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

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 publishing,

personal planning, and electronic accessory programs:

•Word Processing. Creates,edits, ,and prints documents, such as

memos, letters, and reports.

• Spreadsheet. Creates and edits Spreadsheet documents, performs

calculations, and creates charts.

• Drawing. Creates graphics by drawing and painting, or by importing

and editing.

•Scrapbook. Stores a graphic or piece of text for placing in a Word

Processing, Spreadsheet, or Drawing document. Also allows you to

place' clip art, which is supplied on diskette.

• Addressbook. Stores names and addresses and other information for

reference, including email addresses.

•Planner. Schedules appointments on a perpetual calendar.

•Book Reader. Opens books on screen.

• Text File Editor. Creates and edits DOS text files. This program is on

diskette

i Games. Solitaire and Turnabout are on diskette.

This manual assumes you are familiar with the basics of using programs such

as opening and saving documents and working with menus. If not, see

Getting Started in Book 1 for basic information.

In Book 1you 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: [ Serial Number: [

Geoworks. All fights reserved. United States Patent 5,327,529.

by Prentice-Hall, and are used with permission.

reserved. Reproduction or disassembly of embodied programs or database prohibited. Based upon The

American Heritage Dictionary, Office Edition.

Reproduction or disassembly of embodied algorithms or database prohibited.

Thesaurus U.S. Pat. No. 4,724,523. Reproduction or disassembly of embodied programs or database

reserved. Reproduction or disassembly "of embodied_gorithms or database prohibited.

The GEOS software in this device contains Nimbus Q from Digital Typeface Corp. and typefaces from

URW, GmbH, URW Roman©, URW Sans©, and URW Mono© are registered trademarks of URW GmbH.

Geoworks® and GEOS®, are registered trademarks of Geoworks, and Scrapbook TM is a trademark of

Geoworks in the United States of America and other countries.

Mastersoft is a registered trademark of Mastersoft, Inc. in the U.S.A.-

Black & white clip art images in this product are licensed from Media Graphics International and are

protected by U.S. and worldwide copyright laws.

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 receiving antenna or increase the separation between the equipment and

receiver

• Connect the equipment to an outlet on a circuit different from that to which the receiver is connected

• Consult the dealer or an experienced radio/television technician for help (changes or modifications

not expressly approved by Brother International Corporation could void the warranty)

This product uses RJllC/W jacks and is designed to connect to the telephone network or premises wiring

using a compatible modular jack that is Part 68 compliant.

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 that

could affect the operation of the equipment. If this happens, the telephone company will provide advance

notice for you to make necessary modifications to maintain uninterrupted service.

Do- not connect dai_e'-@ipment to pat_-_,-lines -" _ _ ;

_.or coin'-x3"perated telephone lines.

The FCC Registration number on this product shows compliance with Federal Communications

Commission Part 68 Rules. To ensure product compliance, use the AC adapter that comes with this

product. Do not substitute adapters.

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 of the Canadian Interference-Causing Equipment

Regulations. Le proem appareil num6rique d6 la classe B respecte toutes les exigences du R6glement sur

le materiel brouilleur du Canada.

WARNING -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 ................................................................. 1

Starting Word Processing ............................................................. 2

Opening a Document ................................................................ 2

Using the Tool Bars .................................................................. 3

The Basic Functions Tool Bar ....................................................... 3

The Advanced Functions Tool Bar ................................................... 4

The Graphic Bar .................................................................. 4

The Drawing and Bitmap Tool Bars .................................................. 5

Saving On-screen Settings (Configuration) ............................................. 5

Beginning aDocument ............................................................... 6

Setting Up Your Page .............................................................. 6

Working with Text ................................................................... 7

Entering Text ..................................................................... 7

Deleting Text .................................................................... 10

Cutting, Copying, Pasting, and Replacing Text ....................................... 10

Dragging and Dropping Text ...................................................... 11

Usihg-U_do_to Reverse-Your Last..Acfi_,_,..: .... :........................... ._..... 12

Using Special Characters and S_nbols .............................................. 12

Changing Text Font, Size, Style, and Alignment ...................................... 12

Using Tone in Text ............................................................... 15

Finding and Replacing Text ....................................................... 17

Formatting Documents .............................................................. 19

Setting Line Spacing .............................................................. 20

Using Indentations, Tabs, and Rulers ............................................... 21

Adding Borders .................................................................. 25

Setting Hyphenation ................................... .......................... 26

Using Headers and Footers ........................................................ 27

Creating a Title Page ............................................................. 2_

Using Page Breaks ............................................................... 29

Managing Columns .............................................................. 29

Using Text Style Sheets .................. -.. ...................................... 31

Using Master Pages to Design Documents ........................................... 36

Using Graphics in a Document ....................................................... 38

Using Frames for Graphics and Text ................................................ 39

Using Grids ..................................................................... 41

Using Clip Art in Documents ...................................................... 42

Contents i

Wrapping Text ................................................................... 44

Inserting, Appending, and Deleting Graphic Layouts ................................. 45

Finishing Your Document ........................................................... 46

Using Footnotes ................................................................. 46

Creating a Table of Contents ....................................................... 48

Creating a Bibliography ....................... ..................................... 48

Proofing Your Document ............................................................ 49

Checking Your Spelling ........................................................... 49

Creating a User Dictionary ........................................................ 51

Using the Thesaurus .............................................................. 51

Printing or Faxing Your Document ................................................... 52

Merging Information from Other Programs ........................................... 53

Setting up the Merge Fields ....................................................... 54

Merging Addressbook Information ................................................. 55

Merging Spreadsheet Information .................................................. 56

Printing aMerge Document ....................................................... 57

Spedal Effects ...................................................................... 58

Displaying Invisible Characters .................................................... 58

Displaying Counts ............................................................... 58

Using Abbreviated Phrases ........................................................ 59

Inserting Special Characters ....................................................... 60

Importing and Exporting Documents ................................................. 64

2 Spreadsheet......................... ._ ,.................. 65

Starting Spreadsheet .............. _.......... ,...................................... 65

Opening a Document ............................................................... 66

Using the Tool Bars .................................................................. 67

The Basic Functions Tool Bar ...................................................... 67

The Advanced Functions Tool Bar .................................................. 68

Graphic Bar, Drawing Tools, and Bitmap Tools ....................................... 68

Moving around in a Spreadsheet ..................................................... 69

Selecting Cells and Ranges ........................................................... 69

Working with Values and Labels ...................................................... 72

Entering Values and Labels ........................... '............................. 72

Notes on Entering Labels ......................................................... 73

Notes on Entering Values ......................................................... 73

Changing the Number Format for Values ............................................ 74

Entering and Changing Dates and 1imes ............................................ 75

Format Formulas ................................................................ 77

Formatting Spreadsheets ............................................................. 78

Showing Grid Lines .............................................................. 78

Showing Cell Borders ............................................................. 78

Using Headers and Footers ........................................................ 79

Using Tones ..................................................................... 80

Contents ii

Creating Notes .................................................................. 81

Changing the Appearance of a Spreadsheet ............................................ 82

Adjusting Column Width and Row Height .......................................... "82

Changing Alignment ............................................................. 83

Using Different Text Styles ........................................................ 84

Working with Formulas .............................................................. 85

Entering Formulas ..................... :......................................... 85

Using References in Formulas ..................................................... 86

Using Operators in Formulas ...................................................... 88

' Using Built-in Functions in Formulas ............................................... 88

Spreadsheet's Built-in Functions ................................................... 91

Editing the Spreadsheet ............................................................. 93

Editing the Contents of a Cell ...................................................... 93

Copying and Moving Information .................................................. 94

Inserting and Deleting Rows and Columns .......................................... 96

Filling aRange of Cells with Incremental Values ..................................... 97

Options for Spreadsheet Formulas ................................................... 98

Showing and Hiding Formulas .................................................... 98

Naming Cells and Ranges ......................................................... 98

Controlling Automatic Recalculation .............................................. 100

Using Iteration and Circular References ............................................ 101

Charting in Spreadsheet .. ; ......................................................... 102

What Is a Chart? ................................................................ 102

Types of Charts ................................................................. 103

Creating-Charts ..................... .._.. .... ........................................ 108

Changing the Type Of Chart .......... "_ " 108

Manipulating Charts ............................................................ 109

Resizing and Moving a Chart ..................................................... 109

Changing Chart Properties and Attributes .......................................... 110

Deleting a Chart ................................................................ 110

Using a Chart in Another Program ................................................ 110

Adding Titles and a Legend ...................................................... 111

Changing Markings ............................................................. 112

Changing Marker Shapes ........................................................ 114

Using Additional Spreadsheet Features ..................... ......................... 114

Sorting ........................................................................ 11.4

Creating Number and Date Formats ............................................... 116

Using Rulers ................................................................... 117

Adding Graphics ...................... ...: ...................................... 117

Locking Titles .................................................................. 118

Using Spreadsheet with Other Programs ........................................... 118

Printing and Faxing ................................................................ 119

Setting Page Setup Options ....................................................... 119

Printing and Faxing Spreadsheets and Charts ....................................... 120

Contents iii

Exporting and Importing Spreadsheets ................................................ 121

Spreadsheet Error Codes ............................................................ 124

3 Drawing .......................................... 125

Starting Drawing .................................................................. 125

Opening a Document .............................................................. 126

Using the Tools .................................................................... 126

Drawing Tools .................................................................. 126

Bitmap Tools ................................................................... 127

Pointers ....................................................................... 128

Creating and Editing Simple Objects ................................................ 129

Selecting Objects ................................................................ 131

Resizing Objects ................................................................ 132

Deleting Objects ................................................................ 132

Changing the On-screen View ...................................................... 133

Advanced Work with Objects ....................................................... 134

Drawing Objects, Arcs, and Straight Lines .......................................... 134

Setting Attributes ............................................................... 136

Transforming Objects .............................................................. 141

Flipping Objects ................................................................ 141

Rotating Objects ................................................................ 142

Skewing Objects ................................................................ 143

Untransforming Objects ......................................................... 143

Duplicating Objects ............................................................. 143

tirtg't_ phi '" _ _ _-Conver a Gra c.................. ........ . ................................... ,. 145

Arranging Objects _.146

Moving Objects to the Front or Back ............................................... 146

Moving Objects ................................................................. 146

Grouping and Ungrouping Objects ................................................ 148

Pasting Inside .................................................................. 149

Using Rulers ................................................................... 150

Using Grids .................................................................... 151

Using Text in Drawings ............................................................ 152

Changing Text Style, Size ........................................................ 154

Aligning Text ................................................................... 155

Adding Tone to Text ............................................................. 155

Working with Bitmap Objects ...................................................... 156

Creating a Bitmap Frame ......................................................... 157

Drawing Bitmap Shapes ..................... . - .................................. 158

Editing Bitmap Objects .......................................................... 160

Using Tone or Fill Pattern in aSelected Area ........................................ 161

Erasing in the Bitmap Frame ..................................................... 161

Using the Pixel View Tool ........................................................ 161

Changing the Bitmap Color and Resolution ......................................... 163

Contents iv

Printing or Faxing Drawing Documents .............................................. 163

Importing and Exporting Graphics .................................................. 165

4 Scrapbook ........................................ 167

Starting Scrapbook ................................................................ 167

Using 'Scrapbook Documents ....................................................... 168

Placing and Deleting Clip Art and Other Scraps ..................................... 168

Navigating Through Scraps ...................................................... 169

: Naming a Page of Scraps ......................................................... 170

Creating a New Scrapbook Document ............................................... 171

Importing a Scrap from a DOS Program .............................................. 171

PERSONAL PLANNING

5 Addressbook ...................................... 173

Starting Addressbook .............................................................. 173

Working with Cards ............................................................... 174

Creating and Adding New Cards ................................................. 174

Adding and Changing Phone Types ............................................... 176

Flipping through Cards .......................................................... 176

Editing Cards .................................................................. 177

Copying Cards ................................................................. 177

Deleti rds .................. .... __--_..... :. .... .'. .......................... _:.... 178

Adding Notes to Cards ...... _.................................................... 178

Searching through Cards ......................................................... 179

Making New Addressbooks ......................................................... 180

Printing and Faxing an Addressbook ................................................ 180

Importing a Document ............................................................. 182

Exporting an Addressbook Document ............................................... 183

6Planner ........................................... 185

Starting Planner ................................................................... 185

Viewing the Calendar .............................................................. 18.6,

