INTRODUCTION The purpose of this guide is to make many of the commonly used features of Word Perfect 5.1 easily accessible. I have developed it because of my own experience of wading through a good deal of descriptive material before getting to the actual instructions on how to perform a procedure. There must be many other people like myself who want to do a procedure, but are not particularly concerned about how the program accomplishes it. This guide is not a manual; it does not cover all the features of Word Perfect. I strongly recommend the following resources to the reader who desires more detailed information on Word Perfect 5.1: 1. Mastering Word Perfect 5.1 by Alan Simpson, 1990. This book is a must for any Word Perfect library. It is written in a clear and comprehensible fashion, making it easy to access specific features. It has a tutorial which provides hands on experience. 2. Macros and Templates by Gordon McComb, 1990. This book tells everything you ever wanted to know about macros and templates. The beginner will find it's clear and easy to understand. Advanced users will find it a good reference source. 3. The Word Perfect Manual, which comes with your Word Perfect program. This manual explains the concepts and technical aspects of the program. This may be more difficult for some people. 4. The Word Perfect technical support staff are quite patient and helpful if you have any difficulty. Don't forget, they have a (1-800) number. For whom is this guide? This guide is for beginners and intermediate users of Word Perfect 5.1 - both sighted and visually impaired. Advanced users will also find the guide a handy reference source. I make no use of the Pull Down Menus, but I do make a few references to the IBM Screen Reader (SRD). The reason for these accommodations is to make this guide accessible to the blind and visually impaired users of Word Perfect. Pull Down Menus are not yet accessible to all blind users. The IBM Screen Reader is a device which allows the blind to access the screen. For the blind, the information is provided by voice through a speech synthesizer. Except for my few references to the SRD, both the sighted and non-sighted will follow the same easy instructions. I hope you will enjoy using the guide as much as I did in putting it together. Welcome to the Word Perfect family and happy processing! Peter Sansone TABLE OF CONTENTS The reader can find any item quickly with the Go To Command by: 1) Holding down the Control key and pressing the Home key; 2) Releasing both keys - the words "Go To" appear at the bottom left of the screen; 3) Typing the page number desired and pressing [Enter] - WP will go to the page number selected for the item. Introduction 1 Special Instructions 7 Helpful Terms 8 Review of Save and Retrieve 9 Saving a Document 9 Fast Save 9 Retrieving a Document 9 Clearing the Editing Screen 9 Exiting WP from a Blank Editing screen 9 Review of Basic Editing Keys 10 Basic Formating Setting a Left/Right Margin 11 Setting a Top/Bottom Margin 11 Centering Text 11 Mid-page Centering 11 Line Spacing 12 Different Spacing in the Same Document 12 By-passing Letterheads 12 Justification Setting Left Justification 13 Setting Full Justification 13 Setting the Default for Left Justification 13 Tabs Setting a Tab 14 Resetting Tabs 14 Customizing the Tab Set 14 Using Decimal Alignment and Dot Leaders 15 Dot Leader Short Cut 16 Indenting Indenting the First Sentence of a Paragraph 16 Indenting a Paragraph 16 Double Indenting 17 Setting an Indent Tab 17 Indenting an Itemized List 17 Numbered Itemized List 17 Bulleted Itemized List 18 Double Indenting an Itemized List 18 Fonts Size 19 Changing the Font Size Before Text is Created 19 Changing the Font Size for Existing Text 219 Appearance Changing Appearance Before Text is Created 20 Changing Appearance of Existing Text 20 Normal Returning to Normal Font Size 20 Base Font Changing the Base Font 21 Returning to Base Font 21 Changing the Base Font Default 1 Checking Your Printers Capability 21 Page Numbering Automatic Page Numbering 22 Another Style of Page Numbering 22 Roman Numeral and Standard Numbers in the Same Document. 23 Headers and Footers Header on Every Page 23 Header on Current Page Only 24 Editing a Header 24 Footer on Every Page 24 Editing a Footer 25 Block Operations Blocking and Saving in Temporary Memory 25 Changing Cases 25 Bolding Text 26 Underlining Text 26 Underlining and Bolding Text 26 Other Block Functions: Move Operation 26 Copy Operation 27 Delete Operation 27 Append Operation 27 Short Cut: Move, Copy, Delete and Append Block 28 Retrieving Deleted Text 28 Search Feature Forward Search 28 Backward Search 28 Search and Replace 28 Merge Merge Previous Document to Beginning of Current Document 29 Merge Previous Document to End of Current Document 29 Merge from One Editing Screen to Another 29 Secondary File Creating a Secondary File Format I 30 Creating a Secondary File Format II 30 Adding a Record to a Secondary File 31 Deleting a Record from a Secondary File 31 Editing a Record in a Secondary File 31 Creating a Secondary File with Incomplete Data Field 32 Printing Secondary File, Omitting Incomplete Data Field 32 Primary File Creating a Primary File 33 Another Version of a Primary File 34 Performing a Merge 35 Labels Creating Your Own Label Definition 35 Editing or Checking a Label Definition 36 Creating a Primary Label File 37 Duplicating Labels: Method I 38 Duplicating Labels: Method II 39 Sorting Sorting a List Alphabetically 40 Sorting a Secondary File Alphabetically 40 Printing Selected Fields from a Secondary File 40 Conditional Sort 41 Multi-level Sort 42 Columns Splitting a List into Two Columns 43 Parallel Columns 43 Moving the Cursor Between Columns 43 Centering Headings in Columns 44 Typing Text in Parallel Columns 44 Deactivating Parallel Columns 44 Tables Creating a Table 44 Moving the Cursor in the Table 45 Typing Text Into Table 45 Side -by- Side Columns 45 Narrowing or Widening Columns 46 Columns/Tables Method to Create a Box Around Existing Text 46 Columns/Tables Method to Create a Box and Add Text 46 Graphics Creating A Box Around Existing Text 47 Creating an Empty Box and Adding Text 48 Shading New Text 48 Shading Existing Text 49 Creating Vertical Lines 49 Creating Horizontal Lines 49 Listing Your Graphic files 50 Placing A Graphic Image in a Document 50 Placing an Image on Both Left and Right of Page 50 Figure Box with Caption 51 Table Box with Table 51 Text Box Attach to Paragraph 52 User Box: Full Page Image and Caption 52 Centering a Graphic Box 53 Moving a Figure 53 Editing a Graphic Box 53 Placing a Border on Every Page 54 Placing a Border on Selected Page(s) 54 Rotating a Graphic 55 Envelope Set Up Adding Envelope Size to Paper Size/Type Menu 56 Business Size #10 56 Using the Business Size #10 Envelope File 57 Adding a 6" x 4" Envelope Size to Paper Size/Type Menu 57 Personal Size 6" x 4" with Return Address 57 Using the 6" x 4" Envelope File 58 Legal Size Adding Legal Size to Paper Size/Type Menu 58 Using Legal Size Option 59 Macros Macro Format 59 Executing A Macro 59 Correcting a Macro 59 Inserting Pauses for Data Input in a Macro 60 Invoice Macro 61 Using the Invoice Macro 64 Envelope Macro Business Size (#10) with Return Address 64 Executing Envelope Macro 65 Page Numbering Macro Business Style Document 65 Page Numbering Macro with Optional Numbering Style 66 Footer Macro, Page Numbers on Every Page 66 Header Macro, Page Numbers on Every Page 67 Using a Macro Before Printing 68 Label Macro 68 Using the Label Macro 68 Label Macro Instructions for IBM SRD Users 68 Spell Check Using the Spell Check 69 More About Look Up 70 WP US Supplementary Dictionary 70 Accessing the Speller Utility 70 Thesaurus Using the Thesaurus 771 Thesaurus Instructions for IBM SRD Users 71 Page Breaks Conditional End Of Page 73 Hard Page Break 73 Printing Document 74 Single Page 74 Document from Disk 74 Multiple Pages 74 Block 75 Corrected Page from the Screen 75 Multiple Copies 75 Canceling a Print Job 75 Emergency Stop 75 Pausing the Printer 76 Landscape Style Adding Standard Size Landscape to the Paper Size/Type Menu. 76 Using Standard Size Landscape 77 Adding Legal Size Landscape to the Paper Size/Type Men 77 Using the Legal Size Landscape 77 Managing Directories and Files Creating a Directory on Drive A: 78 Creating a Directory on Drive C: 78 Copying a File 78 Copying Multiple Files 79 Copying All Files 79 Verifying the copy 79 Deleting a File 80 Deleting Multiple Files 80 Deleting All Files 80 Deleting a Directory 81 Changing to another directory 81 Temporarily accessing a directory 81 Changing to a directory while in list files 81 Renaming a File 82 Renaming a directory 82 Checking the Contents of a Disk 82 Using the Long Document Name Feature 83 Listing All Files with the Same Extension 83 Locating the Directory Path 84 Changing the Directory Path 84 Changing the Document Default Directory 85 Retrieving an Incompatible File 85 Finding a Forgotten directory 86 Using the List Files "Find" Feature 86 Name Search Feature 87 Retrieving a WP 5.0/4.2 file 87 Saving a File in WP 5.0/4.2 Format 87 Saving a File in Ascii Format 87 Retrieving a File in Ascii Format 88 Reveal Codes Changing the Size of the Reveal Code Screen 88 Deleting WP Codes 88 Removing Tab Set Codes 89 Outline Getting Started 90 Editing the Outline 91 Selecting a Numbering Style 91 Editing a Numbering Style 92 Automatic Indenting 93 Completing the Outline 94 Footnotes and End Notes Creating Footnotes and End Notes 95 Table of Contents Creating a Table of contents 95 Marking Text for the Table of Contents 95 Defining the Page Format for the Table of Contents 96 Bibliography Creating a Bibliography 96 Creating a Bibliography as You Go 97 Word Perfect Function Keys Quick Reference Function Keys by themselves 98 Function Keys beginning with [Shift] 898 Function Keys beginning with [Control] 98 Function Keys beginning with [Alt] 99 Compose Key 99 SPECIAL INSTRUCTIONS This guide is for both sighted and visually impaired users. Both users will find the step by step approach easy to follow. Though the disk format makes it accessible to both sighted and visually impaired, sighted users may choose to print out the guide. Both will find the use of parentheses, quotation marks, braces and/or brackets for emphasizing certain aspects of a step (e.g. [Enter]) a helpful aid, even though these symbols are not meant to be executed. Frequently the user is instructed to press two keys simultaneously to execute a function. Thus, when instructed to press the Shift, Control, or Alt keys, always continue to hold them down while pressing another designated function key. E.g., Press Control F(8), hold down the Control key and press F(8), then release both keys. Note: F(10) refers to function key 10, a number by itself in () e.g.., (7) refers to the numeral 7. For a review of Basic Editing Keys, see p.10. Note: Throughout this guide the abbreviation WP will be used to refer to Word Perfect. Important Points: ù Some procedures have many steps, but once you are familiar with the guide, the longest procedure takes less than a minute to perform. ù Examples used in many procedures are for the purpose of illustration, but the user should apply the procedures to their own particular work, of course. ù Save your work periodically and save the completed work before printing. ù For users of the IBM Screen Reader (SRD) only - Visually impaired users who utilize the IBM Screen Reader (SRD) will want to experiment with "Force Spell", "Start Ignoring Characters", and "Pronounce Format On/Off" to learn which are easiest for them to follow. However, I suggest that you leave "Force Spell" On and "Start Ignoring Characters" in its default until you are familiar with the guide. Using the Guide: Instructions for the Visually Impaired 1. Place a tape recorder near your voice synthesizer. 2. Retrieve the document by pressing Shift F(10). Then type the name EZ-STEP and press [Enter]. The INTRODUCTION should appear on the screen. Press Down Arrow to read and continue to Table of Contents. 3. Select the procedure to be performed. 4. Turn on your tape recorder to record. Press the Down Arrow key to read; record each step of the procedure as you read. If you prefer, speak each line aloud. 5. Play the tape back and follow the steps you recorded. HELPFUL TERMS Default - "Automatically set to", Example: If I were to say, Word Perfect is defaulted to full justification, this would mean Word Perfect is automatically set to full justification unless it's changed, e.g., to left justification. String - A string can be a character, word, phrase, or sentence. It can have anywhere from 1 to 95 characters. Directory Path- The directory path is the specific location of the directory on your disk. Example: C:\WP51 means that the directory is on the C drive and that it's name is WP51. Drive - A drive is analogous to a file cabinet in which file folders can be stored. there. Directory - A directory is analogous to a folder. File - A file is a collection of related data. More than one file can be stored in a folder. Record - A record is a smaller unit of related data. One or more records may comprise a file. Field - A field is the smallest unit of data, e.g., a name or an address. How many directories can you have? You can have as many directories as you desire; however, be sure to name each directory with a name that you will recognize later. In naming, you are restricted to the DOS convention of a maximum of eight characters plus a three character extension. E.g., BUSINESS.LTR for business letters, or CUSTACCT for customer account. Keep the name of each directory closely related to its contents, because when you start getting a large number of files on your system, it is easy to forget what these files contain. WARNING When naming your directories, avoid the use of the following extensions: .BAT .COM .EXE and .SYS These extensions are already assigned to DOS as extensions. REVIEW OF SAVE AND RETRIEVE Saving a Document 1. Press F(7); prompt appears, "Save document Y/N". 2. Type (Y) for yes; prompt appears, "Document to be saved". 3. Type the name of the document (no more than 8 characters long with an optional extension of a period and three more characters). At this time the user has two options: 1) pressing [Enter] to save to the default directory; OR 2) saving the document to a specific directory other than the default directory by typing the drive letter\the directory name\the document name (e.g., C:\letters\Resume) and pressing [Enter]. Option 1 is the most commonly used. 4. Prompt appears, "Exit WP? No (Yes) (Cancel to return to document)". The user has 3 options: 1) typing Y for yes to exit WP; 2) typing N for No to return to a blank editing screen, in which case WP clears the document from the screen. 3) press F(1) to Cancel the Exit AND return to document on the screen. Fast Save Use to save work periodically while continuing to work on the editing screen. 1. Press F(10); prompt appears, "Document to be saved". 2. Type the name of the document (no more than 8 characters long with an optional extension of a period and three more characters) and press [Enter]. 3. To save again, press F(10); prompt appears with document named in step 2. Then press [Enter]; prompt appears, "Replace C:\WP5.1\document named in step 2". Type Y for yes. Retrieving a Document 1. Press Shift F(10); prompt appears, "Document to be retrieved". 2. Type the document name and press [Enter]. Document is retrieved to the screen. Note: If the document is in a directory other than the default directory, you must type the drive letter\directory name\document name (e.g., C:\letters\Resume). Clearing the Editing Screen 1. Press F(7); prompt appears, "Save document Y/N". 2. Type N for No; prompt appears, "Exit WP? No (Yes) (Cancel to return to document)". 3. Type N and the editing screen is cleared. Exiting Word Perfect from a Blank Editing Screen 1. Press F(7); prompt appears, "Save document Y/N". 2. Type N for No; prompt appears, "Exit WP? No (Yes) (Cancel to return to document)". 3. Type Y for Yes. REVIEW OF BASIC EDITING KEYS Up Arrow - Moves the cursor up one line in the column. Down Arrow- Moves the cursor one line down in the column. Left Arrow - Moves the cursor one character to the left. Right Arrow - Moves the cursor one character to the right. Backspace Key - Deletes one character to the left of the cursor position. Delete Key - Deletes one character at the cursor position. Home, Delete - Deletes from the current cursor position to the end of the word. Home, Backspace Key - Deletes from the current cursor position to the beginning of the word. Control, End - Deletes from the current cursor position to the end of the line of text. Control, Pg-Dn - Deletes from the current cursor position to the end of the page. Home, Right Arrow - Moves the cursor to the right edge of the screen of text. Home, Left Arrow - Moves the cursor to the left edge of the screen of text. End Key - Moves the cursor to the end of the line of text. Home, Up Arrow - Moves the cursor to the top of the screen. Home, Dn Arrow - Moves the cursor to the bottom of the screen. Home, Home,Up Arrow - Moves the cursor to the beginning of the document. Home, Home,Dn Arrow - Moves the cursor to the end of the document. BASIC FORMATTING Margins Word Perfect is defaulted to 1" for the left, right, top and bottom margins. Setting Left/Right Margin 1. Press Shift F(8); Format Menu is displayed. 2. Press (1) for Line; Line Menu is displayed. 3. Press (7) for Margin Left; prompt appears, Margin Left: 1". 4. Type desired number to set left margin, and press [Enter]. 5. Prompt appears, Right: 1". 6. Type desired number to set right margin, and press [Enter]. WP returns to Line Menu Selection. 7. Press F(7) to return to editing screen. Setting Top/Bottom Margin 1. Press Shift F(8); Format Menu is displayed. 2. Press (2) for Page; Page Menu is displayed. 3. Press (5) for Margin Top; prompt appears, Margin Top: 1". 4. Type desired number to set top margin, and press [Enter]. 5. Prompt appears, Bottom: 1". 6. Type desired number to set bottom margin, and press [Enter]. 7. Press F(7) to return to editing screen. Centering Text If beginning on a blank line: 1. Press Shift F(6) for Center; WP places cursor at the center of the line. 2. Type text to be centered. If using existing text: 3. Place cursor on the first letter of text to be centered. 4. Press Shift F(6); text is now centered. If you change your mind about centering: 5. Place cursor on the first letter of the centered text. 6. Press [Backspace] key once. Centering code will be deleted and text will move to the left margin. Mid-page Centering Begin at a blank screen. 1. Press Shift F(8); Format Menu is displayed. 2. Press (2) for Page; Page Menu is displayed. 3. Press (1) for Center Top/Bottom. 4. Type Y for Yes. 5. Press F(7) to return to editing screen. 6. Press Shift F(6) for Center. 7. Type title or text to be centered. 8. See results by pressing Shift F(7) and then (6) for View Document. 9. Press F(7) to return to editing screen. Line Spacing Line Spacing can be set before or after text is created. 1. Press Shift F(8); Format Menu is displayed. 2. Press (1) for Line; Line Menu is displayed. 3. Press (6) for Spacing; prompt appears, Line Spacing 1. This means single space. 4. Type spacing desired: 1.5, 2.0, 3.0, or any other number such as 2.29; and then press [Enter]. 5. Press F(7) to return to editing screen. Different Spacing in the Same Document 1. Begin at a blank editing screen. 2. Press Shift F(8); Format Menu is displayed. 3. Press (1) for Line; Line Menu is displayed. 4. Press (6) for Spacing. 5. Type 1.5, for example, and press [Enter]. The line spacing is changed from single space to 1.5 spacing. 6. Press F(7) to return to document. 7. Type the text desired at 1.5 spacing. To return to single spacing, proceed to step 8. 8. Move cursor to line where single spacing is to begin. 9. Press Shift F(8); Format Menu is displayed. 10. Press (1) for Line; Line Menu is displayed. 11. Press (6) for Spacing. 12. Type 1 for single space, and press [Enter]. 13. Press F(7) to return to document, and type text desired at single spacing. 14. To change back to 1.5 spacing, place cursor at the beginning of the last single spaced line and press the [End] key. 15. Press Shift F(8); Format Menu is displayed. 16. Press (1) for Line,; Line Menu is displayed. 17. Press (6) for Spacing. 18. Type 1.5, and press [Enter]. 19. Press F(7) to return to document and press [Enter] to drop down. 20. Continue until document is completed. Note: This procedure can be performed with text that already exists. Move cursor to desired line of text and perform steps 2. through 6. for each change of line spacing. By-passing Letterheads Since letterheads are of different sizes, measure from the top edge of the page to where the first line of text is desired. 1. Press Home, Home, Home, and press Up Arrow. 2. Press Shift F(8); Format Menu is displayed. 3. Press (4) for Other; Other Menu is displayed. 4. Press (1) for Advance; status line options appear. 5. Press (3) for Line; prompt appears, "Adv. to Line 1". 6. Type spacing needed to clear the heading; 2.0 inches is one of the most common. 7. Press F(7) to return to editing screen. JUSTIFICATION The two most common forms of Justification are Left and Full. Word Perfect is defaulted to Full Justification. When using Full Justification, be aware that WP will insert extra spacing between the words in order to keep text evenly justified, i.e., lined up evenly at the left and right margins. Setting Left Justification 1. Begin at a blank editing screen. If starting with an existing document, press Home, Home, Home and press Up Arrow to move to the top of the document. 2. Press Shift F(8); Format Menu is displayed. 3. Press (1) for Line; Line Menu is displayed. 4. Press (3) for Justification; status line options appear. 5. Press (1) for Left. 6. Press F(7) to return to editing screen. 7. See results by pressing Shift F(7) and then (6) for View Document. Note: When the user exits WP the program will automatically default to Full Justification. If the user desires to make Left Justification the default, see Setting the Default to Left Justification. Setting Full Justification 1. Press Home, Home, Home, and press Up Arrow. 2. Press Shift F(8); Format Menu is displayed. 3. Press (1) for Line; Line menu appears. 4. Press (3) for Justification; status line options appear. 5. Press (4) for Full. 6. Press F(7) to return to editing screen. Text is set to full justification. 7. See results by pressing Shift F(7) and then (6) for View Document. Setting the Default for Left Justification 1. Press Shift F(1); Setup Menu is displayed. 2. Press (4) for Initial Settings; Initial Setting Menu appears. 3. Press (5) for Initial Codes; Initial Code screen appears. 4. Press Shift F(8) for Format Menu. 5. Press (1) for Line; Line Menu is displayed. 6. Press (3) for Justification; Justification status line options appear. 7. Press (1) for Left; WP returns to Line Menu. 8. Press F(7) three times to return to editing screen. WP is now defaulted to Left Justification, i.e., even on the left and ragged on the right. 9. To return the default to Full Justification, repeat the steps above, with one exception. In step 7. press (4) for Full. TABS When in tab screen, the user will notice "L's" at intervals on the tab ruler. These "L's" are tab stops. Word Perfect Tabs are defaulted to 0.5". Setting A Tab 1. Press Shift F(8); Format Menu is displayed. 2. Press (1) for Line; Line Menu is displayed. 3. Press (8) for Tab Set; Tab Ruler screen is displayed. 4. Press Control [End] to clear all existing tab settings. 5. To have all tabs set to intervals of four spaces, for example, type 0,.4 and press [Enter]. Note: Typing 0, sets all tabs to the indicated spacing. To change the first tab only while keeping the remaining tabs set as they are, type .4 without 0, for example, and press [Enter]. 6. Press F(7) twice to return to editing screen. Note: The above procedure for setting all tabs affects the Right and Left Indent, the Tab Right and Left, and the Tab Align. (See Quick Reference at the end of EZ-STEP Guide.) These changes will be in effect until exiting WP. Resetting Tabs 1. Press Shift F(8); Format Menu is displayed. 2. Press (1) for Line; Line Menu is displayed. 3. Press (8) for Tab Set; Tab Ruler screen is displayed. 4. Press Control [End] to clear all existing tab settings. 5. Type 0,.5 and press [Enter]. All tabs are reset to the default of 1/2 inch or any other tab setting desired. 6. Press F(7) twice to return to editing screen. Customizing the Tab Set 1. Press Shift F(8) for Format Menu. 2. Press (1) for Line and then (8) for Tab Set. 3. Tab Ruler is displayed. 4. Press Control [END} to clear all existing tab settings. 5. Move cursor to column(s) desired; type L OR perform step 6. 