WordPerfectþ 6.0 Mini-Manual Erik R. Jones ÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ The WordPerfectþ 6.0 Mini-Manual is Copyright 1993 by Erik R. Jones. Copying of this text is permitted under the circumstances outlined in the Author's Note. This book is only a guide to WordPerfectþ 6.0, not a reference manual, and the author makes no guarantees as to its thoroughness. The author is not liable for any damage incurred by the use of WordPerfectþ 6.0 or this manual. Still, thousands of people liked the last manual I wrote, so if you have any problems I hope you're in the minority. TABLE OF CONTENTS (Bold text signifies a function map.) WELCOME TO WORD PERFECT 6.0..........................................3 WHAT'S NEW IN WORDPERFECT 6.0?.......................................4 INSTALLING WORDPERFECT 6.0...........................................5 Starting the Program...............................................5 Using the Keyboard.................................................6 Accessing the Pull-Down Menus......................................7 Help...............................................................8 CONFIGURING YOUR ENVIRONMENT.........................................9 The Mouse..........................................................9 The Display.......................................................10 ENTERING TEXT.......................................................11 Editing Text......................................................11 Page Breaks.......................................................12 More Cursor Movement..............................................13 Underlining and Boldface..........................................13 Centering Text....................................................14 Tabbing vs. Indenting.............................................14 Reveal Codes......................................................15 Dates.............................................................16 Undo, Undelete, and Repeat........................................16 DISK USAGE..........................................................17 Listing Files.....................................................17 Saving Your Document..............................................18 Manipulating Files................................................18 The Find Option...................................................19 Find a Document on a Disk......................................20 Working with Multiple Documents...................................20 Exiting WordPerfect...............................................21 Translating from Other Programs...................................21 The Shell.........................................................22 CHANGING FONTS AND STYLES...........................................23 Font..............................................................23 Appearance........................................................24 BLOCKING TEXT.......................................................25 DISPLAY MODES AND FUNCTIONS.........................................26 Text Mode.........................................................26 Graphics Mode.....................................................26 Page Mode.........................................................26 Display Features..................................................26 The Button Bar....................................................28 TEXT FORMATTING - LINE FORMAT.......................................30 Tab Stops.........................................................30 Justification.....................................................31 Turn on Justification..........................................31 Line Spacing......................................................32 Make Document Double-Spaced....................................32 Line Numbering....................................................32 Paragraph Borders.................................................32 Hyphenation.......................................................33 Line Height.......................................................33 Margins...........................................................33 Change Margins.................................................34 PAGE FORMAT.........................................................35 Page Numbering....................................................35 Number Pages...................................................35 Center Page.......................................................36 Paper Sizes and Styles............................................36 Miscellaneous Page Options........................................37 DOCUMENT FORMAT.....................................................38 Initial Codes.....................................................38 Create Initial Codes...........................................38 Document Summary..................................................38 Miscellaneous Document Options....................................39 STYLES..............................................................39 HEADER/FOOTER/WATERMARK.............................................41 Create a Header or Footer on Every Page........................41 OTHER FORMATTING....................................................43 Character Format..................................................43 Other Format......................................................43 EXTENDED CHARACTER SETS.............................................45 PRINTING A DOCUMENT.................................................46 Control Printer...................................................46 Print Preview.....................................................47 Faxing Documents..................................................47 WRITING TOOLS.......................................................48 Spelling..........................................................48 Spell-Check a Document.........................................49 Thesaurus.........................................................49 Grammatik.........................................................49 MOVING AND COPYING TEXT.............................................51 Copy Text Between Documents....................................51 FINDING AND REPLACING TEXT..........................................52 Find Text......................................................52 Replace Text with Confirmation.................................52 FOOTNOTES...........................................................53 MORE ENVIRONMENT CONFIGURATION......................................54 Make Timed Backups.............................................54 Keyboard Layout...................................................55 Location of Files.................................................55 COLUMNS, TABLES, AND MATH (oh my!)..................................56 Columns...........................................................56 Create Newspaper Columns.......................................57 Tables............................................................57 OUTLINING...........................................................59 Start a Standard Outline.......................................60 MACROS..............................................................61 Macro Functions................................................62 GRAPHICS............................................................63 Graphics Boxes and Retrieving Images..............................63 MERGE UTILITIES.....................................................65 Creating a Basic Mail-Merge....................................66 Sorting...........................................................67 STANDARD TABLES.....................................................68 Bookmarks.........................................................68 Table of Contents.................................................68 Create a Table of Contents.....................................69 Index.............................................................69 Cross-References..................................................70 Make an Unnamed Cross-Reference to a Page......................70 Table of Authorities..............................................71 Lists.............................................................71 Subdocuments......................................................71 Using Sub-Documents............................................72 Hypertext.........................................................72 Compare Documents.................................................73 APPENDIX I - FUNCTION KEY TEMPLATE..................................74 APPENDIX II - WORDPERFECT MACROS....................................75 INDEX...............................................................76 AUTHOR'S NOTE Welcome! If you're new to my mini-manuals, let me tell you a bit about their, and my, history. While working my way through school as a secretary, I found myself thrown into a strange assignment as a manual writer for the University of Massachusetts Medical Center in Worcester, Massachusetts. Their goal was to create pamphlets that got the non-computer user started on some of the more difficult software packages. My biggest challenge at the time was coming up with something for WordPerfectþ 5.1, the most powerful word processor on the market, but also the most difficult to use and understand, especially for those people who are intimidated by computers. What came out of that task was a booklet that was, as some have said, a virtual innovation in the way manuals were written. What was so new about it? First of all, it was in an easy, readable style. I wrote it as if I was having a conversation with the reader, to put them more at ease. Secondly, I rarely tried to answer the question, "Why?" Many manuals get bogged down in explanations of why things work. I simply said that they did (or didn't) and left them at that. The manual was full of sentences like, "If you have a mouse, you might as well toss it in a desk drawer for WordPerfect 5.1. The people at WordPerfect Corporation had no idea how to make a mouse system that made any sense..." Readers made a point of telling me how much they appreciated that direct approach. Third, I didn't try to cover the more obscure, complex commands that only a minority of readers would ever use, thus reducing the size of the manual and increasing the readability. After all, I was trying to write a mini-manual, not a reference book. Fourth, in the revised edition I provided function maps for some of the often-used commands, step-by-step instructions of what keys to push. This, far and away, was the most popular feature of that mini-manual. Actually, I lied. The fifth feature was the most popular: it was free. I charged nothing at all for my time. (While the University of Massachusetts Medical Center owned the first copy of the manual, the revised edition was my own.) In fact, I didn't even distribute it. I posted the manual to five anonymous FTP sites on the Internet, and from there it took off, appearing on many Internet sites and almost every BBS in the country, and many around the world. I estimate that from those five electronic copies I posted, over fifty thousand have now been printed. And every one of those was printed free of charge. None of the five features listed above have been changed for the WordPerfectþ 6.0 Mini-Manual. Above all, it is still free. You may print out a copy of this manual for yourself or a couple of your friends for no charge. Of course, I expect you to be fair, and by fair I just mean to use your common sense. I will not appreciate it if you print out five hundred copies of this manual for all the people in your company, or for the two hundred students in the class that you're teaching about WordPerfect 6.0. In other words, direct financial gain from the multiple printing of this manual is a no-no. This obviously includes selling printed copies of this manual at any price which exceeds the cost of photocopying the manual. (I already nailed one person for this with the last manual.) If you need many copies of this manual, you should order them from me; read on to find out how. As I write this manual, I'm still working my way through school, this time at the graduate level. Thus, if you really like this manual, if it's changed your life, I certainly wouldn't mind a little "thank-you" being sent my way. Photocopy or cut out the coupon on the next page, fill out the comments, and send it back to me; I'll certainly take any amount you wish to give, although $5.95 per copy of the manual is suggested. Maybe I can be convinced to write mini-manuals for some of the other difficult programs out there. (I promise not to sabotage your 486 if you don't send in any money; it's important to me that it be free if people need it to be. I'm a college student, newly married, and I know what it's like to be strapped for cash.) Also, you'll notice on the coupon a place for ordering printed copies of the manual for $12.95 each, plus postage. These copies are printed out on a laser printer, double sided, and spiral bound, plus I guarantee that I'll send out as many copies as you need within two weeks of receiving the coupon (none of this four to six weeks for delivery nonsense). This is the way you should go if you need them as texts for your students or for all the workers in your business. Again, just use your common sense. If you can't send money, please at least send in the coupon with your comments on the manual. It will give me valuable feedback and information for the next mini-manual. Also, tell a friend! Let other people know about this resource, and distribute electronic copies of the file to as many places as you can. Thank you for your support, and I hope you enjoy the WordPerfectþ 6.0 Mini-Manual. _____ I've decided to send you some money for the WordPerfect 6.0 Mini-Manual as thanks and with the hope you will write more manuals. I have printed _____ copies of the manual and am sending you $_________ per manual. _____ Please send me some laser-printed, double-sided, spiral-bound copies of your WordPerfect 6.0 Mini-Manual. I have enclosed $__________ for _________ printed copies of your manual at $12.95 each, plus $3.00 per manual for postage. My name and address is: ________________________________________ ____________________________________ _________________________________________________________________ _________________________________ _________________________________________________________________ _________________________________ Before July 30, 1994 send to: After July 30, 1994 send to: Erik R. Jones Erik R. Jones 2930 Scioto St., Apt. 910 20 Nancy Dr. Cincinnati, OH 45219 Rutland, MA 01543 Comments: _______________________________________________________ __________________________________ _________________________________________________________________ __________________________________ _________________________________________________________________ __________________________________ _________________________________________________________________ __________________________________ _________________________________________________________________ __________________________________ _________________________________________________________________ __________________________________ _________________________________________________________________ __________________________________ _________________________________________________________________ __________________________________ WELCOME TO WORD PERFECT 6.0 Welcome to what is certainly the most powerful mass-produced word processor ever created, WordPerfect 6.0 This mini-manual is intended to substitute for the bulky user's manual that WordPerfect Corporation sent along with this program. I have found their manual to be much too long, complex, boring, and ill-suited to the new WordPerfect user. What this mini-manual will do is take you through all the functions of the program. If you follow it from beginning to end you should soon become an experienced user of WordPerfect. It is intended that you progress through these pages in order if you are a beginner on the system. If you are more experienced, feel free to skip around. You will notice that I will assume little pre-knowledge of computers on your part; I promise not to talk about things like 'status lines' or 'WYSIWYG' without explaining them first. However, I also assume that you learn as you go along, so I'll go into less detail as you go through the manual. For instance while at first I'll tell you to select certain things from a menu by hitting a certain key, as we go on I'll simply ask you to make the selection yourself, without telling you which key to press. WARNING: WordPerfect is not simple to use. It was intended originally for professional business people who need to get the most out of their computer systems, but has found its way into many other sectors of computer society. WordPerfect is powerful, yet it is also complex. No one becomes an expert fast, so take your time with this mini-manual. Remember, this booklet was written with the intention of building you up a level at a time, so take it at your own pace. This mini-manual is not 100% complete. It covers everything you need to know to do most things with WordPerfect, but it does not delve into every single nook and cranny. Therefore, as you become a more advanced user, I'll ask you to use your WordPerfect reference manual once in a while. In the WordPerfect 5.1 Mini-Manual, I told people to throw their mouse in a drawer, for the mouse support in WordPerfect 5.1 was horrible. This has changed dramatically with WordPerfect 6.0. In fact, if you don't have a mouse, I seriously recommend you buy one to take full advantage of WordPerfect's capabilities. Still, I'll teach you how to access all functions with just the keyboard. Interspersed within this mini-manual are inset boxes, called Function Maps. These are step-by-step guides, broken down into a road map of what keys to push, that will tell you how to execute the given function. I feel these maps will be invaluable to inexperienced computer users. Please remember that any function map you use assumes that you are starting from the main editing screen. By the way, this manual was created entirely on WordPerfect 6.0. I have tried to highlight some of the best features of the program within these pages. Please remember that if you print this manual it was formatted for an HP LaserJet III. If you try to print this on any other printer many of my special formatting options will be changed. If you want the full effect of this manual, be sure to print it on an HP LaserJet III. CONDUCT.WPG WHAT'S NEW IN WORDPERFECT 6.0? My goodness, what isn't new? Just about everything has undergone some alteration from the days of WordPerfect 5.1. WordPerfect has been feeling the heat from Microsoft Word for Windows over the past three years. While MS Word didn't have half the power of WordPerfect 5.1, its popularity came by the fact that is was not simply easy to use, it was fun to use. WordPerfect 5.1 simply provided much too sterile an environment for the average computer user; show a person who knows nothing about word processors a screen from MS Word and a screen from WordPerfect 5.1, they'll choose MS Word every time. Well, no longer. WordPerfect 6.0 has kept every feature from WordPerfect 5.1, added a huge number of new ones, and made it just as fun to use as MS Word. Mind you, it's still not as easy to use as it could be, but WordPerfect Corporation has made great strides by allowing most functions to be accessed in one of three ways: the tried and true WordPerfect method, the function keys; the pull-down menus, accessible by either the mouse or a keystroke; and by picture icons on the screen, known as button bars. I'll get into those later. Right now, let me touch on the four biggest changes in WordPerfect 6.0. 1. When you worked on WordPerfect 5.1, what you saw on the screen bore no relation to what came out of the printer. In other words, WordPerfect 5.1 was not WYSIWYG; that is, "What You See Is What You Get." A WYSIWIG word processor shows you your final product on the screen as you type. This was the biggest complaint that I heard from WordPerfect 5.1 users, that they had to waste time going into Print Preview mode in order to see what the final printout looked like. Well, there was a good reason for that. WYSIWIG word processors, which force monitors to operate in graphics mode, are much slower than normal text word processors. Still, there are definite advantages to be had from WYSIWIG, so WordPerfect 6.0 allows you to switch between WYSIWIG and normal text mode at, quite literally, the touch of a button. Thus you can have speed when you want speed, and detail when you want detail. 2. The requirements of WordPerfect 6.0 are far greater than those of WordPerfect 5.1. First of all you need an AT, or 286 IBM machine. An XT is too slow to execute the complex graphics instructions of this new program, which will be a great disappointment for all the secretaries and students who still have the low-end machines. A VGA monitor is preferable; you need at least an EGA monitor, since a CGA is incompatible with WordPerfect 6.0. Also, a complete installation of WordPerfect 5.1 required less than six megabytes of space on the hard drive; WordPerfect requires seventeen, although it's worth every last kilobyte. If you're unsure of what your system has, consult the manuals that came with your computer. 3. Button bars are now available, allowing you to quickly access the most often used features in WordPerfect, like font selection. There is also a ribbon allowing you immediate accress to fonts, justification, columns, paragraph style, and viewing size. 4. There are bugs. A heck of a lot of bugs. I have found more abnormal things happen in this program than should happen in any mass-marketed program. Almost every one happens in graphics mode. For instance, the Esc key sometimes malfunctions, especially when I'm trying to exit out of a function and erase the changes that I've made. Sometimes when I click on the screen with the mouse a new document is opened for me. Once I opened my document to find all of the capital W's, P's, R's, and H's made invisible. I've had to select settings twice before they kicked in. Sometimes the font just instantly changes from one to another; I should say it looks like it changes, because it never really does. The important thing to remember is that all of the bugs that I've found are non-destructive. They don't make any permanent changes in the document, and I have never lost even a single character from a WordPerfect 6.0 malfunction. The most I've had to do is save the file, exit out of WordPerfect, then reboot WordPerfect and reload the document. That has never failed to work, and I only had to do that twice in the entire time it took me to create this manual. If I found anything destructive, I would not trust any of my files to the program. By the time you read this manual, most of the bugs will probably have been fixed, so you probably won't have to worry about any of these things. Myself, in a few months I am sure that WordPerfect will release an update for the program, a single-disk "fix" for all of the problems. When they do, I'll be sure to get my hands on it. INSTALLING WORDPERFECT 6.0 Before you can use WordPerfect 6.0 you must install it onto your hard drive. If you are working on a computer that already has WordPerfect installed you can skip this section. Make sure that you have your computer manuals available because WordPerfect will need to know the exact specifications of your computer system. First of all, making sure there are no disks in the drives, turn on the computer and the monitor. (I will try to be as general as possible about the computer, but if you have specific questions you will need to consult your owners manual, or run the WPINFO.EXE program; this will do a rather good job of analyzing your hardware components and telling you what you have.) After the computer finishes its self-start, you should be at what is known as the DOS prompt. This will resemble C>, although it might also have other characters as well. (If your computer is set up so that another piece of software is automatically run when you turn on the computer, you will need to exit out of it so that you can get to the DOS prompt.) To the right of the prompt is your cursor, a blinking line or block that shows you where what you type is going to come up onto the screen. If the first letter of the prompt is something other than "C", please type C: and hit the Enter key. The first letter of the prompt should now be "C". You need approximately 17 megabytes of storage space on your hard drive to install WordPerfect 6.0 completely. To make sure you have 17 megabytes available, type dir and hit Enter. After a list of files the computer will tell you at the very end how many bytes free you have. If that number is less than 17,000,000 you will need to erase some programs off of your hard drive in order to install all of the files. Unlike WordPerfect 5.1, you can not install the program to floppy disks. Along with WordPerfect 6.0 should have come a certain number of disks, each separately labeled. The size of the disks should correspond to the type of disk drive you have. Take out the disk labeled, "Install 1." Put the disk into the drive. If you have two drives, be sure to put the disk into the drive that has a slot that matches the size of the disk. If the two drives have slots of the same size, simply insert it into the drive on top or on the left. The drive in which you put the disk has a letter name, just like the hard drive that you are using has the name "C". Consult your owner's manual if you do not know the name of the drive. (If you are unable to ascertain the name of the drive, it is probably "A" or "B". Try both of them to see which one works.) To activate that drive, type the letter of the drive followed immediately by a colon, i.e. a:. Then hit the Enter key. You have now activated the drive that the disk is in. Now type the word install and hit Enter. The installation program will begin. The installation program is quite straightforward, a series of easy-to-use menus telling you exactly what to do and when. The first question it will ask is if you can see colored bars on the screen. After pressing "Y" or "N" you will be asked what type of installation you wish to perform. Simply hit Enter if you want to do a standard installation. (If you've used WordPerfect in the past you might want to hit "C" for a custom installation in order to choose what programs to install.) The program is easy to follow, but it will ask you a number of questions about your hardware, such as what type of printer you have. Consult your owner's manual to make sure that everything is configured correctly. When the installation program finishes, you should turn off the computer and turn it back on to make sure all of the changes to the computer's operating system has assimilated all of the changes. Now you are ready to go. Starting the Program Now that you've got WordPerfect installed on your "C" drive, you are ready to use it. If your "C" drive is not activated already (if the first letter of the prompt is not "C") change to the "C" drive by typing C: and hitting Enter. WordPerfect automatically installed itself into your path, the place where the computer looks for the files, so to start the program all you need to do is type wp and hit Enter. WordPerfect will boot up on your computer. On the monitor you will see some welcome screens which will tell you that WordPerfect 6.0 is loading. When the program is finished loading, the screen will clear and probably turn blue. You should be seeing grey letters on a blue background, signifying that you are in text mode. If you see black letters against a white background, you are probably looking at WYSIWIG mode, which I shall now refer to as graphic mode. If you are in graphic mode, please switch to text mode by hitting the following keys in sequence: Ctrl-F3 (which means to hold down the Ctrl button and hit the "F3" key), "T". You are now definitely in text mode, which will occupy most of our time at the beginning of this manual. The screen will be mostly blank. Across the top of the screen should be the following words: File Edit View Layout Tools Font Graphics Window Help This is called the pull-down menu. We'll learn how to access it later. At the bottom right hand corner of the screen is something that looks like this: Doc 1 Pg 1 Ln 1" Pos 1" This is called the status line, which provides you with important information about where your cursor is in your document. Doc 1 means that you are in document number one; you can have up to nine documents open at a time. Pg 1 means that the cursor is right now located on page one, the only page, of your current document. Ln 1" means that your cursor is now one inch from the top of the page. (That one inch is automatically inserted as the top margin of the page.) Pos 1" means that the cursor is located one inch from the left side of the page. Using the Keyboard Spend a few minutes familiarizing yourself with the computer keyboard. The main part of the keyboard works exactly like a typewriter. Try typing a few letters and numbers. They appear on the screen where the cursor is located. Notice that as you type, the numbers down on the status line change as well. For every character you type, the Pos number changes, since the cursor moves further from the left side of the paper. If you type so much that your cursor moves to another line, the Ln number will change as well. The Enter key acts as a carriage return on a typewriter does. If you press this key, WordPerfect will automatically move the cursor down to the beginning of the next line. When you press this key, it is called a hard return. This is because you have forced WordPerfect to move the cursor to the next line. When you type in WordPerfect, unlike on a typewriter, the cursor is automatically moved down to the next line when you get to the end of a line. Therefore, the only time you need to hit the Enter key is when you want to force a carriage return, such as at the end of a paragraph. Each of the paragraphs on this page was typed with only a hard return at the end of the paragraph inserted with the Enter key. As you experiment with the system you will notice that WordPerfect will not split words in half at the end of a line. This is called word wrapping. It means that if WordPerfect runs out of room on one line and can not finish a word, it will take the whole word and move it down to the next line. Word wrapping is the most important feature of a word processor that makes a document look professional. To erase characters, use the Backspace key, which is located just above the Enter key. This will move the cursor back though the text that you just typed, erasing characters as it goes. If there are also characters to the right of the cursor, those characters will be moved to the left along with the cursor. While the Backspace key erases characters to the left of the cursor, the Delete key erases characters to the right of the cursor. Find the Delete key on the keyboard, somewhere to the right of the Backspace key. If you press it, the character that the cursor is located on will be erased, and all the characters to the right of the cursor will be moved one space to the left. The Tab key, located on the left side of the keyboard, does exactly what a Tab key should. Every time that you press it, your cursor will move forward to the next of the Tab stops, which are located half an inch apart. If you try to use the Tab key, try to erase the Tabs as well. Notice that, even though more than one space might have been written onto the screen when you pressed the Tab key, WordPerfect knows the difference between a Tab and a bunch of spaces, so the entire Tab will be erased if you hit the Backspace key. There are four arrow keys located somewhere on the keyboard. These four arrow keys are what you use to move the cursor around. 