BROTHER Word Processor Manual 98070355

User Manual: BROTHER BROTHER Word Processor Manual BROTHER Word Processor Owner's Manual, BROTHER Word Processor installation guides

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NB-80C

2

Word Processing, Spreadsheet, Drawing,
Scrapbook, Addressbook, Planner
Book Reader, Text File Editor, Games &
Glossary

_GEOS

®

US ENGLISH

€

AbOut this Manual
In this manual, Book 2, look for information on these desktop
personal planning, and electronic accessory programs:
•

publishing,

Creates, edits, ,and prints documents, such as

Word Processing.

memos, letters, and reports.
•

Spreadsheet.
calculations,

Creates and edits Spreadsheet
and creates charts.

•

Drawing.
Creates
and editing.

•

Scrapbook.
Processing,

art, which

Addressbook.
reference,

by drawing

and

painting,

performs

or by importing

Stores a graphic or piece of text for placing in a Word
Spreadsheet,
or Drawing
document.
Also allows you to

place' clip
•

graphics

documents,

Stores
including

is supplied
names
email

Schedules

and addresses

Planner.

•

Book

•

Text File Editor.
diskette

Creates

i

Games.

and Turnabout

Solitaire

appointments

Opens

and other

information

for

addresses.

•

Reader.

on diskette.

books

on a perpetual

calendar.

on screen.

and edits DOS text

files. This program

is on

are on diskette.

This manual assumes
you are familiar with the basics of using programs
as opening
and saving documents
and working
with menus. If not, see
Getting Started in Book 1 for basic information.

such

In Book 1 you will also find instructions on using File Manager to organize
your documents; sending email; browsing the World Wide Web; and using
the Function Key accessories: Calculator, World Clock, and To Do List.

[ Model

Number:

Geoworks®
Geoworks.

application
software and
All fights reserved. United

Part of the software
Hardware

[

in this product

and software

floating

Serial

Number:

GEOS® operating
system
States Patent 5,327,529.

is ©copyright

point

math

operating

CardTrick

system

flash file system

Word for Word import

software

library

software

export

copyright
copyright

software

copyright

copyright

1994-1997.

©1984-1991

©1989-1997

Datalight,

©1986-1993,

All rights

©1992

Datalight,

©1990-1997

Dimensions

C Library copyright

©1989-1997

copyright

software

STNC Enterprises

Portions of this work are derived
from The Standard
by Prentice-Hall,
and are used with permission.
ROM-DOS

[

reserved.

Research,

Inc.

by P.J. Plaguer,

published

Inc.
Inc.

Mastersoft,

Inc. All rights

reserved.

The American Heritage
Dictionary
licensed from Inso Corporation
© 1989 by Inso Corporation.
All rights
reserved.
Reproduction
or disassembly
of embodied
programs
or database
prohibited.
Based upon The
American
Heritage Dictionary,
Office Edition.
English Hyphenator
licensed
Reproduction
or disassembly
Elecu'onic
Thesaurus
prohibited.

from Inso Corporation
©1991 by Inso Corporation.
of embodied
algorithms
or database
prohibited.

All rights reserved.

Thesaurus
licensed from Inso Corporation.
©1987 by Inso Corporation.
All rights reserved.
U.S. Pat. No. 4,724,523.
Reproduction
or disassembly
of embodied
programs
or database
Based upon Roget'slI:
TbeNew Thesaurus
©1980 by Houghton
Mifflin Company.

International
CorrectSpell
_" English spelling correction
system
reserved.
Reproduction
or disassembly "of embodied_gorithms
Portions

of BIOS software

Portions

of software

provided

provided

by Phoenix

by Brother

The GEOS software
in this device contains
URW, GmbH, URW Roman©,
URW Sans©,

©1997

International.

© 1994 by Inso Corporation.
or database
prohibited.

by Phoenix.
©1997

by Brother

Nimbus Q from Digital Typeface
and URW Mono© are registered

Geoworks®
Geoworks

and GEOS®, are registered
trademarks
of Geoworks,
in the United States of America and other countries.

Mastersoft

is a registered

Copyright©

trademark

1997 by Brother

of Mastersoft,

International

All rights

Inc. in the

Corporation.

Black & white clip art images in this product
are licensed
protected
by U.S. and worldwide
copyright
laws.

All rights

reserved.

International

Corporation.

Corp. and typefaces
from
trademarks
of URW GmbH.

and Scrapbook

TM

is a trademark

of

U.S.A.-

All rights

reserved.

from Media

Graphics

International

and

are

Portions of color clip art images in this product
are provided
by Express Software,
Inc.© Copyright
Express Software,
Inc. Portions of color clip art images in this product
are provided
by Studio Advertising
Art, Inc. © Copyright
Studio Advertising
Art, Inc.
All-other

brand

and product

names

are trademarks

or registered

trademarks

of their

respective

holders.

Keep this manual in a safe place for future reference. We recommend that you write the unit's model
number and serial number (from the rear panel of the keyboard/printer
unit) in the blank spaces at the
top of the previous page.
FCC NOTICE
This equipment
has been tested and found to comply with the limits for a Class B digital device, pursuant
to Part 15 of the FCC Rules. These limits are designed
to provide reasonable
protection
against harmful
interference
in a residential
installation.
This equipment
generates,
uses, and can radiate radio frequency
energy and, if not installed and used in accordance
with the instructions,
may cause harmful interference
to radio or television
reception.
However,
there is no guarantee
that interference
will not occur in a
particular
installation.
If this equipment
does cause intereference,
which can be determined
by turning the
equipment
off and on, the user is encouraged
to try to correct the interference
by one or more of the
following measures:
•
•
•

Reorient or relocate the
receiver
Connect
the equipment
Consult the dealer or an
not expressly
approved

This product uses
using a compatible

RJllC/W
modular

receiving

antenna

or increase

the separation

between

the equipment

and

to an outlet on a circuit different from that to which the receiver
is connected
experienced
radio/television
technician
for help (changes
or modifications
by Brother International
Corporation
could void the warranty)

jacks and is designed
to connect
jack that is Part 68 compliant.

to the telephone

network

or premises

wiring

If this telephone
equipment
causes harm to the telephone
network,
the telephone
company
will notify
you in advance that temporary
discontinuance
of service may be required. If advance
notice is not
practical, the telephone
company
will notify you as soon as possible. Also, you will be advised
of your
right to file a complaint
with the FCC if you believe it is necessary.
The telephone
company
may make changes in its facilities, equipment,
operations,
or procedures
could affect the operation
of the equipment.
If this happens,
the telephone
company
will provide
notice for you to make necessary
modifications
to maintain
uninterrupted
service.
Do- not connect

dai_e'-@ipment

to pat_-_,-lines _.or coin'-x3"perated
-" _
_

The FCC Registration
number
on this product
Commission
Part 68 Rules. To ensure product
product.
Do not substitute
adapters.

;
telephone

that
advance

lines.

shows compliance
with Federal
compliance,
use the AC adapter

Communications
that comes with this

If trouble is experienced
with this equipment,
for repair or warranty
information,
please contact Brother
International
Corporation,
3131 Appling Road, Bartlett, TN 38133, (901) 373-8500.
If the equipment
is
causing harm to the telephone
network,
the telephone
company
may request that you disconnect
the
equipment
until the problem
is solved.
DOC

NOTICE

This Class B digital apparatus
meets all the requirements
Regulations.
Le proem
appareil
num6rique
d6 la classe
le materiel brouilleur
du Canada.
WARNING

of the Canadian Interference-Causing
Equipment
B respecte
toutes les exigences
du R6glement
sur

- FOR YOUR IIFALTH

To avoid repetitive
motion
injuri.es When using this keyboard,
we recommend
the
following
steps: maintain a comfortable,
straight wrist position when typing, take breaks,
at least every hour, to stretch hands and arms, and report any pain or other symptoms
to your physician.

Table of Contents
THE BASICS
1 Word Processing
Word Processing 13ps .................................................................
Starting Word Processing
.............................................................
Opening a Document
................................................................
Using the Tool Bars ..................................................................
The Basic Functions Tool Bar .......................................................
The Advanced Functions Tool Bar ...................................................

1
2
2
3
3
4

The Graphic Bar ..................................................................
The Drawing and Bitmap Tool Bars ..................................................

4
5

Saving On-screen Settings (Configuration)
.............................................
Beginning a Document
...............................................................
Setting Up Your Page ..............................................................

5
6
6

Working with Text ...................................................................
Entering Text .....................................................................

7
7

Deleting Text ....................................................................
Cutting, Copying, Pasting, and Replacing Text .......................................
Dragging and Dropping Text ......................................................
Usihg-U_do_to Reverse-Your Last..Acfi_,_,..:
.... : ...........................
Using Special Characters and S_nbols ..............................................
Changing Text Font, Size, Style, and Alignment ......................................
Using Tone in Text ...............................................................
Finding and Replacing Text .......................................................

._ .....

10
10
11
12
12
12
15
17

Formatting Documents
..............................................................
Setting Line Spacing ..............................................................
Using Indentations, Tabs, and Rulers ...............................................
Adding Borders ..................................................................
Setting Hyphenation
...................................
. .........................
Using Headers and Footers ........................................................
Creating a Title Page .............................................................
Using Page Breaks ...............................................................
Managing Columns ..............................................................
Using Text Style Sheets ..................
-.. ......................................
Using Master Pages to Design Documents ...........................................

19
20
21
25
26
27
2_
29
29
31
36

Using Graphics in a Document
.......................................................
Using Frames for Graphics and Text ................................................
Using Grids .....................................................................

38
39
41

Using Clip Art in Documents

......................................................

42

Contents i

Wrapping Text ...................................................................
Inserting, Appending,

and Deleting Graphic Layouts

44
.................................

45

Finishing Your Document
...........................................................
Using Footnotes
.................................................................
Creating a Table of Contents .......................................................
Creating a Bibliography .......................
. ....................................

46
46
48
48

Proofing Your Document
............................................................
Checking Your Spelling ...........................................................
Creating a User Dictionary ........................................................
Using the Thesaurus ..............................................................

49
49
51
51

Printing or Faxing Your Document
...................................................
Merging Information from Other Programs
...........................................
Setting up the Merge Fields .......................................................
Merging Addressbook Information .................................................
Merging Spreadsheet Information ..................................................
Printing a Merge Document .......................................................

52
53
54
55
56
57

Spedal Effects ......................................................................
Displaying Invisible Characters
....................................................
Displaying Counts ...............................................................
Using Abbreviated Phrases ........................................................
Inserting Special Characters .......................................................

58
58
58
59
60

Importing

64

and Exporting Documents

.................................................

2 Spreadsheet
.........................
Starting
Opening

Spreadsheet
a Document

..............

._
_ ..........

,..................
, ......................................

...............................................................

Using the Tool Bars ..................................................................

65
65
66

67

The Basic Functions Tool Bar ......................................................
The Advanced
Functions Tool Bar ..................................................

67
68

Graphic

68

Bar, Drawing

Tools, and Bitmap Tools .......................................

Moving around in a Spreadsheet
.....................................................
Selecting Cells and Ranges ...........................................................
Working with Values and Labels ......................................................
Entering Values and Labels ...........................
'.............................
Notes on Entering Labels .........................................................
Notes on Entering Values .........................................................
Changing the Number Format for Values ............................................
Entering and Changing Dates and 1imes ............................................
Format Formulas ................................................................

69
69
72
72
73
73
74
75
77

Formatting Spreadsheets
.............................................................
Showing Grid Lines ..............................................................
Showing Cell Borders .............................................................
Using Headers and Footers ........................................................
Using Tones .....................................................................

78
78
78
79
80

Contents ii

Creating Notes ..................................................................
Changing the Appearance of a Spreadsheet
............................................
Adjusting Column Width and Row Height ..........................................
Changing Alignment .............................................................
Using Different Text Styles ........................................................

81
82
"82
83
84

Working with Formulas ..............................................................
Entering Formulas .....................
: .........................................
Using References in Formulas .....................................................
Using Operators in Formulas ......................................................
' Using Built-in Functions in Formulas ...............................................
Spreadsheet's Built-in Functions ...................................................

85
85
86
88
88
91

Editing the Spreadsheet
.............................................................
Editing the Contents of a Cell ......................................................
Copying and Moving Information ..................................................
Inserting and Deleting Rows and Columns ..........................................
Filling a Range of Cells with Incremental Values .....................................

93
93
94
96
97

Options for Spreadsheet Formulas
...................................................
Showing and Hiding Formulas ....................................................
Naming Cells and Ranges .........................................................
Controlling Automatic Recalculation
..............................................
Using Iteration and Circular References ............................................

98
98
98
100
101

Charting in Spreadsheet
.. ; .........................................................
What Is a Chart? ................................................................

102
102

Types of Charts .................................................................
Creating-Charts .....................
.._.. .... . .......................................
Changing the Type Of Chart ..........
"_
Manipulating Charts ............................................................
Resizing and Moving a Chart .....................................................
Changing Chart Properties and Attributes ..........................................
Deleting a Chart ................................................................
Using a Chart in Another Program
................................................
Adding Titles and a Legend ......................................................
Changing Markings .............................................................
Changing Marker Shapes ........................................................
Using Additional

Spreadsheet

Features

.....................

"

. ........................

103
108
108
109
109
110
110
110
111
112
114
114

Sorting ........................................................................

11.4

Creating Number and Date Formats ...............................................
Using Rulers ...................................................................

116
117

Adding Graphics
......................
...: ......................................
Locking Titles ..................................................................

117
118

Using Spreadsheet with Other Programs ...........................................
Printing and Faxing ................................................................
Setting Page Setup Options .......................................................
Printing and Faxing Spreadsheets and Charts .......................................

118
119
119
120

Contents iii

Exporting and Importing
Spreadsheet Error Codes

3 Drawing

Spreadsheets
................................................
............................................................

..........................................

121
124

125

Starting Drawing ..................................................................
Opening a Document ..............................................................
Using the Tools ....................................................................
Drawing Tools ..................................................................
Bitmap Tools ...................................................................
Pointers .......................................................................

125
126
126
126
127
128

Creating

129
131
132
132

and Editing Simple

Objects

................................................

Selecting Objects ................................................................
Resizing Objects ................................................................
Deleting Objects ................................................................
Changing the On-screen View
......................................................
Advanced Work with Objects .......................................................
Drawing Objects, Arcs, and Straight Lines ..........................................
Setting Attributes ...............................................................
Transforming Objects ..............................................................
Flipping Objects ................................................................
Rotating Objects ................................................................
Skewing Objects ................................................................
Untransforming Objects .........................................................
Duplicating Objects .............................................................
Conver tirtg't_ a Gra phi c ..................
........
'" _
. ...................................
_
_Arranging Objects
_
Moving Objects to the Front or Back ...............................................
Moving Objects .................................................................
Grouping and Ungrouping Objects ................................................
Pasting Inside ..................................................................
Using Rulers ...................................................................
Using Grids ....................................................................

133
134
134
136
141
141
142
143
143
143
,. 145
.146
146
146
148
149
150
151

Using Text in Drawings
............................................................
Changing Text Style, Size ........................................................
Aligning Text ...................................................................
Adding Tone to Text .............................................................

152
154
155
155

Working with Bitmap Objects
......................................................
Creating a Bitmap Frame .........................................................
Drawing Bitmap Shapes .....................
. - ..................................
Editing Bitmap Objects ..........................................................
Using Tone or Fill Pattern in a Selected Area ........................................
Erasing in the Bitmap Frame .....................................................
Using the Pixel View Tool ........................................................
Changing the Bitmap Color and Resolution .........................................

156
157
158
160
161
161
161
163

Contents iv

Printing or Faxing Drawing Documents
..............................................
Importing and Exporting Graphics
..................................................

4 Scrapbook

163
165

........................................

167

Starting Scrapbook
................................................................
Using 'Scrapbook Documents
.......................................................
Placing and Deleting Clip Art and Other Scraps .....................................
Navigating Through Scraps ......................................................
: Naming a Page of Scraps .........................................................

167
168
168
169
170

Creating a New Scrapbook Document
...............................................
Importing a Scrap from a DOS Program ..............................................

171
171

PERSONAL

PLANNING

5 Addressbook
Starting Addressbook

......................................

173

..............................................................

173

Working with Cards ...............................................................
Creating and Adding New Cards .................................................
Adding and Changing Phone Types ...............................................
Flipping through Cards ..........................................................
Editing Cards ..................................................................
Copying Cards .................................................................
Deleti
rds ..................
.... __--_..... :. .... .'. ..........................

_:....

Adding Notes to Cards ......
_....................................................
Searching through Cards .........................................................

178
179

Making New Addressbooks
.........................................................
Printing and Faxing an Addressbook
................................................
Importing a Document
.............................................................
Exporting an Addressbook Document
...............................................

6 Planner

174
174
176
176
177
177
178

180
180
182
183

...........................................

185

Starting Planner ...................................................................
Viewing the Calendar ..............................................................
Selecting and Viewing Events .......................................................
Switching between the Calendar Window and the Events Window ....................
Selecting a Range of Days and Viewing Their Events .................................

185
18.6,
187
188
189

Scheduling Events .................................................................
Scheduling an Event .............................................................
Changing a Scheduled Event .....................................................
Removing a Scheduled Event .....................................................
Adding Events between Two Scheduled Events .....................................
Adding an Event at a Particular Time ..............................................

190
190
191
191
191
192
Contents v

Copying Event Descriptions ......................................................
Scheduling Repeating Events .....................................................
Changing a Repeating Event .....................................................
Removing a Repeating Event from the Calendar ....................................
Finding Specific Events ..........................................................
Printing or Faxing Planner Documents
...............................................
Creating New Calendars
...........................................................

192
193 •
196
196
196
197
200

ELECTRONIC ACCESSORIES
7 Book Reader

......................................

201

Starting Book Reader
..............................................................
Using Information and Text .........................................................
Printing from Book Reader .........................................................

201
202
204

8 Text File Editor

205

Starting Text File Editor ............................................................
What Text File Editor Can and Cannot Do ............................................

205
206

Word Wrap and Line Endings .......................................................
Changing the Text Size .............................................................
Printing a DOS Text File ............................................................

206
206
207

Naming a DQ__.Text File .................

9 Games

._. ......

_ .....

_.............................

............................................

Turnabout ......
, ..................................................................
Capturing Pieces
Sequence of Play .................................................................
Setting User Options ............................................................
Solitaire
..........................................................................
Starting Solitaire ................................................................
Playing the Game ..................................
: ............................
Finishing a Game
Setting the Playing Level .........................................................
Changing the Scoring ............................................................
Changing the Number of Cards Drawn ............................................
Changing Other Options .........................................................

Contents vi

208

209
209
209
209
210
210
211
211
212
212
213
214
214

APPENDIX
Spreadsheet

Built-in

Functions

........................

215

Argument Rules ...................................................................
Fina_idal Functions
................................................................
Information Functions ..............................................................

215
216
217

Logical Functions ..................................................................
Mathematical Functions ............................................................
Print Functions ....................................................................
Statistical Functions ................................................................

220
222
223
223

String Functions ...................................................................
Time and Date Functions
...........................................................

224
226

Trigonometric

227

Glossary

Functions

............................................................

............................................

229

Index ...............................................

237

Contents vii

Contentsviii

1

Word Processing

Before starting, review
these basic procedures
from the Getting Started

This chapter explains how to create almost any type of document. It also
explains how to write a form letter and merge it with names and addresses
from Addressbook or Spreadsheet.

chapter in Book 1:
• Working with Documents
• Saving Documents
• Working with Menus
• Working with Dialog Boxes

Word Processing
To select (or dick on)
an item, p/ace the
on-screen pointer on
the item; then click on
the Select button or
tap once on the
glidepad.

Glidepad
surface

Tips
For word wrap to work properly, press ENTER only at the end of a
paragraph, never at the end of every line. If you press ENTER at the
end of every line, and later change something, the words will not
wrap smoothly.
•

Use TAB rather than

the SPACEBAR

to align text.

If you use TAB to

set the spacing between
text, then you can Simply change the
measurement
of the tab space to change
the location
of a column.
•

Type only one
typewriter,_you
--the
spacing-o'_e

space after a period or colon. When using a
enter two spaces after a period or colon because
typ_ewdtet:characters.
_°

of

Use italic style text rather than underline
for book tides. Typewriters
do not have italic font style available,
so your only option is to
underline
book tides. Word Processing
styles and other typographical
features

Selectbutton(left
buttonon a mouse)
Dragbutton (right
button on a mouse)

provides
italic and bold type
of typeset printing.

•

Since an en dash (-) and em dash (--) are available
on the symbols
keyboard,
use them rather than multiple hyphens.
(See Using Special
Characters
and Symbols on page 12.)

•

Use bullets for denoting
lists such as this list of tips.
Special Characters
and Symbols on page 12.)

•

You can undo almost anything.
The most important
thing to
remember
about undoing
a mistake is that you can undo only the
last action.

(See Using

Word Processing

1

Starting Word Processing
• To create a new document:
By default, the Word
Processing icon is
automatically sel_cted
(outlined in dotted white
line) whenyou turn on
your machine or any
time you go 1othe Main
Menu.

1. Click on Word Processing
appears.

from the Main Menu. The New/Open

2. Click on New. A new Word Pr_essing

document

dia/og box

appears.

Opening a Document_
Templates allow you
to create standard

• To open an existing

documents, such as

Word Processing

2

or template:

1.

Insert the diskette
drive,

that contains

2.

Select

from the File menu.

3.

Double-click
on the name of the folder and file you want to open. The
document
appears
in the Word Processing
window
and replaces the empty
default document.

envelopes, quicldy.
See Using Templates
in Getting Started
(Book 1).

document

New/Open

the document

or template

The New/Open

dialog

into the disk
box appears.

Using the Tool Bars
The tool bars provide quick access to menu functions.
you can open five different tool bars: Basic Functions,
Graphic

Bar, Drawing

Tools,

In Word Processing,
Advanced
Functions,

and Bitmap Tools.

• To open a tool bar:
1. Select

Show

2.

the tool bar. The tool bar appears

Select

Tools

from the Options

menu.

A submenu

appears.

on the screen.

• To use a tool on the tool bar:
1. Select
2.

Click on the tool button.

The Basic Functions
To remove tool bars, click
again on the name of the
tool bar in the Show Tools

the text or graphics

whose

characteristics

The characteristics

you

want

to change.

change.

Tool Bar

The Basic Functions
tool bar appears when you open Word Processing.
for functions
like copying
or changing
the font size of selected
text.

Use it

submenu of the Options
menu.

Open
Close

Textstyles:plain;bold,
italic,and undedined

Save

Go to page or
current page

I

Font size:
increase and
Click to see a list decrease /
of fonts and sizes.

I

Spell check

1_12 I@1[]

I

Iol_l_l_mixl

I
Print

Next page

Previouspage

t

[

[--

Redraw
screen
1 [

I

lun"Rom-,=l1,2=111;I ITITIZI_I
_!]

, :t,:

Copy
Paste

Word Processing

3

The Advanced

Functions

Tool Bar

When opened, the Advanced Functions
Functions tool bar.

Find andreplace
I

above the Basic

°.."0n..

Stylein use

Zoomin
Zoom

I

st°reStyle
i R_cal,Style I

I1_1

tool bar appears

tofit
Scale

Hyphenation

kZ!l'_l.o,m.,"1

[]

ol t

I-I=1=1-1
Alignment

Linespacing

View

The Graphic Bar
Use the Graphic

bar

for editing

graphic

objects

created

in or imported

Word Processing.
For example,
use the Duplicate
button to make
graphic object, or use the Area Fill tool to fill a graphic object.

AreaPattern LineShading

ILine Tone [

AreaFill

,
LineStyle
I

I

]

Area Shadin_ "_-I-

.
PasteInside
TextShading

,. -l-_Te'x'_Tone'(
Ungroup
I L'"e'T'°"_
/ I
I Gr_upI

-1 -._---.

a copy

of a

BreakOutPasteInside
Bringto Front
[

-

to

I

Sendto Back
PullForward
IPt_sh Back

Duplicate Flip Leftto RightI

I

FlipTopto Bottom

Word Processing

4

The Drawing and Bitmap Tool Bars
Pointer tool

In Word Processing, the Drawing tool bar appears on the left of the window
When you are working with this tool bar in Word Processing, remember the
following:

I-beamtool I'_
Text tool

In Drawing, the
Drawing and Bitmap
tool bars are in
different locations
than they are in Word
Processing, but they
still contain the same
tools.

•

To select

a graphic.in

•

To select

text in Word

•

To

create

graphics

imported

Processing,

Processing,

text in a graphic

You can also use the Bitmap
bitmap

Word

frame,

use the Pointer

use the I-beam

tool.

tool.

use the Text tool.

tool bar to create

bitmap

graphics

or to edit

into Word Processing.

The Drawing
tools, Bitmaps, and the Bitmap tool bar are explained
in the Drawing
chapter, which starts on page 125.

in detail

Saving On-screen Settings (Configuration)
Saving the configuration
allows you to save the settings from the Options
menu. For example,
if you want the Advanced
Functions tool bar to be
visible every time you open Word Processing,
select Show Tools from the
Options menu; then click on Advanced
Tools. Save the configuration,
and the
tool bar will appear every time you open Word Processing.

I!_To save the configuration:
For information on
rulers, see page 24
in this chapter.

With your settings (tool bars and rulers) on the screen the way you want
them, select Save Configuration
from the Options
menu.

Word Processing

5

Beginning a Document
Before typing, first define the type of document
your page size and page setup options.

you are creating

by setting

Setting uP Your Page
To select the page size:

You can create a

1.

Open

a new

2.

Select

Page

3.

asked if you want to
scale the document or

Select either Paper, Envelope,
Label, or the width
document
if it is not a standard
size.

4.

Select

pffnt it actua/ size.
Select Print Actual

5.

Click on Apply; then click on Close.
document
outline will be represented

document larger than
the printing area.
When you print a
large page, you are

Size; then insert as

Page

document.
Size from the File menu.

Layout,

either

portrait

A dialog

(vertical)

box appears.
and height

or landscape

of your

(horizontal).

The dialog box closes, andyour
by a rectangle
with dotted borders.

many sheets of paper

set up the page:

as required. When
finished, tape the
pages together.

Select the document
for which you want to change
the insertion
point anywhere
in that document.)
Select

2.

Page

Setup

3. Fill in the dialog

from the File menu.
box,

making

•

Starting
Page Numlmr.
other than 1: If you_have
can save them separately

To change your view of
the document select
Zoom In or Zoom Out

•

Columms.

Select

Mana_ng

Columns

from the View menu.

•

Spacing.
between
default,

To change the margins
on an individual page in
your document,

If you

A dialog

the selections

the page

setup.

(Place

box appears.

you

want:

You can start your document
on a page
several sections in the same document,
you
and still have consecutive
page numbering.

the number
on page

have more

of columns

in the document.

See

29.
than

one column,

columns.
Spacing is the same
this setting is 0.125 inches.

between

select

the distance

all columns.

By

•

Rule Width.
If you have more than one column,
you may want to
draw a vertical line (rule) in between
and then select the width of
that line. By default, this setting is 0 points,or
no rule.

pointer from the

•

Drawing tools to select
and resize header,
footer, or main body
region.

Master Pages.
Select your layout: either a single page (one) or facing
pages (two). By default, this setting is one master page. See Using
Master Pages to Design Documents
on page 36.

•

Margim_.
By default, the margins are 1 inch. You can change the
margins for an individual
page in your document
(see side note).

reduce your document
to Scale to Fit from the
View menu and use the

.

Word Processing

6

Click on Apply;

then

click on Close.

The columnsettingistwo.

Thissampledocumentis set up
with 2 columns,0.25inch spacing
betweencolumns,and a vertical
rule(line)betweencolumns.

The verticalrule is 2

Working with Text
This section explains how to enter, move, copy, and edit text. It also
describes
how to insert characters
and symbols,
change text style and format,
use tone in text, and search for and replace text.

-Entering

Text.
The recommended
method for entering
Insert
mode,
in which typed characters

text described
in this manual is called
push all existing characters
to the

right.
To switch in and
out of Insert mode,
click on the Insert
button at the
bottom left comer
of the screen, INS
(INS is selected by
default).

Insert mode is recommended
because you will not lose any text as you type.
If you want typed characters
to replace the characters
to the right of the
insertion
point, turn the Insert mode off.

Word wrap means that you do not have to press ENTER (the Return key on
a typewriter) to start a new line of text. As you type, the words appear in the
text area. As words reach the end of a line, they automatically continue on
the next line.
The in.,erti.on poim is the b"linking vertical line that shows where typed
characters appear on the screen. On a blank page, the insertion point appears
in the upper left comer. As you type, the insertion point moves to the right,
appearing after the last word. To make changes to something you have
already typed, move the insertion point anywhere in the text. You cannot
move the insertion point to an area where there is no text unless you use
SPACEBAR, TAB, or ENTER.
Word Processing

7

!l_ To go to another
You can also select a
page to go to from the
Basic Functions tool
bar.

Select

Go to Page

page:

from the View menu.

If your

document

has more than

one

page, tbe page you select appears, lf your document
begins on a page other
than I (you can set it up this way in Page Setup), Go to Page will still see the
first page as page 1.

l_ To correct
Press

as you type:

BACKSPACE

to erase

characters

to the lej_ of the insertion

point.

OR
Press DELETE to erase
To split an existing
paragraph into two,
place the insertion
point where you
want the split and
press ENTER.

characters

to the right

of the insertion

point.

To start a new paragraph:
Press ENTER. The insertion

To place the insertion
Position the insertion
type in the text.

point

point

moves

to the lej_ margin

of the next line.

point M the text:
in the text

and press

the Select

button.

You can

._, To select text:
- 1. Move _inserti_-p-6in'_o
you want to select.
2.

the beginning of the word,

Hold the Select button and drag across
selected;
then release the button.

the text until

line, or paragraph

what

you want

is

OR
Click the Select button at the beginning
and click at the end of the text.

Use these methods for selecting text:

8

down

SHIFT,

. o

This

Does This

2 clicks

Selects a word (but not the space after the word)

3 clicks

Selects a line

To select additional
words, lines,
the Select button as you drag.

Word Processing

of the text, hold

or paragraphs,

on the last click, hold

down

• To select text with the keyboard:
Press the keys shown below:
Press This

To Select

SHIFT + --* or _-

One character in the direction of the arrow; reduces or
extends one' character at a time in the same direction.

CTRL +

The current word; the insertion point must be within the

SPACEBAR

word.

SHIFT + t or,

From the insertion point one line in the direction of the
arrow; extends or reduces the selection in the same
direction.

SHIFT + HOME

From the insertion point to the beginning of the line;
extends or reduces the selection a line at a time toward the
beginning

of the document.

SHIFT + END

From the insertion point to the end of the line; extends or
reduces the selection a line at a time toward the end of the
document.

CTRL + SHIFT +

To the beginning or ending of a paragraph in the direction
of the arrow; extends or reduces the selection in the same

t or _

direction.

CTRL + SHIFT +
HOME
CTRL + SHIFT +
END
CTRL + /

• To extend

From the insertion point to the beginning

of the document.

_ From the insertion point to the end of the document.
The entire document
the Edit menu).

or reduce

(the same as choosing

Select All from

the selection:

1. While a selection is already highlighted, hold down SHIFT.
2. Click where you want to extend or reduce the selection.

• To cancel a selection:
Click anywhere

in the text area, or press

one of the arrow

keys.

Word Processing

9

Deleting Text
When you cut a

• To delete text:

selection, it is placed
on the cl_board.
You can paste the
selection from the
clipboard to another
location as long as

1.

Select the text you

2.

Press CUT.

want

to delete.

• To delete text using the keyboard:

you have not cut or
copied another item.

With no text is selected,
• BACKSPACE.

use the following keystrokes
Deletes the character

• CTRL + BACKSPACE.
word.

to delete text:

to the left,

Deletes from insertion point to beginning

• CTRL + DELETE. Deletes from insertion
• SHIFT + CTRL + BACKSPACE.
beginning of line.

of

point to end of word.

Deletes from insertion point to

• SHIFT + CTRL + DELETE. Deletes from insertion point to end of
line,

Cutting, Copying, Pasting, and Replacing

Text

When you select text, you can cut it and move it elsewhere
or copy it to
another
place. The selection
you cut or Copy is placed on the clipboard,
- electi-ofii_liOlding
s_a_ce_ WSen you press PASTE, the contents
of the
clipboard
are pasted into the document
at the insertion
point.
When you move a
selection, you
remove or cut it from

• To move a selection:

its oaginal location

1.

Select the item or text you want

2.

Press CUT. The item is removed from your document
andplaced
clipboard,
replacing
any item already in the clipboard.

3.

Move the insertion

4.

Press PASTE. The contents of the clipboard are inserted into the
document,
and tbe pasted text appears at the insertion point.

and paste it into
another location.
Cut, Copy, Delete,
and Paste also
appear in the Edit
menu and on the
Basic Functions tool
b_r.

Word Processing

10

point

to move.

to the new location.

on the

an

To copy a selection:
1.

Select

2.

Press

the item or text you want

clipboard,
3.

to copy.

COPY. The item remains

Move

replacing

the insertion

any
point

in your

other

document

and

aLso goes to the

item in the clipboard.

to the location

where

you

want

the item to

appear.
When you paste an
item intoa
document,it remains
on the _lipboard
unlessyou replace
it. So you can
continueto paste it.

4.

Press PASTE.
document.

I_ To replace
1.

Select

2.

Type

Select

2.

Press

3.

Dragging

or words

the replacement

COPY

Select

you want

text.

want

to replace

or CUT. The text is placed
of text you

is replaced

want

the original

text.

the existing

text with.

in the clipboard.

to replace

by the contents

and press

PASTE.

The

or copy

text

of the clipboard.

Text

The drag and drop feature provides
without using the clipboard.
Move

into the

to replace.

The new text replaces

of text you

the block

and Dropping

are inserted

one block of text with another:

the block

selection

of the clipboard

text:

the word

_, To replace
1.

The contents

a quick

way to move

_ CopJ[__

You can onlymove
text to text areas,
whichhave already
been typed in. To
create a larger text
area, press ENTER.

Tomove
1. Select
2.

Move

3.

Hold

or copy"-a-selection
the text you want
the on-screen
down

to move

pointer

the Drag

with drag and drop:

button.

or copy.

over

the selected

Thepointer

text.

changes

to the drag anddrop

pointer.
4.

To move, hold the Drag
place the selection.

button

and drag

the pointer

to where

you

want

to

OR
Do not release the
CTRL key until
after you have
[eleased the Drag
button.

To copy,
.

press

CTRL

Release the Drag
/ocat_on.

and drag the pointer.

button.

The selected

text is moved

or copied

to the new

Word Processing

11

Using Undo to Reverse
CUT replaces the
contents of the clipboard
so that even Undo wi/I
notbringit back.You
can undoyourlastcut,
butnot theonebeforeit.

Your Last Action

Sometimes you may delete some text or change the way it looks and
immediately decide that it was not what you wanted. If you have not done
anything else, select Undo from the Edit menu to restore the text. Once you
select Undo, its name on the Edit menu changes to Redo.

l_ To undo your last editing
Not allpragrams include
Undo,and notall

operation:

Select Undo from the Edit menu. The text you are working on reverts to the
original.

operations can be
undone.

I_ To undo the last thing you typed:
PressCTRL + BACKSPACE.

Using Special Characters

and Symbols

l_ To find and insert special
Forinternational
ormath
symbols clickon the
Symbolsmenu.Tosee
all availablecharacters,
see the Appendix. -"=_-

and symbols:

1. Click on the SYM button in the lower fight hand comer of the screen. The
Symbols On-screen Keyboard appears for tbe font you are using.
2. Click on the Symbols menu to see other choices for the font you are
using.
--,._
_
,3. Click on the symbol or character that you want to appear in your
document. The symbol or character appears on the screen.

Once you open the
Keyboard, it will stay

4. Click on the window

open until you close it.

Changing

characters

close button in the top left hand comer.

Text Font, Size, Style, and Alignment
How a character looks on the screen and when it is printed is determined
its font, size, style, alignment, and other attributes.
You can apply character

by

attributes in two ways:

• Select the text to change;, then select the attribute

you want.

• Select the attributes you want; then type new text. Word Processing
applies the current attribute settings to any teat you type.

I_ To change

character

attributes:

1. Select the text to change.
2. Select Character Attributes from the Character

Word Processing

12

menu. A dialog box appears.

.

Fill in the dialog

box:

•

Character
any weight

•

Character
Width (%).
width from 25 to 200.

•

Character
Spacing. Select the spacing between
any spacing from -150 to 500.

4.

Click on Apply.

5.

Click on Close.

Weight (%). Select
from 75 to 125.
Select

the weight

the width

of the characters.

of the characters.

Select

Select

characters.

any

Select

Changing fonts
Fonts are different typefaces
that define
screen and when printed.
Each character
font to font.

how each character
appears
on
has a unique design that varies from

Word Processing
contains
sereral different fonts. The URW Mono font is most
like a typewriter
font. It is mootospaced:
every character
uses the same
amount of space. The other fonts are proportionally
spaced.,
the space
taken by a character
is relative to the character's
width. For example,
the letter
i uses less space than w.

l_ To change
1.

Select

the font:

the text to change.

2. Click-on
theFon_
iC_YrYon _e
menu of fonts appears.
To see a sample of the
font, select Fonts from the 3.
Charactermenu; then
select Font Viewer.

Select

the font.

The selected

Basic Functions

text appears

tool bar. A drop-douPa

in the font you selected.

You can also select
fontsfrom the Fonts
submenuin the
Character menu.

Changing

text sizes

If you use a large font
3ize, above 72points,
you may need to
increase the line
spacing. Select Line
Spacing from the
Paragraph menu.

Text

size

determines

how

tall and wide

a character

is and is usually

measured
in points,
a measurement
used in the printing industry. A point is
approximately
1/72 of an inch. Therefore,
72 point text is one inch tall. Most
books and magazines
are written with 10 or 12 point text.

You can select from standard point sizes (9 through
custom text size.

72 points) or create a

Word Processing

13

If all the highlighted
text is the same size,
the currentsize is
identifiedby a filled
radio button in the
Sizes menu. If the
highlightedtext
contains _rfferent
sizes, none of the point
sizes is marked.

• To change
1. Select

the text to change.

2.

Select

Sizes from the Character

3.

Select one of the sizes from the list. Word Processing
selected to the highlighted
text.

• To change
1.

Changing

menu.

A submenu

appears.
applies

the size you

the text size incrementally:

Click on the Increase
Functions

You can also change
text size from the
Sizes submenu of the
Character menu.

the text size:

or Decrease

Font Size buttons

tool bar. The text appears

• To set a custom
1.

Select

2.

Select Sizes

3.

Select

Custom

4.

Select

the custom

5.

Click on Apply.

6.

Click on Close.

on the Basic

in the next smaller

or next larger size.

text size:

the text to change.
from the Character

menu.

Size from the submenu.
point

size you

want

A submenu

appears.

A dialog

box appears.

(between

4 and 792).

text styles
Use text styles to add emphasis
following styles are available:

to words

and phrases

in your

document.

The

• _Plain
•

Bold

• Italic
•

Underline

•

Strikethru

• Superscript (e.g. ax + b 2 = cz)
• Subscript (e.g. H20)
•

Boxed

(with

•

Button

(to resemble

• To change
You can also change
text stylesfrom _he
Basic Functionstoolbar.

14

a button

i0
that you press)

the style of text:

1.

Select

the text to change.

2.

Select

a style from the Styles

text sty/e appears.

Word Processing

a box around

submenu

in the Character

menu.

The selected

Aligning

text
You can decide how text lines up along a margin: left, centered,

right, and

iususqear.
--

Alignedwith leftside of the margin

-- Alignedwith rightside ofthe margin
Centeredbetweensides ofthe margin

I

I

I

Rushagainstbothsidesof the margin(justified)

_ To change
Youcanalsoalign text
byselectingAlignment
from_e Paragraph
menuor fromthe
AdvancedFunctions
tool bar.

text alignment:

1. Select the text or move the insertion point into the paragraph
align; then use the following keys to align the text:
Control Key

Alignment

CTRL + L

Left

CTRE-_",_-_

_

you want to

_ Center

CTRL + R

Right

CTRL + J

Justified

Using Tone in Text
You can set the text
tone before you begin
O/ping if you want, or
select it and change it
later.

Text tone should stand out against its background for ease of reading. If the
tones are too close, the text disappears into the background. By default, text
tone is black and background tone is white.
You can also increase or decrease the percentage of shading to fade or
sharpen the intensity. You can also select different patterns to create a
different texture in the background.

l_ To change
The toneyou
_select is not going
to appear on the
screen exactly as
it will print.

the text tone:

1. Select the text to change.
2. Select Text Tone from the Character

menu. A d_/og box appears.

Word Processing

15

.

Fill in the dialog box:
• % Shade_
Select the percent shading for the text tone. The lower
the number, the more faded the tone. A setting of zero (0) causes the
text to disappear. By default, this setting is 100.
* Tone Tools. Select the text tone.

4. Click on Apply. (Continue to make changes
satisfied with how the text looks.)

as desired until you are

5. Click on Close; then deselect the text by clicking somewhere
page. Tbe text appears in the tone you chose.

• To change

the text background

else on the

tone:

1. Select the text to change.
2. Select Text Background
appears.

Tone from the Character

menu. A dialog box

3. Fill in the dialog box:
•

Frilled or Unfilled. Select Filled to set other options in this dialog
box. By default, the background is unfilled.

•

% Shaded. Select the percent shading for the text background tone.
The lower the number, the more faded the tone. A setting of zero (0)
causes the background to disappear. By default, this setting is 100.

• Tone Tools. Select the text background
the palette.

tone or shade of gray from

• Pattern. Sel.e_ct_tl3e-_attern for the text background. By default, this
setting is solid. A transparent pattern is also available on this palette.
4. Click on Apply.
are satisfied

(You can continue
to make
with how the text looks.)

5. Click on Close; then click somewhere
the new

Word Processing

16

text tone.

changes

as desired

on the page to deselect

until you
text and see

Finding and Replacing

Text

Use Find and Replace to quickly find a word or phrase in your document
and, ff you like, to replace it with a different word or phrase. You can also
replace all occurrences of a word or phrase in a document.

Searching for text
Find and Replace also
appears in the Ec_t
menu and on the
Advanced FuncOons
toolbar.

Type exactly

You can search for any sequence of numbers, letters, spaces,
printable characters (such as punctuation marks).

)_ To search for text:
1.

Press

CTRL + F. A dialog

2.

Type

the text you want

3.

Click on either

what you

search from

want to find without any
extra spaces or
characters.

Find

to search

for.

point forward

Word Processing

starts

If Word Processing
finds a match, it highlights
the text in the
document.
Stop the search here or click on Find Next or Find
Previous to resume the search for another
match.

•

For forward

searches,

if Word

it starts searching
if Word Processing

the

or backward.

•

....
.

box appears.

Next or Find Previous.

the insertion

document,
searches,

Replacing

and other

Processing

reaches

the end

of the

from the beginning.
For backward
reaches
the beginning
of the document,

it starts searching
from the end. If Word Processing
cannot find the
search text in the document,
a message appears.
Click on OK to close
•,his message_-7_:
"

Click on Close.

text
You can replace

To replace

any search

text with different

text.

text:

1.

Press

CTRL

2.

Type

the text you

want

3.

Enter

the text that

will replace

4.

Click on Find Next or Find Previous.
Word Processing
starts the search
from the insertion point fommwd or backward.
If Word Processing finds
match, it highlights the text in the document.
You have the folloua'ng
cboices:
•

Replace

+ F. a

one

Replace. Stop
searching.

dialog

box appears.

to search

occurrence
the search

for.

the search

text.

of the selected
here

text.

a

To do this, click on

or click on Find

Next to continue

Word Processing

1;

Replace all occurrences of the search text with the replacement text.
To do this, click on Replace All. A dialog box appears asking if you
want to rep/ace a/! occurrences. Click on Yes to continue or No to
quit.
Replace in Selection is the same as Replace All, except that it replaces
all occurrences only within selected text.
5.

Using wildcards

Click on Close.

and special

characters

You can use two wildcards and all special formatting characters when you
search and replace text. A wadcard
is a symbol that substitutes for a single
character (?.)or a series of characters (*).
For example, to f'md any word that begins with the word
Multiple Characters wildcard
in your search text (math*).

math,

use the

You can also search and replace special
eAMme_$
in your document:
graphics,
special text, tabs, carriage returns, and page breaks.

)_ To use wildcards

and special

characters:

1. Press CTRL + F. The Find and Replace
2.

Click on Special

Characters.

A drop-down

dialog

box appears.

list appears:

_Find..It
I_pla¢o _
_ciuJ

_'rm

Characters m] FI !gnore Case/P.ccents [] Hatch Portiol biot'sts

[R- Hatch Any Character
- Graphic

or Special

Text

•_1- Tob

QI- Cardoge Return

O- _oo Brt_t

3.

Select
•

the wildcard(s)

and special

character(s)

you want

to search

Match Multiple
Characters.
Matches text where the beginning
end of the text might vary (such as professor
and professional).

for:
or

• Match/my
Character.
Matches text where one or more characters
might vary (such as arise and arose).

Word Processing

18

•

Graphic or Special Text. Adds a character to search for any graphic
object or any special text character (dates, times, numbers, and so on)
to the Find text.

•

Tab.

•

Carriage
Replace

•

Page Break.
With text.

For special

Adds a tab character
Return. Adds
With text.

characters,

Adds

to the Find or Replace With text.
a carriage

a page

break

return character to the Find or

character

you can set the following

to the Find or Replace

options:

Ignore Case/Accents.
Instructs Word Processing to f'md every
occurrence of the search text, ignoring uppercase, lowercase, and
accent marks. For example, if the search string is Dog, Word
Processing could find matches for Dog and dog.
•

.

Match Partial Words.
Instructs Word Processing
to search for a
portion of a word. For example,
if the search string is print, Word
Processing
could find matches on print, sprinter, reprint, and so on.

Click on Find

Next or Fred

text, and click on Replace
the replacement
text.

Previous
or Replace

to search

the document

All to replace

the search

for the search
text with

5. Click on Close.

Formatting Documents
This section
features:

describes

how to use the following

• Line and paragraph
• Indentations,

document

formatting

spacing

tabs, and rulers

• Borders
•

Hyphenation

•

Headers and footers

• Title pages
•

Page break

•

Columns

• Style sheets
•

Master pages
Word Processing

19

Setting Line Spacing
Line spacing

is the space between

lines in a paragraph,

also called geadmg.

Linespacingis the spacebetween
linesin a paragraph.
)

.

.

n

.

_

]r

.

12

.

n

.

E

.

_

.

14

.

=

.

B

.

_

.

I;

.

+

.

17

..........

.

n

.

IB

.

4

]

-I
'
!

!

i

To add more space between the lines of text in a paragraph,
following line spacing settings:

select from the

•

Single. This is considered normal spacing. There is no extra line
space between each row of text.

•

One and a Half. A half line space is between

• Double.
• Triple.
•

A whole line space is between
Two whole lines are between

Custom.

specify

each row of text.

each row of text.
each row of text.

Set custom line spacing up to 12.

line spaciog:

,.

Select the text or move the insertion point into the paragraph you want to
change.
2. Select Line Spacing from the Paragraph menu. A submenu appears.
3. Select one of the line-spacing options from the submenu.

• To specify

custom

line spacing:

1. Select Line Spacing from the Paragraph

menu.

2. Select Custom Spacing. A dialog box appears.
3. Select the line spacing option:
• Line Spacing.
want.
•

Word Processing

20

If Automatic

Manual

Leading.

spacing

you

4.

Click on Apply.

5.

Click on Close.

want.

If Manual

is selected, select the line spacing you

is selected,

select

the manual

line

• To change spacing

between

1. Select one or more paragraphs
2. Select Paragraph

paragraphs:
to change.

Spacing from the Paragraph

3. Fill in the dialog box, selecting

menu. A dialog box appears.

the options you want:

• Space On Top. Select the spacing above a paragraph.
•
.

Space On Bottom.

Select the spacing below a paragraph.

Click on Apply.

5. Click on Close.

Using Indentations,
Setting

Tabs, and Rulers

indentations
The text of each paragraph wraps within the right and left indentations,
which you can change using the Indentation markers on the ruler. To specify
the right edge of the text, drag the Right Indent marker (a single triangle) to a
new location.
The Left Indent marker is two triangles.
•

The upper triangle sets the indentation
paragraph.

_-*.--The loWe_ tiSa_gle_sets: the mdentauon
" _
"
paragraph (the hanging indent).
Indentedparagraph

of the first line of the

for the remaining

lin_ of the

If both of the Left Indent triangles are together, all lines in the paragraph align
beneath the markers. If the top triangle is to the right of the bottom triangle,
the first line indents, as shown in the illustration at left.

