CN101706771A - Template-based intelligent format checking method for Word document - Google Patents

Abstract

The invention relates to an intelligent format checking method for Word documents based on a template, belonging to the technical field of computer application. The invention analyzes the standard Word document template to obtain the rules of document format, style and the like; rules can be edited, set, saved and loaded; and then carrying out format check on the Word document according to the rules, and giving a check result, including indicating the content which does not conform to the format specification and a modification suggestion to help a user to modify. The intelligent format checking method for Word documents provided by the invention is realized by writing a program on a computer, wherein the program refers to an application program, a Web application or a dynamic link library or macro which can be run by the Microsoft Word operating system. The method is simple to use and wide in application range, and can greatly improve the checking efficiency and reduce careless omission, thereby improving the document quality and reducing the workload of a user.

Description

A Template-Based Intelligent Format Checking Method for Word Documents

technical field

The invention relates to a template-based intelligent format checking method for Word documents, which belongs to the technical field of computer applications.

Background technique

Microsoft Office is a set of office software developed by Microsoft Corporation in the United States. It is developed for Microsoft Windows and Apple Macintosh operating systems. It is considered to be a de facto standard for developing documents, and some features do not exist in other products. Microsoft Word is a word processor application program of Microsoft Corporation. It is the main program of Microsoft Office and occupies a dominant position in the word processing software market. convenience.

However, these conveniences of Word often bring diversity to users, resulting in various document layouts and various styles, resulting in Word documents that cannot meet the format requirements of some specific users. Word documents use templates to initialize formatting, and any Microsoft Word document is based on templates. Templates determine the basic structure and basic settings of a document, including page layout parameters such as margins, headers, footers, and other page layouts, and style parameters such as character formatting, paragraph formatting, and page formatting. When Word is opened by default, the program creates documents according to the "normal.dot" template, and users can also create documents according to other templates provided by Word or user-defined templates. Documents created from the same template have the same page layout and style. However, once the user modifies the layout and style or adds a new style, the user's document will deviate from the format specified by the template; in addition, operations such as copying and pasting will also lead to the emergence of multiple new formats, which will cause the document to no longer meet the requirements of the template. The specification of the template. Therefore, almost every Word document needs to check the format after the content is completed, and correct the format that does not meet the user's needs.

At present, there are mainly two methods for checking the format of Word documents in common use: 1. manual checking; 2. using macro programming to check documents that do not meet the specifications. The defects of manual inspection are heavy workload, low efficiency and easy to miss errors; while the method of macro programming is effective for special documents, but its defect is that a set of special programs needs to be developed for each format of documents , is not universal.

Contents of the invention

The main purpose of the present invention is to propose a template-based intelligent format checking method for Word documents in order to overcome the above-mentioned defects in the prior art. The present invention analyzes the standard Word document template to obtain rules such as document format and style, and can edit, set, save and load the rules; then check the format of the Word document according to the rules, and give the check results, including Content that does not conform to the format specification and revision suggestions to help users make revisions. A template-based intelligent format checking method for Word documents proposed by the present invention is realized by writing a program on a computer. Dynamic link library or macro.

The present invention is achieved through the following technical solutions.

First, 2 definitions are given:

1. Standard template

The standard template is a document edited with Microsoft Word and all checking rules are defined, that is, the standard template contains all the format contents to be checked.

2. Target document

The target document is the Microsoft Word document to be checked.

The overall framework design process of a template-based intelligent format checking method for Word documents according to the present invention is shown in FIG. 1 . The specific operation steps are as follows:

The first step is to establish a standard template

First, create a standard Word template. The template contains all format definitions that need to be standardized, including page settings, layout settings, insertion formats, format styles, table styles, etc., but not limited to the formats mentioned above.

Standard templates serve two purposes:

① It is used as a template for users to edit Word documents;

②Extract rules as the basis for checking Word documents.

The second step, extraction rules

On the basis of establishing the standard template in the first step, open the standard template, access the standard template through the interface mechanism provided by Word, obtain the page, layout, format and other parameters of the document as rules and save them. A rule consists of at least two parts: an object in a Word document and one or more property values. The objects in the Word document are but not limited to: paper, page, page margin, style, format, picture, table, paragraph, text; the attribute values are the corresponding values of the above objects.

The third step is to judge whether the rules meet the requirements

Based on the rules extracted in the second step, it is judged whether the rules meet the requirements. If not, go to step four; otherwise, go to step five.

