WordPerfect: How to Change Outline Format when “Edit Style” is Grayed Out

Below is an example of a basic 4 level, double spaced, flush left outline:

But suppose you wanted to change your outline format from flush left paragraphs to indented paragraphs? If you are comfortable with WordPerfect Bullets and Numbering, you might click “Outline” in reveal codes or “Modify” in the Property Bar to open the “Create Format” dialog box to display settings for the active outline:

So far, so good. But when you look more closely, you’ll see that the “Edit Style” button is grayed out. Unavailable.

that’s inconvenient.

But there’s another way. Actually, TWO other ways. Check it out:
Continue reading “WordPerfect: How to Change Outline Format when “Edit Style” is Grayed Out”

free downloadable Letterhead and Memo icons

After decades of allowing users to draw and edit tiny little toolbar icons using the built in icon editor of WordPerfect, the latest release – WordPerfect X7 – has replaced the “edit” button with an “import” button.

it’s a sad click-and-drag coloring day.

BUT. If you still have an older version of Wordperfect, don’t uninstall it! You can create and edit icons for import in WPx7.

Just create your masterpiece as usual, and then
1. Click the Copy button at the bottom of the WordPerfect icon editor
2. Open the Paint program that comes pre-installed on every Windows machine
3. Paste (CTRL+V for you keyboarders out there)
4. Click “Crop” in the toolbar (the pasted image should already be selected after pasting) and
5. Save the icon with the .png extension.

Then when you see that “import” button as you customize your WordPerfect x7 toolbar, you can import your custom creation. The image should be a 16 x 16 pixel .png image and icons created with previous versions of WordPerfect are exactly the right size.

Two icons that I used regularly over the years were for Letterhead forms and Internal Memo forms. Here are a few in different colors. Just right click to save the image.
















“Print” Button Grayed out in WordPerfect Print Dialog Box?

The first and most obvious reason the “Print” button would be grayed out is if you are trying to print a blank document. It happens. We get busy, we speed up, a Ctrl+F6 or a Ctrl+N sneaks in just before a Ctrl+P and the next thing we know, we have a gray Print button.

So…Question #1: Is there anything in your document? Text? a Text Box? an Image? Bueller?

I realize that’s the equivalent of asking you if your computer is plugged in and I apologize if you’re giving your monitor the stink eye right now, but we needed to eliminate that possibility right up front.

Moving along.

If your document isn’t empty, then follow these steps:
Continue reading ““Print” Button Grayed out in WordPerfect Print Dialog Box?”

Troubleshooting WordPerfect Publish to PDF.

Is WordPerfect PDF only publishing the current page of the document unless you select/highlight the entire document text?

The Fix:
1. In WordPerfect, click File, Publish to PDF.
2. Select “Settings . . . ” in the bottom right corner of the dialog box.
3. Change the “Export range” to “Full Document” and click “OK” to save the new setting.
4. Cancel the “Publish to PDF” menu and, as an extra precaution, exit WordPerfect to make sure the change holds.
Continue reading “Troubleshooting WordPerfect Publish to PDF.”

printer tshooting with WordPerfect

Every once in a while, I dig into WordPerfect to disable a little known setting:

“Reformat documents for the WordPerfect default printer on open”

This eliminates a few different problems, two of which come immediately to mind:

1. Older WordPerfect documents won’t open correctly in a newer version of WordPerfect.
2. Existing documents won’t print to the correct paper trays, but new documents will.

Sometimes an error message will indicate a missing (and OLD) print driver, sending someone on a quest to find it. When it’s found and loaded on a new machine, WordPerfect can open the document.

That’s a good workaround, but sometimes an old printer driver can’t be found or and/or old universal drivers won’t do the trick. I wouldn’t be surprised to see more of this type of issue since HP isn’t making Windows 7 64 bit drivers for their old printers.

Try this instead: Click Tools, Settings, Environment, 2nd check box – UN-check “Reformat documents for the WordPerfect default printer on open”

WordPerfect SWITCH and CASEOF

In generating a WordPerfect merge document, one of my clients wanted to type an acronym for a plaintiff ONE time and have the merge process insert many different things in the document, based on that one, shortened client reference.

Let’s look at how to do that. The code looks like this:

(click to zoom any image)

Step 1. In the process of setting up the WP merge, a data field was created for the plaintiff, named “Plaintiff Short.”

This particular merge form was only used for three clients, so the example is limited to three. Keep in mind, you can have more or less.

Here’s the code as it appeared in the WP merge form document:

SWITCH(FIELD(Plaintiff Short))
INSERT(The Big Bank of Central Southeast, a Florida corporation)
INSERT(Small Town Bank, a Florida corporation)
INSERT(The Friendly Local Credit Union, a State Chartered Credit Union)
KEYBOARD(Please the Name of the Bank and Click “Continue”)

Note: You can’t just type this code. Here’s how to insert the code into your form document.

