BROTHER Word Processor Manual 98070355

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

Open the PDF directly: View PDF .
Page Count: 258 [warning: Documents this large are best viewed by clicking the View PDF Link!]

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.

2s_.Jl., =' 1 • © • ( eI • 1.=

: 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 to enter the

arguments in the order shown in the dialog box and in Appendix A of this

manual. Inserting placeholders will help you remember the order.

Entering built-in functions

To include a built-in function in a formula, either insert the function using

Insert Function from the Formula menu or type the function and all of its

arguments. When you use Insert Function, you have the additional option ot

inserting placeholder arguments.

I_ To insert a function using the Formula menu:

1. Select the cell where you want the result of the calculation to appear.

2. Select Insert Function from the Formula menu. A dialog box appears.

Spreadsheet 89

Spreadsheet's built-in

function types are

listed on page 91.

More information

about each function

and argument is in bSe

Appendix, beginning

on page 215.

You can embed one

function within

another. For

example, to sum a

range of values and

get its integer value,

you could type

=INT(SUM(A3:Ag)).

3. Select the function from the Functions list on the fight. You can select a

function type from the list on the left so that the Functions list shows only

functions of the type you select.

4, Select Paste Arguments (the default) ff you want to insert placeholder

arguments with the function.

Click on Paste. The function appears in the Edit Area with p[acebolders.

Click on Close.

In the Edit Area, double-click on the first argument to select it.

Type the text, value, formula or cell reference you want to use for the

argument. Make sure you type it correctly. Your entry replaces the

p/acebo/der argument.

9. Continue replacing arguments as needed.

10. Press ENTER.

11. When the calculation is complete, the result appears in the spreadsheet. If

the calculated re.sult is not what you expect, be sure that you typed the

formula correctly.

12. Click on Close.

I_ To insert a function by typing:

1. Select the cell where you want the result of the calculation to appear.

2. Type =to begin the formula. The equal sign appears in the Edit Area.

3. Type the function name (for example, --SUM).

4. Type the arguments, enclosed in parentheses. Be sure to include commas

- betwed-ff argumenrs-(for_Lamp|e, =SUM(A1,A2)). "

5. Press ENTER. When the calculation is complete, the result appears in the

spreadsheet.

To use a function within a function:

1. Insert the first function.

2. In the Edit Area, select the argument you want to replace with a function.

3. Insert the second function.

4. Continue in this manner until the formula is complete.

5. Press ENTER.

Spreadsheet 90

Spreadsheet's Built.in Functions

Spreadsheet provides the following built-in function types:

•Financial

•Information

• Logical

• Math

• Print

• Statistical

•String

• Time and Date

• Trigonometric

When you select Insert Function from the Formula menu, adialog box

appears with a list of these function types on the left and the built-in

functions on the fight. For example, when you select MATH from the left, the

corresponding math functions appear on the fight. If you select ALL from the

left, all of Spreadsheet's functions appear on the fight in alphabetical order.

This section gives general descriptions of the function types. More detailed

information is in the Appendix, beginning on page 215.

Financial functions

Financial functions provide formulas for common financial calculations. For

example, the FV (Future Value) function calculates the future value of a

stream of regularly invested payments.

The arguments for financial functions are either values or addresses of cells

that contain values. When the argument is the interest rate, express it as its

actual value (.07 rather than 7 to indicate 7%). Be sure to specify the same

units for the term and the interest. If the interest is monthly, the term is also

monthly.

Information functions

The information functions return information about a cell or range of cells.

For example, the COUNT function counts the number of items in a list.

Spreadsheet 91

Logical functions

The logical functions evaluate relationships and return true or false results.

For example, the IF function looks at a condition, such as whether the

contents of B13 =500, and returns a true or false answer (true=l, false=0).

Mathematical functions

Mathematical functions provide common mathematical formulas. For

example, INT (Integer) truncates a value to the nearest whole number. The

arguments for mathematical functions are either values or addresses of cells

that contain values.

Print functions

The print functions retum the name of the current file, the current page, and

the number of pages. For example, PAGE returns the current page number

and can be inserted in headers and footers for numbering pages.

Statistical functions

Statistical functions provide formulas for common statistical calculations. For

example, MAX returns the largest value in a list. The arguments for statistical

functions consist of either values or addresses of cells that contain values.

String functions

- A string _s a series of characters. Stnng funcuons extract text (including -_

numbers) or retutrh values based on the text. At least one argument in each

string function is a text string.

Time and date functions

The time and date functions allow you to enter times and dates in serial form,

which is a form that Spreadsheet can understand. For example, you can use

the DATEVALUE function to create the appropriate serialized date such as

33988 for January 20, 1993. These functions are most useful in formulas

where the time and date are calculated r',ither than entered as a constant.

Trigonometric functions

"Trigonometric functions provide formulas for common trigonometric

calculations. The arguments for-trigonometric functions are either values or

addresses of cells that contain values.

Spreadsheet 92

Editing the Spreadsheet

After you have created aspreadsheet, you may want to make some changes.

This section describes how to do the following:

* Edit the contents of a cell

• Copy and move information in a spreadsheet

•Insert and remove rows and columns

•Fill arange with a series of incremental values

Editing the Contents of a Cell

Change entries to correct an error or to update the spreadsheet to reflect new

information. If it is a simple change, select the cell to make it active and then

type the new entry. If you want to make a change in a complex entry, you

may want to work in the Edit Bar.

To begin eoVting _e

selected cell, press

CTRL + SPACEBAR.

_To edit the contents of a cell:

1. Select the cell you want to change.

2. In the Edit Area, select the information you want to change, or click

where you want to insert new information.

3. Make the corrections you want.

4. To confirm your changes, press ENTER.

OR _-

To cancel the changes, click on the Restore button (see page 66) or press

ESt.

Spreadsheet 93

You may want to

delete information

using Cut from the

Edit menu; that way, if

you accidentally cut

the wrong information,

you can paste if back

in place.

l_ To delete the contents of cells:

1. Select the cell or range of cells whose contents you want to delete.

2. Press DELETE. The coments of the cell or range are permanently deleted.

Press CUT. The contents of the cell or range are trartsferred to the

clipboard; you can use the Paste choice on the Edit menu to copy the cell or

range to another location.

Copying and Moving Information

Cut, Copy,and Paste

also appear in the Edit

menu.

As you work with Spreadsheet, you may find k convenient to copy and move

information. There are two ways to do so:

•Use the Fill choices on the Cell menu to copy the contents of the

active cell across a row or down a column.

•Use the CUT, COPY, and PASTE keys to copy or move information

to any other location in a spreadsheet.

When you copy or move values and labels from one location to another, they

appear the same in both locations. When you copy or move formulas,

however, Spreadsheet automatically adjusts relative references for the new

position of the formula,- You can override this automatic adjustment by using

absolute geirerence_._o[" i-fiiSi"einformation, see Using References in Formulas

on page 86.

Spreadsheet 94

Copying to adjacent cells

Fill Right and Fill Down provide a handy shortcut when you want to copy the

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

when you want to copy formulas.

When copying formulas, Spreadsheet automatically adjusts the relative

references.

•To copy a formula to adjacent cells:

1. Select a range of cells starting with the cell containing the formula to copy.

2. Select Fill Down from the Cell menu to copy the formula to the selected

cells beneath it.

Select Fill Right from the Cell menu to copy the formula to the selected

cells right of the original.

The formula appears in the new locations:

Using Cut, Copy, and Paste

Copied formulas

I'[

You Can-copyor mov-e:-a_ginglecell or a range of cells to any other 16_ation in

a spreadsheet. Cut, Copy, and Paste work the same way in Spreadsheet as

they do in other programs. Cut and Copy places the selected cells on the

clipboard; paste retrieves any previously cut or copied information from the

clipboard.

Youcan also click on

the Cut, Copy,and

Paste buttonsfrom

the Advanced

Functionstool bar

(see page 68).

•To copy or move information:

1. Select the cell, range, row(s), or column(s) you want to copy or move.

2. To copy the selection, press COPYI to move it, press CUT.

3. Select the first cell where you want to copy or move the information.

4. Press PASTE. The values arwl fot_ulas appear in the new location with

the first cell of the copied selection appean'ng in the destination cell.

Spreadsheet 95

You can over, de the

default drag and drop by

holding down CTRL if

you want to copy within

a document or the

MENU key if yotJ want to

move text from one

document to another.

Using Drag and Drop

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

works the same way in Spreadsheet as it does in other programs. If you drag

and drop within'the same document, the default behavior is to move the

information: If you drag and drop from one document to another, the default

behavior is to copy.

ll_ To drag and drop information from one location to another:

1. Select the cell, range, row(s), or column(s) to move or copy.

2. Move the pointer over the selected range; then press and hold down the

Drag button. The drag and drop pointer appears.

3. Drag the pointer so that it is over the first cell where you want to move or

copy the information.

4. Release the Drag button. 1"be information is moved or copied, depending

on whether you dragged within the same document or from one document

to another.

Inserting and Deleting Rows and Columns

After you have created a spreadsheet, you may need to add a row or column

to make room for additional information. When information becomes

obsolete, you will want to delete a row or column.

InsertRow tool

_.__ To quickly insert a row or column:

"1. Select a cell where you want to insert a row or column.

2. Click on the Insert Row tool on the Basic Functions tool bar.

Youcannotinsert and

delete rows, columns,

and cellswithina

locked area (see page

718).

DeleteRowtool

InsertRow/Column or

Delete Row/Column also

appear in the Editmenu.

Click on the Insert Column tool on the Basic Functions tool bar.

I_ To quickly delete a row or column:

1. Select a cell in the row or column you want to delete.

2. Click on the Delete Row tool on the Basic Functions tool bar.

Click on the Delete Column tool on the Basic Functions tool bar.

Spreadsheet 96

Filling a Range of Cells with Incremental Values

Using Fill Series from the Cell menu, you can automatically fill a range of ceils

with aseries of incremental values. Select the range of cells and specify the

starting value and the increment. Spreadsheet does the rest.

If the first cell in a series contains a 1, the next cell will be 2, the following 3,

and so on. If the first cell contains a date, Fill Sedes increments the date;

Monday increments to Tuesday, Wednesday, Thursday, and so on. Time

increments from 1:00 to 2:00, 3:00, and so on.

),To _l a range with incremental values:

1. Enter the value or date you want to increment.

2. Select the range of cells you want to fill, starting with the cell you filled in

containing the value or date you want to increment.

3. Select Fill Series from the Cell menu. A dialog box appears.

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

Fill By. Select whether to fill rows or columns.

ffyou select Day, Weekday,

Month, or Year in the Fill

Series dalog box, and

entered the date as a label,

Spreadsheet creates

additionalda_s asJabels.

Ifyou entered thedate as a

serialnumber, Spreadsheet

creates additionaldates as

serialnumbers; however,

thecell must have a date

format. Tofilldate

informationas text (suchas

Sunday orJanuary), fillin 5.

the first value as text but do 6.

not abbreviate the month.

For numbers such as a

year value, to fill in a

progressiveseries of years,

enter the year as a label

('1990), not a number. For

"moreinformation,see

Entering and Changing

Dates on page 75.

Units. Select the type of units for the flU: number, day, weekday, month,

or year. _-

Progression. Select the progression you want Spreadsheet to use: Linear

or Geometric. A linear series progresses one step at a time, for example, 1,

2, 3, 4, 5. A geometric series progresses by a specific multiplier at each

step,_for examp!ej i_,_, 9, 27, 81, 243.

Step. For a linear progression of numbers, enter the increment you want

between each value. For a geometric progression of numbers, enter the

multiplier you want to use between each value. For a progression of

dates, enter the number of units (days, weekdays, months, or years) you

want between each value.

Click on Fill. The range is sFdledas you specified.

Click on Close.

Spreadsheet 97

Options for Spreadsheet Formulas

This section describes how to do the following:

• Show and hide formulas

• Assign names to cells for'formulas

• Turn automatic recalculation on and off

t• Use circular references and iteration in calculations

Showing and Hiding Formulas

To see a formula for a single cell, select the cell and look at the formula in

the Edit Bar. If you want, you can display all of the formulas in the

spreadsheet cells. This can be helpful if you have entered several formulas

and want to see them all at once.

When you show all formulas, they appear in cells as ff they were labels. That

is, if aformula is too long for acell, it may spill over into the next cell if that

cell is empty. If the adjacent cell is not empty, the formula appears cut off.

I_ To show or hide all formulas:

l. Select Other Settings from the Options menu. A submenu appears.

2. Select Show Formulas to. show all formulas.

OR _"

De.select Show Formulas to hide all formulas.

Naming Cells and Ranges

When you create a formula, you must include references to the cell or cells

that contain the numbers to calculate. You can refer to cells by their

addresses, or you can name them and then use the name in formulas.

Naming cells can make your formulas easier to read. The second formula in

the following example is much easier to understand than the First.

B4=B2+B3 or INCOME_AIARY+TIPS

Cell names can be up to 40 characters long and can include alphanumeric

characters and the underscore (._) symbol. Cell names cannot contain

numbers, spaces, or other characters. If you type a space, Spreadsheet inserts

an underscore. Cell names are not case sensitive; for example, to Spreadsheet,

the name Expenses is the same as EXPENSES and expenses.

Spreadsheet 98

Define a name that refers to a specific cell or range. For example, you might

define RATE as A3; then, when entering formulas, you can type RATE instead

of typing A3.

To define a name:

1. Select Define Name from,the Formula menu. A dialog box appears with a

list of any names you bare previously defined.

2. Click on New. Another dialog box appears:

Add a _Llaw_.

.ar_ [

Derenitioe_ ,

You call use

absolute and relative

references when

defining a name for

cells. An absolute

reference tells

Spreadsheet the

specific addres_o'Ta

cell. A relative

reference tells

Spreadsheet how to

find a pa_'cular cell

starting from the cell

cont_'ning the

formula. For more

informa_on,see

page 86.

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

•Name. Enter the name (example, Cost).

•Definition. Enter the cell address or the addresses for the range of

cells. Use absolute references (example, $B$1) unless you want the

named cells to be relative (see page 86 for information on absolute

and relative references).

4. Click-on OK.-The na,_._ appears i_t-tbe list in the Define Name dialog box.

5. Click on Close.

Spreadsheet 99

Once you have

defined aname,

you can usa it in

any formulas you

create. To do so,

type the name in

the formula. If you

prefer, you can also

select the name

from a list in a

dialog box.,

l_ To insert a name in a formula:

1. Select a cell and begin entering a formula.

2. When the insertion point in the Edit Bar is in the position for the name

you want to use, select Insert Name from the Formula menu. The Insert

Name dialog box appears, with the names you have created.

3. Select the name you want to insert.

4. Click on Paste./'be name appears in the Edit Bar.

5. Click on Close.

ff you change the

definition of a name,

the reference

changes in exfsting

formulas that contain

that name. For

example, if you have

a range called _ __

_penses that

includes B5:B17 and

you extend the range

to B5:B24, all

formulas using the

name Expenses will

be recalculated

automatically to

include the seven

additional cells in the

range. But if you

delete the name, all

formulas using that

name will be wrong.

I_ To change the name of a cell or range:

1. Select Define Name from the Formula menu. A dialog box appears.

2. Select the name you want to change.

3. Click on Change. A dialog box appears.

4. Type the new name in the Name box.

5. Click on OK. All formulas referring to the old name are updated to the new

name.

6. Click on Close.

!_ To change the definition of aname:

1. Select Define Name from the Formula menu. A dialog box lists existing

names.

2. Select the name for which you want to change the definition.

3. Click on Change.. _,. ,_

-4. Change the cell,or range specification to suit your needs. Use absolute'ceU

addresses unless you want the named range to reflect a relative position.

5. Click on OK. Spreadsheet updates all formulas to reflect the change.

6. Click on Close.

l_ To delete a name:

1. Select Define Name from the Formula menu. A dialog box appears.

2. Select the name you want to delete.

3. Click on Delete. You are asked if you want to delete the name.

4. Click on Yes to delete the name. Spreadsheet deletes the name.

Controlling Automatic Recalculation

Spreadsheet normally recalculates every formula in your spreadsheet when

you make a change. If your spreadsheet is large or contains many complex

formulas, this recalculation can be time consuming. In that case, you may

want to turn automatic recalculation off and recalculate the spreadsheet

manually whenever you want to.

Spreadsheet 100

Youcan also

recalculateby

clickingon the

calculatebutton

fromthe Basic

Functionstoolbar.

l_ To turn automatic recalculation on or off:

1. Select Calculation from the Options menu. A dialog box appears.

2. Select Automatic or Manual to specify the type of calculation you want.

3. Click on OK.

4. Click on Close.

!_ To recalculate manually:

Select Calculate Now from the Options menu.

Using Iteration and Circular References

Occasionally, you may want to create a formula in which the calculation uses

the result of the calculation. This is called a arcular referem_. For

example, to calculate gross profit, subtract expenses from income. If one of

the expenses is based on a percentage of the profit, for example, commission

payments, the formula has to rely on the outcome of the calculation.

If you calculate this formula more than once, each successive calculation

results in a smaller value. Thisis called/let-at/on. Iteration is the process of

recalc_l_iting a_cifculffr-_ference repeatedly, until the values converge', which

means that the difference in the result of each successive calculation is no

longer significant.

Before using circular references, turn on iteration using Calculation from the

Options menu. If you enter a formula with a circular reference but do not

specify iteration, #CIRC# appears in the cell.

_To use iteration:

m mm_ _

1. Select Calculation from the Options menu. The dialog box at the left

appears.

2. Fill in the dialog box, specifying the options you want.

•Allow Iterations. Select the Allow Iteration option ff you are going

to use iteration in your.spreadsheet.

•• Maximum Iterations. Enter the maximum number of iterations you

want.

• Maximum Change. Enter the maximum change you want to allow.

If you enter zero, iteration will not stop until it converges or reaches

the maximum number of iterations.

Spreadsheet 101

Click on OK.

Click on Close.

Create the formula with a circular reference. Spreadsbeet recalculates the

formula the specified number of times or stops when the stated value for

maximum change is calculated.

Charting in Spreadsheet

Spreadsheet lets you create a variety of charts that represent numeric trends

or results. You can include a chart as a part of your spreadsheet. Or, after

creating a chart, you can copy it to the clipboard and use it in other programs

like Drawing or Word Processing.

This section begins by describing the types of charts you can create.

Information on creating and modifying charts begins on page 108. Information

on printing charts begins on page 121.

What Is aChart?

D_ not pIot rnorethan 12

itemsper chart.

Achart is a graphic representation of numeric data. For example, you can

create a chart to show the value of the consumer price index over a period of

years, the total revenue for a company broken down by region, or the

average student test grade through the school year.

Charts show the relationships-between a sem'es of va/u_s broken down into

categories. For example, in a chart of monthly expenses, the series would

include January, February, March, and so forth; the categories would include

items like Rent, Food, and Utilities; and the values would be the actual

expenditure incurred.

To create a chart, f'n'st select the data you want to create a chart from. You can

select a portion of an existing spreadsheet, or cream a new spreadsheet and

enter the data to chart.

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

base a chart:

t Chart Tide

2C_egory Nm_iya_,

3CategoryNeme vahe

C_eoo._N_ivn_..,,,

6 i

7 !

I e t: I o '_ I

iSeries Name Series Name !Series Name series Name i

tvabe vabe Iva/ue i

i,,_, " i,,a,a i_ i

....i,_, ivan. ],_t_ i

Iv_ ivatua ivnt_ i

I I i !

i i i i-

Spreadsheet 102

Ifyou mustuse a

number for the chart

title, sedes name, or

categoryname, place

a quotemark (')

before the number so

Spreadsheet

interpretsit as text.

Chart Tide. The tide of the chart. This label is optional. If you do not place

any text in this cell, the chart will not be tided. You can tide it later using the-

Titles and Legends choice on the Chart menu.

Series Name. The series names are the labels of the spreadsheet columns.

Category Name. The category names are the labels of the spreadsheet rows.

Spreadsheet uses these labels to create legends (see Adding Tides and a

Legend on page 111).

Value. The numeric data values that Spreadsheet charts. Each category you

want to chart should have at least one value for each series. Empty cells in

your spreadsheet will be interpreted as zeros in your chart.

Types of Charts

Spreadsheet lets you create the following types of charts:

• Column

•Bar

•Line

• X-Y Plot

•Pie

• High/low

Column chart

Aco/tram obart (or a vertical bar chart) plots each category in aseries as a

vertical bar. The height of the bar corresponds to the value of that category_

The illustration at the left shows a typical column chart.

Variations on the standard column chart include the following:

•Overlapped. The columns within each category overlap each other

slightly.

•Stacked. The columns within each category are stacked vertically on

top of each other. The height of the stacked column is the sum of the

values in the category.

Spreadsheet 103

Bar chart

I ' •!

i I

°1 ' ,I

Stacked Percentage. The columns in each category are stacked so

that the total height represents 100%. The height of each value is

shown as that value's percentage of the whole category. This is like a

vertical pie chart.

One Tone With Values. Columns all have the same tone and are

labeled with their numcric values.

One Tone With No Space Between Categories. Columns all have

the same tone, and the last column in category 1 touches the first

column in category 2 with no space between them.

Abar chart is like a column chart with the bars plotted horizontally rather

than vertically.

The same variations are available for bar charts and column charts.

Line chart

A/.ine dbart plots a point indicator for each value on one axis in relation to

the text label on the other axis, and connects the points in each series with

straight lines. This type of chart ks useful for showing how a value changes

over time. The illustrations below show a typical line chart The chart on the

left shows the result when the data ks entered horizontally (in rows). The one

, on the right shows the lms_.tt when the data is entered vertically (in col,J,nns).

Marker

II I

i49t 54_ 51t STt ....._"_:_;-

r.--..-3.._=.--.--3-gt--,g_r--_-X _. ""-5_'_

5"/j 431

Variations on the standard line chart include the following:

* Liues Only. Draws only the lines connecting the points in each

series; does not draw the markers for each point.

Spreadsheet 104

Matkea-s Only. Draws only the markers for each point; does not

connect the markers with lines.

Drop Lines. Draws the markers for each point, and then connects

the points in each category with avertical line; does not draw lines

connecting the values.

Area chart

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

pattern or solid tone. The illustrations below show a typical line chart The

chart on the left shows the result when the data is entered horizontally. The

one on the right shows the resuk when the data is entered vertically.

]00

........._.............._............. _...............__.

49E 54i 51i 57i

.... a4i agta7i,

........•"............ : ............';7 .... ":

2_0

150

10D

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

4gl 341

....... 4, .............. _-.,

54_ 391

51 37j

.......4,................4,,,°

571 43i

Variations on the standard area chart include the following:

Stacked Percentage. Like the column chart's stacked percentage

chart, this area chart shows the areas for each category stacked to a

constant height representing 100%, and the values are shown as

percentages.

Drop Lines. Draws a vertical line to connect the points in each

category.

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

area.

Spreadsheet 105

X-Y Plot chart

i 511 s71

i" .... ,,oi.,3i,

An X-Ypiot chart, sometimes called ascauerp/ot, looks similar to a line

chart, but there is a significant difference between the two. Une charts plot a

value against a label (see the line chart on page 104), whereas X-Y plot charts

plot one value against another. X-Y plot charts are unique in that they take

categories two rows at a time and plot them against each othec

Another difference between Xoy plot charts and line charts is that on an X-Y

plot chart, the rick marks along each axis (X is the horizontal axis, Y the

vertical) are spaced according to their value, which may not always be at

regular intervals because of the potentially random nature of the data. On a

line chart, one axis always contains text labels which are usually evenly

spaced for visual clarity.

Variations on the standard K-Y plot chart include the following:

Lines Only. Draws only the lines connecting the points in each

series; does not draw the markers for each point.

Markers Only. Draws only the markers for each point; does not

connect the markers with lines. This choice makes an X-Y plot that

looks like a traditional scatter plot. Scatter plots are primarily used to

see how different data is grouped.

Pie chart

_ A pi_ chart is a round_charx in which the size of each slice is proportional to

the whole. Pie charts are unique in that they only draw one category of data.

The illustration on the left shows a typical pie chart.

Variations on the standard pie chart are:

•Category Titles. Inserts the category rifles into the chart.

• One Tone with Category Titles. Shows all the wedges of the pie in

one tone, with category rides.

• Ftrst Wedge Exploded. Pulls the wedge that starts near the

12-o'clock position out slighdy from the rest of the pie.

•All Exploded. Pulis all the wedges apart slighdy.

• With Percentages. Shows the percentage of the whole pie that each

wedge represents.

Spreadsheet 106

High/Low chart

[1l

14 :.: :

3311 3"11 38i41i

Ahigh/low chart is useful for tracking pairs of data that mark a high and

low or a start and end value, such as the price of stocks or the day's

temperature range. Each pair of data points is plotted as a single vertical line.

You can also show a third or fourth relative value along with each pair, such

as the stock's daily closing priCe or the average temperature.

High/low charts require two categories of data and may show up to four

categories. The third category places tick marks to the left; the fourth category

places tick marks to the righL

There are no variations available for high/low charts.

Spreadsheet 107

Creating Charts

Once your labels and _1_TO create _1chart-

data are inplace on the

spreadsheet, you can 1. From aspreadsheet, select the cells that contain the data you want to

create charts using

either the ChWts menu

or the chading buttons

on the Advanced

Functions tool bar (see

page 68):

chart.

Open the Chart menu and select a chart type from the Create submenu.

The chart appears as a graphic object in the lower right corner of the

Spreadsheet window. (For more information about charts as graphic

objects, see the section Manipulating Charts on page 109.)

Toopen the Advanced

Functionstool bar,

select Show Tools

from the Options

menu; then clickon

Advanced Functions.

Changing the Type of Chart

By selecting Change

Type from the Chart

menu, not only can

you change a chart

from one type to

another, but you can

also choose a

To select a different type of chart for a different view of your information,

click on the appropriate chart button from the Advanced Functions tool bar.

(See page 68.)

For example, once you have created a pie chart, change it to a column chart

by clicking on the Column tool button from the Advanced Functions tool bar

-variaOonon _e _ -or by selecting Change Type from the Chart menu.

existing chart, such "-

as Stacked

Percentage. _D_To change the type of chart:

Columntool

1. Select Change Type from the Chart menu. A dialog box appears.

2. Select the type of chart or variation you want.

3. Click on Apply; then click on Close. Spreadsheet changes the chart.

Spreadsheet 108

Manipulating Charts

The procedures in this

section explain how to

perform basic

operations with graphic

objects. For more

informa_on about

working with graphic

objects, see the

Drawing'chapter.

When you create a chart, it appears with small black boxes around the

perimeter and a diamond-shaped spot in the center. These band/_s indicate

the chart is the currently selected object.

Use the handles to manipulate 'your chart. The diamond-shaped handle in the

center alows you to move the chart, and the other handles allow you to

resize it.

Resizing and Moving a Chart

Hold down SHIFT

while dragging to

maintain the chart's

proportions.

•To resize a chart:

Place the on-screen pointer over one of the handles that surrounds the chart,

click and hold the Select button, and drag. Dragging toward the center of the

chart reduces it, while dragging away from the center enlarges it.

•To move a chart:

1. If the chart is not selected, click on the edge of the chart to select it.

Handles appear around the char*frame and the move handle appears in

the center.

Resize ha!_iie_,_, -

(the handles around the edges)

If you move a chart or

graphic image into a

/ocked area, the chart or

image will become locked

ff the move handle is

within the locked area. To

move the chart or image,

unlock the area, move the

chart or image, and then

lock the area again.

You can move the

.chart to any IocaUon in

your spreadsheeL

Movehandle

(the handleinthe center)

2. Place the pointer over the move handle in the center of the chart. When

the pointer changes to a pair of crossed arrows, hold down the Select

button to grab the chart.

3. Holding the Select button, drag to move the chart to the position you

want.

4. Release the Select button. The chart appears in the new position.

Spreadsheet 109

Changing Chart Properties and Attributes

Attributes are visual elements such as tone, line thickness, and fill pattern. If

you select a chart and then click one part of it, such as a wedge of a pie

chart, you can change the attributes of that part of the chart.

To select multiple

text items,press

CTRL as you dick.

Youcannot move

any labels that the

chart has generated.

Whgeyou can change

!_ To change text properties in a chart:

1. Select the chart by clicking on it. Handles appear around the chart.

2. Select the text item within the chart that you want to change by clicking

on it. Handles appear on that item to indicate it is selected.

3. Select the text property to change, such as font, style, size, or tone, from

the Properties menu or the Basic Functions tool bar. Spreadsheet applies

the change to the selected text.

thetextproperliesofa_I_To change an attribute of an element in a chart:

legend,you cannot

change the label itself

from thecharL Legend

labels must be

changedin the

spreadsheet'scells.