99.9% of the time you will find a set of arrow keys on the 2, 4, 6, and 8 keys of the number pad. (If you want to use the numbers on the number pad instead of the arrows, you need to hit the Num Lock key first.) If there is another set of arrows located to the left of the number pad, I suggest you use that set instead. The arrow keys move the cursor in the direction of the arrow. Experiment with these for a while until you become comfortable with the movement of the cursor, remembering that you can't move the cursor beyond where text has been typed. As on a typewriter, you will see two Shift keys located on the keyboard. You will also see a button (or two) marked Ctrl for Control, and one (or two) marked Alt for Alternate. These buttons are frequently used in WordPerfect. They are used just like the Shift key, in that you need to hold one down, then press another key. For example, if I ask you to hit Alt-A, you would press and hold the Alt button, then press the "A" key. There are a few more keys that I want you to find on the keyboard now for future reference. The function keys are ten or twelve keys marked with an "F" and a number. The function keys are usually in a line across the top of the keyboard, but are sometimes in two columns on the far left side of the keyboard. If I want you to press one of these keys, I will do so by naming the key's label, such as F1 or F12. If you're one of the unlucky ones without an F11 or F12 key, your life becomes somewhat more difficult, but not impossible; I'll be sure to include alternate ways of executing commands available on those two keys. Please find the following keys on your keyboard: Esc - Escape; Ins - Insert; Home - Home; End - End; PgUp - Page Up; PgDn - Page Down. These are important keys that we will get into later. Accessing the Pull-Down Menus You'll remember that the pull-down menus are those nine words at the top of the screen. There are three ways to access these nine pull-down menus, which I shall detail to you know. From here on out, when I ask you to do something like, "Access the Font pull-down menu," you'll have to choose the method you want to use. 1. As you move the mouse around, you'll see a block moving around the screen. If you position this block on top of any of the nine words at the top of the screen, then click the left mouse button once, a menu will be displayed below the word. You can then select any of the options shown in the menu by moving the mouse down to the option, then hitting the left mouse button once again. You can choose a new menu simply by clicking on a new word at the top of the screen. If you want to abort the process without choosing an option from the menu, simply click the left mouse button when the block is on the text-editing screen, away from any of the pull-down menus. (By the way, some options require a double-click to select, two rapid clicks of the left mouse button; there seems to be no rhyme nor reason to which options have to be double-clicked and which have to be single-clicked. Also, whenever I ask you to click the mouse, I always mean to use the left button unless I specify otherwise.) 2. Each word at the top of the screen has a letter highlighted; it's the first letter in each word except for Font, where it is the second letter. You can access any of these menus by hitting the Alt key and the letter of the menu you want to select. You can then select any of the options in the menu by using the up and down arrow keys and highlighting the option you wish to select. To select the option, press Enter. (Alternately, you'll notice that there is a highlighted letter in every option. If you press that letter on the keyboard while the menu is activated, that selection will automatically be brought up.) To move to a different menu, use the left and right arrow keys. To abort the process, press the Esc key. You'll also notice that to the right of many of the selections is a key sequence. That is called the keyboard shortcut, showing you an alternate way to get to the listed feature. 3. Press the Alt key once and let it go. You'll notice that the File pull-down menu has now been highlighted since you didn't choose anything with the Alt key. (Note: If this does not work, making sure you are in the main editing screen, hit the following keys in sequence: Alt-V N 1 2 Enter) Use the left and right arrow keys to select the menu and hit Enter to activate it. (This is especially handy if you've made macros with some of the Alt-key combinations, which override the menu commands. See the section on macros for details.) Help There is an excellent Help function in WordPerfect, accessible from the F1 key. (For WordPerfect 5.1 users, I know Help used to be on the F3 key, but the vast majority of programs out there put it on the F1 key, so WordPerfect decided to be conformist.) You can also access Help, and many of the functions listed below, under the Help pull-down menu. Help is an intelligent help function, in the manner that when you're performing a certain task the F1 key will give you help necessary to the task. For instance, if you hit Shift-F8 and are looking at the Format window, then hit F1, you'll be given help only on the Format window. As you work with Help, you'll notice interspersed among the help text are words that are a different color (probably green) and words that are underlined. As you move through text with the up- and down-arrow keys, these words will become highlighted. If you press Enter while an underlined word is being highlighted, you'll be given a definition of that word, sort of an on-line glossary. (This needs a lot of work; there are far too many unfamiliar, non-underlined words in the help screens.) If it's highlighting a green word or phrase, this means that there is more help available on that topic; press Enter to see that help screen. You'll notice down at the bottom of the screen a number of options that will assist you as you go through Help. Previous is very handy; it will take you back to the last help screen you were looking at. Contents will take you to the main help screen, which we'll get to in just a moment. Look is the default; when you hit Enter to select a new help topic or glossary word, the Look function is what you are selecting. Coaches are electronic, interactive tutors that take you step by step through a few, select functions. Much of the time when you use Help you'll be in the main editing screen. Since you're not doing anything WordPerfect really needs to give you help for, you'll be given a list of topics, the same list you see when you select the Contents option. The first one on the list is Index. Select this by moving the selection bar with the up- and down-arrow keys and pressing Enter when Index is highlighted. You'll be shown an alphabetical listing of all the topics that help is available for. Simple move the selection bar down to the one you want and press Enter. How Do I is a rather poor attempt on WordPerfect's part to make text boxes similar to my function maps; choosing this option and then selecting your topic will bring you to a listing of the steps necessary to execute your function. Glossary will give you an alphabetical list of all the definitions WordPerfect has in memory. Template, or pressing F1 again, will display a template of the twelve function keys. Keystrokes will give you a thoroughly incomplete list of key combinations that perform special functions. Shortcut Keys will give you a listing of all of the functions accessible with the Ctrl key. Finally, Error Messages explains the meaning of most of the common error warnings that you might see. DRAGON.WPG CONFIGURING YOUR ENVIRONMENT In WordPerfect 5.1 I saved this section for much later on in the manual, because the choices you made in the setup of WordPerfect had very little effect on learning the system. However, in WordPerfect 6.0 that all changes, because how you access the features of WordPerfect depends greatly on how you configure the display. Plus, this will give you important practice in accessing the menus. As we go through the setup, I'm going to ask you to choose certain options that I feel give the average user the greatest accessibility to WordPerfect functions without cluttering up the screen. If you know what you are doing, feel free to alter some of my choices; simply remember that I'm going to assume that you have configured your system in the way that I have asked you. To get started, select Setup from the File pull-down menu. (Shortcut: hit Shift-F1.) You'll notice that, if you hit Shift-F1, each option in the Setup menu has both a highlighted number and a highlighted letter. This means that the option can be selected by hitting either the number or the letter highlighted. To see why, try accessing the Setup sub-menu both by selecting it from the File pull-down menu and by hitting Shift-F1. It doesn't look the same, does it? While the six selections are identical, one doesn't have the numbers. NOTE: Whenever you've gotten yourself into a mess, the Esc key will get you out. No matter where you are, hitting the Esc key a number of times will always return you to the main editing screen without keeping any changes you might have accidentally made. (For WordPerfect 5.1 users, this was formerly the F1 key.) In addition, be forewarned that it's a good idea to know the shortcut keystrokes, such as Shift-F1 to access Setup. There will be a few places where I'll insist you go in through the shortcut and not the menu. Trust me. The Mouse As in most things in this manual, we'll simply go in order to give you a full tour of the features available. Hit "M" to see the Mouse controls. The first thing you should do is to choose what kind of a mouse you have, so hit "T" for Type. (As always, you can point and click on any of the options with the aid of the mouse. From here on out I'll simply take it as a given that you know this.) A list of options are presented to you; you can scroll through the options with the up and down arrow keys. If you aren't certain what kind of mouse you have, hit "A" for Auto Select; WordPerfect will do the best it can to determine what kind of mouse you are using. Option "P" from the Mouse menu, Port, allows you to choose the port your mouse is connected to. Most people have theirs in COM1, but if you have yours in another slot choose the Port option and use the arrow keys and the Enter key to select a new port. Sometimes clicking once on a mouse button isn't enough; sometimes you have to double-click, which means hitting the button twice in rapid succession. The Double-click Interval determines the greatest length of time allowable between clicks to still have the computer register it as a double-click. For most people 50/100ths of a second, the default, is fine. However, if you find yourself at any point unable to do double-clicks, increase the interval. Choose Double-click Interval from the Setup menu (no longer will I tell you which key to press, that you can figure out on your own), then type in the new number, which corresponds to hundredths of a second. For the Acceleration Factor, a lot depends on the type of mouse you have. If you find the mouse sluggish, increase the number; if it gives you whiplash just watching it, decrease the number. If you're using the computer's default mouse driver, MOUSE.COM, I recommend 30 as the factor; if you're using a Microsoft mouse, 60 is preferable. If you're left-handed, choose Left-handed Mouse from the menu so that an X appears in the white box. Now the positions of the left and right buttons will be switched. To close the window (the window is the box in the middle of the screen where the menu is located) move the mouse cursor on top of OK in the lower right corner of the window and click the left button. If you want to use the OK or Cancel options, and you don't have a mouse, look carefully at the OK and Cancel buttons (as we like to call them). The OK button has a blue border around it, which means that if you hit Enter right now the OK button will be selected. Using either the left-right arrow keys or the up-down arrow keys, or the Tab key, will move that blue border around to other options on the menu including the Cancel button. When the blue border is highlighting the option you want, press Enter. Be sure not to choose Cancel, or you will lose whatever changes you have made. The Display GRIZZLY.WPG You should now be back in the Setup menu, which is easy to tell by the name in the upper center of the window on the screen. Choose Display. As you can see, WordPerfect allows you to choose what kind of screen you want to use for the graphics display mode and for the text display mode. Choose the first option to select the Graphics Mode Screen Type/Colors... On this sub-menu, you can use the first option to select the Screen Type; again, you can select your type of graphics driver yourself, if you're sure what kind of screen you have (you selected one in the WordPerfect installation program) or you can have WordPerfect Auto Select your graphics screen. The other option, Color Scheme, allows you to configure the colors of the editing window in graphics mode. If you select this option, you'll notice that there are a number of pre-set color schemes for you to choose from. You can select any of the color schemes listed or you can create your own; you can not edit the colors of any color scheme you did not create yourself. I recommend that for now you use the [WP Default] color scheme, and that you alter the colors as you get more used to WordPerfect. Go back to the Display menu. (Please remember to use the Close button in the lower right corner; if you use the Esc key none of the changes you made will take effect.) Select the Text Mode Screen Type/Colors. Again, you can select the color scheme (although I recommend using [WP Default] again). When you select the Screen Type, after you select your type of monitor you can choose your text screen configuration. Unless you like squinting at tiny letters on the screen, you should keep this option at 80x25. Now that we've done the important things in the Setup menu, we're going to leave it and come back to the rest of the options later. There are a few things I would like you to do now, things that I need to know you've done but will not explain quite yet. Under the View pull-down menu, select the appropriate options so that there is a check-mark to the left of Ribbon, Pull-Down Menus, Button Bar, Horizontal Scroll Bar, and Vertical Scroll Bar. Under the Window pull-down menu, be sure there is a check-mark to the left of the Frame option. ENTERING TEXT Let's construct a small letter on step at a time. On the screen, this is what the final product will look like, give or take some margins: Business Contractors Etc. 123 Main Street Worcester, MA 01652 David Johnson Widget Corp. 101 Main Street New York, NY 10013 Dear David: Just a friendly reminder about our order of 300 widgets last month. You said that they would be here within three weeks of ordering, yet they have not arrived. These widgets are crucial to the project we are currently working on. Please send the order at the earliest possible convenience. Thank you, and if there are any problems please don't hesitate to call me. Sincerely, John Q. Public For the address of Business Contractors Etc., you should use the Tab key to move the cursor towards the right side of the screen so that you can have the address pushed over toward the right side of the page. Push the Tab key until the Pos number on the status line reads 5.5". After each line of the address, hit the Enter key. DO NOT USE THE SPACEBAR IN PLACE OF THE TAB KEY! Get into the habit now of lining things up with the Tab key instead of the Spacebar. If you don't, you will come to regret it later. To skip a line, such as between BCE's address and David Johnson's address, just hit Enter. Do not try to use the down-arrow key to skip a line. You can not move the cursor past where you have finished typing text. Type David's address flush with the left side of the page, hitting Enter after each line. When you get to the body of the document, do not hit Enter as you get to the end of each line. Remember, WordPerfect will automatically move the cursor down to the next line. You only need to hit Enter when you finish the phrase, "please don't hesitate to call me," since that is the end of a paragraph. Editing Text Moving the cursor around in the text is the most important part of editing. Try moving the cursor some more. Notice that the cursor can not be moved to where the text has not been typed. To delete text, you should move your cursor to the end of the material that you want to delete, then press the Backspace key until the text is gone. For example, let's say that you made a mistake, and the letter should read "30 widgets" instead of "300 widgets." Move the cursor to the space between the number "300" and the word "widgets." Now press the Backspace key once. The last "0" on the number disappears, and all of the text to the right of the cursor moves one position to the left to fill in the empty space. The Backspace key deletes text to the left of the cursor. Well, as I told you before there is another way to do it. The Del key will delete text underneath and to the right of the cursor. Let's say you suddenly recall that David said the widgets would be here in four weeks instead of three. That might mean that the entire letter is premature, but for now let's just move the cursor to the first letter in the word "three." Now hit the Del key five times. The word disappears. As you can see, the Backspace and Del keys complement each other, one deleting to the left of the cursor and the other deleting to the right. Of course, now we need to insert the word "four." Since the cursor is already in the position that you want the word, you simply need to type the word. The rest of the text will be pushed to the right. What you have just done is to insert text into the document. You were able to do this because WordPerfect was in insert mode. In insert mode, all of the text is pushed to the right of the cursor as you type, so that you don't type over anything. The other mode is called, appropriately enough, typeover mode. In this mode, the text is not pushed to the right as you type. Instead, the text on the screen is erased as you type over it. To change to typeover mode, press the Ins key. Notice that when you do this, the word Typeover appears on the left end of the status line (remember, at the bottom of the screen) as a reminder. Since the Ins key switches WordPerfect back and forth between the two functions when you hit the key, it is known as toggling the mode. Page Breaks Move the cursor to the end of the document using the down-arrow key. Hit the Enter key a number of times and watch the Ln number grow as you get further from the top of the page. The default setting for the length of the page is eleven inches, the standard letter paper size. There is also a one-inch margin at the bottom of the page, so ten inches is the maximum for the Ln number right now. Keep hitting the Enter button until the Ln number reaches 10". As you pass it, some interesting things happen, most noticeably that a solid line appears across the entire screen. Also, Ln resets back to 1" and the Pg increases to 2. What just happened is that, since WordPerfect passed the end of the first page, it automatically moved the cursor onto the second page. The solid line is there to show you the separation between pages. That separation is a code known as a soft page break. NOTE: I will talk about certain codes in WordPerfect being "soft" or "hard" at times. When a code is soft, it means that WordPerfect had to insert the code for the good of the document. You had no control over whether or not the code is inserted. For instance, when you got to the end of the page WordPerfect automatically put in a soft page break. When you got to the end of every line in the body of the letter you just typed, WordPerfect automatically moved the cursor down to the beginning of the next line because you were going to run out of space. What WordPerfect inserted was called a soft return. You didn't tell WordPerfect to cause a return by hitting the Enter key, WordPerfect did it on its own. As I said, any soft code is for the good of the document and can be moved around by WordPerfect if the document needs the code elsewhere. When a code is hard, you yourself have told WordPerfect to put it there, and the code can not be moved by the program. For instance, whenever you hit the Enter key, WordPerfect calls that a hard return because WordPerfect can't erase it on its own, you must delete it yourself. You can force a new page by inserting a hard page break. You can do this by hitting Ctrl-Enter. When you use this keystroke, a double solid line will appear across the screen instead of a single solid line to differentiate it from a soft page break. These hard page breaks can be deleted just like normal characters. More Cursor Movement Now that you've seen what a second page looks like, you should learn about some more keys on the keyboard. The PgUp key will move the cursor to the beginning of the previous page. The PgDn key will move the cursor to the beginning of the following page. The End key will move the cursor to the end of the line. The Home key is a key with many functions. On its own it does nothing, because another key always has to be pressed afterward or in conjunction. Do not hold down the Home key as you press the next key. Here is a list of the uses of the Home key that you need to be aware of right now. Please notice that sometimes the Home key is pressed twice. Home Left-Arrow - cursor moves to the left side of the screen Home Right-Arrow - cursor moves to the right side of the screen Home Up-Arrow - cursor moves to the top of the screen Home Down-Arrow - cursor moves to the bottom of the screen Home Home Left-Arrow - cursor moves to the beginning of the line Home Home Right-Arrow - cursor moves to the end of the line (same as End) Home Home Up-Arrow - cursor moves to the beginning of the document Home Home Down-Arrow - cursor moves to the end of the document The right side of the screen and the end of the line are not always the same thing. Later on you'll find that typed lines can move off the right side of the screen. Let's say you want to jump from one page to another. Hitting Ctrl-Home will bring up the words Go To in the center of the screen. If you type in a page number here and hit Enter, the cursor will move to the beginning of the page number you requested. Ctrl-Left-Arrow and Ctrl-Right-Arrow move the cursor left and right one word at a time. Also, the - and + keys on the number pad only will move the cursor one screen up or down. Please note that this will work only if the Num Lock is off, else the - and + keys on the number pad will simply print the appropriate symbols. If you do not have a keyboard with a separate numeric keypad this function will not work on your computer. Underlining and Boldface There are a number of ways to make portions of your text stand out, the two most common of which are underlining and boldface. let's say you want to underline the word "crucial" in the third sentence of your letter. Move the cursor up to the word "crucial" and erase it. (There is a way to add effects to words already on the screen, but we'll get to that later.) Now hit the F8 key. Notice that when you hit this key, the numbers next to the Pos on the status line change their style. The style is different for every computer system, but whatever style those numbers are means that you are now in underlining mode. Now type the word "crucial" again. Notice that as you type it, the word on the screen is in the same style as the numbers on the status line. This will help you to know at a glance that the text is underlined. When you are through typing the word, hit F8 again to get out of underlining mode. The numbers on the status line return to normal. Now, depending on your type of screen the word "crucial" probably does not look like it is underlined; if you were in graphics mode it would. What if you want the word "crucial" in boldface instead? Well, first of all you have to erase the word "crucial" again. (Note for WordPerfect 5.1 users: No longer will WordPerfect ask you if you want to delete codes; if the Reveal Codes feature is not active, the cursor will simply skip over the codes.) When you finish erasing the word, hit the F6 key. The numbers at the end of the status line will become brighter to signify that WordPerfect is now in boldface mode. Type the word "crucial" again, and you will see the word is brighter as well. To get out of boldface mode, press F6 again. NOTE: Function keys are used quite often in WordPerfect, so much so that only the most commonly used ones are easily remembered. However, you probably need a template that you can place above the function keys so that you can remember what they are used for. There is one located in Appendix I. Copy that page, then cut out the template and tape it above your function keys to help you remember what they are for. All of the text-formatting functions are located in two places: first of all in the Font pull-down menu, and secondly when you press Ctrl-F8. Underline, bold, and a variety of other text functions can be accessed this way. We'll get into the other text formats later. Centering Text Any single line of text can be centered so that it appears directly in the middle of the page. I only recommend doing this with an entire line of text that begins with a hard return from the previous line and ends with a hard return to the next line. Therefore, the line of text should stand alone and not be part of any paragraph. This suggestion can be overridden in certain circumstances, which I will detail when we start talking about justification. As I just said, you should start with the cursor at the beginning of the line. To go into centering mode, press Shift-F6. The cursor will jump to the middle of the line. You can now type in any text you want, and WordPerfect will keep it in the center of the line. When you are done typing the text, you can simply press Enter to jump down to the next line, and the previous line will stay centered. You can also center text that you've already typed. Simply move the cursor to the beginning of the line of text and press Shift-F6. For example, let's say you want to center the line, "Dear David:". Move the cursor to the beginning of the line. Now hit Shift-F6. The line will be centered. To remove the centering marker, simply press the Backspace key and the marker will be erased. NOTE: WordPerfect does virtually everything with codes. These codes tell WordPerfect when to begin and end underlining and boldface, when to switch pages, when to center text, etc. These codes are normally invisible, but are there nonetheless. In WordPerfect 5.1, this was crucial to remember at all times. In WordPerfect 6.0 they've worked out some of the more annoying bugs, so the codes won't interfere with your life that often. When we talk later about the Reveal Codes function we'll discuss how codes work. Tabbing vs. Indenting We have already seen what the Tab key does--it moves the cursor to the next half-inch position on the line. I also gave you a warning to get in the habit of using the Tab key instead of the space bar. Now I'll explain why. Currently, you are most likely using a font called Courier 10cpi, the probable default font. While this might mean nothing to you right now, the 10cpi part of the phrase means that there are exactly 10 characters per inch, and that each character takes up 1/10th of an inch. From the beginning of a line, hitting the Tab key will cause the cursor to move 1/2 an inch, which is identical to five spaces in this font. So right now it would not matter whether you used the Tab key or the Spacebar, since every character is exactly 1/10th of an inch. Later on, when you learn how to use other fonts, the habit of using the Spacebar over the Tab key will become quite a problem. The nicest looking fonts are the proportional fonts. With these fonts, each character takes up a different amount of space. I am using a proportional font in the printing of this book; look at how much thinner the i's are than the o's. In the font that I am currently using, when I hit the Spacebar the space takes up only 1/20th of an inch. The Tab key, however, keeps going at 1/2 inch intervals. Therefore, if you are going to line things up vertically in WordPerfect, you need to always use the Tab key, not the Spacebar, for while the size of the space will vary from font to font, the size of the tab will remain constant. At the beginning of the paragraph in our letter, we inserted a tab which moved the first line to the right one half of an inch, but kept all the other lines against the left margin. The indent key, F4, will move an entire paragraph right half an inch. Move the cursor to the beginning of the body of the letter and delete the sole tab we put there. With your cursor at the beginning of the line, press F4. The entire paragraph is now indented at half an inch. If you were to hit F4 again, the paragraph would be indented one whole inch. The indenting zone goes from where you hit the F4 key to the next hard return. Please delete any indents you have put into the letter. Now that you've deleted the indents, the entire paragraph should be flush against the left side of the screen and the cursor should be at the beginning of the first line of the paragraph. With the indent key we can also make hanging indents, such as those used in a standard bibliography. To do this, first hit the F4 key to indent the paragraph. Now, to bring only the first line back to the left margin and leave the rest of the lines out half an inch, hit Shift-Tab, which is the back-tab key. Viola! The paragraph will now have a hanging indent, and should look like this: Just a friendly reminder about our order of 30 widgets last month. You said that they would be here within four weeks of ordering, yet they have not arrived. These widgets are crucial to the project we are currently working on. Please send the order at the earliest possible convenience. Thank you, and if there are any problems please don't hesitate to call me. Please bring the text flush with the left margin again. You will do this by hitting the Backspace key a couple of times until the text looks as you want it. Shift-F4 is very similar to F4, but it indents the paragraph from both the left margin and the right margin half an inch. Try it, and you will see that the paragraph appears to be compressed towards the center of the screen. Now return the paragraph to the state at which it was originally, simply by hitting the Backspace key to erase the invisible marker that was inserted by WordPerfect. Reveal Codes Every time you put something special into the document, such as underlining or indenting, WordPerfect inserts an invisible code where the feature is supposed to happen. With features like underlining and boldface there are two codes, one to turn the feature on and one to turn it off. With other features, like centering and indenting, WordPerfect needs only one code to turn them on, since they automatically turn off at a given point. For instance, centering ends when the next hard return is reached. The document as you saw it on the screen would be fairly messy if you could see these codes all of