Software Manuals - A New Type of Shareware! =========================================== The two files WPESS.GUD and WPAD.GUD are guides to WordPerfect 5.1 (Essentials and Advanced level). They are designed as easy- to-follow step-by-step references and are 'shareware' so please feel free to print them out and try using them. (Instruction for WordPerfect novices are included below.) These are not all-singing all-dancing multi-media hypertext on- line help systems. They are good old-fashioned manuals, intended to be printed out and used as a reference for learning the package or for training others. ** Registering Your Use of the Manuals If you find these manuals useful, we ask you to register on the enclosed registration form. The charges are: Personal Use: 10 Pounds Sterling / $15 per copy in use. Training: 25 Pounds Sterling / $40 per person trained. 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(I assume you have WordPerfect, otherwise you would have no use for the manuals.) ** Calling up WordPerfect To start up WordPerfect, simply switch to the directory containing the WordPerfect software and Type WP & Rtn. ** Retrieving the Guides SHIFT-F10 Type name of file, WPESS.GUD or WPAD.GUD (plus the directory path) & press Rtn ** Printing the Guides Once the guide has been retrieved (and is therefore on-screen): SHIFT-F7 Print 1 Print Whole Document ** Changing the Printer The guides are formatted for the HP Laserjet 4. However they use only the most basic fonts (mainly Arial) and should be easily translated if you are using another printer. To change Printer: SHIFT-F7 Print S Select Printer Move Cursor Highlight the Printer you are Using 1 Select 1 Print Whole Document (The only possible problem will be that the right-hand instructions may go out of line for some printers. Insert or delete TAB codes to re-align them.) ---------- Happy Computers Guide to WordPerfect 5.1 Essentials & Intermediate Copy This Manual! This manual is given free to delegates on Happy Computers courses as your permanent reference. Each delegate may also make one free copy. The manual is copyright of Happy Computers Ltd. However we regard this material as 'shareware'. This means that, if people who haven't been on our course want to use the manual, then you pay when you use it - not when you copy it. Please copy it as often as you like to enable people to try it out. You may not alter the contents and must not remove the name Happy Computers before copying. The license fee for use of a copied manual is:  œ10 ($15) per manual for general use.  œ25 ($40) per manual for use in training. Please send payments to Happy Computers. Manuals are available in most PC software. For all your computer training needs, contact: Happy Computers Wicklow Mill, 31 Wicklow Street London WC1 9JX Bookings: 071 278 5596 ref:wp51ess.gud (character based) WordPerfect 5.1 - Essentials & Intermediate Guide 1 Getting Started in WordPerfect................................. 4 2 Getting Started within WordPerfect............................. 6 3 The Keyboard Layout............................................ 7 4 Cursor Movement & Deletion..................................... 9 5 F1: Cancel or Undelete......................................... 10 6 Saving & Exiting............................................... 11 7 List Files: Simple File Retrieval.............................. 13 8 Good Practice.................................................. 14 9 Centre & Flush Right........................................... 16 10 Bold & Underline.............................................. 17 11 Reveal Codes.................................................. 18 12 Date.......................................................... 19 13 Printing...................................................... 20 14 Getting Help.................................................. 23 15 What to do if you Press the Wrong Key......................... 24 16 List Files.................................................... 25 17 Working with Floppy Disks..................................... 27 18 Directories & Sub-Directories................................. 28 19 Spell-Checker, Word Count & Thesaurus......................... 30 20 Moving Text: 'Cut-and-Paste'................................ 31 21 TABs & Indents................................................ 32 22 Basic Formatting.............................................. 34 Line Format................................................ 35 Page Format................................................ 38 Document Format............................................ 43 Other Formats.............................................. 44 23 Search and Search & Replace................................... 45 24 Columns of Text............................................... 47 25 Tables........................................................ 49 26 Maths within a Table.......................................... 55 27 Creating Macros............................................... 57 28 Switch & Windows: Editing two documents at once.............. 61 29 Other Useful Odds & Ends...................................... 63 30 Problem-Solving............................................... 66 Appendix I. WordPerfect 5.0 to 5.1: The Changes................. 67 Note: Rtn = Hard Return Throughout this document the Return key, known in WordPerfect as Hard Return, is represented by the letters Rtn. (WordPerfect itself represents it as HRt, in Reveal Codes.) This is the larger bent key, probably with a bent arrow on it, to the right of the letters on the keyboard. It is sometimes known as Carriage Return, Enter or just Return. This is a Guide to WordPerfect 5.1 This guide covers WordPerfect 5.1, released in January 1990. The differences from version 5.0 are summarised in Appendix I. 1 Getting Started in WordPerfect The exact mechanism for Getting Started varies from machine to machine, depending on how they have been set up, and whether they are networks, hard disk machines or double disk drive machines. Try the following instructions. 1.1 Getting Started  Turn on machine.  Wait for menu or characters 'C:\>' (or similar) to appear.  Look at screen. If a menu tells you what to type to call up WordPerfect-5, follow that instruction. You will need to end the instruction by pressing the Carriage Return key. (This is the larger key on the right of the keyboard, with 'Return' or 'Enter' or a bent arrow on it. In this document that key is referred to as Hard Return or Rtn for short.)  If there is no menu, try typing any of the following : Type WP or WP5 or WP51, followed by Rtn (Carriage Return) or, if that fails,  If that fails: Type cd wp51 and press Rtn Then type WP and press Rtn If all these fail, talk to the person who set up your computer. NEVER TURN OFF THE MACHINE WHILE YOU ARE STILL IN WordPerfect. ALWAYS REMOVE FLOPPY DISKS BEFORE TURNING OFF THE MACHINE 1.2 When you finish with WordPerfect 1. Always EXIT from WordPerfect (using F7) before turning off machine. Either a menu will appear or 'C:\>' (or something similar) should appear at the bottom of the screen. Don't worry if part of your last WordPerfect document is still on the screen, as long as 'C:\>' is on the bottom line. 2. Remove disks from disk drive before turning off machine. 3. Turn off machine. (But, if you are going to move the machine, park the hard disk first.) 1.3 Getting Started in WordPerfect on Your Machine Write down the instructions to call up WordPerfect on your machine: Are Other Copies of WordPerfect Currently Running (Y/N)? Sometimes when you enter WordPerfect the above message will appear. This is because, when WordPerfect was last used, the computer was turned off before Exiting from WordPerfect. Press N Always answer N (No, there are not other copies of WordPerfect currently running.) You may then be asked: Backup File Exists: 1 Rename 2 Delete This is the Automatic Backup facility. If you are not recovering from a machine crash, you should press 2 to delete the back-up file (and enable new back-ups to be made of your next document). (If you are recovering from a machine crash, press 1 to rename, type in a new name & Rtn, then use List Files (F5) to search for and retrieve the document. Note for network users: If you are using a network, you may find that you cannot rename or delete the backup file. This is because it is backing-up to the directory in which the WordPerfect software is stored and that directory is protected from being altered or deleted. The solution is to direct the back-up file to another directory: SHIFT-F1, 3, 1, 1, directory (eg: f:\), Rtn, Rtn, Rtn, Rtn. 2 Getting Started within WordPerfect WordPerfect presents you with a virtually blank screen at the start. All that is displayed is: - The cursor at the top left of the screen. (Anything you type will appear where the cursor currently is.) - The current cursor position (on the page). This will read something like: Doc 1 Pg 1 Ln 1" Pos 1" Press characters or the Return key and you will see these measurements change as you move across the page. The Template & Colour Coding Two aids are essential for using WordPerfect. Make sure you have them: - The Template. This is a piece of plastic that fits across your functions keys and lists the four functions accessed from each key. - Colour Coding: To match the colours on your template, your keys should be colour coded as follows: ALT - BlueCTRL - RedSHIFT - Green 2.1 The Function Keys WordPerfect is able to keep the screen so clear because most of the instructions are on the Function keys. Each function key has four functions, accessed by using them with the ALT, CTRL & SHIFT keys. For instance, the F1 function key: CTRL-F1 Shell ALT-F1 Thesaurus SHIFT-F1 Setup F1 Cancel 2.2 Using the Function Keys The technique for using the function keys with the CTRL/ALT/SHIFT keys is as follows: - Hold down the CTRL/ALT/SHIFT key and then tap (repeat tap) the function key you want.  DO NOT try to press both keys at the same time.  When you hold down the CTRL/ALT/SHIFT key, DO NOT then hold down the function key. Tap it. If it doesn't work a common mistake is to think you are not holding the function key enough and therefore to press it harder. Wrong: You are probably holding down the key too hard, which tends to cancel itself. Instead hold down the CTRL/ALT/SHIFT key firmly and tap the function key. F1 - Cancel a Menu Any menu (list of options) that appears on-screen can be cancelled with F1. Note that F1 does not cancel anything you have done, just any menu that is currently on-screen. 3 The Keyboard Layout There are two principal keyboard layouts in use in modern PCs: Advanced 12 function keys are laid out across the top of the keyboard. Keyboard is more spread out, with number pad and separate cursor keys. Basic The older style keyboard has a block of 10 function keys at the far left of the keyboard. There is only one set of cursor movement keys, on the number pad on the far right. Both keyboards have the same main keys. ON the advanced keyboard all the keys on the number pad are duplicated between the number pad and the main section of the keyboard. 3.1 Main Keyboard: Left-Hand Keys ESC Key Unlike most other software, in WordPerfect the ESCape key is not the Cancel key. It will cancel sometimes but not always. Use F1 instead. (The ESCape key's actual use is to repeat characters.) TAB Key (Two arrows) Moves cursor to next TAB stop to right. Caps Lock Lock Capital letters (but not upper choice from numbers). The Caps Lock light (top right of keyboard) indicates whether Caps Lock is on or not. Shift Key Used with Function keys, to capitalise letters and for upper row of numbers (œ, $ etc) CTRL Key Used with Function keys. ALT Key Used with Function keys. 3.2 Main Keyboard: QWERTYUIOP etc The central section of the keyboard contains the letters (A-Z) and numbers, in the same layout as in any standard British/American keyboard. In addition there are the punctuation marks, which can vary from one machine to another. Above these (on the advanced keyboards) are the function keys. 3.3 Main Keyboard: Right-Hand Keys Backspace Delete previous character. Rtn Return. Create a new line. Known to WordPerfect as HRt or Hard Return. Shift A 2nd SHIFT key. Works the same as SHIFT key on left. Ctrl A 2nd CTRL key. Same use as CTRL key on left. Alt Gr Sometimes works as 2nd ALT key. But sometimes doesn't! 3.4 The Number Pad: Far Right of Keyboard On the far-right of the keyboard is the number pad: - If Num Lock is on (light on top right of keyboard) these produce numbers when pressed. (This is for those unfortunate souls who spend all day typing in numbers. It is quicker to have them all easily reached by one hand.) - If Num Lock is off, the keys have the other functions displayed (Cursors, page Up, Page Down etc): , , ž,  Arrow keys: Up, Down, Right, Left Home Used with other keys (see page 9). On own: No function End Used with other keys (see page 9). On own: Move to end of line. PgUp Page Up PgDn Page Down Ins Switch Insert Mode Off / On Del Delete current character The number pad also contains the arithmetic symbols (/, *, +, -) and an 'Enter' key. The '+' & '-' have a particular use in moving around documents (see page 9) and the Enter key works the same as the Return key. 3.5 Advanced Keyboards: Central Section General Points  WordPerfect will never allow the cursor to move into an area of the screen that you haven't typed onto (or pressed Return to reach). Therefore at first, before you type anything, the arrow keys won't have any effect at all.  Press Return only at the end of a paragraph, not at the end of each line. WordPerfect will automatically 'wrap' lines within paragraphs.  To insert a blank line: If you press Return when your cursor is on the first character of a line, a blank line will be inserted before where your cursor is. The Advanced Keyboards duplicate the commands on the number pad, in two sections between the main section and the number pad: Arrow Keys Block of four keys in inverted 'T'. Others Block of six keys above the arrow keys. These duplicated keys have the same use as their namesakes on the number pad, but are spread out for ease of use. 3.6 Other Keys Three other keys are common, normally towards the top right of the keyboard: PrtScrn (Print Screen)Prints out exactly what is on-screen (normally). Useful for printing out error messages. Very basic: Cannot print graphics. Scroll Lock No function in WordPerfect Pause No function in WordPerfect 4 Cursor Movement & Deletion 4.1 Cursor Movement Remembering all the different movement keys will speed up your word processing:  Up a line  Down a line  Left a character ž Right a character CTRL-  Left a word CTRL- ž Right a word HOME &  Far left of this line HOME & ž / END Far right of this line CTRL- Up a Paragraph (Beginning of previous paragraph) CTRL- Down a Paragraph(Beginning of next paragraph) HOME & HOME &  Top of Document HOME & HOME &  Bottom of Document - Up a screen + Down a screen Pgup (Page Up Key) Up a page Pgdn (Page Down Key) Down a page CTRL-HOME & f Go to next 'f' CTRL-HOME & 3 & Rtn Go to top of page 3 CTRL-HOME & F12 Go to beginning of block CTRL-HOME & CTRL-HOME Go to previous cursor position Deleting a Block of Text See section 'Cut-and-Paste', page 31. 4.2 Deletion Del Delete current character Backspace Delete last character CTRL-Bkspace Delete current word CTRL-End Delete to end of line CTRL-Pgdn Delete to end of page 4.3 Some other useful commands CTRL-Rtn Insert Page Break SHIFT-TAB Margin Release Rtn (Return) inserts a new line The Return key is NOT a movement key. Use the arrow keys to move about the document. The Return key results in a new line being inserted, and will split a paragraph if inserted in the middle of it. If you press Return by mistake, press Backspace immediately to delete it. 5 F1: Cancel or Undelete The F1 has two functions: Cancel & Undelete. 5.1 Cancel F1 will cancel a menu (any range of options expecting a response from you) that is displayed on-screen as the result of pressing a Function Key. (Note that you may have to press F1 several times to return to the main document. F1, Cancel, takes you back to the previous menu.) 5.2 Undelete If there is no instruction to Cancel, F1 has a different function. F1 will 'Undelete', it will bring back the last set of text that you deleted. So if you accidentally delete a word, or even a paragraph, it need not be final. Undeleting F1 Undelete Last deleted text will appear, high-lighted R Restore deleted text Note: The last three deletions are stored. To go beyond the last deletion, press F1 and then 2 for 'Previous Deletion'. When to Use Cancel A command can be cancelled when it is active. It is active when there is a menu or list of choices presented by WordPerfect on the screen. If a command has resulted in a format code being placed in the text F1 can have no effect on it. It is no longer an active command. (Instead you must go into REVEAL CODES, find the format code and delete it.) 6 Saving & Exiting Documents should be saved regularly, to prevent loss of data in the event of power cuts or other unexpected disasters. There are two function keys which save: F7 Save & Exit (either from current document or from WordPerfect.) F10 Save & Continue 6.1 Save & Continue F10 Save File Name & RtnOr Just Rtn to accept previous name (Rtn always accepts WordPerfect's suggested answer.) Y Replace previous version Stuck? Many newcomers get stuck in a loop when Exiting. See Page 12 for explanation. 6.2 Save & Blank the Screen F7 Exit (from this document) Y Yes to Save File name & RtnOr Just Rtn to accept previous name Y Replace previous version N No, Don't exit from WordPerfect 6.3 Save & Exit from WordPerfect F7 Exit (from this document) Y Yes to Save File name & RtnOr Just Rtn to accept previous name Y Replace previous version Y Yes, Exit from WordPerfect Never include Spaces in File Names TRAP: Never put a space in the name you give to the file when saving. If you do, either WordPerfect will end the name there or you will find you cannot retrieve your file! 6.4 General Note: For 'Replace' read 'Overwrite' or 'Update' With F7 or F10, if you are altering a document, WordPerfect will ask if you want to replace the original. You will generally answer 'Y' for Yes. This will replace the old version with the new one. Replace means Overwrite. If you answer Yes, WordPerfect will overwrite the old version. (The purpose of WordPerfect's question is to warn you that a file already exists with this name. If you are saving for the first time, and weren't aware that such a file exists, you should think again and probably give it another name.) The Exit Loop: And How to Escape it It is possible to get stuck in a loop when trying to Save & Exit, if you answer as follows: Save? Y Document to be Saved:Rtn to accept name Replace? N You will be returned to the name of the file. If you press Return on this you will be asked to replace again. If you say, No you will be asked for the name again. And so on and so on. The problem is that you have contradicted yourself: You have said you want to save your document, under its current name but that you don't want to replace the old one. This is not possible: WordPerfect can only store one document under any one name. You must change one of your answers. Either: - You don't want to save the document: Press F1 to cancel. Press F7 again and answer No to the Save question. - You want to save it separately from the previous version: Rename it. - You want to over-write the previous version: Answer Yes to Replace. Don't worry about over-writing a document if you haven't changed it: There is no harm in over-writing something with itself. 7 List Files: Simple File Retrieval 7.1 Simple File Retrieval F5 List Files Rtn Accept the default directory (F5 pressed a second time appears to have the same effect but doesn't. But see note below.) Move Cursor Move cursor until file is high-lighted R Retrieve high-lighted file Note: F5 pressed twice brings up LIST FILES but does NOT update for any new documents. If you find your most recently saved documents are not listed you are pressing F5 twice. Instead press F5 & Rtn. Only Retrieve When there is No Active Document Make sure that you have blanked the edit screen (through F7) before you Retrieve a new document. If you have a document on screen and you go into List Files and Retrieve another, WordPerfect-5 will merge the two documents together. If you try to retrieve a second file WordPerfect-5 will warn you of this by asking: 'Retrieve into current document (Y/N)? N'. If you don't want to combine the two documents, press N for No, F7 to EXIT from LIST FILES and blank the WordPerfect screen before retrieving the new file. Note: Even a single space or Rtn count as an active document. If there appears to be nothing on-screen, despite WordPerfect's message, go into Reveal Codes, delete what is there and try again. 7.2 SHIFT-F10: Retrieve If you know the name of the document you want, SHIFT-F10 provides a quick method of retrieval: SHIFT-F10 Retrieve Name & Rtn Name of file to be retrieved If it doesn't work, WordPerfect-5 is probably looking in the wrong directory. Use List Files to find the document. CAREFUL: Press 1, not Rtn to Retrieve It is tempting to highlight the file and press Rtn to retrieve it. DON'T: This results in option 6, 'Look' being activated. This enables you to see what is in the file, but not to alter it. Keep a lookout when you retrieve to check you haven't gone into Look by accident. If you have there will be a band across top of the screen with the file-name on it. 8 Good Practice 8.1 Give your files Sensible Names A filename can be 8 letters followed by a full stop followed by three letters. (Or you can use up to 8 letters without a full stop.)  Use standard extensions, agreed with your colleagues. I use.LET for letters, .MEM for memos, .GUD for my course guides,.TIM for my course timetables Agree a set of extensions appropriate for your work, to make files easier to find.  In the first 8 letters use something descriptive of the contents. 8.2 Put a Reference on Every Document you Create I put the file name as a reference on the top left (page 1) of every document I create. This enables me to find the document - however long ago I created it. This will help you to find old files and particularly help others to find them when you are away or after you have left. 8.3 House-Keep Don't keep your directory jammed full of hundreds of old files. It causes problems:  Files are harder to find, for you and particularly for colleagues.  The hard disk will eventually become full.  