Selecting and Viewing Events ....................................................... 187

Switching between the Calendar Window and the Events Window .................... 188

Selecting a Range of Days and Viewing Their Events ................................. 189

Scheduling Events ................................................................. 190

Scheduling an Event ............................................................. 190

Changing a Scheduled Event ..................................................... 191

Removing a Scheduled Event ..................................................... 191

Adding Events between Two Scheduled Events ..................................... 191

Adding an Event at a Particular Time .............................................. 192

Contents v

Copying Event Descriptions ...................................................... 192

Scheduling Repeating Events ..................................................... 193 •

Changing a Repeating Event ..................................................... 196

Removing a Repeating Event from the Calendar .................................... 196

Finding Specific Events .......................................................... 196

Printing or Faxing Planner Documents ............................................... 197

Creating New Calendars ........................................................... 200

ELECTRONIC ACCESSORIES

7 Book Reader ...................................... 201

Starting Book Reader .............................................................. 201

Using Information and Text ......................................................... 202

Printing from Book Reader ......................................................... 204

8 Text File Editor 205

Starting Text File Editor ............................................................ 205

What Text File Editor Can and Cannot Do ............................................ 206

Word Wrap and Line Endings ....................................................... 206

Changing the Text Size ............................................................. 206

Printing a DOS Text File ............................................................ 207

Naming a DQ__.Text File ................. ._....... _..... _............................. 208

9 Games ............................................ 209

Turnabout ...... , .................................................................. 209

Capturing Pieces 209

Sequence of Play ................................................................. 209

Setting User Options ............................................................ 210

Solitaire .......................................................................... 210

Starting Solitaire ................................................................ 211

Playing the Game .................................. :............................ 211

Finishing aGame 212

Setting the Playing Level ......................................................... 212

Changing the Scoring ............................................................ 213

Changing the Number of Cards Drawn ............................................ 214

Changing Other Options ......................................................... 214

Contents vi

APPENDIX

Spreadsheet Built-in Functions ........................ 215

Argument Rules ................................................................... 215

Fina_idal Functions ................................................................ 216

Information Functions .............................................................. 217

Logical Functions .................................................................. 220

Mathematical Functions ............................................................ 222

Print Functions .................................................................... 223

Statistical Functions ................................................................ 223

String Functions ................................................................... 224

Time and Date Functions ........................................................... 226

Trigonometric Functions ............................................................ 227

Glossary ............................................ 229

Index ............................................... 237

Contents vii

Contentsviii

1Word Processing

Before starting, review

these basic procedures

from the Getting Started

chapter in Book 1:

•Working with Documents

•Saving Documents

• Working with Menus

•Working with Dialog Boxes

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.

Word Processing Tips

To select (or dick on)

an item, p/ace the

on-screen pointer on

the item; then clickon

the Select button or

tap once on the

glidepad.

Glidepad

surface

Selectbutton(left

buttononamouse)

Dragbutton(right

buttononamouse)

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 space after a period or colon. When using a

typewriter,_you enter two spaces after a period or colon because of

--the spacing-o'_e typ_ewdtet:characters. _°

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 provides italic and bold type

styles and other typographical features 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. (See Using

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.

Word Processing 1

Starting Word Processing

•To create a new document:

By default, the Word

Processingicon is

automaticallysel_cted

(outlinedin dotted white

line) whenyou turn on

your machine or any

time you go 1othe Main

Menu.

1. Click on Word Processing from the Main Menu. The New/Open dia/og box

appears.

2. Click on New. A new Word Pr_essing document appears.

Opening a Document_

Templates allow you

to create standard

documents, such as

envelopes, quicldy.

See Using Templates

in Getting Started

(Book 1).

•To open an existing document or template:

1. Insert the diskette that contains the document or template into the disk

drive,

Select New/Open from the File menu. The New/Open dialog box appears.

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.

Word Processing 2

Using the Tool Bars

The tool bars provide quick access to menu functions. In Word Processing,

you can open five different tool bars: Basic Functions, Advanced Functions,

Graphic Bar, Drawing Tools, and Bitmap Tools.

•To open a tool bar:

1. Select Show Tools from the Options menu. A submenu appears.

2. Select the tool bar. The tool bar appears on the screen.

•To use a tool on the tool bar:

1. Select the text or graphics whose characteristics you want to change.

2. Click on the tool button. The characteristics change.

The Basic Functions Tool Bar

To remove tool bars, click

again on the name of the

tool bar in the Show Tools

submenu of the Options

menu.

The Basic Functions tool bar appears when you open Word Processing. Use it

for functions like copying or changing the font size of selected text.

Open

Textstyles:plain;bold,

italic,andundedined

Save

Go to page or

current page

ISpell check

1_12 I@1[] Iol_l_l_mixl lun"Rom-,=l1,2=111;I

Next page t , :t,:

Copy

Font size:

increase and Redraw

Click to see a list decrease / screen

of fonts and sizes. [

I [-- 1 [I

ITITIZI_I_!]

Paste

Word Processing 3

The Advanced Functions Tool Bar

When opened, the Advanced Functions tool bar appears above the Basic

Functions tool bar.

Findandreplace Styleinuse

I st°reStyle I

iR_cal,Style Hyphenation

I1_1 kZ!l'_l.o,m.,"1 []

°.."0n..

I-I=1=1-1

Zoomin

Zoom

Scale ol t

tofit

Alignment Linespacing View

The Graphic Bar

Use the Graphic bar for editing graphic objects created in or imported to

Word Processing. For example, use the Duplicate button to make a copy of a

graphic object, or use the Area Fill tool to fill a graphic object.

AreaPattern LineShading ,

LineStyle .PasteInside

AreaFill ILine Tone [ I TextShading

- AreaShadin_ "_-I- -1 -._---. ,. -l-_Te'x'_Tone'( Ungroup

I]I L'"e'T'°"_/ II Gr_upI

BreakOutPasteInside

Bringto Front

Sendto Back

[ PullForward

IIPt_sh Back

Duplicate I I

FlipLeftto Right

FlipTopto Bottom

Word Processing 4

The Drawing and Bitmap Tool Bars

Pointer tool

I-beamtool I'_

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:

• To select a graphic.in Word Processing, use the Pointer tool.

Text tool

In Drawing, the

Drawing and Bitmap

tool bars are in

different locations

than they are in Word

Processing, but they

stillcontain the same

tools.

• To select text in Word Processing, use the I-beam tool.

• To create text in a graphic frame, use the Text tool.

You can also use the Bitmap tool bar to create bitmap graphics or to edit

bitmap graphics imported into Word Processing.

The Drawing tools, Bitmaps, and the Bitmap tool bar are explained in detail

in the Drawing chapter, which starts on page 125.

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 you are creating by setting

your page size and page setup options.

Setting uP Your Page

You can create a

document larger than

the printing area.

When you print a

large page, you are

asked if you want to

scale the document or

pffnt it actua/ size.

Select Print Actual

Size; then insert as

many sheets of paper

as required. When

finished, tape the

pages together.

To change your view of

the document select

Zoom In or Zoom Out

from the View menu.

To change the margins

on an individual page in

your document,

reduce your document

to Scale to Fit from the

View menu and use the

pointer from the

Drawing tools to select

and resize header,

footer, or main body

region.

To select the page size:

1. Open a new document.

2. Select Page Size from the File menu. A dialog box appears.

3. Select either Paper, Envelope, Label, or the width and height of your

document if it is not a standard size.

4. Select Page Layout, either portrait (vertical) or landscape (horizontal).

5. Click on Apply; then click on Close. The dialog box closes, andyour

document outline will be represented by a rectangle with dotted borders.

set up the page:

Select the document for which you want to change the page setup. (Place

the insertion point anywhere in that document.)

Select Page Setup from the File menu. A dialog box appears.

Fill in the dialog box, making the selections you want:

• Starting Page Numlmr. You can start your document on a page

other than 1: If you_have several sections in the same document, you

can save them separately and still have consecutive page numbering.

• Columms. Select the number of columns in the document. See

Mana_ng Columns on page 29.

•Spacing. If you have more than one column, select the distance

between columns. Spacing is the same between all columns. By

default, this setting is 0.125 inches.

• 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.

• 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).

Click on Apply; then click on Close.

Word Processing 6

Thecolumnsettingistwo.

Thissampledocumentis setup

with2 columns,0.25inch spacing

betweencolumns,anda vertical

rule(line)betweencolumns.

Theverticalrule 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.

Toswitch 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).

The recommended method for entering text described in this manual is called

Insert mode, in which typed characters push all existing characters to the

right.

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 page:

You can also select a

page to go to from the

Basic Functions tool

bar.

Select Go to Page from the View menu. If your document has more than one

page, tbe page you select appears, lf your document begins on apage 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.

Tosplit an existing

paragraph into two,

place the insertion

point where you

want the split and

press ENTER.

l_ To correct as you type:

Press BACKSPACE to erase characters to the lej_ of the insertion point.

Press DELETE to erase characters to the right of the insertion point.

To start a new paragraph:

Press ENTER. The insertion point moves to the lej_ margin of the next line.

To place the insertion point M the text:

Position the insertion point in the text and press the Select button. You can

type in the text.

._, To select text:

-1. Move _inserti_-p-6in'_o the beginning of the word, line, or paragraph

you want to select.

2. Hold the Select button and drag across the text until what you want is

selected; then release the button.

Click the Select button at the beginning of the text, hold down SHIFT,

and click at the end of the text.

Use these methods for selecting text: . o

This Does This

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

3clicks Selects a line

To select additional words, lines, or paragraphs, on the last click, hold down

the Select button as you drag.

Word Processing 8

•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 + From the insertion point to the beginning of the document.

HOME

CTRL + SHIFT + _From the insertion point to the end of the document.

END

CTRL + /The entire document (the same as choosing Select All from

the Edit menu).

•To extend or reduce 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

selection, it is placed

on the cl_board.

You can paste the

selection from the

clipboard to another

location as long as

you have not cut or

copied another item.

•To delete text:

1. Select the text you want to delete.

2. Press CUT.

•To delete text using the keyboard:

With no text is selected, use the following keystrokes to delete text:

•BACKSPACE. Deletes the character to the left,

•CTRL +BACKSPACE. Deletes from insertion point to beginning of

word.

•CTRL +DELETE. Deletes from insertion point to end of word.

•SHIFT +CTRL +BACKSPACE. Deletes from insertion point to

beginning of line.

•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, an

- 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

its oaginal location

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.

•To move a selection:

1. Select the item or text you want to move.

2. Press CUT. The item is removed from your document andplaced on the

clipboard, replacing any item already in the clipboard.

3. Move the insertion point to the new location.

4. Press PASTE. The contents of the clipboard are inserted into the

document, and tbe pasted text appears at the insertion point.

Word Processing 10

Whenyou paste an

item intoa

document,itremains

onthe _lipboard

unlessyou replace

it. So you can

continueto paste it.

To copy a selection:

1. Select the item or text you want to copy.

2. Press COPY. The item remains in your document and aLso goes to the

clipboard, replacing any other item in the clipboard.

3. Move the insertion point to the location where you want the item to

appear.

4. Press PASTE. The contents of the clipboard are inserted into the

document.

I_ To replace text:

1. Select the word or words you want to replace.

2. Type the replacement text. The new text replaces the original text.

_, To replace one block of text with another:

1. Select the block of text you want to replace the existing text with.

2. Press COPY or CUT. The text is placed in the clipboard.

3. Select the block of text you want to replace and press PASTE. The

selection is replaced by the contents of the clipboard.

Dragging and Dropping Text

Move _CopJ[__

Youcan onlymove

text to text areas,

whichhave already

been typed in. To

create a larger text

area, press ENTER.

The drag and drop feature provides a quick way to move or copy text

without using the clipboard.

Tomove or copy"-a-selection with drag and drop:

1. Select the text you want to move or copy.

2. Move the on-screen pointer over the selected text.

3. Hold down the Drag button. Thepointer changes to the drag anddrop

pointer.

4. To move, hold the Drag button and drag the pointer to where you want to

place the selection.

Do not release the

CTRL key until

after you have

[eleased the Drag

button.

To copy, press CTRL and drag the pointer.

Release the Drag button. The selected text is moved or copied to the new

/ocat_on.