the time. However, at times you might need to do this in order to make certain of where the codes are located. To reveal these codes, press Alt-F3 or F11, or select Reveal Codes from the View pull-down menu. You can see that the screen is split in two, the top part of which is your regular document, the bottom half the document with the codes added. Every time you move the cursor, it changes position in both halves of the screen. After all, you are seeing the same document in each window--you are simply seeing different things in the same document. You might want to keep these codes visible for much of the rest of your learning, as it will help you to understand exactly what WordPerfect does when you press certain keys. The codes are easy to understand, but here is a guide to those that you have already used: [Bold on] [Bold off] - Turn boldface on and off [Und on] [Und off] - Turn underlining on and off [SRt] [HRt] - Soft return, hard return [SPg] [HPg] - Soft page, hard page [Tab] - Tab [Lft Indent] - Indent from left margin [Lft/Rgt Indent] - Indent from left and right margins When you choose to reveal codes, the window with the codes is set to take up 25% of the screen. If you press Ctrl-F3, which takes you to the Screen window, and select Reveal Codes Window Percentage, you can change this 25% to increase or decrease the size of the reveal codes window. Changing this percentage will change the size of the window for this document only. If you want to change the size for all future documents as well, after you press Ctrl-F3 choose the Setup option; then you can change the Reveal Codes Window Percentage and it will be the default for every future document. Dates By hitting Shift-F5, or by selecting Date from the Tools pull-down menu, you can Insert Date Text or Insert Date Code into the document. If you insert the date text, it will do exactly that; the text will never change, and it will be editable just like all other text. A date code, however, is a code which displays today's date; this is handy if you have lots of revisions of a document and want to see the date of printing on the first page of every printout. You can also Format the date to many different standards. Undo, Undelete, and Repeat All three of these options are available from the Edit pull-down menu. In addition, Undo is accessible by Ctrl-Z, Undelete by Esc, and Repeat by Ctrl-R. Undo is so useful; in exploring this new program I've already used it at least twenty times. Selecting this option will undo the last major change you made to your document, such as any formatting feature or major deletion. Very handy, keep this at your fingertips, especially if you're not sure what effect something will have on your document. Be aware that Undo remembers only the last thing that you did, and that's a very short memory; if you think you've done something wrong, select Undo right away or when you make more changes Undo will forget just what you want it to undo. Undelete is another function of the Esc key. Any string of text you've deleted is kept in memory until you move the cursor and start deleting more text. By hitting Esc the last deleted string of text will be inserted into the document where the cursor is, and you will be asked whether you want to restore the deleted text or not. This is not to be used as a substitute for moving text from one place to another! Repeat is what used to be on the Esc key, for WordPerfect 5.1 users. Press Ctrl-R and you will be confronted with the number 8. You can change this number by typing in your own number; if you then hit Enter that number will be used as the default from then on. After hitting Ctrl-R, any character you select on the keyboard (other than a numeral) will be inserted into the text the number of times selected. This is useful only if you need a long line of characters. DISK USAGE Whenever you finish working on a file, you need to save it to a disk or the hard drive so that you can recall it later. You can store it on either your hard drive or a floppy disk. In this section we will work with manipulating files on the disk. Listing Files I'm going to deal with working with the hard drive, the C: drive. However, all of this works exactly the same way if you want to use a floppy disk in the "A" or "B" drive. Hit the F5 button. A window should pop up in the middle of the screen. In the center of the window is the current default directory, the directory where WordPerfect will first go to search for files. (You had the option to change this when you installed WordPerfect; later on we'll learn how to change it again.) Currently this default directory is probably either C:\WP60DOCS or C:\WP60. Any time you save or retrieve files without specifying a directory, this is where WordPerfect will go first. I have all of my documents in a directory called C:\ERIKFILE. If I simply wanted to look at this directory, I could type C:\ERIKFILE and hit Enter or hit F5 again. However, we might want to change the default directory to C:\ERIKFILE. To change the default directory, hit the "=" key immediately after hitting F5. A new window will pop up onto the screen. Here you can type in the new default directory and hit Enter. For the rest of your WordPerfect session the default directory will be whatever you typed in. To reiterate briefly: Hit F5. Hit = if you want to change the default directory. Type the name of the directory you want to look at and hit Enter. If you changed the default directory, you will need to hit Enter a second time. For now, change the default directory to C:\WP60 and hit Enter twice. By the way, these functions are also available in the File pull-down menu, under the selection File Manager. The display will clear, and you will see a screen with a list of files on the left with a list of options on the right. Notice that some of the options are bright-colored and some of them are dark colored. This is how WordPerfect distinguishes between options that you can use at the moment (bright) and options unavailable to you (dark). Elsewhere on the screen you will see the date, time, current directory, how much space there is left on the disk, how much disk space is being used by the C:\WP60 directory, and how many files are in the directory. Right now, simply hit the Esc key to get back to your document. NOTE: The Esc key is the cancel key. Hitting Esc will cancel most functions and get you back to the document editing screen, although you might have to hit it more than once. Use it whenever you have to get out of a function, especially when you regret having gone to the function in the first place and wish WordPerfect to ignore whatever changes you might have made. Whenever you hit F5, you'll notice a number of other options in the File Manager window. Redo simply means "do it," list the files of the directory that you've entered. QuickList allows you to see the files in the default directories (which we'll look at later) for files such as your personal documents, your graphics files, your macro files, etc. QuickFinder we'll look at in a few pages. The Directory Tree is quite useful, however. If you choose this option you'll be given a list of the directories on your hard drive; using the up- and down-arrow keys you can move to the directory you want to look at, then press Enter. This is a very useful function if you've forgotten the location of your file. Saving Your Document When you are in your document editing screen, press F10. A window in the middle of the screen will pop up; you'll notice it looks very similar to the window you were shown when you listed files with the F5 key. (Alternately you can use the Save As... function in the File pull-down menu.) If you had saved the document before, the name and path (the directory) that you had used would appear next to Filename. However, since you have not saved your letter yet the Filename box will be empty. Now type the name of the file as you want it saved, in eight letters or less. For now, please call the file EXAMPLE. The hit Enter. After a few moments the document will be saved in the C:\WP60 directory. (It will be saved in this directory only because a few moments ago you changed the default directory to C:\WP60.) If you had wanted to save the file in another directory, you would have had to precede the name of the file with the path, i.e. c:\erikfile\example. Once you save a file, the name and path of the file are displayed toward the top of the screen in the center. Any time you want to save the file from here on out, when you hit F10 the name of the file will automatically appear in the window, so all you have to do is hit Enter in order to save the file. WordPerfect will, however, ask you whether or not you want to replace the old file every time you do this. If you want to bypass these steps completely, and just save the document under the name already given to it, either hit Ctrl-F12 or select Save from the File pull-down menu. Tip for the future: remember that if you change the name of a file, the old file will still exist under the old name, and you have to erase it manually in order to get rid of it. Again in the F10 window there are a number of options, two of which we have looked at before: File List and QuickList. Format allows you to change the format in which you save the file. It is normally, of course, set to WordPerfect 6.0, but you can also save it as a previous version for WordPerfect (for transport to other computers that aren't on the leading edge of technology) or in the format of a competitor's program, such as Microsoft Word for Windows or WordStar. Ignore Code Page unless you are writing a document in a foreign language; it will allow you to change the default character set used for the document. Password allows you to set a password on any WordPerfect document; you can't open the document unless you know the password. In WordPerfect 5.1 the encryption of the password was amateuristic, at best, and the password could be easily deduced with many available programs; it appears, however, that the encryption is much better in WordPerfect 6.0, but don't take my word on it. If you choose Setup you'll be able to set the default format for saving the file (completely useless). However, you can also choose whether WordPerfect will save its files in Fast Save format. You'll certainly want to have this feature off; it will affect how fast WordPerfect performs other tasks, such as printing your documents. Manipulating Files Press F5 twice to get a listing of the C:\WP60 directory again. Notice the dark blue bar on the left side of the screen. You can move this bar, called the selection bar, by pressing the up- and down-arrow keys. The files on the screen should be in alphabetical order, so move the selection bar down until it is highlighting the file called EXAMPLE. You'll notice that all of the options on the right side of the screen are now available to you. Let's go through these options one at a time. 1. Open into New Document - This will bring into memory the file that the selection bar is currently highlighting. If you already have a document in memory, the file will be opened into a new document window, so that it won't interfere with the current document. In a few pages we'll learn about handling multiple documents. 2. Retrieve into Current Document - If you want to insert a file into your current document, use this option. The highlighted file will be inserted at the spot at which your cursor is located. 3. Look - This allows you to examine the selected file without loading it into memory. You can not edit or print a file that you are looking at with this option. When you look at a file, you can move through it using all of the regular cursor movement functions, such as the arrow keys. When you are looking at a document, options listed at the bottom of the screen will let you move to the previous or next document in the file list, open the document, delete the document, mark the document (we'll get into that in a bit), scroll quickly through the document, or search for a certain text pattern. 4. Copy - When you choose this option a window at the bottom of the screen will ask you where to copy the new file to. Enter the new name of the file. For example, if you wanted a new copy of the EXAMPLE file called LETTER, you would type in LETTER and hit Enter. You would then have two identical files with different names, which is handy if you wanted to edit a file while keeping a copy of the original. If you had preceded the name with a different path, the file would be copied to that directory. 5. Move/Rename - This allows you to rename the selected file. If you press this, a window will pop up asking for the new name of the file. You then simply type in the new name and WordPerfect changes it automatically. 6. Delete - This will erase the currently selected file. You will be asked for confirmation before the file is erased, and you should hit "Y" or "N". 7. Print - This will print the selected file to the default printer. I strongly discourage using this option, as you should always load a file into memory first before you print it to allow WordPerfect to format the document for the computer and printer, if necessary. If you only have one computer and you only use your own computer, and presumably no one else uses yours, you should have no problems with this option. 8. Print List - This prints you out a listing of the files. 9. Sort by - This option brings up a window identical to the Setup option in the lower right corner. On the left side of the screen is a list of ways in which you can sort the files. In Display List Mode I suggest keeping this at DOS Filenames. There is a way in which you can add a description to the filename, but this is quite clumsy to use. Descending Sort will reverse the sort order. WP Documents Only can be on; it saves you from having to look at non-WordPerfect files. It should be off if you need to retrieve documents from other formats. In addition, it takes more time to list the files if this option is on. Compressed Print for List simply tells your printer to use a smaller font when printing a file list. E. Search and N. Name Search are two sides of the same coin. Search allows you to type in a few letters, and it will search for any filename with that text pattern. Name Search is an interactive searching mechanism, and is very useful if you have a lot of files in one directory. As you type each letter, WordPerfect moves the selection bar to the first file it finds with those letters at the beginning of the filename. For example, if you hit "W" WordPerfect goes to the first file beginning with a "W". If you then hit "A", WordPerfect moves to the first file beginning with "WA". * (Un)mark - By hitting the asterisk you can mark a number of files. Then any command you choose will be executed on all of the marked files, such as Delete or Print. The asterisk will mark an unmarked file, and unmark a marked file. Hitting Home * will mark or unmark all of the files. The Find Option The Find option is the most useful and complex of the options available to you in the File Manager window. What this does is to help you find a specific file that you've forgotten the name of by narrowing down the number of files that are displayed one step at a time. If you choose the Find option, you will see a list of search types that you can perform. Once you choose the search type, WordPerfect will scan all of the files, and then display all of the files that match the search. You can then narrow down the field even further, and keep doing so until you figure out which file it is that you need. Here are the search types: 1. Name - Searches for the text pattern in the name of a file. 2. Document Summary - Searches for text in the document summaries of the files, something which we have not gotten into yet. 3. First Page - Searches the first page of every document for a text pattern that you enter. 4. Entire Document - Searches the entire file, not just the first page. 5. Conditions - This allows you to specify a number of the above conditions at once, including the many fields in the Document Summary, which we will get into later. 6. QuickFinder - The QuickFinder is not only hard to explain, it's hard to do. Its uses are obscure, and I can see little purpose in it. Basically, the QuickFinder allows you to set up certain indexes of files; WordPerfect will automatically generate these indexes when you tell WordPerfect what files to search through and what common text it can find in each file. For example, if you had a number of letters in your directory addressed to Tom Jones you could create an index of all of those letters. Then when you selected QuickFinder you could choose this index, thus allowing you to see only those files with letters sent to Tom Jones. Use the reference manual if you wish more detail in using this function. 7. Undo - Cancels your last search and resets the file list to what was displayed before the last search. Find a Document on a Disk 1. Press F5. 2. Press F5 to accept the directory that is being displayed. If you wish to enter a new directory, do so and press Enter. 3. Press F, 4. 4. Enter the word or phrase you wish to search for and press Enter. The search will now go through all of the files in the directory. A list of the files in which the word was found will be displayed. 5. If you want to narrow the files down further, go to step three. Working with Multiple Documents This was very simple in WordPerfect 5.1. You could only have two documents open at a time, and could switch between them with Shift-F3. Well, forget about using Shift-F3 anymore, unless you only have two documents open and just want to switch between the two of them. Now in WordPerfect 6.0 you can have up to nine documents open at a time, depending on the amount of memory available. We talked earlier about opening new files into new document windows. Any time you open a new file it will be opened into an unused document window. If all nine windows are being used, WordPerfect will not let you open a new document. You can switch between any of these files by hitting F3. A list of all nine document windows will be displayed, including the name of the file in each one. Press the number of the document you want to switch to. The Window pull-down menu contains all of the commands that you need to work with the different documents; these commands are also accessible by hitting Ctrl-F3, the Screen window, and choosing the Window option. Most of these are completely useless, when you consider the ease of switching between documents with the F3 key. Minimize, Frame, and Maximize allows you to size the current window; Frame allows you to have a very large window to work with, while also giving you much information about the current file. Tile will display all of the current documents in different, albeit small, areas of the screen; switch between documents with the F3 key or by pointing at the window with the mouse. Cascade will stack the current windows a little off center, so that a small portion of each one is visible. This allows you to switch between relatively large document windows at ease by selecting them with the mouse. Next and Previous will cycle through the document windows. Switch to... is simply an alternate way of accessing the F3 function. Exiting WordPerfect While you are in your document, you can exit out of the document by hitting F7 or selecting Exit from the File pull-down menu. A window in the middle of the screen will ask you whether you want to save the file or not, and a message will tell you if the document has been modified since the last time you saved it. If this is the last document that you have opened, you will be asked whether or not you want to exit WordPerfect. If you do, you will be returned to DOS. If you do not, you will be sent back to a blank screen. Selecting Cancel will return you to your document. To exit WordPerfect quickly when you have a lot of documents open, hit Home F7 or select Exit WP from the File pull-down menu. WordPerfect will list all of the open documents, asking if you want to save each of them, and will then exit you out of WordPerfect. I discourage you from using this function; mistakes are awfully easy to make. F7 will serve all of your needs. Translating from Other Programs HUMBIRD.WPG Calling up a file from WordPerfect 5.1 is a snap; you just retrieve it, and it's automatically translated. Make sure you remember that once a file is translated to WordPerfect 6.0, it is a permanent change, and a WordPerfect 5.1 program will not be able to read a WordPerfect 6.0 file. In fact, WordPerfect will convert text from virtually every common word processor currently on the market. If you try to retrieve a file in a format other than WordPerfect, the program will automatically determine which word processor created the file. You will be able to change the settting in case WordPerfect mis-identifies the file. Notice this is true for both text and graphics; if you try to import a graphic that is not in WordPerfect format, it will automatically be translated for you. The converse is true as well; you'll notice that when you save a file, there is a Format option. If you change this option, you can save your document in the format of another word processor for easy transport to another program. There is also a companion program in the WP60 directory called CV.EXE, which you can use to translate documents from any word processor format to any other word processor format. The Shell You can access the Shell window by hitting Ctrl-F1 or by selecting Go to Shell from the File pull-down menu. The two most important commands on this menu are Go to DOS and DOS Command. Go to DOS takes you momentarily out of WordPerfect and puts you in a dos "shell" that lets you act as if you were in DOS without exiting from WordPerfect. When you are done, type exit to get out of the shell and back to WordPerfect. DOS Command lets you type in a single command that you would like WordPerfect to execute from DOS. If you installed the complete shell program when you installed WordPerfect, you can use the shell to switch between programs created by WordPerfect Corporation, as well as numerous other popular software packages, allowing you to copy items from one program (such as figures, charts, etc.) onto a number of different clipboards. WIZARD.WPG CHANGING FONTS AND STYLES There are many ways to make your text look different, so that it will stand out from the other text on the page. We have already examined the two most common ones, underlining and boldface. Let's take a look at all the rest. There are more ways to access these features than I want to try to count, but first let's start by making sure the Ribbon is turned on. The ribbon is simply a line across the top of the screen, directly underneath the pull-down menu, which allows you easy access to many of the features that we will be discussing in this section. Go to the View pull-down menu and make sure there is an asterisk next to Ribbon. If not, select Ribbon so that the ribbon is activated. I'll explain the various features of the ribbon as we go through the rest of the manual. Hint Ctrl-F8 and you will be presented with a window full of options; this is called the Font window. Alternately, choose Font from the Font pull-down menu. Font The font is the first option in the Font window, and it is the most important thing that you will select when using WordPerfect. (It is also accessible from the ribbon; the font and font size options are the last two to the right of the ribbon.) If you select this option from the main menu you will see a list of all of the fonts available to you, which will depend on the type of printer you have. The font is simply another name for the typestyle of the letters on the page. Here are some tips for choosing a font: 1) If the font has the letters cpi after the number, that means it is a non-proportional font. The number is the characters per inch of the font, and the larger the number, the smaller the font. 2) If the font has a number after it but not the letters cpi, this means that the font is proportional. The number is a representation of the size of the font, measured in points (abbreviated pt). The larger the number, the larger the font. 3) If the font has no number after it, this means that it is a proportional font and you can scale the font to whatever size you want, within limits. Each font looks completely different from the others. This document was originally printed with Roman-WP 12pt, and the header on each page was printed with Universal 7 pt. That is, as long as whoever printed out this document used an HP Laserjet III, since that is the type of printer I was using when I programmed the fonts and styles. Reformatting a document for a new printer causes WordPerfect to find substitutes for all the fonts it can't handle. Once a font is turned on, it will remain the font until a new one is turned on. If you are in graphics mode, as you select each font a box at the bottom of the window will show you what the font will look like. Next to the font you can select what Size you want the font to be; if you've chosen a font with only one size, such as Courier 10 cpi, this option will be unavailable to you. Notice that if you simply select the option, or click the mouse in the small window showing the number, you'll be able to type in whatever number you like. However, if you click the cursor on the arrow to the right of the number, some of the most common sizes will be displayed for you to choose from with the mouse. The sizing of the font is somewhat different from the fourth option in the Font window (skipping the third momentarily), the Relative Size, also accessible from the Font pull-down menu under Size/Position. Selecting any one of the six options available to you there will create a size somewhat relative to the base font. For instance, Extra Large is set at 200% of whatever the size of your base font is. If you wish to change any of these default percentages, you can do so by choosing Setup from the Font window. This setup feature can also be useful for telling WordPerfect when you've bought new cartridges for your printer or purchased disks of soft fonts, fonts that you buy, which are created by other people, and are accessible by WordPerfect. An added word about WordPerfect 6.0 fonts; those of you familiar with WordPerfect 5.1 might notice that you suddenly have a font or two available for your printer that you didn't have before. These fonts are graphical fonts, created to work with your printer to print graphical images that resemble text so that your printer can print fonts previously unavailable to you. You can tell these fonts because of the word "Speedo" in it, or frequently "WP." These fonts can look very nice if you have a dot-matrix printer, but they take a heck of a long time to print and use up much of your printer ribbon, so use these fonts sparingly. Appearance The third and fifth options from the Font window allow you to change the appearance of the text. Please be aware that all of these might not work with your printer. Each one is self-explanatory but for the redlining and strikeout features. Redlining is a way of highlighting text which has been changed from the most recent edition by a vertical bar running down the left edge of the page; this is common in government and law documents. (If you have a color printer, the text will be in red.) Strikeout is exactly that; any text that you wish to be "struck-out" will have a row of X's printed above it. You can change the characters used for both redlining and strikeout; we'll learn about those later. All of the nine appearances listed are also directly available from the Font pull-down menu, and italics can be accessed with Ctrl-I. Superscript and subscript text can also be accessed from the Font pull-down menu under the Size/Position feature. By the way, the sixth option, Underline, lets you choose whether or not you want spaces or tabs to be underlined. In addition, if you have a color printer the Color option at the bottom of the page lets you change the color of the text. You can create Custom Colors by mixing percentages of red, green, and blue, and you can choose a percentage of a certain color in order to make the text look lighter. HOTAIR.WPG BLOCKING TEXT One very useful function when it comes to working with text is making a block. A block is simply a set of boundaries you define that encases a range of text. You can then do so many thing to the block of text that I'm not even sure I can list them all. To start a block, position the cursor where you want the text block to begin. Remember, you can move the cursor to the new location with either the arrow keys or by moving the mouse and clicking the left button. The tried and true method is to then hit the Alt-F4 key (or the F12 key), or to select Block from the Edit pull-down menu. You will then see on the left side of the status line a message which says Block on. This is your notice that you are in block mode. Now move your cursor to where you want the block to end. Depending on what type of monitor you are using, you will probably see the text in the block change color or become brighter. Once you've finished moving the cursor, the block is defined. Do not hit Alt-F4 again. If you do so you will turn off the block. A much better way to define a block is with the mouse. Use the mouse to position the cursor where you want the block to begin; click the left button and the cursor will move to that location. Now press and hold the left mouse button; while holding that button down, move the mouse to where you want the block to end. Don't worry if the end of the block is off the screen; as you move the mouse above or below the text editing window the screen will scroll up or down, allowing you access to the rest of the document. Once you've got the block defined just as you want it, release the mouse button. Do not hit the mouse button again. If you do you will turn off the block. By using the mouse to define your blocks, you will save yourself a lot of time and effort. By the way, double-clicking on a word will block that word; triple-clicking on a sentence will block that sentence; quadruple-clicking on a paragraph will block that paragraph. If you're experienced with computers you'll quickly see the drawback to using the mouse. If you use Alt-F4 and you've defined your block, but suddenly you realize that you want to include a few more lines, it's no problem; all you have to do is move the cursor down some more with the arrow keys and the block will be extended. With the mouse, once you've defined the block that's it; if you hit the mouse button again the block will disappear. Well, there are two ways around this. First of all, when you've finished defining the block with the mouse you can still use the arrow keys to extend the size of the block, just as if you had used Alt-F4. Secondly, if you hold down the Shift key and click the left mouse button further down in the editing screen from where the block is defined, the block will simply extend to that point. This can be very useful if you want to block off a huge amount of text, such as a number of pages. You can begin the block in one location, use the Page Down or Ctrl-Home keys to go to the next location, and then press the left mouse button while holding down the Shift key. When you have a block defined, there is no limit to the attributes of the blocked text you can change. For example, if you have a block defined and hit F8, the underline key, the text inside the block will be underlined. This saves you from having to delete and retype text if you later decide that you want it underlined. If you hit Backspace or Del the blocked text will be deleted. If