WORD PERFECTc 5.1 MINI-MANUAL 컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴� Written by: Erik Jones Department of Academic Computing University of Massachusetts Medical School Your comments and suggestions for improving this documentation are solicited and encouraged. Please forward all suggestions or comments to: Erik Jones Department of Academic Computing University of Massachusetts Medical School 55 Lake Avenue North Worcester, MA 01655 E-mail: ejones@umassmed.ummed.edu Copyright 1991 by the University of Massachusetts, free use permitted for non- profit educational use. Attribution appreciated. TABLE OF CONTENTS WELCOME TO WORD PERFECT 5.1 1 Installing WordPerfect 5.1 2 Starting the Program 3 Using the Keyboard 4 Help 5 ENTERING TEXT 6 Editing Text 7 Page Breaks 7 More Cursor Movement 8 Underlining and Boldface 9 Centering Text 10 Tabbing vs. Indenting 10 Editing Two Documents 12 Reveal Codes 12 DISK USAGE 13 Listing Files 13 Saving your Document 14 Manipulating Files 14 Option 9 - Find 15 Exiting WordPerfect 16 DOCUMENT FORMATTING 17 Hyphenation 17 Justification 17 Line Height 18 Line Numbering 18 Line Spacing 18 Left and Right Margins 18 Tab Stops 19 Widow/Orphan Protection 19 Center Page 20 Force Odd/Even Page 20 Headers and Footers 20 Top/Bottom Margins 20 Page Numbering 21 Paper Size/Type 21 Suppress 21 Redline Method 22 Document Summary 22 Other Options 22 CHANGING THE ENVIRONMENT 24 The Display 24 Environment Controls 25 Initial Settings 26 File Locations 27 SPELLING/THESAURUS 28 Spell Checking 28 Thesaurus 29 PRINTING A FILE 30 Control Printer 30 View Document 31 Printer Options 31 CHANGING FONTS AND STYLES 33 Size 33 Appearance 33 Base Font 34 Print Color 34 BLOCKING TEXT 35 Changing a Block's Attributes 35 MOVING/COPYING TEXT 36 Moving and Copying the Block 36 FINDING AND REPLACING TEXT 37 FOOTNOTES 38 MACROS 39 GRAPHICS 40 Lines 40 Graphics Boxes 41 COLUMNS AND TABLES 43 Columns 43 Tables 44 OUTLINING 45 STANDARD TABLES 46 Cross-References 46 Sub-document 47 Index 48 Table of Authorities 49 Lists 50 Table of Contents 50 MERGE UTILITIES 51 Sorting 52 TEXT IN/OUT 53 DOS Text 53 Password 53 Save As 53 Comments 54 Spreadsheet 54 CONVERSION UTILITIES 55 MISCELLANEOUS 56 Dates 56 Compose Characters 56 Flush Right 56 Go to DOS 56 APPENDIX I 57 APPENDIX II - FUNCTION MAPS 58 Retrieve a Document 59 Find a Document on Disk 59 Turn on Justification 59 Make Document Double-Spaced 60 Change Left/Right Margins 60 Change Top/Bottom Margins 60 Create a Header/Footer 61 Number Pages 61 Change to Landscape Orientation 62 Make Timed Backups 62 Create Initial Codes 62 Spell Check a Document 63 Use the Thesaurus 63 Find Text 64 Find and Replace Text 64 Macros 65 View a Document 65 Import a Graphic 66 Create Columns 67 Make a Cross-Reference to a Page 68 Make a Sub-document 68 Make an Index 69 Create a Table of Contents 70 Generate 71 Save a Document as WordPerfect 5.0 71 Outlining 71 Create a Basic Mail-Merge 72 Copy Text Between Documents 74 INDEX 75 WELCOME TO WORD PERFECT 5.1 Welcome to one of the most powerful word processors ever created, WordPerfectc 5.1. This mini-manual is intended to substitute for the bulky reference manual that the people at WordPerfect Corporation decided to send along with this program. I find their manual too long, complex, boring, and ill-suited to the new computer user. What this mini-manual will do is take you through all the functions of WordPerfect 5.1. If you follow it from beginning to end you should soon become an experienced user on WordPerfect. It is intended that you progress through these pages in order if you are a beginner on the system. This mini- manual will not hesitate to explain every little item in places. Too often in computer manuals the writers just expect that the user knows something, and that is often a horrible experience for the people who have to read the manuals. I will warn you now, WordPerfect is not simple to use. It was intended for professional business people like you who need to get the most out of their computer systems. WordPerfect is powerful, yet it is also complex. No one becomes an expert fast, so take your time with this manual. Remember, this booklet was written with the intention of building you up a level at a time, unlike the WordPerfect Corporation's manual which is just a reference guide. Take it at your own pace, because WordPerfect is not easy. I do not claim that this mini-manual is 100% complete. I would peg it at just about 92%. It covers everything you need to know to do just about anything with WordPerfect, but it does not delve into every single nook and cranny. Therefore, as you become more and more of an advanced user, you might need to pull out the reference manual at times. If you have a mouse, you might as well toss it in a desk drawer for WordPerfect. While WordPerfect 5.1 supports the use of a mouse, it's horrible. The people at WordPerfect Corporation had no idea how to make a mouse system that made any sense, and since there is nothing you can do with a mouse that you can't do other ways, I'm not even going to mention the mouse again. If you don't understand any section of this document, try Appendix II. There I have a set of Function Maps. These are step-by-step guides, broken down into a road map of what keys to push, that will tell you how to execute any given function. I feel these maps will be invaluable to inexperienced computer users. They are the simplest guides to commands that you will ever want to see. If you see the phrase See Function Maps anywhere in a section, it means that the way to execute that function is explained in a simple, easy to use map. By the way, this manual was created on WordPerfect, with a small smattering of help from its companion program, DrawPerfect. I'll try to highlight some of the best features of WordPerfect as we go along. Installing WordPerfect 5.1 The first thing that you need to do is install WordPerfect 5.1 onto your hard drive, which I assume you have. If you do not have a hard drive, I do not recommend WordPerfect at all, because the constant changing of disks will drive you crazy. If you are on a computer that already has WordPerfect installed, then you can skip this section. Make sure that you have your hardware manuals available, as WordPerfect will need to know exactly what kind of computer system you are running on. First of all, turn on the computer and the monitor. (I will try to be simple about the computer, but if you have any questions about the computer itself you should consult your owner's manual.) After the computer finishes is self-start, you should be at what is known as the DOS prompt. This will resemble C> although it might also have other characters as well. (If your computer is set up so that another piece of software is automatically run when you turn on the computer, you will need to exit out of it so that you can get to the DOS prompt.) To the right of the prompt is your cursor, a blinking line or block that shows you where what you type is going to come up onto the screen. If the first letter of the prompt is something besides "C", please type C: and hit the Enter key. The first letter of the prompt should now be "C". You need approximately 4 megabytes of storage space on your hard drive to install WordPerfect completely. To make sure you have 4 megabytes available, type dir and hit Enter. After a list of files the computer will tell you at the very end how many bytes free you have. If that number is less than 4,000,000 you will need to erase some programs off of your hard drive. Along with WordPerfect 5.1 should have come 10 disks, each separately labeled. The size of the disks should correspond to the size of the disk drive that you have. Take out the disk which has a label that has the word "Install", as well as a number "1". Put the disk into the disk drive in the main part of the computer. The disk goes into the disk drive with the label on top of the disk and towards you. Putting the disk into the computer the wrong way could seriously damage your system. The drive that you put the disk has a letter name, just like the hard drive that you are using has the name "C". Consult your owner's manual if you do not know the name of the drive. To activate that drive, type the letter of the drive, followed immediately by a colon, i.e. a:. Then hit the Enter key. You have now activated the drive that the disk is in. Now type the word install and hit Enter. The installation program will begin. The installation program is one of the few things that is straightforward about WordPerfect. The program goes in a series of easy-to-use menus, telling you exactly what to do and when. When WordPerfect asks you about your hardware configuration, consult your owner's manual to make sure that it has identified your computer hardware correctly. When it asks you what type of installation you want to do, choose the basic, standard configuration, not a customized one. When the installation program finishes, turn off the computer and turn it back on. Starting the Program Now that you've got WordPerfect installed on your "C" drive, you are ready to use it. If your "C" drive is not activated already (if the first letter of the prompt is not "C") change to the "C" drive by typing c: and hitting Enter. Now you need to change to the directory on the "C" drive where the WordPerfect files are being kept. To do this, type cd\wp51 and hit Enter. Now type wp and hit Enter. WordPerfect will boot up on your computer. On the monitor you will see some welcome screens which will tell you that WordPerfect 5.1 is loading. (If you are working on a computer system that has a menu on the screen, you simply need to choose WordPerfect 5.1 from the menu. Also, if you're using someone else's computer system, you might need to have a disk in one of the drives before WordPerfect will load properly. Look at the lights on the disk drives as the program is loading to see if any lights go on to signify that WordPerfect is looking for a disk in that drive.) When the program is finished loading the screen will turn blue. It will be completely blank, except for the very bottom line of the screen. On the bottom line of the screen, you will see this: Doc 1 Pg 1 Ln 1" Pos 1" This line is called the status line. When anything happens in WordPerfect, this line will tell you exactly what it is. On the left of the line, which is momentarily blank, is the space that the name of the file you are working on right now is kept. On the right is information about where in WordPerfect you are at the moment. Doc 1 means that you are in document number one, because you can be working in two separate documents at the same time. Pg 1 means that the cursor is right now located on page one of the current document. Ln 1" means that your cursor is now one inch from the top of the page. (That one inch is inserted automatically as the top margin of the page.) Pos 1" means that the cursor is located one inch from the left side of the page. NOTE: WordPerfect is not a "what-you-see-is-what-you-get" word processor. A lot of word processors are made so that what you see on the screen is exactly what you will get on the paper. One inch on the screen will be one inch on your printout. This is not true with WordPerfect. A lot of people find that having the screen show a realistic depiction of what the paper will look like is convenient. I agree, but the main reason that WordPerfect does not do this is for speed. Realistic displays slow down a word processor immensely, and WordPerfect is too large and powerful to afford to lose any speed. Using the Keyboard Let's familiarize ourselves with the keyboard. The main part of the keyboard works exactly like a typewriter. Try typing a few letters and numbers. They appear on the screen where the cursor is. Notice that as you type, the numbers down on the status line change as well. For every character you type, the Pos number changes, since the cursor moves further from the left side of the paper. If you type so much that you move to another line, the Ln number will change as well. The Enter key acts as a carriage return on a typewriter does. If you press this key, WordPerfect will automatically move the cursor down to the beginning of the next line. When you press this key, it is called a Hard Return. This is because you have forced WordPerfect to move the cursor to the next line. When you type in WordPerfect, unlike on a typewriter, the cursor is automatically moved to the next line when you get to the end of a line. Therefore the only time you need to hit the Enter key is when you need to force a carriage return, such as at the end of a paragraph. As you experiment with the system you will notice that WordPerfect will not split words in half at the end of a line. This is called word wrapping. It means that if WordPerfect runs out of room on one line and can not finish a word, it will take the whole word and move it down to the next line. Word wrapping is the most important thing in making a document look nice. To erase characters, use the Backspace key which is located just above the Enter key. This will move the cursor back through the text that you just typed, erasing characters as it goes. The Tab key, located on the left side of the keyboard, does exactly what a Tab key should. Every time that you press it, your cursor will move forward to the next Tab stop, which are located half an inch apart. If you try to use the Tab key, try to erase the Tabs as well. Notice that, even though more than one space might have been written onto the screen when you pressed the Tab key, WordPerfect knows the difference between a Tab and a bunch of spaces, so the entire Tab will be erased if you hit the Backspace key. There are four arrow keys located somewhere on the keyboard. These four arrow keys are what you use to move the cursor around. 99.9% of the time you will find a set of arrow keys on the 2, 4, 6, and 8 keys of the number pad. (If you want to use the numbers on the number pad instead of the arrows, you need to hit the Num Lock key first.) If there is another set of arrows located to the left of the number pad, I suggest you use that instead, because the number pad can be important to use. The arrow keys move the cursor in the direction of the arrow. Experiment with these for a while until you become comfortable with the movement of the cursor. As on a typewriter, you will see two Shift keys located on the keyboard. You will also see a button marked Ctrl for Control, and one or two marked Alt for Alternate. These buttons are frequently used in WordPerfect. They are used just like the Shift key, in that you need to hold one down, then press another letter. For example, if I ask you to press Alt-A, you would press and hold the Alt button, then press the "A" key. There are a few more keys that I want you to find on the keyboard now for future reference. The function keys are between ten and twelve keys marked with an "F" and a number. These function keys are usually in a line across the top of the keyboard, but are sometimes in two columns on the far left side of the keyboard. If I want you to press one of these keys, I will do so by naming the key's label, such as F1 or F12. (The F11 and F12 keys are not very important, so if you do not have them don't panic.) Please find the following keys on your keyboard: Esc - Escape; Ins - Insert; Del - Delete; Home - Home; End - End; PgUp - Page Up; PgDn - Page Down. These are important keys which we will get into later. Help There is an excellent Help function in WordPerfect. Get into help by pressing F3. You will see a screen that will tell you everything you need to know about using Help. It is very well made, and I use it often to refresh my memory about WordPerfect commands. If you are using a command and you hit F3, you will automatically be placed in a screen telling you helpful information about the command you are executing. ENTERING TEXT Let's construct a small letter one step at a time. On the screen, this is what the final product will look like, give or take some margins: UMass Medical Center 55 Lake Avenue North Worcester, MA 01655 David Johnson Widget Corp. 101 Main Street New York, NY 10013 Dear David: Just a friendly reminder about our order of 300 widgets last month. You had said that they would be here within three weeks of ordering, yet they have not arrived yet. These widgets are crucial to the project we are currently working on. Please send the order at your earliest possible convenience. Thank you, and if there are any problems please don't hesitate to call me. Sincerely, John Q. Public For the address of the Medical Center, you should use the Tab key to move the cursor towards the right side of the screen so that you can have the address pushed over toward the right side of the page. Push the Tab key until the Pos number on the status line reads 5.5". After each line of the address, hit the Enter key. DO NOT USE THE SPACEBAR IN PLACE OF THE TAB KEY! Get into the habit now of lining things up with the Tab key instead of the Spacebar. If you don't, you will come to regret it later. To skip a line, such as between the Medical Center's address and David Johnson's address, just hit Enter. Do not try to use the Down-Arrow key to skip a line. You can not move the cursor past where you have finished typing text. Type David's address flush with the left side of the page, hitting Enter after each line. When you get to the body of the document, do not hit Enter as you get to the end of each line. Remember, WordPerfect will automatically move the cursor down to the next line. You only need to hit Enter when you finish the phrase, "please don't hesitate to call me," since that is the end of a paragraph. Editing Text Moving the cursor around in the text is the most important part of editing. Try experimenting with moving the cursor some more. Notice that the cursor can not move to where text has not been typed. To delete text, you should move your cursor to the end of the material that you want to delete, then press the Backspace key until the text is gone. For example, let's say you made a mistake, and the letter should read "30 widgets" instead of "300 widgets". Move the cursor to the space between the number "300" and the word "widgets". Now press the Backspace key once. The last "0" on the number disappears, and all of the text to the right of the cursor moves one position to the left to fill in the empty space. The Backspace key deletes text that is to the left of the cursor. Well, there is another way to do it. The Del key will delete text underneath and to the right of the cursor. Let's say you suddenly recall that David said the widgets would be here in four weeks instead of three. Well, just move the cursor to the first letter in the word "three". Now hit the Del key five times. The word disappears. As you can see, the Backspace and Del keys complement each other, one deleting to the right and the other deleting to the left. Of course, now we need to insert the word "four". Since the cursor is already in position, you just need to type the word. All of the other text will get pushed to the right. What you have just done is inserted text into the document. You were able to do this because WordPerfect was in insert mode. In insert mode, all of the text is pushed to the right as you type, so that you don't type over anything. The other mode is called, appropriately enough, typeover mode. In this mode, the text is not pushed to the right as you type. Instead, the text on the screen is deleted as you type over it. To change to the typeover mode, press the Ins key. Notice that when you do this, the word typeover appears on the left side of the status line to let you know that you