Word Processing 11

Using Undo to Reverse Your Last Action

CUTreplaces the Sometimes you may delete some text or change the way it looks and

contents of the clipboard immediately decide that it was not what you wanted. If you have not done

so that even Undo wi/I anything else, select Undo from the Edit menu to restore the text. Once you

notbringit back.You

can undoyourlastcut, select Undo, its name on the Edit menu changes to Redo.

butnottheonebeforeit.

l_ To undo your last editing operation:

Not allpragrams include Select Undo from the Edit menu. The text you are working on reverts to the

Undo,andnotall 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 characters and symbols:

Forinternationalormath

symbols clickonthe

Symbolsmenu.Tosee

allavailablecharacters,

seethe Appendix. -"=_-

Once you open the

Keyboard, it will stay

open until you close it.

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.

4. Click on the window close button in the top left hand comer.

Changing Text Font, Size, Style, and Alignment

How a character looks on the screen and when it is printed is determined by

its font, size, style, alignment, and other attributes.

You can apply character 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 menu. A dialog box appears.

Word Processing 12

.Fill in the dialog box:

• Character Weight (%). Select the weight of the characters. Select

any weight from 75 to 125.

• Character Width (%). Select the width of the characters. Select any

width from 25 to 200.

• Character Spacing. Select the spacing between characters. Select

any spacing from -150 to 500.

4. Click on Apply.

5. Click on Close.

Changing fonts

Fonts are different typefaces that define how each character appears on

screen and when printed. Each character has a unique design that varies from

font to font.

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 the font:

To see a sample of the

font, select Fonts from the

Charactermenu; then

select Font Viewer.

Youcan also select

fontsfrom the Fonts

submenuin the

Character menu.

1. Select the text to change.

2. Click-on theFon_ iC_YrYon _e Basic Functions tool bar. A drop-douPa

menu of fonts appears.

3. Select the font. The selected text appears in the font you selected.

Changing text sizes

Ifyou use a large font

3ize, above 72points,

you may need to

increase the line

spacing. Select Line

Spacing fromthe

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 72 points) or create a

custom text size.

Word Processing 13

If all thehighlighted

text is thesame size,

the currentsize is

identifiedby a filled

radio buttonin the

Sizes menu. If the

highlightedtext

contains_rfferent

sizes, none of the point

sizes is marked.

Youcan also change

text size from the

Sizes submenu of the

Character menu.

•To change the text size:

1. Select the text to change.

2. Select Sizes from the Character menu. A submenu appears.

3. Select one of the sizes from the list. Word Processing applies the size you

selected to the highlighted text.

•To change the text size incrementally:

1. Click on the Increase or Decrease Font Size buttons on the Basic

Functions tool bar. The text appears in the next smaller or next larger size.

•To set a custom text size:

1. Select the text to change.

2. Select Sizes from the Character menu. A submenu appears.

3. Select Custom Size from the submenu. A dialog box appears.

4. Select the custom point size you want (between 4 and 792).

5. Click on Apply.

6. Click on Close.

Changing text styles

Use text styles to add emphasis to words and phrases in your document. The

following styles are available:

Youcan also change

text stylesfrom _he

Basic Functionstoolbar.

• _Plain

•Bold

•Italic

• Underline

• Strikethru

•Superscript (e.g. ax + b 2= cz)

•Subscript (e.g. H20)

• Boxed (with a box around i0

• Button (to resemble a button that you press)

•To change the style of text:

1. Select the text to change.

2. Select a style from the Styles submenu in the Character menu. The selected

text sty/e appears.

Word Processing 14

Aligning text

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

iususqear.

-- Alignedwithleftsideof the margin

-- Alignedwithrightsideofthe margin

Centeredbetweensidesofthe margin

Rushagainstbothsidesof the margin(justified)

Youcanalsoalign text

byselectingAlignment

from_e Paragraph

menuorfromthe

AdvancedFunctions

tool bar.

_To change text alignment:

1. Select the text or move the insertion point into the paragraph you want to

align; then use the following keys to align the text:

Control Key Alignment

CTRL + L Left

CTRE-_",_--_ _ _ 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.

The toneyou

_select is not going

to appear on the

screen exactly as

it willprint.

l_ To change 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 as desired until you are

satisfied with how the text looks.)

5. Click on Close; then deselect the text by clicking somewhere else on the

page. Tbe text appears in the tone you chose.

•To change the text background tone:

1. Select the text to change.

2. Select Text Background Tone from the Character menu. A dialog box

appears.

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 tone or shade of gray from

the palette.

•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.

Click on Apply. (You can continue to make changes as desired until you

are satisfied with how the text looks.)

Click on Close; then click somewhere on the page to deselect text and see

the new text tone.

Word Processing 16

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 what you

want to find without any

extra spaces or

characters.

You can search for any sequence of numbers, letters, spaces, and other

printable characters (such as punctuation marks).

)_ To search for text:

1. Press CTRL + F. A dialog box appears.

2. Type the text you want to search for.

3. Click on either Find Next or Find Previous. Word Processing starts the

search from the insertion point forward or backward.

•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 Processing reaches the end of the

document, it starts searching from the beginning. For backward

searches, if Word Processing 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.

Replacing text

You can replace any search text with different text.

To replace text:

1. Press CTRL + F. a dialog box appears.

2. Type the text you want to search for.

3. Enter the text that will replace the search text.

4. Click on Find Next or Find Previous. Word Processing starts the search

from the insertion point fommwd or backward. If Word Processing finds a

match, it highlights the text in the document. You have the folloua'ng

cboices:

• Replace one occurrence of the selected text. To do this, click on

Replace. Stop the search here or click on Find Next to continue

searching.

Word Processing 1;

Replace all occurrences of the search text with the replacement text.

To do this, click on Replace All. Adialog 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. Click on Close.

Using wildcards 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 math, use the

Multiple Characters wildcard in your search text (math*).

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 dialog box appears.

2. Click on Special Characters. A drop-down list appears:

_Find..It

I_pla¢o _ _'rm

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

[R- Hatch AnyCharacter

- 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 for:

• Match Multiple Characters. Matches text where the beginning or

end of the text might vary (such as professor and professional).

•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. Adds a tab character to the Find or Replace With text.

• Carriage Return. Adds a carriage return character to the Find or

Replace With text.

•Page Break. Adds a page break character to the Find or Replace

With text.

For special characters, you can set the following 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 aword. 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 Previous to search the document for the search

text, and click on Replace or Replace All to replace the search text with

the replacement text.

5. Click on Close.

Formatting Documents

This section describes how to use the following document formatting

features:

•Line and paragraph spacing

•Indentations, 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

linesina paragraph.

) . . n._.12 .n.E._. 14 . = . B._. I; . +. 17 . n. IB .

]r .......... 4

]

-I' !

! i

To add more space between the lines of text in a paragraph, select from the

following line spacing settings:

• Single. This is considered normal spacing. There is no extra line

space between each row of text.

•One and aHalf. A half line space is between each row of text.

• Double. A whole line space is between each row of text.

•Triple. Two whole lines are between each row of text.

• Custom. Set custom line spacing up to 12.

specify 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. Asubmenu 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. If Automatic is selected, select the line spacing you

want.

• Manual Leading. If Manual is selected, select the manual line

spacing you want.

4. Click on Apply.

5. Click on Close.

Word Processing 20

•To change spacing between paragraphs:

1. Select one or more paragraphs to change.

2. Select Paragraph Spacing from the Paragraph menu. A dialog box appears.

3. Fill in the dialog box, selecting the options you want:

• Space On Top. Select the spacing above aparagraph.

• Space On Bottom. Select the spacing below a paragraph.

Click on Apply.

Click on Close.

Using Indentations, Tabs, and Rulers

Setting 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.

Indentedparagraph

The Left Indent marker is two triangles.

• The upper triangle sets the indentation of the first line of the

paragraph.

_-*.--The loWe_ tiSa_gle_sets: the " _ "

mdentauon for the remaining lin_ of the

paragraph (the hanging indent).

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 with the dialog box:

1. Select one or more paragraphs you want to change.

2. Select Indents from the Paragraph menu. A dialog box appears.

Word Processing 21

Hangingindent

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. Select the distance of the text from the left

margin of the page.

• Right Indent. Select the distance of the text from the right margin.

4. Click on Apply.

5. Click on Close.

Setting tabs

Use tabs to create aligned columns, such as a table of contents or columns of

numbers. Add your own tabs by clicking on the ruler.

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 for which you want to create tabs, or if you want to

add a tab to a single paragraph, move the insertion point into the

paragraph,

2. Click on the ruler. The tab marker appears wbere you clicked. The

automatic tabs disappear to the lej_ of the new tab

3. If the tab is not exactly where you want it on the ruler, drag it to a new

location.

4. Continue clicking and dragging until you have placed all the tabs.

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

1. Select one or more paragraphs to change.

2. Select Tabs from the Paragraph menu. The Tabs dialog box appears.

3. Fill in the dialog box:

• Tabs List. Select Create New Tab in the Tabs list.

•Distance from Left Margin. Select the distance of the tab from the

left margin.

Word Processing 22

• 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 the tab setting (None,

Dot, Line, or Bullet).

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.

Click on Close.

•To change a tab:

1. Select one or more paragraphs you want to change.

2. Select Tabs from the Paragraph menu. The Tabs dialog box appears.

3. Select the tab you want to change in the Tabs list.

4. Fill in the rest of the dialog box, selecting the options you want.

5. Click on Apply.

6. Click on Close.

•To delete a tab:

1. Select Tabs from the Paragraph menu. The Tabs dialog box appears.

_ 2. Select the_ tab-you _ant to-delete m the Tabs list. ,,,

3. Click on Delete Tab or drag it off the ruler. Word Processing deletes the tab

and shifts the text to the next tab.

Click on Delete Every Tab. Word Processing deletes all tabs, restores the

default tabs for selected paragraphs, and a_'usts the text if necessary.

•To set the default tabs:

1. Select one or more paragraphs you want tO change.

2. Select Default Tabs from the Paragraph menu. A dialog box appears.

3. Select a default tab (None, Centimeter, Half Inch, or One Inch).

Set a custom default tab.

4. Click on Apply.

5. Click on Close.

Word Processing 23

Using rulers

Ruler changes donot

affect header and footer

text. For more

information,see Using

Headers an_lFooters on

page 27.

When you open anew 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.

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 or

by clicking quickly five times.

Hangingindent

Tab stop Right indent

i-. , • • . ; . F. : • p. : • ,N. ; - r. : • p. ; • F. , - "- t

Loft margin Text area Right margin

Snap to Ruler .

M,_..,ksis explained

on page 40.

Follow these steps to change options on the ruler:

_-• To align the ruler with the page:,

1. Select Rulers from the Options menu. A drop-down menu appears.

2. Click on Align Ruler with Page. The ruler moves to the le_.

•To show the horizontal and vertical rulers:

1. Select Rulers from the Options menu. A drop-doura menu appears.

2. Click on Show Horizontal Ruler or Show Vertical Ruler. The ruler appears.

3. To remove the rulers, click again to deselect the check boxes.

•To change measuring units:

1. Select Rulers from the Options menu. A drop-down menu appears.

2. Click on Ruler Units. A drop-doum menu appears with units of

measurement.

3. Click on the measurement you want to use.

.............. g 24

Adding Borders

You can place aborder (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. Select Borders from the Paragraph menu. A submenu appears.

3. Select the border option you want (None, Thin, Thick, Double-l_dne, or

Shadowed).

•To make a custom border:

1. Select one or more paragraphs to border.

2. Select Borders from the Paragraph menu. A submenu appears.

3. Select Custom Border. A dialog box appears.

4. Fill in the dialog box, selecting the options 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 (points). Sets width of the border in points.

•Border Spacing (points). Sets border spacing in points.

•-Border Type.SLrts type of border (Normal, 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 border is selected, select the

width of the shadow in points.

• Width Between Double Lines (Points). If a double line border type

is selected, select the space between the double lines in points.

5. Click on Apply.

6. Click on Close.

•To change the border tone:

1. Select one or more paragraphs to border.

2. Select Borders from the Paragraph menu. A submenu appears.

3. Select Border Tone. A dia/og 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 to make changes as desired until you are

satisfied with the borde_.)

6. Click on Close.

Setting Hyphenation

Word Processing

hyphenates only b_ose

words that appear in its

dictiona_

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.

I_ To change hyphenation:

_---- 1. Select one or more paragraphs with the hyphenation you want to change.

2. Select Hy----phenation_fi_m'_e Paragraph menu. A dk_gog box appears.

3. Fill in the dialog 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. Restricts the total

number of lines that can be hyphenated.

