Standards Development Processes

ISOSTD30 — Index of Frequently Asked Questions

The following questions relate to the use of ISOSTD30.DOT. They are divided as follows:

Template functioning
File creation
Presentation
File exchange

If your question is not in the list, send it to the template helpdesk

My computer runs very slowly when using the ISO template.

When the file size exceeds a certain value, the program becomes very slow, especially when it contains a number of graphics (equations made with the Equation Editor are considered to be graphics by Word), and, with larger documents, out-of-memory errors prohibit normal use of the software. These problems are not related to the ISO template, but to Word and to the operating system (for example, Windows 3.11 cannot use more than 16 megabyte RAM even if the computer is equipped with more). ISO therefore recommends that figures be kept as separate files and not be embedded in the word processing file (see How do you insert a graphics file).

The scrolling speed of a document that contains many graphics can be increased by temporarily replacing the graphics with placeholders: choose Options in the Tool menu, select the View tab, and then select the Picture Placeholders check box under Show. Graphics are then displayed as rectangular boxes, but are correctly printed. To display the graphics again, clear the Picture Placeholder check box.

The "Mark Revisions While Editing" option also creates memory problems, especially when the document contains graphics and tables. ISO therefore recommends to avoid using this option and, instead, to make a back-up copy of the file before starting the modifications and to use this copy for comparison purposes when all the alterations are made. [back]

The panel for Annex titles does not provide a means for entering accents or special characters not present on the keyboard.

This kind of characters can be inserted using the ALT key, if you know the corresponding ASCII code, or (better!) by typing the correct title over the wrong one after the creation of the annex heading in the document (this poses no problem since this title is not a field). [back]

The spellchecker does not work properly on documents in English.

The problem lies with the definition of the style "Normal;paragraph" which states "French" as attribute.

If the English dictionary is installed on your system, select the whole document using the Edit menu and then English (GB) language in the Tools menu. (Note that in following this procedure, "English language" will have to be applied manually to footnotes, and to headers and footers if this also causes a problem.)

If you work with Word 95 on an English language document based on the ISO template and are importing your text from a file based on another template, deactivate the automatic spellchecking function before applying the ISO template styles, otherwise the huge amount of errors found will generate system error messages and alter some other functionalities (for example, the list of headings, bookmarks, footnotes, etc. will not appear in the Cross-reference window). [back]

After some modifications in the panels using the Doc.Info button, all the text of the document disappeared and was replaced by a field saying "Error! No table of contents entries found!".

This is usually the case when a document prepared using one of the previous versions of the ISO template is attached to version 3.0 and the document does not contain the Heading "Contents" in the correct style. Proceed as follows:

1. click on the Undo button in the standard toolbar to reverse the last action; and

if the heading "Contents" already exists, reapply the style zzContents to it: place the insertion point in the word "Contents", in the Format menu, choose Style, then "zzContents" and click on the Apply button, or
if this heading does not exist, insert a blank paragraph between the section break preceding the foreword and the heading "Foreword", type in the word "Contents", in the Format menu, choose Style, then "zzContents" and click on the Apply button; select the heading "Foreword" and the following paragraph mark and, in the Format menu, choose Characters, select the Hidden option and click on the OK button; [back]

Part of the text I have entered in panel 4 for title elements does not appear in the document.

If this text contains quotation marks (“ and ” or « and »), place a backslash (\) before each quotation mark. [back]

The title does not appear as wanted in the document because it is not possible to use italic or underlined characters in panel 4 as well as founts other than that labeled as (normal text), or because the title is too long and produces an error message.

Position the cursor at the end of the title on page 1, just before the paragraph mark. Ensure that the insertion point is not in the field (shaded area), press “Return” and type in the correct title. Then delete the title generated by the template on page 1. When you update the fields, the field codes containing all the data relating to the document will be placed at the end of the correct title that you have typed in. On no account, therefore, delete this title. You may copy the correct title and paste it on the cover sheet over the title generated by the template. [back]

From a certain point in the document, the numbering of paragraphs without titles (p2 to p6) is incorrect.

This happens when:

a) some of the preceding paragraphs have been inserted into a table: see the ISO template and model document, version 3.0 — Reference manual, A.10, or

b) character styles are present in the elements to be styled p2, p3, p4, p5 or p6. These character styles must be deleted as follows.

