Prevent graphic from printing in Word template

[Guest]

My office is switching to a preprinted letterhead. I have created a document
template in MS Word 2003 for the new letterhead. If the graphics in the
letterhead print with the document, we'll get a duplicate image and the
preprinted letterhead is useless. Is there a way to have the graphics for
the letterhead (they are in the header and footer as of now) show on the page
while in Word, but not print?

 

[Jay Freedman]

My office is switching to a preprinted letterhead. I have created a
document template in MS Word 2003 for the new letterhead. If the
graphics in the letterhead print with the document, we'll get a
duplicate image and the preprinted letterhead is useless. Is there a
way to have the graphics for the letterhead (they are in the header
and footer as of now) show on the page while in Word, but not print?

If the letterhead is the only graphic in the document (and that includes
text boxes, which Word considers to be a type of graphic), you can set
options to do what you want.

In the Tools > Options dialog, there are two options to set. On the View
tab, keep the Drawings box checked so the graphics will be visible on the
screen. On the Print tab, remove the check from the Drawing objects box so
the graphics won't print (and also won't show in Print Preview).

If you need to be able to print other graphics while hiding the letterhead,
you'll need a macro in the template (see
http://www.word.mvps.org/FAQs/MacrosVBA/InterceptSavePrint.htm and
http://www.gmayor.com/installing_macro.htm) that sets the graphics'
brightness to maximum and contrast to minimum; runs the Print dialog; and
then undoes the changes in the graphics. If you need help with that, ask in
one of the word.vba newsgroups.

--
Regards,
Jay Freedman
Microsoft Word MVP
Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Guest]

Checking or unchecking the drawing boxes works, but it also continues to
apply these settings to further Word documents, which I do not want. I also
don't think this setting is something that would carry over if another person
opened the template. I wouldn't mind making a macro, but this all has to be
VERY user friendly. My entire office staff would be using this template for
just about everything. It would be nice if the template could be applied
directly to the Print button, so that when someone presses print the graphics
automatically change resolution. Is any of this possible?

 

[Jay Freedman]

Yes, it is possible. By properly naming the macro, it can be made to run
instead of the built-in commands; that's why I pointed to the
"InterceptSavePrint" article. By including a FilePrint macro and a
FilePrintDefault macro in your template, the graphics would be handled
automatically if the user clicked the menu (or used the Ctrl+P shortcut) or
clicked the Print button on the toolbar -- these are separate commands, and
each needs a macro.

If the letterhead graphics are not the only graphics in the template, then
the macros need some knowledge of what specific graphics to change. That
requires a moderate amount of programming skill, for which you can ask in
the word.vba newsgroups.

--
Regards,
Jay Freedman
Microsoft Word MVP
Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.