As the hard disk fills, it will slow down. Delete old files from F5, LIST FILES. If you are worried about the possibility you might need old files again, copy them onto a floppy disk before deletion. (Mark the files with an * in LIST FILES and copy them as detailed below in backing up.) 8.4 Back-Up all your current files at least once a week Hardware errors or accidental deletion can cause loss of valuable information. Protect yourself by creating a back-up on a floppy disk at least once a week (more frequently if you are adding a lot of information). To back-up all files in your directory to a floppy in the A drive: Insert back-up disk in A drive F5 & Rtn List Files HOME & * Mark all files in directory C Copy Y Confirm Copy of marked files A: & Rtn Copy to A drive Y...... Confirm replacement whenever asked F7 EXIT when finished Note: This process will add this week's directory to those files already on the A drive, replacing only those of the same name as this weeks. If the disk becomes full, WordPerfect-5 will tell you and prompt you to replace the disk with another one. If you want to keep the old back-ups, store this disk somewhere safe and in future back-up onto another disk. 9 Centre & Flush Right Both Centre & Flush Right are simple to implement. Just press the appropriate function key and then type the text. Current Line Only Both Centre & Flush Right work for the current line only. For several lines of address, the function must be invoked on every line. 9.1 Centre SHIFT-F6 Centre Type in text Type in text to be centred Rtn Press Return at end Ensure you press Return at the end of the line or the text may not be centred (and make sure your cursor is at the end of the line when you press Return) 9.2 Flush Right Flush Right positions the right edge of a line of text flush with the right-hand margin. It is useful for dates at the top of documents and for addresses (though it will align the right-hand side of addresses, not the left-hand side). ALT-F6 Flush Right Type in text Type in text to be 'flushed' Rtn Carriage Return at end 9.3 Applying Centre or Flush Right to existing text Both Centre and Flush Right can be easily applied to existing text: Move Cursor Move cursor to start of line to be centred or flushed. SHIFT-F6 or ALT-F6Centre or Flush  Downward arrow to see the results. Downward Arrow to Position NOTE: Centre or Flush Right are often not properly positioned on screen until you move down to the next line. So, if they look wrong, don't worry: Just press downward arrow to move down and they should re-adjust. 10 Bold & Underline For text to appear in bold, a bold format code must be place before and after the text. The same is true of underlining. There are two ways of doing this: 10.1 Bold as Text is Entered F6 Turn bold on Type in text F6 Turn bold off 10.2 Underline as Text is Entered F8 Turn underline on Type in text F8 Turn underline off 10.3 Applying Bold / Underline to Existing Text Pressing F6 at the beginning and end of existing text will NOT bold it (and neither will F8 underline it). To bold or underline existing text you must block it and then press F6 or F8. Move Cursor Move cursor to beginning of text to be bolded. F12 Turn Block On (Or ALT-F4 if you are using a keyboard without F12) Move Cursor Move cursor to end of text to be bolded (WordPerfect will respond by highlighting text.) F6 Bold the blocked text. (To underline text, press F8 instead of F6.) 10.4 Removing Bold or Underline To remove Bold or Underline, delete the code in Reveal Codes (see page 18). Tip: Remove some of the Bold or Underline You have bolded and underlined a section of text and then decide you only want part of it bolded or underlined. There is a simple way to remove, for instance, bolding from part of a section: Move cursor to point where bolding is to end F6 Bold DEL Press Delete key to remove remainder of bold To remove bolding up to that point, press BKSPACE key instead of DEL key. 11 Reveal Codes To leave the screen uncluttered the format codes (Underline, Bold etc) are not normally displayed. To see them, press F11. (On older keyboards, with only 10 functions keys, ALT-F3 has the same effect.) WordPerfect will split the screen into two. The top half will show it as normal. The bottom half will include the format codes within square brackets. These can be deleted using DEL & Backspace. Codes - All codes appear within square brackets. - Each pair of square brackets (and whatever is contained between them) is one character and can be deleted with one press of BACKSPACE - even if several lines of codes are contained. 11.1 Deleting a Format Character in Reveal Codes Find the format code and delete it. Simple: Move Cursor Move cursor to highlight format code. DELETE Press Delete key to delete code. Or position the cursor on the next character and press Backspace. 11.2 Some Common Codes The full list of codes is contained in the Appendix to the Manual. Most are fairly obvious. Here are a few to whet your appetite: [BOLD] Bold On [bold] Bold Off [Centre] Centre [Flsh Rt] Flush Right / Tab Align [HPg] Hard Page Page break inserted with CTRL-Rtn [HRt] Hard Return Carriage Return character [L/R Mar:1",1"] Left / Right Margins [SPg] Soft Page Page break placed by WordPerfect [SRt] Soft Return Return placed by WordPerfect in paragraph of text [TAB] TAB [UND] Underline On [und] Underline Off In Reveal Codes: Use the Cursor on the Bottom Screen Only Note that there is a cursor on both screens. DO NOT TRY to move the cursor on the top screen down onto the bottom screen. It is completely impossible. The two screens are entirely separate, and display roughly the same part of the document. Instead, ignore the cursor on the top screen. Look for the code that you want on the bottom screen and move the bottom cursor to highlight it. Codes in capitals are always ON codes. Codes in lower case are OFF codes. Codes that are a mixture of upper and lower case do not have an OFF code. 12 Date 12.1 Insert Today's Date WordPerfect will insert today's date in your text: SHIFT-F5 Select Date T Insert today's date (This depends on the date being correctly set in your computer's memory.) 12.1.1 Insert date & Automatically up-date WordPerfect gives the option of inserting a date code. This is automatically up-dated with the current date every time you retrieve the document. Thus the date of last alteration is always on the print-out (very useful for documents that go through several drafts): SHIFT-F5 Date C Date Code Note: If you don't like the way the date is presented by SHIFT-F5, you can change the format through SHIFT-F5 and F. 13 Printing SHIFT-F7 'Print' The main options are: 1 - Full documentPrint the whole document 2 - Page Print the current page 3 - Document on DiskPrint document from disk 4 - Control PrinterControls, for cancelling printing etc 5 - Multiple Pages*5.1* Print a selection of pages. 6 - View DocumentSee a full page on screen, as it will print. 7 - Initialise PrinterInitialise printer with soft fonts. 'Printer controls' lists files waiting to print and enables you to cancel print-jobs and to print documents stored on disk. 13.1 To Print a Few Pages *5.1* WordPerfect 5.1 introduces the option to print any selection of pages from the current document: SHIFT-F7 'Print' M Multiple Pages 4-8 & Rtn Print pages 4 to 8 (Or, for instance, 4-8,10,14-16 would print pages 4-8 & page 10 & pages 14-16.) 13.2 View Document You'll love this: To see how the document will look when printed (including right justification, page numbers, headers & footers etc): SHIFT-F7 Print V View Document Now the keys 1, 2 and 3 zoom in and zoom out on the text. PgUp and PgDn buttons take you to other pages and the arrow keys move about the current page. 13.3 Printing Multiple Copies To print more than one copy of a document, change the 'Number of Copies'. For instance, to print 5 copies: SHIFT-F7 Print N No. of Copies 5 & Rtn 5 copies F Print all of current document WARNING: Remember to change the number of copies back to 1 afterwards, unless you want that many copies every time. (If you retrieve a new document the setting will be put back to 1, but if you are using Switch to work on two documents at once - see 28.1 - the altered setting will apply to both documents.) 13.4 To Cancel Printing WordPerfect sends information to the printer, which is then printed. However WordPerfect sends information faster than the printer can print and the extra is stored until the printer is ready. If the printer has started printing the document that you are cancelling, then cancelling printing therefore has two steps. : 1 - Cancel printing in WordPerfect. 2 - Turn printer off to erase everything in the printer memory. (And then On again.) You must cancel printing in WordPerfect first or more of the document will be sent to the printer when it is switched on. 13.4.1 Cancel Printing in WordPerfect SHIFT-F7 'Print' C Printer Controls 1 Cancel Print Job Rtn Accept suggested print job (or type in the number of the job you want cancelled from the list on-screen and press Rtn) C If requested, to cancel printing immediately A disturbing message may come up on screen: WARNING: If you use this option you will need to initialise your printer before you can continue ....... Y Ignore the warning and press Y. Otherwise the print--job will not be cancelled. What does the warning mean? The warning means that if you cancel this print-job, information sent but not printed may be left in the printer's memory. If nothing is done, this could appear on your next print-out. The simplest solution is to turn the printer off (wait 5 seconds) and turn the printer on again. (With lasers you can instead press On-Line, Form Feed, On-Line to eject the stored information.) 13.5 Checking what is Waiting to Print If WordPerfect-5 beeps when you ask it to print, and nothing comes out of the printer. SHIFT-F7 Print C Control Printer WordPerfect-5 will list the files waiting to print. Press C to cancel a print job, or G if WordPerfect is requesting that before it prints. WARNING: Changing the selected printer can throw out TABs, because it changes the font selected (particularly if one of the printers' fonts uses Proportional Spacing). 13.6 Selecting a Different Printer SHIFT-F7 will show the current printer. If this is not the printer you are using you can select another one. (This may happen when you use a document created by somebody else for a different printer.) SHIFT-F7 Print S Select Printer Move cursor Highlight printer required Rtn Select this printer Rtn 13.7 Printing Document Drafts To save on your ribbon, and save time, you can print in draft: SHIFT-F7 Print T Text Quality D Draft (or M for Medium) Then F to print whole document (or P for current page only). Don't forget to change it back to high quality before your final print! (SHIFT-F7, T and H). 13.8 Using a Binding Width If documents are to be bound double-sided (or printed double-sided) you need a wide left margin on odd-numbered pages and a wide right-margin on even-numbered pages. In WordPerfect-5 you can define a binding width and it will be added to the appropriate side of the page: SHIFT-F7 Print B Change Binding Width 1 & Rtn Set binding width to 1" Then F to print whole document (or P for current page only). 13.9 Printing a Block F12 Block (or ALT-F4) Move cursor Move cursor to end of block SHIFT-F7 Print Y Yes, Print Block 14 Getting Help WordPerfect keeps the screen beautifully simple. But don't expect to have to remember the functions. There are several levels of help: 14.1 Template The template gives a quick summary of the main commands. If you've just forgotten the function key, glance along the template to remind yourself. 14.2 Use this Guide This guide contains all basic functions of WordPerfect. Use the Table of Contents and the Index to find the function that you need explained. 14.3 HELP function. But how does each function work. The on-screen HELP function lists them in detail. It is simple to use: 1) Press F3. 2) Press the function key you want explained or the initial letter of the Help you need (T for TAB, M for Macros etc). Press Rtn or Spacebar to Exit Help. 14.4 The WordPerfect Manual WordPerfect is blessed with a pretty good manual, provided you use it for reference on specific functions and not for a general read on how to use WordPerfect. Go to the reference section and look up the thing that you want explained. 14.5 Ring Happy Computers - 071 278 5596 If you're still stuck you can ring WordPerfect UK (0932 850555). They now claim to have average wait-time down to 30 seconds and are very helpful. If this is a Happy Computers course, we will provide unlimited phone support on any functions covered in the course for 12 months from the date on the front of this guide. This is our guarantee of the quality of our training: Ring during office hours. 15 What to do if you Press the Wrong Key There are a range of WordPerfect functions that can be called up, accidentally or deliberately. How do you get back to the document if you press one of them? If you press a key by accident and don't understand where you are, then:  Don't Panic. If you stay calm and press F1 little can go wrong.  Don't press Rtn. If you do it will tell WordPerfect to take the default (or assumed) option, rather than cancelling it.  Press F1 to cancel, until you return to main document. Two particular situations where F1 doesn't work are when you have probably pressed F3 or SHIFT-F3. Follow the instructions below: 15.1 REVEAL CODES F1 will not (unlike versions of WordPerfect before 5.0) cancel Reveal Codes. Instead it will go into Undelete. Press F11 (or ALT-F3) again to restore the full screen. 15.2 HELP function Cause: F3 takes you into the HELP function. Most keys now lead to an explanation. F1, for instance, leads to an explanation of Cancel. Solution: Press Space bar or Rtn to leave HELP. 15.3 Screen goes blank, bottom right of screen says 'Doc 2' Cause: You have pressed SHIFT-F3 to switch to Document 2. Solution: Press SHIFT-F3 again to return to Document 1. 15.4 To leave a function: F1, F7 or Rtn? When you are in the middle of performing a function (such as setting a margin) there are several keys that will get you back to the main document screen: F1 Returns you to main document screen. This normally cancels anything you have re-set (but not always -check with Reveal Codes). Rtn Accepts WordPerfect's suggested (or assumed) answer. Tends to returns you to main document screen, one level back at a time. This accepts anything you have just re-set. F7 EXITs to main document screen, faster than Rtn. This accepts anything you have re-set. Pressing the Space Bar will normally also return you eventually to the main document screen. Cancel, F1, is always the safest way of getting out of a mess. The very worst that can happen if you press F1 too many times is you go into Undelete. (Just press F1 again to get out of that.) 16 List Files List Files (F5) is the easiest way to retrieve files, check what is on your floppy or hard disk, create sub-directories and copy files. 16.1 Listing the current sub-directory F5 List Files Rtn Accept default sub-directory A list of all files on the directory will appear. As well as the name, the size (in bytes - equal to characters) and time and date of last alteration will be displayed. From this point a variety of instructions can be issued: 16.1.1 Look at a Document L Look at highlighted document (Pressing Rtn, when a file is highlighted, has the same effect.) You can move around a document in LOOK mode, but you can't make changes. PgUp & PgDn rather oddly move you to the next & previous documents, not around the current one. Most functions don't work either. The exception is F2: You can search for particular bits of text. 16.1.2 Printing the current sub-directory SHIFT-F7 Lists the currently displayed directory, in two column mode, on the printer. 16.1.3 Move quickly to your file If the list of files gets long you should delete the old & useless ones. However you can also move quickly to your file. For instance, if the file is HELLO. N Name Search H Move to files whose names begin with H Rtn Or arrow keys, to leave Name Search 16.1.4 Find a file containing a particular word or phrase eg, containing the word Happy on the first page: F Find P Search first page of all files (E for whole document) Happy & Rtn Search for Happy Once the search is complete, only files which contain the specified word will be displayed. 16.1.5 Short & Long Names *5.1* WordPerfect 5.1 gives the option of displaying long names, created in Document Summary, on the List Files screen, as an explanation of what documents are in each file: F5 List Files Rtn S L Long Display Rtn Accept current directory WARNING: Long Display slows List Files down. And if you choose Long Display WordPerfect will stay in Long Display until you change it back. (Change it back by doing the same as above, except S for Short Display instead of L for Long Display.) 16.2 Using Long Document Names Long Document Names enable you to store much more information for display in List files - effectively half a line of description. SHIFT-F1 SETUP E Environment D Document Management/Summary L Long Document Names Y Yes F7 Exit 17 Working with Floppy Disks The floppy disk drive (the slot in which you insert your disk) is generally referred to as the A disk drive or A: (However, if you have two floppy disk drives you may wish to use the B drive, or B:) ***** Before these instructions: F5 & Rtn to call up List Files ***** 17.1 Copying a File to the Floppy Move Cursor Move cursor, to highlight file name C Copy A: & Rtn Copy to A drive Note: If a file of this name already exists on the disk in the A drive, WordPerfect will ask if you want to replace it. Answer Y to replace. 17.2 Changing to Floppy drive Directory Change Back to the Hard Disk Remember to use O, 'Other Directory', to change back to the hard disk (C: or F:) after working on the floppy. Otherwise the floppy disk becomes the new 'default' or assumed directory and files will be stored there unless otherwise stated. O Other Directory A: & Rtn Change to A drive Rtn Confirm A drive O, 'Other Directory' can also be used to change to another directory on the hard disk, providing the full path name of that sub-directory is given (see page 28). 17.3 Marking Files: For Copying a lot of files Files can be marked, for mass copying or mass deletion: * Mark file To copy a set of files from a directory: Move Cursor Highlight file to be marked * Press * (SHIFT-8) Continue until all the files you require are marked. C Copy Y Yes, Copy all marked files A: & Rtn Copy to A drive If any of the files already exist on the floppy, you will be asked if you want to replace them. 17.4 Mark all files in the directory HOME & * All files in directory will be marked with asterisk. (This only works if no files are currently marked. If some or all files are currently marked HOME & * has the effect of removing all * marks.) 18 Directories & Sub-Directories Hundreds, if not thousands, of files are generally stored on the hard disk. To enable files to be found it is therefore good practice to split the hard disk into sub-directories. The collection of sub-directories are connected like a tree. There is one root directory. Off this there can be any number of sub-directories. The root directory is the 'parent' of these first level sub-directories. Example: ROOT DIRECTORY (C:\) ³ ŚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄĀÄÄÄÄÄÄÄÄĮÄÄÄÄÄÄÄÄÄÄĀÄÄÄÄÄÄÄÄÄÄÄÄÄ ÄÄÄæ ³ ³ ³ ³ WP UTILITIES GAMES CARDBOX ³ ³ ŚÄÄÄÄÄÄÄÄÄĮÄÄÄÄÄæ ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ HEALTH LA CHESS ³ ³ ³ MAXINE Here the root directory is the parent of WP, UTILITIES, GAMES & CARDBOX. WP is the parent of HEALTH and LA. GAMES is the parent of CHESS. Health is the parent of MAXINE. 18.1 Paths A path is the route by which the sub-directory is reached from the root. The path includes the name of all sub-directories passed through on the way to this sub-directory. Using the example above, the path and the proper way to address a file called TEMP stored in that sub-directory: (A \ separates each sub-directory in the path.) Directory Path File TEMP ROOT C:\ C:\TEMP WP C:\WP C:\WP\TEMP GAMES C:\GAMES C:\GAMES\TEMP HEALTH C:\WP\HEALTH C:\WP\HEALTH\TEMP MAXINE C:\WP\HEALTH\MAXINE C:\WP\HEALTH\MAXINE\TEMP 18.2 Full names of sub-directories For storage and retrieval of files, the full sub-directory path must be given. If only the name of the file is given, when saving a file, the file will be saved in the current default directory (see next section). 18.3 Working with Sub-Directories ***** Before these instructions: F5 & Rtn to call up List Files ***** 18.4 Change the Default Sub-directory The simplest way to change the default sub-directory (to ensure files are automatically saved on the sub-directory you want them on) is two stage:  Move through List Files until the sub-directory that you want as the new default is on-screen.  Press O and accept this new sub-directory as the default. (This involves pressing Rtn twice.) In detail (presuming new default is immediate sub-directory of current directory): O Change Directory (ie: Change Default sub-directory) Rtn Rtn Accept sub-directory 18.4.1 Changing Temporarily to another Sub-directory on Hard Disk If you don't want to change the default sub-directory but just see a listing of another directory, miss out the O ('Other Directory'): Move Cursor Move cursor to highlight directory Rtn Press Return to select Rtn Press Return to confirm 18.4.2 The Default Sub-directory At all times there is one 'default directory', or assumed directory. This is the directory that WordPerfect will suggest when you press F5 for LIST FILES. It is also the directory that WordPerfect will save files in if you give the file a name and no path.  When you change directory by pressing O, 'Other Directory', and entering a new directory name this new directory will become the new default.  When you change directory by highlighting a sub-directory on screen and pressing Rtn twice, it will not affect which is the default sub-directory. 18.4.3 Creating a New Sub-directory Move cursor Highlight O Other Directory END Press END key to move cursor to end of line \NAME & Rtn \ + name of new directory Y Confirm you want to create a new sub-directory LIST FILES will continue to list the current directory, but the new sub-directory will be listed at the top. Move to it by the method described above. 19 Spell-Checker, Word Count & Thesaurus 19.1 Word Count CTRL-F2 'Spell'. C Count number of words in document. After some thought, WordPerfect will display the number of words on-screen, at the bottom-right. Rtn F7 Back to document (After Word Count you will be at the end of the document. Press HOME, HOME, up arrow to return to the top.) 19.2 Check Spelling CTRL-F2 'Spell'. D Check spelling in whole document. (You can check spelling in W: This word or P: This page.) WordPerfect will now identify words not in its dictionary. You can choose one of WordPerfect's alternative spellings, by pressing that letter, or: 1 Skip current occurrence of word. (Not much use - Ignore this option.) 2 Skip this word throughout document. 3 Add word to dictionary. 4 Edit word yourself. (Then F7 to return to spell-check.) 5 Look up a word not in the document 6 Ignore numbers (such as post-codes, F1, F2 etc) This will continue throughout document. (Press F1 three times to cancel and return to document.) 19.3 Thesaurus (I love this one.) Place the cursor on a word. Press just one key and WordPerfect will give you a list of words with similar meanings: ALT-F1 Thesaurus 1 Replace Word letter letter of word to replace with WordPerfect will automatically put this in place of the current word. Wonderful stuff! 