Step 2. Open the merge form. In the Merge subtoolbar, click the “Insert Merge Code” button and select “More . . . ” The following dialog box appears:

The first code I insert is “CODES(merge codes)” which ignores hard returns and spaces between its parenthesis. With my cursor between the parenthesis of the CODES() merge code, I press enter to insert a hard return and place my cursor on the following line, so it looks like this (the cursor is shown in red):


Step 3. Leaving the “Insert Merge Codes” dialog box open and find the “SWITCH(exp)” merge code in the list click Insert. Another dialog box, entitled “Insert Merge Code” is displayed. I don’t enter anything and click “OK”

The code should now look like this (:


Leave the Merge Code dialog box displayed if it doesn’t bother you, close it if it does. (I closed it so as not to confuse anyone.) Next click the “Insert Field” button on the Merge subtoolbar and select the field you need. In this case, I selected the “Plaintiff Short” field and clicked insert.

Step 4. Close the “Insert Field” dialog box. If you closed the “Insert Merge Code” dialog box, open it again by Placing the cursor on the next (empty) line, click the “Insert Merge Code” button and select “More . . . ”

Step 5. Insert the “CASEOF” code. With the cursor between the parenthesis of the CASEOF code, type the text which might be entered into the “Plaintiff Short” data field during a merge:

In this case, the text “BIGBANK1” is entered.

Step 6. Repeat step 5 as many times as needed, changing the text to be entered in each possible scenario. (In my example code above, I added an option for text entry to allow for the possibility of a new client.)

Step 7. Finish by inserting the “ENDSWITCH” merge code. The end parenthesis for the CODE command still appears and it completes the code snippet!

Step 8. One simple way to use the result of that snippet is to insert the “Plaintiff Short” field into the document everywhere the Plaintiff’s acronym should appear, but there are lots of other possibilities!

Want to learn more? Visit www.pragmaticcom.com and schedule a training session!

viewing invisible grid lines

Can’t see the grid lines for labels or margins in WordPerfect? It could be a problem with Windows and flatscreen monitors. (Corel’s support database – Answer ID 207679) Try this:

For Windows XP:
1. Right click on the Desktop, select Properties.
2. Select the Appearance tab.
3. Click the Advanced button.
4. Select 3D Objects in the Item dropdown.
5. Under Color 1, choose a darker shade of gray.
6. Click OK, then click Apply on the Appearance tab.
7. Click OK, and open WordPerfect.

For Windows Vista:
1. Right click on the Desktop, select Personalize
2. Click on Window Color Appearance
3. Click on Open Classic Appearance
4. Click the Advance button
5. Select 3D Objects in the Item dropdown
6. Under Color 1, choose a darker shade of gray.
7. Click OK, then click Apply on the Appearance tab.
8. Click OK, launch WordPerfect.

The grid lines should be more visible. (The darker the shade of gray you select the more visible the grid lines will be.)

WordPerfect Auto Numbering Made Even Easier!

Let’s break this up into three parts, shall we?

1. How to use a custom outline/auto paragraph numbering macro I may have written for you.
2. Tips for working with the WordPerfect auto numbering/outline feature.
3. Issues with using auto numbering when allowing MS Word users to edit your document.

Part 1: Using Pragmatic Macros

To format any document with a custom auto numbering style using a WordPerfect macro written by me:

1. Place the cursor where you want the numbering to begin or at the top of the document. (I always put it at the top of the document so it’s easy to find later.)

2. Play the macro. Depending on your preferences, I’ve either given you a shortcut key (ALT+O) or placed a button on your toolbar which shows a I.A.1. descending top left to bottom right of the button. So either type your shortcut key or click your button. The screen will flash a few times and insert the first number at the location of the cursor. If you don’t need a number in that exact spot (like at the top of the doc), turn it off with “CTRL+H”

3. Once the macro has been played in a document and the document has been saved, the macro never needs to be run in that document again. (Unless you accidentally delete it – another reason I place it at the top of the document instead of placing it at the first numbered paragraph).

Part 2: TIPS for Working with Auto Paragraph Numbering:

1. Toggle auto numbering on and off with the keystroke shortcut “CTRL+H”

2. To move forward one paragraph level, press “TAB” and to move back one paragraph level, press “SHIFT+TAB”

3. When inserting a new paragraph in a document containing auto numbering, place the cursor at the END of the PREVIOUS numbered paragraph and press ENTER. Use TAB or SHIFT+TAB to change the new paragraph to the desired level.

4. To insert a real TAB into a document when in auto paragraph mode, use “CTRL+TAB” instead of TAB.

Part 3: Issues with MS Word

You may be better off using manual numbering when you know MS Word users will edit the document. A simple explanation: While auto paragraph numbering in WordPerfect is document specific (the numbering style is saved in the document), auto paragraph numbering in MS Word is desktop specific (the numbering style is saved in MS Word from desk to desk).

