in Detail
► Manabook is very user-friendly. You can use it without reading the
documentation, although you’ll master the program faster by reading the
paragraphs preceded by a red triangle.
■ Useful information that you
can read later.
● More
detailed information.
Installing
and Uninstalling ManaBook
Pre-Installer
for Windows 95 and 98
● The
installer requires Visual Basic system resources which come with Windows Me
and later versions of Windows. If you
are using Windows 95 or Windows 98, you will need to
download and run the pre-installer before running the ManaBook installer for
the first time.
● The
pre-installer is a utility designed entirely by Microsoft. The run file that you can download from the
ManaBook site is the VBRun60.exe file that Microsoft makes available
on its own sites.
● The utility looks through your system and
copies missing files or, if necessary, replaces certain files with a more
recent version. Running it therefore
updates your system, no matter which Windows version you are using.
● For all Windows versions, if you experience
difficulties installing ManaBook, we suggest you run the VBRun60.exe file to make sure that the necessary resources are
properly installed.
● The installer creates a folder called “ManaBook” in the “Program Files” folder, containing all the files needed for ManaBook
to function. The installer deletes any
previous version of ManaBook already installed on your computer, but keeps your
preferences and your Kits.
► To confirm that ManaBook is installed, check
that the MB or MB1 menu appears on the left side of the toolbars.
● The ManaBook installer also allows you to
completely uninstall ManaBook. All files
used by ManaBook are deleted, except for your Kits, unless you expressly
consent.
Multiple
Users of the Same Computer
● Windows is designed so that each user of a
single computer can configure his or her particular environment. ManaBook does the same. While all users share ManaBook’s central resources
installed on the computer, each one can use it in the language of his or her
choice, have his or her own Kits and personalized buttons.
● Windows’ ability to create distinct
environments has evolved from version to version, so that the structure of Windows XP is now almost like a real network within a single computer. With Windows XP you can switch
users without closing the documents and applications that the first user was
working on. Certain users have
administrator privileges and can access all folders and the whole Windows
registry. Others have restricted
privileges and are limited to their own files.
● The Windows version you use and your user
privileges may affect installation in various ways:
● Any
user may install ManaBook’s central resources on the computer. At the same time, the installer activates
ManaBook in the environment of the user installing the central resources.
● All
other users who wish to use ManaBook in their own environment will have to run
the installer in their environment.
● Only
one user with administrator privileges may install ManaBook’s central
resources on the computer. At the same
time, the installer activates ManaBook in the environment of the user
installing the central resources.
● All
other users who wish to use ManaBook in their own environment will have to run
the installer in their environment.
● Should a newer version of ManaBook be
installed on the computer, all users who have already activated ManaBook in
their environment will benefit. The
files will be updated automatically.
● Only users who can install central resources
can uninstall ManaBook or install a license if one is required. Once installed, the license applies to all
users, even those who activate ManaBook at a later date.
● A virus is a program designed by a malicious
programmer to anonymously install itself onto your computer. Word has created barriers to protect you
against such viruses. Unfortunately,
these barriers also make it difficult for legitimate designers of useful tools
such as ManaBook to install their programs.
● The ManaBook installer adapts to your
version of Word and your security settings.
If it modifies any of them, it will switch them back to their previous
settings once installation is complete, except for the “Trust all installed add-ins and templates” setting found in Word 9.0 and later versions, which has to
remain checked. This is the default
setting upon delivery of Word.
● Once ManaBook is installed, its functions
are available every time you use Word.
If, when using ManaBook, you get a “Macros are disabled” message,
it means that the above setting has been modified. Simply check the “Trust all installed add-ins and templates” box, accessed through the “Tools” menu, under “Macros
/ Security / Trusted Sources” and restart Word. Or, you may prefer to just re-install
ManaBook.
Deploying ManaBook
on a Network
● ManaBook can easily be deployed on a
network. Just drag the ManaBook
Network folder and the ManaBook InitNet xx.dot file and drop into a
shared Word Startup folder on the server.
It’s as simple as that.