For more informadion

onlegends, see page

112.

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

2. Select the object within the chart that you want to change by clicking on

it. Handles appear on that object to indicate it is selected. You cannot

move the component parts of the chart or any labels that the chart has

generated, but you can edit text labels using the Text tool.

3. Choose the attribute you want to change from the Graphics menu.

4. Click on Apply.

5. Click on Close.

Deleting a Chart

Dele_,asoappears I_ To delete a chart:

in the Edit menu. 1. If the chart is not selected, click the edge of the chart. Hand/es appear

around the chart frame, and the move handle appears in the center.

2. Press DELETE.

Using a Chart in Another Program

You can place Spreadsheet charts in other programs. For example, you can

use a chart in a report you have created in Word Processing, or in an

illustration you have created in Drawing.

I_ To copy a chart to anothe r program:

1. Select the chart you want to copy by clicking on it. Handles appear

around the chart.

2. Press COPY.

3. Close Spreadsheet. The chart ispasted onto the clipboard.

4. Open the other program and press PASTE. The chart appears.

Spreadsheet 110

Adding Titles and a Legend

•To add titles and legend to a chart:

Select the chart.

Select Titles & Legend from. the Chart menu. A dialog box appears.

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

•Chart Title. Select this option to add a title to the cha_. Spreadsheet

looks for title text in the upper left of the selected chart range. If

Spreadsheet cannot find any text, a text object with the words "Chart

Title" appears at the top of your chart. You can change the title later.

• X-Axis Title. Select this option to add a title to the chart along the

X-Axis.

•Y-Axis Title. Select this option to add a tide to the chart along the

Y-Axis,

If you want to use a

number in the first

position of one of these

labels such as the year,

1996, you must convert

the first numedc

character to a

non-numetfc character.

Do this by first typing an

apostrophe (') and then

the nume/ic characters.

• Legend. Select this option if your chart shows more than one

category and you want to define the tones or patterns to differentiate

between categories. You can also select its position on the chart:

Horizontal (below chart) and Vertical (at right of chart).

Click on Apply. Spreadsheet adds tbe items you selected to your chart, as

shown in tbe following example:

Y-axis

• _ _ . Chartlille

ISALI_

Legend

5. Click on Close.

•To change text in the chart title or axis titles:

To open the Draw-

ing _ol b_, select

Show Tools from

the Options menu;

then click on

Drawing Tools.

1. Select the Text tool from the Drawing tool bar. Tbepoimer becomes a

crossed 1-beam when you move it over tbe chart.

2. Click on the text object you want to change. The teal object is outlined, the

pointer becomes a angle I-beam, and a vem'cal bar indicates the insert

point for text.

3. Press BACKSPACE and DELETE to remove text you do not want, or

highlight the unwanted text and press DELETE.

Spreadsheet 111

Pointertool

Open the Drawing tool bar

from the Show Tools

submenu of the Options

menu.

Enter the new text.

When you are finished with the Text tool, select the Pointer tool from the

Drawing tool bar and click on an empty area of the chart to remove the

outline around the text (so that other changes are not accidentally made

to the text).

About legends

Spreadsheet generates legend labels from the category names in the column

left of the data (usually column A). If you do not have legend labels in these

cells, and you select Legend from Titles & Legend in the Chart menu,

Spreadsheet will generate generic labels for the legends.

I_ To add legend labels:

1. Enter your legend labels in the left column (category names).

2. Select the cells that contain the data you want to chart, including the left

column with the category names.

3. Select the chart type from the Chart menu or from the Advanced Functions

tool bar. A_er a few seconds the chart appears.

4. If the legends are not present, select the chart; then select Titles & Legends

from the Chart menu and dick on Legend.

5. Click on Apply; then click on Close. The Legends appear on the chart.

TO edit legend la_-lS i_

1. Select the cell in the left column that contains the legend label.

2. Press CTRL + SPACEBAR The cursor appears inside the Edit Area.

3. Press BACKSPACE to remove text you do not want, and enter the new

label.

4. Press ENTER. After a few seconds, the legend cbanges to sbow tbe new

text.

Changing Markings

7"hereare three

different types of chart

markings you can

change: axis markings,

grid marldngs, and the

marker shapes that

indicate values on a

chart.

Axis markings and grid markings are visual aids that can help people

understand your chart. Axis markings are the tick marks that divide the axis

lines. Grid markings are vertical and horizontal lines that can cover the chart

area between the axes.

Spreadsheet 112

•To add axis markings to a chart:

1. With the chart selected, choose Axis from the Chart menu. The Axis dialog.

box appears.

2. Select the type of axis markings you want and click on Apply. The

markings appear in your chart. The following illustration shows a chart

with tick marks along the X Axis:

44 1i¢kmarks

3. Click on Close.

•To addgrid lines to a chart:

1. With the chart selected, choose Grid Lines from the Chart menu. The Grid

_'nes dialog box appears:

!::i::iiii:J Grid Lines

X Axis= [] Draw Grid Line_ at Ha jot Ticks

[] Dram Grid Lines at Minor Ticks

Y Axis= [] Dram Grid Lines at Ivlajor Tick=

"_Gri(J'-Lines at Hlinor Ticks

._. _..-.._ [] Oram

Select the axis from which you want the grid lines to originate, and click

on Apply. The grid lines appear in your chart.

3. Click on Close.

I_ s9

Gdd line

SALES 1

''1_

Spreadsheet 113

Changing Marker Shapes

Marker Markers show the data points on a chart. They are found only on X-Y plot

and line charts. Changing the shape of the markers can help make the chart

easier to read.

I_ To change the marker shape:

1. Select the markers you want to change by clicking on one of them in your

chart. The markers in that category are surrounded by outlines to indicate

they are selected.

2. Select Marker Shape from the Charts menu. A drip, box containing

marker shapes appears.

3. Click on the marker shape you want and click on Apply. The selected

markers change shape.

4. Click on Close.

Using Additional Spreadsheet Features

Spreadsheet has many additional features to help you create accurate and

attractive spreadsheets. This section describes how to do the following:

_-o- -S6-rt t-owl; tfr-eolu2fi'-ns of reformation

•Create custom number and date formats

• Add graphics to a spreadsheet

Sorting

Save your work before

sorting. Then, if the

results are not what

you expected, select

Other from the File

menu and click on

f_scard Changes.

Ony data in the

unlockedareas is

sorted when usingthe

-_rt feature. Data in

the locked titles is not

sorted.

You can sort information in a row, column, or range of cells in either

alphabetical (A-Z) or numeric (1-9) order. In addition, you can sort in either

ascending (A-Z and 1-9) or descending (Z-A and 9-1) order. A range is

sorted by the row or column containing the active cell.

)_ To sort information in a spreadsheet:

1. Select the cells containing the information you want to sort. Be sure to

select all the cells you want to sort.

2. If the active cell is not in the row or column you want to sort, move it

with one of the following keystrokes:

•ENTER. Moves the active cell down one row.

Spreadsheet 114

Spreadsheet sorts all

selected cellsby the

row or column

containingtheactive

cell.

*SHIFT + ENTER. Moves the active cell up one row.

• TAB. Moves the active cell fight one column.

•SHIFT + TAB. Moves the active cell left one column.

Select Sort from the Edit menu. A dim_g box appem's.

Fill in the dialog box:

•Sort By. You can sort either rows or columns.

•Sort Order. You can sort in either ascending or descending order:

for example, A, B, C, D or Z, Y, X, W.

• Sort Options. Select from the following:

Ignore Case/A_ You can have the sort ignore any

differences in uppercase and lowercase and ignore accents on

letters in alphabetical sorts.

Ignore Spao_/_ You can have the sort ignore

spaces between words and punctuation marks in alphabetical

sorts.

Click on Sort. Spmadsbeet _the selected cells.

I_ To perform a simple sort more quickly:

1. Select the range of cells you want to sort.

2. Click on the Son Forward tool on the Basic Functions tool bar to sort the

rows in ascending order.

Click on the Sort Backward tool on the Basic Functions tool bar to sort the

rows in descending order.

Spreadsheet sorts the range in the order you selected.

Spreadsheet 115

Creating Number and Date Formats

While Spreadsheet offers a wide variety of standard number and date formats,

you can create additional number and date formats to suit your needs. For

example, if you want to show values with six decimal places, you can create

a special format.

New formats appear at

the end of the list in the

dialog box.

)_ To create a number or date format:

1. Select Number Format from the Properties menu. A dialog box appears.

2. Select a format on which you can base the new format. For example, if

you want to create a format for displaying numbers with six decimal

places, you might pick Fixed and specify six decimal places.

3. Click on Create. The Define Format dialog box appears.

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

examples in the dialog box as you make your selections.

•Name of Format. Enter a name for the new format.

• Places. Enter the number of decimal places.

• Offset. Enter the number of offset places. Negative numbers move

the decimal point to the left, and positive numbers move it to the

right.

• Options. Select format options from the drop-down list: commas,

percent sign, leading and trailing zeros, and the position of the sign

(+ or -) relative t.o.the leader or trailer. For example, if the sign

foll6ws _e_:iea'der,-Tth-en a negative dollar amount would be

formatted like this: $-100 rather than -$100.

•Fixed/Scientific. Select either fixed notation or scientific notation.

Leading. Enter the numbers or characters you want to appear in

front of each value you enter, like a prefLX. YOU can specify a prefix

for Positive, Negative, or All Numbers. For example, if you enter DM

in the All box, every value using this format will begin with DM; then

if you enter 345, it will appear as DM345 in the active cell.

Trailing. Enter the numbers or characters you want to appear at the

end of each value you enter, like a suffix. For example, if you enter

DM in the All box, DM will appear at the end of every value using

this format; then if you enter 345, it will appear as 345DM in the

active cell.

5. Click on OK. The new fomru, t is saved with the spreadsheet.

Spreadsheet 116

•To delete a number or date format that you created:

1. Select Number Format from the Properties menu. A dialog box appears.

2. Select the format to delete and click on Delete. You are asked if you really

want to delete the format. Select Yes, and the format is deleted.

Using Rulers

The spreadsheet rulers are normally the row numbers and column letters. You

can turn off the row and column headers or select altemate rulers.

In Spreadsheet, you can choose the same types of rulers that are available in

other programs: Inches, Centimeters, Points, and Picas. After you choose one

of these rulers, you will see it instead of the spreadsheet column and row

headers. This is especially useful if you want to see where a page breaks or

when you are working with graphics.

•To specify a different ruler:

1. Select Rulers from the Options menu.

2. Select the type of ruler you want from the submenu. The new ruler

appears in place of the column and row headers.

-Adding Gia-phics-

Formore information

onfillpattems, see --

the chapteron

Drawing, which

begins onpage 125.

In addition to charts, you can include drawings in the spreadsheets you

create. Use the Drawing tool bar and the Graphic tool bar to create drawings

in your spreadsheet. If you prefer, you can create drawings in Drawing and

then paste them into a Spreadsheet document.

When you add graphics to a Spreadsheet document, they appear on a

transparent drawing layer on top of the spreadsheet. If you fill objects with

transparent fill patterns, you can see the spreadsheet information through the

objects.

Spreadsheet 117

Locking Titles

Lock Tides in the View menu locks specific rows or columns of a page

on-screen as tides. When you scroll the page, the tides remain fixed

on-screen while the rows below (or to the right) scroll as usual.

•To lock titles on-screen:

When moving ei_er a

chart or a graphic image

into a locked area, the

locked rows will not be

automatical¥ redrawn.

The unlocked areas

automatical¥ refresh as

you move the chart or

graphic. For the locked

areas, click on the

Redraw button to see

what it looks like after the

move.

1. Scroll the spreadsheet so the column(s) or row(s) wanted as tides are

visible in the upper left comer of the window. You cannot adjust the

position of the titles after they are locked.

2. Select the appropriate cell location.

• To lock rows, sdect the row (or a single row of horizontal ceils)

below the last row to be locked.

•To lock columns, select the column (or a single column of vertical

cells) to the right of the last column to be locked.

•To lock rows and columns at the same time, select the top left cell of

the area you want to remain scrollable.

Select Lock Titles from the View menu.

• If only rows are to be locked, a black horizontal line is drawn below

the last locked row.

Once titles are locked,

select Unlock Tales to

release any locked

-rows_ and/or colurt_s..--

_-÷

• If only columns are to be locked, a black vertical line is drawn to the

right of the last locked column.

•- If-both rows-arid-"eolumns are locked, two black lines are draw,:% one

in each 6f the positions described above. Locked tides appear above

and to the left of black lines drawn on the cell borders.

•To unlock titles on-screen:

Follow the same steps for locking tides, but select Unlock Tides from the

View menu.

Using Spreadsheet with Other Programs

You can use information from your spreadsheet in other programs. For

example, you can copy a range of cells to a Word Processing document.

Once you have pasted your information, you can add borders and other

visual enhancements with the tools.

Spreadsheet 118

Information you paste into other programs is not automatically updated.

Therefore, if you change the spreadsheet, you must recopy it into the Word

Processing document if you want to keep the information in both documents"

the same.

•To use spreadsheet data in another program:

1. Create the spreadsheet data you want to use.

2. Select the range that you want to paste into another program.

3. Press COPY.

4. Save your document and close Spreadsheet.

5. Open the program and document into which you want to paste the

information.

6. Move the insertion point to the location where you want to paste the

spreadsheet information.

7. Press PASTE. The information appears in your document with tabs

inserted between the columns and with each mw stam'ng a new line.

Printing and Faxing

Printing and faxing a Spreadsheet document is much like printing and faxing

any other document. First, set up your page; then print or fax the Spreadsheet

document. You can also print or fax a chart from your Spreadsheet documenL

-Setting Pa_ _Setup Opti'ons--_:--_-=- ,_

Before you print, use Page Setup from the File menu to select your page

-- ° layout options.

Refer to page 92 for

using built4n

functions.

•To set Page Setup options for printing:

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

2. Fill in the dialog box:

• Starting Page Number. The de fauh starting number is 1, but you

can specify a different starting number for your spreadsheet. Either

click on the up and down arrows or type a new number. The page

number appears when you insert the built-in function called PAGE 0

in a cell and designate that cell as a header or footer. This option

does not affect the number of pages printed.

• Print Sideways. Normally, the spreadsheet is printed as a standard

upright page. Select this option ff you want to print it sideways

(landscape).

Spreadsheet 119

Scale to Fit on One Page. Select this option if you want to reduce

your spreadsheet to fit on a single page. If your spreadsheet is too

large, it may be reduced so much that you cannot read it.

Continuous Printing. Use this option ff you want your spreadsheet

printed as one long continuous page. If you print on single sheets,

you can tape the sheets together.

Center Horizontally. Use this option to center the printed

spreadsheet on the page.

Center Vertically. Use this option to center the printed spreadsheet

on the page•

Print Grid Lines. Select this option if you want grid lines to appear

on your printed spreadsheet. (To get an idea of how the spreadsheet

looks, select Other Settings from the Options menu; then click on

Draw Grid Lines. Grid lines are on by default.)

If you specify aheader or

footer and do not check

these print options, your

printed spreadsheet v_ll not

have headers and footers.

*Print Row & Column Titles. Use this option ff you want the row

and column references to print on each page of your spreadsheet.

*Print Header. Use this option if you want to have headers printed

on the pages of your spreadsheet. You can specify headers using

Header/Footer from the Cell menu.

•Print Footer. Use this option if you want to have footers printed on

the pages of your spreadsheet. You can specify footers using

Header/Footer from the Cell menu.

• Click-on-Apply'

Click on Close.

Printing and Faxing Spreadsheets and Charts

ff you have

specified manual

calculation (see

page 101), select

Calculate Now from

the Options menu

to recalculate your

spreadsheet before

ptfnting it.

A_so,be sure to

saveyour

documentbefore

printing or faxing it.

Before printing for the first time, you must select basic printer settings. See

Setting Printer Options in Getting Started (Book 1).

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

Book 1.

II_ To print:

1. Press PRINT. A submenu appears.

2. Select Print. Adialog box appears.

3. Fill in the box and click on Print. Your spreadsbeet prints. If you have

created a chart and selected Pn'nt Graphics, the chart prints as part of the

spreadsheet, just as you see it on the screen.

Spreadsheet 120

ffyou want both the

chart and the

Spreadsheet data to

prin_ enter the cells

containingthe chart

and data (insteadof

the cellscontelning

the chart onOt)in the

Print Range box.

•To fax:

1. Press PRINT. A submenu appears.

2. Select Fax. The Fax Document dt2dog box appears.

3. Select your fax options and click on Fax.

•To print a chart:

1. Make a note of the cells that the chart either completely or partially covers

(you will use this note in step 5).

2. Press PRINT. Asubmenu appears.

3. Select Print. Adialog box appears.

4. Select your printing options.

5. In the Print Range box, enter the cell numbers you wrote down in step 1

and click on Print Graphics.

••To fax a chart:

1. Make a note of the cells that the chart either completely or partially covers

(you will use this note in step 4).

2. Press PRINT. Asubmenu appears.

3. Select Fax. The Fax Document dialog box appears.

4. In the Print Range box, enter the cell numbers you wrote down in step 1.

Select from the other fax options and click on Print Graphics.

-Exporting-and ImportingSp eadsheets

Exporting allows you to use a document created with Spreadsheet in another

--- Spreadsheet program, such as Lotus 1-2-3. Importing allows you to use

documents created in another Spreadsheet program. You can export to or

import from Lotus 1-2-3, Comma Separated Values (CSV), or dBase IV. These

formats are recognized by many programs.

When exporting to CSV or dBase IV, you can change or map the order of

information that will appear in the exported document. For example, when

exporting a document that contains names and addresses in which last names

are shown first, you can change that order and show last names second in

the exported document.

•To export a spreadsheet: .

1. Create and save the Spreadsheet document.

2. Select Other from the File menu.

3. Select Export Document from the Other submenu. A dialog box appears.

4. Select the program for export.

Spreadsheet 121

For more information

aboutDOS file

names, see Naming a

DOS File in Getting

Staaed(Book1).

Whenyou export in

CSV or dBase IV

format,Spreadsheet

creates fieldnames

(Field1, FTeld2,

Field& etc.), which

correspondto the

spreadsheet

columns.Mapping

allowsyou to change

the order of those

fields.

5. Select the folder where you want to save the exported f'tle; then enter a

name for the exported tile. The correct extension already appears in this

box, so you do not need to enter it. Be sure to enter a standard DOS file

name no more than eight characters long.

6. Click on Export. Spreadsheet creaes and saves the e_oorted f!le to diskette.

l_ To change the order of columns when exporting:

1. Create and save the spreadsheet.

2. Select Other from the File menu.

3. Select Export Document from the Other submenu. A dia/og box appears.

4. Select the Comma Separated Value or dBase IV format.

5. Select the folder where you want to save the exported tile; then enter a

name for the exported file. The correct extension already appears in this

box, so you do not need to enter it. Be sure to enter a standard DOS file

name no more than eight characters long.

6. Click on Map Export Fields. Adiak)g box a_ with Column A, Column

B, and so on listed in the Source List box; the columns that appear here

corr_xrnd to the occupied columns in the _eet. The Destination

List consists of field names (Field 1, Field 2, Field 3, etc.) equal to the

number of occupied columns in the spreadsheet.

Hap Export Fields

Source List: Destination List: Map List:

Column B .....

Column C _-

Field I

Fiek.l-2

Field 3

7. Click on Field 1 in the Destination List.

8. Click on the column in the Source List that you want to be Field 1 in the

exported document. The selected name will be the field name associated

with Field 1.

9. Click on Map. Tbefie/dpair _in the Map List. (to break the link

between a mapped pair of fields, select the pair in the Map list and then

click on Unmap.) Continue designating pairs until you have specified all

the fields you want to map. If you leave any source field unpaired, that

field will not be exported.

Spreadsheet 122

10. Click on Done. The dialog box disappeam. 1"beExport Document dialog

box remains.

11. Click on Export.

12. Name the document and press ENTER. After a few seconds, the

information mcpom.

IfyouareknportJnga

documentanddonot

knowtheprogramit

wascreatedin,select

NoIdea,and

Spreadsheet will

analyzethe document

to sea if it can be

imported.

ff the #sts in the dialog box

am emp_, make sure-you

selected a file in step 4.

l_ To import a Spreadsheet document from Lotus 1-2-3 or

Comma Separated Value forrnat:

1. Select New/Open from the File menu. 1"beNew/Open dialog box appears.

2. Insert the diskette that contains the file to import and click on Import. A

dialog box appears.

3. From the left column, select the file you want to import.

4. From the right column, select the file format of the file you are importing

and click on Import. Tim file format appears as an extension in the File

Maskbox.

5. In the File Mask box, enter a name for the file; then click on Import.

l)_To change the order of columns when importing:

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

2. Insert the diskette that contains the file to import and click on Import. A

dialog box appears.

3. From the left column, select the file you want to import.

4. From the right column, select the format (Comma Separated Format or

dBase IV). . _ _-

5. Clicff-ori Map.Imp6_ Fieldsl Tbe Map Import fields dialog box appea_.

In this dialog box, tbe Source List shows tbe field names of the incoming

file. The Destination List shows the names of the fields (Column1,

Column2, Column3, and so forth).

6. Click on Field 1 in the Source List.

7. Click on the column you want for Field 1 in the Destination List.

8. Click on Map. Tbe field pair appears in the Map List. (You can select a field

pair in the Map List and click on Unmap to break the link between

mapped pairs.)

9. Continue designating pairs until you have specified all the fields you want

to map. If you leave any source field unpaired, it will not be imported

from the database.

10. Click on Import. The inf_ from the imIxrrt file appears in a

Spreadsheet window.

11. Click on Done.

Spreadsheet 123

Spreadsheet Error Codes

The following describes the error codes in Spreadsheet. These appear inside a

cell when an error occurs.

Error Codes

#OVRFLW#

###

#TYPE#

#VALUE#

#COUNT#

#ClRC#

Explanation

Formula has a division by zero or division by an empty

cell. Correct formula entries.

Cell too narrow to accommodate entry or formula

results. Refer to page 82 in this chapter.

One or more of the cells referenced in a formula

contain an alphanumeric entry. Rewrite the formula to

include only cell addresses containing numbers.

Formula is incorrect. Verify format of formula to ensure

proper data is given. Example: =DATE(96,08,23)

Incorrect formula entered. Verify correct format is

entered. Example: =IF(B2>20,40,20,10)

Formula contains a circular reference and iteration is

not selected. Refer to page 101 in this chapter.

Spreadsheet 124

3Drawing

Before starting, review Drawing allows you to cream many types of designs, pictures, and

these basic procedures illustrations. After you create a.drawing, you can copy it into a Word

from the Getting Started Processing or Spreadsheet document. You can also import and export

chapter in Book 1: Drawing files.

• Workingwith Documents

•SavingDocuments

•Workingwith Menus

•WorkingwithDialog Boxes

Starting Drawing

•To open Drawing:

Click on the Drawing icon from the Main Menu. The New/Otx'n dialog box

appears. Select New. A new document appears:

Drawing tool bar

/[] _ I_I_,IOJAI\IOIOIO!_I

Print, Open, Close, and " ' " ''''=....... " ' " " ' " _

Save buttons _The area outside the dotted lines will not print.

Attributes tool bar -_

(see page 136)

To select (or click on)

an item, place the

on-screen pointer on

the item; then click on

the Select button or

tap once on the

glidepad.

Undo,Cut, Copy,Paste,SelectAll, andDelete

[]

Theareawithinthe marginswill prinL

0rmsa_ -th,.t,-4

Bitmap

tool bar

saectbutton_tt

buttononamouse)

Drag button (right

buttononamouse)

Drawing 125

Opening a Document

Forinformationon

templates, see Using

Templatesin Getting

Started (Book 1).

•To open an existing drawing document:

1. Click on Drawing from the Main Menu. 1"beNew/Open dialog box appears.

2. Click on Open: Open an existing document. The Open dt2dog box appears.

3. Select the document and click on Open. Drawing opens your jWe.

Using the Tools

Forinforma_on on the

AtMbutes toolbar, see

page 136.

Selecting a tool from a tool bar is like picking up a pencil or pen. Select a

drawing tool by clicking on it. When you move the on-screen pointer into the

drawing area, the pointer changes to indicate the type of tool you are using.

The Drawing tool bar is also available in Word Processing and Spreadsheet,

where it appears on the left of the document window.

Drawing Tools

Pointer tool Selects, moves, and re.sizes objects. The arrow

pointer is automatically selected when you start Drawing.

Rotate tool. Allows you to rotate objects.

Zoom-tool. Enlarges your work area so that you can see more

detail.

Text tool. Adds text to your drawing. You have complete control

over the font, style, and size of the text in your drawing. Text

objects are discussed later in this chapter.

Drawing 126

Line tool. Draws straight lines. You can change the tone and the

thickness of the line.

Rectangle tools. Creates rectangles and squares with

perpendicular or curved comers.

Ellipse tool. Draws ellipses and circles.

Arc tool. Creates an angle and a curved arc.

Undo tool. Undoes your latest change.

Bitmap Tools

Cut tooL Cuts a selected object from your drawing.

Copy tool. Copies an object to the clipboard.

Paste tool. Pastes the contents of the clipboard at the insertion

point.

Select All tool. Selects all graphics and text in a documenL Black

handles appear around all items.

Delete tool. Removes selected graphics or text.

Frame tool. Creates a frame into which you can place bitmap

drawings.

Selection tool. Selects all or part of an object to copy, cut, or

paste. .-

Brush tool. Allows you to draw lines.

Eraser tooL Removes lines and drawings.

_] Bitmap Line tool. Draws a straight line in a bitmap. A bitmap

uses tiny dots to form an object.

Bitmap Rectangle tool. Draws a bitmap rectangle.

Bitmap Ellipse tool. Draws an bitmap ellipse.

Fill tool. Fills an area with a tone.

@Pixd View tool. Allows you to view individual pixels. You can

use the other bitmap tools above. For example, to change the

tone of individual pixels, select a line tone, the brush tool, and

click on pixels you want to change.

Drawing 127

Pointers

Select adrawing tool by clicking on it in the tool bar. When you move the

on-screen pointer into the drawing area, it changes shape. This shape

depends on the tool you are using and the location of the pointer.

I¢

Pointer. If you are using the pointer tool, it remains active until

you select an item in the drawing area. The pointer will change to

crossed arrows when you move or size a selected object.

Vertical/horizontal crossed arrows. This pointer appears when

you move an object in the drawing area.

Diagonal crossed arrows. This pointer is used to size objects.

Crosslmirs. If you select the Line, Rectangle, or Ellipse drawing

tool, the pointer changes to crosshairs when you move it over the

drawing area. The center of the crosshairs shows where the shape

will begin as you draw.

Crossed I-beams. If you select the Text tool, and move the

pointer into the drawing area, the pointer changes to crossed

I-beams. (If you move the pointer over a text object, the pointer

becomes a regular I-beam pointer.) The intersection of the

I,beams shows where text will begin ff you click in the drawing

area and then type.

l-beara. The crossed I-beam changes to a single I-beam inside of

__a.text box_wherL,text is-select6d

Rotate.- This pointer shows that you are rotating an object.

Zoom. With this pointer you can click on the screen and zoom in

on your artwork.

Drawing 128

Creating and Editing Simple Objects

With Drawing, you can create objects from shapes or lines. Once created, you

can select, edit, and manipulate individual objects. You can also change the

(tone or pattern) or the _ (outline).

Drawing offers two ways to create objects: with the drawing tools or from the

Create submenu in the Edit menu (see page 134 on using the Create

submenu).

l_ To draw a rectangle or ellipse with the drawing tools:

1. Move the on-screen pointer to the tool bar and dick either the rectangle

or ellipse. These tools function similarly. The tool button is selected.

2. Move the on-screen pointer to the drawing area. Tbe pointer changes to

crossbairs.

3. Move the crosshairs to where you want your shape to start. (You do not

have to move it exactly to the right place now; you can rearrange it later.)

4. Hold down the Select button, and drag diagonally until the shape is the

size you want, as indicated by the outlines that appear in the drawing

area.

5. Release the Select button. The object appears as a solid shape.

After you create an object, resize handles appear around the outside, and a

move handle appears in the center. Use these handles to move and resize the

object. Handles also indicate that an object is selected. _

I_ To move or resize a rectangle or ellipse:

1. Click on the rectangle or ellipse to select it.

2. Place the on-screen pointer over one of the resize handles, hold down the

Select button, and drag. The object changes size.

Place the on-screen pointer over the move handle, hold down the Drag

button, and drag the object to a new location. The object moves.