1. In the Format menu, choose Style.

2. Click on the Organizer button.

3. In the Organizer window, click on the Styles tab.

4. In the left-hand scrolling list, select the conflicting character style and click on the Delete button.

5. Choose Yes to confirm the deletion.

6. Click on the Close button.

NOTE As a reminder, the character styles present in ISOSTD30 are: CODE, Default Paragraph Font, Footnote Reference, Page Number, TableFootNoteXref, zzSTDAutomation and zzNormalFont. They should not be deleted. [back]

The second table is automatically labelled "Table 1".

This happens when the heading "Table 1 from the skeleton is kept in the document.

To solve this problem:

1. In the heading of the first table, select the terms "Table 1 —" and press Delete on the keyboard.

2. Without moving the insertion point, click on the Styles button and select "Table title".

3. Select the field containing the number 1 in the second table heading and press the F9 key on the keyboard.

4. If necessary, repeat step 3 for all the following table headings. [back]

Clause and subclause numbers are not correctly formatted (some are italic while others are light face or have an incorrect fount size).

These numbers are formatted according to the format specifications stored in the paragraph mark at the end of the clause or subclause title. To correct unwanted formatting:

1. If necessary, click on the Show/Hide ¶ button on the Standard toolbar to display the paragraph marks.

2. Select the paragraph mark at the end of each concerned title and

apply the correct formatting, if known, using the Formatting toolbar buttons, or
apply the correct style to this paragraph mark using the style button. [back]

In unordered lists, dashes do not appear. In ordered lists, the item identifiers are not correctly formatted (some are italic while others are bold face or in an incorrect fount size).

Each of these elements are formatted according to the format specifications stored in the paragraph mark at the end of the concerned paragraph. To correct unwanted formatting:

1. If necessary, click on the Show/Hide ¶ button on the Standard toolbar to display the paragraph marks.

2. Select the paragraph mark at the end of each concerned paragraph and apply the correct formatting using the Formatting toolbar buttons (fount: Helvetica, fount size 10 points, not bold, not italic, not underlined). [back]

When one of the styles for lists is applied to an item starting by a number, this number disappears.

This is a Word normal behaviour. To prevent the number from being deleted, type a letter just before it, apply the style and then remove the letter. [back]

The table of contents is full of error messages instead of page numbers.

Position the insertion point anywhere in the table of contents and press the F9 key on the keyboard. Select the Update Page Numbers Only option button and click on the OK button. [back]

The page numbers in the table of contents do not match the page numbers in the document.

Update the table of contents by positioning the insertion point anywhere in the table. Press the F9 key on the keyboard. Select the Update page Numbers Only option button and click on the OK button. [back]

How do you modify the table of contents to show more or less levels of headings ?

1. Position the insertion point in the table of contents.

2. Choose Index and Tables in the Insert menu.

3. Select the Table Of Contents tab and choose “Custom Style” in the list of formats, then click on the Options button.

4. Then in the Available Styles box, select a style you want to use in the table of contents. In the TOC Level box to the right of the style name, type a number from 1 to 9 to indicate which table of contents level you want headings formatted with that style to represent.

Repeat this step for all the styles you want to include in the table of contents.
Delete table of contents level numbers in the list that correspond to the styles you will not include in the table.

NOTE In the custom style, all level numbers give the same presentation.

5. Choose the OK button to close the Table Of Contents Option dialogue box.

6. To compile the table of contents, choose the OK button. [back]

Some elements have disappeared from the table of contents.

Once the table of contents has been customized, the table of contents updating option in the Update All window needs to be unticked, otherwise the old structure will be reinstated. To update the table of contents while keeping the new structure, position the insertion point in the table of contents and press the F9 key on the keyboard. [back]

When text is copied from another document into the ISO template, the old paragraph format is kept, and the character format is removed.

Occasionally, minor paragraph format adjustments are made to texts without changing the style definition. These formats, which are applied directly by using a formatting command, are not changed when the text is pasted into another document. To remove the old format, select the paragraphs concerned and apply the proper style from the ISO template using the Styles button. If this does not work properly, reselect the paragraphs and press Ctrl + Q and Ctrl + SPACEBAR.

Most character format commands and toolbar buttons act like switches, turning formats on and off. Character formats applied by a paragraph style can have the same effect. In these cases, the character format will have to be reinstated. [back]

For a document with parts, the last character of the reference number header on page 1 does not print.