The fourth step, edit the rules

On the basis of the third step, if the rules do not meet the requirements, the user can edit the rules, including the following two aspects:

①Users can add custom rules, modify existing rules or delete existing rules according to actual needs:

②Users can set the importance level of each rule item by editing the rules. The rules can be divided into different levels according to the degree of importance, including: ①compliance rules; ②suggestive rules; ③suggestive rules and other levels. Compliance rules are rules that must be followed; suggestive rules are suggestions for modification, and whether to modify depends on the user; suggestive rules only give reminders and do not need to be modified. Rules can be saved as files.

Step 5. Check the target document and generate a list of error reports

Apply the rules extracted in the second step or the rules modified in the fourth step to check the target document rule by rule. Itemize document violations as errors or warnings, generate a list of error reports and display them to the user. Error reports can also be saved as a file for later viewing or modification. The content of the error report list includes but is not limited to: sequence number, location in the target document, and corresponding rules.

Step 6: Provide detailed modification tips

On the basis of generating the error report list in the fifth step, by opening the Word application-related setting dialog box or the connection provided, find the location of the error or warning information in the Word document and provide prompt information. Tips include:

① Mark it in the document by highlighting or inverting the color;

②Prompt the user to modify the problems pointed out in the error report item by item through dialog boxes, marked boxes, or voice.

Users can choose function keys such as skip, previous, next, first and last.

The user can repeat the fifth and sixth steps until all errors are corrected.

Beneficial effect

1. Easy to use. By establishing a standard template and then automatically generating inspection rules by the computer, users do not need to consider the formulation of complicated inspection rules at all;

2. Wide range of application. Not for a specific format check, but to generate check rules based on standard templates, as long as there are standard templates or document examples;

3. Lighten the burden on users: format checking is boring and easily sloppy work, and the system established by the present invention can replace users to complete this work;

4. High inspection efficiency: checking documents by computer can greatly improve inspection efficiency compared with manual inspection;

5. Improve the reliability of inspection: Computer inspection is not only strict, but also avoids sloppy and omissions caused by manual inspection.

Description of drawings

Fig. 1 is the flow chart of overall frame design of the present invention.

Detailed ways

The present invention will be described in detail below in conjunction with examples.

The technical solution of the present invention is described by taking the modification of a graduation thesis by using the software written by the method of the present invention as an example.

The first step is to establish a standard template

Taking Word 2003 as an example, establish a graduation thesis standard template, and edit the template through menus, toolbars, dialog boxes, etc. Some settings and definitions are as follows:

1. Page settings:

Paper Size: A4; Orientation: Portrait;

Page margins: top 3.5cm; bottom 2.6cm; left 3cm; right 2.6cm;

Header: 2.4cm; Footer: 2cm;

2. Format:

The first line of the text is indented by 2 characters, the line spacing is 22 points, both ends are justified, and the word spacing is widened by 0.5 points;

The large title is aligned in the middle, and the line spacing is 32 points;

The subtitle is left-aligned, with a line spacing of 32 points;

3. Font and font size:

Headline: boldface, number three;

Subheading: boldface, number four;

Text part: Song typeface, small four;

Header: Song typeface, number four, centered, word spacing widened by 3 points;

The content of the header is: "Graduation Design (Thesis) of Beijing Institute of Technology";

Footer: Arial, number five, centered, and the content of the footer is the page number.

After the setting is complete, save it as: Beijing Institute of Technology.dot template.

The second step, extraction rules

Run the software written using the method of the present invention, call Word to open the standard template Beijing Institute of Technology.dot established in the first step by the interface mechanism provided by Word, and obtain the page, layout, style, etc. of the document and the corresponding parameters in the template established in the previous step as follows:

1. Page setting class:

Paper: A4;

orientation: portrait;

Top Margin: 3.5cm;

Bottom margin: 2.6cm;

left margin: 3cm;

Right margin: 2.6cm;

Header: 2.4cm;

Footer: 2cm.

2. Style class:

(1) Headline:

Alignment: center alignment;

Row Spacing: 32pt;

font: bold;

Font size: No. 3.

(2) Subtitle:

Alignment: left-aligned;

Row Spacing: 32 pt

font: bold;

Font size: No. 4.

(3) Text

First line indentation: 2 characters;

Alignment: left-aligned;

Row Spacing: 22pt;

Font: Times New Roman;

Font size: small four;

Word Spacing: Widen by 0.5 points.

(4) Header:

Font: Times New Roman;

Font size: No. 4

Alignment: center alignment;

Word spacing: Widen by 3 points;

Header content: "××××University Graduation Design (Thesis)".

(5) Footer:

Font: Times New Roman;

Font size: No. 5;

alignment: center;

Footer content: page number.

The third step is to judge whether the rules meet the requirements

The rules extracted in the previous step are all compliance rules by default, but there may be special indentation methods during the text writing process. In addition, some pages may use horizontal orientation due to typesetting reasons. Therefore, the requirements cannot be fully met, so go to the fourth step.