● Loading and executing automatically ManaBook
InitNet xx.dot by any other means when Word is opened would have the same
effect, as long as the ManaBook Network folder is located in the same
folder as ManaBook InitNet xx.dot.
● The ManaBook installer allows the
administrator to create a ManaBook Network Package folder that contains
the items to be dragged into the shared Startup folder.
● When a user opens Word, ManaBook will
display a message saying that the network administrator has made ManaBook
available and suggesting that the user install the program on his or her
computer. If a different version of
ManaBook is already installed on the user’s computer, it will be replaced by
the version contained in the ManaBook Network folder located on the
server.
● Once installed, the user may deactivate and
reactivate ManaBook as they see fit. The
administrator may deactivate ManaBook at any time for all users by removing the
ManaBook InitNet xx.dot file from the shared Startup folder.
● If you haven’t done so already, make sure
that each user has selected this shared Startup folder as their Word Startup
folder. Click “Options” in the “Tools”
menu and then click the “File Locations” tab in the dialog box to select
the Word “Startup” folder.
● If some users are still working on Windows
95 or 98, you’ll need to download the pre-installer from the www.manabook.com
site and drag it into the ManaBook Network folder as well.
● To force the ManaBook installer window to
appear on the screen when Word is open, the user can delete the ManaBook
folder located in “C:\Program Files”.
ManaBook
Activation and the MB1 Menu
► ManaBook is not automatically activated
whenever Word is opened. It is activated
only when a Book is opened. It will then
remain activated for the rest of your Word session, unless you deactivate
it. When ManaBook is activated, the MB
menu is replaced by the MB1 menu.
► At any time before ManaBook is automatically
activated by opening a Book, you can activate it through the MB menu if, for
example, you want to use the Kits with a regular Word document or you want to
create a new Book.
► When ManaBook is activated, you can use the
MB1 menu to deactivate it. When you
deactivate ManaBook, you regain access to certain other add-ins that were
inaccessible while ManaBook was activated. (See “ManaBook and Other Add-ins”).
► Even if you have deactivated ManaBook while a
Book is still open, you can continue to work in the open Book and save your
changes, as if it were a regular Word document.
The document you were working on will be automatically integrated into
the Book if you reactivate ManaBook or when you open the Book at a later time.
► The Book toolbar is visible only if the
active window contains a Book.
► This toolbar can be placed on the same line
as any horizontal toolbar or can be installed on a separate line or as a
floating toolbar. Upon installation, the
toolbar is placed with the Standard toolbar, if the Standard
toolbar is already set horizontally at the top.
This is probably the position that you will find most convenient. A Babel sub-menu command in the MB1 menu allows you to move it at any
time.
► New Books are created by clicking on “Create
a new book” in the MB1 menu. The procedure is the same as the “Save As…”
command used to create and save a new Word document. You are prompted to name it and choose where
to save it on the disk.
► Book files are Word files. However, to distinguish between them, they
are assigned the file extension “.mbb”
for “ManaBook Book” with a little blue book as the icon. Kits are assigned the extension “.mbbk” for “ManaBook Book Kit” with
a little red book as the icon.
● ManaBook Books are Word files that can
contain a large number of documents.
They are subject to the same limitations as other Word files. The maximum size for a Word file in Office
2000 and 2002/XP is 32 Mb. In theory,
the maximum number of documents and directories a Book can have is 1577. The maximum number of documents and
directories that can be created, including those that have been deleted, is
9999. We suggest you avoid creating
excessively large Books. The acceptable
size limit of your Books will depend on the power level of your computer. More powerful computers handle large Books
more easily.
● Word views the ManaBook Book as a
template. In other words, it is the same
type of file that is usually assigned a “.dot”
file extension when saved in Word.
Because it is itself a template, you cannot attach a Book to another
template. If you would like the macros
of a particular template to be available for all your Books, you will have to
install them in the “Normal” template.
● Instead of attaching a Book to a particular
template to make its style definitions available, you can import the style definitions
from any document attached to that template by selecting the appropriate MB3 menu command.