you press F6 the text will become boldface. One function that we haven't discussed before: if you hit Shift-F3 while a block is on, or select Convert Case from the Edit pull-down menu, you can change the case of the text in the block to uppercase, lowercase, or to have the first letter of each word capitalized. Virtually anything that you can do to text can be limited to the blocked text. As soon as you change an attribute of a block, the block will turn off since it has fulfilled its function. (One of my wishes for WordPerfect 6.1 is that the block doesn't turn off when you change an attribute, since many of us like to change more than one attribute of a block of text at a time.) Many of the commands that I go over in the future will have different functions depending on whether a block has been defined or not, and I will be careful to explain those differences. DISPLAY MODES AND FUNCTIONS There are four display modes available to you; each one presents you with a different way of looking at your document. The four modes are Text Mode, Graphics Mode, Page Mode, and Print Preview Mode. When we talk about printing we'll discuss Print Preview Mode. The other three modes are accessible either from the Screen window, by pressing Ctrl-F3, or from the View pull-down menu. Text Mode is the fastest of the three modes, and should be your choice for 90% of your typing. The text appears as it did in WordPerfect 5.1, as simple characters on the screen, the display of which bears no relation to what is printed out in the document. Underlining does not look like underlining, graphics images are not displayed, and when fonts change you simply can't tell. These are good trade-offs for speed, however. If you compare the amount of time it takes for WordPerfect to rewrite a screen after hitting the PgDn key in text mode and in graphics mode, it's simply no contest; the text mode will win every time. It's also much easier to read the text in text mode, since graphics mode can only give you an approximate depiction of what the letters will look like when they are printed out. Graphics Mode is for when you've entered in most of the text of a document, and are trying to get it to look just right before you print it. If we were to make a percentage scale, I'd say that the average user should use text mode during the first 90% of the time it takes to go from start to finish in a document; graphics mode should be used from 91% to 98%. In graphics mode, when you want to change certain lines of text to be bigger or bolder, you can see it happen and you can see its effect on other lines of text. You can instantly see the difference between left and full justification, and you can decide whether a proportional or non-proportional font is best for your uses. So as you're getting ready for printing, graphics mode will help you take those final steps in making a document look professional. It is much slower than text mode, though, so you have to accept it as one of the evils of a "what-you-see-is-what-you-get" format. This is one of the reasons that I am so impressed with WordPerfect 6.0, that you can switch back and forth between the two modes at the touch of a button. By the way, sometimes there will be options that you can only utilize in graphics mode; specifically, options such as Font allow you to see the resulting font as you change it. You must be in graphics mode in order to take advantage of these "preview" features. However, there is no command that you can execute in graphics mode that you can't execute in text mode, and vice versa. In graphics mode, you have the ability to zoom in on your document, making the text larger or smaller to your eye so that you can see more or less of the document at one time. Switch to graphics mode, and look at the far left side of the ribbon, right below the word File on the pull-down menu. You should see a small window that says Marg. This means that graphics mode is displaying your document in the magnification necessary to have all of the text between the left and the right margins on the screen. This is usually the best magnification to type in, since it allows you to see a lot of the document while making the text still readable. If you click the mouse on the arrow to the left of this small window, you will notice a number of percentage options; if you choose one of these, the magnification of the text will grow or shrink appropriately. If you choose Wide, you'll be able to see the entire page across, from the left edge of the paper to the right edge of the paper. If you choose Full you'll get a view of the entire page, top to bottom and left to right. If you don't have the ribbon turned on, you can access these options from Zoom in the View pull-down menu, or from the Screen window by hitting Ctrl-F3. Page Mode is a step up from graphics mode, and should be used for the last few moments of document editing before printing. You can edit the document just like in graphics mode, but the headers, footers, footnotes, page numbers, and all of the extras that aren't normally present in graphics mode or text mode are visible. Display Features All of the display modes and zoom percentages are accessible through the Screen window by hitting Ctrl-F3. All of the options displayed in the Screen window we've discussed before, except for Line Draw; that we'll get into when we discuss graphics. One very useful function from the Screen window is Rewrite, located at the bottom center of the window. Sometimes when you are in graphics mode, less often in text mode, the screen will become messed up; the display won't show what the document contains. This is easily resolved by choosing Rewrite; to access it, all you have to do is hit Ctrl-F3 and hit Enter. Earlier I asked you to turn a number of functions on; now I'm going to explain some of those. Under the Window pull-down menu, I asked you to make sure that Frame mode was on. When this is activated a title bar appears just above the text editing window and two thin grey bars appear on the far left, right, and bottom sides of the screen. (It looks slightly different in graphics mode.) With the mouse, if you click on the dot on the left side of the title bar you will be able to save and exit out of the document. The up and down arrows on the right side of the title bar access the Minimize and Maximize functions respectively. The thin grey bars on the left and right side of the editing screen, as well as at the bottom of the screen, allow you to move and resize the editing window. If you move the mouse to any of the four corners of those grey bars, then press and hold the left mouse button, you can move the mouse to resize the window. When the new window is the size you want, release the mouse button. Try it yourself, you'll only understand how it works if you do it a few times. The bars themselves on the left, right, and bottom of the screen also let you resize the window, but only in the direction perpendicular to the bar. I know that sounds complicated, but it's not. Move the mouse to the bar on the left side of the screen, then press and hold the left mouse button. You'll only be able to move the mouse in one direction, and that direction is right. Similarly, the bottom bar lets you resize the window upward, and the right bar lets you resize the window to the left. The upper bar doesn't let you resize the window, but rather it lets you move it around on the screen. If you've resized the window to anything less than its full size, then you can click and hold the left mouse button on the upper grey bar and move the window around on the screen. Just inside the thin grey framing bars on the bottom and left side of the screen are the vertical and horizontal scroll bars. Each scroll bar works in the same manner, but let's just concentrate on the vertical scroll bar on the right side of the screen, since you'll use this much more often. Notice that the bar is mostly dark grey; other than the dark grey, there is an arrow at the top and bottom of the bar and a small box of light grey somewhere in the middle of the bar. (To see this most effectively, you need to have a large document in memory. If you have no long document yet created, press Shift-F10 and type C:\WP60\CHARMAP.TST, then press Enter.) If you click the mouse on the arrow pointing down at the bottom of the scroll bar, the cursor will move downward in the document. Click the arrow at the top of the bar and the cursor will move up. Notice that as you do this the light grey box moves. That's because the whole dark grey bar is a representation of the length of the document, and the light grey box's location on that bar represents where your cursor is in the document. So if the light grey box was about a third of the way down the bar, your cursor would be a third of the way into the document. If you move the mouse on top of the light grey box and press and hold the left mouse button, you can manually move this box anyplace on the dark grey bar. This will correspondingly move the cursor to the appropriate place in the document. This is the single fastest way of moving great distances in your document. If you click the mouse on the dark grey bar anywhere above or below the light grey box, the box will move in that direction by one screenful of text. JEEP.WPG Any of the changes you make, such as turning on Frame mode, will only affect the document you are currently editing. If you want to make these changes permanent, so that every new document you create automatically starts out in Frame mode, hit Ctrl-F3 to get to the Screen window and then choose Setup. (Alternately, select Screen Setup from the View pull-down menu.) The options appropriate to what we're doing are in the Screen Options and Window Options. Every single one of these options, except for Outline Bar, should be on, although you can certainly set it up as you like it. Notice that for many of the options you can turn it on for graphics mode, but keep it off in text mode. The Button Bar With everything that you have turned on, you should have the pull-down menu at the very top of the screen. Directly underneath that should be the ribbon. Underneath that is the button bar, followed by the title bar and the text editing window. The button bar is your most powerful ally in accessing features quickly and easily. As we discuss setting up the button bar, we'll talk about numerous functions that we haven't gotten to yet. When we learn more about these functions you'll want to return to this section to decide whether those are functions you'll want to be able to access quickly. Basically, the button bar is simply a list of the most often used functions. By moving the mouse and clicking on a function on the button bar, you can access that function far more easily than trying to remember what function key to hit, or perusing through the menus to find that function. You can configure your button bar to have whatever features you like. There is no limit to the number of features you can put on your button bar, but only a certain number can be displayed on the screen at any given time; any function that can't be displayed right away is therefore less useful. In text mode you can display six functions on the button bar at a time, in graphics mode thirteen; if you have more functions than are displayed, you can view them by clicking on the arrows to the left of the button bar. Select Button Bar Setup from the View pull-down menu. You will given three options, Edit, Select, and Options. Let's first go to Options. You'll see that you can put the button bar on any side of the screen you wish, and that you can choose whether each function on the button bar should display just text, just a picture, or both text and a picture. (Whether you choose to display a picture or not will not affect text mode at all.) I find having a button bar on the top of the screen, with both a picture and text, the most convenient way of setting up a button bar. However, the options you choose will directly affect the number of functions that can be displayed on the screen at any one time. For instance, if you're in text mode and you choose to have the button bar displayed on the left or right side of the screen, you can increase the number of functions displayed from six to twenty-two. That's a mighty big temptation for a lot of people. However, putting the button bar on the side of the screen will decrease substantially the width of your editing screen. Here are the number of options you can display at a time with each of the setup combinations, in each mode. (For the chart's purposes, left and right sides of the screen are identical, and top and bottom of the screen are identical.) Text Mode, Top of Screen 6 Text Mode, Left of Screen 22 Graphics Mode, Top of Screen, Picture and Text13 Graphics Mode, Top of Screen, Text Only 12 Graphics Mode, Top of Screen, Picture Only17 Graphics Mode, Left of Screen, Picture and Text10 Graphics Mode, Left of Screen, Text Only17 Graphics Mode, Left of Screen, Picture Only16 If you're going to keep your button bar on the top of the screen, you'll want to keep your most important functions in the first six slots on the button bar so that they are immediately accessible in both text mode and graphics mode. (For instance, the sixth button on my button bar is Graphics Mode, so that I can switch to graphics mode quickly.) Once you select the options you want, go to back to the View pull-down menu, choose Button Bar Setup, and choose Select. When you choose Select, you'll see a number of pre-made button bars available for you. (You can only display one button bar at a time, so choose wisely.) Each one of these button bars comes with a certain number of functions already selected on them. For normal word processing, I suggest selecting the WPMAIN button bar; it has most of the functions that you use most frequently. Of course, what you really want to do is set up the button bar to your own specifications. You can choose the Create option from the right side of the screen to make your own button bar, but what I suggest doing is moving the selection bar over WPMAIN and choosing Edit. This then gives you a template of options to start out with, and you can alter the template as you wish. For now, however, since you don't yet know what functions you want on the button bar, let's create one from scratch. Choose Create; when prompted for a name, type in anything, possibly your own name. You'll then be moved to the Edit Button Bar window. The options listed along the right side of the window are very important. If you choose Add Menu Item, the pull-down menu will be highlighted. You can move around in the pull-down menu and select any option listed. When you select the option, it will be moved onto the button bar. When you're done selecting menu options, hit F7. If you choose Add Feature, practically all of the WordPerfect 6.0 commands are listed for you alphabetically. You can then choose from this list, and again they'll be moved onto the button bar. Add Macro, obviously, allows you to insert a macro onto the button bar, be they pre-made macros or macros you've created. (We'll learn about macros much later.) Add Button Bar is a point of philosophy more than function. You see, any of the button bars you create can themselves be turned into functions to put on the button bar. Let's say I was in a mode that allowed me thirteen visible functions on the button bar. I could then create thirteen different button bars, each with thirteen functions on it. (Actually, make that twelve functions; you'd need a function on each button bar to get back to the main button bar.) My main button bar could then allow me instant access to all thirteen of the other button bars, each with twelve functions on it, thus allowing me almost instant access to 156 different functions. A lot of people I know like to do this; personally, I find it a load of nonsense. As I've said, the button bar is useful only because it gives me instant access to a function. If I have to go through another step first, then it saves me no time. I might as well take the half-second necessary to remember what function key or pull-down menu has the feature I'm looking for. FISHTROP.WPG TEXT FORMATTING - LINE FORMAT There are a number of ways to change the appearance of your document. These are listed on a menu which you can get to by hitting Shift-F8. There are seven options to choose from. We will go through these one at a time. First of all, select the Line option from the Format menu. Alternatively, select Line from the Layout pull-down menu. Tab Stops As I have said, Tab stops are set every half an inch. However, these can be changed with the Tab Set option, the first option from the Line Format window, also accessible directly from the Layout pull-down menu. You can also access the Tab Set option by hitting Ctrl-F11. When you choose Tab Set you will be faced with a variety of options at the top and the bottom of the screen, with a window showing the text of the document between them. At the top of the screen is a ruler showing where the tab stops are currently located in relation to the measurements, as well as in relation to the text in the center of the screen. The L shown every half an inch means that when you hit Tab, the text you type will come after the Tab stop, i.e. the tab stop will be on the left side of the text. This is what we consider a normal tab stop, but there are other kinds as well. If you move the cursor along the ruler and press C, the Tab stop will be put in the middle of the text, so that the text will be centered around the tab stop. Hitting R will align the text so that the tab stop is the right of the text--the text will move out to the left of the tab stop. A D will align the characters to the first period or decimal point that you type, which is very handy if you're trying to line up numbers. In the lower left corner of the window is a choice between Absolute and Relative tabs. Relative is the default, which means that all tab stops will be executed relative to the left margin. As the left margin moves, so do the tab stops. If you don't want the tab stops to move as the left margin moves, choose Absolute, when all of the tab stops will be executed from the left edge of the paper. When the cursor is located directly under a tab stop, you can press Del or select the Clear One option to delete the tab stop. By selecting Clear All you will delete all of the tab stops. Pressing Ctrl-End will delete all of the tab stops to the right of the cursor. If you select the Dot Leader function when the cursor is underneath a tab stop, a dot leader will be attached to that tab stop. This means that when you Tab out to that stop, a row of periods will extend out to that tab stop. The Repeat every... function will place a tab stop where your cursor is located, and add an additional tab stop at every interval you enter. NOTE: Remember, when you change tab stops, justification, or anything else in this section, a code is inserted into the document telling WordPerfect that the feature you changed is to begin where the cursor was located. Therefore, if you move the cursor to a place in the document before the code was inserted, the new tab stops (justification, whatever) will not be in effect. This is why many of these codes are put right at the beginning of the document, if you want them to be in effect for the entire document. Now that we've learned how to set tab stops, let's briefly learn how to bypass them. For instance, let's say you desperately need a center tab stop in a location where there is a left tab stop, but you don't want to go through the trouble of changing the tab stops and then changing them back again. In WordPerfect 6.0, this is simple. Well, not simple, but it's a lot easier than changing the tab stops. Here are a list of all of the stand-alone tab codes, also known as hard tab codes; make a note that a list of these are accessible by hitting Shift-F8, 6, 7. Home, Tab - Hard left-aligned tab Home, Home, Tab - Hard left-aligned tab with dot leader Home, Shift-F6 - Hard center-aligned tab Home, Home, Shift-F6 - Hard center-aligned tab with dot leader Home, Alt-F6 - Hard right-aligned tab Home, Home, Alt-F6 - Hard right-aligned tab with dot leader Ctrl-F6 - Hard decimal-aligned tab Home, Home, Ctrl-F6 - Hard decimal-aligned tab with dot leader Justification Justification is the second option from the Line Format menu. It is also accessible directly from the Layout pull-down menu, or from directly in the center of the ribbon at the top of the screen. Justification is how the lines of a document are aligned on the paper. Standard documents are left-justified, which means that all of the lines are aligned with the left margin. If you choose the Justification option, you will have five types of justification to choose from. I just told you what left justification is. If you choose center, all of the lines in the document (after where the code is inserted, until you change the justification to another setting) will be centered. This is more effective than Shift-F6 if you want to center more than one line, because Shift-F6 only centers one line at a time. Right justification, of course, will align everything with the right margin. Full justification aligns everything to both the left and right margins, which is what you see in this document. Full justification looks really nice when you're using proportional fonts, like the ever-popular Times-Roman or Helvetica, but rotten if you're using a non-proportional font, like Courier. With non-proportional fonts I recommend left justification. (If you remember our discussion earlier, proportional fonts let each character be a different size, while in non-proportional fonts each character is the same size.) Full justification is intelligent, though; it will not justify the last line of a paragraph, thus preventing something less than a full line from being stretched out from margin to margin. If for some reason you want this to happen, or if you want the effect of a title where the letters are spaced out evenly across the entire page, you want to select the Full, All Lines option. Turn on Justification 1. Position the cursor where you want the justification to begin. 2. Press Shift-F8. 3. Press 1, 2. 4. Choose the type of justification you desire. 5. Press Enter, Enter. Of course, you've been using justification all along. Every time you pressed Shift-F6, centering a line at a time, you were using a type of justification. Sometimes you want to justify only one or two lines, instead of a whole range of text. Just like center justification is accessible, one line at a time, from Shift-F6, right justification is also accessible, one line at a time, with the Alt-F6 key. Press it once and all of the text after the cursor on that line is moved flush to the right margin. Press it a second time and a dot leader is inserted between the cursor and the text. Line Spacing The third option from the Line Format menu is Line Spacing. The default is 1.00, which means single spacing. You can choose 2.00 or 3.00 for double or triple spacing. Actually, you can choose just about any number, such as 1.50 or 3.14 for different shades of spacing. Sometimes in this mini-manual I've asked WordPerfect to use 0.96 spacing, just so that I can fit all of the text onto one page. Make Document Double-Spaced NOTE: Position the cursor where you want the double-spacing to begin. 1. Press Shift-F8. 2. Press 1, 3, 2. 3. Press Enter, Enter, Enter. Line Numbering Often documents have their lines numbered, as in many plays or government publications. With the Line Numbering option, accessible from the Line Format window. When you choose this option, a whole screenful of new options is presented to you. The first option lets you turn line numbering on or off. The second option tells WordPerfect what the starting line number should be, followed by options asking what the first line number printed should be and at what interval the line numbers should be printed. Numbering Method lets you choose numerals, letters, or roman numerals. (As you change each of the above four options, the right side of the window will show you how the numbers will look.) The next three options will let you choose whether the numbers will be printed relative to the left edge of the page or the left margin (and how much), whether to restart line numbering each page, and whether or not to count blank lines in the line numbering. If you choose not to restart line numbering each page, you will need to tell WordPerfect when to reset line numbers manually, by using Starting Line Number option. The ninth option lets you allow line numbering in newspaper columns, very useful for many plays where lines are spaced down multiple columns on each page. The last option lets you change the font, attributes, and color of the line numbers, to set them apart from the normal text. Paragraph Borders Ask me not why this is in the Line Format menu, I know not. It is also accessible under the Graphics pull-down menu under Borders. I use this option every time I create a function map. If you select this option, you'll be presented with three choices. The first one lets you decide on a border style; I always use thick borders. The second option lets you choose a background fill style, to make the background in the text box darker; I used a 20% fill for the function maps. The third option lets you customize numerous options, such as the colors for the fill feature, the style for each edge of the border, whether to make a shadow for the text box, and how far to space the border from the text. When you select options, the paragraph border is automatically turned on. When you want it off, select Off from the Create Paragraph Border window. I suggest that if you ever want to use this option, you use it only in graphics mode, so you can see what you're creating as you do it. You can use this exact same function to create a border around the entire Page or Column simply by selecting those options instead of Paragraph. Hyphenation The next choice in the Line Format menu is Hyphenation, followed by Hyphenation Zone. If you turn hyphenation on, words at the ends of lines may be broken in two by a hyphen. I never recommend using this feature, because it makes WordPerfect go much slower, looks lousy, and causes too many headaches. Besides, if you're using full justification with a proportional font, hyphenation is as unnecessary as an Arctic refrigerator. The Hyphenation Zone is a rather strange thing and hard to explain, so don't worry if you are confused. The numbers displayed next to that option are expressed as percentages of the total space on the line. For instance, the right margin begins at 4%, which means that a word falling outside that hyphenation zone will be hyphenated. Like I said, don't worry if you don't understand it; if I can't explain it, you don't need to know it. Let me simply leave you with this: the smaller the numbers are in the hyphenation zone, the more that hyphenation is used. By the way: this character, "-", is a hyphen, it is not a dash. WordPerfect will always try to do weird things with your hyphens. If you want a line of dashes, make sure you type a dash by hitting Home and then the hyphen/dash character. If you want to insert a soft hyphen, that is a hyphen that WordPerfect can move around if it needs to, hit Ctrl-hyphen. And, if there is ever a word that you want WordPerfect to ignore when it tries to do hyphenation, simply move the cursor on top of the word and type Home-/, that is the Home key and then the slash character. Line Height Line Height is the last option in the Line Format window. This is how you choose the amount of space that there is between lines. (This is not the same as the Line Spacing option, where you can choose single, double, or triple spacing.) If you can toggle this option between Auto and Fixed. Auto is the default and is what I always recommend; the height of the lines will change as the font gets bigger or smaller. If there comes a circumstance where you really need to make your own line height, simply choose the Fixed option and enter the line height that you want. Margins We've now exhausted the possibilities of the Line Format window. Press Shift-F8 and choose the second option in the Format window, Margins. This is also accessible from the Layout pull-down menu. Left, right, top, and bottom margins should be quite self-explanatory. Left and right paragraph adjustments are used if you want to tack on an extra half-inch or so to the right or left margins for a few paragraphs. (This is also a highly useless function, on the level of combs for turtles.) Use First Line Indent if you want an automatic Tab for the first line of each paragraph, and are sick of hitting the Tab key. Paragraph Spacing lets you choose the number of lines that will be inserted between paragraphs; I have my paragraph spacing set to 2 for this document, as you can see. Change Margins 1. Position the cursor where you want the new margins to begin. 2. Press Shift-F8. 3. Press 2. 4a. Press 1 to change the left margin, then type in the new left margin in inches. Press Enter. 4b. Press 2 to change the right margin, then type in the new right margin in inches. Press Enter. 4c. Press 3 to change the top margin, then type in the new top margin in inches. Press Enter. 4d. Press 4 to change the bottom margin, then type in the new bottom margin in inches. Press Enter 5. Press Enter, Enter. JOCKEY.WPG PAGE FORMAT Press Shift-F8 to get back to the Format window. We'll now go to the third option, Page. A new window, the Page Format window, will pop up in the middle of the screen. The Page Format window is also accessible by the Layout pull-down menu. Page Numbering The first option from the Page Format window is Page Numbering. From this next window, you will see a number of other options. Page Number Position lets you choose the location of the page number on the paper, as well as choose the font, attributes, or color of the page numbers to set them apart from the normal text. Page Number lets you choose the current page number, as well as the number method, whether to increment or decrement the page numbers, and whether to insert a page number in the document right where the cursor is. Secondary Page Number is useful if you've set up a number of different sections in your document with page numbers restarting at 1 each time. You can also change the Chapter or Volume numbers. All of the choosing of numbers comes together in the sixth option, Page Number Format. If you choose this option and then press F5, you will see a list of the four types of numbers. Choose any one of these and it will be inserted into the miniature Page Number Format box. By hitting F5 a number of times, you can insert all four of the numbers if you like. You can also add any text, such as dashes or asterisks, to highlight the page number. For instance, I could use F5 to make something like: [chpt #] - [page #]. This will allow display of both the chapter and page numbers, with a dash separating them. The final option, Insert Formatted Page Number, will do just that wherever the cursor is in the document; this is a page number code, which means that the number displayed will change if the code is moved to a different page. Number Pages 1. Position the cursor at the top of the page on which you want the numbering to begin. 2. Press Shift-F8. 3. Press 3, 1, 2. 4. Enter the number of the page that you want the number to begin at and press Enter. 5. Press 1. 