•Shortest word to hyphenate. Limits the hyphenation to words of a

certain length.

• Shortest prefix. Sets the length of the shortest prefLx to hyphenate,

such as pre in prefix.

• Shortest suffix. Sets the length of the shortest sufftx to hyphenate,

such as ing in hyphenating.

4. Click on Apply.

5. Click on Close.

Word Processing 26

Using Headers and Footers

Aheader 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:

• Page numbering

• Date the document was created or printed

• Tide or file name of the document

•Your name or the name of your department, business, or school

• Chapter or section title

• Graphics, such as a logo or design

Whenyou import a

document the

headers and

footersfrom the

source document

donot appear in

the Word

Processing

documenL

Header and footer information is optional and can contain text formatting

(such as bold tex 0 and multiple lines of text.

•To set up a header or a footer:

1. Select Edit Header from the Layout menu. A page appears with the

insertion point in the upper-left corner of the header area.

Select Edit Footer-frOm the+Layout menu. Apage appears with the :nsertion

point in the-upper-left corner of the footer area.

Insertionpointfora header __

_t2_ [at _k_ Dtk._ la_ut irtl_l_ tm't,lra_ _er_"ktr _

]U Bl:::d+ I_I+ lal I_ !+lO_mlxl l,,.-,,----i l,z-IZltl ITl'rlTl_l Im

_, m,.m,m,rI I u_,m,,1'_"mer,,jI l;Ioo',,,., mo,:m,_ I I€::,.__I

.p, ; rt ; ,+ ce_. ;s;. ;N; + _ ts;, _ 1.: . ;rap;. ;B i

ii J

t...........................................................

Page numbering

__.comes from the

staaJng page

number you entered

jn the Page Setup

dialog box.

2o Enter the header or footer information. Or use the following buttons to

insert standard information that gets updated automatically:

•Page Number. Click to put the page number at the insertion point.

Word Processing 27

Pointertool J-_

To delete a 'header or

footer, select Edit

Header or Edit Footer

from the Layout

menu. Select the text

and press delete; then

click on Close.

• Date of Printing. Click to put the date of printing at the insertion

point.

Crick on Close. The document page reappeews with the beader or footer you

created.

l_ To change the size of a header, footer, or body text region:

1. Select Edit Header or Edit Footer from the Layout menu.

2. From the Drawing tool bar, select the pointer tool and then select the text

region (header, footer, or body text) you want to resize.

3. Point to any handle, hold down the Select button, and drag the handle

until the text region becomes the size you want.

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.

The title page appears

v_th a page break line

below the insertion

point. To move the

insertion point down

the page, press

F_J_TER.

add a title page_to_a document:

Seiect Title-Page f-_t_-__Layout menu. Asubmenu appears.

Select Create Tide Page from the submenu. A dialog box appears asking if

you want to continue.

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. Return to the body of your document by scrolling downward or clicking

on the Next Page button on the Basic Functions tool bar. (You can resume

editing anywhere in the document.)

l_ To go to the title page:

1. Select Tide Page from the Layout menu. A submenu appears.

2. Select Go to Title Page from the submenu. The titlepage appeam.

Word Processing 28

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 inyour

document, a page

break is the same as

a column break.

Page Break also

appears in the Insert

Special submenuof

the Editmenu.

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:

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 on the page break marker you want to delete.

2. Press DELETE. Word Processing removes the page break, recalculates

pagination, and redraws the screen.

Managing 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, and the page margins.

The following sample document shows the result of setting the column

characteristics:

Thedistancebetweencolumns

is 0.25 inches. Theverticalruleis 2 pointswide.

The columnsettingis Ihres.

l_ To set or change the columns:

1. Place the insertion point in the document.

2. Select Page Setup from the File menu. A dialog box appears.

3. Fill in the dialog box:

• Columns. 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 avertical rule, select the width of avertical

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

Astyle is a collection of text and paragraph formats under a common name.

Atext 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

changea document

because changing a

styleautomaUcally

updates all the

paragraphs withthat

style.

You can record the following attributes in a text style:

•Text attributes, including character font, text size, text style, text tone,

and character width and height.

•Paragraph attributes, including alignment, spacing, line spacing,

indentations, tabs, and paragraph spacing.

Styles allow you to apply a group of attributes to text all at once. For

example, if you want the headings 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. Use them as is or as a starting point

for creating your own custom styles:

• Normal. The base style for text that comes with Word Processing.

• Header. A standard style for the header of a document.

•Footer. A standard style for the footer of a document.

Applying a style

_s_le

_ert _ _ S'kjk

Jri_ imS_io _osL.

_mlm_

_St_

Change the format of a paragraph by applying a style from the style sheet.

I)" To apply a style to a paragraph:

1. Select one or more paragraphs to change.

2. Select Text Style Sheets from the Paragraph menu. A submenu ap_.

3. Click on Apply Style from the submenu. A so'o//li, t ap_.

Word Processing 31

4. Select the style, scrolling the list if necessary. Word Processing applies the

style formatting to selected paragrapbs.

5. Click on the window control button in the top left comer to close the

dialog box.

Storing and recalling 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 with the attributes you want to store.

2. Select Text Style Sheets from the Paragraph menu. Asubmenu appears.

3. Select Store Style from the submenu. Word Processing remembers the

attributes of the selected paragraph.

•To recall the text attributes:

1. Select one or more paragraphs that you want to apply the stored

attributes.

2. Select Text Style Shee_ from the Paragraph menu. A submenu appears.

-3. Select R-ecall Style-_m-th-_ submenu. Word Processing applies the saved

attn'butes to the selected text.

Defining a new style

You can add a new style to the style sheet by giving it a name and defining

its attributes. A base sty/e is a style on which other styles depend; these

styles are variations on the base style. If you change an attribute in the base

style, all dependent styles will change except those that define the 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 in Indent Level 1 by 0.25 inches, Word Processing increases the left

margin in Indent Level 2 by 0.25 inches as well.

Word Processing 32

You can also define

a new style without

using a base style.

Word Processing

uses _e default

attributes or the

attributes of.

selected text as the

staring point.

Once you have defined

a style to appear on the

Basic Functions tool bar,

use this button to apply

a style to selected text.

[ Normal ==1

Changing styles

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.)

2. Change the format of the paragraph to your desired style.

3. Select Text Style Sheets from the Paragraph menu. A submenu appears.

4. Select Define New Style from the submenu. A dialog 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.

Apply to Selection Only (Character Style). Select whether you

want to apply the style attributes to selected text only or to the entire

paragraph.

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.

• Name. Type a new style name. You can use letters, numbers, and

spaces. For example, you could call a style Chapter Name.

5. Click on Define New Style. Word Processing applies the new style to the

selected text or paragrapb.

6. Click on Close.

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. Asubmenu 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. Asubmenu 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.

You can change Ihe

base style if you want

by selecting it in _e

list. If you do not want

a base sOde, select

<<No Base Style>>.

Hod_uSt_o

Sttjb l'Jnlr_, _ormal

•_u bI_ Bar PopOawn I.ist

nRi)plg to selection Onbj (Character StLjle)

[] Point Size Relatioo

I-I Hlergin¢ Relatlue

[] Leading I_JaUue

•;rltlo Base SIvle )>

Normal

Bleeder

Footer

i- ID

5. Fill in the dialog box, selecting the options you want.

6. Click on Modify to change the style definition. The Modify Styles dialog

box disappears.

7. Click on Apply. Word Processing app!ies your changes to the selected text.

8. Click on Close.

Deleting a style

you no longer need

eliminates clutter in

the style sheet.

Once you delete a

style, you cannot

recover it.

•To delete a 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. 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.

Word Processing 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.

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 you want to change.

2. Select Text Style Sheets from the Paragraph menu. A submenu appears.

3. Select Revert to Base Style. Word Processing applies the base style,

overriding the current attributes of the selected text.

Using style sheets 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:

1. Select Text Style Sheets from the Paragraph menu. A submenu appears.

2. Select Bring In Style Sheet from the submenu. A dialog box appears.

3. Select a document or template from the list.

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.

5. Click on Close.

Word Processing 35

Using Master Pages to Design Documents

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

! !

iBodyi_gio_ !

_contabing_ colun_m

iFooterreqion ]

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.

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

every page. The illustration at the left shows a typical master page designed

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.

If you specify two pages in Page Setup (left and right), the document will

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

in your document, do

not use a master

page. Instead, reduce

yourdocumentto _I_ TO edit the master page:

Scale to Fit in the ......

View menu; use the

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

When you edit the master page, Word Processing updates every page in the

document with any changes you have made. For example, if you change the

footer, Word Processing applies that change on every page.

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

Page Ntmaber. Click on this button to put the page number at the

insertion point.

Date of Printing. Click on this button to put the date of printing at

the insertion point.

Word Processing 36

•Redraw I)ooanent. Click on this button to refresh the screen and

implement any changes you have made.

2. Make your changes to the master page. The changesyou can make

include:

• Adding any text or graphics you want to the header or the footer.

• Resizing or moving the text region for the header, footer, or body text

(including columns).

3. When you are finished, click on Close. Word Processing updates all

affected pages with any changes you have made.

Changing text regions on the master page

The text region defines where text flows on the page. You can move and

resize the text region for the header, footer, and body text on a master page.

You might want to do this, for example, to set a custom width for columns

on a page. When you set the number of columns in Page Setup, Word

Processing calculates the column width for you. To adjust the width or

position of these columns, edit the master page.

•To select a text region:

- Pointertool _

iIi i

' I

L__L__.J__i

Handk, show that

"thetext region is

selected. Once se-

lected, you can

move or resize iL

1. Select Scale to Fit from the View menu. Tbepage is scaled doum.

2. Open the Drawing tool bar from the Show Tools submenu of the Options

menu, This tooL bai:_'_pears on the left of the screen. ,,

3. Select the Pointer tool./'be insem'onpoint 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 a text region:

Point anywhere outside or inside the border of the text region and click. The

handles disappear

•To change the size of a text region:

1. Select the text region you want to resize.

2. Point to any handle, hold down the Select button, and drag the handle

until the text region becomes the size you want.

3. Release the Select button.

Word Processing 37

You can also select

Copy, Paste, and

Delete from the Edit

menu or from their

buttons on the Basic

Func_ons tool bar

(see page 3).

•To move a text region:

1. Select the text region you want to move.

2. Point to the move handle in the center, hold clown the Drag button, and

drag the text region to where you want it to appear.

3. Release the Drag button.

•To copy a text region:

1. Select the text region you want to copy.

2. Press COPY. Word Processing copies the text region to the clipboard.

3. Place the insertion point to where you want to paste the text region.

4. Press PASTE. Word Processing pastes the text region in the document.

•To delete a text re#on:

1. Select the text region you want to delete.

2. Press 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. For

large ones, take up more example, you could draw a logo in Drawing, copy it to the clipboard, and

memory than text Ifyou-

use 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.

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

Agraphic 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 comer of the graphic

frame.

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 along

its borders, as sboura in the foUoun'ng illustration:

Toresizeaframe,

pressthe Selectbut-

tonand drag a hen-

die.

lira

Tomovethe flame,

pressthe Dragbuttonand

dragthemove handle.

Word Processing 39

Texttool

l-Beam _

To return to the' textin

your document, select

the I-Beam tool.

Whenyou'use a frame

for text,you can move

the frame or create a

borderaround it.

Frames withtext are

also useful for

footnotes (see page

47).

Pointertool

•To create a graphic frame for text:

1. If the Drawing tool bar is not open, select it from the Show Tools

submenu of the Options menu.

2. Select the Text tool from the Drawing tool bar.

,Place the insertion point in the document and drag to size the frame. An

outline shows the frame.

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

•To select or deselect a graphic frame:

1. Select the Pointer 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 button. Handles appear along its border to show that it

is se/ected.

To deselect, point anywhere outside or inside the border of the graphic

frame and click.

•To change the_size-o_Fa g_aphic frame:

1. Select the graphic frame you want to resize.

" 2. Point to any handle, hold down the Select button, and drag the handle

until the graphic frame becomes the size you want.

3. Release the Select button.

Youcan alsodisplaya•TO line up a graphic frame to a ruler (snap):

grid for aligning

graphics. See page 42. 1. Select Rulers from the Options menu.

2. Select Snap to Ruler Marks. Word Processing aligns graphics to the nearest

ruler measurement mark.