► The Book window is identical to that of a
Word document, except that the name of the Book in the title bar is followed by
the name of the active document, in brackets.
■ When the Book window is not maximized, ManaBook automatically adjusts the window size
according to the document page setup whenever you open it, and each time a
document is activated. If the document
is displayed in Normal View (as opposed
to Page/Print View, for example), the width of the window is reduced to
minimum so that only the text is displayed, without the margins. With ManaBook, you don’t need to
maximize your windows. Switching between
documents is in fact smoother when the window is not maximized. If you are used to working with maximized
windows, try working in Normal State windows when you work with
ManaBook.
■ If the Normal State Book window is positioned
more to the left-hand side of the screen, ManaBook will position the window at
the far left when a document is activated.
Otherwise, it will place it at the far right.
This feature
makes it easier to work with two Books at the same time. You just need to place the first Book more to
the left and the second more to the right.
This way, unless your screen is too small compared to the width of your
documents, you can view both your Books at once, or at least a portion of them.
► The MB2
menu allows you to display and activate a document as if you were removing it
from a Book in order to consult and work on it.
► The Book
button enables you to:
a) Display the
Table of Contents so you can view the contents of the Book and organize
documents;
b) Alternate
between the last two documents selected, by holding down the Ctrl key at
the same time;
c) Create a new
document by holding down the Shift key at the same time.
► The left arrow allows you to move back in
order through previous documents in the Book, starting at the active one. If you hold down the Ctrl key at
the same time, you will be taken directly to the first document in the Book.
► The right arrow works the same way but in the
opposite direction, from the active one toward the later ones.
► The MB3
Menu commands are divided into three sections: those for organizing documents,
those that control the import and export features and one that allows you to
prepare a Book to be opened on another computer.
► The first five commands in the MB3 menu allow you to organize your
documents without having to display the Table of Contents. Bypassing the Table of Contents in this way
is a good idea if your computer is slow.
► When
you click on “New Document” you get a dialog box that prompts you to
choose a name and location for the new document. To make it easier to do so and standardize
your document names for greater consistency, this box has buttons to which you
can associate expressions that you will use to build names. Another button also allows you to insert the
date in the document name. The use of
these buttons is optional.
► The
dialog box suggests a document to be used as a template or base for the page
setup of the new document. Depending on
the situation, the document suggested may be the one currently displayed, the
last one that was displayed or another document. The new document will then take on the page
setup of the base document as well as its main View properties, such as Normal
versus Page (or Print) Layout, and whether or not the ruler, document map or
paragraph marks are displayed.
► If
you would like to use more than just the page setup of the base document, you
can opt to make the new document a full copy of the base document.
► You
can position the document at the very end of the Book, or decide to place it
elsewhere. In the latter case, a small
drop-down menu will appear, enabling you to choose the location you
desire. The document will be inserted immediately
above the one you click on. As
clicking on a directory name would open it instead, an asterisk immediately
above each directory enables you to position the document there.
■ You
can create as many directories as you like to organize your files, or you can
choose not to create any at all. You
could just store your documents one after the other, in whatever order you
prefer. ManaBook allows you to create a
hierarchy of up to six levels, thus, of up to five levels of directories.
► When
you click on “New Directory” you get a dialog box that prompts you to
choose a name and location for the new directory. To make it easier to do so and standardize
your directory names for greater consistency, this box also has buttons that
can be customized according to your needs.
These buttons are not the same as those used for building document
names. Again, the use of these buttons
is optional.
■ This
command enables you to change the name of a document or directory. The document does not have to be active for
you to use it.
■ This
command allows you to relocate a document or directory. First, choose the item you wish to move from
the drop-down menu. A second drop-down
menu then prompts you to choose the new location.
■ This
command enables you to delete a document or a set of documents (by deleting an
entire directory). Documents are
permanently deleted only after you have saved the changes to the Book.
► The Table of Contents is
displayed by clicking the Book button.
■ To
help you quickly locate documents that have recently been modified, the time
appears in bold for all documents modified that same day, while the date is in
bold for all documents modified the previous day.
