Carol’s Corner Office Blog

In response to a previous post detailing how to have your page numbers appear as text in MS Word, I received an inquiry from a reader, asking:

“How do I get the pagination in my document to capitalize the numbers (words)? And can I get the pagination to read “one of Eight” for instance?

I assured the reader that this can be done and so I will now give you the steps to accomplish this as well:

1. To display the page number in capitals, click inside the page number field and press SHIFT + F9 to display the field code. Add \*upper before closing the brace.  The code should look like this:
2. {PAGE\*cardtext\*upper}
3. Press F9 to hide the field code and update the field.

For the total number of pages, you use the NUMPAGES field instead of the PAGE field, so you would end up with field codes like this:

Page{PAGE\*cardtext} of {NUMPAGES\*cardtext}

It is important that you not type the field braces yourself. Either click CTRL + F9 to insert them or use Insert | Field to create a field.

If you aren’t already a premium subscriber of Carol’s Word Bytes Newsletter, then you ought to be!  You can subscribe here.

One of my subcribers recently asked me how the page numbers appear in the footer of her document as text, rather than as numerals.

It took some research, but I found the answer for her.  If you too have ever needed or wanted your page numbers to appear as text in your document, follow the steps below to learn:

• Click on View | Headers and Footers.
• Once your are in either your Header or Footer:
• Click CTRL + F9 to insert field braces { }. Do not type them in manually, as it will not work.
• Key in:
•  page \*cardtext
• between the braces.
• Click on F9 to hide the field code and update the field.

The word “card” in cardtext is an abbreviation of cardinal. Cardinal numbers are the ones we use for counting (i.e. 1, 2, 3), while ordinal numbers indicate the order in a sequence (i.e. 1st, 2nd, 3rd). If you used \*ordtext as a field switch, you would get first, second, third, etc.

If you thought this tip was especially helpful, you can find a whole lot more just like it in my e-Book, which can be found here.

Any legal secretary will tell you how tedious it can be to continually type in Interrogatory No. 1 or Response 1, and so on through thirty or more Interrogatories or Requests for Production of Documents. If you work in a larger firm that has a document assembly package in place or one that employs a scanner it makes your life a lot easier when it comes to this task. But for the small, boutique firm or solo practice it can still be a pain.

This is where AutoText comes in handy in MS Word. You can combine AutoText with another feature called AutoNumbering to make this whole process go a lot more smoothly for you with way less keystrokes and a lot less time. You can make the phrase an AutoText entry. The key to doing this is to enter the required number using a Field.

Follow the steps below to learn how:

1. Type the phrase you are going to use (i.e. Interrogatory No.), including the and bold attributes.
2. Click on Insert | Field.
3. Use the drop-down list under Categories and select Numbering.
4. The Field name you want is AutoNumLgl.
5. The Field properties is 1, 2, 3…
6. Check the Field Option for Display number in legal format without a trailing period.
7. Click OK.

Don’t forget to turn off the underlining and bolding attributes before you type in the colon!

Now, Select the entire phrase and Add it as an AutoText thusly:

1. Click on Insert | AutoText  New or use the shortcut Alt + F3.
2. This will open the AutoText dialog box.
3. 
4. Click Show Autocomplete Suggestions.
5. Under AutoText Entries, key in Inte or something that will be intuitive for you.
6. Click OK.

You can now start keying in the Word Interrogatory and tap the Enter key and keep right on on going!

Makes like a lot simpler doesn’t it?