Check the permissible margins on your printer and modify them to suit that of the documents made with the ISO template (to see the margins designed for the template, choose Page setup in the File menu and select the Margins tab). [back]

The list of headings, bookmarks, footnotes, etc. does not appear in the Cross-reference window.

This happens when the section break between sections 2 and 3 in the skeleton has been deleted.

NOTE It is recalled that, if the section break between sections 2 and 3 falls on an odd-numbered page, the page which follows will be blank since it has been specified that the first page of section 3 is an odd-numbered page (i.e. page 1). This section break should therefore not be deleted in order to avoid the blank page.

1. Place the insertion point just before the field containing the document title (styled zzISOSTDTitle) and insert a section break on odd page.

2. Without moving the insertion point, from the View menu, choose "Header And Footer" and, on the Header And Footer toolbar, click on the Same As Previous button so as to deactivate it.

3. Click once on the Show Next button and then on the Page Setup button.

4. Select the Layout tab and untick the Different First Page check box. Click on the OK button.

5. While keeping the Header And Footer tool bar visible, choose Page Numbers in the Insert menu. Click on the Format button. In the Number Format box, select "iii…". In the Page Numbering group, tick the Start At option and select "2" in the opposite box. Click twice on the OK button.

6. If necessary, switch to the footer. Select the field containing the page number. Click on the Page Numbers button in the Header And Footer tool bar. Reselect the page number and remove the bold formatting.

7. Repeat step 6 on odd pages (respectively even pages) of section 2 [back]

File creation [back]

How do you insert spreadsheet tables and charts into a document ?

It can be helpful to use the functionalities of a spreadsheet program to create tables or charts, or to compute data.

1. Do not use colours.

2. Do not insert tables made with a spreadsheet program as graphics or as objects. Instead, insert them as a table or plain text in the word processing file (any Microsoft Word manual will tell you how to do this). Then transform all the data to a table (if not already done so) and apply the correct styles to the various elements of the table. If you encounter problems in achieving the desired table format using the word processor, please contact the ISO Central Secretariat for advice.

3. Unless it is known that the recipient has the same software that was used to create a chart, do not insert the chart as an object but as a graphic. [back]

How do you insert a graphics file ?

1. Position the insertion point where you want to insert the graphic in the document.

2. In the Insert menu, choose Picture.

3. In the File Name box, type or select the file you want. (If you do not see the file you want to import, select a different drive, directory or folder, or click on the File button to search for the file you want.)

4. Select the Link To File check box, and then clear the Save Picture In Document check box.

5. Click on the OK button.

By following this procedure, the word processor file size does not increase appreciably. However, if the source file is not available, only a rectangular placeholder appears in the document. If the source file is available, the word processor displays a representation of the graphic based on data in the source file but does not store the representation in the word processor document. Each time the word processor displays the graphic, the image on the screen is created from the source file itself. Therefore it takes longer to display the graphic than if the representation of the graphic were stored in the word processor file.

You can increase the scrolling speed of a document that contains many graphics by temporarily replacing the graphics with placeholders: choose Options in the Tools menu, select the View tab, and then select the Picture Placeholders check box under Show. Graphics are then displayed as rectangular boxes, but are correctly printed. To display the graphics again, clear the Picture Placeholder check box.

Note that ISO recommends that graphics be submitted as separate files, together with a hard copy. [back]

I cannot insert DXF graphics files in my document.

The DXF filter is not installed automatically with Word. If you use Word 6, this filter is never installed. It is however present in the Supplemental Converters disk for Word for Windows 6.0, which is to be ordered from the Microsoft subsidiary for your area. If you use Word 95, it is installed only if the "complete" installation option is selected during setup. The filter can be installed separately from the installation programme. [back]

How do you insert an index ?

NOTE These instructions do not apply to vocabularies into which indexes cannot be automated since the functionalities of Word 6 do not permit to achieve the presentation requested by ISO.

1. Mark index entries in the document.

2. Insert a page break at the end of the document.

3. Type the title "Index" in and apply the style ANNEX to it, using the Style command in the Format menu.

4. In the Insert menu, choose Index And Tables. Select the Index tab and the desired options. Click on the OK button.

5. Then place the cursor in the index. In the Insert menu, choose Page Numbers. Click on the Format button and, under Page Numbering, select "Continue From Previous Section". Click twice on the OK button. [back]

How do you insert pages with a landscape orientation ?

