Corel WordPerfect 9 User Guide Word Perfect Instruction Manual En

User Manual: corel WordPerfect - 9 - Instruction Manual Free User Guide for Corel WordPerfect Software, Manual

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WordPerfect 9

Copyright © 1999 COREL CORPORATION and COREL CORPORATION LIMITED. All rights reserved.
For more complete copyright information please refer to the About section in the Help menu of the software.

Table of contents
Chapter 1

Welcome to WordPerfect 9

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1
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14
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Understanding the components of a document .
Creating and opening documents . . .
Working with text in documents . . .
Working with graphics in documents. . .
Editing WordPerfect documents . . . .
Saving, printing, and closing documents . .
Viewing documents . . . . . .
Moving through documents. . . . .
Using bookmarks and QuickMarks . . .
Using document summaries . . . .

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About Corel Corporation . .
Using WordPerfect documentation
What’s new in WordPerfect 9 .
What’s different in WordPerfect 9 .
Exploring the work area . . .

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Chapter 2

Getting started

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19
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27
30
36
39
44
47
49

Chapter 3

Moving between Microsoft Word and WordPerfect
Keyboard shortcuts . . . . . . . .
Comparing Microsoft Word and WordPerfect features .

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Chapter 4

Formatting documents

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106
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123

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131
131

Chapter 5

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Setting text attributes . .
Working with paragraphs .
Hyphenating text . . .
Working with tabs . . . . . . . .
Numbering lines and paragraphs . . . . .
Creating bulleted lists, numbered lists, and outlines .
Working with text styles . . . . . . .

Editing documents
Correcting text .

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Table of contents

iii

Sorting text. . . . . .
Using spelling and grammar tools .
Using comments in documents . .
Reviewing and comparing documents

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137
147
159
162

Chapter 6

Page layout and design

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Setting page size definitions and orientation
Numbering pages . . . . .
Formatting pages . . . . .
Creating columns . . . . .
Creating envelopes . . . . .
Creating labels . . . . . .
Using the on-screen alignment tools .
Fine-tuning typography settings . .

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169
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203
207

Chapter 7

Using tables and charts .

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Using tables . . . .
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Creating and exporting tables .
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Managing tables
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Formatting tables . . .
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Applying lines, borders, and fills to tables .
Using table styles . . . . .
Changing the appearance of text in tables .
Calculating with tables . . . .
Using charts . . . . . .

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215
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216
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226
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237
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243
251

Chapter 8

Working with graphics

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Creating and inserting graphics . . .
Editing, saving, and deleting graphics . .
Arranging and viewing graphics . . .
Changing the appearance of a graphics image
Using graphics styles . . . . . .
Managing graphics styles . . . . .
Using graphics boxes . . . . . .
Using borders and fills . . . . .
Using graphics lines . . . . . .

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284
291

iv

Table of contents

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Chapter 9

Working with graphics box captions
Integrating text and graphics . .
Working with color . . . .

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308

Managing long documents

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311
311
315
319
324
328
332
335
341
349

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Opening and inserting files . .
Using conversion settings . . .
Saving, protecting, and deleting files
Organizing files and folders . .
Emailing and faxing files . . .

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353
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357
360
370
378

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381
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385
391
397
402
407

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419
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427
430

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437
438

Using master documents . .
Creating a table of contents .
Creating an Index . . .
Creating a table of authorities .
Using lists . . . . .
Creating cross-references . .
Using headers and footers. .
Using footnotes and endnotes .
Using counters . . . .

Chapter 10 Managing files

Chapter 11 Merging documents

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Working with form documents . . .
Using merge commands . . . .
Creating and associating data for a merge
Editing merge data . . . . .
Merging with address books . . .
Performing a merge . . . . .

Chapter 12 Linking and embedding .

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Working with linking and embedding
Linking and embedding multimedia.
Changing, updating, and editing links

Chapter 13 Printing

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Setting up a printer .

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Table of contents

v

Using print settings . . . . . .
Setting up a print job . . . . .
Specifying items to print . . . . .
Printing on different sizes of paper . . .
Previewing a print job . . . . .
Printing graphics . . . . . .
Printing booklets and defining binding offsets
Using printer commands . . . . .
Printing files to disk . . . . . .
Faxing documents . . . . . .

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445
447
456
461
464
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468
471
473
474

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Publishing to HTML . . . . .
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Creating and publishing Web documents .
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Using tables, columns, and forms in Web documents .
Working with hyperlinks . . . . . .
Adding graphics, multimedia, and Java. . . .
Publishing to Trellix . . . . . . .
Building XML documents . . . . . .
Working with PDF files . . . . . .

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479
480
481
496
503
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521
522
522

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527
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551
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560
569
579
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Chapter 14 Internet and electronic publishing

Chapter 15 Using project templates .

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Managing your project templates .
Creating and editing project templates .

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Saving, storing, and running project templates .
Using project lists and categories
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Automating templates . . . . .
Using template objects . . . . .
Using the PerfectExpert . . . . .

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Chapter 16 Recordings, macros, and automation features
QuickMacros and macros . . . . .
Using template macros . . . . .
Customizing WordPerfect macros . . .
Writing and editing macros using PerfectScript
Understanding macro commands and syntax. .

vi

Table of contents

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. . . . .
Using programming commands . . . . . . . .
Using parameters . . . . . . . . . .
Using variables
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Using the Macro Command Browser . . . . . . .
Using macro commands to retrieve information . . . . .
Using OLE object commands . . . . . . . .
Compiling macros . . . . . . . . . .
Fixing compile errors . . . . . . . . . .
Working from the PerfectScript utility . . . . . . .
Editing and deleting macros . . . . . . . .
Integrating with Microsoft Visual Basic for Applications . .
Using OLE Automation . . . . . . . . .
Understanding OLE Automation . . . . . . . .
Using files with DDE Execute from previous versions of WordPerfect
Getting online Help for macros. . . . . . . .
Using macro conventions and formatting macros

Chapter 17 Customizing WordPerfect

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Customizing workspace and display options . . .
Customizing toolbars . . . . . . . .
Customizing the Property Bar and the Application Bar .
Customizing menus . . . . . . . .
Customizing keyboard shortcuts . . . . .

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582
585
586
588
589
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591
591
592
594
597
598
614
615
618
619

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621
621
628
635
642
646

Table of contents

vii

WELCOME TO WORDPERFECT
9

1

WordPerfect 9 is a powerful word processing application that helps you
produce newsletters, articles, reports, proposals, books, and other
documents. WordPerfect lets you add graphics, tables, and charts to your
documents. You can publish to paper, electronic media, and the World Wide
Web. WordPerfect allows you to format, structure, and edit your documents
at any time and gives you complete control over their design.
WordPerfect 9 provides the following new features: performance and
productivity features, compatibility and integration features, and Internet
links. These new features offer improved navigation, editing, previewing,
charting and design features. For more detailed information, see “What’s new
in WordPerfect 9" on page 8.
WordPerfect 9 also offers enhanced editing features, help systems, and
restructuring of menus. For more information about these features, see
“What’s different in WordPerfect 9" on page 9.
You can also benefit from the comprehensive online Help system, which
offers assistance with any aspect of WordPerfect 9. This Help system
includes accessing Corel technical services and support worldwide, printing a
Help topic, and performing commands with the mouse, keyboard, and
common buttons.

Welcome to WordPerfect 9

1

About Corel Corporation
Corel Corporation is recognized internationally as an award-winning
developer and marketer of productivity applications, graphics, and Internet
software. We pride ourselves in delivering high-quality products by actively
seeking your input. We use this feedback and respond quickly to you, the
users of Corel products worldwide.
Corel ships its products through a network of more than 160 distributors in
70 countries worldwide. Corel is traded on the Toronto Stock Exchange
(symbol: COS) and the NASDAQ — National Market System (symbol:
COSFF).
For more information about Corel and our products, check out Corel’s World
Wide Web site at http://www.corel.com.

Using WordPerfect documentation
WordPerfect 9 includes online and paper documentation to help you learn and
use the program efficiently. The main form of assistance is the online Help,
which is also available as a user guide in .PDF format in the Corel Reference
Center. For information about using the Corel Reference Center, see Using
the Corel Reference Center.
WordPerfect 9 documentation set

2

Online Help

The online Help system enables you to retrieve quickly all the
information you need and then return to your work. Help appears in a
separate window on your screen. For quick access, you can keep the Help
window displayed on top of the Application Window. You can also print
specific topics from the online Help system.

Context-sensitive Help

The context-sensitive Help displays information that is relevant to the
task you are currently performing. You can access it by clicking the
Context-Sensitive Help button, then clicking the item about which you
want information. Context-sensitive Help provides help for menu
commands, toolbar buttons, dialog boxes, and dialog box controls.

QuickTips

QuickTips provide information about icons and buttons on the toolbars,
and about the menu commands. QuickTips display in a balloon when you
position the cursor over a button or a menu command.

PerfectExpert

The PerfectExpert can guide you through basic tasks as well as creating
detailed projects.

User Guide

If you use WordPerfect 9 as part of WordPerfect Office 2000, you can
refer to the WordPerfect section of the WordPerfect Office 2000 User
Guide for help.

WordPerfect 9: Chapter 1

Before you access the online Help, it is important to be familiar with the
conventions used in Corel documentation. For more information, see
“Documentation Conventions” on page 3.
We want your feedback.
If you have any comments or suggestions about WordPerfect documentation,
you can e-mail them to wordperfectprodmgr@corel.com or mail them to
the address listed below. Unfortunately, we won’t be able to respond to your
messages individually.
WordPerfect Product Manager
Corel Corporation
1600 Carling Avenue
Ottawa, Ontario, Canada
KIZ 8R7
Fax: (613) 728-9790

Documentation conventions
Before you start using WordPerfect 9, it is important to understand the
conventions used in the documentation. By reviewing the conventions, you
will be able to use the mouse and the keyboard to create and edit documents
more effectively. You can then easily open a new document, insert and modify
the text, check spelling and grammar, save the document, and, finally, print it.

Using the mouse
It is important to review the conventions used in WordPerfect
documentation. By reviewing these conventions, you will be able to use the
mouse more effectively:
When you see this...

Do this...

Click File, New

Click the File menu with the mouse, then click the word New in the menu.

Click Format, Paragraph, Drop Cap

Click the Format menu, click Paragraph, then click Drop Cap from the
submenu that appears.

Enable the [Y] check box

Click the [Y] check box to place a check mark or an “X” inside the box.

Disable the [Y] check box

Click the [Y] check box to remove the check mark or “X.”

Select text

Click and drag to highlight text.

Click a paragraph

Click to plant the cursor in the paragraph.

Click a page

Click anywhere on the page.

Right-click, then click Paste

Click the right mouse button, then click the Paste command from the
submenu that appears.
Welcome to WordPerfect 9

3

Using the keyboard
It is important to review the conventions used in WordPerfect
documentation. By reviewing these conventions, you will be able to use the
keyboard more effectively:
When you see this...

Do this...

Press ENTER

Press the Enter key on your keyboard.

Press CTRL + SHIFT

Press the Control key and the Shift key at the same time.

Using online Help
The Help Topics dialog box, accessed by clicking Help, Help Topics, provides
five ways to find information. You can select a topic from the Contents page,
use the Index page to search for a topic, use the Find page to search for
specific words and phrases in Help topics, use Ask The PerfectExpert, or use
the Corel Knowledge Base. Context-sensitive Help is accessible from
wherever you are in WordPerfect 9. You can access context-sensitive Help
from the menus, dialog boxes, property bars, and all other toolbars in
WordPerfect 9.
The Showcase WordPerfect page, located in Contents, illustrates many tasks
you can do. Click in the illustrations for specific help about a task.

To access Help topics
1 Click Help, Help Topics.
2 Click one of the following tabs:
Ÿ Contents — lets you browse through topics by category
Ÿ Index — provides a list of index entries and lets you type the first few
letters of the subject about which you want information
Ÿ Find — lets you search for a particular word or phrase in the online
Help
Ÿ Ask the PerfectExpert — lets you search for help in your own words
Ÿ Corel Knowledge Base — lets you search for information on the Corel
home page
Ÿ You can print a Help topic or keep it displayed on the screen for easy
reference.

4

WordPerfect 9: Chapter 1

Printing online Help topics
You can print specific online Help topics or print entire sections of the online
Help.
To...

Do this...

Print an entire section

On the Contents page, choose the section you want to print, then click
the Print button in the Help dialog box.

Print a selected topic

Click the Print button at the top of the Help window, or right-click the
window, then click Print Topic.

Accessing context-sensitive Help
You can access context-sensitive Help from the menus, dialog boxes, and
toolbars in WordPerfect 9.
The most common ways to access context-sensitive Help are as follows:
To get help on...

Do this...

Menus and toolbar buttons

Position your cursor over the menu item or toolbar button for QuickTip
information.

Dialog boxes

Click the Help button in the dialog box.
Press F1.

Dialog box controls

Click the Context-Sensitive Help button in a dialog box, then click the
dialog control for which you want help.
Right-click the control, and click the Context-Sensitive Help button.
Right-click the control.

Accessing information from the Corel Web site
You can access the Corel Web site directly from WordPerfect. You can use the
Corel Web site to get information about projects and templates, printing,
fonts, and macros. You can download fonts and macros from the Web site. You
can also get technical support information, helpful tips and tricks, information
about training and certification, and information about service bureaus.

To access the Corel Web site
Ÿ Click the Corel Web Site button on the WordPerfect 9 toolbar.

Welcome to WordPerfect 9

5

To get information from the Corel Web site
Click...

To get information about...

File, New From Project, WordPerfect Projects Online

Projects and templates

File, Printing Info Online

Printing

Format, Fonts Online

Fonts

Tools, Macros Online

Macros

Help, Corel On The Web, Technical Support

Technical support

Help, Corel On The Web, Tips And Tricks

Tips and tricks

Help, Corel On The Web, Training And Certification

Training and certification

Help, Corel On The Web, Approved Service Bureaus

Service bureaus

Using the Corel Reference Center
The Corel Reference Center contains online manuals for WordPerfect Office
2000 in Adobe Acrobat Portable Document Format (.PDF). You can search
the manuals to find the information you need quickly.

To access the Corel Reference Center from WordPerfect 9
1 Click Help, Help Topics.
2 Click the Contents tab.
3 Double-click Reference Information.
4 Double-click View Manuals.
5 Double-click Go To The Reference Center.

To access the Corel Reference Center from Windows
1 Click the Start button on the Windows taskbar.
2 Click WordPerfect Office 2000, Setup & Notes, Corel Reference Center.
Ÿ You can find the Corel Reference Center (refcntr.exe) in the folder
COREL\SHARED\REFCENTR on the WordPerfect Office 2000
CD-ROM.
Ÿ If you did not install the Corel Reference Center when you installed
WordPerfect Office 2000, you can do so by performing a custom install.

6

WordPerfect 9: Chapter 1

Using the PerfectExpert
WordPerfect 9 comes with its own built-in expert, which is ready to help you
with many tasks. The PerfectExpert includes the best features of
QuickTasks, templates, and Coaches, combined with information from online
Help and the power of a natural language interface to assist you with
everyday tasks. The PerfectExpert allows you to create complex documents
quickly, using professionally designed templates.
The PerfectExpert can guide you through a detailed project, such as creating
a résumé (even if you want to use other suite applications to create parts of
the document), or it can guide you through a smaller task, such as inserting a
clipart image.
The PerfectExpert even provides you with galleries of professionally
designed documents to choose from, and you can change the layout and
content in any number of ways to match your needs.

To display the PerfectExpert
1 Click Help, PerfectExpert.
A check mark next to the PerfectExpert command indicates that the
command is enabled and that the PerfectExpert panel is displayed in the
left side of the Document Window.
2 Press any of the buttons to get help on performing a task.
3 Click the More Help On button to get additional help.
Ÿ Click File, New to start a document and to have PerfectExpert guide you
through a new project.

To hide the PerfectExpert
Ÿ Click Help, PerfectExpert.
No check mark next to the PerfectExpert command indicates that the
command is disabled.

Viewing program and system information
WordPerfect 9 provides easy access to information about the program,
license information, and your system.
Program information consists of the application name, version number, serial
number, and user name. This information doesn’t change. You’ll find it

Welcome to WordPerfect 9

7

particularly useful if you ever need help from Corel Technical Support
Services.
System information consists of details about any of the following categories:
system, display, printing, Corel .EXE and .DLL files, and system .DLL files.
For example, you can see how much memory you have on the drive to which
you want to save a file. You can save any system information in a text file
called SYSINFO.TXT.

To view product and license information
1 Click Help, About WordPerfect.
2 Click one of the following buttons:
Ÿ Copyright
Ÿ License

To edit the serial number and pin
1 Click Help, About WordPerfect.
2 Click the Edit Serial/PIN button.
3 In the Serial Number box, type the serial number.
4 In the PIN box, type the Personal Identification Number.

To view program and system information
1 Click Help, About WordPerfect.
The About WordPerfect dialog box displays the version number and
registration information for your software.
2 Click the System Info button to view system information.
3 From the Choose A Category list box, choose a category.
Ÿ Use the Save button to store system information for printing. System
information is saved as SYSINFO.TXT. A message box tells you where the
file is saved.