are in that mode. To change back to insert mode, just hit the Ins key again. Since the Ins key switches WordPerfect back and forth between two functions, when you hit the key it is known as toggling the mode. Page Breaks Move the cursor to the end of the document. Hit the Enter key a number of times and watch the Ln number grow as you get further from the top of the page. The default setting for the length of the page is eleven inches, the standard paper size. There is also a one inch margin at the bottom of the page, so ten inches is the maximum for the Ln number right now. Keep hitting the Enter button until the Ln number get to 10". As you pass it, some interesting things happen, most noticeably that a line of dashes will appear across the screen. Also, Ln will reset back to 1" and the Pg number will increase to 2. What just happened was that, since WordPerfect passed the end of the first page, it moved the cursor onto the second page. The line of dashes is there to show you the separation between the pages. That separation is known as a Soft Page break. NOTE: I will talk about things in WordPerfect being "soft" or "hard" at times. When something is "soft", it is something that WordPerfect had to do for the good of the document. When the pages needed to be separated, WordPerfect put in a Soft Page break. In the body of the letter that you just wrote, when WordPerfect automatically moved the cursor down to the beginning of the next line on its own because you were going to run out of space on that line, that is called a Soft Return. You didn't tell WordPerfect to cause a Return by hitting the Enter key, WordPerfect did it on its own. As I said, anything soft is for the good of the document and can be moved around by WordPerfect is the document needs them elsewhere. When something is hard, you yourself have told WordPerfect that you are putting something there and that it shouldn't touch it. Whenever you hit the Enter key, that is a Hard Return because WordPerfect can't erase it on its own, you must delete it yourself. You can force a new page by inserting a Hard Page break. You can do this by hitting Ctrl- Enter. When you type this keystroke, a line of equal signs will appear across the screen instead of a line of dashes to differentiate it from a Soft Page break. These Hard Page breaks can be deleted just like normal characters. More Cursor Movement Now that you've seen what a second page looks like, you should learn about some more keys on the keyboard. The PgUp key will move the cursor to the beginning of the previous page. The PgDn key will move the cursor to the beginning of the following page. The End key will move the cursor to the end of the line. The Home key is a key with many functions. On its own it does nothing, because another key always has to be pressed afterward. Do not hold down the Home key as you press the next key. Here is a list the uses of the Home key. (Please note that sometimes the Home key has to be pressed twice.) Home Left-Arrow - Cursor moves to the left of the screen. Home Right-Arrow - Cursor moves to the right of the line. Home Up-Arrow - Cursor moves to the top of the screen. Home Down-Arrow - Cursor moves to the bottom of the screen. Home Home Left-Arrow - Cursor moves to the beginning of the line. Home Home Right-Arrow - Cursor moves to the end of the line. (Same as End.) Home Home Up-Arrow - Cursor moves to the beginning of the document. Home Home Down-Arrow - Cursor moves to the end of the document. The right side of the screen and the end of the line are not the same thing. Later on you'll find that lines can move off the right end of the screen. Also, Ctrl-Home will bring up the words Go to in the status line. If you type in a page number here and hit Enter, the cursor will move to the page number you requested. Ctrl-Left-Arrow and Ctrl-Right-Arrow move the cursor left and right one word at a time. Also, the - and + keys on the number pad will move the cursor 24 lines (one screen) up or down. Please note that this will only work if the Num Lock is off. Underlining and Boldface There are a number of ways to make portions of your text stand out, the two most common of which are underlining and boldface. Let's say you want to underline the word "crucial" in the third sentence. Move the cursor up to the word crucial and erase it. (There is a way to add effects to words already on the screen, but we'll get into that later.) Now hit the F8 key. Notice that when you hit this key, the numbers next to the Pos on the status line change their style. The style is different for every computer system, but whatever style those numbers are in means that you are now in underlining mode. Now type the word "crucial" again. Notice that as you type it, the word on the screen is in the same style as the numbers on the status line. This will help you to know at a glance that the text is underlined. When you are through typing the word, hit F8 again to get out of underlining mode. The numbers on the status line return to normal. Now, depending on your type of screen the word "crucial" probably does not look like it is underlined. Well, it is, and that is how underlined words will appear on your screen. Like I said before, WordPerfect is not "what-you-see-is- what-you-get", a lot of it you have to take on faith. Later, we'll be able to change the style of what underlined words look like. Right now your cursor should be on the space after the underlined word "crucial" and the numbers next to the Pos on the status line should tell you that you are out of underlining mode. Hit the left-arrow key once. The cursor didn't move, did it? But if you look at the numbers on the status line, you will see that you are now in underline mode again. Why? Well, as we will see later, when WordPerfect tells a word or phrase to be underlined it does so by inserting an invisible marker at the beginning of the word which says, "Underline begins here." At the end of the word, it inserts another invisible marker which says, "Underline ends here." Anything between those two markers is automatically underlined. When you hit the left-arrow key just now, you moved the cursor over the invisible marker at the end of the word and back into the area of underlining. Hit the right-arrow key and the cursor will be moved back out of the area of underlining. What if you want the word "crucial" in boldface instead? Well, first of all you have to erase the word "crucial" again. If you hit the Backspace key once, a question will appear on the left side of the status line: Delete [und]? No (Yes). WordPerfect is asking you whether or not you want to get rid of the underlining zone. Notice that the cursor is blinking under the letter "N" in "No". This means that if you simply hit Backspace again, the cursor will skip over the underlining without erasing it. You need to hit the "Y" key in order to erase the underlining. When you finish erasing the underlining and the word, hit the F6 key. The numbers at the end of the status line will become brighter to signify that WordPerfect is now in boldface mode. Type the word "crucial" again, and you will see the word is brighter as well. To get out of boldface mode, press F6 again. The rules for deleting boldface are the same as for deleting underlining. NOTE: Function keys are used very often in WordPerfect, so much so that only the most commonly used are easily remembered. You need a template that you can lay next to the function keys so that you can remember what they are used for. There is one located in Appendix I. Copy that page, then cut out the template and tape it above your function keys to help you remember what they are for. Centering Text Any single line of text can be centered so that it appears directly in the middle of the line. I only recommend doing this with an entire line of text that begins with a Hard Return from the previous line and ends with a Hard Return to the next line. Therefore, the line of text should stand alone and should not be part of any paragraph. As I just said, you should start with the cursor at the beginning of the line. To go into centering mode, press Shift-F6. The cursor will jump to the middle of the line. You can now type in whatever text you want, and WordPerfect will keep it in the center of the line. When you are done typing the line, you can simply press Enter to jump down to the next line, and the previous line will stay centered. You can also center text that you've already typed. Simply move the cursor to the beginning of the line and press Shift-F6. For example, let's say you want to center the line, "Dear David:". Move the cursor to the beginning of the line. Now hit Shift-F6. The line will automatically be centered. To remove the centering marker, simply press the Backspace key and the marker will be erased. Tabbing vs. Indenting We have already seen what the Tab key does, it moves the cursor to the next half-inch position on the line. I also gave you a warning to get in the habit of using the Tab key instead of the space key. Now I'll tell you why. Right now, you are using a font called Courier 10cpi. While this might mean nothing to you right now, the 10cpi part of the phrase means that there are exactly 10 characters per inch, and that each character takes up 1/10th of an inch. Now, from the beginning of a line, hitting the Tab key will cause the cursor to move 1/2 an inch, which is identical to five spaces. So right now it would not matter whether you used the Tab key or the Spacebar, since every character is exactly 1/10th of an inch. Later on, when you learn how to use other fonts, the habit of using the Spacebar over the Tab key will become quite a problem. The nicest looking fonts are the proportional fonts. In these fonts, each character takes up a different amount of space. I am using a proportional font right now, and look at how much thinner my i's are than my o's. So now when you use the Spacebar, the space takes up only 1/20th of an inch. The Tab key, however, keeps going at 1/2 inch intervals. Therefore, if you are going to line things up vertically in WordPerfect, you need to always use the Tab key, not the Spacebar. At the beginning of the paragraph in our letter, we put in a Tab which moved the first line right half an inch, but left all the other lines against the left margin. The indent key, F4, will move an entire paragraph right half an inch. Move the cursor to the beginning of the body of the letter and delete the sole Tab we have there. With your cursor at the beginning of the line, press F4. The entire paragraph is now indented half an inch. If you were to hit F4 again, the paragraph would be indented one whole inch. The indenting zone goes from where you hit the F4 key to the next Hard Return. Please delete any indents you put in the letter. NOTE: Sometimes when you hit a key, you will not see the result immediately. For example, when you hit F4 you might not have seen the paragraph move right away. Just so that you won't think WordPerfect has made a mistake, sometimes you need to move the cursor down through the text that was supposed to be affected in order to see the changes take place. Also, hitting Ctrl-F3 and choosing option 3 will rewrite the screen so that you can see the changes. Now that you've deleted the indents, the entire paragraph should be flush against the left side of the screen and the cursor should be at the beginning of the first line of the paragraph. With the indent key we can also make hanging indents, such as those used in a standard bibliography. To do this, first hit the F4 key to indent the paragraph. Now, to bring only the first line back to the left margin, hit Shift-Tab, the back-Tab key. Viola! The paragraph will now have a hanging indent. Please bring the text flush with the left margin again. (See Function Maps.) Shift-F4 is very similar to F4, but it indents the paragraph from both the left margin and the right margin half an inch. Try it, then return the paragraph to the state at which it was originally. Editing Two Documents WordPerfect allows you to have two different documents in memory at the same time, which is the whole point of having the Doc number on the status line. To switch to the second document, press Shift-F3, the Switch key. The screen will clear and the Doc number will change to 2. The two documents are completely separate, and nothing you do to one will affect the other. To switch back to the first document, press Shift-F3 again. If you want the two documents on the screen at the same time, press Ctrl-F3 and choose option 1, Window. You will be asked how many lines should be in this window. Notice that the number there is 24, because the editing screen, or "window" that you are currently using takes up all 24 lines of the screen. Type in 12 and hit Enter to split the screen in half. Now the top half of the screen will be Document 1 and the bottom half of the screen will be Document 2. Switch between them by pressing Shift-F3. Reveal Codes Every time you put something special into the document, such as underlining or indenting, WordPerfect inserts an invisible marker where the feature is supposed to happen. With things like underlining and indenting there are two markers, one to turn the feature on and one to turn it off. With other things, like centering and indenting, WordPerfect only needs one marker to turn them on, since they automatically turn off at a given point. The document would be fairly messy if you saw these markers all the time, but sometimes it's important. To reveal these markers, or codes, press Alt-F3. You can see that the screen is split in two, the top half of which is your regular document, and the bottom half of which is the document with all the codes added. Every time you move your cursor, it is moved in both halves of the screen. You might want to keep these codes visible for most of the rest of your learning, as it will help you to understand exactly what WordPerfect does when you press certain keys. The codes are easy to understand, but here is a guide to those you have already used: [UND] [und] - Turn underlining on and off. [BOLD] [bold] - Turn boldface on and off. [SRt], [HRt] - Soft Return, Hard Return. [SPg], [HPg] - Soft Page break, Hard Page break. [Tab] - Tab. [Indent] - Indent from left margin. [Indent] - Indent from left and right margins. By the way, when you have the codes revealed WordPerfect will automatically delete the codes if you Backspace or Del over them without asking you first. WordPerfect figures that since you can now see the codes, you should know whether or not you want to erase them. DISK USAGE Whenever you finish working on a file, you need to save it to a disk so that you can recall it later. In this section we will work with manipulating files on the disk. Listing Files First of all, you need to have a formatted disk inserted in your disk drive. (If you don't have a formatted disk or don't know how to format one, please ask someone for help.) For now I will assume that the drive is drive "A". Hit the F5 button. The status line will look like this: Dir C:\WP51\*.* (Type = to change default Dir) This means that at the moment WordPerfect is looking for your files on your "C" drive, your hard drive, in the directory called WP51. (If you're working on someone else's computer it's possible the directory and drive might be different.) This is the default directory, which means that any time you save or retrieve a file without specifying what drive or directory, the default directory is where WordPerfect will go. If you just wanted to look at the "A" drive you could type A: and hit Enter twice. (If you do this, make sure you have a disk in the "A" drive.) However, we want to change the default directory to "A" as well. Therefore, hit the = key first, then type A: and hit Enter twice. Your default directory is now "A". From now on if you want to list the files on the "A" drive since "A" is the default directory, simply hit F5 twice. The screen is going to clear, and you are going to see a mostly blank screen with something that resembles this at the top: 01-01-80 12:35a Directory: A:\*.* Document Size: 13,321 Free: 362,268 Used: 0 Files: 0 . Current | .. Parent Up top you will see the date, time, current directory, size of the current file, how much space there is left on the disk, how much disk space is used, and how many files on the disk you have. You have no files since you haven't saved anything yet. Press F1 to get back to your document. NOTE: The F1 key is the cancel key. Hitting F1 will cancel just about anything and get you back to the document, although you might have to hit it more than once. Use it whenever you have to get out of a function. Saving your Document When you are in your document, press F10. The status line will read Document to be saved:. Now type in the name of the file as you want it saved, in eight letters or less. For now, please call the file EXAMPLE. Then hit Enter. After a few moments, the document will be saved on the disk in the "A" drive. If the "A" drive had not been your default directory, you would have had to precede the name with A:. Manipulating Files Press F5 twice to get a listing of the "A" drive again. Now you will see the file called EXAMPLE on the screen in the left column. This means that the file has been saved to disk and can be retrieved again later. If there were more than one file, you would see that the files are organized alphabetically. Notice that there is a shaded bar at the top of the left column. This is known as the selection bar, because the file that you move the bar over is the file that you are going to select. Practice moving the bar around with the cursor keys. At the bottom of the screen are ten options that you can choose from. We are going to go through those one at a time. Notice that for each option, there are two characters in boldface. For example, the first option looks like this: 1 - Retrieve. The two shaded characters are "1" and "R". This means that you can choose the Retrieve option by pressing either "1" or "R". 1 - Retrieve - This will bring into memory the file that the selection bar is currently over. If you already have a file in memory, as is the case now, WordPerfect will ask Retrieve into current document? If you hit "N", the procedure will be aborted. If you hit "Y", the file will be loaded into your current document right where the cursor was when you went to list the files. This is a way that you can merge two documents together. (See Function Maps.) 2 - Delete - This will erase the currently selected file. You will be asked for confirmation before the file is erased, and you will have to hit "Y" or "N". 3 - Move/Rename - This will allow you to rename the selected file. If you pressed this, you would see New name: You would then simply type in the new name of the file and it would be changed. (For experienced DOS users, if you had preceded the name with a drive and directory, the file would be moved to that directory.) 4 - Print - This will print the selected file to the default printer. I strongly discourage using this option, as you should always load a file into memory first before you print it to allow WordPerfect to do some formatting of the document. 5 - Short/Long Display - This is a useless feature of WordPerfect 5.1, similar to the mouse functions. 6 - Look - This allows you to examine the selected file without loading it into memory. You can not edit or print a file that you are looking at with this option. 7 - Other Directory - If you choose this option, a message will appear on the status line similar to that which appears when you press F5. You can switch to another drive or directory with this option by typing in the new directory name and hitting Enter twice. Please note that if you use this option, the directory you choose automatically becomes the default directory. 