1. Position the insertion point where you want to start the new section. In the Insert menu, choose Break. Select the option Next Page and click on the OK button.

2. In the File menu, choose Page Setup. Select the Paper Size tab and, under Orientation, select the option Landscape. Select the Layout tab and, under Headers And Footers, deselect the option Different First Page. Click on the OK button.

3. In the Insert menu, choose Page Numbers. Click on the Format button and, under Page Numbering, select "Continue From Previous Section". Click twice on the OK button.

4. If you think it is necessary, increase the width of the second column in the header to 17,5 cm.

NOTE As Word 6 does not allow tables to be placed in landscape format while keeping the headers and footers in the same position as for portrait pages, it is also possible to insert only the table title at the appropriate place and to leave an empty space corresponding to the dimension of the future table, which is placed in an appropriately formatted section at the end of the document. This will require manual pasting once the document is printed. [back]

How do you transfer to the ISO template the electronic file of a document already prepared with another template ?

NOTE 1 The skeleton of the ISO template is divided into three sections. The first one contains the cover page, the second one, the informative preliminary components (table of contents, foreword and introduction), and the third one, the remainder of the document. Each of these sections has a particular format (particularly with respect to the headers and footers).

NOTE 2 It is recommended to work with the Show/Hide ¶ option activated to display all nonprinting characters (paragraph marks, tab characters, spaces, etc.) so as to avoid selecting the final paragraph mark of the last paragraph of the selection, when copying text. This paragraph mark stores the concerned paragraph format, plus section format if the mark precedes a section break. When only the text is pasted into another document, the text assumes the format of the paragraph into which it is pasted.

1. Create a new document using the ISO template. Enter the appropriate information in the panels.

2. Open the file containing the text to be transferred (source file) and look at its structure to detect section breaks. When these elements are present, they shall never be copied in the new document (see NOTE 2). Instead, the need for their presence shall be re-examined.

Sections containing multiple columns shall be changed to single column or replaced by tables if the presentation in columns is necessary. Whenever possible, tables in landscape format shall be modified to fit a portrait format.

3. Copy the text of the foreword in the source file (with the exclusion of the standard text which is already present in the skeleton of the new document) and paste it in the appropriate place in the new document. Do the same with the text of the introduction if there is one.

4. In the new document, delete all the text below the clause entitled Scope. In the source document, copy the text between the title "Scope" and the first annex or section break. Paste this selection in the new document. If necessary, create a new section in the new document and format it. In the source document, select the content of the section following the one which was previously copied and paste it into the new document. Proceed in the same way until the first annex is reached.

5. For annexes, there are two methods:

Either create the first annex in the new document using the Annex button, and copy the annex content in the source document and paste it into the new one, and so forth for the rest of the annexes.
Or copy all the annexes and paste them into the new document at the same time as the rest of the text. Then create annex headings using the Annex button (they will appear at the end of the document), move them to their correct place and delete the old headings.

6. Close the source document.

7. Clean up the new document (remove empty paragraphs, unwanted paragraph marks or hard page breaks, etc.) and apply the ISO template styles (using the Styles button) to each paragraph in the document. [back]

How do you create a multi-lingual vocabulary ?

For a bilingual vocabulary, create a new document using the ISO template, select "English" as the document language in the second template panel, and type the English title elements in the first three boxes of the fourth template panel and the French title in the three others.

The table of contents for the English part of the document can be set up automatically if the following principles are respected. The French one cannot be automated and will have to be typed. The foreword and introduction (if present) in each language shall be facing each other, the English one being on the left-hand page. So, when these elements are present, copy the English one to produce the French one, for example. If these elements are more than one page long, page breaks should be inserted to respect this rule.

Then, at the beginning of section 3 of the document, rather than using the "column" formatting option on your word processor to create the two-column presentation use a table with three columns of the following column widths: 8,5 cm; 1,05 cm; 8,5 cm. The first column is for the English text, and the last column for the French text (the second column is left empty to create the space between the English and French texts). Set the space between columns to 0 cm and allow rows to break across pages.