• To set indentations

by dragging:

1. Select all of the paragraphs you want to indent. (If you want to indent
only a single paragraph, move the insertion point into that paragraph.)
2. Move the on-screen pointer to the the first Indent marker (the upper
triangle); then click and hold the Select button.
3. Drag the marker to the place on the ruler where you want the indentation.
The existing t_ct or t_ct you type will be indented as specified.
4. Select the Hanging Indent marker (the lower triangle) and press the Select
button; drag the marker to the place on the ruler where you want the
second and subsequent lines to align.

• To set paragraph

indents

1. Select one or more paragraphs

with the dialog box:
you want to change.

2. Select Indents from the Paragraph

menu. A dialog box appears.
Word Processing

21

3. Fill in the dialog box, selecting

the options you want:

• Left Indent of Fu'st Line. Select the distance of the first line from
the left margin of the page.
• Hanging Left Indent.
margin of the page.

Hangingindent

• Right Indent.

Select the distance of the text from the left

Select the distance

of the text from the right margin.

4. Click on Apply.
5. Click on Close.

Setting tabs
Use tabs
numbers.

to create aligned columns,
such
Add your own tabs by clicking

as a table of contents
on the ruler.

or columns

of

You can set your own tabs, such as right aligned tabs, decimal tabs, custom
positions,- and tab/eader$
(dots or lines between tabbed items).

B

-----

),-To create tabs on€he*ruleR

_

1.

Select the paragraphs
add a tab to a single
paragraph,

2.

Click on the ruler. The tab marker appears wbere you
automatic
tabs disappear
to the lej_ of the new tab

3.

If the tab is not exactly
location.

4.

Continue

clicking

for which
paragraph,

and

where

you want to create
move the insertion

you

dragging

want

until

tabs, or if you want to
point into the
clicked.

The

it on the ruler, drag it to a new

you have

placed

all the tabs.

)_ To create a new tab with the Tab dialog box:

Word Processing

22

1.

Select

one

or more

2.

Select

Tabs from

3.

Fill in the dialog
List.

paragraphs

to change.

the Paragraph

menu.

The Tabs dialog

box appears.

box:

•

Tabs

Select

•

Distance
from
left margin.

Create

New Tab in the Tabs list.

Left Margin.

Select

the distance

of the tab from the

• Tab Type. Select the alignment of the text at the tab setting (Left,
Center, Right, or Decimal). For example, use a decimal tab to align.
columns of numbers along the decimal point.
Tab Leader. Select the character that precedes
Dot, Line, or Bullet).

the tab setting (None,

Vertical Line. This bption puts a vertical line at the tab position that
spans the height of the paragraph. You can set the shading, line
width, and line spacing.
.

Click on Apply. The tab is applied to selected paragrapbs.

5. Click on Close.

• To change a tab:
1.

Select one

2.

Select Tabs

or more paragraphs

3.

Select the tab you

4.

Fill in the rest of the dialog

5.

Click on Apply.

6.

Click on Close.

you

from the Paragraph
want

to change
box,

want

menu.

to change.

The Tabs dialog

box appears.

in the Tabs list.
selecting

the options

you want.

• To delete a tab:
_

1.

Select Tabs

2.

Select the_ tab-you

from the Paragraph

3.

Click on Delete Tab or drag it off the ruler. Word
and shifts the text to the next tab.

_ant

to-delete

menu.

The Tabs dialog

m the Tabs

box appears.

list.

,,,
Processing

deletes the tab

OR
Click on Delete Every Tab. Word Processing deletes all tabs, restores
default tabs for selected paragraphs,
and a_'usts the text if necessary.

• To set the default
1.

Select one

or more

2.

Select Default

3.

Select a default

Tabs

the

tabs:
paragraphs

you want

from the Paragraph

tab (None,

Centimeter,

tO change.
menu.

A dialog

Half Inch,

box appears.

or One Inch).

OR
Set a custom

default

4.

Click on Apply.

5.

Click on Close.

tab.

Word Processing

23

Using rulers
When you open a new document, the margins are set for a 6-1/2 inch text
area and the tabs are 1/2 inch apart. Use the ruler to change right and left
indentations and to insert different tabs.
Ruler changes do not
affect header and footer
text. For more
information,see Using
Headers an_l Footers on
page 27.

The indentations

and tabs

on the ruler affect the paragraph

containing

the

insertion
point. If you want to change the setting for the whole document,
first select the document
either by choosing
Select All from the Edit menu
by clicking quickly five times.

or

Hangingindent
Tab stop

Right indent

i

i-.

I

, • • . ; . F. : • p. : • ,N. ; - r.

Loft margin

: • p. ; • F.

, - "-

Text area

t

Right margin

Follow these steps to change options on the ruler:
Snap to Ruler

.

To align the ruler with the page:,

_-•

M,_..,ksis explained
on page 40.

1.

Select

Rulers

from the Options

2.

Click on Align Ruler with Page.

• To show the horizontal
1.

Select

Rulers

2.

Click on Show

3.

To remove

• To change
1. Select

..............

g 24

the rulers,

Rulers

The ruler moves

menu.

Click on Ruler
measurement.

3.

Click on the measurement

appears.

Vertical

to deselect

menu

appears.

Ruler. The ruler appears.

the check

boxes.

units:

from the Options

2.

menu

to the le_.

A drop-doura

Ruler or Show

click again

measuring

A drop-down

and vertical rulers:

from the Options
Horizontal

menu.

menu.

Units. A drop-doum
you want

A drop-down

menu

appears

to use.

menu

appears.

with units

of

Adding Borders
You can place a border (lines or a box) around a paragraph to add emphas_.
The border extends to the edge of the left and right indentation marker. You
can also set the border tone to set it apart from other text.

• To make a simple

border:

1. Select one or more paragraphs to border.
2.
3.

Select

Borders

from the Paragraph

Select

the border

option

you

want

menu.

A submenu

(None,

Thin,

appears.

Thick,

Double-l_dne,

or

Shadowed).

• To make a custom

border:

1. Select one or more paragraphs
2.

Select

Borders

from

3.

Select

Custom

Border.

4.

Fill in the dialog

to border.

the Paragraph

box,

menu.

A submenu

A dialog

box appears.

selecting

the options

appears.

you want:

•

Sides to Border. Select this to set the sides of the border (Left, Top,
Right, and Bottom). Select all four sides to put a box around the text.
Select Draw Inner Lines to draw between
lines of text.

o

Border

Width

•

Border

Spacing

• -Border

(points).

Sets width

(points).

Type.SLrts

of the border

Sets border

type of border

spacing

(Normal,

in points.

in points.

Shadow,

or Double

Line).

•

Shadow
Anchor.
If a shadow
border is selected,
select the anchor
for the light source that creates the shadow
(Top Left, Top Right,
Bottom Left, or Bottom Right).

•

Shadow Width (Points). If a shadow
width of the shadow in points.

•

Width Between
Double
Lines (Points).
If a double line border
is selected,
select the space between
the double lines in points.

5.

Click on Apply.

6.

Click on Close.

• To change

the border

border is selected, select the

type

tone:

1.

Select

one or more

paragraphs

2.

Select

Borders

3.

Select

Border Tone. A dia/og

to border.

from the Paragraph

menu.

A submenu

appears.

box appears.

Word Processing

25

4. Fill in the dialog box, selecting

the options you want:

•

% Shaded. Select the percent shading for the border tone. The lower
the number, the more faded the tone. A setting of zero (0) causes the
border to disappear. By default, this setting is 100.

•

Tone Tools. Select the border tone from the tone palette.

• Pattern. Select the pattet:n for the border tone. By default, this
setting is solid. A transparent pattern is also available on this palette.
5. Click on Apply. (Continue
satisfied with the borde_.)

to make changes as desired until you are

6. Click on Close.

Setting Hyphenation
Word Processing

If hyphenation
is active (by default, it is not active), a word extending
beyond the right margin is split between
syllables. Word Processing
inserts a
hyphen
(-) and line break and wraps the rest of the word to the next line.
Word Processing
provides
hyphenation
settings that you can change.
Note
that some hyphenation
can make a document
easier to read, while too much
hyphenation
can make words harder to recognize
and make the page look
cluttered.

hyphenates only b_ose
words that appear in its
dictiona_

I_ To change
_----

Select

one or more

2.

Select

Hy----phenation_fi_m'_e

3.

Fill in the dialog

26

paragraphs

with the hyphenation
Paragraph

you

want

to change.

menu. A dk_gog box appears.

box:

•

On or Off. Select On to allow automatic hyphenation
and to set
other options on the dialog box (Off is the default selection).

•

Maximum
consecutive
lines to hyphenate.
number of lines that can be hyphenated.

•

Shortest
certain

Word Processing

hyphenation:

1.

word

to hyphenate.

Restricts

Limits the hyphenation

the total

to words

of a

length.

•

Shortest
prefix.
Sets the length
such as pre in prefix.

•

Shortest
suffix. Sets the length
such as ing in hyphenating.

4.

Click on Apply.

5.

Click on Close.

of the shortest

of the shortest

prefLx to hyphenate,

sufftx

to hyphenate,

Using Headers and Footers
A header contains anything (text, graphics, or both) that you want to appear
at the top of every page. Likewise, a.footer contains anything you want to
appear at the bottom. Here are some of the things you can put in headers
and footers:

When you import a
document the
headers and
footers from the
source document
do not appear in
the Word
Processing
documenL

•

Page numbering

•

Date the document

•

Tide

•

Your name

•

Chapter

•

Graphics,

was created

or file name

of the document

or the name

or section
such

or printed

of your

department,

business,

title

as a logo or design

Header and footer information
is optional and can contain
(such as bold tex 0 and multiple lines of text.

• To set up a header
1.

or school

text formatting

or a footer:

Select Edit Header from the Layout menu. A page appears with the
insertion point in the upper-left corner of the header area.
OR
Select Edit Footer-frOm the+Layout menu.
point in the-upper-left
corner of the footer
_t2_ [at

_k_

Dtk._

la_ut

irtl_l_

A page appears
area.

tm't,lra_ _er_"ktr

]U Bl:::d+ I_I+ lal I_ !+lO_mlxl
l,,.-,,----i
_, m,.m,m,rI I u_,m,,1'_"mer,,jI l;Ioo',,,., mo,:m,_ I I€::,.__I
.p,

Insertionpointfor a header __

; rt ; ,

+ ce_.

; s;.

;

N;

_
l,z-IZltl

+ _ ts;,

with the :nsertion

_ 1.:

ii

ITl'rlTl_l
. ; rap;.

;

Im
Bi

J
t ...........................................................

t
+
!

i
t
!

i
Page numbering
__.comes from the

2o

Enter the header or footer information. Or use the following buttons to
insert standard information that gets updated automatically:

staaJng page
number you entered
jn the Page Setup
dialog box.

•

Page Number.

Click to put the page

number

at the insertion

point.

Word Processing

27

•

.

Date of Printing.
point.

Crick on Close. The document
created.

l_ To change
Pointertool J-_

at the insertion

page reappeews with the beader or footer you

the size of a header,
or Edit Footer

footer, or body text region:

from

the Layout menu.

Select

2.

From the Drawing
tool bar, select the pointer tool and then select
region (header,
footer, or body text) you want to resize.

3.

Point to any handle,
until the text region

from the Layout
menu. Select the text

Edit Header

of printing

1.
To delete a 'header or
footer, select Edit
Header or Edit Footer

Click to put the date

hold down the Select button,
becomes
the size you want.

the text

and drag the handle

and press delete; then
click on Close.

Creating a Title Page
The tiaepage
is typically the cover page of a document,
which usually
contains
descriptive
information
such as the title of the document.
The tide
page is numbered
0, but the number will not print.

add a title page_to_a document:
Seiect
2.

The title page appears
v_th a page break line
below the insertion

Title-Page

f-_t_-__Layout

Select Create Tide Page
you want to continue.

A submenu appears.

menu.

from the submenu.

A dialog

box appears

.

Click on Yes to create the tide page. Word Proce_ing
creates a new Title
Page at the beginning
of the document.
An empty title page appears, with
the insertion point in the upper-lej_ corner of tbe text area. (If your
document
has headers or footers, they will not appear on the tide page.)

.

Fill in your title page.

5.

point. To move the
insertion point down

Return
on the
editing

l_ To go to the title page:
1.

Select Tide

Page from the Layout

menu.

A submenu

2. Select Go to Title Page from the submenu.

28

if

to the body of your document
by scrolling downward
or clicking
Next Page button on the Basic Functions
tool bar. (You can resume
anywhere
in the document.)

the page, press
F_J_TER.

Word Processing

asking

appears.

The titlepage appeam.

I_ To delete the title page:
1. Select Title Page from the Layout menu. A submenu

appears.

2. Select Delete Tide Page from the submenu. A dialog box appears asking if
you are sure you want to delete the title page.
3. Click on Yes to delete the title page. Word ProcesMng deletes the titlepage.
If the insertion point was on the title page, Word Processing moves it to the
first page; othertzqse, the insertion point remains in the same location.

Using Page Breaks
ffyou have multiple
columns in your
document, a page
break is the same as
a column break.

Word Processing treats the text in a document as one continuous flow of
information. Whenever you insert or delete text or graphics in a document,
Word Processing automatically calculates the location of page breaks and
column breaks and inserts them accordingly. Automatic page breaks are
called softpage
breaks because their location changes depending on the
amount of information in a documenL You can force a page break manually
by inserting a bardpage
break. Do this whenever you want to start a new
page in a specific location.

ll_To insert a hard page break:
Page Break also
appears in the Insert
Special submenuof
the Edit menu.

1. Place the insertion point where you want

the hard page break.

2. Press CTRL + ENTER. Word Processing inserts thepage

break.

To delete a page break:
1: Select Show Invislbl_._ from the Options menu (if not already selected).
The page-break markers ¢*) become viable.
1. Double-click
2.

Managing

on the page break marker you want to delete.

Press DELETE. Word Processing removes
pagination,
and redraws the screen.

the page

break,

recalculates

Columns
You can have multiple columns of text in a document, just like those you see
in a newspaper or a magazine. By default, a document has just one column
of text. When you specify multiple columns, text flows from the bottom of
one column to the top of the next.

Word Processing

29

To set up multiple
columns,
specify column
options in the Page Setup dialog
box (from the File menu). When you set multiple columns, specify the
number of columns,
the gutter (or spacing) between
columns,
and the width
of any vertical rule(s) (the lines in between
the columns).
Word Processing
initially calculates
a uniform
column width for all columns based on the
number of columns,
the spacing between
columns,
the size of the page, the
page

orientation,

The following
characteristics:

and the page
sample

document

margins.
shows

The distancebetweencolumns
is 0.25 inches.

the result of setting

the column

The verticalruleis 2 pointswide.

The columnsettingis Ihres.

l_ To set or change
1.

Place the insertion

2.

Select

3.

Fill in the dialog
•

Page Setup

Columns.

the columns:
point

in the document.

from the File menu.

A dialog

box appears.

box:
Select

the number

of columns.

Spacing.
If you have more than one column, select the distance
between
columns
(as well as the relative column
width). Spacing is
the same between
all columns.
By default, this setting is 0.125 inches;
you

can increase

this up to 1.0 inch.

Rule Width.
To place a vertical rule, select the width of a vertical
rule. By default, this setting is zero (0) points, or no vertical rule; you
can increase this up to 9 points.

Word Processing

30

4. Click on Apply.
5. Click on Close.

Using column

breaks
To force Word Processing to move text to the top of the next column, press
CTRL + ENTER to insert a hard page break and create a new column.

Using Text Style Sheets
A style is a collection
of text and paragraph
formats under a common
name.
A text style sheet
is the set of all the named text styles used in a document.
Styles help ensure a
consistentlook to
your text. They also
make it easier to
change a document
because changing a
styleautomaUcally
updates all the
paragraphs with that
style.

You can record the following attributes in a text style:
•

Text attributes,
and character

•

Paragraph
attributes,
including
alignment,
indentations,
tabs, and paragraph
spacing.

including
width and

Styles allow you to apply a group
example, if you want the headings

character
height.

font, text size, text style,

spacing,

text tone,

line spacing,

of attributes
to text all at once. For
in your document
to be centered
and

bold, create a style to automatically
center and bold them; then apply that
style to heading
text. Without a style, you would have to manually
center and
bold each heading .....

Using default

styles
Word Processing
provides
three styles.
for creating
your own custom styles:

Applying

•

Normal.

•

Header.

•

Footer.

Use them

The base style for text that
A standard
A standard

as is or as a starting

comes

style for the header
style for the footer

point

with Word Processing.

of a document.
of a document.

a style
Change the format of a paragraph

by applying a style from the style sheet.

_-

I)" To apply a style to a paragraph:
_
_ert

s_le
_ _
S'kjk

Jri_ imS_io _osL.
_mlm_
_St_

1.

Select

one or more

paragraphs

2.

Select

Text Style Sheets

3.

Click on Apply

to change.

from the Paragraph

Style from the submenu.

menu.

A so'o//li,

A submenu

ap_.

t ap_.

Word Processing

31

4.

Select

the style, scrolling

style formatting
5.

Click on the window
dialog

Storing

and recalling

the list if necessary.

to selected

Word Processing

applies

the

paragrapbs.

control

button

in the top left comer

to close

the

box.

text attributes

tempor=;rily

You can temporarily
store the text and paragraph
attributes
from one
paragraph
and then apply them to another
without first creating a named
style. To do so, use Store Style. While named styles are saved with your
document,
graphic styles that you record with Store Style are not saved when
you exit Word Processing.

,

• To store the text attributes:
1. Select

a paragraph

2.

Select

Text Style Sheets

3.

Select

Store

attributes

with the attributes
from

the Paragraph

Style from the submenu.

of the selected

you want

to store.

menu.

A submenu

Word Processing

appears.

remembers

the

paragraph.

• To recall the text attributes:
1.

Select one or more
attributes.

2.

Select Text Style Shee_

-3.

Defining

paragraphs

from

that you want

the Paragraph

Select R-ecall Style-_m-th-_
submenu.
attn'butes to the selected text.

to apply

menu.

the stored

A submenu

Word Processing

applies

appears.
the saved

a new style
You can add a new style to the style sheet by giving it a name and
its attributes.
A base sty/e is a style on which other styles depend;
styles are variations
on the base style. If you change an attribute in
style, all dependent
styles will change except those that define the

defining
these
the base
attribute

uniquely.
For example,
suppose
you define a style called Head Level 2 using another
style, Head Level 1, as its base style. If you add bold to Head Level 1, the text
in Head Level 2 becomes
bold. Word Processing
updates
all text in either
style with the new

attributes.

Alternatively,
you can define a style so that its unique attributes
change
relative to changes in the base style. For example,
if you set margins in Indent
Level 2 relative to Indent Level 1 its base style, and you increase the left
margin
margin

Word Processing

32

in Indent
in Indent

Level 1 by 0.25 inches,
Level 2 by 0.25 inches

Word Processing
as well.

increases

the left

You can also define
a new style without
using a base style.
Word Processing
uses _e default
attributes or the

l_ To define a new style:
1. Select a paragraph

for which you would like to change the style. Word

Processing
uses the attn'butes in the selected (or base) style to define the
initial attn'butes of the new style. (You can also start out with no text
selected,
using the default text and paragraph
attributes.)

attributes of.
selected text as the

2.

Change

staring point.

3.

Select

Text Style Sheets

4.

Select

Define

•

Once you have defined

use this button to apply
a style to selected text.
Normal

of the paragraph

to your

from the Paragraph

New Style from

the submenu.

desired
menu.

style.
A submenu

A dialog

appears.

box appears.

Description.
Shows a description
of the selected style, which
changes
when you define text and character
attributes.
The base style
appears first, then any changes
you have made to character
and
paragraph
formatting.
Display
in Tool Bar Pop-Down
List. Select whether
the style
appears in the Tool Bar Pop-down
list on the Basic Functions
tool
bar. By default, this option is selected.

a style to appear on the
Basic Functions tool bar,

[

the format

Apply to Selection
Only (Character
Style). Select whether
you
want to apply the style attributes
to selected
text only or to the entire
paragraph.

==1

Point Size Relative.
Select to make the point size relative to the
point size of the base style. Changing
the point size in the base style
changes
the point size in the current style by the same amount.
Margins
Relative.
Select to make the margins relative to the margins
of the base styleT.Changing
the' margins in the base style changes
the
margins_in
the current style by the same amount.
Leading
Relative.
Select to make the leading (or line spacing)
relative to the leading of the base style. Changing
the leading in the
base style changes
the leading in the current style by the same
amount.
•

Changing

Name.

Type

spaces.

For example,

a new style

5.

Click on Define New Style.
selected text or paragrapb.

6.

Click on Close.

you

name.
could

You can use letters, numbers,
call a style Chapter

Word Processing

applies

and

Name.

the new style to the

styles
You can change a style two ways: by changing
its attributes
(text size,
paragraph
spacing,
and so on) or by changing
the attributes
of its base style
(point size relative, margins relative, and so on). If the style serves as the base
style for other styles, changes
can affect those dependent
styles as well.

Word Processing

33

• To update a style:
1. Select a paragraph

in the style you want to change.

2. Set any character

and paragraph

attributes you want for this style.

3. Select Text Style Sheets from the Paragraph

menu. A submenu appears.

4. Select Redefine Style from the submenu. Word Processing updates the style
with the formatting in the selected paragraph.

• To modify an existing

style:

1. Select Text Style Sheets from the Paragraph

menu. A submenu appears.

2. Select Manage Styles from the submenu. A dialog box appears.
3. Find the style you want to change, scrolling the list ff necessary, and then
select it. The text in the Description box changes to show the style you have
selected.
4. Click on Modify. A dialog box appears.
Hod_uSt_o
Sttjb

l'Jnlr_,

• _u

_ormal

b I_

Bar PopOawn

I.ist

n Ri)plg to selection Onbj (Character
[] Point Size Relatioo

StLjle)

I-I Hlergin¢ Relatlue
[] Leading I_JaUue
i-

ID

• ;rltlo Base SIvle )>
Normal

Bleeder
Footer

You can change Ihe
base style if you want
by selecting it in _e
list. If you do not want
a base sOde, select

5.

Fill in the dialog

box,

6.

Click on Modify

to change

<>.

selecting

the options

you want.

the style definition.

The Modify

Styles dialog

box disappears.
7.

Click on Apply.

8.

Click on Close.

Word Processing

app!ies your

changes

to the selected

text.

• To delete a style:
1. Select Text Style Sheets from the Paragraph

Deleting a style
you no longer need
eliminates clutter in
the style sheet.
Once you delete a
style, you cannot
recover it.

Word Processing

2. Select Manage Styles from the submenu.

menu. A submenu

appears.

A dialog box appears.

3. Select the style you want to delete from the list. If the selected style basa
base style, the name of the base style appears in the style description box.

34

.

Click on Delete.

Word Processing

deletes

the selected

style. Word Processing

attaches the base style to any paragraphs
in the style you just deleted.
Houmm_, Word Processing
does not apply the attributes
of those paragrapbs
with the attributes
in the base style.
OR
Click on Delete and Revert." Word Processing deletes the selected style,
attaches tbe base style to any paragraphs
in the style you just deleted, and
overrid_
the current attributes
of those paragraphs
with tbe attributes
in
the base style.
5.

Click on Close.

• To revert to the base style:
1.

Select

the text

2.

Select

Text Style Sheets

3.

Select

Revert to Base Style. Word

overriding

Using style sheets

you want

the current

to change.
from

the Paragraph

attributes

menu.

Processing

applies

of the selected

A submenu

appears.

the base style,

text.

from other documents
You can copy style sheets from another
document
or template
into a
document
you are working on. That way, you do not need to def'me the
same styles all over again.

.....

• To get-styles from_ar, other document:
from

Select Text Style Sheets
Select Bring

3.

Select

4.

Click on Load Style Sheet. Word Processing
imports the styles from the
template you selected. If a style with the same name appears in the template
and the document,
Word Processing
uses the template style instead.

In Style Sheet

a document

the Paragraph

from

or template

the submenu.

menu.

A submenu

appears.

1.
2.

A dialog

box appears.

from the list.

5. Click on Close.

Word Processing

35

Using Master Pages to Design Documents
Use master pages to specify information that repeats on each page of a
document. For example, you might want a logo to appear on every page.

Header.................................
region

!

i

!

!

The maatarpage
is a prototype
of how text and graphics appear on every
page. The master page defines the header and footer, the area where the
body text appears
on a page, and graphics
(such as a logo) that repeat on
iBodyi_gio_
!
every page. The illustration
at the left shows a typical master page designed
_contabing_ colun_m with three columns.

!

!

!

!

!

When you add a page, Word Processing uses the layout and information in
the master page to create the new page. Once created, you can change the
document to suit your needs without affecting the master page.

!

!
!
!
iFooter reqion

]

If you specify two pages in Page Setup (left and right), the document
have two master pages: one for the left and one for the right.

Editing the master

page

To change the format
of an individual page

When

you

edit the master

page,

Word Processing

updates

every

page

will

in the

document
with any changes
you have made. For example,
if you change
footer, Word Processing
applies that change on every page.

in your document, do
not use a master

the

page. Instead, reduce

yourdocument
to
Scale to Fit in the

_I_ TO
......

View menu; use the

edit the master page:

- 1. Select Edit Master Page-_ffom _e Layout menu. The masterpage

appears:

pointer from the
Drawing tools; and
select and resize
header, footer, or
main body region.
This can be useful
when you want the
margins of a
particular page to be
different from the rest
of the documenL

Page Ntmaber. Click on this button to put the page number
insertion point.
Date of Printing.
Click on this button
the insertion
point.

Word Processing

36

to put the date

at the

of printing

at

•

Redraw

I)ooanent.

implement
2.

3.

Changing

Click on this button

any changes

Make your changes
include:

you

to the master

any text or graphics

to refresh

and

have made.
page.

•

Adding

•

Resizing or moving the text region
(including
columns).

The changesyou

you want

can make

to the header

for the header,

When you are finished,
click on Close. Word Processing
affected pages with any changes you have made.

text regions

the screen

or the footer.
footer,

or body

updates

text

all

on the master page

The text
resize

region

defines

the text region

You might
on a page.
Processing
position
of

where

text flows

for the header,

footer,

on the page.
and body

You can move
text on a master

and
page.

want to do this, for example,
to set a custom width for columns
When you set the number
of columns in Page Setup, Word
calculates
the column width for you. To adjust the width or
these columns,
edit the master page.

• To select a text region:
1. Select Scale to Fit from the View menu. Tbepage

2. Open the Drawing tool bar from the Show Tools submenu
menu, This tooL bai:_'_pears on the left of the screen.

- Pointertool _

i

I

i

is scaled doum.

3. Select the Pointer tool./'be

i

L__L__.J__i

becomes an arrow.

4. Point the tip of the arrow to a border of the text region (header, footer, or
body text), and click the Select button. Handles appear along the border of
the text region to indicate that it is selected.

• To deselect

' I

insem'onpoint

of the Options
,,

a text region:

Point anywhere
outside
handles disappear

or inside

the border

of the text region

and click. The

• To change the size of a text region:
1. Select

the text region

Handk, show that
"the text region is
selected. Once se-

2.

Point to any handle,
until the text region

lected, you can
move or resize iL

3.

Release

the Select

you

want

to resize.

hold down the Select button,
becomes
the size you want.

and drag

the handle

button.

Word Processing

37

• To move a text region:

You can also select
Copy, Paste, and
Delete from the Edit
menu or from their

1.

Select

the text

region

you want

to move.

2.

Point to the move handle in the center,
drag the text region to where you want

3.

Release

hold clown the Drag
it to appear.

button,

and

the Drag button.

• To copy a text region:

buttons on the Basic
Func_ons tool bar

1.

Select

(see page 3).

2.

Press

COPY.

3.

Place

the insertion

4.

Press

PASTE. Word Processing

the text region

you want

Word Processing
point

to copy.
copies

to where

the text region

you want

pastes

to paste

the text region

to the clipboard.
the text region.
in the document.

• To delete a text re#on:
1. Select
2.

Press

the text region

you want

to delete.

DELETE.

Using Graphics in a Document
This section explains
how to use graphics in a Word Processing
document.
The drawing and graphics features are very similar in Word Processing
and
Drawing.
Complete
information
about drawing and graphics is included
in
the chapter on Drawing.
Graphics, especially
You can use any _Paphic image that you can paste from the clipboard.
large ones, take up more
example,
you could draw a logo in Drawing,
copy it to the clipboard,
memory than text If youuse large graphics, you
--paste it directly into your letterhead
in Word Processing.
may need to break up
your document and save
the pages with graphics
separately.

For
and

You can create a graphic image within Word Processing
using the tools on
the Drawing,
Bitmap, or Graphics
tool bar. That way, you can create a
drawing without leaving your document.
When creating graphics in Word
Processing,
select Show Tools from the Options menu; then click on Drawing
Tools.
You can add a graphic frame (a rectangle
with a simple border around it)
anywhere
on a page. You can paste graphics into a graphic
frame, change its
appearance,
and control how it fits in the text. You can also paste graphics
into a document
without using a graphic
frame.

Word Processing

38

Using Frames for Graphics and Text
A graphic frame is a rectangle that frames text or graphics. You can fill a
graphic frame with tone and paRems, change the tone and thickness of its
border, and make text wrap around it, wrap inside it, or even flow right
through it. You can also resize, move, and delete a graphic frame.

)_ To create a graphic

frame:

1. Select Create Graphic Frame from the Layout menu. The Drawing tool bar
appears on the left of the screen.
2. Point to where you want to anchor the upper-left
frame.

comer of the graphic

3. Press the Select button and drag down and to the fight until the graphic
frame becomes the size you wanL An outline shows the borders of the
graphic frame as you drag it.
4. Release the Select button. The graphic frame appears with bandies
its borders, as sboura in the foUoun'ng illustration:

along

|

To resizea frame,
pressthe Selectbutton and drag a hendie.

i
lira

To movethe flame,
pressthe Dragbuttonand
dragthemove handle.

Word Processing

39

• To create a graphic
Texttool

frame for text:

1.

If the Drawing
tool bar is not open,
submenu
of the Options menu.

select

2.

Select the Text tool from the Drawing

it from the Show Tools

tool bar.

l-Beam _
To return to the' textin

Place the insertion point in the document
outline shows the frame.

your document, select
the I-Beam tool.

4. Begin typing. The text appears in the frame.

,

When you' use a frame
for text,you can move
the frame or create a
borderaround it.
Frames with text are
also useful for
footnotes (see page
47).

• To select or deselect
1. Select
,

Pointertool

the Pointer

a graphic

and drag to size the frame. An

frame:

tool from the Drawing

tool bar.

Point the tip of the Arrow pointer to a border of the graphic frame and
click on the Select
is se/ected.

button.

Handles

appear

along

its border

to show

that it

OR

To deselect, point anywhere
frame and click.

outside or inside the border of the graphic

• To change the_size-o_Fa g_aphic frame:
1. Select
"

2.

the graphic

frame

you want

Point to any handle, hold down
until the graphic
frame becomes

to resize.

the Select button, and drag
the size you want.

the handle

3. Release the Select button.

Youcan also display
a

grid for aligning
graphics. See page 42.

•

TO line up a graphic
1. Select
2.

Rulers

from

the Options

Select Snap to Ruler Marks.
ruler measurement
mark.

• To move a graphic
1. Select

Word Processing

40

frame to a ruler (snap):

the graphic

menu.

Word Processing

aligns

graphics

frame:

frame

you

want

to move.

2.

Point to the move handle in the center, hold down the Drag
drag the graphic frame to where you want it to appear.

3.

Release

the Drag

to the nearest

button.

button,

and

,To

delete a graphic
1. Select

the graphic

2.

DELETE.

To_na graphic
frarno.,To

frame

you

set area attributes

set the area attributes.
To a_ust the border of
a frame, set He line
attributes.

Press

frame:

1.

Select

the graphic

2.

Select

Area Attributes

3.

If Filled is not selected,
want.

4.

Click on Apply;

,To

want

to delete.

for a frame:

frame.

then

from the Graphics
click on it; then

Select

the graphic

2.

Select

Line Attributes

3.

If Filled

4.

Click on Apply;

select

A dia/og

box appears.

the Area Attributes

you

click on Close.

set line attributes
1.

menu.

for a frame:

frame.

is not selected,
then

from the Graphics
click on it; then

menu.
select

A dialog

box appears.

the line attributes

you want.

click on Close.

Using Grids
You can position graphics using the grids, snapping objects into place for you
automatically. The grid is a pattern of evenly-spaced
vertical and horizontal
lines that help you a!ign and size objects. You can also change the spacing of
the grids-

You can also automatically snap (or position) objects along grid lines when
you create them. Snapping objects to the grid is often faster and more
accurate than positioning them manually.

,To

show or hide the grid:

1.

Select Grids from the Layout
is selected in this dialog box,

2.

Select

Show

Grid to show

menu. A dialog
Word Processing

box appears. If Snap to Grid
aligns objects to the grid.

the grid.

OR
Deselect

Show

3.

Click on Apply.

4.

Click on Close.

Grid to hide

the grid.

Word Processing

41

l!_ To set the grid spacing:
1. Select Grids from the Layout menu. A d_gg

box appears.

When you change the
units of measure for the

2. Select the units of measure (Inches, Centimeters, Points, or Picas). By
default, the units of measure are the same as the ruler setting.

grid, you vwII find it
helpful to change the
units on the ruler also.

3. Select the distance between

grid lines.

4. Click on Apply.

See page 24.

5. Click on Close.

I_ To snap graphics

to the grid:

1. Select Grids from the Layout menu. A dk_2og box appears.
2. Select Snap to Grids.

3. Click on Apply.
4.

Click on Close.

Using Clip Art in Documents
Pasting graphics

into a document
You can paste any graphic from another program
into a Word Processing
document.
Paste it into a graphic frame in the graphic layer or directly into
the text.

_--:_

To copy.and

To select and copy more
1.
than one graphic object __
at a time, press and hold
2.
CTRL while selecting
objects.
3.
You can also select
Copy and Paste from lhe
Edit menu or from their
buttonson the Basic
Functionstool bar.

4.

paste_graphic

object:

_,

In the program you are using to draw the graphic
(Drawing,
Spreadsheet,
or even Word Processing),
select the graphic object you want to copy.
Press

COPY.

Open the Word Processing
graphic object or objects.

document

Place the insertion
point on the page
object or objects to appear.

into which
on which

the

the graphic

object on the text
layer or graphics
layer. On the text layer;, the graphic will move or flow with
tbe text. On the grapbic kzyet;, it will stay wbere it is on tbe page no matter
what changes are made to the text.
Select
page.

the layer by clicking

on the button.

The graphic

7. Resize or move the graphic objects as desired.

42

you want

to paste

5. Press PASTE, You are asked if you want the grapbic

6.

Word Processing

you want

appears

on the

I_ To change
You can also
change Ihe size by
selecD'ngTransform
from the Graphics
menu and clicking
on Scale.

the size of a graphic

1.

Select

one or more

2.

Point to any handle, press and
handle until the graphic object

3.

Release

the Select

graphic

objects

object:

you want

to resize.

hold down the Select button,
becomes
the size you want.

and drag the

button.

l!_To move a graphic

object:

1. Select one or more graphic objects to move.
2. Point to the move handle (in the middle), press and hold down the Drag
button, and drag the selected graphic objects to where you want it to
appear.
3. Release the Drag button.

Pasting clip art into a document
Scrapbook converts
the clip ad image to a
format_at Word
Processing
understands.

To paste clip art into your document,
first open Scrapbook,
retrieve a dip art
image from a diskette,
and store it in your scrapbook.
Then, copy the graphic
image from your scrapbook
into your Word Processing
document.

To copy and paste a piece of clip art:
1.

Open a scrapbook.
Scrapbook,
create
•

If you
_telling
167.)

If you do not want to place the clip art in your Default
another scrapbook.
(See Scrapbook,
page 167.)

have never
you

created

to__e_e

your

Default

it by clicking

Scrapbook,

on New.

If for some reason you have a scrapbook,
but
Default Scrapbook,
the program tells you that
Default Scrapbook.
Click on Cancel to open a
dialog box. Then select your scrapbook
name
2.

Locate the page in your
imported.
The imported
scrapbook

ff He fileis very large, it
"couldtake several
minutes toirnporL You
cannotinterrupt #Tis
process.

page

that appears

it is not labeled as
it cannot find your
New/Open
Scrapbook
and click on open.

labeled

on the screen.

Insert the diskette

4.

Select Import Scrap from the File menu.
appears and lists file names.

5.

Select

the name

appears
pPge

scrapbook
that will follow the clip art to be
graphic image will be inserted in front of the

3.

may take several

a message

(See Scrapbook,

Clip Art.

of the File you
seconds

want

The Import

to import,

for the graphic

Scrap dialog

and dick

to be i_

box

on Import.
and placed

It
in the

scrapbeo&
6.

Press COPY; then press EXIT. So'apbook
c/oses. Scrapbook
option to save the scrapbook
or discard it.

7.

Open

the Word Processing

8.

Place

the insertion

point

document
where

to paste

gives you the

the clip art into.

the clip art is to be inserted.

Word Processing

43

9.

Press PASTE. You are asked if you want the graphic on the text layer or
graphics lays.

Wrapping Text
Wrapping text means that text'can go outside or inside the borders
graphic object. The following illustration shows examples:

of a

This text is wrapped

tight .
Thistext is wrapped
aroundthe graphics
frame.
This text is not

wrapped.
Thistext is wrapped
insidetheobjecL

• To set text wrapping:
Select

the graphic

frame

2. Select

Wrap

from the Graphics

3. Select

one of the following

Type

you want

44

menu.

A submenu

appears.

options:

•

Wrap Tightly.
This wraps
graphic
objects.

•

Wrap Around
that completely

•

Wrap Inside
Object.
graphic
objects.

Rectangle.
encloses

text tighdy

around

the borders

of selected

This wraps text around a rectangular
the selected
graphic objects.

This wraps

• Don't Wrap. This suppresses
through the object.

Word Processing

to use.

text inside

text wrapping.

the border

of selected

The text goes right

area

Inserting, Appending,

and Deleting

Graphic Layouts

To keep graphics and text together on the same page, use Insert, Append,
and Delete. These functions allow you to insert or delete pages in between
existing pages without changing the layout of the graphics and text on the
existing pages.

)_To insert or append

a graphic

layout:

1. Place the insertion point on a page in the document
like to add a graphic layout.

where you would

2. Select Graphic Layouts from the Layout menu.
3. If you want to insert a graphic layout before the currem page, select Insert
(Before This One) and click on Yes when the message box appears.
• Ifyou have graphics on thispage that are not in the masterpage,
will be pushed to the next page.

they

If you have graphics on the last page that are not on the master page,
a message box appears. Click on Delete Grapbics ifyou want to delete
the graphics on the last page. Click on Move Graphics to keep the
graphics on the last page. Click on Cancel Delete to create a new page
that contains just the graphics from the last page.
OR
If you want to insert a graphic layout after the current page, select
(After This One) and click on Yes when the message box appears.
-

-;--_ifybuba'_rap'_ds
page,

on thefolloua'ngpage

they will be pushed

Append

that are not in the master

to the page following

the next page.

If you have grapbics on the last page that are not on the master page,
a message box appears. Click on Delete Graphics ifyou want to delete
the graphics
on the last page. Click on Move Graphics to keep the
grapbics on the last page. Click on Cancel Delete to create a new page
that contains just the graphics from the last page.

I_ To delete the graphic

layout for a page:

1. Place the insertion point on the page to delete.
2. Select Graphic
When deleting the
*graphic layout for a
page, you v_ll not lose
the text, just the
graphic layouL

Layouts from the Layout menu.

3. Select Delete. A message appears asking if you want to delete the current
page.
4. Click on Yes. Any graphic_ On the current page not contained
master page are removed.

in the

Word Processing

45

Finishing Your Document
This section explains how to put the finishing touches on your document:
footnotes, a table of contents, and a bibliography.

usingFootnotes
A footnote
is a reference
or explanation
page or in a footnote
section at the end.

,

or publication

or clarifies

that appears
at the bottom of the
A footnote
typically cites an author

a point.

A footnote has two parts: a reference mark in the body and the
accompanying footnote itself, which usually appears at the bottom on the
same page.
The referencemarkin the bodytext
indicatesthepresenceof a footnote.

The footnote contains a
matching reference mark. --

L___............
-,

/
The text is the referent,

com_

or explanaUon.

Typically,
footnotes
are numbered
sequentially.
If you use numbers
for your
reference mark, you must update the numbering
sequence
manually.
A
footnote
remains on the page on which you added iL If the text with the
reference
mark moves to a different
page, you must manually
move the
footnote
to the new page. For these reasons, it is best to add footnotes
(starting from the front of the documen 0 when your document
is nearly
finished.

I_ To create a reference

Word Processing

46

mark:

1.

Select

Scale to Fit from the View menu,

2.

Place

the insertion

3.

Type

the symbol

4.

Select

5.

Select Superscript.
superscript format.

Styles from

point

behind

or number

if necessary.

the footnote

of the footnote

the Character

menu.

Word Processing

text.
reference.

A submenu

displays

appears.

the footnote

reference

in a

l_ To create a footnote
1.

Select

Show

Drawing

Texttool

ff you have a footer
already, and you need
more room for the

Tools from

the Options

tool bar appears

of a page:

menu;

then

select

Drawing

Tools.

The

on the left of the screen.

2.

Select

3.

Point to where you want to anchor the upper-left
comer of the text frame
(usually near the bottom of the page), along the left margin and above the
footer.

4.

Hold down the Select button; then drag down and to the right until the
text frame becomes
the size you want (usually along the right margin and
as tall as needed
for any footnote(s).
An outline shows the borders of the
text frame as you drag it.

5.

Release

footnote, reduce your
document to Scale to Fit
in the View menu. Use the

at the bottom

pointer from the Drawing
tools and select and

the Text tool from the Drawing

the Select

button.

tool bar.

The text frame

appears

with the insertion

point

in the frame:

resize header, footer, or
main body region.

I
!

I

1
I

Insertionpoint

6.

Type

and format

the reference

marker.

-OR_
Copy the reference
it here.

I-beamtool

7.

Type

the footnote

8.

Click on the I-beam

marker

from

the body

text to the clipboard;

then

paste

text.
tool to resume

editing

your

text.

Word Processing

47

Creating a Table of Contents
Style sheets can help you create
typically looks like this:

._11 .
p

t

t_.

a table

R ..t

•

of contents

S

.

t

)6 .

•

for a document,

t

•

IS .

,

.

•

•

t

which

•

ff •

*it

Dot tab leader
iTabl_oJ'C¢_t4ram

PEt 1 Frtedomof Corm:t_nce m>).

and

....

=" : • ,=....

=" : ""

....

P" " " P" : • F'_

iI

" I"

13.li

Putthe_d

data

I
t

fv !. il.)X Iv Iz ! = _-lllI_-_l
fx IL IMI"I"
lP le 1_) S _ lip ""_"
laiIl¢lII.lalI,
1I I a/Ill

Index_f_d
Addufi_d

I- ']°IN
IIIll

_i_ _,-12_

_ Merging Addressbook

Information

_

I

I

._

When using Addressbook to create a data document for merging information,
you can copy one name or an names in the Addmssbook document to the
clipboard. For this reason, you might want to store the information for
different groups of people in different Addressbook documents. For example,
you might want to keep friends in one Addressbook document and business
associates in another. That way, you can merge and print a personal letter to
an your friends without involving business associates.

Addressbookuses
standardized field
names. The merge
. fields in your Word
Processing merge
documentmust rnaP..h
these field names

exam.

Once your Addressbook
document
contains
the information
for merging,
copy that information to the clipboard;
then merge it into Word Processing.

-,

• To copy a single record to the clipboard:
1.

In Addressbook,

open

the record you

2. Select Copy Record from
record to the clipboard.

want to copy.

the Edit menu.

addressbooh

copies the current

Word Processing

55

I!_To copy all records
1.

In Addressbook,

2.

Select

Export

3.

Select

Comma

4.

Give the file a name

select

Other

Document

from the File menu.

from

Separated

all the records

Merging Spreadsheet

to the clipboard:
the submenu.

Values

format

appears.

box appears.

from the right.

and click on Export

to the clipboard

A submenu

A dialog

to Clipboard.

and prepares

Addr_s/xx_

mc/x_s

the data for merging.

Information

To use Spreadsheet to store the merge information (names and addresses),
arrange the information in the Spreadsheet document in a single table:

Fieldnames appearin the first row.Eachcolumn
is a differentfield. Reid namesareconsecufive.

I
[ue

[dl

_

:!7

gmUom.

J
A

_

_'_

ldtndmu

j

I

='

c

I

n

p

[L_....el2__.h
_l_Ad_e_-__.

i224 m_n Slroet

:,,k,, ._.ic_,,

45,:,wt._.s.,,t,. 25...LP_A.o

e"-_--']_-_illko

zz

C!_rt

IxH

/

•

Gem ro,um_

TI;iitchel|

C_ro_l._

iSander_

1759

Hol,ow_y

lOe,ktown

Street

358 Tldewe.terDrlve

.--[_P:ine
Bluff

L__"_I'_

.....

t

I

F

I

o

F--I_--_B'_'--S0e:_'_:_,-_i--

|JJ

C.___K':'_-_3-tig_,_--_i:__-"

JR

-T-A-I_-

|

S-D---_

_r2-.*_--'iB_---_.:_'_'-_ii

9_,-58"-"

2_'-8_-5-_8---'|1

:-:

.ILl

_,I

:3

cap I"u_ I="s I

,

usuagy descnbas the
inforrnaUon it contains,
such as Customer ID or
Fax Number.

Word Processing

56

ISW_l?

_

ofthe mergefieldin the!_ I 0 design
Word Processing
documenL A field name

Ulrttitllld

Entriesappearin the rows below.
Eachrowis a differententry.

Youcanuseanyfield

name you want, as long
as it matches the name _

t_13r_l-

a Spreadsheet

data document:

Add field names to the first row in the merge table, starting with the first
cell (such as A1) and moving to the right (such as cell B1, cell C1, and so
on) until you have defined
a name for each field:
•

A field name
punctuation.

can be any combination

of letters,

numbers,

spaces,

and

• Field names must be contiguous.
between field names.)

(You cannot have an empty cell

Fill in the rows beneath the field names. (Each row will be used one at a
time to create individual documents when merging.)

2.

l_ To copy the Spreadsheet merge data to the clipboard:
Do not look the _lles
before merging.

1. Change the order of the rows so that the rows at the top are the ones you
want to merge.
2. Select the first row (with field names)
to merge.

and any subsequent

rows you want

3. Press COPY. Spreadsheet copies the field names and entries to the
clipboard and prepares them for merging.

Printing a Merge Document
Once you have set up your Word Processing
merge document,
you are ready
to print it. Be sure you have created the data document
in Addressbook
or
Spreadsheet,
added merge fields to the Word Processing
document,
and
copied the merge information
documen 0 to the clipboard.
If you see <>
on a printed .....
documen_ check to
see that you
selected either

(from

the Addressbook

or Spreadsheet

data

!_ To print a merge document:
1. _In y_Or Wo_Proces_g
appears.

merge document,

press PRINT. A dialog tmx

2. In the Print dialog box, select a merge option:

Merge One or Merge
All. Next, make sure
that the name of the
field in the data

• NO Merge. Select this to prevent merging. If you pdnt a merge
document without merging, Word Processing prints the merge fields
instead.

dooument match es
the name of the

•

Merge

One.

Select

•

Merge

All. Select

this to merge

only the first entry

in the clipboard.

merge field in the
merge document.
.

Click on Print.
clipboard

this to merge

Word Processing

all merge

merges

with the Word Processing

entries

in the clipboard.

one or all of the entn'es

merge

in the

document.

For each merge entry, Word Processing merges the fields and prints a copy of
the document. If a field appears.in the clipboard but not in the merge
document, Word Processing skips it. If a field appears in the document but
not in the clipboard, the empty merge field (<>) will appear in your
document.

Word Processing

57

Special Effects
Displaying

Invisible

Characters

Youcan_day invisJ_le Imgsib_
c/_ur_
are characters that you type but do not normally see
on-screen, such as spaces, tabs, paragraph marks (carriage returns), page and
e(ft whatyouhave
column break marks, and section break marks.
typed Forexample,you
mightwant!olmowff
This table shows the on-screen symbols that represent invisible characters:
youhaveunwanted
extraspacesin your
document
Symbol
Character Represented
characters to see and

¶
--,

i Paragraph Mark (carriage return)
Tab
Space

_:

l_ To display

invisible

Page Break

characters:

Select Show Invisibles from the Options menu. Word _ng
invisib/e characters.