8 - Copy - When you choose this option a message in the status line will say Copy this file to:. Enter the new name of the file. For example, if we wanted a new copy of the EXAMPLE file called LETTER, we would type in LETTER and hit Enter. You would then have two identical files with different names, which is handy if you want to edit a file while keeping a copy of the original. Notice that the new filename is not displayed yet. This is because WordPerfect needs to re-read the disk in the "A" drive. Press 7 and hit Enter twice to have WordPerfect list all the files on the "A" drive. (For experienced DOS users, if you had preceded the name with a drive and directory, the file would be copied to that directory.) N - Name Search - This can be useful if you have a lot of files on one drive. Hit the N key. Now if you were to type any letter, WordPerfect would move the selection bar to the first file it found with that letter as its first letter. For example, if you hit "W" WordPerfect would go to the first file to begin with a "W". If you then hit "A", WordPerfect would move to the first file that began with "WA". Hit Enter to get out of this mode. Option 9 - Find The 9th option, Find, is the most useful and complex of the ten options. What this does is to help you find a specific file that you've forgotten the name of by narrowing down the number of files that are displayed one step at a time. If you press 9, you will have a list of search types that you can perform, which we will go through in a moment. After you choose a search type, you will be asked to type in a Word pattern. This can be a word, a phrase, or even a couple of letter that WordPerfect should be looking for. WordPerfect will scan all of the files, and will then display all of the files that match the search you just did. You can then narrow down the field even further, and keep doing so until you've figured out which file it is. (See Function Maps.) 1 - Name - This will search the names of all the files. 2 - Doc Summary - This will search all of the document summaries of all the files, something we have not gotten into yet. 3 - First Pg - This will search the first page of every file. 4 - Entire Doc - This will search the whole of every file. 5 - Conditions - Specify what conditions a file must meet to be searched. This is pretty much a useless option. The only thing I like about it is the third option on the Conditions menu, which allows you to chose the creation dates of the files that you want to search, which is useful if you know around what date you created the file. 6 - Undo - This will undo the last search performed. Exiting WordPerfect While you are in your document, you can exit out of WordPerfect by hitting F7. When you press this key, a message on the left of the document will say Save Document (Y/N). A display on the right side of the status line will tell you whether or not you have changed the text at all since you last saved the file. If you press "Y", you will be asked for the name of the file to save it under. Press Enter if you want to save it under the name that you last used. After you save the file, or tell WordPerfect that you do not want to save the file, you will be asked whether or not you want to exit WordPerfect. If you do, you will be returned to DOS. If you do not, you will be sent back to a blank screen. Press F1 if you wish to go back to editing the document. DOCUMENT FORMATTING There are a number of ways to change the appearance of your document. These are on a menu you can get to by hitting Shift-F8. There are four options to choose from, Line, Page, Document, and Other. We will go through these one at a time. First of all, press 1 to see the Line menu. Hyphenation The first choice in the Line menu is Hyphenation. If you press 1 you will be able to choose whether you want hyphenation by pressing "Y" or "N". If you turn on hyphenation, words at the ends of lines will be broken into two with a hyphen. I never recommend using this feature, because it makes WordPerfect go much slower, looks lousy, and causes too many headaches. Please remember that, for almost all of these features mentioned in this section, they will only begin in the document where your cursor was when you chose the option. So if you turn hyphenation on, the cursor should be at the beginning of the document so that you will have hyphenation for the entire document. The Hyphenation Zone, option 2, is a rather strange thing and hard to explain, so I won't do anything but to say this: The smaller the numbers are, the more that hyphenation is used. Justification Justification is how the lines of a document are aligned. Standard letters are left-justified, which means that all of the lines are aligned with the left margin. If you choose the Justification option, number 3, you will have four types of justification to choose from: Left, Center, Right, and Full. I just told you what Left is. If you choose Center, all of the lines in the document will be centered. Right, of course, will vertically align all of the lines with the right margin. Full justification is the default mode. This will align the lines to both the left and right margins, as this document is. Full justification looks really nice when you're using proportional fonts, but lousy if you're using a standard font like you are now. With non-proportional fonts I recommend left justification. In fact, let's make this document left justified. Get back to the document by hitting F1 a couple of times, then move the cursor to the very top of the document. Now go back and choose left justification. (See Function Maps.) Line Height Option 4, Line Height, is how you choose how much space there is between lines. (This is not the same as Option 6, Line Spacing, where you choose single, double, or triple spacing.) If you choose this option you will be presented with two choices, Manual and Auto. Auto is the default and is always recommended. With Auto Line Height, the height of the lines will change as the font gets bigger or smaller. If there comes a circumstance where you really need to make you're own line height, simply choose the Manual option and enter the line height that you want. Line Numbering Often documents need to have their lines numbered, as in many plays or government documents. With the Line Numbering option, number 5, you can choose to have your lines numbered. Press 5 and hit "Y" to turn line numbering on. You will then be presented with a menu of five more choices. The first one tells WordPerfect whether or not to count blank lines. The second is the interval at which to put line numbers. The default is 1, which means a line number will be printed on every line, but you can change it so that a number is printed every 2, 5, 10, etc. lines. The third option decides how far in from the left edge of the paper (not the left margin) you want the number printed. The fourth option lets you decide what number you want the numbering to begin at. The fifth option lets you choose whether you want to restart the numbering on every page, or whether you want the numbers to keep on going. Line Spacing Option 6, Line Spacing, lets you choose what spacing you want. The default is 1, which means single spacing. You can choose 2 or 3 for double or triple spacing. Actually, you can choose just about any number, such as 1.5 or 3.14 for different shades of spacing. Sometimes in this mini-manual I ask WordPerfect to use .96 spacing so that I can fit all the text onto one page. (See Function Maps.) Left and Right Margins Option 7 will let you decide what margins you want on the left and the right sides of the paper. The default is one inch each. When you choose option 7, simply enter the number of inches you want the left margin to be. Hit Enter, then enter the number of inches in the right margin. (Note: If your measurements are not set on inches, please hit the following keys from the editing screen: Shift-F1, 3, 8, 1, ", 2, ", Enter, Enter, Enter. WordPerfect is now set to inches.) (See Function Maps.) Tab Stops As I have said, Tab stops are set every half an inch. However, these can be changed with option 8. There are a number of options associated with making Tab stops. When you choose option 8 you will see a line of periods at the bottom of the screen. Below the line are measurements and above the line are L's. These L's are spaced every half of an inch. What an L means is that when you hit Tab, the text you type will come after the Tab stop, i.e. the Tab stop will be on the left side of the text. This is what we consider a normal Tab stop, but there are other kinds as well. A C will put the Tab stop in the middle of the text, so that the text will be centered around the Tab stop. An R will align the text so that the Tab stop is on the right of the text - the text will move out to the left of the Tab stop. A D will align the characters to the first period or decimal point that you type, which is very handy if you're trying to line up sums of money. By pressing "T" you get to choose what type of Tabs you are going to have, Absolute or Relative to Margin. The default is Relative to Margin, which means that the measurements of the Tab stops are calculated after the left margin. As the left margin moves, so do the Tab stops. If you don't want the Tab stops to move as the left margin moves, choose Relative to Margin. To clear all of the Tab stops, hit Ctrl-End. To delete a single Tab stop, move the cursor over it and press the Delete key. To insert a Tab stop, press the appropriate letter to signify the type of Tab stop that you would like. To keep the changes that you have made, press F7. To throw out the changes, press F1. NOTE: In the lower right hand corner of the Tab stop screen you can see the words, "Press Exit when done." Well, if you look on your template, you will see that the exit key is F7. Often the WordPerfect instructions will call a key by its function, not by its name. For example, if you saw something saying, "Hit Cancel," you would press F1, since the template says that F1 is the Cancel button. Widow/Orphan Protection A widow is when the first line of a paragraph is placed at the end of a page while the rest of paragraph is on the next page. An orphan is when the last line of a paragraph is placed at the beginning of a page, while the rest of the paragraph is on the previous page. Both of these look extremely sloppy. By choosing option 9 and pressing "Y", you can eliminate widows and orphans caused by Soft Page breaks. WordPerfect will move the Soft Page breaks around so that you will not get either of these. Note: This will not protect them from Hard Page breaks. Now move on to option 2 from the main menu, Page. Center Page By choosing the Center Page option, option 1, and hitting "Y" to turn it on, the page that the cursor was resting on at the time of choosing will be centered vertically, so that there is the same amount of space above and below the text. Force Odd/Even Page Option 2, Force Odd/Even Page, has a few obscure uses, none of which I have run into. There are a couple of options that we will run into later that treat odd and even pages differently, such as when you are setting up the document to be bound. If you choose this option, you will be asked whether you want to force an odd or an even page. WordPerfect will make sure that the page the cursor was on will be that type page by inserting a Soft Page break if necessary. Headers and Footers Options 3 and 4, Headers and Footers, are very useful. Often people want to put the same information at the top or bottom of each page, such as their name and the date. You can enter text into a header or a footer and that text will be inserted on every page, moving the upper or lower boundaries of the page to accommodate them. Setting up headers and footers use the same process, so I will only deal with setting up headers. Choose option 3. You can set up two different headers (so that you can put one on even pages and one on odd pages), so you will have a choice of Header A or Header B. When you choose a header, you will then be given five choices: 1 - Discontinue, 2 - Every Page, 3 - Odd Pages, 4 - Even Pages, 5 - Edit. Choose option 1 if you want to stop printing a header that you have already created. Choose option 5 if you want to edit a header that you have already created. Choose option 2, 3, or 4 to decide which pages you want the header printed on. Now the screen will go blank and you can type in whatever text you want in the header, in whatever style you'd like. If you want to insert a page number into the header, do so by pressing Ctrl-B, which will appear on the screen as ^B. When you are done typing in text, press F7. The header will now be printed on the pages you chose following the page on which the cursor was resting when you chose the option. (See Function Maps.) Top/Bottom Margins The top and bottom margins, option 5, are chosen by the same manner as the left and right margins. (See Function Maps.) Page Numbering Option 6 is the Page Numbering option. When you press 6, you will have a menu of four choices. Option 1 lets you choose a new page number for the page that the cursor was resting on. This is so that your page number one does not have to be your first page. Option 2 lets you choose how the page number looks. In this option, press Ctrl-B where you want the page number printed, which will appear on the screen as ^B. For example, typing - ^B - for the style would make your page numbers look like - 1 -. Option 3 will insert a page number into the document wherever the cursor is. Option 4 lets you choose the location of the page number. When you press 4, you are given a graphic depiction of some pages with some numerals on them. Those numerals correspond to where the page number will be printed. For example, I print my page numbers on the bottom center of each page, so I chose number 6. If you wanted the page numbers on the upper left corner for the even pages and the upper right corner for the odd pages, you would choose number 4. Number 9 lets you turn the page numbering off. As a default, there is no page numbering when you first begin a document. (See Function Maps.) Paper Size/Type This option, number 7, lets you choose what kind of paper you are going to use. The default is 8 1/2" x 11" paper in Portrait orientation. (Portrait orientation is how you normally hold a piece of paper, and Landscape orientation is when the paper is turned on its side, so that it is wider than it is long.) The other types of paper you can choose from are listed. Move the selection bar over a type of paper and press 1 to select it. When we get to choosing a printer later on in the manual, the types of paper available to you might change. If you want help on adding or editing types of paper, I strongly recommend you use the help function by pressing F3. There is too much information there for me to cover in this manual. (See Function Maps.) Suppress Option 8, Suppress, lets you cancel the headers, footers, and page numbers for the page that cursor is resting on. When you choose this option you will get a menu of eight choices. Option 1 will suppress all page numbers, headers, and footers for that page. Option 2 will suppress headers and footers but will allow the page number to be printed. If option 3 has a "Yes" next to it the page number will be printed at the bottom center of the page, even if the standard page numbering has been suppressed. If you want to suppress only certain things, choose options 4-8. Now go to the third option on the main menu, Document. Completely ignore the first three options on the menu. The first one is completely unimportant and the second and third ones are more easily accessible from other places in WordPerfect, which we will get to later. Redline Method Redlining is another method of having text stand out. We will get to how to do redlining later on. With color printers, redlining usually means that you will get a red underlining for the phrase you want redlined. However, most of us do not have color printers, and therefore need another method. Choose option 4 and you will be given three choices. Option 1, Printer Dependent, is the default and should be chosen only if you have a color printer. Option 2, Left, tells WordPerfect that you want a certain character placed on the left side of each line that you have redlined. You will then be given the opportunity to choose that character. Option 3, Alternating, lets you place the character on the left on even pages and the right on odd pages. Document Summary Option 5, Document Summary, lets you create some information about the document. This information is never printed, it is solely for your own good. I've never found anyone that actually used the Document Summary, but I suppose there have to be a few of you. Creating one is very straightforward, but if you need help then choose the Document Summary option and press F3 for help. Other Options I am quickly going to go over the options available to you in the fourth option of the main menu, Other. If you have any questions regarding any of these options, consult the Help feature. Advance lets you move the printing position a certain distance from where the cursor is. This is useful for printing forms, although I still prefer a typewriter. If you choose left, right, up, or down, you will be prompted for a number of inches. The printing position of the characters which come after this command will begin that number of inches in the specified direction from where the cursor was. If you choose the line option, you can specify how far down the page from the top edge of the paper the printing should begin, and if you chose the position option you can specify how far along the line from the left edge of the paper the printing should begin. Conditional End of Page is a command that lets you keep a certain number of lines together. After you choose this option you will be prompted for a number of lines. However many lines you choose after the cursor will then not be separated by a Soft Page break. Decimal Align Character lets you choose what character will be aligned if you create decimal Tab stops. The default is a period. The Thousands Separator tells WordPerfect what separates each three digits in a number for the Math functions, the default of which is a comma. Language lets you choose what language you want to work in. Overstrike lets you choose between two and a handful of characters that you want printed over each other. This can be useful if you want to show a word being visibly X'd out, although you would have to choose this option for every letter of the word. (See Strikeout.) Printer Functions has a number of sub-commands. Kerning tells WordPerfect whether to decrease the amount of white space between letters, which helps compress the text and makes full justification with non-proportional fonts look nicer. Printer Command lets you send a specific set of characters that you got from your printer's manual directly to the printer, which can cause the printer to utilize a feature that WordPerfect doesn't have. Word and Letter Spacing lets you define how much space will be between words and letters. Justification Limits allows you to define how much of a line should be filled before it is justified. Baseline Placement is for typesetters to determine exactly where the baseline should be printed. Leading Adjustment determines how much space should be put in between lines with a Soft Return and a Hard Return. Underline lets you decide whether or not the underlining feature will underline spaces or Tabs. The default is that WordPerfect will underline