MS Word 2008/2011: Work with WriteRAP Templates Offline

We are often asked about users with Microsoft 2008 and 2010, and whether or not these Word versions are compatible with WriteRAP.

First and foremost, you should understand that WriteRAP makes extensive use of VBA. Microsoft decided to remove VBA support from the Word 2008 version and has restored VBA only partially for Word 2011.

Word 2008 and 2011 can be used in an "offline" workflow, by which I mean it can be used outside the normal WriteRAP processes. This entails, of course, several caveats:

• The WriteRAP toolbar will not be available to the user.
• The user is much freer to apply incorrect styles, add styles, etc., that are normally restricted for most users.

However, a user can still

• Attach the template
• Insert boilerplates using a workaround process
• Insert images from the local machine, but not from the Image Library
• Paste text in the target format, as in the WriteRAP ParaPaste function

The point is that if you have an author working in Word 2008, you are not up a creek without a paddle. An option still exists. However, please speak to your CMS rep or super user to get the full details and discuss thoroughly the implications and definitely bring it up at the launch meeting.

Vendors are expected to have a supported version of Word for their WriteRAP work.

Attaching a TemplateThe template you are most likely to need is the toolbar style menu which may be supplied with your project.

1. Go to Tools > Templates and Add-ins.
2. Go to Global Templates and Add-ins (the middle section, not the top).
3. Click Add and browse for your template. Highlight it and click Open.
4. The toolbar appears. When you re-open the document, you may need to go to Tools > Templates and Add-ins and check the checkbox next to the toolbar file to reactivate it.
   

Inserting Boilerplates

If it is determined that the user will need to place boilerplates without having access to the WriteRAP toolbar, the set of boilerplates will need to be supplied to the user.

1. Place the supplied boilerplates on your computer.
2. In Word, to insert the boilerplate, click Insert > File.
3. Navigate to the boilerplate location.
4. Select the desired boilerplate and click Insert. The Link to File checkbox should be unchecked.

Inserting an Image

Image library images will not be available to users without the WriteRAP toolbar. Images from the local machine can be inserted using native Word functionality.

1. Click Insert > Picture > From File... .
2. Browse for the image you want to insert.
3. Select the desired image and click Insert. The Link to File checkbox should be unchecked.
4. Remember to supply the high-resolution version to your Project Manager.

Pasting Text and Have it Take on the Target Format

The WriteRAP toolbar offers the ParaPaste option, which allows the user to paste in content and have it take on the format of the target area, as when populating a boilerplate. Use Word's Paste Special as Unformatted Text option to achieve this. This function automatically formats all the pasted text with the style of the paragraph where your curser is placed.

1. Select the paragraph(s) to insert into the WriteRAP document. Click Edit > Cut or Copy.
2. In the WriteRAP document, place your cursor in a blank line of text or within a paragraph to insert the cut/copied paragraph(s).
3. Click Edit > Paste Special. The Paste Special dialogue box appears.
4. The Paste Special dialog box appears. Select the Unformatted Text option and click the button. The cut/copied text inserts with the inherited style of the paragraph/blank line where your cursor was placed.