■ As
opposed to the equivalent MB3 menu
commands, which allow you to work with only one item at a time, the Table of
Contents commands enable you to work on an entire selection of items. This means you can move or delete several
documents and directories at once.
► You change the name of documents
and directories directly on the Table of Contents page.
► Here, you can move items by
dragging them or a part of them. First,
you select the items you want to move, then you drag and drop the selection to
its new location. They will be placed
immediately above the line on which you drop the selection. If this line is immediately under a
directory, the lateral position of the cursor will determine the new location. They will be placed inside the directory if
the cursor is under the items contained in the directory, or under the
directory if the cursor is more to the left, aligned with the name of the
directory. If you drag the selection to
the top of the page, they will be positioned at the beginning of the Book. If you drag it to the bottom of the page,
they will be positioned at the end of the Book.
■ For
slower computers, it will be much faster to use the first five MB3 menu commands to organize your documents,
rather than displaying the entire Table of Contents.
► You
can import ordinary Word documents into a Book, or another Book active
document.
► If
you use the copy-paste method to import a document, you will lose the headers,
footers, page setup and View properties.
To import an entire document, click on “Import a Document” in the
MB3 menu.
■ The
Import a Document dialog box is divided into three sections, corresponding to
the three steps involved in the procedure.
The buttons used to build the name of the document to be imported are
the same as the ones used to build a new document name.
■ ManaBook
imports the content of the document as well as the page setup, all the style
definitions as long as they do not have corresponding style names already
defined in the Book, the custom numbered list formats and the main View
properties.
● Custom
numbered list formats are imported along with the document. If the paragraph numbers are not displayed in
the imported document, or are displayed incorrectly, your list formats may be
incompatible with the style formats being used by the Book even if both were
imported from the same source document.
● For
example, let’s say that, for a particular hierarchy level, your list sets the
text indent of the first line at ¾ inch but the paragraph style associated with
that level sets the indent at ½ inch.
The numbering format may appear correct (i.e. ¾ inch indent) in the
source document because you applied the list format after the style format, but
it will be incorrect (½ inch indent) in the imported document because the
paragraph style format will have been applied after the list format. When you have incompatibilities such as these
between your list format and your style format, ManaBook has no way of knowing
which of the two you applied last in your source document. In this case, you would select one of the
paragraphs that are or should be numbered, go to “Bullets and Numbering…”
in the “Format” menu and apply the desired numbered list format. The numbers of all the paragraphs in the list
should now be displayed correctly. It
is, however, preferable that the properties of the numbered list format match
those of the styles used.
● If
you are still having trouble, consult the Word help files on problems related
to copying the style of a custom numbered list from one document to another.
■ You
can import the page setup or style definitions of a particular document
template into a Book by clicking on “Import Page Setup and Styles…” to
select the source document.
■ Remember
that importing a page setup into a Book will only affect the appearance of the
Book document currently displayed, while importing a style definition will
affect all the documents in the Book, which makes it easier to ensure they are
uniform. See “Styles and Document
Transfer” below.
● If
the source document and the active Book document have several sections,
ManaBook will import the page setup section by section, up to the number of
sections of the document with fewer sections.
● See
“ManaBook Documents” below for more information on page setup issues.
► If
you use the copy-paste method to export a document, you will lose the headers,
footers, page setup and View properties.
To export an entire document, click on “Export Active Document”
in the MB3 menu.
■ ManaBook
exports the content of the document, its page setup, the style definitions and
the custom numbered list formats it uses, as well as its main View
properties. The above comments regarding
imported styles and custom numbered list formats apply to exported documents as
well.
■ The
document exported from a Book is the active one. The dialog box lets you choose whether or not
to save the independent document on disk.
If it is to be saved, the “Save as…” dialog box will pop up,
prompting you to choose where you want to save the new document.
■ You
may want to export a document without saving it. If you want to display two documents from the
same Book at the same time so you can compare the two, you could temporarily
export one so that it is displayed in a separate window. Once you have finished your comparison or
made your changes, you simply import the document back into the Book.