Displaying

displays the

Counts

You can make changes
to the text while the
dialogbox is visible;
then recalculate the
countsif you want to
see the impact of a
change to the
document

-Word Processing counts the number of characters, words, lines, and
paragraphs in a document. Use this feature when your document needs to be
a minimum or maximum size, such as a report that must be 250 to 300 words.

),To

view document

counts:

1. Select Counts from the Edit menu. The Counts dialog box appears, listing
the number of characters, words, lines,, and paragraphs.
2. ff you want to recalculate
3. Click on Close.

Word Processing

58

the document

counts, click on Count Again.

Using Abbreviated

Phrases

Use Abbreviated

Phrase to quickly

insert

long phrases

into your Woed

Processing
documents.
For example, if you commonly
use the phrase Chief
Executive
Officer, put it in the abbreviated
phrase list with the abbreviation
ceo. Then, whenever
you want to inse_ the long phrase in the document,
just
type ceo, press CTRL + X, and Chief Executive
Officer will appear. Note: if
you capitalize
the abbreviation
in the Abbreviated
Phrase dialog box, you
must also capitalize
it when you type it in the document.

ll_ To create, add to, or edit the abbreviated
1.

Select
Phrase

Thephrase cannot
be longer than 64
characters.

Abbreviated
dia/og

Phrase

from

the Character

phrase

menu.

box _.

2.

Click on Add.

3.

Type the abbreviation

4.

Type the phrase

5.

Click on Apply. Your abbreviated
Phrase dialog box.

6.

To edit any abbreviated

7.

Make your
Apply.

The Add

Abbreuiatk_

dia/og

in the Abbreviation

in the Phrase

changes

box

phrase

box appears.
box

(example:
phrase

(example:.
chief

appears

or abbreviation,

in the Edit Abbreviation

cc_).

executive

use an abbrevia_d

officer).

in the Abbreviated
select

dialog

it and dick

box

and dick

8. To save your abbreviated phrase list, click on Save. Your//st
automatically
saved as ABBREV.

),.To

list:

The Abbretdated

on Edit.
on

is

phrase:

1.

In your document,
type the abbreviation
Abbreviated
Phrase dialog box.

2.

Press

CTRL + X to automatically

enter

that you entered

in the

the long phrase.

l_ To delete an abbreviation:
1.

Select Abbreviated
Phrase

2.

dia/og

Phrase

from

the Character

menu.

The Abbreviated

box appears.

Select the abbreviated
Close.

phrase to delete

and click

on Delete.

Then click on

OR
To delete

all, click on Delete

All. Them

dick

on Close.

Word Processing

59

Inserting

Special Characters
You can insert

special

characters

in a document

that display

dates,

times,

and

numbers.
Special characters
are useful because
they save you from typing and
calculating
information.
For example,
if you want the current date in a letter
template
to be updated
each day, use a special character
instead of retyping

the date.
A page break is another
kind of special character.
For more information,
see
Page Breaks on page 29. You can also search a document
for these special
characters.
See Finding and Replacing
Text on page 17.

Inserting

the current

date

You might insert the current date so it will print at the top of a letter or memo
in one of two formats: longhand or numeric. You can also insert special date
characters to add the current date in a different format. For more information,
see Inserting special dates on page 61.

),To

insert the current date:

1. Place the insertion

point where you want to insert the current date.

2. Select Insert Special from the Edit menu. A submenu
Word Processing Mserts
the current date in the

3. Select the date format you want from the submenu:

format you selected. The
date is entered just asJf_-_
y_u had typed it yourself
and is automatically

•

Longhand
format.

•

Numeric
format.

updated.

Inserting

appears.

the current

Date.

Date.

This option

This option

inserts

inserts

the current

the current

date in a longhand

date in a numeric

time

You can insert the current time in a document.
The time appears
HH:MM:SS format (hours: minutes:
seconds).
You can also insert
characters
to add the current time in a different format.

l_ To insert the current

Word Processing

60

time

time:

1.

Place the insertion

2.

Select

3.

Select Current Time from the submenu.
Word _ng
inserts the current
time in the HH:MM:SS format (sucb as 12:45:59 PM). The time is entered
just as if you bad typed it yourself and is automatically
updated.

Insert Special

point

in the
special

where

you

want

from the Edit menu.

to insert
A submenu

the current

time.

appears.

Inserting a number (counter)
Once you insert
special numbers, you
cannot change their
value; the value
depends on internal
WordProcessing
calculations.

Word

Processing

keeps

track of certain

information

in a document,

such as

the current page number, or the number of pages. "[b display any of these
numbers,
insert the appropriate
special number
character
in your document
the format you want.

l_ To insert a special

•
in

numben

1.

Place the insertion

point

2.

Select

Insert Special

from

3.

Select

Number

the submenu.

from

where

you want

the Edit menu.

Select a number type from this list.

to insert

the number.

A submenu

appears.

A dialog

box appears:

Selecta numberformatfrom thislist.

\

F_r_h
Humber Of Pages

Uppercase
LotuercLse
Uppercase
Lom_cnse

4. Select the special number

from the Type list:

" Page Number: This displays the current page number in the
--documen .tsYo-u--U_nset the starting page number for a document.

-

•

5.

Select

Number
document.

of Pages.

the number

format

This displays

special

6.

Click on Insert. Word
format you specified.

7.

Click on Close.

the total number

from the Format list: Number,

Lowercase
Letter, Uppercase
Roman,
numerals
such as XII or xii).

Inserting

Letter (R. SoC)
Letter (a, b, c)
Roman
Romon

Processing

and Lowercase

inserts

the number

of pages

Uppercase

Roman

from

in the

Letter,

(Roman

the list in the

dates
Word Processing

keeps

track

of date

information,

such

as the current

date

and the date a document
was created, revised, or printed. To display any of
these dates, insert the appropriate
special date character
in your document.
For example,
you
which you printed

might use special dates in a footer
or last revised a document.

to display

the date on

Word Processing

61

Once you insort
special dates you
cannol change their
value; bSevalue
depends on internal
WordProcessing
calcu_tJons.

J_ To insert a special date:
1. Place the insertion point where you want to insert the date.
2. Select Insert Special from the Edit menu. A submenu appear_
3. Select Special Date from the submenu.
4.

Select the special
following:
•

Today's

date

Date

the character.
Date

Doom_ent

from

(Won't

A dia/og box appears.

the Type list. The choices

Change).

This date

include

is the date

the

that you insert

It does not change.
Created.

This date

shows

when

the document

was

created.
Date of Last Revision.
saved.

This date shows when the document

was last

Date of Printing.
This date shows when the document
was last
printed. Word Processing inserts the date even if you have not yet
printed the document.

5. Select the date format from the Format list: Longhand, Abbreviated,
Numeric, and so on. A sample of the selected date format appears.
6. Click on Insert. Word Processing inserts the special date from the list in the
format you specified.
7. Crick on Close.

Word Processing

62

Inserting special times
Word Processing
keeps track of time information,
such as the current time
and the time a document
was created, revised, or printed.
To display any of
these times, insert the appropriate
special time character
in your document,
in
the format you want. For example,
you might use special times in a footer to
display when you printed or .Last saved a document.
Once you insert

l_ To insert a special

special times, you
cannot 'ch_e
their

1.

Place the insertion

value; the value

2.

Select

3.

Select Special

4.

Select the special
following:

depends on internal
Word Processing
calculations.
However, you can
change the value

•

when you _nsert the
current time.

Insert

time:
point

Special
Time

time from

Now (Won't
Change).
inserted the character.

6.

Select
format

Click on Insert.
you specified.

the time.

menu.

appears.
A dialog

list. The choices

box appears.

include

the

This time shows the system time when you
It does not change if the system time changes.

Created.

Time of Last Revision.
last saved.

the time format
appears.

the Type

to insert
A submenu

from the Insert Special

• Tune of Printing.
printed.
.

you want

from the Edit menu.

• qFtme Document
created.
•

where

This time shows when the document

This time shows

when

the document

This time shows when the document

from the Format

Word Processing

list. A sample

was

was last

of the selected

inserts the time from

was

time

the list in tbe format

Word Processing

03

Importing and Exporting

Documents

You can open documents created with other word processing programs by
importing them into Word Processing. Likewise, you can export a document
from Word Processing to another word processing program. You can import
from and export to the following word processing programs:

Import and Export Programs
ASCII or plain text
Microsoft Word 3.0, 4.0, 5.0 & 5.5
WordPerfect 5.0 & 5.1
WordPerfect for Windows 5.1
WordStar 3.45 or below
WordStar 4.0, 5.0, 5.5, 6.0 & 7.0

• To import a document
program:

from another
the document

word processing

1. Insert the diskette

containing

you want to open.

2. Select New/Open

from the File menu. The New/Open

dialog box appears.

If you are importing a

3. In the New/Open dialog box, click on Import. The Import Document
dialog_box appear_,i__ _
_
"-

document and do notJ__
E.,_ow the program it
was created in, select
No Idea and Word
Processing _1/ analyze
the document to see if

4.

Select the program it was created in from the fight and select the
document from the left.

5.

Click on Import.

it can beimported.

• To export a document:
1. Open the document

you want to export.

2. Select Other from the File menu. A submenu
3. Click on Export Document.

appears.

A dialog box appears.

4. Select the format from the right and tlae folder to save it in from the left.
5. Give the document

Word Processing

64

a name and select Export.

2

Spreadsheet
Spr_beet
spreadsheets
charts.

Before starting, review
these basic procedures
from the Getting StaRed

makes calculations quickly and efficiently. You can use
for keeping track of a budget or for creating presentations

with

chapter in Book 1:
• Working with Documents
• Saving Documents
• Working with Menus
• Working with Dialog Boxes

Starting Spreadsheet
l_ To start Spreadsheet:
If you receive error codes
or messages, refer to
page 124in thischapter.

Click on Spreadsheet

from the Main Menu. Spreadsheet opens and sbows tbe
dialog bo_. Select New. An empty Spreadsheetdocument appexzrs:

New/_

Editbar.
Columnheaders.
Showstheinformation Clickontheseheadersto
intheactivecell.
/
selectjanentirecolumn.

Activecell.The highlighted
celltoenterinformation,
In thisexample,thecelladdressisA1.This address
appearsin theEdit bar.

Cells.

_

_

"'

_

2s_.Jl.,

Eachcell canholda separatepieceofinformation,
suchas text,numbers,
or
formulas.
Eachcellhasan
address;forexample,this
cell'saddressisA8.

•
Rowheaders.
Clickon theseheadersto
selectanentirerow.

='

.....
1

:

/

,_/.

i

'

•

©

•

(

!
e

I

I

i

•

1

.

1

=

i, III

one II'=HI m

I

ap'u_h=_

- ==,m_l t

/

ISW'q ?

/
Spreadsheetgrid. Enternumbers,
text,
andformulas
intothe individual
cellsin thegrid.

Spreadsheet

65

Activecell address.

Edit Bar

• \

Thecelladdressoftheacbvecell.

•

candickheretoenterthecontents

\

_

let, _

Ilxg._ca

'_
Restorebutton.._.._
Clickheretocancelthe changesyouare
currently
enteringinthe Editarea.

="f-'=--'="
/
'

oftheEditareaintotheactivecell.
4- D7 - E8 -1t"
Editarea.
,
_
This,shows
thecontents
oftheactive
cell.

Opening a Document
I_ To open a new spreadsheet
For more information
about usingthe
New/Open dialog box,
see All About
Documents in Getting
Started (Book 1).

1. Select New/Open

Spreadsheet templates
are available. See Using

-

66

document

3. Then select the document
Spreadsheet o_-g)io_file.

opensan erupt2

or template:

from the File menu. The New/Open

2. Select the drive; if the document

Templates in Getting
Started (Book 1). -_

Spreadsheet

document:

Click on Spreadsheet from the Main Menu. Spreadsheet
Spreadsheet document.

I_ To open an existing

•

dialog box appears.

is on diskette, insert it in the disk drive.

or template
'

by name and click on Open.
_

Using the Tool Bars
The tool bars in Spreadsheet
provide quick access to menu functions.
Word Processing,
Spreadsheet
contains
five tool bars: Basic Functions,
Advanced
Functions,
Graphic Bar, Drawing Tools, and Bitmap Tools.

Like

I_ To open a tool bar:
1.

Select Show

2.

Select the tool bar. The too/bar

The Basic Functions

Tools

from the Options

menu.

appem_

A submenu

appears.

on the screen.

Tool Bar

Openanotherdocument
Pop-up _int size list

Close

Add column

Save
LargerpoJntl
I Smaller point

Pop_p fontslist

1,2=lII;I

I URHSans '=i

IJ J i leter°w
Delete column
Add row

Redraw

I

ITITITI_TII¢-I.'JH&I

I
Print.

:

Sort cells forward and
sort cells backward

Button

-

_.,

Tool Name

Description

Insert Row

Adds
the current
If youabove
have the
selected
multiple
Insert one
Row row
adds above
the same
number row.
of rows
selection.

rows,

Delete

Deletes
deletes

Row

Row

the current row. If you have selected
multiple
the rows containing
the selected
cells.

rows,

Delete

Insert
Column

Adds one column
left of the current column.
If you have selected
multiple
of columns
columns,
Insert Column adds the same number
to the left of
the selection.

[_]

Delete
Column

Deletes
Column

[_

Sort Forward

Sorts the selected

cells in alphabetic

Sort
Backward

Sorts the selected

cells in reverse

Recalculation

If you

.. _-_

the current column.
deletes the columns

have specified

manual

If you have selected
multiple columns,
containing
the selected cells.
or numeric
alphabetic

calculation

menu, you can click on this button
formulas in the spreadsheet.

order.

or numeric
using

to make

Delete

Calculate

Spreadsheet

order.
on the Options
calculate

all

Spreadsheet

67

The Advanced

Functions

Tool Bar

Use the Advanced Functions tool bar for more advanced menu functions like
creating charts from spreadsheet data.

Textalignment
Rnd andReplace

Zoomout

] Centered Right ]
I

Delete
I

C

I

Zoomin

Full
I

N°rmalsize
I
(100%)

cdum.

I

I High_ow

Bar l

I

I

Pie

,

%:,nt I
Charttypes

Button

[]

[]
[]
[]

iTool Name

Description

Column

A column chart plots each category as a series of vertical bars. The
height of the bar corresponds to the value of the category.

Bar

A bar chart is like a column chart except that the bars are horizontal
rather than vertical.. ,.,,
,_

Line

A line chart is-a plot of values connected

by straight lines.

Area

An area chart is a line chart in which the area below the line is filled
:with a pattern.

Point

IA point chart is a plot of points.

Pie

A pie chart is a circular chart where each slice represents a part of the
whole, chart showing stock market data: high, low, and close.

High/Low

A high/low chart is useful for tracking pairs of data that mark a high
and low or a start and end value, such as the price of stocks or the
day's temperature range.

Graphic Bar, Drawing

Tools, and Bitmap Tools

Use the Graphic Bar, Drawing tools, and Bitmap tools for creating and editing
graphic objects in Spreadsheet.
For more information
on creating and editing
graphic objects, see the chapter on Drawing,
which begins on page 125.

Spreadsheet

68

{

Moving around in a Spreadsheet
You can scroll through a spreadsheet by clicking on the scroll bars at the
right of the screen or by using the keyboard.

I_ To scroll using the keYboard:
Use any of the following

keystrokes

to scroll

through

•

PAGE

UP. Scrolls the screen up.

•

PAGE

DOWN.

•

CTRL

+ PAGE UP. Scrolls the screen left.

•

CTRL

+ PAGE DOWN.

a spreadsheet:

Scrolls the screen down.

Scrolls the screen right.

Selecting Cells and Ranges
When you select a
range of cells, all
selected cells appear
highlighted. One cell
within the range is the
active cell, appearing
with a border
around it.

To enter

information

in a cell or make

the active cell. The active cell appears
around it, as shown
in the illustration

changes

to it, first select

highlighted
below.

with

a heavy

it to make
black

it

border

When you want to work with a group of cells, first select the entire group or
range
of cells. For example,
to copy a group of cells from one part of a
spreadsheet
to another,
first select the range that includes all the cells you
want

tO copy,

Toselect (or click on
a cell or otheritem):
place the on-screen
pointer in a cell; then
click on the Select
button or tap once on
the glidepad.

as shown_h_the

I

a

following

I

s

illustration.

I

c

I

o

I

.1

;

;

;

;

2

t

't

t

t

l

1

t

E

l

3
4
5
6
7
e
9
IO
!!
12

Selec_button(left
buttonon a mouse)

13
i

14
15

Dragbutton
(right
button
onamouso)
Activecell

I
Selectedrange

Spreadsheet

69

Like individual
address of the
address of the
the address for

Todeselecta cell,
•
selectsomethingelse.

cells, ranges have addresses.
A range address consists of the
upper left cell, followed
by a colon (:), followed
by the
lower right cell. In the illustration
on the previous
page,
the selected
range is B3:D13.

To select a single cell:
Click on the cell you

When an area is locked
with the L'ockTittes
command (rows or
columns),you cannot
change any information
or format of the cells in
the locked area. See
page 118in this chapter.

want

to select.

OR
Double-click
on the cell address that appears
of the cell you want to select, and then press

in the Edit bar, type
ENTER.

the address

OR
Select Go to Cell from the View menu,
to select, and then click on Go To.

type

the address

of the cell you want

• To select a range of cells:
Drag from the first cell to the last cell of the range you want to select.
OR
If you attempt to
enter the locked

Select Go to Cell from the View menu, type the address of the cells you want
to select

(for example,

AI:H10),

and then

click on Go To.

area via the View/Go_
1_ Cell menu item,

• To select an entire row or column:

the following
message appears:
The selected cell is

Click on the row or column

located in the locked
area. Unlock the

• To select multiple

titles and try the

header.

rows or columns:

operation again.

Drag from the first row or column header
Spreadsheet
highlights the rows or columns

Spreadsheet

70

to the last row or column
as you drag.

header.

• To select a cell using the keyboard:
Use any of the following

•

keystrokes

to select

a cell:

ARROW KEYS (t x _ x _ x ---). Selects the next cell in the direction
of the arrow.

• HOME. Selects the f'_t cell in the current row.
• CTRL + HOME. Selects the first cell in the spreadsheet (A1).
• END. Selects the last filled cell in the current row.
• CTRL + END. Selects the last filled cell in the spreadsheet's
area.
•

active

CTRL + _.

Selects the last filled cell to the right in the current row,
or the first filled cell to the right, or if no more filled cells to the right,
the last unfilled cell in the row.

CTRL + _. Selects the last filled cell to the left in the current row,
or the fn'st Idled cell to the left, or if no more filled cells to the left,
the first unfilled cell in the row.
CTRL + 1'. Selects the last filled cell above the active cell in the
current column, or the first filled cell to the right, or if there are no
more f'dled cells above the active cell, the first unfilled cell in the
column.
CTRL + _. Selects the last filled cell below the active cell in the
current column,
or the first Idled cell to the right, or if no filled cells
appear below the active cell, the last unfilled cell in the column.

• To select.a

range of cells using the keyboard:

Hold down SHIFT while using one of the keystrokes
shown above. This
selects the range from the active cell to the destination
for the keystroke
you
use. For example,
if C23 is the active cell, you can press SHIFT + CTRL +
HOME to select the entire range A1:C23.

Spreadsheet

71

Working with Values and Labels
Build a spreadsheet

by entering

Values. Values are numbers,
quarters.
Dates can be entered
as labels or as formulas,
depending on how you
want to us'ethem. See
Entering and Changing
Dates on page 75.

values,

labels,

for example,

andformu/as.

sales figures for the past four

/abe/.,. Labels are text; they are the titles or descriptive text that describe the
contents of rows and columns, for example, First Quarter, Second Quarter,
Third Quarter, and Fourth Quarter.
Formu/as.
Formulas perform
calculations,
like averaging
a list of values.
Spreadsheet
contains
prewritten
formulas
called Built-_
Functions;
for
example,
a built-in function
called SUM totals values, such as the sales for all
four quarters.

This section explains how to enter values and labels in a spreadsheet. For
more information about formulas, see Working with Formulas on page 85.

Entering

Values and Labels
I_ To enter values or labels:
1.

Select

2. Type

the cell in which
the entry

you

(numbers

want

the entry to appear.

or words)

in the cell. If you

are using

the

numeric keypad to enter numbers,
besure
the NUM LOCK key is on. To
turn it-one click on_theNUM
button in the lower left comer of the screen
or press NOM I_OCK. If you make a typing mistake,
press BACKSPACE
to erase
If you have selected a
range of cells, press
ENTER to move down
columns and press
TAB to move across
rOWS.

3.

Press

characters

to the left of the insertion

one of the following
Moves

keys to complete

ENTER.

•

SHIFT

•

TAB. Moves the highlighting

•

SHIFT

•

(t X _ X _-- X -*). Moves
the arrow.

•

CTRL + ENTER. Keeps the highlighting
cell does not change.

+ ENTER.

the highlighting

72

in the Edit Area.

the entry:

•

down

one

Moves the highlighting

cell.
up one cell.

to the right one cell.

+ TAB. Moves the highlighting

to the left one cell.

the highlighting

You can also complete
your entry by clicking
case, the highlighting
does not move.

Spreadsheet

point

one

cell in the direction

of

in the current cell; the active

on Enter

in the Edit bar. In this

Notes on Entering Labels
If you

enter

a label

wider

than the cell, it spills

over into the next

cell to the

right as long as that cell is empty. If the cell to the right is full, the text
appears
cut off. The complete
text of the label is stored in the cell, but you
cannot see it unless you make the column wider
Appearance
of a Spreadsheet
on page 82).

(see Changing

the

To enter a number
as a label or to enter a label that begins with an equal sign
(=), start by typing an apostrophe
() or a double quotation
mark ('). When
you start an entry with a double
quotation
mark, the entry appears left
justified and the double
quotation
mark does not appear. For example, to
enter 1993 as a label, type "1993. To enter =National
Average as a label,
type "=National
Average.

Notes on Entering

1The Lat._Ml_maeLdk:Jlontt °

Values

If a cell is not wide enough for a numeric value you enter (or for the result of
a formula), the symbol ### appears in the cell, as shown in the illustration to
the left. The value is stored in the cell, but you cannot see it unless you make
the column wider. (See Changing the Appearance of a Spreadsheet on page
82.)
You can enter
are accurate
number-to

values

between

to 15 decimal
few er-tharr

lOqS, z and 10_s,2. All numbers

places.

I5_ecimal

Even when
places,

Spreadsheet

it uses

and calculations
rounds off a

all 15 decimal

places'in

calculations.
Do not enter commas or dollar signs when you enter
can specify a format that adds commas automatically.
Number Format for Values on page 74.)

You can use any of the following characters
1234567890+-Ee.

values, although you
(See Changing the

in the values you enter:

Use E or e to specify scientific notatiofi.
For example,
can type either of the following:
3.75e15
or 3.75E15.

to enter

3.75 x 10 zs, you

Spreadsheet

73

Changing the Number Format for Values
a value, Spreadsheet
automatically
shows it in a standard
you can change the format to suit your needs. The

When you enter
format; however,
following

table

shows

the available

Format

formats

for values:

You Type...

Spreadsheet
Displays

General
Fixed

(2 decimal

Fixed

with Commas

Fixed Integer
whole

places)

(rounded

to a

1234567

1234567

123.4567

123.46

1234.567

1,234.57

1234.567

1235

1234.567

$1234.57

1234.56

$1,234.57

1234.567

$1235

number)

Currency
Currency

with

]Currency
nearest

Integer

(rounded

to

dollar)

iPercentage

(times

Percentage

Integer

irounded

to whole

Thousan-dsirounded)
Millions

Commas

(times

100,

8.50%

.4275

43%

1234567

1234.57

123456789

123.46

1234.5678

1.23E+03

percent)

(divided-by

(divided

.085

100)

by one

1000

and _

million

iand rounded)
Scientific

Spreadsheet

74

• To change
1. Select

the format of values:

the cell(s)

containing

the value(s)

whose

format

you want

to

change.
2,

Select

Number

Format

from

the Properties

menu,

A dialog

box appears:

NumdberFormat

Sel_taformathem.

Spreadsheetdisplaysan
exampleof theselected
formathere.

3.

Select

the format

appears

you

in the dialog

want from the Formats

Click on Apply.

Spreadsheet

5.

Click on Close.

The dialog

Datesand

There are two
as formulas.

ways

of tbe format

box.

4.

• Entering and Changing

list, An example

changes

the format

of the selected

cell(s).

box disappears.

Times _

to enter

dates

and times

in your

spreadsheet:

as labels

or

• To enter a date or time as a label:
Type the date exactly
any of the following:
•

Jan

•

January

as you

want

it to appear.

For example,

you could

type

15, 1997
15, 1997

1/15/97
Q

97-01-15

OR
Type

the time exactly

as you want

it to appear.

For example,

type

Spreadsheet

12:00.

75

Entering

dates and times as formulas
Dates entered
as formulas are stored as serial numbers
representing
the
number of days since January 1, 1900. For example, January
1, 1993 would
stored as the number
33969.

be

When a date is stored as a serial number, you can use Spreadsheet to change
its format automatically. You can also use the date in formulas. For example,
you can change Jan 15, 1993 to 1/15/93 without retyping. And you can
subtract May 3, 1990 from June 15, 1991 to determine the number of days
between the two dates (408). To take advantage of these features, first enter
your date as a formula using the built-in DATE function.
Times entered
as formulas are also stored as serial numbers.
For example,
if
you enter =TIME (12,34,23) and press ENTER, Spreadsheet
returns 0.523877,
the serial number
format of 12:34 and 23 seconds.
You can change
the format
of the cell to show the time in normal format (12:34:23).

• To enter a date or time as a formula:
1. Select
2.

Type

the cell in which
=DATE.

you want

The characters

to enter

a date.

appear

in the Edit Area.

appear

in the Edit Area.

OR
Type
.

=TIME. The characters

Type an open parenthesis,
m6nthT-_rid
da_ _t'tlae i_e
parenthesis.

followed b,y numbers
representing
the year,
y6_ want to enter. Then, type a close
"_

Be sure to type the year, month,

and day in that

order.

OR

Unless you want the
date or time to appear
in your spreadsheet as
a serial number,
change the date or
time format. The next
section explains how
to do this.

Spreadsheet

76

Type an open parenthesis, followed by numbers representing the time.
Then type a close parenthesis. Type the hour, minute, and second in that
order.
4. Press ENTER. The serial number for the date or time appears in the cell.

Format Formulas
When you enter a date or time value as a formula, Spreadsheet
initially
displays a number;, however,
you can change the format to suit your needs.
The following table shows the available
date and time formats:

Format

i Example

Date : Long

23456
1964

= Saturday,

Date

: Long, Condensed

23456

= Sat, March

Date

: Long, No Weekday

23456

= March

Date

: Long,

23456

= Mar 21st,

23456

= 3/21/64

Condensed,

No

March

21st,

21st, 1964

21st, 1964
1964

Weekday
Date

: Short

Date

: Short,

Zero Padded

23456

= 03/21/64

Date

: Long,

Month

& Day

23456

= Saturday,

Date

: Long,

Month

& Day,

23456

= March

Date : Short, Month

& Day

23456

= 3/21

Date : Long, Month

& Year

23456

= March

March

21st

21st

No Weekday

Date : Short, Month & Year

23456 = 3/64

Date : Year

23456

= 1964

Date : Month

23456

= March

Date : Day

23456

= 21st

Date

: Weekday

23456

= Saturday

: Hour

MiD Sec

1234.567

= 2:36:29PM

Time

: Hour

MiD

1234.567

= 2:36PM

Time

: Hour

1234,567

= 2 PM

Time

: MiD Sec

1234.567

= 36:29

Time

Use the same
procedure to
change date and
time formats that
you use to
change number
formats.

1964

)_ To change
1.

_"

the format for dates or times:

Select the cell(s)

containing

the value(s)

whose

format

you want

to

change.
2.

Select
dialog

Number Format
box appears.

from the Properties

3. Select the format
appears
.

you want
in the dialog box.

Click on Apply.

Spreadsheet

5. Click on Close. The dialog

menu.

from the Formats
changes

the format

The Number

list. An example
of the selected

Format

of the format
cell(s).

box disappears.

Spreadsheet

77

Formatting Spreadsheets
Formatting
options do not affect calculations;
the appearance
of a spreadsheet.
This section
following:
*

Show

and prim

•

Display

•

Create

•

Add tone,

•

Create

instead, they allow you to change
describes
how to do the

grid line_

cell borders
headers

and

shades

footers

of gray,

or various

patterns

notes

Showing Grid Lines
A grid is the matrix of horizontal or vertical lines dividing the spreadsheet
into rows and columns. Each individual line is a grid lkte. You can show
grid lines on screen and print your spreadsheet with or without them. The
default setting for grid lines is to display them.

Youcanp,intgddlines !_ To show or hide grid lines:
whether they are
visible on screen or

1. Select

Other

Settings

not. Use Page Setup
hum the File menu to_;-

2.

Draw

Grid Lines to show

-

specify pdnUng gdd
lines.

Select

from the Options

menu.

the grid lines.

OR
Deselect

Draw

Grid Lines

to hide

the grid lines.

Showing Cell Borders
To create an interesting
display cell borders.

l_ To display

visual display

of your

numeric

information

you

can

cell borders:

1. Select the cells to border.

Spreadsheet

78

2.

Select Cell Borders
appears.

from the Properties

menu.

The Cell Borders

3.

Select the borders
you want. The Outline option displays
the selection and deselects Lej_, Top, Right, and Bottom.

4.

Click on Apply. The dialog box remains
tbat you cam make changes.

5.

Click on Close.

on the screen

dialog

a border

until

box

around

you close it, so

Using Headers

and Footers
Headers
and footers
are the text that pdnts at the top or bottom of each
page. They can be as simple as the page number, or they can include more
descriptive
information,
such as the following:

Enter header and
footer text in cells
that are not part of
the main information
in your spreadsheet.
Then, when you
print, select a print
range that excludes
the cells containing
the header and
footertext. If you
include the cell
containingrthe
header or footer in
the print range of
cells, then the
header or footer will
print twice. See page
120 forprintingyour
spreadsheeL

To create pa£1e
numbers that
automatically

number

themselves,
type the
page number function
formula. See page
223. Be sure to type =
to start your page
formula.

•

Date the document

•

Page number

•

Name

•

Your name

•

Graphics

Header

,To

text

Was created

or printed

of the document
or the name
such

of your

department,

business,

or school

as a logo or drawing

size cannot

create a header

exceed

24 points.

or footer:

1. Enter the header or footer text in a cell or range of cells that
the main information.
(See the sidenote
on the left.)
2.

Select

the cell or range.

3.

Select

Header/Footer

4.

Select-either

Set Header

information
indicated.

will print

-,To

number

from the Cell menu.
or Set Footer

A submenu

appears.

from the submenu.

at the top or bottom

is not part of

of the page,

The selected

as you

have

-_- -"_consecutively:
_
" _"
_ges

1. Select

the footer

2.

Select

Insert

cell that you created

3.

Select

Print from the box

on the left, and

4.

Select

Paste.

is pasted

5.

Press

ENTER.

6.

Click on Close.

Function

from

The formula
Yourpages

above.

the Formula

menu.
Page from the box

in the text entry box.

will be automatically

Th£_ exits you from

on the right.

tbe footer

numbered.
Edit ba_.

Spreadsheet

79

Using Tones
To add interest to your spreadsheet
presentation,
for the following
elements
in a spreadsheet:
•

Text

•

Background

use tones

or shades

of gray

• Cell borders

• To change
1. Select
tones.

the cells that

2.

Select

Text Tone

from

3.

Fill in the dialog

box:

.

the text to which

the Properties

menu.

you want
A dialog

to apply

different

box appears.

•

% Shaded.
Select the percent shading
for the text tone. The lower
the number,
the more faded the tone. By default, this setting is 100. If
Unfdled is selected,
this attribute
is set to zero (0).

•

Tone

Tools.

Select

the text tone

Click Apply. The dialog box remains
you can change the tone of different

from the tone
on the screen
text selections.

palette.
until you close it so that

change the tone of the background:

•To

the cellitself. If you
set the backgrot£nd ....
tone to white and the

contain

1. Select
2. Select

text tone to black,
the cell enMes will

the cells for whida____r__ou
want to, change the background
tone.
Text Background
Tone from the Properties
menu. A dialog box

appears.
.

appear as black text
on a white
background.

Fill in the dialog box:
•

Filled or Unfilled. Select Filled to set other options in this dialog
box. By default, the text background tone is unfilled.

•

% Shaded.
The lower
causes

•
.

Tone

Select the percent shading for the text background
tone.
the number, the more faded the tone. A setting of zero (0)

the text
Tools.

to disappear.

Select

By default,

the text background

this setting
tone

If you have

is 100.

from the tone

Click on Apply. The dialog box remains on the screen
that you can change the background
tone of different

• To change

palette.

unta you close it
cell selections.

the tone of cell borders:
added

cell borders,

you can change

the tone

of those

borders.

1. Select the cells for which you want borders.
2. Select Border Tone from the Properties

Spreadsheet

....

Thebackground
is

the text tones:

80

menu. A dialog box appears.

so

3.

Fill in the dialog

.

box:

•

% Shaded. Select the percent shading for the text tone. The lower
the number, the more faded the tone. By default, this setting is 100. If
Unfdled is selected, this attribute is set to zero (0).

•

Tone

Tools.

Select

the text tone

from

Click on Apply. The dialog box remains
that you can change the tone of different

the tone

palette.

on the screen
cell borders.

until you close it, so

Creating Notes
Notes provide additional
information
about the contents
of your spreadsheet.
They can be a reminder
to check a reference or a message to a reviewer
of
the spreadsheet
information.

ISe,-,_DM

I _t:z'l"l
/

When you attach a note to a cell, a Note Indicator appears
the left).

(see example

on

Note Indicatod
The note does not appear in the document;
box that you can print with the spreadsheet,

instead, it appears
if you want.

in a special

l_ To attach a note:
1.

Select the cell to which

2.

Select

3.

Type_the

4.

Click on AplSly. A Note Indicator,,
a note is attached.

5.

Click on Close.

Notes

you

want

from the Cell menu.

to attach

a note.

The Notes dialog

box appears.

note_inlth_x-ljalog-box.
a small

square,

appears

to indicate

that

_ To show or hide the Note Indicators:
1. Select
2.

Other

Settings

Select Show Notes
attached notes.

from

the Options

to display

menu.

A submenu

the Note Indicators

appears.

in cells that have

OR

Deselect Show Notes to hide them.

l_ To print notes:
1.

Press PRINT.

2.

Select

3.

Click on Print. Spreadsheet

The Pm'nt dialog

box appears:

Print Cell Notes.
prints

the spreadsheet

with the notes

attached.

Spreadsheet

81

Changing the Appearance

of a Spreadsheet

You may want to change the appearance

of a spreadsheet

presentation. For example, you might want to emphasize
a different text style or alignment.
This section explains
•

Adjust the width of columns

certain aspects with

and the height of rows

• Change the text style of information

Column

its

how to do the following:

• Change the alignment of information

Adjusting

to improve

in cells
in cells

Width and Row Height

Sometimes
when you enter information,
it appears
truncated
or as ###
because
the column is not wide enough.
You can change the column
width
by dragging
the on-screen
pointer or by selecting from the Cell menu.

• To change

the column

width by dragging:

1. Move the pointer to the header area at the top of the spreadsheet. When
tbe pointer is over the divider that separates the column letters, it changes to
a double arrow, as sboum in the illustration at lej_.
2. Press and hold the Select button and drag the column divider on the right
side of the column until the column is the width you want.
OR

With the Select button, double-click on the column divider on the right
side of the column to set the column width just wider than the longest
entry in the column. This is the same effect you get if you select Best Fit
from the Cell menu.

• To change
Using the menu, you
can adjust column
width and row height
when titles are

1. Select a cell anywhere

width using the Cell menu:

in the column

whose width you want to change.

2. Select one of the following from the Cell menu;

locked. However, you
cannot do this for
emire rows or
columns that are
locked.

• Narrower
64 points.

82

makes the column 8 points narrower.

The default width is

• Wider makes the column 8 points wider. The default width is 64
points.
.
•

Spreadsheet

the column

Best Fit makes the column wide enough
contains.

to fit the widest entry it

I_ To set a column

width exactly:

1. Select the column for which you want to set the width. To do so, you can'
either click on the column header or select a cell in the column.
A standard columnis
64 points wide. A point
is nearly 1/72 of an
inch.

2.

Select

3.

Enter the number

4.

Click on Apply. The dialog'box
remains
that you can keep adjusting
the width.

5.

Click on Close.

Normally the height of _I_To

set

Column

a row

Width

from the Cell menu.

of points

you want

A dialog

box appears.

to use for the column
on the screen

width.

until you

close it, so

height manually:

each row adjusts
automaffcally to
accommodate the text

1. Select the row for which you want to set the height. You can either click
the row header or select a cell in the row.

size you use. However,
you can manually

2. Select Row Height from the Cell menu. A dialog box appears.

change the row heighL

3. Click on the Automatic
Height value selector.
4. Enter the number

check box to turn it off, and click inside the

of points you want to use for the row height.

5. Click on Apply. The dialog box remains
that you can keep adjusting the height.
6.

on the screen until you close it, so

Click on Close.

Changing A ignment
When

you

you enter

enter_labels
values,

in a cell, Spreadsheet

Spreadsheet

aligns

aligns it at the right.

it at the left edge.
And if you enter

When
a

formula, the result of the formula appears right-aligned.

I_ To change the alignment
You can also select

Select

the cells you

want

of cells:

to align; then

use the following

control

keys:

Alignment from the
Properties menu or
from the Advanced
Funcffons tool bar
(see page 68).

Control Key

A!ignment

CTRL + L

Left

CTRL + E

Center

CTRL + R

Right

CTRL + J

Justified

Spreadsheet

83

Using Different

Text Styles
Using different text styles can highlight important information and improve
the overall appearance of a spreadsheet. You can change the text style for
any cell or range of cells in your spreadsheet, whether they contain labels,
values, or formulas.

You can apply more
than one style to your
text, such as bold
Italic.

I_ To change

the style of text:

1. Select the cell or range of cells you want to change.
2. Select Styles from the Properties menu.
Se/ec_dng either

•

Plain (the text style without bold, italic, or underline)

superscript or
subscript affects b_e
entire cell. You cannot

• Bold

makea potlionofthe
cell'scontents

• Italic
• Underline

superscript or
subsctfpL

•

Plain,Bold,Italic,and
Underline canalsobe
selectedfromthe
BasicFunctionstool
bar.

• Sur_pt

(e.g. a 2 + b2 = c2)

• Subscapt (e.g. H20)

)_To change

the font:

1. Select the cell or range of cells you want to change.
The-current

-

font

appears on the Basic
Functions tool bar's

Pop-upfonts list.
URI,I Sons

=]

Spreadsheet

84

2. Click on the Pop-up fonts list from the Basic Functions
avaiie_.fontsa_l_d_s.7
-_--

tool bar. A ItS*of

3. Select the font that you want. ?'be text in the selected cell(s) changes to the
new font.

Working with Formulas
Spreadsheet

uses

floating point math,
which has benefits such
as speed. But it
produces errors in the

Formulas describe calculations you want Spreadsheet to perform. When you
start to use formulas, you see the power of a spreadsheeL Each time you
change the contents of a cell anywhere in your spreadsheet, Spreadsheet
automatically recalculates every formula in the spreadsheet-

17th or 18th significant

Formulas are made up of the following elements:

digit. These errors only
become apparent in
some cldculations,

•

References

especially when you use
financial functions like

•

Operators

•

Values

like 5, 100, and 0.25

•

Built-in
(DATE,

functions
or prewritten
formulas built into Spreadsheet
SUM, and AVG are built-in formulas)

to particular

cells or ranges

like + and - for addition

like A1 or B12:C18

and subtraction

IRR and NPV
Spreadsheet adheres to
the IEEE 754 standards
for floating point
calculations.

This section explains
how
performs a calculation.

to combine

these

= (an equal

sign).

elements

in a formula

that

Entering Formulas
Begin
A
!

Din,
e_

I
I

rOTAL

'

!
25.00

c

a formula

by typing

Next, use references,

values,

operators,
and built-in functions
to describe
the calculation
you want to
perfomWThe
il_stration_at
the left shows how you might use a formula to
add expenses.

4_oJ

_.

l........
Cell B4 contains

the following

formula:

--BI+B2+B3

This formula tells Spreadsheet to add the values in cells B1, B2, and B3; and
show the result in cell B4. Here are the elements of this formula:
•

The equal sign (=) mils Spreadsheet
start with an equal sign.

•

B1, B2, and

•

The plus signs

The example
formula built
see page 88.

it is a formula.

All formulas

must

B3 are references.
(+) are operators.

above does not include a built-in function,
which is a prewritten
into Spreadsheet.
For more information
about built-in functions,

Spreadsheet

85

)_ To enter a formula:
1.

Select the cell in which

2.

Type

3.

Click on the first cell you want
appears in the Edit Area.

4.

Type the mathematical
operator
you want to use. For example,
multiplication
(see page 88 for a list of operators).

5.

Click on the second
Edit Area.

6.

Continue

- to begin

appears
7.

Using References
Most formulas
include at least one
reference.

you want

the formula.

clicking

to enter

The equal sign appears

and typing

Tbe cell address

to use. The cell address

operators

until

the formula

type * for

appears

in the

in the Edit Bar

it.

Click on the Enter button
appears in the cell.

next to the Edit Area. The resu/t

of the formula

in Formulas

A reference
tells Spreadsheet
use in a formula.
You can use-two

types

where

of references

to look

to find the values

in the formulas

references
and absolute
references.
want Spreadsheet
to treat the references
from one cell to another:

Relative

in the Edit Area_

to use in the calculation.

cell you want

as you want

the formula.

you

create:

you

want

to

relative

Your choice depends on how you
when you copy or move the formula

references
A relative
reference
tells Spreadsheet
how to find a particular
cell starting
from the cell containing
the formula, such as: go two rows up and one
column to the right. It is like telling someone
how to get to your house from
theirs: go three blocks east and then four blocks south.

Relative references
are cell addresses;
for example, B4,
D8_ and A 1.

Spreadsheet

When you copy a formula that contains relative references
from one location
to another,
Spreadsheet
adjusts the references in the formula relative to the
new position
of the formula. For example,
in an annual budget spreadsheet,
you could use a formula with relative references
to add the numbers
in the
January
column; then, when you copy the formula to the columns for
February through December,
Spreadsheet
adjusts the relative references so
that each formula totals the numbers
for the column
in which it appears.

86

Absolute
II

references
B

r

I'
O.OS

I s

An absolute reference
tells Spreadsheet the specific address of a ceg. An
absolute reference is like telling someone your exact address: 3628 Sixteenth
Avenue. When you copy a formula from one location to another, Spreadsheet
does not adjust absolute references. Use an absolute reference when you
want to refer to the same cell, regardless of where you may copy the formula
in the spreadsheet. (For detaiis on copying formulas, see page 95.)
For example,
when performing
financial calculations,
you might want to refer
to a specific cell containing
an interest rate; for example,
8% in cell B3. When
you want to copy the formula, the reference
to cell B3 must not change.
Otherwise
each calculation
would be based on a different interest rate. To
ensure that all copies of the formula
absolute
reference
$1153. (For more
Using Built-in Functions
in Formulas
listing of the financial
functions.)

REFERENCE

B3

$B_

TYPE

Relative
reference

use the value in cell B3, you enter the
information
on the financial function, see
on page 88. Also see the Appendix
for a

To enter an absolute
reference,
enter the address with a dollar sign before the
column and/or
row indicators.
B3 is a relative reference.
$B$3 is an absolute
reference,
with both the column and the row absolute.
You can also create
hybrid references
making either the column or row absolute
and the other
relative,
as shown in the table on the left.

A_,aut,
reference

B$3

Relative
column,
absolUte-r_w

$83

Absolute
€olumn,
R,4ative
row

Spreadsheet

87

Using Operators
Notice that percentage
is a form of
muttip/ication,
To use the
exponentiation
operator, click on the
SYM button to open
the On-screen

in Formulas
Operators
describe the type of calculation
you want to perform, for
example,
addition
or subtraction.
The following table shows the operators
you can use in formulas.

Operator

Description

Example

%

Percentage

A14*22%

"

Exponentiation

13"3

* and /

Multiplication

+ and -

Addition

&

Concatenation

Keyboard.

FORMULA RESULT
50+100/2

100

(50 + 100)/2

75

When you use
the calculations
second, and so
priority (like +
right.

and

division

and subtraction

A14*B12
A14+B12
"Rate "&AI&"%"

more than one operator in a formula, Spreadsheet
performs
in the order shown in the table above; for example,
% t'mst, ^
forth. If you use more than one operator
with the same
and -), Spreadsheet
performs
those calculations
from left to

Change the order of calculations
by enclosing
within parentheses
those
expressions
you want calculated
first. Spreadsheet
evaluates
expressions
enclosed
in parentheses
first and then uses those results to calculate the rest
of the formula. The rab.le:at-.the left shows some examples.

Using Built-in Functions

in Formulas

Built-in functions
perform
common
calculations
automatically.
Use them in
formulas
to simplify your work. For example,
the SUM function totals a group
of numbers,
and the NPV function
computes
the net present value of an
investment.

Keywords

and arguments
Each built-in

function

includes

a korword

like SUM or AVG. Most functions

also require that you specify argument,.
Arguments
are the values
calculate,
such as the numbers
to total using the SUM function.

Spreadsheet

88

to

To specify arguments,
use a list of values, separated
by commas
and enclosed
in parentheses.
If the values are in cells, you can list those cells as the
arguments.
For example,
to sum the numbers
2, 3, 5, and 6 enter
SUM(2,3,5,6).
Or if those numbers
are in cells A1, 3_2, A3, and A4, you can
enter one of the following:

SUM(A1,A2,A3,A4)
Placeholder
z

or

SUM(AX-A4)

arguments
When you insert a built-in functionin a cell, you can automatically
insert
placeholders
for the arguments.
These placeholders
appear with the function
in the Edit Area. Since each function
has different arguments,
the
placeholders
can help you remember
what arguments
to enter for a particular
function.
After inserting
the function,
replace the placeholders
with the actual
arguments
you want to use.
For example,
you can insert the AVG function with place.hoMers
inside the
parentheses
to remind you to enter the values to be averaged.
If you insert
the AVG function
with placeholders,
the following appears
in the Edit Area:
=AVG(value

1, value

2, ...)

To use the AVG function

to average

the'values,

A3, A4, and AS, replace the placeholders
the values, as in the example
below.
_ - _,_.

=AVG(A1,

_

A2, A3, A4, A5)

You may also enter

or

for example,

with addresses

in cells A1, A2,

of cells that

contain

_"

=AVG(AI-,_,5)

the numbers

themselves

instead

of the cell addresses.

For some functions, such as the financial functions, it is important to enter the
arguments in the order shown in the dialog box and in Appendix A of this
manual. Inserting placeholders will help you remember the order.

Entering

built-in functions
To include a built-in function
in a formula,
either insert the function
using
Insert Function from the Formula menu or type the function
and all of its
arguments.
When you use Insert Function, you have the additional
option ot
inserting
placeholder
arguments.

I_ To insert a function
1.

Select the cell where

2.

Select

Insert Function

using the Formula
you want
from

menu:

the result of the calculation

the Formula

menu.

A dialog

to appear.

box appears.

Spreadsheet

89

3.

Select the function
from the Functions
list on the fight. You can select a
function
type from the list on the left so that the Functions
list shows only
functions
of the type you select.

4,

Select Paste Arguments
(the default)
arguments
with the function.

ff you want

Click on Paste. The function

in the Edit Area

.

appears

to insert

placeholder

with p[acebolders.

6. Click on Close.

Spreadsheet's

built-in

function types are

7.

In the Edit Area, double-click

8.

Type the text, value, formula or cell reference you want to use for the
argument. Make sure you type it correctly. Your entry replaces the
p/acebo/der argument.

9. Continue replacing

arguments as needed.

10. Press ENTER.

listed on page 91.
More information
about each function
and argument is in bSe
Appendix, beginning
on page 215.

11. When the calculation is complete, the result appears in the spreadsheet. If
the calculated re.sult is not what you expect, be sure that you typed the
formula correctly.
12. Click on Close.

I_ To insert a function
1. Select

the cell where

the formula.

the result

= to begin

Type

the function

4.
-

Type the arguments,
enclosed
betwed-ff argumenrs-(for_Lamp|e,

5.

Press ENTER. When the calculation
spreadsheet.

name

1.

Insert

example, to sum a
range of values and

2.

In the Edit Area,

3.

Insert the second

4.

Continue

5.

Press

90

want

Type

another. For

you could type
=INT(SUM(A3:Ag)).

you

3.

To use a function

get its integer value,

by typing:

2.

You can embed one
function within

Spreadsheet

on the first argument to select it.

