Creating a line numbered transcript from Wordâ„¢ or WordPerfectâ„¢

Creating the File:

When creating transcription in word processing software such as Microsoft’s Wordâ„¢ or in WordPerfectâ„¢, the output file will not maintain the formatting that the transcriptionist has on their computer when creating the file. The formatting will be altered to match the margins of the end user which may result in more characters per line or more lines per page.

When adding the page numbers to the transcript pages it is best to place the page numbers on the right side of the page inside either the header or footer. This will alleviate any confusion during the import of the file into transcript management software. In some applications during the import process the page number may be mistakenly identified as a line number when it is left justified in the header or footer.

Another tip to creating a file that is consistent from the transcriptionist to the client is to set the line spacing as “exactly” rather than selecting the default 2.0 line spaces. This change will not be evident unless there is an ascending character such as a degree symbol, or other accent symbols that may cause a page to have fewer lines than intended.

The dialog box shown below is from Word, using the paragraph “line spacing options” and I have set the line spacing to create a 24 line transcript with my margin settings.

Select line spacing "exactly"

Your setting may vary depending on the number of lines you wish to deliver, and the top and bottom margins you use
on the page.

Creating a file with line and page numbers embedded:

If you are satisfied with the transcription as it appears on your screen in your version of the software you want to ensure that every client gets a file that matches the file you created for delivery. To do this you can “Print to file” using the generic printer that is included with every windows operating system.

Adding the generic printer is easy using the “add a printer” command in the “Devices and Printers” window. Follow the prompts to add a printer and select “Generic/Text Only” printer.  Step one is to add a local printer, click on the box “Add a Local Printer”.

Choose a printer port Choose the type of printer you want to install
Next from the "Use an Existing port" drop down dialog
box select "FILE (Print to File), and click "next".
To select the printer, scroll down in the "manufacturer"
box to "Generic" and in the printers box select
the "Generic/Text Only" printer and click "Next".
choose generic printer  
Follow the prompts to finish the installation.
You can safely use the “driver that is currently installed”.

Output the file, or print to file, by using the windows print command and selecting the “Generic/Text Only” printer. If in the previous steps you selected the printer port as “print to file” the dialog box will open to select the location you wish to save the file in. If you did make the selection of the printer port as “print to file”, you can check the “print to file” box in the print window.

This will create a file in the designated location with the .prn extension. You can either “rename” the file to have a .txt extension or you can open the file in WordPad and select “save as” to save the file as an ASCII text file that contains the formatting for line numbers, and line length that matches the formatting from your software application.

This ASCII file is suitable for import into a number of applications and the file will open with consistent line and page information across multiple transcript software packages. Using this file to create a YesLaw PDF will result in a transcript that has the additional features of a full function transcript, which includes a fully hyperlinked word index, bookmarks for every page and Hyperlinked exhibits among other features.

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