What’s new in WordPerfect 9
WordPerfect 9 has new and enhanced features that let you create
professional-looking documents.

8

WordPerfect 9: Chapter 1

Performance and productivity features
Ÿ Corel RealTime Preview
Ÿ Install-As-You-Go
Ÿ Embedded Fonts
Ÿ Autoscroll
Ÿ Block Make It Fit
Ÿ Enhanced charting module
Ÿ Improved accessibility
Ÿ Enhanced shapes
Ÿ Visual Basic for Applications Integration
Ÿ Skewed table cells
Ÿ Enhanced multiple page printing
Ÿ Print Preview
Ÿ Browse buttons
Compatibility and integration features
Ÿ Enhanced file conversion
Ÿ In-Place Editing
Ÿ In-Place Activation
Ÿ XML capabilities
Ÿ SGML Editor
Internet features
Ÿ SpeedLinks
Ÿ Trellix 2 Integration
Ÿ For a list of different features in WordPerfect 9, see “What’s different in
WordPerfect 9" on page 9.

Corel RealTime Preview
Corel RealTime Preview lets you scroll through and preview several different
formatting options, such as fonts, lines, tables, borders, and shading, to see
what they look like, without applying those changes to your document.
Welcome to WordPerfect 9

9

Install-As-You-Go
Install-As-You-Go helps you minimize the hard disk space required by
WordPerfect Office 2000 applications by including only the bare necessities.
If a non-installed item is selected, you will be asked if you want to install it.

Embedded Fonts
WordPerfect lets you use the Embedded Font feature. Choose Embedded
Fonts when saving your document and WordPerfect takes care of the rest.
Your fonts will be compressed and saved with the file data. Now your favorite
fonts will go wherever your file goes for the presentation that you expect.

Autoscroll
Autoscroll lets you scroll through a document without using the arrow keys
or the scroll bars. When you point the Autoscroll arrow in the direction you
want to move, you can scroll through the document. The scrolling speed
increases when you move the arrow further from the Autoscroll tool and
slows when you move the arrow closer to the Autoscroll tool.

Block Make It Fit
WordPerfect 9 enhances the previous version’s Make-It-Fit feature to allow
you to fit sections of your document into a given dimension without affecting
other areas where fitting specifications may be different.

Enhanced charting module
The enhanced charting module provides you with additional chart types and
capabilities.

Improved accessibility
WordPerfect 9 continues to work towards accessibility requirements,
including the support of High-Contrast mode, providing keystrokes to the
majority of features, using standard user interface controls which make Third
Party accessibility tools compatible with Corel applications, supporting large
font mode, and providing options under settings to provide flexibility in
functionality.

10

WordPerfect 9: Chapter 1

Enhanced shapes
WordPerfect provides over 100 new shapes. You can choose a shape from any
of the new shape palettes or use the Basic Shapes, Arrows, Stars, Banners,
and Flowcharting tools. Action buttons prompt the assignment of an action;
Call out shapes have pointers that can be anchored anywhere in the
document. All shapes have the new Text In Shapes feature, which allows text
to be added into the shape on the fly.

Visual Basic for Applications Integration
Visual Basic for Applications (VBA) lets you develop VBA applications to
control WordPerfect through the OLE Automation Type Library. The main
object exposed by WordPerfect is the PerfectScript object, which consists of
all the functions currently available in the Perfect Script language, making it
easier for those familiar with PerfectScript to modify existing scripts and to
understand the syntax and parameters required to program the PerfectScript
object’s methods. These VBA projects are stored within the application
document and are easily distributed.

Skewed table cells
You can skew the top row or the left or right column of a table. Unless you
specify otherwise, any text that you type in a skewed cell will be skewed as
well. You can also change the angle of the skew and specify other skew
options.

Enhanced multiple page printing
WordPerfect 9 includes additional options for printing multiple pages. You can
specify the number of copies you wish to print and whether you want the
copies collated. Collating is useful when printing multipage documents.
When you enable the Collage check box, a complete copy of each document
is printed before the next document is printed; when collating is disabled, all
the copies of the first page are printed before the copies of the second page
are printed.

Print Preview
Although WordPerfect creates documents in a WYSIWYG environment,
many users have requested a Print Preview option. WordPerfect 9 lets you
view your document as a single page or double pages. Print Preview is fully
compatible with Corel RealTime Preview, which lets you experiment with
formatting options, such as fonts, lines, tables, borders, and shading, without
applying them to your document. Print Preview is also fully editable;

Welcome to WordPerfect 9

11

therefore, you do not have to switch back to regular view to make changes to
your document.

Browse buttons
The browse buttons make navigation within a document more intuitive.
WordPerfect allows you to navigate through a document in the same way that
you navigate through an Internet document.

Enhanced file conversion
WordPerfect 9 continues to use the same file format as its predecessors:
Corel WordPerfect 6, 6.1, 7 and 8 requiring no conversion from these
previous versions. Keeping the same file format lets you convert Microsoft
Word and Lotus AmiPro documents while retaining all document data from
open to save.

In-Place Editing
In-Place Editing allows you to edit an object without switching to a different
window. Buttons and list boxes temporarily change to work specifically with
that object.

In-Place Activation
WordPerfect now uses the new In-Place Activation feature to help further
integrate 3rd Party applications into WordPerfect Office 2000. By
double-clicking on an OLE object, the editing or development environment
native to that object is initiated inside WordPerfect, providing seamless
integration of 3rd Party applications.

XML Capabilities
XML (eXtensible Markup Language) provides a platform and
application-independent environment for defining document architecture and
document markup. WordPerfect 9 lets you create, validate, and save XML
documents in a familiar WYSIWYG environment. A structured tree view,
shown in a separate window, provides an easy-to-read layout of the full
document. WordPerfect automatically inserts and maintains tag pairs to
create XML files. WordPerfect provides an editing environment that includes
wizards, automatic element insertion, and automatic generation of
documents, which makes document creation quick and easy. You can
customize menus, toolbars, and keyboard mapping to create your own
working environment. WordPerfect 9 incorporates the Document Type

12

WordPerfect 9: Chapter 1

Definition (DTD), layout information, and mapping files into a single
WordPerfect template.

SGML Editor
WordPerfect 9 lets you create SGML documents in a familiar WordPerfect
environment. WordPerfect 9 lets you edit, markup text, and validate tags in
SGML documents. You can also employ WordPerfect writing tools, such as
Spell Check and QuickCorrect. You can hide SGML codes in the Document
Window and use WordPerfect text formatting to make SGML documents
easier to read on screen. The SGML editor also provides the following
capabilities:
Ÿ structures views of the document, providing a WYSIWYG view on one
side of the screen and a tree view on the other
Ÿ enhanced graphics that let you import and export markups with the SGML
document
Ÿ writing tools
Ÿ compare features
Ÿ automatic mapping for International Standards Organization (ISO)
characters during the DTD compiling process to map multinational
characters to the appropriate characters in the SGML Editor. Manual
character mapping does not fall within the ISO character sets.
Ÿ enhanced importing and exporting capabilities

SpeedLinks
SpeedLinks allows you to create Internet links — highlighted text in a World
Wide Web document that helps you jump to another part of the same
document or to another document on the World Wide Web. When you type
text that begins with “www,” “ftp,” “http,” or “mailto,” SpeedLinks
automatically converts the text to an Internet link.

Trellix 2 Integration
Trellix 2 Integration lets you create and organize professional, effective
documents that can be published to HTML. Trellix can make long,
complicated documents easy to understand and navigate; the integrated
navigation map allows you to visualize and access any part of your document
quickly. Trellix documents resemble web pages, with easy-to-create links,
and you can add spreadsheets, graphics, and other files.

Welcome to WordPerfect 9

13

What’s different in WordPerfect 9
With every new version of WordPerfect certain items are added, others are
renamed, still others are found in a new location. The items renamed or
moved in version 9 are:
Ÿ QuickSpots
Ÿ PerfectExpert
Ÿ QuickFinder
Ÿ Menus
Ÿ For a list of new features in WordPerfect 9, see “What’s new in
WordPerfect 9" on page 8.

QuickSpots
QuickSpots provided direct access to editing features for certain objects in a
document, such as paragraphs or tables. WordPerfect 9 improves on this idea
by including more than 20 different Property Bars that appear when you click
on a particular object. Property Bars change to fit your immediate needs. For
example, click a table, and the Property Bar displays buttons for table editing
tools. Click a graphic, and the Property Bar displays graphics editing tools.

PerfectExpert
WordPerfect 9 comes with its own built-in expert which is ready to help you
with any task. The PerfectExpert includes the best features of Quick Tasks,
templates, and Coaches, combined with information from online Help and the
power of a natural language interface to help you with everyday tasks. The
PerfectExpert allows you to quickly create complex documents using
professionally designed templates.

QuickFinder
You can use the Find button on file management dialog boxes to find files that
meet the criteria you specify. For example, you can search for a file type
(such as *.WPD) or the file content (such as “WordPerfect”).

Menus
The menus in WordPerfect 9 have undergone significant restructuring to
improve access to the most frequently used features. The menus are also
standardized across WordPerfect Office 2000 applications to make learning

14

WordPerfect 9: Chapter 1

each application easier. Right-click the menu to select a menu similar to one
you used in a previous version of WordPerfect.
Ÿ The Tables and Graphics menus are gone and the editing features for
tables and graphics are now available on the Property Bar. Click a table or
graphic to display the Tables or Graphics Property Bar.
Ÿ The File, Publish As and File, Send menus are consolidated as File, Send
To.
Ÿ The Outline and Bullets & Numbering features are consolidated in Insert,
Outline/Bullets & Numbering.
Ÿ The abbreviations feature is renamed QuickWords and moved to Tools,
QuickWords.
Ÿ Help Online, which was used to access additional technical and product
information, is renamed Corel Web site.
Ÿ Initial Document Style is renamed and has moved to File, Document,
Current Document Style.
Ÿ Initial Document Font is renamed and moved to File, Document, Default
Font.

Exploring the work area
The work area in WordPerfect 9 includes everything you see on your screen
when you start the application. The large open area is the Document Window.
The Menu Bar, which is located at the top of the work area just below the
Title Bar, provides access to most of the WordPerfect commands. Many of
these commands can also be accessed through toolbars.
The Property Bar, which is located above the Document Window, is a
context-sensitive toolbar. It gives you quick access to frequently used
functions and commands that are relevant to the task you are performing.

Using toolbars
Toolbars provide quick, one-click access to commands. The WordPerfect 9
toolbar, shown below, is displayed by default above the Document Window.
Other toolbars can be displayed by enabling them in the Toolbar dialog box.
Toolbars can be docked at the side, top, or bottom of the Application Window,
or left floating in the Document Window.

Welcome to WordPerfect 9

15

To display or hide toolbars
1 Click View, Toolbars.
2 In the Options dialog box, enable the check box beside each toolbar you
want to display and disable the check box beside each toolbar you want to
hide.

To dock a toolbar
Ÿ Drag the Title Bar of the toolbar to the top, bottom, or side of the
Application Window, then place its outline where you want it docked.

To size floating toolbars
1 Position the cursor over an edge of the toolbar.
2 When the cursor becomes a two-sided arrow, click and drag the edge to
create the size and shape that you want.
Ÿ You can only change the shape of floating toolbars. When you dock a
toolbar, it is oriented horizontally when placed at the top or bottom of the
Application Window or vertically when placed on the left or right side.
Ÿ The toolbars are optimized for 800 x 600 resolution. Therefore, if you are
working in a lower resolution, portions of toolbars might appear cut off.

Using the Property Bar
The Property Bar, shown below, is a context-sensitive toolbar that displays
buttons and options related to the task you are performing. For example,
when text is selected, the Property Bar contains only text-related commands.

By default, the Property Bar is located above the Document Window, but it
can be moved, docked, or hidden like any other toolbar.

To display or hide the Property Bar
Ÿ Click View, Property Bar.
If a check mark appears beside the command name, the Property Bar is
displayed. If no check mark appears, the Property Bar is hidden.

16

WordPerfect 9: Chapter 1

To dock the Property Bar
Ÿ Drag the Title Bar of the Property Bar to the top, bottom, or side of the
Application Window, then place its outline where you want it docked.

Welcome to WordPerfect 9

17

2

GETTING STARTED

The Getting Started chapter tells you how to perform basic operations in
WordPerfect. You can create new documents, or you can open documents
created in WordPerfect or other word processing applications. You can enter
or import text to create your document and add graphics to make it more
visually appealing and easier to read. You can edit, save, and print a
document. You can close the active document and keep WordPerfect open, or
you can exit WordPerfect to close both the active document and the
application.
WordPerfect lets you choose a view mode and customize the display of your
document. You can navigate through a document, and you can use bookmarks
and QuickMarks to mark a location in a document. You can also use
document summaries to provide information about a document to other
users.

Understanding the components of a document
A WordPerfect document is a file with a .WPD extension. Each document
consists of one or more of the following components:

Text
Text can be typed directly into WordPerfect or imported from text editors or
other word processing applications. For more information about adding text
to a document, see “Working with text in documents” on page 23.

Getting started

19

Graphics
Graphics include shapes, drawings, pictures, and clipart. A shape is any
object created using WordPerfect drawing tools. A drawing is created using
Corel Presentations menus and tools. A picture is a bitmap or graphic image
that has been imported into a WordPerfect document. Pictures can be
imported using a scanner or CD-ROM or from paint programs, such as Corel
PHOTO-PAINT. Clipart images are images that can be brought into Corel
applications and edited or used as is. Corel offers a large selection of clipart
in many formats. You can purchase additional images, including some in
bitmap format, from commercial suppliers. For more information about
adding graphics to a document, see “Working with graphics in documents” on
page 27.

Styles
A style is a collection of formatting attributes applied to characters,
paragraphs, or documents. Formatting items with styles ensures consistent
formatting throughout your document. Whenever you change the formatting
in a style, you change the appearance of all items that use that style. For
more information about formatting with styles, see “Working with text
styles” on page 123.

Templates
A template is a preformatted document that can be used as a guide for
creating a new document. Every document created in WordPerfect is based
on a template or a project template. When you open WordPerfect, the blank
document you see is based on the default template. Project templates can
include fax cover sheets, memos, invoices, and budgets. For more
information about templates, see “Using project templates” on page 527.

Macros
Macros are used to automate application tasks. For example, you can use
WordPerfect macros to set margins, select a font, or create a merge file. For
more information about macros, see “Recordings, macros, and automation
features” on page 551.

Creating and opening documents
You can start a document in WordPerfect by opening a blank Document
Window. Every document you create is based on a template. Even a blank
document is based on the default template, which includes formatting
elements, such as the margins, tab settings, and toolbars. You can change the
default template so that each time you create a new document, your settings
are used. WordPerfect also includes ready-made project templates that you

20

WordPerfect 9: Chapter 2

can open and use to create a wide range of documents, including letters, fax
cover sheets, calendars, and business cards. For more information about
templates, see “Using project templates” on page 527.
You can open documents created in WordPerfect or in other applications. The
advantages of opening a document created in another application (rather than
importing text) are that many of the formatting attributes in the original
document, such as page size, margins, font properties, bullets, and
underlining, are preserved. Some of the features not supported include:
Ÿ embedded pictures
Ÿ hidden text
Ÿ interline spacing
Ÿ kerning
Ÿ macros
Ÿ multiple page layouts (the first one in the document is used throughout)
Ÿ OLE objects

Creating new documents
You can create a new document using the default template or a project
template. The default template is created the first time you open
WordPerfect and includes formatting elements, such as the margins, tab
settings, and toolbars.
Project templates, which are provided with WordPerfect, are professionally
designed layouts that you can use to create a document. For example, you
can use a project template to create a fax cover sheet or expense report. The
template provides the layout for your document and you provide the content,
making the creation of documents faster and easier. For more information
about templates, see “Using project templates” on page 527.

To create a document using the default template
Ÿ Click File, New.
Ÿ You can also create a new document by clicking the New Blank Document
button on the WordPerfect 9 toolbar or by pressing CTRL + N.

To create a document using a project template
1 Click File, New From Project.

Getting started

21

2 Choose the type of project you want to create from the Create New list
box.
3 Click the Create button.
4 Click the appropriate buttons on the PerfectExpert panel.

Opening WordPerfect documents
You can retrieve a document and open it in the Document Window.

To open a document
1 Click File, Open.
2 Choose the drive where the document is stored from the Look In list box.
3 Double-click the folder in which the document is stored.
4 Choose the file format you want to open from the File Type list box.
All Files displays files of all types.
5 Double-click the document name.
Ÿ You can also open a document by clicking the Open button on the
WordPerfect 9 toolbar.
Ÿ If you know where a file is located, you can type the full path and filename
in the File Name box.
Ÿ To select from a list of recently opened files, click the arrow located next
to the File Name box.

Opening documents created in other applications
You can open text files and other word processing documents that were not
created in WordPerfect. For example, you can open Microsoft Word and Rich
Text Format (RTF) file formats in WordPerfect. For more information about
opening Microsoft Word documents, see “Opening Microsoft Word
documents” on page 54.
The advantages of opening a document (rather than importing text) are that
many of the formatting attributes in the original document, such as page size,
margins, font properties, bullets, and underlining, are preserved. For more
information about importing, see Import and export file formats for
WordPerfect 9 in the Reference Information section of the online Help.