spaces but not Tabs. Border Options lets you determine what kind of a border you are going to have around graphics that you have inserted into your document. CHANGING THE ENVIRONMENT There are a number of ways to make WordPerfect more comfortable to use, which I will detail to you now. All of these options are available with Setup, which is Shift-F1. If you press this key, you will see the main Setup menu. The Display Option 2 from the main menu, Display, will bring you to a list of five options that you can choose to make your display more suited to your needs. The first option from this menu, Colors/Fonts/Attributes, lets you choose how WordPerfect is going to display the special features on the screen. When you choose this option, what will come up onto your screen is going to depend completely on what type of monitor you have. You will either be given a list of six choices or a chart. What we want to get to is the chart. If you have the menu of six choices instead, press 1. The chart that is now on the screen lists how each style of typing is going to be displayed on the screen, and the type of chart will vary with the kind of monitor you have. On the left side of the chart is a list of all the styles that WordPerfect will display, and on the right is an example of how it will be displayed. If you have a monochrome monitor, four columns of options will be displayed in the middle of the screen that you can turn on or off by moving the cursor down to the option and pressing "Y" or "N". The different combinations of these options will allow you to tailor the styles to what suits you. If you have a color monitor, you will be able to choose the foreground and background colors of each style by moving the cursor down to the option and pressing the appropriate letter for the color you want. A list of the letters and what colors they correspond to is given at the top of the screen. When you are through selecting the styles, press F7. All of the changes that you made will be saved as the default from now on. Options 2 and 3 on the Display menu will let you choose the Graphics Screen Type and the Text Screen Type. These you will probably never have to change, since you selected what type of monitor you have when you installed WordPerfect. However, if you get a new monitor you can select either one of these options and have a list of available monitors displayed for you. Move the selection bar over one of these monitors and press 1 to select that monitor. I suggest you skip option 4, Menu Options, since that is almost completely for the mouse, which we are not using anyway. Option 5, View Document Options, lets you choose what the screen will look like when you are viewing a document. Viewing is a feature that lets you see what your document is going to look like when printed before you actually print it, and we will get into that later. There are three options that you can choose from as you can see. The first two options discuss whether the text should be in black and white, and I suggest you keep these both on Yes. Viewing a document looks nicer in black and white. The third one about boldface can be changed to No. Setting this to No will allow viewing the document do display boldface in wide letters. Option 6, Edit-Screen Options, will bring you to a list of seven more options that will affect the document-editing screen. Automatically Format and Rewrite is important to keep at Yes, since this will give you a better idea of how the document will look. Comments Display will let you choose if you want your comments displayed, which you will learn more about later. Filename on the Status Line will choose whether or not the name of the file should be displayed in the lower left corner of the screen. You can add in a Hard Return Display Character so that you always know which Returns are soft and which are hard. If you choose Ctrl-Enter for this option, a square block will become the Hard Return character, which I prefer to use. Merge Codes Display will let you decide whether the merge codes, which you will learn about later, will be displayed on the screen. Reveal Codes Window Size lets you decide how big the bottom window will be when you reveal the markers with the Alt-F3 key. The default is usually 5, but I like to keep mine a little larger, at about 10 or 12. Side-by-side Columns Display will let you decide whether or not to display the columns like they would appear on the paper if you are in column mode. I like having this one set at No, but that is a personal preference. Environment Controls The third option on the main menu is Environment Controls, which will let you change some of the operating procedures of WordPerfect. If you choose this option, you will be given eight more options. Option 1, Backup Options, is crucial for all computer users to set to their own preference. When you press this, you will see a screen detailing the two types of backups that WordPerfect does. The first one is a timed backup which saves a copy of the file you are currently working on to the C:\WP51 directory every specified number of minutes. You can choose whether you want these backups or not, and how long of an interval you want between them. When I was writing this manual, I had timed backups every five minutes because I didn't want to risk my computer crashing, which it did a couple of times. If you have to reboot the system, when WordPerfect is loaded it will tell you that there is an old backup file, and do you want to delete or rename it. Choose the Rename option, and type in a short name for the file. The file will be saved in the C:\WP51 directory which you can then retrieve. This is a lifesaver of a function, don't be without it. The only disadvantage is a small wait whenever WordPerfect saves the backup copy. (See Function Maps.) The second backup is a backup of the original when a new copy of a file is saved. I never use this feature but most people do. If you edit a file and then save the file to disk, the previous version of the file will be saved with a .BK! extension. For example, our file EXAMPLE would be changed to EXAMPLE.BK!. You can not change or edit a .BK! file, but you can delete them or rename them so that you can edit them. The biggest reason I don't like this option is that every file is saved twice, in essence, meaning that each file is taking up twice as much room as it has to. Option 2, Beep Options, lets you choose if you want a beep sounded on errors, hyphenations, or search failures. Turn all of them Off, believe me. That beeping is most annoying thing WordPerfect Corporation ever invented. Option 3, Cursor Speed, lets you choose the speed of the cursor in terms of characters per second. In my opinion, the faster the cursor is the faster your editing is, so I always set it to the maximum number, which is 50 characters per second. This is a relative timing, however, because a model XT computer is going to go a lot slower than a model 386 computer. Option 4, Document Summary/Management, can be almost completely ignored. If you are really into writing document summaries, and I have never met anyone who is, look through the Help feature on this option. Option 5, Fast Save, is an option which will cut down on the time it takes WordPerfect to save a file. However, if the option is off, the size of the file will be decreased since WordPerfect will be able to compress the file as it saves it. I recommend having it set to No. Don't change option 6, since external rules are necessary 99.99% of the time, and I hope that you are not going to use hyphenation anyway. Likewise option 7. Option 8, Units of Measure, lets you change what WordPerfect measures and displays your document in. The default is inches, but a lot of people use centimeters as well. (In this manual I only talk about inches, sorry.) Notice that there are two things you can change the measurement settings for. I recommend that you keep the same type of measurement for both of these settings, since it often gets confusing to look at two different types of measurements. You can also set the measurement to points, which is the size of a printed "pixel", or to 1200th's of an inch, which I can't imagine anyone wanting to stare at. Initial Settings The fourth option from the main menu lets you choose the Initial Settings for any WordPerfect document that you start up. If there is a favorite font you have, or a specific set of margins and justification that you like to have on every document you create, you can use this option to list all of the codes that you want at the beginning of each and every document. There are also some other things that you can set in here. When you choose the Initial Settings option, you will be given a list of eight options. Ignore options 1, 3, 6, and 7 completely. Option 2, Date Format, lets you decide how you want the date printed if you ask it to be in your document. If you choose this option, you will be given a very self-explanatory screen on how to set your date code to your preference. Please know that most of the world considers us very strange for writing June 27, 1991. Most places you will see 27 June 1991 and 27/5/91, smallest to biggest like it should be. Option 4 lets you decide whether you want to format documents for the default printer. Let's say that you write a document on your computer, but then edit it on someone else's. If this option is on and the printer that you had selected for your computer does not match the default printer for the other computer, your document will be altered to fit the specifications of the new computer. I like having this one On. Option 5 is the biggie which lets you create the initial markers. If you choose the Initial Codes option the screen will turn into what should be familiar to you as the Reveal Codes screen. You can now do most of the things that you are able to do in the editing screen. You can define any of the fonts (which we will learn later), set the margins and the justifications, set your page numbering, and just about anything else. The codes will now be at the beginning of every document you create. Hit F7 when you are done typing the codes. (See Function Maps.) Lastly, option 8, Print Options, lets you choose some of the important characteristics for WordPerfect's printing ability. The options on this screen will become the defaults for every document you create from now on. These options are rather self-explanatory, but I will discuss them later as we get into the specific functions that each option deals with. File Locations WordPerfect has many files that it needs to save throughout the course of editing your document. If you choose option 6, Location of Files, you can define what directories these files will be saved in. For the Backup Files I have a sub-directory of WP51 called DOCS where I save all the backups, so I put in C:\WP51\DOCS. The macros, which we will discuss later, are best saved in C:\WP51. Options 3, 4, 5 are best left to the defaults, since the default directories will correspond to the way WordPerfect installed itself on your hard drive. The Graphic Files setting is completely up to you. Some people have a separate graphics sub-directory, but remember that WordPerfect puts all of its pre-made graphics in the C:\WP51 directory. The Documents I always change to whatever floppy disk I like to use most, since this will become the basic default directory. Please note that if you change this setting to a floppy disk you must have a disk in the drive whenever you start up WordPerfect. SPELLING/THESAURUS WordPerfect has a very large Dictionary and Thesaurus available to it. The abilities of both of these programs are phenomenal, and you should definitely use them for all they are worth. Spell Checking To spell check a document, press Ctrl-F2. You will be presented with six options. Option 6, Count, will count all the words in the document without going through spell checking. Option 5, Look Up, will ask you to type in a word that you think is misspelled and give you some choices of different spellings. If you have purchased and installed a supplementary dictionary that you wish to use in addition to the main one, Option 4 will let you tell WordPerfect the name and location of that dictionary. Options 3, 2, and 1 let you spell check the word the cursor is resting on, the page the cursor is resting on, or the whole document. All of the first three options work exactly the same way, so I will just assume you have chosen to spell check the entire document. WordPerfect will go back to the beginning of the document and start searching for things that the program tells it are wrong. If WordPerfect comes upon a word that it believes is misspelled, it will highlight the word. Below the word it will list all of the options that it has found that might be correct for that word. (If there are two many possible new spellings to fit on one screen, you will have to press Enter to see another screenful.) If you see the correct spelling of the word in the list, press the capital letter which is next to that word and the word will be replaced. WordPerfect will then go on to find the next incorrect word. (See Function Maps.) There are six other options at the bottom of the screen when WordPerfect finds a misspelled word. Option 1, Skip Once, will tell WordPerfect that you don't want this word corrected, but if it finds the word again you want to be notified. Option 2, Skip, will skip this word every time it finds it in the document. Option 3, Add, will add that word to your personal dictionary, which is saved on the hard disk and used every time you use the spell checker. Option 4, Edit, will briefly return the cursor to the document so that you can change the mistake if you don't find the correct word on the list. Press F7 when you are done editing. Option 6, Ignore Numbers, will tell WordPerfect not to see correct words with numbers at the beginning or the end of the word as misspelled. (For example, with the Ignore Numbers feature on, program12 and 78push would both be looked at as correct words.) You can cancel spell checking at any time by hitting F1. Very rarely in a language does a word occur twice in a row, so WordPerfect is programmed to look for this. If WordPerfect finds double words it will highlight them and give you four options, numbered 2-5 for some reason. Option 2 will skip this occurrence of double words. Option 3 will delete the second word. Option 4 will let you edit the document, and option 5 will prevent WordPerfect from looking for double words. A new feature in WordPerfect 5.1 is the ability to look for strange casing, upper and lowercase letters that don't fit the norm. If it finds a word with strange casing, you will have four options, numbered 2-5 again. Option 2 will skip the word. Option 3 will replace the word with whatever WordPerfect has in its dictionary as the correct casing for the word. Option 4 will let you edit the document, and option 5 will disable the case checking. Thesaurus The electronic Thesaurus on WordPerfect is very well constructed. Put your cursor over the word that you want to change. Now hit Alt-F1. WordPerfect will display all of the synonyms for the word that you chose, as well a few antonyms if it has any on file. Notice that there are three columns on the screen. This is so that you can view three separate sets of synonyms at a time. The synonyms of the word you chose occupy the first column, and there is a capital letter next to each word. To the left of some of the words there is a small dot, called a bullet. If there is a bullet next to the word it means that you can look up the synonyms to that word as well. To look up a new list of synonyms, press the letter that appears next to the word with a bullet next to it. In the second column will appear the new list of synonyms. You can move back and forth between these lists with the left- and right- arrow keys. If you want to look up a word that is not on the list, choose option 3. You will then be asked to type in the word that you want to look up. If you want to clear a column, choose option 4 at the bottom of the screen and the column that you are currently on will be erased. To go back into the document and look at some text, choose option 2. You will then be able to move around the document at will. When you are ready to go back to the Thesaurus, press F7. To replace the document word with a word in the list, choose option 1. You will then be asked to press the letter next to the word you want to replace it with. The word will be replaced and you will be returned to your document. To leave the Thesaurus at any time, press F1. (See Function Maps.) PRINTING A FILE Shift-F7 will get you into the print options. When you press this key, you will be greeted with a menu of seven choices and some options in the lower half of the screen. Options 1, 2, 3, and 5 will all print a file to the selected printer. Option 1 will print the entire document. Option 2 will print only the page that the cursor is resting on. Option 3 will print a file on the disk. If you choose this option you will be asked for the name of the document. (As I have said before in the DISK USAGE section, I do not recommend printing a file that is not in memory.) Option 5 will let you define a range of pages that you want to print. If you choose option 5, you will be asked to type the beginning and ending pages separated by a dash, i.e. 3-17. When you print a file, be sure that your printer is On Line. As long as you have the right printer selected (see Printer Options below) your printer should have no problem handling the document. Control Printer While a document is being printed there are some functions of the printer that you can control. From the Printer menu press 4 to see the Control Printer options. A screen will come up that displays information about the current print "job", which means the document that is being printed. Listed below this are the other print jobs which are waiting to go to the printer. The reason that you can view this screen is because when WordPerfect prints something, it portions off a small section of the computer's memory to just deal with printing the document. While WordPerfect is dealing with printing a file, you can go back into the editing mode and work with your document. Or, by pressing Shift-F3 and switching to Doc 2, you can load in and edit another document. You can not exit out of WordPerfect or the document that is being printed while printing is going on. Also, notice that the printer will slow down your editing, and your editing will also slow down the printer. If you try to print another document while a file is being printed the file will be put on the list of print jobs and will be printed after the current document is finished printing. At the bottom of the screen there are five options. Option 1 lets you cancel the current job or any job that is on the list. Option 2 lets you take a file that is on the list of waiting print jobs and change it to first on the list so that it will be printed next. Option 3 lets you display the jobs waiting to be printed if the list is so long as to go off the screen. Options 4 and 5 let you stop a file currently being printed, then resume printing. View Document Option 6 from the main menu, View Document, is what makes WordPerfect worth the aggravation. By choosing this option, you will be able to look at your document exactly as it will appear when you print it. (This option will not work if you do not have a monitor and a driver which is capable of supporting graphics.) The page which will appear on the screen is the page that your cursor is currently resting on. You can change pages by the PgUp, PgDn, Ctrl-Home, and all other keys that normally move