The equal

(for example,

of the calculation
sign appears

to appear.

in the Edit Area.

--SUM).

in parentheses.
Be sure to include
=SUM(A1,A2)).
is complete,

the result appears

commas
"
in the

within a function:

the first function.
select

in this manner

ENTER.

the argument

you want

to replace

function.
until the formula

is complete.

with a function.

Spreadsheet's

Built.in Functions
Spreadsheet

provides

the following

•

Financial

•

Information

•

Logical

•

Math

•

Print

•

Statistical

•

String

•

Time and Date

•

Trigonometric

built-in

function

types:

When you select Insert Function from the Formula menu, a dialog box
appears with a list of these function types on the left and the built-in
functions on the fight. For example, when you select MATH from the left, the
corresponding
math functions appear on the fight. If you select ALL from the
left, all of Spreadsheet's
functions
appear on the fight in alphabetical
order.
This section
information

Financial

gives general descriptions
of the function
types.
is in the Appendix,
beginning
on page 215.

More detailed

functions
Financial
functions
provide
formulas for common
example,
the FV (Future Value) function
calculates
stream of regularly
invested
payments.

financial
calculations.
For
the future value of a

The arguments
for financial functions
are either values or addresses
of cells
that contain values. When the argument
is the interest rate, express
it as its
actual value (.07 rather than 7 to indicate 7%). Be sure to specify the same
units for the term and the interest. If the interest is monthly,
the term is also
monthly.

Information

functions
The information
functions
For example,
the COUNT

return information
about a cell or range of cells.
function counts the number
of items in a list.

Spreadsheet

91

Logical functions
The logical functions evaluate relationships and return true or false results.
For example, the IF function looks at a condition, such as whether the
contents of B13 = 500, and returns a true or false answer (true=l, false=0).

Mathematical

functions
Mathematical functions provide common mathematical formulas. For
example, INT (Integer) truncates a value to the nearest whole number. The
arguments for mathematical functions are either values or addresses of cells
that contain values.

Print functions
The print functions
retum the name of the current file, the current page, and
the number
of pages. For example,
PAGE returns the current page number
and can be inserted in headers
and footers for numbering
pages.

Statistical

functions
Statistical
example,
functions

functions
provide formulas
for common
statistical calculations.
For
MAX returns the largest value in a list. The arguments
for statistical
consist of either values or addresses
of cells that contain values.

String functions
- A string _s a series of characters.
Stnng funcuons
extract text (including
-_
numbers)
or retutrh values based on the text. At least one argument
in each
string function is a text string.

Time and date functions
The time and date functions
allow you to enter times and dates in serial form,
which is a form that Spreadsheet
can understand.
For example,
you can use
the DATEVALUE function
to create the appropriate
serialized
date such as
33988 for January
20, 1993. These functions
are most useful in formulas
where the time and date are calculated
r',ither than entered as a constant.

Trigonometric

functions

"

Trigonometric
functions
provide formulas
for common
calculations.
The arguments
for-trigonometric
functions
addresses
of cells that contain values.

Spreadsheet

92

trigonometric
are either values

or

Editing the Spreadsheet
After you have created a spreadsheet, you may want to make some changes.
This section describes how to do the following:
*

Edit the contents

•

Copy

•

Insert and remove

•

Fill a range

Editing the Contents

and move

of a cell
information
rows

with a series

in a spreadsheet

and columns
of incremental

values

of a Cell

Change entries to correct an error or to update the spreadsheet
to reflect new
information.
If it is a simple change,
select the cell to make it active and then
type the new entry. If you want to make a change in a complex
entry, you
may want to work in the Edit Bar.

_ To edit the contents
To begin eoVting _e
selected cell, press
CTRL + SPACEBAR.

of a cell:

1.

Select

2.

In the Edit Area, select the information
you want
where you want to insert new information.

the cell you want

3.

Make

4.

To confirm

your

OR

_-

the corrections

you

changes,

To cancel the changes,
ESt.

to change.
to change,

or click

want.
press

ENTER.

click on the Restore button (see page 66) or press

Spreadsheet

93

You may want to
delete information

l_ To delete the contents

using Cut from the
Edit menu; that way, if
you accidentally cut
the wrong information,
you can paste if back
in place.

1.

Select the cell or range

2.

Press

of cells:

of cells whose

DELETE. The coments

contents

of the cell or range

you want

to delete.

are permanently

deleted.

OR
Press CUT. The contents of the cell or range are trartsferred
to the
clipboard; you can use the Paste choice on the Edit menu to copy the cell or
range to another location.

Copying and Moving Information
Cut, Copy,and Paste
also appear in the Edit
menu.

As you work with Spreadsheet, you may find k convenient
information. There are two ways to do so:

to copy and move

•

Use the Fill choices on the Cell menu to copy the contents of the
active cell across a row or down a column.

•

Use the CUT, COPY, and PASTE keys to copy or move information
to any other location in a spreadsheet.

When you copy or move values and labels from one location to another, they
appear the same in both locations.
When you copy or move formulas,
however,
Spreadsheet
automatically
adjusts relative references
for the new
position of the formula,- You can override
this automatic
adjustment
by using
absolute
geirerence_._o["
i-fiiSi"einformation,
see Using References
in Formulas
on page 86.

Spreadsheet

94

Copying

to adjacent

cells
Fill Right and Fill Down

provide

a handy

shortcut

when

you

want

to copy

the

contents of the active cell across a row or down a column. This is useful
when

you

want

When copying
references.

to copy

formulas, Spreadsheet

• To copy a formula
1. Select
2.

formulas.

a range

automatically

to adjacent

of cells starting

adjusts the relative

cells:

with the cell containing

Select Fill Down from the Cell menu
cells beneath
it.

the formula

to copy the formula

to copy.

to the selected

OR
Select Fill Right from the Cell menu to copy the formula to the selected
cells right of the original.
The formula

appears

in the new

locations:

Copied formulas

I

'

[

Using Cut, Copy, and Paste
You Can-copyor

mov-e:-a_ginglecell

or a range of cells to any other

16_ation

a spreadsheet.
Cut, Copy, and Paste work the same way in Spreadsheet
as
they do in other programs.
Cut and Copy places the selected
cells on the
clipboard;
paste retrieves any previously
cut or copied information
from the
clipboard.

• To copy or move information:
You can also click on
the Cut, Copy,and
Paste buttonsfrom
the Advanced
Functionstool bar
(see page 68).

1. Select

the cell, range,

2.

To copy

3.

Select

4.

Press PASTE.
the first

the selection,

row(s),
press

the first cell where
The values

cell of the copied

you

or column(s)

you

COPYI to move
want

to copy or move

arwl fot_ulas
selection

want

it, press

appear

appean'ng

to copy

or move.

CUT.
the information.

in the new location

in the destination

with

cell.

Spreadsheet

95

in

Using Drag and Drop
You can over, de the

Use drag and drop to move or copy cells in your spreadsheet.

default drag and drop by
holding down CTRL if
you want to copy within
a document or the
MENU key if yotJ want to
move text from one
document to another.

works the same way in Spreadsheet
and drop within'the
same document,
information:
If you drag
behavior
is to copy.

and drop

from one document

ll_ To drag and drop information
the cell, range,

row(s),

Drag and drop

as it does in other programs.
If you drag
the default behavior
is to move the
to another,

from one location
to move

to another:

1.

Select

2.

Move the pointer over the selected
range; then press
Drag button. The drag and drop pointer appears.

and hold down

3.

Drag
copy

you want

4.

Release the Drag button. 1"be information
on whether you dragged within the same
to another.

the pointer so that
the information.

or column(s)

the default

or copy.

it is over the first cell where
is moved
document

the

to move

or copied, depending
or from one document

or

Inserting and Deleting Rows and Columns
After you have created a spreadsheet,
you may need to add a row or column
to make room for additional
information.
When information
becomes
obsolete,

_.__

To quickly
"1. Select
2.

Insert
Row tool

you

will want

to delete

a row or column.

insert a row or column:

a cell where

you want

to insert a row or column.

Click on the Insert Row tool on the Basic Functions

tool bar.

OR
You cannotinsert and
delete rows, columns,
and cells within a
locked area (see page

Click on the Insert

I_ To quickly

718).

1. Select
2.

Column

tool on the Basic Functions

tool bar.

delete a row or column:

a cell in the row or column

Click on the Delete

you want

to delete.

Row tool on the Basic Functions

tool bar.

OR

DeleteRowtool
Insert Row/Column or
Delete Row/Column also
appear in the Edit menu.

Spreadsheet

96

Click on the Delete

Column

tool on the Basic Functions

tool bar.

Filling a Range of Cells with Incremental

Values

Using Fill Series from the Cell menu, you can automatically
fill a range of ceils
with a series of incremental
values. Select the range of cells and specify the
starting

value

and the increment.

Spreadsheet

does

the rest.

If the first cell in a series contains
a 1, the next cell will be 2, the following
and so on. If the first cell contains
a date, Fill Sedes increments
the date;
Monday increments
to Tuesday,
Wednesday,
Thursday,
and so on. Time
increments
from 1:00 to 2:00, 3:00, and so on.

),To

_l a range with incremental

1. Enter

the value

you want

values:

to increment.

2.

Select the range of cells you want to fill, starting with the cell you
containing
the value or date you want to increment.

3.

Select

4.

Fill in the dialog

Fill Series

Fill By. Select
ffyou select Day, Weekday,
Month, or Year in the Fill
Series dalog box, and
entered the date as a label,
Spreadsheet creates
additionalda_s asJabels.

or date

from the Cell menu.
box, specifying
whether

3,

A dialog

the fill options

to fill rows

filled in

box appears.
you want:

or columns.

Units. Select the type of units for the flU: number, day, weekday,
or year.
_-

month,

Progression.
Select the progression
you want Spreadsheet
to use: Linear
or Geometric.
A linear series progresses
one step at a time, for example,
1,
2, 3, 4, 5. A geometric
series progresses
by a specific multiplier
at each
step,_for examp!ej
i_,_, 9, 27, 81, 243.

If you entered the date as a
Step. For a linear progression
of numbers,
enter the increment
you want
serial number, Spreadsheet
between
each value. For a geometric
progression
of numbers,
enter the
creates additionaldates as
multiplier
you want to use between
each value. For a progression
of
serial numbers; however,
the cell must have a date
dates, enter the number of units (days, weekdays,
months, or years) you
format. To filldate
want between
each value.
informationas text (suchas
Sunday or January), fillin 5. Click on Fill. The range is sFdledas you specified.
the first value as text but do 6. Click on Close.
not abbreviate the month.
For numbers such as a
year value, to fill in a
progressiveseries of years,
enter the year as a label
('1990), not a number. For
"moreinformation,see
Entering and Changing
Dates on page 75.

Spreadsheet

97

Options for Spreadsheet
This section

t

Formulas

describes

how

•

Show

and hide

•

Assign

names

•

Turn

•

Use circular

to do the following:

formulas
to cells for'formulas

automatic

recalculation

references

on and off

and iteration

in calculations

Showing and Hiding Formulas
To see a formula for a single cell, select the cell and look at the formula in
the Edit Bar. If you want, you can display all of the formulas in the
spreadsheet
cells. This can be helpful if you have entered several formulas
and want to see them all at once.

When you show all formulas, they appear in cells as ff they were labels. That
is, if a formula is too long for a cell, it may spill over into the next cell if that
cell is empty. If the adjacent cell is not empty, the formula appears cut off.

I_ To show or hide all formulas:
l.

Select

Other

Settings

2.

Select

Show

Formulas

OR

from the Options
to. show

menu.

A submenu

appears.

all formulas.

_"

De.select

Show

Formulas

to hide

all formulas.

Naming Cells and Ranges
When

you

create

a formula,

you must

include

references

to the cell or cells

that contain the numbers
to calculate.
You can refer to cells by their
addresses,
or you can name them and then use the name in formulas.
Naming cells can make your formulas
the following
example
is much easier
B4=B2+B3

or

easier to read. The second formula
to understand
than the First.

in

INCOME_AIARY+TIPS

Cell names can be up to 40 characters
long and can include alphanumeric
characters
and the underscore
(._) symbol. Cell names cannot contain
numbers,
spaces,
or other characters.
If you type a space, Spreadsheet
inserts
an underscore.
Cell names are not case sensitive;
for example,
to Spreadsheet,
the name Expenses
is the same as EXPENSES and expenses.

Spreadsheet

98

Define a name that refers to a specific cell or range. For example, you might
define RATE as A3; then, when entering formulas, you can type RATE instead
of typing A3.

To define a name:
1. Select Define Name from,the Formula menu. A dialog box appears with a
list of any names you bare previously defined.
2. Click on New. Another dialog box appears:

Add a _

.ar_

Llaw_.

I

[

1

I

Derenitioe_

,

m
3. Fill in the dialog box, specifying the name and reference you want to use:
You call use

absolute and relative
references when
defining a name for
cells. An absolute
reference

tells

Spreadsheet the
specific addres_o'Ta
cell. A relative
reference

tells

Spreadsheet

•

Name.

•

Definition.
Enter the cell address or the addresses for the range of
cells. Use absolute references (example, $B$1) unless you want the
named cells to be relative (see page 86 for information on absolute
and relative references).

Enter the name (example,

4. Click-on OK.-The na,_._ appears
5. Click on Close.

Cost).

i_t-tbe list in the Define Name dialog box.

how to

find a pa_'cular cell
starting from the cell
cont_'ning the
formula. For more

informa_on,
see
page 86.

Spreadsheet

99

Once you have
defined a name,

l_ To insert a name in a formula:

you can usa it in

1.

Select

any formulas you
create. To do so,

2.

When the insertion
point in the Edit Bar is in the position
for the name
you want to use, select Insert Name from the Formula menu. The Insert
Name dialog box appears, with the names you have created.

3.

Select

4.

Click on Paste./'be

5.

Click on Close.

type the name in
the formula. If you
prefer, you can also
select the name
from a list in a
dialog box.,

a cell and begin

the name

entering

a formula.

you want to insert.
name

appears

in the Edit Bar.

I_ To change the name of a cell or range:

ff you change the
definition of a name,

1.

Select Define

Name

2.

Select

3.

Click on Change.

4.

Type

5.

Click on OK. All formulas
name.

6.

Click on Close.

the name

from the Formula

changes in exfsting
formulas that contain

1.

A dialog

the new name

Select

Define

A dialog

box appears.

you want to change.
box appears.

in the Name

Name

box.

referring

!_ To change the definition

the reference

menu.

to the old name

are updated

to the new

of a name:

from the Formula

menu.

A dialog

box lists existing

names.

that name. For
example, if you have

2.

Select

a range called
_ __
_penses
that
includes B5:B17 and

3.

Click on Change..

-4.

Change

you extend the range
to B5:B24, all
formulas using the
name Expenses will
be recalculated

for which
_,.

the cell,or

addresses

unless

you want

5.

Click on OK. Spreadsheet

6.

Click on Close.

the definition.

,_

range specification
you want

to change

the named
updates

to suit your needs.
range

to reflect

all formulas

to reflect

Use absolute'ceU

a relative

position.

the change.

l_ To delete a name:

automatically to
include the seven

1.

additional cells in the
range. But if you
delete the name, all
formulas using that
name will be wrong.

Controlling

the name

Select Define

2. Select

Name

the name

from the Formula

3.

Click on Delete.

4.

Click on Yes to delete

Automatic

menu. A dialog

box appears.

you want to delete.
You are asked
the name.

if you

want

Spreadsheet

to delete the name.
deletes the name.

Recalculation

Spreadsheet
normally
recalculates
every formula in your spreadsheet
when
you make a change. If your spreadsheet
is large or contains
many complex
formulas,
this recalculation
can be time consuming.
In that case, you may
want to turn automatic
recalculation
off and recalculate
the spreadsheet
manually

Spreadsheet

100

whenever

you

want to.

l_ To turn automatic

You can also
recalculate by
clickingon the
calculatebutton
from the Basic
Functionstoolbar.

1. Select

Calculation

2.

Select

Automatic

3.

Click on OK.

4.

Click on Close.

from

the Options

or Manual

!_ To recalculate
Select Calculate

recalculation

on or off:
menu.

to specify

A dialog

box appears.

the type of calculation

you want.

manually:
Now from the Options menu.

N
Using Iteration and Circular References
Occasionally,

you

may want

to create

a formula

in which

the calculation

uses

the result of the calculation.
This is called a arcular
referem_.
For
example,
to calculate
gross profit, subtract expenses
from income. If one of
the expenses
is based on a percentage
of the profit, for example,
commission
payments,
the formula has to rely on the outcome
of the calculation.
If you

calculate

this formula

more

than

once,

each

successive

calculation

results in a smaller value. Thisis
called/let-at/on.
Iteration is the process of
recalc_l_iting
a_cifculffr-_ference
repeatedly,
until the values converge', which
means that the difference
in the result of each successive
calculation
is no
longer

significant.

Before

using

circular

references,

turn on iteration

using Calculation

Options menu. If you enter a formula with a circular
specify iteration,
#CIRC# appears
in the cell.

reference

from

the

but do not

_ To use iteration:
1.

Select

Calculation

from

the Options

menu.

The dialog

box at the left

appears.
m mm_ _

2.

Fill in the dialog
•

••

box,

specifying

the options

Allow Iterations.
Select the Allow
to use iteration in your.spreadsheet.
Maximum

Iterations.

you want.

Iteration

Enter the maximum

option

number

ff you are going

of iterations

you

want.
•

Maximum
Change.
Enter the maximum
change you want to allow.
If you enter zero, iteration will not stop until it converges
or reaches
the maximum
number
of iterations.

Spreadsheet

101

.

Click on OK.

4. Click on Close.
5. Create

the formula with a circular reference. Spreadsbeet
recalculates
the
formula
the specified number
of times or stops when the stated value for
maximum
change is calculated.

Charting in Spreadsheet
Spreadsheet
lets you create a variety of charts that represent
numeric trends
or results. You can include a chart as a part of your spreadsheet.
Or, after
creating a chart, you can copy it to the clipboard
and use it in other programs
like Drawing
or Word Processing.

This section begins by describing the types of charts you can create.
Information on creating and modifying charts begins on page 108. Information
on printing charts begins on page 121.

What Is a Chart?

D_ not pIot rnorethan 12
items per chart.

A chart
is a graphic representation
of
create a chart to show the value of the
years, the total revenue for a company
average student test grade through
the

numeric data. For example, you can
consumer
price index over a period of
broken down by region, or the
school year.

Charts

a sem'es of va/u_s

show

the relationships-between

broken

down

into

categories.
For example,
in a chart of monthly
expenses,
the series would
include January,
February,
March, and so forth; the categories
would include
items like Rent, Food, and Utilities; and the values would be the actual
expenditure
incurred.
To create a chart, f'n'st select the data you want to create a chart from. You can
select a portion of an existing spreadsheet,
or cream a new spreadsheet
and
enter the data to chart.

The following illustration shows the genet:al format for data on which you
base a chart:

t

2
3

R
Chart Tide

I

e

C_eoo._
N_ivn_..,,,

Spreadsheet

102

t:

I

o

'_

I

iSeries Name Series Name !Series Name series Name i
tvabe
vabe
Iva/ue
i
C_egory Nm_iya_,
CategoryNeme vahe
i,,_,
" i,,a,a
i_
i

6

i

7

!

....
i,_,

ivan.

],_t_

i

Iv_
I
i

ivatua

ivnt_
i
i

i
!
i-

I

i

If you must use a
number for the chart
title, sedes name, or
categoryname, place
a quote mark (')
before the number so
Spreadsheet
interpretsit as text.

Chart Tide. The tide of the chart. This label is optional. If you do not place
any text in this cell, the chart will not be tided. You can tide it later using theTitles and Legends choice on the Chart menu.
Series Name. The series names are the labels of the spreadsheet
Category
Name. The category
names are the labels
Spreadsheet
uses these labels to create legends (see
Legend on page 111).

columns.

of the spreadsheet
rows.
Adding Tides and a

Value. The

numeric data values that Spreadsheet
charts. Each category you
want to chart should have at least one value for each series. Empty cells in
your spreadsheet
will be interpreted
as zeros in your chart.

Types of Charts
Spreadsheet

lets you create

•

Column

•

Bar

•

Line

•

X-Y Plot

•

Pie

the following

types

of charts:

• High/low

Column

chart
A co/tram
obart (or a vertical bar chart) plots
vertical bar. The height of the bar corresponds
The illustration

at the left shows

Variations on the standard

column

a typical

each category in a series as a
to the value of that category_

column

chart.

chart include the following:

•

Overlapped.
slightly.

The columns within each category overlap each other

•

Stacked. The columns within each category
top of each other. The height of the stacked
values in the category.

are stacked vertically on
column is the sum of the

Spreadsheet 103

Stacked Percentage.
that the total height
shown as that value's
vertical pie chart.

The columns in each category
are stacked so
represents
100%. The height of each value is
percentage

of the whole

category.

This is like a

One Tone With Values. Columns all have the same tone and are
labeled with their numcric values.
One Tone With No Space Between
Categories.
Columns
all have
the same tone, and the last column
in category
1 touches the first
column in category 2 with no space between
them.

Bar chart
I

'

f!

•

i

°1

A bar chart is like a column
than vertically.

!

chart with the bars plotted horizontally

rather

I

'

,I

The same variations

are available for bar charts and column charts.

Line chart
A/.ine dbart
plots a point indicator
for each value on one axis in relation to
the text label on the other axis, and connects
the points in each series with
straight lines. This type of chart ks useful for showing how a value changes
over time. The illustrations
below show a typical line chart The chart on the
left shows the result when the data ks entered
horizontally
(in rows). The one
, on the right shows the lms_.tt when the data is entered vertically (in col,J,nns).
2.

Marker
6O

4O
!

30

I

2O

i

49t

I

I

54_ 51t

....._"_:_;-

STt

r.--..-3.._=.
--.--3-gt--,g_r--_-X _.

Variations
*

Spreadsheet

104

on the standard
Liues Only.
series; does

""-5_'_

line chart

include

5"/j

431

:

!

the following:

Draws only the lines connecting
the points
not draw the markers for each point.

in each

Matkea-s Only. Draws only the markers for each point; does not
connect the markers with lines.
Drop Lines. Draws the markers for each point, and then connects
the points in each category with a vertical line; does not draw lines
connecting the values.

Area chart
An area chart is a line chart in which the area below the line is filled with a
pattern or solid tone. The illustrations below show a typical line chart The
chart on the left shows the result when the data is entered horizontally. The
one on the right shows the resuk when the data is entered vertically.

00 ]
........._.............._............. _...............__.
49E
54i
51i
57i

.... ........•"
a4i............agt: ............
a7i,
';7 ....

2_0
150
10D

o

........

_............

.......

4, ..............

4gl

_..

341
_-.,

54_

391

51

37j

":

.......4,................
4,,,°

Variations on the standard

area chart include the following:

571

43i

Stacked Percentage. Like the column chart's stacked percentage
chart, this area chart shows the areas for each category stacked to a
constant height representing 100%, and the values are shown as
percentages.
Drop Lines. Draws a vertical line to connect
category.

the points in each

Series Name. Draws the name of each series in the center of its f'dled
area.

Spreadsheet

105

X-Y Plot chart
An X-Ypiot chart, sometimes called a scauerp/ot, looks similar to a line
chart, but there is a significant difference between the two. Une charts plot a
value against a label (see the line chart on page 104), whereas X-Y plot charts
plot one value against another. X-Y plot charts are unique in that they take
categories two rows at a time and plot them against each othec

41

Another difference

between
Xoy plot charts and line charts is that on an X-Y
plot chart, the rick marks along each axis (X is the horizontal
axis, Y the
vertical) are spaced according
to their value, which may not always be at
regular intervals because
of the potentially
random nature of the data. On a
line chart, one axis always contains text labels which are usually evenly
spaced for visual clarity.

i
i" ....

511 s71
,,oi. ,3i,

Variations

on the standard

K-Y plot chart

include

the following:

Lines Only. Draws only the lines connecting
the points
series; does not draw the markers for each point.

in each

Markers
Only. Draws only the markers for each point; does not
connect
the markers
with lines. This choice makes an X-Y plot that
looks like a traditional
scatter plot. Scatter plots are primarily used to
see how different
data is grouped.

Pie chart
_ A pi_ chart
is a round_charx
in which the size of each slice is proportional
to
the whole. Pie charts are unique in that they only draw one category of data.
The illustration
on the left shows a typical pie chart.
Variations

Spreadsheet

106

on the standard
Titles.

pie chart
Inserts

are:

•

Category

the category

•

One Tone with Category
Titles.
one tone, with category rides.

•

Ftrst Wedge Exploded.
Pulls the wedge that starts near
12-o'clock
position out slighdy from the rest of the pie.

•

All Exploded.

•

With Percentages.
wedge represents.

Pulis all the wedges
Shows

rifles into the chart.

Shows

apart

the percentage

all the wedges

of the pie in

the

slighdy.
of the whole

pie that each

High/Low

[1l
14

:

chart

.:

3311 3"11 38i

:

41i

A high/low
chart
is useful for tracking pairs of data that mark a high and
low or a start and end value, such as the price of stocks or the day's
temperature
range. Each pair of data points is plotted as a single vertical line.
You can also show a third or fourth relative value along with each pair, such
as the stock's daily closing priCe or the average temperature.
High/low
charts require two categories
of data and may show up to four
categories.
The third category
places tick marks to the left; the fourth category
places tick marks to the righL

There are no variations

available for high/low

charts.

Spreadsheet

107

Creating Charts
Once your labels and _1_TO create
_1 chartdata are in place on the
spreadsheet, you can
1. From a spreadsheet,

select

the cells that contain

the data you

want

to

chart.

create charts using
either the ChWts menu

.

or the chading buttons
on the Advanced
Functions tool bar (see
page 68):

Open the Chart menu and select a chart type from the Create submenu.
The chart appears as a graphic object in the lower right corner of the
Spreadsheet window. (For more information about charts as graphic
objects, see the section Manipulating Charts on page 109.)

Toopen the Advanced
Functionstool bar,
select Show Tools
from the Options
menu; then click on
Advanced Functions.

Changing

the Type of Chart

By selecting Change
Type from the Chart

To select a different type of chart for a different view of your information,
click on the appropriate
chart button from the Advanced
Functions tool bar.
(See page 68.)

menu, not only can
you change a chart
from one type to
another, but you can
also choose a
- variaOonon _e _

For example,
once you have created a pie chart, change it to a column
chart
by clicking on the Column tool button from the Advanced
Functions tool bar
-

or by selecting Change Type from the Chart menu.

existing chart, such
as Stacked

Percentage.

"_D_To

change

the type

of chart:

1. Select Change Type from the Chart menu. A dialog box appears.
2. Select the type of chart or variation you want.
3. Click on Apply; then click on Close. Spreadsheet

Columntool

Spreadsheet

108

changes the chart.

Manipulating

Charts

The procedures in this

When you create a chart, it appears with small black boxes around the
perimeter and a diamond-shaped
spot in the center. These band/_s indicate
the chart is the currently selected object.

section explain how to
perform basic
operations with graphic
objects. For more
informa_on about

Use the handles
center
resize

working with graphic
objects, see the
Drawing'chapter.

alows
it.

you

to manipulate
to move

'your chart.

the chart,

The diamond-shaped

and the other

handles

handle
allow

you

in the
to

Resizing and Moving a Chart
• To resize a chart:
Hold down SHIFT

Place the on-screen pointer over one of the handles that surrounds the chart,
click and hold the Select button, and drag. Dragging toward the center of the
chart reduces it, while dragging away from the center enlarges it.

while dragging to
maintain the chart's
proportions.

• To move a chart:
1. If the chart is not selected,
click on the edge of the chart to select it.
Handles appear around
the char*frame
and the move handle appears
the center.

in

Resize ha!_iie_,_,
(the handles around the edges)

J

\

If you move a chart or

Movehandle
(the handlein the center)

graphic image into a
/ocked area, the chart or
image will become locked
ff the move handle is

2.

Place the pointer over the move handle
the pointer changes
to a pair of crossed
button to grab the chart.

chart or image, and then
lock the area again.

3.

Holding
want.

You can move the

4.

Release

within the locked area. To
move the chart or image,
unlock the area, move the

the Select

button,

the Select button.

drag to move

in the center of the chart. When
arrows, hold down the Select
the chart

The chart appears

to the position

you

in the new position.

.chart to any IocaUon in
your spreadsheeL

Spreadsheet

109

Changing

Chart Properties

and Attributes

Attributes are visual elements such as tone, line thickness, and fill pattern. If
you select a chart and then click one part of it, such as a wedge of a pie
chart, you can change the attributes of that part of the chart.
To select multiple
text items, press
CTRL as you dick.
You cannot move
any labels that the
chart has generated.

!_ To change

text properties

in a chart:

1. Select the chart by clicking on it. Handles appear around the chart.
2. Select the text item within the chart that you want to change by clicking
on it. Handles appear on that item to indicate it is selected.
3. Select the text property to change, such as font, style, size, or tone, from
the Properties menu or the Basic Functions tool bar. Spreadsheet applies
the change to the selected text.

Whgeyou can change

thetextproperliesofa_I_To change an attribute
legend, you cannot
change the label itself
from the charL Legend
labels must be
changed in the
spreadsheet'scells.
For more informadion
on legends, see page
112.

of an element

in a chart:

1. Select the chart by cricking on it. Hand/es appear around

the chart.

2. Select the object within the chart that you want to change by clicking on
it. Handles appear on that object to indicate it is selected. You cannot
move the component parts of the chart or any labels that the chart has
generated, but you can edit text labels using the Text tool.
3. Choose the attribute you want to change from the Graphics menu.
4. Click on Apply.
5. Click on Close.

Deleting a Chart
Dele_,asoappears I_ To delete a chart:
in the Edit menu.

1. If the chart is not selected, click the edge of the chart. Hand/es appear
around the chart frame, and the move handle appears in the center.
2. Press DELETE.

Using a Chart in Another

Program

You can place Spreadsheet
charts in other programs.
For example,
you can
use a chart in a report you have created in Word Processing,
or in an
illustration
you have created in Drawing.

I_ To copy a chart to anothe r program:
1. Select the chart you want to copy by clicking on it. Handles appear
around the chart.
2. Press COPY.
3. Close Spreadsheet.

The chart is pasted onto the clipboard.

4. Open the other program

Spreadsheet

110

and press PASTE. The chart appears.

Adding Titles and a Legend
• To add titles and legend
.

to a chart:

Select the chart.

2. Select Titles & Legend from. the Chart menu. A dialog box appears.
3. Fill in the dialog box, selecting
•

the options you want:

Chart Title. Select this option to add a title to the cha_. Spreadsheet
looks for title text in the upper left of the selected chart range. If
Spreadsheet cannot find any text, a text object with the words "Chart
Title" appears at the top of your chart. You can change the title later.

• X-Axis Title. Select this option to add a title to the chart along the
X-Axis.

If you want to use a
number in the first

•

Y-Axis Title. Select this option to add a tide to the chart along the
Y-Axis,

•

Legend. Select this option if your chart shows more than one
category and you want to define the tones or patterns to differentiate
between categories. You can also select its position on the chart:
Horizontal (below chart) and Vertical (at right of chart).

position of one of these
labels such as the year,
1996, you must convert
the first numedc

.

character to a
non-numetfc character.

Click on Apply. Spreadsheet adds tbe items you selected to your chart, as
shown in tbe following example:

Do this by first typing an

•_

apostrophe (') and then
the nume/ic characters.

_ . Chartlille

I

SALI_

Y-axis

Legend

5. Click on Close.

• To change

To open the Drawing _ol b_, select
Show Tools from
the Options menu;
then click on
Drawing Tools.

text in the chart title or axis titles:

1.

Select the Text
crossed 1-beam

tool from the Drawing
tool bar. Tbepoimer
when you move it over tbe chart.

2.

Click on the text object you want to change.
The teal object is outlined,
pointer becomes a angle I-beam, and a vem'cal bar indicates
the insert
point for text.

3.

Press

BACKSPACE

highlight

the unwanted

and DELETE
text and

to remove
press

text you

becomes

do not want,

a
the

or

DELETE.

Spreadsheet

111

.

Enter

the new

text.

5. When

you are finished
with the Text tool, select the Pointer tool from the
Drawing
tool bar and click on an empty area of the chart to remove the
outline around the text (so that other changes are not accidentally
made
to the text).

Pointertool
Open the Drawing tool bar
from the Show Tools
submenu of the Options
menu.

About legends
Spreadsheet
generates
legend labels from the category names in the column
left of the data (usually column
A). If you do not have legend labels in these
cells, and you select Legend from Titles & Legend in the Chart menu,
Spreadsheet
will generate
generic labels for the legends.

I_ To add legend labels:
1.

Enter your

legend

labels

2.

Select the cells that contain the data you want
column with the category names.

3.

Select the chart type from the Chart menu or from the Advanced
tool bar. A_er a few seconds the chart appears.

4.

If the legends
are not present, select the chart; then
from the Chart menu and dick on Legend.

5.

Click on Apply;

then

in the left column

click on Close.

(category

names).

to chart,

The Legends

including

select

appear

the left
Functions

Titles & Legends
on the chart.

7

TO edit legend

la_-lS i_

1. Select

the cell in the left column

2.

Press

CTRL + SPACEBAR

3.

Press
label.

BACKSPACE

that contains

The cursor

to remove

appears

the legend
inside

text you do not want,

4. Press ENTER. After a few seconds, the legend cbanges
text.

Changing

and enter

the new

to sbow tbe new

Markings

7"here are three
different types of chart
markings you can
change: axis markings,
grid marldngs, and the
marker shapes that
indicate values on a
chart.

Spreadsheet

label.

the Edit Area.

112

Axis markings
and grid markings
are visual aids that can help people
understand
your chart. Axis markings are the tick marks that divide the axis
lines. Grid markings
are vertical and horizontal
lines that can cover the chart
area between
the axes.

• To add axis markings

to a chart:

1. With the chart selected, choose Axis from the Chart menu. The Axis dialog.
box appears.
2. Select the type of axis markings you want and click on Apply. The
markings appear in your chart. The following illustration shows a chart
with tick marks along the X Axis:

59

49
44

3.

1i¢kmarks

Click on Close.

• To addgrid

lines to a chart:

1. With the chart selected, choose
_'nes dialog box appears:

!::i::iiii:J

Grid Lines

X Axis=

Y Axis=
_
._. "_..-.._

.

Grid Lines from the Chart menu. The Grid

[] Draw

Grid Line_

at Ha jot

Ticks

[] Dram

Grid Lines

at Minor

Ticks

[] Dram

Grid Lines
Gri(J'-Lines

at Ivlajor
at Hlinor

Tick=
Ticks

[] Oram

Select the axis from which you want the grid lines to originate, and click
on Apply. The grid lines appear in your chart.
Gdd line

54
49

I_

s9
44

SALES

'

1

'1_

3. Click on Close.

Spreadsheet

113

Changing Marker Shapes
Marker

Markers show the data points on a chart. They are found only on X-Y plot
and line charts. Changing the shape of the markers can help make the chart
easier to read.

I_ To change
1. Select
chart.

the marker shape:

the markers
The markers

you want to change by clicking
in that category are surrounded

on one of them in your
by outlines to indicate

they are selected.
2.

Select

Marker

Shape

from

the Charts

menu.

A drip,

box containing

marker shapes appears.
3.

Click on the marker
markers

change

shape

you want

and

click on Apply.

The selected

shape.

4. Click on Close.

Using Additional

Spreadsheet

Spreadsheet
has many
attractive spreadsheets.

Features

additional
features to help you create accurate
and
This section describes
how to do the following:

_-o- -S6-rt t-owl; tfr-eolu2fi'-ns
•

Create

custom

•

Add graphics

number

of reformation
and date

formats

to a spreadsheet

Sorting
Save your work before

You can sort

sorting. Then, if the
results are not what

alphabetical
(A-Z) or numeric (1-9) order. In addition,
you can sort in either
ascending
(A-Z and 1-9) or descending
(Z-A and 9-1) order. A range is
sorted by the row or column containing
the active cell.

you expected, select
Other from the File
menu and click on
f_scard Changes.

)_ To sort information

Ony data in the
unlocked areas is
sorted when usingthe
-_rt feature. Data in
the locked titles is not
sorted.
..

Spreadsheet

information

114

in a row,

column,

or range

in a spreadsheet:

1.

Select the cells containing
the information
select all the cells you want to sort.

2.

If the active cell is not in the row or column
with one of the following
keystrokes:

•

of cells in either

you want

to sort.

you want

ENTER. Moves the active cell down one row.

Be sure

to sort,

move

to
it

* SHIFT + ENTER. Moves the active cell up one row.
• TAB. Moves the active cell fight one column.
Spreadsheet sorts all
selected cells by the
row or column
containingthe active
cell.

• SHIFT + TAB. Moves the active cell left one column.
Select Sort from the Edit menu. A dim_g box appem's.
4. Fill in the dialog box:
.

• Sort By. You can sort either rows or columns.
•

Sort Order.
for example,

You can sort in either ascending
A, B, C, D or Z, Y, X, W.

• Sort Options.

Select from the following:

or descending

Ignore
Case/A_
You can have the sort ignore any
differences
in uppercase
and lowercase
and ignore accents
letters in alphabetical
sorts.

order:

on

Ignore Spao_/_
You can have the sort ignore
spaces between words and punctuation marks in alphabetical
sorts.
.

Click on Sort. Spmadsbeet

I_ To perform

_

the selected cells.

a simple sort more quickly:

1. Select the range of cells you want to sort.
2. Click on the Son Forward tool on the Basic Functions
rows in ascending

tool bar to sort the

order.

OR
Click on the Sort Backward tool on the Basic Functions tool bar to sort the
rows in descending order.
Spreadsheet sorts the range in the order you selected.

Spreadsheet

115

Creating Number and Date Formats
While Spreadsheet
offers a wide variety of standard
number and date formats,
you can create additional
number
and date formats to suit your needs. For
example,
if you want to show values with six decimal places, you can create
a special format.

)_ To create a number
1.

Select

2.

Select a format on which you can base the new format. For example,
you want to create a format for displaying
numbers
with six decimal
places, you might pick Fixed and specify six decimal places.

3.

Click on Create.

4.

Fill in the dialog box, selecting
the options you want. Refer to the
examples
in the dialog box as you make your selections.
•

Number

Name

• Places.
•

Format

or date format:
from

The Define

of Format.

the Properties

Format

dialog

Enter a name

Enter the number

menu.

A dialog

box appears.
if

box appears.

for the new

format.

of decimal places.

Offset.
Enter the number
of offset places.
the decimal point to the left, and positive
right.

Negative
numbers

numbers
move
move it to the

• Options. Select format options from the drop-down list: commas,
percent sign, leading and trailing zeros, and the position of the sign
(+ or -) relative t.o.the leader or trailer. For example, if the sign
foll6ws _e_:iea'der,-Tth-en a negative dollar amount would be
formatted like this: $-100 rather than -$100.
• Fixed/Scientific.

Select either fixed notation or scientific notation.

Leading.
Enter the numbers
or characters
you want to appear in
front of each value you enter, like a prefLX. YOU can specify a prefix
for Positive, Negative,
or All Numbers.
For example,
if you enter DM
in the All box, every value using this format will begin with DM; then
if you enter 345, it will appear as DM345 in the active cell.
New formats appear at
the end of the list in the
dialog box.

Trailing.
Enter the numbers
or characters
you want to appear at the
end of each value you enter, like a suffix. For example,
if you enter
DM in the All box, DM will appear at the end of every value using
this format; then if you enter 345, it will appear as 345DM in the
active cell.

5. Click on OK. The new fomru, t is saved with the spreadsheet.

Spreadsheet

116

• To delete a number
1. Select

Number

2.

the format

Select
want

to delete

or date format that you created:

Format

from the Properties

to delete

the format.

menu.

and click on Delete.
Select Yes, and

A dialog

box appears.

You are asked

the format

if you really

is deleted.

Using Rulers
The spreadsheet
rulers are normally
the row numbers
and column
can turn off the row and column headers
or select altemate
rulers.
In Spreadsheet,
you can choose the same types of rulers that are
other programs:
Inches, Centimeters,
Points, and Picas. After you
of these rulers, you will see it instead of the spreadsheet
column
headers.
This is especially
useful if you want to see where a page
when you are working
with graphics.

• To specify
1. Select

Rulers from the Options
the type

Select

in place

of ruler

You

available in
choose one
and row
breaks or

ruler:

2.

appears

-Adding

a different

letters.

menu.

you want

of the column

from

the submenu.

The new ruler

and row headers.

Gia-phics-

For more information
on fillpattems, see -the chapter on
Drawing, which
begins on page 125.

In addition to charts, you can include drawings
in the spreadsheets
you
create. Use the Drawing
tool bar and the Graphic tool bar to create drawings
in your spreadsheet.
If you prefer, you can create drawings
in Drawing
and
then paste them into a Spreadsheet
document.
When you
transparent
transparent
objects.

add graphics to a Spreadsheet
document,
drawing layer on top of the spreadsheet.
fill patterns, you can see the spreadsheet

they appear on a
If you fill objects with
information
through the

Spreadsheet

117

Locking

Titles
Lock Tides in the View menu locks specific rows or columns of a page
on-screen as tides. When you scroll the page, the tides remain fixed
on-screen while the rows below (or to the right) scroll as usual.

• To lock titles on-screen:
1. Scroll the spreadsheet so the column(s) or row(s) wanted as tides are
visible in the upper left comer of the window. You cannot adjust the
position of the titles after they are locked.

When moving ei_er a
chart or a graphic image
into a locked area, the
locked rows will not be

2. Select the appropriate

automatical¥ redrawn.
The unlocked areas

cell location.

• To lock rows, sdect the row (or a single row of horizontal
below the last row to be locked.

automatical¥ refresh as
you move the chart or

ceils)

graphic. For the locked
areas, click on the
Redraw button to see

• To lock columns, select the column (or a single column of vertical
cells) to the right of the last column to be locked.

what it looks like after the

• To lock rows and columns at the same time, select the top left cell of

move.

the area you want to remain scrollable.
.

Once titles are locked,
select Unlock Tales to
release any locked
-rows_ and/or colurt_s..--

Select Lock Titles from the View menu.
•

If only rows are to be locked, a black horizontal
the last locked row.

line is drawn below

•

If only columns are to be locked, a black vertical line is drawn to the
right of the last locked column.

•- If-both rows-arid-"eolumns are locked, two black lines are draw,:% one
in each 6f the positions described above. Locked tides appear above
and to the left of black lines drawn on the cell borders.
_ -÷

• To unlock

titles on-screen:

Follow the same steps for locking tides, but select Unlock Tides from the
View menu.

Using Spreadsheet

with Other Programs

You can use information from your spreadsheet in other programs. For
example, you can copy a range of cells to a Word Processing document.
Once you have pasted your information, you can add borders and other
visual enhancements
with the tools.

Spreadsheet

118

Information
Therefore,

you paste into other programs
if you change the spreadsheet,

is not automatically
updated.
you must recopy it into the Word

Processing
the same.

document

the information

if you

• To use spreadsheet

want

to keep

data in another

1.

Create

the spreadsheet

data you

2.

Select

the range

3.

Press COPY.

4.

Save your document

5.

Open the program
information.

6.

Move the insertion
point
spreadsheet
information.

7.

Press PASTE. The information
inserted between the columns

that you want

want
to paste

and close

in both

documents"

program:

to use.
into another

program.

Spreadsheet.

and document

into which

to the location

you

where

want

you want

appears in your document
and with each mw stam'ng

to paste
to paste

the
the

with tabs
a new line.

Printing and Faxing
Printing and faxing a Spreadsheet
document
is much like printing and faxing
any other document.
First, set up your page; then print or fax the Spreadsheet
document.
You can also print or fax a chart from your Spreadsheet
documenL

-Setting

Pa_

_Setup Opti'ons--_:--_-=-

,_

Before you print, use Page Setup from the File menu to select your page
-- ° layout options.

• To set Page Setup options

Refer to page 92 for

1.

Select

Page Setup

2.

Fill in the dialog

for printing:

from the File menu.

A dialog

box appears.

box:

•

Starting
Page Number.
The de fauh starting number is 1, but you
can specify a different starting number
for your spreadsheet.
Either
click on the up and down arrows or type a new number. The page
number
appears when you insert the built-in function
called PAGE 0
in a cell and designate
that cell as a header or footer. This option
does not affect the number
of pages printed.

•

Print Sideways.
Normally,
the spreadsheet
upright page. Select this option ff you want

using built4n
functions.

is printed as a standard
to print it sideways

(landscape).

Spreadsheet

119

Scale to Fit on One Page. Select this option if you want to reduce
your spreadsheet
to fit on a single page. If your spreadsheet
is too
large, it may be reduced so much that you cannot read it.
Continuous

Printing.

Use this option

printed as one long continuous
page.
you can tape the sheets together.

ff you want your spreadsheet
If you print on single

sheets,

Center Horizontally.
Use this option to center the printed
spreadsheet on the page.
Center Vertically.
on the page•

Use this option to center the printed spreadsheet

Print Grid Lines. Select this option if you want grid lines to appear
on your printed spreadsheet.
(To get an idea of how the spreadsheet
looks, select Other Settings from the Options menu; then click on
Draw Grid Lines. Grid lines are on by default.)
*

If you specify a header or
footer and do not check

Print Row & Column
and column references

Titles. Use this option
to print on each page

ff you want the row
of your spreadsheet.

these print options, your

* Print Header. Use this option if you want to have headers printed
on the pages of your spreadsheet. You can specify headers using
Header/Footer
from the Cell menu.

printed spreadsheet v_ll not
have headers and footers.

•

Print

Footer.

Use this option

if you want

to have

the pages of your spreadsheet.
You can specify
Header/Footer
from the Cell menu.

footers

footers

printed

on

using

• Click-on-Apply'
Click on Close.

Printing and Faxing Spreadsheets
ff you have

Before
Setting

specified manual
calculation (see
page 101), select
Calculate Now from
to recalculate your
spreadsheet before
ptfnting it.

not sent

a fax before,

review

printer

settings.

the Fax and Data Modem

See

chapter

in

II_ To print:

A_so,be sure to
save your
documentbefore
printing or faxing it.

Spreadsheet

printing for the first time, you must select basic
Printer Options
in Getting Started (Book 1).

If you have
Book 1.

the Options menu

and Charts

120

PRINT.

1.

Press

A submenu

2.

Select

3.

Fill in the box and click on Print. Your spreadsbeet
prints. If you have
created a chart and selected Pn'nt Graphics,
the chart prints as part of the
spreadsheet,
just as you see it on the screen.

Print. A dialog

appears.

box appears.

• To fax:
1. Press PRINT. A submenu

appears.

2.

Select

Fax. The Fax Document

3.

Select

your

fax options

dt2dog box appears.

and click on Fax.

• To print a chart:
1. Make a note of the cells that the chart either completely
(you will use this note in step 5).

or partially covers

2. Press PRINT. A submenu appears.
3. Select Print. A dialog box appears.
4. Select your printing options.
ffyou want both the
chart and the
Spreadsheet data to
prin_ enter the cells
containingthe chart
and data (insteadof
the cells contelning
the chart onOt)in the
Print Range box.

5. In the Print Range box, enter the cell numbers you wrote down in step 1
and click on Print Graphics.

• •To

fax a chart:

1.

Make a note of the cells that the chart
(you will use this note in step 4).

2.

Press

PRINT.

3.

Select

Fax. The Fax Document

4.

In the Print Range box, enter the cell numbers
you wrote down
Select from the other fax options
and click on Print Graphics.

-Exporting-and

A submenu

either

completely

or partially

covers

appears.
dialog

box appears.
in step

1.

ImportingSp eadsheets
Exporting
allows you to use a document
created with Spreadsheet
in another
Spreadsheet
program,
such as Lotus 1-2-3. Importing
allows you to use
documents
created in another Spreadsheet
program.
You can export to or

---

import from Lotus 1-2-3, Comma
formats are recognized
by many

Separated
programs.

Values

(CSV), or dBase

IV. These

When exporting to CSV or dBase IV, you can change or map the order of
information that will appear in the exported document. For example, when
exporting a document that contains names and addresses in which last names
are shown first, you can change that order and show last names second in
the exported document.

•

To export

a spreadsheet:

.

1.

Create

and save the Spreadsheet

2.

Select

Other

3.

Select

Export

4.

Select

the program

from

document.

the File menu.

Document

from the Other

submenu.

A dialog

box appears.

for export.

Spreadsheet

121

For more information
about DOS file
names, see Naming a
DOS File in Getting

5.

Select
name
box,
name

6.

Click on Export.