The fourth step, edit the rules

According to the analysis in the third step, the rule of indenting the first line of the text with 2 characters is edited, that is, it is downgraded, and it is downgraded from a compliance rule to a suggestive rule, and a rule whose page setting direction is vertical is downgraded to a suggestive rule.

Step 5. Check the target document and generate a list of error reports

According to the rules generated in the third and fourth steps, the target document is checked rule by rule. Objects that do not meet the rules in the target document are recorded item by item in the form of errors or warnings, and an error report list is generated. The error report is displayed to the user in the form of a list, including: sequence number, location in the target document, and rule violation. The error report list can be saved so that the user can modify it multiple times.

The sixth step, prompt modification

According to the error or warning information in the error report list, the relevant setting dialog box can be opened by the software control Word application program written according to the present invention, or directly linked to the position in the Word document where the error is; The user can also be prompted to modify the problems pointed out in the error report item by item through dialog box, marked box or voice. The user can choose skip, previous item, next item, first item and last item. One and other functions.

The user can repeat the fifth and sixth steps until all errors are corrected.

Although the implementation of the present invention has been described in conjunction with specific embodiments, for those skilled in the art, some improvements can be made without departing from the principles of the present invention, and these should also be considered as belonging to the protection scope of the present invention .

Claims (4)

1. A template-based intelligent format checking method for Word documents is characterized in that by analyzing standard Word document templates, the rules such as document layout and styles can be obtained, and the rules can be edited, set, preserved and loaded; Then check the format of the Word document according to the rules, and give the results of the check, including pointing out the content that does not conform to the format specification and suggestions for modification, so as to help users make modifications; the specific implementation steps are as follows: The first step is to establish a standard template First, create a standard Word template; the template contains all the format definitions that need to be standardized, including page settings, layout settings, insertion formats, format styles, table styles, etc., but not limited to the above formats; the standard template has two uses: ① It is used as a template for users to edit Word documents; ②Extract rules as the basis for checking Word documents; The second step, extraction rules On the basis of establishing the standard template in the first step, open the standard template, access the standard template through the interface mechanism provided by Word, obtain the page, layout, format and other parameters of the document as rules and save them; the rules include at least two parts: Word document object and one or more attribute values; the objects in the Word document are but not limited to: paper, page, page margin, style, format, picture, table, paragraph, text; the attribute value is the corresponding value; The third step is to judge whether the rules meet the requirements Based on the rules extracted in the second step, judge whether the rules meet the requirements; if not, go to the fourth step; otherwise, go to the fifth step; The fourth step, edit the rules On the basis of the third step, if the rules do not meet the requirements, the user can edit the rules, including the following two aspects: ①Users can add custom rules, modify existing rules or delete existing rules according to actual needs; ②Users can set the importance level of each rule item by editing the rules; Step 5. Check the target document and generate a list of error reports Apply the rules extracted in the second step or the rules modified in the fourth step to check the target document rule by rule; record the problems in the document that do not meet the rules in the form of errors or warnings, and generate and display the list of error reports To the user; the error report can also be saved as a file for later viewing or modification; the content of the error report list includes but is not limited to: serial number, location in the target document, and corresponding rules; Step 6: Provide detailed modification tips On the basis of generating the error report list in the fifth step, by opening the Word application-related setting dialog box or the connection provided, find the location of the error or warning message in the Word document and provide a prompt message; Users can choose function keys such as skip, previous, next, first and last; The user can repeat the fifth and sixth steps until all errors are corrected. 2. a kind of template-based intelligent format checking method for Word documents according to claim 1, is characterized in that the method is realized by writing a program on a computer, and the program refers to an operating system that can run on Microsoft Word A dynamic link library or macro that can be run by an application, web application, or Word on your computer. 3. A kind of template-based intelligent format checking method for Word documents according to claim 1, characterized in that the fourth step sets the importance level of each rule item by editing rules, specifically comprising: 1. compliance rules; 2. Suggestive rules; ③Suggestive rules and other levels; Compliance rules are rules that must be followed; Suggestive rules are suggestions for modification, and whether to modify depends on the user; Suggestive rules only give reminders and do not need to be modified; rules can be Save as a file. 4. a kind of template-based intelligent format checking method for Word document according to claim 1, it is characterized in that the 6th step finds the position in Word document where error or warning information is located and the prompting mode of providing prompt information comprises: ① Mark it in the document by highlighting or inverting the color; ②Prompt the user to modify the problems pointed out in the error report item by item through dialog boxes, marked boxes, or voice.

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