Click somewhere else in the drawing area that is not occupied by an

object to remove the handles from the object.

l_ To create a perfect square or circle:

Hold down SHIFT while drawing either a rectangle or an ellipse. The object

will maintain a perfect shape no matter what size you draw it.

Drawing 129

ll_To create an unfilled object:

Pressing CTRL as you

draw creates an unfilled

object when the defaultis

set to filled,and it creates

a filled object when the

defaultis set to unfilled.

Tochange the default,

selectArea Attributes

fromthe Attributes menu,

clickon Filled or Unfilled,

and clickon Apply.

Press CTRL while you hold the Select button and drag to create a shape.

When you release the Select button, the unfilled object appears:

Unfilledobject

Filledobject

Hold down SHIFT while

drawing aline to make it

exact/horizontal,

vertical, or 45 degrees.

II_To draw a line:

1. Select the Line tool from the Drawing tool bar. Thepointer changes to

crossbairs when you move it into the drawing area.

2. Move the crosshairs to where you want to start your line. (You do not

have to move it exacdy to the right place now; you can change it later.)

3. Press the Select button, and while holding it down, drag until the line is as

long and in the direction you want.

Release-the SelecL b_it_,,A straight line appears, with a handle at ea.rb

end and a mode handle in the center:

-" _4.

To change the size of a line:

1. Select the line.

2. Select the pointer tool from the Drawing tool bar and click on one end of

the line.

3. Hold the Select button and drag toward the center to make the line

smaller, or away from the center to make it longer,

I_ To move a line:

1. Select the line.

2. Select the pointer tool and dick on the middle handle of the line. The

pointer changes to crossed arrows.

Drawing 130

3. Hold the Drag button and drag the line to a new location.

I_ To add an arrowhead at the end of a line:

Press CTRL while drawing a line. An arrowhead appears at tbepoint where

you ended the line.

1. Select Line Attributes from the Attributes menu. The Line Attributes dialog

box appears.

2. Click on the Arrowhead style.

3. Click on the Arrowhead at End check box and click on Close. An

arrowhead appears at the poim wbere you ended the line.

Selecting Objects

You can select objects by clicking on them with any of the drawing tools.

When you select an object, handles appear around it.

Toselect an unfilled

objec_ you must click

on alineor curve on

theobjecL

To select or deselect an object:

Using one of the drawing tools, click on the object you want to select.

Handles tippeaar around the object.

TO des_I_cL click'-ln-'any-"_art of the drawing area where there is no object.

Handles in the dra_ng d_apl_a_.

_--il_ To select several objects:

Selectingseveral I." Click on the pointer tool.

objects is useful when

you want to move or

change the tone of

several objects that are

next to each other.

2. Move the pointer above and to one side of the objects you want to select.

Hold down the Select button and drag across the area you want to select.

As you move the pointeg, a box with a dotted outline appears.

3. Continue to drag and stretch this box over the objects you want to select;

then release the Select button. As you enclose objects, their bandles appear

_To select several objects that are not next to each other:

. Todeselectindvidual 1. Using any of the drawing tools, place the on-screen pointer on the first

objects in the group, hold object you want to select. Hold down CTRL and click the Select button.

down CIRL and click on Handles appear around the object.

them a_n. 2. Continue to hold down CTR1 while clicking on each of the other objects

you want to select, one by one. Handles appear around each object.

Drawing 131

To select all but a

couple of objectsin

your drav#ng,choose

Select All from the Edit

menu, then press

CTRL, and clickon

only those objectsyou

want to deselect.

•To select all objects:

PressCTRL + I. Hand/esappeararound a!/the objects.

Resizing Objects

You can enlarge and reduce objects by dragging the resize handles.

Dragging toward the

center of the object

reduces Rwhile

draggingaway from the

center enlarges it.As

you drag, an outline

shows the changing size

of the object.

•To change the size of an object:

1. Select the object you want to resize. Resize handles appear around the

object.

2. Hold the Select button and drag one of the resize handles (but not the

move handle in the center of the object).

• To resize the object around its center point, hold down the Ckey or

the comma [,] key while dragging.

Toresize an object to

scale (instead of

stretchingit), see page

141.

• To proportionally resize an object, hold down SHIFT while you drag

one of the comer handles.

•To proportionally size around the center point, hold down both the

Ckey and SHl_hi!e you drag-a comer handle ....

When the obje_ is the size you want, release the Select button.

Deleting Objects

•To delete objects:

For information on 1. Select the object(s) you want to delete. Handles appear around the

duplicatingan object, see object(s).

page 144. 2. Press DELETE.

Press BACKSPACE. The object disappears.

Drawing 132

Changing the On-screen View

You may find it easier to draw by adjusting the on-screen view. For example,

you can enlarge the view of an object (zoom in) to focus on free details. You

can also hide scroll bars or redraw the screen to clean it up.

!_ To zoom in on an object:

1. Select the Zoom tool from the tool bar. The pointer changes to a

magnifying glass when you move it onto the drawing area.

2. Place the Zoom pointer on the area you want to examine, and then click.

You can click several times to move closer.

l_ To zoom out:

Hold down SHIFT and click with the Zoom tool to zoom ouL

_To zoom by percentage:

I ] _ _t ] 1. Select View % from the View menu. A dialog box appears.

(_}. [T_']I_'] [ 2. Set the Scale % you want. To reduce a drawing, use a percentage from 12

_ I_]] to 99. TO enlarge a drawing, use a percentage from 101 to 400.

I_ To return to normal size:

In the View menu, click on Normal Size. The drawing is shown at 100% scale.

Ip To show the-.ntire drawing in the window:

---" In the View menu, click on Scale to Fit. The drawing fits into the window.

I!_To show or hide scroll bars:

In the View menu, click on Show Horizontal Scroll Bar or Show Vertical Scroll

Bar to bring up the scroll bars in the window. To turn off the scroll bars, click

on the check box.

Redrawis especially

useful if you have _1_ To clean up your drawing:

created and deleted a

number of objects.

Sometimes pieces of

deleted objects

remain in the dra_dng

area when you have

performed several

operations.

Select Redraw from the View menu. All objects are redraum to replace missing

fragments and erase leftover bits of deleted objects.

Drawing 133

Advanced Work with Objects

In Drawing, you can change the appearance of objects in many ways. You

can:

• draw lines, arcs, and complex objects with the Create submenu; and

• set attributes to change the appearance of each object.

•I

Drawmg Objects, Arcs, and Straight Lines

To create simple shapes like triangles or more complex shapes like polygons

with up to 100 sides, use Create from the Edit menu. The following

illustration shows some examples of objects, polygons, and stars:

og,

!_ To draw simple objects, arcs, and lines with the Create

submenu: .

1. Select Create from the Edit menu.

2. Click on the name of the object you would like to create. The object

appears on the screen.

3. With the object still selected, you can select attributes such as tone (see

page 136) or scale it with the Transform. menu. Scaling allows you to

resize the object proportionally, without stretclaing it in one direction.

Drawing 134

•To create a polygon:

1. Select Create from the Edit menu.

2. Select Polygons from the Create submenu. A dialog box appears:

-I

IPOItJIgOn_l_st:flg_.IlOept IIIP_II_I IlOOpt I[l_'_

The radii for a polygon

represent the

horizontaland vertical

radii of an ellipse in

which the polygoncan

be inscribed.

Fill in the dialog box:

•Number of Polygon Sides. The defauk is 5 sides.

•Polygon Radius. Select the polygon's horizontal radius and vertical

radius. The default is 100 (about 1.4 inches); the minimum size is 1

point (1/72 of an inch), and the maximum size is 576 points (8

inches).

Click on Create Polygon. Drawing places the polygon in the drawing area.

Click on Close.

•To create a star:

Select Create from the Edit mentt

Select Stars from the Create submenu. A dialog box appears:

I struts

_uterl_dius= ItOOpt ill_l_ IlOOpt ][f_'_l

Znmrhd_s, I_pt ilq_l_ i_Pt I11_1

lcr.t, s,arI m

The outerradiusis 3.

measured frompoint to

poinL The inner radiusis the

centersection of the star.

Remember that radiusis the

distance fromthe center to

the edge.

Fill in the dialog box.

•Number of Star Points. Select the number of points you want your

star to have. The default is 5 points; the maximum number is 100.

Outer Radius. The outer radii of the star represent the radii of an

ellipse that touches each of the star's points. The star's horizontal

radius (left box) and vertical radius (right box) are measured in point

increments. The default is 500 (about 1.4 inches); the minimum size is

5 point (5/72 of an inch); and the maximum size is 288 points (4

inches).

Drawing 135

• Inner Radius. The inner radii of the star represent the radii of an

ellipse that touches each of the star's inverted angles. The left box

specifies the horizontal measure, and the right box specifies the

vertical measure, in point increments. The default is 40 points (about

0.56 inches); the minimum size is 1 point (about 1/72 of an inch);

and the maximum size is 288 points (4 inches).

Click on Create Star. Drawingplaces the star in the drawing area.

Click on Close.

Setting Attributes

This section describes how to set the attributes for a graphic object, such as a

line, rectangle, rounded rectangle, ellipse, arc, or star.

Area attributes are qualities such as the fill tone, shading, flu

pattern, and drawing mode.

Line attributes are qualities such as the tone, line pattern, thickness,

style, and arrowheads.

Text attributes control items such as the font, size, tone, line

spacing, paragraph spacing, indents, tabs, and borders.

Background tone used with area attributes can be used to create

custom tones.

Tone and patterns can add emphasis and appeal to a graphic object. You can

-define tonesand pattem_'fOr_an object's area attributes (the fill area in¢ide

an object) and its/_e attributes (the border of an object, or a line object).

Using the Attributes tool bar -

The Attributes tool bar is along the left-hand side of your window.

Ill'-"

,--,

IN,.--t I

=__N=!

IIT=I

Area Fill tool

Area Shading tool

Area Pattern tool

Line Tone tool

Line Shading tool

Line Width tool

Text Tone tool

Text Shading tool

Drawing 136

Use these tools to change the attributes of selected objects. If no object is

selected, use the tools to set the attributes of future objects you draw.

Setting area attributes

Area attributes apply to the area inside ellipses, rectangles, rounded

rectangles, and arcs. You can set any of the following area aRributes:

• Fill tone

• Tone shading

• Pattern

You can set all of these attributes using Area Attributes from the Attribute_

menu or using the tools on the Attribute tool bar.

Shading is like a screen. It

can be very light (10-20%)

and allow the background

color to show through, or

very dense, (80-90%) and

allow very little of the _. - -

background to show

through.

!_ To set area attributes for a graphic object:

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

2. Select Area Attributes from the Attributes menu. A dialog box appears.

3. Fill in the dialog box:

•Filled or Unfilled. Select Filled to fill the enclosed area of the

graphic object and to set other options in this dialog box. By default,

area is unfilled.

• % Shaded. Select the percent shading for the fill tone. The lower the

number, the more transparent the tone. By default, this setting is 100.

o-If-Unfilled isls_eted, tiffs attrilaute is set to zero (0). "

• Tone Tools. Select the area fill tone from the tone palette.

•Pattern. Select the fill pattern. By default, this setting is solid.

4. Click on Apply. Continue to make changes as desired.

5. Click on Close.

Changing the tone of objects

and their background

I_ To change the tone of an object with the Area Fill tool'.

1. Select one or more graphic objects to Fill.

2. Click on the Area Fill tool. A bon'zontalpop-up menu appears.

3. Select the tone you want. Drawing applies the tone.

Drawing 137

•To shade an object:

1. Select one or more graphic objects to shade.

2. Click on the Area Shading tool. A horizontalpop-up menu appears. The

option fim'tbest to the lej_ is 100% shading while the option farthest to the

night is 0%, the same as an unfilled object.

3. Select the shading you want. ,Drawing applies the area shading.

•To fill an object with a pattern:

1. Select one or more graphic objects to fill with a pattern,

2. Click on the Area Pattern tool. A hon'zomalpop-up menu appears.

3. Select the pattern you want. Drawing applies the area pattern.

•To change an object's tone or pattern using the Attributes

menu:

1. Select the object(s). Handles appear around the object(s).

2. Select Area Attributes from the Attributes menu. Adiedog box appears.

3. Select the tone or pattern, from the palette in the dialog box.

4. Click on Apply.

5. Click on Close.

Use background tone •TO use a background tone:

when youwant to use

tone under your pattern

or shaded tone. It will

show through. -_'_-

r--- 5.

1. Click on the objea. Handles appear around tbegrapbic.

2. Select Background Tone from the Attributes menu. A dialog box appears.

- 3. Select-the toneorthe background.

4. Click on Draw Background.

Click on Apply. The background cbamges tone and will show underneath

the area attn'bute shade or pattern.

Drawing 138

Changing arc attributes

To create an arc, use the An arc is a portion of a circle (ellipse). Since afull ellipse is 360 degrees

am tool from the Dra_ng around, a 90 degree arc is exactly one quarter of an ellipse; a 180 degree arc

too/bat, is half of an ellipse.

All angles are measured

fromb_isGpodilion:[_

You can set the precise size (in degrees) of the starting angle and ending

angle of any arc. You can also.specify whether you would like your arc's end

points connected by radii or by a chord. The following illustration shows

angle conventions used in Drawing and what radii and chord connected arcs

look like.

Connectedby radii Connectedby chord

r_-I [-_-i r',rl

I b

mch!rd

•To change arc attributes:

1. Select one or more arcs to change.

2. Select Arcs from the Atuibutes menu. The dialog box on the left appaccrs.

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

* Starting Angle. Select the starfin" g angle. You can specify from zero

- -(0) to 360-degi:e_induSive. '+

• Endimtg_mgle. Select the ending angle. You can specify from zero

(0) to 360 degrees, inclusive.

_. • End Points Cotanccted. Select whether you want the end points

connected by a chord or two radii.

4. Click on Apply.

5. Click on Close.

Modifying a line

You can use the tools on the Attributes tool bar to set or change the line

tone, shading, and thickness of a line or border of a graphic object, or you

can use the Line Attributes dialog box.

•To add Tone to a line:

1. Select one or more lines or graphic objects.

2. Click on the Line Tone tool. A horizontalpop-up menu appears.

3. Select the tone you wanL Drawing applies the line tone.

Drawing 139

[I\=J

To quicldy set line

affributes, use the

tools from the

Attributes tool bar. But

the Line Attributes

dialog box offers a

few more options,

such as selecting a

custom thickness.

To shade a line:

1. Select one or more lines or graphic objects.

2. Click on the Line Shading tool. A borizonta/pop-up menu appe¢_. The

option farthest to the left is 100% sbading_ while the option farthest to the

right is 0%.

3. Select the shading you want. Drawing applies the line shading.

To change line width:

1. Select one or more lines or graphic objects,

2. Click on the Line Width tool. Abon'zontalpop-up menu appears.

3. Select the width you want. Drawing applies the line width.

)_To modify a line using the Line Attributes dialog box:

1. Select one or more lines to change.

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

3. Fill in the dialog box:

•Filled or Unfilled. Select Filled to fill the line or border of the

graphic object (which makes it visible). Select Unfilled if you want

the line or border to be invisible. By default, the line is Filled.

• % Shaded. Select the percent shading for the line tone. The lower

the number, the mote transparent the tone. By default, this setting is

100. A zero (0) setting is the same as an unfilled line or border.

Tone Tools. Select the line tonefrom the tone palette.

Width. S_lect the thickness of the border line using a set of standard

widths. By default, this setting is one point. You can also fine tune

the width by selecting a custom thickness; a setting of zero (0) is the

same as a haidine width, which makes it the thinnest line that can

appear on your display or that your printer can print.

•Style. Select the style of the border line. By default, this setting is a

solid line.

• Arrowhead. You can add arrowheads to your lines. By default, no

arrowhead style is selected. You can alsoselect an arrowhead

location (at the start or the end of the line).

Click on Apply.

Click on Close.

Drawing 140

Transforming Objects

You can transform an object to give it special visual effects such as flipping,

scaling, rotating, and skewing (slanting). You can also undo any

transformation.

Flipping Objects

Youcan also use

keyboard shortcuts

to flipobjectswhen

the Transformmenu

is pulled down.

Press L (as in

Left-to-right)to flip

the selected object

left-to-right.Press T

(as in Top-to-bottom)

to flip /t

top-to-bottom.

Use the Transform menu to flip objects left-to-right or top-to-bottom. This is

useful for creating interesting effects with text objects and for building

complex designs out of component objects. The following illustration shows

an object that has been flipped:

Rippedleftto fight

Rippedtoptobottom

Scaling an object

changes its size

pmpoaionally. Using

the Scale submenu,

you can make

objects larger by

entering a value

greater than 100°/o,

or make them

smaller by entering a

lower value than

100%.

Youcan scale ver_cal 4.

and horizontaldimensions

independentlyortogether. 5.

Youcan use scaling to

elongate or shortena text

o-bjecL

.... • To flip an object:._ _ _.

1. Select the object(s) to flip. Handles appear around the object(s).

2. From the Transform menu, select Flip. A submenu appears..

3. Select Flip Left to Right or Flip Top to Bottom. The objects flip in the

direction you select.

•To scale objects:

1. Select the object.

2. Select Scale from the Transform menu.

3. To scale objects precisel_ horizontally and vertically, use the Scale

submenu. Click on the up and down arrows until the percentage of

increase or decrease shows in the value box, or enter in a value up to

1000 percent.

Click on Scale. Drawing redraws selected objects using the custom scale

settings specified.

Click on Close.

Drawing 141

Rotating Objects

To rotate an object, use the Rotate tool or select Rotate from the Transform

menu, where you can select the exact degree of rotation.

The selected object rotates around its center point You can also select

multiple objects, and they will rotate around their respective center points. If

you want multiple objects to rotate around a common center point, you must

fhst group them (see page 148).

)_ To rotate an object with the Rotate tool:

To rotate the selected

object in 45 °increments,

hold the SHIFT key

down while dragging the

object.

You can also use

keyboard shortcutsto

rotate objects. Torotate

the selected object

counter-clockwise15°,

press[. Torotate it

counter-clockwise1°

press SHIFT+ [.

1. Select the object you want to rotate. Handles appear around the object.

2. Select the Rotate tool on the Drawing tool bar. Thepointer changes to a

cunmd arrow when you move it over the drawing area.

3. Place the tip of the arrow on one of the handles surrounding the selected

object. The pointer changes to crossed arrows.

4. Grab the handle by clicking and holding down the Select button. The

handles disappear.

5. While holding down the Select button, drag clockwise or

counter-clockwise until the object is in the position you want. A dotted

outline shows the position of the object as you rotate it.

6. Release the Select button. The o_ect appears in its new position with

handles around it.

-_--]):Torotate an object/'-i__th the menu:

7o rotateit clockwise .....

150,press ]. To rotate it 1. Select the objeh(s) you want to rotate.

clockvdse 1°,press _ 2. Select Rotate from the Transform menu.

SHIFT+ ]. -3. Enter the amount of rotation you want from -359 ° to +359 °.

4. Click on Rotate. The selected object rotates around its cent_point. If you

selected multiple objects, Drawing mates each around its center point.

Drawing 142

Skewing Objects

You can skew an object to make it slant horizontally or vertically at a precise

angle.

] Skew

14- nn

j -Tm

Select one or more objects that you want to skew.

Select Skew from the Transform menu. The dialog box at the left appears.

Select the skew angle you want. Drawing skews selected objects using the

skew angle you chose.

•Horizontal. A positive value skews the object to the left, and a

negative value skews it to the right. You can set skew angles from

-89 to 89 degrees.

•Vertical A positive value skews the object upwards, and a negative

value skews it downwards. You can set skew angles from -89 to 89

degrees.

Click on Skew. Drawing redraws the selected objects as specified. You can

continue to click on Skew to apply the skewing repeatedly until you

achieve the result you want.

5. Click on Close.

Untransforming Objects

You can remove any skewing, scaling, or rotations you have made to an

object, reverting to the original drawing. You might want to do this, for

example_if you we_, cxp¢rimenting With different transformations and

wanted to reverse everything you have done.

Untransforming removes all transformations you have applied to an object. To

undo one transformation, select Undo from the Edit menu or transform the

object in reverse.

I!_To untransform an object:

1. Select one or more objects that you want to untransform.

2. Select Untransform from the Transform menu. Drawing redraws selected

objects removing all transformations.

Duplicating Objects

It is often useful to duplicate an object instead of recreating it. You can also

perform custom duplications that will rotate, move, scale, or skew the

duplicate.

Drawing 143

Shortcut: Press D to

duplicate the selected

object(s); press Pto

duplicate the selected

object(s) in place.

I_ To duplicate an object:

1. Select the object you want to duplicate. Handles appear around the object.

2. Select Duplicate from the Edit menu. The copo_d object appears with

bandies around it. You can use the move bandle on the duplicate to move

tbe object.

)_To custom duplicate an object:

1. Select one or more objects that you want to custom duplicate.

2. Select Duplicate from the Edit menu. A d_/og box appeam:

I_te

_PIm_

,.mr.,,_,_,t_:IT-'-II_ r_ lop, i_-3

_Rtd'_

rr --7 El]

-3.

Fill in-the dialog box-?

• # of Duplicates. Select the number of duplicates.

*Rotate. Select the number of degrees to incrementally rotate each

duplicate.

•Scale. Select the scale percentage to incrementally resize each

duplicate.

•Move. Select the vertical and horizontal distance to incrementally

move each duplicate.

• Skew. Select the number of left/right and upward/downward degrees

to skew each duplicate.

Click on Duplicate. Drawing duplicates the selected objects using the

options you specified.

Click on Close.

Drawing 144

Converting to a Graphic

Youcan also group

graphicobjectsand

transformthem.

Converting to aGraphic is helpful when you want to manipulate text or a

graphic to create special visual effects. For example, you could convert a text

object with numbers to a graphic; then resize and skew the text, as shown in

the following illustration:

You can also use this feature to save any transformations (skewing, rotating,

scaling, and so on) for a single object. That way, you can protect against

losing these transformations should you later untransform the object. For

more information, see Untransforming Objects on page 143.

DItTo convert object sto a graphic object:

- 1. -Sele-d-0ne ....... .--w--

or more oblects to convert.

27 Select Convert from the Transform menu. A submenu appears.

3. Select Convert to Graphic. Drawing converts selected o_ects to a single

object.

Converting from a

graphic breaks a single

graphic object down to

its component parts so

that you can edit them

indvidual_.

!_ To convert from a graphic:

1. Select one or more graphic objects to convert from a graphic.

2. Select Convert from the Transform menu. A submenu appears.

3. Select Convert From Graphic. Drawing converts the selected graphic to its

component objects.

Drawing 145

Arranging Objects

The Arrange menu provides several ways of controlling placement of objects

in your drawing.

Moving objects to the Front or Back

Whenever two or more objects ovedap, you can place one of the objects

, behind the others or you can place it in front.

I_ To move an object to the front or back:

Moving an objectone 2.

layer is useful when

you cannot see objects

in the layers of a stack _b. To

of objects.Select an

object that is visible 1.

and move it back one 2.

layer at aO'metosee

the objectthat is

immediatelybehind it

Select the object you want to move to the front or back.

Select either Bring to Front or Send to Back from the Arrange menu. The

objects are rearranged accordingly.

pull an object forward or push it back one layer:

Select the object you want to pull forward or push back.

Select either Pull Forward or Push Back from the Arrange menu. The object

is moved accordingly.

Moving Objects.

Objects that you place

outside the print

border (the dotted line

near the perimeter of

the drawing area) will

not appear when you

print.

When you create objects, you can move them around your drawing as you

--like., This section describes how to move objects in a drawing.

To help you gauge the position of your objects relative to the total drawing

area, use the rulers along the top and left side of the drawing.

You can also move objects vertically and horizontally using exact distances.

I_ To move an object:

1. Select the object to move. Handles appear around the object.

2. Move the pointer over the diamond shaped move handle in the center of

the object. When the pointer changes to a pair of crossed arrows, hold

down the Select button to grab the object.

3. Drag the object to the position you want. Asyou drag, an outline of tbe

object follows your motion, indicating where the object will be placed when

you release the Select button.

4. Release the Select button. The object appears in its new position.

Drawing 146

Movingone object

moves all the selected

objects.As you drag, an

outlineof the objects

followsyour motion,

indcating where the

object willbe placed

whenyou release the

Drag button.

!_ To move several objects:

1. Select the Pointer tool from the Drawing tool bar.

2. Place the on-screen arrow near the objects, hold the Select button, and

drag across the screen to make a box around the objects. Handles appear

around the obj_ts.

3. Move the on-screen pointer over the move handle for one of the objects,

hold down the Drag button, and drag the on-screen pointer. A/! se/ected

objects mow.

4. Move the on-screen pointer where you want the objects to be placed.

5. Release the Select button. The o_'ects appear in the new location.

_To custom move objects:

1. Select one or more objects to move.

2. Select Move from the Arrange menu. A submenu appears.

3. Select Custom Move from the submenu. A dia/og box appears:

]Custtmn

0Centimeters

_lO pt ]OPoints

OP_Os

Fin -n-the -

•Horizontal. Select the horizontal distance you want to move. A

negative number moves selected objects to the left, while a positive

number moves selected objects to the right.

• Vertical. Select the vertical distance you want to move. A negative

number moves selected objects upward, while a positive number

moves selected objects downward.

• Units. Select the measurement units you want to use (Inches,

Centimeters, Points, or Picas).

Click on Move.

Click on Close.

Drawing 147

Nudge means to

move a small

amount. To nudge

object(s) using the

keyboard, press

and hold SHIFT

while pressing an

arrow key that

points the direction

you want to move.

To nudge objects:

1. Select the object or objects.

2. Select Move from the Arrange menu. A submenu appears.

3. Select Nudge Left, Nudge Right, Nudge Up, or Nudge Down. The object

moves one pixel in the direction you select.

Grouping and Ungrouping Objects

Grouping objects allows you to work with them as if they were a single

object. For example, after grouping three rectangles, you could do any of the

following:

•Change the fill tone for all three rectangles all at once.

• Rotate them around a common center.

A group can contain

any object,induo_ng

another group.

• Move them as a group without changing their positions relative to

one another.

• Resize them as'a group while maintaining their relative scale.

.After you have made changes to a group, you can ungroup it to make each

component a separate object again.

I_ To group objects:

1. Select the graphic objects to group. A set of bandies appears around each

object.

2. Select Group from the Arrange menu. A single set of bandies appears

around the group.

I_ To ungroup objects:

1. Select the group you want to ungroup.

2. Select Ungroup from the Arrange menu. Handles appear around the

individual objects.

Drawing 148

Pasting Inside

When you paste an object inside another object, Drawing combines them into

a single object that you can manipulate as you would any other Drawing

object.

The boundaries of the outside object become the boundaries of the inside

object. Once you have pasted an object inside another, you can free tune the

position of the inside object by moving it one pixel at a time.

You can also break the object into its component objects using the Break Out

Paste Inside command.

The following example shows how to paste one object inside another.

To paste inside:

ff _e twoobjectsdo not 1. Place the inside object over the outside object. Position the inside object

ovedap, you cannot where you want it in the outside object, as shown in the following

paste inside, example:

Be sure to position the..

interior object as close as

possible to where you

want iL You can fine tune

it later, nudging it one

pixel at a time.

2. Select the inside object.

3. Press CUT. Drawing places the object on the clipboard.

4. Select the outside object.

5. Select Paste Inside from the Edit menu. A submenu appears.

6. Select Paste Inside. Drawing pastes the inside object in the outside object:

Drawing 149

Using Rulers

.-N

Ol_ch_

o_r.enUmeter*

O_eo_ts

Or,k:_

•Shorn iJ_rlzontM iuler_

II _tJertictiIitders

•To nudge inside:

1. Select the object that contains the object or objects you want to nudge

inside,

2. Select Paste Inside from the Edit menu. A submenu appears.

3. Select Nudge Inside. A submenu appears.

4. Select Nudge Left, Right, Up, or Down. Drawing nudges the inside object

one pixel in the direction you select.

•To break out paste reside:

1. Select the object you want to break out.

2. Select Paste Inside from the Edit menu. Asubmenu appears.

3. Select Break Out Paste Inside. Drawing splits the objects into separate

objects.

The ru/ers help you measure vertical or horizontal distances. Rulers help you

position, align, and resize objects. You can show rulers along the left and top

borders of the drawing area.

By default, Drawing shows rulers. You can hide the vertical ruler, the

horizontal ruler, or both to increase drawing space.

•To show or hide rulers__or change ruler units:

._,_

-1, Select Rfilers fro m-the-O]Stions menu"/be submenu at the lej_ appears."

2, Select the ruler you want to show (vertical or horizontal).

De.select the ruler by clicking on its button.

Select the ruler units you want.