6. Press 2 if you want the page numbering at the top of the page, or press 6 if you want the page numbering at the bottom of the page. 7. Press Enter four times. Be aware: certain options that you create, such as page numbering, headers and footers, etc. can't be changed within the normal text-editing functions. They are simply there, inalterable unless you go into the format windows and change them. Because of this, WordPerfect feels no need to show these in the text editing window, so don't expect to see them unless you are in Page Mode, which we'll get into later. Center Page The second and third options from the Page Format menu are Center Current Page and Center Pages. These options center pages of the document vertically, so that there is the same amount of space above and below the text. Choose the first option if you want just the page the cursor is resting on to be centered, the second if you want all of the subsequent pages to be centered. (Note for WordPerfect 5.1 users: No longer do you have to make certain that the cursor is at the top of the page when you are placing codes such as this. You'll see what I mean when we talk about the Auto Code Placement function.) Paper Sizes and Styles Options 4 through 7 in the Page Format window let you adjust the size of the paper that the document is eventually going to be printed out on. This is vital, because it will affect the margins and the layout of the text in your document. Thankfully, these are options that 97% of you will never need to use. Still, let's go through each of the four options. Paper Size/Type is the most basic way of changing paper size. The default is Letter (Portrait), which is 8«" x 11" paper in Portrait orientation. (Portrait orientation is how you normally hold a piece of paper, and Landscape orientation is when the paper is on its side, so that it is wider than it is long.) The other types of paper are listed when you select this option. You'll notice that as you scroll through the list of paper sizes available, the measurements of that paper are listed in the lower right corner of the window. You can create your own paper sizes and types, or you can edit a pre-existing paper definition. This can be very handy if you have a laser printer and a special type of paper that you want to print text onto. To add your own definition, select [ALL OTHERS] from the list of paper sizes. From there you'll be able to select your own, custom paper size, thickness, and orientation. It's pretty self-explanatory, but if you need help customizing the paper please go to the reference manual, or use the on-line help option. For those of you who get frustrated trying to print on labels, WordPerfect 6.0 makes life easy for you. Once you select the paper size and orientation, the Labels option is your next goal. If you select this option, you'll notice that WordPerfect already comes with a number of pre-defined label formats from 3M and Avery companies. Again, you can choose one of these, edit the pre-defined labels, or create one of your own. Once you select the labels sheet (or create your own) that matches what's going in your printer, WordPerfect will assist you in creating your labels. It will set up the screen so that the margins are appropriate to the size of one of the labels on the sheet. As soon as you move past the height of one of the labels, a line will appear on the screen to visibly separate one label from the next. No program on the market makes label-making easier than this. If you're using labels that aren't in WordPerfect's pre-defined list, expect to do a little trial-and-error work before you get the labels set just right. I recommend using this option in graphics mode, more specifically page mode (which we'll get into later); it will make your life much easier. Subdivide Page is great for desktop publishing. If you select this option you can tell WordPerfect how many rows and columns to divide the page into. WordPerfect will then partition the paper off into the appropriate number of sections. (Again, I recommend using this option in graphics mode/page mode.) As you move through the sections, the cursor will move over first, then down. In other words, if you've divided the paper into four sections you'll first be typing in the upper left corner, then upper right, then the lower left, and finally the lower right. Don't ever use this mode to supplant the columns feature; columns mode has many advantages over simply subdividing the page. Envelope is WordPerfect's gift to all of those people with laser printers. When you choose this option (also accessible by hitting Alt-F12) you will be able to choose between the two standard sizes of envelope, type in a return address and the address to which you are sending the letter, choose whether to save the return address as the default, and insert the POSTNET bar code if you happen to know it. (You know, those UPC-style codes the post office has gotten in the habit of spraying onto the bottom of every letter these days? It's simply a graphic depiction of the zip code.) If you choose the Setup option in the lower left corner of the window, you can create your own envelope sizes and choose whether or not you want the POSTNET bar code to be printed on your envelope automatically. When you're done creating the envelope, you can select the Print option and send the text directly to the printer. (To find out how to put the envelope in your printer, consult your printer's manual.) Or you can choose the Insert option, and insert the envelope you just created into the document. Some printers out there support Double-Sided Printing. These are few and far between. If you are one of those lucky owners, this option is for you. All you have to specify when you select this option is whether the document is going to be bound on the long or the short edge of the paper. Rarely will you need to select the short edge. Miscellaneous Page Options The rest of the options in the Page Format menu are rarely used, but you might find that you'll use them at some point. Suppress will allow you to suppress the page numbers, headers, footers, watermarks (discussed in just a few pages) without turning them off. This is very useful for pages that are out of the ordinary, such as the first page of a chapter where the text frequently doesn't start until the bottom half of a page. Often when you wish to suppress codes such as these you will also want the page number to appear in the bottom center of the page; select this option in order to make it happen. Delay Codes is a trivial feature; by selecting this option, you can insert your own list of codes that you want to start a certain number of pages later. For instance, if you wanted full justification, but you didn't want to start it for three pages, and for some reason you were too lazy to move the cursor down three pages and insert the code there, you could use this option. Create Page Border is very, very similar to creating paragraph borders, only this time it's around the entire page that the border is created. You can also access this option by going to the Graphics pull-down menu, selecting Borders, and then selecting Page. Force Page has a few obscure uses, none of which I have run into. There are a couple of options that we will run into later that treat odd and even pages differently, such as when you are setting up the document to be bound or if you chose to have the page number printed on the left side of even pages and the right side of odd pages. WordPerfect will make sure that the page the cursor was on will be that type of page by inserted a page break, if necessary. Don't ever use the Force New Page option, a Ctrl-Enter works perfectly well. LIGHTHS.WPG DOCUMENT FORMAT Press Shift-F8 to get back to the Format window. You'll notice the fourth option is Document, which we will get into now. The Document Format window is also accessible under the Layout pull-down menu. Initial Codes The first three options from the Document Format window go together, although only the second one could be said to be particularly useful. Let me explain the second option, Initial Codes Setup, first. If you choose this option, a blank window will appear in the center of the screen. You can now do most of the things that you are able to do in the editing screen. You can define any of the fonts, set the margins and the justification, set your page numbering, and almost anything else. The codes will then be put at the beginning of every document you create, invisible but still there. For instance, if I want every document I create from here on out to be double-spaced, I will set up the document for double-spacing in this Initial Codes screen. From then onward, all documents I create will automatically be double-spaced. I will not be able to see the double-spacing code at the beginning of each document--WordPerfect simply saves the codes as the default. Hit F7 when you are done typing the codes. Create Initial Codes 1. Press Shift-F8. 2. Press 4, 2. 3. Type in whatever codes you wish, using the function keys and the pull-down menus. 4. Press F7. 5. Press Enter, Enter. The first option, Document Initial Codes, allows you to choose what codes you want at the beginning of this document only, useless because you can do this just as easily by bringing the cursor to the beginning of the document and insert the codes. The third option is similarly useless, Initial Font; ignore this, we'll learn about fonts soon, I promise. Document Summary The Document Summary is the fourth option from the Document Format menu, and it is greatly expanded from the WordPerfect 5.1 document summary commands. This need only be used by people writing professional papers, but it will be a great asset to them. The document summary basically allows you to type in an abstract for your paper and a number of keywords, phrases which set your publication apart from others. These can range from the mundane, such as author or typist, to the bizarre, such as security number. When you're running a Find command on a list of files, which we looked at earlier in the manual, you can search out phrases specifically in the document summary fields. Notice that the document summary is not printed along with the document, but is simply there for you and others to look at. You can, however, print it out with the Print option from the Document Summary window. Select Summary from the Document Format window and you'll be presented with a list of fields. By moving the cursor from field to field (with the arrow or Tab keys) you can insert phrases into each of these fields. At the bottom of the window are options necessary to customizing the document summary for your purposes. Select Fields will bring you to a whole new window, with a box on the left, the Summary Fields, showing you what fields are already selected, and a box on the right, Available Fields, showing you what fields are available to you. Switch between these boxes with the Tab and Shift-Tab keys. When the cursor is in the Summary Fields box, hitting Enter will remove any field from that list. When the cursor is in the Available Fields box, hitting Enter on any non-selected field (without an asterisk next to it) will add it to the Summary Fields list. When you're done selecting your fields, hitting F10 will save this setup as the default for all future document summaries, or just select OK to go back to the Document Summary window. Back in the Document Summary window, choose Setup. Here you can choose the default text for either the Subject field or the Descriptive Type field, useful if you create a lot of documents with identical texts in these two fields. The third option, Create Summary on Exit/Save, is good for those of us who are absent-minded; when you save a document for the first time, a you will automatically be asked to create the document summary. The Extract feature is a pot-shot at best; the reference manual scarcely deals with it, and the help function doesn't deal with it at all. Supposedly what it does is to scan your document and ascertain for itself what text should be entered into what field. Try it if you like; when I tried it nothing close to what I wanted was extracted. Miscellaneous Document Options The rest of the options in the Document Format window can be covered very quickly. Redlining we discussed earlier. Most printers have installed a way to do redlining, usually a light-grey bar running down the left margin. If your printer does not have redlining, or if you want to bypass your printers redlining feature, you can select Redlining Method. The first thing you have to do is decide whether you want the redlining to happen on the left, right, or alternating margins. Secondly, you must choose the Redlining Character; the default is the vertical bar, which is the closest thing that can resemble the vertical line most printers use. Display Pitch is utterly useless, just leave it on Automatic. If you're consistently typing in a foreign language, you're probably not using WordPerfect. But if you are using WordPerfect, you can buy companion character sets for WordPerfect that configure the keyboard to produce special language-specific characters. If you have one of these, you can change the Character Map from the WordPerfect default set to one of your choosing. Baseline Placement for Typesetters is for when you are using a fixed line height, and are sure that you never use an automatic line height anywhere in the document. This feature causes the first baseline of each new page to be at the top margin. If you have no idea what I'm talking about, you're not a typesetter and you should ignore this feature. STYLES This would be a perfect time to take a short trip to the Style List window, accessible by hitting Alt-F8 or choosing Styles from the Layout pull-down menu. By choosing or creating a paragraph style, you can set up the format for every subsequent paragraph in the document. Plus, by grouping together a number of formats into one style, you can instantaneously access all these formats, switching from one to another and reducing the number of keystrokes it would take to plug all the formatting commands in by hand. For instance, you can create one style that formats a paragraph to be center-justified, Courier 10 cpi font, indented, and with a double-spaced paragraph spacing, then have another that is left-justified, Times Roman 12 font, non-indented, and completely single-spaced. You'll notice that there is a list already of pre-defined styles, as well as Normal which means nothing active. If you choose to Edit each of these you'll notice how each one is set up. Select Create to make your own style. You'll be asked to enter a name for your style, as well as a Style Type. This can be Paragraph, meaning that it will affect the paragraph that your cursor is currently resting on; Character, which should be used only to affect text that you've already blocked; or Open, which means all text from where the cursor is located through the next style change will be affected. Once you do this, you'll be put in a screen which looks similar to the Initial Codes screen; in fact, it works in exactly the same way. Choose your codes at will, then press F7 when you're done. Once you're finished creating the style, Select the style and you'll be returned to the document. PARROT.WPG HEADER/FOOTER/WATERMARK Press Shift-F8 to get back to the Format menu. The fifth option, Header/Footer/Watermark, is our goal. This is also available from the Layout pull-down menu. Headers and footers are very useful. Often people want to put the same information at the top or bottom of each page, such as their name and the title of the document. You can enter text into a header or footer and that text will be inserted on every page, moving the upper or lower boundaries of the page to accommodate them. Setting up headers and footers both use the same process, so I will only explain how to set up a header. Choose the first option from the Header/Footer/Watermark window, Headers. You can set up two different headers (so that you can put one on even pages and another on odd pages), so you will have a choice of Header A or Header B. When you choose one, and it doesn't matter which one you choose, you will be given the choice of whether this header should go on the even pages, the odd pages, or all of the pages. Once you select that, you can choose from the options at the bottom of the window. If you want to discontinue printing a header that you've already created, choose Off. If you've already created a header and you want to change it, choose Edit. If you want to create a new header, choose Create. Once you choose Create you will be shown a blank screen. You can type whatever text you want into the header, in whatever style you'd like. Change the font if you want; anything you change in the header will not affect the text of the document. Use the Insert Formatted Page Number option from the Page Numbering window to insert a page number into the header. When you are done typing in the text, pres F7. The header will now be printed on the pages you chose, but remember that the headers will only begin at the page on which the cursor was resting when you chose the option. After you create the header, you can change the Space Below Header measurement; this will alter the space between the header and the top margin. Create a Header or Footer on Every Page 1. Position the cursor at the top of the page on which you want the header or footer to begin. 2. Press Shift-F8. 3. Press 5. 4. Press 1 if you want a header, 2 if you want a footer. 5. Enter the text of the header or footer. 6. Press F7. 7. Press Enter, Enter. HOTROD.WPG The Watermark is one of my little sins; I can not think of a sillier option for a word processing program, but I love to use it. Everyone knows what a watermark is. Hold a piece of stationery up to the light and the odds are there's a little graphic in the middle of the paper, usually signifying who made the paper. Sometimes corporations will order their own paper, using the company logo as the watermark. Well, if you don't have the fancy paper, WordPerfect will print something somewhat resembling a watermark on the page, although a child could tell the difference between them. In order to give the appearance of a watermark, WordPerfect will tell the printer to print your watermark very, very lightly so as not to interfere with the text. You create a watermark the exact same way you create a header or a footer. When you go into the editing screen of the watermark, anything you type will be lightly shaded. When you are creating the watermark, you'll probably want to go into the Page Format window and choose the Center Current Page option, as well as go into the Line Format window and choose the Justification - Center option, so that whatever you type will be moved directly into the center of the screen. Of course, text really isn't what we make a watermark for; we make a watermark for graphics. I haven't gotten into graphics yet, but I'll tell you briefly how to insert a WordPerfect graphic into the watermark editing screen. Choose the Graphics pull-down menu, select Retrieve Image, hit F5, press Enter, then select the graphic you want by moving the arrow keys and pressing Enter. The graphic will be moved into the center of the page automatically. MEDICAL1.WPG OTHER FORMATTING Return to the Format window by pressing Shift-F8, and you'll notice there are two options left, Character and Other. Most of these aren't particularly important, so let's go through them in order. First go to the Character Format window by choosing the Character option. Decimal/Align Character lets you choose what character will be aligned if you create decimal Tab stops. The default is a period. The Thousands Separator tells WordPerfect what character separates each three digits in a number for the math functions, the default of which is a comma. Some international monetary systems switch the period and the comma, which is why this option exists. Dot Leader Character lets you choose the character used in the dot leader. Remember when we discussed the dot leader in the justification function? If you want something besides a row of periods, you can change the character. You can also change the number of spaces between each character in the dot leader. Counters are useful if you need to number items interspersed throughout a document. (This should not be used to replace the Outline feature, nor should it be used to number lines in a "shopping-list" style.) When you choose the Counter option, you need to create your own counter definition. Select Create, and you'll be asked to make a name for your numbering style. You'll then be asked to define the numbers of levels in the style, and whether you want numerals, Roman numerals, or letters. (By levels, WordPerfect means the sub-numbers; for instance, the number 1.c. has two levels.) Once you define the style, select option 8, Display in Document. A code will be inserted where the cursor is located, displaying the appropriate number. From then on, when you want to increment and display the next number, simply choose Counters from the Character Format window and press F8; the incrementing and displaying is done automatically. If there is more than one level that you've defined, you'll need to move the selection bar down to the level that you want to increment before you hit F8. All of the other options in the Counters window are pretty much self-explanatory. The advantage of using the counter codes instead of numbering the items yourself is that if you insert a new item in the middle of the document, all of the other numbers in the document will be changed automatically to accommodate the new number. By the way, when we get into numbering text and graphics boxes, you can use the Counters window to edit the numbering style by selecting the List System Counters options. Overstrike lets you choose between two and a handful of characters that you want printed over each other in the same character space. This can be useful if you want to create your own characters as a combination of two or more other characters. It can also be useful if you want to create the appearance of one word being typed over a second word. You can either choose Create Overstrike or Edit Overstrike; the latter will let you edit the closest overstrike combination before the cursor. When you create an overstrike character, you will be given the opportunity to type all of the letters that you want in the strikeout character. Press Enter twice when you are done. If you're in text mode you will only see the last character of the strikeout set, but be assured it will print out correctly. Special Codes lists all of those extra tab codes and hyphenation codes that we discussed earlier in the manual. I'm also not afraid to admit that I have no idea why anyone would need to insert a Hard Space into their document. Going on to the Other Format window, you'll see a number of additional options. Block Protect keeps a block of text from being divided into two by a soft page break. If you block a section of text, then select this option, WordPerfect will never insert a soft page break within that block of text. A similar way of doing this is Conditional End of Page. Position the cursor somewhere on the page then choose this option. You'll be asked to enter the number of lines you wish to keep together; when you do this, WordPerfect will not insert a soft page break in the middle of these lines. A widow is created when the first line of a paragraph is placed at the end of a page while the rest of the paragraph is on the next page. An orphan is created when the last line of a paragraph is placed at the beginning of a page, while the rest of the paragraph is on the previous page. Both of these look extremely sloppy. By choosing the Widow/Orphan Protect option, you can eliminate widows and orphans caused by soft page breaks. WordPerfect will move the soft page breaks around so that you will not get either widows or orphans in your document. If you want the left edge of a line text to begin in the middle of the paper, such as in a return address in a business letter, you can first hit Shift-F6 to center the text and then choose the End Centering/Alignment option. Please remember that this option will do nothing on its own if you haven't centered the line already with Shift-F6. Insert Filename does exactly that; you can choose just to enter the name of the file, or the name and the path into the document. As always, this is inserted as a code, not as text; this means that if you change the name of the file, the filename displayed in the document will also change. Advance lets you move the printing position a certain distance from the position of the cursor or the left or top edge of the paper. This can be useful for printing on forms, although I still use a typewriter every time. When you choose each of these options you will be prompted for a number of inches. The printing position of the characters which come after this command will begin that number of inches in the specified direction from where the cursor was. Language is a minor function that lets you change the date, time, sort, and other functions to the conventions of another language. For instance, if you set the language to Dutch and asked WordPerfect to sort a list alphabetically, it would do so with the conventions of the Dutch alphabet. If you want all of WordPerfect to talk to you in another language, you need to purchase a separate language module. Bar Code is identical to the Insert Bar Code function when you create an Envelope, except that the bar code is inserted in the document instead of on the envelope. Printer Functions has a number of sub-commands: Word Spacing Justification Limits allows you to define how much spacing should be involved in full justification of a line of text. I recommend leaving these settings at their default values, 60% and 400%. Binding Offset is for these people who want to print documents with facing pages. Whatever measurement you choose for this option, the text on the page will be shifted that much away from the inside edge of the paper. For instance, if you choose Left with half an inch, the text on the page will be moved a half an inch away from the left margin on odd-numbered pages and half an inch away from the right margin on even-numbered pages. If you bind a document from the top of the page, you can choose the binding offset to happen at the Top. (Ignore the Right and Bottom options completely.) Unlike WordPerfect 5.1, the text is no longer simply shifted over on the page; instead, the document itself is reformatted because the margin on the other side of the page will not change. Kerning tells WordPerfect whether to decrease the amount of white space between certain pairs of letters that often look better when they are closer together, i.e. "i" and "j". Do this by selecting Kerning and turning it on. There are two instances where kerning is helpful. If you want to compress a document to bring it down to size, this is one of the features which will help you do that. Secondly, if you want full justification but only have a non-proportional font, choosing this option will make the printout look a little nicer. Leading Adjustment determines the amount of space that should be put between lines. Whatever you enter here will be added to the line height to determine the space between lines. Printer Commands lets you send a specific set of characters directly to your printer, which can cause the printer to utilize a feature that WordPerfect doesn't have. For instance, if your printer will automatically print part of a page upside-down, you would place your cursor at the point you wanted this feature to begin, enter the string of characters that the printer is looking for to turn the feature on, and then send it another string of characters later to turn it off again. You should never need to use this feature, but if you do make sure you use it only after studying your printer's manual. Word Spacing and Letterspacing lets you define how much space will be between words and letters. This is similar to Kerning, but instead of decreasing the space between certain pairs of letters, the amount of space between every pair of letters and every word is changed. The default is Optimal, which allows WordPerfect to decide what is best. Normal sets the spacing to the printer's default. EXTENDED CHARACTER SETS By my count there are 95 characters available on the standard computer keyboard. This is obviously not enough. There are hundreds of foreign characters, symbols, and graphical signs that are printable that are not on the keyboard. However, there's a rather simple way of accessing these "extended characters." The first thing you'll want to do is load in the file called CHARMAP.TST from the C:\WP60 directory; it should automatically be formatted for your printer. Print out this document and keep it by your computer, it's invaluable; I have mine laminated. (The printout is automatically programmed to not print graphics characters, so any characters that aren't in your computer's repertoire won't be printed; some printers will print those characters graphically if that feature is turned on in the Print/Fax window.) Notice that there are fifteen different "maps" (numbered 0-14) and each map is a grid set up with up to 256 locations for characters. The easiest way to access one of these characters is to use the Compose key, which is Ctrl-A (not Ctrl-V, WordPerfect 5.1 users). To select a character from the map, type the number of the map, then a comma, then the number of the character, and press Enter; make sure you don't hit the spacebar at all. For instance, if you wanted a copyright symbol you would hit Ctrl-A, type 4,23 and hit Enter. This is because the copyright symbol is in map number four and is character number twenty-three, as you can tell from your printout. The other way to select a character from the maps is by pressing Ctrl-W or selecting WP Characters from the Font pull-down menu, or by pressing Shift-F11. You can choose the map you want to use, and then you can select the character you want more easily. Notice that if you're in graphics mode, this feature works much better; text mode can't produce fully 90+% of the extended characters. The third way is to use the Compose feature to create digraphs (two characters in combination) or dicritics (letters with accent marks or other characteristics). Press Ctrl-A and then select two characters which, in combination, form the new character you're looking for (no need to press Enter). For instance, "c" and "," will produce the French character "‡". "a" and "e" produce the Latin character "‘". "e" and "`" produce the multinational character "Š". Logic will easily dictate what keystrokes should be used. PENPUSH.WPG PRINTING A DOCUMENT Of course, the whole reason we use a word processor is to eventually send it to a printer. Don't believe any of the technophiles who tell you that paper will become non-existent in fifty years; I'll bet that the vast majority of people will never want to give up being able to hold a hardcopy in their hands. Press Shift-F7 to get to the window of printing options, or select Print/Fax from the File pull-down menu. At the top of the screen is the current printer; you can change it at this point by choosing Select. The first five options in the upper left corner of the window all will print the current document to the selected printer. Full Document will print the entire file. Page will print just the page that the cursor is on. Document on Disk will print a file which is stored on disk but is not in memory. If you choose this option you will be asked for the name of the file. (As I said earlier, I do not recommend printing a file from the disk.) If you'd selected a block of text before hitting Shift-F7, you'd be able to print just that block of text with the Print Block option. Multiple Pages will let you define a