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Note When you change the selection in the Files of type box to Recover Text from Any File, Word retains this setting and uses it the next time that you open a document. To avoid this behavior, reset the Files of type box to Word Document (*.doc).
-->Summary
This article describes how to identify a damaged document in Word 2007 and later versions. Additionally, this article includes steps that explain how to recover the text and data that is contained in a document after you have identified the document as damaged.
This article is intended for a beginning to intermediate computer user.You may find it easier to follow the steps if you print this article first.
Update Microsoft Office and Windows
Many software issues can be resolved by updating the Microsoft Office and Windows programs.
A damaged document or a software issue?
A Word document can become corrupted for several reasons that will prevent you from opening it. This behavior may be related to damage to the document or to the template on which the document is based. This behavior might include the following:
- Repeatedly renumbers the existing pages in the document
- Repeatedly redoes the page breaks in the document
- Incorrect document layout and formatting
- Unreadable characters on the screen
- Error messages during processing
- A computer that stops responding when you open the file
- Any other unexpected behavior that cannot be attributed to the typical operation of the program
Sometimes, this behavior can be caused by factors other than document damage. It is important to determine whether the document is damaged or whether the problem is a software issue. To eliminate these other factors, follow these steps:
- Look for similar behavior in other documents. Try to open other Word documents to see whether the same problem occurs. If they open correctly, then the problem might be with the Word document.
- Look for similar behavior in other Microsoft Office programs. If this is the case, then the issue might be with another application or the operating system.
If any of these steps indicate that the problem is not in the document, you will then have to troubleshoot Word, the Office suite, or the operating system that is running on the computer.
Troubleshooting steps to try if the damaged document does not open
Try the methods in the order given. If one does not work for you, try the next one.
Method 1: Open the damaged document in draft mode without updating links
Step 1: Configure Word
- Start Word.
- On the View tab, select Draft in the Document Views group.
- Select the File Menu, and then Options,and then Advanced.
- In the Show document contentsection, select Use Draft font in Draft and Outline viewsand Show Picture placeholders.
- In the General section, clear the check box Update automatic links at Open, select OK,and then close Word.
Step 2: Open the damaged document
- Start Word.
- Select the File Menu, and then select Open.
- Select the damaged document, and then select Open.
If you can open the document, close the document and then reopen it by using method 6, and repair the document. Otherwise go to method 2.
Method 2: Insert the document as a file in a new document
Step 1: Create a new blank document
- Select the File Menu, and then select New.
- Select Blank document, and then select Create.NoteYou might have to reapply some formatting to the last section of the new document.
Step 2: Insert the damaged document into the new document
- On the Insert tab, select Insert Object, and then select Text From File.
- In the Insert File dialog box, locate and then select the damaged document. Then, select Insert.NoteYou might have to reapply some formatting to the last section of the new document.
Method 3: Create a link to the damaged document
Step 1: Create blank document
- In Word, select the File Menu, and then select New.
- Select Blank document, and then select Create.
- In the new document, type 'This is a test.'
- Select the File Menu, and then select Save.
- Type 'Rescue link,' and then select Save.
Step 2: Create link
- Select the text you typed in step 1c.
- On the Home tab, select Copy in the Clipboard group.
- Select the File Menu, and then select New.
- Select Blank document, and then select Create.
- On the Home tab, select the arrow on the Paste button in the Clipboard group, and then select Paste Special.
- Select Paste link, select Formatted Text (RTF).
- Select OK.
Step 3: Change the link to the damaged document
- Right-click the linked text in the document, point to Linked Document Object, and then select Links.
- In the Links dialog box, select the file name of the linked document, and then select Change Source.
- In the Change Source dialog box, select the document that you cannot open, and then select Open.
- Select OK to close the Links dialog box.NoteThe information from the damaged document will appear if there was any recoverable data or text.
- Right-click the linked text, point to Linked Document Object, and then select Links.
- In the Links dialog box, select Break Link.
- When you receive the following message, select Yes: Are you sure you want to break the selected links?
Method 4: Use the 'Recover Text from Any File' converter
Note
The 'Recover Text from Any File' converter has limitations. For example, document formatting is lost. Additionally, graphics, fields, drawing objects, and any other items that are not text are lost. However, field text, headers, footers, footnotes, and endnotes are retained as simple text.
- In Word, select the File Menu, and then select Open.
- In the Files of type box, select Recover Text from Any File(.).
- Select the document from which you want to recover the text.
- Select Open.
After the document is recovered by using the 'Recover Text from Any File' converter, there is some binary data text that is not converted. This text is primarily at the start and end of the document. You must delete this binary data text before you save the file as a Word document.
Note
If you are using Word 2007 and there is not a file button in the User Interface, choose the Office Button and follow the directions when necessary.