Staaed(Book1).
When you export in
CSV or dBase IV
format, Spreadsheet
creates fieldnames
(Field1, FTeld2,
Field& etc.), which
correspond to the
spreadsheet
columns. Mapping
allowsyou to change
the order of those
fields.

the folder where you want to save the exported
f'tle; then enter a
for the exported
tile. The correct extension
already appears
in this
so you do not need to enter it. Be sure to enter a standard DOS file
no more than eight characters
long.
Spreadsheet

creaes

and

l_ To change the order of columns
1. Create

saves the e_oorted

f!le to diskette.

when exporting:

and save the spreadsheet.

2.

Select

Other

from

the File menu.

3.

Select

Export

4.

Select

the Comma

5.

Select the folder where you want to save the exported
tile; then enter a
name for the exported
file. The correct extension
already appears in this
box, so you do not need to enter it. Be sure to enter a standard DOS file
name no more than eight characters
long.

6.

Click on Map Export Fields. A diak)g
B, and so on listed in the Source List
corr_xrnd
to the occupied columns
List consists of field names (Field 1,
number
of occupied
columns
in the

Document

from

Separated

the Other

submenu.

Value or dBase

A dia/og

box appears.

IV format.

box a_
with Column A, Column
box; the columns
that appear here
in the _eet.
The Destination
Field 2, Field 3, etc.) equal to the
spreadsheet.

Hap Export Fields
Destination List:
Map List:

Source List:
Column B .....
Column C
_-

Field I
Fiek.l-2
Field 3

i

7.

Click on Field

8.

Click on the column

in the Source

exported
document.
with Field 1.

The selected

9.

Spreadsheet

122

1 in the Destination

List.
List that you
name

want

will be the field

to be Field 1 in the
name

associated

Click on Map. Tbefie/dpair
_
in the Map List. (to break the link
between
a mapped
pair of fields, select the pair in the Map list and then
click on Unmap.)
Continue
designating
pairs until you have specified
all
the fields you want to map. If you leave any source field unpaired,
that
field will not be exported.

10. Click on Done. The dialog box disappeam.
box remains.

1"beExport Document

dialog

11. Click on Export.
12. Name the document and press ENTER. After a few seconds, the
information mcpom.

l_ To import a Spreadsheet document
Comma Separated Value forrnat:
1. Select New/Open
!

from Lotus 1-2-3 or

from the File menu. 1"beNew/Open

dialog box appears.

Ifyou areknportJng
a
documentand donot
knowtheprogramit
wascreatedin,select
No Idea,and
Spreadsheet will
analyzethe document

2. Insert the diskette that contains the file to import and click on Import. A
dialog box appears.
3. From the left column, select the file you want to import.

to sea if it can be

5. In the File Mask box, enter a name for the file; then click on Import.

4. From the right column, select the file format of the file you are importing
and click on Import. Tim file format appears as an extension in the File
Maskbox.

imported.

l)_To change

the order of columns

1. Select New/Open

when importing:

from the File menu. The New/Open

dialog box appears.

2. Insert the diskette that contains the file to import and click on Import. A
dialog box appears.
3. From the left column, select the file you want to import.
4. From the right column, select the format (Comma Separated

Format or

dBase IV).
. _
_5. Clicff-ori Map.Imp6_ Fieldsl Tbe Map Import fields dialog box appea_.
In this dialog box, tbe Source List shows tbe field names of the incoming
file. The Destination List shows the names of the fields (Column1,
Column2, Column3, and so forth).

ff the #sts in the dialog box
am emp_, make sure-you
selected a file in step 4.

6.

Click on Field

7.

Click on the column

8.

Click on Map. Tbe field pair appears in the Map List. (You can select
pair in the Map List and click on Unmap to break the link between
mapped
pairs.)

9.

1 in the Source

Continue
designating
to map. If you leave
from the database.

you

want

List.
for Field

1 in the Destination

List.
a field

pairs until you have specified
all the fields you want
any source field unpaired,
it will not be imported

10. Click on Import. The inf_
Spreadsheet
window.

from

the imIxrrt file appears

in a

11. Click on Done.

Spreadsheet

123

Spreadsheet

Error Codes
The following describes the error codes in Spreadsheet.
cell when an error occurs.

Error Codes

Explanation

#OVRFLW#

Formula has a division by zero or division by an empty
cell. Correct formula entries.

###

124

Cell too narrow to accommodate entry or formula
results. Refer to page 82 in this chapter.

#TYPE#

One or more of the cells referenced in a formula
contain an alphanumeric entry. Rewrite the formula to
include only cell addresses containing numbers.

#VALUE#

Formula is incorrect. Verify format of formula to ensure
proper data is given. Example: =DATE(96,08,23)

#COUNT#

Incorrect formula entered. Verify correct format is
entered. Example: =IF(B2>20,40,20,10)

#ClRC#

Spreadsheet

These appear inside a

Formula contains a circular reference and iteration is
not selected. Refer to page 101 in this chapter.

3

Drawing

Before starting, review
Drawing
allows you to cream many types of designs, pictures, and
these basic procedures
illustrations.
After you create a.drawing,
you can copy it into a Word
from the Getting Started
Processing
or Spreadsheet
document.
You can also import and export
chapter in Book 1:
Drawing
files.
• Workingwith Documents
• SavingDocuments
• Workingwith Menus
• Working with Dialog Boxes

Starting Drawing
• To open Drawing:
Click on the Drawing
icon from the Main Menu.
appears. Select New. A new document
appears:

Drawing tool bar

/
Print, Open, Close, and
Save buttons _

[] _
"

Attributes tool bar

The New/Otx'n

dialog

box

Undo,Cut, Copy,Paste,SelectAll, andDelete

I_I_,IOJAI\IOIOIO!_I
' " ' ' ' ' =....... "
' " "
' " _
The area outside the dotted lines will not print.

Bitmap
tool bar

-_

(see page 136)

To select (or click on)
an item, place the

The areawithinthe marginswill prinL

on-screen pointer on
the item; then click on
the Select button or
tap once on the
glidepad.

[]
0rmsa_

- th,.t,-4

saectbutton_tt
buttonona mouse)
Drag button (right

buttononamouse)
Drawing

125

Opening a Document
• To open an existing
For information on
templates, see Using
Templatesin Getting
Started (Book 1).

drawing

document:

1. Click on Drawing from the Main Menu. 1"beNew/Open
2. Click on Open: Open an existing document.
3. Select the document

dialog box appears.

The Open dt2dog box appears.

and click on Open. Drawing opens your jWe.

Using the Tools
For informa_on on the
AtMbutes toolbar, see
page 136.

Drawing

Selecting a tool from a tool bar is like picking up a pencil or pen. Select a
drawing tool by clicking on it. When you move the on-screen pointer into the
drawing area, the pointer changes to indicate the type of tool you are using.
The Drawing tool bar is also available in Word Processing and Spreadsheet,
where it appears on the left of the document window.

Tools
Pointer tool Selects, moves, and re.sizes objects. The arrow
pointer is automatically selected when you start Drawing.
Rotate tool. Allows you to rotate objects.
Zoom-tool.
detail.

Enlarges your work area so that you can see more

Text tool. Adds text to your drawing. You have complete control
over the font, style, and size of the text in your drawing. Text
objects are discussed later in this chapter.

Line tool. Draws straight
thickness
of the line.

lines.

You can change

Rectangle
tools. Creates rectangles
perpendicular
or curved comers.

Ellipse

tool.

Arc tool.

@
Drawing

126

Undo

tool.

Draws

Creates

Undoes

ellipses

an angle

your

and

and squares

circles.

and a curved

latest

change.

arc.

the tone

with

and the

Cut

tooL

object from your drawing.

Cuts a selected

Copy

tool.

Copies

an object

to the clipboard.

Paste

tool.

Pastes

the contents

of the clipboard

at the insertion

point.

Select

All tool.

Selects

all graphics

appear

around

all items.

handles
Delete

tool.

Removes

selected

and text

graphics

in a documenL

Black

or text.

Bitmap Tools
Frame tool. Creates a frame into which you can place bitmap
drawings.
Selection

tool.

Selects

all or part of an object

paste.

_]

@
@

to copy,

cut, or

.-

Brush

tool.

Eraser

tooL

Allows

you to draw

Removes

lines.

lines and drawings.

Bitmap Line tool. Draws a straight
uses tiny dots to form an object.

Bitmap

Rectangle

Bitmap

Ellipse

Fill tool.

tool.

tool.

Fills an area

Draws

Draws

line in a bitmap.

a bitmap

an bitmap

A bitmap

rectangle.

ellipse.

with a tone.

Pixd View tool. Allows you to view individual pixels. You can
use the other bitmap tools above. For example, to change the
tone of individual pixels, select a line tone, the brush tool, and
click on pixels you want to change.

Drawing

127

Pointers
Select a drawing tool by clicking on it in the tool bar. When you move the
on-screen pointer into the drawing area, it changes shape. This shape
depends on the tool you are using and the location of the pointer.
Pointer.
If you are using the pointer
tool, it remains active until
you select an item in the drawing
area. The pointer will change to
crossed arrows when you move or size a selected
object.

÷

Vertical/horizontal
crossed arrows. This pointer appears
you move an object in the drawing area.

I¢

+

Diagonal

crossed

arrows.

This pointer

is used

when

to size objects.

Crosslmirs.
If you select the Line, Rectangle,
or Ellipse drawing
tool, the pointer changes
to crosshairs
when you move it over the
drawing area. The center of the crosshairs
shows where the shape
will begin as you draw.
Crossed
I-beams.
If you select the Text tool, and move the
pointer into the drawing
area, the pointer changes
to crossed
I-beams. (If you move the pointer
over a text object, the pointer
becomes
a regular I-beam pointer.)
The intersection
of the
I,beams shows where text will begin ff you click in the drawing
area and then type.

I

l-beara. The crossed
__a.text box_wherL,text
Rotate.-

Q

Drawing

128

This pointer

I-beam changes
is-select6d
shows

Zoom.
With this pointer
on your artwork.

to a single

that you are rotating

I-beam

inside

of

an object.

you can click on the screen

and zoom

in

Creating and Editing Simple Objects
With Drawing, you can create objects from shapes
can select, edit, and manipulate
individual
objects.
(tone or pattern)
or the _
(outline).

or lines. Once created, you
You can also change the

Drawing
offers two ways to create objects: with the drawing tools or from the
Create submenu
in the Edit menu (see page 134 on using the Create
submenu).

l_ To draw a rectangle

or ellipse with the drawing

tools:

1.

Move the on-screen
pointer to the tool bar and dick either the rectangle
or ellipse. These tools function similarly. The tool button is selected.

2.

Move the on-screen
crossbairs.

3.

Move the crosshairs
to where you want your shape to start. (You do not
have to move it exactly to the right place now; you can rearrange
it later.)

4.

Hold down the Select button, and drag diagonally
until the shape is the
size you want, as indicated
by the outlines that appear in the drawing
area.

5.

Release

the Select

pointer

button.

to the drawing

area.

The object appears

Tbe pointer

changes

to

as a solid shape.

After you create an object, resize handles appear around the outside, and a
move handle appears
in the center. Use these handles
to move and resize the
object. Handles also indicate that an object is selected.
_

I_ To move or resize a rectangle
1.
2.

Click on the rectangle
Place

the on-screen

Select

button,

or ellipse
pointer

and drag.

or ellipse:

to select

it.

over one of the resize

The object

changes

handles,

hold down

the

size.

OR
Place the on-screen
pointer
button, and drag the object
.

Click somewhere
object to remove

over the move handle, hold down the Drag
to a new location. The object moves.

else in the drawing area that
the handles
from the object.

l_ To create a perfect

square

is not occupied

by an

or circle:

Hold down SHIFT while drawing either a rectangle or an ellipse. The object
will maintain a perfect shape no matter what size you draw it.

Drawing

129

ll_To create an unfilled

object:

Pressing CTRL as you
Press CTRL while you hold the Select button and drag to create a shape.
draw creates an unfilled
When you release the Select button, the unfilled object appears:
object when the defaultis
set to filled, and it creates
a filled object when the
defaultis set to unfilled.
To change the default,
selectArea Attributes
from the Attributes menu,
click on Filled or Unfilled,
and click on Apply.

II

Unfilledobject

Filledobject

II_To draw a line:
1. Select the Line tool from the Drawing
tool bar. Thepointer
crossbairs
when you move it into the drawing
area.
Hold down SHIFT while

-"

to

2.

Move the crosshairs
to where you want to start your line. (You do not
have to move it exacdy to the right place now; you can change it later.)

3.

Press the Select button,
and while holding
long and in the direction
you want.

drawing a line to make it
exact/horizontal,
vertical, or 45 degrees.

changes

_4.

it down,

Release-the
SelecL b_it_,,A
straight line appears,
end and a mode handle in the center:

drag until the line is as
with a handle

at ea.rb

°

To change the size of a line:
1.

Select the line.

2.

Select the pointer
the line.

3.

Hold the Select button
smaller, or away from

tool from the Drawing

tool bar and click on one end of

and drag toward the center
the center to make it longer,

to make

the line

I_ To move a line:
1. Select
2.

Drawing

130

the line.

Select the pointer tool and dick on the middle
pointer changes to crossed arrows.

handle

of the line. The

3.

Hold

the Drag

button

and drag the line to a new

I_ To add an arrowhead
CTRL while

Press

you ended

drawing

location.

at the end of a line:
a line. An arrowhead

appears

at tbepoint

where

the line.

OR
1. Select Line Attributes from the Attributes

menu. The Line Attributes dialog

box appears.
2. Click on the Arrowhead style.
3. Click on the Arrowhead at End check box and click on Close. An
arrowhead appears at the poim wbere you ended the line.

Selecting

Objects
You can select
When

Toselect an unfilled
objec_ you must click
on a line or curve on
the objecL

objects

you select

by clicking

an object,

To select or deselect

on them

handles

appear

with any of the drawing
around

tools.

it.

an object:

Using one of the drawing tools, click on the object
Handles tippeaar around
the object.

you

want

to select.

OR
TO des_I_cL click'-ln-'any-"_art
of the drawing
Handles in the dra_ng
d_apl_a_.

_--il_ To select several
I." Click on the pointer

objects is useful when
you want to move or

2.

the pointeg,

to one side of the objects you want to select.
and drag across the area you want to select.

a box with a dotted

outline

appears.

Continue to drag and stretch this box over the objects you want to select;
then release the Select button. As you enclose objects, their bandles appear

_ To select several
. To deselect indvidual
objects in the group, hold
down CIRL and click on
them a_n.

is no object.

tool.

Move the pointer above and
Hold down the Select button
As you move

3.

there

objects:

Selectingseveral

change the tone of
several objects that are
next to each other.

area where

objects that are not next to each other:

1. Using any of the drawing tools, place the on-screen pointer on the first
object you want to select. Hold down CTRL and click the Select button.
Handles appear around
the object.
2.

Continue

to hold

you want

to select,

down

CTR1

while

clicking

one by one. Handles

on each

appear

around

of the other

objects

each object.

Drawing

131

• To select all objects:
To select all but a
couple of objects in
your drav#ng,choose
Select All from the Edit
menu, then press
CTRL, and clickon
only those objectsyou
want to deselect.

PressCTRL + I. Hand/esappeararound a!/the objects.

Resizing Objects
You can enlarge and reduce objects by dragging the resize handles.
Dragging toward the
•
center of the object
reduces R while
draggingaway from the
center enlarges it. As
you drag, an outline
shows the changing size
of the object.

To change

the size of an object:

1.

Select the object
object.

2.

Hold the Select button and drag one of the resize
move handle in the center of the object).

To resize an object to
scale (instead of
stretchingit), see page
141.

you want

to resize.

Resize

•

To resize the object around its center
the comma [,] key while dragging.

•

To proportionally
one of the comer

resize an object,
handles.

•

To proportionally

size around

Ckey

3. When

and SHl_hi!e

the obje_

handles

handles

point,

hold

hold down

the center

you drag-a

is the size you want,

appear

comer

release

point,

around

the

(but not the

down

the C key or

SHIFT while

hold down

you

both the

handle ....
the Select

button.

Deleting Objects
• To delete objects:
For information on
duplicatingan object, see
page 144.

1.

Select the object(s)
object(s).

2.

Press DELETE.

you want

to delete.

Handles

OR

Press BACKSPACE. The object disappears.

Drawing

132

appear

around

drag

the

Changing the On-screen
You may

View

find it easier

to draw

by adjusting

the on-screen

view.

For example,

you can enlarge the view of an object (zoom in) to focus on free details.
can also hide scroll bars or redraw the screen to clean it up.

You

!_ To zoom in on an object:
1. Select the Zoom tool from the tool bar. The pointer changes
magnifying
glass when you move it onto the drawing area.
2.

Place the Zoom pointer on the area you want
You can click several times to move closer.

to examine,

to a
and then

click.

l_ To zoom out:
Hold down SHIFT and click with the Zoom tool to zoom ouL

_ To zoom by percentage:
I

]

_

_t

(_}. [T_']I_']
_

]

1.

Select

[

2.

Set the Scale

I_]]

View % from the View menu.
% you

to 99. TO enlarge

I_ To return

In the View menu,

A dialog

box appears.

a drawing,

use a percentage

use a percentage

from

12

from 101 to 400.

size:

click on Normal

Ip To show the-.ntire
---"

To reduce

a drawing,

to normal

In the View menu,

want.

drawing

Size. The drawing

is shown

at 100% scale.

in the window:

click on Scale to Fit. The drawing

fits into the window.

I!_To show or hide scroll bars:
In the View menu, click on Show Horizontal Scroll Bar or Show Vertical Scroll
Bar to bring up the scroll bars in the window.
To turn off the scroll bars, click
on the check box.
Redraw is especially
created and deleted a _1_ To clean up your drawing:
number of objects.
Select Redraw from the View menu. All objects are redraum
Sometimes pieces of
fragments
and erase leftover bits of deleted objects.
deleted objects
remain in the dra_dng
area when you have
performed several
operations.
useful if you have

to replace

Drawing

missing

133

Advanced Work with Objects
In Drawing, you can change the appearance
can:

of objects in many ways. You

• draw lines, arcs, and complex objects with the Create submenu;

and

• set attributes to change the appearance of each object.
•

I

Drawmg Objects, Arcs, and Straight Lines
To create simple shapes like triangles or more complex shapes like polygons
with up to 100 sides, use Create from the Edit menu. The following
illustration shows some examples of objects, polygons, and stars:

og,
!_ To draw simple
submenu: .
1. Select

Drawing

134

Create

from

objects, arcs, and lines with the Create
the Edit menu.

2.

Click on the name of the object
appears on the screen.

you would

like to create.

The object

3.

With the object still selected,
you can select attributes
such as tone (see
page 136) or scale it with the Transform. menu. Scaling allows you to
resize the object proportionally,
without stretclaing it in one direction.

• To create a polygon:
1. Select Create from the Edit menu.
2. Select Polygons from the Create submenu.

-

IPOItJIgOn_l_st:flg_.
IlOept

The radii for a polygon
represent the
horizontaland vertical
radii of an ellipse in
which the polygon can
be inscribed.

.

.

Fill in the dialog

IIIP_II_I

A dialog box appears:

IlOOpt

I[l_'_

I

box:

•

Number

of Polygon

Sides.

The defauk

is 5 sides.

•

Polygon Radius. Select the polygon's horizontal radius and vertical
radius. The default is 100 (about 1.4 inches); the minimum size is 1
point (1/72 of an inch), and the maximum size is 576 points (8
inches).

Click on Create Polygon. Drawing places the polygon

in the drawing area.

5. Click on Close.

• To create a star:
1.

Select

Create

2.

Select Stars

from

the Edit mentt

from the Create

I

box appears:

_uterl_dius=

ItOOpt

ill_l_

IlOOpt

][f_'_l

Znmrhd_s,

I_pt

ilq_l_

i_Pt

I11_1

Fill in the dialog
•

A dialog

struts

lcr.t, s,arI
The outer radius is
3.
measured frompoint to
poinL The inner radius is the
center section of the star.
Remember that radius is the
distance from the center to
the edge.

submenu.

m

box.

Number
of Star Points.
star to have. The default

Select the number
of points you want your
is 5 points; the maximum
number is 100.

Outer Radius.
The outer radii of the star represent the radii of an
ellipse that touches
each of the star's points. The star's horizontal
radius (left box) and vertical radius (right box) are measured
in point
increments.
The default is 500 (about 1.4 inches); the minimum
size is
5 point (5/72 of an inch); and the maximum
size is 288 points (4
inches).

Drawing

135

•

Inner
ellipse

Radius. The inner radii of the star represent
the radii of an
that touches each of the star's inverted angles. The left box

specifies
the horizontal
measure,
and the right box specifies the
vertical measure,
in point increments.
The default is 40 points (about
0.56 inches); the minimum
size is 1 point (about
and the maximum
size is 288 points (4 inches).
.

Click on Create

Star. Drawingplaces

1/72 of an inch);

the star in the drawing

area.

5. Click on Close.

Setting Attributes
This section describes how to set the attributes for a graphic object, such as a
line, rectangle, rounded rectangle, ellipse, arc, or star.
Area attributes are qualities such as the fill tone, shading, flu
pattern, and drawing mode.
Line attributes
are qualities
style, and arrowheads.

such

as the tone,

line pattern,

thickness,

Text attributes control items such as the font, size, tone, line
spacing, paragraph spacing, indents, tabs, and borders.
Background
tone
custom tones.

used

with area attributes

can be used

to create

Tone and patterns can add emphasis
and appeal to a graphic object. You can
-define
tonesand
pattem_'fOr_an
object's area attributes
(the fill area in¢ide
an object) and its/_e
attributes
(the border of an object, or a line object).
.

Using the Attributes

tool bar The Attributes

tool bar is along

the left-hand

side of your window.

Area Fill tool

Ill'-"

Area Shading
Area Pattern

,--,

tool
tool

m

Line Tone tool
I

N,.--t

I

=__N=!

Line Shading tool
Line Width tool

i

Text Tone tool
i

IIT=I
Drawing

136

Text Shading tool

Use these tools to change the attributes of selected objects. If no object is
selected, use the tools to set the attributes of future objects you draw.

Setting area attributes
Area attributes
apply
rectangles,
and arcs.
•

Fill tone

•

Tone

•

Pattern

to the area inside ellipses, rectangles,
rounded
You can set any of the following
area aRributes:

shading

You can set all of these
menu

or using

the tools

attributes

using

on the Attribute

!_ To set area attributes
1. Select

one or more

2.

Select

Area Attributes

3.

Fill in the dialog box:
• Filled or Unfilled.

graphic

objects

menu.

A dialog

box appears.

Filled to fill the enclosed
options

area of the

in this dialog

box.

By default,

% Shaded.
Select the percent shading
for the fill tone. The lower the
number,
the more transparent the tone. By default, this setting is 100.
o -If-Unfilled
isls_eted,
tiffs attrilaute is set to zero (0).
"
• Tone

and

allow very little of the _. - background
to show
through.

to change.

•

can be very light (10-20%)
and allow the background
color to show through, or
very dense, (80-90%)

the Attribute_

object:

you want

from the Attributes

Select

from

tool bar.

for a graphic

graphic object and to set other
area is unfilled.
Shading is like a screen. It

Area Attributes

Tools.

• Pattern.
4.

Click on Apply.

5.

Click on Close.

Select

Select

the area fill tone

the fill pattern.

Continue

to make

from the tone

By default,
changes

palette.

this setting

is solid.

as desired.

Changing the tone of objects
and their background
I_ To change
1. Select
2.

the tone of an object with the Area Fill tool'.

one or more

graphic

objects

to Fill.

Click on the Area Fill tool. A bon'zontalpop-up

menu

appears.

3. Select the tone you want. Drawing applies the tone.

Drawing

137

• To shade an object:
1.

Select

one or more

graphic

objects

to shade.

2. Click on the Area Shading tool. A horizontalpop-up

menu appears. The

option fim'tbest to the lej_ is 100% shading
while the option farthest
night is 0%, the same as an unfilled object.
3.

Select

the shading

you want.

,Drawing

applies

to the

the area shading.

• To fill an object with a pattern:
1.

Select

one or more

2.

Click on the Area

Pattern

3.

Select

you want.

the pattern

graphic

• To change an object's
menu:

objects

to fill with a pattern,

tool. A hon'zomalpop-up
Drawing

applies

tone or pattern

1. Select the object(s). Handles appear around

menu

appears.

the area pattern.

using the Attributes
the object(s).

2. Select Area Attributes from the Attributes menu. A diedog box appears.
3. Select the tone or pattern, from the palette in the dialog box.
4. Click on Apply.
5. Click on Close.
Use background tone
when youwant to use

•

-

2.

Select

Background

tone:

Handles
Tone

from

appear

around

the Attributes

tbegrapbic.
menu.

A dialog

box appears.

_'_-

- 3.

r---

Drawing

use a background

1. Click on the objea.

tone under your pattern
or shaded tone. It will
show through.

TO

138

Select-the

toneorthe

background.

4.

Click on Draw

5.

Background.

Click on Apply. The background
cbamges
the area attn'bute shade or pattern.

tone and

will show underneath

Changing

arc attributes

To create an arc, use the

An arc is a portion

am tool from the Dra_ng
too/bat,

around,
a 90 degree
is half of an ellipse.

All angles are measured

You can set the precise size (in degrees) of the starting angle and ending
angle of any arc. You can also.specify whether you would like your arc's end
points connected by radii or by a chord. The following illustration shows
angle conventions used in Drawing and what radii and chord connected arcs
look like.

from b_isGpodilion:
[_

of a circle

(ellipse).

arc is exactly

Since a full ellipse

one quarter

of an ellipse;

Connectedby radii
I

[-_-i

a 180 degree

arc

Connectedby chord

I

r_-I

is 360 degrees

b

r',rl

• To change arc attributes:
1. Select one or more arcs to change.
2.

Select Arcs from

the Atuibutes

3.

Fill in the dialog

box,

• Endimtg_mgle.

Select

(0) to 360 degrees,

_.

• End

Modifying

changing

The dialog

the options

ch!rd

Points

connected
4.

Click on Apply.

5.

Click on Close.

the ending

box on the left appaccrs.

you

* Starting
Angle.
Select the starfin" g angle.
-(0) to 360-degi:e_induSive.

-

m

menu.

angle.

want:
You can specify

from zero
'+

You can specify

from zero

inclusive.

Cotanccted.
by a chord

Select

whether

you

want

the end

points

or two radii.

a line
You can use the tools

on the Attributes

tool bar to set or change

tone, shading,
and thickness of a line or border
can use the Line Attributes
dialog box.

of a graphic

the line

object,

or you

• To add Tone to a line:
1. Select

one

or more

lines or graphic

2.

Click on the Line Tone

3.

Select the tone

objects.

tool. A horizontalpop-up

you wanL Drawing

applies

menu

appears.

the line tone.

Drawing

139

To shade a line:

[I\=J

1. Select one or more lines or graphic objects.
2.

Click on the Line Shading tool. A borizonta/pop-up
menu appe¢_.
option farthest
to the left is 100% sbading_ while the option farthest
right is 0%.

3.

Select

the shading

To change

line

you

want. Drawing

applies

The
to the

the line shading.

width:

1. Select one or more lines or graphic objects,
2. Click on the Line Width tool. A bon'zontalpop-up
3. Select the width you want. Drawing

menu appears.

applies the line width.

)_To modify a line using the Line Attributes
To quicldy set line
affributes, use the
tools from the
Attributes tool bar. But
the Line Attributes

1.

Select

one or more

2.

Select

Line Attributes

3.

Fill in the dialog
•

dialog box offers a

Filled

dialog box:

lines to change.
from the Attributes

menu.

A dialog

box appears.

box:

or Unfilled.

Select Filled to fill the line or border

of the

graphic
object (which makes it visible). Select Unfilled if you want
the line or border to be invisible.
By default, the line is Filled.

few more options,
such as selecting a
custom thickness.

•

% Shaded.
the number,

Select the percent
shading for the line tone. The lower
the mote transparent the tone. By default, this setting is

100. A zero

(0) setting

Tone
Width.

Tools.

Select

S_lect

is the same

as an unfilled

the line tonefrom

the thickness

line or border.

the tone palette.

of the border

line using

a set of standard

widths. By default, this setting is one point. You can also fine tune
the width by selecting
a custom thickness;
a setting of zero (0) is the
same as a haidine
width, which makes it the thinnest line that can
appear

.

on your

140

or that your printer

can print.

•

Style. Select
solid line.

•

Arrowhead.
You can add arrowheads
to your lines. By default,
arrowhead
style is selected.
You can alsoselect
an arrowhead
location (at the start or the end of the line).

Click on Apply.

5. Click on Close.

Drawing

display

the style of the border

line. By default,

this setting

is a

no

Transforming

Objects
You can transform
scaling, rotating,
transformation.

an object
and skewing

to give

it special

(slanting).

visual effects

You can also undo

such

as flipping,

any

Flipping Objects
Use the Transform

You can also use
keyboard shortcuts
to flip objects when
the Transformmenu
is pulled down.
Press L (as in
Left-to-right) to flip
the selected object
left-to-right.Press T
(as in Top-to-bottom)
to flip /t
top-to-bottom.

menu

to flip objects

left-to-right

or top-to-bottom.

This is

useful for creating interesting
effects with text objects and for building
complex
designs out of component
objects. The following
illustration
an object that has been flipped:

shows

Rippedleftto fight

Rippedtoptobottom

....

• To flip an object:._

_

_.

1.

Select

the object(s)

Scaling an object

2.

From

the Transform

changes its size
pmpoaionally. Using
the Scale submenu,

3.

Select Flip Left to Right or Flip Top
direction you select.

you can make
objects larger by
entering a value
greater than 100°/o,
or make them
smaller by entering a
lower value than

to flip. Handles
menu,

appear

select

around

Flip. A submenu
to Bottom.

the object(s).
appears..

The objects flip

in the

• To scale objects:
1. Select

the object.

2.

Select

Scale from the Transform

3.

To scale
submenu.
increase

100%.

menu.

objects precisel_
horizontally
and vertically, use the Scale
Click on the up and down arrows until the percentage
of
or decrease
shows in the value box, or enter in a value up to

1000 percent.
m

You can scale ver_cal
4. Click on Scale. Drawing
and horizontaldimensions
settings specified.
independentlyor together. 5.
You can use scaling to
elongate or shortena text

redraws

selected

objects

using

the custom

scale

Drawing

141

Click on Close.

o-bjecL

Rotating Objects
To rotate an object, use the Rotate tool or select Rotate from the Transform
menu, where you can select the exact degree of rotation.
The selected object rotates
multiple objects, and they
you want multiple objects
fhst group them (see page

around its center point You can also select
will rotate around their respective center points. If
to rotate around a common center point, you must
148).

)_ To
rotatetheanobject
object
with tothe
Rotate
1. Select
you want
rotate.
Handlestool:
appear
2.

To rotate the selected
object in 45 ° increments,
hold the SHIFT key
down while dragging the
object.

Select

the Rotate

cunmd

arrow

4.

Grab

the handle

handles

7o rotateit clockwise
150,press ]. To rotate it
clockvdse 1°,press
SHIFT+ ].

5.

Release
handles

1. Select

3.

shows

the position

the Select button.
around
it.

to a

surrounding
the Select

the selected
button.

The

of the object as you rotate it.
The o_ect

appears

in its new position

with

an object/'-i__th the menu:

.....
the objeh(s)

Enter the amount
selected

142

down

changes

area.

disappear.

4. Click on Rotate.

Drawing

and holding

the object.

While holding down the Select button, drag clockwise
or
counter-clockwise
until the object is in the position
you want. A dotted
outline

6.

by clicking

you

want

to rotate.

_ 2. Select Rotate from the Transform
-

tool bar. Thepointer

it over the drawing

Place the tip of the arrow on one of the handles
object. The pointer changes to crossed arrows.

_--]):Torotate

-

on the Drawing

you move

3.

You can also use

keyboard shortcutsto
rotate objects. To rotate
the selected object
counter-clockwise15°,
press[. Torotate it
counter-clockwise1°
press SHIFT+ [.

tool

when

around

multiple

of rotation

menu.

you want

from -359 ° to +359 °.

The selected object rotates around its cent_point.
objects, Drawing
mates
each around
its center

If you
point.

Skewing Objects
You can skew

an object

to make

or vertically at a precise

it slant horizontally

angle.

]

Skew

14-

nn

1.

Select

one or more

2.

Select

Skew

objects

from the Transform

3. Select the skew

angle

skew angle you

chose.

j -Tm

•

Horizontal.

you want.

A positive

negative
value skews
-89 to 89 degrees.
•

that you

want

menu.

to skew.

The dialog

Drawing

value

box at the left appears.

skews selected

skews

the object

objects

the

to the left, and a

it to the right. You can set skew

Vertical
A positive value
value skews it downwards.

using

skews the object upwards,
You can set skew angles

angles

from

and a negative
from -89 to 89

degrees.
.

Click on Skew. Drawing
redraws the selected objects as specified.
continue
to click on Skew to apply the skewing repeatedly until
achieve the result you want.

You can
you

5. Click on Close.

Untransforming

Objects
You can remove any skewing, scaling, or rotations you have made to an
object, reverting to the original drawing. You might want to do this, for
example_if you we_, cxp¢rimenting With different transformations and
wanted to reverse everything you have done.
Untransforming
removes
undo one transformation,
object

1. Select

Duplicating

you have applied to an object. To
the Edit menu or transform the

in reverse.

I!_To untransform
2.

all transformations
select Undo from

one

an object:

or more

objects

that you

want

Select Untransform
from the Transform
objects removing
all transformations.

to untransform.

menu.

Drawing

redraws

selected

Objects
It is often

useful

perform
custom
duplicate.

to duplicate

an object

duplications

that will rotate,

instead

of recreating
move,

scale,

it. You can also
or skew the

Drawing

143

I_ To duplicate
Shortcut:

Press D to

duplicate the selected
object(s); press P to
duplicate the selected

1. Select
2.

object(s) in place.

an object:

the object

Select Duplicate
bandies around
tbe object.

)_To custom

you want

duplicate

1.

Select

one

2.

Select

Duplicate

to duplicate.

Handles

appear

around

the object.

from the Edit menu. The copo_d object appears with
it. You can use the move bandle on the duplicate
to move

or more

an object:

objects

that you want

from the Edit menu.

I

to custom

A d_/og

duplicate.

box appeam:

_te
_PIm_

,.mr.,,_,_,t_:IT-'-II_
_Rtd'_

r_

lop,

i_-3

rr --7 El]

-3. Fill in-the

dialog

box-?

•

# of Duplicates.

Select

the number

*

Rotate. Select
duplicate.

the number

of duplicates.

of degrees

• Scale. Select the scale percentage
duplicate.

to incrementally

to incrementally

rotate

each

resize each

•

Move. Select the vertical and horizontal distance to incrementally
move each duplicate.

•

Skew. Select the number of left/right and upward/downward
to skew each duplicate.

degrees

Click on Duplicate. Drawing duplicates the selected objects using the
options you specified.
5. Click on Close.
.

Drawing

144

Converting

to a Graphic

You can also group
graphic objects and
transformthem.

Converting
to a Graphic
is helpful when you want to manipulate
text or a
graphic
to create special visual effects. For example,
you could convert a text
object with numbers
to a graphic; then resize and skew the text, as shown in
the following
illustration:

You can also use this feature to save any transformations
(skewing,
rotating,
scaling, and so on) for a single object. That way, you can protect against
losing these transformations
should you later untransform
the object. For
more information,
see Untransforming
Objects on page 143.

DItTo convert

object sto a graphic

-

.......
or more

1. -Sele-d-0ne
27 Select
3.

Converting from a
graphic breaks a single
graphic object down to
its component parts so
that you can edit them
indvidual_.

Convert

Select Convert
object.

!_ To convert

from

object:

.--w-- to convert.
oblects
the Transform

to Graphic.

Drawing

menu.

A submenu

converts

selected

appears.
o_ects

to a single

from a graphic:

1.

Select

one or more

2.

Select

Convert

3.

Select Convert From
component
objects.

from

graphic

objects

the Transform
Graphic.

to convert
menu.

Drawing

from a graphic.

A submenu
converts

appears.

the selected

graphic

Drawing

to its

145

Arranging Objects
The Arrange menu provides
in your drawing.

Moving objects

several ways of controlling placement of objects

to the Front or Back
Whenever two or more objects ovedap, you can place one of the objects
behind the others or you can place it in front.

,

I_ To move an object to the front or back:
1.

Moving an objectone
layer is useful when
you cannot see objects

Select the object you want to move to the front or back.

2. Select either Bring to Front or Send to Back from the Arrange menu. The

objects are rearranged

accordingly.

in the layers of a stack _b. To pull an object forward or push it back one
of objects.Select an
object that is visible
1. Select the object you want to pull forward or push back.
and move it back one
2. Select either Pull Forward or Push Back from the Arrange
layer at a O'metosee
is moved accordingly.
the objectthat is
immediatelybehind it

layer:
menu.

The object

Moving Objects.
Objects that you place
outside the print
border (the dotted line
near the perimeter of
the drawing area) will
not appear when you
print.

When you create objects, you can move them around your drawing as you
--like., This section describes how to move objects in a drawing.
To help you gauge
area, use the rulers

the position
of your objects relative to the total drawing
along the top and left side of the drawing.

You can also move objects vertically and horizontally using exact distances.

I_ To move an object:

Drawing

146

1.

Select

the object

2.

Move the pointer over the diamond
shaped move handle
the object. When the pointer changes
to a pair of crossed
down the Select button to grab the object.

3.

Drag the object to the position you want. Asyou
drag, an outline of tbe
object follows your motion, indicating
where the object will be placed when
you release the Select button.

4.

Release

the Select

to move.

button.

Handles

The object

appear

appears

around

the object.
in the center of
arrows, hold

in its new position.

Moving one object
!_ To move several objects:
moves all the selected
1. Select the Pointer tool from the Drawing tool bar.
objects.As you drag, an
outlineof the objects
2. Place the on-screen arrow near the objects, hold the Select button, and
followsyour motion,
drag across the screen to make a box around the objects. Handles appear
indcating where the
around the obj_ts.
object will be placed
3. Move the on-screen pointer over the move handle for one of the objects,
whenyou release the
Drag button.
hold down the Drag button, and drag the on-screen pointer. A/! se/ected

objects mow.
4. Move the on-screen

pointer where you want the objects to be placed.

5. Release the Select button. The o_'ects appear

_ To custom

in the new location.

move objects:

1. Select one or more objects to move.
2. Select Move from the Arrange menu. A submenu

appears.

3. Select Custom Move from the submenu. A dia/og box appears:

]

Custtmn
0 Centimeters

_lO

.

.

pt

Fin -n-the

]

O Points
OP_Os

-

•

Horizontal.
Select the horizontal
distance you want to move. A
negative number
moves selected
objects to the left, while a positive
number
moves selected
objects to the right.

•

Vertical.
Select the vertical distance you want to move. A negative
number
moves selected
objects upward,
while a positive number
moves selected objects downward.

•

Units. Select the measurement
Centimeters,
Points, or Picas).

units you want

to use (Inches,

Click on Move.

6. Click on Close.

Drawing

147

Nudge means to
move a small

To nudge objects:

amount. To nudge

1.

Select

the object

object(s) using the
keyboard, press
and hold SHIFT

2.

Select

Move

3.

Select
moves

Nudge Left, Nudge Right, Nudge Up, or Nudge
one pixel in the direction
you select.

while pressing an

or objects.

from the Arrange

menu.

A submenu

appears.
Down.

The object

arrow key that
points the direction
you want to move.

Grouping

and Ungrouping

Objects

Grouping
objects allows you to work with them as if they were a single
object. For example,
after grouping
three rectangles, you could do any of the
following:

A group can contain
any object, induo_ng
another group.

•

Change

the fill tone for all three

•

Rotate

•

Move them as a group
one another.

•

Resize them

them

around

as'a

.After you have made
component
a separate

a common

rectangles
center.

without

changing

while

maintaining

group

all at once.

changes
object

to a group,
again.

objects

to group.

you

their

positions

their relative

can ungroup

relative

to

scale.

it to make

each

I_ To group objects:
1. Select the graphic
object.
2.

Select Group from
around
the group.

I_ To ungroup

Drawing

148

the Arrange

A set of bandies

menu.

appears

A single set of bandies

around
appears

objects:

1.

Select

the group

you

2.

Select Ungroup
from
individual
objects.

want

to ungroup.

the Arrange

menu.

Handles

appear

around

the

each

Pasting Inside
When

you paste

a single
object.

object

an object
that

inside

another

you can manipulate

object,

Drawing

as you would

combines

any other

them

into

Drawing

The boundaries of the outside object become the boundaries of the inside
object. Once you have pasted an object inside another, you can free tune the
position of the inside object by moving it one pixel at a time.
You can also break the object
Paste Inside command.

The following example

into its component

objects

using the Break Out

shows how to paste one object inside another.

To paste inside:
ff _e two objects do not
ovedap, you cannot
paste inside,

1.

Place the inside object over the outside object. Position the inside object
where you want it in the outside object, as shown in the following
example:

Be sure to position the..
interior object as close as

2.

Select

3.

Press

4.

Select the outside

5.

Select

Paste

Inside

from

6.

Select Paste

Inside.

Drawing

possible to where you
want iL You can fine tune
it later, nudging it one
pixel at a time.

the inside

object.

CUT. Drawing

places

the object on the clipboard.

object.
the Edit menu.
pastes

A submenu

the inside

object

appears.
in the outside

Drawing

object:

149

• To nudge inside:
1. Select the object that contains the object or objects you want to nudge
inside,
2.

Select

Paste Inside

from the Edit menu.

3.

Select

Nudge

4.

Select Nudge Left, Right, Up, or Down.
one pixel in the direction you select.

Inside.

A submenu

A submenu

appears.

appears.
Drawing

nudges

the inside object

• To break out paste reside:
1.

Select

the object

2.

Select

Paste

3.

Select Break
objects.

you want

Inside

to break

out.

from the Edit menu.

Out Paste

Inside.

Drawing

A submenu

appears.

splits the objects

into separate

Using Rulers
The ru/ers help you measure
vertical or horizontal
distances.
Rulers help you
position,
align, and resize objects. You can show rulers along the left and top
borders
of the drawing area.

By default, Drawing shows rulers. You can hide the vertical ruler, the
horizontal ruler, or both to increase drawing space.

• To show or hide rulers__or change ruler units:
. _,_

-1, Select

.-N
Ol_ch_
o_r.enUmeter*
O_eo_ts
Or,k:_

2,

tJertictiIitders

De.select

you want

to show

150

the ruler by clicking

OR
Select

Drawing

the ruler

menu"/be
(vertical

OR

• Shorn iJ_rlzontM iuler_

II _

Select

Rfilers fro m-the-O]Stions

the ruler units

you want.

on its button.

submenu

at the lej_ appears."

or horizontal).

Using Grids
Drawing can position objects using the grids, snapping objects into place for
you automatically. The grid is a pattern of evenly-spaced vertical and
horizontal lines that help you align and size objects in a drawing. You can
also change the spacing of the grid.
You can also automatically
snap (or position)
objects along grid lines when
you create them. Snapping
objects to the grid is often faster and more
accurate
than positioning
them manually
with the on-screen
pointer.

•

.

,

I

It

.

i

.

12

.

,

.

B

.

t

.

14

.

,

.

B

.

J

.

m

.

i

.

u

.

,

l l!li1iIIiill/iN
Drawing can
align objects to
the grid even if

_l_ To show or hide the grid:

the grid is
hidden.

1.

Select Grids from the Options menu.
is selected in this dialog box, Drawing

2.

Select

Show

Grid to show

A dialog box appears. If Snap
aligns o_'ects to the grid.

to Gn'd

the grid.

OR
Deselect

Show

3.

Click on Apply.

4.

Click on Close.

Grid to hide

the grid.

I_ To set the grid spacing:
1. Select
When you change the
units of measure for the
grid,you v_llfindit
helpfulto change the
units on the ruler also.
See page 150.

Grids

from the Optiom

menu. A dialog box appears.

2.

Select the units of measure
(Inches, Centimeters,
Points, or Picas) ff you
want. By default, the units of measure are the same as the ruler se_'ng.

3.

Select

4.

Click on Apply.

5.

Click on Close.

the distance

between

grid lines.

Drawing

151

Press X or period (.)
to turngrid snapping
on or off onlyfor the
next create, move, or
resize operation.

l_ To snap objects

to the grid:

1.

Select

Grids

from the Options

menu.

A dialog

box appears.

2.

Select

Snap

to Grids.

3.

Click on Apply. While Snap to Gn'ds is selected, Drawing
to grids when you draw, move, or resize an o_'ect.

4.

Click on Close.

will snap corners

I

Using Text in Drawings
In Drawing,
create
as little or as much

text objects
text as you

for entering
like.

text.

Each

text object

can contain

You can move, delete, and resize text objects just as you would any other
object (a line, rectangle,
or ellipse). You can also change the attributes
of text
at any time, evets after you have rotated or flipped a text object. You can
change the following
text attributes:
•

Font

•

Size

•

Style

*

Tone

*

Alignment

_ To create a text object:
1.

Select the Text tool from the tool bar. Thepointer
1-beams when you move it over the drawing
area.

2.

Place the I-beams where you want your text to begin; hold the Select
button and drag diagonally
to outline the area for the text to appear in. A
dotted line shows the borders of the text object.

3.

Release the Select button. The border of the text object appears with a
blin_'ng vertical line, the insertion point, showing
where you can begin
typing. The default font is 12 point Roman.

Text tool _--_
To quicklycreate a
standard-size text
object, select the Text
tool; then click where
you want to begin
entering text. Drawing
automatically creates a
text object 6 inches
across and I line high.
As you type, the text
object automatically
grows verticallyto
accommodate new
lines of text. You can
• resize the object later.

Drawing

152

4.

Begin

typing.

As you type, text wraps

within

changes

the text object,

to crossed

and

the object

automatically
grows vertically to accommodate
new lines of text. Do not
press ENTER unless you want to begin a new paragraph.
If you later resize
your text object, word wrap will automatically
adjust the line endings for
you, unless you press ENTER at the end of eacb line.

• To enter and edit text in a text object:
Use the basic text editing

techniques

available

in all programs,

including

BACKSPACE and DELETE keys, and Undo, Cut, Copy, and Paste from the
Edit menu.

• To create

text in different sizes:

1.

Select

the Text tool.

2.

Place the crossed

I-beam

pointer

where

you want

to begin

typing.

3. Hold down

CTRL; then hold the Select button and drag the on-screen
pointer diagonally
to create your text object. The size of your type will be
the size of the object you create.

,

If you cannot see the
textyou entered, dick
on the Optionsmenu;
then be sure that
Draw Outlines Only is
not selected (it is
selected when the
button is darkened).

If you create a text
object without entering

button.

The blinking

insertion

point

shows the size of

5. Begin typing

If your characters
are too large for the words to fit in the
object you defined, Drawing
extends the o_'ect depth, but not its width.
resize a text object, see the procedure
below.

Use the Pointer tool to move, resize, or delete a text object just as you would
any rectangular object.

• To delete empty text objects:
1.

Select

2.

Click"-6ri the tex-Ubbj_'_Han_dles

object becomes invisible
when not selected and

the Pointer

tool.
appear

around

the object.

OR

of..

To undo a deletion that

To

• To move, resize, or delete a text object:

any text, an eropt_t_ext
7object will remain. This _

can obscure portions
other objects.

Release the Select
capital letters.

Hold the Select button and drag the on-screen
pointer to create a large
rectangle. Handles
appear around all the objects inside the rectangle.
.

Press DELETE or BAC KSPACE. All selected

objects

disappear.

you just did, select Undo
Delete from the Edit
menu. Undo from the
Edit menu only affects
the last action.

Drawing

153

Changin_

Text Style, Size
Text sty/e
•
,•

You can combinestyles to
create
Undedined. Bold
Underlined./taiic
Underlined.Bold Italic, and
Bold Italic Underlined. and
you can apply Strike Thru,
Superscriptor Subscript to
any of thosestyles. The
default styleis Plain Text.

refers to the way the type in each font appears:

Plain Text
Bold

• Italic
• Underlined

Subscript (e.g. H20_

Superscript (e.g. a 2 + b z = ca)
Box (appears

with a box around the text)

Button (resembles

a push-button)

Type size refers to the height of the type measured in points. There are 72
•points to an inch, so 72 point text is one inch high. The default type size is 12
points.
Use the Size submenu from the Text menu to change the size of selected text,
or text in selected objects. The point sizes available are: 9, 10, 12, 14, 18, 24,
36, 54, and 72. You can also select Custom Size from this same submenu.

• To change the font, style, or size of text in a drawing:
If you change textso
that it is verylarge or
very small, Drawing
a_usts the height of
the text object,but not
the v_dth.