Transfer the document title, together with the following paragraph mark, to the top left-hand cell of the table. Then type the French title in the top right hand cell, using the style "Special" and format identical to that of the English title. For clause headings (and for any other element for which autonumbering exists), apply the template style to the text in the English column; in the French column use the style "Special" for the corresponding autonumbered elements and format manually. Start a new table row for each new clause and subclause.

For terms and definitions, all the items (i.e. entry number, term, symbol, etc., definition, examples and notes) should be in a single row of the table. (In this way, the alignment of the English and French entry numbers is assured.) Since autonumbering does not exist for these elements, the correct styles may be applied to both the English and the French.

For footnotes, first position the insertion point where you want to insert the reference mark in the English text and select the command Footnote/Note de bas de page in the Insert menu. In the Note pane, type in the text of the footnote in English, press Enter and type the translation of the footnote in French. Then position the insertion point in the French text where the reference mark corresponding to this footnote should be inserted. In the Insert menu, choose Cross-reference. In the Reference Type box, select "Footnotes" in the Category box. In the Insert Reference To box, select "Footnote Number". In the For Which box, select the footnote you have just created. Click on the Insert button, and then on the Close button. In your document, select the new reference mark in the French text. In the Format menu, choose Style. In the Styles box, select "TableFootNoteXref" and click on the Apply button. Place the insertion point just after the new reference mark in the French text and type in a closing parenthesis.

To add a figure, insert an extra table row where the figure is to be and merge its cells. Insert a link to the graphics file containing the figure. (The figure should be centered in this cell.) In a new paragraph below the figure, select the Figure title style and type in the figure title in English, press Return and type in "Figure x —" followed by the figure title in French. Center this new paragraph and put it in bold. Return to the title in English and reduce the spacing "after" to 0 pt. If a key, notes or footnotes have to be added to the figure, they should be in a row with three columns as described above.

If annexes are needed, insert an annex with its title in English using the Annex button of the ISOSTD toolbar. Then create a three-column table with the same presentation as described above. Transfer the complete annex title together with the following paragraph mark in the top left-hand cell of the table and the French one typed in the top right hand cell, using the style "Special" and format identical to that of the English title. For clauses, subclauses, figures, tables and other elements, proceed as described above. Insert a page break before the table containing the annex.

For the alphabetical index of English terms, click on the Annex button in the ISOSTD toolbar. Type "Alphabetical index" as the annex title and click on the OK button. Delete the annex heading and the indication of its status. Place the insertion point just before the second empty paragraph below the title "Alphabetical index" and insert a continuous section break. Use the column formatting option to create three columns in the new section. The terms shall be presented in alphabetical order with the same typographical form as the entries, and shall be divided in groups starting with the same letter, each group being preceded by this letter in capitals. Each term shall be followed by the corresponding entry number. (For an example of presentation of an index, refer to the one in ISO 10241.) When finished, insert a continuous section break. Format the new section to allow for one column. Then create the alphabetical index of French terms on a new page, using the same procedure as mentioned above but type "Index alphabétique" instead of "Alphabetical index" as the title.

NOTE 1 Indexes cannot be automated since the functionalities of Word 6 do not permit to achieve the presentation described above.

NOTE 2 To create the indexes, rather than retyping the entries and their numbers, it is preferable to copy the column containing all the terms and definitions in one language, to paste it in the appropriate index, to remove all the elements except terms and entry numbers, and to add a new column into which the entry numbers are transferred. Then the entries can be sorted out alphabetically and the table converted to text.

NOTE 3 Do not change the document reference, even though it does not reflect the fact that the document is bilingual. This will be corrected by the ISO Central Secretariat. [back]

When do I need to use the Equation Editor ?

The Equation Editor should be used for displayed formulae and equations.

Since equations made with this editor are inserted in the document as objets, its use is not recommended for simple equations and symbols in the text.

The equation editor parameters are specific to the user's Word environment and, unlike other Word options, are not modified by the template. The equation editor parameters have to be set from the menu bar at the top of the screen when the user is in the equation editor mode. Once they have been set, they remain valid during subsequent sessions. Our preferred settings are specified in the Guide for the use of IT in the development and delivery of standards (ITSIG Guide). [back]

How do you make multiple references to the same footnote ?

1. First, the footnote to which the multiple reference is to be made should have been inserted using the Footnote/Note de bas de page command in the Insert menu.

2. To insert the next footnote reference to the source, position the insertion point where you want to insert the reference mark.

