REGISTRATION FORM ================================================================= * You can print this order form by typing from the DOS prompt "copy register.txt prn" or "print register.txt". (NOTE: DO NOT TYPE THE QUOTATION MARKS). Make sure your printer is on before you issue any DOS commands. This "BOOK" is a part of a series of electronic books entitled QUICKSTART. This is NOT public domain or free software, but is being distributed as "shareware". The author is more interested in helping to educate the computer user than in making a great deal of money. The QUICKSTART series is copyrighted (C) 1992-1995 by Mark N. Greening. * When you register you will receive the newest version of of the file that you request, personalized to you and it will be printable. There will also be a free gift(s) included on the disk. * As a registered user you will be eligible for free upgrades for a period of two (2) years. Please register using the form below. Individual registrations for any of the QUICKSTART electronic books costs $5.00 for a 5 1/4" diskette and $6.00 for a 3 1/2" diskette. Please include $3.00 for postage and handling. To register any of the QUICKSTART electronic books, please fill out this form and send it with a check or money order to COMPUTER SERVICES P. O. BOX 835277 Douglasville, GA 30135-5220 NAME: __________________________________________ ADDRESS: ______________________________________________ ______________________________________________ ______________________________________________ Please send me: # COPIES PROGRAM NAME (see below for TOTAL list of names ________ _____________________________ _________ ________ _____________________________ _________ ________ _____________________________ _________ ________ _____________________________ _________ SHIPPING & HANDLING $3.00 SALES TAX (Georgia residents add county sales tax.) _________ TOTAL _________ Disk Size: | | 5 1/4'' | | 3 1/2'' Where did you get this program?__________________________ _________________________________________________________ Comments/Suggestions ________________________________________________________________ _________________________________________________________________ _________________________________________________________________ OTHER ELECTRONIC BOOKS FOR QUICKSTART: CLCTBOOK A collection of DOS and WINDOWS information that is difficult to find or you will never find anywhere else. DOSBOOK A handy and easy to understand DOS training manual. Does a terrific job in batch file programming. EXLBOOK Covers all of the basics in using the excel and provides tips that are not presented in the original users manual. WORDBOOK Microsoft Word for Windows. Learn all of the basics of one of the most popular and powerful word processors in use today. WINBOOK A handy trainer and reference manual for all of the basics in Windows. Includes some special tips from the pros. 123BOOK The parent of spread sheets. Covers everything you need to know about the DOS version of one of the greatest software packages ever sold. WP51BOOK A great trainer and reference manual for all of the users that are still using the mainstay of Wordperfect for DOS. PCBUY A great collection of notes and information that you need to know when shopping for a PC. ---------- QUICKSTART LOTUS ver. 2.4 TABLE OF CONTENTS TOPIC PAGE NUMBER Table of Contents Getting Started What is a Worksheet? Maneuvering Through the Worksheet The Function Keys The Control Panel The 1-2-3 Menu Saving Work Retrieving A File Leaving 1-2-3 Starting A Worksheet Copying Areas of a Worksheet Sample Worksheet Labels Formulas Functions Other Math Symbols Printing The Worksheet Setup String A Typical Print Settings Screen Dressing Up The Worksheet Other Commonly Used Features Directories & Files Macro Creating A Macro Macro Tips Create A Macro With The Learn Feature Sample Macros Procedure For Copying Headers Procedure For Entering Consecutive Numbers 27 Using Help In Lotus Lotus Installation GETTING STARTED There are two ways to start Lotus: Change to the directory that contains the Lotus files and type the command: 123. This will bring up the Licensing Screen and then go immediately to the spread sheet service. A batch file can be used to start the program. E.G., with a batch file called "3.BAT", start up the DOS editor by typing EDIT BAT... when the editing screen appears, type in the following series of commands: ECHO OFF CD\123 The 123 command executes a file called 123.EXE which starts the software. The second way to start LOTUS is to change to the directory that contains the Lotus files and type the command: LOTUS. This will bring up the access menu: Create worksheets, graphs, and databases 1-2-3 PrintGraph Translate Install Exit The normal spreadsheet service can be started from here also with the 1-2-3 selection. The graph service can be started from here. Translate will convert files from other softwares. The Install feature lets you make changes in your set up of the software. A batch file can also be used to start this