6. Type each individual tab position using the desired numbers; for example, type .5 and press [Enter]; type 2 and press [Enter]; type 4 and press [Enter]. What this does is to set the first tab at 1/2 inch, the second tab at 2 inch, and the third tab at 4 inches from the left margin. 8. Press F(7) twice to return to editing screen. Using Decimal Alignment and Dot Leaders This section will demonstrate how to use decimal alignment and dot leaders in the same document. Begin at a blank edit screen. 1. Press Home, Home, and press Up Arrow. 2. Press Shift F(8); Format Menu is displayed. 3. Press (1) for Line; Line Menu is displayed. 4. Press (8) for Tab Set; Tab ruler screen is displayed. 5. Tap Right Arrow 6 times, which puts you at one space beyond the first tab stop. 6. Press Control [End] to remove all remaining tabs after the first tab stop. Note: Visually impaired users of IBM SRD skip steps 7. through 12. IBM SRD instructions will begin after step 12. 7. Move the cursor to the +4" position on the tab ruler. 8. Type (D) for a Decimal Align Tab Stop. 9. Type (.) to add Dot Leaders. 10. Move the cursor to the +5.5". 11. Type (D) for a second Decimal Align Tab Stop. 12. Press F(7) twice to return to editing screen. For SRD Users: ù Continuing from step 6 above, switch to pointer mode on SRD pad and press (3) on keypad twice, this will place you on line 23 of the screen. ù Move the pointer to the +4" position on the tab ruler. ù Take a position reading by pressing (#8) on the SRD pad. ù Press the (#C) on SRD keypad to locate the cursor position on line 21. ù Move your cursor to the +4" column position on line 21; the cursor is now in the same column position as the pointer. ù Type D for a Decimal Align Tab Stop. ù Type (.) to add dot leaders. ù Tap Right Arrow 15 times to move cursor to 5.5". ù Type D for a second Decimal Align Tab Stop. ù Press F(7) twice to return to editing screen. To see how the format created above works, type the following financial document. 1. Type in the words "Gross Sales" and press [Tab] to move to the first Decimal tab stop set above. 2. Type $10,000.00 and press [Tab] to move to the second Decimal tab stop set above. 3. Type $5,000.00 and press [Enter] to go to the next line. 4. Press [Tab] to indent one Tab stop. 5. Type the words "Cost of goods sold". 6. Press [Tab] to move to the first Decimal tab stop. 7. Type $2,000.00 and press [Tab] to move to the next tab stop. 8. Type $1,000.00 and press [Enter] to move to the next line. 9. Press [Tab] to indent and type the words "Gross Profit" and press [Tab] to move to the first Decimal tab stop. If you accidently type [Enter] instead of [Tab], press Left Arrow, then [Tab] to return to the preceding column. Dot Leader Short Cut Suppose our example is a list of individual's names and telephone numbers. The names are in column one and their telephone numbers are in column two. The following procedure will place Dot Leaders between the names and phone numbers; and the phone numbers will be aligned by the hyphen. 1. Press Home, Home and press Up Arrow. 2. Type Jane Smith and press Alt F(6) twice; this puts in Dot Leaders and positions the cursor for the phone number. 3. Type the phone number, e.g.,(555 - 1234); and press [Enter] to move to the next line. 4. Type Tom Jones and press Alt F(6) twice. 5. Type next phone number, e.g.,(555 - 5678); and press [Enter] to move to the next line. 6. Repeat steps 4. and 5. above until all entries are completed. Hyphens in the phone numbers are nicely aligned. INDENTING The indent key works virtually the same as the tab key; i.e., each time the indent key is pressed it moves the text the same distance as the tab set. The indent feature differs from the tab in that text wraps and aligns itself at the indent tab. This will continue until you press the [Enter] key. The procedures that follow will show you several ways of using the indent feature. Indenting the First Sentence of a Paragraph 1. Place the cursor on the first character of the sentence to be indented. 2. Press the [Tab] key once. Only the first sentence of the paragraph is indented. Indenting a Paragraph 1. If beginning at a blank screen, press F(4) and type text. This line will be indented one tab stop to the right and the text will wrap to the new tab stop, until the [Enter] key is pressed. 2. If text already exists, place the cursor on the first character of the word in the paragraph to be indented and press F(4) to indent one tab stop to the right. The paragraph will align itself on the new tab, until the [Enter] key is pressed. Double Indenting Pressing Shift F(4) indents the text simultaneously one tab stop from the left and right margin. If Shift F(4) is pressed again the text will be indented two tab stops from the left and right margins respectively; if pressed 3 times, 3 tab stops, etc. This procedure may be done before or after text exists. Setting an Indent Tab 1. Press Home, Home, and press Up Arrow to move the cursor to the beginning of the document. 2. Press Shift F(8); Format Menu is displayed. 3. Press (1) for Line; Line Menu is displayed. 4. Press (8) for Tab Set; Tab Ruler screen is displayed. 5. Press Control [End] to delete all the tab settings. 6. Type 0,.4 to set tab at intervals of 4 spaces, and press [Enter]. 7. Press F(7) twice to return to editing screen. Sound familiar? This procedure is the same as setting a tab! Indenting an Itemized List There are times when it is desirable to indent a list of numbered, bulleted or lettered item(s) in a document. The item(s) can be word(s), sentence(s), paragraph(s), or number(s). Numbered Itemized List 1. Place the cursor on the line where the itemized text is to begin. Itemized text can be a word, a phrase, a sentence, or a paragraph. 2. Decide where the tab stop for the number is to appear. For this example, we'll use the second tab stop. Note: The first tab stop is at the left margin. 3. Press F(4) twice for indent. Cursor moves to third tab stop, which is column eleven. 4. Press Shift [Tab] for Margin Release; cursor MOVEs to the previous tab stop, i.e., 2nd tab stop. 5. Type the number 1. and press [Tab] to move the cursor to the next tab stop. This is the tab stop where text begins. 6. Type text but do not press [Enter] until text is completed and you are ready to move to next item to be typed. 7. Press [Enter] twice to end text and place a blank line between THIS item AND the next item. If a blank line is not desired between items, press [Enter] once. 8. Press F(4) twice to indent to the 3rd tab stop. 9. Press Shift [Tab] for Margin Release to MOVE the cursor TO previous tab stop, i.e., 2nd tab stop. 10. Type 2. and press the [Tab]. 11. Type text but do not press [Enter] until finished typing text. 12. Press [Enter] twice for blank line or once for no blank line. 13. Repeat steps 8. through 12. until the items are entered. Bulleted Itemized List 1. Place the cursor on the line where the itemized text is to begin. 2. Decide where the tab stop for the bullet is to appear. 3. Press Shift F(8) for Format Menu. 4. Press (1) for Line; Line Menu is displayed. 5. Press (8) for Tab Set; tab ruler screen appears. 6. Tap right arrow 8 times, this will place the cursor on column nine. 7. Type (L). This is the new 3rd tab stop at column 9, where text will begin and place two spaces between the bullet and the text for a better appearance. 8. Press F(7) twice to return to editing screen. 9. Press F(4) twice, cursor moves to 3rd tab stop. 10. Press Shift [Tab] to move cursor to previous tab stop, i.e. the 2nd tab stop. 11. Press Control V: prompt appears on line 25, "Key =". 12. Hold Shift down and press * twice to create a bullet. 13. Press [Tab] to move the cursor to the 3rd tab stop. 14. Type text but do not press [Enter] until text is completed. 15. Press [Enter] twice to end text and place a blank line between the item AND the next item. If blank line is not desired, then press [Enter] once. 16. Press F(4) twice to indent to the new 3rd tab stop. 17. Press Shift [Tab] for Margin Release to MOVE the cursor TO previous tab stop, i.e., 2nd tab stop. 18. Press Control V; prompt appears on line 25, "Key =". 19. Hold down Shift and press * twice to create the second bullet. 20. Press [Tab] to move the cursor to the 3rd tab stop. 21. Type text but do not press [Enter] until text is completed. 22. Press [Enter] twice for blank line or once for no blank line. 23. Repeat steps 16. through 22. until items are entered. Double Indenting an Itemized List The steps are virtually the same as indenting numbered or bulleted items. The difference is the double indent, i.e., indented from the left and the right margins. 1. Press Home, Home and then press Up Arrow if beginning at a blank screen. If indented list or paragraph is to be placed other than at the beginning, place the cursor at the beginning of the line where the items are to be inserted. 2. Decide at which tab stop the letters used in this example are to appear. 3. Press Shift F(8); Format Menu is displayed. 4. Press (1) for Line; Line Menu is displayed. 5. Press (8) for Tab Set; Tab ruler screen is displayed. 6. Tap right Arrow 9 times and press (L), then press [Enter]. this inserts the new 3rd tab stop at column 10 and places two spaces between the text and the letter. Text will begin at this new tab stop. 7. Press F(7) twice to return to editing screen. 8. Press Shift F(4) twice; cursor moves to third tab stop. 9. Press Shift [Tab] for Margin Release; cursor moves to previous tab stop, i.e., 2nd tab stop. 10. Type A. and press [Tab] to move the cursor to the third tab stop. 11. Type text but do not press [Enter] until text is completed. 12. Press [Enter] twice if blank line is desired between items or once for no blank line. 13. Press Shift F(4) twice, cursor moves to third tab stop. 14. Press Shift [Tab] for Margin Release; cursor moves to previous tab stop, i.e., 2nd tab stop. 15. Type B. and press [Tab]. 16. Type text and press [Enter] twice for blank line or once for no blank line. 17. Repeat steps 13. through 16. for each item entry. FONTS Word Perfect selects the font which is the most commonly used font and assigns it as the Base Font default. Usually it is Courier 10. Word Perfect places the fonts available to your printer in the Base Font sub-menu. The Base Font is highlighted with an asterisk. Fonts affect the line height and thus the Ln on the status line will be affected. If more detailed information is desired see the Word Perfect Manual or Mastering Word Perfect 5.1, by Alan Simpson.. Control F(8) The Font Menu is displayed, "1 Size; 2 Appearance; 3 Normal; 4 Base Font; 5 Print Color:" Size Size needs little explanation other than to say the size is restricted by the printers font capabilities. The user can change the size before or after text is created. Changing the Font Size Before Text is Created Begin at a blank screen: 1. Press Control F(8); Font Menu is displayed. 2. Press (1) for Size: Size options are displayed. 3. Select size desired: WP returns to editing screen. 4. Type text. Note: To change font size, repeat steps 1. through 4. above, or return to normal base font. Changing the Font Size for Existing Text 1. Place the cursor on the first character of text to be changed. 2. Press F(12) to turn on block. 3. Move cursor to the space beyond the text to be blocked. Note: Only the text which is blocked will be changed. 4. Press Control F(8): Font Menu is displayed. 5. Press (1) for Size and select size desired. WP returns to editing screen and turns off block. Appearance The Appearance options covered here are: 1) Bold, 2) Underline, 3) Double Underline, 6) Shadow. The procedure that follows works for each option. Changing Appearance Before Text is Created 1. Press Control F(8); Font Menu is displayed. 2. Press (2) for Appearance; Appearance options are displayed. 3. Select option desired; press (1) for Bold, or (2) for Underline, or (3) for Double Underline, or (6) for Shadow. WP returns to editing screen. To turn off the option selected in step 3. above: 1. Press Control F(8); Font Menu is displayed. 2. Press (3) for Normal; WP returns to editing screen and turns off the option selected in step 3. Changing Appearance of Existing Text 1. Place the cursor on the first character of the text that is to be changed. 2. Press Control F(8); Font Menu is displayed. 3. Press (2) for Appearance; Appearance options are displayed. 4. Select option desired; press (1) for Bold, or (2) for Underline, or (3) for Double Underline, or (6) for Shadow. WP returns to editing screen. Normal Returning to Normal Font This feature is used to return to the Normal (or Base) Font regardless of what selection may have been made previously with regard to font size or appearance. 1. Move the cursor to the space beyond the last character that was changed. 2. Press Control F(8); Font Menu is displayed. 3. Press (3) for Normal; WP returns to editing screen. Base Font Changing the Base Font 1. Press Control F(8) for Fonts; Font Menu is displayed. 2. Press (4) for Base Font; font sizes are displayed. 3. Highlight the font size desired. 4. Press (1) for Select; the new choice is now the Base Font. This will remain the Base Font until changed or exiting Word Perfect, at which time WP returns to the defaulted Base Font. Returning to Base Font If the Base Font has been changed and the user desires to return to the Normal (defaulted) Base Font. 1. Press Control F(8); Font Menu is displayed. 2. Press (4) for Base Font; font sizes are displayed. 3. Highlight your default Base Font size. 4. Press (1) for Select; the defaulted Base Font is returned. Changing the Base Font Default 1. Press Shift F(7); Print Menu is displayed. 2. Press the letter (S); options are displayed. 3. Press (3) for Edit; Menu is displayed. 4. Press (5) for Initial Base Font; all your printer fonts are displayed. Highlight the desired font and press (1) for select. 5. Press F(7) four times to return to editing screen. This Base Font selected will remain as the default, until you repeat steps 1. - 5. above to change the Base Font. Checking Your Printers Capability The user is restricted by their printers capability. How does one know what their printer's capabilities are? There are two ways to find out. 1) Look in the Printer Manual. 2) Get into your C:\WP51 Directory if not already there. In the WP51 Directory is a file called "Printer.tst" which tells the user their printers capabilities. Highlight this file and press (1) for retrieve. If already working on a document in the WP51 Directory, perform the following steps to retrieve the file. 1. Begin at a blank editing screen and turn printer on. 2. Press Shift F(10) to retrieve the file. 3. Type printer.tst and press [Enter]. 4. Press Shift F(7); Print Menu is displayed. 5. Press (1) for Full Document; printer will print out examples of your printer's font capabilities. 6. Press F(7) to return to editing screen. PAGE NUMBERING Automatic Page Numbering 1. Press Home, Home, Home and press Up Arrow. 2. Press Shift F(8); Format Menu is displayed. 3. Press (2) for Page; Page Menu is displayed. 4. Press (6) for Page Numbering; Page Numbering Menu is displayed. 5. Press (4) for Page Numbering Position; a diagram of 8 optional positions is displayed and one no-page-number option. By selecting one of the 8 the user can place the page number at a specific position on the page. Our concern will be with numbers 1,2,3,5,6, and 7. For information on the numbers 4 and 8, refer to the WP Manual or Mastering Word Perfect 5.1 by Alan Simpson. Page number location options: 1)Top Left 2)Top Center 3)Top Right 5)Bottom Left 6)Bottom Center 7)Bottom Right 6. Select desired number position and press [Enter]. 7. Press F(7) to return to editing screen. WP will automatically insert numbers at the selected position on every page. Another Style of Page Numbering Other Page Numbering Styles can be created. Examples: pg., page, (1), -1-, -1, {1} and [1]. 1. Press Home, Home, Home and press Up Arrow. 2. Press Shift F(8); Format Menu is displayed. 3. Press (2) for Page; Page Menu is displayed. 4. Press (6) for Page Numbering; Page Numbering Menu is displayed. 5. Press (2) for Page Number Style. 6. Type the style desired, for example, pg. and press the [Space Bar] once. Then, press Control (B) and press [Enter]. Note: The Control (B) tells WP where to have the number appear. 7. Press (4) for Page Numbering Position; a diagram of 8 optional positions is displayed and one no-page-number option. (See step 5. of Automatic Page Numbering.) 8. Select desired number position and press [Enter]. 9. Press F(7) to return to editing screen. Roman Numerals and Standard Numbers in the Same Document 1. Move the cursor to the top of the page where Roman Numerals are to begin. 2. Press Shift F(8); Format Menu is displayed. 3. Press (2) for Page; Page Menu is displayed. 4. Press (6) for Page Numbering; Page Number Menu is displayed. 5. Press (1) for New Page Number. 6. Type the letter (I) for Roman Numeral one and press [Enter]. 7. Press (4) for Page Numbering Position; a diagram of 8 optional positions is displayed and one no-page-number option. 8. Select desired number position and press [Enter]. 9. Press F(7) to return to editing screen. 10. Move the cursor to the top of the page that standard numbers are to begin. 11. Press Shift F(8); Format Menu is displayed. 12. Press (2); Page Menu is displayed. 13. Press (6); Page Numbering Menu is displayed. 14. Press (1) for New Page Number. then, type 1 and press [Enter]. 15. Press F(7) to return to editing screen. HEADERS AND FOOTERS Headers on Every Page 1. Press Home, Home, Home, and press Up Arrow. 2. Press Shift F(8); Format Menu is displayed. 3. Press (2) for Page; Page Menu is displayed. 4. Press (3) for Header; Header screen status line options appear. 5. Press (1) for Header A or press (2) for Header B; Status line options appear. Selecting either A or B is acceptable for this procedure. 6. Press (2) for Every Page; WP returns to Header screen. Note: WP defaults Headers to Top Left position of page; center or Top right position may be selected. 7. Press Shift F(6) for Center or press Alt F(6) for Flush Right. 8. Type the Header. Note: WP automatically places one blank line after the Header to separate it from the text. If more blank lines are desired press [Enter] here as many times as needed. 9. Press F(7) to return to editing screen. Note: Press Shift F(7) and Press (6) for View Document to see results. Header on Current Page Only First, create the header. (See Headers on Every Page). 1. Move cursor to the last line of the page on which you want the header to appear. 2. Press Shift F(8); Format Menu is displayed. 3. Press (2) for Page; Page Menu is displayed. 4. Press (3) for Header; Header screen status line options appear. 5. Press (1) for Header A or press (2) for Header B (Select A or B depending on which was used in step 5. of Header on Every Page); status line options appear. 6. Press (1) for Discontinue; WP returns to Header screen. 7. Press F(7) to return to editing screen. See results in View Document by pressing Shift F(7) and then (6). Editing a Header Retrieve the header to the editing screen. 1. Press Shift F(8); Format Menu is displayed. 2. Press (2) for Page; Page Menu is displayed 3. Press (3) for Header; Header screen status line options appear. 4. Select the header to be edited; press (1) for Header A or press (2) for Header B; status line options are displayed. 5. Press (5) for Edit; Edit screen appears. 6. Edit the header. Note: All WP Editing features can be used. 7. Press F(7) to return to editing screen. Footers on Every Page 1. Press Home, Home, Home, and press Up Arrow. 2. Press Shift F(8); Format Menu is displayed. 3. Press (2) for Page; Page Menu is displayed. 4. Press (4) for Footer; status line options appear. 5. Press (1) for Footer A or press (2) for Footer B; status line options appear. Selecting either A or B is acceptable in this procedure. 6. Press (2) for Every Page; WP returns to footer screen. Note: WP defaults Footer to Bottom Left position of page; center or bottom right position may be selected. 7. Press Shift F(6) for Center or press Alt F(6) for Flush Right. 8. Type Footer; WP automatically places a blank line above the Footer. 9. Press F(7) to return to editing screen. See results in View Document. Editing a Footer Retrieve the footer to the editing screen. 1. Press Shift F(8); Format Menu is displayed. 2. Press (2) for Page; Page Menu is displayed 3. Press (4) for Footer; status line options appear. 4. Select the footer to be edited; press (1) for Footer A or press (2) for Footer B; status line options are displayed. 5. Press (5) for Edit; Edit screen appears. 6. Edit the footer. Note: All WP Editing features can be used. 7. Press F(7) to return to editing screen. BLOCK OPERATIONS When using the block feature, the user can start the block function at the beginning or end of the text that is to be blocked. Blocking and Saving in Temporary Memory 1. Place cursor on the first character of text you desire to block. 2. Press F(12) to turn on Block. 3. Move cursor to the end of text to be blocked. Be sure you position the cursor on the space after the last character of the text to be blocked. 4. Press F(10) and press [Enter]. WP will hold the block in memory; it will not be stored in any directory on the disk. After exiting WP the block will be deleted automatically. 5. Place cursor where blocked text is to be placed. 6. Press Shift F(10) and press [Enter] to retrieve block. This technique is handy when the user desires to repeat the same text in various places in the document. Changing Cases To change from upper case to lower case and vice versa. 1. Place cursor on the first character of text you desire to block in order to change cases. 2. Press F(12) to turn on Block. 3. Move cursor to the end of text to be blocked. Be sure you position the cursor on the space after the last character of the text to be blocked. 4. Press Shift F(3); status line options are displayed. 5. Select (1) for upper or (2) for lower case. WP returns to editing screen. Bolding Text 1. Place cursor on the first character of the text to be bolded. 2.Press F(12) to turn on Block. 3. Move cursor past the word, sentence, paragraph, or page to be bolded. Be sure you position the cursor on the space after the last character of the text to be bolded. 4. Press F(6) for Bold. The text is now bolded. Underlining Text 1. Place cursor on the first character of text to be Underlined. 2. Press F(12) to turn on Block. 3. Move cursor past the word, sentence, or paragraph, to be underlined. Be sure you position the cursor on the space after the last character of the text to be underlined. 4. Press F(8) for Underline. The text is now underlined. Underlining and Bolding Text 1. Place cursor on the first character of text to be underlined and bolded. 2. Press F(12) to turn on Block. 3. Move cursor past the word, sentence, paragraph, or page to be underlined. Be sure you position the cursor on the space after the last character of the text to be underlined. 4. Press F(8) for Underline. 5. Move cursor back to beginning of underlined text and repeat steps 1. through 3. above. In step 4. press F(6) for Bold. The text is now underlined and bolded. Other Block Functions Move Operation 1. Place cursor on the first character of text you desire to move. 2. Press F(12) to turn on Block. 3. Move cursor to the end of text to be moved. Be sure you position the cursor on the space after the last character of the text to be blocked. 4. Press Control, F(4); status line options appear: MOVE: 1 Block; 2 Tabular Column; 3 Rectangle. 5. Press (1) for Block; status line options appear: 1 Move; 2 Copy; 3 Delete; 4 Append. 6. Press (1) for Move. 7. Place Cursor where blocked text is to be moved. 8. Press [Enter] to retrieve the block. Copy Operation 1. Place cursor on the first character of text you desire to copy. 2. Press F(12) to turn on Block. 3. Move cursor to the end of text to be copied. Be sure you position the cursor on the space after the last character of the text to be blocked. 4. Press Control, F(4); options appear on status line; MOVE: 1 Block; 2) Tabular Column; 3) Rectangle. 5. Press (1) for Block; status line options are displayed; 1 Move; 2 Copy 3 Delete; 4 Append. 6. Press (2) for Copy. 7. Place Cursor where copied text is to appear. 8. Press [Enter] to retrieve the block. Delete Operation 1. Place cursor on the first character of text you desire to delete. 2. Press F(12) to turn on Block. 3. Move cursor to the end of text to be deleted. Be sure you position the cursor on the space after the last character of the text to be blocked. 4. Press Control, F(4); options appear on status line; MOVE: 1 Block; 2 Tabular Column; 3 Rectangle. 5. Press (1) for Block; status line options are displayed; 1 Move; 2 Copy; 3 Delete; 4 Append. 6. Press (3) for Delete; block text is deleted. Append Operation 1. Place cursor on the first character of text you desire to append. 2. Press F(12) to turn on Block. 