19.3.1 Looking up Alternatives to Alternatives! If, instead of pressing 1, you press a letter WordPerfect will list the alternatives to the word represented by that letter. 20 Moving Text: 'Cut-and-Paste' 20.1 Moving a Block of Text To define your own set of text to move, you first Block it: Move Cursor Position cursor at beginning of text to be moved. F12 Mark beginning of block. (Or ALT-F4 on older keyboards) Move Cursor Move cursor to end of block. (Text will be highlighted.) CTRL-F4 'Move'. B 'Block' M Move Block Move Cursor Move cursor to new position. Rtn Move block to where cursor now is. 20.2 Deleting a block of text Move Cursor Move cursor to beginning of block of text. F12 Mark beginning of block. (Or ALT-F4) Move Cursor Move cursor to end of block of text. (Text will be highlighted in.) DEL Press DEL key Y Y to confirm deletion. 20.3 Bolding or Underlining text that is already Entered To bold text already in the document, block it first: Move Cursor Move cursor to beginning of text to be bolded. F12 Turn Block On (Or ALT-F4) Move Cursor Move cursor to end of text to be bolded (WordPerfect will respond by highlighting text.) F6 Bold the blocked text. (To underline text, press F8 instead of F6.) Tip: Creating Blocks Quickly Once Block On is flashing, if you press a letter, number or symbol (rather than the arrow keys) the cursor will move to the next occurrence of that character, blocking in the text in-between. The quickest way to block a sentence is therefore: F12 Block (Or ALT-F4) . Full stop Press F12 & Return to block to the end of the paragraph. 21 TABs & Indents 21.1 TABs & Indents The TAB key is to the left of the keyboard, next to Q. (It will have either 'TAB' or two arrows on it.) TAB Pressing the TAB key will take the cursor to the next TAB mark (initially defined at every half inch). This only affects the current line: The next line will start again at column 1. F4 F4 results in the current paragraph being indented from the left margin. All following lines until the end of the paragraph (marked by the next Rtn) will be indented to this TAB point. SHIFT-F4 SHIFT-F4 results in the current paragraph being INDENTED from left and right margins. This is very useful for quotes and areas of text that you wish to highlight. 21.1.1 Changing the TAB Points All three of these move the cursor to the next TAB point. For details of how to re-define TAB points, see 22.1.4. Warning: Only Apply TABS and INDENTS to the First Line of a Paragraph WordPerfect will adjust paragraphs to fit the current margins, as you insert and delete text. If you apply a TAB or INDENT at the beginning of the 2nd or 3rd line, and subsequently alter line 1, you may find the gap the TAB or INDENT creates suddenly in the middle of the line. There is no need to TAB or INDENT within a paragraph: An INDENT on the first line of a paragraph will affect the whole paragraph. 21.2 Tables of Figures: TAB ALIGN Aligning Numbers within Columns To align numbers within columns, you still need to press TAB ALIGN first: Numbers can only be aligned on TAB points. They cannot be aligned on the left hand margin -either of the full page or of any column. If you use the TAB key to type in numbers in a table, they will align according to their left-hand digit, which will look wrong (see below). Correct is to align them on the decimal point: Wrongly AlignedCorrectly Aligned 1.34 1.34 245.45 245.45 23,300 23,300 To align on the decimal point simply press TAB ALIGN (CTRL-F6) instead of TAB: CTRL-F6 TAB ALIGN 1.34 Decimal point will be placed at TAB position. Typing Minutes: Use SHIFT-F4 and Flush Right Task:One common word processing task is to produce minutes consisting of numbers down the left, a wide description column and an action column at the right (normally to contain initials). Given the difficulty of Parallel Columns in WordPerfect the best method of creating minutes is to use SHIFT-Indent and Flush Right:  The main text is shifted in one TAB point from both edges, using SHIFT-F4.  The initials are put in the right-hand column using Flush Right.  Any further indents (for sub-points) should be done using F4, not SHIFT-F4. Typing the Minutes Type Number Type minute number (or use WordPerfect's Paragraph Numbering feature) SHIFT-F4 Indent from both left & right Type main text ALT-F6 Flush Right Type initials INitials will appear to right of text, in 'Action' column. Example 1.5 After lengthy and lively discussion it was decided to increase the salary of all staff by 15% in the light of the organisation's excellent performance over the last 12 months. AB, BG 1.5.1Proposals to pay an additional bonus of œ500 to each member of staff were defeated by a vote of 8 to 7. 1.6 It was decided to book 20 days more training with Happy Computers because of the excellent results so far. HS 22 Basic Formatting 'Formatting' includes a range of features to change the appearance of your document. It includes setting tabs, setting margins, page numbering, size of paper, line spacing, justification and much more besides. All formatting features are reached with the SHIFT-F8 key. A choice from L,P,D or O must then be made (Line Format, Page Format, Document Format or Other Format) and then a further number to select the formatting feature required. Format Codes take effect from where the Code is placed in the Text Most format instructions through SHIFT-F8 produce an embedded code. This is a character which is buried in the text. It can be located through Reveal Codes (F11 or ALT-F3) and can be deleted like any other character. The Format instruction only takes effect from the point at which it is embedded in the document - which depends on where the cursor was when you pressed SHIFT-F8. Thus, if larger left margin is embedded half way down page 2, the left margin will only be increased from that point half way down page 2. For a Format instruction to affect the whole document: Place the cursor at the top of the document before pressing SHIFT-F8. The SHIFT-F8 function gives four options, which are explained on the following pages: Line Format 35 (Includes Justification, Spacing, Left/Right Margins, TAB Setting) Page Format 38 (Includes Headers, Footers, Top/Bottom Margins, Page Numbering, Paper Size) Document Format 43 (Includes Initial Base Font) Other Format 44 (Includes Advance, Conditional End-of-Page) WARNING: Be Careful about Format Codes when Deleting Blocks of Text When deleting a block of text first go into Reveal Codes, with F11 or ALT-F3, to ensure you don't accidentally delete embedded format codes. (WordPerfect-5 will warn you if you try to delete embedded format codes using DEL or BKSPACE, if you are not in Reveal Codes.) Inserting a Page Break Inserting a Page Break in a document (to start a new page at the current cursor position) is not within format. Instead it is reached through the following key combination: CTRL-Rtn Page Break 22.1 Line Format SHIFT-F8 and then L for Line Formats: Y Hyphenation Off / Manual / Auto - Useful in narrow columns. Z Hyphenation Zone Complex - for the hyphenation addict. J Justification (22.1.1)L - Left, C- Centre, R - Right, F - Full H Line Height Affects 'leading' between lines. Reduce to squeeze more lines onto a page. N Line Numbering Number every line - useful for programmers! S Line Spacing (22.1.2)1 for single, 2 for double etc M Margins: Left / Right (22.1.3)Left & Right Margins T Tab Set (22.1.4)Set Tabs across screen W Widow/Orphan ProtectionThis prevents single lines being left on their own at the top or bottom of pages. Full Justification For what is commonly known as Right Justified text (justified with left and right margins) you must choose 'Full' Justification. ('Right' Justification will justify with the right margin and leave the left-hand side of the text ragged.) 22.1.1 Set Justification Off *5.1* WordPerfect 5.1 introduces 'Left', 'Centre', 'Right' & 'Full' justification:  'Left' gives what was previously described as Justification Off. (ie: Justified only with the left-hand margin.)  'Full' gives what was previously described as Justification On. (ie: Justified with left-hand and right-hand margins.) SHIFT-F8 Format L Line Format J Justification L Left Rtn Rtn Note: Any Justification command will not alter the appearance of text on-screen, only when you print it out (or in View Document.) 22.1.2 Set Lines to Double Spacing SHIFT-F8 Format L Line Format S Line Spacing 2 & Rtn Line Spacing = 2 Rtn Rtn 22.1.3 Set Margins to 0.75" at Left & 0.5" at Right SHIFT-F8 Format L Line Format M Margin: Left/Right 0.75 & Rtn 0.75" for Left Margin 0.5 & Rtn 0.5" for Right Margin Rtn Rtn (If you only want to change one margin, simply press Rtn on the other margin setting.) 22.1.4 Setting TABs TABs default to every 0.5". Delete, re-set or add TABs by using the TAB setting option: SHIFT-F8 Format L Line Format T Set TABs TAB Setting Options The 5 lines that WordPerfect displays to help you set TABs are extremely unhelpful in telling you how to get rid of the existing TABs. 'DELETE-EOL (clear tabs)' actually means that to clear existing TABs you use the command to delete to the end of the line. This command is CTRL-END. Clearing Existing TABs CTRL-END Delete existing TABs to end of line (referred to as Delete EOL at the bottom of the screen). To delete an individual TAB, move the cursor to highlight it & press DEL. Decimal TABs Decimal TABs can be used for displaying numbers in tabular form. However they are best avoided. Much simpler is to use normal TAB settings and press TAB ALIGN (See section 21.2). Setting New TABs Move Cursor & TABMove the cursor to where you want the TAB to be & press TAB 2.5 & Rtn Insert TAB at 2.5" Setting a Sequence of TABs 1,0.4 & Rtn Insert TAB at 1", then every 0.4". 2,1 & Rtn Insert TAB at 2", then every 1". Exiting from TAB Setting Screen: When you have reset your TABs as you want them: F7 EXIT from TAB set. Rtn Rtn Changing the Type of TABs T & A Change to Absolute Type of TABs (see box) Note: Like most format codes, new TAB settings will only be effective from the point at which you define them. Therefore if you want the TABs to affect all the documents they should be defined at the top of the document. Absolute & Relative TABs *5.1* WordPerfect 5.1 gives the option of Absolute or Relative TABs: Absolute TABs: TABs are set relative to the left-hand edge of the paper. If the left-hand margin is changed, text positioning may alter. Relative TABs: TABs are set relative to the left-hand margin. Thus text following a single +1" TAB will always fall 1" from the left-margin. Absolute TABs appear on the TAB screen as numbers. Relative TABs have a + before them. WordPerfect 5.1 assumes Relative TABs unless you change them. Choose option T from the TAB menu to change the Type of TAB. 22.2 Page Format SHIFT-F8 and then P for Page Formats: C Centre Page (top to bottom)Useful for labels, adverts, posters etc. O Force Odd/Even Page Force current page to next odd (or even) page. H Headers (22.2.2) Enter text to appear at top of every page. F Footers (22.2.3) Enter text to appear at bottom of every page. M Margins: Top/Bottom (22.2.4)Define margins at top and bottom of page. N Page Numbering (22.2.5)Set page numbering on/off and define where number appears. S Paper Size, Type (22.2.7)Select A4, A5 or other. U Suppress (this page only)Suppress Headers, Footers and/or Page Numbers on this page only. Headers, Footers and Page Numbering will not appear on the normal Edit screen. In fact the effect of all page Formats can only be seen in View Document (SHIFT-F7, V). 22.2.1 Apply Page Format Codes at the Very Top of the Page Page Format codes must be placed so that they are the very first characters (apart from other Format codes) at the very top of the page to which you want them to apply. If there is so much as a single space or Return before them, the formats you want will not take effect until the next page. (Check in Reveal Codes to ensure they are at the very top of the page.) If the Page Format Doesn't Work (Remember: The Effect of Page Formats can only be seen by printing out or in View Document (SHIFT-F7, V).) If View Document shows that the Page Format hasn't taken effect, check the next page. If it has taken effect on the next page: You haven't placed your format codes at the very top of their page: - Return to where the Page Format codes were place. - Enter Reveal Codes. - Delete spaces and HRts before the codes on the page. (If the codes are well down the page, delete them and place them at the top of the page instead.) Header Code at the Very Top Ensure that the Header code is the first character on the page it is to appear on (apart from other Format codes). 22.2.2 Header Example: Put Your name at the top of Every Page A Header is a piece of text that appears at the top of every page (such as the top line in this document). SHIFT-F8 Format P Page Format H Header A Header A P Every Page Your Name Header Edit: Text to appear in Header F7 EXIT Rtn Rtn (Any text entered during Header Edit will appear at the top of every page, when printed out - or seen in View Document - but not on the edit screen. This includes format codes like Bold, Underline or Flush Right.) Place Footer Code at the top of the Page Ensure the Footer Code is the first character on the page it is to appear on (apart from other format codes.) 22.2.3 Footer Example : Put m/f (more follows) at the bottom-right of Every Page A footer is a piece of text that appears at the bottom of every page of a document (such as the line & page number at the bottom of this page). SHIFT-F8 Format P Page Format F Footer A Footer A P Every Page ALT-F6 Flush Right m/f Type in 'm/f' Page Number in a Header of Footer Press CTRL-B in a header or footer and the current page number will appear at that point on each page. F7 EXIT Rtn Rtn The footer will appear at the bottom of every page to the end of the document. To cancel it, issue a new footer instruction or SHIFT-F8, P, F, A, D to Discontinue. Note: Both headers & footers reduce the number of lines available for normal text. Place Margin Codes at the Top Place Margin Codes at the very top of the page where you want them to take effect. 22.2.4 Set Top & Bottom Margins to 0.5" SHIFT-F8 Format P Page Format M Margins: Top / Bottom 0.5 & Rtn Top Margin: 0.5" 0.5 & Rtn Bottom Margin: 0.5" Rtn Rtn Page Numbering Options The page numbering menu is confusing. The options mean: N - New Page Number Used if you don't want to start page numbering at 1. (For instance if this document is Chapter 2 of a book.) S - Page Number Style How the page number will look on the page (see 22.2.5, 22.2.6.) I - Insert Page Number Insert a page number at the current cursor position (but only on this page). P - Page Number Position Insert a page number on every page. (WordPerfect will ask next for the position.) Use option P for a standard page no., to appear on every page. Place Page Numbering Codes at the Top Place Page Numbering Codes at the very top of the page where you want them to take effect. 22.2.5 Set Page Numbering On, at Bottom Centre To turn page numbering on you define the position at which the page numbering is to appear: SHIFT-F8 Format P Page Format N Page Numbering P Page Number Position 6 Bottom Centre Rtn Rtn To turn Page Numbering Off, choose option N from Page Numbering menu (instead of the 6 chosen above.) CTRL-B = ^B = Page Number To show where the page number will appear in the style press CTRL-B. This will appear as ^B on the format screen, but will print out as the page number. Possible styles include: ^B 4 Page ^B Page 4 - ^B - - 4 - 22.2.6 Page Number Style Page Numbering on its own will only produce the bare number. To print it out as Page 2 or as - 2 - you must define it as a Style. For instance, Page 2 at bottom centre: SHIFT-F8 Format P Page Format N Page Numbering S Page Number Style Page & CTRL-B & RtnType the word Page & Page Number marker P Page Number Position 6 Bottom Centre Rtn Rtn PAGE NUMBERING: Do not use '3 - Insert Page Number' Most people assume that option I is the way to turn Page Numbering on. IN fact this option is virtually useless: It places a page number just once, at the current cursor position. Printing Sideways To print sideways in WordPerfect you must change the Paper Size. Normally known as 'Landscape' this is generally displayed on the Paper Size screen as 'Wide'. 22.2.7 Set Paper Size To choose from the available paper sizes: SHIFT-F8 Format P Page Format S Paper Size Move Cursor Highlight Paper Size required S Select Rtn Rtn Set Paper Size to A4 A4 tends to be listed as 'Standard'. A4 Landscape (sideways) tends to be listed as 'Standard - Wide'. Simply highlight the one you want in the Paper Size list and press Rtn. Note: You can change Paper Size from one page to another (for instance, if you want one page in a document printed sideways). Make sure the code is at the very beginning of the page. 22.2.8 Create New Paper Size You can define any paper size. Your only restriction is what will fit in your printer. WordPerfect's options include A4, A3 (twice A4), A5 (half A4) and US Standard - all in Portrait or Landscape. Either choose one of these options or type in your own under 'Other': Creating an A5 Landscape Paper Size: SHIFT-F8 Format P Page Format S Paper Size A Add The first screen displays a set of descriptions. This does not affect the paper size, but only what will be displayed on the Paper Size screen: O Other - Use to enter your own description, to appear on the list Type name & RtnType the name you wish to appear on the list, to remind you what this paper-size is. The Paper Size will default to A4 (8.27" x 11.69"). To change Paper Size: S Paper Size C A5 Landscape Exit from Paper Size screen: F7 Exit Rtn Rtn Printing Letterhead from a Different Tray Task:If you have a printer with two paper trays, then it is possible to get WordPerfect to automatically select Tray 1 for the first page of letters and Page 2 at all other times. Two permanent, once and for all, steps are necessary to enable this:  Ensure a Sheet Feeder is Selected for your printer SHIFT-F7 Print Menu S Select Printer Highlight PrinterHighlight printer that you wish to use (it must have two trays to select from) E Edit S Sheet Feeder Highlight FeederSelect the correct feeder (normally of the same name as the printer) S Select Messages will be displayed, probably explaining which Tray number (or 'Bin' number) refers to which tray on the printer. F7 EXIT F7 EXIT S Select Printer Rtn  Define a LetterHead Paper Size SHIFT-F8 Format P Page Formats S Paper Size A Add/Create H Select 'Letterhead' Now set the paper tray: L Location T Tray 1 & Rtn For instance, select tray no. 1 F7 EXIT F7 F7 When you Type the Letter When you type the letter you need to:  Set Paper Size to 'Letterhead' at the very beginning of the document (SHIFT-F8, P, S, Highlight 'Letterhead', S, F7)  Move the cursor to the 2nd line of the 1st page. Set the Paper Size to 'Standard' (SHIFT-F8, P, S, HIghlight 'Standard', S, F7) 22.3 Document Format SHIFT-F8, D for Document Format: D Display Pitch Reducing Display Pitch puts characters closer together on screen. C Initial SettingsSet initial Format Codes. (The advantage over putting them at the top of the document is that Initial Settings effects the whole document, including Boxes, Footers, Headers etc.) F Initial Base FontChange Base Font for the current document, permanently. R4 Redline Method Change redline method. (Redlining is way of highlighting proposed deletions.) S Summary Create a document summary. (This is not printed out.) These are a little obscure. If you make use of footers, headers and boxes (see Graphics in Advanced section), you may want to define Initial Settings and Initial Base Font, to ensure those settings and fonts apply throughout and not just to the main body of the document. Initial Settings can be used for most format settings normally defined through the SHIFT-F8 key. Defining it through Document Format ensure these settings are assumed throughout. Initial Font sets the font that will appear, until changed through CTRL-F8 and 4, throughout the document. 22.3.1 Changing the Initial Base Font SHIFT-F8 Format D Document Format F Initial Base Font Move Cursor Highlight required font S Select Rtn Rtn (See section in Advanced Guide on Base Fonts.) 22.4 Other Formats A Advance Instructs printer to print text above or below current line. (Does not work on all printers.) C Conditional End of page (22.4.1)Insert page break if set of lines won't fit on remainder of current page. D Decimal/Align Character Change character for Align Thousands' Separator Change character for display of thousands (In France comma is used as the decimal point and full stop for thousands.) L Language Tells WordPerfect-5 which Spellchecker to use. Change to UK if set to US. O Overstrike Print two characters on top of each other P Printer Functions Kerning & other special printer codes. Includes paragraph spacing. U Underline -Spaces Stop / start underlining spaces Tabs Stop / start underlining Tabs 22.4.1 Conditional End-of-Page You may wish to keep certain bits of text together. (For instance, you won't want a page break in the middle of a table, or between a section heading and the section itself.) You can make sure a page break doesn't happen in an awkward place with a conditional end of page. Set the number of lines to keep together and, if the page break is due within that number of lines, WordPerfect puts the whole section on the next page. To ensure next 8 lines are kept together: SHIFT-F8 Format O 'Other' Format C Conditional End of Page 8, Rtn Keep 8 lines together Rtn Rtn 22.4.2 Block Protect As an alternative to Conditional End-of-Page you can protect a block of text from an inappropriate page break. F12 Block the area of text you wish to protect from a page break SHIFT-F8 Usually this key is the Format funtion, however, when you text blocked you wiol be asked if you wish to Protect block N (Yes) Y Yes to protect the block of text 23 Search and Search & Replace 23.1 Search (without Replacing) Simple: Just press F2, type the characters you are searching for and press F2 again. Do not press carriage return, unless this is one of the characters you are looking for in the document. Example: Search for 'LVSC' F2 Search LVSC 'LVSC' is to be searched for. Do not type carriage return at end F2 Start search 23.2 Repeating a search: F2 Search The same characters will re-appear. F2 Start Search WARNING: Don't press Rtn once you've typed in the word to search for. If you do WordPerfect will search for a place in the text where that word is followed by Rtn. Lower and upper case: Lower case letters in search will match with lower or upper case letters in text. Upper case letters in search will match only with upper case letters in text. 23.3 Searching for a Format Code Format Codes can be searched for like any other character. To search for the next underline: F2 Search F8 Underline F2 Carry out search To search for the end of the paragraph: F2 Search Rtn Rtn Search for the next time there are two Rtns in succession. F2 Carry out search 23.4 Search & Replace Similar to Search: Example replace: (Replace 'ACGB' with 'Arts Council') ALT-F2 Replace N No to 'w/confirm?' ACGB 'ACGB' is string of characters to be replaced. ALT-F2 Arts Council Replace with 'Arts Council'. ALT-F2 Start Replace 23.5 Return to Previous Position To return to the previous position (before the search or replace), press CTRL-HOME twice: CTRL-HOME CTRL-HOME Confirmation w/confirm: Y to 'w/confirm' will ask for confirmation on each replacement. N will cause replacement throughout remainder of file without confirmation. USE WITH CARE: If you answer N to w/confirm, WordPerfect will make changes through to the end of the document without further questions. You must be sure your replacement will work exactly as you want it to. 24 Columns of Text Columns have two stages within WordPerfect: 1 - Define the columns(ALT-F7, C, D ...) 