#1
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Freezing formatting when sending document to someone else
I'm new to using Microsoft word, so I need a lot of help. I'm working on a document that I have to send to someone else by email. Today I sent the document, and although I know for sure he has the same fonts on his system that I used in the document, his pages were ending in different places than mine. While we talked on the phone, he would tell me a few lines from a page had moved onto the next page as he looked at it on his computer, causing extra pages in the document.
Does anyone have any idea how or why this would happen. This document is set up for a paper size of a hardback book, and the pages need to end as they do in my document. I'm wondering if there is a way I can "freeze" the formatting that's in the document so that when he opens it on his end that it is the same? I want him to still be able to make changes in text, but I need the pages to stay the same. Any help will be gratefully accepted. Thanks very much. Barbara |
#2
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All manner of strange things can happen when you transfer a Word file between PCs. If you're reviewing lay-out as well as content, you could consider sending your colleague a .pdf instead.
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#3
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The reason this happens is that Word uses information from the active printer driver to optimise the page layout. Simply changing drivers on your own computer (either so you can use a different printer or even - in rare cases - just because the printer manufacturer decides to update the drivers for your existing printer) could have the same effect.
If you need to ensure your colleague sees exactly what you do, send a PDF of the document.
__________________
Cheers, Paul Edstein [Fmr MS MVP - Word] |
#4
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For more on why you can't do this, see What happens when I send my document to someone else? Will Word mess up my formatting?
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#5
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Thank you to all of you who responded. I'll bet the printer on his end is the issue. I did send a PDF document this time. I'm not sure how it's going to work, though, because he needs to have a Word document, but it needs to look like mine. Perhaps we will somehow have to use same default printers when we open our documents. Thanks again. Barbara
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#6
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Not just the same printer; also, the same operating system and printer driver.
Wide margins can help reduce disparities. |
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