Drawing 150

Using Grids

Drawing can position objects using the grids, snapping objects into place for

you automatically. The grid is a pattern of evenly-spaced vertical and

horizontal lines that help you align and size objects in a drawing. You can

also change the spacing of the grid.

You can also automatically snap (or position) objects along grid lines when

you create them. Snapping objects to the grid is often faster and more

accurate than positioning them manually with the on-screen pointer.

•.,IIt .i.12 . , . B .t.14 .,.B.J . m .i . u . ,

l l!li1iIIiill/iN

Drawing can

align objects to

the grid even if

the grid is

hidden.

_l_ To show or hide the grid:

1. Select Grids from the Options menu. A dialog box appears. If Snap to Gn'd

is selected in this dialog box, Drawing aligns o_'ects 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.

I_ To set the grid spacing:

1. Select Grids from the Optiom menu. A dialog box appears.

Whenyou change the

unitsof measure for the

grid,you v_llfindit

helpfulto change the

unitson the ruler also.

See page 150.

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

want. By default, the units of measure are the same as the ruler se_'ng.

3. Select the distance between grid lines.

4. Click on Apply.

5. Click on Close.

Drawing 151

PressX orperiod (.)

to turngrid snapping

on or off onlyfor the

next create, move, or

resize operation.

l_ To snap objects to the grid:

1. Select Grids from the Options menu. A dialog box appears.

2. Select Snap to Grids.

3. Click on Apply. While Snap to Gn'ds is selected, Drawing will snap corners

to grids when you draw, move, or resize an o_'ect.

4. Click on Close.

Using Text in Drawings

In Drawing, create text objects for entering text. Each text object can contain

as little or as much text as you like.

You can move, delete, and resize text objects just as you would any other

object (a line, rectangle, or ellipse). You can also change the attributes of text

at any time, evets after you have rotated or flipped a text object. You can

change the following text attributes:

• Font

Text tool _--_

To quicklycreate a

standard-size text

object,select the Text

tool; then clickwhere

you want to begin

entering text. Drawing

automaticallycreates a

text object 6 inches

across and I line high.

As you type, the text

object automatically

grows verticallyto

accommodate new

lines of text. Youcan

•resize the object later.

•Size

•Style

*Tone

*Alignment

_To create a text object:

1. Select the Text tool from the tool bar. Thepointer changes to crossed

1-beams when you move it over the drawing area.

2. Place the I-beams where you want your text to begin; hold the Select

button and drag diagonally to outline the area for the text to appear in. A

dotted line shows the borders of the text object.

3. Release the Select button. The border of the text object appears with a

blin_'ng vertical line, the insertion point, showing where you can begin

typing. The default font is 12 point Roman.

4. Begin typing. As you type, text wraps within the text object, and the object

automatically grows vertically to accommodate new lines of text. Do not

press ENTER unless you want to begin a new paragraph. If you later resize

your text object, word wrap will automatically adjust the line endings for

you, unless you press ENTER at the end of eacb line.

Drawing 152

•To enter and edit text in a text object:

Use the basic text editing techniques available in all programs, including

BACKSPACE and DELETE keys, and Undo, Cut, Copy, and Paste from the

Edit menu.

Ifyou cannot see the

textyou entered, dick

onthe Optionsmenu;

then be sure that

Draw OutlinesOnly is

not selected (it is

selected when the

buttonis darkened).

If you create a text

object without entering

any text, an eropt_t_ext

7object will remain. This _

object becomes invisible

when not selected and

can obscure portions of..

other objects.

To undo a deletion that

you just did, select Undo

Delete from the Edit

menu. Undo from the

Edit menu only affects

the last action.

•To create text in different sizes:

Select the Text tool.1.

Place the crossed I-beam pointer where you want to begin typing.

Hold down CTRL; then hold the Select button and drag the on-screen

pointer diagonally to create your text object. The size of your type will be

the size of the object you create.

Release the Select button. The blinking insertion point shows the size of

capital letters.

Begin typing If your characters are too large for the words to fit in the

object you defined, Drawing extends the o_'ect depth, but not its width. To

resize a text object, see the procedure below.

•To move, resize, or delete a text object:

Use the Pointer tool to move, resize, or delete a text object just as you would

any rectangular object.

•To delete empty text objects:

1. Select the Pointer tool.

2. Click"-6ri the tex-Ubbj_'_Han_dles appear around the object.

Hold the Select button and drag the on-screen pointer to create a large

rectangle. Handles appear around all the objects inside the rectangle.

Press DELETE or BAC KSPACE. All selected objects disappear.

Drawing 153

Changin_ Text Style, Size

Text sty/e refers to the way the type in each font appears:

Youcan combinestyles to

create

Undedined. Bold

Underlined./taiic

Underlined.Bold Italic, and

Bold Italic Underlined. and

you can applyStrike Thru,

SuperscriptorSubscriptto

any of thosestyles. The

default styleis Plain Text.

• Plain Text

,•Bold

•Italic

•Underlined

Subscript (e.g. H20_

Superscript(e.g. a2+ b z= ca)

Box (appears with a box around the text)

Button (resembles a push-button)

Type size refers to the height of the type measured in points. There are 72

•points to an inch, so 72 point text is one inch high. The default type size is 12

points.

Use the Size submenu from the Text menu to change the size of selected text,

or text in selected objects. The point sizes available are: 9, 10, 12, 14, 18, 24,

36, 54, and 72. You can also select Custom Size from this same submenu.

Ifyou changetextso

that it is verylarge or

very small, Drawing

a_usts the heightof

the text object,but not

the v_dth.

•To change the font, style, or size of text in a drawing:

1. To change text within a text object, use the Text tool to select the text you

want to change.

To change all the text in a text object, use the pointer to select the text

object you want to change.

2. From the Text menu, select the font, style, or size you want to apply to

the |elected text or text object. The selected text is changed accordingly.

•To use the Text Shading tool:

1. To change text within a text object, use the Text tool to select the text.

To change all the text in a text object, use the Pointer tool to select one or

more text objects.

Drawing 154

2. Click on the Text Shading tool. A hcrdzontalpop-up menu appears. The

•option farthest to the lej_ is 100% soading, while the option farthest to the

right is 0%.

3. Select the shading you want. Drawing applies the shading to the selected

text or text objects.

Aligning Text \

Text alignment refers to how the text lines up With the left and right edges of

a text object. You can align text at the left, center, or right of a text object.

You can also justify text (aligned left and right). When you create a text

object, the default setting is left, but you can change it.

•To change text alignment:

1. Use the Pointer tool to select the text object to change.

2. Select Paragraph from the Text menu; then select an alignment. The text in

the selected object changes alignm_t.

Adding Tone to Text

You can add tone to some or all of the text in a text object by selecting Text

Tone from the Text menu or by using the Text Tone tool from the Attributes

tool bar.

To change text tone

using the Attributes

tool bat;, select the

text; then click on the

Text Tone tool. Select

a tone from the list

that appears. You

cannot select percent

shaded using this

tool.

•To change text tone:

1. To change text within a text object, use the Text tool to select the text.

To change all the text in a text object, use the Pointer tool to select the

text object to change.

2. Select Text Tone from the Text menu. A dialog box appears.

3. Select the tone you want to use by clicking on it; then select a Percent

Shaded if you want.

4. Click on Apply. The dialog box remains open so you can change the tone

again, or change additional text.

5. WhFn you have finished changing text tone, click on Close.

Drawing 155

Working with Bitmap Objects ,, ,

In Drawing, you can use three types of objects to compose a drawing: text

objects, graphic objects, and bitmap objects.

• A text objea is an object you create using the Text tool on the

Attributes tool bar.

Becausebitmap drawings

usealot of memory:

*Limit the size ofyour

bitmap drawing to an area

smaller than the size of

the window, scaled at

100% normal size.

.Save your document

frequen@

.Limit the number of

bitrnapdrawingsper

document

•Agraphic object is any line, rectangle, ellipse, arc, star, or other

object you cream using any of the other tools (besides text) on the

Attributes tool bar or the Cream option on the Edit menu.

•AbCtmap object is any object you create using any of the tools on

the Bitmap tool bar.

Abitmap is an object made up of pixels, which are individual dots that make

up an object, like the dots on a television screen. Bitmaps allow you to create

freehand objects. Because bitmaps have special properties, Drawing provides

a set of tools for manipulating pixels.

The Bitmap tools appear on the right side of the horizontal tool bar:

I =lr-1 I==ili'- l l l

I"-=" I'--" I"_ I"'_" I 41 "''1 "="" I".It I"'_1

_Like their- counterparts.-0n:the Drawing t0ol bar, the bitmap Line, Rectangle,

and Ellipse tools draw geometric shapes. However, the Bitmap tools paint

pixels in a bitmap, while the Drawing tools create distinct graphic objects.

' You can change the pixels of a bitmap object using the Bitmap tools.

Drawing 156

Creating a Bitmap Frame

Abitmapframe defines the outer bounds of a bitmap. Create a bitmap

frame using the Frame tool or by drawing abitmap shape using other bitmap

tools. Use the Bitmap tools to change pixels in the object and manipulate the

bitmap by moving, resizing, or transforming it as desired.

If you know the size of the bitmap you want to create, or if you just want to

block out an area of the drawing for the bitmap, use the Frame tool to create

a rectangular bitmap frame.

Any bitmap operations you perform in the frame are bounded by the frame

and become part of it. The frame acts much like a draw object that you can

stretch, move, and rotate. You cannot, however, move or resize individual

bitmap items you place in the bitmap frame. Once you place a bitmap item

into a frame, it permanendy becomes part of that frame, unless you select

Undo from the Edit menu.

l_ To draw a bitmap frame:

_--_ 1. Select the Frame tool from the Bitmap tools. Thepointer changes tocrosshairs when you move it over the drawine, area.

2. Move the on-screen pointer to where you want to anchor the first point of

the frame; then hold the Select button and drag the frame until it becomes

the size you want.

3. Release the Select button. A frame with a wbite fill appears with selection

handles: -" _ .- _-

mma

m m

RI III IR

Drawing a bitmap frame creates the bitmap. You can now change pixels

inside the bitmap frame. You can also draw other Drawing objects on top of

the bitmap; however, they remain separate objects, distinct from the bitmap.

Drawing 157

You can also create a bitmap frame by using the Bitmap tools to draw a

bitmap shape (straight line, freehand symbol, rectangle, or ellipse) in a blank

part of the drawing area. When you do this, Drawing creates a rectangular

bitmap frame around the object along its outermost points; the boundaries of

the frame become the boundaries of the bitmap.

-.o_.-..-o

I |

! |

I 1

! I

| $

Drawing Bitmap Shapes

Unlike other Drawing

objects, a bitmap is

always opaque and never

transparent (unfilled). As

a result, if you place a

bib'nap on top of other

objects, you cannot see

the objects underneath.

Use the Bitmap tools to draw the following bitmap shapes:

• Straight lines

• Rectangles

• Ellipses

• Freehand shapes

Once you draw a bitmap shape, it becomes part of the bitmap frame. You

cannot change a bitma_ghape asyou Would a draw object. For example, you

cannot move or r_size a bitmap ellipse directly; you can only draw another

ellipse in the new location or size you want. For this reason, it is helpful to

select Undo from the Edit menu to correct any mistakes you make.

Select the attributes of a bitmap shape before you draw it, including the tone,

shading, line weight, and so on. You can change these attributes after you

have drawn the shape.

The default background tone for a bitmap is white. Change the background

tone by drawing a bitmap shape in a different tone using one of the Bitmap

tools. The Attribute tools do not apply to bitmaps.

Drawing 158

•To draw a straight line:

Hold downSHIFT while

drawing a line tomake it

exactlyhoHzontal,

vertical,or45 degrees.

1. Select Line Attributes from the Attributes menu. A dialog box appears.

2. Select the line tone, shading, and width you want.

3. Select the Bitmap Line tool from the tool bar. Thepointer changes to

crosshairs when you move it over the drawing area.

4. Move the on-screen pointer to where you want to anchor the first point of

the line; then hold the Select button and drag the line to where you want

it to end.

.Release the Select button. A straight line appears with the attn'butes you

selected.

Pressing SHIFT

while drawing a

rectangle creates a

square.

•To draw a rectangle:

1. Select Area Attributes from the Attributes menu. A dialog box appears.

2. Select the area fill tone, shading, and pattern you want.

3. Select the Bitmap Rectangle tool. Thepointer changes to crosshairs when

you move it over the draudng area.

4. Move the on-screen pointer to where you want to anchor one comer of

the rectangle; then hold the Select button and drag until the rectangle is

the size you want.

5. Release the Select button. A rectangle appears with the attn'butes you

selected.

•To draw an ellipse (circle):

PressingSHIFT__ilo__

-dravdng an ellipse

creates a circle.

1. Select Area Attributes, from the Attributes menu.

2. selectdae area fill tone, shading, and pattern.

3. Select the Bitmap Ellipse tool from the Bitmap tools. The pointer changes

to crosshairs when you move it over the drawing area.

4. Move the on-screen pointer to where you want to start the ellipse; then

hold the Select button and drag until the ellipse is the shape and size you

want.

5. Release the Select button. An ellipse appears with the attn'butes you

selected.

•To draw a freehand shape:

1. Select the line tone, shading, and width you want by selecting Line

Attributes from the Attributes menu.

2. Select the Brush tool from the Bitmap tools. Thepointer changes to

crosshairs when you move it over the drawing area.

3. Click once to change one pixel.

Move the on-screen pointer to where you want to start the freehand

shape, hold the Select button and drag the pointer to draw the shape you

want; then release the Select button.

Drawing 159

Editing Bitmap Objects

Once you create a bitmap, you can use the Bitmap tools to change pixels in

the object, erase portions of it, and select all or part of the object to cut, copy,

and paste.

Whenever you use a bitmap tool in a bitmap object, the bitmap object

becomes the selected object. A frame appears around it to sbow you that it is

the selected object:

m M

IIIIIIIIIIIIIIIIIIIIIIIIII-

I Im

You can use the Selection tool to select a rectangular region within abitmap

so that you can perform copy, cut, and paste operations usin.g the pixels in

the region. You can select all or part of the object.

I_ To select a region within a bitmap object:

_ 1. Click on the Bitmap Selection tool. Tbepointer changes to crossbairs when

you move it over the drawing area.

you can cut or ¢opy_ 2. Move the pointer to v,there you want to anchor one comer of the

the selected region to selection; therLhold the Select button and drag until the selected regton is

the clipboard and the size you want.

paste it in a different

location in the bitraap. _ -- 3. Release the Select button. A rectangular selection region appears.

I)'To select all the pixels in a bitmap:

1. Select the Bitmap Selection tool from the Bitmap tools. Click inside the

bitmap. A dotted outline appears indicating that the bitmap is selected.

2. Press CTRL +/.

Drawing 160

Using Tone or Fill Pattern in a Selected Area

It is a good idea to

save your drawings

after everyfill

operaOon.

You can change the tone of a contiguous group of pixels using the Bitmap

Fill tool. Unlike the Fill tool for graphic objects, which fills the entire interior

of a graphic object, the Bitmap Fill tool fills an enclosed area with the current

area fill tone. The enclosed area is bounded by pixels of a different tone.

l_ To change the pixels in an enclosed area:

1. Select the Bitmap Fill tool from the Bitmap tools. Thepointer changes to a

paint can when you move it over the drawing area.

2. Select the fill tone and the pattern you want. You can use the Area Fill

tone tool or select Area Attributes from the Attributes menu.

3. Click anywhere in the enclosed area. Drawing changes aUpixels in the

enclosed area with the current area fill tone.

Erasing in the Bitmap Frame

To erase a rectangular

region, use the Selec_on

tool and Cut or Delete

from the Edit menu.

When you use the Eraser tool, Drawing changes the tone of affected pixels to

white. It has the same effect of painting pixels white using adifferent Bitmap

tool (such as the Rectangle tool).

i_ To erase pixels in a bitmap frame:

1. Select the Eraser tool from the Bitmap tools. Thepointer changes to a

square when you move it over the drawing area.

..... - 2. Move-the pointer to-w_ere yofi want to start erasing, and then click or

drag the pointer over the parts of the object you want to erase.

Using the Pixei View Tool

To change individual pixels in the Pixel View, use the Pixel View tool (on the

far right). This tool enlarges your drawing and displays a grid of pixels that

you can change individually.

Once an object appears in the Pixel View, you can use any of the bitmap

tools to make subtle changes to it, such as smoothing out a rough edge or

comer. For example, to change the tone of individual pixels, select a line

tone, select the Brush tool, and then click on the pixels you want to change.

Similarly, to change a rectangular region of pixels, select a fill tone, select the

Rectangle tool, and then draw a rectangle over the region of pixels you want

to change.

Drawing 161

•To display the Pixel View:

--_ 1. Select the Pixel View tool from the Bitmap tool bar. Thepointer changes to"

a magnifying glass when you move it over the drawing area.

2. Move the on-screen pointer to where you want to change pixels; then

click the Select button. The Pixel View appeam.

3. Select the bitmap tool you want to use to change pixels.

4. In the Pixel View window, use any of the Bitmap tools to change pixels

individually or in groups.

•To change the Pixel View area:

With the magnifying glass tool, click on a pixel in the Pixel View window.

This pixel becomes centered in the Pixel View window.

Click in the bitmap object outside the Pixel View window.

Drawing 162

Changing the Bitmap Color and Resolution

CAUTION:

Increasing the

resolution of the

bitmap or the

You can change the color format (monochrome or color) and resolution

(the number of dots, or pixels, per inch) of a bitmap.

For example, if you want to reduce the storage and memory size of the

object, change a 16-color object.to a monochrome object. Similarly, to add

color, change a monochrome object to a 16-color object.

You can also change the resolution of a bitmap. For example, to reduce the

storage and memory size of the object, reduce the resolution from 300 dpi to

72 dpi. Similarly, to edit the pixels at a f'mer level of detail, increase the

resolution from 72 dpi to 300 dpi.

number of colors L. :'n change the format of a bitmap:

in the bitmap may i-- i u

overload memory.

If this happens,

you may lose your

work and have to

restart the

system.

1. Select the bitmap to format.

2. Select Bitmap Format from the Attributes menu. A dialog box appears.

3. Fill in the dialog box:

• Monochrome or 16-color. Select the bitmap format you want.

• Resolution. Select the resolution you want (72 dpi, 300 dpi, or

Custom from 1-2400 dpi).

4. Click on Apply.

5. Click on Close.

Printing or Faxing Drawing Documents

Before printing a Drawing document for the In'st time, review Setting Printer

Options in Getting Started (Book 1). Also select page size options to reflect

the actual size, layout, and margins that you want to print.

Before faxing for the first time, set up your fax information and create a cover

sheet; see the Fax and Data Modem chapter in Book 1.

J_ To select the page size:

Select Page Size from the File menu and set the page size options the way

you want them.

You can print a document larger than the printing area. When you print a

large page, you are asked whether you want to scale the document or print it

actual size. Select Print Actual Size; then insert as many sheets of paper as

required. When finished, tape the pages together.

Drawing 163

•To print a document:

1. Save your document; then press PRINT. A submenu appears.

2. Select Print. The Print d_/og box appears.

3. Select your print options; then click on Print.

•To fax:

1. Save your document; then press PRINT. A submenu appears.

2. Select Fax. The Fax dialog box appeam.

3. Select your fax options; then click on fax.

Drawing 164

Importing and Exporting Graphics

Whenyou import a

biffnap graphic,

Drawing places it in

the center of the

window. The object

willnot respond like

a graphicbbject,but

rather like a bitmap

objecL Withbitrnap

objects, the pixels

enlarge and shank

asyou resize, and

you must editthem

withthe Bitmap

tools(see page

156).

You can import graphics into Drawing that were created with other drawing

programs or are stored in other file formats. You can also export drawings

you have created in Drawing.

Graphics files are usually stored as biatmaps, which consist of a series of dots

(pixels) that together make up a graphic object. With Drawing, you can

import and export graphics in the following bitmap formats:

Bitmap (BMP). This is the standard bitmap format that many

Windows and OS/2 programs can create.

CompuServe@ Graphics Interchange Format (GIF). This is a

format designed to minimize transfer time over telephone lines.

PC Paintbrush (PCX). This is a popular format for exchanging

bitmap graphics between programs.

Tag Image File Format (TIFF). This is a standard format for storing

bitmap graphic objects. TIFF files can be used by programs on many

different kinds of computers.

l_ To import a graphics file:

Iryou are importinga -2.

drawing and do not

know the format,select

No Idea, and Drawing .... 3.

willanalyze the

drawing to see if it can 4.

be imported.

Open the Drawing document into which you want to import a graphics

t'fle.

Insert the diskette containing the drawing to import; then select Import

Graphic from the File menu. The Import Graphic dialog box appears.

Select the file you want to import and the format of the file (clip art is

TIFF forma0.

Click on Import.

To export graphics:

When you export from

Drawing, you can either

export the entire drawing

or only selected objects.

1. Open the Drawing document to export.

2. Select all or part of the drawing. Handles appear around any selected

objects.

3. Select Export Graphic from the File menu. A dialog box appears.

4. From the fight, select a file format.

5. Fill in the remainder of the dialog box, changing the options you want:

•Formats. Select 1 bit/pixel for black-and-white objects and 4

bit/pixel or 16 bit/pixel for tone objects.

•BMP Format. These options appear only when you select BMP from

the Formats list. Specify the format that you are exporting to so the

exported file will be readable. Select from the following options:

Drawing 165

Select 0S/2 Device Independent Bitmap if you plan to use the

exported file in an OS/2 program.

Select Windows 2.x Device Dependent Bitmap if you plan to use

the exported file in a Windows program with a version of

Microsoft Windows earlier than 3.0.

Select Windows 3.x'D1B if you plan to use the exported file in a

program running with Microsoft Windows 3.0 or higher.

Select Windows 3.x DIB R/_ Compressed if you plan to use the

exported file with Microsoft Windows 3.0 or higher and you want

the file to be Run-Length-Encoded (RLE) compressed.

Compression. These options appear only when you select TIFF

from the Formats list. Select Uncompressed to export without

compression. Select Auto-Compress to export with compression.

•Export Entire Document. Select this option to export the entire fde.

• Export Selected Objects. Select this option to export only the

objects you have selected in the drawing. This is the default

selection.

From the left, select a folder to save the drawing to; then enter a name for

the drawing.

Click on Export.

Drawing 166

4Scrapbook

Before starting, review

thesebasic procedures

fromthe Getting Started

chapterin Book 1:

• WorkingwithDocuments

• Saving Documents

• Workingwi_ Menus

• WorkingwithDialog Boxes

Scrapbook is a place to store graphic objects and bits of text so that they are

available for pasting into documents. It also allows you to place the clip art

that is supplied on diskette in a" Scrapbook document to place in other

documents.

Starting Scrapbook

When you first start Scrapbook, the Default document opens. If you have not

copied any scraps into this document, it is empty. If you have already entered

scraps, the contents of the first page appear in the View box.

After placing the f_t scrap in the Default Scrapbook, save it without renaming

it if you want the Default Scrapbook to open each time you open Scrapbook.

Or you can create and save a new Scrapbook document to open when needed

(see page 171).

l_ To start Scrapbook:

_Click on Sc_pbook flo..-_ Main Memi i The Scrapbook window appea_:

t-_ gtm

Thisareais the Viewbox.It showspagesinthescrapbook.

t:mI_1

The name of the page appears here.

i tumid:Sorq_m_

I_J Isml ?

Crickhereto

page in the scrapbook.

Click here to go to the previ-

ous or the next page in the

scrapbook.

Scrapbook 167

Using Scrapbook Documents

Scrapbook is aplace to store graphic objects and bits of text so that they are

available for pasting into documents. You can also delete graphic objects and

text from your default scrapbook or any other scrapbook document.

You can also navigate through a scrapbook document and name a page of

scraps, so you can find items easily.

Placing and Deleting Clip Art and Other Scraps

You can place dip art, scraps of text, or other graphics into a Scrapbook

document. The clip art is provided on diskette.

Clip art is in T1Fformat.

To place clip art:

I. Insert the diskette containing the clip art

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

appears.

3. From the left, select the name of the file you want to import, and from the

right, select the format, either No Idea or TIE

4. Click on Import.

CopyandPaste_so_ I_To €opy f=rom another program to Scrapbook:

_ppear in the Edit ---.'- .....

menu. ,

When you paste an item- °_2.

from another program

into your scrapbook, 3.

you automatically add a 4.

new page to the

scrapbook.

ff you want to insert

the scrap on another

page, clickon

Previousor Next.

Within a progdam, select the item and press COPY. It is now temporarily

stored on the clipboard.

Close the program.

Open Scrapbook.

Press PASTE. The scrap appears on a new page in front of the current page.

This pushes all subsequent scraps back one page.

Select Paste at End from the Edit menu. Thescrap ispastedon the lastpage

of the scrapbook.

Scrapbook 168

II_ To copy from Scrapbook to other programs:

1. Go to the scrapbook page that has the scrap you want to cut or copy.

2. Press CUT or COPY from the function keys.

3. Exit Scrapbook by pressing EXIT.

4. Open the document in the program to which you are copying the scrap.

5. Place the insertion point where you want to paste the scrap on the page.

6. Press PASTE. The scrap ispasted into the document.

Nawgating Through Scraps

You can flip through the pages of a scrapbook to scan its contents, or you can

go directly to a specific page.

I_e_ I_ext I

!_ To move to the next page:

Click on Next to go to the next page. If you are on the last page, the Next

button takes you to the fLrst page.

l_ To move to the previous page:

Click on Previous to go to the previous page. If you are on the fhst page, the

Previous button takes you to the last page.

...... I_ _ To go to a specific !_age: j.

1. Click-(mGo to. Ira-g67 A--_lialog box appears. '

2. Double-dick on the page number or page name to show the page in the

Scrapbook window.

3. Click on Close. (You can also drag the dialog box to the comer of the

screen so you can refer to it later.)

CUT places the

scrap on the

clipboardand

deletes it from the

scrapbook. COPY

copies the scrap to

the clipboardand

leaves a copyin the

scrapbook.

I_ To delete a page from a scrapbook:

1. Go to the page that you want to delete.

2. Press DELETE. The page is deleted from the scrapbook.

Scrapbook 169

Retrieving adeleted

page restores the

document to the

way it was when

you last saved it. All

changes made

during the current

work session are

deleted. For this

reason, you should

onty do this ifitis

very importantto

retrievethe deleted

page.

!_ To retrieve a deleted page:

1. Select Other from the File menu. A submenu appears.

2. Select Discard Changes from the submenu. A_appe_zrs.

3. Click on Yes. The scrapbook is restored to tbe pretdouMy saved version.

Naming a Page of Scraps

Page names describe the type of scrap stored on the page and can be helpful

when you want to locate particular items in a large scrapbook. Page names are

shown in the Name box at the bottom of the Scrapbook window; the names

are also listed in the Go to Page dialog box. Names may be up to 32

characters long.

_,To name a page:

__ 1. Go to the page that_y?_ uwant to name.

- 2. Click i-nthe Name--tlb_t_nd type a descriptive name for the page.

You can also create new Scrapbook documents for storing graphics and bits of

-text.

Scrapbook 170

Creating a New Scrapbook Document

Before you create a

new scrapbook

documen_ you must

firstsave and close

thecurrent one.

l_ To create a new scrapbook document:

1. If you have a Scrapbook document open, select Close from the File menu.

If you have unsaved changes in the current scrapbook document, you are

asked if you wish to save or discard them. TheNew/Open dialog box

appears.

2. Click on New. A new scrapbook document appears.

3. Add a scrap to the new scrapbook document. You must add one or more

scraps to the new scrapbook document before you can save it and give it a

name.

4. Press SAVE. A dialog box appears.

5. To select a folder for saving the new document in, click on the icon of the

folder.

6. Type a name in the New Name area; then click on Save. You are returned

to Scrapbook with that document open.

)_To save a scrapbook document:

Press SAVE.

Importinga Scrap from a DOS Program

Whenyou import

from WordPeffect5.0

into Scrapbook, the ....

font size changes

from 12 point to 8

poinL

You can import text and graphics from DOS programs, in the following text

and graphic formats:

Word Processing Formats Graphic Formats

ASCII BMP

Lotus 1-2-3 as text PCX

Microsoft Word (3.0, 4.0, 5.0, 5.5) TIFF

Word for Windows (1.0, 2.0) GIF

WordPerfect (5.0, 5.1)

WordPerfect for Windows (5.1)

WordStar (3.45 or below, 4.0, 5.0, 5.5,

6.0, 7.0)

Scrapbook 171

If you do not know the

format of the file you are

impo_'ng, select No Idea,

and Scrapbook will

analyze it to see if it can

be imported.