•To move a graphic frame:

1. Select the graphic frame you want to move.

2. Point to the move handle in the center, hold down the Drag button, and

drag the graphic frame to where you want it to appear.

3. Release the Drag button.

Word Processing 40

,To delete a graphic frame:

1. Select the graphic frame you want to delete.

2. Press DELETE.

To_na graphicfrarno.,To set area attributes for a frame:

set the area attributes.

To a_ust the border of

a frame, set He line

attributes.

1. Select the graphic frame.

2. Select Area Attributes from the Graphics menu. A dia/og box appears.

3. If Filled is not selected, click on it; then select the Area Attributes you

want.

4. Click on Apply; then click on Close.

,To set line attributes for a frame:

1. Select the graphic frame.

2. Select Line Attributes from the Graphics menu. A dialog box appears.

3. If Filled is not selected, click on it; then select the line attributes you want.

4. Click on Apply; then 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 menu. A dialog box appears. If Snap to Grid

is selected in this dialog box, Word Processing aligns objects to the grid.

2. Select Show Grid to show the grid.

Deselect Show Grid to hide the grid.

3. Click on Apply.

4. Click on Close.

Word Processing 41

l!_To set the grid spacing:

When you change the

units of measure for the

grid, you vwIIfind it

helpful to change the

units on the ruler also.

See page 24.

1. Select Grids from the Layout menu. Ad_gg box appears.

2. Select the units of measure (Inches, Centimeters, Points, or Picas). By

default, the units of measure are the same as the ruler setting.

3. Select the distance between grid lines.

4. Click on Apply.

5. Click on Close.

I_ To snap graphics to the grid:

1. Select Grids from the Layout menu. Adk_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 select and copy more

thanone graphicobject __

at atime, press and hold

CTRL whileselecting

objects.

_--:_ To copy.and paste_graphic object: _,

1. In the program you are using to draw the graphic (Drawing, Spreadsheet,

or even Word Processing), select the graphic object you want to copy.

2. Press COPY.

Youcan also select

Copy and Paste from lhe

Edit menu orfrom their

buttonson the Basic

Functionstool bar.

3. Open the Word Processing document into which you want to paste the

graphic object or objects.

4. Place the insertion point on the page on which you want the graphic

object or objects to appear.

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

6. Select the layer by clicking on the button. The graphic appears on the

page.

7. Resize or move the graphic objects as desired.

Word Processing 42

Youcan also

change Ihe size by

selecD'ngTransform

from the Graphics

menu and clicking

on Scale.

I_ To change the size of a graphic object:

1. Select one or more graphic objects you want to resize.

2. Point to any handle, press and hold down the Select button, and drag the

handle until the graphic object becomes the size you want.

3. Release the Select 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. If you do not want to place the clip art in your Default

Scrapbook, create another scrapbook. (See Scrapbook, page 167.)

• If you have never created your Default Scrapbook, a message appears

_telling you to__e_e it by clicking on New. (See Scrapbook, pPge

167.)

If for some reason you have a scrapbook, but it is not labeled as

Default Scrapbook, the program tells you that it cannot find your

Default Scrapbook. Click on Cancel to open a New/Open Scrapbook

dialog box. Then select your scrapbook name and click on open.

ff He fileis very large, it

"couldtake several

minutes toirnporL You

cannotinterrupt#Tis

process.

2. Locate the page in your scrapbook that will follow the clip art to be

imported. The imported graphic image will be inserted in front of the

scrapbook page that appears on the screen.

3. Insert the diskette labeled Clip Art.

4. Select Import Scrap from the File menu. The Import Scrap dialog box

appears and lists file names.

5. Select the name of the File you want to import, and dick on Import. It

may take several seconds for the graphic to be i_ and placed in the

scrapbeo&

6. Press COPY; then press EXIT. So'apbook c/oses. Scrapbook gives you the

option to save the scrapbook or discard it.

7. Open the Word Processing document to paste the clip art into.

8. Place the insertion point where 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 of a

graphic object. The following illustration shows examples:

This text is wrapped

tight .

Thistextis wrapped

aroundthe graphics

frame.

This text is not

wrapped.

Thistextis wrapped

insidetheobjecL

•To set text wrapping:

Select the graphic frame you want to use.

Select Wrap Type from the Graphics menu. A submenu appears.

Select one of the following options:

•Wrap Tightly. This wraps text tighdy around the borders of selected

graphic objects.

•Wrap Around Rectangle. This wraps text around a rectangular area

that completely encloses the selected graphic objects.

• Wrap Inside Object. This wraps text inside the border of selected

graphic objects.

•Don't Wrap. This suppresses text wrapping. The text goes right

through the object.

Word Processing 44

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.

When deleting the

*graphic layout for a

page, you v_ll not lose

the text, just the

graphic layouL

)_To insert or append a graphic layout:

1. Place the insertion point on a page in the document where you would

like to add a graphic layout.

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, they

will be pushed to the next page.

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.

If you want to insert a graphic layout after the current page, select Append

(After This One) and click on Yes when the message box appears.

--;--_ifybuba'_rap'_ds on thefolloua'ngpage that are not in the master

page, they will be pushed 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 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 in the

master page are removed.

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

Afootnote is a reference or explanation that appears at the bottom of the

, page or in a footnote section at the end. A footnote typically cites an author

or publication or clarifies a point.

A footnote has two parts: areference mark in the body and the

accompanying footnote itself, which usually appears at the bottom on the

same page.

Thereferencemarkinthe bodytext

indicatesthepresenceof afootnote.

The footnote contains a L___............

matching reference mark. -- -, /

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 mark:

1. Select Scale to Fit from the View menu, if necessary.

2. Place the insertion point behind the footnote text.

3. Type the symbol or number of the footnote reference.

4. Select Styles from the Character menu. A submenu appears.

5. Select Superscript. Word Processing displays the footnote reference in a

superscript format.

Word Processing 46

Texttool

l_ To create a footnote at the bottom of a page:

1. Select Show Tools from the Options menu; then select Drawing Tools. The

Drawing tool bar appears on the left of the screen.

2. Select the Text tool from the Drawing tool bar.

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.

ff you have a footer

already, and you need

more room for the

footnote, reduce your

document to Scale to Fit

in the View menu. Use the

pointer from the Drawing

tools and select and

resize header, footer, or

main body region.

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 the Select button. The text frame appears with the insertion point

in the frame:

Insertionpoint

I-beamtool

6. Type and format the reference marker.

-OR_

Copy the reference marker from the body text to the clipboard; then paste

it here.

7. Type the footnote text.

8. Click on the I-beam tool to resume editing your text.

Word Processing 47

Creating a Table of Contents

Style sheets can help you create a table of contents for a document, which

typically looks like this:

Dottab leader

Righttab type

t._11 . t_. R ..t •S. t • )6 .t • IS . , . ••t •ff •

p*it

iTabl_oJ'C¢_t4ram

ii PEt 1 Frtedomof Corm:t_nce m<lExpro_oct. ........................................3I

iPartH JualctdPower mdEei_eltyUMettheC_,sUtu_on. 9 i

ie,.ut R_ht,of_,'_t_ ..............................................................isl

"_"_ Part P/ Rigl_ofthlA0cueed ............................................................. 2B t

P_t V (_vtm'_01heNefloo. ......................................................................... 39

Part Vl The C_ttltutltm • Put, ProNto, md Future..................................62

_ ..................................................................................... 7a

JhoM_ .................................................................................... 80

For example, for each heading level in your document, create a style with the

following characteristics:

•Right tab type with a dot leader

To apply a style, select •Indented paragraphs for each heading level

the text and select a style

from the Basic Functions Once you have created the styles, enter the heading text, press TAB, enter

tool bar. - -_-'-_- the page number and theja_._aapply_the style for the heading level. See page 31

lel_l_]] Norrr_ --1 for more information on creating and applying styles.

Creating a Bibliography

Style sheets can also help you quickly create a bibliography for a document.

A typical bibliography looks like this:

I• tl . ,.. 12 ., , B . , . HI . _. IS . ,., 16. J.. ft. , .

"€!; •4

J_'_cen"Ber Ammcie_on So¢_es_OuFLJbcwfe_ Chicago: NE_APretm, lg"/8.Text of)

.. . I t mt_ior go_rrdng docurrmn_ lind dedm'edJorm drights tmch _t,s Magrm Cwta trod I

hanging _us. c=,w,=,=._ J,',',,_rv,_

indentations-_ _oer, F_o_. MbyJu_.lbeTranMom'la_l_ol_lmF_ J

_ Cembrkige: HaJ_tordUnlver_y Press, 19"/7. An hl=ltwkml [

) ( exet'nlnttlon ofth uses and ebum dJudldal power by en advoc_le d_eCmlnt )

Biloli_m_yentries

Word Processing 48

For example, create a style (such as Biblio) that is a hanging indented

paragraph. Once you create this style, type the bibliography entry and apply

the style to it. See page 31 for more information on creating and applying

styles.

Proofing Your Document

Word Processing provides two proofreading tools. Spell check finds

' misspelled words and typographical errors. The thesaurus finds words with

similar meanings.

Word Processing also lets you create a custom user diaiotm¢3,, which

contains special or unique words or spellings of words. When the diskette

with your user dictionary is in the disk drive, spell check will use both the

system and user dictionary. You can add proper names, special terminology,

or anything else to the user dictionary.

Checking Your Spelling

Word Processing has an electronic spelling dictionary of 114,000 words that it

checks to look for mistakes. When it finds a word that is not in the

dictionary, it displays it in the Check Spelling dialog box and lets you decide

what to do with it.

l_ Tocheck the s.oe!ilng of a word or block of text:

Youcan also select

Check Spellingfrom the

Eo_tmenu or from its -

buttonon the Basic

Functionstoolbar.

Select the word or block of text you want to check.

Press SPELL CHECK. A dialog box appears:

Statu=== Mi_peled or unknown ttmrd

Ber_ci_e

_OlmntjeTot

1-4_jest ==1

I'_Ck=_at I

_erspectlue ]

[Ikld to _UmwOict_n=nj I

IR_'_°__1 ]trotu=,,-_t,..=_.. [

I ek,o_ l [r._.kSe_ctte. I _I'q'l

.Select how much of the text you want to spell check:

• Check AlL Checks all the text in the document.

• Check to End. Checks the text from the position of the insertion

point to the end of the document.

Word Processing 49

• Check Selection. Checks only selected text.

The first misspelled word (or word that is not in the dictionary) appears in the

Change To box.

4. Select the action you want to take on this word:

•Skip. Click on this button to ignore this spelling.

•Skip All. Click on this button to ignore all occurrences of the

spelling.

•Replace. Type the word correctly; then click on this button to

replace the misspelled word.

• Replace All. Type the word correctly; then click on this button to

replace all occurrences of the misspelled word.

Suggest. Click on this button to display a list of possible spellings.

When the suggestions appear, select the spelling you want and then

click on Replace. If no suggestion is correct, type the word correctly

in the Change To box; then click on Replace.

Add to User Dictionary. Click on this button to add the word to the

user dictionary stored on diskette. If you do not have a user

dictionary yet, you will automatically create one when you add your

letrst word to it (be sure you have a diskette to save this on). From

this point forward, spell check will accept this spelling in this and

other documents.

-* .E_tUser IMcfiOn_eg. Click on this button to edit the user

dictionaryT-For instructions, see the next procedure.

o5. When you are finished checking the spelling, a message window appears.

Click on OK.

Word Processing 50

Creating a User Dictionary

Use this feature when your document contains correctly spelled words not

found in the dictionary, such as proper names or special terminology. You

can also delete words in the user dictionary.

To add anew word,

type over the

highlighted word in

the New Word box.

l_ To create the user dictionary:

I. Open a Word Processing document.

2. Press SPELL CHECK. A_ge appears asking you to insert a user

dictionary tbat you would like to use.

3. Click on OK. Word Processing automatically creates a user dictionary.

II_ To edit the user dictionary:

I. Insert the diskette that contains your user dictionary.

2. Press SPELL CHECK.

3. Click on Edit user dictionary. A dialog box ap_ with one of the existing

words from the user dictionary highlighted and with this same word

entered in the new word box.

4. Fill in the dialog box, selecting the options you want:

•Words in User Dictionary. This lists the words in the user

dictionary.

•Delete Selected Word. To delete a word, select it from the list; then

click on this button.