3. Move cursor to the end of text to be appended. Be sure you position the cursor on the space after the last character of the text to be blocked. 4. Press Control F(4). Status line options appear: MOVE: 1 Block; 2 Tabular Column; 3 Rectangle. 5. Press (1) for Block. Status line options appear: 1 Move; 2 Copy; 3 Delete; 4 Append. 6. Press (4) for Append. 7. Place Cursor where blocked text is to be appended. 8. Press [Enter] to retrieve the block. Short Cut for Move, Copy, Delete, or Append Block If you want to move, copy or delete a complete sentence, paragraph or an entire page, you can skip the steps in highlighting a block with the Block key. Follow these steps. 1. Move the cursor to the beginning of the sentence, paragraph or page you desire to move, copy, delete, or append. 2. Press Control F(4) for Move; status line options appear. 3. Select one of the options displayed, 1) Sentence; 2) Paragraph; 3) Page; 4) Retrieve. Then, another set of status line options appear: 1) Move; 2) Copy; 3) Delete; 4) Append. 4. Select one of the options displayed. 5. If Move, Copy or Append is selected, place the cursor where the text is to appear; press [Enter] to retrieve the text. 6. Pressing (3) for Delete will delete text. Note: If text is accidently deleted, it is possible to retrieve the deleted text. Retrieving Deleted Text 1. Press F(1) for Undelete. 2. Press (1) for Restore; text is retrieved. WP makes it possible to retrieve up to three deleted texts. SEARCH FEATURE Forward Search 1. Press F(2); prompt appears, ">SRCH:". 2. Type string you wish to find. A string is a character, word or phrase(up to 95 characters for a string). 3. Press F(2) again to begin search. Backward Search 1. Press Shift F(2); prompt appears, "Srch:". 4. Type the string to be replaced. (Anywhere from 1 to 95 characters.) 5. Press F(2); prompt appears, "Replaced with?". 6. Type the replacement string. If the string is to be deleted, then press F(2). 7. Press F(2) to begin search and replace. MERGE Word Perfect makes it easy to incorporate all or part of one document into the current document on the screen. This feature is an important time saver. Merge Previous Document to Beginning of Current Document 1. Move the cursor to a blank line above the first line in the current document on the screen. 2. Press Shift F(10) and type name of document desired. Then press [Enter] to incorporate this previous document into the beginning of the current document. Merge Previous Document to End of Current Document 1. Press Home, Home, Down Arrow; cursor moves to end of document. 2. Press [Enter] twice to add a blank line after the last line of text in the current document. 3. Press Shift F(10) and type name of document desired. Then press [Enter] to incorporate this previous document into the end of the current document. Merge from One Editing Screen to Another With current document on screen. 1. Move cursor to where incorporated text is to be inserted. 2. Press Shift F(3); edit screen 2 appears. 3. Retrieve the second document to be incorporated into current document. Press Shift F(10) and type name of file and press [Enter]. To copy a sentence, paragraph, or entire page, place the cursor on the sentence or paragraph to be copied. If a page is to be copied, place the cursor at the top of the desired page. 4. Press Control F(4) for Move; status line options appear. 5. Select Sentence, Paragraph, or Page and press the appropriate number. 6. Press Shift F(3) to return to edit screen 1. 7. Press [Enter] to retrieve the sentence, paragraph or page from the document on editing screen 2. Note: You can use the block feature to get the same results. After step 3 above do the following: ù Block desired text. ù Press Control F(4); options are displayed. ù Press (1) for Block; options are displayed. ù Select one of the options and press the appropriate number. ù Continue with step 6 above. Secondary File You will find it helpful to be familiar with the following terms: field, record, and file. A field can be a word, sentence, or paragraph. A record consists of one or more fields. A file consists of one or more records. A secondary file contains personalized information. Two formats for creating the secondary file are shown. FORMAT I: Field 1, First Name. Field 2, Last Name. Field 3, Street Address. Field 4, City. Field 5, State. Field 6, Zip Code. Field 7, Phone Number. FORMAT II: Field 1, First and Last Name. Field 2, Street Address. Field 3, City, State, Zip. Important: If you select FORMAT I, make sure you consistently enter first name only for Field (1) in every record of a particular file. Always be consistent throughout all the records in a particular file. Creating a Secondary File: FORMAT I Begin at a blank editing screen. 1. Type first name and press F(9) for an End Field code. WP drops down to the beginning of the next Field automatically. 2. Type Last Name and press F(9). WP drops to next field. 3. Type Street Address and press F(9). WP drops to next field. 4. Type City and press F(9). WP drops to next field. 5. Type State and press F(9). WP drops to next field. 6. Type Zip Code and press F(9). WP drops to next field. 7. Type Phone Number and press F(9). WP drops to next field. 8. Press Shift F(9); status line options appear. 9. Press (2) for End Record. This will also put in a blank line after the Record. 10. Repeat steps 1. through 9. until all entries are completed. 11.Save this file by pressing F(7) or fast save F(10). Note: In creating the secondary file with this format, it will be possible to sort by Zip, by State, by Last Name or by City. Creating a Secondary File: FORMAT II 1. Type First Name and Last Name. Press F(9) for End Field code. WP automatically drops down to the next field. 2. Type Street Address and press F(9). WP drops to next field. 3. Type City, State and Zip Code and press F(9). 4. Press Shift F(9); status line options appear. 5. Press (2) for End Record. 6. Repeat steps 1. through 5. until all entries are entered to complete the secondary file. 7. Save secondary file by pressing F(7) or fast save F(10). Note: You can combine steps 2. and 3. above by doing the following. ù Type Street Address and press [Enter]. No End Field code will be placed after the Street Address, but WP will drop to beginning of the next line. ù Type City, State, Zip and press F(9). WP will consider the Street Address as part of this field. Then continue with step 4. above. Adding a Record to a Secondary File 1. Retrieve the secondary file in usual manner. 2. Press Home, Home, Down Arrow; cursor moves to end of document. 3. Type fields in the same format initially used to create the secondary file. For example, suppose FORMAT II had been used to create the secondary file. 4. Type First and Last Name and press F(9). 5. Type Street Address and press F(9). 6. Type City, State, and Zip Code and press F(9). 7. Press Shift F(9); status line options appear. 8. Press (2) for End Record. 9. Repeat steps 4. - 8. until desired records are entered. 10. Save the file again; pressing F(7) or F(10) for fast save. Deleting a Record from a Secondary File 1. Retrieve Secondary file in usual manner. 2. Use Down Arrow or the WP search feature to find the record to be deleted. 3. Place the cursor on the first character in the first field. 4. Press F(12) to turn on Block. 5. Move the cursor down until the cursor is positioned on the last field of the record. 6. Press F(11) for Reveal Codes. 7. Move the cursor using the right arrow key until you locate "[Hpg]" - the hard page break code - on this line. 8. Press the [Delete] key; message appears, "Delete Block? No/Yes". 9. Type Y for Yes. The record is deleted. 10. Save the file again; pressing F(7) or F(10) for fast save. Editing a Record in a Secondary File 1. Retrieve the Secondary file in usual manner. 2. Locate the record desired by pressing the Down Arrow or F(2) for Search. 3. Edit the text, but do not add another End Field code - i.e., do not press F(9) again. All WP editing features can be used. 4. Save the file again; pressing F(7) or F(10) for fast save. Creating a Secondary File With Incomplete Data Field There are occasions when you do not have the data for a given field for every record in a file. For example, suppose you desire to create a membership list which includes the Company Names, but do not have all the Company Names. Because you must be consistent in creating the secondary file, there must always be a field - even if blank - for the Company Name in every record. When the Company name becomes available, you can then add it to the record. (See adding a record to a secondary file). Begin at a blank editing screen. 1. Type Individual's First and Last Name and press F(9) for End Field. 2. Type Company Name and press F(9) for End Field. If you have no Company Name at present, press F(9) even though no name was entered. Thus, a blank field is created for consistency of form and possible later use. 3. Type Address and press F(9) for End Field. 4. Type City and State, and press F(9) for End Field. 5. Type Zip Code and press F(9) for End Field. 6. Type Phone Number and press F(9) for End Field. 7. Press Shift F(9); status line options appear. 8. Press (2) for End Record. 9. Continue with steps 1. through 8. until all names have been entered. 10. Save this file. Printing Secondary File, Omitting Incomplete Data Field Suppose you desire to send a pamphlet to your membership. If you were to do a merge using the secondary file created above (Creating a Secondary File With Incomplete Data Field) in order to print mailing labels, blank lines will appear where the data was incomplete. To avoid this problem, you must tell WP to print the Company Name when available and to omit the blank line when none is available. Begin at a blank editing screen. 1. Press Shift F(8); Format Menu is displayed. 2. Press (3) for Document; Document Menu is displayed. 3. Press (2) for Initial Codes; Initial Codes screen appears. 4. Press Shift F(8); Format Menu is displayed. 5. Press (2) for Page; Page Menu is displayed. 6. Press (7) for Paper Size; Paper Size/Type Menu appears. 7. Highlight the label size that will be used. 8. Press (1) for Select. WP returns to Page Menu. 9. Press F(7) to return to Initial Codes screen. The label paper size selected will appear on screen. 10. Press F(7) twice to return to editing screen. 11. Press Shift F(8); Format Menu is displayed. 12. Press (2) for Page; Page Menu is displayed. 13. Press (1) for Center Top/Bottom and type Y for yes. 14. Press F(7) to return to editing screen. 15. Press Shift F(9) for Merge Code; status line options appear. 16. Press (1) for Field, and then press (1) again to indicate the first field, which is First and Last name field. Then press {Enter] twice. 17. Press Shift F(9) for Merge Code; status line options appear. 18. Press (1) for Field and type (2) for Company name field. Type ? and press [Enter] twice. The ? mark tells WP to print information in this field if there is any; but if there is not, omit the blank line. 19. Press Shift F(9) for Merge Code; status line options appear. 20. Press (1) for Field and type (3) for Street Address. Then press [Enter] twice. 21. Press Shift F(9) for Merge Code; status line options appear. 22. Press (1) for Field and type (4) for City and State. Then press [Enter] once and press [Space Bar] twice. 23. Press Shift F(9) for Merge Code; status line options appear. 24. Press (1) for Field and type (5) for Zip code. Then press [Enter]. 25. Save this file. You have now created a primary file. You may now merge using this file and the previous file you created above and print labels. Primary File The primary file is a file which is created in order to control the merge function. Use text and format from any secondary file previously created and now desired for merging. The primary file can be a form letter, labels, or envelopes. In this example, the primary file created will be a form letter. First, we need to know the format of the secondary file we are going to merge to this form letter. Suppose we use FORMAT I of a secondary file as given above: Field 1, First name; Field 2, Last name; Field 3, Street Address; Field 4, City; Field 5, State; Field 6, Zip Code; Field 7, Phone Number. Creating a Primary File Begin at a blank editing screen. 1. Press Home, Home and press Up Arrow to go to top of screen. 2. Press Alt F(6) for Flush Right. 3. Press Shift F(5) For Date; status line options appear. 4. Press (1) for Date; WP will automatically insert the current date in the document. 5. Press [Enter] twice to place a blank space between date and forwarding address. 6. Position cursor where the First and Last name in the forwarding address is to appear. 7. Press Shift F(9) for Merge Codes; status line options appear. 8. Press (1) for Field and press (1) for First Name Field. Then, press [Enter]. Press [Space Bar] once. 9. Press Shift F(9) for Merge Codes; status line options appear. 10. Press (1) for Field and press (2) for Last Name Field. Then, press [Enter] twice. 11. Press Shift F(9) for Merge Codes; status line options appear. 12.Press (1) for Field and press (3) for Street Address Field. Then, press [Enter] twice. 13. Press Shift F(9) for Merge Codes; status line options appear. 14. Press (1) for Field and press (4) for City Field. Then, press [Enter] once. Also press [Space Bar] once. 15. Press Shift F(9) for Merge Codes; status line options appear. 16. Press (1) for Field and press (5) for State Field. Then, press [Enter] once. Also press [Space Bar] twice. 17. Press Shift F(9) for Merge codes; status line options appear. 18. Press (1) for Field and press (6) for Zip Code Field. Then, press [Enter] twice. 19. Press [Enter] twice more to position the cursor at the salutation line. 20. Type Dear and press [Space Bar] once. 21. Press Shift F(9) for Merge Code; status line options appear. 22. Press (1) for Field and press (1) for First Name Field. Then, press [Enter] once. 23. Type the colon (:) to end the salutation, and press [Enter]. 24. Press [Enter] twice to place a blank line between the salutation and the body of the letter. 25. Type the body of the letter. 26. Press Home, Home and press Down Arrow to go to the end of the document. 27. Press Shift F(9) twice; Merge Window appears. 28. Type letters Pr to highlight Print and press [Enter]. 29. Press Shift F(9) for Merge Code; status line options appear. 30. Press (4) for Page Off. 31. Save this Primary File. Another Version of a Primary File In this example, suppose the secondary file is structured in this fashion: ù Field 1, First and Last Name. ù Field 2, Street Address. ù Field 3, City, State and Zip Code. Begin at a blank editing screen. 1. Create or retrieve the primary file (form letter). 2. Press Home, Home and press Up Arrow. 3. Place cursor where the forwarding address is to appear. 4. Press Shift F(9) for Merge Code; status line options appear. 5. Press (1) for Field and press (1) for First and Last name field. Then, press [Enter] twice. 6. Press Shift F(9) for Merge Code; status line options appear. 7. Press (1) for Field and press (2) for street address field. Then, press [Enter] twice. 8. Press Shift F(9) for Merge Code; status line options appear. 9. Press (1) for Field and press (3) for city, state and zip code field. Then, press [Enter] twice. 10. Press [Enter] THREE TIMES for two blank lines between forwarding address and salutation. 11. Type "Dear" and press [Space Bar] once. 12. Press Shift F(9) for Merge code; status line options appear. 13. Press (1) for Field and press (1) for First and Last Name Field, then press [Enter]. 14. Type the colon (:) and press [Enter]. 15. Press [Enter] TWICE to add a blank line. 16. Type the letter. 17. Press home, Home and press Down Arrow, to go to end of document. 18. Press Shift F(9) twice; Merge Window appears. 19. Type letters Pr ; "Print" is highlighted. Then press [Enter]. 20. Press Shift F(9) for Merge Code; status line options appear. 21. Press (4) for Page Off; WP returns to editing screen. 22. Save this Primary File. Performing A Merge 1. Press Control F(9) for Merge Code; status line options appear. 2. Press (1) for Merge. 3. Prompt appears, "primary file". 4. Type the name of primary file; and press [Enter]. 5. Prompt appears, "secondary file". 6. Type secondary file name and press [Enter]. The merge will begin, if you have a print code in the primary file. If not, press Shift F(7) and press (1) for Full Document. Be sure your printer is turned on. Labels Creating Your Own Label Definition In this example, a 2 3/4" x 2" label definition will be created. First, we need to know the description of the label sheet we will be using. Quantity: 15 labels on each 8.5" x 11" sheet. Configuration: 3 columns x 5 rows. Measurements: Top edge of sheet to top edge of label is .5"; left edge of sheet to left edge of label is 1/8 inch or .125". Distance between labels across is 0 inch because the labels touch each other; distance from bottom of one label to the top of the next label is also 0 inch. 1. Begin at a blank editing screen. 2. Press Shift F(8) for Format Menu. 3. Press (2) for Page; Page Menu is displayed. 4. Press (7) for Paper Size; Paper Size type Menu is displayed. 5.Press (2) for ADD; Paper Type Menu is displayed. 6. Press (4) for Labels; Edit Paper Definition Menu appears. 7. Press (8) for labels and type Y for Yes. The Label Format set-up screen appears. 8. Press (1) for Label Size; prompt appears, "Width". 9. Type 2.75 and press [Enter]; prompt appears "Height". 10. Type 2 for height and press [Enter]. 11. Press (2) for Number of Labels; prompt appears, "Columns". 12. Type 3 and press [Enter]; prompt appears, "Rows". 13. Type 5 for rows and press [Enter]. 14. Press (3) for Top Left Corner; prompt appears, "Top". The distance from the top edge of the sheet to the top edge of the label is 0.5 inch. This is also the default for WP. Tractor printer users perform step 15a and 16a. 15. Press [Enter] to accept the default of 0.5 inch; prompt appears, "Left". 15a Type 0 and press [Enter]. 16. Type .125 for Left and press [Enter]. This is the distance of 1/8 inch from the left edge of the sheet to the left edge of the label. 16a Type 0 and press [Enter]. 17. Press (4) for distance between labels; prompt appears, "Columns". Since labels touch each other, there is no distance. 18. Type 0 for column and press [Enter]; prompt appears, "Rows". 19.Type 0 for rows and press [Enter]. 20. Press (5) for Margins; prompt appears, Left". Set margins as you desire. In this example, margins will not be set. Type 0 for left margin and press [Enter]; prompt appears, "Right". Type 0 for right margin and press [Enter]; prompt appears, "Top". Type 0 for top margin and press [Enter]; prompt appears, "Bottom". Type 0 for bottom margin and press [Enter]. 21. Press F(7) twice to return to the Paper Size/Type Menu. Note: The label definition will appear in the Paper Size/ Type Menu as "LABEL 8.5 x 11 No Contin Port No 3 x 5". The key word is "LABEL". 22. Press F(7) twice to return to editing screen. See also, Label Macro. Editing or Checking a Label Definition 1. Press Shift F(8) for Format Menu. 2. Press (2) for Page; Page Menu is displayed. 3. Press (7) for Paper Size; Paper Size/Type Menu is displayed. 4. Highlight "Label 8.5 x 11". 5. Press (5) for Edit; Edit Paper Definition Menu is displayed. 6.Press (8) for Label. 7. Type Y for Yes; Label Format Set-Up Menu appears. Check or edit the label definition as desired. 8. Press F(7) four times to return to editing screen. See the Word Perfect Manual for further details on creating label definitions. Creating a Primary Label File Suppose you have already created and saved a secondary file using this format; Field 1, first name. Field 2, last name. Field 3, street address. Field 4, city. Field 5, state. Field 6, zip code. 1. Press Shift F(8); Format Menu is displayed. 2. Press (3) for Document; Document Menu is displayed. 3. Press (2) for Initial Codes; Initial codes screen appears. 4. Press Shift F(8); Format Menu is displayed. 5. Press (2) for Page; Page Menu is displayed. 6. Press (7) for Paper Size; Paper Size/Type Menu appears. 7. Highlight the label size that will be used. 8. Press (1) for Select. WP returns to Page Menu. 9. Press F(7) to return to Initial Codes screen. The label paper size selected will appear on screen. 10. Press F(7) twice to return to editing screen. 11. Press Shift F(9) for Merge Code; status line options appear. 12. Press (1) for Field. 13. Press (1) for First Name field and press [Space Bar] once. 14. Press Shift F(9) for Merge Code; status line options appear. 15. Press (1) for Field. 16. Press (2) for Last Name Field and press [Enter] twice to go to beginning of next line. 17. Press Shift F(9) for Merge Code; status line options appear. 18. Press (1) for Field. 19. Press (3) for Street Address Field and press [Enter] twice to go to beginning of next line. 20. Press Shift F(9) for Merge Code; status line options appear. 21. Press (1) for Field. 22. Press (4) for City Field and type, and press [Space Bar] once. 23. Press Shift F(9) for Merge Code; status line options appear. 24. Press (1) for Field. 25. Press (5) for State Field and press [Space Bar] twice. 26. Press Shift F(9) for Merge code; status line options appear. 27. Press (1) for Field. 28. Press (6) for Zip Code Field and press [Enter]. 29. Save this file using F(7). This file will be your primary file. 30. Perform merge operation. After merge is completed the labels are now ready to be printed. Print labels as follows. 31. Press Shift F(7). 32. Press (1) for Full document. Note: 1) Do not put a print code in the primary label file. 2) Dot Matrix printer users must set your printer on the first line the text is to appear. Duplicating Labels: Method I E.g. Printing return address or any other text on labels. 1. Press Home, Home, Home and press Up Arrow. 2. Press Shift F(8) for Format Menu. 3. Press (3) for Document; Document Menu is displayed. 4. Press (2) for Initial Codes; Initial Code screen appears. 5. Press Shift F(8) for Format Menu. 6. Press (2) for Page; Page Menu is displayed. 7. Press (7) for Paper Size; Paper Size/Type Menu is displayed. 8. Highlight the label size you will be using. In this example, it is 2.75" x 2". 9. Press (1) for Select; WP returns to Page Menu. 10. Press F(7) 3 times; WP returns to editing screen. 11. Press Shift F(9) twice; Merge Window appears. 12. Type the word FOR and press [Enter]. 13. Prompt appears, "Enter Variable". Then type 1 and press [Enter]. 14. Prompt appears, "Enter Start". Then type 1 and press [Enter]. 15. Prompt appears, "Enter Stop". Then type the total number of labels you desire to print. In this example type 15 and press [Enter]. Note: Suppose you desire 150 labels; type 150. 16. Prompt appears, "Enter Step". Type 1 and press [Enter]. 17. Press Shift F(8) for Format Menu. 18. Press (2) for Page; Page Menu is displayed. 19. Press (1) for Center Top/Bottom. 20. Type Y for Yes. 21. Press F(7) once. 22. Type the text which is to appear on the labels. Example: ABC Company 123 Main Street Chicago, IL 60606 After the text has been entered, press Control [Enter] immediately for a hard page break code. 23. Press Shift F(9) twice; Merge Window appears. 24. Type the words END FOR and press [Enter]. 25. Press F(7); name and save file. To print labels: 26. Press Control F(9); Merge options appear. 27. Press (1) for Merge; prompt appears; "Primary file". 28. Type the file you named in step 25 above and press [Enter]; prompt appears, "Secondary file". 29. Press [Enter]; Merge will begin on screen. Note: The Pg on the status line displays Pg 16; WP will always add 1 to the label quantity that you desire to print. E.g., 15 labels are being printed; this will appear as Pg 16 on the status line. 30. Press Shift F(7) for Print. 31. Press (1) for Full Document; Printing will commence. Duplicating Labels: Method II 1. Press Home three times and press Up Arrow. 2. Press Shift F(9) twice and type the word (Text). 3. Press [Enter]; prompt appears, "Enter Variable" and press (1) then, press [Enter]; prompt appears, "Enter Message". 4. Type the phrase (enter number of labels) and press [Enter]. WP returns to editing screen. 5. Press Shift F(9) twice and type the word (For) and press [Enter]; prompt appears, "Enter Variable". 6. Type the word (number) and press [Enter]; prompt appears, "Enter Start". 7. Type (1) and press [Enter]; prompt appears, "Enter Stop". 8. Type (1) and press [Enter]; prompt appears, "Enter Steps". 9. Type (1) and press [Enter]. Then, Press left arrow until the second 1" from the right that was typed in step 8. is highlighted. Press [Delete] key to delete the 1. 10. Press Shift F(9) and type the word (vary) and press [Enter]; prompt appears, "Enter variable". 11. Press (1) and press [Enter]. Then press the [End] key. 12. Press Shift F(8) for Format Menu. 13. Press (2) for page; Page Menu is displayed. 14. Press (1) for Center Top/Bottom and type (Y) for yes. 15. Press F(7) once; Wp returns to Merge Window. 