22

WordPerfect 9: Chapter 2

To open a document created in another application
1 Click File, Open.
2 Choose the drive where the document is stored from the Look In list box.
3 Double-click the folder in which the document is stored.
4 Choose the file format you want to open from the Files Of Type list box.
All Files displays files of all types.
5 Double-click the document name.

Working with text in documents
You can enter text in a WordPerfect document or you can import it from
another document or application.
WordPerfect lets you select text by character or by word. Selecting and
deselecting text is necessary for editing and formatting documents.
You can insert the date and time in a document. A fixed date and time can be
inserted, or you can insert a date code so that the date is updated every time
a document is opened or printed.

Entering text
You can enter text in the Document Window. You can also use the Shadow
Cursor to show where the cursor will be positioned when you click the
mouse. When the Shadow Cursor appears in the white space (background) of
your document, you can click anywhere to start typing text. The Shadow
Cursor changes appearance to show how text will be aligned when you start
typing. Small arrows beside the Shadow Cursor point in different directions
when text is left-justified, centered, or right-justified.
You can enter text in a text box so that it appears in a separate frame. You can
add borders and fills to text boxes. For more information about adding
borders and fills, see “Using borders and fills” on page 284.

To enter text in a Document Window
1 Position the cursor in the Document Window.
2 Type the text.

To enter text using the Shadow Cursor
1 Click View, Shadow Cursor.
A check mark next to the command name indicates that the Shadow
Cursor is enabled.
Getting started

23

2 Position the cursor anywhere in the page, then click.
3 Type the text.

To enter text in a text box
1 Click Insert, Text Box.
2 Type the text.
3 Click outside the text box to return to your document.
Ÿ You can replace text as you type instead of pushing it over by using
Typeover mode. You can enable and disable Typeover mode by pressing
INSERT on your keyboard.

Ÿ You can also cut text and paste it into a text box. For more information
about cutting and pasting, see “Cutting, copying, and pasting text and
graphics” on page 31.

Inserting text from another document
You can insert text from another WordPerfect document into your document.
You can also insert text from other graphic or spreadsheet applications. For
more information about importing, see Import and export file formats for
WordPerfect 9 in the Reference Information section of the online Help.

To insert text from another document
1 Position the cursor where you want to insert the text.
2 Click Insert, File.
3 Choose the drive in which the document is stored from the Look In list
box.
4 Double-click the folder where the document is stored.
5 Choose the file format you want to open from the File Type list box.
All Files displays files of all types.
6 Click the Insert button.

24

WordPerfect 9: Chapter 2

Selecting and deselecting text
You can select and deselect characters and words. You can also select a
sentence, paragraph, page, or document. Text must be selected to perform
some formatting options, such as cutting, copying, or moving text. For more
information about working with text, see “Working with text in documents”
on page 23.
To select a...

Do this...

Character

Click where you want to start selecting text, press ALT, then drag across
the text.

Word

Click where you want to start selecting text, then drag across the text.

Sentence

Click where you want to start selecting text, then click Edit, Select,
Sentence.

Paragraph

Click where you want to start selecting text, then click Edit, Select,
Paragraph.

Page

Click where you want to start selecting text, then click Edit, Select, Page.

Document

Click Edit, Select, All.

To deselect text
Ÿ Click anywhere outside the selection.

Adding the date and time to a document
You can insert the date and time in a document. The date and time text is
fixed and stays the same unless you edit it manually. To update the date and
time automatically, you can insert a date code that displays the current date
each time you open or print a document. You can choose from several date
and time formats, or you can create a custom format.

To insert the date and time
1 Position the cursor where you want to add the date.
2 Click Insert, Date/Time.
3 Choose the format you want from the Date/Time Formats list box.
If you want the date to be updated when you open or print the document,
enable the Keep The Inserted Date Current check box.
4 Click the Insert button.

Getting started

25

Ÿ Press CTRL + D to insert the date as text.
Ÿ Press CTRL + SHIFT + D to insert the date as a code that is updated
when you open or print the document.

To edit the date and time
1 Select the date and time in your document.
2 Click Insert, Date/Time.
3 Choose the new format you want from the Date/Time Formats list box.
4 Click the Apply Format button.

To delete the date and time
1 Select the date and time in your document.
2 Press DELETE.

To create a custom date and time format
1 Click Insert, Date/Time.
2 Click the New Format button.
3 Delete codes that you do not want in the Edit Date/Time Format box.
4 Click one of the following tabs:
Ÿ Year — lets you change the year format
Ÿ Month — lets you change the month format
Ÿ Day — lets you change the day format
Ÿ Time — lets you change the time format
5 Choose a code from the Code list box.
6 Click the Insert button.
Ÿ The Date/Time Sample box shows how the format will look in the
document.
Ÿ You can change the language used when you insert the date and time. For
information about changing the language, see “Changing the language for
WordPerfect” on page 627.

26

WordPerfect 9: Chapter 2

Deleting text
You can delete text that appears in a WordPerfect document.

To delete text
1 Select the text you want to delete.
2 Press DELETE.
Ÿ You can also position the cursor in front of the text you want to delete,
then press BACKSPACE.

Working with graphics in documents
WordPerfect lets you insert graphics, such as shapes, drawings, and clipart,
into your document. When you insert a graphic into a WordPerfect document,
it is placed inside a frame, called a graphics box.
You can edit a shape, drawing, or clipart image. When you edit a drawing or
image in WordPerfect, Corel Presentations menus and tools appear. For more
information about editing drawings and images, refer to the Corel
Presentations online Help. You can also delete graphics from a document.

Creating and inserting shapes and drawings
You can quickly create basic shapes, such as circles, rectangles, lines,
polygons, and polylines, in your document.
The following
illustration shows
examples of preset
shapes: 1) basic
shapes and 2)
flowchart shapes.

You can also create more complex drawings than these simple shapes. When
you create a drawing in WordPerfect, Corel Presentations menus and tools
appear. You can use the tools and commands to add circles, lines, boxes, and
other shapes, or you can add objects to the image, such as text, clipart, and
charts. For more information about creating a drawing, refer to the Corel
Presentations online Help.

Getting started

27

To create a shape
1 Click Insert, Shapes.
2 Enable one of the following buttons:
Ÿ Lines — lets you create such shapes as straight or curved lines
Ÿ Basic — lets you create such shapes as circles, rectangles, or cubes
Ÿ Arrows — lets you create various types of arrows
Ÿ Flowchart — lets you create shapes used in flowcharts
Ÿ Stars — lets you create various types of stars
Ÿ Callout — lets you create callouts which can be used to enclose text
Ÿ Action — lets you create shapes used to denote action
3 Click OK.
4 Position the cursor where you want the shape to appear.
5 Drag to draw the shape.
6 Click outside the shape to return to the Document Window.
Ÿ If you are drawing a polyline, drag and click to build the shape, then
double-click to complete the shape.
Ÿ Hold down SHIFT while you draw a line to insert precise horizontal,
vertical, and diagonal lines; hold down SHIFT while you draw a rectangle
to create a square.

To create a drawing
1 Click Insert, Graphics, Draw Picture.
2 Create the drawing using Corel Presentations menus and tools.
3 Click outside the drawing to return to the Document Window.

Inserting clipart and pictures
You can insert clipart in a document. To use clipart images, you must open
the Scrapbook. The Scrapbook is a window that displays thumbnail images of
the available clipart. For more information about using the Scrapbook, see
Using Scrapbook in the WordPerfect online Help.

28

WordPerfect 9: Chapter 2

You can use clipart images and pictures stored on the WordPerfect Office
2000 CD. The CD must be in your CD drive and must be accessible. More
than 250 pictures are provided with WordPerfect.

To insert clipart
1 Click where you want to insert the image.
2 Click Insert, Graphics, Clipart.
3 Browse through the folders in the Scrapbook until you find the image you
want to insert.
4 Select the image.
5 Click the Insert button.
6 Click outside the image to return to the Document Window.
Ÿ You can also insert clipart by dragging the image from the Scrapbook into
your document.

To insert a picture from the CD-ROM
1 Insert the WordPerfect Office 2000 CD in your CD-ROM drive.
2 Click where you want to insert the picture.
3 Click Insert, Graphics, From File.
4 Choose the CD-ROM drive from the Look In list box.
5 Open the Corel\WPO2000\Graphics\Photos folder.
Pictures have .JPG file extensions.
6 Double-click the filename of the picture you want to insert.
Ÿ To preview a picture before you insert it, click the Toggle Preview button,
then click the picture filename.

Editing graphics
You can edit basic shapes, such as circles, rectangles, lines, polygons, and
polylines. You can change the fill properties of a shape by adding patterns,
gradient fills, or textures. You can change the thickness of lines and change
line style and color. You can also change the direction and color of drop
shadows for a shape.
Getting started

29

You can edit drawings and clipart images using Corel Presentations menus
and tools. For more information about editing a drawing, refer to the Corel
Presentations online Help.

To edit attributes for a shape
1 Double-click the shape.
2 Click one of the following tabs:
Ÿ Fill — lets you change the fill style for a shape
Ÿ Line — lets you change the line style for a line
Ÿ Shadow — lets you change the drop shadow for a shape
3 Change any attributes for the shape.
Ÿ You can also use the Graphics Property Bar to edit the attributes of a
shape.

To edit a drawing or clipart image
1 Right-click the graphic, then click Edit Image.
2 In Corel Presentations, edit the graphic.
3 Click File, Save.
4 Click outside the drawing or image to return to the Document Window.
Ÿ You can also double-click a graphic to edit it in Corel Presentations.

Deleting a graphic
You can delete shapes, images, clipart, and pictures in a document.

To delete graphics
1 Select the graphic.
2 Press DELETE or BACKSPACE.

Editing WordPerfect documents
You can cut or copy selected text or graphics. When you cut or copy
information, you can paste it anywhere in the active document, in another

30

WordPerfect 9: Chapter 2

document, or in another application. You can also move text or graphics by
dragging the selected item with the mouse.
You can use the Undo and Redo commands to make changes to a document.
The Undo command reverses changes you make to your document, starting
with the most recent change and moving back one by one. If you undo an
action and then realize you want to keep it, you can use the Redo command
to redo the action you last undid. You can also repeat an action multiple
times.
You can easily find and replace text. Words can be replaced individually, or
you can replace all occurrences of the same word in a document.

Cutting, copying, and pasting text and graphics
You can use Cut and Paste to move selected text or graphics. You can use
Copy and Paste to copy selected text or graphics and paste the copy in
another place.
When you cut or copy information, it is stored in the Clipboard. You can paste
it anywhere in the active document, in another document, or in another
application. You can also choose a specific format when you paste information
from the Clipboard into WordPerfect. For example, you can copy text from
another application in Rich Text Format or as simple text.
Clipboard contents are only available until you cut or copy something else or
until you exit Windows. However, you can append the Clipboard contents so
that new information is added to the existing Clipboard contents instead of
replacing the information already stored there.

To copy text or graphics to the Clipboard
1 Select the text or graphics you want to copy.
2 Click Edit, Copy.
Ÿ You can also copy text or graphics by clicking the Copy button on the
WordPerfect 9 toolbar.

To cut text or graphics and move to the Clipboard
1 Select the text or graphics you want to cut.
2 Click Edit, Cut.

Getting started

31

Ÿ You can also cut text or graphics by clicking the Cut button on the
WordPerfect 9 toolbar.

To paste text or graphics in a document
1 Position the cursor where you want to insert the information.
2 Click Edit, then click one of the following:
Ÿ Paste — lets you paste the Clipboard contents
Ÿ Paste Special — lets you choose a format to use when pasting the
Clipboard contents
Ÿ You can also paste text or graphics by clicking the Paste button on the
WordPerfect 9 toolbar.

To append the Clipboard contents
1 Select the text you want to add to the Clipboard.
2 Click Edit, Append.

Dragging text and graphics
You can quickly move text and graphics by dragging the selected item with
the mouse. Text and graphics can be moved within a document or between
documents.

To drag text or graphics within a document
1 Select the text or graphic you want to move.
2 Drag the selected text or graphic to a new position.
Ÿ To copy the text or graphic while you move it, press CTRL while you
release the mouse button.

To drag text or graphics to another document
1 Click Window, then choose one of the following:
Ÿ Tile Top To Bottom — arranges the windows so that documents are
displayed above or below one another

32

WordPerfect 9: Chapter 2

Ÿ Tile Side By Side — arranges the windows so that documents are
displayed side by side
2 Select the text or graphic you want to move.
3 Drag the selected text or graphic to the other document.

Undoing actions
You can undo your actions one at a time or undo a series of actions all at
once. The Undo/Redo command is document specific, so even if you open
multiple documents, the command remembers which actions were executed
in which document.
The number of levels you can undo depends on how many undo levels you
have set. WordPerfect must keep a temporary file for each undo level, so the
more undo levels you set, the more system resources are required.

To undo the last action you performed
Ÿ Click Edit, Undo.
Ÿ You can also undo an action by clicking the Undo button on the
WordPerfect 9 toolbar.

To undo a series of actions
1 Click Edit, Undo/Redo History.
2 Choose the first action that you want to undo.
3 Click the Undo button.
Ÿ The action you select and all actions you have performed since that action
are reversed.

To set the number of undo levels
1 Click Edit, Undo/Redo History.
2 Click the Options button.
3 Type a value in the Number of Undo/Redo Items box.

Getting started

33

Ÿ The maximum number of undo levels is 300.

Redoing and repeating actions
You can redo a single action or a series of actions. Redo is used to reinstate
an action that has been undone. If you want to repeat the last action you
performed, the Repeat command lets you repeat it as many times as you
want.

To redo an action you have just undone
Ÿ Click Edit, Redo.
Ÿ You can also redo an action by clicking the Redo button on the
WordPerfect 9 toolbar.

To redo a series of actions
1 Click Edit, Undo/Redo History.
2 Choose the first action that you want to redo.
3 Click the Redo button.
Ÿ The action you select and all actions before it are redone.

To repeat the last action you performed
Ÿ Click Edit, Repeat.

Finding and replacing text
You can search for phrases, words, or individual characters in a document.
You can replace some or all occurrences of the text with other text, or you
can delete the text.

To find and replace text
1 Click Edit, Find And Replace.
2 Type the text you want to find in the Find box.
3 Type the replacement text in the Replace With box.

34

WordPerfect 9: Chapter 2

4 Click one of the following buttons:
Ÿ Find Next — finds the next occurrence of the text
Ÿ Find Prev — finds the previous occurrence of the text
5 Click the Replace button.

To find and replace all occurrences of specific text
1 Follow steps 1 to 3 from the previous procedure.
2 Click the Replace All button.
Ÿ To select a word or phrase you searched for previously, click the arrow
button to the right of the Find and Replace With boxes.

Ÿ To delete all occurrences of text, type the text in the Find box and leave
the Replace With box empty.
Ÿ You can also press CTRL + ALT + N to find the next occurrence of the
search text or press CTRL + ALT + P to find the previous occurrence.

Finding and replacing codes
You can search for codes in a document. You can search for codes regardless
of the value the codes contain. For example, if you search for a font size code,
any font size code is found. You can also search for specific codes, such as a
font in a specific size.

To find and replace a code
1 Click Edit, Find And Replace.
2 Click Match, Codes.
3 Choose a code from the Find Codes list box.
4 Click the Insert button.
5 Click in the Replace With box.
6 Choose a code from the Replace Codes list box.
7 Click the Insert & Close button.
8 Click one of the following buttons:
Ÿ Find Next — finds the next occurrence of the code
Getting started

35

Ÿ Find Prev — finds the previous occurrence of the code
9 Click the Replace button.

To find and replace all occurrences of a code
1 Follow steps 1 to 7 from the previous procedure.
2 Click the Replace All button.

To find and replace a specific code
1 Click Edit, Find And Replace.
2 Click Type, Specific Codes.
3 Choose a code from the Find Codes list box.
4 Click OK.
5 Type a value in the Find box.
6 Type a value in the Replace With box.
7 Click one of the following buttons:
Ÿ Find Next — finds the next occurrence of the code
Ÿ Find Prev — finds the previous occurrence of the code
8 Click the Replace button.
Ÿ The contents of the Find And Replace dialog box change depending on the
code you select.

Saving, printing, and closing documents
When you save a document for the first time, you assign it a name and
choose a folder in which to store it. You can create a new copy of the
document by saving it to a different folder or under a different filename.
You can print a document or part of a document.
You can close the active document or all open documents, leaving
WordPerfect open. Exiting WordPerfect closes the application along with any
open documents.

Saving a document
When you save a document for the first time, you assign it a name and
choose a folder in which to store it. Any changes you make to the document

36

WordPerfect 9: Chapter 2

after that are saved to that location. You can create a new copy of the
document by saving it to a different folder or under a different filename.

To save a document for the first time
1 Click File, Save.
2 Choose the drive where you want to store the document from the Save In
list box.
3 Double-click the folder in which you want to save the document.
4 Type a name for the document in the File Name box.
5 Click Save.

To save changes to a document
Ÿ Click File, Save.
Ÿ You can also save a document by clicking the Save button on the
WordPerfect 9 toolbar.

To save a document to a new location or with a new name
1 Click File, Save As.
2 Choose the drive where you want to store the document from the Save In
list box.
3 Double-click the folder in which you want to save the document.
4 Type a name for the document in the File Name box.
5 Click Save.