part of the program also. E.G., with a batch file called "L.BAT", start up the DOS editor by typing EDIT L.BAT... when the editing screen appears, type in the following series of commands: ECHO OFF CD\123 LOTUS The LOTUS command executes a file called LOTUS.EXE which starts the software. WHAT IS A WORKSHEET ? Anything that is put on paper and contains calculations of any type can be done on a spread sheet. A spread sheet does not have to contain numbers alone. It can also contain, e.g. a letter with calculations or a chart with some calculations. The Worksheet as provided by LOTUS is quite large and probably will have the capability of producing a spreadsheet that would be larger than would fit into the memory of your computer. The Worksheet contains 256 columns (left to right) and 8,192 rows top to bottom). It can be easily be seen that this can be enormous in size. Spreadsheets can be linked together so that calculations of one sheet will produce results in another Worksheet. MANEUVERING THROUGH THE WORKSHEET CELL POINTER The cell pointer is the highlighted rectangle. You move the cell pointer to where you want to enter data, perform a calculation, or begin a command. The cell that contains the cell pointer is called the current cell. CURRENT CELL This is the cell that your next entry or procedure will affect. ARROW KEYS Each press of the arrow key will move the cell pointer one space in whatever direction you pointed it in. TAB KEY Press the tab key once and the cell pointer will move one screen to the right. Hold down the shift key and press the tab key and the cell pointer will move one screen to the left. PAGE UP/DOWN Pressing page down/up will move the cell pointer 21 cells in the direction that you commanded. HELP On line help is always available by pressing the F1 key. A main help menu will appear. There are many more special uses of the KEYS that will be covered as we move on. See the USING HELP topic near the end of the manual. MANEUVERING (CONT'D) The ESC escape key is used to return the program to the READY mode when there is an ERROR. It also moves you through the program to the next higher level in the menu structure. Pressing ESC will cancel a potential entry or current function of a menu command. CTRL When the CTRL key is held down while the BREAK key is tapped, this stops a macro from running and returns the program to the READY mode. This key combination is also used to stop the printer from completing a print routine sent by Lotus 1-2-3. When the CTRL key is held down while a left or right arrow is pressed the cursor moves one complete screen. SHIFT The SHIFT key is used to access the capital letters, uppercase letters, and symbols above the number keys of the central keyboard. The ALT key is used in conjunction with any single letter key or 0. The ALT key is held down and then another single key is tapped. This combination invokes a macro. When ALT and 0 is combined on a spreadsheet, the macro will execute automatically when the file is retrieved. Some of the command key functions involve the use of this key. Hole down the ALT key and press the function key desired. Eg. the ALT-F3 combination will list the available range names on the Worksheet that you are on. MISC In addition to the special keys described thus far, Lotus allows the use of the keys Home, End, Ins, Del, and Backspace. A brief explanation follows: Home: Moves the cursor to cell A1. End: Combined with other keys; large cursor moves Ins: Inserts characters on edit line Del: Deletes characters on edit line Backspace: Erases characters on edit line THE FUNCTION KEYS Anytime that you are using Lotus 1-2-3 you have access to the product's help screens. The help screens are situation sensitive, so if you are having trouble entering dates, writing formulas, etc... press F1 and you will have some on-line help immediately displayed on your screen. Edit mode for cell entries. After you have entered data, in the form of formulas, values, labels, functions, macros, etc..., you may find an error or two. Editing and debugging is a normal process in Lotus 1-2-3 and the F2 function key is an important key to learn how to use. Displays Range Names Inputs Absolute/Mixed Addresses GOTO a Specified Address Changes Window Position Repeats Data Query Repeats Data Table Operation Recalculates the Worksheet Redraws the Current Graph THE CONTROL PANEL The Control Panel and general Lotus 1-2-3 screen features provide you information regarding what is happening within the Lotus program. There are five main sections to the Lotus screen: Control Panel First Line: Current Cell A1 Second Line: What is being entered or edited Third Line: Description Line referring to the Current Command Menu, if any Borders Below the Control Panel is the horizontal reverse video border which contain letters designating columns. The left side of the Worksheet is a vertical reverse video border which contain numbers for rows. WORKSHEET Within the reverse video borders are the cells of the Worksheet. The cells will