range of pages that you want to print. If you choose this option, you can enter the Page/Label Range by typing the beginning and ending pages separated by a dash, i.e. 3-17; you may also choose individual pages by separating them with a comma, i.e. 4,8,23. If you've defined secondary pages, chapters, or volumes in your page numbering scheme you can select those options to print those pages instead. You can also select whether you want to print the odd pages, even pages, or both. Document Summary will also print that out along with the document; Descending Order allows you to start with the last page if you have an older laser printer, such as the original HP Laserjet, that ejects its pages face up instead of face down. If you're lucky enough to have a double-sided laser printer, you can use the Print as Booklet option to format the pages to the size and order necessary to make a half-page booklet, such as a church bulletin or concert program. (If someone out there has a double-sided laser printer and can try this option, please write me back and let me know how it works.) Before you choose to print your document or a portion thereof, there are a number of options you can select. You can choose to Print Job Graphically, which will help if you have to print text over graphics images; otherwise don't select this option. You can choose the Number of Copies of your document that will print out, and who the multiple copies will be generated by, WordPerfect or the printer; be aware that most printers don't have the required memory to do this for most documents, so it's best to keep this option set to WordPerfect. Output Options let you choose advanced functions that are available on very expensive laser printers, such as sort, group, choose output bins, or offset the printing so that each batch from your printer is separated from the others. You can also choose the Text Quality and Graphics Quality of your printout--high, medium, draft, or do not print. The lower the quality that you choose the faster the printing will be, but the worse the printout will look. Choosing the Setup option in the lower left corner will let you choose the defaults of many of these options for all of the future documents you create. We've gone over all of these options already; Threshold Point Size keep at 24. Also in the lower left corner is Initialize Printer, which simply resets the printer just as if you shut it off and turned it back on again. Control Printer While a document is being printed there are some functions of the printer that you can control. From the Print/Fax window choose Control Printer. A window will pop up that displays information about the current print "job," which is the document being printed. Listed below this are the other print jobs which are waiting to go to the printer. (When WordPerfect prints something, it portions off a small section of the computer's memory just to deal with printing the document; this is called "multi-tasking." While WordPerfect is busy printing a file, you can go back into the editing mode and work with your document, or you can switch to another window and load and edit another document.) If you try to print another document while one is being printed, the file will be put on the list of print jobs and will be printed after the current document is finished. Along the left side of the window are the options. You can choose Cancel Job to cease printing of the current document; note that will take a few seconds for the printer to stop after WordPerfect has cancelled the job. By moving the selection bar with the up- and down-arrow keys and highlighting other print jobs you can also cancel other jobs in the print list. By selecting Rush Job you can move any document in the list up to the top to give it first priority over the other documents. Also, Stop and Go let you pause and resume printing of the current document. Print Preview (Make sure that there is a check-mark next to Button Bar in the View pull-down menu before selecting Print Preview.) From the Print/Fax window choose Print Preview; you can also select it from the File pull-down menu. By choosing this option, you will be able to look at your document exactly as it will appear when you print it. The page which will appear on the screen is the page that your cursor is currently resting on. You can change pages with the PgUp, PgDn, Ctrl-Home keys, and all the other keys that normally move you around in a document. (The arrow keys will also work, but you must be zoomed in on a page for them to be of any use.) Notice the options across the top of the screen in a kind of a button bar. Most of the options deal with the magnification of the document, such as Zoom In or Full Page. Others allow you to switch from page to page. Facing Pages lets you view two pages at a time, and Thumbnail 8 and Thumbnail 32 let you view 8 or 32 pages at a time so you get a sense of what the whole document looks like when laid out; admittedly the text will be so small as to be unreadable. Choose Close or hit Esc when you are done viewing the document. Faxing Documents PHEASANT.WPG If you have a fax modem you can both send and receive fax documents with your computer. Fax documents must, of course, be in WordPerfect format; if you have a scanner you can scan the document into memory and then send it. Documents you receive will be translated into WordPerfect format for easy printing at your convenience. If you choose the Fax Services option from the Print/Fax window, you'll be presented with a number of options standard on any fax machine; if you know how to use a fax machine you'll have no problem using the Fax Services window. You can edit the Phonebook to add new names and telephone numbers to your list, or you can choose Manual Dial. You can View Fax File to see how documents you send will look like when they are received. You can View Log to see what documents you have sent and received. And of course you can Send Fax in order to send a document over the fax lines; you'll have no need to use the Send File option. If you need more help on the specifics of sending faxes, consult the WordPerfect reference manual. WRITING TOOLS WordPerfect has a very large dictionary and thesaurus available to it, as well as a decent new grammar-checking program called Grammatik. All of these writing tools are available by hitting Alt-F1, or by selecting Writing Tools from the Tools pull-down menu. The fourth option, Document Information, is the simplest, so let me explain it briefly. If you select this option, WordPerfect will scan the document and count the characters, words, lines, sentences, paragraphs, and pages; you will also be given the average word length, average words per sentence, maximum words in a sentence, and the size of the document on disk. Spelling Spelling is accessible from the Writing Tools window, but it is also accessible by hitting Ctrl-F2. The first four options will all let you begin spell-checking different parts of the document. You can spell-check just the Word that the cursor is resting on, the Page the cursor is resting on, the entire Document, or select From Cursor to spell-check from the cursor's location to the end of the document. When you select any of these first four options, WordPerfect will start searching for anything it believes is spelled wrong. If WordPerfect comes across a misspelled word, it will highlight it. At the bottom of the screen WordPerfect will list all of the options that it has found that might be correct for that word. (The number of possibilities might extend off the bottom of the screen.) If you see the correct spelling of the word in the list, press the capital letter that is next to the word, or move the selection bar down to the word and press Enter, and the new word will replace the misspelled one. WordPerfect will then go on to find the next incorrect word. Please be warned that the spell checker will not, of course, find homophones (such as "their" and "there") or mistypings that form another word ("on" instead of "of"). TIGERHD.WPG If you don't want to replace the word, you can choose Skip Once to tell WordPerfect that you don't want the word corrected this time, but if it finds the word again you want to be notified. Skip will skip the word every time it finds the word in this document only. Add will add the word to your personal dictionary, so WordPerfect will never again ask you if you want to use the word. Edit will let you change the spelling of the word by hand. Look Up I'll get to in a moment. Ignore Numbers will tell WordPerfect to ignore any word with numerals in it, whether the rest of the word is spelled correctly or not. Select Dictionary is only for if you've purchased a separate dictionary for your purposes. During spell checking, WordPerfect is programmed to notify you if it sees two identical words in a row. If WordPerfect finds double words it will highlight them and give you the option of skipping the double words, deleting the second word, editing the document, and disabling the double-word checking feature. Another feature is WordPerfect's ability to look for strange casing, upper and lowercase letters that don't fit the norm. If WordPerfect finds a word with strange casing, you will again be able to skip, edit, or replace the word, or disable the case checking. Spell-Check a Document 1. Press Ctrl-F2. 2. Press 3. 3. The screen will split in two halves. In the top half will be your document, with a word highlighted that WordPerfect does not recognize. You have a number of choices: 3a. Press 1 to skip this word once. 3b. Press 2 to skip this word every time. 3c. Press 3 to add this word to your personal dictionary. 3d. Press 4 to edit this word. When finished, press F7. 3e. Press the letter by a word at the bottom of the screen to replace the misspelled word. 4. Repeat step three until the document has been completely checked. To cancel spell-checking at any time, press Esc. Thesaurus The electronic thesaurus on WordPerfect is very well constructed. Position your cursor over the word that you want to change. Now hit Alt-F1 and choose Thesaurus. WordPerfect will display all of the synonyms for the word that you chose, as well as a few antonyms if it has any on file. Notice that there are three columns on the screen. This is so that you can view three separate sets of synonyms at a time; the synonyms of the word you choose occupy the first column. To the left of some of the words is a small dot, called a bullet. If there is a bullet next to a word on the list if means that you can look up the synonyms of that word as well. To look up a set of synonyms for listed, bulleted words move the selection bar down to the word and press Enter. (The list of synonyms might run off the bottom of the screen.) The new list of synonyms will appear in the second column. You can move back and forth between them with the left and right arrow keys. If you have three columns filled with synonyms, more columns will be created and the old columns will be moved off the screen; you can still move back to these columns with the arrow keys. If you want to look up a word that is not on the list, choose the Look Up option and type in the word you want. To delete a column, choose Clear. To see a list of the words that you have looked up, choose History. To go back into the document and look at some text, choose View. You will then be able to move around the document at will and edit the text. When you are ready to go back to the thesaurus, press F7. To replace the word in the document with a word in the list, highlight the new word and select Replace. When you are finished with the thesaurus, press Esc. Grammatik From the Writing Tools window (Alt-F1) choose Grammatik. Grammatik 5.0 is a companion program to WordPerfect, not contained within WordPerfect itself, so it might take a while to load into memory. Once Grammatik is loaded, you'll notice the name of your file and WordPerfect 6.0 listed at the bottom of the screen. If you want to grammar-check another document besides the one that you were in, you can do so with the Open option in the File pull-down menu. Grammatik works in much the same way as WordPerfect 6.0; you can access the pull-down menus in exactly the same way, and F1 will access a very good help function. The first thing that you'll want to do is select what writing style you want to check your document against. Go to the Preferences pull-down menu and select Writing Style. You'll see a list of styles that you can use as you check your document: General, Business Letter, Memo, Report, Technical, Documentation, Proposal, Journalism, Advertising, and Fiction. These styles differ by the number of rules they check in your document. You see, there are numerous grammar rules that Grammatik has in memory, and each writing style has some of these rules turned on, and some turned off. Business Letter has the most turned on, because you want a business letter to be as grammatically correct as possible. On the other side of the scale, Fiction, Memo, and Advertising have the least number of rules turned on. If you want to view which rules are active, hit F4. Four screens of rules will be displayed for you, and you can switch between the screens by hitting Enter. (If you need to brush up on your rules, return to the main screen, hit F1 and select Rule Classes.) These ten styles should be enough to choose from, but by hitting F2 you can create your custom style and pick and choose from the rules. One more thing you can change is the formality by hitting F3. By changing the formality level among Formal, Normal, and Informal, you can change how exact Grammatik is with the rules. Return to the main screen. Before we actually check a document, lets check some Statistics. Go to that pull-down menu. Show Statistics will give you lots of handy information, such as the average length of word, sentence, and paragraph, how many sentences end in question marks or exclamation points, and so on. It also grades your document on three well-known readability scales. If you press Enter after viewing this first screen, Grammatik will interpret what all of these numbers mean for you. Single-Document Profile will give you a listing of all of the words in your document, in alphabetical order, with a number showing you how many times you used that word. It's a great function for discovering what words you overuse. The Historical Profile performs the same function, but it uses the last few documents you've taken a profile of. Comparison Charts will compare a few of the key statistics of your document to those of the Gettysburg Address, a Hemingway short story, and a life insurance policy. Go to the Checking pull-down menu. If you wish Grammatik to simply display all of the errors, without giving you the ability to edit the document, choose Read Only. If you only want Grammatik to check the grammar and mechanics of your document, and ignore style problems, choose Grammar and Mech. The one you'll want to use most of the time, however, is Interactive. After you choose this, the screen will split in two. At the top of the screen will be the document with the error highlighted. At the bottom of the screen will be the error alone, the reason Grammatik considers it an error, and what it suggests as a replacement. Hit F2 to replace the error with Grammatik's suggestion, hit F3 to replace the error and move on to the next error. If you want to edit the document yourself hit F9, and if you want to skip the error hit F10. To ignore the rule for the rest of the document hit F6. Please note that Grammatik automatically checks for spelling, but if you've already spell-checked your document you can hit F6 the first time Grammatik finds a spelling mistake to disable spell-checking. When you're done checking the grammar, hit S to quit and save all the changes or Ctrl-C to quit and cancel all the changes. If you want to stop temporarily, but return later, hit B. This will put a "bookmark" at the spot where you stopped; you can start the checking again at this point by selecting Resume Interactive instead of Interactive. My own opinion of Grammatik is lukewarm. There's little doubt that it will take care of virtually all of your grammar mistakes. However, it constantly calls up errors that aren't really errors; for instance, when I use a verb in the past-tense as an adjective, it claims I'm using the passive voice. Grammatik also hates my clause placement, while Strunk and White claim it's just fine. It can be very frustrating to be stopped every other sentence, and I find myself changing the "mistake" less than 20% of the time. MOVING AND COPYING TEXT The Ctrl-F4 key will bring you to the Move window. This command works quite differently depending on whether the block is on or off. If a block is defined and you hit Ctrl-F4, you will be given three options on the left and five options on the right. On the left, make sure Block is selected if you want to work with the block as you defined it. This is the default and you will rarely want to change it. If you've created a column with tabs, not with the column feature, you can choose Tabular Column. If you choose this mode you should have defined your block beginning in the upper left corner of the column and ending in the lower right corner; WordPerfect will then ignore all other text that happens to be highlighted by the block. If you choose Rectangle, WordPerfect will not deal with the block exactly as you defined it. It will take the beginning and ending points of the block and create a rectangle between the two points, which might not encompass all of the text that a normal block would have. If you did not define a block, you will be given three options: Sentence, Paragraph, and Page. If you choose Sentence, WordPerfect will select as its block the sentence on which your cursor is resting; likewise for the other two options. You can also access this feature with Select in the Edit pull-down menu. Now that you've given WordPerfect a block of text in one manner or another you are ready to do something with it. On the right side of the Move window are five options; all of these options are also available directly from the Edit pull-down menu. If you choose Cut and Paste, the text will be deleted from its present location. Your cursor will be returned to the document and a message on the status line will read, Press Enter to Retrieve. Now move your cursor to wherever you want the text to go. Hit Enter and text will be placed where the cursor is. Copy and Paste works in much the same way, except that the text is not erased from its original location. Choose Delete and the block will be erased. When you're moving the block of text around with Cut or Copy, you can also switch from one document to another with the F3 key, thus making it very easy to copy text between documents. Copy Text Between Documents I assume that for this function map you have in window #1 the file where the text is coming from, and in window #2 the file where the text is going to. 1. Position the cursor at the beginning of the text you want to move and press Alt-F4. 2. Move the cursor to the end of the text you want to move and press Ctrl-F4. 3. Press 2. 4. Press F3, 2. 5. Position the cursor where you want the text to be placed and press Enter. The Append option is interesting. If you choose this option you will be able to take the block of text and attach it to the end of a document that is stored on disk. When you choose this option you will be asked for the name of the file. WordPerfect then alters the file on disk so that a copy of the block is appended to the file. When you move or copy a block of text, that text is stored in a buffer. This buffer is a little chunk of memory that holds whatever text you last copied or moved until it is called for again. When you finish the moving or copying, the text is not deleted from the buffer. In fact, the text is not deleted until you try to put something else in the buffer. What this means to you is that you can retrieve text more than once to make multiple copies of it. If you have put text into the buffer, simply choose Paste from the Move window or the Edit pull-down menu. The last text put in the buffer will be copied to wherever the cursor is located. If you blocked text with the mouse, there is a wonderful new feature in WordPerfect 6.0 called drag and drop text which lets you do cutting and pasting with the greatest of ease. Once you've made the block, simply move the mouse into the block zone, then press and hold the left mouse button. Now move the mouse to the place you want the text moved to and release the button. The text will be cut from its old location and pasted in its new location. FINDING AND REPLACING TEXT Often times there are key words or phrases in a document that you might wish to search for. Or possibly there is a person's name that you've constantly spelled wrong and you need to replace every occurrence of it with the correct spelling. Well, WordPerfect can do it quite easily. Press F2 to start a search, or select Search from the Edit pull-down menu. In the status line you will be asked for the word or word pattern that you wish to search for. Notice the options available to you: the default is for the search to go forward from the cursor, but you can choose to go backwards (this option is automatically selected if you press Shift-F2 instead of F2 to begin the search); you can force WordPerfect to look only for words with casing that matches what you've typed; you can tell WordPerfect to search only for whole words, else it will search for the text inside other words as well; and you can choose an Extended Search to search for text outside of the normal document text, such as in headers and footers. You can also search for codes; select Codes to see all of the special codes you can work with. Sometimes you might want a specific code; for instance, you might not want to search for a justification code, but only a center justification code. If you want to qualify any of these codes, choose Specific Codes instead. To begin the search, select Search. When WordPerfect finds the text it will display the point of the document where it found the text and drop your cursor right before it. To search for the same text again, press F2 twice. Find Text 1. Position the cursor where you want the search to begin. 2. You can perform a search forward from the cursor or backward from the cursor. 2a. To perform a search forward from the cursor, press F2. 2b. To perform a search backward from the cursor, press Shift-F2. 3. Type the word or phrase you want to search for and hit Enter. 4. Press F2. WordPerfect will move the cursor to the first occurrence of the word. 5. To search for the next occurrence, press F2, F2. Alt-F2 will let you search for text and replace it with something else; you can also select Replace from the Edit pull-down menu. You will have two places where you can insert text, to choose what text needs to be replaced and what text to replace it with. All of the options from Find are present, plus two extra: you can determine whether or not you want WordPerfect to confirm each replacement with you, and if you want to limit the number of times WordPerfect replaces something before it cancels the replacement feature. Replace Text with Confirmation 1. Position the cursor where you want the text to begin. 2. Press Alt-F2 3. Type the text you want to search for and press Enter. 4. Type the text you want to replace it with and press Enter. 5. Press 3. 6. Press F2. WordPerfect will move the cursor to the first occurrence of the word. 7. Press Y to replace the word, press N to skip to the next occurrence of the word. 8. Return to step 7. To cancel the search at any time, press F1. FOOTNOTES Footnotes and endnotes are small notes set apart from the document which give additional information or refer to another text. The only difference between them is that the footnote comes at the bottom of the page and the endnote comes at the end of the document or chapter. You can get to the Notes window by pressing Ctrl-F7; you will then need to choose between Footnote, Endnote, and Comment. You can also select Footnote, Endnote, or Comment directly from the Layout pull-down menu. A comment is simply a box of text for your eyes only; it appears in the editing window but will not be printed. First choose Footnote. To create a footnote, choose Create. You will be placed in an editing screen with the number 1 at the top. Type in whatever text you want to appear in the footnote. When creating a note, you can use all of the available commands, including changing the font so that the footnote looks smaller than the other text. When you are done creating the footnote, hit F7. A footnote marker will then be inserted into the text, as well as the appropriate numeral. The footnote will be printed at the bottom of the page, set apart from the normal text by a few spaces and a solid line. Numbering of footnotes is done automatically and in correct order, so you'll never have to worry about where in the document you insert your footnotes. To edit a footnote, choose Edit. You will then be asked for the number of the footnote you want to edit, after which you will be able to edit the footnote. To change the numbering of the footnotes, select Number; you'll recognize all the options from this screen from the Line Numbering options; all of them are quite easy to understand. Use Edit Style in Document to change the appearance of all footnote numbers in the text, or Edit Style in Note to change the appearance of all footnotes. Both of these options work just like the Initial Codes feature that we learned about before. Options allows you to change a number of important features. The Spacing Between Footnotes is obvious. Sometimes a footnote is much too long to fit on one page conveniently, so WordPerfect will automatically spill some of it over onto the next page; this is a perfectly proper convention in academic circles. The Amount of Footnote to Keep Together on the first page is suggested by most style guides to be half an inch, but you can change this number. When you select Footnote Separator Line you can change the style, alignment (or number of inches from the left margin), and length of the line, as well as the space above and below the line. You can choose whether to let the numbering of footnotes run continuously through the document or Restart Footnote Numbering each Page. If Footnotes at Bottom of Page is not selected, the footnotes will begin immediately after the last line of text ends. If the footnote is broken between pages, you can also choose whether you want WordPerfect to Print Continued Message to warn the reader to move on to the next page. Creating and editing endnotes works in exactly the same manner as creating and editing footnotes; the only thing different is that the Options have eliminated those features which don't matter to footnotes, such as line options. More important to endnotes is the Endnote Placement feature, which will let you decide where you want the list of notes to be placed. Move the cursor to where you want the endnotes placed and choose Endnote Placement from the Notes window. First WordPerfect will ask you if you want to restart endnote numbering at the next page. Once you reply, WordPerfect will insert a box and a hard page break. The box is there because WordPerfect does not know how much space the endnotes will eventually take up, since an undetermined number of endnotes will be put there. From the Notes window, choose Comment. You can create and edit your comment just as you did a footnote; if you want, you can choose Convert to Text to bring the comment directly into the document. When you're finished a text box will appear in the editing screen displaying the comment, and the comment will not be printed out. I had a bit of trouble with this one; I had to reselect Display Comments in the Screen Setup window (Ctrl-F3, Shift-F1) twice before WordPerfect would display my comment. Nothing should ever be in a word processing program that can't in some way increase the power or efficiency of document creating; thus, I am insulted that the Sound Clip option is even included, and I will not even allow WordPerfect the dignity of explaining what a sound clip is or does. MORE ENVIRONMENT CONFIGURATION Let's take a little time out here and go over the rest of the environment configuration. When we were working on this before, we were using the Setup window, accessible from Shift-F1 or from the File pull-down menu. From the Setup window choose the third option, Environment. Backup Options is crucial for all computer users to set to their own preference. When you press this, you will see a screen detailing the two types of backups that WordPerfect executes. The first one is a Timed Backup which saves a copy of the file you are currently working on to the C:\WP60 directory every few minutes. You can choose whether you want these backups or not, and how long of an interval you want between them. When I was writing this manual, I had timed backups every five minutes because I didn't want to risk my computer crashing. If you have to reboot the system after the crash, when you load WordPerfect it will tell you that there is an old backup file and will ask you if you want to delete or rename it. Choose the Rename option, and type in a short name for the file. The file will be saved in the C:\WP60 directory (unless you specify another directory) and you can then retrieve the file normally. This is a lifesaver of a function, don't be without it. The only disadvantage is a small wait whenever WordPerfect saves the backup copy, negligible if you're on a 486. Make Timed Backups 1. Press Shift-F1. 2. Press 3, 1. 3. If there is no X in the box before Timed Document Backup, press 1. 4. Press 2. 5. Type 10 and press Enter. 