3. In the Insert menu, choose Cross-reference.

4. In the Reference Type box, select "Footnotes" in the Category box.

5. In the Insert Reference To box, select "Footnote Number".

6. In the For Which box, select the footnote to which you want to make a cross-reference.

7. Click on the Insert button, and then on the Close button.

8. In your document, select the new reference mark.

9. In the Format menu, choose Style.

10. In the Styles box, select "TableFootNoteXref" and click on the Apply button. Place the insertion point just after the new reference mark and type in a closing parenthesis. [back]

Do I need to use the style Special when I make adjustments (using the formatting commands) to particular paragraphs ?

Styles are used to differentiate components of text (e.g. clause headings, figure or table titles, formulae, etc.) and not a special format. In this respect, the Special style was designed to be used for any component of text for which you are unsure as to the correct style to use, or for which you feel that none of the ISO styles contained in the stylesheet are appropriate (warning notice, designation, computer programme listing, etc.), but not when an entire paragraph is reformatted only for cosmetic purposes (in which case the modification applies locally and will not affect the other occurrences of the style concerned). [back]

Annexes I and O are missing. Furthermore, starting at annex J, figure and table numbering is shifted by one letter, i.e. it starts at I.1 in annex J, at J.1 in annex K, etc., then it is shifted by two letters from annex P onwards.

Version 3.0 of the ISO template still omits annexes I and O even though the use of these letters to designate annexes is now allowed by the 1997 edition of the ISO/IEC Directives, Part 3. Figure and table numbering however conform to the new rule, thus creating the described shift. This problem will be solved in the next version of the ISO template. At present, the old editorial rules should be followed, i.e. omission of annexes I and O, and the letter in the table and figure numbering should be replaced manually (but not the whole numbering, to allow for the automatic updating of the identification number). [back]

Standard text for the forewords of Technical Reports, ISP and the other types of documents are not in the template skeleton, as well as some other useful texts.

When the template was developed, these standard texts were not available and so it is necessary to add them. They are provided here. To make them available for all your documents, insert them as autotexts entries in your Normal.dot template (see how to procede in Word's user guide or in the on-line help). [back]

Presentation [back]

When a list was interrupted by a text component in a style different from List Continue;list-1, 2, 3 or 4, how do you make the list identifiers in the second part of the list resume the sequence of the first part of the list ?

NOTE This case should be distinguished from that of list items with more than one paragraph, as described in the ISO template and model document, version 3.0 — Reference manual, 4.2.18.2.

1. Select the paragraph on which the second part of the list is to start and apply to it the List Continue style at the same level and with the same attributes as those of the first part of the list.

2. In the Format menu, choose "Bullets And Numbering".

3. In the tab "Numbered", click on the Modify button, indicate the identifier to use to restart the list in the Start At box and click on the OK button. [back]

The banner containing the indication of the type of the document, which is normally on the first page of the normative part (above the document title in style zzSTDTitle) is now on the page following the cover page (section 1, page 1).

This happens when the section break between sections 2 and 3 in the skeleton has been deleted.

1. Place the insertion point just before the field containing the document title (styled zzISOSTDTitle) and insert a section break on odd page.

2. Without moving the insertion point, from the View menu, choose "Header And Footer" and, on the Header And Footer toolbar, click on the Same As Previous button so as to deactivate it.

3. Click once on the Show Next button and then on the Page Setup button.

4. Select the Layout tab and untick the Different First Page check box. Click on the OK button.

7. Repeat step 6 on odd pages (respectively even pages) of section 2. [back]

Should the references in a bibliography be numbered ?

Each reference should be numbered with Arabic numbers in square brackets. (These numbers may be used in the text for cross-reference purposes.) The references may be given in alphanumerical order or in the order in which there are cited in the text.

To have bibliography entries numbered automatically, apply the following procedure.

1. Type all the entries, without any numbering.

2. Select them all.

3. In the Format menu, choose Bullets And Numbering.

4. Select the tab Numbered.

5. Click on the Modify button.

6. Type in an opening square bracket (Alt + Ctrl + [) as Text Before and a closing square bracket (Alt + Ctrl + ]) as Text After. Select "1, 2, 3, …" in the scrolling Bullet or Number box. Enter 40 pt as the Distance from Indent to Text and make sure that the Hanging Indent box is ticked.