16. Type the text which is to appear on the labels. Example: ABC Company 123 Main Street Chicago, IL 60606 and press Control [Enter] immediately for a hard page break code. 17. Press Shift F(9) twice and type the words "end for", then press [Enter]. 18. Press Shift F(8) for Format Menu; then press (3) for Document; Menu is displayed. 19. Press (2) for Initial Codes; Initial Code screen appears. 20. Press Shift F(8) for Format Menu; and press (2) for Page; Page Menu is displayed. 21. Press (7) for Paper Size; Paper Size Type Menu is displayed. 22. Highlight the label size you will be using. In this example it is 2.75" x 2". 23. Press (1) for Select; WP returns to Page Menu. 24. Press F(7) three times to return to editing screen. 25. Save and name this file. 26. Press Control F(9) for Merge; options appear. 27. Press (1) for Merge; prompt appears, "Primary File". Type the name of the file you saved in step 25 above and press [Enter]. Prompt appears, "Secondary File". Press [Enter]; prompt appears, "Enter number of labels". 28. Type the number of labels desired. Example: Type 15 and press [Enter] and merge will commence on screen. Note: The Pg on the status line displays Pg 16; WP will always add 1 to the label quantity that you desire to print. E.g., 15 labels are being printed; this will appear as Pg 16 on the status line. Now, you can print the labels. SORTING Sorting a List Alphabetically 1. Place cursor on the first letter of the first word of the list. 2. Press F(12) to turn on Block. 3. Move cursor to the space after the last word in the list. 4. Press Control F(9); status line options appear. 5. Press (7) for Type; status line options appear. 6. Press (2) for Line. 7. Press (1) for Perform Action. 8. WP will return to the document on the editing screen where the list is alphabetized. Sorting A Secondary File Alphabetically 1. Retrieve Secondary File. 2. Place cursor on first letter of the first word in the list. 3. Press Control F(9), status line options appear. 4. Press (2) for Sort. 5. Press Enter Twice; Sort Options appear. 6. Press (7) for Type; status line options appear. 7. Press (1) for Merge; WP returns to Sort Options line. 8. Press (3) for Keys; the heading Type, Field, Line, Word appear on screen and the cursor is under the heading Type. 9. Press [Enter] 3 times to position cursor under the heading Word. 10. Type -1 for last name in Field. 11. Press F(7); WP returns to Sort Options line. 12. Press (1) for Perform Action. WP returns to editing screen. Secondary file is now alphabetically sorted. Printing Selected Fields from a Secondary File Suppose the user created a secondary file and assigned the following Fields: 1) Name 2) Address 3) Telephone Number. You could print all three Fields if desired. For our purpose, we will select two Fields for printing. 1. Press Home, Home and press Up Arrow. 2. Press Shift F(9); status line options appear. 3. Press (1) for Field. 4. Press (1) for Name field. 5. Press [Enter] twice, once to end the Field and the second time to place cursor on next line. 6. Press Shift F(9); status line options appear. 7. Press (1) for Field. 8. Press (3) for Telephone Number field and press [Enter] twice. 9. Press [Enter] again to place a blank line between each record to be printed. 10. Press Shift F(9); status line options appear. 11. Press (4) for Page Off. 12. Save this file, which is a primary file. To print this file, see Performing a Merge. Conditional Sort If you desire to send a form letter to persons in a specific zip code area only, you certainly do not want to print the entire secondary file and manually sort out the zip codes. You want to do a selective merge and be able to print mailing labels for this zip code area only. Suppose you have a secondary file structured as follows: Field 1, First and Last name; Field 2, Company Name; Field 3, Address; Field 4, City and State; Field 5, Zip; Field 6, Phone Number. 1. Retrieve the secondary file to the editing screen. 2. Press Home, Home, Home and press Up arrow. 3. Press Control F(9); status line options appear. 4. Press (2) for Sort and press [Enter] twice; status line options are displayed. 5. Press (7) for Type; status line options appear. 6. Press (1) for Merge; status line options are displayed. 7. Press (3) for Keys; screen appears with a bar under which the phrase SORT SECONDARY FILE appears. The following headings are also listed under the bar: Key Type Field Line Word The heading Key is A for "alphanumeric" (which is the default for WP); and the cursor is sitting under the heading Type. 8. Press [Enter] once and the cursor moves under Field. Remember that Field 5 is "Zip". 9. Press (5) for Field 5 and press [Enter]; cursor moves under the heading Line. 10. Type -2 and press [Enter]; cursor moves under the heading Word. 11. Type -1 and press [Enter]. 12. Press F(7); status line options appear. 13. Press (4) for Select; status line options of arithmetic and comparison operator symbols appear. 14. Type key1= and the "Zip" desired, e.g., key1=60025 and press F(7); status options are displayed. 15. Press (1) for Perform Action; WP returns to the editing screen and removes the secondary file retrieved in step 1. and replaces it with the records of the selected zip code field, e.g., 60025. 16. Save this file and merge. Note: If you desire to search for all persons living in a particular town using this format, repeat the steps above with the following exceptions: for step 9. press (4); for step 10. type -3; for step 11. type -2; for step 14. type key1= and the town, e.g., key1=Glenview and press F(7). Now all the records for the town of Glenview will be displayed on the screen. (See Sort and Select, page 631 in the WP manual and lesson 32 in your WP workbook for detailed explanation on the concept.) Multi-level Sort Suppose you created a secondary file with birthday's for all your customers. It would be nice to be able to call up the birthday's the birthday's by month, day, year and sorted by day and year. Suppose your secondary file is set up this way: Field 1, Birth date; Field 2, Customer name and address. 1. Retrieve the secondary file to the editing screen. 2. Press Control F(9); status line options appear. 3. Press (2) for Sort; Input screen is displayed. 4. Press {Enter] twice; Sort Secondary Merge File screen appears with status line options. 5. Press (7) for Type; status line options appear. 6. Press (1) for Merge; Sort Secondary Merge File screen reappears with status line options. 7. Press (3) for Keys; split screen appears with a bar under which the phrase SORT SECONDARY FILE appears. The following headings are also listed under the bar: Key Type Field Line Word 8. Tap the [Enter] key 3 times and the cursor moves under the heading WORD. 9. Press [Enter] once and the cursor moves under KEY and type the letter N. 10. Press [Enter] 3 times and the cursor moves under WORD, then type 2 and press {Enter], the cursor is under KEY 11. Type N and press [Enter] 3 times and the cursor moves under WORD. type 3 12. Press F(7). Sort Secondary Merge File screen re-appears with status line options. 13. Press (4) for Select; status line options of arithmetic and comparison operator symbols appear. E.g., Say you desire all the birthday's in January. 14. Type: KEY1=JAN and press F(7). Sort Secondary Merge File screen re-appears with status line options. 15. Press (5) for Action; status line options appear. 16. Press (1) for Sort and Select; Sort Secondary Merge File screen re-appears with status line options. 17. Press (1) for Perform Action. WP removes the secondary file retrieved from the screen and replaces it with the selected/sorted birthday's. Note: Say you desire to select several birthday month's, e.g., Jan, Feb and Dec. Perform the procedure above, however in step 14. Type: KEY1=JAN+KEY1=FEB+KEY1=DEC and press F(7). After step 17. the birthday months selected are displayed on the screen. they are sorted by month, day and year. COLUMNS Splitting a List into Two Columns 1. Place the cursor on the first letter of the first word in the list to be split into two columns. 2. Press Alt F(7); status line options are displayed. 3. Press (1) for Column; status line options are displayed. 4. Press (3) for Column Define; Text Column Definition Menu is displayed. 5. Press [Enter]; WP returns to Column status line options. 6. Press (1) for Column On; WP returns to editing screen. 7. Move the cursor to where the list is to be split. 8. Press Control [Enter]; list will now split into two columns. 9. Move the cursor past the last word in second column. 10. Press Alt F(7); status line options are displayed. 11. Press (1) for Column; status line options appear. 12. Press (2) for Column Off; WP returns to the editing screen. Parallel Columns 1. Begin at a blank editing screen or position cursor at any point in the document where the parallel columns are to be placed. 2. Press Alt F(7) for Columns/Tables; status line options are displayed. 3. Press (1) for Column; column status line options are displayed. 4. Press (3) for Define. The Text Column Definition Menu is displayed. 5. Press (1) for Type; the following options appear: 1 Newspaper; 2 Parallel; 3 Parallel with Block Protect. 6. Press (2) for Parallel, and type the number of columns desired. 7. Press (3) for Distance Between Columns; type in distance desired. 8. Press (4) for Margins; type in desired margin setting. 9. Press F(7) to exit the Text Column Definition menu. 10. Column status line options appear. 11. Press (1) for ON; WP returns to editing screen. Moving the Cursor Between Columns Press Control [Enter] to move to the next column. Another way to move is to use Control, Up Arrow. Be sure the cursor is at the top of the column before you move to the next column; if it isn't, the cursor will jump from column one to column three. When repeating this process the cursor will move in descending order. Control, Home, Right Arrow moves one column to the right. Control, Home, Left Arrow moves one column to the left. Centering Headings in Columns Press Shift F(6) when in a column and type heading desired. Be sure not to exceed the column width. Typing Text in Parallel Columns 1. Begin in column one and type text. 2. Press Control [Enter] to move the cursor one column to the right. Type the text. 3. Press Control [Enter] again to move the cursor to the next column. Type the text. 4. After typing text in the last column; press Control [Enter]; the cursor moves back to column one. Deactivating Parallel Columns 1. Position the cursor after the last word in the last column. 2. Press Alt F(7) for Columns/Tables; status line options are displayed. 3. Press (1) for Column; status line options appear. 4. Press (2) for Off; WP returns to editing screen. TABLES Tables consist of columns and rows, each together form a cell. You can have only 26 columns - from A to Z. The rows can be as many as 32,000; this is not a typing error. Creating a Table 1. Begin at a blank editing screen, or move the cursor to the position where the table is desired in the document. 2. Press Alt F(7) for Columns/Tables; status line options are displayed. 3. Press (2) for Table; status line options appear. 4. Press (1) for Create; status line displays "3", which is the default for columns. 5. Press [Enter] if "3" is acceptable; or type desired number of columns, and press [Enter]. 6. Then the status line displays "1", which is the default for rows. If this is acceptable, press [Enter]; or type number of rows desired, and press [Enter]. 7. WP will return to the Table Edit status line and the table just created appears. 8. Press F(7) to return to the editing screen. Moving the Cursor in the Table Use the following Keys to move around the table. The status line will always give the cell and row position. Tab - Moves one column to the right. Shift, Tab - Moves one column to the left. Control, Home, Right Arrow - Moves one column to the right. Control, Home, Left Arrow - Moves one column to the left. Left Arrow - Moves one space to left. Right Arrow - Moves one space to the right. Up Arrow - Moves one line up in a cell. Down Arrow - Moves one line down in a cell. Control, Home, Up Arrow - Moves cursor to top of column & row. Control, Home, Down Arrow - Moves cursor to bottom of column & row. Note: It is not necessary to press [Enter] after entering text within a cell. If you accidentally press [Enter], press [Backspace] to correct. Typing Text into the Table Use procedure above for Creating a Table with 4 columns and 3 rows. The status line should now display "Cell A, 1"; if it doesn't, press Control, Left Arrow until it does so. Note: If you are using a speech synthesizer, it may prove difficult to enter & read text within a column. See the procedure, Side -by- Side Columns. 1. Type in the word ACTIVITY and press Tab. The cursor moves to "Cell B, 1" and this appears in the status line. You are in the second column, first row. 2. Type in the word TIME and press Tab. The cursor moves to "Cell C, 1." 3. Type the word PLACE and press Tab. The cursor moves to "Cell D, 1." 4. Type the word PHONE and press Tab. When Tab is pressed this time - i.e.,in the last cell in this table, the cursor automatically moves to "Cell A, 2". 5. Repeat steps 1. through 4. until you complete 3 rows. Side -by- Side Columns 1. Press Shift F(1) for Setup Menu. 2. Press (2) for Display; Display Menu appears. 3. Press (6) for Edit; Edit Menu is appears. 4. Press (7) for Side -by- Side. 5. Type N for no to turn off Side -by- Side columns. 6. Press F(7) to exit Setup Menu. 7. The columns will now read like a single column. 8. To move to the next column to be read as a single page, press Control, Right Arrow. 9. To turn Side -by- Side on again, repeat steps 1. through 6. above, but for step 5., type Y. Narrowing or Widening Columns 1. Place the cursor in the column in which you desire to alter the size. 2. Press Alt F(7) for Columns/Tables; status line options appear. 3. Press (2) for Table; status line options appear. 4. Press (1) for Create; The Table Edit options appear. 5. Move the cursor to the column you wish to re-size. 6. Hold down the Control key and press Left Arrow to narrow the column, Right Arrow to Widen the column. Release the Control key when desired size is reached. Columns/Tables Method to Create a Box Around Existing Text 1. Locate the text around which you desire to place a box; then place the cursor on the line above or below this text. 2. Press Alt F(7) for Columns/Tables; status line options appear. 3. Press (2) for Tables; status line options appear. 4. Press (1) for Create; prompt appears, "Number of columns". Type (1) and press [Enter]; prompt appears, "Number of rows". Just press [Enter]. A double line box is created. If this is acceptable go to step 8. If a single line box is desired continue with step 5. 5. Press (3) for Line; status line options appear. 6. Press (7) for All; status line options appear. 7. Press (2) for Single. 8. Press F(7) to return to editing screen. Note: IBM SRD users turn on graphics on SRD keypad. 9. Block the text you desire to place inside the box. 10. Press Control F(4); status line options appear. 11. Press (1) for Block; status line options appear. 12. Press (1) for Move; then move the cursor inside the box and retrieve block by pressing [Enter]. Note: The box automatically expands to accommodate the text. Columns/Tables Method to Create a Box and Add Text When you come to the place where you desire to box the text. 1. Press Alt F(7) for Columns/Tables; status line options appear. 2. Press (2) for Tables; status line options appear. 3. Press (1) for Create; prompt appears, "Number of columns". Type (1) and press [Enter]; prompt appears, "Number of rows". Just press [Enter]. A double line box is created. If this is acceptable, go to step 7. If you desire a single lined box, continue with step 4. 4. Press (3) for Line; status line options appear. 5. Press (7) for All; status line options appear. 6. Press (2) for Single. 7. Press F(7) to return to editing screen; type text. Note: The box automatically expands to accommodate the text. 10. Press Down Arrow or Right Arrow key to exit box and resume normal typing of text. GRAPHICS The Graphics Menu has 5 kinds of boxes listed. However, we will concern ourselves with only four: 1) Figure box - framed with a line on all four sides; 2) Table box - horizontal line on the top and bottom, but not on left or right sides; 3) Text box - same as Table box, but has shading inside; 4) User box - no frame around it. Text may be typed in any of the four boxes. The default width for all graphic images is 1/2 the distance between the left and right margins. For example, if margins are set at 1" left and right, the width of the graphic is 3.25". The height is defaulted to "auto height." See the WP51 Directory for available graphics, and your WP Manual for more detailed information on graphics features. Creating a Box Around Existing Text 1. Block text to be boxed. 2. Press Delete; prompt appears, "Delete block N/Y?" 3. Press Y for Yes; blocked text disappears. 4. Press Alt F(9); status line options are displayed. 5. Press (3) for Text Box; status line options appear. 6. Press (1) for Create; Definition Menu is displayed. 7. Press (4) for Anchor Type; status line options appear. 8. Press (2) for Page; prompt appears, "Number of Pages to Skip". Just press [Enter]. WP returns to Definition Menu. 9. Press (5) for Vertical; status line options appear. 10. Press (5) for Set Position. Press [Enter]. WP returns to Definition Menu. 11. Press (6) for Horizontal; status line options appear. 12. Press (1) for Margins; status line options appear. 13. Press (4) for Full. WP returns to the Definition Menu. 14. Press (9) for Edit; Box Edit screen appears. 15. Press F(1) for Undelete; then press (1) for Restore. Blocked text will reappear on screen. 16. Press F(7) to return to Definition Menu. 17. Press (7) for Size; status line options appear. 18. Press (4) for Auto Both. 19. Press F(7) to return to editing screen. 20. Press F(11) for Reveal Codes; highlight "Text Box". 21. Press F(11) to turn off Reveal Codes. 22. Press Alt F(9); status line options are displayed. 23. Press (3) for Text Box. 24. Press (4) for Options; Style Text Box Menu is displayed. 25. Press (1) for Boarder Style; status line options appear. 26. Select desired Boarder Style and press it four times for (left, right, top, bottom). 27. Press F(7) to return to editing screen. To see the results in View Document, press Shift F(7) and then press (6). Creating an Empty Box and Adding Text 1. Place cursor where box is to appear. 2. Press Alt F(9); status line options are displayed. 3. Press (3) for Text Box; status line options appear. 4. Press (1) for Create; Definition Menu is displayed. 5. Press (4) for Anchor Type; status line options appear. 6. Press (2) for Page; prompt appears, "Number of Pages to Skip". 7. Press [Enter] to skip. WP returns to Definition Menu. 8. Press (5) for Vertical; status line options appear. 9. Press (5) for Set-Position, and press [Enter]. WP returns to Definition Menu. 10. Press (7) for Size; status line options appear. 11. Press (4) for Auto Both; WP returns to Definition Menu. 12. Press (6) for Horizontal; status line options appear. 13. Press (1) for Margin; status line options appear. 14 Press (4) for Full; WP returns to Definition Menu. 15. Press (8) for Wrap Text Around Box; type N for No. 16. Press (9) for Edit; Box Edit screen will appear. 17. Type text. When done, press F(7) twice to return to editing screen. 18. Press F(11) for Reveal Codes; and highlight "text box". 19. Press F(11) to turn off Reveal Codes. 20. Press Alt F(9); status line options appear. 21. Press (3) for Text Box; status line options appear. 22. Press (4) for Options; Style Text Box Menu options appear. 23. Press (1) for Boarder Style; status line options appear. 24. Select desired style and press it four times. 25. Press F(7) to return to editing screen. See results in View Document. Shading New Text The user might want to shade the background of some parts of a document, e.g. - a word, a sentence, or a paragraph. Begin at a blank editing screen. 1. Press Alt F(9); status line options are displayed. 2. Select a box style: 1) Figure, 2) Table, 3) Text, 4) User. E.g., press (4) for User Box; status line options appear. 3. Press (4) for Options; Options Menu is displayed. 4. Press (9) for Grey Shading. 5. Type percentage of shading desired, e.g., 20; and press [Enter]. 6. Press F(7) to return to editing screen. 7. Press Alt F(9); status line options are displayed. 8. Press (4) for User Box; status line options appear. 9. Press (1) for Create; Definition Menu is displayed. 9. Press (7) for Size; status line options appear. 10. Press (4) for Auto Both; WP returns to Definition Menu. 11. Press (9) for Edit; Box Edit screen appears. 12. Type text desired. 13. Press F(7) twice to return to editing screen. See results in View Document. Shading Existing Text 1. Block the text you desire to shade. 2. Press [Delete] key; prompt appears, "Delete block No/Yes". 3. Type Y for Yes; block text is deleted. 4. Press Alt F(9); status line options appear. 5. Press (4) for User Box; status line options appear. 6. Press (4) for Options; Options Menu is displayed. 7. Press (9) for Gray Shading. 8. Type in percentage desired and press [Enter]. 9. Press F(7) to return to editing screen. 10. Press Alt F(9); status line options appear. 11. Press (4) for User Box; status line options appear. 12. Press (1) for Create; Definition Menu is displayed. 13. Press (7) for Size; status line options appear. 14. Press (4) for Auto Both; WP returns to Definition Menu. 15. Press (9) for Edit; Box Edit screen appears. 16. Press F(1) for Undelete. 17. Press (1) for Restore; deleted block of text reappears. 18. Press F(7) twice to return to editing screen. See results in View Document. Creating Vertical Lines 1. Place cursor on the column where vertical line is to begin. 2. Press Alt F(9); status line options are displayed. 3. Press (5) for Line; status line options appear. 4. Press (2) for Vertical; Vertical Line Menu appears. 5. Press (1) for Horizontal Position; status line options appear. 6. Press (4) for Set Position. The column number position appears. 7. Press [Enter]; WP returns to Vertical Line Menu. If a thicker line is desired, continue; if not, go to step 10. 8. Press (4) for Width of line, (WP default is 0.013.) 9. Type size desired and press [Enter]. 10. Press F(7) to return to editing screen. 11. Repeat steps 1. through 10. for each vertical line desired. See results in View Document. Creating Horizontal Lines 1. Place cursor on the line where horizontal line is to begin. 2. Press Alt F(9), status line options appear. 3. Press (5) for Line; status line options appear. 4. Press (1) for Horizontal; Horizontal Line Menu is displayed. 5. Press (1) for Horizontal Position; status line options appear. 6. Press (4) for Full (a line across the entire page); WP returns to Horizontal Line Menu. 7. Press (4) for Width of Line; (WP default is 0.013.) Type thickness desired and press [Enter]. 8. Press F(7) to return to editing screen. 9. Repeat steps 1. through 8. for each horizontal line desired. Listing Your Graphic Files You can access a list of the graphic files available in your WP program. All graphic files have the extension .wpg . 1. Press F(5) for list files. Note: Normally the graphic files are located in the WP51 directory. If this is your default directory, then continue with step 2. If not, type C:\WP51\*.wpg and press [Enter]. Proceed to step 3. 2. Type *.wpg and press [Enter]. All the graphic files available to you are listed. Note: When you desire to use graphics, be sure to type the graphic name exactly as it appears. 3. Press F(1) or F(7) to return to editing screen. Placing a Graphic Image in a Document Say the user wants to put a Butterfly at the top left margin of a document. The Filename for a Butterfly is buttrfly.wpg. 1. Press Alt F(9) for graphics; status line options appear. 2. Press (4) for User Box; status line options appear. 3. Press (1) for Create; Definition Menu is displayed. 4. Press (1) for Filename; type buttrfly.wpg and press [Enter]. 5. Press (4) for Anchor; status line options appear. 6. Press (2) for Page; prompt appears, "Number of Pages to Skip". 7. Press [Enter]. WP returns to Definition Menu. 8. Press (7) for Size; WP default is 3.25" for 1" margins. 9. Type size desired (.5 for example); WP returns to the Definition Menu. 10. Press (6) for Horizontal; status line options appear. 11. Press (1) for Margins; status line options appear. 12. Press (1) for Left; WP returns to Definition Menu. 13. Press F(7) to return to editing screen. See results in View Document. Note: Once you have used this procedure, you will have noticed other options which allow you to position an image anyplace in your document. Placing an Image on both Left and Right of Page Say a user wants to put a Butterfly at the top left and right margins of a document. 1. Press Alt F(9); status line options appear. 