2 - Turn columns On(ALT-F7, C, O) Moving between Columns In Parallel or Newspaper columns: CTRL-HOME & ž Move to column on right CTRL-HOME &  Move to column on left 24.1 Defining Newspaper Columns The following instructions sets up a column definition which is the default of newspaper columns, with two evenly-spaced columns and 0.5" between them. ALT-F7 'Columns/Table' C Columns D Define Columns F7 EXIT, to accept defaults F7 24.2 Turning columns off & on Once the columns have been defined they can be turned on & off throughout the text: ALT-F7, C, O Columns On ALT-F7, C, f Columns Off Avoid Parallel Columns In previous version of WordPerfect the only way to create a table of information or a script was through parallel columns. However these are rather complex and contain several traps for the inexpert user. You can now happily avoid them: The Tables feature (see ?) provides all the facilities for creating tables of information and scripts - and they're really easy. You can turn the table lines off if you don't like them (see page 52). 24.3 Creating a Vertical Line between Columns WordPerfect-5's Graphics feature enables horizontal and vertical lines (of any width) to be drawn. Use the Graphics function to position a vertical line between columns: Move cursor Position cursor carefully at the top of the left column, after the [Col On] code. ALT-F9 Graphics L Line V Create Vertical Line H Change Horizontal Position B Position between columns Rtn Accept after column 1 V Vertical Position B Bottom F7 EXIT to document. Cursor Movement in Column Mode - The Up & Down arrow keys will take you Up & Down the current column. Going down past the end of the column will take you to the top of the next column. - The Right & left arrows will take you right and left within the column. Use CTRL-HOME and ž or  to move between columns. New in WordPerfect 5.1! 25 Tables The Table feature creates a grid of empty boxes, into which you can type information in tabular form. Tables can be used for: - Creating Tables of Information - Creating Standard Forms 25.1 Creating a Table ALT-F7 Columns/Table (Math/Columns if you have a 5.0 template) T Tables C Create 4 & Rtn No. of columns, 4 in this example (32 is the maximum) 9 & Rtn No. of rows, 9 in this example (32,765 is the maximum) F7 EXIT Table Editor, to start entering information Note: You cannot enter or edit information while the Table Editor is active. You must press F7 to Exit first. Table Editor You will be in Table Editor when you first create a Table or when you edit the table structure. Returning to Table Editor:  Position cursor within Table  ALT-F7 Leaving Table Editor:  F7 25.2 Entering Information into a Table Once you have Exited from Table Editor (F7), you can enter information into the Table cells: Simply move the cursor and type in the information. TAB: Next Cell SHIFT-TAB:Previous Cell Don't press Rtn when you have finished a cell within the table. Rtn produces a new line within that row. If you press Return by accident, simply press Backspace to delete it. Use Tables instead of Parallel Columns Parallel Columns are a pain to use. Tables provide an easier way to create a table of information or a script. If you don't want lines round your table, fine: See 25.9 on how to remove them. 25.3 Table Editor: Editing the Table Structure To return to Table Editor: Move cursor Place cursor within Table ALT-F7 Columns / Tables 25.3.1 Useful Table Editor Commands Within Table Editor, the most useful commands are: CTRL-ž & CTRL-Increase / decrease width of column INS Insert new rows / columns DEL Delete rows / columns Move (CTRL-F4) Move rows or columns to elsewhere in Table S Size Enlarge / Decrease Size of Table (USE WITH CARE) F Format Change appearance of text within Table cells L Lines Change appearance of line in Table M Maths Use Maths functions within Table (see 26) J Join Join two adjoining cells together 25.4 Moving between Cells Do not press Rtn to move between cells in a table. Rtn will simply create another line in the current cell. (Press Bkspace to get rid of it if you do this by accident.) Use the arrow keys (ž) to move around the table. Also: WordPerfect 5.1 Table Movement Commands TAB Move straight to next cell, to right SHIFT-TAB Move straight to previous cell, to left HOME, HOME, HOME,  Move to 1st character in first cell in this row HOME, HOME, HOME, ž Move to 1st character of last cell in this row CTRL-HOME,  Move to 1st character of 1st line of current column CTRL-HOME,  Move to 1st character of last line of current column CTRL-HOME, HOME, HOME,  Move to 1st character of 1st cell in table CTRL-HOME, HOME, HOME,  Move to 1st character of last line in table Tip: Short-Cut Insertion When you are not in the table editor, press: CTRL-INS Insert a row before the current one. CTRL-DEL Delete current row. 25.5 Insert new Rows / Columns in a Table Press the INS key (when in Table Editor). For instance, to insert 3 rows: ALT-F7 Table Editor Move cursor Move cursor to where first row is to be inserted INS Insert R Rows 3 & Rtn Insert 3 rows BUT: To insert rows or columns at the end of the table, use Size (section 25.6). 25.6 Size: Enlarging the Size of Tables Insert (see 25.5) places a row/column before the current one. To insert a row at the bottom of the Table or column at the right you must use the Size instruction. For instance, to insert a add a 5th row in a 4 row table: ALT-F7 Table Editor S Size R Rows 5 & Rtn Make Table 5 rows long Warning: Beware of Decreasing Table Size When you change the size of a Table, WordPerfect will prompt with the current size. DO NOT REDUCE THE SIZE SUGGESTED: If you type 1 & Rtn, WordPerfect will reduce the number of rows or columns to 1, deleting all information beyond that! If you delete rows/columns by mistake: Undelete, F1, may be able to bring them back (but it doesn't normally work in this context). When Columns don't Expand The Table must fit within the current margins. Initially the Table fits the margins exactly: You must therefore reduce the size of one column before you can increase the size of another. 25.7 Changing Column Width ALT-F7 Table Editor Move cursor Place cursor in column to be expanded / contracted CTRL-ž or CTRL- Expand or contract column, one character at a time. 25.8 Changing the Appearance of Lines TIP: Print a Table Without Lines There is an easy trick to printing a table without lines: SHIFT-F7 Print G Graphics N Do Not Print (Graphics) F Print Full Document Note that this will stop any graphics printing, including pictures and boxes. You can change lines to single, double, dashed (and other types) or get them to disappear altogether. Each cell has the line of Top and to the Left defined for it. (The line on the right is the Left line of the next cell.) 25.8.1 Changing a Line on One Cell To change the Top line of a cell to double within Table Editor: ALT-F7 Table Editor Move Cursor Move cursor to cell L Lines T Top Line D Double 25.8.2 Changing the lines on a Row or Column of Cells You can change the lines for a row or column of cells at once: ALT-F7 Table Editor Move cursor Move cursor to beginning of row or column, where lines are to be altered F12 Block On (Or ALT-F4) Move cursor Move cursor to end of row or column L Lines T Top Line D Double 25.9 Removing the Lines for All of a Table Tables can be printed without lines, even if they are still displayed on the screen. (See tip in box above.) However if you want to print tables without lines in the same documents as graphics you must remove the lines completely: ALT-F7 Table Editor Move Cursor to top-leftMove cursor to top-left cell of Table F12 Block On (Or ALT-F4) Move cursor to bottom-rightMove cursor to bottom-right cell of table, so entire table is highlighted L Lines A All N None All the lines will disappear, however, you can still use it as a table, and insert and delete rows and columns. 25.10 Shading a Cell Cell shading is an option on the Lines Menu: ALT-F7 Table Editor Block cells Block cells to be shaded (or place cursor in cell, if only one cell is to be shaded). L Lines S Shading O On 25.11 Joining Cells Together If you want to put a heading in a Table, you will normally want it to go across all the columns. To join adjoining cells to make one big cell: ALT-F7 Table Editor Move Cursor Move cursor to 1st cell to be joined F12 Block On (Or ALT-F4) Move cursor Move cursor to last cell to be joined J Join Y Yes to confirm 25.12 Moving Rows or Columns Move rows or columns using a similar method to the normal WordPerfect 'cut-and-paste'. For instance, to move a row: ALT-F7 Table Editor Move cursor Place cursor on row to be moved CTRL-F4 Move R Row Move cursor Move cursor to row before which the moved row is to appear Rtn Press Return to retrieve row. 25.13 Deleting Information within a Table 25.13.1 Without Going into Table Editor CTRL-DEL Delete current row in Table (may not work on older keyboards) CTRL-PgDn Within a Table, deletes to end of current cell (not, as outside, to end of current page) 25.13.2 Delete Rows / Columns within Table Editor Press DEL to delete rows or columns, including the information within them. For instance, to delete 4 rows: ALT-F7 Table Editor Move cursor Move cursor to first row to be deleted DEL Delete R Rows 4 & Rtn Delete 4 rows 25.14 Deleting a Table 25.14.1 Deleting a Table, including the information within it Block the table and press DEL: Move cursor Move cursor to character before table F12 Block On (Or ALT-F4) Move cursor Move cursor to character after end of table, so that all table is highlighted DEL Press DELETE key Y Yes to confirm Delete Warning: This will delete the table and ALL information within it. (Press F1, Undelete, to bring it back - if you have only just deleted it.) 25.14.2 Deleting a Table, but not the information within it Find the Table Definition code in Reveal Codes and delete it: F11 Reveal Codes (or ALT-F3) Move cursor Move cursor to code beginning [Tbl Def: ..... DEL When cursor is highlighting [Tbl Def ] code, press DELETE The Table lines will disappear and the information will be presented with single TABs between the different columns. 26 Maths within a Table Maths is available within Tables, and works much easier because you don't have to worry about positioning the numbers and functions exactly. 26.1 Aligning a Column of Numbers When typed into a table, numbers will be left-aligned down the left hand side of their cells and will thus look very messy. To align them on the decimal point: ALT-F7 Table Editor Move Cursor Move cursor to column containing numbers F Format L Column J Justify D Decimal Align 26.2 Sub-Totals & Totals The simplest Maths functions are those to add up a column of numbers: ALT-F7 Table Editor Move Cursor Place cursor in cell where result is to appear M Math + Place + function in cell (calculate sub-total) This will add up all numbers in the column above (since any previous +) and place the total in that cell. You can place several + functions in a column to add up several sub-totals. The sub-totals themselves can then be added up by placing an = function (ALT-F7, M, =) in a cell. There is also a Grand Total function to add up the Totals: Sub-total + Total = Grand Total * 26.3 Re-Calculating WordPerfect will not automatically re-calculate formulas if numbers within the table change. You must instruct it to re-calculate: ALT-F7 Table Editor M Math C Calculate 26.4 Simple Spreadsheet Calculations A WordPerfect Table can be used as a simple spreadsheet (one that is similar to that of PlanPerfect) and formulas can be entered. Thus each cell has an identifier, as follows: A1 B1 C1 D1 A2 B2 A3 B3 A4 B4 Mathematical Symbols Addition + Subtraction - Multiplication * Division / 26.4.1 Entering Formulas A formula can be entered as any combination of cells, separated by arithmetic symbols. Thus to add the contents of cells B1, B2 and B3 and place the result in B4: Move cursor to B4 ALT-F7 Table Editor M Math F Formula Type B1+B2+B3 Rtn Result of calculation will appear in B4 F7 Exit Table Editor Undelete (F1) If you delete across cell boundaries by holding down the DEL or Bkspace key, Undelete will only restore text deleted from one cell. If you delete a row or column at once, however, Undelete will bring back the row or column. (For instance, if you did this by accidentally decreasing the size of the Table.) 27 Creating Macros If you find yourself repeating a set of keystrokes regularly you can set up WordPerfect to do them automatically when you press certain keys. This stored set of keystrokes is called a macro. This can be used either for common phrases (such as Yours sincerely followed by your name or position) or any functions performed often (such as bolding the current word). 27.1 Defining a Macro To define a macro press CTRL-F10, type in the name of the macro and then type the exact keystrokes that you want to be stored. Don't forget to turn the Macro Definition off with CTRL-F10 when you finish! CTRL-F10 Begin defining Macro Name Name of macro & Rtn or ALT-letter (not followed by Rtn) Description & Rtn Type in description of macro (for your reference only). ***** ** ** keystrokes ....... ** ***** CTRL-F10 End of Macro If you are asked if you want to Replace (after entering the name), this means there is an old macro of this name. Press Y to Replace. Naming a Macro Macros can have a name or simply be called an ALT key combined with a letter: ALT-Macros The macro ALT-Y is invoked by holding down ALT and pressing the letter Y. To create: When asked for name of macro, hold down ALT key and press letter. Advantage: Easy to invoke - just one keystroke. Disadvantage: The name gives only a small clue as to what the macro does. Limited to 26 ALT-macros, one for each letter of the alphabet. Named Macros The macro YOURS is invoked by pressing ALT-F10, typing YOURS and pressing Rtn. You can have an unlimited number of this type of macro. To create: When asked for name, type name followed by Rtn. Advantage: Name helps to remind you of what macro does. Unlimited no. of named macros. Disadvantage: More keystrokes to invoke named macro. 27.2 Invoking a Macro If it is an ALT macro: simply hold down the ALT key and press the appropriate letter. If it is a named macro: ALT-F10 Start Macro Name & Rtn Name of macro Warning: Everything you Type will be Recorded The macro definition is based upon recording exactly the keystrokes you type in. Just as when you make a mistake recording an answerphone message, if you make a mistake recording a macro it will be repeated every time you invoke the macro. What should you do if you go wrong when defining a macro? If you mess up in creating a macro, the best thing to do is to close the macro and start again: Press CTRL-F10 to finish the macro definition and then start defining the macro again. 27.3 Where is the Macro Stored? Which directory the macros are stored in will depend on 'Location of Files' within Setup (SHIFT-F1, L). Look at what is listed against: K: Keyboard / Macro Files. If no directory is listed the macro will be stored in the currently active sub-directory and will be visible when you press F5 & Rtn. (This ensures the macros are only available when this sub-directory is being used.) If a sub-directory is listed, the macros will always be stored in that sub-directory (ensuring they are available whenever you or anybody else uses WordPerfect). 27.4 Deleting a Macro Macros are stored in a sub-directory as separate files. Each is called its name, followed by WPM. Thus - YOURS is stored as YOURS.WPM ALT-Y is stored as ALTY.WPM To delete the macro, LIST FILES (F5), highlight the macro name to be deleted and press D to delete (followed by Y to confirm). (If macros are being stored in a separate sub-directory, you must move to that sub-directory first. See 18.3) Listing Your Macros There should be an easy way to list your macros, together with their descriptions. Unfortunately there isn't. Instead you must either keep a list on paper or:  If you use Setup to direct all your macros to a separate sub-directory (see WordPerfect Advanced Guide), you can then use List Files (F5) to list this directory and Print Files (SHIFT-F7) to print them out. (You will only get the file-names and not the descriptions).  If the macro files are in the same directory as other files: F5 List Files *.WPM List only files with the extension .WPM Note: Within List Files, L; Look will show macro descriptions. 27.5 Example Macros 27.5.1 Example 1: Macro to write Yours Sincerely To produce Yours Sincerely, your name and position at the touch of a key (ALT-Y): CTRL-F10 Begin Macro ALT-Y Name macro 'ALT-Y' Type 'Macro for Yours Sincerely' Type description & Rtn Yours sincerely & Rtn Rtn Rtn Rtn Henry Stewart & Rtn Your Name Consultant & Rtn Your Title CTRL-F10 End macro To invoke the macro: Simply press ALT-Y 27.5.2 Example 2: Macro to put the current word in Bold This macro will bold the current word, wherever the cursor is on that word: CTRL-F10 Start macro ALT-B Name Macro as ALT-B type 'bold word' & Rtn Type in description ž One character to right CTRL-  Go to beginning of word F12 Block On (Or ALT-F4) CTRL- ž Go to end of word  One character to left F6 Bold CTRL-F10 End Macro To invoke the macro: Simply press ALT-B Description The description only appears here, in Macro Edit. It's sole use is to remind you of what the macro is supposed to do. 27.6 Editing a Macro Once you have created a Macro it is possible to go into Edit Macro, either to edit the macro or just to look at what you typed in. For instance, to edit the macro ALT-Y: CTRL-F10 Macro Define ALT-Y If macro exists, WordPerfect will ask if you want to edit or replace it. E Edit The contents of the macro will be displayed on screen. You can move your cursor around making alterations, and deleting commands. When you have finished: F7 Exit 27.6.1 Entering Commands in Edit WordPerfect has enabled a special command entry mode, so that when you press a key - that instruction will appear within the macro: CTRL-F10 Command Entry mode (CTRL-F10 again to return to ordinary Macro Edit) 28 Switch & Windows: Editing two documents at once 28.1 Switch to Doc 2 The bottom-right of the screen, initially reading 'Doc 1' tells you whether you are in document 1 or 2. You can have two in use at once, enabling you to switch easily between documents. SHIFT-F3 Switch to other document Doc 2 will initially be blank. To edit a second document, retrieve it as normal (through F5, List Files, or SHIFT-F10). When you are using Doc 1 & Doc 2 and you Save & Exit (through F7) WordPerfect will take you to the other document. You will not be allowed to Exit WordPerfect without first doing an F7 from both documents. Show Ruler Windows can be used to show a ruler (indicating the TAB points and margins) on-screen: CTRL-F3 'Screen' W Window 23 & Rtn Set Window to all but one line of screen 28.2 Using Windows SHIFT-F3 on its own allows you to edit two documents at once, on different screens. Window (CTRL-F3 & W) allows you to edit them both at one, on one screen: CTRL-F3 'Screen' W 'Window' 12 & Rtn No. of lines: 12 splits screen in half Now press SHIFT-F3 to move from the top half (Doc 1) to the bottom half (Doc 2) 28.2.1 Changing back to Single Window To change back to a single window, follow the same process and ask for 24 lines in the current window: CTRL-F3 Screen W Window 24 & Rtn 24 lines Warning: You must have different documents in the two windows Windows allows you to work on two different documents on one screen, and to switch between them. You cannot, however, work on different parts of the same document. If you try to do this (by retrieving the same file into Doc 1 and Doc 2) the alterations will be made separately on each document and only one set of alterations will be saved. 28.3 Cut-and-Paste between documents If you have two documents on screen, text can be cut from one document and pasted into the other one: Move cursor Position cursor at beginning of text to be moved. F12 Mark beginning of block. (Or ALT-F4) Move cursor Move cursor to end of block CTRL-F4 'Move'. B 'Block ' C 'Copy' (Or M for 'Move' to remove text from original document) SHIFT-F3 Switch to other document Move cursor to new position. Rtn Retrieve Text. (Note: The only difference from the standard Move set of instructions is the addition of SHIFT-F3.) 29 Other Useful Odds & Ends 29.1 Work in DOS (Go to DOS shell) It is possible to switch to DOS (the operating system with the C> prompt) without leaving WordPerfect. This is useful, for instance, if you want to format a disk before you save your current document. CTRL-F1 Go to DOS G To Confirm DOS instructions EXIT & Rtn Return to WordPerfect (Remember that DOS does not accept WordPerfect instructions, therefore, you must type EXIT, not just press F7.) 29.2 Accents, Pound Signs and other Special Characters A range of special characters are available. To see them: F3 Help CTRL-V Compose A list of ALT-number characters will appear. Hold down ALT and press the appropriate numbers on the number pad to get the special character. For instance: ALT-156 œ ALT-130 ‚ ALT-135 ‡ ALT-224 ą ALT-21  ALT-131 ƒ ALT-12 ALT-225 į WARNING: ALT-number characters should appear happily on the screen. But you may have difficulty printing them out. Test them out on your printer before you get too carried away with them. 29.2.1 Other Character Sets: Greek, Cyrillic, Hebrew, Japanese & More For the really keen there are 12 more full character sets, producing over 1,500 characters in total. These include full ancient and modern Greek alphabets, Hebrew, Cyrillic, Hiragana and Katakana! (The latter two are varieties of Japanese.) These are listed in the WordPerfect manual (Appendix P: WordPerfect characters) and are reached by typing CTRL-V followed by the no. of the character set, a comma, and the number of the character. For instance, to get the copyright symbol ž, which is in character number 23 in character set 4: CTRL-V Compose 4 Character set 4 ,23 & Rtn Character number 23 Note: Most of the extra WordPerfect character set will appear only as a square box on your screen. You will need to print it out to see it. (It may also be visible in View Document.) Example WordPerfect Characters: 1 - Multinationaleg:CTRL-V 1,82 O CTRL-V 1,77 a 4 - Typographiceg: CTRL-V 4,25 ž CTRL-V 4,22 ž 5 - Iconic eg: CTRL-V 5,21 ž CTRL-V 5,30 ž 6 - Math/Scientificeg:CTRL-V 6,107 ž CTRL-V 6,70 ž 7 - Math/Scientific 2eg:CTRL-V 7,91ž CTRL-V 7,183 ž 8 - Greek eg: CTRL-V 8,3 į CTRL-V 8,48 ž 9 - Hebrew eg: CTRL-V 9,0 ž CTRL-V 9,18 ž 10 - Cyrillic eg: CTRL-V 10,3 ž CTRL-V 10,63 ž 11 - Japanese eg: CTRL-V 11,62 ž CTRL-V 11,156 ž 12 - Symbols eg: CTRL-V 12,96 ž CTRL-V 12,243 ž (Character set 12 doesn't seem to work on my Laserjet printer....) 