1. To change text within a text object, use the Text tool to select the text you
want to change.
OR
To change all the text in a text object, use the pointer to select the text
object you want to change.
2. From the Text menu, select the font, style, or size you want to apply to
the |elected

text or text object. The selected text is changed

• To use the Text Shading

accordingly.

tool:

1. To change text within a text object, use the Text tool to select the text.
OR
To change all the text in a text object, use the Pointer tool to select one or
more text objects.

Drawing

154

Aligning

2.
•

Click on the Text Shading tool. A hcrdzontalpop-up
menu appears. The
option farthest
to the lej_ is 100% soading,
while the option farthest to the
right is 0%.

3.

Select the shading
text or text objects.

you want.

Drawing

applies

the shading

to the selected

Text
\
Text alignment refers to how the text lines up With the left and right edges of
a text object. You can align text at the left, center, or right of a text object.
You can also justify text (aligned left and right). When you create a text
object, the default setting is left, but you can change it.

• To change

text alignment:

1.

Use the Pointer

2.

Select

Paragraph

the selected

tool to select
from

the text object

the Text menu;

object changes

then

to change.
select

an alignment.

The text in

alignm_t.

Adding Tone to Text
You can add tone to some or all of the text in a text object by selecting Text
Tone from the Text menu or by using the Text Tone tool from the Attributes
tool bar.

• To change

text tone:

1. To change text within a text object, use the Text tool to select the text.
To change text tone
using the Attributes
tool bat;, select the
text; then click on the
Text Tone tool. Select
a tone from the list
that appears. You
cannot select percent
shaded using this
tool.

OR
To change
text object

all the text in a text object,
to change.

2.

Select

Text Tone

3.

Select the tone you want
Shaded if you want.

4.

Click on Apply. The dialog
again, or change additional

5.

WhFn

you have

from

finished

the Text menu.

use the Pointer

A dialog

to use by clicking
box remains
text.
changing

the

box appears.

on it; then

open so you

text tone,

tool to select

select

a Percent

can change

the tone

click on Close.

Drawing

155

Working with Bitmap Objects

,, ,

In Drawing,
you can use three types of objects
objects, graphic objects, and bitmap objects.

Because bitmap drawings
use a lot of memory:
*Limit the size ofyour
bitmap drawing to an area
smaller than the size of
the window, scaled at
100% normal size.
.Save your document
frequen@
.Limit the number of
bitrnap drawings per
document

you create

to compose

using

a drawing:

text

•

A text objea
is an object
Attributes
tool bar.

•

A graphic
object
is any line, rectangle,
ellipse, arc, star, or other
object you cream using any of the other tools (besides text) on the
Attributes
tool bar or the Cream option on the Edit menu.

•

A bCtmap object is any object
the Bitmap tool bar.

you create

the Text tool on the

using

any of the tools on

A bitmap
is an object made up of pixels, which are individual
dots that make
up an object, like the dots on a television
screen. Bitmaps allow you to create
freehand
objects. Because bitmaps have special properties,
Drawing
provides
a set of tools for manipulating
pixels.
The Bitmap tools

appear

II "-="
=lr-1
I '--" I"_

on the right side of the horizontal

I"'_" I

tool bar:

I ==ili"=""
'- lI l".Itl I "'_1

41 "''1

_ Like their- counterparts.-0n:the
Drawing t0ol bar, the bitmap Line, Rectangle,
and Ellipse tools draw geometric shapes. However, the Bitmap tools paint
pixels in a bitmap, while the Drawing tools create distinct graphic objects.
'
You can change the pixels of a bitmap object using the Bitmap tools.

Drawing

156

Creating a Bitmap Frame
A bitmapframe
defines the outer bounds of a bitmap. Create a bitmap
frame using the Frame tool or by drawing a bitmap shape using other bitmap
tools. Use the Bitmap tools to change pixels in the object and manipulate the
bitmap by moving, resizing, or transforming it as desired.
If you know the size of the bitmap you want to create, or if you just want to
block out an area of the drawing for the bitmap, use the Frame tool to create
a rectangular
bitmap frame.
Any bitmap operations
you perform in the frame are bounded
by the frame
and become
part of it. The frame acts much like a draw object that you can
stretch, move, and rotate. You cannot, however,
move or resize individual
bitmap items you place in the bitmap
into a frame, it permanendy
becomes
Undo from the Edit menu.

l_ To draw a bitmap
_--_

frame. Once you place a bitmap item
part of that frame, unless you select

frame:

1. crosshairs
Select the Frame
when you
tool move
from itthe
overBitmap
the drawine,
tools. Thepointer
area.
2.

the size you
3.

changes

to

Move the on-screen
pointer to where you want to anchor the first point of
the frame; then hold the Select button and drag the frame until it becomes
Release
handles:

want.

the Select

button.
-" _
m

A frame
.-

with a wbite fill appears
_m

m
RI

with selection

a
m

III

IR

Drawing
a bitmap frame creates the bitmap. You can now change pixels
inside the bitmap frame. You can also draw other Drawing
objects on top of
the bitmap; however,
they remain separate
objects, distinct from the bitmap.

Drawing

157

You can also create a bitmap frame by using the Bitmap tools to draw a
bitmap shape (straight line, freehand
symbol, rectangle, or ellipse) in a blank
part of the drawing
area. When you do this, Drawing
creates a rectangular
bitmap frame around the object along its outermost
points; the boundaries
of
the frame become
the boundaries
of the bitmap.
-.o_.-..-o

10
I

|

!
I

|
1

!
|

I
$

|

$

Drawing Bitmap Shapes
Unlike other Drawing

Use the Bitmap

tools to draw

objects, a bitmap is
always opaque and never
transparent (unfilled). As

•

Straight

a result, if you place a

•

Rectangles

bib'nap on top of other
objects, you cannot see
the objects underneath.

•

Ellipses

•

Freehand

the following

bitmap

shapes:

lines

shapes

Once you draw a bitmap shape, it becomes
part of the bitmap frame. You
cannot change a bitma_ghape
asyou
Would a draw object. For example,
you
cannot move or r_size a bitmap ellipse directly; you can only draw another
ellipse in the new location or size you want. For this reason, it is helpful to
select Undo from the Edit menu to correct any mistakes you make.
Select the attributes
of a bitmap shape before you draw it, including the tone,
shading,
line weight, and so on. You can change these attributes
after you
have drawn the shape.

The default background tone for a bitmap is white. Change the background
tone by drawing a bitmap shape in a different tone using one of the Bitmap
tools. The Attribute tools do not apply to bitmaps.

Drawing

158

• To draw a straight

Hold down SHIFT while
drawing a line tomake it
exactly hoHzontal,
vertical,or 45 degrees.

1. Select

Line Attributes

2.

Select

the line tone,

3.

Select the Bitmap Line tool from the tool bar. Thepointer
crosshairs
when you move it over the drawing
area.

4.

Move the on-screen
pointer to where you want to anchor the first point of
the line; then hold the Select button and drag the line to where you want
it to end.

.

Pressing SHIFT
while drawing a

line:
from the Attributes
shading,

and

width

menu.

A dialog

box appears.

you want.
changes

to

Release the Select button. A straight line appears with the attn'butes you
selected.

• To draw a rectangle:
1.

Select

Area Attributes

2.

Select

the area fill tone,

from

the Attributes

menu.

3.

Select the Bitmap Rectangle
tool. Thepointer
you move it over the draudng area.

4.

Move the on-screen
the rectangle;
then
the size you want.

5.

Release
selected.

A dialog

box appears.

rectangle creates a

square.

the Select

shading,

and pattern

you want.
changes

to crosshairs

when

pointer
to where you want to anchor one comer
hold the Select button and drag until the rectangle
button.

A rectangle

appears

with the attn'butes

of
is

you

• To draw an ellipse (circle):
Pressing SHIFT__ilo__
-dravdng an ellipse
creates a circle.

1. Select

Area Attributes,

from the Attributes

area fill tone,

selectdae

3.

Select the Bitmap Ellipse tool from the Bitmap tools. The pointer
to crosshairs when you move it over the drawing area.

4.

Move the on-screen
pointer to where you want
hold the Select button and drag until the ellipse
want.

5.

Release
selected.

the Select

shading,

menu.

2.

button.

• To draw a freehand

and pattern.

An ellipse

appears

to start the ellipse; then
is the shape and size you

with the attn'butes

you

shape:

1.

Select the line tone, shading,
Attributes
from the Attributes

2.

Select

3.

crosshairs
you move
it over the drawing
Click once when
to change
one pixel.

the Brush

changes

tool from

and width
menu.
the Bitmap

you want
tools.

by selecting

Thepointer

Line

changes

to

area.

OR
Move

the on-screen

pointer

shape, hold the Select button
want; then release the Select

to where

you want

to start the freehand

and drag the pointer
button.

to draw

the shape

Drawing

159

you

Editing Bitmap Objects
Once you create a bitmap, you can use the Bitmap tools to change pixels in
the object, erase portions of it, and select all or part of the object to cut, copy,
and paste.
Whenever you use a bitmap tool in a bitmap object, the bitmap object
becomes the selected object. A frame appears around it to sbow you that it is
the selected object:

Q

m

M

IIIIIIIIIIIIIIIIIIIIIIII
-

m
II

I

You can use the Selection

tool

Im

to select

a rectangular

region

so that you can perform
copy, cut, and paste operations
the region. You can select all or part of the object.

I_ To select a region
_

1. Click on the Bitmap Selection
you move it over the drawing

you can cut or ¢opy_
2.
the selected region to
the clipboard and
paste it in a different
location in the bitraap. _ -- 3.

I)'To

Drawing

within a bitmap

160

tool.
area.

Release

the Select

button.

select all the pixels

in

to crossbairs

when

changes

to anchor
and drag

A rectangular

a bitmap

object:

Tbepointer

Move the pointer to v,there you want
selection;
therLhold
the Select button
the size you want.

within

usin.g the pixels

selection

one comer of the
until the selected
regton

region

appears.

in a bitmap:

1.

Select the Bitmap Selection
tool from the Bitmap tools. Click inside the
bitmap. A dotted outline appears indicating
that the bitmap is selected.

2.

Press CTRL

+/.

is

Using Tone or Fill Pattern in a Selected Area
It is a good idea to
save your drawings
after every fill
operaOon.

You can change the tone of a contiguous
group of pixels using the Bitmap
Fill tool. Unlike the Fill tool for graphic objects, which fills the entire interior
of a graphic object, the Bitmap Fill tool fills an enclosed
area with the current
area fill tone. The enclosed
area is bounded
by pixels of a different tone.

l_ To change

the pixels in an enclosed

area:

1. Select the Bitmap Fill tool from the Bitmap tools. Thepointer
paint can when you move it over the drawing
area.
2.

Select the fill tone
tone tool or select

and the pattern
Area Attributes

3.

Click anywhere
in the enclosed
area. Drawing
enclosed area with the current area fill tone.

changes

to a

you want. You can use the Area Fill
from the Attributes
menu.
changes

aUpixels

in the

Erasing in the Bitmap Frame
To erase a rectangular
region, use the Selec_on
tool and Cut or Delete
from the Edit menu.

When you use the Eraser tool, Drawing changes the tone of affected pixels to
white. It has the same effect of painting pixels white using a different Bitmap
tool (such as the Rectangle tool).

i_ To erase pixels in a bitmap
1.
.....

- 2.

frame:

Select the Eraser tool from the Bitmap tools. Thepointer
square when you move it over the drawing
area.

changes

to a

Move-the
pointer to-w_ere
yofi want to start erasing, and then click or
drag the pointer over the parts of the object you want to erase.

Using the Pixei View Tool
far
tool enlarges
To right).
change This
individual
pixels
you can change individually.

your
and use
displays
a gridView
of pixels
that the
in
the drawing
Pixel View,
the Pixel
tool (on

Once an object appears
in the Pixel View, you can use any of the bitmap
tools to make subtle changes
to it, such as smoothing
out a rough edge or
comer. For example,
to change the tone of individual
pixels, select a line
tone, select the Brush tool, and then click on the pixels you want to change.
Similarly, to change a rectangular region of pixels, select a fill tone, select the
Rectangle
tool, and then draw a rectangle
over the region of pixels you want
to change.

Drawing

161

• To display
--_

the Pixel View:

1. aSelect
the Pixelglass
Viewwhen
tool you
frommove
the it
Bitmap
tooldrawing
bar. Thepointer
magnifying
over the
area.
2.

Move the on-screen
pointer to where you want
click the Select button. The Pixel View appeam.

3.

Select

4.

In the Pixel View window,
individually
or in groups.

the bitmap

• To change

tool you want

to change

to use to change

use any of the Bitmap

pixels;

changes
then

pixels.
tools

to change

pixels

the Pixel View area:

With the magnifying
glass tool, click on a pixel in the Pixel View window.
This pixel becomes centered
in the Pixel View window.

OR
Click in the bitmap

Drawing

162

object

outside

the Pixel View window.

to"

Changing

the Bitmap Color and Resolution
You can change the color format
(monochrome or color)
(the number of dots, or pixels, per inch) of a bitmap.

and resolution

For example,
if you want to reduce the storage and memory
size of the
object, change a 16-color object.to
a monochrome
object.
Similarly, to add
color, change a monochrome
object to a 16-color object.

CAUTION:
Increasing the
resolution of the
bitmap or the

You can also change
storage and memory

72 dpi. Similarly, to edit the pixels
resolution
from 72 dpi to 300 dpi.

number of colors L. :'n change
in the bitmap

may i-- i u
overload memory.
1. Select

If this happens,
you may lose your
work and have to
restart the
system.

the resolution of a bitmap. For example,
size of the object, reduce the resolution
at a f'mer level of detail,

to reduce the
from 300 dpi to
increase

the

the format of a bitmap:

the bitmap

2.

Select

Bitmap

3.

Fill in the dialog

to format.

Format from the Attributes

Monochrome

•

Resolution.
Select the resolution
Custom from 1-2400 dpi).

Click on Apply.

5.

Click on Close.

A dialog

box appears.

box:

•

4.

menu.

or 16-color.

Select

the bitmap
you

want

format

you want.

(72 dpi, 300 dpi, or

Printing or Faxing Drawing Documents
Before

printing

a Drawing

document

for the In'st time,

review

Setting

Options
in Getting Started (Book 1). Also select page size options
the actual size, layout, and margins that you want to print.
Before faxing for the first time, set up your fax information
sheet; see the Fax and Data Modem chapter in Book 1.

Printer

to reflect

and create

a cover

J_ To select the page size:
Select Page Size from the File menu
you want them.

and set the page

size options

the way

You can print a document larger than the printing area. When you print a
large page, you are asked whether you want to scale the document or print it
actual size. Select Print Actual Size; then insert as many sheets of paper as
required. When finished, tape the pages together.

Drawing

163

• To print a document:
1. Save

your document;

2.

Select

Print.

3.

Select

your

The Print

then

press

d_/og

print options;

PRINT. A submenu

appears.

box appears.

then

click on Print.

• To fax:
1. Save your document;

Drawing

164

2.

Select

Fax.

3.

Select

your fax options;

then press PRINT. A submenu appears.

The Fax dialog

box appeam.

then

click on fax.

Importing and Exporting Graphics
When you import a
biffnap graphic,
Drawing places it in
the center of the
window. The object
will not respond like
a graphic bbject,but
rather like a bitmap
objecL Withbitrnap
objects, the pixels
enlarge and shank
as you resize, and
you must editthem
with the Bitmap
tools (see page
156).

You can import graphics into Drawing
that were created with other drawing
programs
or are stored in other file formats. You can also export drawings
you have created in Drawing.
Graphics
files are usually stored as biatmaps,
which consist of a series of dots
(pixels) that together make up a graphic object. With Drawing,
you can
import and export graphics in the following
bitmap formats:
Bitmap (BMP). This is the standard bitmap
Windows
and OS/2 programs
can create.

format

that many

CompuServe@
Graphics Interchange
Format (GIF). This is a
format designed to minimize transfer time over telephone lines.
PC Paintbrush (PCX). This is a popular
bitmap graphics between programs.

format for exchanging

Tag Image
File Format
(TIFF). This is a standard
format for storing
bitmap graphic objects. TIFF files can be used by programs
on many
different
kinds of computers.

l_ To import a graphics
1.

Open
t'fle.

the Drawing

file:

document

into which

you

want

to import

a graphics

Iryou are importinga
- 2. Insert the diskette containing
the drawing to import; then select Import
drawing and do not
Graphic
from the File menu. The Import Graphic dialog box appears.
know the format, select
No Idea, and Drawing .... 3. Select the file you want to import and the format of the file (clip art is
TIFF forma0.
will analyze the
drawing to see if it can
4. Click on Import.
be imported.

To export graphics:
When you export from
Drawing, you can either

1.

export the entire drawing
or only selected objects.

2.

Select all or part of the drawing.
objects.

3.

Select

4.

From the fight, select

5.

Fill in the remainder

Open

the Drawing

Export

document

Graphic

from

to export.
Handles

appear

the File menu.

around

A dialog

any selected

box appears.

a file format.
of the dialog

box,

changing

Select 1 bit/pixel
for black-and-white
or 16 bit/pixel
for tone objects.

the options
objects

you want:

•

Formats.
bit/pixel

and 4

•

BMP Format. These options
appear only when you select BMP from
the Formats list. Specify the format that you are exporting
to so the
exported
file will be readable.
Select from the following
options:

Drawing

165

Select 0S/2 Device Independent Bitmap if you plan to use the
exported file in an OS/2 program.
Select Windows 2.x Device Dependent Bitmap if you plan to use
the exported file in a Windows program with a version of
Microsoft Windows earlier than 3.0.
Select Windows 3.x'D1B if you plan to use the exported file in a
program running with Microsoft Windows 3.0 or higher.
Select Windows 3.x DIB R/_ Compressed
if you plan to use the
exported
file with Microsoft Windows
3.0 or higher and you want
the file to be Run-Length-Encoded

(RLE) compressed.

Compression.
These options appear only when you select TIFF
from the Formats list. Select Uncompressed
to export without
compression.
Select Auto-Compress
to export with compression.

.

7.

Drawing

166

•

Export

Entire Document.

•

Export
Selected
Objects. Select this option to export only the
objects you have selected
in the drawing. This is the default
selection.

From the left, select
the drawing.
Click on Export.

a folder

Select this option to export the entire fde.

to save the drawing

to; then

enter

a name

for

4

Scrapbook

Before starting, review
Scrapbook
is a place to store graphic objects and bits of text so that they are
these basic procedures
available
for pasting into documents.
It also allows you to place the clip art
from the Getting Started
that is supplied
on diskette
in a" Scrapbook
document
to place in other
chapter in Book 1:
documents.
• Working with Documents
• Saving Documents
• Working wi_ Menus
• Working with Dialog Boxes

Starting Scrapbook
When you first start Scrapbook,
the Default document
opens. If you have not
copied any scraps into this document,
it is empty. If you have already entered
scraps, the contents
of the first page appear in the View box.
After placing the f_t scrap in the Default Scrapbook,
save it without renaming
it if you want the Default Scrapbook
to open each time you open Scrapbook.
Or you can create and save a new Scrapbook
document
to open when needed
(see page 171).

l_ To start Scrapbook:
_ Click on Sc_pbook
t-_

flo..-_

Main

Memi i The Scrapbook

window

appea_:

gtm

I

I

I

Thisareais the Viewbox.It showspagesin thescrapbook.

i tumid:Sorq_m_

t:mI_1

I

_

J

Isml ?

Crickhereto
page in the scrapbook.
The name of the page appears here.

Click here to go to the previous or the next page in the

scrapbook.
Scrapbook

167

Using Scrapbook Documents
Scrapbook
is a place to store graphic
objects and bits of text so that they
available
for pasting into documents.
You can also delete graphic
objects
text from your default scrapbook
or any other scrapbook
document.
You can also navigate
scraps,

through

a scrapbook

so you can find items

document

and name

a page

are
and

of

easily.

Placing and Deleting Clip Art and Other Scraps
You can place dip art, scraps of text, or other graphics into a Scrapbook
document. The clip art is provided on diskette.

To place clip art:
I.
2.

Insert

the diskette

Select

Import

Scrap

containing

the clip art

from the File menu.

The Import

Scrap dialog

box

appears.
Clip art is in T1Fformat.

3.

From the left, select the name
right, select the format, either

4.

Click on Import.

CopyandPaste_so_ I_To €opy f=rom another
_ppear in the Edit

,

menu.

of the file you want
No Idea or TIE

program

to import,

COPY. It is now temporarily

Close the program.

you automatically
new page to the
scrapbook.

Press PASTE. The scrap appears on a new page in front
This pushes all subsequent
scraps back one page.

4.

Open

the

to Scrapbook:

---.'.....
Within a progdam,
select the item and press
stored on the clipboard.

When you paste an item- °_2.
from another program
into your scrapbook,
3.
add a

and from

Scrapbook.
of the current

page.

OR
ff you want to insert
the scrap on another
page, click on
Previous or Next.

Scrapbook

168

Select Paste at End from the Edit menu. Thescrap
of the scrapbook.

ispastedon

the lastpage

II_ To copy from Scrapbook
1. Go to the scrapbook

to other programs:

page that has the scrap you want to cut or copy.

2. Press CUT or COPY from the function keys.
3. Exit Scrapbook by pressing EXIT.
4. Open the document in the program to which you are copying the scrap.
5. Place the insertion

point where you want to paste the scrap on the page.

6. Press PASTE. The scrap is pasted

Nawgating

into the document.

Through Scraps
You can flip through the pages
go directly to a specific page.

of a scrapbook

to scan its contents,

or you can

!_ To move to the next page:
I_e_

I _ext I

Click on Next to go to the next page.
button takes you to the fLrst page.

l_ To move to the previous

If you are on the last page,

page:

Click on Previous
to go to the previous
page.
Previous
button takes you to the last page.

...... I_ _ To go to a specific
1. Click-(mGo

CUT places the
scrap on the
clipboardand
deletes it from the
scrapbook. COPY
copies the scrap to
the clipboardand
leaves a copyin the
scrapbook.

the Next

!_age:

If you

are on the fhst page,

j.

to. Ira-g67 A--_lialog box appears.
on the page
window.

number

or page

'

2.

Double-dick
Scrapbook

3.

Click on Close. (You can also drag the dialog
screen so you can refer to it later.)

name
box

to show

the page

to the comer

in the

of the

I_ To delete a page from a scrapbook:
1.

Go to the page

2.

Press

DELETE.

that you
The page

want

the

to delete.

is deleted from

the scrapbook.

Scrapbook

169

!_ To retrieve

Retrieving a deleted
page restores the
document to the

a deleted page:

1.

Select

Other

from

the File menu.

way it was when

2.

Select

Discard

you last saved it. All
changes made

3.

Click on Yes. The scrapbook

Changes

A submenu

from the submenu.
is restored

appears.
appe_zrs.

A _

to tbe pretdouMy

saved

version.

during the current
work session are
deleted. For this
reason, you should
onty do this ifitis
very importantto
retrievethe deleted
page.

Naming a Page of Scraps
Page names describe
the type of scrap stored on the page and can be helpful
when you want to locate particular
items in a large scrapbook.
Page names are
shown in the Name box at the bottom of the Scrapbook
window;
the names
are also listed in the Go to Page dialog box. Names may be up to 32
characters

long.

_,To name a page:
__

-

Scrapbook

170

1.
- 2.

Go to the page that_y?_ u want to name.
Click i-nthe Name--tlb_t_nd
type a descriptive

You can
text.

also create

new

Scrapbook

documents

name

for the page.

for storing

graphics

and bits of

Creating a New Scrapbook
Before you create a
new scrapbook
documen_ you must
firstsave and close
the current one.

Document

l_ To create a new scrapbook
1. If you have

a Scrapbook

document:

document

open,

select

Close

from the File menu.

If you have unsaved
changes in the current scrapbook
document,
you are
asked if you wish to save or discard them. TheNew/Open
dialog box

appears.
2.

Click on New. A new scrapbook

3.

Add a scrap
scraps
name.

to the new

scrapbook

4.

Press SAVE. A dialog

5.

To select
folder.

6.

Type

a folder

a name

to Scrapbook

document

to the new scrapbook

document

the new document

in the New Name
that document

)_To save a scrapbook

before

You must
you

add one or more

can save it and give it a

box appears.

for saving

with

appears.

document.

area;

then

in, click on the icon

click on Save.

of the

You are returned

open.

document:

Press SAVE.

Importinga

Scrap from a DOS Program

When you import
from WordPeffect 5.0
into Scrapbook, the ....
font size changes
from 12 point to 8
poinL

You can import text and graphics
and graphic formats:

Word Processing

from DOS programs,

Formats

ASCII
Lotus

Graphic

in the following

text

Formats

BMP
1-2-3 as text

Microsoft

Word

PCX

(3.0, 4.0, 5.0, 5.5)

Word for Windows

(1.0, 2.0)

WordPerfect

(5.0, 5.1)

WordPerfect

for Windows

WordStar
6.0, 7.0)

(3.45 or below,

TIFF
GIF

(5.1)
4.0, 5.0, 5.5,

Scrapbook

171

• To import graphics or text from another program:
1. Open the scrapbook in which you want to place the image.
2. Insert the diskette
import.

containing

the scrap (graphic or text) that you want to

3. Go to the page that you want to follow the imported page.
If you do not know the
format of the file you are
impo_'ng, select No Idea,
and Scrapbook will
analyze it to see if it can
be imported.

Scrapbook

172

4. Select Import Scrap from the'File menu, The Import Scrap dialog box
appears.
5. Select the name of the f'de you want to import and select the format.
6. Click on Import.

5

Addressbook

Bo[om startir_, rmaew
these bask: pmcE_uros
from the Getting Started
chapter in Book 1:
• Working with Documents

Addressbook
is your electronic
address
and telephone
directory.
Use it to
store addresses
and telephone
numbers,
as well as notes and email addresses.
You can also create multiple Ad_-essbook
documents,
for example,
one for
business

and one

for personal.

• SavingDocuments
• Working with Menus
• Working with Dialog Boxes

Starting Addressbook
When

you

open

Addressbook,

the default

document

called

First Addressbook

appears.
After adding names and addresses,
save First Addressbook
without
renaming
it if you want the Default document
to open each time you open
Addressbook.
You can also create new Addressbook
documents
(see page

180).
To open First Addressbook:
Click on Addressbook

from the Main Menu.

Your address

cards

open:

I

I

I
LxJ

Addressbook

173

Working with Cards
Addressbook documents are referred to as Addr_ssbooks,
which contain a
series of cards, or records, much like the cards in a real card file. Each card
contains the name, address, phone numbers, and notes you enter for each
person. Once you fill in the blanks, the program stores the card as a record in
your Addressbook file.
The first time you use Addressbook,
it creates a default document
called First
Addressbook,
in which you can start entering names, addresses,
and phone
numbers
into different boxes. Each box is a_e/d
of information.

Creating and Adding New Cards
To create new cards and add them to your Addressbook, start with a blank
card and then type information into three fields: the index field, address field,
and phone number field. The following illustration shows these fields.

Rip to cards,byletter(indextabs).
Flip to cardsthatarenot groupedundera letter.

) to anothercard,
Indexfield

I

Addressfield
Useto scroll
phonenumbers

Phonetypefield, includes
Home,Office,Fax, Email,
and Alias(for emil)

Addressbook

174

I

Phonenumberfield

Next

_;:__

Rle currentcard andcreate
a newblankcard,

I_ To add cards to your Addressbook:
CTRL + TAB moves the
cursor from field to field.

1.

Click on New. Addressbook
the index field.

shows

a blank

card

with the insertion

point

in"

2.

If you are adding a card for a person, type the person's
name in the index
field in last name, first name order. Addressbook
uses the index field to
sort cards in alphabetical
order. Be sure to type a comma after the last
name.

OR
Ignoreany highlighted
letter tabs while you
are entering a new
card. The new card v_ll
appear under the
appropriate letter.

If you are adding a card for a company,
type the company
name as you
want it to appear in an alphabetical
list. For example,
type The ABC
Corporation
or ABC Corporation,
depending
on whether
you want to
store the card under T or A.
3.

Press ENTER. The name you typed in
of the address field automatically,
and
last character.
If you typed a last name
comma in the index field, then the two
copied.

4.

If you want to change
the name as it appears in the address field and not
in the index field, press BACKSPACE
to delete the incorrect text; then
enter the revised name.

5.

Press

ENTER

again

and

the index field copies to the first line
the insem'on point appears aj_er the
and first name separated
by a
names switch places as they are

type the address

information.

end of each line of the address.
The address
long addresses.
6, Click in the phone number
"'_
"
field.
7.

Enter

a home

phone

number

place for you to record
your Addressbook.
For using the email and
alias categories, see the
Intemet and Email
chapter in Book 1.

several

if you want.
different

field

Press

at the

scrolls to accommodate

Addressbook
phone

ENTER

also provides

numbers

for each

a

name

in

8.

Press ENTER or click on the arrows to see other phone number
categories:
OFFICE, CAR, FAX, EMAIL, and ALIAS. In the EMAIL category,
enter an email address,
and in the ALIAS category,
enter an alias or shorter
nickname
to use with the email address.

9.

To save this card and create a new one, click on New. Addressbook
stores
the card you just created alphabetically
behind the appropriate
index tab.
Names
behind

that do not begin with letters, such as 3 Star Plumbing,
the index tab labeled with an asterisk (*).

are stored

Addressbook

175

Adding and Changing

Phone Types

Each address
card can have up to seven phone numbers
in six standard
categories:
HOME, OFFICE, CAR, FAX, EMAIL, and ALIAS. Each card also
contains
a blank field so you can add one phone type.

)_To add a phone

type in the empty

I.

Click on the up and
see an empty field.

2.

Click in this empty

3.

Type

a name

down
phone

for the phone

arrows
type

next

field.

type.

category:
to the phone

The insertion

For example,

represent
an 800 phone number
second home phone number.

or you

4.

Press TAB or click in the phone
in tbe pbone number field.

number

field.

5.

Type the phone
of the card.

The new phone

numb,

number.

I_ To change a phone

Click on the up and down arrows
the entry you want to change.

2.

Click in the phone
appears.

4.

Edit the existing phon_e.
repeate-_5;
and th'_e
Press

number.

appears.
type

HOME

The insertion
rand

to change.

800 to

2 to identify
point

a

appears

type are now apart

card:
field until you see

The insertion

point

You can press DELETE or BACKSPACE
th-e new name for this entry.

TAB or click in the phone

Type the phone
the card.

point

next to the phone

type field you want

field until you

you could
type

type on the current

1.

3.

could

type

number

The phone

field.

number

and

type are now apart

of

Flipping through Cards
Flip through
the cards in your Addressbook
using the Next and Previous
buttons. To move to a particular
letter, click on the appropriate
index tab. The
cards are indexed
alphabetically,
with other entries stored under the asterisk
(*) tab.
Start flipping through
cards from any point; or click on an index tab if you
want to start with a particular
letter. At the end of the cards, click on Next to
continue
from the beginning,
and at the beginning,
click on Previous
to
continue
from the end.

Addressbook

176

Editing Cards
• To make changes
1.

To make changes
on the appropriate
want

Copying

in cards:
in cards, locate the card you want to change by clicking
index tab; then clicking on Next until the card you

appears.

2.

Select the text and replace it with new
change text in any program.

3.

Undo

a change

other

task. Addressbook

by choosing

Undo

undoes

text, the same

way you would

on the Edit menu

the last change

before

you

do any

entered.

Cards
Copy cards when
address,
or when

you want to store several different names at the same
a person has more than one address
that you want to keep

track of, such as a home and a business address.
Save yourself some typing
time by selecting
Copy Record from the Edit menu to copy the card with the
basic information;
then edit the copy.

• To copy a card:

_

1.

Flip through

your

2.

Select

Record

3.

Click on New to show

4.

Select Paste RecordLirom
the-Edit menu. The information
card ispasted
to the new card. Use the usual text editing
change the duplicate
card, if necessary.

Copy

Addressbook

until the card you

want

to copy

is shown.

from the Edit menu.
a blank

card.
from the etd
techniques
to

• To copy part of a card:
You can also copy a
block of textfrom one
card and paste it onto
another. This is handy,
for example, whenyou
are entering a series of
names all in the same
city.

1. Select

the text you want

2.

Select

Copy

3.

Click on New to create
you want.

4.

When
select
pasted

(not

to copy.

Copy Record)
a new

from the Edit menu.
card,

and then

enter

any new information

you come to the place where you want to place your duplicate
text,
Paste (not Paste Record) from the Edit menu. The information
is
where you want on the new card.

Addressbook

177

Deleting

Cards
From time to time, you may want to clean up your Addressbooks by deleting
cards you no longer need.
• To delete a card from your Addressbook:
1. Flip through

your cards until you find the card you want to delete.

2. Select Delete Record from the Edit menu./'be

card is removed from your

Addressbook.
3.

Undo a delete
delete.

by selecting

Undo

from the Edit menu

right after you

Adding Notes to Cards
Notes can be useful
other information.

• To add notes
1.

_•

178

of birthdays,

special

interests,

and any

to a card:
click on Notes.

A sma/l

window

any information.

Click on Close.

The note is attached

to the current

To review the notes for a card:
When you
Notes.

Addressbook

track

Select the card to attach the note to; then
appears in which you can tYpe the note.

2. Type
3.

for keeping

want

to'view

or edit your

notes

card.

,
for the current

card, click on

Searching

through Cards
Addressbook
allows you to search all the cards. For example,
the cards to fred those containing a spedfic address.

l_ To search

for information

you can search

on the cards:

1. Select Find from the Utilities menu. A dia/og box appez_:

Selector deselectthese
optionsto specifyfieldsin
whichthe searchwill occur. _

[
]
I[ind:
[Search

Find
[e(Jmin
Index

Field And:

I"11kldresses

0 Ilotes

n Phone

Humbers

Remove
allthree
check [

marksto searchonlythe
indexfield.

By tuming off some of
the check boxes in
the Find dalog box,
you can disable
searchingin one or
more fields. The index
fieldcannot be
disabled.

2. Fill in the dialog box, typing the text you want to search for in the Find
field, and choosing the options you want.
3. Click on Find Next. Addre.mbook shows tbe first card containing the
specified text. The text is selected in the displayed card. If the text was
found in the Notes box, the Notes box opens and the text is highlighted. If
there is no match for the specified text, Addressbook informs you that no
match was found.
4, Click,_oO Find Nextkag_'m if you wafit to search for more matching entries.
Then click on Close.
OR
Click on Find Previous to perform the search backwards.

Addressbook

179

Making New Addressbooks
You may want to create other Addressbooks. For instance, you may find it
easier to keep business contacts in one Addressbook and keep friends and
family in another.
Beforeyou create a
new Addressbook,
press SAVE to
save and close the
currentone.

II_To create a new Addressbook

document:

1.

If you have an Addressbook
menu. If you make changes
you want to saoe or discard

2.

When the New/Open
Addressbook
appears.

3.

You must add one or more
save it and give it a name.

4.

After adding

5.

Select

6.

Type a name for the document
in the New Name area; then click on Save.
The new document
is saved with the name you provided.
You are returned
to Addressbook
with that document
open.

a card,

the folder

document
open, select Close from the File
in the current Addressbook,
you are asked if
them.

dialog

select

in which

box

appears,

cards

click on New. A new

to the new Addressbook

Save from

the File menu.

you would

like to save the new

before

A dialog

you

can

box appears.

document.

Printing and Faxing an Addressbook
When you print with Addressbook,
Addressbook,
not the card design

you print just the information
in your
that appears in the window.
Addressbook

-allows you to print the information
that is currendy
card, a list of either addresses
and phone numbers,
You can also print envelopes
or labels.

shown on screen as a
or just phone numbers.

If you have not printed before, review Setting Printer Options in Getting
Started (Book 1). If you have not sent a fax before, review the Fax and Data
Modem chapter in Book 1.

l_ To print:
You can also select
Pant from the File menu.

1.

Open

2.

Press PRINT. a submenu

3.

Select

Print.

4.

Select

Printer

5.

Fill in the Addressbook
•

the Addressbook

Current
SCt'O_n.

Addressbook

180

you want

to print.

afOpears.

A dt2dog box appears.
Options

record.

and Document
Options

Options

in the dialog

This option

prints

in the dialog

box.

box:

the information

shown

on

Curreat record - Address only. This option prints the address
currently on screen for labels and envelopes.
All records - Addresses and phone numbers. This option prints a
list of the index fields, addresses, and phone numbers from all cards
in your Addressbook.
All records - Address_
only. This option prints the addresses from
all cards in your Addressbook for labels and envelopes.
All records - Phone numbers only. This option prints a list of only
the index fields and phone numbers from all cards in your
Addressbook.
•

.

Print Notes. When checked,
this option prints the notes associated
with your cards. The notes are insetted
between
the addresses
and
phone numbers
in the printed list.

Click on Print. If you are lrn'nting either with the All records - Addresses
and pbone numbers option, or with the All records. Phone numbers only
option, a list of the items you specified prints. Notes are inserted in the list if
you are printing with the Print Notes option.
OR

If you are tra'nting with the Current record option, the information
the card currently on screen prints.

• To print envelopes
-

When you select

and labels:

I.

Open

the Addrec_book_you

2.

Select

Send

3.

Select

Print. The Print dialog

4.

Select

Options.

5.

Select envelope
of Paper.

6.

Click on OK. If you click on Save Options, the printer is set to print on
this paper type and size until you come back and change the settings. The
Options dialog box closes.

7.

In the Print dialog box, click on Current record, Address only (for
labels/envelopes)
or All records, Addresses
only (for labels/envelopes).
If
you select All records to print envelopes,
Addressbook
prints the first
envelope, then prompts you to insert paper (an envelope) between Fa'ming
each record.

envelope, the paper size
and feed options change
to correspond to the type
of envelope your printer

from

can prinL

Want to print.

from the File menu,

The Options
or label

• To fax an Addressbook
1.

Open

the Addressbook

2.

Select

Send

3.

Select

Fax. A dialog

from

A submenu

appears.

box appears.
dialog

from Type

box appears_
of Paper;

then

select

the size from

Size

document:
you want

the File menu.

to fax.
A submenu

appears.

box appears.

Addressbook

181

4.

Select

fax options

and click on Fax.

Importing a Document
You can import documents,
such as mailing lists, from some database
and
Spreadsheet
programs
and turn them into Addressbooks.
You can import the
following:

If you are importing a
document and do not

1.

No idea, and
Addressbook will

2.

•

Lotus 1-2-3

•

dBase

Separated

Values)

IV

Insert the diskette
Save and close

file:

containing

the current

the file to import.
Addressbook.

The New/Open

dialog

box

appearr&

analyze it to see flit
can be imported.

Addressbook

CSV (Comma

• To import an address

know the format, select

When you import or
exportin CSV or
dBase IV format,
Addressbook
creates fieldnames
(Field1, Field2,
Field& etc.), which
correspond to the
Addressbook fields.
Mapping allowsyou
to change the order
of those fields.

•

3.

Select

Import.

A dia/og

4.

Select the file format from the right. Thefile aa'tension appears in the File
Mask box, and only documents
with that extension
are displayed
in the file
selector.

5.

Select

6.

Click on Import.

the drive

and document

2.

Insert the diskette
Save and

close

to import

from

the left.

. -_-

• To change the-order
.... 1.

box appears.

of information

containing

the current

when importing:

the file to import.
Addressbook.

The New/Open

dialog

box

appears.

182

3.

Select

Import.

A dialog

box appears.

4.

Select Comma Separated
Values or dBase IV from the formats list and
select the document
to import; then click on Map Import Fields. The Map
Import Fields dialog box appears:

In the SourceList,clickon a
fieldnameto mapfrom a file.

In the DestinationList,clickon the Addressbook
Thislist showsthepairsof
fieldsyou havemapped.
nameto whichyouwantto map.

_ce

List=

I

IC,ckhere
iryoumake
an stake.

Clickhere for eachfieldsyou haveselectedto map.
5. Select one field in the Source List and one corresponding
field in the
Destination List and click on Map. The corre/at_n is added to the Map List.
For example, you can map Field 3 in the Source List to the Addressbook
AddrField
(address field) in the Destination List.
6. Repeat step 4 until you have mapped all the fields you want. Select from
the Map List and_ch'ck_oo_ Unmap to change any map pairs you have.°
designated inoorrectly.
7. When you have mapped all the fields you want, click on Done. The
Import dialog box reappoum.
8.

Click on Import. A message appears telling you that the import is in
progress. If the file is very large, it could take several minutes to import. You
cannot interrupt this process.

Exporting an Addressbook

Document

You can export Addressbook
information
to other programs.
Some word
processors
that support
mail merge can use address information
exported
the CSV (comma separated
value) format. You can export to the following
formats:

• CSV (Comma Separated

in

Values)

• Lotus 1-2-3
•

dBase

IV

Addressbook

183

i_ To export an Addressbook:
1. With

the Addressbook

submenu
2.

Select

Export

3.

Select

the format

box, and
selector.

change the order of
information as you export.
For example, if you want
the Address field to be the

Document

4.

Select

5.

Click on Export.

a folder

Other

2.

Export

3. Select
4.

first field in the exported
documen_ select

Other

from the File menu.

A dialog

The file _xtension

with

that extension

to save the document

from the File menu.

Comma

Document.
Separated

Select the document
Extxxn Fields dialog

Sourco

Addr_Field from the
Source List and Field 1

select

A •

A dudog
Values

box appears.

appears

in the File Mask

are displayed

to; then name

the order of information

1. Select
Select

open,

from the submenu.

for export.

only documents

i_ To change

Mapping allows you to

document

appears.

in the file

the document.

when exporting:

A submenu

appears.

box appears.
or dBase

to export; then
box appears:

IV from

the formats

click on Map Export

list.

Fields. The Map

Limb

lndax_Field
Rddr_ReJd
Not o.JF'ield
Nome
Office

from the Destination Ust.

Car
Fox
Phmte_6
Phone_7

F¢1
5. Select one
Destination

field in the Source List and one corresponding
field in the
List to correlate the field information
from the Addressbook

the new fde format.
field to Field 3.

184

you

can map

the Addressbook

to

address

6.

Click on Map.

7.

Repeat steps 4 and 5 until you have mapped
all the fields you want. Select
from the Map List and click on Unmap to change any map pairs you have
designated
incorrectly.

8.

When
dialog

9.

Addressbook

For example,

you have mapped
box reappears.

all the fields

you want,

click on Done.

The

Click on Export. A message appears telling you that the export is in
progress.
If the file is very k_rge, it could take several minutes
to export.
cannot interrupt
this process.

You

6

Planner

Before starting, review

Planner is an automated
appointment
book that combines
a yearly calendar
and scheduler
in one program.
You can create multiple Planner documents,

these basic procedures
from the Getting Started
chapter in Book 1:
• Working with Documents

for example,
one to keep track of business
track of personal
appointments.

appointments

and another

to keep

• Saving Documents
• Working with Menus
• Working with Dialog Boxes

Starting Planner
When you open Planner, the default document
called My Schedule
appears.
After entering
appointments,
save My Schedule
without renaming
it ff you
want the Default document
to open each time you open Planner. You can also
create new Planner documents
(see page 200).

• To start Planner:
Click on Planner

[tilt
121U

_

from the Main Menu.

_,uk_lt

_

Utllt_*.._,

Planner

window

appears:

•

r_

i_;[--_---_
I_
M

1

_

!"

f

s
5

Ib88 lu, t
Ib3o m
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S_Om
II1_1 m,t
18m,1

4

I1

IB

12

19

b

7

IO

13

14

IS

16

17

_O

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t3

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Planner

185

Viewing the Calendar
The Calendar window always contains a whole year, January through
December. Normally you see only one month at a time, which is the single
month view. You can scroll the window to see the other months in the year,
and you can change the year over which you are scrolling, but you never see
more than one month at a time, The current day of the month is highlighted.

)_ To switch to the full year view:
1. Select Full Year from the View menu. The ca/endar

shrinks so that more

than one month can appear in the window.
2. Use the scroll bars to view any additional
window.

l_ To switch back to the single month

months that do not fit in your

view:

Select Single Month from the View menu. The calendar for a single month
appears.

Planner

186

Selecting and Viewing Events
Like an appointment
book, Planner keeps track of weekly meetings,
importam
appointments,
and special dates. All of these are called events. Use events in
Planner to track important
dates in your daily schedule
and to schedule dates
far in advance,
like birthdays
and vacations.
You can also schedule
repeating
events.

Tosee differentyears,clickon the up and down
arrows.Or double-clicktheyear and editiL.
Clickon a dayin the calendarwindowto selectit
and viewitsevents.

Calendar
window.

I

$

I
'12

Today'sdatehasa thick
blackborder.

To see differentmonths,
click on the scrollbar.......
Scrollleftfor previous
monthsand scrollrigM for
futuremonths.

19

26

-

Selectedday: this day's events
appearin the Eventwindow.

Events
window.

The smallMangle indicatesthat thereare
eventsscheduledfor this day.

Planner

187

Switching

between

On the View menu,
when both windows
are showing, the
Both choice is on
(darkened). When
only one window is
showing. Both is off.

the Calendar

You can view
one
one

Window and the Events Window

the Calendar

window

and the Events

at a time. Showing
only one window
without taking up space for both.

window

at a time lets you

side-by-side
work

or

with either

• To show only one window:
Select Both from the View menu. The Both button changes to off and one of the
windows
disappears.
To return to viewing both windows,
select Both from the
View menu again. Both windows appear
You can view events
selecting from menu

for any. day by using
items.

the Calendar

window

or by

• To select a day and view its events:
1.

If the Calendar
window
is not showing,
menu. The Calendar
window appears.

select

2.

Click on a day in the Calendar

The day/.€

3.

The events

for the selected

• To view events
J_

I_

t3, 1996 F_

window.

day appear

Calendar

highlighted.

in the Events

on the next or previous

from the View

window.

day:

In the Events window, click on the up or down arrows at the top right side of
the Events window. Click on up for the previous day and down for the next
day. As the selected day changes, events for that day appear in the Events
window.

• To view events

for today:

-You can also view-€-_- - Press CTRL+ T,-TZod_'_comes
events for todayor
Euems window.
thosefor a specific

tbe selected

day,

and

its events

appear

i_t the

date using the Quick -_1_ TO view events on a specific date:
menu.
1. Press CTRL + G. A dialog box appears:

2.

In the dialog box, type a date. If them is already a date in the dialog box,
you can press BACKSPACE
to erase it. The date you type must be in the
format Month/Day/Year.
For example,
to view the events for February
23,
1997 you would type 2/23/1997.

3.

Click on Go To Date or press ENTER. The date you typed becomes
selected day, and its events appear in the Events window.

4.

If you want to see events
repeat steps 2 and 3.

5.

Click on Close.

If the Events window is
not showing, select
Events from the View
menu.

Planner

188

for a different

the

day, click in the text box and

Selecting a Range of Days and Viewing Their Events
You can view a summary of events over a range of days. The following
illustration shows an example:

These arethedatesoverwhich.
events are beingsummadzed.

,.,.., [r_-l rt'z

_b41

E

3

M

4

T

bl

&

5

F

T

7

Oec
Hon.

Oec_m_,_r 1996

|

12dglo IPlq _
Ttm, Dec 12,

S

J

18

19

ZO/

Z2

Z3

Z9

50

- Oe¢

5cl_

PM

1996

eneetlin O - Dr,

Planning
meeting
Cd I_'. gumn8

PH
Dec

IS.

[drain

1996

1o:o0 m
3d)0 PM

2:30 PH
f'rL Dec

17

1996

1995

Grocerg
13. 1996

2=00 PPI

16

II.

1CWQ RI'I
1,4ed. Dec

6e00
Thu.
10

Igloo I I.

Clickto see events in the
previousand next rangeof days.

BJrthdmj
14. 1996
Rrronge

store

per_

81

cgmrch

cunfereeuce

Long range
15. 19915
Prepare

tour

for

plumd_j
Christmos

Zl

!
24

Z5

;_6

7

ZO

P

31

lW

"

i

Planner

-, _

The rangeof d;_t_ is highlighted
in the Calendarwindow.

• '

S c_hedul_

]sv,,,I?

A summaryof eventsover theselected
rangeappearsin the Eventswindow.

)_To view a summary

of events

over a range of days:

1. Drag to select a range of days in the Calendarwindow.
If you drag outside
of the Calendar window, the window scrolls and you can extend the
selection to adjacent months.
OR
In the Events window,

onlythosedayswhich
haveeventsscheduled
areshownin the
,___

summary, ff there are no
events in the range, the
Events window shows
Nc)'Events.

Select one of the following from the Quick menu:
* This Week. Selects all days in this week.
• This Weekend.
• This Month.

Selects current or upcoming

Saturday

and Sunday.

Selects all days in this month.
Planner

189

•

This Quarter.
Selects all days in this calendar quarter. The quaffers
run January
through
March, April through June, July through
September,
and October
through
December.