2. Press (4) for User Box; status line options appear. 3. Press (1) for Create; Definition Menu is displayed. 4. Press (1) for Filename; prompt appears, "File Name". 5. Type Filename of graphic image desired, e.g., buttrfly.wpg; press [Enter]. 6. Press (4) for Anchor; status line options appear. 7. Press (3) for Character; WP returns to Definition Menu. 8. Press (7) for Size; status line options appear. 9. Press (1) for Set Width/Auto Height; then type .5 and press [Enter]. WP returns to Definition Menu. 10. Press F(7) to return to editing screen. 11. Press F (11) for Reveal Codes; tap Left Arrow Key once to highlight "User Box Code". Then press [Delete] key. 12. Press F(1) for Undelete; press (1) for Restore. 13. Press Alt F(6) for Flush Right. 14. Press F(1) for Undelete; press (1) for Restore. 15. Press F(11) to turn Reveal Codes off. To see results in View Document, press Shift F(7) and then press (6). Figure Box with Caption 1. Place the cursor on the first character of a paragraph. 2. Press Alt F(9); status line options are displayed. 3. Press (1) for Figure; status line options appear. 4. Press (1) for Create; Definition Menu is displayed. 5. Press (1) for Filename; type balloons.wpg and press [Enter]. 6. Press (3) for Caption; Caption edit screen appears with "Figure 1" displayed. 7. Press Shift F(6) to center; then press [Space Bar] once and type the caption. 8. Press F(7) to return to the Definition Menu. 9. Press (7) for Size and type size desired if you wish a Figure Box size other than the default of 3.25". 9. Press F(7) again to return to the editing screen. 10. Press Down Arrow to reposition the paragraph. See results in View Document. Table Box with Table This example will have a table within the table box. The table columns and rows will be limited to the size of the table box. 1. Move cursor to beginning of paragraph. 2. Press Alt F(9); status line options are displayed. 3. Press (2) for Table Box; status line options appear. 4. Press (1) for Create; Definition Menu appears. 5. Press (9) for Edit; Box Edit screen appears. 6. Press Alt F(7); status line options appear. 7. Press (2) for Tables; status line options appear. 8. Press (1) for Create; line prompt appears, "Number of Columns: 3 " (This is the default for WP). 9. Type 2 for two columns and press [Enter]. 10. Prompt appears, "Number of Rows: 1 " (This is the default for WP). For this example, use four rows. 11. Type 4 for number of rows; status line options appear. 12. Press F(7) three times to return to Definition Menu. 13. Press (3) for Caption; Box Caption screen appears. 14. Press Shift F(6) to center; then press [Space Bar] once and type the caption. 15. Press F(7) twice to return to editing screen. 16. Press Down Arrow to reposition paragraph next to the new box. See results in View Document. Text Box Attached to Paragraph 1. Move the cursor to the`beginning of the paragraph. 2. Press Alt F(9); status line options are displayed. 3. Press (3) for Text Box; status line options appear. 4. Press (1) for Create; Definition Menu is displayed. To fill box with text: 5. Press (9) for Edit; Box Edit screen appears. 6. Type text desired. 7. Press F(7) when finished and return to Definition Menu. 8. Press (3) for Caption. 9. Press Shift F(6) to center; then press [Space Bar] once and type the caption. 10. Press F(7) to return to Definition Menu. If you wish to position box to left of the paragraph instead of the default right position: 11. Press (6) for Horizontal Position; status line options appear. 12. Press (1) for Left. WP returns to Definition Menu. 13. Press F(7) to return to Editing screen. 14. Press Down Arrow to reposition text next to box. See results in View Document. User Box: Full Page Image and Caption 1. Press Alt F(9); status line options are displayed. 2. Press (4) for User Box; status line options appear. 3. Press (1) for Create; Definition Menu is displayed. 4. Press (1) for Filename. 5. Press F(5) for List Files; type *.wpg and press [Enter]. See Listing Your Graphic Files above. 6. Move the cursor down the list to highlight Buttrfly.wpg. 7. Press (1) to retrieve the graphic image. WP returns to Definition Menu. Note: The graphic selected will appear next to the Filename. 8. Press (3) for Caption; caption screen appears. 9. Press Shift F(6) to center; then press [Space Bar] once and type the caption. 10. Press F(7) to return to the Definition Menu. 11. Press (4) for Anchor Type; status line options appear. 12. Press (2) for Page: prompt appears, "No. of pages to skip". 13. Press [Enter]; WP returns to Definition Menu. 14. Press (5) for Vertical; status line options appear. 15. Press (1) for Full; WP returns to Definition Menus. 16. Press (6) for Horizontal; status line options appear. 17. Press (1) for Margins; status line options appear. 18. Press (4) for Full; WP returns to Definition Menu. 19. Press F(7) to return to editing screen. See results in View Document. Centering a Graphic Box Example: Text box for a title page. Other boxes can also be used. 1. Press Alt F(9); status line options are displayed. 2. Press (3) for Text Box; status line options appear. 3. Press (1) for Create; Definition Menu is displayed. 4. Press (4) for Anchor Type; status line options appear. 5. Press (2) for Page; prompt appears, "Number of pages to skip?" 6. Press [Enter]; WP returns to Definition Menu. 7. Press (5) for Vertical; status line options appear. 8. Press (3) for Center; WP returns to Definition Menu. 9. Press (6) for Horizontal; status line options appear. 10. Press (1) for Margins; status line options appear. 11. Press (3) for Center; WP returns to Definition Menu. 12. Press (9) for Edit; Box Edit screen appears. 13. Press Shift F(6) to center the heading and type heading. Note: Several lines of text can be typed in the text box. 14. Press F(7) twice to return to editing screen. Text box is vertically and horizontally centered. Any of the other box styles may be used. See results in View Document. Moving a Graphic In order to perform this procedure, a document with a graphic must already exist. In this example, we will move a graphic which is attached to one paragraph and attach it to another paragraph. 1. Retrieve the existing document to the screen and locate the graphic you desire to move. 2. Press F(11) to turn on Reveal Codes. 3. Highlight the code for the graphic which is to be moved. 3. Press [Delete] key to delete the code. 4. Move the cursor to the beginning of the new paragraph. 5. Press F(1) for Undelete and press (1) to restore deleted graphic code. 6. Press F(11) to turn off Reveal Codes. See results in View Document. Editing a Graphic Box 1. Place cursor at the paragraph where the box appears. 2. Press F(11) for Reveal Codes; and identify the type of Graphic Box that appears. 3. Press F(11) to turn off Reveal Codes. 4. Press Alt F(9); status line options are displayed. 5. Select type of Box to edit. Step 2. gives this information. 6.Press (2) for Edit; type the number of the box you wish to edit. (There may be more than one box in a document.) 7. Press [Enter]; Definition Menu is displayed. 8. Select options desired to make changes. See results in View Document. Placing a Border on Every Page This procedure will place a boarder around every page. 1. Retrieve or create document. 2. Press Home, Home, Home and press Up Arrow. 3. Press Shift F(8) for Format Menu. 4. Press (2) for Page; Page Menu is displayed. 5. Press (3) for Headers; Header screen appears. 6. Press (1) for Header A; status line options appear. 7. Press (2) for Every Page; WP returns to Header screen. 8. Press Alt F(9); status line options appear. 9. Press (1) for Figure; status line options appear. 10. Press (4) for Options; Options Menu is displayed. 11. press (1) for Boarder Style; status line options appear. 12. Select style desired and press its number four times. WP returns to Options Menu. 13. Press F(7) to return to Header screen. 14. Press Alt F(9); status line options are displayed. 15. Press (1) for Figure; status line options appear. 16. Press (1) for Create; Definition Menu is displayed. 17. Press (4) for Anchor; status line options appear. 18. Press (2) for Page; prompt appears, "Number of Pages to skip?" 19. Press [Enter]; WP returns to Definition Menu. 20. Press (5) for Vertical; status line options appear. 21. Press (1) for Full; WP returns to Definition Menu. 22. Press (6) for Horizontal; status line options are displayed. 23. Press (1) for Margins; status line options appear. 24. Press (4) for Full; WP returns to Definition Menu. 25. Press (8) for Wrap Text; Type N for No. 26. Press F(7) to return to editing screen. 27. Place cursor on first character position of the first line. 28. Press Shift F(8) for Format Menu. 29. Press (1) for Line; Line Menu is displayed. 30. Press (7) for Margin Left. 31. Type "1.2" and press [Enter] for left margin. 32. Type "1.2" and press [Enter] for right margin. This will indent the text from the left and right boarders. 33. Press F(7) to return to editing screen. See results in View Documents. Placing a Border on Selected Page(s) If you do not want to place a border on every page, but desire to have a boarder on selected page(s), follow these steps. 1. Complete the steps for Placing a Border on Every Page. 2. Place cursor at top of page which is not to have a boarder. 3. Press Shift F(8); Format Menu is displayed. 4. Press (2) for Page; Page Menu is displayed. 5. Press (3) For Header; Header screen appears. 6. Press (1) for Header A; status line options appear. 7. Press (1) for Discontinue; WP returns to Header screen. 8. Press F(7) to return to editing screen. Repeat these steps for each page to be free of a border. Rotating a Graphic The Bicycle.wpg file will be used here. 1. Press Home, Home and press Up Arrow. 2. Press Alt F(9); status line options are displayed. 3. Press (4) for User Box; status line options appear. 4. Press (1) for Create; Definition Menu is displayed. 5. Press (1) for Filename. 6. Type "bicycle.wpg" and press [Enter]. 7. Press (9) for Edit; Box Edit screen with bicycle is displayed. 8. Status line is displayed as follows: 1) Move - Moves figure on screen by using arrow keys. 2) Scale - [Insert] key sets % of size change (the four choices are 1%, 5%, 10%, 25%); Pg Up and Pg Dn scale up & down in these increments respectively. I suggest referring to your WP manual before using feature. 3) Rotate- Selecting this function allows you to type in the number of degrees desired to rotate the image. For example, typing 180 rotates the image 180 degrees; prompt appears, mirror image "N/Y". If you type yes, the image will be mirrored in reverse. Note: The [Insert] key default in the Box Editing screen is 10%. Each time the [Insert] key is pressed, the percentage at the bottom right of the screen changes as follows: 25%, 1% 5%. Pressing the [Insert] key once more returns you to 10%. When the [Insert] key is set to the default of 10%, the image will rotate 10 percent of 360 degrees or 36 degrees each time you press the (+) or (-) key. The (+) key moves the image clockwise and the (-) key moves the image counter-clockwise. Either the numeric keypad or the normal keyboard may be used for this purpose. 4) Invert - Black/White to White/Black. 5) Black and White 6) Draw Perfect. 9. Press (3) for Rotate. 10. Type 180 for number of degrees and press [Enter]. The figure is rotated 180 degrees. 11. Prompt appears, "Mirror Image No/Yes?" 12. Type N for No or Y for Yes. 13. Press F(7) twice to return to editing screen. 14. If desired, press Shift F(7) to print; Print Menu is displayed. 15. Press (1) for Full Document. The best way to learn about rotating is to experiment with the graphic image. See your WP manual and workbook for further details on rotating graphics. ENVELOPE SET-UP Here are two ways to set up an envelope format. I myself prefer the macro for envelope formatting, the procedure for which will appear in the Macro section. In order to print an envelope, it is necessary to have the "envelope" size in the Paper Size/Type Menu. If it is not there, add the envelope size to the Paper Size/Type Menu. Adding #10 Envelope Size (Business) to Paper Size/Type Menu 1. Press Shift F(8) for Format Menu. 2. Press (2) for Page; Page Menu is displayed. 3. Press (7) for Paper Size; Paper Size/Type Menu is displayed. 4. Press (2) for Add; Paper Size screen appears. 5. Press (1) for Paper Size; Options are displayed. 6. Select 9.5" x 4" (this is the size of a #10 envelope); WP returns to Paper Size screen. 7. Press (5) for Envelope; WP returns to Paper Size/Type Menu. "Envelope - Wide 9.5" x 4"" is now listed in the menu. 8. Press F(7) to return to editing screen. See Mastering Word Perfect 5.1 or the WP Manual for more detailed information on Paper Size. Business Size #10 1. Press Shift F(8); Format Menu is displayed. 2. Press (2) for Page; Page Menu is displayed. 3. Press (7) for Paper Size; Paper Size/Type Menu is displayed. 4. Highlight "Envelope - Wide 9.5" x 4"". 5. Press (1) for Select; WP returns to Page Menu. 6. Press (5) for Margin Top; prompt appears, Margin Top 1". Type 0 for top margin; and press [Enter]. Prompt appears, Margin Bottom 1"; type 0 for bottom margin and press [Enter]. 7. Press [Enter] again to return to Format Menu. 8. Press (1) for Line: Line Menu is displayed. 9. Press (7) for Margin Left; prompt appears, Margin Left 1". Type 0 for left margin and press [Enter]. Prompt appears, Margin Right 1"; type 0 for right margin and press [Enter]. 10. Press F(7) to return to editing screen. 11. Type return address desired. 12. Press Shift F(8) for Format Menu. 13. Press (1) for Line; Line Menu is displayed. 14. Press (7) for Margin Left; prompt appears, Margin Left 1". Type 4.25 for left margin and press [Enter]. Prompt appears, Margin Right 0"; press [Enter] to accept the right margin. 15. Press [Enter] again, WP returns to Format Menu. 16. Press (4) for Other; Other Menu is displayed. 17. Press (1) for Advance; status line options appear. 18. Press (3) for Line; prompt appears, "Add to Line"; type 2.0 and press [Enter]. 19. Press F(7) to return to editing screen. 20. Name and save this file. Using the Business Size #10 Envelope File 1. Retrieve the file named in step 20. above. 2. Press Home, and press Down Arrow; the cursor positions itself on the first line of the forwarding address. 3. Type forwarding address and print. Adding 6"x 4" Envelope Size (Personal) to Paper Size/Type Menu 1. Press Shift F(8); Format Menu is displayed. 2. Press (2) for Page; Page Menu is displayed. 3. Press (7) for Paper Size; Paper Size/Type Menu is displayed. 4. Press (2) for Add; Paper Type Menu is displayed. 5. Press (5) for Envelope; Edit Paper Type Menu is displayed. 6. Press (1) for Paper Size; Paper Width/Height Menu is displayed. 7. Type the letter (O) for Other; prompt appears, "Width/ Height". 8. Type (6) and press [Enter]. Then type (4) for Height and press [Enter]. WP returns to Edit Paper Type Menu. 9. Press (2) for Paper type; Paper Size/Width Menu is displayed. 10. Type (O) for Other; now identify this envelope format by giving it a name. Type Envel6x4 or any other name desired and press [Enter]. 11. Press F(7) twice to return to Paper Size Type Menu to view the "Envel 6x4" in the list. 12. Press F(7) twice to return to editing screen. Personal Size 6" x 4" with Return Address Begin at a blank editing screen. 1. Press Alt F(8); Style Menu is displayed. 2. Press (3) for Create; Styles: Edit options are displayed. 3. Press (1) for Name. 4. Type Envel6x4 or any other name desired 5. Press (2) for Typed Paired; status line options appear. 6. Press (2) for Open; WP returns to Styles: Edit screen. 7. Press (4) for Codes; Codes screen appears. 8. Press Shift F(8); Format Menu is displayed. 9. Press (2) for Page; Page Menu is displayed. 10. Press (7) for Paper Size; Paper Size/Type Menu is displayed. 11. Press Down Arrow to highlight Envel6x4. 12. Press (1) for Select; WP returns to the Page Menu. 13. Press (5) for Margin Top; prompt appears, Margin Top 1". Type 0 and press [Enter]; prompt appears, Margin Bottom 1". Type 0 and press [Enter]. 14. Press [Enter] again, WP returns to Format Menu. 15. Press (1) for Line; Line Menu is displayed. 16. Press (7) For Margin Left; prompt appears, Margin Left 1". Type 0 and press [Enter]; prompt appears, Margin Right 1". Type 0 and press [Enter]. 17. Press [Enter] to return to the Codes screen. 18. Type Return Address desired. 19. Press Shift F(8) for Format Menu. 20. Press (1) for Line; Line Menu is displayed. 21. Press (7) for Margin Left; prompt appears, Margin Left 0". Type 2.0 and press [Enter]; prompt appears, Margin Right 0". Press [Enter] to accept (0) for right margin. 22. Press [Enter] to return to Format Menu. 23. Press (4) for Other; Other Menu is displayed. 24. Press (1) for Advance; status line options are displayed. 25. Press (3) for Line; prompt appears, "Add to Line". Type 1.80 and press [Enter]. 26. Press F(7) three times to returned to the Style Menu status line. 27. Press (6) for Save; prompt appears,"File Name". 28. Type library.sty and press [Enter]; message appears, "File already exist. Replace no/yes?" 29. Type Y; message appears, "Envel6x4 open". WP returns to Style Menu. 30. Press F(7) to return to editing screen. Using the 6" x 4" Envelope File 1. Press Alt F(8); Style Menu is displayed. 2. Highlight the name given in the preceding section for step In that example it was "Envel6x4". 3. Press (1) for On; WP moves to the Codes screen and retrieves the "Envel6x4" file. 4. Type in Forwarding Address. 5. Is envelope in printer? 6. Press Shift F(7); Print Menu is displayed. 7. Press (1) for Full Document. Envelope is printed. LEGAL SIZE The legal size paper dimension is 8.5" x 14". Adding Legal Size to Paper Size/Type Menu 1. Press Shift F(8); Format Menu is displayed. 2. Press (2) for Page; Page Menu is displayed. 3. Press (7) for Paper Size; Paper Size/Type Menu appears. Note: If the legal size 8.5" x 14" is not in the Paper Size/Type Menu, continue with step 4. If the legal size is in the Menu, perform step 9. 4. Press (2) for Add; Paper Type Menu is displayed. 5. Press (1) for Standard; Edit Paper Definition Menu appears. 6. Press (1) for Paper Size; Paper Width/Height Menu appears. 7. Press (3) for Legal; WP returns to Edit Definition Menu. 8. Press F(7) twice; Paper Size/Type Menu is displayed. Notice 8.5" x 14" appears in the Menu. 9. Press F(7) twice to return to editing screen. Using the Legal Size Option 1. Press Home, Home, Home and press Up Arrow. 2. Press Shift F(8); Format Menu is displayed. 3. Press (2) for Page; Page Menu is displayed. 4. Press (7) for Paper Size; Paper Size/Type Menu is displayed. 5. Highlight "8.5" x 14"" in Paper Size/Type Menu. 6. Press (1) for Select; WP returns to Page Menu. 7. Press F(7) to return to editing screen. 8. Begin typing your document. Note: When the legal size (8.5" x 14") is selected, 3" is added to the LN on the status line. When you leave the document or exit WP, the program automatically returns to the default of 8.5" x 11" paper size. MACROS A Macro is a Word Perfect feature that records a series of keystroke commands. It saves and replays this series of keystroke commands when activated by only two keys. All Macros available will not be covered in this guide; the emphasis is on the basic keyboard macro. If the reader desires more information on Macros, see Macros and Templates by Gordon McComb. Macro Format 1. Press Control F(10) to turn on the macro feature; prompt appears, "macro define". 2. Name the macro (8 characters long), or assign an Alt Key to the macro; then press [Enter]. Note: Only 8 characters can be used because WP automatically adds the extension .wpm to the macro name. 3. Prompt appears, "description". Type a description (up to 39 characters long); then press [Enter]. Note: Typing a description is optional, but helpful. 4. Prompt appears, "macro def:". Here is where the series of keystroke commands is entered. 5. Press F(7) to exit the "macro def:". 6. Press Control F(10) to turn off the macro feature. Executing a Macro 1. Press Alt F(10); prompt appears, "Macro:". 2. Type the Macro name or the Alt key assigned and press [Enter]. 3. The Macro is now activated. Correcting a Macro 1. Press Control F(10) to turn on the macro feature. 2. Type in the name or the Alt Key assigned to the macro. 3. Prompt appears, "macro name already exist: 1) replace, 2) edit, 3) description". 4. If 1) for "replace" is selected, the entire macro is cleared. Proceed with steps 3-6 of Macro Format above to start over again. 5. If 2) for "edit" is selected, you can view the contents or edit the keystroke commands in the Macro Def:. (See the WP Manual or Workbook if needed.) Press F(7) when done. 6. If 3) for "description" is selected, the "description" of the macro can be changed. When done, press [Enter]; prompt appears, "macro def". 7. Pressing F(7) to return to the editing screen does so without changing any of the "macro def" (keystroke commands). Inserting Pauses For Data Input in a Macro Let's use the example of a memo to demonstrate the pause feature for entering text. 1. Press Control F(10) to turn on the Macro feature; prompt appears, "Macro Define". 2. Type a name or assign an Alt Key to the Macro and press [Enter]; prompt appears, "Description". 3. Type optional description (up to 39 characters) if desired, Press [Enter] with or without optional description. 4. The prompt appears, "Macro Def:". 5. Press Caps Lock key and then press F(6) for Bold. 6. Press Shift F(6) to center heading and type the word MEMO. 7. Press F(6) to turn off the Bold feature. 8. Press [Enter] three times to add double spacing. 9. Press F(6) for Bold. Type the word To: and press F(6) again to turn off Bold. Then press the [Space Bar] 6 times. 10. Press Control (Page-Up); macro screen options appear. 11. Press (1) for Pause; press [Enter] twice to insert a blank line. 12. Press F(6) for Bold. Type the word From: and press F(6) again to turn off Bold. Then press the [Space Bar] 4 times. 13. Press Control (Page-Up); macro screen options appear. 14. Press (1) for Pause; press [Enter] twice to insert a blank line. 15 Press F(6) for Bold. Type the word Date: and press F(6) again to turn off Bold. Then press [Space Bar] 4 times. Press Shift F(5); Date/Outline Menu appears. Press (2) for Date Code; the date on which the memo is created will automatically be inserted. 16. Press Control (Page-Up); macro screen options appear. 17. Press (1) for Pause; press [Enter] twice to insert a blank line. 18. Press F(6) for Bold. Type the word Subject: and press F(6) again to turn off Bold. Then press the [Space Bar] once. 19. Press Control (Page-Up); macro screen options appear. 20. Press (1) for Pause; press [Enter] three times to insert two blank lines. 21. Press (Esc) key. Then type the number of spaces between your margin settings (e.g. 65) and press the = key to create a decorative separation line before the body of the MEMO. 22. Press [Enter] twice; then press Control (Page-Up). Macro screen options appear. 23. Press (1) for Pause. 24. Press Control F(10) to end the Macro. Note: When you execute this macro, the cursor positions itself after the To: for you to type text. When you press the [Enter] key, the cursor moves to the space after From: and so on throughout the MEMO. Invoice Macro Note: Although there are many steps in this procedure for creating an invoice macro, it takes only two keys to execute the macro once it's created. Note also that this is just one of the many possible styles of invoices you can create using Word Perfect 5.1. 1. Press Control F(10) to turn on macro. 2. Type a name or assign an Alt key to the macro and press [Enter]; prompt appears, "Description". Type optional description if one is desired. Press [Enter] with or without optional description,. 3. Prompt appears, "Macro def:" 4. Press Shift F(8) for Format Menu. 5. Press (1) for Line; Line Menu appears. 6. Press (7) for Margin Left; type .5 for margin left and press [Enter]. Then, type .5 for margin right and press [Enter]. This will set the left and right margins at 1/2 inch. 7. Press [Enter] again to return to Format Menu; 8. Press (2) for Page; Page Menu appears. 9. Press (5) for Margin Top; type .5 for top margin and press [Enter]. Then, type .5 for bottom margin and press [Enter]. 10. Press F(7) to return to the Macro editing screen. 11. Press Shift F(6) for Center; press Cap Lock on, then press F(6) to turn on bold. 12. Type the word INVOICE and press F(6) to turn off bold. Then, press [Enter] once. 13. Tap the [space bar] until the cursor is positioned under the first letter I of INVOICE. 14. Press ESC and type 7. Then press the = key for a stylized double line under the word INVOICE. 15. Press [Enter] twice for a single space line. Then, press Cap Lock to return to normal type. 16. Press F(6) to turn on bold and type your company name, e.g., ACME Inc. Press F(6) to turn off bold. 17. Press Alt F(6) for Flush Right. Then press Shift F(5) for Date/Outline and press (2) for Date Code. 18. Press [Enter] to move to the next line under the company name. 19. Press F(6) to turn on bold. 20. Type address, e.g., 1234 W. Main St. and press [Enter]. 