contain the values, formulas, and labels that you will enter while building your financial models. Mode Indicators The mode indicators tell you what function of the program you are currently using. Indicators are displayed at the top right corner of the screen. MODE INDICATORS READY 6. FILES 11. FIND VALUE 7. MENU LABEL 8. HELP EDIT 9. ERROR POINT 10.WAIT Other program indicators tell you what special Lotus 1-2-3 features you are currently using. PROGRAM INDICATORS CMD - Keyboard Macro Active SST - Single step execution of macros STEP - Stepping through a macro END - The END key has been pressed CALC - CALC key must be pressed for Worksheet recalculation CIRC - A circular reference has been found THE CONTROL PANEL (CONT'D) Program Key indicators tell you what special key is currently activated within Lotus 1-2-3. TOGGLE KEYS The keys NUM, CAPS, & SCROLL are keys that turn ON/OFF each time you press them. Messages When an ERROR occurs the program will 'beep' and display a flashing ERROR and a message. THE 1-2-3 MENU Just press the "/" (forward slash key) and the main menu will appear at the top of the screen. Just pressing the first letter of the command will activate that command. It is not necessary to move the cell pointer over the command that you want. If you want HELP with a particular command, place the cell pointer over that command and press F1. MENU WORKSHEET Range Copy Move File Print Graph Data System Add-In Quit Global Insert Delete Column Erase Titles Window Status Page Learn Note that while the menu is up, the cursor (pointer) can be navigated across the menu selections. Each selection on the first line will change the listing of selections on the second line. In the lower left corner the date and time will appear or the current filename can be made to appear. In the lower right the status of some of the keys will be displayed i.e. NUM (numlock), OVR (insert), CAPS (capslock). Error messages will also be displayed such as CIRC (circular reference). Also the status of the UNDO feature. SAVING WORK It is extremely important to get in the habit of saving work on a regular basis, especially if your spreadsheet is becoming complex and large. The following series of commands will do a filesave: FILE SAVE and then begin typing a file name if it does not already have one, or the name of the current file will appear, and just select to save it and then replace its predecessor or begin typing a new name to replace it with a new file name. NOTE: all files are saved with the .WK1 extension. You cannot elect to put an extension on the filename. Developing a good work habit of "FILE SAVING" will save you a great deal of time some day. RETRIEVING A FILE The following series of commands will enable you to retrieve a file. FILE RETRIEVE Begin typing the name of the file that you want to retrieve or put the cellpointer on the file that you want to retrieve. Press the F3 key for a better display of the available files that can be retrieved. LEAVING 1-2-3 The following commands will quit the Worksheet and return you to DOS. QUIT YES If you have work that has not been saved, you will be prompted to save it or you can exit anyway. If you choose to save it, you will have to use the "SAVING A FILE" as shown above. STARTING A WORKSHEET Place the numbers 1 through 6 vertically in the first four columns: TOTAL TO 5 -6 TO 5 /6 We will perform the following functions on each of the columns: 1) add the column of numbers 2) provide the average number 3) add the first five numbers and subtract the sixth and add the first five numbers and divide by the sixth. COPYING AREAS OF A WORKSHEET To copy any part of a Worksheet, place the pointer where you want to start and type: copy and then highlight the range that you want to copy and press enter. Then move the cell pointer to the new location, anchor the location with a " . ", highlight the area that you want to copy to, and then press enter. EXERCISE Practice copying the columns of numbers. And then copy the formulas. SAMPLE WORKSHEET Type in the following information for a Worksheet. NOTE: The spaces in the cells & columns shown here leave room for the formulas on lines 10 and 17. Also note that the column A is wider than the other columns. This is done with the commands: Worksheet Column Setwidth Then set the width for 24 spaces. PROFIT AND LOSS PROJECTION - 1989 Q1 Q2 Q3 Q4 Revenues Product Sales Rentals Maintenance Fees TOTAL Cost of Sales Material Costs Packaging Costs Shipping Costs Sales Commissions TOTAL THE FORMULAS The correct formulas that should appear in each cell are as follows: B10 @SUM(B7..B9) C10 @SUM(C7..C9) D10 @SUM(D7..D9) E10 @SUM(E7..E9) B17 @SUM(B13..B16) C17 @SUM(C13..C16) D17 @SUM(D13..D16) E17 @SUM(E13..E16) FORMULAS (CONT'D) To add the column of figures for the total revenues, the formula can be entered as +B7 +B8 +B9. However, if there were a larger column of figures a simpler way would be to add the range of numbers that you want totaled. RANGE A range can be a single cell, a single row or column of cells or a block of cells composed of many rows and many columns. A range address identifies the location of a range in the worksheet. A range address consists of the cell addresses of the first and last cells in the range, connected by two periods. LABELS Labels are text entries that identify information in a worksheet. For example, the label Rentals identifies the row that will contain the rental expenses. If you have a need to use a number as a LABEL, merely start typing the line with an apostrophe " ' ". 