•To import graphics or text from another program:

1. Open the scrapbook in which you want to place the image.

2. Insert the diskette containing the scrap (graphic or text) that you want to

import.

3. Go to the page that you want to follow the imported page.

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

appears.

5. Select the name of the f'de you want to import and select the format.

6. Click on Import.

Scrapbook 172

5 Addressbook

Bo[om startir_, rmaew Addressbook is your electronic address and telephone directory. Use it to

these bask: pmcE_uros store addresses and telephone numbers, as well as notes and email addresses.

from the Getting Started You can also create multiple Ad_-essbook documents, for example, one for

chapterin Book 1:

•WorkingwithDocuments business and one for personal.

•SavingDocuments

•WorkingwithMenus

• WorkingwithDialog Boxes

Starting Addressbook

When you open Addressbook, the default document called First Addressbook

appears. After adding names and addresses, save First Addressbook without

renaming it if you want the Default document to open each time you open

Addressbook. You can also create new Addressbook documents (see page

180).

To open First Addressbook:

Click on Addressbook from the Main Menu. Your address cards

open:

I I

LxJ

Addressbook 173

Working with Cards

Addressbook documents are referred to as Addr_ssbooks, which contain a

series of cards, or records, much like the cards in a real card file. Each card

contains the name, address, phone numbers, and notes you enter for each

person. Once you fill in the blanks, the program stores the card as a record in

your Addressbook file.

The first time you use Addressbook, it creates a default document called First

Addressbook, in which you can start entering names, addresses, and phone

numbers into different boxes. Each box is a_e/d of information.

Creating and Adding New Cards

To create new cards and add them to your Addressbook, start with a blank

card and then type information into three fields: the index field, address field,

and phone number field. The following illustration shows these fields.

Rip to cards,byletter(indextabs).

Flipto cardsthatarenot groupedundera letter.

Indexfield

Addressfield

Useto scroll

phonenumbers

Phonetypefield,includes

Home,Office,Fax,Email,

andAlias(foremil)

Phonenumberfield

) to anothercard,

_;:__ Rlecurrentcardandcreate

a newblankcard,

Addressbook 174

CTRL + TAB moves the

cursorfrom field to field.

I_ To add cards to your Addressbook:

1. Click on New. Addressbook shows a blank card with the insertion point in"

the index field.

2. If you are adding a card for a person, type the person's name in the index

field in last name, first name order. Addressbook uses the index field to

sort cards in alphabetical order. Be sure to type a comma after the last

name.

Ignoreany highlighted

letter tabs whileyou

are entering a new

card. The new card v_ll

appear under the

appropriate letter.

Forusing the email and

alias categories, see the

Intemet and Email

chapterin Book 1.

If you are adding a card for a company, type the company name as you

want it to appear in an alphabetical list. For example, type The ABC

Corporation or ABC Corporation, depending on whether you want to

store the card under T or A.

3. Press ENTER. The name you typed in the index field copies to the first line

of the address field automatically, and the insem'on point appears aj_er the

last character. If you typed a last name and first name separated by a

comma in the index field, then the two names switch places as they are

copied.

4. If you want to change the name as it appears in the address field and not

in the index field, press BACKSPACE to delete the incorrect text; then

enter the revised name.

5. Press ENTER again and type the address information. Press ENTER at the

end of each line of the address. The address field scrolls to accommodate

long addresses.

6, Click in "'_ "

the phone number field.

7. Enter a home phone number if you want. Addressbook also provides a

place for you to record several different phone numbers for each name in

your Addressbook.

8. Press ENTER or click on the arrows to see other phone number

categories: OFFICE, CAR, FAX, EMAIL, and ALIAS. In the EMAIL category,

enter an email address, and in the ALIAS category, enter an alias or shorter

nickname to use with the email address.

9. To save this card and create a new one, click on New. Addressbook stores

the card you just created alphabetically behind the appropriate index tab.

Names that do not begin with letters, such as 3 Star Plumbing, are stored

behind the index tab labeled with an asterisk (*).

Addressbook 175

Adding and Changing Phone Types

Each address card can have up to seven phone numbers in six standard

categories: HOME, OFFICE, CAR, FAX, EMAIL, and ALIAS. Each card also

contains a blank field so you can add one phone type.

)_To add a phone type in the empty category:

I. Click on the up and down arrows next to the phone type field until you

see an empty field.

2. Click in this empty phone type field. The insertion point appears.

3. Type a name for the phone type. For example, you could type 800 to

represent an 800 phone number or you could type HOME 2 to identify a

second home phone number.

4. Press TAB or click in the phone number field. The insertion point appears

in tbe pbone number field.

5. Type the phone number. The new phone numb, rand type are now apart

of the card.

I_ To change a phone type on the current card:

1. Click on the up and down arrows next to the phone field until you see

the entry you want to change.

2. Click in the phone type field you want to change. The insertion point

appears.

Edit the existing phon_e. You can press DELETE or BACKSPACE

repeate-_5; and th'_e th-e new name for this entry.

Press TAB or click in the phone number field.

Type the phone number. The phone number and type are now apart of

the card.

Flipping through Cards

Flip through the cards in your Addressbook using the Next and Previous

buttons. To move to a particular letter, click on the appropriate index tab. The

cards are indexed alphabetically, with other entries stored under the asterisk

(*) tab.

Start flipping through cards from any point; or click on an index tab if you

want to start with a particular letter. At the end of the cards, click on Next to

continue from the beginning, and at the beginning, click on Previous to

continue from the end.

Addressbook 176

Editing Cards

•To make changes in cards:

1. To make changes in cards, locate the card you want to change by clicking

on the appropriate index tab; then clicking on Next until the card you

want appears.

2. Select the text and replace it with new text, the same way you would

change text in any program.

3. Undo a change by choosing Undo on the Edit menu before you do any

other task. Addressbook undoes the last change entered.

Copying Cards

Youcan alsocopy a

block of textfrom one

card and paste it onto

another. This is handy,

for example, whenyou

are entering a series of

names all in the same

city.

Copy cards when you want to store several different names at the same

address, or when a person has more than one address that you want to keep

track of, such as a home and a business address. Save yourself some typing

time by selecting Copy Record from the Edit menu to copy the card with the

basic information; then edit the copy.

•To copy a card:

1. Flip through your Addressbook until the card you want to copy is shown.

2. Select Copy Record from the Edit menu.

3. Click on New to show a blank card.

_ 4. Select Paste RecordLirom the-Edit menu. The information from the etd

card ispasted to the new card. Use the usual text editing techniques to

change the duplicate card, if necessary.

•To copy part of a card:

1. Select the text you want to copy.

2. Select Copy (not Copy Record) from the Edit menu.

3. Click on New to create a new card, and then enter any new information

you want.

4. When you come to the place where you want to place your duplicate text,

select Paste (not Paste Record) from the Edit menu. The information is

pasted where you want on the new card.

Addressbook 177

Deleting Cards

From time to time, you may want to clean up your Addressbooks by deleting

cards you no longer need.

•To delete a card from your Addressbook:

1. Flip through your cards until you find the card you want to delete.

2. Select Delete Record from the Edit menu./'be card is removed from your

Addressbook.

3. Undo a delete by selecting Undo from the Edit menu right after you

delete.

Adding Notes to Cards

Notes can be useful for keeping track of birthdays, special interests, and any

other information.

•To add notes to a card:

1. Select the card to attach the note to; then click on Notes. A sma/l window

appears in which you can tYpe the note.

2. Type any information.

3. Click on Close. The note is attached to the current card.

_• To review the notes for a card: ,

When you want to'view or edit your notes for the current card, click on

Notes.

Addressbook 178

Searching through Cards

Addressbook allows you to search all the cards. For example, you can search

the cards to fred those containing aspedfic address.

l_ To search for information on the cards:

1. Select Find from the Utilities menu. Adia/og box appez_:

Selector deselectthese [ ] Find

optionsto specifyfieldsin I[ind: [e(Jmin

whichthe searchwill occur._ [Search Index Field And: I"11kldresses 0Ilotes nPhone Humbers

Removeallthreecheck [

marksto searchonlythe

indexfield.

By tuming off some of

thecheck boxes in

the Finddalog box,

you can disable

searchingin one or

more fields. The index

fieldcannot be

disabled.

2. Fill in the dialog box, typing the text you want to search for in the Find

field, and choosing the options you want.

3. Click on Find Next. Addre.mbook shows tbe first card containing the

specified text. The text is selected in the displayed card. If the text was

found in the Notes box, the Notes box opens and the text is highlighted. If

there is no match for the specified text, Addressbook informs you that no

match was found.

4, Click,_oO Find Nextkag_'m if you wafit to search for more matching entries.

Then click on Close.

Click on Find Previous to perform the search backwards.

Addressbook 179

Making New Addressbooks

You may want to create other Addressbooks. For instance, you may find it

easier to keep business contacts in one Addressbook and keep friends and

family in another.

Beforeyou create a

new Addressbook,

press SAVE to

save and close the

currentone.

II_To create a new Addressbook document:

1. If you have an Addressbook document open, select Close from the File

menu. If you make changes in the current Addressbook, you are asked if

you want to saoe or discard them.

2. When the New/Open dialog box appears, click on New. A new

Addressbook appears.

3. You must add one or more cards to the new Addressbook before you can

save it and give it a name.

4. After adding a card, select Save from the File menu. A dialog box appears.

5. Select the folder in which you would like to save the new document.

6. Type a name for the document in the New Name area; then click on Save.

The new document is saved with the name you provided. You are returned

to Addressbook with that document open.

Printing and Faxing an Addressbook

When you print with Addressbook, you print just the information in your

Addressbook, not the card design that appears in the window. Addressbook

-allows you to print the information that is currendy shown on screen as a

card, a list of either addresses and phone numbers, or just phone numbers.

You can also print envelopes or labels.

If you have not printed before, review Setting Printer Options in Getting

Started (Book 1). If you have not sent a fax before, review the Fax and Data

Modem chapter in Book 1.

Youcan also select

Pant fromthe File menu.

l_ To print:

1. Open the Addressbook you want to print.

2. Press PRINT. a submenu afOpears.

3. Select Print. A dt2dog box appears.

4. Select Printer Options and Document Options in the dialog box.

5. Fill in the Addressbook Options in the dialog box:

• Current record. This option prints the information shown on

SCt'O_n.

Addressbook 180

Curreat record -Address only. This option prints the address

currently on screen for labels and envelopes.

When you select

envelope, the paper size

and feed options change

to correspond to the type

of envelope your printer

can prinL

All records - Addresses and phone numbers. This option prints a

list of the index fields, addresses, and phone numbers from all cards

in your Addressbook.

All records -Address_ only. This option prints the addresses from

all cards in your Addressbook for labels and envelopes.

All records - Phone numbers only. This option prints a list of only

the index fields and phone numbers from all cards in your

Addressbook.

•Print Notes. When checked, this option prints the notes associated

with your cards. The notes are insetted between the addresses and

phone numbers in the printed list.

Click on Print. If you are lrn'nting either with the All records -Addresses

and pbone numbers option, or with the All records. Phone numbers only

option, a list of the items you specified prints. Notes are inserted in the list if

you are printing with the Print Notes option.

If you are tra'nting with the Current record option, the information from

the card currently on screen prints.

•To print envelopes and labels:

- I. Open the Addrec_book_you Want to print.

2. Select Send from the File menu, A submenu appears.

3. Select Print. The Print dialog box appears.

4. Select Options. The Options dialog box appears_

5. Select envelope or label from Type of Paper; then select the size from Size

of Paper.

6. Click on OK. If you click on Save Options, the printer is set to print on

this paper type and size until you come back and change the settings. The

Options dialog box closes.

7. In the Print dialog box, click on Current record, Address only (for

labels/envelopes) or All records, Addresses only (for labels/envelopes). If

you select All records to print envelopes, Addressbook prints the first

envelope, then prompts you to insert paper (an envelope) between Fa'ming

each record.

•To fax an Addressbook document:

1. Open the Addressbook you want to fax.

2. Select Send from the File menu. Asubmenu appears.

3. Select Fax. A dialog box appears.

Addressbook 181

4. Select fax options and click on Fax.

Importing a Document

You can import documents, such as mailing lists, from some database and

Spreadsheet programs and turn them into Addressbooks. You can import the

following:

•CSV (Comma Separated Values)

•Lotus 1-2-3

• dBase IV

If you are importing a

document and do not

know the format, select

No idea, and

Addressbook will

analyze it to see flit

can be imported.

Whenyou import or

exportin CSV or

dBase IV format,

Addressbook

creates fieldnames

(Field1, Field2,

Field& etc.), which

correspondto the

Addressbookfields.

Mappingallowsyou

to change the order

of those fields.

•To import an address file:

1. Insert the diskette containing the file to import.

2. Save and close the current Addressbook. The New/Open dialog box

appearr&

3. Select Import. A dia/og box appears.

4. Select the file format from the right. Thefile aa'tension appears in the File

Mask box, and only documents with that extension are displayed in the file

selector.

5. Select the drive and document to import from the left.

6. Click on Import. . -_-

•To change the-order of information when importing:

.... 1. Insert the diskette containing the file to import.

2. Save and close the current Addressbook. The New/Open dialog box

appears.

3. Select Import. A dialog box appears.

4. Select Comma Separated Values or dBase IV from the formats list and

select the document to import; then click on Map Import Fields. The Map

Import Fields dialog box appears:

Addressbook 182

Inthe SourceList,clickon a

fieldnameto mapfroma file.

_ce List=

Inthe DestinationList,clickonthe Addressbook

nameto whichyouwantto map.

Thislistshowsthepairsof

fieldsyouhavemapped.

IIC,ckhereiryoumakean stake.

Clickhereforeachfieldsyouhaveselectedto map.

5. Select one field in the Source List and one corresponding field in the

Destination List and click on Map. The corre/at_n is added to the Map List.

For example, you can map Field 3 in the Source List to the Addressbook

AddrField (address field) in the Destination List.

6. Repeat step 4 until you have mapped all the fields you want. Select from

the Map List and_ch'ck_oo_ Unmap to change any map pairs you have.°

designated inoorrectly.

7. When you have mapped all the fields you want, click on Done. The

Import dialog box reappoum.

8. Click on Import. A message appears telling you that the import is in

progress. If the file is very large, it could take several minutes to import. You

cannot interrupt this process.

Exporting an Addressbook Document

You can export Addressbook information to other programs. Some word

processors that support mail merge can use address information exported in

the CSV (comma separated value) format. You can export to the following

formats:

•CSV (Comma Separated Values)

•Lotus 1-2-3

• dBase IV

Addressbook 183

Mapping allows you to

change the order of

information as you export.

For example, if you want

the Address field to be the

first field in the exported

documen_ select

Addr_Field from the

Source List and Field 1

from the Destination Ust.

i_ To export an Addressbook:

1. With the Addressbook document open, select Other from the File menu. A•

submenu appears.

2. Select Export Document from the submenu. Adialog box appears.

3. Select the format for export. The file _xtension appears in the File Mask

box, and only documents with that extension are displayed in the file

selector.

4. Select a folder to save the document to; then name the document.

5. Click on Export.

i_ To change the order of information when exporting:

1. Select Other from the File menu. A submenu appears.

2. Select Export Document. A dudog box appears.

3. Select Comma Separated Values or dBase IV from the formats list.

4. Select the document to export; then click on Map Export Fields. The Map

Extxxn Fields dialog box appears:

Sourco Limb

lndax_Field

Rddr_ReJd

Not o.JF'ield

Nome

Office

Car

Fox

Phmte_6

Phone_7

F¢1

5. Select one field in the Source List and one corresponding field in the

Destination List to correlate the field information from the Addressbook to

the new fde format. For example, you can map the Addressbook address

field to Field 3.

6. Click on Map.

7. Repeat steps 4 and 5 until you have mapped all the fields you want. Select

from the Map List and click on Unmap to change any map pairs you have

designated incorrectly.

8. When you have mapped all the fields you want, click on Done. The

dialog box reappears.

9. Click on Export. A message appears telling you that the export is in

progress. If the file is very k_rge, it could take several minutes to export. You

cannot interrupt this process.

Addressbook 184

6Planner

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

Planner is an automated appointment book that combines a yearly calendar

and scheduler in one program. You can create multiple Planner documents,

for example, one to keep track of business appointments and another to keep

track of personal appointments.

Starting Planner

When you open Planner, the default document called My Schedule appears.

After entering appointments, save My Schedule without renaming it ff you

want the Default document to open each time you open Planner. You can also

create new Planner documents (see page 200).

•To start Planner:

Click on Planner from the Main Menu. _ Planner window appears:

[tilt _ _,uk_lt Utllt_*.._, •

121U i_;[--_---_

I_ Ib88 lu, t

Ib3o m

M 1 _ !" fs_IIH

5 S_Om

II1_1 m,t

18m,1

4b7 IO !ldBll

12d811 Iq'l

I1 12 13 14 IS 16 17 12_ IF_

h88 Pit4

I_0 Iq_

IB 19 _O _1 !Z t3 _4 |I00

2.110

5d)O PM

5**LqOIPI_

26 _7 2B _ 10 4,00

4,5om

is,_m •

6,oo iq4

_' I'_ Im I P,*,_r-,',Vsmm,* Isml

Planner 185

Viewing the Calendar

The Calendar window always contains a whole year, January through

December. Normally you see only one month at a time, which is the single

month view. You can scroll the window to see the other months in the year,

and you can change the year over which you are scrolling, but you never see

more than one month at a time, The current day of the month is highlighted.

)_ To switch to the full year view:

1. Select Full Year from the View menu. The ca/endar shrinks so that more

than one month can appear in the window.

2. Use the scroll bars to view any additional months that do not fit in your

window.

l_ To switch back to the single month view:

Select Single Month from the View menu. The calendar for a single month

appears.

Planner 186

Selecting and Viewing Events

Like an appointment book, Planner keeps track of weekly meetings, importam

appointments, and special dates. All of these are called events. Use events in

Planner to track important dates in your daily schedule and to schedule dates

far in advance, like birthdays and vacations. You can also schedule repeating

events.

Toseedifferentyears,clickonthe upanddown

arrows.Or double-clicktheyear andeditiL.

Clickona dayin the cal-

endarwindowto selectit

andviewitsevents.

Calendar

window.

Today'sdatehasa thick

blackborder.

'12

26 -

Toseedifferentmonths,

clickonthe scrollbar.......

Scrollleftfor previous

monthsandscrollrigMfor

futuremonths.

Selectedday:this day's events

appearinthe Eventwindow.

ThesmallMangleindicatesthat thereare

eventsscheduledforthis day.

Events

window.

Planner 187

Switching between the Calendar Window and the Events Window

On the View menu,

when both windows

are showing, the

Both choice is on

(darkened). When

only one window is

showing. Both is off.

J_I_ t3, 1996 F_

You can view the Calendar window and the Events window side-by-side or

one at a time. Showing only one window at a time lets you work with either

one without taking up space for both.

•To show only one window:

Select Both from the View menu. The Both button changes to off and one of the

windows disappears. To return to viewing both windows, select Both from the

View menu again. Both windows appear

You can view events for any. day by using the Calendar window or by

selecting from menu items.

•To select a day and view its events:

1. If the Calendar window is not showing, select Calendar from the View

menu. The Calendar window appears.

2. Click on a day in the Calendar window. The day/.€ highlighted.

3. The events for the selected day appear in the Events window.

•To view events on the next or previous day:

In the Events window, click on the up or down arrows at the top right side of

the Events window. Click on up for the previous day and down for the next

day. As the selected day changes, events for that day appear in the Events

window.

•To view events for today:

-You can also view-€-_- - Press CTRL+ T,-TZod_'_comes tbe selected day, and its events appear i_t the

events for todayor Euems window.

thosefor a specific

date using the Quick -_1_TO view events on a specific date:

menu. 1. Press CTRL +G. A dialog box appears:

If the Events window is

not showing, select

Events from the View

menu.

2. In the dialog box, type a date. If them is already a date in the dialog box,

you can press BACKSPACE to erase it. The date you type must be in the

format Month/Day/Year. For example, to view the events for February 23,

1997 you would type 2/23/1997.

3. Click on Go To Date or press ENTER. The date you typed becomes the

selected day, and its events appear in the Events window.

4. If you want to see events for a different day, click in the text box and

repeat steps 2 and 3.

5. Click on Close.

Planner 188

Selecting a Range of Days and Viewing Their Events

You can view a summary of events over a range of days. The following

illustration shows an example:

Thesearethedatesoverwhich.

events are beingsummadzed.

_b41

Oec_m_,_r 1996

E M T bl T

345&7

17 18 19 ZO/ Zl

24 Z5 ;_6 7ZO

lW " i

,.,.., [r_-l rt'z

| J

Z2 Z3

Z9 50

Clickto seeevents inthe

previousandnext rangeof days.

Oec II. 1996 - Oe¢ IS. 1996

Hon. Igloo I I. 1995

12dglo IPlq _eneetlin O - Dr, [drain

Ttm, Dec 12, 1996

1CWQ RI'I Grocerg store tour

1,4ed. Dec 13. 1996

1o:o0 m Planning meeting

3d)0 PM Cd I_'. gumn8

6e00 PH BJrthdmj per_ 81 cgmrch

Thu. Dec 14. 1996

2=00 PPI Rrronge cunfereeuce

2:30 PH Long range plumd_j

f'rL Dec 15. 19915

5cl_ PM Prepare for Christmos

Planner -, _Sc_hedul_ •']sv,,,I?

Therangeof d;_t_ is highlighted

inthe Calendarwindow. A summaryof eventsovertheselected

rangeappearsinthe Eventswindow.

In the Events window,

onlythosedayswhich

haveeventsscheduled

areshowninthe

,___

summary, ff there are no

events in the range, the

Events window shows

Nc)'Events.

)_To view a summary of events over a range of days:

1. Drag to select a range of days in the Calendarwindow. If you drag outside

of the Calendar window, the window scrolls and you can extend the

selection to adjacent months.

Select one of the following from the Quick menu:

* This Week. Selects all days in this week.

•This Weekend. Selects current or upcoming Saturday and Sunday.

• This Month. Selects all days in this month.

Planner 189

• This Quarter. Selects all days in this calendar quarter. The quaffers

run January through March, April through June, July through

September, and October through December.

• This Year. Selects all days in this year.

The selected range is bighh'gbted in the Calendar window, and its events

appear in the Events window.

Scheduling Events

To schedule events, select the day, select a time in the Events window, and

then type a description of the event. Once you have scheduled an event, you

can change it or remove it. The Events window provides a list of times called

the day template Normally the day template shows times from 8:00 AM tO

6:00 PM in 30-minute intervals.

Scheduling an Event

Theoasiest_y to I_ To schedule an event by selecting from the day template:

schedulean event is to

select a day, and then 1. Select the day on which you want to schedule an event.

select a time from the 2. In the Events window, select atime from those provided in the day

day template, template. A border appears around the event, divided into a time area and

a description area.

tz,eem H I

.2=3ePH

TiL of event Desc!plJon area

3. Click inside the description area, and then type a description of the

appointment, meeting, or date. If you type more than one line, words wrap

at the edge of the Events window. Press ENTER in the description area to

start a new parageaph. The appointment description is added to your

schedule.

4. When you next view the Calendar window, a triangle appears in the date

box for the date to which you added the event, like in the example on the

left.

Planner 190

Changing a Scheduled Event

You can change the scheduled time for an event or the details in its

description.

When you change the I_ To change a scheduled event:

time of a scheduled

event, it does oot

change its place

among the other

times in the Event

window until you view

events for another

day, For instance, ff

you change a 9:00

appointment to 11:00,

the event remains in

its original slot

between 8:00 and

10:00 until you view

events for another

day. The next time

you view these

events, the 11:00

event will be properly

sorted.

1. In the Events window, locate the event you want to change.

2. If you want to change the time, click in the time area. Delete the existing

time and type a new time in HH:MM formal Use AM or PM to specify AM

or PM,For example, you can type 8:15 AM for a new time.

3. If you want to change the description, select the text in the description

area, and then type the new information.

4. If at any point you realize that you made a change you wish you had not,

select Undo from the Edit menu before you do any other task.

Removing a Scheduled Event

_ - _--_To remove a schedD!ed event: _-

Ifyou accidentally I. In the Events window, click on the event you want to remove.

delete the wrong

event, select Undo ...... 2. Select Delete Event from the Edit menu. The event is removed from the

from the Edit menu Events window. If there are no more events scheduled for that day, tbe

before you do any mangle is removed from the Calendar window.

other task.

Adding Events between Two Scheduled Events

There may be times when you need to squeeze in one more appointment

between two existing ones. For example," if you have meetings scheduled for

11:00 and 11:30, you can schedule another meeting for 11:15 even though

there is no 11:15 slot currently shown.

_To add an event between two scheduled events:

1. In the Events window, select a time slot after which you want to fit another

event.

2. Select New Event from the Edit menu. The new event appears with its time

highlighted. Planner picks a time halfway between tbe preceding event and

the next one.

Planner 191

3. Edit the time if the one shown is not correct. Be sure the time you type is

in the HH:MM format. For example, type 8:15 _a_for anew time.

4. Press TAB or click in the description area, and then type adescription.

Adding an Event at a Particular Time

You may want to schedule an event at atime that does not appear on the day

template, such as an early morning or late evening appointment. You can also

schedule an event with no specific time.

Theneweventwiltnot _TO add an event at a particular time:

appear in its proper

sortedplace among

othertimesin the Event

windowuntilyou first

view another day's

events. Whenyou view

another day's events,

and then come back,

the events appear

chronologically;events

which do not have a

time appear at the top of

the list.

1, Select the day on which you want to schedule an event.

2. Select New Event from the Edit menu. The new event appears in the Events

window and its time highlighted.

3. Edit the time if the one shown is not correct. The time must be in the

HH:MM format. For example, you can type 11:50 Pr_for a new time.

If you want to schedule an event with no specific time, delete the text in

the time area.

4. Press TAB or click in the description area; then type a description.

Copying Event Descriptions

You can copy a block of text from one event and paste it onto another. This is

" "?'ll_

- handy when you arc sehed'ttling ihe same sort of event on many differe,t

days.

Copy and Paste also

appear in the Edit

menu.

To copy part of an event description:

1. Select the text you want to copy.

2. Press COPY.

3. Locate the area where you want to place the copied text. This can be any

event on the same or different day. You can even create a new event.

4. When you come to the place where you want to place your duplicate text,

click to place the insertion point; then press PASTE. The information is

pasted at the insertion point.

Planner 192

Scheduling Repeating Events

You might have events that happen regularly, such as ameeting every

Thursday at 4:00. In Planner, you can schedule the event once. Planner then

remembers to schedule these meetings for you every Thursday at 4:00. You

can schedule an event that repeats in one of the following ways:

Weekly. A week/y event occurs on the same day every week, such as

every Wednesday.

Monthly by date. A monthly by date event occurs every month on

the same numbered day, such as the fL,'stor the fifteenth of every

month.

A weekly event

occurs on the same

day every week, stich

as every Wednesday.

"Yearly by date. A yearly by date event occurs once a year on the

same date, such as abirthday or a holiday.

• Monthly by day. A mombly by day event occurs every month on the

same day of a particular week, such as every third Sunday.

•Yearly by day. A yearly by day event occurs once a year on the same

day of a particular week in a particular month, such as the first

Sunday in March.

When you schedule a repeating event, it appears in the Events window on the

days for which it applies. You can also edit an individual occurrence of a

repeating event, changing its text description or time. Once you edit the event,

that particular occurrence is no longer considered a repeating event, but is

_ now just_one of the reg2alajc,events for that day. All other occurrences of, the

repeating event are unaffected.

....If*To schedule aweekly repeating event:

1. Select Repeating Events from the Utilities menu. A dialog box appears:

I R_Umj Euents

SlX.Cshlessons ff

Planner 193

2. Click on New. Another dialog box appears:

[requenctj,

s_pec_ry t_,

Chun_ aepeeU. 0 Ewt

Type of [_ent-

•Neekkj @HunUdy OVeeritj

@nero @omj of _ek

Event 141flOccur

Select _Detj(s)_ nSun •Plon nTuns •Ned [] Thu 0Frl 17Set

DOLlof [_onth: _LaSt • Date: [] _ Month: _

Day of I_k: IFirst J_'-_ _ _ Time=. I ]

General Information.

_l_Foreuer OFrolrnt I ITmL J

A monthly by date

event occurs every

month on the same

day, such as the first or

the fifteenth of every

month. A yearly by

date event occurs

otace a year on the

same date, such as a

birthday or a holiday.