21. Type the city, state and zip - e.g., Chicago, IL 60618 and press [Enter]. 22. Type company phone number, e.g., (312) 555 - 1234. 23. Press [Enter] three times for a double spaced line. 24. Type SOLD TO: and press the [Space bar] to position the cursor on column 10. 25. Press Control Page Up; macro options appear. 26. Press (1) for pause and WP returns to the macro editing screen. Then, press [Enter] twice. 27. Type ADDRESS: and press [Space bar] once. Then press Control Page Up and press (1) for Pause. Press [Enter] twice. 28. Type CITY: and press [Space bar] three times. Then press Control Page Up and press (1) for Pause. WP returns to the macro editing screen. 29. Press [Space bar] 14 times and press [Enter] once. 30. Type STATE: and press [Space bar] once; then press Control Page Up and press (1) for Pause. WP returns to the macro editing screen. 31. Press [Space bar] twice and press [Enter] once. 32. Type ZIP: and press Control Page Up; then press (1) for Pause. WP returns to the macro editing screen. 33. Press [Enter] twice. 34. Type PHONE: and press [Space bar] 3 times. Then, press Control Page Up and press (1) for Pause. WP returns to the macro editing screen. Press [Enter] twice. 35. Press [Enter] twice again for double spaced line. 36. Type the word TERMS: and press [Enter]. 37. Press Control Page Up and press (1) for Pause. WP returns to the macro editing screen. 38. Press [Enter] 7 or 8 times to create space enough to type the terms for each invoice. Note: Remember we set the left and right margin for .5 inch. This gives 77 spaces between the left and right margins. Knowing this information makes it possible to position the headings across the page. 39. Tap the [Space bar] once. Turn Cap Lock on. Type the word QUANTITY and tap the [Space bar] 23 times. Type the word DESCRIPTION and tap the [Space bar] 25 times so that you are positioned on column 68. Now type the word AMOUNT and press [Enter]. 40. Press Alt F(9); status line options appear. 41. Press (5) for Line; status line options appear. 42. Press (1) for Horizontal; Horizontal Line Menu is displayed. 43. Press (1) for Horizontal Line Full; status line options appear. 44. Press (4) for Full; WP returns to Horizontal Line Menu. 45. Press F(7) to return to the macro editing screen. Then Press [Enter] once. 46. Press Alt F(7) for Columns/Tables; status line options appear. 47. Press (1) for Columns; status line options appear. 48. Press (3) for Column Define; Text Column Definition Menu is displayed. 49. Press (1) for Type; status line options appear. 50. Press (2) for Parallel and WP returns to Text Column Definition Menu. 51. Press (2) for Number of Columns; WP default of 2 appears. Type 3 and press [Enter]. 52. Press (4) for Margins; the Column Left / Right margin settings appear. The cursor is positioned on the 1: left margin setting of .5 inches. 53. Press [Enter] once and the cursor moves to the right margin setting for column one. 54. Let's say we use 1 inch as an arbitrary width for the column named QUANTITY. We type 1.5 and press [Enter]. Then the cursor moves down to the 2: left margin setting for column two. 55. Type 2.0 for the left margin setting and press [Enter]; the cursor moves to the right margin setting for column two. 56. Type 6.6 for the right margin of column two and press [Enter]; the cursor moves down to the 3: left margin setting for column three. 57. Type 7.15 for the left margin setting and press [Enter]. 58. Press F(7) twice; status line options appear. 59. Press (1) for Column on; WP returns to the macro editing screen. Now to create the vertical lines separating the columns: 60. Press F(11) for Reveal Codes; and highlight the code "COL ON" with your cursor. Then press F(11) to turn off Reveal Codes. 61. Press Alt F(9); status line options appear. 62. Press (5) for Line; status line options appear. 63. Press (2) for Vertical; Vertical Line Menu is displayed. 64. Press (1) for Horizontal; status line options appear. 65. Press (3) for Between Columns; prompt appears, "place line to right of column 1". 66. Press [Enter] to accept this prompt. WP returns to the Vertical Line Menu. 67. Press (2) for Vertical; status line options appear. 68. Press (5) for Set Position. The column position number appears on the screen, i.e., 4.18. 69. Press [Enter] to accept this position number. Then press F(7) once to return to the macro editing screen. 70. Press Alt F(9); status line options appear. 71. Press (5) for Line; status line options appear. 72. Press (2) for Vertical; Vertical Line Menu is displayed. 73. Press (1) for Horizontal; status line options appear. 74. Press (3) for Between Columns; prompt appears, "place line to right of column 1". 75. Type 2 and press [Enter]. WP returns to Vertical Line Menu. 76. Press (2) for Vertical; status line options appear. 77. Press (5) for Set Position. The column position number appears on the screen, i.e., 4.18. 78. Press [Enter] to accept this position number. Then press F(7) once to return to the macro editing screen. 79. Press Control F(10) to turn off macro. Congratulations, you have just completed the invoice macro. Using the Invoice Macro 1. Press Alt F(10) to invoke the macro. 2. Type the macro name or Alt key assigned in step 2. above; and press [Enter]. The invoice form appears on the screen. The cursor positions itself after SOLD TO:. 3. Type in your SOLD TO: information, and press [Enter]. The cursor moves to the TERMS: column heading for an entry. 4. Type in your TERMS: if any, and press [Enter]. When you press [Enter] the cursor moves down to column one. If this does not occur, press the down arrow key until COL 1 appears at the bottom left of the status line. 5. Type in the QUANTITY SOLD:. Note: If you want to center this in the column, do so. Then press [Enter]. 6. Press Control [Enter] to move to over into column two. Then type your DESCRIPTION. When done, Press Control [Enter] to move over into column three. 7. Press Alt F(6) to align the decimals and then type in the AMOUNT. When done press Control [Enter] and the cursor moves back to column one. If a horizontal line is desired before totalling the amount column. 8. Position the cursor where the line is to begin in column 3. 9. Press Alt F(9); status line options appear. 10. Press (5) for Line; status line options appear. 11. Press (1) for Horizontal; Horizontal Line Menu is displayed. 12. Press (1) for Horizontal; status line options appear. 13. Press (5) for Set Position. 14. Press [Enter] to accept the set position number. 15. Press F(7) to return to the editing screen. Envelope Macro Business Size (#10) with Return Address This Macro prints a return address automatically and places the cursor on the first line of the forwarding address. 1. Press Control F(10) to turn on macro feature. 2. Type a name or assign an Alt key to the macro and press [Enter]; prompt appears, "Description". Type Optional description if one is desired. Press [Enter] with or without optional description,. 3. Prompt appears, "Macro def:" 4. Press shift F(8); Format Menu is displayed. 5. Press (2) for Page; Page Menu is displayed. 6. Press (7) for Paper Size; Paper Size/Type Menu is displayed. 7. Highlight "envelope" and press (1) for Select; W.P returns to the Page Menu. 8. Press (5) for Margin top; prompt appears, Margin Top 1". 9. Type (0) for top and press [Enter]; prompt appears, Margin Bottom 1". Type 0 for bottom and press [Enter]. 10. Press Enter once more to return to the Format Menu. 11. Press (1) for Line; Line Menu is displayed. 12. Press (7) for Margin left; prompt appears, Margin left 1". Type 0 for left margin and press [Enter]; prompt appears, Margin right 1". Type 0 for right margin and press [Enter]. WP returns to Line Menu. 13. Press F(7) to return to the editing screen. 14. Type return address desired. 15. Press Shift F(8); Format Menu is displayed. 16. Press (1) for Line; Line Menu is displayed. 17. Press (7) for Margin left; prompt appears, Margin left 0". Type 4.25 for Left margin and press [Enter]; prompt appears, Margin right 0". Press [Enter] to accept (0) for Right margin. WP returns to Line Menu. 18. Press [Enter] once to return to Format Menu. 19. Press (4); Other Menu is displayed. 20. Press (1) for Advance; status line options appear. 21. Press (3) for Line; prompt appears, "Add to Line". Type 2.0 and press [Enter] for 2.0" from the top edge of the envelope. 22. Press F(7) to end series of keystroke commands. 23. Press Control F(10) to end macro. Note: To create a macro for a personal size (6" x 4") envelope, substitute 2.0" for Left margin in step 17. and 1.75" typed for step 21. Executing Envelope Macro 1. Press Alt F(10); the prompt, "Macro:" is displayed. 2. Type Macro name or Alt key assigned and press [Enter]. 3. The envelope format appears on the screen with the return address and the cursor is positioned on the first line of the forwarding address. 4. Type in the Forwarding Address desired. 5. Print envelope by pressing Shift F(7) and press (1) for Full document. Page Numbering Macro Business Style Document In Business Style, page numbering starts on the second page with number 2. 1. Press Control F(10) to turn on macro feature. 2. Type Macro Name or assign Alt key and press [Enter]; prompt appears, "Description". Type optional description if one is desired. Press [Enter] with or without optional description. 3. Prompt appears, "Macro def:" 4. Press Home, Home, Home and press Up Arrow. 5. Press Shift F(8); Format Menu is displayed. 6. Press (2) for Page; Page Menu is displayed. 7. Press (4) for Footer; Footer screen appears. 8. Press (1) for Footer A; status line options appear. 9. Press (2) for Every Page; WP returns to Footer screen. 10. Press Alt F(9); status line options are displayed. 11. Press (5) for Line; status line options appear. 12. Press (1) for Horizontal; Horizontal Line Menu is displayed. 13. Press F(7); WP returns to Footer screen. 14. Press [Enter] twice. This places a blank line before the Footer. 15. Press Shift F(6) for Center; and press Control (B). (Control (B) tells WP where to place the page number). 16. Press F(7); WP returns to Page Menu. 17. Press (8) for Suppress; Suppress Menu is displayed. 18. Press (7) for Suppress Footer A, and type Y for yes. 19. Press F(7). 20. Press Control F(10) to end Macro. Page Numbering Macro with Optional Numbering Style This Macro will print "Pg." or "Page" in front of each number. 1. Press Control F(10) to turn on macro feature. 2. Type Macro name or assign Alt key and press [Enter]; prompt appears, "Description". Type optional description if one is desired. Press [Enter] with or without optional description. 3. Prompt appears, "Macro def:" 4. Press Home, Home, Home and press Up Arrow. 5. Press Shift F(8); Format Menu is displayed. 6. Press (2) for Page; Page Menu is displayed. 7. Press (6) for Page Numbering; Page Numbering Menu appears. 8. Press (2) for Style. 9. Type the word page or pg. and press the [Space-Bar] once. 10. Press Control (B) and press [Enter]. WP returns to the Page Numbering Menu. 11. Press (4) for Page Numbering Position; Page Numbering Position Menu is displayed. 12. Press (6) for Page Numbering at Bottom-Center. 13. Press F(7) to end the series of keystroke commands. 14. Press Control F(10) to end the Macro. Footer Macro, Page Numbers on Every Page 1. Press Control F(10) to turn on macro feature. 2. Type Macro name or assign Alt key and press [Enter]; prompt appears, "Description". Type optional description if one is desired. Press [Enter] with or without optional description. 3. Prompt appears, "Macro def:" 4. Press Home, Home, Home, and press Up Arrow. 5. Press Shift F(8); Format Menu is displayed. 6. Press (2) for Page; Page Menu is displayed. 7. Press (4) for Footer; Footer screen appears. 8. Press (1) for Footer A or (2) for Footer B. Selecting either A or B is acceptable. Status line options appear. 9. Press (2) for Every Page; WP returns to Footer screen. 10. Press Shift F(6) for Center. 11. Press Control (B) and press [Enter]. 12. Press Alt F(9); status line options are displayed. 13. Press (5) for Line; status line options appear. 14. Press (1) for Horizontal. 15. Press F(7); WP returns to Footer screen. 16. Press Shift F(8); Format Menu is displayed. 17. Press (2) for Page; Page Menu is displayed. 18. Press (8) for Suppress; Suppress Page Menu is displayed. 19. Press (7) for Footer A, assuming we selected this in step 5. above. 20. Type Y for Yes. WP returns to Page Menu. 21. Press F(7) twice. 22. Press Control F(10) to end the Macro. Header Macro, Page Numbers on Every Page 1. Press Control F(10) to turn on macro feature. 2. Type Macro Name or assign Alt key and press [Enter]; prompt appears, "Description". Type optional description if one is desired. Press [Enter] with or without optional description. 3. Prompt appears, "Macro def:" 4. Press Home, Home, Home and press Up Arrow. 5. Press Shift F(8); Format Menu is displayed. 6. Press (2) for Page; Page Menu is displayed. 7. Press (3) for Header; Header screen appears. 8. Press (1) for Header A or (2) for Header B; selecting ether A or B is acceptable. Status line options appear. 9. Press (2) for Every Page; WP returns to Header screen. Note: WP defaults Headers to Top Left position of page. Center position or Top right position may be selected. 10. Press Shift F(6) for Center position or press Alt F(6) for Right position. 11. Press Control (B). Note: WP automatically places one blank line after the Header separating it from the text. 12. Press F(7) twice to return to editing screen. 13. Press Control F(10) to end the macro. See results in View Document. Using the Macro Before Printing 1. Press Home, Home, Home and press Up Arrow. 2. Press Alt F(10); prompt appears, "Macro:" 3. Type name of the Macro desired or the assigned Alt Key. 4. Print document. Label Macro Word Perfect comes with a macro called "Labels.wpm". This macro is for inserting one of the commonly used label sizes into the Paper Size/Type Menu. Using the Label Macro 1. Begin at a blank editing screen. 2. Press Alt F(10); prompt appears, "Macro:" 3. Type the word LABELS and press [Enter]. 4. The most commonly used label sizes and the name of the manufacturers are displayed. 5. Place cursor on label size desired and press (1) for select. Note: The label size selected will appear on the bottom left of the screen. 6. Press (1) for Continuous. Status line options appear. 7. Press (2) for Exit; WP adds the label size selected to the Paper Size/Type Menu and WP returns to the editing screen. Note: The label macro has to be used each time a new label size is desired unless that size is already in the Paper Size/Type Menu. Once the label size is selected, it will remain in the Paper Size/Type Menu until deleted. Label Macro Instructions for IBM SRD Users 1. Begin at a blank editing screen. 2. Press Alt F(10); prompt appears, "Macro:" 3. Type the word LABELS and press [Enter]. 4. Two columns of the most commonly used label sizes with the manufacturer's assigned number to that label size are displayed. 5. Switch to pointer mode by pressing (#0) on SRD keypad. 6. Press (0*) on SRD keypad to position the pointer at the top line. 7. Press (3) on SRD keypad six times to locate the first line on which labels begin. 8. Press (3) on SRD keypad as many times as needed to locate label size desired. 8. Use keys 4, 5, 6 on SRD keypad to read line located and to position pointer on the manufacturer's assigned number given to the label size desired, e.g. 5063. Make a mental note of which of two columns you are in. 9. Tap Down Arrow until cursor is on the same line as the pointer. If label size desired is in the left column, go to step 11. 10. If label size desired is in right column, tap Right Arrow once before continuing. 11. Press (1) for select. Note: The label size selected appears on the bottom left of the screen. 12. Press (1) for Continuous; status line options appear. 13. Press (2) for Exit; WP adds the label size selected to the Paper Size/Type Menu and WP returns to the editing screen. SPELL CHECK Using the Spell Check The Spell Check feature may be activated from any place in a document. 1. Press Control F(2) to turn on Spell Check; status line options are displayed. 2 Select option, e.g., 1 for word, 2 for page, 3 for full document. If 2 or 3 is selected, Spell Check starts at the beginning of page or document respectively and checks every word. 3. When a word is not recognized by the dictionary, the message "Not Found: 1 Skip 2 Skip 3 Add 4 Edit 5 Look up 6 Ignore numbers" appears on the status line. Often a list of possible spelling choices is displayed. In this case, type the letter next to the correctly spelled word and WP automatically inserts the word selected. Note: SRD users access list by pressing (C8) on the SRD keypad to read the first word and (C9) to move down the list. If no list appears, SRD users will hear "No alternative spelling" when pressing (C8) on SRD keypad. 4. If no selection is made or none is possible, make a selection from one of the following options: 1) Skip: Skip this word only. 2) Skip: Skip all occurrences of this word. 3) Add: Adds a word that is spelled correctly to the dictionary. 4) Edit: all WP editing keys are active in the Spell Check feature. Press F(7) to return to the Spell Check. 5) Look Up: allows you to look up a specific word or word pattern. Press F(7) to return to Spell Check. This feature has another powerful function, wild cards (See the section, More About Look Up). 6) Ignore Numbers: Ignores numbers when mixed with letters as in a model number. 5. Spell Check ends with a Word Count of the page or document checked and prompts user to press any key to continue. Press [Enter] to end Spell Check. More About Look Up The wild card feature uses The ? and * symbols to replace a letter. or group of letters in a word . The ? is use for a single unknown letter in a word, e.g., typing ?ing generates all the four letter words ending in "ing" to be displayed by the speller dictionary. The * is use for more than one letter. E.g. typing *ing displays all words of any length that end in (ing). Using a combination of ? and * in a word, e.g., typing I?s*, finds any word beginning with the letter "I" and "s" as the third letter. and ending with any character length, e.g., insult, insert, insurrection, insurance and so forth. Example: 1. Press Control F(2) 2. Press (5) for Look Up. 3. Type word or word pattern, e.g., ?ing and press [Enter]. WP displays the words ending in (ing). Press F(7) to return to the spell check status line. Press (5) for Look Up. Try this one, type B*ing and press [Enter]. WP displays the words beginning with B and ending with (ing). Press F(7) to return to word pattern screen. Try this one, type I?S* and press [Enter]. When done, press F(7) three times to return to WP editing screen. WP US Supplementary Dictionary This dictionary is a supplement to the main dictionary. When in Spell Check (see above), words are added to this dictionary by pressing (3) for ADD. However, to edit words in the Supplementary Dictionary, you must be in "C:\WP51" directory. 1. Press F(5) for List Files; 2. Press the = key; type c:\wp51 and press [Enter]. 3. The WP51 Directory will appear. 4. Highlight WP{WP}US.Sup. 5. Press (1) to retrieve the highlighted file to the screen. 6. Use WP editing keys to edit file. 7. Save file F(7) or F(10). Accessing the Speller Utility The speller utility allows you to access the main dictionary to add or delete words. 1. Press Control F(1); prompt appears, "1 Go to Dos 2 Dos Command". 2. Press (1) for "Go to Dos"; the "Command Prompt" appears. 3. Type CD\WP51 and press [Enter]. 4. Type the word SPELL and press [Enter]. 5. Spell Utility Menu will appear. 6. Just follow the prompts on the screen. Thesaurus Word Perfect comes with a Thesaurus which contains many synonyms and some antonyms. Thus the user can be more precise, express something colorfully or avoid repetition. Suppose you type the following sentence, "The print appeared light on the paper.". You think there must be a better word than light to express exactly what you mean. This is where the Thesaurus comes in. Using the Thesaurus 1. Place the cursor on the first letter of the word "light". 2. Press Alt F(1) for Thesaurus; one or more columns will appear on the screen. For the word "light", there are 3 columns displayed. You decide the word "Faint", which is in column 2, expresses your thought better. 3. Tap the right arrow key once; the letter designator in front of column 1 now align themselves with the words in column 2. If the word desired is in column 3, tap right arrow once again; the letters move to column 3. Tap left arrow to reverse the process. 4. Press (1) for Replace Word; prompt appears, "Press letter for word". 5. In this example, pressing the letter B replaces the word "light" with "faint". Note: Synonyms are listed in groups and some are preceded by a number. The numbers designate sub-groups. The sub- groups function in the "Look Up Word" option. When pressing (3) for Look Up Word, a prompt appears, "Word". If you type one of the synonyms designated by a number, e.g., the synonym "airy" and press [Enter], additional groups of synonyms for "airy" appear on the screen. If one of these is selected, follow the same procedure as above to replace the word. Thesaurus Instructions for IBM SRD Users 1. Place cursor on word you desire to check. Let's use the word "light" for our example. 2. Press Alt F(1) for Thesaurus; one or more columns will appear on the screen. 3. Press (#0) on SRD keypad to get into pointer mode. 4. Press (C8) on SRD keypad; you will hear the message, "Top of column 1 light (a)". The a stands for adjective. There is an n for noun in another column. 5. Press (C9) once on SRD keypad. Then, press (2) on SRD keypad to read the current line. Note: You will hear all columns read across the screen. In this example, there are 3 columns. 6. Press (C9) to move down column 1 and have SRD speak each word, which is preceded by a letter designator. To hear the current word again, press (C8). To backup one word press (C7). 7. If desired replacement word is found, go to step 12., otherwise continue. 8. Tap the right arrow key once, the letters move to position themselves next to the words in column 2. SRD speaks, "Top of column 2". Press (C9) to move down this column and have SRD speak each word, preceded by its letter designator. To hear the current word again press (C8). To backup one word press (C7). 9. Tap right arrow key once, the letters move to position themselves next to the words in column 3. SRD speaks, "Top of column 3". To read each word in column 3, press (C9) to move down the column and have SRD speak each word. To hear the current word again press (C8). To backup one word press (C7). Tap the Left arrow key to reverse the procedure and return to column 2 or 1. 10. Say the word desired is "faint" in column 2. 11. Tap left arrow key once; SRD speaks "Top of column 2" and the letters position themselves next to column 2. 12. Press (1) for Replace Word: prompt appears, "Press letter for word". 13. Press B which is the designated letter for "faint" and WP replaces "light" with "Faint". Note: Synonyms are listed in groups and some are preceded by a number. The numbers designate sub-groups. The sub- groups function in the "Look Up Word" option. When pressing (3) for Look Up Word, a prompt appears, "Word". If you type one of the synonyms designated by a number, e.g., the synonym "airy" and press [Enter], additional groups of synonyms for "airy" appear on the screen. If one of these is selected, follow the same procedure as above to replace the word. PAGE BREAKS Scrolling through the document, sighted users will notice that dashed lines appear across the page periodically. These lines are "soft page breaks" automatically inserted by WP. There are times when you will decide that the text has been interrupted inappropriately. For example, let's say these lines of text appear at the bottom of a page. BASIC FORMATTING 1. Press Home, Home and press Up Arrow. 2. Press Shift F(8); Format Menu is displayed. Then step 3. through the end of the procedure appears on the next page. You decide that you would rather have all of the procedure on the next page. WP can resolve this problem by using the Conditional End of Page or the Hard Page Break. Conditional End of Page 1. Place the cursor on the line above the text where you desire the break to occur. 2. Count the number of lines below the cursor position to the end of the page; include blank lines. In our example we have Basic Formating, the blank line, step 1. and step 2., - four lines all together. 3. Press Shift F(8); Format Menu is displayed. 4. Press (4) for Other; Other Menu is displayed. 5. Press (2) for Conditional End of Page, and type the number of lines, i.e., 4 and press [Enter]. 