"--Adkl N-ew-W_'_-_To add a new word, type it here; then clickbn Add

New _ord. If you attempt to add a word that already exists, a

message appears; click on OK and continue.

• Load Dictionary. Click on this button to use a user dictionary on

another diskette.

5. Click on Close. The Edit User Dictionary dialog box disappears.

6. In the Check Spelling dialog box, click on Close.

Using the Thesaurus

While writing or editing a document, you might sometimes need a synonym,"

which is another word with a similar meaning. To look up synonyms, Word

Processing gives you an online thesaurus of over 44,000 words.

A word may have different meanings, and each meaning has a different set of

synonyms; so be aware of the meaning you want.

Word Processing 51

I_ To use the Thesaurus:

1. Select Thesaurus from the Edit menu. A dialog box appears.

2. If you select a word in your text, its definition and synonym will

automatically appear.

Type the word and click on Lookup.

If more than one definition for the current word appears in the Definitions

For box, select the definition you want. This list contains possible

definitions for the current word, including the part of speech (noun, verb,

adjective, and so on) and first part of the definition text. When you select a

different definition, the list of synonyms in the Synonyms for This

Definition box changes. The text in the Full Text of Definition box changes

as well.

Select the synonym in the Synonyms for This Definition box. The synonym

you selected becomes the current umrd and appears in the current word

box.

Type a different word in the current word box.

5. To look UP a definition and synonym for the current word, click on

Lookup.

6. To go back to a previous word, click on Back and select the previous

word you want. It appears in tbe current word box.

-7. Click on- Replace:W_['Proce_sing replaces the text.

8. Click on Close.

Printing or Faxing Your Document

Once you create and save adocument, you are ready to print it or fax it.

If you have not printed a document before, see Setting Printer Options in

Getting Started (Book 1) to set up the printer. AIs0, check Page Size and Page

Setup from the File menu to be sure your margins and other options are set

the way you want them (see page 6).

If you have not sent a fax before, review the Fax and Data Modem chapter in

Book 1.

b_To print:

1. Press PRINT from the function key row. A dialog box appears.

2. Select the print options and click on Print.

Word Processing 52

•To fax:

1. Select Send from the File menu. A subraenu appears.

2. Select Fax.A dialog box appears.

3. Select the Fax options and click on Fax.

Merging Information from Other Programs

When you print a Word Processing document, you can merge (combine)

information from other programs. Merging allows you to print form letters,

envelopes, mailing labels, reports, and other types of documents using

information you have already entered instead of typing it again in Word

Processing.

For example, you can send the same document to different people by

merging the different names and addresses into Word Processing.

Merging involves two documents: the data document and the merge

document. The data document is an Addressbook or Spreadsheet document

that contains data (names and addresses) stored in a consistent format. For

example, an Addressbook document might contain the names and addresses

of your friends. The information in the data document gets inserted into

various places (merge fields) in the merge document.

A merge document is a Word Processing document that contains text,

grap_,layouL a_.nd-.fo,z.'2m_atting.It also contains mergefie/ds that m._rk

where Word Processing places the information from the data document.

The easiest way to use the merge feature is to follow this general sequence of

tasks:

•To get ready for merging:

1. Create the data document (with names, addresses, etc.) in Addressbook or

Spreadsheet.

2. Create the Word Processing merge document with merge fields for names,

addresses, etc. (See page 54).

3. Copy the information you want to merge from the Addressbook or

Spreadsheet data document to the clipboard. (See pages 55 and 56).

After following the above steps, you are ready to print the merge document.

Word Processing 53

Setting up the Merge Fields

ff appmpKate, consider

using these field

names in Spreadsheet.

That way, you can copy

merge data easily

between both

programs.

The merge document is created in Word Processing, and it contains text,

graphics, formatting, and page layout. It also contains merge fields (for

names, addresses, etc.) that correspond to the information in the data

document. The merge fields have field names, which must match exactly the

field names used in the source data document. These fields are case-sensitive,

meaning they must match uppercase and lowercase exactly. For example, a

merge field with the name Home.Address will not match homeAddress.

Addressbook requires that you use the following field names exactly as they

appear in the merge field (including underscores):

Field Name

Index Field

Addr Field

Note Field

Home

Office

Car

'Fax

- iP.hone5

Phone 6

Phone __7

Description

Name of person, company, or other sorted information.

Address information.

Notes box.

Home phone number.

Office phone number.

Car phone number.

Fax phone number.

Addition_ phone number.

._d_tonalphone number.

Additional phone number.

To add merge fields in a Word Processing document:

1. Place the insertion point where you want the merge field to appear. (It can

appear on a line by itself or embedded in other text.)

2. Press CTRL + MENU + kA double-left bracket appears (<<).

(This identifies the start of the merge field.)

3. Type the field name exactly as it appears in the list on page 54.

4. Press CTRL + MENU + SHIFT + _A double-right bracket appears (>>).

(This identifies the end of the merge field.)

5. If you want, select the character formatting (such as style, size, tone, and

so on) for the field.

Word Processing 54

Putthe_d data

.... =" : • ,=.... =" : "" .... P" " " P" : • F'_ " I"

13.li

fv !. il.)X Iv Iz !=_-lllI_-_l

fx IL IMI"I" lP le 1_) S_lip ""_" _

laiIl¢lII.lalI, 1I I a/Ill

I- ']°IN

Index_f_dAddufi_d IIIll I

_i_ _,-12_ I

_Merging Addressbook Information ._

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

.fieldsin your Word

Processingmerge

documentmust rnaP..h

thesefield 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 want to copy.

2. Select Copy Record from the Edit menu. addressbooh copies the current

record to the clipboard.

Word Processing 55

I!_To copy all records to the clipboard:

1. In Addressbook, select Other from the File menu. A submenu appears.

2. Select Export Document from the submenu. A dialog box appears.

3. Select Comma Separated Values format from the right.

4. Give the file a name and click on Export to Clipboard. Addr_s/xx_ mc/x_s

all the records to the clipboard and prepares the data for merging.

Merging Spreadsheet Information

To use Spreadsheet to store the merge information (names and addresses),

arrange the information in the Spreadsheet document in a single table:

Fieldnames appearinthe firstrow.Eachcolumn

is adifferentfield. Reid namesareconsecufive.

[ue [dl _gmUom. Gem ro,um_ C!_rt _ _'_ ldtndmu

:!7 J IxH j

/AI =' c I n p tI F I o

[L_....el2__.h_l_Ad_e_-__. i224 m_n Slroet lOe,ktown F--I_--_B'_'--S0e:_'_:_,-_i-- |JJ

• :,,k,, ._.ic_,, 45,:,wt._.s.,,t,. 25...LP_A.o C.___K':'_-_3-tig-_,_--_i:__-" JR

e"-_--']_-_illko TI;iitchel| 1759 Hol,ow_y Street .--[_P:ineBluff -T-A-I_- |_r2-.*_--'iB_---_.:_'_'-_ii

zz C_ro_l._ iSander_ 358 Tldewe.terDrlve L__"_I'_ ..... S-D---_ 9_,-58"-" 2_'-8_-5-_8---'|1

:-: .ILl

_,I :3

cap I"u_ I="s I t_13r_l- Ulrttitllld ISW_l?

Entriesappearinthe rowsbelow.

Youcanuseanyfield Eachrowis a differententry.

name you want, as long

as it matches the name __

ofthe mergefieldin the!_ I 0 design aSpreadsheet data document:

Word Processing

documenL A field name

usuagy descnbas the

inforrnaUon it contains,

such as Customer ID or

Fax Number.

,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 can be any combination of letters, numbers, spaces, and

punctuation.

Word Processing 56

Do not look the _lles

before merging.

• Field names must be contiguous. (You cannot have an empty cell

between field names.)

Fill in the rows beneath the field names. (Each row will be used one at a

time to create individual documents when merging.)

l_ To copy the Spreadsheet merge data to the clipboard:

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) and any subsequent rows you want

to merge.

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 (from the Addressbook or Spreadsheet data

documen 0 to the clipboard.

If you see <<field>>

on a printed .....

documen_ check to

see that you

selected either

Merge One or Merge

All. Next, make sure

that the name of the

field in the data

dooument match es

the name of the

merge field in the

merge document.

!_ To print a merge document:

1. _In y_Or Wo_Proces_g merge document, press PRINT. A dialog tmx

appears.

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

• NO Merge. Select this to prevent merging. If you pdnt a merge

document without merging, Word Processing prints the merge fields

instead.

•Merge One. Select this to merge only the first entry in the clipboard.

• Merge All. Select this to merge all merge entries in the clipboard.

Click on Print. Word Processing merges one or all of the entn'es in the

clipboard with the Word Processing merge 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 (<<field>>) will appear in your

document.

Word Processing 57

Special Effects

Displaying Invisible Characters

Youcan_day invisJ_le

characters to see and

e(ft whatyouhave

typed Forexample,you

mightwant!olmowff

youhaveunwanted

extraspacesinyour

document

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

column break marks, and section break marks.

This table shows the on-screen symbols that represent invisible characters:

Symbol Character Represented

¶i Paragraph Mark (carriage return)

--, Tab

Space

_: Page Break

l_ To display invisible characters:

Select Show Invisibles from the Options menu. Word _ng displays the

invisib/e characters.

Displaying Counts

You can make changes -Word Processing counts the number of characters, words, lines, and

to the text while the

dialogbox is visible;

thenrecalculate the

countsifyou want to

see the impact of a

change to the

document

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 the document counts, click on Count Again.

3. Click on Close.

Word Processing 58

Using Abbreviated Phrases

Thephrase cannot

be longer than 64

characters.

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 phrase list:

1. Select Abbreviated Phrase from the Character menu. The Abbretdated

Phrase dia/og box _.

2. Click on Add. The Add Abbreuiatk_ dia/og box appears.

3. Type the abbreviation in the Abbreviation box (example:. cc_).

4. Type the phrase in the Phrase box (example: chief executive officer).

5. Click on Apply. Your abbreviated phrase appears in the Abbreviated

Phrase dialog box.

6. To edit any abbreviated phrase or abbreviation, select it and dick on Edit.

7. Make your changes in the Edit Abbreviation dialog box and dick on

Apply.

8. To save your abbreviated phrase list, click on Save. Your//st is

automatically saved as ABBREV.

),.To use an abbrevia_d phrase:

1. In your document, type the abbreviation that you entered in the

Abbreviated Phrase dialog box.

2. Press CTRL + X to automatically enter the long phrase.

l_ To delete an abbreviation:

1. Select Abbreviated Phrase from the Character menu. The Abbreviated

Phrase dia/og box appears.

2. Select the abbreviated phrase to delete and click on Delete. Then click on

Close.

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:

Word Processing Mserts

the current date in the

format you selected. The

date is entered just asJf_-_

y_u had typed it yourself -

and is automatically

updated.

1. Place the insertion point where you want to insert the current date.

2. Select Insert Special from the Edit menu. A submenu appears.

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

•Longhand Date. This option inserts the current date in a longhand

format.

• Numeric Date. This option inserts the current date in a numeric

format.

Inserting the current time

You can insert the current time in a document. The time appears in the

HH:MM:SS format (hours: minutes: seconds). You can also insert special time

characters to add the current time in a different format.

l_ To insert the current time:

1. Place the insertion point where you want to insert the current time.

2. Select Insert Special from the Edit menu. A submenu appears.

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.

Word Processing 60

Inserting a number (counter)

Once you insert

specialnumbers,you

cannot change their

value; the value

dependson 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 in

the format you want.

l_ To insert a special numben

1. Place the insertion point where you want to insert the number.

2. Select Insert Special from the Edit menu. A submenu appears.

3. Select Number from the submenu. A dialog box appears:

Humber Of Pages

Select a number type from this list. \

F_r_h

Uppercase Letter (R. SoC)

LotuercLse Letter (a, b, c)

Uppercase Roman

Lom_cnse Romon

Selecta numberformatfromthislist.

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.

•Number of Pages. This displays the total number of pages in the

document.

5. Select the number format from the Format list: Number, Uppercase Letter,

Lowercase Letter, Uppercase Roman, and Lowercase Roman (Roman

numerals such as XII or xii).

6. Click on Insert. Word Processing inserts the number from the list in the

format you specified.

7. Click on Close.

Inserting special 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 might use special dates in a footer to display the date on

which you printed or last revised a document.

Word Processing 61

Once you insort

special datesyou

cannolchange their

value; bSevalue

dependson internal

WordProcessing

calcu_tJons.