6. Press Enter, Enter, Enter. The second type of backup is a backup of the original document when a new copy of the file is saved. I never use this feature, but many people do. If you edit a file and then save the file to disk, the previous version of the file will be saved with a .BK! extension. For example, a file named EXAMPLE would be changed to EXAMPLE.BK!. You can not change or edit a BK! file, you can only delete or rename it so that you can edit it. The biggest reason that I don't like this option is that every file is, in essence, saved twice, meaning that each file is taking up twice as much room as it has to. From the Environment menu, Beep Options lets you decide if you want a beep sounded on errors, hyphenations, or search failures. Turn them all off, please. That beeping is the most annoying thing WordPerfect Corporation ever invented. Cursor Speed lets you choose the speed of the cursor in terms of characters per second, supposedly. In reality, depending on the type of computer you have, the number might have no relation to real time. When I worked on an XT I had it set to 50 cps, but now that I work on a 486 I have it set down to 40 cps. Allow Undo should be turned on. Format Document for Default Printer on Open should be turned off only if you're going to be editing a document on a number of different computers, but going to be printing the file only on one specific computer. If you are going to use hyphenation, you should set Prompt for Hyphenation to Never, or else WordPerfect will spend a lot of time playing "Mother, May I" with you as to when and where to hyphenate words. Units of Measure lets you change what measurement WordPerfect measures and displays your document in. The default is inches, but a lot of people use centimeters as well. (In this manual I only talk about inches, and I apologize for that, but it would simply take much too long to explain the workings of WordPerfect in every measurement available, and I am most familiar with inches.) Notice that there are two things you can change the measurement settings for; I recommend that you keep the same setting for both measurements. If you buy another language package you can have WordPerfect speak to you in another language. Simply choose the Language option and select the one you want. Turning WordPerfect 5.1 Keyboard on will return the F1, F3, and Esc keys to their original functions in WordPerfect 5.1; the same for the minor changes in WordPerfect 5.1 Cursor Movement. Auto Code Placement is extremely useful. Certain codes, in order to function properly, have to be placed before any text on the page. For instance, in WordPerfect 5.1 if you placed the page numbering code anywhere but at the top of the page, page numbering would not start until the next page. Well, with Auto Code Placement turned on those codes will be put automatically at the top of the page, beginning of the line, or any other place they need to be in order to function properly. Don't word process without it. Delimited Text Options is useful for importing a standard text file into WordPerfect as a database for Merge Codes, which you'll learn about later. It allows you to choose what characters define all of the fields and field names. Going back to the Setup window, if you're diligent and hard-working (or a control freak) you can remap all of the keys on the keyboard, including all of the character keys, all of the control key combinations, all of the alternate key combinations, all of the function keys, everything. By selecting the Keyboard Layout you can choose from any of the four pre-made layouts or create one of your own. Of the pre-made layouts, STANDARD is the one you currently use, MACROS has a number of useful macros installed, EQUATION allows immediate access to all of the popular Greek mathematical symbols, and CUAWPW52 configures the keyboard as WordPerfect for Windows 5.2 was configured. If you Create your own keyboard definition, you'll be asked to create one key at a time. After you press that key, you can then choose what Text you want to map to that key, you can choose a Command from the list of hundreds of WordPerfect commands, or you can tie a pre-made Macro to that key. The possibilities here are absolutely limitless, but to be blunt, the commands that WordPerfect have already installed on the function and control keys are excellent. Sure, we all have tiny things that we'd like to improve, but you have to question whether it's worth the trouble. Next on the Setup window is the Location of Files. This is where you can define where WordPerfect looks for your documents, macros, backup files, style files, graphics files, writing tools, printers, and spreadsheet files. These are the defaults; for instance, when you try to retrieve a document without specifying a path, the document default directory is where WordPerfect will look first. These are also the directories which will be displayed if you select QuickList at any time, as long as the Update QuickList option is selected. The last option from the Setup window is Color Printing Palette. Unfortunately I have no color printer available to me to test out this function, and if I can't test it out I refuse to write about it, since I won't know whether the functions work as well as WordPerfect claims they do. Refer to your reference manual for more information. SKIER1.WPG COLUMNS, TABLES, AND MATH (oh my!) Currently all of the text that we've typed has gone all of the way across the page. However, you can edit your document so that what you type is displayed in columns, rather than in a full-page format. You can also create spreadsheet-style tables in your document, and in both columns and tables you can define mathematical functions. The main Columns/Tables window is accessible by hitting Alt-F7. Columns Choose the Columns option from the Columns/Tables window, or select Columns from the Layout pull-down menu; this will bring you to the Text Columns window. The first thing you'll need to do is choose a Column Type. Here you will be able to set up exactly how you want the columns to look. If the column type is Newspaper, when you finish typing text in one column WordPerfect automatically brings the text up to the beginning of the next column. (This is the most often-used type of column.) Balanced Newspaper is a new godsend for WordPerfect 6.0; WordPerfect will make sure that each column has the same amount of text, greatly decreasing your editing time. In Parallel Columns each column is a separate entity, so that nothing you do in one column can affect the next one. If you choose Parallel with Block Protect the each row of text will be kept together, so that when text in one column corresponds to text in the same row in other column that text will be kept together. Once you choose a column style, you can then go back and choose the Number of Columns, the Distance Between Columns, and the Line Spacing Between Rows. You can also create lines between columns and background fill styles by choosing Column Borders, and you create these lines in the same way you created paragraph borders earlier. All of these options will create a number of identical columns. If, however, you want each column to be of a different width you can choose Custom Widths; you can then change the width of each column and the width of each space between the columns. Now that your columns have been defined, select OK to turn columns on. On your monitor you will see the columns displayed side by side just as they would appear on the paper. To move from one column to the other, press Alt-Left-Arrow or Alt-Right-Arrow. (This won't work until you have text in each column you want to switch to, because you can't move your cursor to where you have no text.) Notice that when columns are on, you have a new number in the status line telling you which column you are in. Pressing Ctrl-Enter will force an end to the column you are in, and the cursor will automatically go to the next column. If you're in the rightmost column, hitting Ctrl-Enter will return you to the first column. When you want to turn columns off, go back to the Text Columns menu and select Off. On the ribbon, there is a window just to the left of center which normally reads 1 Col. With this feature you can quickly choose between one column and twenty-four columns, in the style that you last defined. So you can turn on columns quite easily, and you can turn them off again simply by re-selecting 1 Col. Create Newspaper Columns 1. Position the cursor where you want the columns to begin. 2. Press Alt-F7. 3. Press 1, 2. 4. Type in the number of columns you want and press Enter. 5. Press 3. 6. Type in the number of inches you want between each column and press Enter. 7. Press Enter. To turn columns off: 1. Position the cursor where you want the columns to end. 2. Press Alt-F7. 3. Press 1, F, Enter. Using the Math functions with columns mode is futile, and virtually useless. I suggest ignoring this command completely. If you want to perform math functions, create your own Table and set up the appropriate formulas. Tables You can create a table by choosing Tables from the Columns/Tables window (Alt-F7) or by selecting Tables from the Layout pull-down menu. Choose Create and you'll be asked how many rows and how many columns you want in the table. You will then be put into an extraordinarily complex window where you can edit that table to your heart's desire. I'm going to do something nice that I didn't do in the WordPerfect 5.1 manual; I will quickly go through the incredible number of table editing options. A graphical display of the table will be shown to you immediately after you create it, or when you edit a table. (Notice that you can create a block with the mouse or the Alt-F4 key in these functions; if you have a block defined WordPerfect will perform the editing features on the blocked cells/columns/rows, else will just perform editing features on the currently selected cell/column/row.) Choose Cell and you can change the appearance, size, justification, or vertical alignment of the text; you can select the number type (which includes, currency, percentage, or other number formats, where commas should be placed, and how many digits to display after the decimal point); Lock will protect whatever data is in the currently selected cell, not allowing you to change it; and Ignore When Calculating will make sure WordPerfect skips over the selected cell in performing calculations. Choose Column and you can change the appearance, size, or justification of text; you can change where the decimal is located in the column, either by digits or a measurement from the right edge of the column; you can change the number type; you can change the margins and width of the column. Choose Row and you can change the row's margins, the row height, whether the row will allow only a single line of text or multiple lines, and if you want the selected row to be considered the header row (a row of text headers that have no effect on the rest of the table). Select Table and you can change the appearance, size, and justification of the text, you can change the decimal location, the number type, the margins and width of columns, and the position and distance of the table in the document relative to the left and right margins. Select Formula and you can create a formula for the currently selected cell; you can use Functions to insert any of the numerous mathematical functions, and you can use Point Mode to use the mouse to select the necessary rows, columns, or cells to fill in the variables in any of the mathematical functions. (See the reference manual for what each of those functions do.) Choose Lines/Fill to select the borders, color of lines, background fill style, etc. for the current cell, block, or the entire table. Choose Split to split the currently selected cell or block into evenly-divided rows or columns, and choose Join to join them back together. The Ctrl-Left-Arrow and Ctrl-Right-Arrow keys will change the width of the selected columns. Insert will insert a selected number of rows or columns into the table. Delete will delete a selected number of rows, columns, or erase the contents from selected cells. Move/Copy allows you to do just that to a row, column, or cell. Calc will recalculate the formulas in the table. Names allows you to assign a name to a row, column, set of cells, or the entire table; these names can be used in your Formula function in place of cell ranges to refer to often-used ranges; this is quite useful if you want one table to refer to cells in another table. Finally, choose Close when you are finished editing the table. Whew! If you want to edit a table, you can do it through the Columns/Tables window or you can simply hit Alt-F11 to go directly to the table editing mode. SUMMRCNR.WPG Once you are back in the main editing screen, enter the information into the cells of the table. Each cell is treated like an individual line of text. You can enter text exactly like you would in normal editing mode. Notice the status line now displays what cell you are in, where the letter is the column and the number is the row. To move from one column to the next, use the Alt-Left-Arrow and Alt-Right-Arrow keys or the Tab and Shift-Tab keys. Do not hit Enter in any of the cells because you will warp the shape of the chart, unless you want to be able to type more than one line into each row. When you want to recalculate any of the formulas, choose the Recalculate option from the Columns/Tables window. The Floating Cell option is basically to create a cell in the document which references a table. If you used the Names option to name a cell or set of cells in a table, you can reference those cells with a formula and display your data in a floating cell. This is very useful if you want to display a result from a previous table elsewhere in your document. Spreadsheet Options (not accessible from the pull-down menu) allows you to use a spreadsheet created by any of the popular spreadsheet programs, such as any of the Lotus creations or Microsoft Excel. If you choose Import you can bring the spreadsheet directly into the document and make it editable. If you choose Create Link the document will have a link to the spreadsheet file, which means that as the spreadsheet is changed so is the document; selecting Link alone will not allow you to edit the spreadsheet, and selecting Link and Import will allow you editing capabilities. By choosing the Link Options you can choose to refresh the links now, or to have the links refreshed automatically every time you load up the document; refreshing a link is necessary in order to load in any changes that have occurred to the spreadsheet. OUTLINING WordPerfect will automatically create standard outlines for you. If you're going to work extensively with outlines, I suggest turning on the Outline Bar; you can select this feature from the View pull-down menu. The Outline window is accessible by Ctrl-F5. It is also accessible by selecting Outline from the Tools pull-down menu, then selecting Options, or by selecting Options from the Outline Bar. From the Outline window, you should first learn about the Outline Style feature. Select this option, and you'll be given a list of the default types of outlines that you can select from. Every style shows you what each level of numbering looks like. Paragraph and Outline styles are what are suggested by a great number of style books; you'll probably just want to use those two. There are also two commonly used Legal outlining styles. Bullet style is useful for creating a bulleted list of items; once you get past the first level the symbols begin to look rather silly, but you should never need to go past the first outlining level if you're just bulleting a list. If you wish to create a style of your own, choose Create, then type in a new name for your style. If you simply want to switch between styles that are already created, you can do it quickly by selecting Style from the outline bar. From the new window choose Numbering Style; you can choose a pre-defined style, or select User-defined to create your own numbers. If you do choose User-defined you need to then select Numbers to define your eight levels of numbers. On each level, you use the characters listed on the legend at the top of the screen: 1 - insert the appropriate digit into the outline; 0 - insert a leading zero; A - insert the appropriate uppercase letter; a - insert the appropriate lowercase letter; I -insert the appropriate uppercase Roman numeral; i - insert the appropriate lowercase Roman numeral. You can also insert commas, periods, parentheses, brackets, or whatever other characters you wish to add to the legend characters listed above; you can also choose List Bullets to insert your own graphical characters. After you choose your numbers, you can then choose your Level Style; in the same manner as you chose codes in the Initial Codes feature, you can insert your own appearance codes to help differentiate between outline levels. You'll also be able to insert the appropriate Tab and Indent marks. (Ignore the Enter Key Action feature.) If you choose the Numbers Only option you'll eliminate the level styles completely. Once you finish creating your own style, you need to make sure you Save this whole set of styles from the Outline Style List window. I'm not going to get into a lot of garbage about style libraries, shared libraries, or personal libraries. Simply put, all you have to do is create a filename and all of the default styles, as well as the styles you've created, will be saved under this filename in a separate styles directory. Then, when you create a new document, you can Retrieve this file and all of the styles you've created will then be accessible to you. Now that you've defined your outline style, you can decide at what number you want the outlining to begin. If you want outlining to begin anywhere but at number one, you can change it with the Set Paragraph Number option. Finally, select Begin New Outline, and you'll be put back into the document with the first number already inserted. If you type in anything, then hit Enter, you'll move down to the next line, at the same outline level with the number increased by one. If you don't type anything before hitting Enter, you'll simply move the outlining down the page, which is very useful if you want to vary the spacing within the outline. To change outline levels, use the Tab and Shift-Tab keys before typing anything on that line; if you do type something first, even a space, those two keys will function as they normally do within a document. You'll quickly see that with the Enter, Tab, and Shift-Tab keys you can do everything within an outline that you need to do. While using an outline, you can toggle between outlining being on and off by hitting Ctrl-T, which is extremely useful if you have paragraphs of text that you need to insert within an outline. Please note that if you delete an outlining number, on purpose or accidentally, you'll will be taken out of outlining mode. To get back into outlining mode, hit Ctrl-T. Also while outlining you can hit Ctrl-O to move into Edit in Outline Mode. With this feature you'll be able to move or delete entire families; a family is simply an outline level and everything contained within, including all of the text associated with that level and all of the sub-levels underneath it. (Return to normal mode simply by hitting Ctrl-O.) When a family is selected, hit Delete to erase the entire family. If you want to move that family around, you can use the functions in the Outline window to move, copy, cut, and paste outline families. While in editing mode, you can utilize all of the other features on the outline bar. Choosing Hide Body will hide all of the non-outline text in the entire outline; Show Body will reveal them again. Show will let you select the cutoff of levels that you want to see in the entire outline; for instance, if you were to select 4 from the Show menu, you'd only see outlines up through the fourth level; everything after that would be hidden from view. Notice that while you are in edit mode, there are plus and minus signs displayed to the left of every line in the outline. A plus simply means that there is hidden text underneath that line; a minus means that there is no hidden text. To continue on the outline bar, when you're in edit mode the plus and minus signs on the outline bar will show and hide, respectively, all of the sublevels in the currently selected family. The right and left arrows will "promote" or "demote" the selected family, shifting all of the levels in the family one level to the left or the right. The "T" will turn the entire family into normal text; the "#" will turn normal text into outlined text. The only editing feature that you can not access from the outline bar is Hide Outline; this feature, accessible from the Outline window (Ctrl-F5), will hide all of the outlined text. Start a Standard Outline 1. Position the cursor where you want the outlining to begin. 2. Press Ctrl-F5. 3. Press 1. 4. Move the selection bar to Paragraph, or choose another outline style, then press 1. 5. You are now in outlining mode. 5a. To create a new line, press Enter. 5b. To move ahead a level, press Tab. 5c. To move backward a level, press Shift-Tab. 6. Press Ctrl-T to turn outlining off; press Ctrl-T to turn it back on again. WSKIER.WPG MACROS Macros are very useful, and I have more of them defined than I can count. A macro is a keystroke or a word that, when pressed, will set a specific chain of events in motion. For example, I have my Alt-W key set up so that whenever I hit it, the word "WordPerfect" will appear. After all, I don't want to type that a thousand times, do I? I also have my Alt-O key configured so that it will take any line above the cursor and make it centered, boldface, large, all in capitals, and surrounded by a first-level table of contents code. That means I've taken a process which takes about forty keystrokes and reduced it to only one. There are two kinds of macros you can define. The first is an Alt-Key macro which you can call up with only one keystroke. You can have a separate macro for each letter of the alphabet. BEWARE! If you attach a macro to an Alt-Key combination, that might preclude you from accessing a corresponding pull-down menu. For instance, since I have macros attached to both Alt-O and Alt-W, I can't access directly either the Font or Window pull-down menu. It's a worthwhile trade-off, however; I've simply gotten used to activating the pull-down menus by just tapping the Alt key. The second type of macro you can create is a word macro; you need to do a little more typing to call up these macros. To create a macro press Ctrl-F10 or select Macro from the Tools pull-down menu, then Record. You will be asked for the name of the macro that you want to record. Press and hold the Alt key and hit a letter, or type in a word that you would like to use to call up the macro instead. After you hit Enter, you will be put back into editing mode, and a message on the left side of the status line will read Recording Macro. Anything you do from here on will become part of the macro. When you are finished typing the macro, press Ctrl-F10 again. You have now saved the macro. If the macro was an Alt-Key macro, you can call it up by pressing Alt and the key. If it was a word macro, press Alt-F10, or select Macro from the Tools pull-down menu then select Play, then type in the name of the macro and hit Enter. If you try to define a macro that already exists you will be asked whether or you want to replace it or edit it. If you decide you want to edit it, you will see a new screen (looks just like a document) that shows you what your macro looks like, codes and all. Here you can edit the macro by hand, but I don't really recommend it. However, by pressing Ctrl-PgUp and selecting Macro Record Document you can briefly go into recording mode to make your editing easier. SKIPPER.WPG Macros are powerful; they can do a lot more than simple regurgitation. When you're in the middle of recording a macro, press Ctrl-PgUp or select Macro from the Tools pull-down menu, then select Control. You'll notice that from this window you can pause the macro if you like, but the most powerful commands are Assign Variable and Macro Commands. With these two commands you can streamline your macros, making them case-sensitive so that they can do different things as circumstances warrant. I can not stress strongly enough the power you wield with these tools; I also can not even come close to explaining how variables work, or what each of the macro commands does. The WordPerfect manuals devote well over fifty pages to macros, and the Help function has well over two hundred screenfuls of information. So, if you have extensive macros to create, go to the reference manual; I won't be able to do them justice here. Macro Functions To make a macro: 1. Press Ctrl-F10. 2. Type in a word, or press and hold Alt and press a letter, then press Enter. 2a. If the macro already exists, press R. 3. You will now be returned to the editing screen, with the words Recording Macro at the bottom left corner of the screen. Type whatever you want to be in the macro, remembering that every single keystroke will be recorded. 4. When you are done defining the macro, press Ctrl-F10. To invoke a macro: 1. If the name of your macro was an Alt key and a letter, press and hold the Alt key and press that letter. 2. If the name of your macro was a word, press Alt-F10. Type in the name of the macro. Press Enter. There are twelve pre-defined macros that come with WordPerfect, some useful, some silly. Please see Appendix II for a list of these macros and their descriptions. Macros from WordPerfect 5.1 are not compatible with WordPerfect 6.0 macros. If you want to do a translation, you'll need to run the companion program, MCV.EXE, from DOS. This program will ask you for the name and location of the old macro file and translate it appropriately. Make sure new macro files are put in the C:\WP60\MACROS directory. FACTORY.WPG GRAPHICS With WordPerfect 6.0 you can add graphics into your document. I've been demonstrating many of these graphics throughout the document, created by the people at the WordPerfect Corporation. These are in your C:\WP60\ GRAPHICS directory, and each one has the extension .WPG. You can buy more pictures commercially as well. WordPerfect will automatically convert graphics from most of the popular formats, such as PostScript, BMP, PCX, and TIFF graphics formats. You can also use the CV.EXE utility to translate between formats. Before we learn how to import graphics, however, let's start with the basics: line drawing. The easiest way to draw lines is to use the Line Draw utility, on the Screen menu accessed by hitting Ctrl-F3 or on the Graphics pull-down menu. (You must be in a non-proportional font to use this utility.) You'll see quickly how plain and dull this utility is. You can choose between a few different styles of lines, but it's nothing to write home about. If you want real line drawing, choose Graphics Lines on the Graphics pull-down menu, or on the Graphics window accessible by hitting Alt-F9. The first thing you want to do is to Create your line. You'll see that you can change the Line Orientation from horizontal to vertical. If you are creating a horizontal line, the Horizontal Position can be set to full (spanning from left to right margin), against the left margin, against the right margin, centered between the margins, or you can manually set the position of the line from the left margin. You can also then set the Vertical Position to either Baseline or you can manually set the position from the top margin. If you choose Baseline the line will appear directly below the current line of text. The options are similar if you choose a vertical line, except in reverse. For a vertical line the Vertical Position can be set to Full, Top, Bottom, Centered, or you can Set the position manually from the top margin. The Horizontal Position can be set against the left margin, the right margin, centered between the margins, between columns (in columns mode), or you can Set the position manually from the left margin. Once you have chosen the position of the line you can keep the Thickness set at Auto or you can Set your own thickness. For the Length of the line you can choose that as well; if the line has been set to Full the line length can not be changed since it will span the entire page. You can choose a Line Style (single, double, dashed, etc.). If you want to create your own line style it is possible; the menus are very helpful and easy to understand. You can then change the Color of the line, and finally you can choose the Spacing you wish to have above and below a horizontal line. Graphics Boxes and Retrieving Images The simplest, quickest way to insert a graphic into your document is to choose Retrieve Image from the Graphics pull-down menu or the Graphics window (Alt-F9). You can select an image file in the same manner you select a document file, by then choosing File List and choosing the appropriate filename. A graphic box will automatically be inserted into your document. The graphic will be placed flush against the right margin. However, a number of options are simply taken for granted as defaults, options that you are almost certainly going to want to alter to your specifications. Therefore you should only use the Retrieve Image option if you really don't care how the graphic looks in relation to the rest of your document. In order to use a graphic, you need to define a graphics box. Select Graphics Boxes under the Graphics pull-down menu, or from the Graphics window. Now choose Create. The first thing to select is a Filename; this will probably be an image already on disk. If so then the Contents will be selected for you. If not, you can choose the contents yourself. Notice that there are a number of choices: you can choose from Image, Image on Disk (a link is created between the document and the image so that it is not loaded directly into memory), Text (just a text box, similar to a paragraph box), or Equation (very difficult to explain). Once you've loaded the image into memory you can use the Editor; we'll get back to that in a moment. It would take forever to fully detail all of the rest of the commands in the graphics box editor, but I'll try to go through them briefly. Be aware as you look through these commands that things you change in one setting can have a definite affect on other settings; don't be worried if you see numbers changing by themselves when you select certain options. Edit Caption lets you choose the caption that you want to attach to the graphics box. You'll type in the caption from a normal text editing window, with access to all the necessary text formatting functions. If you choose Content Options you'll be able to position the graphic in the box horizontally and vertically, and decide whether or not you want to preserve the width/height ratio so that the graphic doesn't get stretched out of proportion. With the Caption Options you can choose what side of the graphics box you want it on, where it should be in relation to the border, the position and rotation of the caption, and what Counter style it should use; we looked at counters earlier in the manual. Edit Border/Fill lets you choose the format of the box's borders and fill style, just as you did with paragraph boxes. Attached To lets you choose where you are going to anchor the graphic. If you choose Paragraph the graphic will stay with the text around it. If you select Fixed Page Position the graphic will remain at the fixed location of the page that you choose regardless of how the text moves. Page lets you choose whether you want the graphic to stay on the page (similar to Fixed Page Position) or whether you want the graphic to be able to move from page to page; the latter keeps the graphic on the same page unless the amount of text before the graphic box gets so large that it forces the graphic onto the next page. Finally, Character lets you move the graphic box around in the document just as if it were a single character. What selection you make for Attached To will affect most of the other settings in the window. Edit Position lets you determine manually the position of the text box on the page. Edit Size lets you determine the size of the graphics box; this is originally selected automatically to accommodate the graphic. Text Flow Around Box allows you to choose whether the text will flow to the left or right of the graphics box, on the larger or smaller side, on both sides, or whether the text will flow directly through the box. If you select Contour Text Flow the borders and fill styles will disappear, and the text will be nudged right up against the graphic for a really nice effect (as you see.) To get back to the Edit feature (the name changes on whether you are editing an image, text, or an equation) when you have an image loaded you can do a number of things to the image. You can flip it, invert it, rotate it, change its position in the box, change its contrast and brightness, and scale it to a different height and width. If you have text in your box, the text editor basically allows you to rotate the text, plus allows you access to all of the normal text-editing functions in the document. The equation editor is far, far too complex to explain here, and since such a minority of people will use this function I will only ask you to see the reference manual. MERGE UTILITIES Merging is a very powerful utility on WordPerfect, one that is most often used to create mass