Printing a document
You can print a document or part of a document. For more information about
printing documents, see “Printing” on page 437.

To print a document
1 Click File, Print.
2 Choose the printer you want to use from the Current Printer list box.
3 In the Print section, enable one of the following buttons:
Ÿ Full Document — prints the entire document
Getting started

37

Ÿ Current Page — prints the page in which the cursor is positioned
Ÿ Multiple Pages — lets you choose the pages you want to print
Ÿ Print Pages — lets you choose the range of pages you want to print
4 Specify any other print options.
5 Click Print.
Ÿ You can also print a document by clicking the Print button on the
WordPerfect 9 toolbar.

Closing and exiting WordPerfect
You can close the active document or all documents and leave WordPerfect
open. When you exit WordPerfect, the application closes along with all of the
documents you have open. You are prompted to save any modified documents
before closing or exiting.

To close a document
Ÿ Click File, Close.
Ÿ You can also click the Close button in the upper-right corner of the
Document Window.

To close all open documents
1 Click Tools, Macro, Play.
2 Choose CLOSEALL.WCM from the Look In list box.
3 Click the Play button.

To exit WordPerfect
Ÿ Click File, Exit.
Ÿ You can also click the Close button in the upper-right corner of the
Application Window.

38

WordPerfect 9: Chapter 2

Viewing documents
You can work with your documents in four view modes: Draft, Page, Two
Pages, and Web Page.
WordPerfect lets you customize the way you view your documents. You can
change the display size of the text or graphics you are viewing, view several
documents at the same time, and minimize or maximize documents. You can
also refresh the screen, and you can control display settings for nonprinting
items, graphics, and Reveal Codes.

Draft view
Draft view attempts to match the fonts you have chosen and displays the
document close to the way it will look when printed. Draft view does not
display certain document features, such as headers, footers, and watermarks,
although they might exist in the document. Because not all features display,
working in Draft view is often faster than working in Page view.

Page view
Page view displays a document the way it will look when printed. Page view
displays headers, footers, footnotes, watermarks, rotated text, and label
arrangement.

Two Pages view
Two Pages view offers the same display features as Page View but without
zoom options. It displays two consecutive pages side by side in the same
Document Window.

Web Page view
Web Page view lets you convert WordPerfect formatting into HTML format,
so you don’t need to know HTML to create documents suitable for a local
intranet or for the Internet. You can start a new document or format an
existing document as a web document. WordPerfect codes that have no
HTML equivalents are modified or deleted from the document. For more
information about HTML documents, see “Publishing to HTML” on page
480.

Switching views
WordPerfect provides four different views — Draft view, Page view, Two
Pages view, and Web Page view. You can switch between the four views.

Getting started

39

To switch to another view
1 Click View, then click one of the following:
Ÿ Draft — displays a document without features, such as headers,
footers, and watermarks
Ÿ Page — displays a document the way it will look when printed
Ÿ Two Pages — displays two consecutive pages side by side
Ÿ Web Page — lets you convert a WordPerfect document into HTML
format
Ÿ You can also click the Change View button on the toolbar to switch
between the Web and Page views.

Enlarging or reducing the page display
You can enlarge or reduce the page displayed in the window when you are in
either Draft view or Page view.

To enlarge or reduce the page display
1 Click View, Zoom.
2 Click a preset zoom percentage or click one of the following options:
Ÿ Margin Width — displays a complete line or block of text within a
window, with minimal white space to the right or left
Ÿ Page Width — displays the width of the page, including margins, in the
window
Ÿ Full Page — displays all page margins in the Document Window
Ÿ Other — lets you enter a custom zoom percentage
Ÿ You can also click the Zoom button on the toolbar to enlarge or reduce the
page display.

Viewing multiple documents at the same time
In WordPerfect, you can have multiple documents open at the same time. You
can cascade the Document Windows on top of one another, then click the one
you want to display full size. You can also tile the Document Windows so that
all of the documents are visible.

40

WordPerfect 9: Chapter 2

To cascade multiple Document Windows
Ÿ Click Window, Cascade.

To tile multiple Document Windows horizontally
Ÿ Click Window, Tile Side By Side.

To tile multiple Document Windows vertically
Ÿ Click Window, Tile Top To Bottom.
Ÿ The number of documents you can have open at the same time is
determined by the memory capacity of your computer.

Minimizing and maximizing a Document Window
You can minimize the Document Window so that only the Title Bar remains,
or maximize it so that the window fills the entire work area. You can also
restore a minimized Document Window to its previous size.

To minimize a Document Window
Ÿ Click the Minimize button in the upper-right corner of a Document
Window.

To maximize a Document Window
Ÿ Click the Maximize button in the upper-right corner of a Document
Window.

To restore a Document Window to its previous size
Ÿ Click the Restore button on the Title Bar of the document.

Hiding and displaying nonprinting items
Nonprinting items are items that appear on screen but are not printed. They
include the ruler, guidelines, table gridlines, hidden text, and formatting
symbols, such as spaces, hard returns, tabs, and indents. You can select
which of these items display on your screen. For formatting symbols, you can
hide or display all symbols or select individual symbols to display.

Getting started

41

To hide or display the Ruler
Ÿ Click View, Ruler.
A check mark next to the Ruler command indicates that the ruler is
displayed.

To hide or display guidelines
Ÿ Click View, Guidelines.
A check mark next to the Guidelines command indicates that guidelines
are displayed.

To hide or display table gridlines
Ÿ Click View, Table Gridlines.
A check mark next to the Table Gridlines command indicates that
gridlines are displayed.

To hide or display hidden text
Ÿ Click View, Hidden Text.
A check mark next to the Hidden Text command indicates that hidden
text is displayed.

To hide or display formatting symbols
Ÿ Click View, Show ¶.
A check mark next to the Show ¶ command indicates that tabs, returns,
and other symbols are displayed.

To specify which formatting symbols display on your screen
1 Click Tools, Settings.
2 Click Display.
3 Click the Symbols tab.
4 Enable the check box for each symbol you want to display in the
Document Window.

Hiding and displaying graphics
Hiding the graphics in your document can significantly decrease the time it
takes to scroll through your document.

42

WordPerfect 9: Chapter 2

To hide or display graphics
Ÿ Click View, Graphics.
A check mark next to the Graphics command indicates that graphics are
displayed.

Displaying Reveal Codes
Codes are inserted in your document nearly every time you use a
WordPerfect feature. For example, when you make text bold, codes surround
the word in the Reveal Codes window.
The following
illustration
shows how the
insertion point
and codes
display in the
Reveal Codes
window.

You can hide or display the Reveal Codes window, and you can change display
settings, such as font face and size, text and background color, and formatting
options.

To display or hide the Reveal Codes window
Ÿ Click View, Reveal Codes.
A check mark next to the Reveal Codes command indicates that Reveal
Codes are displayed.
Ÿ You can also hide the Reveal Codes window by right-clicking in the Reveal
Codes window, then clicking Hide Reveal Codes.

To change how Reveal Codes are displayed
1 Click Tools, Settings.
2 Click Display.
3 Click the Reveal Codes tab.
4 In the Color section, choose a text color from the Text palette.
5 In the Color section, choose a background color from the Background
palette.
6 In the Format section, enable any of the following check boxes:
Getting started

43

Ÿ Wrap Lines At Window — continues codes on the next line
Ÿ Show Spaces As Bullets — displays a bullet for each space character
Ÿ Show Codes In Detail — displays formatting information with codes in
the Reveal Codes window
7 Click the Font button, then choose a font from the Face list box.
8 Choose a font size from the Size list box.
Ÿ To use Windows system colors for the Reveal Codes window, enable the
Use System Colors check box in the Color section.

Ÿ You can also change how Reveal Codes are displayed by right-clicking in
the Reveal Codes window, then clicking Settings.

Moving through documents
WordPerfect offers a variety of ways for you to move around in a document.
You can move to a specific section of your document, such as a page, table,
line, edit position, or the top or bottom of the current page. You can also
move between any open documents.
Autoscroll lets you scroll through your document quickly without using the
arrow keys or the scroll bars. The scroll bars let you move up, down, to the
left, or to the right in your document by small or large increments.
You can use navigation controls to browse through a document by insertion
point, page, table, box, footnote, endnote, heading, edit position, or comment.

Moving to a specific section of a document
You can move to a specific section of your document, such as a page, table,
line, or edit position. You can also move to the top or bottom of the current
page.

To move to a specific section of a document
1 Click Edit, Go To.
2 Choose one of the following from the Go To What list:
Ÿ Page — moves the cursor to the specified page
Ÿ Table — moves the cursor to the specified table

44

WordPerfect 9: Chapter 2

Ÿ Line — moves the cursor to the specified line
Ÿ Edit Position — moves the cursor to the next edit position
Ÿ Reselect Last Selection — moves the cursor to the last selected item
and reselects it
Ÿ Top Of Current Page — moves the cursor to the top of the page
Ÿ Bottom Of Current Page — moves the cursor to the bottom of the page
3 Type the page number, line number, or table name in the appropriate box.
4 Click the Go To button.

Moving between open documents
You can move between any open documents.

To move between open documents
Ÿ Click Window, then click the name of the document you want to move to.
The active document is preceded by a check mark.

Scrolling through a document
You can scroll through your document using the scroll bars or using
Autoscroll. The scroll bars let you move up, down, to the left, or to the right
in your document by small or large increments. Autoscroll lets you scroll
through your document quickly without using the scroll bars.
To scroll...

Do this...

Upward in small increments

Click the up arrow on the vertical scroll bar

Downward in small increments

Click the down arrow on the vertical scroll bar

Left in small increments

Click the left arrow on the horizontal scroll bar

Right in small increments

Click the right arrow on the horizontal scroll bar

Up or down in large increments

Drag the slider on the vertical scroll bar

Left or right in large increments

Drag the slider on the horizontal scroll bar

To scroll through a document using Autoscroll
1 On the WordPerfect 9 toolbar, click the Autoscroll button.
The cursor changes to the Autoscroll arrow.
2 Move the Autoscroll arrow in the direction you want to scroll.
3 Click the mouse to disable Autoscroll.
Getting started

45

Ÿ The scrolling speed increases if you move the arrow further away from
the Autoscroll tool and slows if you move the arrow closer to the
Autoscroll tool.

Using navigation controls
Navigation controls in WordPerfect let you browse through a document
quickly. Back and Forward buttons on the WordPerfect 9 toolbar let you move
the insertion point to and from its previous position. The Browse button and
Previous and Next buttons located on the vertical scroll bar let you browse
through your document by page, table, box, footnote, endnote, heading, edit
position, and comment.

To browse backward by insertion point
Ÿ Click the Back button on the WordPerfect 9 toolbar.
The insertion point moves to its previous position.

To browse forward by insertion point
Ÿ Click the Forward button on the WordPerfect 9 toolbar.
Ÿ The Forward button is not available unless you have previously browsed
using the Backward button on the horizontal toolbar.

To browse using navigation controls
1 Click the browse button on the vertical scroll bar to choose one of the
following options:
Ÿ Page — lets you browse to the previous or next page in the document
Ÿ Table — lets you browse to the previous or next table in the document
Ÿ Box — lets you browse to the previous or next box in the document
Ÿ Footnote — lets you browse to the previous or next footnote in the
document
Ÿ Endnote — lets you browse to the previous or next endnote in the
document
Ÿ Heading — lets you browse to the previous or next heading in the
document

46

WordPerfect 9: Chapter 2

Ÿ Edit Position — lets you browse to the previous or next edit position in
the document
Ÿ Comment — lets you browse to the previous or next comment in the
document
2 Click one of the following buttons on the vertical scroll bar to browse:
Ÿ Previous button — moves the insertion point to the previous
occurrence of the selected browse mode
Ÿ Next button — moves the insertion point to the next occurrence of the
selected browse mode

Using bookmarks and QuickMarks
Bookmarks and QuickMarks mark a place in a document so that you can
return to that location quickly. You can create multiple bookmarks with
different names. You can also associate a bookmark with selected text, so
that when you return to the bookmark, the text is selected again. Bookmarks
can be moved, renamed, and deleted.
You can insert one QuickMark in a document. A QuickMark can be used to
save your place in a document each time you close WordPerfect. You can
delete a QuickMark.

Inserting bookmarks and QuickMarks
You can insert multiple bookmarks in a document. You can create a bookmark
wherever the cursor is positioned, or you can create a bookmark using
selected text. You can also insert one QuickMark in a document.

To insert a bookmark
1 Position the cursor where you want to insert a bookmark.
2 Click Tools, Bookmark.
3 Click the Create button.
4 Type a name for the bookmark in the Bookmark Name box.
Ÿ If you do not type a bookmark name, a QuickMark is inserted.

To insert a bookmark using selected text
1 Select the text you want to use to create the bookmark.
2 Click Tools, Bookmark.
Getting started

47

3 Click the Create button.
4 Type a name in the Bookmark Name box.
5 Enable the Selected Bookmark check box.

To insert a QuickMark
1 Position the cursor where you want to insert a QuickMark.
2 Click Tools, Bookmark.
3 Click the Set QuickMark button.
Ÿ Enable the Set QuickMark On File Save check box to automatically insert
a QuickMark at the insertion point whenever you save a document.

Finding bookmarks and QuickMarks
You can find bookmarks and QuickMarks that you have inserted in a
document.

To find a bookmark
1 Click Tools, Bookmark.
2 Choose the bookmark from the Bookmarks list box.
3 Click the Go To button.

To find a bookmark created with selected text
1 Follow steps 1 and 2 from the previous procedure.
2 Click the Go To & Select button.

To find a QuickMark
1 Click Tools, Bookmark.
2 Click the Find QuickMark button.

Saving your place in a document
You can place a QuickMark at the insertion point in your document every
time you save it. You can then quickly return to that location when you
reopen the document.

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WordPerfect 9: Chapter 2

To save your place in a document
1 Click Tools, Bookmark.
2 Enable the Set QuickMark On File Save check box.
3 Enable the Go To QuickMark On File Open check box.

Moving and renaming bookmarks
You can move and rename bookmarks.

To move a bookmark
1 Position the cursor where you want the bookmark to appear.
2 Click Tools, Bookmark.
3 Choose the bookmark from the Bookmarks list box.
4 Click the Move button.

To rename a bookmark
1 Click Tools, Bookmark.
2 Choose the bookmark from the Bookmarks list box.
3 Click the Rename button.
4 Type a name for the bookmark in the New Name box.

Deleting bookmarks and QuickMarks
You can delete a bookmark or a QuickMark.

To delete a bookmark or a QuickMark
1 Click Tools, Bookmark.
2 Choose the bookmark or QuickMark from the Bookmarks list box.
3 Click the Delete button.

Using document summaries
Document summaries are used to provide information about a document to
other users. You can change document summary settings so that parts of the
document summary are created automatically, and you can specify whether
you are prompted to create a summary for each document. You can also
choose which fields appear in your document summaries.

Getting started

49

Document summary information can be retrieved without opening the
document or it can be viewed from within a document.

Creating document summaries
You can create a document summary to provide information about a
document to other users.

To create a document summary
1 Click File, Properties.
2 Type information in the fields provided.
Ÿ You can define which fields are used for a document summary. For more
information about document summary fields, see “Customizing document
summary fields” on page 51.

Automating parts of the document summary
You can automate parts of the document summary. You can specify the text
that identifies a document subject so that text following a specific word is
always used as the subject. For example, if you make “RE:” the subject
search text, the text immediately following RE: in your document becomes
the subject for the document summary. You can also specify a document type,
such as a letter, memo, or invoice.
You can be prompted to create a document summary every time you save or
exit a document. You can also use existing document summaries to
automatically create more descriptive filenames for your documents. For
example, a filename such as “4QRPT.WPD” can be changed to the document
summary descriptive name “My 4th Quarter Report.wpd,” which provides
more information about the document. You can also use the filename to
create the document summary descriptive name automatically.

To automate parts of the document summary
1 Click Tools, Settings.
2 Click Summary.
3 In the Subject Search Text box, type the text the document summary uses
to identify a document subject.
4 In the Default Descriptive Type box, type a description for document
summaries.

50

WordPerfect 9: Chapter 2

5 Enable any of the following check boxes:
Ÿ Create Summary On Save/Exit — creates a document summary
automatically when you save or exit a document
Ÿ On Open, Use The Descriptive Name For The Filename — renames
the document when you open it using the Document Summary
filename
Ÿ When Saving A Document, Use The Filename For The Descriptive
Name — creates the Document Summary descriptive name
automatically from the filename
Ÿ You can specify default author and typist names using Environment
Settings. For more information about automating user information, see
“Changing user information for comments and document summaries” on
page 625.
Ÿ Previous versions of DOS and some versions of Windows are limited to
filenames with eight characters and a three-letter extension.

Customizing document summary fields
You can choose which fields appear in a document summary and in which
order they appear. A field is a unit of information that contains a specific
characteristic. For example, a field contains information such as a name,
address, author, typist, or subject.

To customize document summary fields
1 Click File, Properties.
2 Click the Setup button.
3 Choose the fields you want to display from the Select Fields list box.
The fields are displayed in the Fields To Display list box.
4 Drag the fields in the Fields To Display list to change their order.
Ÿ Click the Use As Default button if you want the customized fields to
become the default document summary configuration for all documents.