J_ To insert a special date:

1. Place the insertion point where you want to insert the date.

2. Select InsertSpecial from the Edit menu. A submenu appear_

3. Select Special Date from the submenu. Adia/og box appears.

4. Select the special date from the Type list. The choices include the

following:

•Today's Date (Won't Change). This date is the date that you insert

the character. It does not change.

Date Doom_ent Created. This date shows when the document was

created.

Date of Last Revision. This date shows when the document was last

saved.

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

special times, you

cannot 'ch_e their

value; the value

depends on internal

Word Processing

calculations.

However, you can

change the value

when you _nsert the

current time.

l_ To insert a special time:

1. Place the insertion point where you want to insert the time.

2. Select Insert Special from the Edit menu. A submenu appears.

3. Select Special Time from the Insert Special menu. A dialog box appears.

4. Select the special time from the Type list. The choices include the

following:

• Now (Won't Change). This time shows the system time when you

inserted the character. It does not change if the system time changes.

• qFtme Document Created. This time shows when the document was

created.

•Time of Last Revision. This time shows when the document was

last saved.

• Tune of Printing. This time shows when the document was last

printed.

Select the time format from the Format list. A sample of the selected time

format appears.

Click on Insert. Word Processing inserts the time from the list in tbe format

you specified.

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

If you are importing a

document and do notJ__

E.,_owthe program it

was created in, select 4.

No Idea and Word

Processing _1/ analyze

the document to see if 5.

•To import a document from another word processing

program:

1. Insert the diskette containing the document you want to open.

2. Select New/Open from the File menu. The New/Open dialog box appears.

3. In the New/Open dialog box, click on Import. The Import Document

dialog_box appear_,i__ _ _ "-

Select the program it was created in from the fight and select the

document from the left.

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 appears.

3. Click on Export Document. 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 a name and select Export.

Word Processing 64

2Spreadsheet

Before starting, review

these basic procedures

from the Getting StaRed

chapter in Book 1:

• Working with Documents

•Saving Documents

•Working with Menus

• Working with Dialog Boxes

Spr_beet makes calculations quickly and efficiently. You can use

spreadsheets for keeping track of a budget or for creating presentations with

charts.

Starting Spreadsheet

l_ To start Spreadsheet:

Ifyou receive error codes Click on Spreadsheet from the Main Menu. Spreadsheet opens and sbows tbe

or messages, refer to New/_ dialog bo_. Select New. An empty Spreadsheetdocument appexzrs:

page 124in thischapter.

Editbar. Columnheaders.

Showstheinformation Clickontheseheadersto

Activecell.Thehighlightedcelltoenterinformation, intheactivecell.

Inthisexample,thecelladdressisA1.Thisaddress /selectjanentirecolumn.

appearsintheEdit bar. _,_/. /

Cells. _"' _ ..... ' !

Eachcell canholda sepa-

ratepieceofinformation,

suchastext,numbers,or

formulas.Eachcellhasan

address;forexample,this

cell'saddressisA8.

•Rowheaders.

Clickontheseheadersto

selectanentirerow.

: i I i 1 i, -

III

one II'=HI mIap'u_h=_ - ==,m_l t/ISW'q ?

Spreadsheetgrid. Enternumbers,text,

andformulasintothe individualcellsinthegrid.

Spreadsheet 65

Edit Bar

Activecelladdress.

•\•

Thecelladdressoftheacbvecell. candickheretoenterthecontents

\ _ oftheEditareaintotheactivecell.

let, _ Ilxg._ca 4-D7 - E8 -1t" Editarea. ,

• '_ ="f-'=--'=" _ This,showsthecontentsoftheactive

Restorebutton.._.._ / ' cell.

Clickheretocancelthe changesyouare

currentlyenteringinthe Editarea.

Opening a Document

For more information

about usingthe

New/Open dialog box,

see All About

Documents in Getting

Started (Book 1).

Spreadsheet templates

are available. See Using

Templates in Getting

Started (Book 1). -_

I_ To open a new spreadsheet document:

Click on Spreadsheet from the Main Menu. Spreadsheet opensan erupt2

Spreadsheet document.

I_ To open an existing document or template:

1. Select New/Open from the File menu. The New/Open dialog box appears.

2. Select the drive; if the document is on diskette, insert it in the disk drive.

3. Then select the document or template by name and click on Open.

-Spreadsheet o_-g)io_file. ' _

Spreadsheet 66

Using the Tool Bars

The tool bars in Spreadsheet provide quick access to menu functions. Like

Word Processing, Spreadsheet contains five tool bars: Basic Functions,

Advanced Functions, Graphic Bar, Drawing Tools, and Bitmap Tools.

I_ To open a tool bar:

1. Select Show Tools from the Options menu. A submenu appears.

2. Select the tool bar. The too/bar appem_ on the screen.

The Basic Functions Tool Bar

Openanotherdocument

Save

Print.

Pop-up

Pop_p fontslist

I URHSans '=i

_int size list Add column

LargerpoJntl J J i leter°w

ISmaller point Add row Redraw

I Delete column

1,2=lII;I ITITITI_TII¢-I.'JH&I :

Sort cells forward and _.,

sort cells backward

Button Tool Name Description

Insert Row Adds one row above the current row. If you have selected multiple rows,

Insert Row adds the same number of rows above the selection.

Delete Row Deletes the current row. If you have selected multiple rows, Delete Row

deletes the rows containing the selected cells.

Insert Adds one column left of the current column. If you have selected multiple

columns, Insert same number columns to the of

Column Column adds the of left

the selection.

[_] Delete Deletes the current column. If you have selected multiple columns, Delete

-Column Column deletes the columns containing the selected cells.

[_ Sort Forward Sorts the selected cells in alphabetic or numeric order.

Sort Sorts the selected cells in reverse alphabetic or numeric order.

Backward

Recalculation If you have specified manual calculation using Calculate on the Options

.. _-_ menu, you can click on this button to make Spreadsheet calculate all

formulas in the spreadsheet.

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 Zoomout

Rnd andReplace ]CenteredRight ]Zoomin

N°rmalsize I{I IFull

I(100%)

Icdum. IHigh_owC Delete

Bar lIIPie ,

I%:,nt I

Charttypes

Button

[]

iTool Name

Column

Bar

Line

Area

Description

A column chart plots each category as a series of vertical bars. The

height of the bar corresponds to the value of the category.

A bar chart is like a column chart except that the bars are horizontal

rather than vertical.. ,.,, ,_

Aline chart is-a plot of values connected by straight lines.

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 a spreadsheet:

• PAGE UP. Scrolls the screen up.

•PAGE DOWN. Scrolls the screen down.

•CTRL + PAGE UP. Scrolls the screen left.

•CTRL + PAGE 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.

Toselect (or click on

a cell or otheritem):

place the on-screen

pointer in a cell; then

clickon the Select

buttonor tap once on

the glidepad.

Selec_button(left

buttononamouse)

Dragbutton(right

buttononamouso)

To enter information in a cell or make changes to it, first select it to make it

the active cell. The active cell appears highlighted with a heavy black border

around it, as shown in the illustration below.

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, as shown_h_the following illustration.

i15

aI s I c I o I E

; ; ; ;

t 't tt

l 1 t l

Activecell I

Selectedrange

Spreadsheet 69

Like individual cells, ranges have addresses. A range address consists of the

address of the upper left cell, followed by a colon (:), followed by the

address of the lower right cell. In the illustration on the previous page,

the address for the selected range is B3:D13.

Todeselectacell,

selectsomethingelse.

Whenan area is locked

with the L'ockTittes

command (rows or

columns),you cannot

change any information

or formatof the cellsin

the locked area. See

page 118in this chapter.

•To select a single cell:

Click on the cell you want to select.

Double-click on the cell address that appears in the Edit bar, type the address

of the cell you want to select, and then press ENTER.

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

to select, and then click on Go To.

•To select a range of cells:

Drag from the first cell to the last cell of the range you want to select.

If you attempt to

enter the locked

area via the View/Go_

1_ Cell menu item,

the following

message appears:

The selected cell is

located in the locked

area. Unlock the

titles and try the

operation again.

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.

•To select an entire row or column:

Click on the row or column header.

•To select multiple rows or columns:

Drag from the first row or column header to the last row or column header.

Spreadsheet highlights the rows or columns as you drag.

Spreadsheet 70

•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 active

area.

•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, labels, andformu/as.

Values. Values are numbers, for example, sales figures for the past four

quarters.

Dates can be entered

as labels or as formulas,

depending on how you

want to us'ethem. See

Entering and Changing

Dates onpage 75.

/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

If you have selected a

range of cells, press

ENTER to move down

columns and press

TAB to move across

rOWS.

I_ To enter values or labels:

1. Select the cell in which you want the entry to appear.

2. Type the entry (numbers 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 characters to the left of the insertion point in the Edit Area.

3. Press one of the following keys to complete the entry:

•ENTER. Moves the highlighting down one cell.

• SHIFT + ENTER. Moves the highlighting up one cell.

•TAB. Moves the highlighting to the right one cell.

•SHIFT + TAB. Moves the highlighting to the left one cell.

•(t X _ X _-- X-*). Moves the highlighting one cell in the direction of

the arrow.

•CTRL + ENTER. Keeps the highlighting in the current cell; the active

cell does not change.

You can also complete your entry by clicking on Enter in the Edit bar. In this

case, the highlighting does not move.

Spreadsheet 72

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 (see Changing the

Appearance of a Spreadsheet on page 82).

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 alabel, type "1993. To enter =National Average as a label,

type "=National Average.

Notes on Entering Values

1The Lat._Ml_maeLdk:Jlontt °

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 values between lOqS, zand 10_s,2. All numbers and calculations

are accurate to 15 decimal places. Even when Spreadsheet rounds off a

number-to few er-tharr I5_ecimal places, it uses all 15 decimal places'in

calculations.

Do not enter commas or dollar signs when you enter values, although you

can specify a format that adds commas automatically. (See Changing the

Number Format for Values on page 74.)

You can use any of the following characters in the values you enter:

1234567890+-Ee.

Use E or e to specify scientific notatiofi. For example, to enter 3.75 x 10zs, you

can type either of the following: 3.75e15 or 3.75E15.

Spreadsheet 73

Changing the Number Format for Values

When you enter a value, Spreadsheet automatically shows it in a standard

format; however, you can change the format to suit your needs. The

following table shows the available formats for values:

Format

General

Fixed (2 decimal places)

Fixed with Commas

Fixed Integer (rounded to a

whole number)

Currency

Currency with Commas

]Currency Integer (rounded to

nearest dollar)

iPercentage (times 100)

Percentage Integer (times 100,

irounded to whole percent)

Thousan-ds- (divided-by 1000 and _

irounded)

Millions (divided by one million

iand rounded)

Scientific

You Type...

1234567

123.4567

1234.567

1234.56

1234.567

.085

.4275

1234567

Spreadsheet

Displays

1234567

123.46

1,234.57

1235

$1234.57

$1,234.57

$1235

8.50%

43%

1234.57

123456789 123.46

1234.5678 1.23E+03

Spreadsheet 74

•To change the format of values:

1. Select 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:

Sel_taformathem.

Spreadsheetdisplaysan

exampleof theselected

formathere.

NumdberFormat

3. Select the format you want from the Formats list, An example of tbe format

appears in the dialog box.

4. Click on Apply. Spreadsheet changes the format of the selected cell(s).

5. Click on Close. The dialog box disappears.

•Entering and Changing Datesand Times _

There are two ways to enter dates and times in your spreadsheet: as labels or

as formulas.

•To enter a date or time as a label:

Type the date exactly as you want it to appear. For example, you could type

any of the following:

• Jan 15, 1997

• January 15, 1997

1/15/97

97-01-15

Type the time exactly as you want it to appear. For example, type 12:00.

Spreadsheet 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 be

stored as the number 33969.

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).

Unless you want the

date or time to appear

inyour spreadsheet as

a serial number,

change the date or

time format. The next

section explains how

to do this.

•To enter a date or time as a formula:

1. Select the cell in which you want to enter a date.

2. Type =DATE. The characters appear in the Edit Area.

Type =TIME. The characters appear in the Edit Area.

Type an open parenthesis, followed b,y numbers representing the year,

m6nthT-_rid da_ _t'tlae i_e y6_ want to enter. Then, type a close "_

parenthesis. Be sure to type the year, month, and day in that order.