29.3 Tick Boxes for Questionnaires Graphic Boxes, Tables or Line Draw can all be used to create tick boxes. However the simplest way, and the way that takes up least memory, is to use WordPerfect's special characters: CTRL-V 4,38 ž CTRL-V 4,37 O These are treated by WordPerfect as ordinary characters. Therefore they can be bolded, and can be enlarged by applying large fonts (using CTRL-F8). 29.4 Repeating Characters: ESC key If you press ESC key the characters 'n=8' will appear at the bottom left of the screen. This means the repeat number is 8. If you then press a character, that character will be repeated on-screen 8 times. Example: ESC Repeat Function - -------- will appear To change the repeat number (for example, to 20): ESC Repeat Function 20 & Rtn Change repeat number to 20 - -------------------- will appear Be Careful with passwords WARNING: Use this option with care. If you forget your password there is no way of getting back into your file. If you do decide to use passwords try and stick to the same password for all your files. 29.5 Password Protection You can protect a file with a password to stop other people from looking at it or altering it without your permission: CTRL-F5 Text In/Out P Password A Add/Change Type password & Rtn Type in the actual password & press Rtn Type password & Rtn Type in the actual password a 2nd time to ensure you typed it correctly. You will then be asked for the password whenever you try to retrieve or look at that file. Switch: Two Roles  Without Block On, Switch switches to Document 2.  With Block On, Switch enables Case Conversion. 29.6 Converting Upper to Lower Case & Vice Versa Blocks of text can be converted to lower or upper case: F12 Turn Block on (Or ALT-F4) Move cursor Move cursor to end of text to be converted SHIFT-F3 Switch U Convert block to Upper Case To switch to lower case, choose L instead of U. 30 Problem-Solving 30.1 Full Justification Full Justification is on, but the text still appears jagged on screen. No problem. A quirk of WordPerfect is that text never appears right-justified on screen. Check with View Document (SHIFT-F7, V) to ensure it is justified. 30.2 Multiple Documents WordPerfect-5 has printed several copies of my letter / document. This common problem normally occurs because the document has been retrieved several times. If there is a document on-screen and you Retrieve another one (through List Files or through SHIFT-F10) WordPerfect-5 will join the two together. If you retrieve the same file as is on screen WordPerfect-5 will still join them together. Only retrieve if there is no document currently being edited (unless you are deliberately merging two documents). 30.3 CTRL, SHIFT & ALT keys When I press the CTRL, ALT or SHIFT keys with the F keys they don't work properly. Newcomers often have difficulty with these keys. The correct method is exactly the same as using the SHIFT key to do a capital letter: Hold down the SHIFT/ALT/CTRL key and firmly tap the F key that you want.  DO NOT try and hit both keys at the same time. (It is almost impossible to do so. Instead of SHIFT-F7, for instance, you will get just F7.)  DO NOT hold down the SHIFT/ALT/CTRL key and then hold down the F key. (This will have the effect of invoking the command several times, which will probably cancel itself out.) Remember: If you do hit the wrong function, don't panic. Just press F1 to Cancel. 30.4 When to press Rtn I'm confused. Sometimes when WordPerfect-5 asks a question you just press the answer (such as Y or N), sometimes you have to press Rtn. There is a simple rule: If WordPerfect-5 expects a one character answer (either a Y or N, or a number from an on-screen menu) just pressing that one character is enough. WordPerfect-5 knows that you have finished your answer. If, however, the answer could be several characters (such as a file name or a margin position) you must press Rtn to let WordPerfect-5 know that you have finished your answer. IMPORTANT: You must not press Rtn after a one character answer. If you do, it will be used as your answer to the next question. Appendix I. WordPerfect 5.0 to 5.1: The Changes A. Improvements to Existing 5.0 Features Help Help is now 'context sensitive'. (When you press it while carrying out a function, it will explain that function.) (F3) List Files 'Long Document Names', or explanations, can be added to file names for display in List Files. (F5) Merge Codes are easier to understand; Field descriptions can be added to prompt you for the field to enter. (F9 & SHIFT-F9) Print Selected pages of an on-screen document can be printed. (SHIFT-F7, M) Spell Finds incorrect capitalization (eg, oTher). (CTRL-F2) Tabs Can be absolute from edge of paper, or relative to margin. (SHIFT-F8, L, T, T) B. New 5.1 Features Equations Complex equations can be displayed in a graphics box, using mathematical and scientific symbols. (ALT-F9, E) Labels Labels can be precisely defined, making it easy to produce continuous labels or A4 sheets of labels. (SHIFT-F8, P, S, A, L, a, Y) Mouse support Full mouse support is included, particularly in the optional pull-down menus. Pull-Down Menus5.1 provides all its functions on pull-down menus. Press ALT-= to access and then use the arrow keys or the mouse. (ALT-=) Spreadsheet LinkingSections of spreadsheets can be displayed in a document and linked, so that changes in the spreadsheet result in changes in the document. (CTRL-F5, S) Tables Simple definition of tables makes it possible to avoid all the hassles of Parallel Columns. (ALT-F7, T) C. Minor Changes: 5.0 to 5.1 Setup Different Menus Graphic Boxes Extra options on menus, greater flexibility Text In/Out Different options, including exporting in 5.0 format Justification Now Left, Centre, Full and Right There are also minor changes to some of the menus, notably in Formatting. D. No Longer Available Typethrough The 'Typethrough' option in the Print menu, which enabled typing directly to the printer, has been removed. Index Accents 63 Action Column in Minutes 33 Backup File Exists 5 Blank the Screen 11 Block Protect 44 Bold 17 Bottom of Document (Go To) 9 Boxes Tick Boxes 64 Cancel 10 Case Conversion 65 Centre 16 Change Directory 27 Codes 18 Columns 47 Movement Between 47 Of Numbers 32 Vertical Line between 48 Conditional End of Page 44 Control 21 Conversion Case 65 Copy Floppy Disk 27 Count Words 30 Cursor Movement 9 Cut-and-Paste 31 Between Documents 62 Cyrillic 63, 64 Date 19 Decimal Align See TAB Align 32 Default Directory 29 Delete 9 Block of Text 31 Bold/Underline 17 Character 9 Line 9 Table 54 Directories 28 DOS 63 Edit Macro 60 Editing two documents 61 ESC 64 Exit 11 File Retrieval 13 Finish 4 Floppy Disks 27 Flush Right 16 Font Initial Base Font 43 Format 34 Document Format 43 Line Format 35 Other Format 44 Page Format 38 Formulas Within a Table 56 Greek 63, 64 Headed Paper Using automatically 42 Header - Format 39 Hebrew 63, 64 Help 23, 24 Hiragana 63 Indents 32 Japanese 64 Justification 35, 66 Keys 66 Landscape 41 Left/Right Margins 36 Letterhead 42 List Files 25 Long Names 26 Look 25 Lower Case Conversion to Upper 65 Macro Edit 60 Macros 57 Deletion 58 Margin Release 9 Margins (Left/Right) - Format 36 Margins (Top/Bottom) - Format 39 Mark Files 27 Math/Scientific Symbols Math/Scientific 64 Maths Spreadsheet Calculations 56 Within a Table 55 Minutes Using SHIFT-F4 33 Move Different Size 31 Moving between Columns 47 Moving Text Between Documents 62 Multiple Documents 66 Name Search 25 Numbers Lining Up 32 Other Copies 5 Overwrite 11 Page break 9 Page Numbering - Format 40 Panic Don't 24 Paper Size - Format 41 Paper Trays Using to print on Letterhead 42 Paragraph Spacing 44 Paths 28 Pound Signs 63 Print 20 Binding Width 22 Cancel 21 Control Printer 21 Directory 25 Drafts 22 Few Pages 20 Printer Selecting Paper Trays 42 Printing Sideways 41 Problem-Solving 66 Questionnaires Tick Boxes for 64 Repeating Characters 64 Replace File 11 Search & 46 Retrieve List Files 13 SHIFT-F10 13 Return to Previous Position 46 Reveal Codes 18 Root Directory 28 Ruler Show on-screen 61 Save 11 & Blank the Screen 11 & Continue 11 & Exit 11 Search 45 Sentinel Software 23 Shell 63 Short Names 26 Sideways 41 Spacing Paragraph 44 Spacing - Format 35 Spell-Checker 30 Starting 4 Sub-Directories 28 Sub-directory Create 29 Switch 61 Symbols 64 TAB ALIGN 32 Table Column Width 51 Headings 53 Insert 51 Join Cells 53 Removing Lines 52 Size 51 Table Editor 50 Tables 49 Lines 52 Maths 55 Shading 53 Tables of Numbers 32 TABs Setting 36 Using 32 Thesaurus 30 Tick Boxes 64 Top of Document (Go To) 9 Typographic Symbols 64 Undelete 10 Underline 17 Upper Case Conversion to Lower 65 View Document 20 Windows 61 Word Count 30 Word Search 25 ---------- Happy Computers Guide to WORDPERFECT 5.1 ADVANCED Copy This Manual! This manual is given free to delegates on Happy Computers courses as your permanent reference. Each delegate may also make one free copy. The manual is copyright of Happy Computers Ltd. However we regard this material as 'shareware'. This means that, if people who haven't been on our course want to use the manual, then you pay when you use it - not when you copy it. Please copy it as often as you like to enable people to try it out. You may not alter the contents and must not remove the name Happy Computers before copying. The license fee for use of a copied manual is:  œ10 ($15) per manual for general use.  œ25 ($40) per manual for use in training. Please send payments to Happy Computers. Manuals are available in most PC software. For all your computer training needs, contact: Happy Computers Wicklow Mill, 31 Wicklow Street London WC1 9JX Bookings: 071 278 5596 ref:wp51ad.gud Henry Stewart - Happy Computers WordPerfect Advanced - Guide 1 Setup.......................................................... 3 2 Back-Up your Work.............................................. 7 3 Mail-merge..................................................... 9 4 Mail-Merge: Producing Lists from Secondary Files.............. 17 5 Mail-Merge: Labels * 5.1 *.................................. 18 6 Line Draw...................................................... 23 7 Advanced Printing: Notes...................................... 25 8 Linking Lotus 1-2-3 directly to WordPerfect 5.1 ............... 26 9 Importing From and Exporting to Other Software................. 28 10 Styles: Using Styles......................................... 31 11 Styles: Creating & Altering ................................. 33 12 Base Fonts.................................................... 35 13 Fonts......................................................... 37 14 Graphics: Lines.............................................. 39 15 Graphics: Text Boxes.......................................... 41 16 Graphic Boxes - Options....................................... 44 17 Graphics: Graphics Images..................................... 45 18 Paragraph Numbering........................................... 48 19 Table of Contents............................................. 49 20 Automatic Cross-References.................................... 51 21 Master Documents & Sub-Documents.............................. 52 22 Indexing...................................................... 54 23 Sorting....................................................... 56 24 Selecting..................................................... 58 25 Simple Maths.................................................. 60 26 More Complex Maths............................................ 62 Index............................................................. 64 1 Setup SETUP enables you to change the initial values used by WordPerfect 5.1 when you start a new document. These include formats (margins, TABs etc), whether automatic back-ups are taken, units of measurement and location of WordPerfect 5.1 documents. 1.1 Setup Options SETUP, invoked by SHIFT-F1, gives the following menu: 1 - Mouse Customising the Mouse 2 - Display Change the way different elements are displayed on the screen. (Varied possibilities but not a lot of use unless you have a colour screen.) 3 - Environment Backup, Units of Measure etc 4 - Initial Settings Set default formats (margins etc.). 5 - Keyboard Layout Alter use of individual keys (complex). 6 - Location of Files Using sub-directories for ordered storage. Note for WordPerfect 5 users: Backup, Cursor Speed, Fast Save and Units of Measure (which in 5.0 are on this screen) are now within the Environment option. What is a default? The default is the assumed value. If, for instance, you use SETUP to change the default left and right margins to 0.5" & 0.5" then every time you start a new document WordPerfect 5.1 will initially assume you want left and right margins of 0.5" and 0.5". Note: Existing documents will not change when you change SETUP. They will still have the default values in use at the time they were created. This includes documents on screen at the time you use Setup. Therefore: Always Blank the Screen (through F7) before entering Setup. 1.2 Changing Formats  Any formats changed through SHIFT-F8 affect only the current document.  Any formats set through SHIFT-F1 affect every new document created from this point onwards. 1.3 Initial Settings A whole range of initial settings are stored in WordPerfect 5.1. These include: Top, Bottom Margins Both 1" Right, Left Margins Both 1" TABs Every 0.5" Line Spacing Single-spaced Page Numbering None Paper Size A4 (But funny American size in early versions of WordPerfect 5.1.) Right Justification On Date Format eg: 12 July 1989 Automatic Back-Up None ............ Any of these can be changed through SETUP. Careful with Existing Settings Two settings are common to change to British Settings: Paper Size (8.27" x 11.69") and Language (UK). Don't remove these:  If you remove the Paper Size, WordPerfect will assume you are using American Letter Size and printing becomes much more difficult.  If you remove the Language UK setting, spell-check & thesaurus will look for the American file, won't find it and will refuse to work. 1.4 Change Assumed Format Settings To change any of the format assumptions listed above (1.3), you must enter the Initial Settings - Initial Codes section of Setup: SHIFT-F1 Setup I Initial Setting C Initial Codes You will see a split Reveal Codes screen. From here you can (through SHIFT-F8 for FORMAT) change most assumed Formats. WARNING: Certain initial settings will be ignored. These include text, indents, tabs, comments, list definitions, fonts, attributes, styles, headers, footers, form size and type. 1.4.1 Example: Change the Default Justification to No SHIFT-F1 Setup I Initial Settings C Initial Codes A split Reveal Codes screen will appear SHIFT-F8 Select format screen L Line Format J Justification L Left You are back at the Reveal Codes screen F7 EXIT from Format screen F7 EXIT from Initial Codes F7 EXIT from Setup Changing Older Documents to New Defaults Documents are stored with the default format settings in place when they were created (unless you have used SHIFT-F8 to over-ride them). Older documents, or those created on other machines, may therefore have different default foramts to those on your current machine. - If you retrieve these documents to a blank screen, they will keep their original defaults. - If you first press the space bar first, WordPerfect 5.1 will interpret it as retrieving into an existing document and the new defaults will be used. BUT if you use this method on other people's files remember that your formats may make their documents look wonky. 1.5 Location of Files A lot of files come with WordPerfect 5.1. These include program files, the dictionary, thesaurus, macros, tutorials and more besides. For a neat ordered disk these, and any you create, should be put in separate sub-directories. Create sub-directories, copy files into them and direct WordPerfect 5.1 to the correct sub-directories using this option. 1.5.1 Example: Directing Macros to a Sub-Directory Presuming the main WordPerfect 5.1 directory is WP5 on the C drive and that a sub-directory called MACRO has been created off this. (See LIST FILES section for how to create a sub-directory.) SHIFT-F1 SETUP L Location of Auxiliary Files K Keyboard/Macro Files C:\WP5\MACRO & Rtn Name of sub-directory F7 EXIT to main SETUP menu F7 EXIT to document 1.6 Units of Measure WordPerfect 5.1 defaults to measurements in inches. The alternatives are centimetres, points (used by printers and in Desk-Top Publishing), 1200th of an inch (!!) or WordPerfect 4.2 Units (columns). WordPerfect 4.2 units should only be used if you never use Proportional Spacing (PS) fonts. Under PS different characters have different widths (for instance, w is wider than i). So having margins set according to the number of characters per line will make things look wonky. 1.6.1 Changing Units of Measure to Centimetres SHIFT-F1 SETUP E Environment U Units of Measure D Change Display of Entry (margins, TABs etc) c Centimetres S Change Status Line Display c Centimetres F7 EXIT to main SETUP screen F7 EXIT to document Note: Units of Measure can be set for two sections; Display of Entry & Status Line Display. The Status Line is the set of measurement son the bottom right of the screen. Display Of Entry affects measurement everywhere else within WordPerfect 5.1 (eg, within Format, SHIFT-F8.) 2 Back-Up your Work The back-up section within Setup (SHIFT-F1, E, B) gives two back-up options. 2.1 Automatic Back-up Highly recommended. I have it set to save every 10 minutes! (Which saved this document when the keyboard seized up earlier today.) SHIFT-F1 Setup E Environment B Backup T Automatic Backup Y Yes for automatic 10 & Rtn back-up every 10 minutes F7 F7 This will save a copy of the current document on-screen every 10 minutes. This protects you against the machine seizing up, power failure or somebody turning off the power supply. If, however, you EXIT from WordPerfect 5.1 without problems, the back-up will be deleted. WARNING: Automatic back-ups are not failsafe. If the machine crashes while it is doing the back-up, you could find yourself without an accessible back-up. SO ALWAYS SAVE REGULARLY WITH F10 AS WELL. Set to Back-Up Frequently If automatic back-up is on, it is often set to every 30 minutes which means you could lose a lot of work. The only weakness of automatic back-up is WordPerfect will stop for a second or two (depending on how long your document is) to save the back-up. Our recommendation: If you work mainly on short documents:Back-up every 5 minutes If you wrok on a lot of long documents:Back-up every 10 minutes 2.2 Original Document Back-Up SHIFT-F7, E & B also gives the option of Original Document Back-Up. If this is turned on WordPerfect 5.1 will create an extra file for every saved document, ending in .BK! Every time you save the old version will be saved under that name. (That way you always have two version of every document: The current version and the last-saved version, before the latest alterations. Personally I don't use it because it doubles the amount of disk-space I would use up.) 2.3 Retrieving Automatic Back-Ups Automatic back-up creates a temporary file in case the machine crashes. (If no crash occurs and the user exits, the backup is deleted.) The name of the file is WP{WP}.BK1 for document 1 and WP{WP}.BK2 for document 2. So what do you do if the worst happens and the machine crashes in the middle of editing? 2.3.1 First, return to WordPerfect First, Don't panic Reboot By turning computer off and on or press CTRL-ALT-DEL together. WP Call up WordPerfect When you call up WordPerfect 5.1 it will warn you that something is amiss by asking if other versions of WordPerfect are running. (This means that the last run of WordPerfect 5.1 was not closed down with a normal Exit.) N For NO. (If you answer Y you won't be allowed to use it.) WordPerfect will then ask if you want to rename or delete the backup file. You of course wish to rename it. Give it a name: Naming the Backup File Give the backup file a name that is different from the original one. WordPerfect won't allow you to give it the name of an existing file (unless it is in a different directory. R Rename RECOVER & Rtn eg; Call the file RECOVER WordPerfect displays this file-name. Note which directory WordPerfect has stored it in. Press Rtn to go to the normal Edit screen 2.3.2 Finding & retrieving your Backup F5 List Files Move cursor Highlight file RECOVER R Retrieve Then Save it under its correct name immediately: F10 Save Name of file & RtnRetype original filename 2.3.3 Checking Where Backups are Saved Note: If the filename you renamed it as isn't listed it is probably because the back-ups are not being saved in your normal directory. To find out where they are being saved go into Setup: SHIFT-F1 Setup L Location of Files Listed against 'B; Backup Files' should be the sub-directory in which the back-up files are being stored. Go F1 for List Files and move to that sub-directory. (See List Files section in Basics guide.) DISK BACK-UPS: Somebody at your work place should also be making regular back-ups of all disks in use. If nobody knows how to you should send someone on a one day Operating System course. This is ESSENTIAL. 3 Mail-merge 'Mail-merge' produces individually addressed letters. (It can also produce labels.) To do this you need two files, one containing the names and addresses and one containing the standard letter (or label format). 3.1 Mail-merge Process: - Create the 'Secondary File', containing the names and addresses. - Create the 'Primary File', containing the standard letter. - Merge the two, using CTRL-F9. - Print the merged letters out. ŚÄÄÄÄÄÄÄÄÄÄÄÄÄÄæ ŚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄæ ³ Primary ³ ³ Secondary ³ ³ File ³ ³ File ³ ³ ³ ³ ³ ³ (Letter) ³ ³ (Addresses) ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ ĄÄÄÄÄÄÄĀÄÄÄÄÄÄÄŁ ĄÄÄÄÄÄÄÄĀÄÄÄÄÄÄÄŁ ³ ³ ³ ³ ĄÄÄÄÄÄÄÄÄÄÄÄÄÄĀÄÄÄÄÄÄÄÄÄÄÄÄÄŁ ³ ŚÄÄÄÄÄÄĮÄÄÄÄÄÄÄæ ³ Personalised ³ ³ Letters ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ ĄÄÄÄÄÄÄÄÄÄÄÄÄÄÄŁ Plan your Mail-Merge Note down the fields that you will want, and number them. For instance: 1 Name 2 Company 3 Address 4 Salutation Keep this by your side when you enter names and addresses. Then you will always remember what information is needed, and what order it goes in. Also keep it by you side when you enter the Standard Letter. Then you will know which is {FIELD}1~, which is {FIELD}2~, which is {FIELD}3~ and so on. 3.2 Secondary File (The Addresses) The secondary file contains the name, address, salutation and any other information that you want to insert in the letter. Each of these components is called a 'Field'. Each set (of name, address etc) is called a 'Record'.  