3. Select Weekly. •.......

4. Select the check boxes for the day or days that your weekly event occurs.

5. If you want to give the .event a specific time, type the time in the Tune

box. Use the HH:MM format and type AM or PM.

6. Type a brief description of the event in the Event box.

7. Select Forever if your event should repeat indefinitely.

OR °_"_ ._ "_,

Select From if'your event is of limited duration and should repeat only over

a specific time period. Edit the start and end dates.

8. Click on OK. The original dialog box appears.

9. Click on Close. The weekly repeating event appears in the Events window at

the time and day you selected.

)_ To schedule a monthly or a yearly event by date:

1. Select Repeating Events from the Utilities menu. A dialog box appears.

2. Click on New. Another dialog box appears.

3. Select Monthly if you are scheduling a monthly event by date.

Select Yearly if you are scheduling a yeady event by date.

4. Select Date.

5. Select Last if your event occurs on the last day of the month.

Select Date, and then type the date of your event. You can also use the up

or down arrows to change the date.

Planner 194

6. If you are scheduling a yearly event, use the up or down arrows to select

the month your event occurs. (Skip this step if you are scheduling a

monthly event.)

7. If you know the time of the event, type it in the Time box. Use the HH:MM

format and type AM or PM.

8. Type a brief description of the event in the Event box.

9. Select Forever if your event'should repeat indefinitely.

Select From ff your event is of limited duration and should only repeat over

a specific time period. Edit the start and end dates as appropriate.

10. Click on OK. The original dialog box appears.

11. Click on Close. The monthly or yearly event appears in the Events window

at the time and day you specified.

A monthlyby day

eventoccurs every

month on the same

dayof a particular

week, such as every

third Sunday.A yearly

by day event occurs

once a year on the

same day of a

fiarticular weel_in_a_

particular month,

such as the first

Sunday in March.

!_ To schedule a monthly or a yearly event by day of the week:

1. Select Repeating Events from the Utilities menu. A dialog box appears.

2. Click on New. Another dialog box appears.

3. Select Monthly if you are scheduling a monthly event by day of the week.

Select Yeady if you are scheduling a yeady event by day of the week.

4. Select Day of Week.

5. if you are scheduling a yeady event, use the up or down arrows to select

the month your event occurs. (Skip this step if you are scheduling a

monthly event.)

6. Click on the up or down arrow in the Day of Week box to select the day of

the week that your event occurs. For example, you can select the second

day of the week here.

7. If you know the time of the event, type it in the Time box. Use the HH:MM

format and type AM or PM.

8. Type a description of the event in the Event box.

9. Select Forever if your event should repeat indefinitely.

OR -"

Select From if your event is of limited duration and should only repeat over

a specific time period. Edit the start and end dates.

10. Click on OK. The on'g/had dialog box appears.

11. Click on Close. The monthly or yexarly event appears in the FJmnts window

at the time and day you specified.

Planner 195

Changing a Repeating Event

If your scheduled repeating event changes at any time, you can modify the

event to reflect the new changes.

Only unaltered

occurrences of the

repeating event are

changed in the

schedule. Individual

occurrences which you

have edited remain

intacL

•To change a scheduled repeating event:

Select Repeating Events from the Utilities menu. A dialog box appears.

Select the event you want to change from the list, and then click on

Change. Another dialog box appears.

Make the necessary changes in the dialog box. For details, refer to the

previous procedures in this section.

4. Click on OK. The original dialog box appears.

5. Click on Close./'be changes are reflected in the Events window.

Removing a Repeating Event from the Calendar

If your repeating event is no longer part of your schedule, you can remove the

event.

•To remove a repeating event:

1. Select Repeating Events from the Utilities menu.

2. Se_lect thename of__e_e_,_nt you want to remove from the list, and Lben

click on Delet_

3. Click on Close. The event is removed from your scbedule.

Finding Specific Events

Searching for specific events can be useful ff you want to see alist of meetings

you have scheduled with a particular person. For example, if you want to see

all meetings with Ms. Jones, you can search for Jones.

•To search for specific events:

1. Select Find from the Utilities menu. A dialog box appears:

. ..

IEEl I

Planner 196

2. Type the text for which you are searching.

3. Click on Find Next. The search starts on the current day and goes forward. •

If no matches are found, you are asked if you want to search past events.

4. Click on OK. The first event that matcbes the search text appears highlighted

in the Events window. If there is no match for the specified text, then

Planner informs you that ray match was found.

5. Click on Find Next if you want to find more events that match the search

text.

Click on Close if you are finished searching.

Printing or Faxing Planner Documents

You can print or fax a Planner document containing a monthly calendar; a

yeady calendar, or your scheduled events. You can print a full page calendar

for any month. You can also include the fhst few lines of events for each day.

If you have not printed before, review Setting Printer Options in Getting

Started (Book 1). If you have not sent a fax before, review the chapter tided

Fax and Data Modem in Book 1.

Selecting thep_age size

"_ -- Before you pnnt o r-f_Lx, use the Page Size dialog box to specify the

dimensions of your calendar. Normally, Planner prints its documents at 8.5 x

11 inches. You can change the page size, for instance, to print a poster-sized

calendar across multiple sheets of paper, which you can tape together. Page

Size refers to the size and layout of the t'mal document. It does not have to

correspond to the actual paper in your printer.

For example, to print a poster that measures 20 x 40 inches with paper that is

8.5 x 11 inches, specify a page size of 20 x 40 inches in the Page Size dialog

box. Then in the Print dialog box, click on Options and specify 8.5 x 11

inches. Planner calculates the number of pages required to print your document

and prints it over several pages, which you can assemble into a poster.

If you select a page size that is smaller than the paper in your printer, Planner

prints pages at the size you specify centered on the paper, which you can cut

down to size.

Planner 197

•To change Page Size options:

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

2. Fill in the dialog box:

•Type. Select paper, envelope, or label.

• Size. Select the page size from the lisL

•Page Layout. Select portrait or landscape.

• Width. Select the width of the paper. You can also enter a custom

page width here.

•Height. Select the height. You can also enter a custom page height

here.

3. Click on Apply. The current sem'ngs are applied, but the Page Size dialog

box remains open.

4. If these are the settings you want to use, click on Close.

•To print a Calendar document:

1. Press PRINT. A submenu appears.

2. Select Print. A dialog box appears.

3. Under Planner Options, click on the button next to the word Content. A

drop-down list appears.

4. From the drop-down list, select Month; then click on the up or down arrow

to select a month.

OR ......... ..- i'_..... -

Select Year; then click on the up or down arrow to select a year. You can

also edit the number in the Year box.

Select Events window.

When the Content is set to Month, select Include Events if you want to

print the first few lines of events for each day.

If you want to print a blank calendar, make sure the Include Events option

is off.

6. Click on Print when you are finished.

•To fax a Calendar document:

1. Open the calendar you want to fax.

2. Press PRINT. a submenu appears.

3. Select Fax. A dialog box appears.

4. In the Planner Options of the dialog box, click on the button next to the

word Content. A drop-down list appears.

Planner 198

From the drop-down list, select Month; then click on the up or down arrow

to select a month.

Select Year;, then click on the up or down arrow to select a year. You can

also edit the number in the Year box.

Select Events window.

When the Content is set to Month, select Include Events ff you want to fax

the first few lines of events for each day.

If you want to fax a blank calendar, make sure the Include Events option is

off.

7. Click on Fax when you are f'mished.

Planner 199

Creating New Calendars

Planner provides a standard document called My Schedule. Whenever you start

Planner, this document opens, making it easy to keep all of your appointments

in one place. If you keep just one calendar, you should use this document. You

can create other calendars. For example, you may f'md it easier to keep business

contacts in one calendar and friends and family in another.

Before you create a

new calendar, press

SAVE to save the

current one.

II_ To create a new Calendar document:

1. Select Close from the File menu. The New/Open dialog box appears. If you

have unsaved changes in the current calendar, you are asked if you wish to

save or discard them.

2. Click on New. A new calendar appears.

3. You must add one or more events to the new calendar before you can save

it and give it a name. An easy way to do this is to select New Event from

the Edit menu.

4. After adding an event, select Save As from the File menu. A dialog box

appegtr$.

5. Select the folder in which you would like to save the new document.

6. Type a name for the document in the New Name area; then click on Save.

The new Calendar document is saved with the name you provided. You are

returned to Planner with this document open.

Planner _1_

7Book Reader

Before starting, review

these basic procedures

from the Getting Started

chapter in Book 1:

•Working with Menus

° Working with Dialog

Boxes'

With Book Reader, you can open books supplied on diskette, such as

directories of zip codes and area codes.

When you open a book on diskette, you can scroll through it and move from

topic to topic using a byper/im_, a highlighted word that takes you to a new

topic.

Starting Book Reader

•To open a book:

1. Insert Diskette 1 (the diskette containing books).

2. Click on Book Reader from the Main Menu. The Book Reader dialog box

appears: _"

Book Reader

Plee_ select ebook 1o open.

Iletu Disk

Tool availabilRy is

based on _e book you

have open. Tools

appear gray when not

available.

.Select a book from the list. When you open a book, you are given a set of

tools, as follows:

Back. When using a hyperlink to jump to information in different

parts of the book, Back takes you back to the previous page. If Book

Reader is showing the first page, the Back tool is not usable. "

Begin. This tool opens the Table of Contents, or if there is not one,

the first page of the book.

Revisit. This opens a dialog box containing a list of pages you have

read.

•Turn Page. This tool takes you to the previous page or the next

page in sequence. If you are reading the last page of a book, this tool

is not active.

Book Reader 201

Send. This tool opens a dialog box allowing you to send selected

text to the clipboard or to the printer.

lF'mdLThis tool OlXmSa dialog box with options about the information

you want to find and how you want to find it.

I_ To close a book:

Select Exit from the Book menu. Book Reader closes.

Using Information and Text

You can also choose

book-reading options

from the Nmn'gate

menu.

You can copy information from your book on diskette to paste into a

document. For example, you could copy a page of zip codes for your city

and indude it as a part of a document you are creating in Word Processing.

ff a book has a Table

of Contents page,

Book Reader shows

it to you when you

start. If it does not,

the first page of the

book appears.

To read a book:

To.

Start

Move the page up and down

Turn_thepage /"-"

Jump to a hypedink

Return to a pi,evious page

Return to the fLrst page

Do this:

Click on the Begin icon at the bottom of

the screen.

Click on the scroll bars on the right of the

page.

Click o/_ the Turn Page icon at the bottom

of the screen.

Click on underlined words or hotspots.

Select Back from the tools.

Press CTRL + B.

Book Reader 202

•To find information in a book:

1. Click on the Find icon at the bottom of the screen. The Find dfi2/og box

appears:

r- lrl I

III

2. Enter the search term.

3. Click on Find Next, Find Previous, Close, or Help.

•To find information with hyperlinks or hot spots:

1. Move the cursor until a text hyperlink (hotspot) is located. Tbe_ can _xf.st

anywhere in a book. When the on-screen pointer rrax_ ouer one, it

changes to a cursor question mari_

2. Click on the spot. The area flashes; then Book Reader motes to the

information on that topic.

.. •To copytext or other content from the book:

You can paste the text 1. Place the insertion point in the text; then hold the Select button and move

in Word Processing or your finger across the glidepad surface until the text is highlighted.

rDrawing. - 2. Click-6n the _d't¢0h'_t the bottom of the screen. The Send dialog box

..appears:

Send

Send a copg of the ctrrent page to=

ICTipboard

0 Prater

3. Click on Clipboard; then click on Send.

Book Reader 203

Printing from Book Reader

The Print option is in the Send dialog box. You can send selected text to the

clipboard or printer. Selecting the print option prints the selected text or the

current page if no text is selected. Be sure you have set up your printer (see

Setting Printer Options in the Getting Started chapter of Book 1).

•To print selected text from a book:

1. Select the content to print.

2. Click on the Send icon at the bottom of the screen. The Send dialog box

opens.

3. Click on Printer; then click on Send.

•To print the current page:

With the page you want to print displayed in the Book Reader window, click

on the Send icon.

Book Reader 204

8Text File Editor

DOS is Disk Operating

System.

Text File Editor is a simple editing program that allows you to create, read,

write, and edit DOS text files, also called ASCII text fries. Text File Editor is

supplied on diskette.

Starting Text File Editor

Before starting, review Text File Editor is not a full-featured word processing program, but a program

these basic procedures you can use to write notes and save them as ASCII text files, which can be

from the Gelling Started read by almost any word processing program. ASC/I textj_es contain plain

chapte_ in Book 1: text without special formatting like boldfacing, adjustable tabs, and page

• Worltingwith Documents

• Saving Documents breaks. You can also import ASCII text files into Word Processing or export

•WorkingwithMenus from Word Processing to ASCII (see page 64).

•WorkingwithDialog

Boxes _To start Text File Editor:

1. Insert the diskette labelled Text File Editor..

2. Click on File Manager from the Main Menu.

3. Click on the drive A icon at the bottom of the screen. The contents of the

diskette appear.

4. Click on the Text File,,Fa:litor icon.

5. To open a new document, select New. A new document appears.

To open an existing document, select Open from the File menu. A dialog

box appears, alloun'ng you to select an e_cisting file.

Text File Editor 205

What Text File Editor Can and Cannot Do

Word Processing

can perfom all of

the tasks listed in

this table, even

those that Text File

Editor cannot do.

For more l

information, see

the chapter on

Word Processing

The following table lists the tasks that Text File Editor can and cannot perform.

Text File Editor shares basic capabilities with Word Processing, such as spell

check.

Text File EdRor Can Do This:

Edit using CUT, COPY, PASTE, DELETE

Create and save a document

Copy, rename, or backup afile

Undo your latest change

Check spelling

Search and Replace

Use W'dd Cards and Special Characters

RCannot Do this:

I Adjust left and right margins

!Adjust tabs

Change text styles and fonts

Vary alignment

Modify line spacing

Create page breaks

Adjust rulers

Create graphics

Word Wrap and Line Endings

When your text reaches the right edge of the window, it wraps automatically

to the next line. This feature is called word wrap. Word wrap means that you

do not have to press ENTER (the Return key on a typewriter) to start a new

-line of text. When),oware'ready to begin a new paragraph, press ENTEiq. If

you .want to set lin_ endings, press ENTER at the end of each line. If there is

more text than can fit in the window, use the scroll bar to see different parts

of the document.

Changing the Text Size

You can change the text size displayed in any Text File Editor document.

Select from three sizes of text: 9, 12, and 14 point. Text File Editor displays all

the text in a document at the same size. If you select a different size, all the

text in the document changes to the size you select. The size setting stays in

effect even ff you dose one document and open another.

•To change the text size:

Select a new size from the Sizes menu. A//text in the document changes to tbe

new size.

Text File Editor 206

Printing or Faxing a DOS Text File

Before printing a Drawing document for the first time, review Setting Printer

Options in Getting Started (Book 1). Also select page size options to reflect the

actual size, layout, and _ that you want to prinL

Before faxing for the first time, set up your fax information and create a cover

sheet; see the Fax and Data Modem chapter in Book 1.

To print or fax in Text File Editor, select Print or Fax from the Send menu.

Note the following two differences when printing Text File Editor documents:

Line Length. The length of a line in the printed document is not

always the same as the length of the same line shown in the Text File

Editor window. In the Text Fie Editor window, text wraps at the right

edge of the window. When you print, however, text wraps at the right

edge of the page. (However, if you end aline by pressing ENTER,

this line ending is preserved when you print the document.)

Text Size. The printed text size may be different from the text size

shown in the Text File Editor window. Regardless of the text size you

select from the Sizes menu, Text File Editor always prints in a uniform

size.

Text File Editor 207

Naming a DOS Text File,

DOS File Names. All documents created in Text File Editor are DOS text files.

Give them names that follow the DOS rules for naming files: up to eight

characters long, no spaces, followed by a period and three more characters.

Use TXT following the period to indicate your file is a text file. For more

information, see Naming a DOS File in Getting Started (Book 1).

Text File Editor 208

9Games

Before starting, review Two games are available: Turnabout, a game of strategy, and Solitaire, a

these basic procedures popular international card game for one player. Games are supplied on

fromthe Ge_ng Started diskette.

chapterin Book 1:

• WorkingwithMenus

•WorkingwithDialog Boxes

Turnabout

Turnabout is a strategy game where you try to gain control of the board by

capturing pieces from your opponent. The game ends when no one can

make any more moves. The person with the most pieces on the board wins.

Capturing Pieces

To capture, place your pieces on both sides of a single piece or at both ends

• of a row of your opponent's pieces. Capture in any direction: vertically,

horizontally, or diagonally. You may have to capture the same piece more

than once in the course of the game.

Sequenc Play

You can play Turnabout against another person or against the system. Either

_ay, the game play sequence is the same:

Ifyou are not sure

.where to make your

next move, select Hint

from the Game menu.

!_ To play Turnabout:

1. Insert the diskette labelled Tumabout in the disk drive.

Click on File Manager from the Main Menu. File manager appears.

Click on the drive A icon. The contents of the diskette appear.

Locate the Turnabout icon and double-click On it. A game board appears

with four pieces.

Move the on-screen pointer to the square where you want to put your

next piece and click with the Select button. Remember, this move must

result in the capture of an enemy piece. The system places your piece in the

square and then changes the color of all the pieces that were captured to

your co/or You can only put your piece in a square where it will capture

one or more of your opponent's pieces. If you try to put your piece

anywhere else, the computer beeps and waits for you to select a different

square.

Games 209

6. The system then places its next piece. Watch the board carefully because

the action moves very quickly.

7. It is your turn again to place your next piece.

Play continues until no more of the pieces can be capture_ The system keeps

a running score of how many pieces each player has during the game. The

player that has the most pieces on the board at the end of the game wins.

Setting User Options

The commands from the Options menu help you tailor Turnabout to your

personal tastes.

OPTION

Two Players

Play First

Play Second

Machine vs.

Machine

Obstacles_

Board Size

RESULT

Allows you to play against another person. To begin play,

select Start New Game.

Allows you to play against the system and make the first

move. To begin play, select Start New Game.

Allows you to play against the system without making the

first move. To begin play, select Start New Game.

Allows you to watch the system play itself. To stop the

game, select any of the other player options. Selecting Ma-

chine vs. Machine automatically starts a new game.

Allow_g__OU_to put barriers in some of the squares on the

falaying board. Selecting Obstacles starts a new game.

iAllows you to change the size of the playing board. Sizes

range from a 6 X 6 square grid to an 18 × 18 square grid.

ISelecting Board Size starts a new game.

Solitaire

S01itaire

This version of Solitaire looks and plays the same as the game with real cards.

With this version of the game, however, the system shuffles and deals the

cards for you. All you have to do is play the game.

Solitaire has three playing levels. For more information about the playing

levels in this game, see page 212. For the rules of Solitaire, see any standard

book on card games, or try playing Solitaire at the beginner level.

Games 210

Starting Solitaire

1. Insert the diskette labelled Solitaire in the disk drive.

2. Click on File Manager from the Main Menu. File Manager appears.

3. Click on the drive A icon at the bottom of the screen. The contents of the

diskette appear

4. Locate the Solitaire icon and double-click on it./'he Solitaire window

appears:

Clickhereto seethenextcard

(Thisalsostartsthe game.)

I= ,,_:

Youcanalsostart lhegamebydrag-

gingany card to a newlocation.

Yourscoreshowshereif you

are playinga scoringgame.

r_mm llmms

Score: 0

me Ira.lira I

Time: 0-.41

I _*,-- I?

Your elapsed time shows here if

you are playing a timed game.

Playing the Game

Drag cards to move them from stack to stack, and click on face-down cards to

flip them over.

,To start a new game:

Select Re-Deal from the Game menu or click on the New Game button in the

lower right-hand comer.

Double-click a

card in one of the

seven lower

"stacks to send it

to one of the four

upper stacks, ff it

is a legal move.

,To move a card to a new location:

Drag the card to a new location. If you have made a legal move, the card

appears in its new location; otbena_, it returns to its original location.

,To flip a card:

Click once on the card.lf it is in one of tbe setmn lowerstac_, a single card

flips. If you click the deck, either one, two, or three cards flip, depending on

bow you set your options.

Games 211

_To undo a mistake:

Select Undo from the Game menu. The card returns to its original iocmion.

Finishing a Game

You win Solitaire when you have flipped over all of the face-down cards, and

played all of the cards in the deck. When this happens, the Auto Finish

button changes from gray to black. At this point, manually move all the cards

into the upper four piles or click on the Auto Finish button.

Setting the Playing Level

Setting aplaying level determines how much assistance you get as you play

the game. You receive progressively less assistance as you move from the

beginning level to the most advanced level. Solitaire has the following three

playing levels:

*Beginner Level. This level guides you when you drag cards to a

new location. If you click a card, possible locations for that card

appear highlighted. You can move cards back from the four upper

stacks to the seven lower stacks (something you cannot do at higher

levels). You can also move parts of a face-up stack to another stack.

For example, if you have a sequence of six cards on a particular pile,

you can move the last three face-up cards to a new location.

; ih-_e_inedia_-i_e_. At_'s level you do not get help with possible

moves. Also you cannot move cards back from the four upper stacks

to the seven lower stacks, though you can still move parts of a

face-up stack to another stack.

•Advanced Level. Standard Solitaire with no help.

ll_To change the playing leveh

Select Level of Play from the Options menu; then select a level from the

submenu. When you change the playing l&,el during a game, you are asked if

you want to start a new game.

Games 212

Changing the Scoring

Solitaire has the following scoring options:

Standard ('rimed) and Standard (LMtimed). In Standard (Timed),

you lose points for the time you spend deciding where to move a

card. In Standard (Untimed), you are not penalized for taking time to

make decisions. Standard (Timed) and Standard (Untimed) games are

scored as shown in the following table:

IF YOU ... YOU GET...

Let 10 seconds pass.

Move a card to one of the

four upper stacks.

Flip a card in the lower

stacks.

Move a card from the dis-

card deck to one of the low-

er stacks.

Start through the discard

deck again (one-card draw).

Start through the discard

deck again (two-card draw).

Startth,"ou_-'-_tV.ediscard

deck_again (three-card

draw).

-1 point

+10 points

+5 points

-30 the first two times; -60, -90,

and so on, each time thereafter

-20 the first three times; -40, -60,

and so on, each time thereafter

-10 the first four times; -20, -30,

land so on, each time thereafter

Vegas. Your game starts when you choose Re-Deal from the Game

menu. You start each Vegas game already 52 points in the hole, and

for each re-deal you lose another 52 points. For each card you

successfully move to an upper stack, you receive five points. Points

are cumulative from game to game. You are also limited to how many

times you can go through the discard deck: only once with one-card

draw; twice with two-card draw; and three times with three-card

draw.

Countdown. You play against the clock. Your goal is to score as

many points as possible in 7 minutes. You can change the allotted

time using the Set Countdown Time option in the Options menu. For

more information about changing your Solitaire options, see page

214, Changing Other Options.

No Scoring. You play the game until you win or are ready to stop.

You do not receive any points, nor are you penalized any points. In

addition, elapsed time is not shown when you choose No Scoring.

Games 213

I_ To change the scoring:

1. Select Scoring from the Options menu. A submenu appears.

2. Select an option from the Scoring submenu.

Changing the Number of Cards Drawn

You can draw either one, two, Or three dards at.a time from the deck. The

choice you make affects your scoring if you are using Standard scoring, and

affects how many times you can go through the deck if you are using Vegas

scoring. For more information, see Changing the Scoring on page 213.

W To change the number of cards drawn:

1. Select Draw How Many Cards? from the Options menu. A submenu

appears.

2. Select an option from the submenu.

Changing Other Options

In addition to choosing a playing level and a scoring method, you can also

set other playing options. These options appear in the Options menu and are

summarized in the following table:

IF YOU...

Change Card Backs

YOU SEE...

A dialog box where you can select differ-

ent artwork for the backs of the playing

cards.

Set Countdown A dialog box that lets you specify the

Time number of minutes and seconds allowed

for Countdown scoring.

Outline Dragging The outline of the card as you drag it.

Full Card Dragging The full card as you drag it.

Fade Cards Cards that fade as they are dealt. When

you turn off Fade Cards, the cards appear.

If you are playing a timed game, you may

want to leave this option off since it slows

down the game.

Games 214

. Appendix: '

, •

Spreadsheet Built-in Functions

Spreadsheet uses

floating point math,

which has benefits such

as speed But floating

point math produces

errors in the 17th or 18th

significant o_git. While

this is often not

detectable, the errors

become apparent in

some calculations,

especially when you use

financial functions like

IRR and NPV.

Spreadsheet adheres to

the IEEE 754 standards

for floating point

calculations.

Bui/t-kzfunaions are prewritten formulas that take a value, perform a

mathematical operation, and _turn a result. For example, you can use a

built-in function to total a grotlp of fiumbers.

You can also use built-in functions to insert information in Spreadsheet; for

example, use the Time & Date functions to insert the current date and time.

Functions are represented by a keyword followed by arguments enclosed in

parentheses. The function returns a value based on the arguments you enter.

For example, in the expression SQRT(144), SQRT is the keyword for the

square root function, and 144 is the argument. This function returns 12, the

square root of 144. ',

Argument Rules

The following rules apply to using arguments in functions:

• You can use numbers, cell addresses, or cell ranges in Spreadsheet as

values.

You must enclose text string arguments in quotation marks.

You must specify interest rates as decimal values, and they must

correspond to the same time unit as the term. For example, payments

that are monthly require a monthly interest rate.

You must express trigonometric angle arguments in radians. If you

want to convert degrees to radians, use the RADIANS0 function.

Some trigonometric functions return radians. If you need the returned

value expressed in degrees, use the DEGREES 0 function.

Appendix 215

Financial Functions

The arguments for financial functions are either numbers or addresses of cells

that contain numbers. When the argument is the interest rate, enter its actual

value (for example, enter .07 or 7% rather than 7). Be sure to specify the

same units for the term and the interest. If the interest is monthly, the term is

also monthly. Enter all values without spaces.

Function

C_RI_ (interest, future

value, present value)

DDB (cost, salvage, life,

period)

FV _ayments, interest,

term)

IRR (guess, range)

NPV (interest, range).

PiT _rincipal, interest,

term)

PV (payments, interest,

term)

RATE (future value,

present value, term)

Descdption

Number of compounding terms or periods required for an investment to grow

to a future value. Interest is the interest rate for the calculation. Future value is

the proposed value of the asset. Present value is the current value of the asset.

For example, CTERM(.05,1000,500) returns 14.2 periods.

DoubleMledining balance depredation of an asset using the double-declining

balance method. Cost is the original cost of the asset. Salvage is the ending

value of the asset. Life is the duration of the depreciation, using the same units

as Per_d. Period is the time period for which the depredation calculation

occurs. Not a cumulative calculation.

Returns the future value of a stream of regularly invested payments. Payments is

the payment made each period. Interest is the interest rate for the same time

period as payments. Term is the total number of payments that are made. Be

careful to enter the interest rate for the same time pen'od as the payments.

Internal rate of return of series of irregular payments at regular intervals, k

returns the interest rate when you know the initial investment and know you

will get regular payments of varying amounts. Guess is the number you guess is

approximately the-in_x'_st:rate.,-Range fs the address defining the range for,the

cash flow tabl_.

Net present value is the amount of money (in today's dollars) to be spent in the

future. Interest is the interest rate for the calculation. Range is the cells

containing the cash flow information.

Calculates the constant payment required to repay a loan at aspecified interest

rate over a given period of time. Pm'ncipal is the amount of the loan. Interest is

the interest rate for the same time period as the term. Term is the interval at

which the payments are made. Be careful to enter the interest ratefor the same

time period as the terms. For example, to determine the monthly payment for a

20 year loan of $75,000, at 5% annual interest.

=PMT(75000,.05/12,240) returns $494.97.

Returns the present value of an investment. Payments is the payment made

each period. Interest is the interest rate for the same time period as payments.

Term is the total number of payments that are made. Be careful to enter tbe

interest rate for the same time.period as tbe payments.

Required interest rate to reach afuture value. Future value is the value of the

annuity at the end of the investment period. Present value is the value of the

annuity today. Term is the time periods for the investment.

Appendix 216

Function Description

SIN (cost;salvage,h'fe)

SYD (cost, salvage, h'fe,

perfod)

TERM (payments,

interesg future value)

Straight-line depreciation. Cost is the initial cost of the asset. Sa/vaooe is the

value of the asset at the end of the time period. Life is the useful life of the asset,

the number of time periods the asset is being depreciated.

Accelerated depredation of an asset, using the sum of yem"s digits method.

Cost is the initial cost of the asset. Salt_oe is the value of the asset at the end of

the time period. Iafe is the useful life of the asset, the number of time periods

the asset is being depreciated. Penbd is the period to analyze.