1-2-3 will then identify the information as a label and not include it in a calculation. FUNCTIONS Using @SUM to Add Values You can also use a special type of formula called an function (pronounced "at function") to perform a calculation. An @function lets you specify the type of calculation you want to perform without using mathematical symbols such as +. Using the range, the formula now becomes @SUM(B7..B9). If there were a larger range of numbers involved, this calculation would have been quite simple for you to make. Add a column to the right side of the sheet that will add the quarterly incomes. This cell will need to be wider. We can copy the formula that we have made to the remaining quarterly columns. Place the pointer in cell B10. Using the command: COPY Press enter for this cell to be copied. Then move the pointer to the location to start copying. Press the "." to anchor the location, expand the pointer to cover the range that you are copying to and press enter. FUNCTIONS (CONT'D) Add a column to the worksheet next to the Q1 Q2 etc for TOTAL (being total income reading horizontally). The formula for these cells horizontally is @SUM(A7..E7). The same copy technique can be used to duplicate this formula down the sheet. In creating formulas for the bottom part of the sheet, you will need to create the first formula for the vertical columns so as to include all four cost figures. If you tried to copy the upper formula, the new formula would only add three cells because that is all there is in the upper formulas. In copying the formulas for the right columns, the upper formulas can be used in the lower cells because they add the same number of blocks. OTHER MATH SYMBOLS EXPONENTIATION- uses the carat e.g. the number 2 squared is (2)^2. ADDITION or SUBTRACTION - are accomplished with the + or signs. e.g. +4-2 or +4+2. In either event, the formula must start with a PLUS sign. MULTIPLICATION is accomplished with the * sign, e.g. 2*2 DIVISION is accomplished with the forward slash, e.g. PRINTING THE WORKSHEET The commands: Print Printer Range Type in the range of the spread sheet, A1..F17 Align If everything is set up with the printer properly the spreadsheet will print at the GO command. If you need to EDIT the setting on the printer setup screen, press the F2 key and press each highlighted letter that you want to change. Keep TABBING thru the selections and change the ones that you want. When you reach OK, press ENTER and you will be returned to the normal print settings screen. SETUP STRING It will be necessary to specify a setup string in order to print the "characters per inch" that you want. Below is a listing of the set up strings that you can use: SIZE STRING cpi \018 cpi \027\058 cpi \027\103 cpi \015 cpi \027\015 To enter a SETUP string, use the following commands: Print Printer Options Setup Then type in the SETUP string that you want A TYPICAL PRINT SETTINGS SCREEN A simple settings will contain the following: Range: [A1..F18 Margins Left: [2 ] Top: [0 Right: [240] Bottom: [0 Destination Printer ( ) Encoded file Text file ( ) Background File name: [ Page length: [66 Setup string: [\018..........] DRESSING UP THE WORKSHEET WITH FORMAT You can display your information on the Worksheet with commas, decimals, dollar signs, as percents, etc. It is safer to use the Range Format commands so you do not get unwanted formatting somewhere else in the spreadsheet. Be careful not to get the spreadsheet to cluttered when trying to dress it up. The sample Worksheet above has already been formatted with a comma. This needs to be commanded. It does not happen by itself. FORMATTING (CONT'D) The command for formatting the comma are: Range Format Type in the number of decimal place that you want and then type in or highlight the range that you want to format. Enter and the range will be formatted. There are other formatting choices available: Fixed Sci Currency , General +/- Percent Date Text Hidden Reset ADDING COLUMNS & ROWS Sometimes it is helpful to add extra columns and/or rows to make the spreadsheet more readable. The commands are: Worksheet Insert Column/Row You will be given a choice to select either, and then the column or row will be added. In the case of an added column, you will probably want to adjust the width of the new column so it fits the spread sheet better. The commands for this are: Worksheet Column Set-width And either use the arrow keys or type in the number for the column width that you want. OTHER COMMONLY USED FEATURES