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.

Spreadsheet 76

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:

Use the same

procedure to

change date and

time formats that

you use to

change number

formats.

Format

Date : Long

Date

Date : Long,

Weekday

Date : Short

Date : Short, Zero Padded

Date : Long, Month & Day

Date : Long, Month & Day,

No Weekday

: Short, Month & Day

: Long, Month & Year

Condensed

No Weekday

Condensed, No

iExample

23456 =Saturday, March 21st,

1964

23456 =Sat, March 21st, 1964

23456 =March 21st, 1964

23456 = Mar 21st, 1964

23456 =3/21/64

23456 =03/21/64

23456 =Saturday, March 21st

23456 = March 21st

23456 = 3/21

23456 =March 1964

Date :Short, Month & Year

Date : Year _"

Date : Month

Date : Day

Date : Weekday

Time : Hour MiD Sec

Time : Hour MiD

Time : Hour

Time : MiD Sec

23456 =3/64

23456 = 1964

23456 = March

23456 =21st

23456 =Saturday

1234.567 = 2:36:29PM

1234.567 = 2:36PM

1234,567 = 2 PM

1234.567 = 36:29

)_ To change the format for dates or times:

1. Select the cell(s) containing the value(s) whose format you want to

change.

2. Select Number Format from the Properties menu. The Number Format

dialog box appears.

Select the format you want from the Formats list. An example of the format

appears in the dialog box.

Click on Apply. Spreadsheet changes the format of the selected cell(s).

Click on Close. The dialog box disappears.

Spreadsheet 77

Formatting Spreadsheets

Formatting options do not affect calculations; instead, they allow you to change

the appearance of aspreadsheet. This section describes how to do the

following:

* Show and prim grid line_

• Display cell borders

• Create headers and footers

• Add tone, shades of gray, or various patterns

• Create notes

Showing Grid Lines

Agrid 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

not. Use Page Setup

hum the File menu to_;-

specify pdnUng gdd

lines.

1. Select Other Settings from the Options menu.

2. Select Draw Grid Lines to show the grid lines.

-OR

Deselect Draw Grid Lines to hide the grid lines.

Showing Cell Borders

To create an interesting visual display of your numeric information you can

display cell borders.

l_ To display cell borders:

1. Select the cells to border.

2. Select Cell Borders from the Properties menu. The Cell Borders dialog box

appears.

3. Select the borders you want. The Outline option displays a border around

the selection and deselects Lej_, Top, Right, and Bottom.

4. Click on Apply. The dialog box remains on the screen until you close it, so

tbat you cam make changes.

5. Click on Close.

Spreadsheet 78

Using Headers and Footers

Enter header and

footer text in cells

that are not part of

the main information

inyour spreadsheet.

Then, when you

print, select a print

range that excludes

the cells containing

the header and

footertext. Ifyou

includethe cell

containingrthe

header or footer in

the printrange of

cells, then the

header or footer will

print twice. See page

120 forprintingyour

spreadsheeL

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:

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 Was created or printed

• Page number

• Name of the document

• Your name or the name of your department, business, or school

• Graphics such as a logo or drawing

Header text size cannot exceed 24 points.

,To create a header or footer:

1. Enter the header or footer text in a cell or range of cells that is not part of

the main information. (See the sidenote on the left.)

2. Select the cell or range.

3. Select Header/Footer from the Cell menu. A submenu appears.

4. Select-either Set Header or Set Footer from the submenu. The selected

information will print at the top or bottom of the page, as you have

indicated.

-,To -_- -"_ _"_"

number _ges consecutively:

1. Select the footer cell that you created above.

2. Select Insert Function from the Formula menu.

3. Select Print from the box on the left, and Page from the box on the right.

4. Select Paste. The formula is pasted in the text entry box.

5. Press ENTER. Yourpages will be automatically numbered.

6. Click on Close. Th£_ exits you from tbe footer Edit ba_.

Spreadsheet 79

Using Tones

To add interest to your spreadsheet presentation, use tones or shades of gray

for the following elements in a spreadsheet:

• Text

• Background

• Cell borders

•To change the text tones:

1. Select the cells that contain the text to which you want to apply different

tones.

2. Select Text Tone from the Properties menu. A dialog box appears.

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 the tone palette.

Click Apply. The dialog box remains on the screen until you close it so that

you can change the tone of different text selections.

Thebackgroundis •To change the tone of the background:

the cellitself. Ifyou

set the backgrot£nd .... 1. Select the cells for whida____r__ouwant to, change the background tone.

tone to white and the 2. Select Text Background Tone from the Properties menu. A dialog box ....

text tone to black,

the cell enMes will

appear as black text

on a white

background.

appears.

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. 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 text to disappear. By default, this setting is 100.

• Tone Tools. Select the text background tone from the tone palette.

Click on Apply. The dialog box remains on the screen unta you close it so

that you can change the background tone of different cell selections.

•To change the tone of cell borders:

If you have 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 menu. A dialog box appears.

Spreadsheet 80

Creating Notes

ISe,-,_DM I _t:z'l"l

Note Indicatod

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 the tone palette.

Click on Apply. The dialog box remains on the screen until you close it, so

that you can change the tone of different cell borders.

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.

When you attach anote to acell, a Note Indicator appears (see example on

the left).

The note does not appear in the document; instead, it appears in a special

box that you can print with the spreadsheet, if you want.

l_ To attach a note:

1. Select the cell to which you want to attach a note.

2. Select Notes from the Cell menu. The Notes dialog box appears.

3. Type_the note_inlth_x-ljalog-box.

4. Click on AplSly. A Note Indicator,, a small square, appears to indicate that

a note is attached.

5. Click on Close.

_To show or hide the Note Indicators:

1. Select Other Settings from the Options menu. A submenu appears.

2. Select Show Notes to display the Note Indicators in cells that have

attached notes.

Deselect Show Notes to hide them.

l_ To print notes:

1. Press PRINT. The Pm'nt dialog box appears:

2. Select Print Cell Notes.

3. Click on Print. Spreadsheet 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 to improve its

presentation. For example, you might want to emphasize certain aspects with

a different text style or alignment.

This section explains how to do the following:

• Adjust the width of columns and the height of rows

• Change the alignment of information in cells

• Change the text style of information in cells

Adjusting Column 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.

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.

Using the menu, you

can adjust column

width and row height

when titles are

locked. However, you

cannot do this for

emire rows or

columns that are

locked.

•To change the column width using the Cell menu:

1. Select a cell anywhere in the column whose width you want to change.

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

• Narrower makes the column 8 points narrower. The default width is

64 points.

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

points. .

•Best Fit makes the column wide enough to fit the widest entry it

contains.

Spreadsheet 82

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 pointswide. A point

is nearly 1/72 of an

inch.

2. Select Column Width from the Cell menu. A dialog box appears.

3. Enter the number of points you want to use for the column width.

4. Click on Apply. The dialog'box remains on the screen until you close it, so

that you can keep adjusting the width.

5. Click on Close.

each row adjusts

automaffcally to

accommodate the text

size you use. However,

you can manually

change the row heighL

Normally the height of _I_To set a row height manually:

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.

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

3. Click on the Automatic check box to turn it off, and click inside the

Height value selector.

4. Enter the number of points you want to use for the row height.

5. Click on Apply. The dialog box remains on the screen until you close it, so

that you can keep adjusting the height.

6. Click on Close.

Changing A ignment

When you enter_labels in a cell, Spreadsheet aligns it at the left edge. When

you enter values, Spreadsheet aligns it at the right. And if you enter a

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

You can also select

Alignment from the

Properties menu or

from the Advanced

Funcffons tool bar

(see page 68).

I_ To change the alignment of cells:

Select the cells you want to align; then use the following control keys:

Control Key

CTRL + L

CTRL + E

CTRL + R

CTRL + J

A!ignment

Left

Center

Right

Justified

Spreadsheet 83

Using Different Text Styles

Youcan apply more

than one style to your

text, such as bold

Italic.

Se/ec_dngeither

superscript or

subscript affects b_e

entire cell. You cannot

makea potlionofthe

cell'scontents

superscript or

subsctfpL

Plain,Bold,Italic,and

Underline canalsobe

selectedfromthe

BasicFunctionstool

bar.

The-current font

appears on the Basic

Functions tool bar's

Pop-upfontslist.

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.

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.

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

• Bold

•Italic

•Underline

•

•Sur_pt (e.g. a2 + b2 = c2)

• Subscapt (e.g. H20)

)_To change the font:

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

2. Click on the Pop-up fonts list from the Basic Functions tool bar. A ItS*of

-avaiie_.fontsa_l_d_s.7 -_--

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

new font.

URI,I Sons =]

Spreadsheet 84

Working with Formulas

Spreadsheet uses

floating point math,

which has benefits such

as speed. But it

produces errors in the

17th or 18th significant

digit. These errors only

become apparent in

some cldculations,

especially when you use

financial functions like

IRR and NPV

Spreadsheet adheres to

the IEEE 754 standards

for floating point

calculations.

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-

Formulas are made up of the following elements:

•References to particular cells or ranges like A1 or B12:C18

• Operators like +and -for addition and subtraction

• Values like 5, 100, and 0.25

•Built-in functions or prewritten formulas built into Spreadsheet

(DATE, SUM, and AVG are built-in formulas)

This section explains how to combine these elements in a formula that

performs a calculation.

Entering Formulas

A I '! c

!Din,e_ I 25.00

rOTAL 4_oJ

_. l........

Begin a formula by typing =(an equal sign). 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.

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 it is a formula. All formulas must

start with an equal sign.

•B1, B2, and B3 are references.

•The plus signs (+) are operators.

The example above does not include a built-in function, which is a prewritten

formula built into Spreadsheet. For more information about built-in functions,

see page 88.

Spreadsheet 85

)_ To enter a formula:

1. Select the cell in which you want to enter the formula.

2. Type - to begin the formula. The equal sign appears in the Edit Area_

3. Click on the first cell you want to use in the calculation. Tbe cell address

appears in the Edit Area.

4. Type the mathematical operator you want to use. For example, type * for

multiplication (see page 88 for a list of operators).

5. Click on the second cell you want to use. The cell address appears in the

Edit Area.

6. Continue clicking and typing operators until the formula in the Edit Bar

appears as you want it.

7. Click on the Enter button next to the Edit Area. The resu/t of the formula

appears in the cell.

Using References in Formulas

Most formulas

include at least one

reference.

Areference tells Spreadsheet where to look to find the values you want to

use in a formula.

You can use-two types of references in the formulas you create: relative

references and absolute references. Your choice depends on how you

want Spreadsheet to treat the references when you copy or move the formula

from one cell to another:

Relative references

Arelative 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.

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.

Spreadsheet 86

Absolute references

II B r

IsO.OS

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 use the value in cell B3, you enter the

absolute reference $1153. (For more information on the financial function, see

Using Built-in Functions in Formulas on page 88. Also see the Appendix for a

listing of the financial functions.)

REFERENCE TYPE

B3 Relative

reference

$B_ A_,aut,

reference

Relative

B$3 column,

absolUte-r_w

Absolute

$83 €olumn,

R,4ativerow

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.

Spreadsheet 87

Using Operators in Formulas

Notice that percentage Operators describe the type of calculation you want to perform, for

is a form of example, addition or subtraction. The following table shows the operators

muttip/ication, you can use in formulas.

Touse the

exponentiation

operator, click on the

SYM button to open

the On-screen

Keyboard.

Operator Description Example

%Percentage A14*22%

" Exponentiation 13"3

* and /Multiplication and division A14*B12

+and -Addition and subtraction A14+B12

& Concatenation "Rate "&AI&"%"

FORMULA RESULT

50+100/2 100

(50 + 100)/2 75

When you use more than one operator in a formula, Spreadsheet performs

the calculations in the order shown in the table above; for example, % t'mst, ^

second, and so forth. If you use more than one operator with the same

priority (like +and -), Spreadsheet performs those calculations from left to

right.

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 to

calculate, such as the numbers to total using the SUM function.

Spreadsheet 88

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) or SUM(AX-A4)

Placeholder 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, for example, in cells A1, A2,

A3, A4, and AS, replace the placeholders with addresses of cells that contain

the values, as in the example below.

_ - _,_. _ _"

=AVG(A1, A2, A3, A4, A5) or =AVG(AI-,_,5)

You may also enter the numbers themselves instead of the cell addresses.

For some functions, such as the financial functions, it is important