Type each field, followed by pressing F9 for {END FIELD}.  At the end of each record of information press SHIFT-F9 & E for {END RECORD}. 3.2.1 Merge Codes - Secondary File: {END FIELD} - F9: End of field {END RECORD} - SHIFT-F9, E End of record Be Careful with the Number of Fields IMPORTANT: Each record (each address) should contain the same number of {END FIELD}s. If not you have left out fields from some entries, or added them to others. 3.2.2 Saving the Secondary File When you have entered all your names and addresses, save them and blank the screen (using F7).  Give the file name the extension .SF so that you remember it is a Secondary File. (eg, ADDRESS.SF) 3.2.3 Example: Enter my address in a Secondary File Henry Stewart Type in name F9 {END FIELD} Happy Computers Type in organisation name F9 {END FIELD} Wicklow Mill & Rtn Type in first line of address 31 Wicklow Street & RtnType in second line of address London E5 8RQ Type in third line of address F9 {END FIELD} Henry Type in salutation SHIFT-F9 E {END RECORD} This Secondary File has 4 fields: Name, Company, Address & Salutation. End the Secondary File with an {END RECORD} Code Ensure the last characters in the Secondary File are an {END RECORD} code followed by a page break, [HPg]. If even one [HRt] follows the {END RECORD} code & [HPg], then WordPerfect will expect another record and start another merge. You will then find a half-completed letter at the end of your merge file. Avoid this by making sure nothing follows the last {END RECORD} code. 3.3 Using Field Prompts * 5.1 * WordPerfect 5.1 prompts you with the field number at the bottom of the screen. This helps you to remember which field you are currently on. You can make this prompt more friendly, by replacing the field no. with the name of the field expected. This should be the first thing you do in the secondary file. For instance, if you are to use 4 fields: SHIFT-F9 Merge Codes M More F Move to F commands Move Cursor Move cursor to highlight {FIELD NAMES} Rtn Accept {FIELD NAMES} Name Name of Field 1 Rtn Position Name of Field 2 Rtn Organisation Name of Field 3 Rtn Address Name of Field 4 Rtn Rtn Return on own when you've finished entering fields. The following instruction will appear on-screen: {FIELD NAMES}Name~Position~Organisation~Address~~{END RECORD} Now you will be prompted - at the bottom left of the screen - for the name of each field, starting with Field: Name. 3.4 Primary File (The Standard Letter) The primary file contains the text of the letter (or the label format).  Type in the letter, inserting {FIELD} commands where text is needed from the address. 3.4.1 {FIELD} Command - Insert Field from Secondary File To insert the 1st field from the Secondary File: SHIFT-F9 Merge Codes F {FIELD} Command - Insert Field 1 1st Field Rtn Example {FIELD} codes: {FIELD}1~ - Insert 1st field of current record. {FIELD}4~ - Insert 4th field of current record. {FIELD}name~ - Insert field 'name' of current record. 3.4.2 Use ? to avoid Blank Lines A ? placed within a {FIELD}~ code, after the number, tells WordPerfect that if the field contains no information, ignore and go on without leaving a blank line. {FIELD}4?~ - Insert 4th field, but ignore if no entry in that field (to avoid blank lines). 3.4.3 Saving the Primary File When you have entered your standard letter, save it and blank the screen (using F7). - Give the file name the extension .PF so that you remember it is a Primary File. (eg, LETTER.PF) Example Primary File - Standard Letter (top of) 16 Geldeston Road London E5 8RQ {FIELD}1~ {FIELD}2?~ {FIELD}3~ Dear {FIELD}1~, Please find enclosed the pamphlets that you requested. Don't hesitate to ring me if you would like more information. Yours sincerely 3.4.4 Useful Merge Codes - Primary File {INPUT} - Pause for information from keyboard. Press F9 to continue with the merge. {DATE} - Insert today's date. {FIELD}n~ - Merge field n from secondary file. {NEXT} - Go to next record in secondary file. (Used for labels printed in columns or on A4 sheets.) {PAGE OFF}- Do not insert page breaks between merge items (Used for lists) 3.5 The Merge Once the Primary File & Secondary File have been saved, the merge is relatively simple: CTRL-F9 Merge/Sort M Merge LETTER.PF & Rtn Name of Primary File ADDRESS.SF & Rtn Name of Secondary File That is all you should need to do! You should now have one copy of the letter for each address in the Secondary File. (Note the page number, on the Status Line. WordPerfect 5.1 will have placed you at the end of the last letter.) WARNING: Always blank the screen before carrying out the merge. Otherwise the result of the merge will simply be added to the current document. Don't Save the Merged Letters Resist the temptation to save the merged letters. They will just bung up your disk storage: - The letters can be quickly re-created by merging the Primary File and Secondary File again. - If any alterations are needed, they should not be done to the merged product. Alter either the Primary File or the Secondary File. Then merge again. Common Mail-Merge Problems Okay, you've run the mail-merge but something has gone wrong. What do you do? 1) If only a few words have resulted: Cause: You probably got the Primary and Secondary File the wrong way round. Solution: Try Merging again (CTRL-F9) with the names the right way round. 2) Most of the mail-merge worked, but one or two letters are wrong: Cause: The error probably lies in the Secondary File. Go back and check it. Solution: Retrieve the Secondary Files. Ensure each record contains the same number of {END FIELD}s. Ensure the fields are in the correct order. (The exception is where blank lines have appeared in the address of one or more letters. Correct this by inserting question marks after the {FIELD} codes in the Primary File.) 3) Every letter contains the same error: Cause: The error will lie in the Primary File. Solution Retrieve the Primary File. Ensure there are no {END FIELD} or {END RECORD} codes. Ensure the {FIELD} codes relate correctly to the Secondary File used. 3.6 Some Dos & Don'ts of Mail-Merge DO ensure that each record in the Secondary File has the same number of {END FIELD} codes. DO always blank the screen before carrying out the merge. Otherwise the merged letters will be added to whatever document is currently on-screen. DON'Tuse {END FIELD} or {END RECORD} in a Primary File. DON'Tuse {FIELD} codes in a Secondary File. DON'Tleave blank lines in the secondary file. (When WordPerfect 5.1 takes the information from the Secondary File, it will also take the blank line and put it in the Standard Letter.) DON'Tsave the merged letters. They can be re-created in less than 10 seconds from the Primary and Secondary Files. DON'Tdelete the squiggle in the Primary File. (The ~, properly known as a tilda.) This messes up the merge, causing a strange muddle as the result. 3.7 Keyboard Merges Keyboard merges enable you to enter information on standard forms, by moving quickly between those places where you enter information. Wherever you want text to be entered, put a Merge {INPUT} code: SHIFT-F9 Merge Code I Input Message & Rtn You will be asked for the message you wish to appear on-screen to prompt you. During the merge WordPerfect will stop at each {INPUT} code (displaying your message on the screen) and await your text:  Press F9 at the end of your text to move onto the next {INPUT} code (or, after the last {INPUT} code, to the end of the document). Example Primary File for a Keyboard Merge MEMO From: Henry Stewart To: {INPUT}~ Subject: {INPUT}~ Date: {DATE} --------------------- 3.7.1 Carrying out the Keyboard Merge Simply merge without a Secondary File: CTRL-F9 Merge/Sort M Merge filename.PF & Rtn Name of Primary File Rtn Rtn alone for name of Secondary File WordPerfect will stop at each point where there is a {INPUT} code. Type in the information F9 Press F9 to move on to the next {INPUT} code. 4 Mail-Merge: Producing Lists from Secondary Files 4.1 Primary File to Produce a List Once you have a Secondary File - containing names, addresses and other information - primary files can be created to print it out in any form. Primary File for a List {PAGE OFF} {FIELD}1~, {FIELD}3~, {FIELD}5~ One useful form is a list: The important thing is to include the {PAGE OFF} code, to ensure there are no page breaks between the items. To produce the {PAGE OFF} code: SHIFT-F9 Merge Codes P Page Off 4.2 Laying out the List with TABs The example used above (in the box) with commas will result in a list of names, organisations and telephone numbers but they will not be lined up. To line them up you must:  Place a TAB between each field  Redefine the TAB points, so that there are only 2 or 3 TAB points - at the poitns where you want the text to be lined up. Example Lists: Using {PAGE OFF} Example List: Using Commas Henry Stewart, Happy Computers, 071 278 5596 Siobhan O'Caitlin, Friendly People Limited, 071 234 5678 Example List: Using TABs Henry Stewart Happy Computers 071 278 5596 Siobhan O'CaitlinFriendly People Limited071 234 5678 5 Mail-Merge: Labels * 5.1 * 5.1 Two Permanent Setups for Creating labels Tip: How to Avoid Using Labels One easy way to avoid the expense and bother of labels is to use window envelopes. Ensure your mail-merge causes the address to print in the right place (experiment!) then fold them into window envelopes. Before you can create labels you must, once only:  Create a labels primary file  Define your labels as a paper size within Format (See section 5.5 on page 20 for a step-by-step explanation of this.) 5.2 Three Steps Every Time you Create Labels Every time you want to create labels you simply:  Merge the labels primary file with your secondary file of addresses  Go to the top of the merge file and add the paper size code.  Print out the labels. (See section 5.4 on page 19 for a step-by-step explanation of this.) Example Labels Primary File {FIELD}1~ {FIELD}2~ {FIELD}3~ {FIELD}4~ 5.3 Labels Primary File The primary file for labels consists solely of {FIELD} codes. There is no text. When this is merged, it will result simply in a list of name, position, organisation and address (using our example fields). Warning: Do not put Paper Size in Primary File If you put the format code for Labels paper size in the text of the primary file, it will be included on every label causing every label to start a new page. This may work on continuous labels but on A4 sheets of labels will print one label per page. Get round this by placing the format code after the merge (and at the top of the file). ALTERNATIVE: To fully automate the mail-merge, you can choose to place the paper size code in the Primary File. But it must be in the Initial Codes: SHIFT-F8 Format D Document C Initial Codes Then SHIFT-F8, P, S, Select Paper Size, F7, F7 5.4 Merging Labels When you have defined your labels (whether through the LABELS macro or through the menus as in 5.5) the merge and print is relatively simple: CTRL-F9 Merge LABELS.PF & Rtn Name of Labels primary file ADDRESS.SF & Rtn Name of secondary file containing labels Go to the top of the merge file and add the Paper Size code: HOME, HOME,  Go to top of file SHIFT-F8 Format P S Paper Size Move cursor Highlight labels definition Rtn Select it Rtn Rtn The labels are now ready to print. Make sure the labels are in place in the printer. Then SHIFT-F7 & 1. (If this is the first time that you are using this primary file, test print the first page or two. (Note: With A4 labels, use SHIFT-F7 & M for Multiple Pages, then ask for pages 1-16, to test print a page. If you use SHIFT-F7 & P, only the first label will be printed. Each label is treated as a separate page here.) Continuous Labels: Always Test Print One Page With continuous labels this is mainly to make sure they are correctly aligned. Don't Press F1 Avoid pressing F1 while defining the paper size. It can cancel the paper size definition, erasing all the settings that you have entered. If you do this, you must start again by adding a new paper size. 5.5 Defining the Paper Size WordPerfect 5.1 makes it easy to define any size of label. You do this through the Paper Size option of Format. (However you do have to go through a lot of options.) SHIFT-F8 Format P S Paper Size / Type A Add new paper size to list L Call this size Labels(This does NOT define your paper size as labels: It only gives them the name Labels on the Paper Size screen.) ( **** For continuous labels you must change the paper size: see below) a Labels (Despite having chosen Labels as the name, you must still tell WordPerfect that these are: labels) Y Yes You will be presented with the Labels Format screen, where you can define exactly what the labels you are using are like. Get out your labels and a ruler and go on to the next section (5.6). 5.5.1 Continuous Labels: Paper Size For continuous labels you must change the paper size from A4. The paper size you want is that of one row of labels: The width should be that from the 1st to the last label on the row. The height should be that from the top of one label to the top of the label in the next row. For example: SHIFT-F8 Format P S Paper Size / Type A Add new paper size to list O Other Type Labels - ContinousGive this definition a name Rtn S Paper Size O Other size (not one listed) 8.69 & Rtn Width of 8.69" 1.5 & Rtn Height of 1.5" a Labels Y Yes Then use the Labels Format screen to define the individual labels. Allowable Measurements Even if your measurements are set to inches you can enter the measurement in centimetres: 3.5c & RtnWordPerfect will convert to inches Labels are often measured in fractions of an inch (one & an eigth or 2 and one sixteenth, for example). These can also be entered: 1 3/16 & RtnWordPerfect will convert to 3.19 5.6 Labels Format Fill in the details of the labels on this screen: 5.6.1 Label Size Type in the Width & Height of each individual label. 5.6.2 Number of Labels The number of columns and rows of labels on one page. For continuous feed labels: Count one row as a page of labels - enter the number of columns wide and enter Rows as 1. 5.6.3 Top Left Corner Some label sheets have margins at the top and/or left before the first labels on the sheet. If so, measure them and enter the amounts. 5.6.4 Distance Between labels Labels are sometimes produced with gaps between them. If so, measure the gaps and fill these details in. 5.6.5 Label Margins The label margins dictate how far from the left, right, top and bottom edges the printing will occur. If you try and set them near to 0", WordPerfect may prevent you and put in another figure. This is because some printers (particularly lasers) will not print on the edge of the paper and so a certain minimum margin is necessary. Editing the Labels Format Once the Labels Format definition has been created, and thus added to the list of Paper Size options, it is always available on SHIFT-F8, 2, 7. Once you have tested it you may wish to make alterations. To edit the definition: SHIFT-F8 Format P S Paper size definition Move cursor Move cursor to highlight the definition you wish to edit E Edit a Labels Y Yes This will take you into the Labels Format Options, and you choose options as when defining. Error: labels will not fit on paper size If your measurements are too big (even by a fraction of a centimetre) you will not be allowed to leave the Labels Format screen. The message Error: Labels will not fit on paper size will appear at the bottom of the screen. The solution is probably to make either the width or the height slightly smaller. The total height of your labels on the page (which must not exceed the height of the paper size)= Top Left Corner: Top + (Label Size Height x Number of Labels: Rows) + (Distance Between Labels: Row x (Number of Labels: Rows - 1)) The total width of your labels on the page (which must not exceed the width of the paper size) = Top Left Corner: Left + (Label Size Width x Number of Labels: Columns) + (Distance Between Labels: Column x (Number of Labels: Columns - 1)) If these equations seem complicated, try reducing the width or height slightly until you are allowed to Exit from the screen. Label Definition is only Complicated Once This process of defining the labels very precisely may seem complicated. And you will probably need to experiment and then correct your settings. But remember: Providing you always use the same labels, it only has to be done once. Whichever sets of addresses you are printing, once the label definition is done, it can be used again and again and again. 6 Line Draw The WordPerfect Line Draw facility can be used to draw organisational charts and other diagrams involving lines and connected boxes. 6.1 Rules to Obey WordPerfect's Line Draw has the potential to go completely wrong if you don't follow the following rules:  Ensure your font is a non-proportional one: choose Courier.  Do not use TAB at all  If you add text after drawing lines or boxes ensure that you are in 'Typeover' mode Line Draw Options 1 - ³ Draw single line 2 - ŗ Draw double line 3 - * Draw asterisks 4 - ChangeChange width/shading of line 5 - Erase Erase with cursor movement 6 - Move Move cursor without drawing After 1, 2 or 3 any cursor movement will draw. 6.2 Drawing a Box CTRL-F3 Screen L Line Draw Move cursor A line will be drawn, following the cursor's movement 6.3 Moving Cursor without Drawing To move the cursor into position, without drawing anything, choose 'Move'. From the Line Draw menu: M Move 6.4 Switching to Non-Proportional Font If the font is a 'proportional' one (where different characters take up different widths) then you cannot use Line Draw without making a mess. Instead choose a proportional font before you start drawing: CTRL-F8 Font F Base Font Highlight Courier Highlight 'Courier' or any non-proportional font S Select Note: Remember to change the font back at the end of the line draw section. This does of course mean that any text in the Line Draw section will be in a different font to any text in the rest of the document. 6.5 Drawing a line of Set Length You can use the repeat key (Esc) to draw a line of a set number of characters. For instance, to draw 30 characters right-wards: CTRL-F3 Screen L Line Draw ESC 30 & Rtn Set repeat value to 30 ESC, ž Repeat ž, 30 times Line Draw & Your Printer WARNING: Check that Line Draw works on your printer, before using it extensively. It won't work on older printers like daisy-wheels. 7 Advanced Printing: Notes 7.1 Loading a new Printer Definition Dozens of printer definitions come with WordPerfect and take up 4 floppy disks in total. These may have been copied to your hard disk or you may have to insert these floppies to get at the printer definition. SHIFT-F7 Print S Select printer A Additional Printers If a list of printers appears, scan through them and select your printer by highlighting it and pressing Rtn. If your printer is not listed, try the installation floppy disks: Insert disk Insert one of the printer disks in the floppy drive. O Other disk for printer definitions WordPerfect 5.1 will ask for directory A: & t A:, assuming you have put the first printer definition disk in the A drive. Some notes on how your printer will work with WordPerfect 5.1 will appear. Read them carefully. (You can get another look at them by typing SHIFT-F7, S and H for Help.) A list of printers will be displayed. Use the cursor to move through them. If your printer is there select it using S. If not, change the disk, select 2 for Other Disk and move through the new disk. If your printer is on none of the disks, that's a bit tough. Your options are:  Select 'Standard Printer', which will print but not include fancy fonts.  Ring WordPerfect UK (0932 950555) and ask for a printer definition disk for your printer. You might be lucky.  Ring the makers of your printer and ask if a printer definition disk exists for WordPerfect 5.1. If not, which printer is it closest to? 8 Linking Lotus 1-2-3 directly to WordPerfect 5.1 WordPerfect 5.1 includes the ability to link directly with Lotus spreadsheets. 8.1 Linking within WordPerfect 5.1 Sections of Lotus worksheets can be directly linked into WordPerfect 5.1 documents (in Tables). This means that any change in the worksheet will automatically result in the linked table inside the WordPerfect document changing. Note: This feature is only available in WordPerfect from Version 5.1 (not 5.0). Tip: Use Named Ranges Try to link to named ranges within Lotus, to take account of any changes. If you define the range as, for instance, A4..H20, this range of cells may not contain the information that you want next time you update. CTRL-F5 Text In/Out S Spreadsheet C Create Link F Filename Type filename & Rtn R Range Define Range & Rtn P Perform Link 8.2 Updating the Worksheet The point of the link is that when changes are made to the spreadsheet, these should result in changes in the table within WordPerfect. There are two ways of updating the links to the Lotus worksheet within WordPerfect: 8.2.1 Automatic Update on Retrieval You can set WordPerfect to update all links within a document every time you retrieve that document. CTRL-F5 Text In/Out S Spreadsheet L Link Options R Update on Retrieve Y Yes, Update on Retrieve Rtn Return to Document Warning: This will considerably lengthen the time WordPerfect takes to retrieve a document. 8.2.2 Update all Links within Document There may be several links to Lotus worksheets within one WordPerfect document. (Either links to different parts of one worksheet, or links to different worksheets.) To update all at once: CTRL-F5 Text In/Out S Spreadsheet L Link Options U Update all Links 8.3 Changing the Appearance of Linked Spreadsheets in WordPerfect A linked spreadsheet, presented as a table within WordPerfect, can be manipulated like any other table. See the WordPerfect guide for details of this. 9 Importing From and Exporting to Other Software Every software package uses its own codes to format documents (and also spreadsheets and databases), thus making it impossible for one word processor to directly read a document created in another one. Instead it must be converted: 9.1 CONVERT program WordPerfect includes the program CONVERT, which will convert documents from Wordstar 3.3, Word 4.0 or Multimate Advantage II format to WordPerfect documents. It will also convert a WordPerfect document into Wordstar 3.3 or Multimate Advantage II format. To use CONVERT, you must step out of WordPerfect into DOS, using the Shell command (CTRL-F1): 9.1.1 Converting from Wordstar, Multimate or Word CTRL-F1 Shell G Go To DOS Type CONVERT & Rtn Call up CONVERT program You will be asked: 'Name of Input File?' Type name of file to be converted You will be asked: 'Name of Output File?' Type name of file to store result of conversion in. 5 Conversion from Wordstar 3.3 (or 6 for Multimate, B for Word 4.0) Type EXIT & Rtn Return to WordPerfect Note: Although a specific version of each software packages is specified, later version can often be used. (For instance, the conversion seems to work fine on Wordstar 4.0 documents. 