Getting started

51

Retrieving information about a document
You can retrieve information about a document without opening it by viewing
the document summary. You can also view information about the active
document, such as the number of characters, words, lines, or pages in your
document; the average word length; or the average number of words per
sentence in your document.

To retrieve information about a document
1 Open Windows Explorer.
2 Choose the drive where the document is stored from the list box.
3 Double-click the folder in which the document is stored.
4 Right-click the document, then click Properties.
5 Click the Summary tab.

To view information about the active document
1 Click File, Properties.
2 Click the Information tab.

52

WordPerfect 9: Chapter 2

MOVING BETWEEN
MICROSOFT WORD AND
WORDPERFECT

3

WordPerfect makes it easy for you to convert your Microsoft Word files to
WordPerfect formats, open Microsoft Word documents in WordPerfect, and
save WordPerfect documents as Microsoft Word files.
Because Microsoft Word and WordPerfect share basic formatting features,
essential layouts, and many of the same menu options, you can create
Microsoft Word documents and then easily import files into WordPerfect. You
can also set your keyboard shortcuts to reflect Microsoft Word or
WordPerfect settings.
The following Microsoft Word file formats can be opened in WordPerfect:
Ÿ Microsoft Word 1.0 for DOS
Ÿ Microsoft Word 1.1 for DOS
Ÿ Microsoft Word 1.2 for DOS
Ÿ Microsoft Word 2.0 for DOS
Ÿ Microsoft Word 4.0 for DOS
Ÿ Microsoft Word 5.0 for DOS
Ÿ Microsoft Word 5.5 for DOS
Ÿ Microsoft Word 6.0 for Windows

Moving between Microsoft Word and WordPerfect

53

Ÿ Microsoft Word 7.0 (Microsoft Office 95)
Ÿ Microsoft Office 97
Despite similarities, Microsoft Word and WordPerfect are distinguished by
some differences in terminology, tools, and technology. Therefore, a
conversion must take place to use a Microsoft Word file in WordPerfect.
Occasionally, some information in a file may not be displayed in the same way
after the conversion process. For more information, see Conversion notes for
Microsoft Word and WordPerfect in the Reference Information section of the
WordPerfect online Help, where each Microsoft Word feature is listed
alongside an explanation of how this feature is converted in WordPerfect 9.
If you are moving from Microsoft Word, you need to know the features of
WordPerfect 9 that have a different name. For more information, see
“Comparing Microsoft Word and WordPerfect features on page 64.”
For a complete list of all the file formats that can be imported into and
exported from WordPerfect, see Import and export file formats for
WordPerfect 9 in the Reference Information section of the WordPerfect
online Help.

Opening Microsoft Word documents
You can open a Microsoft Word document in WordPerfect.

To open a Microsoft Word document
1 Click File, Open.
2 Click the file you want to open, then click the Open button.
Ÿ When you open a Microsoft Word document in WordPerfect, some
information in the file may not be displayed in the same way after the
conversion process. For more information, see Conversion notes for
Microsoft Word and WordPerfect in the Reference Information section of
the WordPerfect online Help.

To convert a file format to WordPerfect
1 Click Insert, File.
2 Click the file you want to open, then click the Insert button.

Saving WordPerfect documents as Microsoft Word documents
You can save WordPerfect documents as Microsoft Word documents.

54

WordPerfect 9: Chapter 3

To save a WordPerfect document as a Microsoft Word document
1 Click File, Save.
2 In the Save In list box, choose the directory in which you want to save the
file.
3 Type the name of the file in the File Name box.
4 In the File Type list box, choose the version of Microsoft Word in which
you want to save the file.
5 Click the Save button.
Ÿ When you save a Microsoft Word document as a WordPerfect document,
some information in the file may not be displayed in the same way after
the conversion process. For more information, see Conversion notes for
Microsoft Word and WordPerfect in the Reference information section of
the WordPerfect online Help.

Enabling the Microsoft Word Menu Bar
You can change the WordPerfect User Interface to include the Microsoft
Word Menu Bar.

To enable the Microsoft Word Menu Bar
Ÿ Right-click the WordPerfect Menu Bar, then click Microsoft Word 97.

To disable the Microsoft Word Menu Bar
Ÿ Right-click the WordPerfect Menu Bar, then click Microsoft Word 97.

Keyboard shortcuts
The following table lists the Microsoft Word shortcuts and the WordPerfect
keyboard equivalents. You can customize your keyboard shortcuts. For more
information, see “Customizing keyboard shortcuts” on page 646.
Microsoft Word
shortcut key

WordPerfect command

WordPerfect 9 shortcut
key

CTRL + E

Align Center

SHIFT + F7

CTRL + B

Bold, turn on/off

CTRL + B

Moving between Microsoft Word and WordPerfect

55

56

Microsoft Word
shortcut key

WordPerfect command

WordPerfect 9 shortcut
key

CTRL + F4

Close document

CTRL + F4

CTRL + C

Copy the selection to
the Clipboard

CTRL + C

ALT + F4

Exit

ALT + F4

CTRL + D

Font, change

F9

F7

Grammar, check and
correct

ALT + SHIFT + F1

CTRL + ENTER

Hard Page Break

CTRL + ENTER

ENTER

Hard Return

ENTER

F1

Help

F1

CTRL + HYPHEN

Hyphen Hard

CTRL + HYPHEN

CTRL + SHIFT +
HYPHEN

Hyphen Soft

CTRL + SHIFT +
HYPHEN

CTRL + M

Indent current
paragraph one tab stop

F7

CTRL + I

Italic, turn on/off

CTRL + I

CTRL + V

Insert Clipboard
contents at the
insertion point

CTRL + V

CTRL + G

Jump to a specified
place in the document

CTRL + G

CTRL + E

Justify Center

CTRL + E

CTRL + J

Justify Full

CTRL + J

CTRL + L

Justify Left

CTRL + L

CTRL + R

Justify Right

CTRL + R

SHIFT + ENTER

Line Break

CTRL + SHIFT + L

WordPerfect 9: Chapter 3

Microsoft Word
shortcut key

WordPerfect command

WordPerfect 9 shortcut
key

CTRL + T (hanging
indent)

Margin Release

CTRL + F7

CTRL + HOME

Move the insertion
point to the beginning
of the document

CTRL + HOME

HOME

Move the insertion
point to the beginning
of a line

HOME

PAGE DOWN

Move the insertion
point to the bottom of
the screen

PAGE DOWN

UP ARROW

Move one cell up in a
table

ALT + UP ARROW

DOWN ARROW

Move one cell down in
a table

ALT + DOWN
ARROW

RIGHT ARROW or
TAB

Move one cell right in
a table

ALT + RIGHT
ARROW or TAB

LEFT ARROW or
TAB

Move one cell left in a
table

ALT + LEFT ARROW
or TAB

RIGHT ARROW

Move one column to
the left

ALT + RIGHT
ARROW

LEFT ARROW

Move one column to
the right

ALT + LEFT ARROW

CTRL + X

Move selection to the
Clipboard

CTRL + X

CTRL + N

New document

CTRL + SHIFT + N

CTRL + ENTER

New page

CTRL + ENTER

CTRL + O

Open document

CTRL + O

CTRL + P

Print

CTRL +P

Moving between Microsoft Word and WordPerfect

57

Microsoft Word
shortcut key

WordPerfect command

WordPerfect 9 shortcut
key

CTRL + Y

Reverse the last undo

CTRL + SHIFT + Z

CTRL + S

Save

CTRL + S

F12

Save As

F3

CTRL + F

Search (backward)

CTRL + F

CTRL + F

Search (forward)

CTRL + F

F7

Spelling, check and
correct

CTRL + F1

SHIFT + F7

Thesaurus

ALT + F1

CTRL + U

Underline, turn on/off

CTRL + U

INSERT

Typeover

INSERT

CTRL + Z

Undo

CTRL + Z

For a complete list of all WordPerfect keyboard shortcuts, see Using
keyboard shortcuts in the Reference information section of the WordPerfect
online Help .

Comparing Microsoft Word and WordPerfect features
This table lists the features in WordPerfect 9 that have different names in
Microsoft Word.

58

Microsoft Word feature

WordPerfect 9 feature

Annotation

Comment

AutoCorrect

QuickCorrect

AutoShapes

Shapes

AutoText

QuickWords

Automatic Save

Backup

Break

New Page

Bullets and Numbers

Bulleted, Numbered, and Alphabetical Lists

Change Case

Convert Case

WordPerfect 9: Chapter 3

Character

Font Appearance

Charting

Chart

Compare Versions

Document Review

Create Envelope

Envelopes

Customize

Settings

Drawing

Draw

Find File

QuickFinder

Footers

Headers/Footers

Frame

Graphics

Full Screen

Hide Bars

Grammar

Grammatik

Grammar as you type

Grammar-As-You-Go

Headers

Headers/Footers

Hyperlink

Hyperlink

Indentation

Indent

Index and Tables

Reference

Keep Lines Together

Keep Text Together

Keep with Next

Conditional End of Page

Merge Documents or Mail Merge

Merge

Merge Cells

Join

Options

Settings

Page Alignment

Center Page

Paragraph Alignment

Justification

Protect Document

Keep Text Together

Right-Aligned Text

Flush Right

Sorting

Sort

Spelling

Spell Check

Spelling as you type

Spell-As-You-Go

Summary Info

Document Summary

Table AutoFormat

SpeedFormat

Moving between Microsoft Word and WordPerfect

59

Tabs

Tab Set

Text Direction

Rotate Text

Track Changes

Document Review

Vertical Alignment

Center Page

WordArt

TextArt

Word Count

Properties

Using comments in a document
You can add annotations to document text, footnotes, endnotes, and outlines
with the Comment feature. Comments contain text and some formatting
codes, such as fonts, justification, margins, and tabs.
For more information about Comments, see the following:
Using comments in documents
Adding and deleting comments
Displaying and hiding comments
Converting text to comments and comments to text

QuickCorrect
You can use QuickCorrect to correct common typing mistakes automatically,
accelerate text entry, and begin bulleted, numbered, and alphabetical lists.
For example, QuickCorrect can fix typing errors by replacing “teh” with
“the” or an asterisk with a bullet. You can add and delete items from the
QuickCorrect list to accommodate your typing style.
For more information, see “Using QuickCorrect” on page 150.

Drawing shapes in your document
You can insert basic shapes, such as circles, rectangles, lines, polygons, and
polylines in your document. After you insert a shape, you can drag it, size it,
and wrap text around it like a graphics box.
For more information, see “Creating shapes and drawings” on page 259.

QuickWords
You can use abbreviations that automatically expand when you press ENTER,
TAB, or SPACEBAR. You can expand these abbreviations as formatted or
plain text. Plain text includes tabs and hard returns but not font attributes or

60

WordPerfect 9: Chapter 3

other formatting. Formatted text includes columns, borders, and graphics
boxes. You can use as many as two words in your abbreviation.
For more information, see “Creating QuickWords” on page 151.

Backup files
You can backup files automatically or when you save to protect files from a
power, hard disk, or network failure.
For information about how to back up your files, see “Backing up files” on
page 365.

Creating a new page
You can create a new page whenever WordPerfect encounters a specific
element, such as a page break. For information about creating a new page,
see “Forcing a new page” on page 185.

Bulleted, numbered, and alphabetical lists
You can organize text as you draft a document using bulleted, numbered, and
alphabetical lists.
For more information, see “Creating bulleted lists, numbered lists, and
outlines” on page 111 or “Creating lists in web documents” on page 491.

Convert case
You can change the current word or selected text to all uppercase or
lowercase letters, or you can change it to lowercase letters with initial caps.
Lowercase exceptions
When you convert text to lowercase, the following words remain capitalized:
Ÿ words beginning with “I” (for example, “I’m,” “I’d,” and “I’ve”)
Ÿ the first word in each sentence

Font appearance
You can change the look of your document by changing the font. The font can
differ either by typeface (such as Times Roman or Courier) or size.
When you want to change the size of your text, you can specify specific font
sizes in points, such as 11, 12, or 18. You can also specify a relative font size,
such as small, normal, or large. The new font size is calculated in relation to
the current font size.

Moving between Microsoft Word and WordPerfect

61

WordPerfect 9 gives you quick access to the many fonts available to you. The
QuickFonts button on the Property Bar allows one-click access to the fonts
you use most. You can also access font face, font size, or appearance (such as
bold, italic, and underline) using buttons on the default Property Bar.
For more information about attributes, see “Setting text attributes” on page
71.

Creating charts
You can create charts and graphs in a document using the Chart Editor, or
you can first create a table with the data and then convert it into a chart. In
addition, you can add a chart from another document, spreadsheet, or
database.
For more information, see “Using charts” on page 251.

Reviewing a document
You can use Document Review to mark editing changes that you’ve made to
a document or to review the changes others have made to your document.
For more information, see “Reviewing and comparing documents” on page
162.

Creating envelopes
You can create an envelope using the mailing address from your current
document or using the return and mailing addresses you specify. You can also
use the addresses from the CorelCENTRAL Address Book.
To create an envelope, you must have a printer selected and an available
envelope paper definition for that printer.
You can use the Merge feature to create multiple envelopes with the same
return address but with different mailing addresses.
For more information, see “Creating envelopes” on page 194.

Settings
You can customize your use of WordPerfect, set options that make your work
more efficient, change how the Document Window looks, and set up specific
tasks.
For more information, see “Customizing WordPerfect” on page 621.

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WordPerfect 9: Chapter 3

Creating and inserting a drawing or shape
You can create basic shapes, such as circles, rectangles, or lines, in a
WordPerfect document. You can also create more complex drawings using
Corel Presentations.
For more information, see “Creating and inserting shapes and drawings” on
page 27.

QuickFinder
You can use QuickFinder to search for files by name or content. A
QuickFinder search can be as simple as specifying a filename to find or as
sophisticated as finding all .WPD files created during the last week that
contain a specific word.
QuickFinder locates the files whose title or contents meet the search criteria
you specify and displays them in the QuickFinder Search Results folder,
along with their locations. You can change the view and manipulate the files
just as you can with files in any file management dialog box.
You can perform normal searches where each file within the scope of your
search (for example, within the folder or drive you are searching) is searched
for using the criteria you specify. This type of search is fine for simple
searches within a small scope.
QuickFinder can also perform Fast Searches, which require that you specify
the folders and/or drives you want to search. QuickFinder then creates a Fast
Search file, which is a full-text, alphabetical list of every word contained in
the files and folders you have specified, to find what you need.

Graphics
You can easily insert drawings, pictures, and other items into a document.
Once inserted, you can change the appearance of the image by editing it with
the WordPerfect image tools or by editing it in another graphics application.
When you insert an image into WordPerfect, it is placed inside a box
(sometimes called a frame). When you click an image, the box is selected, as
indicated by sizing handles.
You can quickly change how the box looks (for example, change the border,
shading, or placement on the page). You can also apply preset graphics box
styles for equations, text boxes, decorative text, and borders, then customize
these graphics box styles.
For more information, see “Working with graphics” on page 257.

Moving between Microsoft Word and WordPerfect

63

Hiding all toolbars and menus
You can use Hide Bars to remove the toolbars, Property Bar, Ruler,
Application Bar, scroll bars, and menus from your Document Window.
For more information, see “Displaying and hiding items in a document” on
page 622.

Grammatik
You can use Grammatik to proofread documents, parts of documents, and
text entry boxes for grammar and style errors. You can choose a checking
style designed for the type of writing you are checking, or you can create a
customized checking style.
For more information, see Using Grammatik in the WordPerfect online Help.

Grammar-As-You-Go
Grammar-As-You-Go is like using Grammatik as you type. It marks words or
phrases that might indicate incorrect grammar or usage.
Grammar-As-You-Go includes the checking features of Spell-As-You-Go.
For more information, see “Using Grammar-As-You-Go” on page 148.

Headers and footers
You can use headers and footers to print information, such as a chapter
heading, a title, a date, a person’s name, or a company name, at the top or
bottom of each page or on alternating pages in a document.
You can use two different headers and two different footers at any place in
your document. You can have several headers in a document, but only two
headers can be active on a page.
To replace a header or footer, you must create a new Header A to replace
Header A. Likewise, only a Footer A can replace another Footer A. For more
information, see “Using headers and footers” on page 335.

Hyperlinks
You can use hyperlinks to add links to information within the active
document and between documents. You can also link to local WordPerfect
documents or HTML documents stored on the Internet, local intranet, or
network.
If you want to cross-reference to another chapter, you can add a hyperlink so
that the reader can click and jump to that chapter automatically rather than
scrolling to it.

64

WordPerfect 9: Chapter 3

For more information, see “Creating hyperlinks” on page 504.

Indent
The Indent feature offers a number of ways for you to format your text. A
paragraph indent moves a complete paragraph one tab stop to the right. A
hanging indent moves all but the first line of a paragraph one tab stop to the
right and is often used to format bibliography entries. A double indent moves
an entire paragraph in one tab stop from both the left and right margins and is
often used to format lengthy quotations. A back tab moves one line of text to
the left one tab setting.
For more information, see “Indenting text” on page 84.
Ÿ The width of each indent is determined by the current tab settings.
Ÿ A tab moves just one line of text, whereas an indent moves all the lines in
a paragraph.