Required number of terms or payment periods to reach a future value.

Payments are made at the end of each term and earn a constant interest rate.

Payments is the amount of the periodic payments. Interest is the interest rate for

the investment per time period. Future_value is the value of the annuity at the

end of the investment period. Be careful to enter the interest rate for the same

time pen'od as the term.

Information Functions

The information functions return information about a cell or a range of cells.

Function

cI oosE

_valuel, value2,._.)

Descd_ion

Returns the n th value in the list of arguments, where the first value is 0 and index

indicate&_ the nth valu_:_Valt_e carrbe flor_ 0to n-1. You can use as many v_tues as

you want. lnde:_ and values can be numbers, cell references, defined names,

formulas, functions, or text. For example, if the values are the months of the year and

the index is 5, then CHOOSE returns May. This function returns an error if your

index is less than zero or greater than the number of values.

COLS (range) Returns the number of columms in arange.

COUNT (valuel, The number of arguments, that is, the number of nonblank cells in a range. Values

value2,...) can be numbers, null, logical values, and dates. The arguments can only be a

comma-separated list.

ERR 0 Causes the formula to return the #ERROR# message. Particularly useful with IF

functions to say: if the condition is false, then return #ERROR#. You must include the

empty parentheses.

Appendix 217

Function

HLOOKI_ (value,

range, offset)

Description

Returns a value from ahorizontal lookup table, allowing you to use a spreadsheet

table like adatabase. HLOOKUPextracts from the horizontal rows, and VLOOKUP

extracts information from verticalcolumns. HI.OOKUPassumes the entries in the Fast

row are sorted in ascending order.This function returns the entry corresponding to

the nearest ascending value that is not greaterthan va/ue. Useful when you have

several alternatives to look up, such as tax rates, commissions, or discounts. Va/ue is

the value to be found in the lust row of the table. Va/ue can be a number, address,

or text string. Range is the address of the range that defines the table. Offset defines

which row contains the information. The offset of the top row is zero. See the

example on page 219.

INDEX (range, Returns the value of the cell at the intersegtion of a row and column. The top row

column offset, row is 0,0. Range is the address defining the range. Co/Utah offset defines the column

offset) offset in the specified range. Row offset defines the row offset in the specified range.

ISERR (t_/ue) Retm-ns1 if an expression is an error or 0 ffit is not. This function is particularly

useful in IF statements.

ISNUMBER (m/ue) Returns 1if an expression is a tt_ or 0 if it is not. Useful in IF statements.

IS,STRING (value) Returns1if an expression is a string or 0 if it is not. Useful in IF statements.

3I (range) Returnsthe value flora the first cell in a range if that cell contains a number, time,

or date. If the cell contains text, the function returns 0 (zero).

NA0

ROWS (range)

VLOOKUP (m/ue,

range, offset)

Returns the number of rows in a range.

Stops the evaluation of a formula and generates #N/A# in the formula cell. NA is the

iabbreviation for Not Av "rulable. This function is useful ff you are creating a

spreadsheet-and do not h_'_'_all the required-values. If aformula refers to ace_,

containing #N/A#, R'retums #N/A# so that you do not inadvertently forget to

complete the spreadsheeL You can type #N/A# directly into the cell. You must

include the empty parentheses.

Returnsavalue from avertical loolmp table, allowing you to use a spreadsheet like

a database. VLOOKUP extracts information from verticalcolumns in the same way as

HLOOKUPextracts from the horizontal rows. VLOOKUP assumes the entries in the

fast column are sorted in ascending order. This function returnsthe entry

corresponding to the nearest ascending value,that is not greaterthan va/ue. Va!ue is

the value to be found in the first column of the table, and it can be a number,

address, or text string. Range is the address of the range that defines the table. Offset

defines which column contains the information.The offset of the first column is zero.

Appendix 218

Information Function example: HLOOKUP

HLOOKUP and VLOOKUP allow you to search for a value that is within a

range of values.

The table below is an example of a simple lookup table. This table tracks a

discount rate, which is based on the number of units sold. If you want to

look up a discount rate for 1257 units sold, use HLOOKUP to extract values

horizontally.

When using

HLOOKUP or

VLOOKUP, the table

entdes must be

sorted in ascending

order.

RI e Ic In

i i !

i°il®i5ooi

i i i

IEI r isl

i i ! !

|; ; ;

,i i

t,0®iI_®0

i i i i

! i i i

i i i

i ! i i

HLOOKUP(B1,B3:F4,1) = 10%,

In this example, HLOOKUP(B1,B3:F4,1) returns 10%. B1 contains the value,

1257 units. BI:F4 is the table range. The offset is 1, which defines the row

containing information to search. In this case the offset is the row with the

discount rates. The offset of the f'n-st row of data is 0.

HLOOKUP returns 10%_because it is the discount rate for 1,000 to 9,999 units

. .. u--_--_< ....J

s0ld. --- _.

Appendix 219

Logical Functions,

The logical functions evaluate relationships and return true or false results.

True=1(or nonzero values) and false = 0.

A logical function uses a conditional statement; for example, if this is true

then do that. An example of a lo[_ical function would be this conditional

statement: if the value in B12 is larger than 10,000, then display 50 in this cell.

Description True = 1(or nonzero), False = 0

Function

AND (logicall,

IogicatZ,...)

FALSE ( )

IF (tog/ca/,true

value, faise value)

OR (logicaH , _:

logical2,...)

TRUE()

Logical AND. Returns 1 if all arguments are true or 0 if any is false. Useful with IF

statements. Logical can be either logical values, arrays or references to cells that

contain logical values. Text is ignored. If the argument does not contain a logical

value, AND returns the #TYPE# error. See also OR. You can have as many/ogical

arguments as you want.

Returns O. You can use FALSE in acalculation or enter it directly into a cell where it

is interpreted as a logical value. You must include the empty parentheses. See also

TRUE. .

Evaluates acondition, returning one specified value if true and another if it is

false. Logical is any expression or value that can be evaluated as true or false. True

value is the value returned if the logical expression is true. False value is the value

returned if the logical expression is false.

Returns 1 if at least one of the arguments is true or 0 if all of the arguments are

false.The arguments can be-'3,-d.luesor-cells. You can have as many logical arguments

as you want. OR ignores text. If an argument does not contain a logical value, OR

returns the #'rYPE# error. OR is particularly useful with IF expressions. See also AND.

Returns 1. You can use TRUE in a calculation or enter it directly into a cell where it

is interpreted as a logical value. You must include the empty parentheses. See also

FALSE.

Logical Function example: IF statements

IF statements consist of the following:

• The condition you want to test

• The result you want if the condition is true

• The result you want if the condition is false

For example, you might calculate escalating bonuses for a sales team based

on a percentage of the sales, located in cell C4. For sales under $10,000, the

bonus is 2%.

Appendix 220

IBONUS = .04*SALES

BONUS= Sr_0.00

IBONUS: .02*SALES

BONUS= $150.00

BONUS= IF(SALES<IOOOO,.O2*SALES,.O4*SALES)I

For sales over $10,000, the bonus is 4%. The formula for such an IF statement

shown in the box above is =IF(C4<10,000, 0.2 * C4, .04"C4) where the sales

figure is located in cell C4.

In this example, SALES<10000 is the condition you want to test, .0Z*SALF_ is

the result you want ff the condition is true, and .04*SALESis the result you

want if the condition is false. Therefore, if the SALES figure is $15,000 then

the IF statement returns false, and Spreadsheet computes the formula as in

the box at the left.

If, on the other hand, the SALES figure is $7,500, then the IF statement returns

true, and Spreadsheet computes the formula as in the box at the left.

Logical Function example: combining functions

By combining IF with the AND and OR functions, you can create even more

complex conditional statements. Consider the following examples:

=IF(AND(AI>100,BI>100,Cl>IOO),5,0)

The result of this formula is 5only if the values in A1, B1, and C1 are all

greater than 100. Otherwise the result is 0. You can apply the same principle

using the OR function,:_ shown in the following example:

:!IF-(OR(A1> 100,B1> 100),50,O)

The result of this formula is 50 if either A1 or B1 is greater than 100;

otherwise, the result is 0.

Using Logical operators in Logical Functions

You can also use conditional operators that result in a value of 0 if false or 1

if true. These operators are used with IF functions.

SYMBOL

(CTRL+ MENU + >)

(CTRL + MENU + <)

(CTRL + MENU + =)

OPERATION

iGreater than

Less than

Greater than or equal to

Less than or equal to

Not equal

EXAMPLE

A14>B12

A14<B12

A14_.B12

A14_B12

A14#B12

Appendix 221

Mathematical Functions

The arguments for mathematical functions are either numbers or addresses of

cells that contain numbers. The results of these calculations are always

numbers.

Function

ABS (value)

£XP (mluO

Description

Absolute value of a number. Value can be a cell. For example, ABS(-12) returns 12.

Value of e(the mathematical constant) raised to the power of yaks. Vahw is a

positive integer. If va/ue has a fractional portion, FACT calculates the factorial for the

integer portion of value. For example, EXP(2) retmaxs 7. 389506 or e z.

FACT (value) Factorial of anumber (value). For example, FACT(4) returns 24.

INT (value) Value rounded to the next lowest integer. Vahae can be a positive or negative

number, or a reference to a cell that contains a number.

LN (vahte) Natural logarithm of value, using the constant eas a base. LN is the inverse of EXP.

Value must be a positive number. For example, LN(2) returns 0.693147.

LOG (value) Base 10 logarithm of va/ue. Value must be a positive number. For example,

LOG(100) returns 2.

MOD (value, divisor) Modulus, the remainder of the division of value by divisor. If you attempt to divide

.... _ MOD returns an_ er_o_..-_ - _ by zero, _

PRODUCT (valuel, Product of multiplication of a list of numbers (values). You can have as many

value2,...) .arguments as you want. Value can be numbers or references.

ROUND (valu_ value rounded to the specified number of decimal places. For example,

p/aces) ROUND(12.2376) returns 12.24.

SQRT (value) Square root of ava/ue, va/ue must be apositive number.

SUM (valuel, Total of a list of va/ues. You can use as many arguments as you want.

value2,...)

TRUNC (value) The integer portion (without rounding) of avalue. For example, TRUNC(23.66)

returns 23.

Appendix 222

Print Functions

The print functions returnthe name of the file, the current page, and the

number of pages with headers and footers when printing documents.

Function Description

FII.ENAME ( ) Returns the mename of the current file for inclusion in a Spreadsheet header or

'footer. You must include the empty parentheses.

PAGE ( )Returnsthe current page number for use in a header or footer. Must include the

empty parentheses. If you use PAGEoutside of a Spreadsheet header or footer, PAGE

is calculated when you print.

PAGES ( ) Returnsthe total number of pages in a document for use in a header or footer.

You must include the empty parentheses. If you use PAGESoutside of a header or

footer, PAGESis calculated when you print.

Statistical Functions

The arguments for statistical functions consist of either numbers or addresses

of cells that contain numbers. The results of these calculations are always

numbers.

Function

AVG (valuel,

value2,...)

Description

Average of the values in a list. You can useas many arguments as you want. AVG

treats empty cells as zero values. You cannot average cells containing text.

MAX (valuel, Largest number in a list. Listcan include values or addresses, separated by commas.

value2,...) MAXignores empty cells and treatstext as a zero.

MIN (valuel, Smallest amber value in alist. Listcan include values or addresses, separated by

value2,...) commas. MIN ignores empty cells and treats text as a zero.

RANDOM ( ) Random number between 0 and 1. RANDOMreturns a new random number with

every recalculation. RANDOM0 returns a decimal value.

_MN (value) Ramdom number betweea Oand t,akm_l, a number you specify. RANDOMN

:returns a new random number with every recalculation. Forexample,

RANDOMN(100)returns a number between 0 and 99.

--.STD (valuel,

value2,_) Standard deviation of the values in a list. You can use as many va/ues as you want.

Appendix 223

Function

STDP (valuel,

value2,..)

VAR (valuel,

value2,..)

VARP (valuel,

value'2.-)

Description

Standard deviation of a population. You can use as many t_dues as you want.

Simple variance of asample population. You can use as many arguments as you

want.

Population variance of the values in a list. You can use as many arguments as you

want.

String Functions , , ,

Astring is a series of characters. The string functions extract text (including

numbers) or return numbers based on text.

To enter a string as an argument, enclose it in double quotation marks. If the

text string itself contains quotation marks, use single quotation marks inside

the string; for example, "Enter the word 'vanilla' in the second blank." Stags

can be up to 255 characters long (including quotation marks). If you want to

specify a string with no characters, enter .... to specify empty text.

Function

cHAR (value)

CLEAN (string)

CODE (string)

EXACT (stringl,

FIND (substring,

-w string, start)

Description

Converts a code ammimr to a- character. Each text character is represented by a

code number. The CHAR string function converts code numbers to characters. You

can use values between 1 and 255. The function of CHAR 0 is the opposite of

CODE 0. If the value is out of the 32-255 range, CHAR returns a #VALUE# error. For

example, CHAR(65) returns A.

Strips unprintable characters from a string. Useful for removing nonprintable

characters fTom imported text. For example, CLEAN(CHAR(13)&"text') returns text.

Converts a character to its code number. Each text character is represented by a

code number. The CODE string function converts characters to code numbers. For

example, CODEC'A" ) returns 65.

Compares two strings for an exact match. EXACT is case sensitive, meaning that

April and april are not considered an exact match. Ifstn'ngl and string2 match,

EXACT returns 1; ffthey do not match, EXACT returns 0. lts action is similar to the

equal sign except the equal sign is not case-sensitive. This is particularly useful with

IF statements.

Starches within a string for a specific string. Returns the numeric position of the

first character of the substn'ng. You can specif7the numeric position of the starting

character for the search with the start argument. The first character in the string is in

position 0.

Appendix 224

Function

LEFT (string,hum)

Description

Returns the characters in the leftmost position in a string. Num is the number of

characters to return. The first character in the string is in position O. A reference to

cells containing values produces an error. The RIGHT function extracts characters

beginning with the rightmost character, while LEFT extracts beginning with the

leftmost character, and MID extracts from an internal position. See the descriptions of

the RIGHT and MID functions.

LENGTH (string) Returns the number of characters in astring including characters, punctuation

,marks, and spaces enclosed in quotation marks.

Converts uppercase characters to lowercase.

LOWER (sUing)

MID (s_ng, start,

ttum)

PROPER (string)

REPEAT (string,

tzum)

REPLACE (original,

start, hum, l_eplace)

RIGHT (string,hum)

Returns the number of characters (hum) in the middle of astring, beginning at

the position you indicate (start). The first character in the string is in position 0. A

reference to cells containing values produces an error. The RIGHT function extracts

characters beginning with the rightmost character, LEFT extracts beginning with the

:leftmost character, and MID extracts from an internal position. For more information,

] see the descriptions of the LEFT and RIGHT functions.

CapitaliT_es the first letter of every word and the first letter following any nonletter

character. PROPER converts all other characters to lowercase.

Repeats a string a specified number of times. If nton is zero, REPEAT returns an

empty string. For example, REPEAT("HA",6) returns HaHaHaHaHaHa.

Replaces matching characters in a string with a specified string. On_ina/is the text

string in which you want to replace chara_ers. Start is the first character in the

original-string that.-you_c'a%xt- to replace. The first character in the string is 0. ?rum is

the number of characters in the original string that you want to replace. Replace is the

replacement string. You can use more or fewer replacement characters than are

replaced, in the original string.

Returns the characters in the rightmost position in a string. RIGHT returns to the

right that number of leftmost characters. The first character in the string is in position

0. A reference to cells containing values produces an error. While RIGHT extracts

characters beginning with the rightmost character, LEFT extracts beginning with the

leftmost character, and MID extracts from an internal position. For more information,

see the descriptions of the LEFT and MID functions.

STRING (value, N) Converts values to a string using Ndecimal places. Ncan be a number from 0

through 15. For example, STRING(245.356,1) returns 245.4.

TRIM (string) Removes extra spaces before and after words and between lines of text in a string.

UPPER (string) Converts a string to uppercase..

VALUE (string) Converts a number in string form to a value

Appendix 225

Time and Date Functions

Spreadsheet uses serial numbers to represent times and dates. The serial

numbers begin with 1 = January 1, 1900. The DATE and DATEVALUE

functions return the serial number for a given date.

Function

DATE (year, month,

day)

DATEVALUE

(string)

DAY (date value)

HOUR (time value)

MINUTE (time

value) _ _

MONTH (date

value)

NOW( )

SECOND (time

value)

Description

Converts a numeric date (day, month, year) to the serial number format. Year

can be from 1900 to 2078. For the years 1900 to 1999, you can enter just the last two

digits, for example 96 rather than 1996. Month can be 1-12. Day can be a value from

1-31, depending on the number of days in month. If you useyear, month, or day

values that are out of range, DATE returns #VALUE#.

Converts adate (in text form) to the serial number format

Extracts the day from the serial number format. Date va/ue must be aserial

number. Use DATEVALUEto convert dates entered as labels.

Returns the hour of the day from time va/ue serial number. You can use

TIMEVALUE to convert text time. The hour is an integer from 0 to 23. Time serial

numbers are decimal fractions and can be part of a date/time combination. If there is

no fractiona| part, the time is midnight.

Extracts the minute from the time value serial number. The minute is an integer

from 0 to 59. Time seri!!, numbers are decimal fractions and can be part of a

date/dme-combinationyJf_-_ is nO fractional part, the time is midnight. You .can

use TIMEVALUE t@convert text time.

Extracts the month from the date va/ue serial number. Month is an integer from

1 to 12. Timeserial numbers are decimal fractions and can be part of adate/time

combination. If there is no fractionalpart,the time is midnight. Use DATEVALUEto

convert dates entered as labels.

Returns the current date (month, day, and year) and time (hour, minute, and

second). You must enter the empty parentheses. The whole number represents the

date as aserial number starting January 1, 1900. The decimal fraction portion of the

number represents the time, beginning at midnight =0. You must include the empty

parentheses.

Extracts the second from the time va/ue serial number. The second is an integer

from 0 to 59. Time serial numbers are decimal fractions and can be part of a

date/time combination, ff there is no fractional part, the time is midnight. You can

use TIMEVALUE to convert text time:

TIME (hour, minute, Converts a numerical time (hour, minute, and second) to the serial number

second) format

TIMEVALUE Converts a time (in text format) to the serial number format

Appendix 226

Function

TODAYO

WEEKDAY (date

value) •

Description

Returns the current date (month, day, and year) in the serial number format

Returns the number for the dayfrom the serial number format for date va/ue. The

WEEKDAY returns a number representing the day of the week: 1 for Sunday, 2for

Monday, etc. Date value must be a serial number. Use DATEVALUE to convert dates

entered as labels.

YEAR (date value) Returns the current year from the serial number format for the date value. Date

value must be a serial number. Use DATE'VALUE to convert dates entered as labels.

Trigonometric Functions

The arguments for trigonometric functions are either numbers or addresses of

cells that contain numbers. The results of these calculations are always

numbers.

Function Description

ACOS (value) " Returns the angle that is the arc cosine of a value from -1 to 1. Value can be a cell

or range of cells.

lACOSH (valWe') °- .Returns the angle that-is_ehyperbolic arc cosine of a value. The inverse.

- hy_perboli--€- c0sin¢ _e-num-imr for which the hyperbolic cosine is value. Value must

ibe equal to or greater than 1.

ASlN (value) --

ASINH (value)

ATAN (value)

ATANH (value)

ATAN2 (value)

Returns the angle that is the arc sine of a value. The arcsine is the angle which is the

sine of value. The angle is between lt2 and -7t2 radians. Value must be from -1 to 1.

lReturns the angle that is the hyperbolic arc sine of a value. The inverse hyperbolic

sine is the number which is the hyperbolic cosine of value.

: Returns the angle that is the arc tangent of a number. The arctangent is the angle

(in indians) for which the tangent equals value. Value is the tangent of the angle you

want.

Returns the angle that is the hyperbolic arc tangent of a value. Value must be

between (but not including) -1 and 1. The inverse hyperbolic tangent is the number

which is the hyperbolic tangent of va/ue.

Returns the arc tangent of the angle determined by the coordinates (x,y). The

arctangent is the angle formed by the x-axis and a line passing through the origin

(0,0) and the specified x,y coordinate. The coordinates x,y can be in any quadrant.

The angle is returned in radians from a2 to -7t2. Apositive result indicates a

counterclockwise angle from the x-axis. You cannot use the origin for the x,y

argument. If you use 0,0 for x,y, the #VALUE# error appears in the cell.

Appendix 227

Function

COS (angle)

COSH (value)

DEGREES

PI() :

RADIANS

SIN (any/e)

SINE[ (ang/e)

TAN (angle)

TANIt (angle)

Description

Returns the cosine of an angle, expressed in radians. If you know an angle in

degrees, you can use the RADIANS function to convert it to radians.

Returns the hyperix_lic cosine of a value.

Converts radials to degrees.

Value of Tt (3.141592653589795). You must include the empty parentheses.

Converts degrees to radians.

Returns the sine of an angle expressed in radians. If you know an angle in degrees,

you can use the RADIANS function to convert it to radians.

Returns the hyperbolic sine of an angle, expressed in radians.

Returns the tangent of an angle. You must express angle in radians. If you know an

angle in degrees, you can use the RADIANS function to convert it to radians.

Returns the hyperbolic tangent of an angle. You must express angle in radians. If

you know an angle in degrees, you can use the RADIANS function to convert it to

radians.

Appendix 228

Glossary

absolute reference - in Spreadsheet, a reference to a cen address based on its column and row

number

argument - in Spreadsheet, a piece of information you enter into a formula

ASCH - American Standard Code for Information Interchange, a common exchange format

between computer applications

auto_matic pagination - a method for creating and numbering pages automatically

bar chart - a horizontal chart in which values are represented by filled rectangles of varying

widths (as opposed to a vertical bar chart)

base style - a text style from which other text styles are created

baud rate - the speed at which a modem sends and receives information.

bibliography - an alphabetical list of books given in order of the authors' last names

binary file - a type of file that uses an arithmetic system using a base of 2

bitcount - number of bits (pieces of information)

bitmap (BMP)- a group of pixels that form an image

border - a line or box around text or graphics

byte - a unit of information consisting of 8bits, used to show memory capacity.

card view - in Addressbook, to be able to view one address card at a time

carriage _- the_'_me.chanical u_that cat!i.e_s-Lh_kjet cartridge back and forth across the pa_e

case - either upper (E) or lower (e)

cell - the box irva-spreadsheet in which you enter data

cell address - the location of a-cell, shown by its row and column. For example, A1 is column A,

row 1.

character keys - the keyboard keys used for typing text and numbers

chart - a graphic representation of numeric data

check box choice - a type of menu choice that has a box next to it. Clicking on the box or name

turns it on and off.

circular reference - a formula in which the calculation uses the result of the same calculation

clipboard - a temporary holding place for one image or block of text. Placing an item in the

clipboard erases any previous clipboard content.

column chart - a vertical bar chart

column headers - the letters that label columns

compression - the process of making a file smaller (using less disk space for storage)

configuration - the set of choices that you make about how an application appears or operates

Glossary 229

continuous printing - a Spreadsheet printing option that allows you to print a spreadsheet as

one continuous page

control keys - the keyboard keys that modify the effect of the other keys. CODE, MENU &

SHIFT are control keys.

-Comma Separated Values format used in database and spreadsheet programs

data bits - the smallest piece of information that a computer can process

data file - a file created by an application

defaialt setting - a system setting that is automatically applied unless you change it. For example,

you may want to change the defauk setting of 10 point text to 24 point.

directory - a folder

disk drive - the slot on the side of the unit in which diskettes are inserted

diskette - a 3.5" square disk. Diskettes can be used to run programs or store documents and data.

Diskettes must be formatted unless you purchase them pre-formatted.

document - also called a file, is a holding place for information, containing text and/or graphics.

A document is stored as a file and has its own icon consisting of the application icon over

three blank sheets of paper.

DOS - Disk Operating System, computer software that controls the basic functions of a computer

do-not pointer - one of the shapes of the pointer. It indicates that the pointer is not in an area of

the screen where you can take any action.

Drag button - the bottom button on a glidepad or right button on a mouse used to move an item

on the screen. For example, to move tex_o a new location, select the text, hold down the

Drag button, and move the on-scneen pointer to the new location

dragging - moving the on-screen pointer across the screen. With a mouse, drag by moving the

mouse; on a-glidepad, drag by sliding your finger or top of your.fingernail across the glidepad

surface

draw mode - a screen display option for the Drawing application

dual documents - working in two documents at the same time

duplex - when using a modem, the ability to send and receive data at the same time

emulate - to act like; to resemble

executable file - a type of file that allows you to execute or start a program

extension - the three letters that follow the name of a file in DOS format, describing the file

format

modlem - communicates with other fax or data modems and fax machines

field - a place for entering a certain type of information, for example, a blank within a dialog box

or a cell within a Spreadsheet document.

file - a saved document

_.file mask - a way to see only the Ides of a certain type, filtering out files of other types

Glossary 230

file selector -the New Disk button and the scrolling list in dialog boxes for selecting afile,

folder, or diskette

fixed notation - a format option for numbers in which you set the number of decimal places that

you want to appear, such as two decimal places: 10.99

floating point math - a quick method for calculating numbers with a mantissa, which is the

nurnbers the follow a decimal point. For example, in 3.256789888, the mantissa is

0.256789888. Floating point math closely estimates a mantissa, which makes calculations

involving a lengthy mantissa faster. The estimation produces errors in the 17th or 18th number

,after the decimal; however, this level of error is negligible and adheres to the industry

standard.

folder - a container for files, also known as a directory

font - a typeface

footer - a page element that appears at the bottom of each page, containing items such as a page

number

footnote - a note at the bottom of apage that gives more information about some item

mentioned in the body text on that page

formatting a diskette - preparing an unformatted diskette to receive information (some are

formatted when you buy them). Use only MF-2DD

(double-sided/double-density/double-track) and MF-2HD (double-sided/high

density/double-track).

formula - performs a calculation, like totaling numbers

function k e]rs_- the top row keys that activate functions such as copy, paste, etc.

functions, Basic iool bar - contain,%b--ut-t'6ias-t:'oor performing tasks such as save, copy, etc.

functions, Advanced tool bar - contains buttons for performing tasks such as zooming in

geometric progression - a series of numbers such as 3, 9, 27 that increases by a specific

multiplier (called a step value) such as 3

gildepad -a built-in pointing device used to select options on the screen.

graphic frame - a rectangle that you can place around text or graphics

grid - in Spreadsheet, the layout of rows and columns, forming rectangular cells for entering data.

In Drawing and Word Processing, the pattern of evenly spaced horizontal and vertical lines

that help you size and align objects.

grid line - the horizontal and vertical lines that make up the Spreadsheet grid. In Drawing, the

lines that help you to size and align objects.

handles - the small black squares that appear around a graphic when you select it

hard page break - a type of page break that you set intentionally as opposed to a soft page

break, which occurs automatically

-- hanging indent - a first line extending farther left than the rest of aparagraph, hanging out in

the margin

Glossary 231

header - a page element that appears at the top of each page. See footer.

highlight - to select text or graphics to be able to work with that chosen item. Highlighted text

has a black background, and highlighted graphics have square handles around them.

high/low chart - a chart for representing a starting and ending value

home page - The beginning document (Web page) in your Intemet Web browser

host - The Intemet Service Provider who sends outgoing emails and receives and stores incoming

emails

hour'glass pointer - pointer (insertion poin 0 indicating that the system is busy and you must

wait.

hyperlink - a feature that allows you to skip around in a document (Web page or Bookreader)

I-beam pointer - on-screen pointer indicating that you can type or edit text or select and place

text.

icon - a picture symbol on the screen used to represent a program, task, or tool bar button

import/export function - allows you to use documents with other programs

indentation -the space between the margin and the text

Information bar - at the top of the File Manager screen that describes information (such as size)

about a diskette or folder

insert mode - a mode for entering text in which new text pushes existing text to the right

insertion point - the blinking vertical line on the screen that shows you where your next text

will be plac._=_ --. _-_ __

interact - Not cap]talizecl, any collection of computers connected to share information

Internet - Capitalized, the world-wide network of computers accessed through an Intemet

Service Provider

Internet Service Provider- A company connected to the Intemet who acts as your gateway to

the Intemet

inverse mode - a drawing mode that displays the top object as the inverse color of the

background color, and, where they overlap, combines the colors of overlapping objects to

make a third color

invisible characters - characters that do not appear when you print,such as a section break

mark

iteration - process in which the desired result is approached through repeated cycles of

"successively better approximations.

justified - paragraph alignment in which all right edges of text align exactly on the right margin

keyboard layout - the types of keys and their arrangement on the keyboard

--labels - in Spreadsheet, the descriptive titles for rows and columns

landscape layout - a type of page layout in which the page is wider than it is tall

-'leading - the space between lines of text in a paragraph

Glossary 232

legend- the part of a graph that uses text for explanation

llne chart - a chart that represents values with points on an x-y axis, connecting the values with •

straight lines

line status - in Communication, the quality of the phone connection

linear progression - a progression of numbers that is increased by a certain amount, the step

value

logical function - a mathematical formula that includes an If statement

logical operator - a mathematical symbol used in logical functions (> <_>< ;_)

lookup functions -in Spreadsheet, functions used to create a table in a spreadsheet that acts like

a database

Main Menu - the first screen you see when you turn on the machine, containing icons for the

programs

map - to change the order of fields when importing or exporting database or spreadsheet

information (Spreadsheet and Addressbook programs)

markers - the points in a line on an x-y plot chart

master page - the prototype page that determines the format of each page in a document

maximize/restore awindow - to enlarge a window from icon-size to full-screen size

menu - a list of choices

menu bar - contains all the pull-down menus for the application

merge ,_to_combine data from one applicafig, n with data from another

minimize awindow - to reduce a window to the size of an icon

modem - a deyice for connecting to a telephone line for the electronic transfer of information

monitor - a CRT (Cathode Ray Tube) screen and its housing

monospacing - each letter takes up the same amount of space. Typewriters use monospacing.