9.1.2 Converting to Wordstar or Multimate CTRL-F1 Shell G Go To DOS Type CONVERT & Rtn Call up CONVERT program You will be asked: 'Name of Input File?' Type name of file to be converted You will be asked: 'Name of Output File?' Type name of file to store result of conversion in. 1 WordPerfect to another format 4 Conversion to Wordstar 3.3 (or 5 for Multimate) Type EXIT & Rtn Return to WordPerfect DOS text = ASCII WordPerfect insists on referring to the commonly agreed ASCII standard as 'DOS text'. The two are the same. 9.2 Saving in ASCII format (or 'DOS text') 'ASCII' is the name for an agreed way of storing text, regardless of what produced it. If you are ever unsure about transferring between different pieces of software, saving it in ASCII ensures it can be read in another package. CTRL-F5 Text In/Out T DOS Text S Save Type name of file & RtnEnter name of file to store DOS text version in. Warning: This process will change the current file-name (displayed on the left-hand corner of the screen) to this new name. If you subsequently save it also as a 5.1 document, ensure you change the name after pressing F7 or F10. (Storing in ASCII, or in DOS text, is effectively storing information without the format codes that make it specific to a particular package. If stored in ASCII format a document is therefore stored without its formatting.) Note: If you create DOS batch files in WordPerfect, these must be saved as DOS text. Generic Word Processing An alternative to saving as DOS text is saving in Generic Word Processing Format. This has the following differences, which will help if it is to be imported into another word processor: - [SRt] codes are converted to spaces, as opposed to Line Feed (end-of-line) codes in DOS text files. - [TAB] codes are retained. 9.3 Preparing Text for Desk-Top Publishing Packages WordPerfect can be used to create documents which are to be type-set and laid out in desk-top publishing packages, such as Pagemaker or Ventura. However be aware of two factors:  Desk-top publishing cannot generally transfer the formats, beyond the most basic (such as bold, underline and centre). Best practice in preparing text for desk-top publishing includes:  Leave out all format codes.  Leave only one space after the full stop at the end of a sentence.  Do not leave blank lines between paragraphs. In particular, boxes, lines and paragraph numbers cannot be imported into current desk-top publishing packages. You must create them within those packages. However, paragraphs can often be marked for particular styles in WordPerfect. This is not through the WordPerfect Style facility but normally by adding text in square brackets. See the manual of your desk-top publishing package for details.  Desk-top publishing packages are designed for the word processing packages around at the time that version was written. This is often an earlier WordPerfect version than 5.1 and requires documents to be saved in an old format (see below). 9.3.1 Preparing Text for Pagemaker 3 Pagemaker 3 can accept WordPerfect 4.2 documents, but not versions 5.0 or 5.1. To save in WordPerfect 4.2 format: CTRL-F5 Text In/Out A Save As P WordPerfect 4.2 Type name of file & RtnEnter name of file to store WordPerfect 4.2 version in. Warning: This process will change the current file-name (displayed on the left-hand corner of the screen) to this new name. If you subsequently save it also as a 5.1 document, ensure you change the name after pressing F7 or F10. 9.3.2 Preparing Text for Ventura 2 Ventura 2 can accept WordPerfect 5.0 documents but not those in version 5.1. Therefore to load a WordPerfect document into Ventura, you must first save it in 5.0 format: CTRL-F5 Text In/Out A Save As W WordPerfect 5.0 Type name of file & RtnEnter name of file to store WordPerfect 4.2 version in. Warning: This process will change the current file-name (displayed on the left-hand corner of the screen) to this new name. If you subsequently save it also as a 5.1 document, ensure you change the name after pressing F7 or F10. 10 Styles: Using Styles 'Paired' or 'Open' Styles Paired Styles Paired styles are a set of formats that apply to a single line The pair is the 'Style on' at the beginning and 'Style Off' at the end. Open Styles Open styles apply to the rest of the document. These are just turned on. Styles enable you to define a common format for all types of paragraph. For instance, chapter headings, sub-heads etc. The advantages are:  You can define the appearance of your document in advance (as a designer would do) and then simply tell WordPerfect which type of paragraph each one is.  You can create consistency in your documents by defining style libraries and importing them into other documents. (For instance, a NEWS style library which is used in every edition of your newsletter.) 10.1 Creating or Applying a Style There are two separate processes within styles:  Creating / Altering a Style (see next chapter)  Applying a Style. The rest of this chapter will deal with applying styles to text. Remember to Block your Style If you are applying a paired style to existing text, remember to block it first. If you don't block it (just like applying Bold and Underline) the text will not be affected. 10.2 Applying a Paired Style to Existing text Move Cursor Move cursor to beginning of text to be styled ALT-F4 Turn Block On Move Cursor Move cursor to end of text to be styled ALT-F8 Style Move cursor Highlight Style required O or Rtn Select Style 10.3 Applying an Open Style to Existing Text An Open Style is turned On, and applies throughout the rest of the document until either it is turned Off or another Open Style is turned on. Move Cursor Move cursor to beginning of text to be styled ALT-F8 Style Move cursor Highlight Style required O or Rtn Select Style 10.4 Using a Style on New Text Style On and Off works like Underline or Bold. You turn the style on, type the text in and then either turn it off or move the cursor out of the On/Off pair. To apply it to existing text, block that text and then follow these steps. (But no need to turn the style off.) ALT-F8 Style WordPerfect 5.1 will display choice of styles Move cursor Select style required O or Rtn Turn selected style on Type heading Type heading to be styled ALT-F8 Style f Off 11 Styles: Creating & Altering 11.1 Creating a Style Styles can be created in two ways:  Creating a Style from scratch:Call up Styles, Edit, Codes and type in the codes that are going to comprise your style.  Creating a Style from existing Text:Block the text that is already styled; Call up Styles, Edit, Codes and the Style will be automatically created out of those codes. 11.1.1 Creating a Style from scratch ALT-F8 Style C Create new style N Name option Type name & Rtn Type name of style (up to 11 characters). D Description option Type desc. & Rtn Type description (so you can identify it). C Style Codes Enter formats Type in the format codes for this style. F7 Exit to accept these format codes. F7 Exit to create this style, return to main style menu. F7 Exit to return to Edit screen. 11.1.2 Using an existing set of format codes Move cursor Move cursor to beginning of style codes ALT-F4 Block-on Move cursor Move cursor to end of codes to be included in style (cannot include a Rtn). ALT-F8 Style C Create new style N Name option Type name & Rtn Type name of style (up to 11 characters). D Description option Type desc. & Rtn Type description (so you can identify it). C Style Codes Format codes within your defined block will appear. F7 Exit to accept these format codes. F7 Exit to create this style, return to main style menu. F7 Exit to return to Edit screen. 11.2 Changing a Style ALT-F8 Style WordPerfect 5.1 will display choice of styles Move cursor Select style to be changed. E Edit style selected. Delete and add Delete any format codes not required. Add any new codes required. F7 Exit to accept these format codes. F7 Exit to create this style, return to main style menu. F7 Exit to return to Edit Document screen. 11.3 Storing a Style Library You can save your set of styles as a 'Style Library' and then use them in another document: ALT-F8 Style S Save NAME.STY & Rtn Name the file, with the suffix STY. F7 Exit back to Edit Document screen. 11.4 Retrieving a Style Library When you create a new document, retrieve the Style Library: ALT-F8 Style R Retrieve NAME.STY & Rtn Name of file to be retrieved You can create different Style Libraries for different types of document. (eg, One called MEMO.STY and another called BOOK.STY.) 11.5 Other Style Notes  Printing out a list of your styles: This can only be done with the 'Print Screen' key (normally above an asterisk towards the right of the keyboard): ALT-F8 List styles on screen. PrtScr Print full screen to printer.  You can ensure the style library is read automatically into all new documents by using the Setup key: SHIFT-F1 Setup L Location of Auxiliary Files S Library filename NAME.STY  If everybody in your department uses the same style library, it will create a consistency to your documents. 12 Base Fonts 12.1 What is a font? A font is basically the way text looks. A full font definition includes:  typeface (eg, Helvetica)  style (eg, Italic)  size (character height)  weight (normal or bold)  spacing (fixed or proportional)  pitch (number of characters printed per inch in a fixed font) This text is printed in Swiss Roman 10 pt (normal weight). The sub-headings are printed in Swiss Roman 12pt Bold. The heading at the top of the page is Swiss Roman 18 pt bold. Nice, isn't it? 12.2 Fonts Available Depend on the Printer Selected How to Buy New Fonts If the fonts available are limited, you may wish to buy new ones. You have two main options: - Cartridges: These are plugged into the printer. It is principally lasers and inkjets that these are available for. - Soft Fonts: These are bought on floppy disk and copied onto the hard disk. For instance, Bitsream Fontware (about œ99) will produce a range of fonts for use in WordPerfect - for most, but not all printers. Font Measurement The size of fonts on the Base Font screen will be measured in pts or in cpi: pts Height72 pt = 1 Inch 36 pt = 0.5 Inch cpi Widthcharacters per inch (also known as 'pitch') A list of available fonts will appear. This list is stored in the printer definition file that comes with WordPerfect 5.1 and carries the fonts for your particular make of printer. In general these are the only options you have, although for some printers (eg, Hewlett-Packard Laserjet) you can buy a disk of extra soft-fonts. 12.3 Change Font The Base Fonts option inserts a code to change the font in your text. All text remains in that font until another Base Fonts code is inserted. CTRL-F8 Font F Base Fonts A list of fonts will appear, with the cursor on one. Move cursor Move cursor to the font you want. S Select that font If you are applying a font for a heading or sub-heading, remember to use CTRL-F8 again at the end of the heading to change the font back. 12.4 Change Default Font Use the following to change the default font for that printer. This means that, whenever you select that printer within WordPerfect, it will default initially to this new font. SHIFT-F7 Print Menu S Select Printer E Edit printer definition file F Initial Base Font A list of fonts will appear, with the cursor on one. Move cursor Move cursor to the font you want. S Select that font Rtn Rtn Rtn This changes the default in the .PRS printer definition file. 12.5 Change Initial Font (this document) To change the initial font in this document only: SHIFT-F8 Format D Document Format F Initial Font: A list of fonts will appear, with the cursor on one. Move cursor Move cursor to the font you want. S Select that font Rtn Rtn 13 Fonts 13.1 Font Options Pressing the Font key gives the following options: 1 - Size Set the size of text (from 'subscript' to 'Very Large'). 2 - Appearance Change its appearance (bold, underline, italic, shadow etc). 3 - Normal Return text to normal. 4 - Base Font Change Base Font. 5 - Print Colour Change composition of print colours. (Base Fonts are explained in section 12 on page 35.) Options Size and Appearance both work like Bold and Underline. Either:  Turn them on (by selecting them through SHIFT-F8), type in the text and then turn them off through the same key-strokes.  Or block the text to be affected and then press the appropriate key-strokes. 13.2 Text Appearance - Example: Put a word in shadow CTRL-F8 Font A Appearance a Turn Shadow On Type word CTRL-F8 Font A Appearance a Turn Shadow Off How Small is Small The sizes are defined in Setup (SHIFT-F1, I, P, S) and are initially set to: Fine 60% Small 80% Normal 100% Large 120% Very Large150% Extra large200% 13.3 Text Size Text size gives seven options, including fine, small, large, very large and extra large. Whether these work and what size they appear depends on your printer and what fonts it has (see section 12). WordPerfect has a target % for each size and will select the font closest to that %. If there is only one font available, that will be used whether you select normal, small or extra large. 13.4 Size Example: Make existing text small Move cursor Move cursor to beginning of text to be made small. F12 Turn block on. Move cursor Move cursor to end of text to be made small. CTRL-F8 Font S Size S Make blocked text small. Tip: How to See if these Options work on Your Printer There is a simple test to see which options work on your printer: Load the file PRINTER.TST (which comes with WordPerfect 5.1) and print it out. See how the various options print. (For instance on my PANASONIC KX-P4450 laser printer, large, very large and extra large appear as normal. And line draw results in blank space.) 14 Graphics: Lines The simplest form of Graphic is a line. There are two sorts of lines available:  Horizontal Lines  Vertical Lines Both can be positioned anywhere on the page. Their length can be varied to make them stretch across the full width (or height) of the page, or only part of it. Their width can be varied to make them narrower or thicker. Vertical lines can also be defined to fall in-between columns. In addition the darkness can be varied, by changing the % Grey. 0% Grey represents white, 10% grey is used on the boxes in this document and 100% grey represents black. 14.1 Creating A Basic Horizontal Line ALT-F9 Graphics L Line H Horizontal F7 EXIT to accept defaults This will create a 0.013" horizontal line stretching across the page, at the point in the text where the cursor currently is. Note: Vertical Position: Baseline means position the line code at the current cursor position. You can, alternatively, put the cursor at the top of the page and specify that the line be at a particular distance down the page. 14.2 Separate Columns with a Vertical Line Place cursor at the top of the first column, carefully placing it after the [Col On] code. Then: ALT-F9 Graphic L Line V Vertical H Horizontal Position B Between Columns Rtn Accept, to right of column 1 V Vertical Position B Bottom F7 EXIT The Vertical Position, Bottom is necessary to stop it running the full length of the page. Shading on the Page Lines can be of any width and any shading. Thus it is possible to shade in sections of the page. For example, to shade a 3" wide section of the page, define a vertical line of width 3" and 10% grey. (You may have to experiment before you get it exactly right.) 14.3 Make a Horizontal Line appear at the Top of Each Page As in this document, put a line in the Header to appear at the top of each page. First, create the Header: HOME, HOME, UP Move cursor to the very top of the first page. SHIFT-F8 Format P Page Format H Headers A Header A (The option enables two different headers) P Header to appear every page. You are now in Header Edit mode. Here you can enter text and define your line: ALT-F9 In Header Edit screen, Graphics L Line H Horizontal W Change Width 0.03 & Rtn 0.03", to get the same line width as on this page F7 EXIT to Header Edit screen Rtn Add Rtn to Header, to ensure gap to top line of text. F7 EXIT to format screen F7 Line Draw or Graphic Lines? Note: Graphics lines should not be confused with Line Draw. Line Draw has the advantage that it can be used to draw boxes. However Line Draw does not work with many printers and you can only draw one thickness of line. 15 Graphics: Text Boxes To use graphics you set up a 'graphics box'. You can then either load a graphics image into it or transfer text to it. Three types of graphic box are defined, and there is the option to define one for yourself. Initially the three boxes are defined to appear in the following form: Figure Box Table Box Text Box (The figure above comes with WordPerfect 5.1 and is stored in the file PC.WPG.) Creating a Simple Text Box ALT-F9 Graphics B Text Box C Create E Edit (You are now presented with a screen to type into the box). Text .......Type in text to appear in box F7 Exit from Box Edit F7 The box will not show properly on-screen. None of the text inside it will be visible. Use View Document (SHIFT-F7, V) to see it as it will be printed. 15.1 Entering Text in an Existing Box ALT-F9 Graphics B Text Box E Edit existing box (or 1 to create new one) 1 & Rtn Edit text box number 1 (TXT 1) E Edit contents of box You will then be presented with an edit screen. Type in any text you wish to go in the box. On the normal edit screen you will only see the outline of the box. Use View Document (SHIFT-F7, V) to see the full effect. 15.2 Changing the Box Size ALT-F9 Graphics B Text Box E Edit existing box 1 Select Text Box 1 (TXT 1) S Change size parameters B Change width & height 2 & Rtn Change width to 2" 3.24 & Rtn Change height to 3.24" Rtn 15.2.1 Changing only Width or Height If you choose to change only width or height, WordPerfect 5.1 will automatically adjust the other: Text If you adjust one, the other measurement will be adjusted to ensure the text fits in the box. (Thus increasing the width will tend to reduce the height.) Graphics If you adjust one, the other measurement will be adjusted so as to keep the graphic in proportion. Thus if your box is 3" width by 2" height: If you change width to 6" height will automatically change to 4". 15.3 Moving a block of text into a Box Block the text; use Move function; Go into Edit mode in the box; Press Rtn to Retrieve: First, block the text and move it: Move cursor Move cursor to beginning of text to be moved into the box. ALT-F4 Turn block on. Move cursor Move cursor to end of text to be moved. CTRL-F4 Move B Block M Move text option (or C to Copy) Then, create the box and retrieve the text: ALT-F9 Graphics B Text Box E Edit existing box (or 1 to Create new one) 2 Select box 2 (TXT 2) E Edit Rtn Press Enter to move block F7 Exit Rtn This example is for a box that already exists. To move the text into a new box, simply press C for Create instead of E for Edit above, after selecting the type of box. Careful with Paragraph Numbering 0.1 WARNING: Paragraph numbering will not work between text in and out of a box (as you can see.) 15.4 Positioning Text: Option no. 3 on the Box Definition screen gives the Type option:  Paragraph Type Box is positioned at the current paragraph. As the document is altered, this box stays with this paragraph.  Page Type Box is positioned on page. Thus if you define Type as Page and Vertical Position as Bottom, the box will appear at the bottom of the page - regardless of where on the page the Box Definition actually is.  Character Type These boxes are used for single characters, for instance when you want the first character of a paragraph to be especially large. Disappearing Boxes WARNING: Boxes may appear to disappear, or only half appear on the screen. Find them with View Document or by looking for the [Box] definition in Reveal Codes. Beware of accidentally deleting boxes, as they take up only one character (the box code) on the screen. If you do delete them, you will delete the contents too. 15.5 Horizontal & Vertical Positioning Horizontal & vertical positioning determine where on the page the box appears. Although Reveal Codes may show it on the left of the screen it will appear on the right if that is where horizontal positioning puts it. To change positioning from Right to Centre: ALT-F9 Graphics B Text Box E Edit 2 Edit Text Box 2 H Horizontal Positioning C Centre F7 To make the box take up the full width of the page (as defined by your current margins), choose 'F; Full' from the Horizontal Positioning options. 16 Graphic Boxes - Options WordPerfect enables you to change the appearance of boxes, using Graphics Options. Creating a Shadow Box WordPerfect enables you to create a shadow box, like this one, from the Options menu. Simply define the Lines as being Thick on the Right and Bottom. 16.1 Changing the Box Appearance (Shading, Type of Lines) Box options include the type of lines round boxes, degree of shading, margins inside and outside the box, position of caption etc. You can only change the option for all boxes of a particular type (eg, all Figure Boxes or all Text Boxes). However you can define new types of option through ALT-F9, 4. ALT-F9 Graphics B Text Box O Options For example: G Change grey shading 20 & Rtn Change to 20% shading Rtn Rtn Graphics Box Options take effect from that point in the Document Any change to box options are inserted as a format code in the text. They take effect from that point in the text, until any further box option definition. 17 Graphics: Graphics Images In WordPerfect you can place graphic images within boxes within a document. The basic technique is, in the Box Definition Screen, to state the filename that the graphic is stored in under 1 - Filename. 17.1 Importing a Graphics File ALT-F9 Graphics F Figure Box C Create The Box Definition screen should now be displayed: F Select Filename F5 List Files Rtn Accept sub-directory suggested Move cursor Move cursor to select graphic that you require. Rtn Rtn (The graphics that come with WordPerfect 5.1 all have a WPG suffix.) 17.2 Where to get your Graphic Pictures From How do you create graphics for your documents? There are four possibilities:  Ready-made disks of graphics, which can be bought. (30 come with WordPerfect.)  A scanner can be used to store any image on-screen.  A spreadsheet or graphics programme (such as Freelance or Lotus 1-2-3) produces images.  A paint or Draw programme. If you have a graphics package, check what extension it gives to its images. (The extension is the last 3 characters of the name, after the dot.) WordPerfect 5.1 accepts the following extensions: .CGM .DHP .EPS .HPGL .IMG .MSP .PCX .PIC .PNTG .PPIC .TIFF .WPG Example of Graphics and Wrapped Text If you leave the 'Wrap Text Around Box' option at Yes, then it does just that, like here. Like it? It will carry on wrapping the text around the box until eventually, after I have typed a fair bit more, it will wrap it onto the line below. There it goes. And that is even without going into column mode. This box is set to 20% shading (see 16.1). (If you don't have wrapped text on, the text will over-write the box.) 17.3 Editing Graphics Images The edit option allows you to move, scale, rotate, mirror or invert an image. To invert the image above: ALT-F9 Graphics F Figure Box E Edit existing Figure Box 1 & Rtn Edit FIG 1 E Edit I Invert F7 F7 Alternatively you can rotate it, move it around the box and make it bigger or smaller in the box, all from the Figure edit screen. 