COPY - As previously covered, you can use this feature to copy data as well as cell formulas. Place the pointer in the cell that you want to copy (or beginning of the range that you want to copy), and use the following commands: Copy Lotus asks copy what. Specify the cell or range by typing in the range or just highlighting the range. Press Enter, and then Lotus will ask you "To where?" Type in the range you want the information copied to or anchor the new location with a "." and highlight the range that you want the information copied to. Press Enter and the operation is complete. FEATURES (CONT'D) MOVE - Works the same as the COPY command, except that the original information will be lost from its original location and permanently moved to the new location that you specify. EDITING - After data or labels are typed in a cell, the information can be simply edited by pressing the F2 key. You can then use the arrow keys to move the cursor to the position that you want to change/edit and make the necessary changes. EXITING TO DOS - Sometimes you may want to EXIT (SHELL) to DOS to perform some DOS functions. The commands are: System At this time, you can perform whatever functions when you are ready to return to the spread sheet, type the word EXIT and press Enter. WORKSHEET TITLES - Some times when you are working with a large spreadsheet, you will want column and row identifications to remain on the top and side of the screen as you work on another part of the spreadsheet. Place the cell pointer below and to the right of the column and row markings that you want to remain. Then issue the commands: Worksheet Titles Both You will be given a selection of "Both Horizontal Vertical Clear" After your selection, you will be returned to the ready mode. NOTE: Scrolling down will keep the column headings at the top of the screen. Scrolling to the right will keep the row markings on the screen. ERASING A WORKSHEET - Sometime you will want to erase an entire worksheet for various reasons. The commands: Worksheet Erase You will be prompted to save the worksheet if you want to keep a copy. If you really do not want it, press Y for yes and it will be erased. FEATURES (CONT'D) HAVE THE CURRENT FILE NAME AT THE BOTTOM - It is usually convenient to have the filename of the document that you are working on to appear in the lower left corner of the sheet. To accomplish this, use the following commands: Worksheet Global Default Other Clock Filename Update Quit After this is set, the current filename will always appear in the lower left corner. If a filename does not appear, that means that you have not named the file that you are working on. USING THE UNDO FEATURE To activate the UNDO feature, issue the following commands: Worksheet Global Default Other Undo Enable Update Quit You will be returned to the spreadsheet at this time and you will note that the UNDO indicator is lit. To use, merely press the key combination of ALT-F4 and your last entry will be erased. CIRCULAR REFERENCE A circular reference occurs when a formula refers to itself, either directly or indirectly. When this occurs, the CIRC indicator will be displayed at the bottom of the screen A ROW OF LINES To produce a row of characters such as -, =, or | you need to press the backslash and then the character that you want to appear in the entire cell. This cell information can also be copied to create a series of horizontal or vertical lines. DIRECTORIES & FILES Information is organized into groups on disks. These groups are called files. The files are then generally grouped into directories. (as you have already seen in the DOS directory). Picture a file cabinet, with different drawers, with different file sections in each drawer, and with files in each file section. Valid directory names can have up to eight characters. For example: DIRECTOR can be a valid directory name. The directory name will appear as "DIRECTOR DIR" in the directory listing. File names will appear as "GORILLA BAS". There is a period between the parts of the name. Every file on a disk has a name. The first name can be up to eight characters long and an optional extension can be up to three characters long. e.g. GORILLA.BAS DOS needs more than a files name before the file can be accessed. DOS needs to know where the file lives. Files may be on diskette drives, hard disks, or even tapes. The devices that files can go to are called peripherals. Every peripheral has a name. The floppy drives can be A: B: and the hard disk can be C: Disk can be sectioned off into directories. To access a file, DOS needs to know the following three things: The name of the peripheral device that the file is on. The name of the directory in which the file resides. The name of the file. All of these things make up a files FULL NAME. This full name is called the FILESPEC. Remember the samples on the TEST disk. The FILESPEC for GORILLA.BAS is A:\TEST1\TEST2\GORILLA.BAS. DIRECTORIES AND FILES (CONT'D) The FILESPEC for a file has four parts: drive name, directory