6. Press F(7) to return to editing screen. When WP finds this code it will move these four lines to the top of the next page. Hard Page Break 1. Place the cursor on the line you desire to move to the next page. Using the example above, place the cursor on the line Basic Formatting. 2. Press Control [Enter] for a Hard Page Break. WP moves the lines to the next page. PRINTING Document 1. Press shift F(7) for print; Print Menu is displayed. 2. Press (1) for Full Document. WP prints the entire document. Single Page 1. Place the cursor anywhere on the page you desire to print. 2. Press shift F(7) for print; Print Menu is displayed. 3. Press (2) for page. Only the page the cursor is on is printed. Document on Disk In this case, the document is saved on disk, but not being viewed on the screen currently. 1. Press Shift F(7); Print Menu is displayed. 2. Press (3) for Document on Disk. 3. Type the complete file name of the document and press [Enter]. 4. Screen displays "Pages All"; press [Enter] if the entire document is to be printed, otherwise continue. 5. Select and type specific page(s) number(s). Press [Enter}. Only the pages selected will be printed. E.g., Type 5 for page five and press [Enter]; or type 5,7 and [Enter] - page five and seven are printed; type 5- and press [Enter] - page five through the end of the document is printed. Typing 5-9 prints pages five through nine. Typing -7 prints from the beginning of the document to page seven inclusive. Any combination of page selections may be used. Multiple Pages Printing multiple pages is virtually the same as printing Document on Disk. The difference is that printing multiple pages is done from the document being viewed on the screen. 1. Press Shift F(7) for Print; Print Menu is displayed. 2. Press (5) for Multiple Pages. 3. Message appears, "PAGE (S):" 4. Type the page or pages to be printed. 5. Select and type specific page(s) number(s). Press [Enter}. Only the pages selected will be printed. E.g., Type 5 for page five and press [Enter]; or type 5,7 and [Enter] - page five and seven are printed; type 5- and press [Enter] - page five through the end of the document is printed. Typing 5-9 prints pages five through nine. Typing -7 prints from the beginning of the document to page seven inclusive. Any combination of page selections may be used. Block 1. Block the text you desire to print. 2. Press Shift F(7); Print Menu is displayed. 3. Prompt appears, "Print Block? No/Yes". 4. Type Y for yes; Printer will begin printing block. Corrected Page Say you printed a 30 page document and noticed that page 9 has several errors. 1. Move the cursor to the page to be corrected i.e., page 9. 2. Make your corrections, but be careful not to add more lines to the page, or the text from page 9 will move forward to page 10. Conversely, deleting too much text causes the top line of page 10 to move back to page 9. If this occurs, place the cursor on the text from page 10. Press [Enter] until the text is positioned at the top of page 10 again. 3. Place your cursor anywhere on page 9. 4. Press Shift F(7); Print Menu is displayed. 5. Press (2) for Page. Only page 9 will print. 6. Proofread the edited document to see if it fits correctly between page 8 and page 10. Multiple Copies 1. Press Shift F(7); Print Menu is displayed. 2. Press (N) for Number of Copies. 3. Type in number of copies desired. 4. Press (1) for Full Document, (2) for Page or (3) for Document on disk. 5. Printing will begin. Canceling a Print Job 1. Press Shift F(7); Print Menu is displayed. 2. Press (4) for Control Printer; status line options appear. 3. Press (1) for Cancel Job. 4. Press [Enter] to cancel current job only. 5. Press F(7) to return to editing screen. Emergency Stop One time this procedure may be used is when the paper jams in the printer. 1. Turn printer off. 2. Press Shift F(7); Print Menu is displayed. 3. Press (4) for Control Printer; status line options appear. 4. Press (1) for Cancel Jobs. 5. Type * to cancel All print jobs 6. Type Y to answer yes to the prompt. 7. Press F(7) to return to editing screen. Note: Start over again or use Multiple Pages to have WP begin printing from the last good copy that was printed. Pausing the Printer This procedure is used to pause the printer rather than terminate the entire print job. E.g., changing a ribbon or a cartridge. Say you are printing a 30 page document and the print begins to appear light on page 12. To avoid printing the entire document again: 1. Press Shift F(7); Print Menu is displayed. 2. Press (4) for Control Printer; status line options appear. 3. Press (5) for Stop. Printer continues to print, until the print buffer is empty. Wait until the printer stops printing. Usually the printing stops on a partially printed page. At this time, the Action line reads, "Adjust paper (press FORM FEED or advance paper to top of page) Press "G" to restart or "C" to cancel." 4. Press RESET on your printer. The partially printed page ejects. 5. Press "G" to restart. The Action line on the screen now reads, "Reset printer (Press RESET or turn printer OFF and ON) Press "G" to Restart or "C" to cancel." 6. Type "G" to restart; prompt appears on status line, "Restart on page:". 7. Type the page number on which you wish the printing to resume (e.g., page 12 in the current example) and press [Enter]. Printer will continue to print from page 12 to the end of the document. 8. Press F(7) to return to editing screen. Landscape Style Adding Standard Size Landscape to Paper Size/Type Menu Some of you have printers that have the capability of printing landscape style, i.e., printing text across the length of the page. This capability is used, for example, when a wider spread across the page is desired, as in spread sheets. WP is normally defaulted to portrait style, i.e., printing text across the width of the page. 1. Press Shift F(8) for Format Menu. 2. Press (2) for Page; Page Menu appears. 3. Press (7) for Paper Size; Paper Size/Type Menu is displayed. 4. Press (2) for ADD; Paper Type Menu appears. 5. Press (1) for Standard; Edit Paper Definition Menu appears. 6. Press (1) for Paper Size; Paper Size Width/Height Menu appears. 7. Press (2) for Standard Landscape; Edit Paper Definition Menu appears again. 8. Press (3) for Font Type; status line options appear. 9. Press (2) for Landscape. 10. Press F(7) three times; Paper Size/Type Menu appears and "Standard-Wide 11" x 8.5" No contin No" is now displayed. 11. Press F(7) to return to editing screen. Using Standard Size Landscape 1. Create or retrieve a document. 2. Press Home, Home, Home and press Up Arrow. 3. Press Shift F(8) for Format Menu. 4. Press (2) for Page; Page Menu appears. 5. Press (7) for Paper Size; Paper Size/Type Menu appears. 6. Highlight "Standard-Wide 11" x 8.5" No contin No" and press (1) for Select. 7. Press F(7) to return to editing screen. Adding Legal Size Landscape to Paper Size/Type Menu 1. Press Shift F(8) for Format Menu. 2. Press (2) for Page; Page Menu appears. 3. Press (7) for Paper Size; Paper Size/Type Menu is displayed. 4. Press (2) for ADD; Paper Type Menu appears. 5. Highlight "Other paper type" and press [Enter]; message appears on status line "Other paper type". 6. Type "Legal-land" and press [Enter]; Edit Definition Menu appears. 7. Press (1) for Paper Size; Paper Size Width/Height Menu appears. 8. Press (4) for Legal Landscape; Edit Paper Definition Menu appears. 9. Press F(7) to return to Paper Size/Type Menu. "Legal-land Wide 14" x 8.5" No Contin No" is displayed. 10. Press F(7) twice to return to editing screen. Using Legal Size Landscape 1. Create or retrieve a document. 2. Press Home, Home, Home and press Up Arrow. 3. Press Shift F(8) for Format Menu. 4. Press (2) for Page; Page Menu appears. 5. Press (7) for Paper Size; Paper Size/Type Menu appears. 6. Highlight "Legal-land Wide 14" x 8.5" No contin No" and press (1) for Select. 7. Press F(7) to return to editing screen. MANAGING DIRECTORIES AND FILES Creating a Directory on Drive A: 1. Insert a formatted disk into Drive A. 2. Press F(5) for List Files; prompt appears, "DIR C:\WP51\*.* 3. Type A: and press [Enter]. WP puts you on Drive A; a message appears, ".CURRENT [DIR].. PARENT [DIR]". 4. Press (7) for Other Directory; prompt appears, "New Directory = A:\". 5. Type A:\ Directory Name and press [Enter]. Use up to 8 characters only for the name. For example, type A:\Memos92 and then press [Enter]. 6. Prompt appears, "Create New Directory? No/Yes". 7. Type Y; WP creates your new directory on Drive A. 8. Press F(1) or F(7) to return to editing screen. Creating a Directory on Drive C: 1. Press F(5) for List Files; prompt appears, "DIR C:\WP51\*.*. 2. Press [Enter]; message appears, ".CURRENT {DIR].. PARENT [DIR]". 3. Press (7) for Other Directory; prompt appears, "New Directory = C:\WP51". 4. Type C:\ Directory Name and press [Enter]. Use up to 8 characters only for the name. 5. Prompt appears, "Create New Directory? No/Yes". 6. Type Y; WP creates your new directory on Drive C. 7. Press F(1) or F(7) to return to editing screen. Copying a File 1. Press F(5) for List Files. 2. If the file to be copied is in the Default Directory, press [Enter] and go to step 3. below. If it isn't, change to the Directory where the file is located by typing Drive and Directory name and pressing [Enter]. For example, type C:\LETTERS and press [Enter]. WP will go to the Drive and Directory specified. 3. Select the file to be copied by highlighting it with the cursor. 4. Press (8) for copy; prompt appears, "Copy this file to:" 5. Type the Drive and Directory to which the file is to be copied. For example, type A:\Memos92 and press [Enter]. 6. Press F(1) or F(7) to return to editing screen. Copying Multiple Files 1. Press F(5) for List Files. 2. If the files are in the Default Directory, press [Enter]; If they aren't, change to the Directory where the files are located by typing Drive and Directory name and pressing [Enter]. For example, type C:\LETTERS and press [Enter]. 3. Highlight one of the files to be copied with the cursor and press Shift (8) to place an asterisk next to the file name. Repeat this process for each file to be copied. If a mistake is made in placing an asterisk, press Alt F(5) to remove all asterisks. Then, begin marking files again. 4. Press (8) for copy; prompt appears, "Copy marked files No/Yes". 5. Type Y; prompt appears, "Copy marked files to:" 6. Type the Drive and Directory to which the files are to be copied. For example, A:\Memos92 and press [Enter]. 7. Press F(1) or F(7) to return to editing screen. Copying All Files 1. Press F(5) for List Files. 2. If the files are in the Default Directory, press [Enter]. If not, change to the Directory where the files are located by typing Drive and Directory name and pressing [Enter]. For example, type C:\LETTERS and press [Enter]. 3. Press Alt F(5); asterisks will be placed next to all the files in the Directory. (If you should change your mind about copying, press Alt F(5) again and all the asterisks will be removed.) 4. Press (8) for copy; prompt appears, "Copy all marked files No/Yes?". 5. Type Y for yes; prompt appears, "Copy marked files to:" 6. Type the Drive and Directory to which the files are to be copied. For example, A:\Memos92 and press [Enter]. 7. Press F(1) or F(7 to return to editing screen. Verifying the Copy After the copy has been performed and you are still in "List Files". 1. Press Home and press Up Arrow: ".CURRENT [DIR] ... PARENT [DIR]," appears. 2. Press [Enter] and type Drive and Directory name to which file(s) should have been copied. Press [Enter] again. 3. Scroll down list to see if file(s) actually have been copied. 4. Press F(1) or F(7) to return to editing screen. Deleting a File 1. Press F (5) for "List Files". 2. If the file to be deleted is in the Default Directory, press [Enter] and go to step 3. below. If it isn't, change to the Directory where the file is located by typing Drive and Directory name and pressing [Enter]. For example, type C:\LETTERS and press [Enter]. WP will go to the Drive and Directory specified. 3. Select the file to be deleted by highlighting it with the cursor. 4. Press (2) for Delete; prompt appears, "delete C:\WP51\LETTERS NO/YES", for example. 5. Type Y for yes. WP deletes the file. 6. Press F(1) or F(7) to return to editing screen. Deleting Multiple Files 1. Press F (5) for "List Files". 2. If the files are in the Default Directory, press [Enter]; If they aren't, change to the Directory where the files are located by typing Drive and Directory name and pressing [Enter]. For example, type C:\LETTERS and press [Enter]. 3. Highlight one of the files to be deleted with the cursor and press Shift (8) to place an asterisk next to one of the file names. Repeat this process for each file to be deleted. If a mistake is made in placing an asterisk, press Alt F(5) to remove all asterisks. Then, begin marking files again. 4. Press (2) for delete; prompt appears, "Delete marked files NO/Yes". 5. Type Y for yes and prompt appears, " Marked files will be deleted, continue NO/Yes". 6. Type Y for yes. WP deletes the marked files. 7. Press F(1) or F(7) to return to editing screen. Deleting All Files 1. Press F (5) for "List Files". 2. If the files are in the Default Directory, press [Enter]. If not, change to the Directory where the files are located by typing Drive and Directory name and pressing [Enter]. For example, type C:\LETTERS and press [Enter]. 3. Press Alt F(5); asterisks will be placed next to all the files in the Directory. (If you should change your mind about deleting, press Alt F(5) again and all the asterisks will be removed.) 4. Press (2) for delete; prompt appears, "All marked files will be deleted NO/Yes". 5. Type Y for yes and prompt appears, "Delete marked files, continue NO/Yes". 6. Type Y for yes. WP deletes all the files in the directory. 7. Press F(1) or F(7) to return to editing screen. Deleting a Directory Note: The directory must be empty of files before it can be deleted. 1. Press F (5) for "List Files". 2. Type C:\ and press [Enter]. A list of directories is displayed. 3. Highlight the directory to be deleted. 4. Press (2) for Delete and answer the prompts. 5. Press F(1) or F(7) to return to editing screen. Changing to Another Directory 1. Press F(5) for "List Files". 2. Type =C:\Directory Name and press [Enter]. E.g., =C:\LETTERS and press [Enter]. You are now in the "LETTERS" directory. Note: Typing this particular form with the = sign directly before C:\ causes the directory name selected to become the default directory until you exit WP. 3. Press F(1) or F(7) to return to editing screen. Temporarily Accessing a Directory 1. Press F(5) for "List Files". 2. Type Drive and Directory name and press [enter]. E.g., C:\LETTERS and press [Enter]. 3. Prompt appears, ".CURRENT [DIR] ... PARENT [DIR]" 4. Use cursor to locate desired file in this temporarily accessed directory. Press (1) to retrieve the file desired. The new "directory path" appears on the status line. This path remains in effect until the file being accessed temporarily is removed from the editing screen. 5. Press F(1) or F(7) to return to the editing screen. Changing to a Directory While in List Files 1. Press Home, Up Arrow when in "List Files"; message appears, ".CURRENT [DIR] ... PARENT [DIR]" 2. Press [Enter] and type the "directory path" desired. E.g., C:\LETTERS Then press [Enter}. You are now in the directory called "Letters". 3. Repeat steps 1. and 2. to go to another directory if desired. 4. Press F(1) or F(7) to return to editing screen. Renaming a File 1. Press F(5) for "List Files". 2. If the file to be renamed is in the Default Directory, press [Enter] and go to step 3. below. If it isn't, change to the Directory where the file is located by typing Drive and Directory name and pressing [Enter]. For example, type C:\LETTERS and press [Enter]. WP will go to the Drive and Directory specified. 3. Highlight the file which is to be renamed. 4. Press (3) for MOVE/RENAME. 5. Prompt appears, "NEW NAME: C:\WP51\FILE NAME TO BE CHANGED". E.g., "NEW NAME: C:\LETTERS\Resume" 6. Type the new file name. E.g., Resume92 and press [Enter]. WP changes the name of the file and inserts the newly named file into the directory in alphabetical order. 7. Press F(1) or F(7) to return to editing screen. Renaming a Directory You must use DOS conventions for this procedure since the WP rename feature will not work on directory names. 1. Press Control F(1) for Shell; status line options appear, 2. Press (1) for Go To DOS; DOS prompt appears. 3. Type RENDIR the old directory the name new directory name and press [Enter]. E.g., RENDIR LETTERS.92 PERSONAL.LTR Then press [Enter]. 4. Type EXIT and press [Enter]. You will be returned to the WP editing screen. Checking the Contents of a Disk 1. Insert the Disk to be examined in Drive A. 2. Press F(5) for List Files. 3. Type A: and press [Enter]. Directory list is displayed. 4. Highlight the directory to be viewed and press [Enter] twice to view the files within that directory. 5. If the file you are looking for is not in the current directory and you desire to view another directory: 6. Press Home, Up Arrow to highlight ".CURRENT [DIR]". Then tap the Right Arrow key once to highlight "... PARENT [DIR]". 7. Press [Enter] once. The directory list reappears. Repeat steps 4. through 7. to view the files in each directory. If the file is not found on the current disk and you desire to view another disk: 8. Press Home, Up Arrow to highlight ".CURRENT [DIR]". Then tap the Right Arrow once to highlight "... PARENT [DIR]" and press [Enter] twice. 9. Remove old disk and place the next disk in Drive A. Then press F(5) twice. Prompt appears, "DIR A:\*.*" 10. Press [Enter] once and the directories on the new disk are displayed. Repeat steps 4. through 7. to view the files in each of the directories. 11. Press F(1) or F(7) to return to editing screen. Using the Long Document Name Feature Say you created a resume for a position as a computer programmer at IBM. In order not to confuse this resume with many others, you could assign a long document name to the file. 1. Press Shift F(1) for Setup; Setup Menu is displayed. 2. Press (3) for Environment; Environment Menu is displayed. 3. Press (4) for Management/Summary; Document Menu is displayed. 4. Press (3) for Long Document Name. Then type Y for Yes. 5. Press F(7) to return to editing screen. Now, either create or retrieve your resume. 6. Press F(7); prompt appears, "Save Document No/Yes?". 7. Type (Y) for Yes; prompt appears, "Long Document Name". 8. Type the name of the document (up to 36 characters long) and press [Enter]. E.g., "Resume for a programmer at IBM Corp" and press [Enter]. 9. Prompt appears, "Long Document Type:" Identify the kind of document it is. In this example it is a Resume. 10. Type the word Resume and press [Enter]. 11. Message appears, "Document to be Saved; RESUFORA.RES". WP has taken the long document name in step 8. above and condensed it. However, in List Files the long name will appear as typed in step 8. and "RESUFORA.RES" appears next to it. 12. Press [Enter] to complete the save. To retrieve the file just saved above: 13. Press Shift F(10) and type "RESUFORA.RES" to answer the prompt, "Document to be Retrieved". Then press [Enter] To retrieve the file using List Files: 14. Press F(5) for List Files and then press [Enter]. Then, highlight the long name file as it is typed in step 8 above. 15. Press (1) for Retrieve. WP retrieves the file to the editing screen. Listing All Files With The Same Extension Say you desire to view all the macro files available. Macro files have the extension, .wpm. 1. Press F(5) for List Files. Note: Normally the macro files are located in the WP51 directory. If this already is your default directory, then continue with step 2. If not, type C:\WP51\*.wpm and press [Enter]. Proceed to step 3. 2. Type *.wpm and press [Enter]. All files with the extension .wpm are listed for you to view. 3. Press F(1) or F(7) to return to the editing screen. Locating the Directory Path The Location of Files Menu shows you the directory path in which a category of files is located. Say you want to know where the graphic files are located. 1. Press Shift F(1) for Setup; Setup Menu is displayed. 2. Press (6) for Location of Files; the Location of Files Menu is displayed. 3. Locate the category of files for which you desire to know the directory path. E.g., Graphic Files, for which the directory path is C:\WP51. 4. Press F(7) to return to editing screen. Changing the Directory Path Say you desire to create a directory called "GRAPHICS" for all your graphic files. At the present time the path of the graphic files is C:\WP51. This information was obtained by using Locating the Directory Path. 1. First, perform the procedure Creating a Directory on Drive C: found on page 71. In step 4. of that procedure type C:\GRAPHICS and press [ENTER]. Then, complete steps 5. and 6. Afterwards, continue with step 2. below. 2. Press F(5) for List Files. 3. Type *.wpg and press [Enter]; all files with the extension ".wpg" are listed, 4. Press Alt F(5) to place an asterisk next to each of the graphic files. 5. Press (8) for Copy; prompt appears, "Copy marked files No/Yes?". 6. Type (Y) for Yes; prompt appears, " Copy all files to:". 7. Type C:\GRAPHICS and press [Enter]. All the graphic files are copied to the new directory you created in step 1. above. 8. Press (2) for Delete; prompt appears, "Delete all marked files?". 9. Type (Y) for Yes; all marked files are deleted from the WP51 directory. 10. Press Shift F(1) for Setup; Setup Menu is displayed. 11. Press (6) for Location of Files; the Location of Files Menu is displayed. 12. Press (6) for Graphic files. 13. Type C:\GRAPHICS and press [Enter]. You have now given WP the new directory path for the graphic files. 14. Press F(7) to return to editing screen. Changing the document default directory Normally all files created are saved in the C:\WP51 directory. This could become problematic to work with files in this directory, because of the many other files that come with your WP 5.1 program. The solution is changing the default directory for your completed documents. 1. First perform the procedure Creating a Directory on Drive C:. However, in step 4. type: MYFILES for the directory name or whatever name you desire to call your directory. 2. Press Shift F(1) for Set up; Set up Menu is displayed. 3. Press (6) for Location of Files; the Location of Files Menu is displayed. 4. Press (7) for Documents; then, type C:\MYFILES or whatever name you called your directory. in step 1. and press [Enter]. You have told WP where to save the document files. 5.Press F(7) to return to editing screen. Now, all the files you create on the editing screen are saved in the new default directory called MYFILES. Thus, making it easier for you to work and keep track of your documents, i.e., delete, copy, rename, retrieve and so forth. Retrieving an Incompatible File Occasionally, WP is unable to recognize a file you wish to retrieve from another program. Say you desire to retrieve a file named "CHECKS.DOC", which is the documentation file for the program called CHECKBK. Normal retrieval procedure: 1. Press F(5) for List Files. 2. Type Drive and Directory names and press [Enter]. E.g., C:\CHECKBK and press [Enter]. 3. Highlight the file CHECKS.DOC. 4. Press (1) to retrieve file to editing screen. The following message appears, "Conversion in Process". If you have been successful, the file appears on the editing screen. If not, the following message appears, "Error; - - - - Incompatible File". Then perform these steps to print the file: 1. Press Control F(1) for Shell; Shell options are displayed. 2. Press (1) for Go to DOS; WP takes you to the command prompt. 3.Type CD\CHECKBK and press [Enter]. This puts you in the directory called "CHECKBK". Note: Be sure your printer is turned on. 4. Type Print Checks.Doc and press [Enter]. If nothing happens, press [Enter] again. 5. The printer will begin printing the "Checks.Doc" file. 6. When printing is completed, type the word "EXIT" and press [Enter] to return to WP editing screen. Finding a Forgotten Directory In time you will create many directories and files. If you can't remember in which directory you have saved a file. 1. Press F(5) for List Files. Then press [Enter]. Message appears, ".Current [Dir] ...Parent [Dir]". 2. Tap the Right Arrow key once to highlight "...Parent"; then press [Enter] twice. A list of directories appears on the screen. 3. Highlight the directory you think may have the file you are trying to find. 4. Press [Enter] twice and the files contained within that directory will be displayed. To search another directory: 5. Press Home, Up Arrow to highlight, ".Current [Dir]" 6. Tap the Right Arrow key once more to highlight "...Parent" and press [Enter] twice. A list of directories appear on the screen. 