17.4 List of WordPerfect 5.1 Graphic Images Approx. thirty images come with WordPerfect 5.1. They are shown in the manual on approx. page 503-504 under the title Clip-Art Images. Or, if you can't find the manual, to find out their names. From the Box Definition screen: F Filename F5 & Rtn List Files *.WPG & Rtn Ask for all files with WPG suffix All WPG files should now appear on the screen. (This depends on Location of Files in Setup (SHIFT-F1, L) being set correctly to point to the directory in which the grpahics are stored.) This one is USAMAP.WPG: 17.5 Placing Text within a Graphic Sometimes you will want to add text to a graphic, particularly if you are using WordPerfect's WPG graphics (which include things like banners and diplomas to be filled in). You cannot add text to a graphic in the Edit option. Instead you must define a Figure Box and as Text Box to occupy exactly the same space. Follow this process:  Create the Figure Box and import the graphic image. Change 'Wrap Text Around Box' (option 8) to No. Note down the size (width and height) and horizontal positioning.  Create a User Box at the same position as the Figure Box. (Because User Boxes are defined as haivng no borders.) Change 'Wrap Text Around Box' (option 8) to No. Set the width, height and horizontal positioning to be exactly the same as the Figure Box. Choose Edit (option 9) and type in the text you want to appear.  Check the text appears in the correct place, in View Document, and adjust if necessary. Note: The 'Wrap Text Around Box' setting determines whether text, and other boxes, are allowed to occupy the same space or go round that box. 18 Paragraph Numbering If you insert the correct codes, WordPerfect will automatically number paragraphs - and re-number them if you add or delete paragraphs. Paragraph Numbering has two steps:  Define Paragraph Numbering(Optional, if you want to change the style of numbering.)  Insert Paragraph Numbers 18.1 Inserting a Paragraph Number SHIFT-F5 'Date/Outline' P Paragraph numbering ('Para #') 1 & Rtn Level 1 (for instance) The third key-stroke chooses the 'level'. WordPerfect can count up to eight levels, each numbering independently. In this document, section headings (such as 'Paragraph Numbering') are Level 1. Paragraph headings (such as 'Inserting a Paragraph Number') are Level 2. 18.2 Changing the Style By default, WordPerfect will number in the following style: Level 1: I, II, III Level 2: A, B, C Level 3: 1, 2, 3 Level 4: a, b, c If you don't like this style, you can change it: 18.3 Changing Paragraph Numbering - To Legal Style Legal Style numbering is the style used in this document: 1, 1.1, 1.2, 1.2.1 etc. SHIFT-F5 'Date/Outline' D 'Define' L Legal Numbering Rtn Alteration complete You must do this at the top of your document, if you want to change the numbering style throughout the document. 19 Table of Contents There are three stages to creating an automatic Table of Contents from Chapter or Paragraph headings:  Define Table of Contents  Mark Headings in Document  Generate Table of Contents Levels of Heading The different levels of heading available enable your Table of Contents to display sub-headings and so forth. The 1st level heading will be placed at the left, the 2nd level at the 1st TAB point, the 3rd level at the 2nd TAB point etc. 19.1 Define Table of Contents The Table of Contents should be defined near the top of the document, where you want it to appear. For example, to create a Table of Contents with 3 levels of display: ALT-F5 'Mark Text' D 'Define' C Define Table of Contents N Define no. of levels P For 3 levels of Headings Rtn Return to Document 19.2 Mark Headings in Document Each heading, to be included in Table of Contents, must be marked. To do this a block is made of the heading and it is marked: Move Cursor Move cursor to beginning of heading ALT-F4 Mark beginning of block Move Cursor Move cursor to end of heading (Before Rtn) ALT-F5 'Mark Text' C 'ToC' (Table of Contents) 1 Level 1 Note: It is easiest to do this with Reveal Codes (ALT-F3) on, so you can see exactly where the Rtn is, to position the cursor before it. The easiest way to apply Table of Contents codes is through Styles. Define a style, for instance Header, containing a Table of Contents code and then simply apply this style (preferably with a macro) to the headings. Be Careful Exactly what you Mark as a Heading Everything included in your block when you mark a heading for the Table of Contents will be included int the Table. That include format codes, such as centre, bold or underline. If you don't want these included in the Table itsefl, make sure you start the block after these codes. Save Before you Generate If your Table of Contents definition codes end up separated around the document, WordPerfect can seize up, losing any work since your last Save. Therefore always Save before you Generate. 19.3 Generate Table of Contents At any time, all currently marked headings can be extracted to produce a Table of Contents: ALT-F5 'Mark Text' G 'Generate' G Generate Tables and Index Y Yes to continue The Table of Contents will NOT automatically change when you mark new headings or when the old headings shift to different pages. You must generate the Table of Contents again to get the table up-dated. Good Practice: If you have made any alterations to your document, always run Generate before printing the new version. Otherwise the page numbering on the Table of Contents could be out of date. Warning: Check if Table of Contents goes on to Another Page The page numbering in the table of contents is calculated on where the pages are currently. If the Table of Contents goes onto an extra page, it will put out all the other numbers. If generating Table of Contents causes the Table to go onto another page, generate the Table again. 20 Automatic Cross-References References to other pages (or to paragraph numbered sections) can be automatically generated by WordPerfect. This means that WordPerfect will keep the references correct even after alterations to the document change the pages on which they occur. The process is:  Mark the Reference (where you are making a reference to another section).  Mark the Target (where you are referring to).  Ask WordPerfect to generate the references. Note: WordPerfect does not keep the references up-to-date automatically. After any change to the document you should ask WordPerfect to generate the references again. 20.1 Marking the Reference ALT-F5 Mark Text R Cross-Ref R Mark Reference P Page Number, (or choose another type of reference) Name & Rtn Type a name for the reference, to use to identify the Target position. Note: The name can be used in several references, providing they are all referring to the same section of text. 20.2 Marking the Target ALT-F5 Mark Text R Cross-Ref T Mark Target Name & Rtn Type the name for the reference, which must be the same as that used in the reference. 20.3 Generate Cross-References The process to get WordPerfect to calculate the cross-references is the same as for generating a table of contents (and also for generating indexes): ALT-F5 'Mark Text' G 'Generate' G Generate Tables and Index Y Yes to continue The cross-references will NOT automatically change when you mark new cross-references or when the old cross-references shift to different pages. You must generate again to get the table up-dated. Good Practice: If you have made any alterations to your document, always run Generate before printing the new version. Otherwise the page numbering on the cross-references (and the Table of Contents) could be out of date. 21 Master Documents & Sub-Documents Warning: There are Bugs in Master Documents Only use this feature if you are very sure of what you are doing. There are bugs (things wrong with WordPerfect) which crop up in Master Documents. Literally 30% of this document was once destroyed by one of them. For long documents WordPerfect 5.1 gives the option of storing sections (or 'sub-documents') separately, but combining them at will in a 'Master Document'. For instance when writing a book you could store each chapter as a sub-document and combine them only for the final printing. Also expand to do a global spell-check or a global Replace, throughout the chapters. 21.1 Creating a Sub-document reference ALT-F5 Mark Text S Subdoc Filename & Rtn Enter filename of sub-document WordPerfect 5.1 will put a boxed reference to the sub-document in the text. 21.2 Expanding a Master Document Expanding a master document brings all the sub-documents on-screen at their defined points: ALT-F5 Mark Text G Generate E Expand Master Document Hint: Save the master document before expanding just in case your definitions go wrong. 21.3 Condensing a Master Document Never save an expanded master document. If you do it simply becomes a normal large file and you will not be able to expand and condense in the future. If you condense the Master Document WordPerfect 5.1 will save all alterations to sub-documents in the sub-document files. There are two ways to condense:  If you try to save an expanded document WordPerfect 5.1 will ask 'Document is expanded, contract it?' Press Y for Yes and then 3 to replace all sub-documents. Or condense it first: ALT-F5 Mark Text G Generate o Condense Master Document WordPerfect 5.1 will ask if you want to save sub-documents. Y Yes to save R Replace all remaining sub-documents (quicker than answering Yes to each in turn to replace.) 21.4 Notes to Master Documents & Sub-Documents  Never delete the [subdoc start] or [subdoc End] codes in an expanded Master Document. (You will not then be able to condense that section. The sub-document will become part of the Master Document. To delete the reference to a sub-document, delete the [Subdoc: ] code in the condensed Master Document.  Put a hard page (CTRL-Rtn) before your sub-document code if you want the sub-document to start on a new page. Put a hard page after your sub-document code if you want the next text to start on a new page.  Set format codes for the whole document at the top of the Master Document. However note that any codes in the sub-documents will over-ride these.  If you set page numbering at the top of the Master Document it should number correctly throughout the expanded document 22 Indexing Indexing has three steps:  Define point where Index is to be created.  Mark the words to be indexed (whether manually or through a Concordance file).  Create Index. 22.1 Types of Index WordPerfect 5.1 will produce an automatic index (up-dated at the press of ALT-F5, G, G & Y), providing it knows which words to index. There are two ways of telling WordPerfect 5.1 which way to index:  Words can be individually marked throughout a document. WordPerfect 5.1 then produces the index from these words.  A separate file can be created, containing all the words to be indexed. WordPerfect 5.1 then indexes every occurrence of those words in the document. (The separate file is called a Concordance file.) The first method takes some time, as you mark every indexed word in the document, but ensures you find every word - and only index it at significant points. The second method is faster, but words will be indexed even when they are only mentioned in passing. 22.2 Headings & Sub-Headings Indexed words can have just headings or headings and sub-headings. For example: Flush Right8 Format Margins (Left/Right) 22 Spacing 23 Here 'Flush Right' is a heading on its own. 'Format' is a heading, followed by the sub-headings 'Margins' and 'Spacing'. 22.3 Define Index Move Cursor Move cursor to position where index is to be. ALT-F5 Mark Text D Define I Define Index Rtn No Concordance file (or enter name of file) P Page Numbers follow entries 22.4 Mark a Word for Indexing To mark a single word for indexing, with no secondary word: Move Cursor Move cursor to word to be indexed ALT-F5 Mark Text I Index Rtn Rtn to accept word displayed Rtn Rtn for no sub-heading To enter a sub-heading, simply type it in, when requested. 22.5 Mark more than one word for Indexing Block the words and then index: Move Cursor Move cursor to beginning of words to be indexed. ALT-F4 Block On Move Cursor Move cursor to end of words to be indexed. ALT-F5 Mark Text I Index Rtn Rtn to accept words displayed Rtn Rtn for no sub-heading 22.6 Index other words than those displayed The indexed word does not actually have to appear in the text. You are simply marking a point in the text to be indexed for that word (or those words). You can type in different words to index: Move Cursor Move cursor to point that index is to refer to ALT-F5 Mark Text I Index Type text & RtnType in index reference Rtn Rtn for no sub-heading (or type in sub-heading) 22.7 Create (or Update) Index The index is created by the same function as the Table of Contents. Indeed, if both are defined, both are created by these keys: ALT-F5 Mark Text G Generate G Generate Tables, Indexes etc Y Yes to replace existing tables. 23 Sorting Save before you Sort Always save your file before you sort: Sometimes a sort done wrongly will produce gobble-de-gook, and it may not be possible to change it back. WordPerfect is able to sort into alphabetic (or numeric) order. It can sort information ordered in three ways: 1 - Merge Mail-merge address files 2 - Line Line-by-line 3 - Paragraph Sort by paragraph 23.1 Sort Procedure CTRL-F9 Merge/Sort S Sort Rtn Accept (Screen) as input file Rtn Accept (Screen) as output file WordPerfect will now display the range of sort options. (This will take up the bottom half of the screen.) 23.2 Sort Options P - Perform Action Perform Sort V - View Use cursor arrows to view document K - Keys Create / Change Sort Keys S - Select Create / Change Select Keys A - Action Switch between Sort & Select O - Order Ascending or Descending T - Type Line / Paragraph / Merge To carry out a sort the following options are chosen:  Type Choose appropriate Type  Keys Set sort keys  Perform Action Carry out the Sort 23.3 Keys Keys are used to define which part of the document to sort by. If you are sorting by Company, Surname and First Name then Key 1 is Company, Key 2 is Surname and Key 3 is First Name. You can sort by up to 9 Keys. Beware of Line Sort WARNING: Line Sort (which WordPerfect always assumes until you change it) should only be used if there is one piece of information per line. If a line sort is applied to a merge file it will jumble it up and the original file will not be recoverable! 23.4 Example Use of Keys Choose Field, Word and (in Merge sorts) Line for each Key. For example, in a merge sort, using the following fields: Name Henry Stewart Position Trainer Company Happy Computers Address 16 Geldeston Road Stoke Newington London E5 8RQ Tel. No. 01 806 4929 Salutation Henry Key Sort Meaning From example Field Word Line 1 1 1 Sort by first word of 1st field (Name)Henry 3 1 1 Sort by 1st word of 3rd field (Company)Happy 4 1 3 Sort by 3rd line of 4th field (Address)London 4 2 1 Sort by 2nd word of 1st line of 4th fieldGeldeston 1 2 1 Sort by 2nd word of first fieldStewart 1 -1 1 Sort by last word of first fieldStewart The use of -1 for Word enables you to select by Surname even where full names are stored in one field. (This doesn't work if some names have 'Esq.' or other bits stuck on the end.) 23.5 Example Sort Process To sort by surname: CTRL-F9 Merge/Sort S Sort Rtn Accept (Screen) as input file Rtn Accept (Screen) as output file T Change Type M Merge Type K Change Keys Rtn Accept alphabetical sort 1 & Rtn Field 1 1 & Rtn Line 1 -1 & Rtn Last word on line F7 EXIT from Key selection P Perform Sort 23.6 Paragraph Sorts Paragraph Sort sorts on any body of text ending in two Hard Returns. 24 Selecting The Sort screen can also be used to select certain entries. For instance you could select all individuals whose surname was Smith. Or you could store an additional field, for example salary, and select all individuals with salaries over a certain amount. 24.1 Reaching Selection Screen The selection screen is the same as the sort screen: CTRL-F9 Merge/Sort S Sort FNAME & Rtn FNAME (name of file) as input file Rtn Accept (Screen) as output file Select should not be done from a file on-screen. By definition it will select only certain records (and erase the rest). Therefore it should be done from a file saved on disk. 24.2 Selection Process From the Sort/Select screen the following 4-stage process must take place: 1 - Type Select Type of Selection (by Line, Merge or Paragraph) 2 - Keys Define Keys to be sorted on 3 - Select Define selection 4 - Perform Action Carry out Selection 24.3 Selection Equations Selection equations are typed into the Select section (choose by pressing 4 for select). Examples: key1=Smith Select entries where key 1 = Smith (Key 1 is defined in the Keys section, presumably as Surname.) key1=Smith + key1=HughesSelect all entries where key1 is Smith or Hughes key3>10000 Select where key1 is greater than 10,000. (Key 1 is presumably defined here as the field containing salary.) 24.4 keyg - Global Select keyg=WC1 Select all records containing 'WC1' keyg=Music Select all records containing the word 'Music' 24.5 TAG field Mail-merge fields can be indexed. Simply add another field (the TAG field), which will contain the index words. Then use keyg selections to extract these records. 25 Simple Maths *5.1* Improved Maths In 5.1 Maths can be done within Tables, making it neater and simpler. See the Tables section of the Happy Computers WordPerfect Essentials manual for details. WordPerfect can be set up for simple totals and sub-totals or (through Maths Def) for complex calculations. This simple Maths has four stages: 1 - Turn Maths On. 2 - Enter numbers to be totalled, on TAB points. 3 - Enter calculation symbols (+, =, *), on TAB points. 4 - Tell WordPerfect to calculate. (You may also wish, between point 1 & 2, to re-define TABs to make the space available for your numbers wider. See section 25.5) Maths: Only on the TAB stops Note: Maths calculations are done in columns, on the TAB stops. You cannot add up a column of numbers typed in at the left-hand margin. 25.1 Turn Maths On ALT-F7 Maths/Columns M Maths O Maths On The word Maths will appear at the bottom left of the screen. This has two effects: 1 - TAB now works as TAB ALIGN, aligning the decimal points on the TAB point. 2 - You can now use +, = and * as calculation symbols. 25.2 Enter Numbers to be Calculated on The numbers which you wish to add up must be entered as a column of figures. ut to do this you don't turn Column On. You just align them on the TAB points. To align two numbers on the 1st TAB point: TAB 179.95 & Rtn 1st number TAB 9.30 & Rtn 2nd number 25.3 Maths Formula Type in calculation symbols where you wish numbers to be sub-totalled and totalled. These symbols must also appear at TAB points: + Calculate a sub-total of a column of numbers, above the +. = Calculate a Total, adding up sub-totals above the =. * Calculate a Grand Total, adding up Totals above the *. Note: These symbols will appear on screen, and remain on screen after calculation. However they won't appear on the print-out. 25.4 Getting Maths to Calculate ALT-F7 Maths/Columns M Maths C Calculate (The cursor must be in the section of the document where the Maths function is active. Otherwise you are not given the option of Calculate. ie: The word Maths must currently appear on the bottom left of the screen.) 25.5 Re-define TABs The default TAB definition of every 5 character positions is not wide enough for most numbers. Therefore re-define the TAB stops at every 10 positions: SHIFT-F8 Format L Line T TAB set CTRL-END Clear existing TAB stops 10,10 & Rtn Starting at column 10, put TAB stops every 10 character positions. F7 EXIT F7 EXIT When Maths doesn't Work WordPerfect Maths is tricky. Because the numbers have to be exactly on the TAB points it is easy to go wrong (by pressing the left or right cursor before typing the number in). If it hasn't worked (ie: Either the number is out of alignment or isn't included in the total, delete the TAB ALIGNs and re-do them.) 26 More Complex Maths The Maths Definition option (ALT-F7, M and D) enables you to define a complex range of calculations. Press ALT-F7, M and D. The Maths definition screen allows you to define up to 24 different columns (A to X). Each column has the following definitions: Column A: 1st TAB stop WARNING: Column A is not the left-hand margin. Column A is the first TAB stop, column B the 2nd TAB stop and so on. Type: 0-3 for calculation, text, numeric or total Negative numbers: ( to indicate that negative numbers are to be shown in brackets. no. of digits: No. of digits to be shown to right of decimal point. Columns are defined by TAB stops. One TAB takes you to the first column (Column A), two TABs to the second column (column B) and so on. 26.1 Calculations Any column can be defined as a calculation column by entering 0 in the Type row. WordPerfect will then ask you to enter the calculation. For example: To define column C as column B divided by A multiplied by 100 (ie: B as percentage of A): Move cursor to column C with arrow keys 0 Mark column C as a calculation column B/A*100 & Rtn Enter calculation to produce number in C WordPerfect Formulas WARNING: WordPerfect does not follow normal mathematical rules of precedence, but calculates formulas in order: 2 + 3 * 5 will be treated as (2 + 3) * 5 not 2 + (3 * 5) To get WordPerfect to calculate this as normal you must write it 2 + (3 * 5). 26.2 Calculate Calculation is as in simple Maths: ALT-F7 Math/Column M Maths C Calculate Index ASCII 29 Assumed value 3 Back-Up 7 Automatic 7 Original Document 7 Rescue 8 Boxes Combining Text & graphics 47 Centimetres 6 Columns Vertical Line Between 39 CONVERT 28 Default 3 Desk-Top Publishing Preparing Text for 29 DOS text 29 Drawing Lines 23 Exporting 28 Font Appearance 37 Fonts 37 Base 35 Format Initial Settings 4 Graphics 39 Figure Boxes 45 Lines 39 Placing text within 47 Positioning on Page 43 Text Boxes 41 WORDPERFECT-5 Images 46 Wrapped Text 45 Header 40 Horizontal Lines 39 Importing 28 Indexing 54 Justification 4 Keyboard Layout 3 Labels 18 Merging 19 Primary File 18 Line Draw 23, 40 Lines Graphic (Horizontal & Vertical) 39 Linking to Wordperfect 5.1 26 Mail-merge 9 Primary File 12 Secondary File 10 The Merge 14 Margins 4 Master Documents 52 Maths 60-62 Calculate 61 Formula 61 Multimate 28 Organisational Charts with Line Draw 23 Pagemaker 30 Paragraph Numbering 48 Printer Definition 25 PRINTER.TST 38 Problems Mail-merge 15 Selecting 58 Setup 3 Initial Settings 4 Location of Auxiliary Files 5 Units of Measure 5 Shadow 37 Small 37 Sort Example 57 Sorting 56 Sub-Documents 52 Table of Contents 49 to Wordperfect 5.1 26 Ventura 30 Vertical Line Between Columns 39 Word 28 Wordperfect 5.1 26 Linking to 26 Wordstar, 2