Troubleshooting steps to try if you can open the damaged document
Method 1: Copy everything except the last paragraph mark to a new document
Step 1: Create a new document
- In Word, select File on the Ribbon, and then select New.
- Select Blank document, and then select Create.
Step 2: Open the damaged document
- Select File on the Ribbon, and then select Open.
- Select the damaged document, and then select Open.
Step 3: Copy the contents of document, and then paste the contents into the new document
Note
If your document contains section breaks, copy only the text between the sections breaks. Do not copy the section breaks because this may bring the damage into your new document. Change the document view to draft view when you copy and paste between documents to avoid transferring section breaks. To change to draft view, on theView tab, selectDraft in theDocument Views group.
- In the damaged document, press CTRL+END, and then press CTRL+SHIFT+HOME.
- On the Home tab, select Copy in the Clipboard group.
- On the View tab, select Switch Windows in the Window group.
- Select the new document that you created in step 1.
- On the Home tab, select Paste in the Clipboard group.
If the strange behavior persists, go to method 8.
Method 2: Change the template that is used by the document
Step 1: Determine the template that is used by the document
- Open the damaged document in Word.
- Select File on the Ribbon, and then select Options.
- Select Add-Ins.
- In the Manage box, select Templates under View and manage Office add-ins.
- Select Go.
The Document template box will list the template that is used by the document. If the template that is listed is Normal, go to step 2. Otherwise, go to step 3.
Step 2: Rename the global template (Normal.dotm)
- Exit Word.
- Select the Start** button**.
- In your operating system search for the normal.dotm. It's typically found in this location: %userprofile%appdataroamingmicrosofttemplates
- Right-click Normal.dotm, and then select Rename.
- Type 'Oldword.old', and then press ENTER.
- Close File Explorer.
- Start Word, and then open the document.
Step 3: Change the document template
- Open the damaged document in Word.
- Select File on the Ribbon, and then select Options.
- Select Add-Ins.
- In the Manage box, select Templates, and then select Go.
- Select Attach.
- In the Templates folder, select Normal.dotm, and then select Open.
- Select OK to close the Templates and Add-ins dialog box.
- Exit Word.
Step 4: Verify that changing templates worked.
- Start Word.
- Select File on the Ribbon, and then select Options.
- Select the damaged document, and then select Open.
If the strange behavior persists, go to method 3.
Method 3: Start Word using default settings
You can use the/a switch to start Word by using only the default settings in Word. When you use the/a switch, Word does not load any add-ins. Additionally, Word does not use your existing Normal.dotm template. Restart Word by using the/a switch.
Step 1: Start Word by using the /a switch
- Exit Word.
- Select the Start button and search for Run. In the Run dialog box type the following:winword.exe /a
Step 2: Open the document
- In Word, select File on the Ribbon, and then select Open.
- Select the damaged document, and then select Open.
If the strange behavior persists, go to method 4.
Method 4: Change printer drivers
Step 1: Try a different printer driver
- In your operating system search for Devices and Printers.
- Select Add a printer.
- In the Add Printer dialog box, select Add a local printer.
- Select Use an existing port, and then select Next.
- In the Manufacturer list, select Microsoft.
- Select Microsoft XPS Document Writer, and then select Next.
- Select Use the driver that is currently installed (recommended), and then select Next.
- Select to select the Set as the default printer check box, and then select Next.
- Select Finish.
Step 2: Verify that changing printer drivers fixes the problem
- Start Word.
- Select File on the Ribbon, and then select Open.
- Select the damaged document, and then select Open.
If the strange behavior persists, go to step 3.
Step 3: Reinstall original printer driver.
Windows 10 and Windows 7
- In your operating system search for Printers.
- Select the original default printer, and then select Delete.If you are prompted for an administrator password or for a confirmation, type the password, or select Continue.
- If you are prompted to remove all the files that are associated with the printer, select Yes.
- Select Add a printer or scanner, and then follow the instructions in the Add Printer Wizard to reinstall the printer driver.
Step 4: Verify that changing printer drivers fixes the problem
- Start Word.
- Select File on the Ribbon, and then select Open.
- Select the damaged document, and then select Open.
If the strange behavior persists, go to method 5.
Method 5: Force Word to try to repair a file
Step 1: Repair document
In Word, select File on the Ribbon, and then select Open.
- In the Open dialog box, click once to highlight your Word document.
- Select the arrow on the Open button, and then select Open and Repair.
Step 2: Verify that repairing the document fixes the problem
Verify that the strange behavior no longer occurs. If the strange behavior persists, restart Windows, and then go to method 6.
Method 6: Change the document format, and then convert the document back to the Word format
Step 1: Open the document
- Start Word.