mailings to large groups of people. Basically, what merge does is to take information from one source, then use that information to create multiple copies of a document, using the information from the source to make each copy different. However, merge is also the most complicated function in all of WordPerfect, next to macros. It takes well over one hundred pages in the WordPerfect reference manual to explain all about the merge utilities. I am just going to try to get you started on the command with the basic need-to-know functions. I've also included a function map to take you step by step through the process of creating a basic mail merge, a list of addresses and a letter to send to each address. The Merge Codes window is accessible by pressing Shift-F9 or by selecting Merge from the Tools pull-down menu, then selecting Define. To use merge, you have to have two types of files: a master file and a data file. A master file is simply what is going to be printed out, and a data file is the list of information to be imported into the master file. The first thing to do is create the data file. Begin it just like any normal file. Go to the Merge Codes window and select option 2, Data [Text]. (The table function can be easier to use, and it's definitely easier to modify, but when you're dealing with a great deal of information it is much harder to look at and pick apart so I recommend against trying the table function.) Select the Field Names option. A field name is the title of a piece of information, such as name or address. Now you will be asked to type in the names of all of the fields that you want. When you have finished typing in all of the field names, select OK. The fields will now be displayed on the screen, followed by a hard page break. What you just did was to type in the definition of the records, the style that every record from now on has to follow. Now you can start typing in your data. You need to enter the information in the order of the titles of the fields that you just created; if the first field is First Name, you would now type in the first name. Do not hit Enter; any codes you use, such as a hard return, will become part of the data. Now press F9 and a code called {End Field} will be inserted into the document and you'll automatically be brought to the next line. (Under the Display of Merge Codes option I always recommend having Show Full Codes selected so that you can quickly see where the fields are defined.) Be sure to hit F9 after typing every piece of data. When you have finished typing the entire record, go back to the Merge Codes window and select End Record. A hard page break will be inserted into the document and you can start typing your second record. Do this until you have all of your data entered. Now save the file and exit out of it. Now that you have created the data file, you need to create the master file. Basically, any piece of information that you put in the data can be used anywhere in the master file. To set up the master file, press Shift-F9 and select option 1, Form. Then select the Fields option. The easiest thing to then do is hit F5, so that you can see a list of all of the names of the fields. You'll be prompted for the name of the file that contains all of your data, so be sure you've saved that file to disk. You can then select each field more quickly, and you don't have to worry about remembering what you called each field. Once you have selected the field name, a code will be inserted in the document, such as {First Name}. This means that when you merge the data and master files together, the first name of the person in each record will be inserted at that spot. When you are done with the master file, save it and exit from the file. Do not end the file with a hard page break; a hard page break will automatically be inserted between each copy of the master file that is generated. Now you want to merge the two files together into a third, printable file. Hit Ctrl-F9 and select Merge, or choose Merge from the Tools pull-down menu and select Run. You'll be asked for the name of the form file, which is the master file, and the name of the data file. (There are many other options you can learn about in the reference manual.) Then select Merge. WordPerfect will merge the two together into the current screen, making one large document made up of many smaller documents. Each copy of the document will have the information from a different record. You can save and print this new file just like any normal file. Creating a Basic Mail-Merge This will give you the steps necessary to create a mailing list and a letter to send out to everyone on that mailing list. Make sure you start this map with a brand new, blank screen. Creating the mailing list: 1. Press Shift-F9. 2. Press 2, 3. 3. Type fuilname and press Enter. 4. Type business and press Enter. 5. Type address and press Enter. 6. Type phone and press Enter. 7. Type greeting and press Enter. 8. Press Enter, Enter. The names of the fields will appear on the screen, followed by a hard page break. 9. Type in the full name of the next person on the mailing list and press F9. 10. Type in the person's business and press F9. 11. Type in the person's address, pressing Enter after each line except the last. At the end of the last line press F9. 12. Type in the person's phone number and press F9. 13. Type in how you want to greet the person, i.e. Mr. Johnson, and press F9. 14. Press Shift-F9, 2. Return to step 9 if you have more records to enter. 15. Press F7, Y. 16. Type maillist and press Enter. If a message saying Replace MAILLIST comes up, press Y. 17. Press N. Creating the letter: 1. Type in whatever heading you want in the letter. Now we are going to create the address. 2. Press Shift-F9, 1, 1. 3. Type fullname and press Enter. 4. Press Shift-F9, 1. 5. Type business and press Enter. 6. Press Shift-F9, 1. 7. Type address and press Enter. 8. Press Shift-F9, 1. 9. Type phone and press Enter, Enter. 10. Type Dear and press the Spacebar. 11. Press Shift-F9, 1. 12. Type greeting and press Enter. 13. Type : and press Enter. 14. Type the body of the letter as you want it to appear. When done, press F7. 15. Press Y. 16. Type letter and press Enter. If a message saying Replace LETTER comes up, press Y. 17. Press N. Merging the files: 1. Press Ctrl-F9, 1. 2. Type letter and press Enter. 3. Type maillist and press Enter, Enter. The documents will be merged onto the screen. Each letter is in the file, a hard page break separating each letter. You may now save or print this file like any normal file. Sorting If you have a list of text items that are out of order, you can have WordPerfect sort them to your specifications. The first thing to do is to block the text that you wish to sort. Then press Ctrl-F9 and select Sort, or choose Sort from the Tools pull-down menu. Now choose OK, unless you want the source of the sorting to be another file or if you want the sorted text to be saved to another file. The first thing you need to do is choose the type of sort you are going to perform. Select Record Type. If you are sorting a data file in a merge function, choose Merge Data File. If you are sorting lines of information, choose Line. And if you are sorting paragraphs with at least two hard returns after them, choose Paragraph. If you have columns or a table set up additional options will appear. The most important option is Sort Keys. This sets the list of priorities as to how each line is going to be sorted, i.e. last name, first name, etc. The first key will be looked at first; when there are ties, WordPerfect will look at the second one, then the third one, and so on. You can select Add, Edit, Insert, or Delete these sort keys. When you edit or create a key, you can choose whether you are sorting Alphabetically or Numerically, and whether you wish to sort Ascending or Descending. You can then choose Line, Field, or Word. These options tell WordPerfect how to sort the chosen words, and where on each line the words are. Each field on a line is separated by a Tab. For example, the line: The quick brownfox jumps over thelazy dog. contains three fields, each separated by a Tab. The first field contains three words, the second field contains four, and the third two. (The Line function is necessary usually only when sorting a data file, when each record that you are sorting has more than one line.) If all the lines were like this and I wanted WordPerfect to sort primarily by the second word in the first field, I'd put a 1 under Field and a 2 under Word. Then I would create a second key to break any ties that happened with the first key. When you are done entering the keys, choose Perform Action to do the sort; if it's not to your liking, simply select Undo from the Edit pull-down menu. WINRACE.WPG STANDARD TABLES You can have WordPerfect automatically create a Table of Contents, an Index, Cross-References, Lists, and a Table of Authorities. You can place bookmarks throughout your document so that you can move from one place to another with ease. You can also split your document in many smaller documents with the Subdocument and Hypertext features, and use Compare Documents to see the differences between two versions of the same file. All of these are accessible by the Alt-F5 key, which is the Mark window. As we go through these functions, I'm going to mention the Generate command at the end of many of them. Many of these functions refer to other page numbers, but as you continue to edit the document those page numbers get changed around. The page numbers can only be updated with the Generate command; this is accessed from the Mark window as well as the Tools pull-down menu. The Generate command must be the last command you select before you print your document, if you're using any of these tables or cross-references in your document. Bookmarks Bookmark is located on the Mark window, but it is also accessible by typing Shift-F12 or selecting Bookmark from the Edit pull-down menu. A bookmark is just that, it's a mark in your document that allows you to move the cursor to that position quickly, instead of hunting for the place by hand. The easiest kind of bookmark is the QuickMark. You can only have one QuickMark; to set it, simply position your cursor in the document and press Ctrl-Q. To find it again, press Ctrl-F and your cursor will immediately move there. It's as simple as that. If you press Ctrl-Q again, the QuickMark will be moved to the new location. Those foresighted people at WordPerfect Corporation also have the program automatically place the QuickMark where the cursor is when you save the document. Therefore, when you open the document all you have to do is hit Ctrl-F and the cursor will jump to the place it was when you left the document. Setting a regular bookmark is rather easy as well. Go to the Bookmark window and choose Create, then type in the name of the new bookmark. The bookmark will be inserted in the document at your cursor position. When you want to move to a bookmark, go back to the Bookmark window, move the selection bar down to the appropriate bookmark, then select Find. It's that easy. If you have blocked text before creating the bookmark, that blocked text will automatically be used as the name of the bookmark. When you find the bookmark again, you can select Find and Block to automatically block that text again when you find the bookmark. Table of Contents To define a table of contents, position your cursor where you want the table to go and choose Define Table of Contents from the Mark window, or from the Tools pull-down menu. You will be asked to choose from a number of options. The Number of Levels works just like the number of levels in an outline. You can edit the Table of Contents Styles; the default is that each level will be indented an extra tab stop and there will be a blank line between each first-level table entry. You can then select the style and the Numbering Mode of each entry; page numbers can follow the entry directly, follow in parentheses, be flush right against the margin, or be flush right against the margin with a dot leader. You can then choose whether to Wrap the Last Level, so that the last level of entries is displayed in a paragraph form; sometimes textbooks use that type of numbering. You can also choose Page Number Format in case you want the page numbers to look different from anything you might previously have defined. NOTE: Make sure that after the Table of Contents definition code there is a hard page break, and on the next page be sure to restart the page numbering at one. If you don't do this the table of contents feature will not function properly. Now that you have defined the table, you must mark the text for each entry. Block the text of the entry that you wish to appear in the table of contents, then press Alt-F5. You'll notice the Mark window looks much different when a block is on; this is actually the Mark Text window now. Choose Table of Contents, then choose the level you want for this entry in the table of contents. It's that easy. When you're done choosing all of your entries, choose Generate (as explained above) and make sure that Generate is the last command you select before printing a document. Create a Table of Contents 1. Position the cursor where you want the table to be. 2. Press Alt-F5. 3. Press 2, 1, 1, 2, Enter, Enter, Ctrl-Enter. This will give you two levels in your table, which is just what most people need. 4. Press Shift-F8, 3, 1, 2, 1, 1, and Enter five times. This resets the next page number to one. 5. Move your cursor to the beginning of the heading of the next section. 6. Press Alt-F4. 7. Move your cursor to the end of the heading. 8. Press Alt-F5, 1. 9. Type in 1 or 2, depending on which level you want the entry at, then press Enter. If the section is a major one, press 1. If the section is a smaller one within a major one, press 2. 10.Go to step 5. Index Creating an index is one of the longest, most arduous processes that the writer of a manuscript can ever do. It's no small wonder that professionals often hire other people to write the index to a document for them. However, WordPerfect makes creating an index almost simple by comparison. The first thing you need to do is define the index. You can select Define Index from the Mark window (Alt-F5) or you can select Index from the Tools pull-down menu, then choose Define. Make sure your cursor is positioned at the end of your document, of course. You'll first notice that you can only create a two-level index, with headings and subheadings. You can select numbering styles just as you did for the table of contents, and you can change each entry level's format as well as well as the format of the page number. Combine Sequential Page Numbers should certainly be on to increase the readability of the index. We'll get to Concordance Filename in just a moment. Now you have to mark the text that you want to appear in the index, by blocking each text entry just as you did the table of contents. Then hit Alt-F5, choose Index, choose the name for the heading (the blocked-text suggestion is already inputted for you) and the subheading, if desired; select List Index Marks to see the headings you've already created. The easier way to get the words for an index is to create a Concordance File. This is a normal WordPerfect document that has one word or phrase per line, each ending in a hard return. Each word or phrase that is on a line in the concordance file will be searched for in the document. This saves you the trouble of having to mark every single occurrence of a word or phrase in the document. Save your file to disk and then, when you define your index, type in the name of the file when WordPerfect asks for the concordance file. One major disadvantage to this method is that WordPerfect will only look for exact matches, i.e. disks will not be found if the line in the concordance file is disk. The other is that it will catch all occurrences of the word, including passing references, so you might end up with a much larger index than you anticipated. Again, execute the Generate command just before printing. Cross-References The two things that you have to do to create a cross-reference is to mark the reference and the target. The reference is the place in the document that you tell the reader you are referring to another place in your document. The target is the place in the document to which the reference is referring. The easiest way to do this is to create both at the same time. You can do both at the same time from the Mark window by choosing Both Reference & Target or if you choose Cross-Reference from the Tools pull-down menu and then select Both. I won't deal with how to create one at a time since those are explained within the Both feature. Choose Both Reference & Target. The first thing you'll have to do is choose what to tie the reference to. This means what the reference will refer to, such as a page number, which is the most common type of reference. Then you will need to type in the name of the target. This name can be anything if you are going to use the target only once, but if you are going to use multiple references to one target, make sure the name of the target is one you can remember. After you type in the name, you'll be returned back to the document. Move the cursor to where you want the target located and hit Enter. A reference code will be placed in the document displaying the page number or whatever else you tied the reference to. Only that number will be displayed; any additional words in the reference you have to supply yourself. For example, if you wanted the reference to say "See Page 3" WordPerfect would only supply the "3" and you would have to type in "See Page" yourself right before the reference number. You will sometimes want to make reference to the same target a number of times. To reference a pre-existing target, simply choose Cross-Reference and you will be asked for the type of reference as well as the name of the target. In this manner one target is being used for a number of different references. By choosing Cross-Reference Target, you can have on reference refer to a number of targets. let's say you wanted a reference to refer to three different pages. You would put a target on each of the three pages, making sure that each target has the same name. Then, when you created a reference to a target with that name, WordPerfect would display all three targets. Each number would be separated by a comma and a space, i.e. See Pages 3, 4, 7. As always, as the page numbers change the references need to be updated, so make sure Generate is the last command you select before printing. Make an Unnamed Cross-Reference to a Page 1. Position your cursor where you want the reference to be printed. 2. Type whatever preceding text you wish, i.e. See Page. 3. Press Alt-F5. 4. Press 1, 6, Enter. 5. Move the cursor to the text you want to refer to, the target text. Press Enter. Table of Authorities A table of authorities is used for legal purposes as a list at the beginning of a document detailing all of the legal documents quoted. You can create one by choosing Define Table of Authorities at the Mark window (Alt-F5) or the Tools pull-down menu. You will then have to define the style of each separate section in the table of authorities. Once you've defined the table, insert a hard page break and begin renumbering the pages at one. To mark an authority, block the full text of the authority in the document and press Alt-F5. Select Table of Authorities; you'll then be able to choose the long and the short form, as well as what section to put the entry in. The long form will allow you to make it appear exactly as you want it in the document, while the short form is a unique nickname that you can use to identify the same entry at a number of different places in the document. If you come across the same entry again and want it to go under the same section as the previous one, you can recall it with the ToA Short Form feature. You must, at the end, Generate the table of authorities. Lists A List is basically for any page number referenced list of entries that doesn't fit in any of the tables discussed above. You create a list in exactly the same way to created a table of authorities. This can be useful if you want to create a table of illustrations, for example. With the Include Graphics option, in fact, you can automatically configure your list to display the page numbers and captions of all of the text boxes, equation boxes, or image boxes in the document. Subdocuments There are times when you want to edit a document that is so large it is almost unmanageable, especially if you're still on an AT computer. Well, there is a way to make large documents a little easier to use. You can break up your document into subdocuments. These smaller documents you can call up and edit with much greater ease. These documents are linked together by a master document, which simply tells WordPerfect what files make up the entire document. Every subdocument is an individual file. You create, edit, and save these files just like any normal document. Let's say you have three subdocuments on your default drive, which we'll call OPENING, BODY, and CLOSING. We would need to create a master document to tell WordPerfect that those three files will make up the final document. A master document is also created just like a normal document. It can contain normal text, not just the names of files. When you want to insert a file into the document, you need to create a subdocument link. This link is a code that tells WordPerfect it needs to retrieve a file from the disk and put it into the document. Master Document is accessible through the Mark window (Alt-F5) or from the File pull-down menu. To create a subdocument link, choose Subdocument. You will then be asked for the filename. Type in OPENING and hit Enter. On the screen in the master document you will see a box which says Subdoc: OPENING. This means that WordPerfect will take the file called OPENING and stick it into the document right where the box is. You can then insert a hard page break and create two more subdocument links for the files BODY and CLOSING. These files will be searched for in the default document directory; if you had them in another directory you would need to precede the filename with the path. What you have here is a condensed master document. This means that you are just looking at the names of the files, not the files themselves. To look at the master document as it would look with all of the files actually present, you need to expand the document. To expand the master document, choose Expand from the Master Document selection. All of the files will be loaded into memory. If a file is not found on disk, WordPerfect will prompt you for a new name or to skip the document. You can now edit all of the subdocuments together if you need to; all of the changes to the subdocuments will be changed when you recondense the document. To condense the master document again, choose Condense. If you made changes to any of the subdocuments, WordPerfect will ask you if you want to save the subdocuments as it condenses the master document. Please remember that when a master document is expanded, it does not treat each subdocument as a separate file. Any code that you put in a subdocument, such as a font or a set of margins, will hold true for all of the following subdocuments in an expanded master document until a new code is going that replaces the old one. Also, any master lists, tables of contents, etc. should be placed only in the master document. Using Sub-Documents 1. Move your cursor to where you want the document to be imported. 2. Press Alt-F5. 3. Press 3, 3. 4. Type the name of the file and press Enter. The file should be on the default directory, else you should precede the name of the file with the path. To expand the file: 1. Press Alt-F5. 2. Press 3, 1. To condense the file: 1. Press Alt-F5. 2. Press 3, 2. 3. Press Y if you want to save the subdocuments, else press N. Hypertext Unfortunately, this section will be very brief, because Hypertext simply does not live up to its billing. In fact, Hypertext will not perform almost half of the functions that it's supposed to. It seems no great loss, because what it's supposed to is simply allow you to jump between links within a document or in other documents; these links can be bookmarks or they can run macros. But in extensive testing, just about half of the commands did not function in the way WordPerfect claimed they would. I strongly suggest just skipping this function. Compare Documents This allows you to compare a document in memory to a document on disk to see what changes have been made, both in new text and deleted text. Select the Add Markings feature from the Mark window (Alt-F5) or choose Compare Documents from the File pull-down menu and then choose Add Markings. You'll be asked for the name of the file that you want to compare the current document to. The current filename is the default; if you accept the default, WordPerfect will simply compare the current document in memory to the last version of the document saved to disk. The only thing else you need to specify when you do this is whether you want the comparison to go by word, phrase, sentence, or paragraph; each listed function is less detailed than the previous, although sometimes you don't want nearly as much detail as WordPerfect is willing to give you. WordPerfect will do the comparison, inserting redline and strikeout markings throughout the document. When a word has been inserted that was not in the previous version, it will be redlined. If a word was in the previous version that is not in the current version, the word will be inserted into the text in strikeout type. This allows you to make a quick visual search of what has changed. If there is any text in strikeout type that you wish to keep, text that was in the old version that you want in the new version as well, simply remove the strikeout codes surrounding the text. If there is redlined text that you wish to delete, text that is in the new version that you don't want anymore, simply delete that text. When you are done making all your changes, choose the Remove Markings option. The default option is to have the text in strikeout type deleted and all of the redline markings removed, thus returning the document to its original form. However, you can choose just to have the strikeout text removed and to keep the redline markings intact. Be cautious: this will remove all strikeout text and all redlined text, not just text inserted by the Add Markings option. GLOBE.WPG APPENDIX I - FUNCTION KEY TEMPLATE Here is a template for WordPerfect 6.0. Copy it, cut it out, and tape it above your function keys. F1 F2 F3 F4 F5 F6 F7 F8 F9 F10 F11 F12 ÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ ÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ ÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ ³ CTRL: ³ SHELL³ SPELLER³ SCREEN³ MOVE³ ³ OUTLINE ³ DEC. TAB ³ NOTES ³ FONT ³ ³MERGE/SORT ³MAKE MACRO³ TAB SET³ SAVE ³ ³ Alt: ³ Tools³ Replace³Rev. Codes³ Block³ ³ Mark³Flush Rgt. ³ Columns ³ Style ³ ³ Graphics ³Play Macro³Table Edit³ Envelope ³ ³ Shift: ³ Setup³ <-Search³ Switch³->Indent<-³ ³ Date³ Center ³ Print/Fax ³ Format ³ ³Merge Code ³ Retrieve³Characters ³ Bookmark ³ ³ Normal: ³ Help³ ->Search³ Switch To³ ->Indent³ ³ File Mgr. ³ Bold ³ Exit ³ Underline ³ ³ End Field ³ Save As³Rev. Codes ³ Block ³ ÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ ÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ ÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ APPENDIX II - WORDPERFECT MACROS This is a list of all of the pre-defined macros in WordPerfect 6.0; call up any of these macros by pressing Alt-F10 and typing in the name of the macro. ALLFONTS - Creates a list of all of the fonts available on the currently selected printer, in the style of each font. BULLET - Allows you to quickly insert a bullet into the document, selecting from different bullet sizes. CALC - Displays a calculator on the screen. EDITCODE - When the Reveal Codes screen is on, and the cursor is on top of a code, this macro will allow you to quickly edit that code, bringing you to the necessary window. EXITALL - Moves the cursor back to the main editing screen. GLOSSARY - Allows you to create a glossary of abbreviations and terms. INITCAPS - Capitalizes the first letter of the current word. MEMO - Lets you create the standard heading for a memo, letter, or fax cover sheet. MOD_ATRB - Lets you quickly search for and change attributes of text, such as underlining or italics. NOTECVT - Convert endnotes to footnotes or vice versa. PLEADING - Allows you to create a pleading paper. (Don't ask me, I haven't the foggiest.) SPACETAB - Converts spaces to tabs. WINDMILL.WPG INDEX Block.............25 Boldface..........13 Bookmarks.........68 Borders...........32 Bugs...............4 Button bars.......28 Cancel............17 Character sets....45 Codes.........14, 15 auto placement..55 initial.........38 Columns...........56 Compose...........45 Counters..........43 Cross-references..70 Cursor movement...13 Date..............16 Display.......10, 26 Document compare.........73 options.........39 summary.........38 windows.........20 Endnotes..........53 Error messages.....8 Exit..............21 Fax...............47 File backup..........54 conversion..18, 21 copy............19 directory.......17 find............19 list............17 location........55 manager.........17 open............18 save............18 Find..............52 Font..............23 graphical fonts.24 proportional....15 size............23 style...........24 Footers...........41 Footnotes.........53 Function Maps......3 Glossary...........8 Grammatik.........49 Graphic mode.......6 Graphics..........63 boxes...........63 Graphics mode.....26 Hard return........6 Headers...........41 Help...............8 contents.........8 how do I.........8 index............8 keystrokes.......8 Hypertext.........72 Hyphenation.......33 Indent............15 Index.............69 Insert mode.......12 Installation.......5 Justification.....31 Keyboard...........6 layout..........55 Language..........44 Line height..........33 numbering.......32 spacing.........32 Lists.............71 Macros........61, 75 Margins...........33 Measure...........54 Menus..............7 Merge.............65 Mouse..............7 double-click.....9 setup............9 Outline...........59 Page break...........12 center..........36 numbering.......35 options.........37 style...........36 Page mode.........26 Print.............46 preview.........47 Printer control.........46 functions.......44 Pull-down menus....7 QuickFinder.......20 Repeat............16 Replace...........52 Reveal codes......15 Scroll bars.......27 Setup..........9, 54 Shell.............22 Shortcut keys......8 Sort..............67 Spell check.......48 Spreadsheet.......58 Starting Out.......5 Status line........6 Styles............39 Subdocuments......71 System Requiremen ts............4 Tab...............14 align...........43 dot leader......43 stops...........30 Table of authoritie s............71 Table of contents.....68 Tables............57 Template.......8, 74 Text center..........14 copy............51 create..........11 edit............11 erase...........11 find............52 format..........30 insert mode.....12 justification .............31 move............51 overstrike......43 replace.........52 typeover mode.........12 Text mode......6, 26 Thesaurus.........49 Typeover mode.....12 Undelete..........16 Underline.........13 Undo..............16 Watermark.........41 Widow/Orphan protect......43 Windows...........20 Word wrapping......6 WYSIWYG............