■ There are a number of Word 2000 and Word 2002/XP
features that do not exist in Word 97. Many document properties saved by recent
versions of Word are not supported by the previous ones. The “Save” tab in the “Options”
dialog box in Word 2000 and Word 2002/XP allows you to choose the
property not to save the features of a document that are not supported by
previous versions. If you create a new
Word document while the active document has this property, the new document will
have it as well.
■ ManaBook works differently. In order to allow documents imported into the
Book to be displayed with all their features, ManaBook never applies the “Disable features not supported by…” property
to new Books. You can however select it
for an existing Book in the same way you would for an ordinary Word document.
■ The final command in the MB3 menu allows you to prepare a copy of
the Book for export to other users. The
dialog box lets you decide whether or not to add the “Disable features not
supported by…” property to the copy
of the Book in case it is opened with a previous version of Word.
■ The copy will also include a message
informing the recipient that the file contains several documents created with
ManaBook. The recipient will have the
option to access the ManaBook Web Site through the message and download
ManaBook.
● Documents that are inserted into Books are,
to all intents and purposes, identical to ordinary Word documents. ManaBook takes into account the following
items:
- Content:
The
body of the document
Footnotes
and endnotes
Linked
or embedded objects, bookmarks, hyperlinks
Tracked
changes
Comments
Text boxes
Images (drawings,
shapes, WordArt, graphics, etc.)
etc.
- All Book
documents can be divided into several sections, each one containing its own:
Header
and footer
First
header and first footer
Even
and odd header and footer
Page
setup properties
Page
border properties
- Each
header and footer have its own page numbering properties
- Compatibility
properties for documents created by previous versions of Word
- Even
more, ManaBook does attach and save with its document certain View properties
that Word does not save with its document.
● The page setup properties of a document
determine the position of the margins, headers and footers, the fact that these
may differ for the first page or for even versus odd pages, the gutter
position, the paper size and orientation, which printer paper tray to use and
other such details. These properties are
selected by going to “Page Setup” in the “File” menu.
● All page setup properties are independently
maintained for each section of each Book document, except for:
Line numbering
Columns
Page Setup grid
Gutter styles
● These less frequently-used properties were
not included to avoid overburdening slow computers.
● When a new Book is created, the page setup
used is that of your “Normal” template, just like when you create a new
Word document by clicking on the “Blank Document” button. You can then modify the page setup as with
any other Word document.
■ When a document is imported, its page setup
properties are also imported.
● Every new version of Word offers new
features that occasionally change the way Word handles documents. Sometimes, modifications are made simply because
Microsoft feels they are an improvement.
In any case, the later version is able to imitate the way the previous
versions handled documents, so that those created in the previous versions can
always be displayed and handled by the newer version in the same way as in the
previous versions.
● Even if you are using a recent version of
Word, it is likely that, without your being aware of it, many of your documents
are handled in the same way as a previous version. This could be the case if you often create
new documents by using an older one as a model.
It is very likely that the version of Word used to create the original
copy was a previous version.
● ManaBook takes into account all
compatibility properties for documents created in Word 6.0/95, Word 97, Word 2000 and Word 2002/XP. There are 48
compatibility properties in Word 2002/XP documents. This means that
a ManaBook Book may contain and correctly display documents that were created
by any one of those versions. Therefore,
if you are using Word 2002/XP, your
Books may contain documents created in Word
2002/XP and any of the other three versions. If you are using Word 2000, your Books may contain documents created in Word 2000 and the two previous versions,
etc.
● When you create a new Book document based on
the Normal Word template, the document will have the compatibility
properties of the version of Word that you are using. If you base the document on any other
existing document, it will adopt the compatibility properties of that other
document.
● If your computer is slow, it would be a good
idea to make sure your documents are created using the same compatibility
properties. It will take less time to
display a Book document if it is handled in the same way as the one it is
replacing.
Saving
Certain View Properties
● Word does not save the View properties with
the document. These include frequently
used features such as the ruler and paragraph marks. Microsoft does not feel that these properties
need to be attached to the document itself but rather to the workspace.
● Whenever you open a document, Word applies
to it the same View properties that were applied to the last active document,
whether or not they are appropriated.