• This Year. Selects all days in this year.
The selected range is bighh'gbted
appear in the Events window.

Scheduling

in the Calendar

window,

and

its events

Events
To schedule
events, select the day, select a time in the Events window,
and
then type a description
of the event. Once you have scheduled
an event, you
can change it or remove it. The Events window
provides
a list of times called
the day template
Normally
the day template
shows times from 8:00 AM tO
6:00 PM in 30-minute
intervals.

Scheduling

an Event

Theoasiest_y to

schedulean event is to
select a day, and then
select a time from the
day template,

I_ To schedule

an event by selecting

the day on which

you

want

from the day template:

1.

Select

2.

In the Events window,
select a time from those provided
in the day
template.
A border appears around
the event, divided into a time area and
a description
area.

to schedule

tz,eem H

an event.

I

.2=3e PH

TiL

Planner

190

of event

Desc!plJon area

3.

Click inside the description
area, and then type a description
of the
appointment,
meeting,
or date. If you type more than one line, words wrap
at the edge of the Events window. Press ENTER in the description
area to
start a new parageaph.
The appointment
description
is added to your
schedule.

4.

When you next view the Calendar
window,
a triangle appears
in the date
box for the date to which you added the event, like in the example on the
left.

Changing a Scheduled

Event

You can change
description.
When you change the

time of a scheduled

the scheduled

time for an event

I_ To change a scheduled

event:

event, it does oot

1.

In the Events

change its place
among the other
times in the Event

2.

If you want to change the time, click in the time area. Delete the existing
time and type a new time in HH:MM formal Use AM or PM to specify AM
or PM,For example,
you can type 8:15 AM for a new time.

3.

If you want

window until you view
events for another
day, For instance, ff

window,

or the details in its

to change

area, and then

you change a 9:00
appointment to 11:00,
the event remains in

4.

locate

the event

the description,

type the new

you

select

want to change.

the text in the description

information.

If at any point you realize that you made a change you wish you had not,
select Undo from the Edit menu before you do any other task.

its original slot
between 8:00 and
10:00 until you view
events for another
day. The next time
you view these
events, the 11:00
event will be properly
sorted.

Removing
_

a Scheduled
- _--_To

Ifyou accidentally
delete the wrong
event, select Undo
from the Edit menu
before you do any
other task.

......

Event

remove

a schedD!ed

I.

In the Events

2.

Select Delete Event from the Edit menu. The event is removed from the
Events window.
If there are no more events scheduled for that day, tbe
mangle
is removed from the Calendar
window.

Adding Events between

window,

event: _-

click on the event

Two Scheduled

you want

to remove.

Events

There may be times when you need to squeeze in one more appointment
between
two existing ones. For example," if you have meetings
scheduled
11:00 and 11:30, you can schedule
another
there is no 11:15 slot currently
shown.

_ To add an event between
window,

select

meeting

two scheduled

for

for 11:15 even though

events:

a time slot after which

you

want to fit another

1.

In the Events
event.

2.

Select New Event from the Edit menu. The new event appears with its time
highlighted.
Planner picks a time halfway between tbe preceding
event and
the next one.

Planner

191

3. Edit the time if the one shown is not correct. Be sure the time you type is
in the HH:MM format. For example, type 8:15 _a_ for a new time.
4. Press TAB or click in the description

Adding an Event at a Particular

area, and then type a description.

Time

You may want to schedule
an event at a time that
template,
such as an early morning
or late evening
schedule
an event with no specific time.

Theneweventwiltnot _ TO add an event at a particular
appear in its proper
sortedplace among
other times in the Event
windowuntil you first
view another day's
events. When you view
another day's events,
and then come back,
the events appear
chronologically;events
which do not have a
time appear at the top of
the list.

does not appear on the day
appointment.
You can also

time:

1, Select the day on which you want to schedule

an event.

2. Select New Event from the Edit menu. The new event appears in the Events
window and its time highlighted.
3. Edit the time if the one shown is not correct. The time must be in the
HH:MM format. For example,
OR
If you want to schedule
the time area.

you can type 11:50 Pr_for a new time.

an event with no specific time, delete the text in

4. Press TAB or click in the description

area; then type a description.

Copying Event Descriptions
You can copy
- handy
days.

when

a block

of" "?'ll_
text from

you arc sehed'ttling

ihe

one event
same

and paste

sort of event

it onto another.
on many

This is

differe,t

To copy part of an event description:
1.
Copy and Paste also
appear in the Edit
menu.

Planner 192

Select

the text you

want

to copy.

2. Press COPY.
3.

Locate the area where you want to place the copied text. This can be any
event on the same or different
day. You can even create a new event.

4.

When you come to the place where you want to place your duplicate
click to place the insertion
point; then press PASTE. The information
pasted at the insertion point.

text,
is

Scheduling

Repeating

Events

You might have events that happen regularly, such as a meeting every
Thursday at 4:00. In Planner, you can schedule the event once. Planner then
remembers to schedule these meetings for you every Thursday at 4:00. You
can schedule an event that repeats in one of the following ways:
Weekly. A week/y event occurs on the same day every week, such as
every Wednesday.
Monthly by date. A monthly by date event occurs every month on
the same numbered day, such as the fL,'stor the fifteenth of every
month.
" Yearly by date. A yearly by date event occurs once a year on the
same date, such as a birthday or a holiday.
• Monthly by day. A mombly by day event occurs every month on the
same day of a particular week, such as every third Sunday.
• Yearly by day. A yearly by day event occurs once a year on the same
day of a particular week in a particular month, such as the first
Sunday in March.
When you schedule a repeating event, it appears in the Events window on the
days for which it applies. You can also edit an individual occurrence of a
repeating event, changing its text description or time. Once you edit the event,
that particular occurrence is no longer considered a repeating event, but is
_ now just_one of the reg2alajc,events for that day. All other occurrences of, the
repeating event are unaffected.
A weekly event
occurs on the same
day every week, stich

....If*To schedule

a weekly repeating

event:

1. Select Repeating Events from the Utilities menu. A dialog box appears:

as every Wednesday.
I

SlX.Csh
lessons

R_Umj

Euents

ff

Planner

193

2.

Click on New. Another

dialog

box appears:

Chun_ aepeeU. 0 Ewt
[requenctj,

• Neekkj

s_pec_ry t_,

@nero

Type of [_ent@ HunUdy O Veeritj
@omj of _ek
Event 141flOccur

Select _Detj(s)_ n Sun
_ LaSt

DOLlof [_onth:
Day of I_k:

• Plon

n Tuns

• Date:

I First

[]

J_'-_

_

General

_l_Foreuer

OFrolrnt

• Ned

[] Thu

_

Month:

_

Time=. I

0 Frl

17Set

_
]

Information.

I TmL

I

J

m
3.

Select

Weekly.

•.......

4.

Select

the check

5.

If you want to give the .event a specific time, type the time in the Tune
box. Use the HH:MM format and type AM or PM.

6.

Type

7.

Select

boxes

a brief description
Forever

if your

OR
Select

day, such as the first or
the fifteenth of every
month. A yearly by
date event occurs

event

should

From if'your
time

event

period.

repeat

is of limited

Edit the start

9.

Click on Close. The weekly repeating
the time and day you selected.

1. Select

a monthly

Repeating

Events

2.

Click on New. Another

3.

Select
OR

Monthly

dialog

Select

Yearly

Select

Date.

if you

5.

Select
OR

Last if your

occurs

box.

indefinitely.

duration

and should

event

appears

repeat

only over

in the Events

window

at

event by date:
menu.

A dialog

box appears.

box appears.
a monthly
a yeady

event

event

by date.

by date.

on the last day of the month.

Select Date, and then type the date of your event.
or down arrows to change the date.

Planner 194

occurs.

and end dates.

from the Utilities

are scheduling

event

event

box appears.

if you are scheduling

4.

weekly

_,

or a yearly

dialog

that your

"

Click on OK. The original

)_ To schedule

days

in the Event

._

8.

otace a year on the
same date, such as a
birthday or a holiday.

of the event

°_"_

a specific

A monthly by date
event occurs every
month on the same

for the day or

You can also use the up

6.

If you are scheduling
a yearly
the month your event occurs.
monthly
event.)

7.

If you know the time of the event,
format and type AM or PM.

8.

Type

9.

Select

a brief description
Forever

if your

event, use the up or down arrows
(Skip this step if you are scheduling
type

of the event
event'should

it in the Time

in the Event
repeat

box.

to select
a

Use the HH:MM

box.

indefinitely.

OR
Select From ff your event is of limited duration
and should only repeat
a specific time period. Edit the start and end dates as appropriate.

A monthly by day
event occurs every
month on the same
day of a particular
week, such as every
third Sunday.A yearly
by day event occurs
once a year on the
same day of a
fiarticular weel_in_a_
particular month,
such as the first
Sunday in March.

10.

Click on OK. The original

11.

Click on Close.
at the time and

!_ To schedule
1. Select

dialog

Repeating

Events

2.

Click on New. Another

3.

Select

Monthly

box appears.

The monthly
or yearly
day you specified.

a monthly

event

or a yearly

appears

in the Events

window

event by day of the week:

from the Utilities
dialog

over

menu.

A dialog

box appears.

box appears.

if you are scheduling

a monthly

event

by day of the week.

OR

4.

Select

Yeady

if you

Select

Day of Week.

are scheduling

5. if you are scheduling
the month your
monthly event.)

event

a yeady

a yeady

event,

occurs.

(Skip

event

by day of the week.

use the up or down
this step

if you

arrows

are scheduling

to select
a

6.

Click on the up or down arrow in the Day of Week box to select the day of
the week that your event occurs. For example,
you can select the second
day of the week here.

7.

If you know the time of the event,
format and type AM or PM.

8.

Type

9.

Select

a description
Forever

of the event

if your

event

type

it in the Time

in the Event

should

repeat

box.

Use the HH:MM

box.

indefinitely.

OR

-"

Select From if your event is of limited duration
and should
a specific time period. Edit the start and end dates.
10.

Click on OK. The on'g/had

11.

Click on Close.
at the time and

dialog

only repeat

box appears.

The monthly
or yexarly event
day you specified.

appears

in the FJmnts window

Planner

195

over

Changing

a Repeating

Event

If your scheduled repeating event changes at any time, you can modify the
event to reflect the new changes.

• To change a scheduled
Select Repeating

.

repeating

event:

Events from the Utilities menu. A dialog box appears.

2. Select the event you want to change from the list, and then click on
Change. Another dialog box appears.

Only unaltered
occurrences of the
repeating event are
changed in the
schedule. Individual
occurrences which you
have edited remain
intacL

,

Make the necessary changes in the dialog box. For details, refer to the
previous procedures in this section.

4. Click on OK. The original dialog box appears.
5. Click on Close./'be

Removing

a Repeating

changes are reflected in the Events window.

Event from the Calendar

If your repeating
event.

event is no longer part of your schedule,

• To remove a repeating

you can remove the

event:

1. Select Repeating Events from the Utilities menu.
2. Se_lect thename
click on Delet_
3.

of__e_e_,_nt you want to remove from the list, and Lben

Click on Close. The event is removed from your scbedule.

Finding Specific Events
Searching for specific events can be useful ff you want to see a list of meetings
you have scheduled with a particular person. For example, if you want to see
all meetings with Ms. Jones, you can search for Jones.

• To search for specific

events:

1. Select Find from the Utilities menu. A dialog box appears:

.

Planner

196

I

..

EEl

I

2.
3.

Type the text for which
Click on Find Next.
If no matches

you are searching.

The search

are found,

you

starts on the current
are asked

if you

want

day and goes forward.
to search past events.

4.

Click on OK. The first event that matcbes the search text appears highlighted
in the Events window.
If there is no match for the specified text, then
Planner informs you that ray match was found.

5.

Click on Find Next if you
text.

want

to find more

events

that match

the search

OR
Click on Close

if you

are finished

searching.

Printing or Faxing Planner Documents
You can print
yeady calendar,
for any month.

or fax a Planner

document

"_

--

a monthly

calendar;

a

or your scheduled
events. You can print a full page calendar
You can also include the fhst few lines of events for each day.

If you have not printed before, review
Started (Book 1). If you have not sent
Fax and Data Modem in Book 1.

Selecting

containing

Setting Printer Options in Getting
a fax before, review the chapter tided

thep_age size
Before you pnnt o r-f_Lx, use the Page Size dialog box to specify the
dimensions
of your calendar.
Normally,
Planner prints its documents
at 8.5 x
11 inches. You can change the page size, for instance, to print a poster-sized
calendar across multiple
sheets of paper, which you can tape together. Page
Size refers to the size and layout of the t'mal document.
It does not have to
correspond

to the actual

paper

in your

printer.

For example, to print a poster that measures
20 x 40 inches with paper that is
8.5 x 11 inches, specify a page size of 20 x 40 inches in the Page Size dialog
box. Then in the Print dialog box, click on Options and specify 8.5 x 11
inches. Planner calculates the number
of pages required to print your document
and prints it over several pages, which you can assemble into a poster.
If you select a page size that is smaller than
prints pages at the size you specify centered
down to size.

the paper in your printer, Planner
on the paper, which you can cut

Planner

197

•

• To change

Page Size options:

1. Select Page Size from the File menu. A dialog box appears:
2. Fill in the dialog box:
• Type. Select paper, envelope,

3.

•

Size. Select the page size from the lisL

•

Page Layout. Select portrait or landscape.

•

Width. Select the width of the paper. You can also enter a custom
page width here.

•

Height. Select the height. You can also enter a custom page height
here.

Click on Apply.
box remains

4.

or label.

If these

The current

sem'ngs

are applied,

but the Page Size dialog

open.

are the settings

• To print a Calendar

you want

to use, click on Close.

document:

1. Press PRINT. A submenu

appears.

2. Select Print. A dialog box appears.
3. Under Planner Options,
drop-down list appears.

click on the button next to the word Content. A

4. From the drop-down list, select Month; then click on the up or down arrow
to select a month.
OR .........
..- i'_.....
Select Year; then click on the up or down arrow to select a year. You can
also edit the number in the Year box.
OR

.

Select

Events

window.

When

the Content

is set to Month, select

print the first few lines of events
OR
If you want
is off.
6.

to print a blank

Click on Print when

• To fax a Calendar

for each

calendar,

Include

Events

if you want

to

day.

make

sure

the Include

Events

option

you are finished.

document:

1. Open the calendar you want to fax.
2. Press PRINT. a submenu

appears.

3. Select Fax. A dialog box appears.
4. In the Planner Options of the dialog box, click on the button next to the
word Content. A drop-down list appears.
Planner 198

.

From the drop-down
to select a month.
OR

list, select Month; then click on the up or down arrow

Select Year;, then click on the up or down arrow to select a year. You can
also edit the number in the Year box.
OR

Select Events window.
.

When the Content is set to Month, select Include
the first few lines of events for each day.
OR

Events ff you want to fax

If you want to fax a blank calendar, make sure the Include Events option is
off.
7. Click on Fax when you are f'mished.

Planner 199

Creating New Calendars
Planner provides a standard document called My Schedule. Whenever you start
Planner, this document opens, making it easy to keep all of your appointments
in one place. If you keep just one calendar, you should use this document. You
can create other calendars. For example, you may f'md it easier to keep business
contacts in one calendar and friends and family in another.
Before you create a
new calendar, press
SAVE to save the
current one.

II_ To create a new Calendar

document:

1.

Select Close from the File menu. The New/Open
have unsaved changes in the current calendar,
save or discard them.

2.

Click on New. A new calendar

3.

You must add one or more events to the new calendar
before you can save
it and give it a name. An easy way to do this is to select New Event from
the Edit menu.

4.

After adding

an event,

select

dialog box appears. If you
you are asked if you wish to

appears.

Save As from the File menu.

A dialog

box

appegtr$.

Planner

_1_

5.

Select

6.

Type a name for the document
in the New Name area; then click on Save.
The new Calendar
document
is saved with the name you provided.
You are
returned
to Planner
with this document
open.

the folder

in which

you

would

like to save the new

document.

7

Book Reader

Before starting, review
these basic procedures
from the Getting Started
chapter in Book 1:
• Working with Menus
° Working with Dialog
Boxes'

With Book Reader, you can open books supplied on diskette, such as
directories of zip codes and area codes.
When you open a book on diskette, you can scroll through it and move from
topic to topic using a byper/im_,
a highlighted word that takes you to a new
topic.

Starting Book Reader
• To open a book:
1. Insert Diskette 1 (the diskette containing books).
2. Click on Book Reader from the Main Menu. The Book Reader dialog box
appears:

_"

Book Reader
Plee_

select

e book 1o open.

Iletu Disk

Tool availabilRy is
based on _e book you

.

Select a book from the list. When you open a book, you are given a set of
tools, as follows:

have open. Tools
appear gray when not
available.

Back. When using a hyperlink to jump to information in different
parts of the book, Back takes you back to the previous page. If Book
Reader is showing the first page, the Back tool is not usable.
"
Begin.

This tool opens

the first page

the Table

of Contents,

Revisit. This opens a dialog box containing
read.
•

or if there

is not one,

of the book.

a list of pages you have

Turn Page. This tool takes you to the previous page or the next
page in sequence. If you are reading the last page of a book, this tool
is not active.
Book Reader 201

Send. This tool opens a dialog box allowing you to send selected
text to the clipboard or to the printer.
lF'mdLThis tool OlXmSa dialog box with options about the information
you want to find and how you want to find it.

I_ To close a book:
Select

Using Information
You can also choose
book-reading options
from the Nmn'gate
menu.
ff a book has a Table
of Contents page,
Book Reader shows
it to you when you
start. If it does not,

Exit from the Book

menu. Book Reader

closes.

and Text

You can copy information from your book on diskette to paste into a
document. For example, you could copy a page of zip codes for your city
and indude it as a part of a document you are creating in Word Processing.

To read a book:
To.

Do this:

Start

Click on the Begin
the screen.

icon at the bottom

Click on the scroll

bars on the right of the

the first page of the

of

book appears.

Move

the page

up and down

page.
Turn_thepage

Jump

Book Reader 202

/ "

-"

to a hypedink

Return

to a pi,evious

page

Return

to the fLrst page

Click o/_ the Turn
of the screen.

Page icon

Click on underlined

words

Select

Back from the tools.

Press CTRL + B.

at the bottom

or hotspots.

• To find information
1.

Click on the Find

in a book:

icon at the bottom

of the screen.

The Find dfi2/og box

appears:

r- lrl

I
I

I

2.

Enter

the search

3.

Click on Find

term.

Next, Find Previous,

• To find information
1.

I

Move the cursor

until

Close,

with hyperlinks
a text hyperlink

Click on the spot. The area flashes;
information
on that topic.

.. • To copytext
You can paste the text
in Word Processing or
rDrawing.

-

or other content

1.

Place the insertion
your finger across

2.

Click-6n

or hot spots:

(hotspot)

anywhere
in a book. When the on-screen
changes to a cursor question
mari_
2.

or Help.

pointer

is located.
rrax_

Tbe_

can _xf.st

ouer one, it

then Book Reader

motes

to the

from the book:

point in the text; then hold the Select button and move
the glidepad
surface until the text is highlighted.

the _d't¢0h'_t

the bottom

of the screen.

The Send dialog

box

..appears:
Send
Send

a copg of the ctrrent

page to=

ICTipboard

0 Prater

3.

Click on Clipboard;

then

click on Send.

Book Reader 203

Printing from Book Reader
The Print option is in the Send dialog box. You can send selected
text to the
clipboard
or printer. Selecting
the print option prints the selected
text or the
current page if no text is selected.
Be sure you have set up your printer (see
Setting Printer Options
in the Getting Started chapter of Book 1).

• To print selected
1.

Select

the content

2.

Click on the Send
opens.

3.

Click on Printer;

text from a book:
to print.
icon at the bottom
then

of the screen.

The Send dialog

box

click on Send.

• To print the current page:
With the page you
on the Send icon.

Book Reader 204

want

to print

displayed

in the Book

Reader

window,

click

8

Text File Editor
Text File Editor is a simple editing program that allows you to create, read,
write, and edit DOS text files, also called ASCII text fries. Text File Editor is
supplied on diskette.

DOS is Disk Operating
System.

Starting Text File Editor
Before starting, review
these basic procedures
from the Gelling Started
chapte_ in Book 1:
• Worltingwith Documents
• Saving Documents
• Working with Menus
• Working with Dialog

Boxes

Text File Editor is not a full-featured
word processing
program,
but a program
you can use to write notes and save them as ASCII text files, which can be
read by almost any word processing
program. ASC/I textj_es
contain plain
text without special formatting
like boldfacing,
adjustable
tabs, and page
breaks. You can also import ASCII text files into Word Processing
from Word Processing to ASCII (see page 64).

or export

_ To start Text File Editor:
1.

Insert

the diskette

labelled

2.

Click on File Manager

3.

Click on the drive A icon
diskette appear.

4.

Click on the Text

5.

To open

Text File Editor..

from the Main Menu.
at the bottom

of the screen.

The contents

of the

File,,Fa:litor icon.

a new document,

select

New. A new document

appears.

OR

To open an existing document, select Open from the File menu. A dialog
box appears, alloun'ng you to select an e_cisting file.

Text File Editor 205

What Text File Editor Can and Cannot Do
Word Processing
can perfom all of
the tasks listed in
this table, even
those that Text File
Editor cannot do.
For more l
information, see
the chapter on
Word Processing

The following table lists the tasks that Text File Editor can and cannot perform.
Text File Editor shares basic capabilities with Word Processing, such as spell
check.
Text File EdRor Can Do This:
Edit using
Create

and

CUT, COPY,
save

Copy, rename,

DELETE

a document
or backup

Undo

your latest

Check

spelling

Search

and Replace

Use W'dd Cards

PASTE,

R Cannot Do this:
I Adjust left and right margins
!Adjust tabs

a file

change

Change

text styles and fonts

Vary alignment
Modify line spacing

and Special

Create page breaks
Characters

Print

Adjust rulers
Create graphics

Word Wrap and Line Endings
When your text reaches the right edge of the window,
it wraps automatically
to the next line. This feature is called word wrap. Word wrap means that you
do not have to press ENTER (the Return key on a typewriter)
to start a new
-line of text. When),oware'ready
to begin a new paragraph,
press ENTEiq. If
you .want to set lin_ endings,
press ENTER at the end of each line. If there is
more text than can fit in the window,
use the scroll bar to see different parts
of the document.

Changing the Text Size
You can change the text size displayed
in any Text File Editor document.
Select from three sizes of text: 9, 12, and 14 point. Text File Editor displays all
the text in a document
at the same size. If you select a different size, all the
text in the document
changes
to the size you select. The size setting stays in
effect even ff you dose one document
and open another.

• To change the text size:
Select a new size from the Sizes menu. A//text
new size.

Text File Editor 206

in the document

changes to tbe

Printing or Faxing a DOS Text File
Before printing a Drawing
Options
in Getting Started
actual size, layout, and _

document
for the first time, review Setting Printer
(Book 1). Also select page size options to reflect the
that you want to prinL

Before faxing for the first time, set up your fax information
sheet; see the Fax and Data Modem chapter in Book 1.
To print or fax in Text File Editor,
Note the following
two differences

and create

a cover

select Print or Fax from the Send menu.
when printing Text File Editor documents:

Line Length.
The length of a line in the printed document
is not
always the same as the length of the same line shown in the Text File
Editor window.
In the Text Fie Editor window,
text wraps at the right
edge of the window.
When
edge of the page. (However,
this line ending is preserved

you print, however,
text wraps at the right
if you end a line by pressing
ENTER,
when you print the document.)

Text Size. The printed text size may be different from the text size
shown in the Text File Editor window. Regardless of the text size you
select from the Sizes menu, Text File Editor always prints in a uniform
size.

Text File Editor 207

Naming a DOS Text File,
DOS File Names.

All documents

created

in Text File Editor

are DOS text files.

Give them names that follow the DOS rules for naming files: up to eight
characters
long, no spaces, followed
by a period and three more characters.
Use TXT following
the period to indicate your file is a text file. For more
information,

Text File Editor 208

see Naming

a DOS File in Getting

Started

(Book

1).

9

Games

Before starting, review
Two games are available:
Turnabout,
a game of strategy, and Solitaire, a
these basic procedures
popular international
card game for one player. Games are supplied
on
from the Ge_ng Started
diskette.
chapter in Book 1:
• Working with Menus
• Workingwith Dialog Boxes

Turnabout
Turnabout

is a strategy

game

where

you try to gain

control

of the board

by

capturing
pieces from your opponent.
The game ends when no one can
make any more moves.
The person with the most pieces on the board wins.

Capturing

Pieces
To capture,
place your pieces on both sides of a single piece or at both ends
• of a row of your opponent's
pieces. Capture in any direction:
vertically,
horizontally,
or diagonally.
You may have to capture the same piece more
than once in the course of the game.

Sequenc Play
You can play Turnabout
against another
person
_ay, the game play sequence
is the same:

or against

the system.

Either

!_ To play Turnabout:
1. Insert the diskette labelled Tumabout
Click on File Manager

2.

from the Main Menu.

3. Click on the drive A icon. The contents
4.

Locate

the Turnabout

in the disk drive.
File manager

of the diskette

icon and double-click

appears.

appear.

On it. A game

board

appears

with four pieces.
If you are not sure
.where to make your
next move, select Hint
from the Game menu.

.

Move the on-screen
pointer to the square where you want to put your
next piece and click with the Select button.
Remember,
this move must
result in the capture of an enemy piece. The system places your piece in the
square and then changes the color of all the pieces that were captured
to
your co/or You can only put your piece in a square where it will capture
one or more of your opponent's
pieces.
If you try to put your piece
anywhere
else, the computer
beeps and waits for you to select a different
square.

Games

209

6. The system then places its next piece. Watch the board carefully because
the action moves very quickly.
7. It is your turn again to place your next piece.
Play continues until no more of the pieces can be capture_ The system keeps
a running score of how many pieces each player has during the game. The
player that has the most pieces on the board at the end of the game wins.

Setting User Options
The commands from the Options menu help you tailor Turnabout
personal tastes.
OPTION

RESULT

Two Players

Allows you to play against
select Start New Game.

another

Play First

Allows

the system

move.

you to play
To begin

against

play,

select

person.

to your

To begin

and make

play,

the first

Start New Game.

Play Second

Allows you to play against the system without making
first move. To begin play, select Start New Game.

Machine
Machine

Allows you to watch the system play itself. To stop the
game, select any of the other player options. Selecting
Machine vs. Machine automatically
starts a new game.

Obstacles_

Allow_g__OU_to put barriers

vs.

falaying board.
Board

Size

Selecting

in some
Obstacles

of the squares
starts

a new

the

on the
game.

iAllows you to change the size of the playing board. Sizes
range from a 6 X 6 square grid to an 18 × 18 square grid.
ISelecting
Board Size starts a new game.

Solitaire
This version of Solitaire looks and plays the same as the game with real cards.
With this version of the game, however,
the system shuffles and deals the
cards for you. All you have to do is play the game.

S01itaire

Games 210

Solitaire has three playing levels. For more information about the playing
levels in this game, see page 212. For the rules of Solitaire, see any standard
book on card games, or try playing Solitaire at the beginner
level.

Starting Solitaire
1. Insert the diskette

labelled

2.

Click on File Manager

3.

Click on the drive A icon
diskette

4.

Solitaire

in the disk drive.

from the Main Menu. File Manager
at the bottom

of the screen.

and double-click

on it./'he

appears.

The contents

of the

appear

Locate the Solitaire

icon

Solitaire

window

appears:
r_mm llmms

Clickhereto see thenextcard
(Thisalsostartsthe game.)

I
L
I= ,,_:

Youcanalsostart lhe gamebydraggingany card to a newlocation.

Yourscoreshowshereif you
are playinga scoringgame.

Score:
0
me Ira.lira

Time: 0-.41
I

I _*,--

I?

Your elapsed time shows here if
you are playing a timed game.

Playing the Game
Drag cards to move them from stack to stack, and click on face-down
flip them over.

,To

cards to

start a new game:

Select Re-Deal from the Game menu or click on the New Game button in the
lower right-hand
Double-click a
card in one of the
seven lower
"stacks to send it
to one of the four
upper stacks, ff it
is a legal move.

,To

comer.

move a card to a new location:

Drag the card to a new location. If you have made a legal move, the card
appears in its new location; otbena_,
it returns to its original location.

,

To flip a card:
Click once on the card.lf it is in one of tbe setmn lowerstac_,
flips. If you click the deck, either one, two, or three cards flip,
bow you set your options.

a single
depending

card
on

Games 211

_ To undo a mistake:
Select Undo from the Game menu. The card returns to its original iocmion.

Finishing a Game
You win Solitaire when you have flipped over all of the face-down cards, and
played all of the cards in the deck. When this happens, the Auto Finish
button changes from gray to black. At this point, manually move all the cards
into the upper four piles or click on the Auto Finish button.

Setting the Playing Level
Setting a playing level determines
how much assistance you get as you play
the game. You receive progressively less assistance as you move from the
beginning level to the most advanced level. Solitaire has the following three
playing levels:
* Beginner Level. This level guides you when you drag cards to a
new location. If you click a card, possible locations for that card

appear highlighted. You can move cards back from the four upper
stacks to the seven lower stacks (something you cannot do at higher
levels). You can also move parts of a face-up stack to another stack.
For example, if you have a sequence of six cards on a particular pile,
you can move the last three face-up cards to a new location.

; ih-_e_inedia_-i_e_. At_'s level you do not get help with possible
moves. Also you cannot move cards back from the four upper stacks
to the seven lower stacks, though you can still move parts of a
face-up stack to another stack.
• Advanced

ll_To change

Level. Standard Solitaire with no help.

the playing

leveh

Select Level of Play from the Options menu; then select a level from the
submenu. When you change the playing l&,el during a game, you are asked if
you want to start a new game.

Games 212

Changing

the Scoring
Solitaire has the following scoring options:
Standard ('rimed) and Standard (LMtimed). In Standard (Timed),
you lose points for the time you spend deciding where to move a
card. In Standard (Untimed), you are not penalized for taking time to
make decisions. Standard (Timed) and Standard (Untimed) games are
scored as shown in the following table:
IF YOU ...

YOU GET...

Let 10 seconds

pass.

-1 point

Move a card to one of the

+10 points

four upper stacks.
+5 points

Flip a card in the lower
stacks.

Move a card from the dis-

+5 points

card deck to one of the lower stacks.
Start through the discard
deck again (one-card draw).

-30 the first two times; -60, -90,
and so on, each time thereafter

Start through the discard
deck again (two-card draw).

-20 the first three times; -40, -60,
and so on, each time thereafter

Startth,"ou_-'-_tV.e
discard
deck_again

-10 the first four times; -20, -30,
land so on, each time thereafter

(three-card

draw).
Vegas. Your game starts when you choose Re-Deal from the Game
menu. You start each Vegas game already 52 points in the hole, and
for each re-deal you lose another
52 points. For each card you
successfully
move to an upper stack, you receive five points. Points
are cumulative
from game to game. You are also limited to how many
times you can go through
draw; twice with two-card

the discard deck: only once with one-card
draw; and three times with three-card

draw.

Countdown.
You play against the clock. Your goal is to score as
many points as possible in 7 minutes. You can change the allotted
time using the Set Countdown
Time option in the Options menu. For
more information
about changing
your Solitaire options,
see page
214, Changing

Other

Options.

No Scoring.
You play the game until you win or are ready to stop.
You do not receive any points, nor are you penalized
any points. In
addition,
elapsed
time is not shown when you choose No Scoring.

Games 213

I_ To change

Changing

the scoring:

1. Select

Scoring

2.

an option

Select

from the Options
from

menu.

the Scoring

A submenu

appears.

submenu.

the Number of Cards Drawn
You can draw

either

one,

two,

Or three

dards at.a time from the deck.

choice you make affects your scoring if you
affects how many times you can go through
scoring. For more information,
see Changing

W To change
1. Select

the number

Draw

How

The

are using Standard
scoring, and
the deck if you are using Vegas
the Scoring on page 213.

of cards drawn:

Many Cards?

from the Options

menu.

A submenu

appears.
2.

Changing

Select

an option

from the submenu.

Other Options
In addition to choosing a playing level and a scoring method, you can also
set other playing options. These options appear in the Options menu and are
summarized in the following table:

IF YOU...

YOU SEE...

Change Card Backs

A dialog box where you can select different artwork for the backs of the playing
cards.

Set Countdown
Time

A dialog
number

box that lets you specify the
of minutes
and seconds
allowed

for Countdown
Outline

Games 214

Dragging

scoring.

The

outline

Full Card Dragging

The

full card as you drag

Fade

Cards that fade as
you turn off Fade
If you are playing
want to leave this
down the game.

Cards

of the card

as you drag it.
it.

they are dealt. When
Cards, the cards appear.
a timed game, you may
option off since it slows

. Appendix:
,

'

•

Spreadsheet
Spreadsheet uses
floating point math,
which has benefits such
as speed

Built-in Functions

Bui/t-kzfunaions
are prewritten formulas that take a value, perform a
mathematical operation, and _turn a result. For example, you can use a
built-in function to total a grotlp of fiumbers.

But floating

point math produces
errors in the 17th or 18th

You can also use built-in functions

to insert information

in Spreadsheet;

for

significant o_git. While
this is often not

example,

detectable,

Functions are represented by a keyword
followed by arguments enclosed in
parentheses. The function returns a value based on the arguments you enter.
For example, in the expression SQRT(144), SQRT is the keyword for the
square root function, and 144 is the argument. This function returns 12, the
square root of 144.
',

the errors

become apparent in
some calculations,
especially when you use
financial functions like
IRR and NPV.

use the Time & Date functions to insert the current date and time.

Spreadsheet adheres to
the IEEE 754 standards
for floating point
calculations.

Argument

Rules
The following rules apply to using arguments in functions:
• You can use numbers,
values.
You must enclose

cell addresses,

text string arguments

or cell ranges in Spreadsheet

in quotation

as

marks.

You must specify interest rates as decimal values, and they must
correspond to the same time unit as the term. For example, payments
that are monthly require a monthly interest rate.

t

You must express trigonometric
angle arguments
in radians. If you
want to convert degrees to radians, use the RADIANS0 function.

Some trigonometric functions return radians. If you need the returned
value expressed in degrees, use the DEGREES 0 function.

Appendix

215

Financial Functions
The arguments for financial functions are either numbers or addresses of cells
that contain numbers. When the argument is the interest rate, enter its actual
value (for example, enter .07 or 7% rather than 7). Be sure to specify the
same units for the term and the interest. If the interest is monthly, the term is
also monthly. Enter all values without spaces.
Function

Descdption

C_RI_
(interest, future
value, present value)

Number of compounding
terms or periods required for an investment to grow
to a future value. Interest is the interest rate for the calculation. Future value is
the proposed value of the asset. Present value is the current value of the asset.
For example, CTERM(.05,1000,500) returns 14.2 periods.

DDB (cost, salvage, life,
period)

DoubleMledining
balance
depredation
of an asset using the double-declining
balance
method.
Cost is the original cost of the asset. Salvage
is the ending
value of the asset. Life is the duration
of the depreciation,
using the same units
as Per_d.
Period is the time period
occurs. Not a cumulative
calculation.

FV _ayments,

interest,

term)

IRR (guess,

range)

7"

NPV (interest,

range).

PiT _rincipal,
term)

interest,

interest,

term)

RATE (future value,
present

value, term)

Appendix

216

the depredation

calculation

Returns the future value of a stream of regularly invested payments. Payments
the payment made each period. Interest is the interest rate for the same time
period as payments. Term is the total number of payments that are made. Be
careful to enter the interest rate for the same time pen'od as the payments.

is

Internal
rate of return of series of irregular payments at regular intervals, k
returns the interest rate when you know the initial investment and know you
will get regular payments of varying amounts. Guess is the number you guess is
approximately the-in_x'_st:rate.,-Range
fs the address defining the range for,the
cash flow tabl_.

Net present value is the amount of money (in today's dollars) to be spent in the
future. Interest is the interest rate for the calculation. Range is the cells
containing the cash flow information.
Calculates
the constant
payment
required
to repay a loan at a specified
interest
rate over a given period of time. Pm'ncipal
is the amount
of the loan. Interest
is
the interest rate for the same time period
as the term. Term is the interval at
which the payments
are made. Be careful to enter the interest ratefor the same
time period as the terms.
20 year loan of $75,000,
=PMT(75000,.05/12,240)

PV (payments,

for which

Returns the
each period.
Term is the
interest rate

For example,
to determine
at 5% annual interest.
returns
$494.97.

the monthly

payment

for a

present value of an investment. Payments is the payment made
Interest is the interest rate for the same time period as payments.
total number of payments that are made. Be careful to enter tbe
for the same time.period as tbe payments.

Required interest rate to reach a future value. Future value is the value of the
annuity at the end of the investment period. Present value is the value of the
annuity today. Term is the time periods for the investment.

Function

Description

SIN (cost;salvage,h'fe)

Straight-line depreciation.
Cost is the initial cost of the asset. Sa/vaooe is the
value of the asset at the end of the time period. Life is the useful life of the asset,
the number of time periods the asset is being depreciated.

SYD

Accelerated depredation
of an asset, using the sum of yem"s digits method.
Cost is the initial cost of the asset. Salt_oe is the value of the asset at the end of
the time period. Iafe is the useful life of the asset, the number of time periods
the asset is being depreciated. Penbd is the period to analyze.

(cost, salvage,

h'fe,

perfod)

Required number of terms or payment periods to reach a future value.
Payments are made at the end of each term and earn a constant interest
Payments is the amount of the periodic payments. Interest is the interest
the investment per time period. Future_value is the value of the annuity
end of the investment period. Be careful to enter the interest rate for the
time pen'od as the term.

TERM (payments,
interesg future value)

Information

Functions
The information functions return information

Function

about a cell or a range of cells.

Descd_ion

cI oosE
_ valuel,

rate.
rate for
at the
same

value2,._.)

Returns the n th value in the list of arguments,
where the first value is 0 and index
indicate&_ the n th valu_:_Valt_e carrbe
flor_ 0 to n-1. You can use as many v_tues as
you want. lnde:_ and values can be numbers,
cell references,
defined
names,
formulas,
functions,
or text. For example,
if the values are the months of the year
the index is 5, then CHOOSE
returns May. This function
returns
an error if your
index

COLS

(range)

is less than

zero or greater

Returns the number

of columms

than

the number

and

of values.

in a range.

COUNT
(valuel,
value2,...)

The number of arguments, that is, the number of nonblank cells in a range. Values
can be numbers, null, logical values, and dates. The arguments can only be a
comma-separated
list.

ERR 0

Causes the formula to return the #ERROR# message. Particularly useful with IF
functions to say: if the condition is false, then return #ERROR#. You must include the
empty parentheses.

Appendix

217

Function

Description

HLOOKI_
(value,
range, offset)

Returns a value from a horizontal lookup table, allowing you to use a spreadsheet
table like a database. HLOOKUPextracts from the horizontal rows, and VLOOKUP
extracts information from vertical columns. HI.OOKUPassumes the entries in the Fast
row are sorted in ascending order. This function returns the entry corresponding to
the nearest ascending value that is not greater than va/ue. Useful when you have
several alternatives to look up, such as tax rates, commissions, or discounts. Va/ue is
the value to be found in the lust row of the table. Va/ue can be a number, address,
or text string. Range is the address of the range that defines the table. Offset defines
which row contains the information. The offset of the top row is zero. See the
example on page 219.

INDEX (range,
column offset, row
offset)

Returns the value of the cell at the intersegtion of a row and column. The top row
is 0,0. Range is the address defining the range. Co/Utah offset defines the column
offset in the specified range. Row offset defines the row offset in the specified range.

ISERR (t_/ue)

Retm-ns1 if an expression is an error or 0 ff it is not. This function is particularly
useful in IF statements.

ISNUMBER

Returns 1 if an expression is a tt_

IS,STRING

(m/ue)
(value)

or 0 if it is not. Useful in IF statements.

Returns 1 if an expression is a string or 0 if it is not. Useful in IF statements.

3I (range)

Returns the value flora the first cell in a range if that cell contains a number, time,
or date. If the cell contains text, the function returns 0 (zero).

NA0

Stops the evaluation
of a formula
and generates
#N/A# in the formula
cell. NA is the
i abbreviation
for Not Av "rulable. This function
is useful ff you are creating
a
spreadsheet-and
do not h_'_'_all the required-values.
If a formula refers to a ce_,

÷

containing
#N/A#, R'retums #N/A# so that you do not inadvertently
forget to
complete
the spreadsheeL
You can type #N/A# directly
into the cell. You must
include the empty parentheses.

ROWS (range)

Returns the number of rows in a range.

VLOOKUP

Returns a value from a vertical loolmp table, allowing you to use a spreadsheet like
a database. VLOOKUP extracts information from vertical columns in the same way as
HLOOKUPextracts from the horizontal rows. VLOOKUP assumes the entries in the
fast column are sorted in ascending order. This function returnsthe entry
corresponding to the nearest ascending value, that is not greater than va/ue. Va!ue is
the value to be found in the first column of the table, and it can be a number,
address, or text string. Range is the address of the range that defines the table. Offset
defines which column contains the information.The offset of the first column is zero.

range,

(m/ue,

offset)

Appendix

218

Information

Function

example:

HLOOKUP

HLOOKUP and VLOOKUP allow you to search for a value that is within a
range of values.
The table below

is an example

of a simple

lookup

table.

This table

discount
rate, which is based on the number
of units sold.
look up a discount
rate for 1257 units sold, use HLOOKUP
horizontally.

R

I e Ic In IEI
i

I

i

!

tracks a

If you want to
to extract values

r isl

|

i

;

!

,

i

i

;

2

i

3

i °il®i5ooi
t,0®
i I_®0

!

;

4

i

5

i i

i
!

i
i

i
i

i
i

i

!

i

i

i

5
7

i

i

HLOOKUP(B1,B3:F4,1) = 10%,
When using
HLOOKUP or
VL OOKUP, the table
entdes must be
sorted in ascending
order.

In this example, HLOOKUP(B1,B3:F4,1)
1257 units. BI:F4 is the table range. The
containing
information
to search. In this
discount rates. The offset of the f'n-st row
HLOOKUP
s0ld. ---

returns
_.

10%_because
.

..

u

returns 10%. B1 contains
the value,
offset is 1, which defines the row
case the offset is the row with the
of data is 0.

it is the discount

rate for 1,000 to 9,999

--_--_<

units

....J

Appendix

219

Logical Functions,
The logical functions evaluate relationships and return true or false results.
True= 1 (or nonzero values) and false = 0.
A logical function uses a conditional statement; for example, if this is true
then do that. An example of a lo[_ical function would be this conditional
statement: if the value in B12 is larger than 10,000, then display 50 in this cell.

Function

Description

AND

Logical AND. Returns 1 if all arguments are true or 0 if any is false. Useful with IF
statements.
Logical can be either logical values, arrays or references to cells that
contain logical values. Text is ignored. If the argument does not contain a logical
value, AND returns the #TYPE# error. See also OR. You can have as many/ogical
arguments as you want.

(logicall,

IogicatZ,...)

Returns O. You can use FALSE in a calculation or enter it directly into a cell where it
is interpreted as a logical value. You must include the empty parentheses. See also
TRUE.
.

FALSE ( )

IF (tog/ca/,true
value, faise

value)

OR (logicaH ,
logical2,...)

_:

TRUE()

Logical

True = 1 (or nonzero), False = 0

Evaluates a condition, returning one specified value if true and another if it is
false. Logical is any expression or value that can be evaluated as true or false. True
value is the value returned if the logical expression is true. False value is the value
returned if the logical expression is false.
Returns 1 if at least one of the arguments is true or 0 if all of the arguments are
false.The arguments can be-'3,-d.luesor-cells. You can have as many logical arguments
as you want. OR ignores text. If an argument does not contain a logical value, OR
returns the #'rYPE# error. OR is particularly useful with IF expressions. See also AND.
Returns
1. You can use TRUE in a calculation
or enter it directly into a cell where it
is interpreted
as a logical value. You must include
the empty parentheses.
See also
FALSE.

Function

example:

IF statements

IF statements

consist

of the following:

•

The condition

you want

to test

•

The result

you want

if the condition

is true

•

The result you want

if the condition

is false

For example,
you might calculate escalating
bonuses
for a sales team based
on a percentage
of the sales, located in cell C4. For sales under $10,000, the
bonus is 2%.

Appendix

220

BONUS= IF(SALES100,BI>100,Cl>IOO),5,0)
The result of this formula is 5 only if the values in A1, B1, and C1 are all
greater than 100. Otherwise
the result is 0. You can apply the same principle
using

the OR function,:_

shown

in the following

example:

:!IF-(OR(A1> 100,B1> 100),50,O)
The result

of this formula

otherwise,

the result is 0.

Using Logical operators

is 50 if either

A1 or B1 is greater

than

100;

in Logical Functions

You can also use conditional
operators
that result in a value
if true. These operators
are used with IF functions.

iGreater

>

MENU

A14>B12

than

A14)

Greater

than

(CTRL

+ MENU + <)

Less than

(CTRL

+ MENU + =)

Not equal

of 0 if false or 1

or equal to

or equal

to

A14_.B12
A14_B12
A14#B12

Appendix 221

Mathematical

Functions
The arguments for mathematical
functions
are either numbers
or addresses
cells that contain numbers. The results of these calculations
are always
numbers.

Function

Description

ABS (value)

Absolute

£XP (mluO

Value of e (the
positive integer.
integer

FACT

INT

LN

(value)

can

mathematical
constant)
If va/ue has a fractional
of value.

of a number

Base 10 logarithm
LOG(100)
returns

(value,

-_

divisor)
....

-

PRODUCT

(valuel,

value2,...)

.

(valu_

p/aces)

SUM

Value

For example,
(value).

be a cell. For example,

ABS(-12)

raised to the power
portion,
FACT calculates

of yaks.
Vahw is a
the factorial
for the

EXP(2)

For example,

next lowest
to a cell that

integer.
contains

retmaxs 7. 389506
FACT(4)

Modulus,
_ by zero,
_
Product

of multiplication

arguments

as you want.

value rounded

Square

(valuel,

Total

Value

root
of a list

returns

or e z.
24.

be a positive

or negative

e as a base. LN is the inverse
LN(2) returns
0.693147.

must be a positive

number.

of EXP.

For example,

of value

of a list of numbers
Value

can

by divisor.

(values).

be numbers

of a va/ue,
of va/ues.

attempt

You can have

to divide

as many

or references.

to the specified number of decimal
returns

If you

places.

For example,

12.24.
va/ue

must

You can

be a positive

use as many

number.

arguments

as you

want.

value2,...)
TRUNC

(value)

Appendix

222

The integer
returns
23.

12.

2.

the remainder
of the division
MOD returns an_ er_o_..
_

ROUND(12.2376)
(value)

of va/ue.

returns

Vahae can
a number.

Natural
logarithm
of value, using the constant
Value must be a positive number.
For example,

LOG (value)

SQRT

of a number.

Value rounded
to the
number,
or a reference

(vahte)

ROUND

portion

Factorial

(value)

MOD

value

of

portion

(without

rounding)

of a value.

For example,

TRUNC(23.66)

Print Functions
The print functions return the name of the file, the current page, and the
number of pages with headers and footers when printing documents.

Function

Description

FII.ENAME ( )
'

Returns the mename of the current file for inclusion in a Spreadsheet header or
footer. You must include the empty parentheses.

PAGE ( )

Returns the current page number for use in a header or footer. Must include the
empty parentheses. If you use PAGEoutside of a Spreadsheet header or footer, PAGE
is calculated when you print.

PAGES ( )

Returns the total number of pages in a document for use in a header or footer.
You must include the empty parentheses. If you use PAGESoutside of a header or
footer, PAGESis calculated when you print.

Statistical Functions
The arguments

for statistical

of cells that contain
numbers.

numbers.

functions

consist

of either

The results of these

numbers

calculations

or addresses
are always

Function

Description

AVG (valuel,
value2,...)

Average of the values in a list. You can use as many arguments as you want. AVG
treats empty cells as zero values. You cannot average cells containing text.

MAX (valuel,
value2,...)

Largest number in a list. Listcan include values or addresses, separated by commas.
MAXignores empty cells and treats text as a zero.

MIN (valuel,
value2,...)

Smallest amber value in a list. Listcan include values or addresses, separated by
commas. MIN ignores empty cells and treats text as a zero.

RANDOM

Random number between 0 and 1. RANDOMreturns a new random number with
every recalculation. RANDOM0 returns a decimal value.

()

II

_MN

--.STD (valuel,
value2,_)

(value)

Ramdom number betweea Oand t,akm_l, a number you specify. RANDOMN
:returns a new random number with every recalculation. For example,
RANDOMN(100)returns a number between 0 and 99.
Standard

deviation of the values in a list. You can use as many va/ues as you want.