A not so simple (but still not too technical) explanation: Regardless of a whether a document was created/edited in MS Word or WordPerfect, auto numbering appears to the MS Word user in the preferred style saved in that particular installation of MS Word. In other words, it changes all by itself. In my experience, there are two situations when this doesn’t happen:

First, when only one person edits a document using MS Word, this isn’t a problem because the document adopts the single preferred style of that same person every time it’s edited.

Second, when MS Word custom templates and styles are created and used, this problem can be overcome, but many, many, many firms don’t use custom templates and/or styles. Even when templates are used, I’ve never seen a firm share their template with another firm. In addition, most people wouldn’t know how to attach a template even if it was given to them by another firm. So the changes continue.

Yet another reason to use WordPerfect for lengthy, complex documents.

Sweeet New Corel Product for Collaboration!

Corel WordPerfect Lightning!

I’m still exploring this new software to discover everything it can do, but one of the sweetest things is this:

It opens any PDF, Word or WordPerfect document for viewing, printing and . . . copying into a note – which can be easily edited and then automatically inserted into an email.

So . . . You can create a legal document using your current word processor, and email it to your client in PDF. They open it using the (FREE) Lightning viewer, review it, copy any text they want to edit to a Lightning Note and then Lightning can automatically insert the note’s contents into the body of an email! You receive the email and copy/paste the text into the original document – and you guessed it – you maintain control of the editing process!

If clients edit their legal documents in Lightning, they can’t use track changes! You can either edit the original or create a 2nd version for the creation of a redline copy using your word processor’s COMPARE feature (or CompareRite or Deltaview) instead of Track Changes! (Combining Track Changes and Compare doesn’t always turn out so well.) I’m still checking, but I’m thinking NO METADATA! And it’s FREE. And EASY!

I downloaded the (free) beta this morning. Supposedly it will continue to be free, like Adobe Acrobat Reader.

For more robust editing and markup, Adobe Acrobat Reader is still a better choice, but for a clean, simple editing option, this is . . . Sweeeet!

I’ll keep learning and update this post as I go!

Want to try out the FREE beta version? Go ahead, it won’t hurt. Or just learn more about Lightning here:


Converting Between WordPerfect and Word.

Want to edit a Word document using WordPerfect?
If you have the latest version of WordPerfect, just open the Word document and WordPerfect will convert it automatically, no matter what version of MS Word was used to save it.

Don’t have the latest version of WordPerfect (WP13 aka WPx3)? Then you need “The Know How.” Keep reading (or scroll down to skip the explanation and get right to it.)

Want to edit a WordPerfect document using MS Word?
Just open the WordPerfect document in any version of MS Word. Since WordPerfect’s document format has remained the same from version 6 through 13, this method should always work when opening any WordPerfect file in any version of MS Word.

Why can’t any version of WordPerfect open any Word file?
Nearly every version of MS Word produces a unique document format, so attempting to open a Word document in a previously released version of WordPerfect produces the message “Unknown File Format.”

(That’s okay, some previously released versions of MS Word had/have trouble opening newly released MS Word file formats – without a patch.)

Each version of WordPerfect produces the same document format – so MS Word has been able to read it since Word 6.0. Did WordPerfect just get it right the first time? Novell and Corel think so.

Let me give you an example: Let’s say WordPerfect 9 (WP9) is currently installed at your firm. WP9 was released a few months before Word 2000 (Word XP). Since Word XP didn’t exist when WP9 was released, WP9’s conversion utility isn’t capable of converting Word XP files.

(Do you need to read that again? I did.)

WP10, on the other hand, can convert Word XP files because Word XP did exist when WP10 was released. The versions continued to leapfrog each other and today we have WP13 (WPx3) released just months before Word 2007. If you’ve been playing along, you get that WPx3 can’t read Word 2007 files.

(That’s okay, Word 2003 [and earlier] can’t read them either – not without the
Microsoft Office Compatibility Pack.

Don’t have the latest WordPerfect? Here’s The Know How:
By following the steps below, a document saved in any version of MS Word can be successfully converted to an earlier version of WordPerfect – most of the time.

1. Open the file in Word.

2. Select File, Save As from the menu.

3. At the bottom of the “Save As” dialog box, at the end of the “Save as type” line, click the drop down arrow, scroll down and select:

“Word 6.0/95″ Do NOT select “Word 97-2002.

(Although grouped together, each version was unique.)

4. Save the document with a new name to preserve the integrity of original.

(NEVER manually change a file extension from .doc to .wpd! The software will do that.)

5. Close the document.

(If warned of a possible loss of formatting, select okay. You still have the original.)

6. Open the 6.0/95 version (with .doc) of the file in WordPerfect, allowing WordPerfect to convert it.

7. Revise the document as needed and when you save it, WordPerfect will remind you that it was converted and prompt you to select a format. Choose WordPerfect.

Need to Provide the WordPerfect File to Someone Using Word?
1. Work on the file as normal in WordPerfect and save it as a WordPerfect file.

(No need to choose a version. WordPerfect’s file format is the same for versions 6-13)

2. Open the WordPerfect file in MS Word, allowing MS Word to convert the document.

Now you’ve got The Know How.