you around in a document. The arrow keys will also work, but you must be zoomed in on a page for them to be of any use. Notice at the bottom of the screen are four options. You are currently seeing the third option, Full Page. Option 4 will show you the facing pages as if you were looking at the document like a book. Option 1 will display the page at 100% its actual size, so that the paper on the screen will be the same size as the paper from the printer. Remember that when you zoom in not all of the page can fit on the screen at one time. Option 2, 200%, will let you look close up at the document. Press F1 when you are finished viewing your document. (See Function Maps.) Printer Options At the bottom of the main menu are some printing options that you can set for the current document. These settings will be saved with your document. If you notice, these are the same options we saw when we were in the menu from Shift-F1, 4 - Initial Settings, 8 - Print Options. If you change any of these settings on that menu instead of this one, those settings will be accepted as the defaults for any future document. Select Printer lets you choose what type of printer you have. If you choose this option you will see a list of all of the printers you have selected. Move the selection bar and press 1 to choose a different printer. To get a list of the other printers that WordPerfect supports, press 2. To edit the settings of a printer, to change the printer port, or to tell WordPerfect that you have bought some cartridges for the printer, press 3. To get information about any specific printer, press 6. If you have bought new internal fonts for the printer or changed something else inside of it, press 7 to update the printer file. Binding Offset is for those people who want to print documents with facing pages. Whatever measurement you choose for this option, the text on the page will be shifted that much to the left on even-numbered pages and that much to the right on odd-numbered pages. This facilitates binding a document. Number of Copies had better be obvious. Multiple Copies can be generated either by WordPerfect or by the printer. All this means is, "When the job is finished printing once, does WordPerfect or the printer get the job of doing it over again?" If the document is very short you can select that the printer does it so that WordPerfect won't have to spend its time making many copies, but if the document is of any real length then the printer won't have enough memory to handle it. It's best to keep this option on WordPerfect. Text Quality and Graphics Quality each have four options available to them: Do Not Print, Draft, Medium, and High. The better the quality, the longer it takes to print. If you're printing a rough draft of a document, just keep the settings at Draft as well. CHANGING FONTS AND STYLES There are many ways to make your text look different. We have already examined the two most common ones, underlining and boldface. Let's take a look at all the rest. If you press Ctrl-F8 you will see the options available to you. Size You can change the size of your print to seven different levels. Press 1 from the main menu to see the sizes available to you. Each one of these operates just like boldface and underlining. When you turn the style on a marker is placed to tell WordPerfect to begin it at the cursor. You can now type in whatever text you want and it will be in the selected style. By reselecting the style you will place a marker telling WordPerfect to turn it off again. NOTE: Press Alt-F3 to reveal the markers. Now press F8. What do you see? You see both of the underline markers put on the screen right away, the one to turn it on and the one to turn it off. However, the cursor is sitting right on top of the marker to turn underlining off. Type some text. What happens? The marker to end underlining is pushed to the right of the text, so that all of the text appears between the two markers. Get out of underlining by hitting F8 again. What happened? The cursor just jumped a spot to the right so that it was out of the underlining zone. What this means for you is that you can get out of any kind of style simply by hitting the right-arrow key to move out of the style zone. This saves you from having to reselect the style to cancel it, because some of these styles take a number of keystrokes to activate. If you would like to try out some of the styles, make a few lines with each one in a different style. Please note that some of the sizes might not work for your particular font. Some fonts only come in one or two sizes, so don't be upset if the Extra Large feature comes out the same size as the Large one. Now you may ask yourself how WordPerfect decides how big each one of these options is. Well, to get back to something we were looking at earlier, hit Shift-F1, 4, 8. Towards the lower half of the screen you will see the percentages that WordPerfect reduces or enlarges the font as compared with your base font. Any of these percentages can be changed and will be accepted as the default from then on. Appearance The appearance of the text works in the same way as the size, with markers to turn them on and off. Press 2 on the main menu to see the nine styles. As with the sizes, all of these might not work with your printer. Each one is self-explanatory except for the redlining and the strikeout. The redlining, as I have explained before, is something more often used for color printers, but as you saw on the Format, Document menu (Shift-F8, 3) we could define a character that would appear on the left of any line that was supposed to be redlined if we had a black-and-white printer. Strikeout will take any text within the strikeout zone and put an "X" over each letter. Base Font The font is the most important thing that you will select when using WordPerfect. If you select this option from the main menu you will see a list of all of the fonts available to you, which will depend on the type of printer and what cartridges you have told WordPerfect that you have. Here are some tips for choosing a font: 1) If the font has the letters cpi after the number, this means that it is a non- proportional font. The number is the characters per inch of the font, and the larger the number is the smaller the font is. 2) If the font has the word Pitch in it, this means that the font is proportional. The number is a representation of the size of the font. The larger the number is the larger the font is. 3) If the font has the word (Scalable) after it, it means that the letters can be any size, and you will have to tell WordPerfect the size. The number you enter is equivalent to the Pitch of a proportional font. A scalable font is proportional. Each font looks completely different from the others. This document was printed with Times Roman 12 Pitch, and the header on each page was printed with Universal 7 Pitch. That is, if whoever printed out this document uses an HP Laserjet III. Once a font is turned on, that will be the font until a new one is turned on. Print Color The fifth option, Print Color, is only available to you if you have a color printer, of course. You can select a color by pressing the appropriate number. Print colors last until a new one is chosen. Notice that each color is a mixture of the three primary colors: red, yellow, and blue. If for some reason you do not like the current mixture, you can change the percentages to suit your taste and those will be taken as the default from then on. BLOCKING TEXT One very useful function when it comes to working with text is making a block. A block is a set of boundaries that you define that encases a certain amount of text. You can then do so many things to that block of text that I'm not even sure I can list them all. To start a block, put the cursor at the spot you want the block to begin. Now press Alt-F4. You will see on the left side of the status line that a message saying Block on will blink. This is your notice you are in block mode. Now move your cursor to where you want the block to end. The block is now defined. Do not hit Alt-F4 again. If you do so you will turn off the block. Now that you have defined the block, you can change any of the attributes of the block. Please note that you can also start at the end of the section of text you want to block, not just the beginning. Changing a Block's Attributes When you have a block defined, there is no limit to the things about that block you can change. For example, if you have a block defined and hit F8, the underlining key, the text inside the block will be underlined. This saves you from having to delete text you've already typed in if you want it underlined. Let me briefly go over some of the other keys you can hit. Remember, many keys on the keyboard react differently if a block is on or off, because WordPerfect knows that anything you do is going to affect only the block. F6 - Make the text in the box boldface. Ctrl-F8 - Change the size or appearance of the blocked text. Shift-F8 - Protect a block so that it can not be broken by a Soft Page break. Ctrl-F2 - Spell check the blocked text. Shift-F6 - Center the block. Backspace - Delete the block. Shift-F7 - Print the block. F10 - Save the block to a new filename. Shift-F3 - "Switch" the case of the blocked text to upper or lowercase. Many of the commands that I go over in the future will have different functions depending on whether a block has been defined or not. As soon as you change an attribute of a block, the block turns off. MOVING/COPYING TEXT The Ctrl-F4 key will bring you to the options of moving and copying text. This command functions quite differently whether a block is on or off. If a block is defined and you hit Ctrl-F4, you will be given three options, Block, Tabular Column, and Rectangle. If you choose option 1, you will be working with the block as you have defined it. If you choose option 2, you can work with a column that you have created with Tabs, not with the column mode. If you choose this mode you should have defined your block with the start of it being in the upper left corner of the column and the end of it in the lower right corner. If you choose option 3, WordPerfect will not deal with the block exactly as you defined it. It will take the beginning and ending points of the block and create a rectangle from the two points, which might not encompass all of the text that a normal block would have. If you have not defined a block, you will be given four options, Sentence, Paragraph, Page, and Retrieve. Ignore Retrieve for the moment. If you choose Sentence WordPerfect will select as its "block" the sentence on which your cursor is resting. Likewise for the Paragraph and Page options. Moving and Copying the Block Now that you have given WordPerfect a block of text in one manner or another you are ready to do something with it. After you choose your block you will be given four more choices: Move, Copy, Delete, and Append. Ignore Append for the moment. If you choose Move, the text will be deleted from its present location. Your cursor will be returned to the document and a message on the status line will read, Press Enter to Retrieve. Now move your cursor to wherever you want the text to go. Hit Enter and text will be placed wherever the cursor is. Copy works just the same as Move, except the text is not deleted from its original location. If you choose Delete the block will be erased. The Append option is rather interesting. If you choose this option you will be able to take the block of text and attach it to the end of a document that is stored on disk. When you choose this option you will be asked for the name of the file. WordPerfect then changes the file on the disk so that a copy of the block is appended to the file. When you move or copy a block that text is stored in a buffer. This buffer is a little chunk of memory that holds the text until it is called for again. When you finish the moving or copying, the nice thing is that the text is not deleted from the buffer. In fact, the text is not deleted until you try to put something else in the buffer. What this means to you is that you can retrieve text more than once to make multiple copies. If you have put text into the buffer, simply press Ctrl-F4 and choose the Retrieve option. The last text put in the buffer will be put wherever the cursor is. (See Function Maps.) FINDING AND REPLACING TEXT Often times there are key words or phrases in a document that you want to search for. Or maybe there is a person's name that you've constantly spelled wrong and need to replace every occurrence of it with the correct spelling. Well, WordPerfect can do it quite easily. Press F2 to start a search. In the status line you will be asked for the word or word pattern that you wish to search for. You can put in just about anything, including codes for special styles. When you are done with that, press F2 to begin the search. Do not press Enter to begin the search. If you press Enter WordPerfect will assume that you want to search for the given word when it has a Hard Return after it. The search will progress forward from the point of the cursor. When WordPerfect finds the text it will display the point of the document where it found it and put the cursor right over it. To search for the same text again, press F2 twice. To search the document backwards from the cursor instead of forwards, press Shift-F2. (See Function Maps.) Alt-F2 will let you search for text and replace it with something else. When you press the key WordPerfect will ask you whether or not you want to Confirm. If you hit "Y", WordPerfect will ask you whether you want each occurrence of the word replaced. If you hit "N", it will replace everything without asking. You will then be asked for the word pattern you want to search for. Press F2 when you are finished typing that in. Then type what you want to replace it with. WordPerfect will search the document forward from the point of the cursor. There is no way to do a search and replace backwards. (See Function Maps.) FOOTNOTES Footnotes and endnotes are small notes set apart from the document which give additional information or refer to another text. The only difference between them is that the footnote comes at the bottom of the page and the endnote comes at the end of the document. The main footnote menu is at Ctrl-F7. To create a footnote, choose option 1, Footnote. You will then be given four more options on the Footnote menu. Choose option 1, Create. You will be placed in an editing screen with the number 1 on the screen. Type in whatever text you want to be in the footnote. (Note that the number of the footnote will be small and in superscript when actually printed.) When creating a note, you can use all of the available commands, including changing the font so that the footnote looks smaller than the other text. When you are done creating the footnote, hit F7. A footnote marker will be inserted into the text, as well as a small, superscripted numberal. The footnote will be printed at the bottom of the page, set apart from the normal text by a few spaces and a solid line. To edit a footnote, choose option 2 from the Footnote menu, Edit. You will then be asked for the number of the footnote you want to edit, after which you will be able to edit the footnote. Option 3 from the Footnote menu, New Number, will let you break the consecutive sequence of the footnote numbers. The fourth Footnote menu option, Options, gives you nine different choices of how you want to style the footnote. Creating and editing endnotes, option 2 from the main menu, work exactly the same way as creating and editing footnotes. All of the commands are duplicated. Option 3 from the main menu, Endnote Placement, will let you decide if you want an endnote someplace besides at the end of the document. You might want an endnote to come at the end of a chapter instead. Move the cursor to where you want the endnotes and choose option 3 from the main menu. This is where all of the endnotes that have not been printed up until then will be printed. The only prompt WordPerfect will ask you is if you want you restart endnote numbering at the next page. Once you reply, WordPerfect will insert a box and a Hard Page break. The box is there because WordPerfect will not know how much space the endnotes will take up, since an undetermined number of endnotes will be put there. In order to print the document with the endnotes, you must use the Generate command (Alt- F5, 6, 5). This should be the last command you give WordPerfect before printing the document. If you do not use the Endnote Placement feature, you will not need to use the Generate command. MACROS Macros are very nice, and I have more of them defined than I can count. A macro is a keystroke or a word that, when pressed, will set a specific chain of events in motion. For example, I have my Alt-W key set up so that whenever I hit it, the word WordPerfect will appear. After all, I don't want to type that a thousand times, do I? I also have my Alt-O key configured so that it will take the line above the cursor and make it centered, boldfaced, underlined, very large, and all in capitals. That takes about thirty keystrokes which I have reduced to one. There are two kinds of macros you can define. One are Alt-Key macros which you can get with one keystroke. You can have a separate macro for each letter of the alphabet. The other are word macros that you need to do a little more typing to get. To create a macro, press Ctrl-F10. You will then be asked for the name of the macro. Press and hold the Alt key and hit a letter, or type in a word that you would like to call the macro. After you do this, you will be asked for a description of the macro, which I never type in. You will then be put back into editing mode, with a blinking message on the left of the status line reading Macro Def. Anything you do from now on will become part of the macro. When you are finished typing the macro, press Ctrl-F10 again. You have now saved the macro. If the macro was an Alt-Key macro you can get it by pressing Alt and the key. If it was a word macro, press Alt-10 and type in the name of the macro. If you try to define a macro that already exists you will be asked whether you want to replace it, edit it, or see the description. If you decide you want to edit it, you will see a screen with a box in the middle that shows you what the macro looks like. The first code in the macro is always {DISPLAY OFF} so that WordPerfect doesn't waste time by showing you every step of the macro, just the finished product. You can delete this if you want to see the macro in action. You can now change the codes and insert your own. There are some codes that are available only in macros, and you can move through a list of those by pressing Ctrl-PgUp. The codes are quite obscure, and you can learn more about them by reading the WordPerfect 5.1 manual. Remember when defining a macro that, if you are using special codes and markers, you need to make the macro definition as universal as possible. For example, let's say you created a macro that would underline and center the line above the cursor. When you defined the macro, the line was simply one word: Define. What a lot of people will do is to move the arrow up to the line, start their block, then move to the end of the line to finish the block by hitting the right arrow key six times. Well, from then on this command will only work if your line is six letters long. What you should do instead is to press End to have the cursor automatically jump to the end of the line. It's stuff like this that makes defining macros a little more tricky than it might seem. (See Function Maps.) GRAPHICS WordPerfect versions 5.0 and 