name, filename, and extension. The filename can have up to eight characters. The extension is optional and is used to identify sets of files. Extensions are a "." followed by one to three characters e.g. C:\DOS\GORILLA.BAS This is a basic program on the hard drive. DOS is the directory that GORILLA.BAS resides in. TEST DISK TEST DRIVE FOR DIRECTORIES & FILES: Insert a test disk into drive A: and change to the A:. Make a directory called TEST1 MD TEST1 Change to the directory TEST1 CD TEST1 Make a directory TEST2 MD TEST2 Change to the directory TEST2 CD \TEST1\TEST2 Copy the file GORILLA.BAS from the DOS directory on drive C: COPY C:\DOS\GORILLA.BAS Change back to the root directory of drive A: Type TREE and you will see a tree structure of the two directories. Type TREE/F and you will see the tree structure that will include the file that you copied from the DOS directory. The file spec of GORILLA.BAS is A:\TEST1\TEST2\GORILLA.BAS A:\ B:\ and C:\ are DIRECTORIES. Directories can have directories inside them (called subdirectories) as well as files. Since A:, B: AND C: are the names of drives, the \ stands for a special directory called the ROOT DIRECTORY. Another way you can look at the ROOT DIRECTORY is as a directory that is not contained in another directory. The subdirectories under A:\ B:\ and C:\ can have names exactly like files. That is their length can be from one to eight characters with a period followed by an optional one to three character extension. A SAMPLE DISK STRUCTURE MARK SAMPLES | \ DIR1 DIR2 / DIR3 DIR4 DIR5 In this example, there are eight directories on disk C:. C:\ is the ROOT DIRECTORY. In side C:\ there may be files or other directories. I did not list any files here, just the directories that are under C:\. You can list the directories under C:\ too! Just type: TREE C: and press ENTER. Spend some time with the "TEST DISK" in making directories, subdirectories, copying files into them and using the TREE & TREE/F commands. The following are true statements concerning directories and files: Directories are groups of files. Directories allow you to group related files together. Subdirectories can have any number of files or subdirectories in them. You can have as many subdirectories on a disk as there is physical room. Subdirectories can have character names with a 3 character extension. Directories grow and shrink as files and subdirectories are added and deleted. A directory can be empty just as a file cabinet can be empty. DIRECTORIES AND FILES (CONT'D) The CURRENT directory is where DOS will search for a file if you enter the name without specifying a directory path. When you start up DOS, the current directory is the root directory, unless you start with something else specified in the AUTOEXEC.BAT file. The CD (CHDIR) command will change the current directory. To specify a PATH to a file, you just separate the directory names with a \ (backslash). All paths to a file must start with the root directory or the current directory. WILDCARDS Instead of using the exact filename and extension, you can use a pattern that describes many files. A QUESTION MARK ? stands for any single character. B:??? means all files with at least a three letter character filename and no extension. An ASTERISK * represents any number of characters. *.BAS matches on all files on the default drives with the BAS extension. REVIEW THE FOLLOWING: A:????????.??? The eight ?'s in the filename position represent any string of eight characters or less. (any legal extension). So all files on the disk are listed. A:*.* The *.* means all files with any name or extension will be listed, in other words, all files on the disk. A:*.??? The * in the filename position means all files with any name of any length and the .??? means the same for any extension. Once again all files are displayed. DIRECTORIES AND FILES (CONT'D) You can use these shortcuts with a path specification too. For example, to reference all files in the SAMPLE directory on drive C:. The path to use would be.: C:\SAMPLE\*.* Again, the shortcut path specification for all files in the TRYIT directory (which is a subdirectory of SAMPLE, would be: C:\SAMPLE\TRYIT\*.* Some actual use examples of this would be: COPY C:\SAMPLES\RICK\*.* A:/S (The /S will copy any further subdirectories that may exist). DEL *.