Indexes
Creating an index involves three steps:
Ÿ Defining the index by creating a list of words or phrases you want to
include
Ÿ Marking the words to include in your index
Ÿ Updating your index and generating it regularly
For more information, see “Creating an index” on page 319.

Keep Text Together
A printed document may have text that is badly divided across page breaks.
For example, a heading may appear at the bottom of one page and the
accompanying text on the next page.
You can keep text together on a page in the following ways:
Ÿ keep the first or last line of a paragraph from being separated from the
paragraph across a page break
Ÿ keep a block of text from being split between two pages
Ÿ keep a heading together with the accompanying text by specifying a
number of lines to keep together
For more information, see “Keeping text together” on page 85.
Moving between Microsoft Word and WordPerfect

65

Conditional End of Page
A printed document may have text that is badly divided across page breaks.
For example, a heading may appear at the bottom of one page and the
accompanying text on the next page.
You can keep text together on a page in the following ways:
Ÿ keep the first or last line of a paragraph from being separated from the
paragraph across a page break
Ÿ keep a block of text from being split between two pages
Ÿ keep a heading together with the accompanying text by specifying a
number of lines to keep together
For more information, see “Keeping text together” on page 85.

Merge
You can use the Merge feature to mass-produce letters, envelopes, mailing
labels, contracts, phone lists, memos, or other documents.
To create a Merge, you start with a form document and then merge it with a
data source, such as a data file, address book, or information from a keyboard.
The merge reproduces copies of the form document. Each copy contains
specific information from a record in the data source.
For example, you can use merge to write the same letter to a number of
people. The text of the letter is the same on each copy, but the names and
addresses are different.
You can have the merged letters open in a third Document Window or go
directly to your printer or email system.
For more information, see “Merging documents” on page 381.

Joining and splitting table cells
You can use the Join feature to combine selected cells. When you join cells,
the formatting of the top left cell is used for all the joined cells.
You can use the Split feature to divide the current cell or a selection of cells
in a table. The current cell will divide in two, and each selected cell will
divide in two. The new cells will have the same format as the original cell.
For more information, see “Joining and splitting tables and table cells” on
page 222.

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WordPerfect 9: Chapter 3

Centering text
You can center text exactly between the left and right margins.
You can also center text between the top and bottom margins of the current
page only or the current and succeeding pages. Headers, footers, and
footnotes remain in their normal positions at the top and bottom of the page.
Endnotes are centered with the text.
For more information, see “Creating and selecting page size definitions” on
page 170 and “Editing and deleting page size definitions” on page 172.

Flush right
You can align text at the right margin. For information, see “Justifying text”
on page 183.

Sorting Words and Numbers
You can use the Sort feature to arrange text alphabetically or numerically or
to extract specific information from a list. You can sort lines of text,
paragraphs, table rows, parallel columns, or merge data file records. For
example, you can alphabetize a simple word list, sort a table of students
according to their grades, or extract addresses with a certain ZIP Code from a
list of addresses.
When you perform a sort, you are actually sorting records. You can sort any
of the following record types: lines, paragraphs, merge records, parallel
columns, and tables. Records are subdivided into smaller units that are easier
to sort. The subdivisions include fields, lines, words, columns, and cells.
You can use sort keys to specify which part of the record to sort by. You
assign a portion of the record to a sort key. Sort keys are numbered from 1 to
9, with key 1 having first priority and key 2 having second priority. You can
define keys as alphanumeric, numeric, ascending, or descending.
You can sort text in the active document or in a file on disk. You can display
the sorted text onscreen, or you can save it to a file.
For more information, see “Sorting text” on page 137.

Spell Check
You can use Spell Checker to check for misspelled words, duplicate words,
and irregular capitalization in documents, parts of documents, and text entry
boxes.
For more information, see “Using spelling and grammar tools” on page 147.

Moving between Microsoft Word and WordPerfect

67

Spell-As-You-Go
Spell-As-You-Go is like using Spell Checker as you type. It marks words that
might be misspelled so you can decide whether to correct them.
For more information, see “Using Spell-As-You-Go” on page 147.

Document Summary Settings
You can create parts of the document summary automatically and specify
whether you are prompted to create a summary for each document.
You can also use existing document summaries to automatically create more
descriptive filenames for your documents. Previous versions of DOS and
some versions of Windows are limited to filenames with eight characters and
a three-letter extension, such as 4QRPT.WPD. However, current versions of
Windows allow longer filenames that can provide more information about a
document, such as My 4th Quarter Report.wpd.
For more information, see “Using document summaries” on page 49.

Using SpeedFormat
You can create a table using SpeedFormat. For more information, see
“Formatting a table using preset styles” on page 237.

Tab Set
Pressing the TAB key indents a single line of text or columns of text. You can
add, delete, or move a tab setting. The change takes effect in the active
paragraph and in subsequent text until you change the setting again.
However, if you select text before changing the tab setting, the setting
affects only the selected paragraph.
For more information, see “Changing the position of tab stops” on page 102.

Rotate text
You can rotate text in a box. For more information, see “Rotating text” on
page 305.

TextArt
You can use TextArt to change words in your documents into designs. You
can change the image using patterns, colors, and other options, or you can
select from a wide variety of predesigned shapes.

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Ÿ TextArt designs can be used in any Windows application as an OLE object.
For more information, see Using TextArt in the WordPerfect online Help.

Document Properties
You can create a summary of a document that identifies the person who
created the document, provides a description of the content, and lists
statistical information, such as the number of words and sentences in the
document. The summary is saved with the document but does not display or
print with the document.
You can view the summary in the Properties dialog box while viewing the
document, or you can view the summary from the Windows Explorer. You
can print summary information or save it as a separate file.
For more information, see “Using document summaries” on page 49.

Moving between Microsoft Word and WordPerfect

69

FORMATTING DOCUMENTS

4

WordPerfect lets you use a variety of formatting tools to control the design
and arrangement of text. You can apply formatting to text to change the font
attributes, and you can control the positioning and flow of text using
indenting, hyphenating, and tabs.
You can number lines of text and paragraphs in a document. You can also
create bulleted lists, numbered lists, and outlines to enhance the visual
impact of a document.
You can use text styles to achieve consistent formatting throughout a
document.

Setting text attributes
You can apply formatting to text to change font attributes, such as face, style,
size, and color. You can also use QuickFonts to quickly select recently used
fonts and apply them to text. The Corel RealTime Preview feature lets you
view changes to font attributes before the changes take place. QuickFormat
lets you copy the format of text and apply it to other text and headings in a
document. You can also specify the default font face and font style for a
document and for all documents.
You can define font substitutions. Font substitutions let you display a
document in a different font, style, or size than the one used to print it, or
specify a replacement font when a certain font is not available on the printer.
You can also create superscript or subscript text and format text in your
document as hidden text.

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71

Changing font face and font style
You can change the font face and font style for selected text or for a
document. You can apply bold, italic, underline, outline, shadow, small caps,
redline, strikeout, and hidden aspects to text.
The following
illustration displays
examples of different
font faces and font
styles.

The current font and font size are displayed on the Property Bar.

To change the font face
1 Click in a document or select the text you want to change.
2 Click Format, Font.
3 Click the Font tab.
4 Choose a font from the Face list box.

To change the font style
1 Follow steps 1 to 3 from the previous procedure.
2 In the Appearance section, enable the check boxes for the appearance
attributes you want to apply.

To underline text
1 Select the text you want to change.
2 Click Format, Font.
3 Click the Underline tab.
4 In the Apply To section, enable one of the following buttons:
Ÿ All — applies underline to text, tabs, and spaces
Ÿ Text Only — applies underline to text only
Ÿ Text & Spaces — applies underline to text and spaces
Ÿ Text & Tabs — applies underline to text and the space between tabs

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5 In the Line Style section, choose an underline style.
6 In the Color section, do one of the following to change the underline color:
Ÿ Click the Color button, then choose a color from the Color palette.
Ÿ Enable the Same As Text check box.
Ÿ A sample of the font face with any enabled font styles is displayed at the
bottom of the Font Properties dialog box.

Ÿ You can also apply font styles, such as bold, italic, or underline, by clicking
the Bold button, the Italic button, or the Underline button on the Property
Bar.

Changing font size
You can change the font size for selected text or for a document. You can
choose a font size, such as 12 pt or 24 pt, or you can choose a size relative to
the current font size, such as large or extra large.
You can size scalable fonts to specific measurements, such as 13.4. Scalable
fonts include all True Type and PostScript fonts. When you select a font that
is not scalable, WordPerfect automatically substitutes the font size closest to
the one you’ve chosen.

To change the font size
1 Click in a document or select the text you want to change.
2 Click Format, Font.
3 Click the Font tab.
4 Choose a font size from the Size list box.

To change the font size relative to its current size
1 Select the text you want to change.
2 Click Format, Font.
3 Click the Font tab.
4 In the Relative Size section, click the Relative Size button, then choose
one of the following:
Ÿ Fine
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73

Ÿ Small
Ÿ Normal
Ÿ Large
Ÿ Very Large
Ÿ Extra Large
Ÿ Normal is the default setting for relative size.
Ÿ When you change the point size of a font, all text sized relative to that font
resizes accordingly.

Changing font color
You can change the color of text and choose a shading percentage to change
the intensity of the color. The color change is applied from the insertion point
forward.

To change font color
1 Click in the document where you want to change the font color.
2 Click Format, Font.
3 Click the Font tab.
4 Click the Color button, then choose a color from the Color palette.
5 Type a percentage in the Shading box to lighten or darken the text.
Ÿ To change the color of a block of text, select the text first.

Ÿ You can also change the color of selected text by clicking the Font Color
button on the Property Bar.

Reusing recent font settings
QuickFonts lets you format text using recent font settings, including font
face, font style, and font size. The QuickFonts list displays the 10 most
recently used fonts as they appear in the document.

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To reuse recent font settings
1 Select the text you want to change.
2 Click the QuickFont button on the Property Bar, then choose a font.
Ÿ The QuickFonts list has a maximum display size of 24 points.

Ÿ You can also access the most recently used font faces from the Font Face
list box on the Property Bar.

Using Corel RealTime Preview with fonts
Corel RealTime Preview lets you view changes to text before the changes
take place. This feature is available when you change the font face or font
size using the Property Bar. For example, you can view different font sizes in
your document before choosing which size is the most suitable.
You must enable Corel RealTime Preview to view changes in a document.

To enable Corel RealTime Preview
1 Click Tools, Settings.
2 Click Display.
3 Click the Document tab.
4 In the Show section, enable the Corel RealTime Preview check box.
Ÿ Corel RealTime Preview is enabled by default.

To view changes to the font face using Corel RealTime Preview
1 Click in a document or select the text you want to change.
2 On the Property Bar, open the Font Face list box.
3 Position the cursor on a font to view a preview of it in the Font Face
preview window.
When you pause on a font, a preview of the text in that font face is
displayed on the page.
4 Click the font in the Font Face list box to apply it.

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75

To view changes to font size using Corel RealTime Preview
1 Click in a document or select the text you want to change.
2 On the Property Bar, open the Font Size list box.
3 Position the cursor on a font size to view a preview of it in the Font Size
preview window.
When you pause on a font size, a preview of the text in that font size is
displayed on the page.
4 Click a font size in the Font Size list box to apply it.

Copying the format of text and headings
You can use QuickFormat to copy the format of text and headings and apply
the formatting to other text or headings in a document or to text in other
WordPerfect documents. Formatting attributes, such as font face, font size,
and font style, are all copied. When using QuickFormat for paragraphs, you
can also copy spacing, indentation, and borders.
When you use QuickFormat to format text, you automatically create a
QuickFormat text style. Changing text that has been formatted using a style
also changes other text in the document that uses that style. For information
about styles, see “Working with text styles” on page 123.

To copy the format of text
1 Click in the text that contains the formatting you want to copy.
2 Click Format, QuickFormat.
3 Enable the Selected Characters button.
4 Click OK.
5 Drag the QuickFormat paintbrush cursor over the text you want to
format.
6 Click Format, QuickFormat to disable QuickFormat.

To copy the format of a heading
1 Click the heading that contains the formatting you want to copy.
2 Click Format, QuickFormat.
3 Enable the Headings button.
4 Click OK.

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5 Click the QuickFormat paintbrush cursor in the text or heading you want
to format.
6 Click Format, QuickFormat to disable QuickFormat.
Ÿ You can also enable or disable QuickFormat by clicking the QuickFormat
button on the WordPerfect 9 toolbar.

Changing the default font face and font size
You can change the default font face and font size for the active document or
for all documents.

To change the default font face and size for the active document
1 Click File, Document, Default Font.
2 Click the Font tab.
3 Choose a font face from the Face list box.
4 Choose a font size from the Size list box.

To change the default font face and size for all documents
1 Follow steps 1 to 4 from the previous procedure.
2 Click the Settings button, then choose Set As Default For All Documents.
Ÿ Click the plus (+) sign to the left of the font face types to expand the
directory tree of available attributes for that type.

Using font mapping
WordPerfect lets you control font substitutions. You can change the font
substitutions for specific font attributes, styles, character sets, and print
orientations. This process is known as font mapping.
You can use font mapping to:
Ÿ change the fonts that are automatically substituted when you change font
attributes

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77

Ÿ display a document in a different font, style, or size than the one used to
print it
Ÿ specify a replacement font when a certain font is not available on the
printer
For more information about font substitutions, see “Controlling font
substitutions and mapping fonts” on page 441.

To change document font substitutions
1 Click Format, Font.
2 Click the Font tab.
3 Click the Settings button, then click Edit Font Mapping.
4 Click the Document tab.
5 From the Face list box in the Document Font section, choose the font for
which you want to specify a substitute.
6 From the Size list box in the Document Font section, choose the size for
which you want to specify a substitute.
7 From the Face list box in the Printer Font section, choose the font
substitute.
8 From the Style list box in the Printer Font section, choose the style
substitute.
9 From the Size list box in the Printer Font section, choose the size
substitute.

To change replacement font settings
1 Follow steps 1 to 3 from the previous procedure.
2 Click the Automatic Font Change tab.
3 From the Face list box in the Printer Font section, choose the font for
which you want to specify a substitute.
4 From the Face list box in the Print Font section, choose the font
substitute.
Ÿ If you want to change relative sizes, appearance attributes, character sets,
or print orientations, choose an option in the Automatic Font Change list
box.

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Ÿ To restore the default font settings, enable the Automatic Selection check
box.

Using character maps for non-Roman languages
You can use a character map to reduce document size when you edit
documents in non-Roman alphabets such as Greek or Cyrillic.

To choose a character map for the current document
1 Click Tools, Language, Character Mapping.
2 Choose the character map from the Character Map list for the language
you want to use in your current document.
3 Click the Apply button.

To choose a character map for all new documents created with
the default template
1 Click File, Document, Current Document Style.
2 Click Tools, Language, Character Mapping.
3 Choose the character map from the Character Map list for the language
you want to use in your current document.
4 Click the Apply button.
5 Click Close.
6 Enable the Use As Default check box.

Creating subscript and superscript text
You can create subscript and superscript text to use with footnotes,
endnotes, and ordinals. You can use QuickOrdinals to automatically replace
ordinals, such as 1st or 2nd, with superscript text. QuickOrdinals can be
enabled or disabled. You can also convert subscript or superscript text to
normal text.

To create subscript or superscript text
1 Select the text.
2 Click Format, Font.
3 Click the Font tab.
4 Choose one of the following from the Position list box:
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79

Ÿ Subscript — positions the text below the baseline of other characters
in a word or line of text
Ÿ Superscript — positions the text above the height of other characters
in a word or line of text

To enable or disable QuickOrdinals
1 Click Tools, QuickCorrect.
2 Click the Format-As-You-Go tab.
3 Enable or disable the QuickOrdinals check box.
Ÿ QuickOrdinals is enabled by default.

To convert subscript or superscript text to normal text
1 Follow steps 1 to 3 from the “To create subscript or superscript text”
procedure.
2 Choose Normal from the Position list box.

Using hidden text
You can hide and display hidden text in a WordPerfect document. When you
hide hidden text, you cannot view it in your document or print it. When
hidden text is displayed, it appears the same as document text. You can use
Reveal Codes to find hidden text in a document. For more information about
Reveal Codes, see “Displaying Reveal Codes” on page 43.
You can insert hidden text in a document. You can also convert document
text to hidden text, and hidden text to document text. Any hidden text that is
displayed is printed when you print a document.

To display hidden text
Ÿ Click View, Hidden Text.
A check mark next to the Hidden Text command indicates that hidden
text is displayed.

To insert hidden text
1 Click View, Hidden Text.
2 Position the cursor where you want to type the hidden text.
3 Click Format, Font.

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4 In the Appearance section, enable the Hidden check box.
5 Click OK.
6 Type the text.
7 Repeat steps 2 and 3 to disable hidden text and type normal text.
Ÿ If you delete a Hidden code in the Reveal Codes window when hidden text
is not displayed in the document, you delete the text.

To convert document text to hidden text
1 Select the text.
2 Click Format, Font.
3 In the Appearance section, enable the Hidden check box.

To convert hidden text to document text
1 Follow steps 1 and 2 from the previous procedure.
2 In the Appearance section, disable the Hidden check box.
Ÿ If hidden text is displayed in the document, you can also convert it by
dragging the Hidden code out of the Reveal Codes window.