5.1 support the addition of graphics into your document, like this one: Nice, isn't it? This graphic was created by the people at WordPerfect Corporation and is on your C:\WP51 directory under the name TELPHONE.WPG. They put about twenty-five of these on that directory, each one of which has the extension .WPG. You can buy more pictures commercially, just make sure that the files have the .WPG extension on them. You can also create your own pictures with the companion program, DrawPerfect, a bad but usable drawing program. Lines Press Alt-F9 to view the types of graphics boxes to choose from. Options 1, 2, 3, 4, and 6 are types of graphics boxes which we will get into in a minute. Option 5, Line, is completely unlike the other five options so we will get into that first. This option will create a horizontal or vertical line in your document. If you choose this option, you will see that you can create or edit either type of line. (Please note that if you edit a line, your cursor has to be positioned after the line appears, don't ask me why.) After you choose a type of line to create you will see a list of five options. If you are creating a horizontal line, the horizontal position can be set to Full (spanning from left margin to right margin), against the left margin, against the right margin, centered between the margins, or you can manually set the position of the line. You can also set the vertical position to either Baseline or you can manually set the position. If you choose baseline, the line will appear directly below the current line of text. The options are the same for vertical lines, except in reverse. For a vertical line, the vertical position can be set to Full, Top, Bottom, Center, or you can set the position manually. The horizontal position can be set to be against the left margin, the right margin, between columns (in column mode), or you can set the position manually. Once you have chosen the positioning of the line you can choose the length of the line, option 3. If the position of the line has been set to Full, the line length can not be changed since it will span the entire page. The width of the line can be altered freely. The last option, Gray Shading, lets you control the blackness of the line. The default is 100%, which means the line will be pure black. Once you have set a line, you can view what it looks like with the View Document command on the Print menu. (Shift-F7, Option 6.) Graphics Boxes From the main menu (Alt-F9) you can choose five different types of boxes: Figure, Table, Text, User, or Equation. Here's the stickler: The type of box you choose does not matter. All five boxes are the same. For example, you can have an equation in a text box with no problems. The reason that they have five different types of boxes is that, after you choose a type of box, you will given nine options to choose from. The defaults for these nine options will be adjusted depending on what type of box you want to create. When you choose one of these types of boxes you will be given the choice of creating one, editing a previous one, making a new number, or setting the options. The options, number 4, are very important to set. This lets you decide whether there is a border around the graphics, how much of a margin will be inside and outside the border, how the graphics are numbered, and how the captions will look. Once you set those, press Enter to go back to the previous menu and choose option 1, Create. Option 1, Filename, is the name of the graphic that you want to import from disk. For example, the filename for my telephone was TELPHONE.WPG. You also have to tell WordPerfect what disk and directory it is getting the graphic from. I didn't have to say anything besides TELPHONE.WPG only because in the Location of Files option on the Setup menu (Shift-F1) I had told WordPerfect that the default location for my graphics files was C:\WP51. When you type in the filename WordPerfect will go look for the picture. After you choose the picture, the rest of the options might very well change, depending on the specifications of the picture. Option 2, Contents, is just going to tell you what WordPerfect found to put inside the box, and you will probably never need to change it. However, there are some advantages to changing to a different type. Graphic and Graphic on Disk are two sides of the same coin. The first one will save the picture information as part of the file, meaning that the graphic has now been completely incorporated. The second one will not incorporate the graphic as part of the file. Whenever you load in the file, WordPerfect will look for the graphic in the specified directory. This means that you cannot transport the file to another computer without bringing the separate graphic file with you. A Text box will allow you to change the appearance of text inside the box without affecting the text in the rest of the document. Equation will let you access the equation editor instead of the graphic editor when you choose option 9. Option 3 lets you put a Caption directly below the graphics box. If you choose this option you will be put into a text-entering mode, from which you can access just about every text- editing feature, such as font changes. Nothing you do to the caption will affect the rest of the document. The first thing in the caption will be the number of the figure that you have created. You can erase this if you don't want it in the caption. When you are done typing in the caption, press F7. Option 4 lets you choose where you are going to anchor the graphic. If you choose Paragraph, the graphic will stay with the text around it. If you select Page the graphic will remain at the fixed location of the page regardless of where the text moves. Character moves the figure around like a single character, allowing you to move it at will. Option 5, Vertical Position, is dependent on the anchor type. If the anchor is Paragraph you can enter an amount that the graphic will be offset from the paragraph. If the anchor is Page you can enter how far down the page the graphic will start, or move it flush against the top or bottom margin. If Character is the anchor then you will select whether the rest of the line is flush with the top, middle, or bottom of the document. Option 6, Horizontal Position, is also dependent on anchor type: Paragraph - Flush with the left margin, the right margin, the center of the page, or the full page; Page - A certain distance away from a margin or a column; Character - A horizontal position is not necessary. Option 7, Size, changes what size the box is going to be. The width and height can each be set manually or they can be set to automatically adjust to the size of the graphic. If you manually set either setting the other one will be changed to keep the shape of the graphic intact. If you choose the Set Both option, the shape of the graphic will be altered to fit whatever size box you create. If you choose Auto Both WordPerfect resets the size of the box to what it was when the graphic was originally created. Option 8 will let you decide whether the text should wrap around the graphic box or not. If no, then the text will keep on printing just as if there was no graphic box there, so that the graphic and the text will overlap each other. Option 9 lets you Edit the graphic. There are separate editors for graphics and equations. If you are editing a graphic, you can move the figure, scale it horizontally or vertically, rotate it, invert it, print it in black and white if you have a color printer, and choose what percentage of the graphic should be displayed. If you are editing an equation, get the WordPerfect manual, because its too much to go over here. (See Function Maps.) COLUMNS AND TABLES Currently all of our text that we've typed has gone all of the way across the page. However, you can edit your document so that what you type is displayed in columns, rather than in a full page format. Press Alt-F7 to get to the main menu of columns. (See Function Maps.) Columns Choose option 1 on the main menu. You will be greeted with three options, On, Off, and Define. Define is the most important option. Once you have defined your columns, options 1 and 2 simply turns the column mode on or off. Press 3 to go to the column definition screen. Here you will be able to set up exactly how you want the columns to look. The Type of column can either be Newspaper, Parallel, or Parallel with Block Protect. Newspaper columns have text that all stays on one page. When you finish with one column, WordPerfect brings the text up to the beginning of the next column. In parallel columns each column is a separate entity, so that nothing you do in one column can affect the next one. If you choose Parallel with Block Protect the text will be prevented from going down into the next page. Choose the Number of Columns that you want, as well as the Distance Between Columns. After you have chosen these options, the margins of the columns will be calculated automatically and displayed in the chart in the lower half of the screen. If you want to change these margins, to make one column bigger than another, simply press 4 and the cursor will be moved to the chart so that you can edit the numbers. Now that your columns have been defined, don't forget to turn them on if you want to use them. On your monitor you will see the columns displayed side by side just as they would appear on the paper. However, if you don't want them displayed side by side but would rather see them just like normal text, you can change it with the option we already talked about at Shift-F1, 2, 6, 7. To move from one column to another in the side by side display of columns, press Alt-Left-Arrow or Alt-Right-Arrow. Notice that when columns are on, you have a new thing in the status line telling you which column you are in. Also, to force WordPerfect to go to the next column, insert a Hard Page break. Tables Here is a sample chart created with WordPerfect. Group 1 Group 2 Group 3 Day 1 - No ProgressDay 1 - No ProgressDay 1 - Some Progress Day 2 - Some ProgressDay 2 - No ProgressDay 2 - Much Progress Day 3 - Much ProgressDay 3 - Some ProgressDay 3 - Finished Course When you choose the Table option from the main menu, you will be prompted to tell WordPerfect how many rows and columns you want in the table. The table will then be displayed and you will have a number of options as to how to edit this table. There are much, much to many editing options for me to go over in this mini-manual, so I won't even try. The Help feature on WordPerfect details all of these options quite well. Let me just say that I don't think there is anything you would want to do with a chart that these options didn't cover. Once the table is created and you are back in editing mode, you can enter your information into the cells of the table. Each cell is treated like an individual line, which it is in a way. You can enter text exactly like you would in normal editing mode. To move from one column to the next, use the Alt-Left-Arrow and Alt-Right-Arrow keys. Do not hit Enter in any of the cells because you will warp the shape of the chart. OUTLINING WordPerfect will automatically create standard outlines for you. These outlines have eight levels, with standard numberings: I. Hello A. Greetings 1. How are you? a. What's up? (1) Salutations (a) Howdy, pardner i) What's shakin'? a) Yo! These are the default numberings and styles for outlining. To change the default, press Shift-F5 and choose option 6, Define. Here you can define the numberings that you want to use. The outlining main menu is at Shift-F5. Choose option 4, Outlining, to get to the outlining options. Press 1 to turn the outlining on. After you turn it on, press Enter. You will prompted with a I. Type in whatever text you want to go on this first line and press Enter. You will then be prompted with a II. on the next line right under the I. You may type in text on this line. To move to the next level of outlining, press Tab. To move back a level, press Shift-Tab. (Do not hit the Backspace key instead of the Shift-Tab key. This will delete the outline number, and can affect the way the outline is produced.) WordPerfect will automatically calculate the number necessary for the level of the outline. You need to do nothing but type and hit Tab and Back-Tab. To turn outlining off, choose option 5 from the main menu, then option 2. (See Function Maps.) STANDARD TABLES With WordPerfect you can have it automatically create a Table of Contents, an Index, Cross- References, Sub-documents, or a Table of Authorities. The Table of Contents at the beginning of this manual was generated completely by WordPerfect. Creating any one of these is just as difficult with WordPerfect as it is by hand, but the advantage to using WordPerfect is that when the page numbers change, WordPerfect will change the tables along with them. Hit Alt-F5 to get into the main menu of tables. Cross-References Option 1 from the main menu will let you create a cross-reference. The two things that you have to do to create a cross-reference is to mark the reference and the target. The reference is the place in the document that you tell the reader to go look at something else. The target is what the reference is referring to. Normally you would be creating both the reference and the target at the same time, so you would usually choose option 3 from the Cross-Reference menu. However, there are times when you might wish to create a reference to something which hasn't been created yet, and there are times that you want to make a target for something that you know you are going to reference later. Since options 1 and 2 work the same way as option 3, we are only going to deal with option 3. Choose option 3, Mark Both Reference and Target. You are going to see five types of references, Page, Paragraph/Outline, Footnote, Endnote, and Graphics Box. To tie the reference to a page number, choose option 1. You will then be asked to move the cursor to the page that you want to target. Make sure you put the cursor at the beginning of the text you want the reader to look at so that if the page numbers get changed WordPerfect will change with it. Press Enter to mark the target. If you want the reference tied to a paragraph number or an outline level, choose option 2 and move the cursor to the beginning of the paragraph, then press Enter to mark the target. To tie the reference to a footnote or an endnote, choose option 3 or 4. Make sure you move the cursor to the space immediately after the code representing the footnote or endnote. (You might wish to use the Reveal Codes screen here, because the footnote and the target marker must be back to back.) If you want the reference tied to a graphics box, choose option 5. You will be asked what kind of a graphics box it is, the same as when you created the box. Like the footnotes, move your cursor to the space immediately following the code for the graphics box and hit Enter. After you press Enter you will be asked for the name of the target. This name can be anything if you are going to use the target or reference only once, but if you are going to use multiple references to one target or make multiple targets for one reference, make sure the name is something you can remember. After you type in the name, WordPerfect will place a target with that name at the place you hit Enter. It will also create a reference to that target at the place your cursor was when you entered the cross-referencing feature. This reference will only display the page number, paragraph number, etc. of what you are referencing. Any additional words in the reference you have to supply yourself. For example, if you wanted the reference to say See Page 3, WordPerfect will only supply the 3, and you would have to type in See Page yourself. As you change your document around, the number that was printed by WordPerfect in your reference might be wrong. For example, what was page 2 might now be page 4. In order to change the reference numbers you have to Generate them. From the main menu, choose option 6, Generate. You will then choose option 5 from the next menu to generate the new references. Everything in your document will then be changed. Note: This should be the last step you do before you print the document. You will sometimes want to make reference to the same target a number of times. To reference a pre-existing target, simply choose option 1, Mark Reference, from the cross- reference menu. You will then be asked for the type of reference it is as well as the name of the target. In this manner one target is being used for a number of different references. By choosing option 2, Mark Target, you can have one reference refer to a number of targets. Let's say you wanted a reference to refer to three different pages. You would put a target on each of the three pages, making sure that each target has the same name. Then, when you created a reference to refer to a target with that name, WordPerfect would put make the reference refer to all three targets. Each number would be separated by a comma and a space, i.e. See Page 3, 4, 7. (See Function Maps.) Sub-documents There are times when you want to edit a document so large that it is almost unmanageable. Well, there is a way to make large documents a little easier to use. You can break up your document into sub-documents. This manual was created with the sub-document feature. What I did was I created each section of this manual as an individual document. When I wanted to edit one of the sections, I just called the file up into Document 1. Since it was only a section long, I could move around in it quickly. In Document 2 I created my master document, which was the collection of all of the sub-documents. The master document simply told WordPerfect what files were going to make up the entire document. Every sub-document is an individual file. You create them, edit them, and save them just like any normal file. Let's say you have three sub-documents on your default drive, which we'll call OPENING, BODY, and CLOSING. We would need to create a master document to tell WordPerfect that those three files will make up the final document. A master document is also created just like a normal document. It can contain normal text, not just the names of files. When you want to insert a file into the document, you need to create a sub-document link. This link is a code which tells WordPerfect that it needs to retrieve a file from the disk and put it into the document. To create a sub-document link, choose option 2 from the main menu. You will then be asked for the filename. Type in OPENING. On the screen in the master document you will see a box which says Subdoc: OPENING. This means that WordPerfect will take the file called OPENING and stick it into the document right where the box is. You can then insert a Hard Page break and create two more sub-document links for the files BODY and CLOSING. What you have here is a condensed master document. This means that you are just looking at the names of the files, not the files themselves. To look at the master document as it would look with all of the files actually present, you need to expand the document. To expand the master document, choose option 6, Generate, from the main menu. Then choose option 3, Expand Master Document. All of the files will be loaded into memory. If a file is not found on disk, WordPerfect will prompt you for a new name or to skip the document. You can now edit all of the sub-documents together if you need to. To condense the master document again, choose option 4 from the Generate menu, Condense Master Document. If you made changes to any of the sub-documents, WordPerfect will ask you if