- Select File on the Ribbon, and then select Open.
- Select the damaged document, and then select Open.
Step 2: Save the document in a different file format
- Select File on the Ribbon, and then select Save as.
- Select Other Formats.
- In the Save as file type list, select Rich Text Format (*.rtf).
- Select Save.
- Select File on the Ribbon, and then select Close.
Step 3: Open the document, and then convert document back to Word file format
- In Word, select File, and then select Open.
- Select the converted document, and then select Open.
- Select File, and then select Save as.
- Choose Word Document for the Save As type.
- Rename the document's file name, and then select Save.
Step 4: Verify that converting the document file format fixes the problem
Verify that the strange behavior no longer occurs. If the behavior persists, try to save the file in another file format. Repeat step 1 to step 4, and then try to save the file in the following file formats, in the following order:
- Webpage (.htm; .html)
- Any other word processing format
- Plain Text (.txt)
Note
When you save files in thePlain Text (.txt) format, you might resolve the damage to the document. However, all document formatting, macro code, and graphics are lost. When you save files in thePlain Text (.txt) format, you must reformat the document. Therefore, use thePlain Text (.txt) format only if the other file formats do not resolve the problem.
If the strange behavior persists, go to method 7.
Method 7: Copy the undamaged parts of the damaged document to a new document
Step 1: Create a new document
- In Word, select File, and then select New.
- Select Blank document, and then select Create.
Step 2: Open the damaged document
- Select File, and then select Open.
- Select the damaged document, and then select Open.
Step 3: Copy the undamaged parts of document, and then paste the undamaged parts to the new document
Note
If your document contains section breaks, copy only the text between the sections breaks. Do not copy the section breaks because this might bring the damage into your new document. Change the document view to draft view when you copy and paste between documents to avoid transferring section breaks. To change to draft view, on theView tab, selectDraft in theDocument Views group.
- In the damaged document, locate and then select an undamaged part of the document's contents.
- On the Home tab, select Copy in the Clipboard group.
- On the View tab, select Switch Windows in the Window group.
- Select the new document that you created in step 1.
- On the Home tab, select Paste in the Clipboard group.
- Repeat steps 3a to 3e for each undamaged part of the document. You must reconstruct the damaged sections of your document.
Method 8: Switch the document view to remove the damaged content
If the document appears to be truncated (not all pages in the document are displayed), it might be possible to switch the document view and remove the damaged content from the document.
- Determine the page number on which the damaged content is causing the document to appear to be truncated.
- In Word, select File, and then select Open.
- Select the damaged document, and then select Open.
- Scroll to view the last page that is displayed before the document appears to be truncated. Make a note of the content which appears on that page.
- Switch views, and then remove the damaged content.
- On the View tab in the Document Views group, select Web Layout or Draft view.
- Scroll to view the content that was displayed before the document appeared to be truncated.
- Select and delete the next paragraph, table, or object in the file.
- On the View tab in the Document Views group, select Print Layout. If the document continues to appear to be truncated, continue to switch views and delete content until the document no longer appears truncated in Print Layout view.
- Save the document.
It's fast, it's powerful, and its very name suggests that it does something technical: grep. With this workhorse of the command line, you can quickly find text hidden in your files. Understanding grep is the first step in joining the guild of command-line wizards.
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Why Not Use the Finder?
It's easy to find files with the Finder when you know their names. But the grep command is a time-saver when you're trying to find what's inside files. You can use grep easily from the command line to search for specific text, and you'll get results in seconds. (You can also use grep within certain text editors.)
The Finder offers a similar function: the Find By Content search. (Press Command-F in the Finder, select Content in the Search For Items Whose pop-up menu, and enter a search string in the text field.) But the Finder searches only inside files it has indexed, and it ignores hidden system files unless you expressly choose to search for visible and invisible files and add your System folder to the search.
The Finder also lacks grep's flexibility: while it's good for searching for a specific word (for example, Walden ), it becomes less useful when you want to find a longer string. Search for Walden Pond, and it returns all files that contain either Walden or Pond.
Using grep also gives you access to regular expressions. These combinations of letters, numbers, wild cards, and other special characters let you find much more than mere words. You can search for just about any string of characters: IP addresses in log files; phone numbers in contact lists; or specific strings containing a series of numbers, letters, or other characters. Using regular expressions, you're limited only by your imagination.
Get a Grip on Grep
The grep command looks inside one or several files for the string, or text, you specify. Its syntax is:
grep options search_string file...