See proportional spacing.

mouse - a hand-held pointing device used to select items on the screen

New/Open dialog box - a dialog box that asks you to choose a document or template to open

On-line Help -a source of quick information accessed through the HELP function key

operators - symbols that show a mathematical operation, such as +

parent folder -a folder that contains the current folder

parity- a modem feature that checks electronic information to make sure it will transmit

accurately

patlmame - a DOS name that shows how you got into the file or folder you are currendy using

PCX - Paintbrush format, a popular bitmap exchange format for using graphics in different

programs

Glossary 233

pica - 1/6 of an inch or 12 points

pie chart - around chart that represents values as pieces of a pie

pinning amenu - keeping a pull-down menu on the screen

pixd - the smallest dot on the monitor screen

pixd view tool - a bitmap tool that allows you to see and change individual pixels

place holder text -text that appeam in templates showing you what kind of information to put into

your doctunent

pointer - the arrow appearing on the screen that is moved with the mouse

point - a measurement used in the printing industry equal to 1/72 of an inch

polygon - a figure with at least 3 sides

portrm't layout - a page layout in which the page is taller than it is wide. Also called vertical

layout.

proportional spacing - each letter takes up an amount of space proportional to the size of the

letter

protocol - a set of rules

radio button - a type of menu button that allows for only one choice to be turned on at a time

radius - half of the diameter of a circle or ellipse; the distance from the center to the edge of a

circle

RAM - (random access memory) stores information for the on-screen display and for routine tasks

such as opening a submenu -- -_ _ _

range - a group of cells in a spreadsheet

read-only - a type of file or diskette that can be opened, but not changed

redraw - for recreating or updating the image on the screen so that all of the text and graphics

are accurate

reference mark - the character, usually a number, used to match the text reference with its

footnote

relative reference - a reference to a cell address based on its location relative to the cell

containing a formula

release - an edition of an application designated by a number such as 5.1 or 5.2

resolution - the sharpness of an image measured in dpi (dots per inch) on printed matter or ppi

(pixels per inch) on a monitor screen

row header - the numbers that label each row in a spreadsheet

scale to fit - an option that allows you to see the whole page in the application window

script - in Communication, a fde you create to perform a task such as dialing a phone number

scientific notation - a way of expressing large numbers by using powers of 10, such as 3 x 103

•scroll bar - a bar containing arrows and a sliding marker, allowing you to scroll through your document

Glossary 234

scrolling list - a box listing various items used in conjunction with a scroll bar such that you are

able to see all the selections from which to choose

select - to highlight an item using the on-screen pointer or keyboard. Selected items will darken

Select button - the top button on a glidepad or left button on a mouse used to select an item on

the screen. For example, to draw a box in Drawing, select the Box tool, hold the Select

butt6n, and drag the on-screen pointer.

shading - using only a percentage of the full color value

snap objects - to cause objects to be pulled toward the lines in a grid, making the placement of

the objects easier and more consistent

soft page break - a type of page break that occurs automatically by the program as text flows

from one page to another

Special Characters keylmard - allows you to choose special character keys and symbols

spreadsheet - a document containing cells for entering data, allowing you to make automatic

calculations

smmup doeumem - opens when you open Addressbook, Planner, or Scrapbook

stop bits - a modem setting that acts as a traffic controller, telling when to send or receive a

character

string - a series of characters used in spreadsheet formulas

style - a collection of text and paragraph format options grouped under a common name. See

text style sheet.

Style tool bar_ contains tools for changing te2ct style (size, font, etc.) and for checking spelling

_abmenu - a secondary menu that is_reveal_l_hen a menu or another submenu is selected

tab leaders - dots or lines inserted between tabs

tabs - designated points on the page that you can move the insertion point to, handy for making

columns

template - a ready-made document with layout work already done for you

text region - the area where text will appear on the page

text style shoets -the set of all named text styles used in a document

thesaurus - a source for finding synonyms (words similar in meaning)

TIFF - Tag Image File Format, a standard format for storing bitmap graphic images

. title bar - an area at the bottom of the window showing you the name of the document you are

currendy working in

title page - the first page in a document usually containing the title, author's name, and date

tool bar - a collection of tools arranged on a horizontal or vertical bar at the top or side of the

--- application window

trailing - a format option that allows you to add a suffix to the values you enter in a spreadsheet

Glossary 235

transform - a submenu item that contains the options flip, rotate, skew, and scale

tmformatted diskette - adiskette that has not been prepared for saving documents.

uniform resource locator (url) - the address of a document (web page) on the Intemet's World

Wide Web

user dictiottary - a special dictionary that you create with terms not found in a dictionary

valu_ - numbers entered in a spreadsheet

vertical scroll bar - allows you to easily move up and down the display window by using the

pointer to drag the box in the scroll bar or click on the arrow controls

view at % - allows you to see your document at a selected percentage of its normal size

web page - a document on the Wodd Wide Web

wildcal'd - a symbol (* or ?) that substitutes for an unknown character when searching for a

word. Wildcards make certain word searches more efficient.

window - a boxed-in area of the screen in which you are creating or editing a document.

Windows have a title bar and menu bar across the top.

word wrap - a feature allowing words that cannot fit on one line of text to automatically be

placed on the next line

wrapping text - a feature that allows you to place text around graphic objects in several ways

XMODEM - a protocol (set of rules or standards) used in data transmissions that controls data to

be sent or received, and resends a file if a problem occurs while sending

x-y plot chart - a type of chart that evaluates one number against another, sometimes called a

e_ po_T_

scatt *_ _

zooming in/out - to change your pe_'spective so that you can either see your work in greater

detail or see.more of the page

Glossary 236

Index

abbreviatiotis for long phrases,

ABS(value) mathematical

function, 222

absolute references,

Spreadsheet, 87

ACOS(value) trigonometric

function, 227

ACOSH(value) trigonometric

function, 227

address records, 174

Addressbook

email address, 175

exporting, 183

importing, 182

merging with Word

Processing, 55

phone numbers, type, 176

printing, 180 _

aligning text

Drawing, 155

Spreadsheet, 83 ---

tips, Word Processing, 1

Word Processing, 15

AND function

logicall, logical2 ..... 220

spreadsheet, 221

arc

changing, drawing, 139

tool, drawing, 126

arguments

. built-in functions, 88

in functions, 215

ASIN(value) trigonometric

function, 227

..ASINH(value) trigonometric

function, 227

ATAN(value) trigonometric

function, 227

ATAN2(x,y) trigonometric

function, 227

ATANH(value) trigonometric

function,227

AVG(value 1,value2,...)

statistical function, 223

bibliography, creating, 48

bitmap

color, 161

ellipse, 159

erase, 161

formats, tag image formats

(TIF), 165

frame, creating, 157

freehand, 159

images, editing, 160

line, 159

objects, Drawing, 156

pixel view tool, 161

rectanglejq_9.- _ ,

resolution, 163

selection region, 160

shapes, Drawing, 158

tool

ellipse, 127

line, 127

rectangle, 127

bitmap (BMP) format, 165

bold text

changing to, 14

spreadsheet, 84

tool bar button, 3

book reader, 201

close, 202

copy, 203

find, 203

open, 201

print, 204

border

color, 25

customizing, 25

paragraphs, 25

shadow width, 25

spacing, 25

types, 25

width, 25

brush tool, drawing, 127

built-in, functions,formulas,

bulletcharacter, I

calculation, Spreadsheet, I00

calendar, viewing, 186

calendars, creating, Planner,

200

cell (Spreadsheet)

active, 66

address, 65

borders, 78

description, 65 _,

centering text, 15, 83

changing

Addressbook records, 177

bitmap images, 160

bitmap memory size, 163

column width (Spreadsheet),

fonts, 13, 84

graphic layouts, 45

margins, Word Processing, 6

ruler units, Drawing, 150

scheduled events in Planner,"

191

spacing

between lines, 20

between paragraphs, 21

style sheets, 34

tabs, 23

text alignment

Spreadsheet, 83

Index 237

Word Processing, 15

text appearance, 12

text size, 13

user dictionary, 51

CHAR(value) string function,

224

character

spacing, 12

weight,, 12

width, 12

Charts, legend, changing, 112

charts

area, 105

axis markings, changing, 112

bar, 104

chart titles, 111

column, 103

copying, another program,

110

creating, 102

deleting, 110

description, 102

elements, 102

changing, 110

grid markings

_- a_dding, 113 -_- _

changing, 112

high/low, 107

line, 104 --.--

maintaining aspect ratio, 109

markers, changing, 114

moving, 109

pie, 106

resizing, 109

scatter plot, 106

text properties, changing,

110

titles, changing, 111

tools for creating, 68

$-y plot, 106

CHOOSE(index,valuel,vahie2

....) information function,

217

CLEAN(string) function, 224

clip art, using, 42, 168

clipboard, 10, 55

Index 238

CODE, function (string), 224

color

background of text, 16

bitmap, 161

Drawing, 136, 138

spreadsheet, 80

text

Drawing, 155

Word Processing, 15

COLS(range) function, 217

column

breaks, Word Processing, 29

changing,Word Processing,

creating, WordProcessing, 6

inserting breaks, Word

Processing, 31

width, Spreadsheet, 82

compression, 166

continuous printing,

Spreadsheet, 120

Converting text, graphic, 145

copy, book reader, 203

Copy tool, drawing, 127 ,

copying

Addressbook records, 177

charts, to another program,

110

event descriptions, Planner,

192

Spreadsheet

cells, 95

formulas, 95

text, 11

dragging and dropping, 11

correcting asyou type, 8

COS(angle) function, 228

COSH(value) function, 228

COUNT(valuel,value2,...)

function, 217

counting words, Word

Processing, 58 .

creating

a master page, 36

Addressbook records, 174

arcs, lines, objects, 134

bibliography, 48

bitmap lines and shapes, 158

chart legends, Spreadsheet,

112

chart titles, Spreadsheet, 111

charts, Spreadsheet, 102

documents

in Drawing, 126

in Scrapbook, 171

in Spreadsheet, 65

in Word Processing, 2

Drawing objects, 129

email address, 175

graphic frames, 39

headers and footers, 27

Spreadsheet, 79

new addressbooks, 180

new calendars in Planner,

200

polygon, 135

star, 135

style sheets, 31

table of contents, 48

user dictionary, 51

crossed arrows

diagonal, drawing, 128

vertical/horizontal, drawing,

128

crossed I-beams tool,

drawing, 128

crosshairs tool, drawing, 128

€'I'ERM(int erest,future_value

,present_value) function,

216

current time, inserting, 60

cut tool, drawing, 127

date

format, Spreadsheet, 116

functions (list), 226

inserting, 61

longhand format, 60

numeric format, 60

DATEVALUE(string)

function, 226

DAY(date-value) function,

226

DDB(cost,salvage,life,period)

function, 216

default document

Addressbook, 173, 185

Planner, 185

Scrapbook, 167

delete, tool, drawing,127

Delete key, 10

deleting

Addressbook records, 178

cell contents, Spreadsheet,

charts, Spreadsheet, 110

from Scrapbook, 169

graphicframes, Word

Processing,41

graphiclayout, 45

text files, 205

drag and drop, 11

Drag button, 1, 69, 125

definition, 230

dragging, definition, 230

Drawing

arcs, 134

arrange objects, 146

front to back, 146

moving, 146

arrowhead, 131

attributes, 136

bitmap, 156

shapes, 158

circle, 129

converting text to graphic,

145

creating, 129

deleting objects, 132

duplicating objects, 143

e._liting, 129

ellipse, 129

exporting graphics, 165

grids, 151

line, 130

_- headers or footers, Word ..... obj¢ct__,t34.__ ._-

.... Processing,28 on-screen view, 133

objects in Drawing, 132 " open, 125

page breaks,29 _--- pasting inside, 149

scheduled events in Planner, polygon, 135

191 printing, 163

styles, Word Processing, 34 rectangle, 129

text, Word Processing, 10 redrawing the screen, 133

dictionaly resizing objects, 132

user, editing, 51 ruler units, 150

Word Processing, 49 rulers, 150

selecting objects, 131

diskette, type, 231 square, 129

document star, 135

. creating, 2 straight lines, 134

exporting, 64 text

formatting, 19 align, 155

opening, 2 color, 155

from another program, 64 style and size, 154

" -'DOS text usage, 152

file names, text file editor, tools, 126

208 arc, 126

bitmap

ellipse,127

line, 127

rectangle, 127

brush, 127

copy, 127

crossed arrows

diagonal, 128

horizontal/vertical, 128

crossed I-beams, 128

crosshairs, 128

cut, 127

delete, 127

ellipse, 126

eraser, 127

fill, 127

frame, 127

I-b_ams, 128

line, 126

paste, 127

pixel view, 127

pointer, 126, 128

rectangle, 126

rotate, 128

select all, 127

selection, 127

text, 126

turn, 126

undo, 126

zoom, 126, 128

unfilled object, 130

duplicating objects, Drawing,

143

ellipse tool, drawing, 126

em dash, 1

email address, in

Addressbook, 175

entering text

Spreadsheet, 72

Word Processing, 7

envelope, page size for, 6

eraser tool, drawing, 127

Index 239

ERR() function, 217

error, Spreadsheet, 124

EXACT(stringl,string2)

function, 224

EXP(value) f_ction, 222

exporting

Addressbook, 183

graphics

bitcoimt option, 165

BMP format, 165

compression options, 166

from Drawing documents,

165

selected object, 166

whole document, 166

Lotus format, 121

Spreadsheet, 121

changing column order,

122

FACr(value) function, 222

FALSE() functio_ 220

field, definition, 230

file, definition, 230

FILENAME 0 function, 223

fill, tool, drawing, 127

financial, functions, list, 216

financial functions,

Spreadsheet, 91

find

and replace text, 17

book reader, 203

FIND(substring,string,start)

" function, 224

flipping objects, Drawing, 141

floating point math, definition,

231

fonts

changing size, 13

changing style, 14

proportional, Word

Processing, 1

style and size, 154

footers

creating

Spreadsheet, 79"

Word Processing, 27

printing Spreadsheet, 120

footnotes, description, 46

formulas

absolute references, 87

arguments, 88

built-in functions, 85, 88

inserting, 89

copying to adjacent cells, 95

description, 72

elements, 85

entering, 85, 86

function within a function,

inserting, names, 100

moving, 94

naming ranges, 98

operators, 85

references, 85

_-- _relative, 86 --.__ ._

relative references, 94

show/hide, 98

_spreadsheet, 85

values, 85

frame tool, drawing, 127

functions, 215

arguments, 215

date OisO, 226

keyword, 215

logical (list), 220

mathematical (list), 222

print (list), 223

time (list), 226

trigonomeetric (list)_ 227

FV(payments,interest,term)

function, 216

games

Solitaire, 210

Turnabout, 209

GIF format, 165

graphic

adding, Spreadsheet, 117

attn_outes, Drawing, 136

copying, from Scrapbook,

168

create in Drawing, 129

editinDrawing,129

editing layout, 45

flames

align to ruler, 40

area attributes, 41

changing size, 40

deleting, 41

description,39

deselect, 40

line attributes, 41

moving, 40

grouping, Drawing, 148

located in documents, 38

objects

moving, 43 _

pasting, 42, 43

resizing, 43

wrapping text, 44

grid

definition, 231

Drawing, 151

show/hide lines, 78

Word Processing, 41

grid lines, printing

Spreadsheet, 120

handles, text regions, 37

headers

creating

Spreadsheet, 79

Word Processing, 27

Index 240

printing Spreadsheet, 120

HLOOKUP(value,range,offset

) function, 218

HOUR(time_value) function,

226

hyphenatioia

maximumlines, 26

prefix, shortest,26

shortestword, 26

suffix,shortest, 26

I-beam tool, drawing, 128

IF function

(logical, true value, false

value), 220

spreadsheet, 220

importing

Addressbook, 182

graphics

bitmap (BMP) format, 165

GIF format, 165

in a Drawing document,

165 .... _ .......

PC paintbrush (PCX), 165

Scrapbook, 171

tag image (TIF) f6rmat,

165

Spreadsheet, 121

changing column order,

123

incremental values,

Spreadsheet, 97

indent

first line, 21

paragraphs, 21

INDEX(range,column._offset,r

ow_offset) function, 218

information, functions, list,

217

.information functions,

Spreadsheet, 91

insert, row/column,

spreadsheet, 96

inserting, graphic layout, 45

insertion point, Word

Processing, 7

INT(value) function, 222

invisible characters, displaying,

Word Processing, 58

IRR(guess,range) function,

216

ISERR(value) function, 218

ISNUMBER(value) function,

218

ISSTRING(value) function,

218

italic text

changing to, 14

spreadsheet, 84

tips for using, 1

tool bar button, 3

iteration, Spreadsheet, 101

key combinations, selecting

spreadsheet cells, 71

LEFT(string,num) function,

225

LENGTH(string) function,

225

line

modifying, Drawing, 139

tool, drawing, 126

line spacing, WordProcessing,

lines and borders, Drawing

object, 136

locking rows/columns,

Spreadsheet, 118

logical

functions, list, 220

operators, spreadsheet, 221

logical functions, Spreadsheet,

LOWER(string) function, 225

margins

relative, style sheets, 33

setting, Word Processing, 6

master pages

changing, 6, 36

columns, 37

headers and footers, 37

text regions, 37

mathematical, functions, list,

222

mathematical functions,

Spreadsheet, 92

MAX(valuel,value2,...)

function, 223

memory size, bitmap, 163

merging

adding fields, 54

Addressbook, 55

clipboard, 57

data document, 53

field names, 54

merge document, 53

merge fields, 53

printing, 57

sequence for, 53

Spreadsheet, 56

MID(string_tart,num)

function, 225

MIN(valuel,value2,...)

function, 223

MINUTE(timevalue)

function, 226

Index 241

MOD(value,divisor) function,

222

MONTH(date_.value)

function, 226

move, objects, 146

front to back, 146

moving, text, 10, 11

N(range) function, 218

NA 0 function, 218

name option, style sheets, 33

notes

Addressbook,178

printing, Spreadsheet, 81

Spreadsheet, 81

show/bide, 81

NOW() function, 226

NPV(interest, range) _nction,

216

number, pages, displaying, 61

operators

formulas, 85

Spreadsheet, 88

OR(logicall,logical2,...)

function, 220

page

setup, Word Processing, 6

size, Word Processing, 6

page break

deleting, 29

d_playing marks, 58

inserting, 29

page numbers

automatic, 27

inserting

Spreadsheet, 79

Word Processing, 27, 61

viewing current, 61

viewing total number, 61

PAGE() function, 223

PAGES() function, 223

paste

inside, Drawing, 149

tool, drawing, 127

PASTE command, 10

pasting, text, 11

pattern, Drawing object, 136

PC paintbrush (PC'X) format,

165

phone number records, 174

PI 0 function, 228

pixel

defined, 156

view tool

bitmap, 161

plain text

changing to, 14

spreadsheet, 84

tool bar button, 3

Planner

creating new calendars, 200

printing

calendar, 197

page size changing, 197

repeating events, 193

scheduled events

adding, 191

removing, 191

scheduling events, !90

particular time, 192

searching events, 196

viewing calendar, switching,

186

viewing events, 187

PMT(prineipal,interest,term)

function, 216

point size relative, style sheets,

pointer, tool, drawing, 126,

128

polygon radius option, 135

paragraph

borders, 25

displaying marks, 58

indents, 21

new, 8

spacing, 21

splitting into two, 8

using style sheets to format,

print, book reader, 204

print functions, 223

Spreadsheet, 92

printing

Addressbook, 180

Book reader, 204

calendar, planner, 197

Drawing, 163

merge documents, 57 _.

sideways, Spreadsheet, 119

Spreadsheet, 120

Spreadsheet options

center horizontally, 120

center vertically, 120

continuous printing, 120

footers, 120

print grid lines, 120

print headers, 120

print row/column titles,

120

scale to fit, 120

starting page number, 119

Text File Editor, 207

PRODUCT(valuel,value2,...)

function, 222

PROPER(string) function, 225

PV(payments,interest,term)

function, 216

Index 242

RANDOM() function, 223

RANDOMN(value) function,

223

RATE(futfirevalue,present_v

flue,term) function, 216

read, book reader, 202

recalc_ation, Spreadsheet,

100

rectangle, tool, drawing, 126

redo, 12

references

absolute, Spreadsheet, 86

formulas, 85

relative, Spreadsheet, 86

Spreadsheet, 86

relative, references,

spreadsheet, 94

REPEAT(string,num)

function, 225 .-

replace, all option, 18

z. REPLACE(°d_nal'start'n_um ....

replace) functiori, 225

replacing text, 11 ÷

resolution, bitmap_-i63

reversing an action, 12

RIGHT(string,hum) function,

225

rotate tool, drawing, 128

rotating objects, Drawing, 142

ROUND(value ,places)

function, 222

row/column rifles, printing

Spreadsheet, 120

ROWS(range) function, 218

rulers

_ Drawing, 150

Spreadsheet, 117

Word Processing, 24

scale to fit, Spreadsheet, 120

scheduling, repeating events,

Planner, 193

scheduling events_ Planner,

190

scientific notation,

Spreadsheet, 73

copying, from Scrapbook, 169

Scrapbook

copying to other

applications, 169

retrieving a deleted page,

170

scrolling, Spreadsheet, 69

searching

Addressbook records, 179

events in Planner, 196

searching text, 18

SECOND(time_value)

function, 226

Select button, 1, 69, 125

definitio_/-35

selecting

all tool, drawing, 127

text

canceling a selection, 9

extending a selection, 9

keyboard, 9

reducing a selection, 9

tool, drawing, 127

shortcut keys

redo, 12

undo, 12

SIN(angle ) function, 228

SINH(angle) function, 228

skewing objects, Drawing, 143

SLN(cost, salvage,life)

function, 217

Solitaire, games, 210

sorting, Spreadsheet, 114

spaces, displaying marks, 58

special

character, 12

bullet, 1

em dash, 1

searching for, 18

times, document creation, 63

spell checking, 49

Spreadsheet

apostrophe, 73

automatic recalculation, 100

cell

address, 65

description, 65

charts, 102

color, 80

cell borders, 80

column width, 82

changing by dragging, 82

changing with Cell menu,

standard, 83

comma, 73

copying

adjacent cells, 95

cell contents, 94, 95

formula to adjace_nt cells,

date

entered as formula, 76

format, 116

functions, 92

defining

cell name, 99

range name, 99

deleting, cell contents, 94

description, 65

editing contents, 93

entering

labels, 72

text, 72

values, 73

error codes, 124

floating point math, 85, 215

format for dates, 77

format for times, 77

format for numbers, 74

formatting, 78

Index 243

formulas, 72

grid

description, 65

show/hide, 78

header, 65

headers and footers, 79

incremental'values, 97

inserting row or column, 96

labels, 72

locking rows/columns, 118

moving, cell contents, 94, 95

moving around, 72

open existing, 66

operators, 88

page numbering, 79

print options, 119

printing, 119

quotation marks, 73

row height, 82

setting avalue, 83

scientific notation, 73

scrolling, 69

selecting

cell with keyboar d, 71

cells, 69

entire row/column, 70

multiple rows/columns, 70

-range of cells, 70 -

range of cells with

keyboard, 71_.._.

single cells, 70

sorting, 114

text alignment, 83

text style, changing, 84

time, entered as formula, 76

values, 72

spreadsheet, OR function, 221

SQRT(value) function, 222

statistical functions

listing, 223

Spreadsheet, 92

STD(value 1,value2,...)

function, 223

STDP(value 1,value2,...)

-- function, 224

string functions, Spreadsheet,

STRING(value,N) function,

225

style sheets

applying, 31

changing format, 33

defining new, 32

deleting, 34

header and footer, 31

normal, 31

reverting to base, 35

storing temporarily, 32

using from other documents,

SUM(value 1,value2,...)

function, 222

SYD(cost, salvage,life,period)

function, 217

symbols, 12

table of contents, creating, 48

tabs

changing, 23

.... creating;_=_., -

deleting, 23

displaying marks, 58

key, Word Processing, 1

leader option, 23

list option, 22

position option, 22

setting default stops, 23

types, 23

vertical line option, 23

tag image file (TIF) format,

165, 166

TAN(angie) function, 228

TANH(angie) function, 228

template, opening, 2

TERM, function,

(payments,interest,future

value), 217

text

appearance, 12, 84, 154

copying,10

cutting, 10

fonts, 13

in drawings, 152

moving, 10

pasting, 10

style sheets, 31

tool, drawing,126

wrapping, 44

Text File Editor

capabilities, 206

DOS text fries, 205

naming, 208

file names, 208

limitations, 206

line endings, 206

printing, 207

TXT extension, 208

window, 205

text formatting

borders, 25

character weight, spacing,

and width, 12

line spacing, 20

size, 14

thesaurus, 51 .)

time, inserting into a

document, 63

time and date functions,

Spreadsheet, 92

time functions, list, 226

TIME(hour,minute,second)

function, 226

TIMEVALUE(string)

function, 226

tips, Word Processing, 1

rifle, page, 28

TODAY() function, 227

tool bar

Advanced Functions, Word

Processing, 4

Attributes, Drawing, 136

Basic Functions, Word

Processing, 3

Index 244

basic functions, Spreadsheet,

Bitmap, 156

Graphics, Word Processing,

transforming objects, Drawing,

141

trigonometric functions

listing,227

Spreadsheet, 92

TRIM(string) function, 225

TRUE() function, 220

TRUNC(value) function, 222

turn tool, drawing, 126

Turnabout, Games, 209

TXT extension, text file

editor, 208

underlined text

changing to, 14

spreadsheet, 84---

_ tool bar button, 3

undo, 12

objects, Drawing:-143

Scrapbook, retrieving a

deleted page, 170

tool, drawing, 126

ungroup graphic, Drawing, 148

untransforming objects,

Drawing, 143

UPPER(string) function, 225

user dictionary, 51

VALUE(string) function, 225

malues

entering, 73

formulas, 85

VAR(valuel,value2,...)

function, 224

VARP(valuel,value2,...)

function, 224

VLOOKUP(value,range,

offset) function, 218

WEEKDAY(date_value)

function, 227

wild cards, searching with, 18

Word Processing

aligning text, 1

bibliography, 48

changing columns, 30

color, 15

counting words, 58

deleting text, 10

dictionary editing, 51

em dash, 1

finding and replacing text,

fonts, proportional, 1

foo_otes;__4_ ._ i-

graphic frames, 39

graphic layouts, editing, 45

headers and footers, 27

insert mode, 7

invisible characters, 58

master pages, 36

merging information, 53

overstrike mode, 7

page, numbering, 27

page layout, master page, 36

page setup, 6, 36

page size, 6

pagination, 29

paragraphs, new, 8

rulers, 24

saving settings

(configuration),5

spellchecking,49

style sheets, 31

table of contents, 48

tabs, 22

text appearance, 12

thesaurus, 51

title page, 28, 58

tool bars, 3, 5

word wrap, 1, 7

YEAR(datevalue) function,

227

zoom, tool, drawing, 126, 128

Index 245

___he_®

Printed in USA

Part Number US3475001

BROTHER Word Processor Manual 98070355

Navigation menu

Versions of this User Manual:

Views

Navigation