Appendix

223

Function

Description

STDP (valuel,
value2,..)

Standard deviation

VAR (valuel,

Simple variance
want.

value2,
..)
VARP (valuel,

value'2.-)

Population
want.

String Functions

of a population.

of a sample

variance

You can use as many t_dues as you want.

population.

You can use as many arguments as you

of the values in a list. You can use as many arguments

,

,

as you

,

A string is a series of characters.
The string functions
numbers)
or return numbers
based on text.

extract

text (including

To enter a string as an argument,
enclose it in double quotation marks. If the
text string itself contains
quotation
marks, use single quotation
marks inside
the string; for example, "Enter the word 'vanilla' in the second blank." Stags
can be up to 255 characters
long (including
quotation
specify a string with no characters,
enter .... to specify

marks). If you want
empty text.

to

Function

Description

cHAR (value)

Converts a code ammimr to a- character.
Each text character is represented
by a
code number. The CHAR string function converts code numbers to characters. You
can use values between 1 and 255. The function of CHAR 0 is the opposite of
CODE 0. If the value is out of the 32-255 range, CHAR returns a #VALUE# error. For
example, CHAR(65) returns A.

CLEAN (string)

Strips unprintable
characters
from a string. Useful for removing nonprintable
characters fTom imported text. For example, CLEAN(CHAR(13)&"text') returns text.

CODE

Converts
a character
to its code number.
Each text character
is represented
code number.
The CODE string function
converts
characters
to code numbers.
example,
CODEC'A" ) returns
65.

r-

EXACT

(string)

(stringl,

Compares

two strings

for an exact

match.

EXACT is case sensitive,

meaning

by a
For

that

April and april are not considered
an exact match. Ifstn'ngl
and string2
match,
EXACT
returns 1; ffthey do not match, EXACT returns
0. lts action is similar to the
equal sign except
IF statements.

FIND (substring,
-w string, start)

Appendix 224

the equal

sign

is not case-sensitive.

This

is particularly

useful

with

Starches within a string for a specific string. Returns the numeric position of the
first character of the substn'ng. You can specif 7 the numeric position of the starting
character for the search with the start argument. The first character in the string is in
position 0.

Function

Description

LEFT (string,
hum)

Returns the characters
in the leftmost position in a string. Num is the number of
characters to return. The first character in the string is in position O. A reference to
cells containing values produces an error. The RIGHT function extracts characters
beginning with the rightmost character, while LEFT extracts beginning with the
leftmost character, and MID extracts from an internal position. See the descriptions of
the RIGHT and MID functions.

LENGTH
,

Returns
marks,

(string)

LOWER (sUing)

Converts

MID (s_ng, start,

Returns

the number
of characters
in a string
and spaces enclosed
in quotation
marks.
uppercase
the

characters

number

including

characters,

punctuation

to lowercase.

of characters

(hum)

in the

middle

of a string,

beginning

ttum)

] see the descriptions

of the LEFT and

RIGHT

functions.

PROPER

(string)

CapitaliT_es the first letter of every word and the first letter following any nonletter
character. PROPER converts all other characters to lowercase.

REPEAT

(string,

Repeats a string a specified number of times. If nton is zero, REPEAT returns an
empty string. For example, REPEAT("HA",6) returns HaHaHaHaHaHa.

tzum)

REPLACE (original,
start,

at

the position
you indicate
(start). The first character
in the string is in position
0. A
reference
to cells containing
values produces
an error. The RIGHT function
extracts
characters
beginning
with the rightmost
character,
LEFT extracts beginning
with the
: leftmost character,
and MID extracts from an internal
position.
For more information,

hum,

l_eplace)

Replaces
matching
characters
in a string with a specified
string. On_ina/is
the text
string in which you want to replace
chara_ers.
Start is the first character
in the
original-string
that.-you_c'a%xt- to replace.
The first character
in the string is 0. ?rum is
the number
of characters
in the original string that you want to replace. Replace is the
replacement
string. You can use more
replaced,
in the original string.

RIGHT (string,
hum)

Returns

the

characters

in the

or fewer

rightmost

right that number
of leftmost characters.
0. A reference
to cells containing
values

replacement

position

characters

in a string.

RIGHT

than

are

returns to the

The first character
in the string is in position
produces
an error. While RIGHT extracts

characters
beginning
with the rightmost character, LEFT extracts beginning
with the
leftmost character,
and MID extracts
from an internal
position.
For more information,
see the descriptions
of the LEFT and MID functions.
STRING

TRIM

(value,

(string)

N)

Converts
through

values
to a string using N decimal
places.
N can
15. For example,
STRING(245.356,1)
returns
245.4.

Removes

extra
a string

UPPER

(string)

Converts

VALUE

(string)

Converts

spaces

before

and

after

words

and between

be a number

from

lines of text in a string.

to uppercase..

a number

in string

form

0

to a value

Appendix

225

Time and Date Functions
Spreadsheet uses serial numbers to represent times and dates. The serial
numbers begin with 1 = January 1, 1900. The DATE and DATEVALUE
functions return the serial number for a given date.

Function

Description

DATE (year, month,

Converts
a numeric
date (day, month,
year) to the serial number
format.
Year
can be from 1900 to 2078. For the years 1900 to 1999, you can enter just the last two
digits, for example
96 rather than 1996. Month can be 1-12. Day can be a value from

day)

1-31, depending
on the number
of days in month.
If you useyear,
values that are out of range, DATE returns #VALUE#.

month,

or day

DATEVALUE
(string)

Converts

DAY (date value)

Extracts
number.

HOUR

Returns the hour of the day from time va/ue serial number. You can use
TIMEVALUE to convert text time. The hour is an integer from 0 to 23. Time serial
numbers are decimal fractions and can be part of a date/time combination. If there is
no fractiona| part, the time is midnight.

(time

MINUTE

value)

(time

value)

_ _

a date

(in text

form)

to the serial

number

format

the day from the serial number format. Date va/ue must be a serial
Use DATEVALUEto convert dates entered as labels.

Extracts
the minute
from the time value
serial number.
The minute is an integer
from 0 to 59. Time seri!!, numbers
are decimal
fractions
and can be part of a
date/dme-combinationyJf_-_
is nO fractional
part, the time is midnight.
You .can
use TIMEVALUE t@convert
text time.

MONTH (date
value)

Extracts the month from the date va/ue serial number. Month is an integer from
1 to 12. Timeserial numbers are decimal fractions and can be part of a date/time
combination. If there is no fractionalpart, the time is midnight. Use DATEVALUEto
convert dates entered as labels.

NOW ( )

Returns the current date (month, day, and year) and time (hour, minute, and
second). You must enter the empty parentheses. The whole number represents the
date as a serial number starting January 1, 1900. The decimal fraction portion of the
number represents the time, beginning at midnight = 0. You must include the empty
parentheses.

SECOND
value)

(time

Extracts
the second
from the time va/ue
serial number.
The second
is an integer
from 0 to 59. Time serial numbers
are decimal
fractions
and can be part of a
date/time
combination,
ff there is no fractional
use TIMEVALUE to convert
text time:

b

TIME

(hour,

minute,

second)

a numerical

time

(hour,

minute,

and

the time

second)

is midnight.

to the

format

TIMEVALUE

Appendix

Converts

part,

Converts

226

a time

(in text format)

to the

serial

number

format

serial

You can

number

Function

Description

TODAYO

Returns the current

WEEKDAY

(date

value) •

YEAR

(date value)

Trigonometric

date (month, day, and year) in the serial number

format

Returns the number for the day from the serial number format for date va/ue. The
WEEKDAY returns a number representing the day of the week: 1 for Sunday, 2 for
Monday, etc. Date value must be a serial number. Use DATEVALUE to convert dates
entered as labels.
Returns the current
year from the serial number format for the date value. Date
value must be a serial number.
Use DATE'VALUE to convert
dates entered
as labels.

Functions
The arguments
for trigonometric
functions
are either numbers
or addresses
cells that contain numbers.
The results of these calculations
are always
numbers.

Function

Description

ACOS (value)

l

ACOSH

"

(valWe') °- .

-

ASlN (value)

ASINH

of

(value)

ATAN (value)

--

Returns the angle
or range of cells.

that

is the arc

cosine

of a value

from -1 to 1. Value

can be a cell

Returns the angle that-is_ehyperbolic
arc cosine
of a value. The inverse.
hy_perboli--€- c0sin¢ _e-num-imr
for which the hyperbolic
cosine is value. Value
i be equal to or greater
than 1.

must

Returns the angle that is the arc sine of a value. The arcsine is the angle which is the
sine of value. The angle is between lt2 and -7t2 radians. Value must be from -1 to 1.
l Returns the angle that is the hyperbolic
arc sine of a value. The inverse hyperbolic
sine is the number which is the hyperbolic cosine of value.
: Returns the
(in indians)
want.

angle that is the arc tangent
for which the tangent equals

of a number.
The arctangent
is the angle
value. Value is the tangent of the angle you

ATANH (value)

Returns the angle that is the hyperbolic
arc tangent
of a value. Value must be
between
(but not including)
-1 and 1. The inverse hyperbolic
tangent is the number
which is the hyperbolic
tangent of va/ue.

ATAN2 (value)

Returns the arc tangent of the angle determined by the coordinates
(x,y). The
arctangent is the angle formed by the x-axis and a line passing through the origin
(0,0) and the specified x,y coordinate. The coordinates x,y can be in any quadrant.
The angle is returned in radians from a2 to -7t2. A positive result indicates a
counterclockwise
angle from the x-axis. You cannot use the origin for the x,y
argument. If you use 0,0 for x,y, the #VALUE# error appears in the cell.

Appendix

227

Function

Description

COS (angle)

Returns
degrees,

the cosine
of an angle, expressed
in radians.
If you know an angle
you can use the RADIANS function
to convert
it to radians.

COSH (value)

Returns

the hyperix_lic

DEGREES

Converts

PI()

Value

:

radials

cosine

in

of a value.

to degrees.

of Tt (3.141592653589795).

You must

include

the

empty

parentheses.

RADIANS

Converts

SIN (any/e)

Returns the sine of an angle expressed
in radians.
If you know
you can use the RADIANS function
to convert
it to radians.

SINE[ (ang/e)

Returns

TAN (angle)

Returns the tangent
of an angle. You must express
angle in radians.
If you know
angle in degrees,
you can use the RADIANS function
to convert it to radians.

TANIt (angle)

Returns the hyperbolic
tangent
of an angle. You must express angle in radians. If
you know an angle in degrees,
you can use the RADIANS function
to convert
it to
radians.

Appendix 228

degrees

the

to radians.

hyperbolic

sine

of an angle,

expressed

an angle

in degrees,

in radians.
an

Glossary
absolute
reference
number
argument

- in Spreadsheet,

- in Spreadsheet,

a reference

a piece

to a cen address

of information

you enter

ASCH - American Standard
Code for Information
between
computer
applications
auto_matic
bar

pagination

- a method

chart - a horizontal
widths (as opposed

base

style

- a text style from

baud

rate - the speed

bibliography
binary

at which

- number

of bits (pieces

(BMP)-

border

- a line or box

a group

- a unit of information

card

view

cell

- the box

cell

address
row 1.

character
chart

upper

keys

reference

chart

of a-cell,

column

headers

compression
configuration

shown

to show

a base

address

memory
card

cartridge

of 2

capacity.

at a time

back

and forth

across

the pa_e

of menu

choice

in which

data

by its row and column.

for typing

of numeric

- a formula

For example,

A1 is column

data
that has a box next

the calculation

uses
or block

to it. Clicking

the result
of text.

on the box or name

of the same

calculation

Placing an item in the

bar chart

of making

- the set of choices

A,

text and numbers

place for one image
clipboard
content.

- the letters that label
- the process

using

last names

an image

you enter

keys used

representation

- a vertical

of the authors'

(e)

clipboard
- a temporary
holding
clipboard
erases any previous
column

system

of 8 bits, used

in which

- the keyboard

- a graphic

of varying

information.

in order

cat!i.e_s-Lh_kjet

(E) or lower

check box choice
- a type
turns it on and off.
circular

u_that

the location

rectangles

text or graphics

irva-spreadsheet
-

format

automatically

by filled

and receives

to be able to view one

_- the_'_me.chanical

exchange

are created

given

that form

consisting

- in Addressbook,

- either

sends

and row

of information)

of pixels

around

byte

case

text styles

list of books

pages

are represented

of file that uses an arithmetic

bitmap

carriage

other

a modem

- an alphabetical

file - a type

bitcount

which

a common

and numbering

chart in which values
to a vertical bar chart)

on its column

into a formula

Interchange,

for creating

based

columns
a file smaller

that you make

(using

about

less disk space

how

an application

for storage)
appears

or operates

Glossary

229

continuous
printing - a Spreadsheet
one continuous page
control keys - the keyboard
SHIFT are control keys.
- Comma Separated

printing option that allows you to print a spreadsheet

keys that modify the effect of the other keys. CODE, MENU &

Values format used in database

data bits - the smallest piece of information
data file - a file created

as

and spreadsheet

that a computer

programs

can process

by an application

defaialt setting - a system setting that is automatically applied unless you change it. For example,
you may want to change the defauk setting of 10 point text to 24 point.
directory

- a folder

disk drive - the slot on the side of the unit in which diskettes

are inserted

diskette - a 3.5" square disk. Diskettes can be used to run programs or store documents
Diskettes must be formatted unless you purchase them pre-formatted.

and data.

document - also called a file, is a holding place for information, containing text and/or graphics.
A document is stored as a file and has its own icon consisting of the application icon over
three blank sheets of paper.
DOS - Disk Operating

System, computer

software

that controls the basic functions of a computer

do-not pointer - one of the shapes of the pointer. It indicates
the screen where you can take any action.

that the pointer is not in an area of

Drag button - the bottom button on a glidepad or right button on a mouse used to move an item
on the screen. For example, to move tex_o a new location, select the text, hold down the
Drag button, and move the on-scneen pointer to the new location
dragging - moving the on-screen pointer across the screen. With a mouse, drag by moving the
mouse; on a-glidepad, drag by sliding your finger or top of your.fingernail across the glidepad
surface
draw mode

- a screen

dual documents
duplex

display option for the Drawing application

- working

in two documents

at the same time

- when using a modem, the ability to send and receive data at the same time

emulate
executable

- to act like; to resemble
file - a type of file that allows you to execute or start a program

extension
- the three letters that follow the name of a file in DOS format, describing
format
modlem

- communicates

the file

with other fax or data modems and fax machines

field - a place for entering a certain type of information,
or a cell within a Spreadsheet document.

for example,

a blank within a dialog box

file - a saved document
_.file mask - a way to see only the Ides of a certain type, filtering out files of other types
Glossary 230

file selector - the New Disk button and the scrolling list in dialog boxes for selecting
folder, or diskette
fixed

notation
you want

- a format
to appear,

option

such

for numbers

as two decimal

in which
places:

you set the number

a file,

of decimal

places

that

10.99

floating
point math - a quick method for calculating numbers with a mantissa, which is the
nurnbers
the follow a decimal point. For example,
in 3.256789888,
the mantissa is
0.256789888.
Floating point math closely estimates
a mantissa, which makes calculations
involving
a lengthy mantissa
faster. The estimation
produces
errors in the 17th or 18th number
,after the decimal; however,
this level of error is negligible
and adheres to the industry
standard.

folder

- a container

for files, also known as a directory

font - a typeface
footer - a page element that appears at the bottom of each page, containing
number

items such as a page

footnote
- a note at the bottom of a page that gives
mentioned
in the body text on that page

some

more

information

about

formatting
a diskette
- preparing
an unformatted
diskette to receive information
formatted
when you buy them). Use only MF-2DD
(double-sided/double-density/double-track)
and MF-2HD (double-sided/high
density/double-track).
formula

- performs

function

k e]rs_- the top row keys that activate

functions,

Basic

iool

functions,

Advanced

a calculation,

like totaling

bar

- contains

gildepad
graphic

frame

pointing

- a rectangle

device

used

that you

such

as copy,
tasks such

for performing

such

to select

can place

are

paste,

etc.

as save, copy,

tasks such

as zooming

as 3, 9, 27 that increases

options

around

etc.
in

by a specific

on the screen.

text or graphics

grid

- in Spreadsheet,
the layout of rows and columns,
forming rectangular
cells for entering data.
In Drawing and Word Processing,
the pattern of evenly spaced horizontal
and vertical lines
that help you size and align objects.

grid

line - the horizontal
and vertical lines that make
lines that help you to size and align objects.

handles
hard

--

- a built-in

functions

buttons

geometric
progression
- a series of numbers
multiplier
(called a step value) such as 3

(some

numbers

bar - contain,%b--ut-t'6ias-t:'oor performing
tool

item

- the small

black squares

that appear

page break - a type of page break
break, which occurs automatically

hanging indent
the margin

- a first line extending

around

up the Spreadsheet

a graphic

that you set intentionally

when

grid.

In Drawing,

you select

as opposed

farther left than the rest of a paragraph,

the

it

to a soft page

hanging

Glossary

out in

231

header

- a page element that appears

at the top of each page. See footer.

highlight
- to select text or graphics to be able to work with that chosen item. Highlighted text
has a black background, and highlighted graphics have square handles around them.
high/low
home

chart

- a chart for representing a starting and ending value

page - The beginning

document

(Web page) in your Intemet Web browser

host - The Intemet Service Provider who sends outgoing emails and receives and stores incoming
emails
hour'glass
wait.

pointer

hyperlink

-

- pointer (insertion poin 0 indicating that the system is busy and you must

a feature that allows you to skip around

I-beam pointer
text.

in a document

- on-screen pointer indicating that you can type or edit text or select and place

icon - a picture symbol on the screen used to represent
import/export

function

indentation

(Web page or Bookreader)

a program,

- allows you to use documents

- the space between

task, or tool bar button

with other programs

the margin and the text

Information
bar - at the top of the File Manager screen that describes
about a diskette or folder
insert

mode

insertion

- a mode for entering

point

text in which new text pushes existing text to the right

- the blinking vertical line on the screen that shows you where your next text

will be plac._=_

interact

--. _-_

__

- Not cap]talizecl, any collection of computers

Internet - Capitalized,
Service Provider
Internet Service
the Intemet

information (such as size)

the world-wide

Provider-

connected

network of computers

A company

connected

to share information

accessed through

an Intemet

to the Intemet who acts as your gateway

to

inverse mode - a drawing mode that displays the top object as the inverse color of the
background color, and, where they overlap, combines the colors of overlapping objects to
make a third color
invisible characters
mark
"

- characters

that do not appear

iteration - process in which the desired
successively better approximations.
justified

- paragraph

keyboard

layout

--labels

-

the types

- in Spreadsheet,

landscape
-'leading

alignment

layout
- the space

Glossary 232

all right edges

of keys and their

- a type of page
between

result is approached

in which

the descriptive

when you print,such

layout

in which

cycles of

on the right margin

on the keyboard

and columns

the page

lines of text in a paragraph

repeated

of text align exactly

arrangement

titles for rows

through

as a section break

is wider

than

it is tall

legend-

the part of a graph that uses text for explanation

llne chart

- a chart that represents

values with points on an x-y axis, connecting the values with •

straight lines
line status

- in Communication,

linear progression
value

the quality of the phone

- a progression

of numbers

connection

that is increased

by a certain amount, the step

logical function

- a mathematical

formula that includes an If statement

logical operator

- a mathematical

symbol used in logical functions (> < _>< ;_)

lookup functions
a database

- in Spreadsheet,

functions used to create a table in a spreadsheet

Main Menu - the first screen you see when you turn on the machine,

containing

that acts like

icons for the

programs
map - to change the order of fields when importing or exporting
information (Spreadsheet and Addressbook programs)
markers

- the points in a line on an x-y plot chart

master

page - the prototype

maximize/restore
menu

database or spreadsheet

a window

page that determines the format of each page in a document
- to enlarge a window from icon-size to full-screen size

- a list of choices

menu bar - contains
merge

,_to_combine

minimize
modem

all the pull-down

data from one applicafig, n with data from another

a window

- to reduce a window

- a deyice for connecting

monitor

menus for the application

to the size of an icon

to a telephone

line for the electronic transfer of information

- a CRT (Cathode Ray Tube) screen and its housing

monospacing
- each letter takes up the same amount of space. Typewriters use monospacing.
See proportional
spacing.
mouse

- a hand-held

New/Open

On-line
operators
parent

dialog
Help

box

- a source

- symbols
folder

- a dialog

of quick

box that asks you to choose
information

that show a mathematical

- a folder that contains

paritya modem
accurately
patlmame

pointing device used to select items on the screen

feature that checks

- a DOS name that shows

PCX - Paintbrush

format, a popular

accessed

a document

through

operation,

or template

the HELP function

to open

key

such as +

the current folder
electronic

how
bitmap

you

information

to make sure it will transmit

got into the file or folder

exchange

format

for using

you are currendy

graphics

using

in different

programs
Glossary 233

pica - 1/6 of an inch or 12 points
pie chart
pinning

- a round
a menu

- the smallest

pixd

view

place

that represents

- keeping

pixd

tool

chart

a pull-down

menu

dot on the monitor

- a bitmap

holder
text
your doctunent

values

of a pie

on the screen

screen

tool that allows

- text that appeam

as pieces

you to see and change

in templates showing

individual

pixels

you what kind of information

to put into

t

pointer

- the arrow

point

appearing

- a measurement

polygon

on the screen

used

in the printing

- a figure with at least

portrm't

layout

- a page

layout

that

is moved

industry

with the mouse

equal

to 1/72 of an inch

3 sides
in which

the page is taller than

it is wide.

Also called

vertical

layout.
proportional
letter
protocol
radio

spacing

- each

letter

- a type

of menu

radius
- half of the diameter
circle

button

that allows

of a circle

or ellipse;

RAM - (random access memory)
such as opening
a submenu
- a group

read-only

relative

containing

(pixels
header

- a reference

- the sharpness
per inch)

usually

choice

the distance

from the center

to be turned

for the on-screen
_
_

display

on at a time

to the edge

of a

and for routine

tasks

but not changed

on the screen

a number,

to a cell address

- the numbers

notation

used

based

so that all of the text and graphics

to match

the text reference

on its location

relative

with its

to the cell

measured

each

such

in dpi (dots

as 5.1 or 5.2

per inch)

on printed

matter

or ppi

row in a spreadsheet

you to see the whole

a fde you create

- a way of expressing
arrows

by a number

screen

that label

that allows

- a bar containing

Glossary 234

designated

of an image

on a monitor

- in Communication,

bar

information
-- -_

the image

of an application

to fit - an option

scientific
• scroll

to the size of the

a formula

- an edition

resolution

script

proportional

for only one

that can be opened,

or updating

- the character,

reference

release

stores

- a type of file or diskette

reference
mark
footnote

scale

of space

of cells in a spreadsheet

redraw - for recreating
are accurate

row

up an amount

- a set of rules

button

range

takes

page

in the application

to perform

a task such

large numbers

by using

and a sliding marker,

allowing

as dialing
powers

window
a phone

number

of 10, such

as 3 x

103

you to scroll through your document

scrolling

list - a box listing various items used in conjunction

with a scroll bar such that you are

able to see all the selections from which to choose
select - to highlight an item using the on-screen pointer or keyboard. Selected items will darken
Select button - the top button on a glidepad or left button on a mouse used to select an item on
the screen. For example, to draw a box in Drawing, select the Box tool, hold the Select
butt6n, and drag the on-screen pointer.

shading - using only a percentage of the full color value
snap objects - to cause objects to be pulled toward the lines in a grid, making the placement of
the objects easier and more consistent
soft page break

- a type of page break that occurs automatically

by the program as text flows

from one page to another
Special Characters

keylmard

- allows you to choose special character keys and symbols

spreadsheet - a document containing cells for entering data, allowing you to make automatic
calculations
smmup doeumem - opens when you open Addressbook,

Planner, or Scrapbook

stop bits - a modem setting that acts as a traffic controller, telling when to send or receive a
character

string

- a series of characters

used in spreadsheet

style - a collection of text and paragraph
text
Style

style

tool

_abmenu

bar_

contains

region

text

style

thesaurus

that

tool

shoets

is_reveal_l_hen
between

name. See

document

with layout

work

text will appear

for finding

File Format,

a standard

- a format

option

(words
format

of the window

- the first page in a document

usually

arranged

that allows

the insertion

already

used

is selected

point

done

to, handy

for making

for you

in a document

similar

in meaning)

for storing
showing

containing

on a horizontal

you

submenu

spelling

on the page

text styles

synonyms

or another

and for checking

tabs
can move

- the set of all named

- a source

a menu

that you

bar - a collection
of tools
application
window

trailing

under a common

te2ct style (size, font, etc.)

on the page

title bar - an area at the bottom
currendy
working in
title page

---

points

- the area where

TIFF - Tag Image
.

for changing

menu

- a ready-made

text

tools

- dots or lines inserted

tabs - designated
columns
template

format options grouped

sheet.

- a secondary

tab leaders

formulas

to add a suffix

bitmap

you

graphic

the name

of the document

the title, author's
or vertical

images

name,

you are

and date

bar at the top or side of the

to the values

you

enter

in a spreadsheet

Glossary 235

transform

- a submenu

tmformatted

diskette

uniform
resource
Wide Web
user

dictiottary

valu_

item that contains
- a diskette

locator

- numbers

entered

that has not been

(url)

- a special

the options

- the address

dictionary

that

flip, rotate,
prepared

of a document

you create

skew,

and scale

for saving
(web

with terms

documents.

page)

not found

at % - allows

web

page

you to see your

- a document

document

on the Wodd

at a selected

percentage

window
- a boxed-in
area of the screen in which
Windows
have a title bar and menu bar across
wrap
- a feature
placed on the next

wrapping

text

allowing
line

- a feature

XMODEM
- a protocol
be sent or received,

detail

Glossary

in/out

(set of rules
and resends

- to change

or see.more

236

words

that allows

x-y plot chart
- a type of chart
scatt e_ po_T_
zooming

in a dictionary

that

your

of the page

window

by using

of its normal

size

the

Wide Web

wildcal'd
- a symbol (* or ?) that substitutes
for an unknown
character
word. Wildcards
make certain word searches
more efficient.

word

World

in a spreadsheet

vertical
scroll
bar - allows you to easily move up and down the display
pointer to drag the box in the scroll bar or click on the arrow controls
view

on the Intemet's

that

cannot

you to place

you are creating
the top.

searching

or editing

for a

a document.

fit on one line of text to automatically

be

text around

ways

or standards)
used
a file if a problem

so that

graphic

objects

in data transmissions
occurs while sending

evaluates
one number
*_
pe_'spective

when

against
_

another,

you can either

in several

that controls

sometimes

see your work

data to

called

in greater

a

Index

A
abbreviatiotis for long phrases,
59
ABS(value) mathematical
function, 222
absolute

references,

Spreadsheet, 87
ACOS(value) trigonometric
function, 227
ACOSH(value) trigonometric
function, 227
address records, 174
Addressbook
email address, 175
exporting, 183
importing, 182
merging with Word
Processing, 55
phone numbers, type, 176
printing, 180 _
aligning text
Drawing, 155
Spreadsheet, 83 --tips, Word Processing, 1
Word Processing, 15
AND function
logicall, logical2 ..... 220
spreadsheet, 221
arc

changing, drawing, 139
tool, drawing, 126
arguments
. built-in functions, 88
in functions, 215
ASIN(value) trigonometric
function, 227
..ASINH(value) trigonometric
function, 227

ATAN(value) trigonometric
function, 227
ATAN2(x,y) trigonometric
function, 227
ATANH(value) trigonometric
function,
227
AVG(value 1,value2,...)
statistical function, 223

B

border
color, 25
customizing, 25
paragraphs, 25
shadow width, 25
spacing, 25
types, 25
width, 25
brush tool, drawing, 127
built-in,
85

functions,
formulas,

bullet character, I
bibliography, creating, 48
bitmap
color, 161
ellipse, 159
erase, 161
formats, tag image formats
(TIF), 165
frame, creating, 157
freehand, 159
images, editing, 160
line, 159
objects, Drawing, 156
pixel view tool, 161
rectanglejq_9. _
,
resolution, 163
selection region, 160
shapes, Drawing, 158
tool
ellipse, 127
line, 127
rectangle, 127
bitmap (BMP) format, 165
bold text
changing to, 14
spreadsheet, 84
tool bar button, 3
book reader, 201
close, 202
copy, 203
find, 203
open, 201
print, 204

C
calculation, Spreadsheet,

I00

calendar, viewing, 186
calendars, creating, Planner,
200
cell (Spreadsheet)
active, 66
address, 65
borders, 78
description, 65

_,

centering text, 15, 83
changing
Addressbook records, 177
bitmap images, 160
bitmap memory size, 163
column width (Spreadsheet),
82
fonts, 13, 84
graphic layouts, 45
margins, Word Processing, 6
ruler units, Drawing, 150
scheduled events in Planner,"
191
spacing
between lines, 20
between paragraphs, 21
style sheets, 34
tabs, 23
text alignment
Spreadsheet, 83

Index

237

Word Processing, 15
text appearance, 12
text size, 13
user dictionary, 51
CHAR(value)
224

string function,

CODE, function (string), 224
color
background of text, 16
bitmap, 161
Drawing, 136, 138
spreadsheet, 80

text

character
spacing, 12
weight,, 12
width, 12

COLS(range)

Charts, legend, changing, 112

column

Drawing, 155
Word Processing, 15

charts
area, 105
axis markings, changing, 112
bar, 104
chart titles, 111
column, 103
copying, another program,
110
creating, 102
deleting, 110
description, 102
elements, 102
changing, 110
grid markings
_- a_dding, 113 -__
changing, 112
high/low, 107
line, 104
--.-maintaining aspect ratio, 109
markers, changing, 114
moving, 109
pie, 106
resizing, 109
scatter plot, 106
text properties, changing,
110
titles, changing, 111
tools for creating, 68
$-y plot, 106
CHOOSE(index,valuel,vahie2
.... ) information function,
217
CLEAN(string)

function, 224

clip art, using, 42, 168
clipboard, 10, 55
Index

238

function, 217

breaks, Word Processing, 29
changing, Word Processing,
30

creating, WordProcessing, 6
inserting breaks, Word
Processing, 31
width, Spreadsheet, 82
compression, 166
continuous printing,
Spreadsheet, 120
Converting text, graphic, 145
copy, book reader, 203
Copy tool, drawing, 127

,

copying
Addressbook records, 177
charts, to another program,
110
event descriptions, Planner,
192
Spreadsheet
cells, 95
formulas, 95
text, 11
dragging and dropping, 11

correcting as you type, 8
COS(angle) function, 228
COSH(value) function, 228

creating
a master page, 36
Addressbook records, 174
arcs, lines, objects, 134
bibliography, 48
bitmap lines and shapes, 158
chart legends, Spreadsheet,
112
chart titles, Spreadsheet, 111
charts, Spreadsheet, 102
documents
in Drawing, 126
in Scrapbook, 171
in Spreadsheet, 65
in Word Processing, 2
Drawing objects, 129
email address, 175
graphic frames, 39
headers and footers, 27
Spreadsheet, 79
new addressbooks, 180
new calendars in Planner,
200
polygon, 135
star, 135
style sheets, 31
table of contents, 48
user dictionary, 51
crossed arrows
diagonal, drawing, 128
vertical/horizontal,
drawing,
128
crossed I-beams tool,
drawing, 128
crosshairs tool, drawing, 128
€'I'ERM(int erest,future_value
,present_value) function,
216
current time, inserting, 60
cut tool, drawing, 127

COUNT(valuel,value2,...)
function, 217
counting words, Word
Processing, 58 .

D
date
format, Spreadsheet,
functions (list), 226

116

text files, 205

inserting, 61
longhand format, 60
numeric format, 60

drag and drop, 11

Drag button, 1, 69, 125

DATEVALUE(string)
function, 226
DAY(date-value)
226

definition, 230
dragging, definition, 230

function,

Drawing
arcs, 134
arrange objects, 146
front to back, 146
moving, 146
arrowhead, 131
attributes, 136
bitmap, 156
shapes, 158
circle, 129
converting text to graphic,
145

DDB(cost,salvage,life,period)
function, 216
default document
Addressbook, 173, 185
Planner, 185
Scrapbook, 167

delete, tool, drawing,127
Delete key, 10

deleting
Addressbook records, 178
cell contents, Spreadsheet,
94
charts, Spreadsheet, 110
from Scrapbook, 169
graphic frames, Word
Processing,41
graphiclayout, 45
_- headers or footers, Word
....
Processing,28

creating, 129
deleting objects, 132
duplicating objects, 143
e._liting, 129
ellipse, 129
exporting graphics, 165
grids, 151
line, 130

.....

objects in Drawing, 132 "
page breaks, 29 _--scheduled events in Planner,
191
styles, Word Processing, 34
text, Word Processing, 10

dictionaly
user, editing, 51
Word Processing, 49
diskette, type, 231
document
. creating, 2
exporting, 64
formatting, 19
opening, 2
from another program, 64
" -'DOS
file names, text file editor,
208

obj¢ct__,
t34.__ ._on-screen view, 133
open, 125

pasting inside, 149
polygon, 135
printing, 163
rectangle, 129
redrawing the screen, 133

resizing objects, 132
ruler units, 150
rulers, 150

selecting objects, 131
square, 129
star, 135
straight lines, 134
text
align, 155
color, 155
style and size, 154
text usage, 152
tools, 126
arc, 126

bitmap

ellipse,127
line, 127
rectangle, 127
brush, 127
copy, 127
crossed arrows
diagonal, 128
horizontal/vertical,
128
crossed I-beams, 128
crosshairs, 128
cut, 127
delete, 127
ellipse, 126
eraser, 127
fill, 127
frame, 127
I-b_ams, 128
line, 126
paste, 127
pixel view, 127
pointer, 126, 128
rectangle, 126
rotate, 128
select all, 127
selection, 127
text, 126
turn, 126
undo, 126
zoom, 126, 128
unfilled object, 130
duplicating
143

objects, Drawing,

E
ellipse tool, drawing, 126
em dash, 1
email address, in
Addressbook, 175
entering text
Spreadsheet, 72
Word Processing, 7
envelope, page size for, 6
eraser tool, drawing, 127

Index 239

ERR() function, 217
error, Spreadsheet,

124

EXACT(stringl,string2)
function, 224
EXP(value) f_ction,

222

exporting
Addressbook, 183
graphics
bitcoimt option, 165
BMP format, 165
compression options, 166
from Drawing documents,
165
selected object, 166
whole document, 166
Lotus format, 121
Spreadsheet, 121
changing column order,
122

F
FACr(value)

function, 222

FALSE() functio_

220

field, definition, 230
file, definition, 230
FILENAME 0 function, 223
fill, tool, drawing, 127
financial, functions, list, 216
financial functions,
Spreadsheet, 91
find
and replace text, 17
book reader, 203
FIND(substring,string,start)
" function, 224
flipping objects, Drawing, 141
floating point math, definition,
231
fonts
changing size, 13

Index

240

changing style, 14
proportional, Word
Processing, 1
style and size, 154
footers
creating
Spreadsheet, 79"
Word Processing, 27
printing Spreadsheet, 120
footnotes,

description, 46

formulas
absolute references, 87
arguments, 88
built-in functions, 85, 88
inserting, 89
copying to adjacent cells, 95
description, 72
elements, 85
entering, 85, 86
function within a function,
90
inserting, names, 100
moving, 94
naming ranges, 98
operators, 85
references, 85
_-- _ relative, 86 --.__
._
relative references, 94
show/hide, 98
_spreadsheet, 85
values, 85
frame tool, drawing, 127
functions, 215
arguments, 215
date OisO, 226
keyword, 215
logical (list), 220
mathematical (list), 222
print (list), 223
time (list), 226
trigonomeetric (list)_ 227
FV(payments,interest,term)
function, 216

G
games

Solitaire, 210
Turnabout, 209
GIF format, 165
graphic
adding, Spreadsheet, 117
attn_outes, Drawing, 136

copying, from Scrapbook,
168
create in Drawing, 129

edit in Drawing,129
editing layout, 45
flames
align to ruler, 40
area attributes, 41
changing size, 40
deleting, 41
description, 39
deselect, 40
line attributes, 41
moving, 40
grouping, Drawing, 148
located in documents, 38
objects
moving, 43
_
pasting, 42, 43
resizing, 43
wrapping text, 44

grid
definition, 231
Drawing, 151
show/hide lines, 78
Word Processing, 41
grid lines, printing
Spreadsheet, 120

H
handles, text regions, 37
headers
creating
Spreadsheet, 79
Word Processing, 27

printing Spreadsheet, 120
HLOOKUP(value,range,offset
) function, 218
HOUR(time_value)
226

function,

hyphenatioia
maximumlines, 26
prefix, shortest, 26
shortest word, 26
suffix, shortest, 26

insert, row/column,
spreadsheet, 96

locking rows/columns,
Spreadsheet, 118

inserting, graphic layout, 45

logical
functions, list, 220
operators, spreadsheet, 221

insertion point, Word
Processing, 7
INT(value)

function, 222

invisible characters, displaying,
Word Processing, 58
IRR(guess,range)
216
ISERR(value)

tool, drawing, 128

IF function
(logical, true value, false
value), 220
spreadsheet, 220
importing
Addressbook, 182
graphics
bitmap (BMP) format, 165
GIF format, 165
in a Drawing document,
165 ....
_
.......
PC paintbrush (PCX), 165
Scrapbook, 171
tag image (TIF) f6rmat,
165
Spreadsheet, 121
changing column order,
123

LOWER(string)

function, 225

M
function, 218

ISSTRING(value)
218

function,
function,

Spreadsheet,

margins

relative, style sheets, 33
setting, Word Processing, 6
master pages
changing, 6, 36
columns, 37
headers and footers, 37
text regions, 37

italic text
changing to, 14
spreadsheet, 84
tips for using, 1
tool bar button, 3
iteration,

Spreadsheet,

function,

ISNUMBER(value)
218
I-beam

logical functions,
92

mathematical,
222
101

functions, list,

mathematical functions,
Spreadsheet, 92
MAX(valuel,value2,...)
function, 223

key combinations, selecting
spreadsheet cells, 71

L

incremental values,
Spreadsheet, 97

LEFT(string,num)
225

indent
first line, 21
paragraphs, 21

LENGTH(string)
225

function,
function,

INDEX(range,column._offset,r
ow_offset) function, 218

line
modifying, Drawing, 139
tool, drawing, 126

information, functions, list,
217

line spacing, WordProcessing,
2O

.information functions,
Spreadsheet, 91

lines and borders, Drawing
object, 136

memory size, bitmap, 163
merging
adding fields, 54
Addressbook, 55
clipboard, 57
data document, 53
field names, 54
merge document, 53
merge fields, 53
printing, 57
sequence for, 53
Spreadsheet, 56
MID(string_tart,num)
function, 225
MIN(valuel,value2,...)
function, 223
MINUTE(timevalue)
function, 226

Index 241

MOD(value,divisor)
222

function,

move, objects, 146
front to back, 146

page numbers
automatic, 27
inserting
Spreadsheet, 79
Word Processing, 27, 61
viewing current, 61
viewing total number, 61

moving, text, 10, 11

PAGE() function, 223

MONTH(date_.value)
function, 226

PAGES() function, 223

N
N(range)

paste
inside, Drawing, 149
tool, drawing, 127

function, 218

NA 0 function, 218

PASTE command, 10

name option, style sheets, 33

pasting, text, 11

notes

pattern, Drawing object, 136

Addressbook,178
printing, Spreadsheet,
Spreadsheet, 81
show/bide, 81

81

PI 0 function, 228

range) _nction,

number, pages, displaying, 61

o
÷

operators
formulas, 85
Spreadsheet, 88
OR(logicall,logical2,...)
function, 220

P
page
setup, Word Processing, 6
size, Word Processing, 6
page break
deleting, 29
d_playing marks, 58
inserting, 29

Index 242

(PC'X) format,

phone number records, 174

NOW() function, 226
NPV(interest,
216

PC paintbrush
165
_

pixel
defined, 156
view tool
bitmap, 161
plain text
changing to, 14
spreadsheet, 84
tool bar button, 3
Planner
creating new calendars, 200
printing
calendar, 197
page size changing, 197
repeating events, 193
scheduled events
adding, 191
removing, 191
scheduling events, !90
particular time, 192
searching events, 196
viewing calendar, switching,
186
viewing events, 187

PMT(prineipal,interest,term)
function, 216
point size relative, style sheets,
33
pointer, tool, drawing, 126,
128
polygon radius option, 135
paragraph
borders, 25
displaying marks, 58
indents, 21
new,

8

spacing, 21
splitting into two, 8
using style sheets to format,
31
print, book reader, 204
print functions, 223
Spreadsheet, 92
printing
Addressbook, 180
Book reader, 204
calendar, planner, 197
Drawing, 163
merge documents, 57 _.
sideways, Spreadsheet, 119
Spreadsheet, 120
Spreadsheet options
center horizontally, 120
center vertically, 120
continuous printing, 120
footers, 120
print grid lines, 120
print headers, 120
print row/column titles,
120
scale to fit, 120
starting page number, 119
Text File Editor, 207
PRODUCT(valuel,value2,...)
function, 222
PROPER(string)

function, 225

PV(payments,interest,term)
function, 216

S

R
RANDOM()

scale to fit, Spreadsheet,

function, 223

RANDOMN(value)
223

spaces, displaying marks, 58

function,

scheduling, repeating events,
Planner, 193

RATE(futfirevalue,present_v
flue,term) function, 216

scheduling
190

read, book reader, 202

scientific notation,
Spreadsheet, 73

recalc_ation,
100

Spreadsheet,

references
absolute, Spreadsheet, 86
formulas, 85
relative, Spreadsheet, 86
Spreadsheet, 86

scrolling, Spreadsheet,

SECOND(time_value)
function, 226

replace, all option, 18
z. REPLACE(°d_nal'start'n_um
replace) functiori, 225
÷

bitmap_-i63

reversing an action, 12
RIGHT(string,hum)
225

69

searching text, 18

REPEAT(string,num)
function, 225 .-

replacing text, 11

169

searching
Addressbook records, 179
events in Planner, 196

relative, references,
spreadsheet, 94

function,

rotate tool, drawing, 128
rotating objects, Drawing, 142
ROUND(value ,places)
function, 222
row/column rifles, printing
Spreadsheet, 120
function, 218

rulers
_ Drawing, 150
Spreadsheet, 117
Word Processing, 24

....

Select button, 1, 69, 125
definitio_/-35
x.

selecting
all tool, drawing, 127
text
canceling a selection, 9
extending a selection, 9
keyboard, 9
reducing a selection, 9
tool, drawing, 127
shortcut keys
redo, 12
undo, 12
SIN(angle ) function, 228
SINH(angle)

function, 228

skewing objects, Drawing, 143
SLN(cost, salvage,life)
function, 217
Solitaire, games, 210
sorting, Spreadsheet,

special
character, 12
bullet, 1
em dash, 1
searching for, 18
times, document creation, 63
spell checking, 49

Scrapbook
copying to other
applications, 169
retrieving a deleted page,
170

redo, 12

ROWS(range)

events_ Planner,

copying, from Scrapbook,

rectangle, tool, drawing, 126

resolution,

120

114

Spreadsheet
apostrophe, 73
automatic recalculation, 100
cell
address, 65
description, 65
charts, 102
color, 80
cell borders, 80
column width, 82
changing by dragging, 82
changing with Cell menu,
82
standard, 83
comma, 73
copying
adjacent cells, 95
cell contents, 94, 95
formula to adjace_nt cells,
95
date
entered as formula, 76
format, 116
functions, 92
defining
cell name, 99
range name, 99
deleting, cell contents, 94
description, 65
editing contents, 93
entering
labels, 72
text, 72
values, 73
error codes, 124
floating point math, 85, 215
format for dates, 77
format for times, 77
format for numbers, 74
formatting, 78
Index 243

formulas, 72
grid
description, 65
show/hide, 78
header, 65
headers and footers, 79
incremental'values, 97
inserting row or column, 96
labels, 72
locking rows/columns, 118
moving, cell contents, 94, 95
moving around, 72
open existing, 66
operators, 88
page numbering, 79
print options, 119
printing, 119
quotation marks, 73
row height, 82
setting a value, 83
scientific notation, 73
scrolling, 69
selecting
cell with keyboar d , 71
cells, 69
entire row/column, 70
multiple rows/columns, 70
- range of cells, 70
range of cells with
keyboard, 71_.._.
single cells, 70
sorting, 114
text alignment, 83
text style, changing, 84
time, entered as formula, 76
values, 72
spreadsheet,
SQRT(value)

OR function, 221
function, 222

statistical functions
listing, 223
Spreadsheet, 92
STD(value 1,value2,...)
function, 223

STRING(value,N)
225

function,

style sheets
applying, 31
changing format, 33
defining new, 32
deleting, 34
header and footer, 31
normal, 31
reverting to base, 35
storing temporarily, 32
using from other documents,
35

moving, 10
pasting, 10
style sheets, 31
tool, drawing,126
wrapping, 44
Text File Editor
capabilities, 206
DOS text fries, 205

SYD(cost, salvage,life,period)
function, 217
symbols, 12

window, 205

SUM(value 1,value2,...)
function, 222

text formatting
borders, 25

T

character weight, spacing,

table of contents, creating, 48
tabs
changing, 23
.... creating;_=_.,
deleting, 23
displaying marks, 58
key, Word Processing, 1
leader option, 23
list option, 22
position option, 22
setting default stops, 23
types, 23
vertical line option, 23

tag image file (TIF) format,
165, 166
TAN(angie)
TANH(angie)

function, 228
function, 228

template, opening, 2
TERM, function,
(payments,interest,future
value), 217

string functions, Spreadsheet,
92

text
appearance,

244

cutting, 10
fonts, 13
in drawings, 152

naming, 208
file names, 208
limitations, 206
line endings, 206
printing, 207
TXT extension, 208

STDP(value 1,value2,...)
-- function, 224

Index

copying,
10

12, 84, 154

and width, 12
line spacing, 20
size, 14
thesaurus,

51

.)

time, inserting into a
document, 63
time and date functions,
Spreadsheet, 92
time functions, list, 226
TIME(hour,minute,second)
function, 226
TIMEVALUE(string)
function, 226
tips, Word Processing, 1
rifle, page, 28
TODAY()

function, 227

tool bar
Advanced Functions, Word
Processing, 4
Attributes, Drawing, 136
Basic Functions, Word
Processing, 3

basic functions, Spreadsheet,
67
Bitmap, 156
Graphics, Word Processing,
4
transforming objects, Drawing,
141
trigonometric functions
listing,
227
Spreadsheet, 92
TRIM(string)
TRUE()

function, 225

turn tool, drawing, 126
Turnabout, Games, 209
TXT extension, text file
editor, 208

U
underlined text
changing to, 14
spreadsheet, 84--_ tool bar button, 3
undo, 12
objects, Drawing:-143
Scrapbook, retrieving a
deleted page, 170
tool, drawing, 126
ungroup graphic, Drawing, 148
untransforming
objects,
Drawing, 143
function,

user dictionary,

51

225

V
VALUE(string)
malues
entering, 73
formulas, 85

VARP(valuel,value2,...)
function, 224
VLOOKUP(value,range,
offset) function, 218

WEEKDAY(date_value)
function, 227

thesaurus, 51
title page, 28, 58
tool bars, 3, 5
word wrap, 1, 7

Y
YEAR(datevalue)
227

function,

Z

wild cards, searching with, 18

function, 222

UPPER(string)

function, 224

W

function, 220

TRUNC(value)

VAR(valuel,value2,...)

function, 225

Word Processing
aligning text, 1
bibliography, 48
changing columns, 30
color, 15
counting words, 58
deleting text, 10
dictionary editing, 51
em dash, 1
finding and replacing text,
17

zoom, tool, drawing, 126, 128

fonts, proportional, 1
foo_otes;__4_
._
igraphic frames, 39
graphic layouts, editing, 45
headers and footers, 27
insert mode, 7
invisible characters, 58
master pages, 36
merging information, 53
overstrike mode, 7
page, numbering, 27
page layout, master page, 36
page setup, 6, 36
page size, 6
pagination, 29
paragraphs, new, 8
rulers, 24
saving settings
(configuration),
5
spell
checking,
49
style sheets, 31
table of contents, 48
tabs, 22
text appearance, 12
Index 245

___he_®
Printed in USA
Part Number US3475001



Source Exif Data:
File Type                       : PDF
File Type Extension             : pdf
MIME Type                       : application/pdf
PDF Version                     : 1.2
Linearized                      : No
Page Count                      : 258
Page Layout                     : SinglePage
Page Mode                       : UseNone
Producer                        : Goby Monitor Application version 3, 2, 1, 4
Create Date                     : Sat Sep 29 12:27:53 2007
Author                          : 
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