\Msfntmap.ini
Macintosh	System Folder:Preferences:Word Font Substitute
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 font­mapping files supplied with Word to override the default font mapping performed by the text converters.

The Word font­mapping files are listed in the following table.

Font­mapping files are stored in the Program Files\Common Files\Microsoft Shared\Textconv folder.

To modify a font­mapping file

1. Open the appropriate font mapping file in Word.
2. Follow the instructions in the font­mapping file.

Opening and Saving Plain­Text Files

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

To save a Word document in plain­text file format

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

Tip   When you save a Word document in plain­text 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 plain­text file in Word

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

Word can open and save plain­text files in several formats, which are described in the following sections. Most plain­text 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 plain­text 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 MS­DOS­based 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 MS­DOS­based, Windows­based, 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).

MS­DOS Text

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

Text Only with Line Breaks, MS­DOS Text with Line Breaks

To maintain line breaks — when transferring text to an e­mail system, for example — use either Text Only with Line Breaks or MS­DOS 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, MS­DOS Text with Layout

To convert a document from a text file format and maintain the page layout, use either Text with Layout or MS­DOS 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

1. On the File menu, click Save As.
2. 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.

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

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

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

Converting Several Documents at Once on the Macintosh

To install the Batch Converter

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

To run the batch converter

1. In the Macintosh Finder, double-click the Batch Converter icon.
2. To specify the file format and location options you want, click Preferences on the File menu.
3. 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.

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.

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 paragraph­based 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 ( ¶ ) 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.