* Will delete all files on the current drive and in the current subdirectory). MACRO What is a macro? It is a feature where you can bundle a number of steps or operations (instructions) into one step or operation. For example, you can use a macro to print a certain range in a spread sheet, or insert a date or a fixed set of figures into a spreadsheet. Why? To make your work quicker and easier. CREATING A MACRO Entering a Macro Now you'll create and run this macro by following these steps: Name the Macro (Range, Name, Create) and then type in the name of the macro. (eg. MACRO) You must name a macro before you can use it. Then type in the range where the Macro commands will appear. The first line of commands needs to start with a "/". In order to identify it as a label, place an " ' " in front of it. In the example, the first contains /PPR. This is the series of commands for Print,Printer,Range. You can give a description in cells next to the commands. The next row specifies the print range. Note that the range must end with a tilde " The tilde simulates the pressing of the enter key. The last line in the example "AGPPQ" are the commands for ALIGN, GO, PAGE, PAGE, AND QUIT. The name on the left and the description on the right are only window dressing and do not perform any actual function other than to remind you of the name of the macro and what you designed it to do. It is a good idea to enter this information, in case you do forget what you did. MACRO /PPR THIS MACRO WILL PRINT THE A1..H18 RANGE OF A1..H18. AGPPQ MACRO TIPS Here are some useful tips to keep in mind when you create your own macros: Plan the macro by performing the task manually and writing down the keystrokes. If you're creating a macro in a worksheet that contains data, make sure you enter the macro in an area that will not interfere with the data. CREATE A MACRO WITH THE LEARN FEATURE Using the learn feature. When you use the learn feature, automatically records your keystrokes as you perform the task you want to automate. You just need to follow these basic steps: Step 1 Specify a range for the macro. /WLR and then type the range for the macro. Step 2 Turn on the learn feature by pressing ALT-F5. Step 3 Perform 1-2-3 tasks that you want performed/recorded in the macro. Step 4 Turn off the learn feature by pressing ALT-F5 again. For example, suppose you want to use the learn feature to create a macro that widens a column. To see how this works, follow these steps... Specify the learn range. The learn range is the range in which 1-2-3 will record you keystrokes. Turn on the learn feature. The LEARN indicator appears when the learn feature is on. Use /Worksheet Column Set-Width to change the width of a column from 9 characters to 12 characters. 1-2-3 records the keystrokes in the learn range as you enter them. Turn off the learn feature. The LEARN indicator will disappear and the macro instructions for widening a column will appear in the learn range. SAMPLE MACROS PRINT PPRA1..H60 AGPPQ This MACRO will print the entire document that lies within the range of A1 to H60 DATE rfd4 This MACRO will list the current date. TROUBLESHOOTING A MACRO Use the ALT-F2 keys to turn on the STEP MODE, for troubleshooting the MACRO. Use the spacebar to go through the macro one step at a time. When you see where the problem exists with the macro, turn off the step feature and edit the macro. KEEPING UP WITH RUNNING TOTALS Intentionally use a circular reference. Use manual calculation (F9). Set sheet for manual calculation Worksheet, Global, Recalculation, Manual. Be sure to enter all values in the current column before pressing F9. When you press F9, the YTD totals will be calculated PROCEDURE FOR COPYING HEADERS (BORDERS) OVER FROM PAGE TO PAGE Print Printer Options Border Rows (then anchor with a period) Highlight the rows to be repeated Press enter DO NOT INCLUDE THE BORDER WHEN SETTING THE RANGE. PROCEDURE FOR ENTERING CONSECUTIVE NUMBERS DATA FILL put the cursor where you want to start anchor with a "." enter start # enter end # press enter. USING HELP IN LOTUS Pressing F1 will produce the main HELP men for Lotus. The following main topics are listed: Main Help Index About Help Auditor Add-In Backsolver Add-In Backsolver Main Help Index Column Widths Databases Default Settings Dialog Boxes Editing Data Entering Data Error Messages Files, File Names, and Paths Formulas Function Basics Function Index Global Settings Glossary of Terms A through L Glossary of Terms M through Z Graphs How Do I...? Icons Linking Files Macro Basics Macro Command Index Macro Library Manager Add-In Mouse Basics Moving Around the Worksheet Add-Ins Command Index Commands Keys Screen USING HELP IN LOTUS (CONT'D) Printing Your Work Range Basics SmartIcons Undoing Your Work Viewer Add-In Wysiwyg Add-In Wysiwyg-Go! Wysiwyg Main Help Index MOVING AROUND HELP You can move around the Help system by using the keyboard or the mouse. If you are using the keyboard, use the following keys: or TAB Highlights the next cross-reference to a Help topic; if none exists, scrolls down one line. or Highlights the previous cross-reference to a Help SHIFT-TAB topic; if none exists, scrolls up one line. Moves to the bottom of the Help topic. ENTER Displays the Help topic for the highlighted cross-reference. Leaves Help. Displays the 1-2-3 Main Help Index. F8 or Displays the previous Help topic. BACKSPACE HOME Moves to the top of the Help topic. PG DN Scrolls down through the Help topic. PG UP Scrolls up through the Help topic. If you are using a mouse, do the following: To display a Help topic, click a cross-reference. To move through a Help topic line by line, click a scroll arrow. USING A MOUSE IN HELP (CONT'D) To move through a Help topic line