● ManaBook works differently. When you insert a document into the Book,
ManaBook does attach to it the following six View properties which Word does
not save with the document :
a) View mode
(Normal, Web, Page/Print and Outline)
b) Show or hide markers (paragraph, space, etc.)
c) Show or hide ruler
d) Show or hide document map
e) Show or hide table gridlines
f) Zoom setting
● Thus, if you were in Page (or Print) View,
the ruler was displayed and the Zoom was set to 80% when you inserted a
document into the Book, it will be displayed in Page (or Print) View, with the
ruler on and the Zoom set to 80% the next time you activate it. Changing any one of these properties,
however, is not considered a modification to the document itself, which means
that if you change any of these properties without changing anything else,
ManaBook will not prompt you to save the Book when you close it. But, every time you do save the Book, these
six View properties will also be saved for each of its documents.
What Are Kits and What Do I Use Them For?
■ The Auto Text entries are a very
powerful Word tool that few users take advantage of. This may be because they are filed according
to the style of the paragraph from which they are created. Users cannot customize the way they are
stored and it is difficult to retrieve them.
■ ManaBook
allows you to store automatic text inserts in “Kits” as if they were documents
in a Book. In other words, you are in complete control of the
way the Kit is organized. You can even
store document templates in a Kit.
► Kits are Books in which you can
store and retrieve text and document templates.
Unless you have chosen to open a Kit to rearrange its contents in the
same way you would with an ordinary Book, the Kit remains invisible, taking up
no space on the screen or in the taskbar.
■ ManaBook
Kits are identified by the file extension “.mbbk”
and a little red book icon.
► A
Kit may contain:
a) An entire document that you would like to use as a template,
complete with page setup, headers, footers, View mode, etc. Its name would be preceded by “(Doc)”.
b) Text, images or other elements that were selected when you
created the Kit item.
■ A
Kit folder is a folder that contains or may contain ManaBook Kits.
■ ManaBook
lists all the Kits contained in the active Kit folder at the end of the MB1 menu. If you create a new Kit, it will be saved in
the active Kit folder.
■ During
the initial installation process, ManaBook creates a “ManaBook Kits”
folder in your default document folder, which is usually the “My Documents”
folder. ManaBook designates this Kit
folder as the active Kit folder and includes one or more Kits identified by
their content language. These Kits
contain the basic automatic text insertions supplied by Word. For any subsequent installations, ManaBook
protects the active Kit folder and the Kits that are contained within.
■ You
can move the “ManaBook Kits” folder or the Kits to any other folder you
like. Just select the appropriate folder
as your active Kit folder, and all its Kits will be listed in the MB1 menu.
■ While
a Kit can be opened and used like a Book, a Book cannot be used as a Kit. Books and other documents that are not Kits
will not be listed in the MB1 menu,
even if they are saved in the active Kit folder.
■
“The Kit Collection” options in the MB1
menu allow you to create more Kits, rename them, delete them or activate a new
Kit folder. For the average user, one or
two Kits will be sufficient. They will
contain a few expressions, standard greetings and letter templates. However, other users – such as contract
writers – may want to save thousands of clause templates in different Kits,
grouped according to contract type.
■ Because
your Kits are easily accessible, you can use them to temporarily store text or
image inserts, without keeping them in your permanent collection.
► Kits
are permanent files that evolve and gain in value over time. You should therefore save copies on a regular
basis. Ideally, you should make copies
of the entire “ManaBook Kits” folder or any other folder in which you
save your Kits.
► You activate a Kit by
selecting one from the MB1 menu.
► “<
Use an Item From” has an arrow that points outward and leads to a drop-down
menu similar to the MB2 activation
menu, which allows you to view the contents of the active Kit in order to
select an item.
a) If the item is preceded by “(Doc)”, i.e. is a full document,
and
i) The active window contains a ManaBook
Book, the item will be inserted into the Book as a new document, which you will
be prompted to name
ii) The active window contains an ordinary Word
document, ManaBook will open a new window to display the document as a new
ordinary Word document