Manual in English and Spanish

[L. T. Portella]

I have a 70 page manual that has a paragraph in English immediately followed
by its translation into Spanish.

Question: Is there a way to print only the English paragraphs (not followed
by the paragraph in Spanish) and viceversa to print only the Spanish
paragraphs (not followed by the paragraph in English)?

 

[Cindy Meister -WordMVP-]

Hi L.,

Set up two sets of styles, one for each language. Base each set of styles on a
"base style" that sets the attributes the entire set will have in common
(language, base font, anything else...). When you want to print an English
version, set the Spanish base style's font to use "hidden" formatting. For the
Spanish version, change the Enlish base style.

I have a 70 page manual that has a paragraph in English immediately followed
by its translation into Spanish.

Question: Is there a way to print only the English paragraphs (not followed
by the paragraph in Spanish) and viceversa to print only the Spanish
paragraphs (not followed by the paragraph in English)?

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jan 24 2003)
http://www.mvps.org/word

This reply is posted in the Newsgroup; please post any follow question or
reply in the newsgroup and not by e-mail

 

[L. T. Portella]

Thank you Cindy.
So that I may get started with this, can you tell me how to set up the two
sets of styles (one for each language) that you recommend? The base style
would be the simplest possible until I get my bearings straight as to what
is involved. Once again many thanks.
L. T.
Incidentally if I were to set say the Spanish base style to hidden then I
assume that everything would be shifted in the sense that I no longer would
have a 70 page manual but maybe a 35 page manual. What happens to the Index
that make reference to the major chapters by page number?

 

[Suzanne S. Barnhill]

That's right; you'll have a 35-page manual. Are you referring to an index or
a table of contents? In either case, update it before printing (or it will
update at print time anyway if you have "Update fields" checked on the Print
tab of Tools | Options), and the page numbers will be correct.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
Word MVP FAQ site: http://www.mvps.org/word
Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Cindy Meister -WordMVP-]

Hi L.,

Since you haven't mentioned which version of Word you have, I can't give you
detailed menu commands. So I'm going to assume you already know, basically,
how to create and modify styles...

So that I may get started with this, can you tell me how to set up the two
sets of styles (one for each language) that you recommend? The base style
would be the simplest possible until I get my bearings straight as to what
is involved. Once again many thanks.

1. Go to the TIPS section of my website and look at the article on language
formatting. Before you can use styles to apply language formatting, the
languages on your system must be "synchronized"

2. Create a new document (or template) after the system languages are
synchronized.

3. Set up a new paragraph style that contains the font, font size, paragraph
spacing, etc. that you want to use throughout the manual. (I'd make sure it
bases on "nothing" and not on "Normal" style) Set the language to an English
you do NOT want to use in your text (if you want English US set it to English
UK, for example)

This is your "base style". If you decide you want the document in a different
font, or something, you can make the changes here, and all the text formatted
with this style, or others that base on it, will change to correspond
automatically.

4. Create a new paragraph style ("SP-base") that bases on the above base
style. Choose "Spanish" in Format/Language, and "hidden" if you want it to be
hidden.

5. Create another new paragraph style ("EN-base") that bases on the style in
(3), but set the language of this style to the English you want to use when
spell checking.

6. All other styles you want to use in the document should base on the styles
in (4) or (5), depending on whether you use them for Spanish or for English
text. For example SP-Heading 1 for Spanish headings and EN-Heading 1 for
English headings of first level headings.

Now, when you want to print a Spanish manual, activate the EN-base style's
"hidden" font formatting. To print an English manual, deactivate the setting
in EN-base and activate it in SP-base. All the other styles that are built on
the -base style will pick up the "hidden" formatting.

Incidentally if I were to set say the Spanish base style to hidden then I
assume that everything would be shifted in the sense that I no longer would
have a 70 page manual but maybe a 35 page manual. What happens to the Index
that make reference to the major chapters by page number?

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jan 24 2003)
http://www.mvps.org/word

This reply is posted in the Newsgroup; please post any follow question or
reply in the newsgroup and not by e-mail

 

[L. T. Portella]

Sorry I should have said Table of Contents

That's right; you'll have a 35-page manual. Are you referring to an index or
a table of contents? In either case, update it before printing (or it will
update at print time anyway if you have "Update fields" checked on the Print
tab of Tools | Options), and the page numbers will be correct.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
Word MVP FAQ site: http://www.mvps.org/word
Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[L. T. Portella]

Thank you Cindy. I have Word 2000.

It will take me a couple of days to digest your instructions, after I return
from a short trip. Once again many thanks
L.T.