7. Click on the OK button. [back]

How do you increase the line spacing on printouts for meeting documents and keep the document file intact for further use ?

1. Open the document.

2. In the Format menu, choose Style.

3. In the Styles box, select "Normal;paragraph" and click on the Modify button.

4. In the Modify Style dialogue box, click on the Format button and select Paragraph.

5. In the Paragraph dialogue box, modify the Line Spacing options to "1,5 lines" or "Double", and click on the OK button.

6. Click on the OK button in the Modify Style dialogue box, and on the Close button in the Styles box.

7. Print the document and close the file. Click on "No" in response to the question "Do you want to save changes to DocumentN?" (or "Yes" if you have made other changes that you want to keep). If you are asked to save changes to ISOSTD30.DOT, answer "No". [back]

How do you format the electronic documents so that they will fit on US paper ?

Change the paper format.

1. In the File menu, choose Page Setup and select the Paper Size tab.

2. In the Paper Size box, select the paper size on which you want to print (i.e. US Letter) and, in the Apply To box, select Whole Document. Click on the OK button.

NOTE This procedure should produce the desired effect except for the page headers whose left side will remain to the A4 settings; do not change that. [back]

File exchange [back]

I received the file of a document prepared with the ISO template but, when I open it, the presentation is different from that of the ISO template (my usual formatting options apply to the document), and the template buttons do not appear in the menu bar. What should I do ?

1. Open the document and check that;

the indications "… ISOSTD ISO Template Version 3.0; 1997-02-07" or "…ISOSTD ISO Basic Template Version 3; 1997-02-03" are at the bottom of the cover page (first page of the document), and
the path indicated in the Template box in the Templates command in the File menu ends with ISOSTD30.DOT, BASICEN.DOT or BASICFR.DOT.

If neither of the above points is valid, check with the sender that he gave you the right file and correct information; otherwise carry the following procedure.

2. In the File menu, choose Templates. In the Document Template box, replace the beginning of the path indicated with that of the location of the ISO template on your system, then click on the OK button, or click on the Attach button, browse the File Name box until you find "ISOSTD30.DOT", "BASICEN.DOT" or "BASICFR.DOT", depending on which template is applicable, select it and click on the OK button both in theAttach Template and Templates and Add-ins dialogue boxes.

3. In the Tools menu, choose Macro. In the Macro Name box, select "IsoLib" and click on the Run button. This will reset some of the Word language localization variables.

4. If the ISOSTD tool bar is not present, select Toolbars from the View menu and tick ISOSTD. Click on the OK button. [back]

On the front page, most of the numbers were turned into words (for example "15435" became "fifteen thousand four hundred thirty-five"). The same thing happened in the header of the individual pages. The document stage at the bottom of the cover page said: "Error! Number cannot be represented in specified format". Sometimes, annexes and their elements are also identified with numbers instead of letters.

This problem has already been observed with documents that were created on Scandinavian languages versions of Word 6 (or 95). Once the document is imported into another language version of Word the field codes are incorrectly translated (for example CHARFORMAT is changed to CURRENCY). Unfortunately there is no other alternative than:

1. In the Tools menu, choose "Options…". Select the View tab and, under Show, tick the "Field Codes" option. Click on the OK button.

2. Search for "CURRENCY" in field codes, and replace all occurrences by "CHARFORMAT".

3. If necessary, in the annexes, replace all the occurrences of "ARABIC" in field codes with "ALPHABETIC".

4. In the Tools menu, choose "Options…". Select the View tab and, under Show, deselect the "Field Codes" check box. Click on the OK button.

5. Click on the Update All button. Make sure that at least "Field codes" is selected and click on the OK button. [back]

Fields (on the front page, in the headers, plus the title on page 1) are replaced by the indication "Error! Bookmark not defined!".

1. In the Tools menu, choose Options. Select the View tab and, under show, select the Field Codes check box. Click on the OK button.

2. Throughout the document, check whether there are multiple occurrences of the group of fields "SET DDxxx". This group must only be present at the end of the title on first page of section 3 (style zzSTDTitle). If it is present elsewhere, delete it.

3. In the Tools menu, choose Macro. In the Macro Name box, select "IsoLib" and click on the Run button.

4. In the Tools menu, choose Options. Select the View tab and, under show, deselect the "Field Codes" check box. Click on the OK button. [back]