7. Press [Enter] twice and the files contained within that directory will be displayed. Repeat steps 5. and 6. for each directory you desire to view. 8. Press F(7) to return to editing screen. Using the List Files "Find" Feature In this case, you have forgotten the file name. 1. Press F(5) for List Files; type the name of the directory in which you think the file may be found, e.g., C:\letters. Then press [Enter]; message appears, ".Current [Dir] ...Parent [Dir]". 2. Press (9) for Find; status line options are displayed. 3. Press (4) for Entire Document; prompt appears, "Word pattern". Type a string (a word or phrase, e.g.) that you remember is in the file document. WP begins the search of the directory files for the word pattern you typed. When WP finds the word pattern, the file you have been searching for is displayed under ".Current [Dir]". At this time you can press (1) to retrieve the file to the editing screen or press (6) for look and view the document in the list files. 4. Press F(7) to return to the editing screen. If you don't find the file in the first directory, try searching another directory: 5. Press Home, Home, Up arrow to highlight, ".Current [Dir]" 6. Tap the Right Arrow key once to highlight "...Parent [DIR]" and press [Enter] twice. A list of directories appears on the screen. Select another directory. 7. Press [Enter] twice and the files contained within that directory will be displayed. Then perform steps 2. through 4. above to search the files. Repeat steps 5. and 6. for each new directory you desire to view. 8. Press F(7) to return to editing screen. Note: For more detailed information on the List Files feature see page 380 in your WP Manual. Name Search Feature Use this feature, when in List Files, to find a file quickly. 1. Press F(5) for List Files. 2. If the file to be found is in the Default Directory, just press [Enter] and go to step 3. below. If it isn't, change to the Directory where the file is located by typing Drive and Directory name and pressing [Enter]. For example, type C:\LETTERS and press [Enter]. WP will go to the Drive and Directory specified. 3. Press (N) and type the name of the file to be found. For example, type resume.92 Note: As you type each letter WP is searching. Retrieving a WP 5.0 or 4.2 Code File 1. Retrieve file in usual manner by pressing Shift F(10), and answer prompt. WP is able to retrieve 5.0 or 4.2 files and convert all the codes to 5.1. Saving a File in WP 5.0 or 4.2 Format WP 5.1 has the capability to convert 5.1 to 5.0 or 4.2 codes. 1. Press Control F(5); status line options appear. 2. Press (3) for Save As; status line options appear. 3. Select the conversion desired: press (2) for WP 5.0 or (3) for WP 4.2 codes. E.g.,say you select (2) for 5.0. 4. Message appears, "Document to be saved: (WP 5.0)". 5. Type path of file and press [Enter]; e.g., A:\WP51\phonenum. 6. Press F(7) to return to editing screen. Saving a File in Ascii Format Say you desire to send a friend a copy of a document you have created, but your friend does not have a Word Perfect program. 1. Create or retrieve the document to be saved in Ascii format. 2. Press Control F(5); status line options appear. 3. Press (1) for DOS Text; status line options appear. Note: DOS TEXT is WP name for Ascii. 4. Press (1) for Save As; prompt appears, "document to be saved (DOS Text):" appears. 5. Type the pathname. E.g., A:\RESUME92 and press [Enter]. WP saves the file called RESUME92 to the disk on drive A. If you desire to have the file in a directory You must first create the directory on drive A. Say the directory created is called LETTERS. Then type the path A:\LETTERS\RESUME92 and press [Enter]. Retrieving a File in Ascii Format 1. Insert the disk into drive A. 2. Press Control F(5) and press [Enter]; status line appears. 3. Press (1) for Dos Text; status line appears. 4. Press (2) for Document to be retrieved; prompt appears, "Document to be retrieved". Say you desire to retrieve THE FILE RESUME92. 5. TYPE: a:\RESUME92 and press [Enter]. WP retrieves the file RESUME92 and converts it into WP codes. REVEAL CODES Changing Size of Reveal Code Screen By increasing the size of the Reveal Code screen, more of the document will be displayed on the screen. 1. Press Shift F(1) for Setup. 2. Press (2) for Display. 3. Press (6) for Edit Screen Options. 4. Press (6) for Reveal Codes Window Size. 5. Type any number between 1 and 22 to indicate how many lines you want the Reveal Codes screen to occupy. Then press [Enter]. 6. Press F(7) to return to editing screen. Deleting WP Codes 1. Press Home, Home, Home and press Up Arrow. 2. Press F(11) for Reveal Codes. 3. Press Alt F(2) for Search and Replace. 4. Prompt appears, "Confirm No/Yes?"; select one. 5. Type N for No or Y for Yes. If No is selected, WP will automatically replace the code requested. If Yes is selected, WP will stop at each occurrence of the code requested and ask, "Confirm?". Type Y to replace and N not to replace. 6. Prompt appears, ">Srch:". 7. Type the code to be replaced or removed. E.g., press F(4) for the indent code. 8. Press F(2); prompt appears, "Replaced with?". 9. Press F(2) again for none (i.e.,replacing with no other code). WP removes the indent code. 10. Press F(11) to turn off Reveal Codes. Removing tab Set Codes there are occasions when you may have too many tab sets in a document. These tabs will cause your text to move on the screen and the print copy will reflect this also. 1. Press F(11) to turn on Reveal codes. 2. Press Home, Home, Home, Up Arrow. 3. Press Alt F(2) for Search and Replace; prompt appears, "confirm Y or N". 4. Type N for no; prompt appears, "->SRCH:". 5. Press Shift F(8); status line options appear. 6. Press (1) for Line; status line options appear. 7. Press (7) for Tab Set. 8. Press F(2); prompt appears, "replace with". 9. Press F(2) for none. WP removes all the Tab Sets. 10. Press Home, Home, Home, Up Arrow. 11. Press Shift F(8) for Format Menu. 12. Press (1) for Line; Line Menu is displayed. 13. Press (8) for Tab Rel; Tab Ruler is displayed. 14. Set the new tab. E.g., say you desire a tab of 4 spaces for only the first tab, and the others to remain at every 1/2 inch. Then, tap your right arrow key to the first tab stop, and press [DEL} key to remove the L for the tab. Tap your left arrow key once and press the letter L. then press F(7) twice to return to the editing screen. Note: If you desire to change all the tab settings to every 4 spaces. Then at the tab ruler Press Control [END} to remove all the tabs, and type 0,4 and press [Enter]. 15. Press F(7) twice to exit the tab ruler screen. OUTLINE If you need to leave your computer for any reason, save the outline to the disk, then retrieve it to continue the exercise where you left off. Creating an Outline The first step in creating an outline is to sit down with a pen and paper and create the outline form. Outlines consist of various levels, WP allows the creation of eight levels. E.g.,... I. Level 1 A. Level 2 1. Level 3 a. Level 4 (1) Level 5 (a) Level 6 i) Level 7 a) Level 8 Getting Started 1. Press Caps Lock key and then press F(6) for Bold. 2. Press Shift F(6) to center heading and type the word ACME Inc. (normally, reports have a subheading, there will be no subheading for this example). . 3. Press F(6) to turn off the Bold feature and turn off Caps Lock. 4. Press [Enter] three times to add double spacing. 5. Press Shift F(5) for Date/Outline; status line options appear. 6. Press (1) for ON; WP returns to the editing screen. Note: It is helpful if you turn on Reveal Codes to see the outline codes. 7. Press [Enter] and the 1st level number I. appears. 8. Press F(4) for Indent; and type: 19th Century Historical Events and press [Enter]. The 1st level number II. appears. 9. Press the [Tab] key once, WP updates the number and the 2nd level number A. appears. 10. Press F(4) for Indent; type Civil War and press [Enter], WP returns to the 2nd level number and B. appears. 11. Press F(4) for Indent; type The Spanish American War of 1899 and press [Enter], the 2nd level number C. appears. When you are through with a section. 12. Press Shift [Tab] and WP updates" C. to the 1st level number II. Now, you are going to copy this section. Press [Backspace] key to delete the II.. Then move the cursor to the I. line. 13. Press Shift F(5) for Date/Outline; status line options appear. 14. Press (4) for Outline; status line options appear. 15. Press (4) for Copy Family, then press Home Down Arrow and press [Enter] to retrieve the text. Notice, that the 1st level number I. is now II.. Note: A family is a level heading and any levels below it. E.g., A Level 2 . B. Level 2 1. Level 3 2. Level 3 Thus, if you place the cursor on the A. and Move, Copy or Delete both the 2nd and 3rd levels are affected. 16. Press the Insert key to get into TYPE OVER MODE. TYPE OVER appears at the bottom left of the status line. 17. Press control Right Arrow and until the cursor is positioned on "19th". Type: 20th Historical moments and press the Down Arrow key once. 17. Press Control Left Arrow until "Civil" is highlighted; type World War I, then press the Down Arrow key once. 18. Press the control Left Arrow until "The" is highlighted; type World War II, Then, Press the Control [End] to delete the remainder of the text for this line. 19. Press the Insert key to return to Insert Mode. Editing the Outline 1. Place the cursor on the II. line and press the [End] key to move the cursor beyond Events; press [Enter] and the 1st level number III. appears. 2. Press the [Tab] key once, WP updates the number and the 2nd level number A. appears. 3. Press the Down Arrow key twice to update the rest of the numbers in the outline. Note the change in the B. and C. Press the Up Arrow twice to position the cursor back on the A. 4. Press F(4) for Indent; type Boxer Rebellion in 1905 and press [enter]. Note: we are going to add two more headings to this section. 5. Press the [ Tab] key twice and the 3rd level number 1. appears. Press F(4) and type: China and press [Enter]. 6. Press the [Tab] key twice and the 3rd level number 2. appears. Press F(4) and type: Emperor and press [Enter]. 7. Press the Shift [Tab] and the cursor moves back to the 1st level number. Now, press the [Backspace] key to delete the 1st level number. Note: Just as you can copy a heading, you can delete a heading: 8. Place the cursor on the heading "Boxer Rebellion of 1905. 9. Press Shift F(5) for Date/Outline; status line options appear. 10. Press (4) for Outline; status line options appears. 11. Press (5) for Delete Family; prompt appears, "Delete family outline? no/yes". 12. Press Y for yes and the family of the China section is deleted. WP updates the remaining levels. Note: If your outline is part of a larger document it should be turned off before you continue typing the rest of the text. 13. Press Home, Home, Down Arrow to move the cursor to the end of the outline. 14. Press Shift F(5) for Date/Outline; status line options appear. 15. Press (4) for Outline: status line options appear. 16. Press (2) for Off; WP returns to editing screen. Selecting a Numbering Style While Roman Numeral, Upper case letters are frequently used in creating an outline. Other styles of numbering are also important, for paragraphs, legal documents, presentations and so forth. 1. Press Home, Home, Up Arrow, create your heading and subheading as desired. 2. Press Shift F(5) for Date/Outline; status line options appear. 3. Press (6) for Define: a split screen of the Paragraph Definition Menu is displayed. The letter "L" below refers to Level. 1 - Starting paragraph in legal style: For starting paragraph numbering with a number other than 1. 2 - Paragraph: L1) 1, L2) a, L3) i, L4) (1), L5) (a), L6) (i), L7) 1), L8) a). 3- Outline: L1) I, L2) A, L3) 1, L4) a, L5) (1), L6) (a), L7) i), L8) a). 4 - Legal, form (1.1.1): L1) I, L2) through L8) .1. 5 - Bullets: L1) small solid square, L2) open circle, L3) Dash, L4) Large solid square, L5) Asterisks, L6) Plus, L7) Superscript, L8) Lower case X. 6 - User Define: User can select their own. 4. Press (2) Paragraph and press F(7) to return to the editing screen. 5. Press Control F(3) and press [Enter] to reformat the outline. Notice that Roman Numeral I is now 1 and the other level numbers have also been changed. 6. Press Shift F(5) for Date/Outline; status line options appear. 7. Press (6) for Define; Paragraph Definition Menu is displayed. 8. Press (4) for Legal and press F(7) twice to return to the editing screen. 9. Press Control F(3) and press [Enter] to reformat the outline. 10. Repeat steps 7. - 9. however, in step 8. select (5) and see the bullets outline. Editing Numbering Style Bullets are a popular way to create a business presentation. However, bullets are not appropriate for first level headings. 1. Press Shift F(5) for Date/Outline; status line options appear. 2. Press (6) for Define; paragraph Definition Menu is displayed. 3. Press (6) for User Define; tap the [Delete] key twice to delete the bullet. Press [Enter] three times to return to the editing screen. 4. Press Control F(3) and press [Enter] to reformat the outline. Notice, the bullets disappear from the level one headings. Now, that the bullet style has been set, the paragraph numbering style should be deleted. 5. Press F(11) for Reveal Codes; tap the left arrow key once, then press the [Backspace] key three times to delete the [Para Num Def:] codes. Now, press F(11) to turn off Reveal Codes. 6. Press the [Delete] key once; prompt appears, "Delete [Para Numm Def]? No/Yes. Type Y for yes and the Outline style re- appears. automatic Indenting Recall each time we wanted to type the heading we had to press the Indent i.e., F(4) key. WP can perform this task for us and save us keystrokes. 1. Press Shift F(5) for Date/Outline; status line options appear. 2. Press (6) for Define; Paragraph Definition Menu is displayed. 2. Press (9) for Outline Style; Outline Styles Menu is displayed. 3. Press (2) for Create; Outline Style: Edit Menu is displayed. 4. Press (1) for Name; prompt appears, "Name". Type: Indenting and press [Enter]. 5. Press (2) for Description; Prompt appears, "Description". Type: heading numbering style and press [Enter]. 6. With the cursor on "1 Open"; press (5) for Codes; Style screen appears. The first level number I. is displayed. this screen is similar to the header editing screen. 7. Press F(4) and press F(7); WP returns to the Outline Style Edit Menu. 8. tap the Down Arrow key once to highlight "2 Open"; press (5) for codes and the Style screen appears with the second level number. 9. Press the [Tab] key once, then tap the right arrow once and press F(4). Press F(7) to return to the Outline Style Edit Menu. 10. Tap the Down Arrow key once to highlight "3 Open"; press (5) for Codes and the Style screen appears with the third level number displayed. 11. Press the [Tab] key twice, then tap the right arrow once and press F(4). Press F(7) to return to the Outline Style Edit Menu. 12. Tap the Down Arrow key once to highlight "4 Open"; press (5) for Codes and the Style screen appears with the 4th level number displayed. 13. Press the [Tab] key three times, then tap the right arrow once and press F(4). Press F(7) to return to the Outline Style Edit Menu. Since we are only using four levels for our exercise we will terminate setting the indents. Remember if you have more levels in your outline that you must continue to whatever number level is in your outline. The 1 open - 8 Open represents each level. 14. Press F(7) to go to the Outline Styles Menu. The cursor is highlighting Indent, heading Numbering Style. 15. Press [Enter] to select this style we just created. Press F(7) twice to place the document in the outline and return to the editing screen. 16. Press Control F(3) and press [Enter] to reformat the outline. Note: Because the [Indent] Codes is already provided in the Outline Style. The other [Indent] codes previously entered must be removed. This includes all the original indent codes in the outline. 17. Press F(1)to turn on Reveal Codes; Place the cursor on the line above 19th Century Historical Events. 18. Press F(12) to turn on Block; press Home, Home Down Arrow. 19. Press Alt F(2) for Replace; type N for no to the Confirm prompt. 20. Prompt appears, "->SRCH"; press F(4) for indent. 21. Prompt appears, "replace with"; press F(2) for none and press F(2) again to start the search and replace. The indent codes within the block are removed. 22. Press F(11) to turn off Reveal Codes. Completing the Outline 1. place the cursor at the end of the heading World War II and press [Enter]; 2nd level number C. appears. 2. Press Shift [Tab] once to move back to the 1st level number; then press [Enter] twice for blank spacing 3. Type 21st Century Events and press [Enter]. Notice you do not have to press the F(4) indent key. 4. press the [Tab] Key once and type Technology Advances. here again we did not press the F(4) key. I think you now have a good idea of how the outline works. Note: Pressing [Enter] inserts a paragraph number and an indent code. [Tab] and Shift [Tab] moves the paragraph numbers from level to level in a line. If you make a mistake use the [Backspace] key to delete the outline style code and the hard return. Then press [Enter] to start over again. FOOTNOTES and END NOTES Footnotes and End notes are a formalize way of documenting sources for facts, quotations, and ideas in a report. Footnotes and End notes are not used in business reports. Footnotes and End notes are often used in other reports and research papers. Footnotes and end notes are virtually the same. The only difference is, footnote sources are placed at the bottom of a page and End note sources are placed at the end of the document. Footnote and end note numbers are placed in the document next to the text to be referenced. the footnote and end note form is James Stewart, People Magazine, (New York: Milton Press, 1990,P.49). Creating Footnotes and End notes 1. Place the cursor next to the text Where the footnote or End note is desired. 2. Press Control F(7); status line options appear. 3. Choose the style desired by pressing (1) for Footnote or (2) for End note; status line options appear. 4. Press (1) for Create; Footnote or End note editing screen appears, depending on which you selected in step 3. above. Note: The footnote or End note editing screen is the same as the Header and Footer editing screen. Most of the features available for editing a footer or header are available for footnotes and End notes. A footnote or End note number is provided, you need only to type the reference. 5. type: your footnote or End note reference. 6. Press F(7) to return to the editing screen. WP places the numeral next to the text and the footnote reference is placed at the bottom of the page. If you opted to create End notes, remember, they will be placed at the end of the document. To see the footnote or end note text press F(7) for Print and press (6) for View Document. Note: Say, you have placed 8 footnotes or end notes in your document, with the first one at the end of the second paragraph. Then, you realize you should have placed one at the end of the first paragraph. So, you perform steps 1. - 6. and the number in the footnote or end note editing screen appears as number 9. 7. Complete the footnote. Now, you notice that the numbers are out of sequence. No problem! 8. Press the Down Arrow key to the end of the footnotes or end notes you have created thus far. WP updates all the footnotes or end notes. Note: If you place page numbers in the document, the footnotes appear above the page number. TABLE OF CONTENTS Creating a Table of Contents WP allows five levels to be created in a table of contents. Marking Text for the Table of Contents Whenever you desire to create a table of Contents all you need to do, is mark the headings in the document and WP Generates the table of contents for you. Say you have 2 levels of headings in the document. 1. Block the first level heading. 2. Press Alt F(5) for Mark Text; status line options appear. 3. Press (1) for TOC(Table of Contents); prompt appears, "Toc Level". 4. Type: 1 and press [Enter]; WP returns to the editing screen. 5. Place the cursor on the sub-heading(level 2) for the first level heading. 6. Press Alt F(5) for Mark Text; status line options appear. 7. Press (1) for TOC(Table of Contents); prompt appears, "Toc Level". 8. Type: 2 and press [Enter]; WP returns to the editing screen. 9. Repeat steps 1. - 4. for each first level heading and steps 5. - 8. for each second level heading. For the 3,4,and 5 level headings repeat steps 5. - 8., however in step 8. type the appropriate level number, i.e., 3,4, or 5. depending on which level you are setting up. Defining the Page Format for the Table of Contents 1. Press Home, Home, home, Up Arrow. 2. Press Shift F(6) for; Center; press F(6) for Bold. Then, type: TABLE OF CONTENTS and press [Enter] twice. 3. Press Alt F(6) for Mark Text; status line options appear. 4. Press (5) for Define; Mark Text: Define Menu is displayed. 5. Press (1) for Define Table of contents; Table of contents Definition Menu is displayed. 6. Press (1) for Number of Levels; then, type the number of levels in the table of contents. In this example, type: 2 and press F(7) to return to the editing screen. 7. Press Alt F(5) for Mark Text; status line options appear. 2. Press (6) for Generate; Mark Text: Generate Menu is displayed. 3. Press (5); prompt appears, "Continue? No/Yes". This prompt is to remind you that any existing table, list or indexes will be replaced. 4. Type Y for yes and the Table of contents are generated. The page numbers will be placed at the right margin with a dot leaders between the heading and the number. BIBLIOGRAPHY Creating a Bibliography Bibliography's are a list of references used in research papers to cite authorities to substantiate your conclusions. After completing your research paper: 1. Press Alt F(8) for Styles Menu; highlight BIBLIOGRAPHY with your cursor. 2. Press (1) for On; WP turns on the bibliography style and returns to a blank editing screen and inserts the bibliography codes at that point in the document. 3. Type your references. WP automatically puts in the proper indent and line spacing. Note: WP gives a general bibliography format or you can create your own bibliography style(see your WP Manual). 4. After completing your references, press Alt F(8) for the Style Menu. 5. Press (2) for Off. WP turns off the bibliography style codes. Creating a Bibliography as you go What if you desire to create the bibliography as you write the research paper?. 1. Save the research paper typed thus far in the usual manner. 2. Perform steps 1. - 5. above. 3. Press F(7) for Save Document, answer Yes to the prompt and name the bibliography. 4. Press Shift F(10) to retrieve the bibliography when you are ready to continue writing your research paper again. Note: Don't forget to save your bibliography again when you add new references. 5. When your research paper is completed, press Home, Home, Down Arrow to place the cursor at the end of the research paper. 6. Press Shift F(10) and type the name of the file named in step 3. The bibliography is retrieved into the research paper. WORD PERFECT FUNCTION KEYS; QUICK REFERENCE If you require more information on one of these Function Keys, press F(3) for Help. Then press the key or keys to get an explanation. Function Keys by Themselves: F(1) Cancel/Undelete F(2) Search F(3) Help F(4) Indent F(5) List Files F(6) Bold F(7) Save and Exit F(8) Underline F(9) End Field F(10) Save and return to edit screen F(11) Reveal Codes F(12) Block Function Keys Beginning with [Shift]: Shift F(1) Set Up Shift F(2) Backward Search Shift F(3) Switch Shift F(4) Double Indent Shift F(5) Date/Outline Shift F(6) Center Shift F(7) Print Shift F(8) Format Shift F(9) Merge/Codes Shift F(10) Retrieve Document Function Keys Beginning with [Control]: Control F(1) Shell Control F(2) Spell Check Control F(3) Split Screen Control f(4) Move Control F(5) Text In/Out Control F(6) Tab Align Control F(7) Footnotes/end Control F(8) Fonts Control F(9) Merge/Sort Control F(10) Macro Define Function Keys Beginning with [Alt]: Alt F(1) Thesaurus Alt F(2) Search and Replace Alt F(3) Reveal Codes Alt F(4) Block Alt F(5) Mark Text/Block Off Alt F(6) Flush right Alt F(7) Columns/Tables Alt F(8) Style Alt F(9) Graphics Alt F(10) Macro COMPOSE KEY: The Control [V], also called the Compose Key, is used for inserting special characters. See your WP Manual for the list of special characters you can create. Here are just a few bullet characters: 1. Press Control (V) and type *. for a small filled bullet. 2. Press Control (V) and type ** for a large filled bullet. 3. Press Control (V) and type *o for a lower case, small hollow bullet (degree). 4. Press Control (V) and type *O for an upper case, medium hollow bullet. 5. Press Control (V) and type 5,23 for a solid square shaped bullet. Then press [Enter]. 6. Press Control (V) and type 5,0 for a heart. Then press [Enter]. You can create many other special characters. See the Ascii Table in the WP Manual