you want to save the sub-documents as it condenses the master document. (See Function Maps.) Please note that when a master document is expanded, it does not treat each sub-document as a separate file. Any code that you put in a sub-document, such as a font or a set of margins, will hold true for all of the following sub-documents until a new code is found that replaces the old one. Also, any lists, tables of contents, etc. should be put only in the master document. Index Creating an index is one of the longest, most arduous processes the writer of a manuscript can ever do. It's no wonder professionals often hire other people to write them. However, WordPerfect makes creating an index almost simple by comparison. The first thing that you need to do is to Define your index. Position your cursor at the end of the document, then choose option 5, Define, from the main menu. Choose option 3, Define Index. You will be asked to enter the name of a concordance file. Keep this in mind, as we will talk about it later. For now, just press Enter. You will then be given five options as to how to how the index will look. The only one that you might have difficulty understanding is the fifth one, Flush Right Page Numbers With Leaders, which simply means that a row of periods will extend between the word and the page number. Once you choose a numbering style, you've finished defining your index. Now you have to mark the text that you want to appear in the index. The hard way is go through and manually block each word or phrase that you want in the index. (The easy way is coming.) Block a word or a phrase that you want to appear in the index. Then press Alt- F5. Notice that since a block is on a new set of choices comes up onto the menu. Choose option 3 to mark the block as an index entry. You will then be asked for the name of the heading that you wish the word to go under. You will also be asked for a sub-heading; if you do not want a sub-heading, simply press Enter. The easier way is to create a concordance file. This is a normal WordPerfect document that has one word or phrase per line, each line ending in a Hard Return. Each word or phrase that is on a line in the concordance file will be searched for in the document. This saves you the trouble of having to mark every single occurrence of a word or phrase in the document. Save your file to disk and then, when you define your index, type in the name of the file when WordPerfect asks you for the concordance file. The one major disadvantage to this method is that WordPerfect will only look for exact matches, i.e. disks will not be found if the line in the concordance file is disk. To generate an index, do just what you did with the cross-references. From the main menu choose option 6, Generate, then option 5. Again, generation should be the last thing you do before printing. (See Function Maps.) Table of Authorities A Table of Authorities is usually used for legal purposes as a list at the beginning of a document detailing all of the legal documents quoted. First we must define the table by choosing option 5 from the main menu, then option 4, Define Table of Authorities. You will then be asked for a section number that you want to define. (There are sixteen possible section numbers, and each section can have a different style to it.) Once you choose a section number, you will be given some options as to how you want the section styled. Once you have chosen those options, you will have defined that section of your table. To define a new section, simply go through the same process. After you have defined a table, you should immediately insert a Hard Page break. Also, after the Hard Page break you should insert a new page number (Shift-F8, 2, 6, 1). This is because creating a table could throw off the page numbers that WordPerfect will read. NOTE: Whenever you are defining a Table of Authorities or a Table of Contents, you should start numbering your pages only after the tables are done being created, and should start the page numbering with page number 1. This will prevent page numbering problems that might arise from having a table which lists page numbers being in the page numbering system itself. To mark an authority, block the full text of the authority in the document and press Alt-F5. Then choose option 4. Enter the section number under which you want the reference to appear. You will then be put into an editing screen where you can change the wording to make it look as you want it in the table. When you are finished, press F7. You will then be prompted to enter the short form of the entry, which can be a unique nickname you can use to identify the same entry a number of different places in the document. If you come across the same entry again and want it to go under the same section as the previous one, press Enter when WordPerfect asks you for a section number. WordPerfect will then prompt you to type in the short form of the reference. To generate the Table of Authorities, choose option 6, Generate, from the main menu, and then choose option 5. Lists You can define up to ten different lists in WordPerfect to list miscellaneous items. If you are going to list things other than graphics, or if you are going to list only a certain number of the graphics, use only lists 1-5. Lists 6-10 are configured in a special way. First, define the list by choosing option 5 from the main menu. Then choose option 2 to define a list. You will be asked for a list number, and then the style of the page numbering for the list. Marking list entries works in exactly the same manner as it did for all the previous sections. Block the word or phrase, then press Alt-F5 and choose option 2. You will be asked which list you want the entry to go in. (If you want it to go in two separate lists, you have to mark the entry once for each list.) Lists 6-10 are configured specifically for types of graphics boxes. Each type of list will automatically take the captions from the graphics boxes and use those to make the list. List 6 will automatically use all of the captions for all of figure boxes. (The captions of the figure boxes do not need to be marked.) List 7 does the same for table boxes, list 8 for text boxes, list 9 for user-defined boxes, and list 10 for equation boxes. To generate the lists, choose option 6 from the main menu, then option 5. Table of Contents To define a Table of Contents choose option 5 from the main menu, then choose option 1, Define Table of Contents. You will be asked to choose from a number of options. The Number of Levels can be up to 5. These are the number of headings and sub-headings that you can choose from. For example, the Table of Contents for this document has only two levels two it, the first one for the main sections (in capitals) and the second one for the sub- sections. (If I had wanted sub-sections of the sub-sections I would have defined three levels.) Display Last Level in Wrapped Format means that the last level of information will be in paragraph style, rather than in a list style. Page Numbering allows you to choose a standard style of page numbering for each level. Now that you have defined the table, you must mark the text for each entry. Block the text of the entry, then press Alt-F5 and choose option 1. You will be asked to type in the level of the entry. Now the text that you blocked will be included in the Table of Contents. To generate the table, choose option 6 from the main menu, then choose option 5. (See Function Maps.) MERGE UTILITIES Merging is a very powerful utility on WordPerfect, one that is most often used to create mass mailings to large groups of people. Basically, what merge does is to take information from one source, then use that information in a special way in the document. However, merge is also the single most complicated thing in all of WordPerfect. It takes fully 127 pages to explain in the WordPerfect manual. I am just going to try to get you started on the command with the basic need-to-know information. If you have trouble understanding how the merging works, please look at the Function Maps in Appendix II, where I'll explain it in the simplest possible terms. To use merge, you have to have two types of files: Master Files and Data Files. A master file has all of the information as to how the data is to be organized and manipulated. The data files contain all of the raw facts and figures which are going to be imported into the master file. The first thing to do is to create the data file. Start it just like any normal file. Press Shift-F9 and choose option 6, More. In the upper right corner of the screen you will see a list of commands. Use the arrow keys to move the selection bar down to the command {FIELD NAMES}. A field is the name of a piece of information. Press Enter. You will then be asked to type in the names of the fields that you want, i.e. Name, Address, Phone Number, etc. When you have finished typing in all of the field names, press Enter without typing anything. The fields will be displayed on the screen, followed by a Hard Page break. What you just did was to type in the definition of the records, the style that every record has to follow. Now you can start typing in your records. You need to enter the information in order of the names of the fields that you just created. Type in the first name. Do not hit Enter. Press Shift-F9 and choose option 6. Move the selection bar down to {END FIELD} and press Enter. (Note that F9 will also put in an {END FIELD} marker.) Do the same thing after you finish typing in the address and the phone number. (Note that a field can take up more than one line.) When you have finished typing in the record, choose {END RECORD} from the list of commands. A Hard Page break will be inserted into the document, and you can start typing your next record. When you are done entering the data, save the file and exit from it. Now that you have your data file created, you need to create the master file. Basically, any piece of information that you put in the data file can be used anywhere in the master file. In order to insert a piece of information, press Shift-F9 and choose option 1, Field. You will be asked to type in the name of the field from the data file. Press Enter. A merge code will be inserted into the document. When you are done with the file, and have put in all of the merge codes that you want, save it and exit from the file. Now you want to merge the two files together, so that the information from the data file will get sent into the master file. Hit Ctrl-F9 and choose option 1, Merge. You will asked for the name of the primary file, which is the master file. Then you will be asked for the name of the secondary file, which is the data file. WordPerfect will merge the two together, and on the screen will appear a number of documents, one right after another, each separated by a Hard Page break. Each copy of the document will have the information from a different record. You can save and print this new file just like any normal file. (See Function Maps.) Sorting If you have a list of things that are out of order, you can have WordPerfect sort them to your specifications. The first thing to do is to block the text that you wish to sort. The press Ctrl-F9. You will be moved to a sorting screen. It is there that you choose all of your sorting options. The first thing that you need to do is choose the type of sort you are going to perform. Choose option 7, Type. If you are sorting a data file in a merge, choose option 1. If you are sorting lines of information, choose option 2. And if you are sorting paragraphs with at least two Hard Returns after them, choose option 3. If you want to sort in descending order instead of ascending, choose option 6, Order. The most important option is 3, Keys. This sets the list of priorities as to how each line is going to be sorted, i.e. last name, first name, etc. Choose option 3, Keys. You can move your cursor around in the keys. There are three options you can change for every key, Typ, Field, and Word. These options tell WordPerfect how to sort the chosen words, and where on each line the chosen words are. Each field on a line is separated by a Tab. For example, the line: Erik Jones 55 Lake Avenue N. Worcester contains three fields, each separated by a Tab. The first field contains 2 words, the second field contains 4 words, and the third field contains 1 word. If all the field were like this and I wanted WordPerfect to sort primarily by last name, next to key 1 I would put a "1" under Field, since the last name is in the first field, and a "2" under Word, since the last name is the second word in the first field. Under Typ I would put an "a", since the word contains characters. If the word contained just numerals, I would put "n" under Typ. Next I would want WordPerfect to sort the first names, just in case there were two or more people with the same last name, so next to key 2 I would put an "a" under Typ, and a "1" under Field and Word. When you are done entering the keys, press F7 to exit. Then, to perform the search, choose option 1. The sort will be performed, and you will be returned to the document. TEXT IN/OUT There are many ways that you can save or retrieve text into WordPerfect. The Text main menu is at Ctrl-F5. DOS Text Option 1, DOS Text, lets you retrieve a file which is in ASCII format, or to save a WordPerfect file into ASCII format. This is useful if you want to move a file from one word processor to another. When you choose this option, you will be given three more. Option 1, Save, lets you save the WordPerfect file on the screen to a disk in ASCII format. All standard WordPerfect codes are deleted or altered. Options 2 and 3 let you retrieve ASCII files into WordPerfect. There is a big difference between the two methods, however. Option 2 will put a Hard Return at the end of each line, and option 3 will put a Soft Return at the end of each line. This can affect your editing of the document, and I always recommend option 3. Please note that the document might not look very nice and neat when you get it into WordPerfect, and that you might have to change around some of the margins. Password Option 2 from the main menu lets you put a password in your document so that no one can retrieve it or look at it without knowing the password. When you choose this option, you will be asked whether you want to add/change or remove a password. To add a password, choose option 1. You will be asked to enter the password, then re-enter it to make sure you entered it correctly. Please note that when you type in the password it will not appear on the screen, so that anyone looking over your shoulder won't know what the password is. Now, anytime you try to retrieve or look at the document, you will be asked for the password. To remove a password, choose option 2 from the password menu. Save As Option 3, Save As, lets you save a file in Generic, WordPerfect 5.0, or WordPerfect 4.2 format. The main difference between saving a file in Generic format and in ASCII format is that Generic will keep the look of the text intact. Saving the text in a previous version of WordPerfect will allow you to transfer the file from WordPerfect 5.1 to a computer with an earlier version. Note that if you have a file created with an earlier version of WordPerfect, WordPerfect 5.1 will have no problem retrieving it. (Some of the codes might be transferred to comments if they have to real equivalent in WordPerfect 5.1.) (See Function Maps.) Comments A comment is text which appears on the screen but is not printed. Choose option 4, Comment. To create a comment, choose option 1. You will be put into an editing screen where you can enter any text you want. Press F7 when you are finished. The comment will be displayed on the screen in a box, but will not affect the text of the document. To edit a document, choose option 2 from the Comment menu, and WordPerfect will search backwards from the cursor until it finds the last comment. If you choose option 3 from the Comment menu, Convert to Text, the last comment before the cursor will be converted into normal text and inserted into the document. See Edit-Screen Options at Shift-F1, 2, 6 to choose whether comments will be printed or not. Spreadsheet WordPerfect 5.1 can import spreadsheets from many different sources, including Quattro Pro, Lotus 1-2-3, and Excel. To import a spreadsheet from a file, choose option 5, then option 1, Import. You will be put in a menu where you must tell WordPerfect what the name of the file is, the rows and columns you want imported (default is the whole thing), and whether you want it imported into text format or table format. The file will be imported into your document, and can be edited at will. Instead of important the file directly, you can create a link to the file. This is identical to the links we created when we were working with sub-documents. This means that whenever the spreadsheet is changed, WordPerfect will always have the new spreadsheet on hand. To create a link, choose option 2 from the Spreadsheet menu and fill in the information. After you finish, go back to the Spreadsheet menu and choose option 4, Link Options. I recommend that option 1, Update on Retrieve, be changed to "Yes", so that whenever you retrieve the document, the latest version of the spreadsheet will be imported. Otherwise, you will have to choose option 3 from this menu every time you want the links updated. CONVERSION UTILITIES There is a program that comes with WordPerfect 5.1 which lets you convert files from many other formats to WordPerfect. You can also convert WordPerfect files to most of these formats. The program is called CONVERT, and is not accessible from within WordPerfect. It is a program that actually exists separately from WordPerfect. As a matter of fact, you can use the program even if you don't have WordPerfect, to transfer documents from one type of word processor to another, using this program as a "bridge". The first thing you need to do is go to DOS, so hit Ctrl-F1 and choose option 1. This will put you into DOS at the command prompt. Now that you are in DOS, type cd\wp51 and press Enter. Then type in the word convert and hit Enter. You are now accessing the conversion utility. The first thing that the program will ask you is the name of your input file. This is the file that you want to be converted. Make sure when you do this that you type in the path of the file as well, i.e. a:filename. Then you are going to be asked the name of the output file. WordPerfect won't simply convert the file and forget about the original, it will save the new file under a different name so that the original remains intact. So type in a new name, including the path, and hit Enter. You will then be given all of the formats that can be converted to WordPerfect. Most of these formats are various commercial word processors, and some are various codes that certain pieces of software and hardware use. Number 1 on the menu will bring you to the shorter list of formats that you can translate a WordPerfect document into. Once you choose the format, the conversion will begin. After the file is finished converting, type in exit to return to WordPerfect. These conversion utilities are made so that as much as possible from the original file is translated. However, there are some things that one word processor can do that another processor can't. Therefore, don't expect 100% accuracy in the translations. Please note that you often do not have to do conversions with this program. WordPerfect 5.0 documents load into WordPerfect 5.1 with little or no problem, and WordPerfect 4.2 documents can do the same if they are simple. Also, simple DOS text files can just be retrieved like regular WordPerfect files. WordPerfect can handle DOS text very easily, so you might not have to use the conversion program at all. MISCELLANEOUS These are some features of WordPerfect that did not fit well in other sections. Dates You can insert a date code or a date text into your document. Both of these will insert a date into your document, in the style that you have defined for dates. The difference is that a date code will change for any day that you call up the document, making keeping track of when different versions of a document were printed very easy. A date text prints the text of the current day, and will not change as the days pass. To insert either one, press Shift-F5 and choose either option 1 or 2. The appropriate date will be inserted into the document at the cursor. Compose Characters There is a file in the C:\WP51 directory called PRINTER.TST. Load the file into memory and print it on your printer. The characters that are printed are the ones that your printer can handle. Most of these characters are not on the keyboard and must be accessed in a special way. Notice that there are 9 character "maps", and each map is a grid set up with 256 locations for characters. Press Ctrl-V and the word Key = will appear on the status line. Now type in the number of the map, a comma with no space after it, and the number of the character. Now hit Enter. The character might not appear on the screen as it should look, but if you use the View Document feature you can see the character there on the screen. Flush Right You can have anything in your document flush against the right margin. The key is Alt-F6. Anything you type on the line after you press this key will be lined up against the rightmost margin. If you hit Alt-F6 twice in a row a line of periods will be extended from the place where the cursor was to the text at the right margin. Go to DOS You can execute a DOS command from WordPerfect, or go into a DOS "shell" that lets you act as if you were in DOS without exiting from WordPerfect. Both of these commands are accessible by hitting Ctrl-F1. By choosing option 1 you will be put right into DOS. Type exit to get out of the shell and back to WordPerfect. By choosing option 2, you will be asked to type the command that you would like WordPerfect to execute. APPENDIX I Here is a template for WordPerfect 5.1. Copy it, cut it out, and tape it above your function keys. F1 F2 F3 F4 F5 F6 F7 F8 F9 F10 F11 F12 旼컴컴컴컫컴컴컴컴쩡컴컴컴컫컴컴컴컴쩡컴컴컴컫컴컫컴컴컴컴쩡컴컴� 컴쩡컴컴컴컫컴컴컴컴쩡컴쩡컴컴컴컫컴컴컴컴쩡컴컴컴컫컴컴컴컴� 쿎TRL: � DOS � SPELL � LINE � MOVE � � TEXT 쿟AB ALGN쿑OOTNOTE� FONT � � MERGE 쿘AC.DEF.