Working with paragraphs
WordPerfect lets you arrange and align paragraphs and text on a page. You
can make text fit a specific number of pages, and you can change the left,
right, top, and bottom margins in your document. You can apply different
indenting options, such as hanging indents or double indents, to individual
paragraphs or to each paragraph in a document. You can also specify options
for keeping paragraphs and blocks of text from separating.
You can highlight text in your document. You can also enhance the visual
presentation of a document by reversing the color of the text and the
background, adding drop caps to paragraphs, or inserting international or
custom symbols.

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81

Making text fit a specific number of pages
You can make selected text or all text in a document fit a specific number of
pages. The number of pages you set must be within 50 percent of the
document’s current size.

To make text fit a specific number of pages
1 Click a page or select the text you want to make fit.
2 Click Format, Make It Fit.
3 Type a value in the Desired Number Of Pages box.
4 In the Items To Adjust section, enable any of the following check boxes:
Ÿ Left Margin — lets you make it fit by adjusting the left margin
Ÿ Right Margin — lets you make it fit by adjusting the right margin
Ÿ Top Margin — lets you make it fit by adjusting the top margin
Ÿ Bottom Margin — lets you make it fit by adjusting the bottom margin
Ÿ Font Size — lets you make it fit by adjusting the font size
Ÿ Line Spacing — lets you make it fit by adjusting the line spacing
5 Click the Make It Fit button.

Changing margins
You can change the top, bottom, left, and right margins in a document. You
can also change margins in the Document Window using margin guidelines,
or you can change the left and right margins using the Ruler.

To change margins
1 Click the paragraph or page where you want the margin changes to begin.
2 Click Format, Margins.
3 Click the Margins/Layout tab.
4 In the Margins section, type values in one or all of the following boxes:
Ÿ Left — lets you change the left margin
Ÿ Right — lets you change the right margin
Ÿ Top — lets you change the top margin
Ÿ Bottom — lets you change the bottom margin

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Ÿ You can type the value for a margin as a fraction (such as 1 1/3) and
WordPerfect converts the fraction to a decimal.
Ÿ To change margins for all new documents, you must edit the Document
Style. For information about styles, see “Working with text styles” on
page 123.

To change margins using margin guidelines
1 Position the cursor over the top, bottom, left, or right margin guideline.
2 Do one of the following:
Ÿ Drag the guideline toward the edge of the page to increase the margin
size.
Ÿ Drag the guideline toward the center of the page to decrease the
margin size.

To change left and right margins using the Ruler
1 Click View, Ruler.
2 Click the paragraph or page where you want the margin changes to begin.
3 Drag the margin marker in the top-left corner of the Ruler to change the
left margin.
4 Drag the margin marker in the top-right corner of the Ruler to change the
right margin.

Justifying text
You can justify text in a document. Justifying text aligns the text horizontally
between the left and right margins of the page.

To justify text
1 Click a paragraph.
2 Click Format, Justification, then choose one of the following:
Ÿ Left — aligns text evenly with the left margin
Ÿ Right — aligns text evenly with the right margin
Ÿ Center — centers text between the right and left margins

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Ÿ Full — aligns text, excluding the last line, along both the right and left
margins
Ÿ All — aligns text, including the last line, along both the right and left
margins
Ÿ Justification is applied to all text from the insertion point forward. If you
want to apply justification to a word, line, or paragraph, you must select
the text first.

Indenting text
Indenting arranges text on a page by moving one or more lines to the left or
the right of the paragraph margin. You can indent a line or paragraph
manually each time you use the indent feature, or you can indent lines or
paragraphs automatically.
The following
illustration shows 1)
a paragraph that is
not indented, 2) an
indented paragraph,
3) a paragraph to
which a double
indent has been
applied, and 4) a
paragraph to which a
hanging indent has
been applied.

To indent a line of text
1 Click at the beginning of a line of text.
2 Press TAB.

To indent a paragraph
1 Click at the beginning of a paragraph.
2 Click Format, Paragraph, Indent.
Ÿ To move a line one tab stop to the left, press SHIFT + TAB.

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To automatically indent the first line of every paragraph
1 Click the paragraph where you want indenting to begin.
2 Click Format, Paragraph, Format.
3 In the First Line Indent box, type a value to specify the distance you want
to indent.

Applying hanging indents and double indents
You can apply a hanging indent to a paragraph to have the first line of the
paragraph farther to the left than subsequent lines. You can also use
QuickIndent to create a hanging indent if the first line of the paragraph does
not begin with a tab.
You can apply a double indent to indent an entire paragraph one tab stop from
both the left and right margins. A double indent is often used to format
lengthy quotations.

To apply a hanging indent
1 Click at the beginning of a paragraph.
2 Click Format, Paragraph, Hanging Indent.

To apply a hanging indent using QuickIndent
1 Position the cursor at the beginning of any line in a paragraph except the
first line.
2 Press TAB.
Ÿ Pressing TAB in the middle of the first line of an indented paragraph
inserts an indent at that point. All succeeding lines in the paragraph are
indented to that tab stop.

To apply a double indent
1 Click at the beginning of a paragraph.
2 Click Format, Paragraph, Double Indent.

Keeping text together
You can insert a hard space between two words to keep the words from
separating. You can prevent the first and last line of a paragraph from being
separated from the rest of the paragraph across a page break. You can keep
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85

several lines together to keep a heading with the first few lines of a
paragraph. You can also keep selected text from being divided between two
pages. This includes tables or charts in the selected text.

To keep words together
1 Position the cursor where you want to insert the hard space.
2 Click Format, Line, Other Codes.
3 Enable the Hard Space [HSpace] button.
4 Click the Insert button.
Ÿ You must remove any space between the two words before inserting a
hard space.

To keep a paragraph together
1 Click at the beginning of a paragraph.
2 Click Format, Keep Text Together.
3 In the Widow/Orphan section, enable the Prevent The First And Last
Lines Of Paragraphs From Being Separated Across Pages check box.

To keep several lines of text together
1 Follow steps 1 and 2 from the previous procedure.
2 In the Conditional End Of Page section, enable the Number Of Lines To
Keep Together check box, then type the number of lines you want to keep
together, including any blank lines.

To keep selected text from being divided between pages
1 Select the text.
2 Click Format, Keep Text Together.
3 In the Block Protect section, enable the Keep Selected Text Together On
Same Page check box.
Ÿ If you protect consecutive blocks of text, you must separate each block by
at least one soft or hard return; otherwise, they are treated as one large
block of text.

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WordPerfect 9: Chapter 4

Highlighting text
You can highlight text. Highlighting puts a bar of transparent color over text
that is useful for editing documents or for distinguishing words and
paragraphs. You can display and hide highlighting in a document. When you
display highlighting, it shows in the printed document. You can also remove
the highlighting from part or all of a document, and you can change the
highlight color.

To display and hide highlighting
Ÿ Click Tools, Highlight, Print/Show.
A check mark next to the Print/Show command indicates that highlighting
is displayed.
Ÿ Highlighting is displayed by default.

To highlight text
1 Click Tools, Highlight, On.
The cursor changes to a highlighting pen.
2 Select the text you want to highlight.
3 Click Tools, Highlight, On again to disable highlighting.

To highlight selected text
1 Select the text.
2 Click Tools, Highlight, On.
Ÿ You can also highlight text by selecting text, then clicking the Highlight
button on the toolbar.

To remove highlighting
1 Select the highlighted text.
2 Click Tools, Highlight, Remove.

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87

Ÿ You can also remove highlighting by selecting the text or positioning the
cursor anywhere in the text, then clicking the Highlight button on the
toolbar. When you position the cursor in text, highlighting is removed
from the entire highlighted section.

To change the highlight color
1 Click Tools, Highlight, Color.
2 Click the Color button, then choose a highlight color from the Color
palette.
3 Type a percentage in the Shading box to lighten or darken the highlight.
Ÿ The color change does not apply to text that has already been highlighted.
To change the color of highlighted text, you must select the text first.

Ÿ You can also change the highlight color by clicking the arrow to the right
of the Highlight button.

Reversing the color of the text and background
You can reverse the color of the text and background so that light-colored
characters appear against a dark background.

To reverse the color of the text and background
1 Click View, Toolbars.
2 In the Available Toolbars list box, enable the Shipping Macros check box.
3 Click OK.
4 Select the text for which you want to reverse the color.
5 Click the Reverse Text button on the Shipping Macros toolbar.
6 Choose a text color from the Text Color list box.
7 In the Fill Style/Color section, choose a fill style from the Fill Style list
box.
8 In the Fill Style/Color section, choose a fill color from the Color list box.
9 In the Text Options section, enable one of the following buttons:

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WordPerfect 9: Chapter 4

Ÿ Place Selected Text In Text Box — reverses selected text only
Ÿ Apply Attributes To Whole Paragraph — reverses the paragraph in
which the cursor is positioned
Ÿ If the text is difficult to read, try adding bold attributes to make the letters
thicker. For information about formatting text, see “Changing font face and
font style” on page 72.

Adding and removing drop caps
Drop caps are letters that you can use to decorate text at the beginning of a
line or paragraph. You can add and remove drop caps. You can change the
size, position, and style of drop caps. For more information about formatting
drop caps, see “Editing drop caps” on page 90.
The following
illustration shows a
paragraph without a
drop cap (on the
left) and a
paragraph with a
drop cap (on the
right).

To add a drop cap to an existing paragraph
1 Click at the beginning of a paragraph.
2 Click Format, Paragraph, Drop Cap.
The first letter of the paragraph becomes a drop cap.

To add a drop cap to a blank line
1 Click where you want the drop cap to appear.
2 Click Format, Paragraph, Drop Cap.
3 Type the letter you want to appear as a drop cap.

To remove a drop cap
1 Click in front of the drop cap.

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89

2 On the Property Bar, click the Drop Cap Style button.
3 From the Drop Cap Style palette, choose the Drop Cap Off button.

Editing drop caps
You can change the size, font type, color, and the vertical and horizontal
position of a drop cap.

To change the size of a drop cap
1 Click in front of the drop cap.
2 On the Property Bar, click the Drop Cap Size button.
3 From the Drop Cap Size list box, choose the number of lines you want to
set as the height of the drop cap.

To change the font type of a drop cap
1 Click in front of the drop cap.
2 On the Property Bar, click the Drop Cap Font button.
3 Choose a font from the Face list box.
4 In the Appearance section, enable the check boxes for the appearance
attributes you want to apply.

To change the color of a drop cap
1 Follow steps 1 and 2 from the previous procedure.
2 Click the Color button, then choose a color from the Color Palette.
3 In the Shading box, type a shading percentage for the color.

To change the position of a drop cap
1 Click in front of the drop cap.
2 On the Property Bar, click the Drop Cap Position button.
3 Choose one of the following from the Drop Cap Position list box:
Ÿ In Text — places the drop cap in the text
Ÿ In Margin — places the drop cap in the margin
Ÿ Other — lets you specify the drop cap position relative to the
surrounding text

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Inserting and creating characters and symbols
You can insert characters, such as iconic symbols, phonetic characters, and
characters from other alphabets, into your document. You can insert these
characters at the insertion point in a document or using a dialog box.
You can create custom symbols. A custom symbol is created by combining
two or more characters or symbols to create one character or symbol. For
example, when you use the overstrike feature, you superimpose two or more
characters or symbols to create a new character or symbol. The following
illustration shows the number 7 combined with a hyphen to create this
character:

You can combine characters to create mathematical symbols, language
symbols, and other character combinations, and you can change the
appearance of the symbol by putting formatting codes in the overstrike
character. You can view formatting codes for the overstrike symbol and any
attributes you give it in the Reveal Codes window. For information about
Reveal Codes, see “Displaying Reveal Codes” on page 43.

To insert a character or symbol
1 Position the cursor where you want the character or symbol to appear.
2 Click Insert, Symbol.
3 Choose a symbol type or a character set from the Set list box.
4 Choose the symbol you want to insert from the Symbols list box.
5 Click one of the following buttons:
Ÿ Insert — inserts the symbol and leaves the Symbols dialog box open
Ÿ Insert And Close — inserts the symbol and closes the Symbols dialog
box

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91

Ÿ Depending on the font you are using, some WordPerfect characters may
not display in the Document Window. These characters are represented
by a hollow box on your screen; however, they will display and print
correctly if your printer supports graphics.
Ÿ You can view all available characters by printing CHARMAP.WPD, a
document found in the programs folder.

Ÿ You can also open the Symbols dialog box by pressing CTRL + W.

To create a custom symbol
1 Position the cursor where you want the symbol to appear.
2 Click Format, Typesetting, Overstrike.
3 In the Overstrike Characters box, type the characters you want as an
overstrike, without spaces, in any order.
If you want to use other symbols as part of the custom symbol, press
CTRL + W, then insert a symbol.
4 From the Overstrike Characters list box, choose attributes for the symbol.
Ÿ You can define a macro that creates an overstrike character you use
frequently. For information about macros, see “Recordings, macros, and
automation features” on page 551.

To edit a custom symbol
1 Click Format, Typesetting, Overstrike.
2 Click one of the following buttons to display the symbol to be edited:
Ÿ Previous — displays the previous overstrike symbol
Ÿ Next — displays the next overstrike symbol
3 In the Overstrike Characters box, type or delete characters to edit the
symbol.
4 From the Overstrike Characters list box, choose attributes for the symbol.

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WordPerfect 9: Chapter 4

Ÿ The Previous and Next buttons show only the custom symbols in the
active document.

Ÿ You can also double-click an overstrike code in the Reveal Codes window
to open the Overstrike dialog box.

Finding characters and symbols quickly
In the Symbols dialog box, you can find some characters and symbols quickly
by typing two characters in the Number box. This is called composing
characters. The two-letter combinations use letters, numbers, or symbols
found on every standard keyboard.
The following tables list character combinations and the resulting symbols,
characters, or diacritical marks. If you frequently add non-keyboard
characters, print this topic for future reference.

Diacritical Marks
The characters for diacritical marks can be combined with different letters.
One example is shown below.
Mark

Example

Result

‘ Acute

‘i

í

v Caron

vz

ñ

, Cedilla

,c

ç

: Centered Dot

:l

¹

^ Circumflex

^a

â

- Crossbar

-T

Ü

. Dot Above

.c

‰

‘ Grave

‘e

è

_ Macron

_u

ã

/ Slash

/o

ø

Formatting documents

93

Mark

Example

Result

\ Stroke

\l

º

~ Tilde

~n

ñ

“ Umlaut

”u

ü

Digraphs and Symbols
The following character combinations produce a symbol or digraph (two
letters merged together). The character set number is also shown for these
characters.
Type

94

Result

Number

AE

Æ

1, 36

ae

æ

1, 37

IJ

¬

1, 138

ox

¤

4, 24

ss

ß

1, 23

L-

£

4, 11

P|

¶

4, 5

<<

«

4, 9

>>

»

4, 10

Y=

¥

4, 12

c/

¢

4, 19

+-

±

6, 1

<=

≤

6, 2

>=

≥

6, 3

sm

K

4, 42

ro

®

4, 22

WordPerfect 9: Chapter 4

Type

Result

Number

co

©

4, 23

rx

L

4, 43

/2

½

4, 17

/4

1/4

4, 18

*.

•

4, 3

**

!

4, 0

*o

N

4, 45

*O

Ο

4, 1

ao

å

1, 35

a=

ª

4, 15

o=

º

4, 16

??

¿

4, 8

!!

¡

4, 7

–

-

4, 33

—

—

4, 34

Hyphenating text
Hyphenation lets you reduce the raggedness of text along the right margin by
dividing a word that falls at the end of a line instead of forcing the entire word
to the next line.

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95

The following
illustration shows a
paragraph without
hyphenation on the
left and a paragraph
with hyphenation on
the right.

You can hyphenate text in a document automatically and set hyphenation
prompts to alert you when a word needs hyphenation. You can also set how
words are hyphenated and change hyphens using codes.
Hyphenation is supported by many of the languages provided with
WordPerfect. For information about which languages support hyphenation,
see Choosing a language in the writing tools section of the WordPerfect
online Help.

Hyphenating text
You can enable or disable automatic hyphenation. You can also change the
width of the hyphenation zone, which is a narrow area that surrounds the
right margin of a document. Hyphenation divides words that span the
hyphenation zone. You can move the left and right boundaries of the
hyphenation zone to hyphenate more or fewer words. Increase the
hyphenation zone percentage to hyphenate fewer words and decrease the
hyphenation zone percentage to hyphenate more words.

To enable automatic hyphenation
1 Click in the document where you want hyphenation to begin.
2 Click Tools, Language, Hyphenation.
3 Enable the Turn Hyphenation On check box.
4 Click OK.

To disable automatic hyphenation
1 Click Tools, Language, Hyphenation.
2 Disable the Turn Hyphenation On check box.
3 Click OK.

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WordPerfect 9: Chapter 4

Ÿ Hyphenation is disabled by default.

To change the width of the hyphenation zone
1 Follow steps 1 and 2 from the “To enable automatic hyphenation”
procedure.
2 In the Hyphenation Zone section, type a value in the Percent Left box.
3 In the Hyphenation Zone section, type a value in the Percent Right box.
4 Click OK.
Ÿ If hyphenation is enabled before you change the hyphenation zone
percentages, you may be prompted to re-hyphenate some words in the
active document.