by line, click a scroll arrow. To scroll through a Help topic, press and hold a scroll arrow. To display the 1-2-3 Main Help Index, click the F1 box. To display the previous Help topic, click the F8 box. To leave Help, click the right mouse button or click the ESC box. LOTUS 1-2-3 INSTALLATION Place the #1 diskette in the appropriate drive and type Install. You will then see the following information. Lotus Install Program Release 2.4 Copyright 1990, 1991, 1992 Lotus Development Corp. All Rights Reserved. The Install program sets up 1-2-3 Release 2.4 on your system. The Install program lets you Create a 1-2-3 Release 2.4 directory and transfer the 1-2-3 Release 2.4 files to this directory. Specify equipment to use with 1-2-3 Release 2.4. If you have already transferred your program files, start Install from your hard disk. Press ENTER to begin. TRANSFERRING 1-2-3 RELEASE 2.4 AND ITS COMPANION PROGRAMS Install transfers the programs with check marks beside their names to your hard disk. To add or remove a check mark, press the arrow keys to move the highlight to the program name and press the space bar. LOTUS 1-2-3 INSTALLATION (CONT'D) It is suggested to install all selections. Lotus Install then changes and asks you to: SPECIFY YOUR HARD-DISK DRIVE Before Install can transfer the 1-2-3 program files to your hard disk, you must specify a disk drive and a directory name. On this screen you specify a drive, and on the next screen you specify the directory to which Install will transfer the 1-2-3 program files. Type the letter of your hard-disk drive: C Press ENTER to continue SPECIFYING YOUR 1-2-3 RELEASE 2.4 PROGRAM DIRECTORY Lotus recommends that you name your 1-2-3 program directory R24. Even if you are upgrading from a previous release of Lotus recommends that you use the name 123R24 for your program directory. To accept the default name, 123R24, press ENTER. To specify a new name, press ESC, type the name and press ENTER. For the sake of simplicity, the directory name was changed to C:\123 Press ENTER to continue TRANSFERRING THE 1-2-3 RELEASE 2.4 PROGRAM FILES Install transfers the files to your 1-2-3 Release 2.4 program directory named C:\123 Install is now transferring files from the disk labeled Disk 1 (Install) Example) As the files from each disk are transferred, you will be asked to insert the next diskette. You will get a message with each disk that 123 is... LOTUS 1-2-3 INSTALLATION (CONT'D) Transferring Install program files... After the program files are transferred, you will get the message... FILE TRANSFER SUCCESSFUL Install transferred the 1-2-3 Release 2.4 program files to your 1-2-3 program directory. Put all the original 1-2-3 Release 2.4 program disks in a safe place for safe keeping. SPECIFYING YOUR EQUIPMENT In the next part of Install, you will specify your equipment so that 1-2-3 can work correctly with it. If you transferred Wysiwyg to your hard disk, you will also be able to generate fonts. VIDEO DETECTION To help you make your screen display selection, Install detects many of the common types of screen display cards. Install has detected the following screen display card in your computer: Video Graphics Array This is a sample of the message that was given on the system of the writer). On the next screen, you will select a screen display driver that corresponds to your screen display card. Select the screen display driver that Install highlights unless you know you have a different screen display card. You will then be asked to select what kind of display that you want to use. And then you will select a printer, text and graphics. If your printer does both, select that printer twice. LOTUS 1-2-3 INSTALLATION (CONT'D) NAMING YOUR DRIVER SET Give your driver set a name of no more than eight characters. Do not type an extension; Install adds the extension SET. You can specify a path if you want to save your driver set in a different directory. The name of the driver set should not contain: [ ] ; , . / ? * : " + = \ | If you want to use the name Install highlights, press ENTER. To use another name, press ESC clear the name from the highlight. Then type the name you want. If you use a name other than you will have to type that name whenever you start 1-2-3. GENERATING FONTS You have created and saved a driver set. Now that you have specified the equipment you want to use with 1-2-3, you can generate the font sizes you want to use in Wysiwyg. On the next screen, you will be able to select a set of font sizes. NOTE: It will take a while to generate the fonts, depending on your selection. You will then get the message that: Install successfully generated the fonts you specified. When you press a key, you will return to the operating system prompt. INSTALLATION COMPLETE ! LOTUS EQUIPMENT/INSTALL CHANGES Any time that you wish/need to make changes to the set up or equipment changes, this can be done from the Lotus access menu. Change to the directory that contains the Lotus 1-2-3 program files and type the word "LOTUS" and press enter