.At its most basic, you tell grep what to look for and where:
grep AppleTalk /etc/services
, for example. Here, you tell grep to look for AppleTalk in the services file located in the /etc directory. (This useful file contains a list of network port numbers for commonly used services.) The command displays each line that contains your search string:And so on. You can use the familiar asterisk (
*
) wild card to have grep search a group of files in the current working directory, as in grep Walden *
. This command searches all the files in the current directory for the word Walden, returning the following:And so on. As the above example shows, the search returns several matches. The first, Walden.doc, is a Word file. The grep command calls such proprietary file types binary files. It can't display the contents of binary files, but it can search inside them and tell you if something matches. The next examples come from plain-text files, for which grep can display the results. You see the file name, followed by a match of the search string in its context.
You can search for any multiword text string by enclosing the string in single quotes. For example, if you want to search for the phrase Walden Pond,you'd type
grep 'Walden Pond' *
.Note that grep doesn't like Macintosh line breaks. It returns lines containing the search string, but it doesn't see Mac line breaks as anything other than characters. In such a case, the “line” it returns is the entire file; this can dump a lot of text into your Terminal window.
In the previous example, grep ran in a specific folder, checking all the files it contained. What if you want to run grep on a folder and its subfolders, or you want grep to look for the string regardless of case? You need to add options. For example, to search for Waldenanywhere in a folder or its subfolders, use the
-r
(recursive) option: grep -r Walden ~/Documents/*
.Fine-Tune Your Searches
To Find… | Use This Option | Example |
---|---|---|
Text in subfolders | -r | grep -r Walden ~/Documents/* Finds Walden in any file in any subfolder of ~/Documents. |
Whole words only | -w | grep -w live Finds only live ; does not find liver , lives , lived , and so on. |
Case-insensitive text | -i | grep -i pond Finds pond , POND , or Pond . |
File names only | -l | grep -l Walden Finds files containing Walden , but returns only a list of file names. |
Number of occurrences only | -c | grep -c Walden Returns the names of files containing Walden and the number of hits in each file. |
The grep command has several options that let you fine-tune the way you search for text, as well as the kind of results grep returns. Get started with the helpful options listed here. (Note that you can also combine options—for instance,
grep -rl Walden
searches subfolders and returns only a list of files containing the word Walden .)Search for Multiple Strings
Using the pipe (
|
), a Unix redirection operator, you can tell grep to search for more than one string. Say you want to find files containing both Walden and Pondon the same line. You'd use this command: grep Walden * | grep Pond
. The first part of the command looks for the word Walden in any files in the current directory, and the second runs another grep command on the results of the first command. Terminal displays only the final results of the two commands combined.You could string together many grep commands, like this:
. This command looks in a special dictionary file for words containing the lowercase letter a. It then looks for words containing e in the results, and so on, finally returning only those words that contain all five vowels.
This function of grep is most useful when you're searching for specific strings in output from other commands. In this way you can whittle down long and complex output. For example, here's a common way to find the process ID of a program that's stuck so you can force-quit it from the command line: type
ps -ax | grep Finder
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This command first gets a list of all processes running on your Mac, and then sifts through this list looking for lines containing the word Finder. For example, your results might be as follows:
The process ID is the first number on each line; here, the Finder is 390. (You'll notice the command also returns itself; since the word Finderis in the grep command, that gets listed as well.) So if the Finder is stuck, this gives you the information you need to force-quit it. Now you would type the command (where the process ID is the final argument)
kill -9 390
.Add Regular Expressions to the Mix
While you have seen some of the power of the grep command, you can go much further using regular expressions, special combinations of characters that act as wild cards. Here are a few examples.
If you're not sure how to spell the word separate, for example (is that an a or an e?), run this command to check the special dictionary file hidden in your Mac's entrails:
What Kind Of File Is Text In Numbers For Macbook Pro
You'll get back a list of words that includes separate, separately, separately, separateness, and separates.
What Kind Of File Is Text In Numbers For Macs
Note the two special characters in the command: the caret (
^
) and the dot (.
). The caret tells grep to search for the string at the beginning of a line, so the results don't include words like inseparate. The dot matches any character except a new line.What if you want to find all the phone numbers in a specific file? Try this command, which will find phone numbers in the 555-1234 format:
.
Each of the
[0-9]
wild cards matches any character in the range specified in brackets. You can use ranges such as[1-3]
to limit your search to specific strings. This works for letters, too:[a-n]
matches any lowercase character from a to n.You can build your own range with sets of characters—for example, [aeiou]
will match only vowels. You can learn more about regular expressions by typingman grep
in Terminal, or by consulting Jeffrey Friedl's excellent book Mastering Regular Expressions, second edition (O'Reilly, 2002). With a bit of practice, you'll be using grep and regular expressions to find anything you want.How To Rotate Text In Numbers For Mac
Kirk McElhearn is the author of The Mac OS X Command Line: Unix Under the Hood (Sybex, 2004). His blog, Kirkville, has articles and tips on using the command line with Mac OS X. ]
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