� � � 쿌lt: 쿟hesaur.쿝eplace 쿝v.Codes� Block � � Tables 쿑l.Right쿎olumns � Style � 쿒raphics� Macro � � � 쿞hift: � Setup 쿞earch<-� Switch �>Indent<� 쿚utline � Center � Print � Format � 쿘rg.Code쿝etrieve� � � 쿙ormal: � Cancel 쿞earch->� Help 쿔ndent->� � Disk � Bold � Exit 쿢nderlin� 쿐nd Fld.� Save 쿝v.Codes� Block � 읕컴컴컴컨컴컴컴컴좔컴컴컴컨컴컴컴컴좔컴컴컴컨컴컨컴컴컴컴좔컴컴� 컴좔컴컴컴컨컴컴컴컴좔컴좔컴컴컴컨컴컴컴컴좔컴컴컴컨컴컴컴컴� APPENDIX II - FUNCTION MAPS Sometimes I have found it useful to break the functions of a piece of software down in to simplistic, step-by-step instructions. That is what these function maps are for. In each of the functions listed I will tell you exactly how to perform any of the given functions. If you follow these maps, you will not be given much choice as to the special ways to configure the functions. This will just give you the most basic of steps to get the function working. When you go through these maps, all keys that you have to press are printed in boldface. If there are a number of keys in a row that you have to press, each key will be separated by a comma and a space. Each step is numbered, and sometimes there will be explanations along the way. PLEASE NOTE that all of these maps assume that you are starting on the main editing screen. Retrieve a Document 1. Insert the disk with the document on it into drive "A". 2. Press F5. 3. Type A: and press Enter. 4. Move the selection bar down to the file you want to get. 5. Press 1. Find a Document on Disk 1. Press F5. 2. Press F5 to accept the directory that is being displayed. If you wish to enter a new directory, do so and press Enter. 3. Press 9, 4. 4. Enter the word or phrase you wish to search for and press Enter. The search will now go through all of the files. A list of the files in which the word was found will be displayed. 5. If you want to narrow the files down again, go to step 3. Turn on Justification 1. Position the cursor where you want the justification to begin. 2. Press Shift-F8. 3. Press 1, 3, 4. 4. Press Enter, Enter. Make Document Double-Spaced 1. Position the cursor where you want the double-spacing to begin. 2. Press Shift-F8. 3. Press 1, 6, 2. 4. Press Enter, Enter, Enter. Change Left/Right Margins 1. Position the cursor where you want the new margins to begin. 2. Press Shift-F8. 3. Press 1, 7. 4. Type in the number of inches that you want the left margin to be. Press Enter. 5. Type in the number of inches that you want the right margin to be. Press Enter. 6. Press Enter, Enter. Change Top/Bottom Margins 1. Position the cursor where you want the new margins to begin. 2. Press Shift-F8. 3. Press 2, 5. 4. Type in the number of inches that you want the top margin to be. Press Enter. 5. Type in the number of inches that you want the bottom margin to be. Press Enter. 6. Press Enter, Enter. Create a Header/Footer 1. Position the cursor at the top of page on which you want the header or footer to begin. 2. Press Shift-F8. 3. Press 3 if you want a header, or press 4 if you want a footer. 4. Press 1, 2. You will now be placed in an editing screen. 5. Enter the text of the header/footer. 6. Press F7. 7. Press Enter, Enter. Number Pages 1. Position the cursor at the top of the page on which you want the page numbering to begin. 2. Press Shift-F8. 3. Press 2, 6. 4. Press 1. 5. Enter the number of the page that you want the page numbering to start at. Press Enter. 6. Press 4. 7. Press 2 if you want the page numbering at the top of the page, or press 6 if you want the page numbering at the bottom of the page. 8. Press Enter, Enter, Enter. Change to Landscape Orientation 1. Position the cursor on the top of the page that you want the landscape orientation to take effect. 2. Press Shift-F8. 3. Press 2, 7. 4. Press N. 5. Type Standard - Wide. Press Enter. 6. Press 1. 7. Press Enter, Enter. Make Timed Backups 1.Press Shift-F1. 2.Press 3, 1. 3. Press 1. 4. Press Y. 5. Type 10 and press Enter. 6. Press Enter, Enter, Enter. Create Initial Codes 1. Press Shift-F1. 2. Press 4, 5. 3. Type in whatever codes you wish, using the various function keys. 4. Press F7. 5. Press Enter, Enter. Spell Check a Document 1. Press Home, Home, Up-Arrow. 2. Press Ctrl-F2. 3. Press 3. 4. The screen will split in two halves. In the top half will be your document, with a word highlighted that WordPerfect does not recognize. You have a number of choices: 4.a. If you want to skip the word this once, press 1. 4.b. If you want to skip this word whenever WordPerfect encounters it, press 2. 4.c. If you want to add this word to your personal dictionary, press 3. 4.d. If you want to edit this word, press 4. Your cursor will be put back into the document, where you can edit the word. When you are done editing, press F7. 4.e. To choose a word from the list at the bottom of the screen, press the letter next to that word. To see more possible words, press Enter. 5. Repeat step 4 until the document has been completely checked. To cancel spell checking at any time, press F1. Use the Thesaurus 1. Position the cursor on the word you want to check for. 2. Press Alt-F1. On the screen will appear three columns, one, two, or all of which will contain synonyms for the word. 3. There will be a bold, capital letter to the left of each word in the left column. If the word you want in another column, press the Right-Arrow key once or twice, until the bold letters are in the column you want. 4. Press 1. 5. Press the letter next to the word that you want to replace the old word with. Find Text 1. Position the cursor where you want the search to begin. 2. You can perform a search forward from the cursor or backward from the cursor. 2.a. To perform a search forward from the cursor, press F2. 2.b. To perform a search backward from the cursor, press Shift-F2. 3. Type the word or phrase you want to search for. 4. Press F2. WordPerfect will move the cursor to the first occurrence of the word. 5. To search for the next occurrence, press F2, F2. Find and Replace Text 1. Position the cursor where you want the search to begin. 2. Press Alt-F2. 3. Press Y. 4. Enter the text you want to search for. 5. Press F2. 6. Enter the text you want to replace it with. 7. Press F2. WordPerfect will move the cursor to the first occurrence of the word. 8. To replace the word, press Y. To skip to the next occurrence of the word, press N. 9. To cancel the search at any time, press F1. Macros To make a macro: 1. Press Ctrl-F10. 2. Type in a word, or press and hold Alt and press a letter. 2.a. If a message saying ********.WPM Already Exists comes up on the bottom line of the screen, press 1, Y. 3. You will now be returned to the editing screen, with the words Macro Def blinking at the bottom left corner of the screen. Type whatever you want to be in the macro, remembering that every single keystroke will be recorded. 4. When you are done defining the macro, press Ctrl-F10. To invoke a macro: 1. If the name of your macro was the Alt key and a letter, press and hold the Alt key and press that letter. 2. If the name of your macro was a word, press Alt-F10. 3. Type in the name of the macro. Press Enter. View a Document 1. Position your cursor on the page you want to view. 2. Press Shift-F7. 3. Press 6. A graphic depiction of how your page will look when printed will appear on the screen. 4. There are four levels at which you can view the document: 4.a. Press 1 to see the page as big as it will be when printed. 4.b. Press 2 to get close-up magnification of the page. 4.c. Press 3 to see the entire page. 4.d. Press 4 to see to facing pages, as if they were bound in a book format. 5. To move through the page, use the Arrow Keys. To move to another page, press PgUp or PgDn. (Note that if you are viewing facing pages PgUp and PgDn move 2 pages at a time.) Import a Graphic 1. Position your cursor where you want the graphic to be. 2. Press Alt-F9. 3. Press 1, 1. 4. The graphic will either be a standard WordPerfect graphic or a special one that did not come with the WordPerfect program. 4.a. If the graphic came with WordPerfect, go to step 5. 4.b. If the graphic is a new one, go to step 8. 5. Press 1. 6. Type the name of the graphic and press Enter. 7. Go to step 11. 8. Press 1. 9. Insert the disk with the graphic on it into drive "A". 10. Type a: immediately followed by the name of the graphic. Press Enter. 11. Press 6, 3. 12. Press 3. 13. Type in the caption for the picture. Press F7. 14. Press Enter. Create Columns 1. Position the cursor where you want the columns to begin. 2. Press Alt-F7. 3. Press 1, 3. 4. Press 2. 5. Type in the number of columns you want. Press Enter. 6. Press 3. 7. Type in the distance in inches you want between columns. Press Enter. 8. Press Enter. 9. Press 1. To turn columns off: 1. Position the cursor where you want the columns to turn off. 2. Press Alt-F7. 3. Press 1, 2. Make a Cross-Reference to a Page 1. Position your cursor where you want the reference to be printed. 2. Type whatever preceding text you wish, i.e. See Page. 3. Press Alt-F5. 4. Press 1, 3, 1. 5. Move your cursor to the text that you want the reference to refer to. Press Enter. 6. Enter a short name of the reference. Press Enter. 7. See the Generate function map. Make a Sub-document 1. Move your cursor where you want the document to be imported. 2. Press Alt-F5. 3. Press 2. 4. Type the name of the file. The file should be on the default directory, else you should precede the name of the file with a drive letter, a colon, and a directory path. Press Enter. To expand the file: 1. Press Alt-F5. 2. Press 6, 3. To condense the file: 1. Press Alt-F5. 2. Press 6, 4. 3. Press Y if you want to save the sub-documents, else press N. Make an Index 1. Press Shift-F3. This will take you into Document 2. 2. Type a word that you want WordPerfect to look for. Press Enter. 3. Go to step 2 until you have typed in all of the words that you want in the index. 4. Press Home, Home, Up-Arrow. 5. Press Alt-F4. 6. Press Home, Home, Down-Arrow. 7. Press Ctrl-F9. 8. Press 1. This will sort all of the words you typed into alphabetical order. 9. Press F7. 10. Press Y. 11. Type concord and press Enter. 11.a. If a message saying Replace CONCORD comes up on the bottom of the screen, press Y. 12. Press Y. You will now be returned to Document 1. 13. Position your cursor where you want the index to be. It is recommended that the index be at the end of the document. 14. Press Alt-F5. 15. Press 5, 3. 16. Type concord and press Enter. 17. Press 2. 18. Go to the Generate function map. Create a Table of Contents 1. Position the cursor where you want the table to be. 2. Press Alt-F5. 3. Press 5, 1. 4. Press 1. 5. Press 2 and hit Enter. This will give you two levels in your table, which is what I recommend so that you can point out the large sections, plus the smaller sections within the large sections. 6. Press Enter. 7. Move your cursor to the heading of the next section. Position your cursor so that it is right in front of the words of the heading. You might want to press Alt-F3 to reveal the codes to make sure there are no codes between the cursor and the words of the heading, such as an underline code or a center code. 8. Press Alt-F4. 9. Move your cursor to the end of the heading. 10. Press Alt-F5. 11. Press 1. 12. Press the level that you want this heading put at in the table of contents. If the section is a major one, press 1. If the section is a smaller one within a major section, press 2. 13. Press Enter. 14. Go to step 7. 15. When you are done marking all of the section headings, go to the Generate function map. Generate 1. This should be the LAST thing you do before you print a document. 2. Press Alt-F5. 3. Press 6, 5. 4. Press Y. Save a Document as WordPerfect 5.0 1. Press Ctrl-F5. 2. Press 3, 2. 3. Type in the name of the file and press Enter. Outlining 1. Position the cursor where you want the outlining to begin. 2. Press Shift-F5. 3. Press 4, 1. 4. You are now in outlining mode. 4.a. To create a new line, press Enter. 4.b. To move forward a level on a line, press Tab. 4.c. To move backward a level on a line, press Shift-Tab. To turn outlining off: 1. Press Shift-F5. 2. Press 4, 2. Create a Basic Mail-Merge This will give you the steps necessary to create a mailing list and a letter to send out to everyone on that mailing list. Make sure you start this map with nothing present in either Document 1 or Document 2. Making the mailing list: 1. Press Shift-F9. 2. Press 6. 3. Type field names and press Enter. 4. Type fullname and press Enter. 5. Type business and press Enter. 6. Type address and press Enter. 7. Type phone and press Enter. 8. Type greeting and press Enter. 9. Press Enter. The names of the fields will appear on the screen, followed by a Hard Page break. 10. Type in the full name of the next person on the mailing list and press F9. 11. Type in the person's business and press F9. 12. Type in the person's address, press Enter after each line. When done, press F9. 13. Type in the person's phone number and press F9. 14. Type in how you want to greet the person, i.e. Mr. Johnson, and press F9. 15. Press Shift-F9. 16. Press 2. 17. Go to step 10. 18. When done creating the mailing list, press F7. 19. Press Y. 20. Type maillist and press Enter. 20.a. If a message saying Replace MAILLIST comes up, press Y. 21. Press N. Creating the letter: 1. Type in whatever heading you want in the letter. Now we are going to create the address. 2. Press Shift-F9, 1. 3. Type fullname and press Enter. 4. Press Shift-F9, 1. 5. Type business and press Enter. 6. Press Shift-F9, 1. 7. Type address and press Enter. 8. Press Shift-F9, 1. 9. Type phone and press Enter. 10. Press Enter. 11. Type Dear and press the Spacebar. 12. Press Shift-F9, 1. 13. Type greeting and press Enter. 14. Type : and press Enter. 15. Type the body of the letter as you want it to appear. 16. When you are done typing the letter, press F7. 17. Press Y. 18. Type letter and press Enter. 18.a. If a message saying Replace LETTER comes up, press Y. 19. Press N. Merging the files: 1. Press Ctrl-F9. 2. Press 1. 3. Type letter and press Enter. 4. Type maillist and press Enter. The documents will be merged onto the screen. Each letter is in the file on the screen, a Hard Page break separating each letter. You may now save or print this file like any normal file. Copy Text Between Documents I assume that for this map you have in Doc 1 the file where the text is coming from, and in Doc 2 the file where the text is going to. 1. Position the cursor at the beginning of the text you want to move and press Alt-F4. 2. Move the cursor to the end of the text you want to move and press Ctrl-F4. 3. Press 1, 2. 4. Press Shift-F3. 5. Position the cursor where you want the text to be placed and press Enter. INDEX Advance page 22 Alt 4 Appearance 33 Append 36 Arrow keys 4 ASCII 53 Backspace4, 7, 12 Backup 25 Baseline Placement23 Beep 26 Binding 31 Blocking text 35 Boldface 9 Border Options23 Buffer 36 Cancel 13 Carriage return4 Center Page 20 Characters 56 Charts 44 Codes 12 Colors 24 Columns25, 43, 67 Comment 54 Compose 56 Concordance file48 Condense 48 Conditional End of Page22 Control Printer30 Convert files 55 Copy file 15 Copying text 36 Cross-reference46, 68 Ctrl 4 Cursor movement8 Cursor Speed 26 Date 26, 56 Decimal Align Character23 Default directory13 Default printer27 Del 7, 12 Delete 7 Delete document14 Disk 13 Display 24 Document Summary22, 26 DOS2, 16, 56 DOS Text53 End8 Endnote38 Enter6 Exit16 Expand48 Fast Save26 Field51 File list13 File location27 File manipulation14 Find37, 64 Find document15, 59 Flush right56 Font34 Footers20, 61 Footnote38 Function keys5, 10 Function Maps1, 58 Generate38, 47, 49, 71 Graphic66 Graphics40 Hanging indents11 Hard drive2 Hard Page8 Hard Return4, 8, 25 Headers20, 61 Help5 Home8 Hyphenation17 Indent11 Index48, 69 Initial Codes27 Initial Settings26 Insert7 Install2 Justification17, 23, 59 Kerning23 Keyboard4 Landscape orientation21, 62 Language23 Line40 Line Height18 Line Numbering18 Line Spacing18, 60 Lists 50 Loading 3 Look at document15 Macro 39, 65 Mailing list 72 Margins, Left/Right18, 60 Margins, Top/Bottom20, 60 Markers 12, 33 Master document47 Measure 18, 26 Merge14, 25, 51, 72 Mouse 1 Moving text 36 Multiple Copies32 Num Lock 9 Number pad 4 Outline 45, 71 Overstrike 23 Page 7 Page Numbering21, 61 Paper 21 Password 53 PgDn 8 PgUp 8 Portrait orientation21 Print 30 Print Color 34 Printer Command23 Printer Functions23 Printing options31 Proportional fonts11 Quality of printing32 Redlining 22, 33 Reference 46, 68 Rename document14 Replace 37, 64 Retrieve 59 Retrieve document14 Reveal Codes12, 25 Rewrite 11 Save 53, 71 Save As 53 Save document 14 Screen Type 24 Search 37, 64 Select Printer31 Selection bar14 Setup24 Shift4 Size33 Soft Page8 Soft Return8 Sort52 Spell check28, 63 Spreadsheets54 Status line3, 25 Strikeout33 Style33 Sub-document68 Sub-documents47 Suppress21 Switch documents12 Tab4, 6, 10 Tab stops19 Table44 Table of Authorities49 Table of Contents49, 50, 70 Tables46 Template10, 57 Text centering10 Text editing7 Text entering6 Thesaurus29, 63 Typeover7 Underline23 Underlining9 View Document24, 31, 65 Widow/Orphan protection19 Window12 Word and Letter Spacing23 Word wrapping4 WordPerfect 4.253 WordPerfect 5.053, 7