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word 2010 file formatting wrong on one computer, fine on others

Posted on 2012-08-27
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Last Modified: 2012-11-10
I have a couple of users working on a Word 2010 file that are having formatting issues. One user worked on the file and adjusted the format of the file the way she wanted it. Then another user opened the file on her windows 7 desktop and the formatting was wrong. The user said "after printing, I  discovered a blank page or one over flow line then the rest blank on some of the pages." When the same user opens the file on her laptop, the formatting is fine. When you pull the file up on her desktop, you can see that one line over flows onto a new page or an extra blank page is added to the file. When this same file is opened on her laptop, this does not happen.

I have compared the settings on the laptop and desktop and I am unable to find the difference. I have tried the following.

http://word.mvps.org/FAQs/Formatting/TextReflow.htm
made sure all tab, paragraphing, margins, page layouts, and all display options were the same
tried setting a different default printer
I created a new windows profile
repaired office install

I appreciate any help.

Thanks,

Justin
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Question by:JustinGSEIWI
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LVL 76

Expert Comment

by:GrahamSkan
ID: 38337502
There is no guarantee that lines and pages will overflow in the precisely the same place in all environments. Printer driver differences can make a difference, as can the font files.

If particular pagination is required, allow ample room on the page and put a manual page break at the desired point.

When it prints as desired, is the text a 'tight fit' on the page?
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Author Comment

by:JustinGSEIWI
ID: 38337821
We have not had this issue before and the desktop/laptop settings are identical from what I can see. They are in the same office with the same OS and printer. I checked the font and various other settings that are all identical.

The users are able to send this file to many other computers and it comes out the same. To answer your question near the end, I did try manually changing the file to fit onto the page the way the user wanted and when I did that, it was tight to the page because I adjusted the margins. However, I don't think this should be necessary? It is not just with one file either, I know the user has pointed out that it happens with other files as well.

Thanks,

Justin
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Author Comment

by:JustinGSEIWI
ID: 38338260
I just confirmed I am able to open the file fine on a different computer that is identical to the one we are having trouble with. I have isolated the issue to the one computer. I don't think the printer is the issue since I can open it fine on another machine that uses the same printer and driver.

Thanks,

Justin
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LVL 76

Expert Comment

by:GrahamSkan
ID: 38339826
I usually recommend this troubleshooting article for Word misoperating problems. However, most of the points are covered by creating a new profile, which you say has been done, but it still might be wort a try.
http://support.microsoft.com/kb/921541/en-us
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Author Comment

by:JustinGSEIWI
ID: 38354313
Thanks for the information.

Unfortunately, the fixit in the link above did not work.

Any other suggestions?

Thanks,

Justin
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LVL 76

Expert Comment

by:GrahamSkan
ID: 38355037
Is it possible to post a sample document so that we can see the exact situation?
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Author Comment

by:JustinGSEIWI
ID: 38394803
Attached is a test file.

It shows up fine for me and everybody else but for the user, at the end of page 12 where it says "From the Ditty Bag by Janet E. Tobitt, by permission of GSUSA," This phrase shows up on the top next page for the user. No matter what we do, we can't get that phrase alligned next to the image on page 12 for that user.

Sorry it took so long to reply.

Thanks,

Justin
test.doc
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LVL 76

Expert Comment

by:GrahamSkan
ID: 38397125
A lot of work has been done in creating this document, but it uses only one style (Normal), so that much of the  formatting is manual. It paginates to 21 pages on my system. It isn't clear why there are 16 sections, all separated by continuous section breaks. The line that you mention is where you want it to be.

However if a page overflows by one line only on another system, that doesn't really sound like a fault.

You could try modifying the Paragraph formatting of the Normal Style so that the Space After is, say, 8 points instead of 10.
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Author Comment

by:JustinGSEIWI
ID: 38487718
Thank for the information. Unfortunately, since it appears normal on all other identical computers, the user does not feel they should have to manually format the file. I agree with this. For some reason, it is only showing up wrong on her computer. Since I tried everything I can think of, I decided to restore the computer and and problem still persists so I am not sure what else to do now.

Any other thoughts on why it shows up just fine for everybody else but not for her?

Thanks,

Justin
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LVL 76

Expert Comment

by:GrahamSkan
ID: 38487812
I just want to repeat that there is no obvious malfunction.

However, I would like to clarify the meaning of your sentence 'Unfortunately, the fixit in the link above did not work.' Do you meant that the running the fixit appeared to have gone wrong, or do you mean that it didn't change the situation?

Apart from re-installing everything on the computer that does not print in the way that you want, the only suggestion that I can make is to tweak the vertical spacing until it prints in all environments in the way that that the document designer expects.

In the longer term, the template authors need to be aware of the fundamentals of Word formatting, and to design the templates in the light of that knowledge.
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Author Comment

by:JustinGSEIWI
ID: 38487939
The fix it completed successfully but it did not resolve the issue.

Thanks,

Justin
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Accepted Solution

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JustinGSEIWI earned 0 total points
ID: 38569904
This ended up being an issue related to the font. It said it was the same font in word but the font either was not installed correctly or corrupt. I uninstalled the font and then installed the font from a working computer and everything is now normal.

Thanks for the assistance.

Justin
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Author Closing Comment

by:JustinGSEIWI
ID: 38586525
The issue was related to the font. Once I reinstalled, everything worked fine.
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