Ÿ To create a non-breaking hyphen, press CTRL + - (hyphen).

Setting hyphenation prompts and notifications
You can choose to be prompted and notified with a beep when a word needs
hyphenation.

To set a prompt for hyphenation
1 Click Tools, Settings.
2 Click Environment.
3 Click the Prompts tab.
4 In the Prompt section, choose one of the following options from the On
Hyphenation list box:
Ÿ Always — displays a prompt every time a word is hyphenated
Ÿ Never — never displays a prompt when a word is hyphenated
Ÿ When Required — displays a prompt when a word must be hyphenated
but is not found in the main word list
5 Click OK.

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97

To set a notification before hyphenation
1 Follow steps 1 to 3 from the previous procedure.
2 In the Beep section, enable the On Hyphenation check box.
3 Click OK.
Ÿ Prompting when required and beep notification are enabled by default.

Choosing hyphenation options and position
You can choose how words are hyphenated. Words can be separated with a
hyphen, space, or soft return. You can also ignore the hyphenation prompt
and let the word wrap to the next line. You can change the position of
hyphens in words.
Hyphenation options are available only when automatic hyphenation is
enabled and when the document is set to prompt you when a word needs
hyphenation. For information about enabling hyphenation, see “Hyphenating
text” on page 96. For information about hyphenation prompts, see “Setting
hyphenation prompts and notifications” on page 97.

To choose a hyphenation option
1 Type in the document.
The Position Hyphen dialog box appears when there is a need for a
hyphen.
2 In the Position Hyphen dialog box, click one of the following buttons:
Ÿ Insert Hyphen — inserts a hyphen which appears and prints only when
the word spans the hyphenation zone
Ÿ Insert Space — divides the word by adding a space between the
indicated letters
Ÿ Hyphenation SRt — divides the word by putting a soft return between
the indicated letters when the word spans the hyphenation zone
Ÿ Ignore Word — prevents the word from being hyphenated
Ÿ Suspend Hyphenation — halts hyphenation temporarily
Ÿ When the Prompt On Hyphenation section is set to Never, the Position
Hyphen dialog box does not appear.

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WordPerfect 9: Chapter 4

To position the hyphen in a word
1 Type in the document.
The Position Hyphen dialog box appears when there is a need for a
hyphen.
2 In the Use Mouse Or Arrow Keys To Position Hyphen box, do one of the
following:
Ÿ Press the LEFT ARROW to move the hyphen toward the left in the
displayed word.
Ÿ Press the RIGHT ARROW to move the hyphen toward the right in the
displayed word.
Ÿ Click in the word to reposition the hyphen in the displayed word.

Inserting and changing hyphens using codes
You can insert hyphens, soft hyphens, and soft returns using codes. You can
also use codes to keep the text together on either side of a hyphen or to
cancel the hyphenation of a word.

To insert hyphenation using codes
1 Click in the word where you want to insert a hyphen or soft return.
2 Click Format, Line, Other Codes.
3 In the Divide Word With section, enable one of the following buttons:
Ÿ Hyphen [- Hyphen] — inserts a hyphen in the word
Ÿ Soft Hyphen [- Soft Hyphen] — divides the word with a hyphen only
when the word spans the hyphenation zone
Ÿ Hyphenation Soft Return [HyphSRt] — divides the word without using
a hyphen only when the word spans the hyphenation zone
4 Click the Insert button.

To keep hyphenated text together using codes
1 Click in a word.
2 Click Format, Line, Other Codes.
3 In the Do Not Divide Word section, enable the Hyphen Character button.
4 Click the Insert button.

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99

To cancel hyphenation using codes
1 Follow steps 1 and 2 from the previous procedure.
2 In the Do Not Divide Word section, click Cancel Hyphenation Of Word
[Cancel Hyph].
3 Click the Insert button.

Working with tabs
Tabs let you indent lines in a paragraph or align a list of items for better
readability. By default, tabs are set at regular intervals, positioned every
one-half inch (1.25 cm) from the left margin. The position of each tab is
displayed on the tab bar, which is located below the horizontal ruler.
You can define tab settings in your document by adding tabs, adjusting the
position of tabs, and editing the style and alignment of tabs. You can also
remove tabs and restore the original tab settings.
You can choose the type of leader character used to fill the space created by
the tab and set the spacing between the leader characters.

Adding tab stops
You can add tab stops in your document using the Tab Set dialog box or the
tab bar below the horizontal ruler. Tab stops let you determine where the
insertion point moves when you press TAB or SHIFT + TAB (back tab). You
can also add tab stops at evenly spaced intervals.

To add a tab stop
1 Click a paragraph.
2 Click Format, Line, Tab Set.
3 Choose a tab type from the Tab Type list box.
4 Type a value in the Tab Position box.
5 Enable one of the following buttons:
Ÿ From Left Margin (Relative) — measures the distance of the tab stop
relative to the left margin. When the left margin changes, the tab stop
adjusts accordingly.
Ÿ From Left Edge Of Paper (Absolute) — measures the distance of the
tab stop from the left edge of the page. When the left margin changes,
the tab stop remains fixed.
6 Click the Set And Close button.

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WordPerfect 9: Chapter 4

To add a tab stop using the tab bar
1 Click a paragraph.
2 Click in the white area of the tab bar to add a tab stop.

To add tab stops at evenly spaced intervals
1 Follow steps 1 and 2 from the “To add a tab stop” procedure.
2 Click the Clear All button.
3 Enable the Repeat Every check box.
4 Type a value in the Repeat Every box to specify the distance between tab
stops.
5 Click the Set And Close button.
Ÿ When you add a tab stop, the Margin Icon is displayed in the left margin.
Clicking the margin icon displays a tab bar with the settings for the
paragraph.

Changing tab alignment
Tab alignment changes the way text is arranged when you use a tab stop. Tab
alignment is useful when you have a column of text you want arranged in a
specific way, such as right-justified or left-justified. For example, if you have a
column of numbers, you can align them at the decimal point using the
decimal point option. Tab alignment is also used to create dot leaders. For
more information about dot leaders, see “Inserting and changing leader
characters” on page 104.

To change the alignment of a tab stop
1 Click a paragraph.
2 Click Format, Line, Tab Set.
3 Choose one of the following from the Tab Type list box:
Ÿ Left — creates left-justified text at the tab stop
Ÿ Center — creates center-justified text at the tab stop
Ÿ Right — creates right-justified text at the tab stop
Ÿ Decimal — aligns text at the decimal point at the tab stop

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101

Ÿ Dot Left — creates left-justified text at the tab stop with a dot leader
character
Ÿ Dot Center — creates center-justified text at the tab stop with a dot
leader character
Ÿ Dot Right — creates right-justified text at the tab stop with a dot
leader character
Ÿ Dot Decimal — aligns text at the decimal point at the tab stop with a
dot leader character
4 Click the Set And Close button.

To change the alignment of a tab stop using the tab bar
1 Click a paragraph.
2 On the tab bar, double-click the tab stop you want to change.
3 Follow steps 3 and 4 from the previous procedure.
Ÿ You can also change the alignment of a tab stop by right clicking the tab
stop, then choosing the tab type you want. The new tab alignment is
applied the next time you click the tab stop.

Changing the position of tab stops
You can change the position of a tab stop or of multiple tab stops. As you
move the tab stops, you can have them automatically align to the Ruler
gridlines. This is referred to as snapping. For information about the Ruler,
see “Using the on-screen alignment tools” on page 203.

To change the position of a tab stop
1 Click a paragraph.
2 Click Format, Line, Tab Set.
3 Type a value in the Tab Position box.
4 Enable one of the following buttons:
Ÿ From Left Margin (Relative) — measures the distance of the tab stop
relative to the left margin. When the left margin changes, the tab stop
adjusts accordingly.

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Ÿ From Left Edge Of Paper (Absolute) — measures the distance of the
tab stop from the left edge of the page. When the left margin changes,
the tab stop remains fixed.
5 Click the Set And Close button.

To change the position of a tab stop using the tab bar
1 Click a paragraph.
2 On the tab bar, drag the tab stop to a new position.
Ÿ You can copy a tab stop as you move it by holding down CTRL as you drag
the tab stop to a new position.

To change the position of multiple tab stops using the tab bar
1 Click a paragraph.
2 On the tab bar, hold down SHIFT and drag across the tab stops to select
them.
3 Drag the tab stops to a new position.

To make the tab stops snap to Ruler gridlines
1 Click Tools, Settings.
2 Click Display.
3 Click the Ruler tab.
4 In the Ruler Options section, enable the Tabs Snap To Ruler Grid check
box.

Removing and restoring tab stops
You can remove one tab stop or all tab stops. You can also restore the default
tab settings.

To remove a tab stop
1 Click a paragraph.
2 Click Format, Line, Tab Set.
3 Click the Clear button.
4 Click the Set And Close button.

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103

Ÿ You can also remove a tab stop by dragging it off the tab bar.

To remove all tab stops
1 Follow steps 1 and 2 from the previous procedure.
2 Click the Clear All button.
3 Click the Set And Close button.
Ÿ You can also remove all tab stops by right-clicking a tab stop, then clicking
Clear All Tabs.

To restore the default tab settings
1 Right-click in a paragraph.
2 Click Default Tab Settings.

Inserting and changing leader characters
A leader is a string of characters that appears between items separated by tab
stops. In the following example, the leader characters are the periods
between “Item 1,” “Item 2,” and “Item 3.”
Item 1 ....... Item 2 ....... Item 3
A leader helps guide the eye from one tab stop to the next, usually
illustrating a relationship between information at the tab stops. For example,
you can use leaders in a table of contents to show the page number that
corresponds to a title.
The default leader character is a period. You can insert and change leader
characters in a tab, and change the spacing between leader characters.

To insert a leader character
1 Click or select a paragraph.
2 Click Format, Line, Tab Set.
3 Choose one of the following from the Tab Type list box:
Ÿ Dot Left — inserts periods in the empty space to the left of the tab
stop
Ÿ Dot Center — inserts periods in the empty space surrounding the
centered text

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WordPerfect 9: Chapter 4

Ÿ Dot Right — inserts periods in the empty space to the right of the tab
stop
Ÿ Dot Decimal — inserts periods in the empty space surrounding the
decimal-aligned text
4 Click the Set And Close button.

To change a leader character
1 Follow steps 1 and 2 from the previous procedure.
2 In the Dot Leader Character box, select the existing leader character.
3 Type the keyboard character you want to use as a leader character.
If you want to use a non-keyboard character or symbol as a leader
character, press CTRL + W.
4 Click the Set And Close button.

To change the amount of space between leader characters
1 Follow steps 1 and 2 from the “To insert a leader character” procedure.
2 In the Dot Leader Tabs section, type a value in the Spaces Between
Characters box.
3 Click the Set And Close button.

Inserting hard tabs using codes
You can use codes to insert hard tabs and to insert hard tabs with dot leaders.
When you insert a hard tab, it is inserted for one use only and you must
insert each code separately. Hard tabs are not affected when you change
regular tab settings.

To insert a hard tab
1 Click at the beginning of a line.
2 Click Format, Line, Other Codes.
3 In the Hard Tabs section, enable one of the following buttons:
Ÿ Left [Hd Left Tab] — inserts a hard tab code that aligns text on the left
Ÿ Center [Hd Center Tab] — inserts a hard tab code that aligns text at
the center
Ÿ Right [Hd Right Tab] — inserts a hard tab code that aligns text on the
right

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105

Ÿ Decimal [Hd Dec Tab] — inserts a hard tab code that aligns text at the
decimal
4 Click the Insert button.

To insert a hard tab with a dot leader
1 Follow steps 1 and 2 from the previous procedure.
2 In the Hard Tabs With Dot Leaders section, enable one of the following
buttons:
Ÿ Left [...Hd Left Tab] — inserts a hard dot leader tab code that aligns
text on the left
Ÿ Center [...Hd Center Tab] — inserts a hard dot leader tab code that
aligns text at the center
Ÿ Right [...Hd Right Tab] — inserts a hard dot leader tab code that aligns
text on the right
Ÿ Decimal [...Hd Dec Tab] — inserts a hard dot leader tab code that
aligns text at the decimal
3 Click the Insert button.

Numbering lines and paragraphs
You can number the lines in a WordPerfect document. You can define the
numbering method and style of line numbers and change the appearance and
position of line numbers. You can number lines in newspaper columns, and
you can restart line numbers on each page so that the first line begins with
the number one.
You can number the paragraphs in a document. You can insert paragraph
numbers without any formatting or tabs and you can insert several numbers
in the same paragraph. You can also format paragraph numbers to create a
numbered list. For information about numbered lists, see “Creating bulleted
lists, numbered lists, and outlines” on page 111.

Numbering lines in a document
You can choose to number the lines in a document. You can also specify
whether blank lines are included when you number the lines.

To number lines in a document
1 Click the paragraph where you want numbering to begin.

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WordPerfect 9: Chapter 4

2 Click Format, Line, Numbering.
3 Enable the Turn Line Numbering On check box.
Ÿ Line numbering will begin with the first line in the paragraph in which the
cursor is positioned.

To include blank lines when numbering
1 Follow steps 1 and 2 from the previous procedure.
2 Enable the Count Blank Lines check box.

Changing the method and style of line numbering
When you number lines, you can set the numbering method, the starting line
number, where you want the numbers to begin, and which line numbers are
displayed and printed.

To choose a numbering method
1 Click Format, Line, Numbering.
2 In the Numbering Method list box, choose one of the following:
Ÿ 1, 2, 3,... — lets you use numbers to number lines
Ÿ a, b, c,... — lets you use lowercase alphabetic characters to number
lines
Ÿ A, B, C,... — lets you use uppercase alphabetic characters to number
lines
Ÿ i, ii, iii,... — lets you use lowercase Roman numerals to number lines
Ÿ I, II, III,... — lets you use uppercase Roman numerals to number lines

To set the starting line number
1 Click Format, Line, Numbering.
2 In the Starting Line Number box, type the number that you want to assign
to the first line.

To set the first printed line number
1 Click Format, Line, Numbering.
2 In the First Printed Line Number box, type the first number that you want
to display and print.
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107

To specify which line numbers to print
1 Click Format, Line, Numbering.
2 In the Numbering Interval box, type the interval by which you want to
display and print line numbers.
Ÿ The line numbering settings you choose are displayed in the preview
window in the bottom-right corner of the Line Numbering dialog box.

Changing the appearance of line numbers
You can change the appearance of line numbers by changing the font face and
font size. You can also change the font style, which includes appearance
attributes, such as bold or italic, and the color and shading of fonts.

To change the font face of line numbers
1 Click the paragraph where you want the font change to begin.
2 Click Format, Line, Numbering.
3 Click the Font button.
4 Click the Font tab.
5 Choose a font from the Face list box.

To change the font size of line numbers
1 Follow steps 1 to 4 from the previous procedure.
2 Choose a font size from the Size list box.

To change the font style of line numbers
1 Follow steps 1 to 4 from the “To change the font for line numbers”
procedure.
2 In the Appearance section, enable the check boxes for the appearance
attributes you want to apply.
3 Click the Color button, then choose a color from the Color Palette.
4 Type a percentage in the Shading box to lighten or darken the text.

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WordPerfect 9: Chapter 4

Changing the position of line numbers
You can change the position of line numbers. You can change the distance
between the line number and the left edge of the page and the distance
between the line number and the left margin.

To change the position of line numbers relative to the left edge of
the page
1 Click the paragraph where you want the position change to begin.
2 Click Format, Line, Numbering.
3 In the Position Of Numbers section, enable the From Left Edge Of Page
button.
4 Type a value in the From Left Edge Of Page box to specify the distance
between the left edge of the page and the line number.
Ÿ When working with newspaper columns, the distance for columns on the
right is specified from the center of the space between columns instead of
the left edge of the page. For information about numbering columns, see
“Numbering lines in newspaper columns” on page 109.

To change the position of line numbers relative to the left margin
1 Follow steps 1 and 2 from the previous procedure.
2 In the Position Of Numbers section, enable the Outside Left Margin
button.
3 Type a value in the Outside Left Margin box to specify the distance
between the left margin and the line number.

Numbering lines in newspaper columns
You can number the lines in newspaper columns.

To number lines in newspaper columns
1 Click the column where you want numbering to begin.
2 Click Format, Line, Numbering.
3 Enable the Turn Line Numbering On check box.
4 Enable the Number All Newspaper Columns check box.

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109

5 In the Position Of Numbers section, enable the Outside Left Margin
button.
6 Type a value in the Outside Left Margin box to specify the distance
between the line numbers and the left edge of text in each column.
Ÿ Line numbers for columns on the right cannot move further than the
center of the space between columns.

Restarting line numbers on each page
You can restart line numbers on each page.

To restart line numbers on each page
1 Click the paragraph where you want numbering to begin.
2 Click Format, Line, Numbering.
3 Enable the Restart Numbering On Each Page check box.

Numbering paragraphs in a document
You can insert paragraph numbers anywhere in a document without any
formatting or tabs. Several numbers can be inserted in the same paragraph,
and you can specify that numbers automatically update as items are added
and deleted.

To number a paragraph in a document
1 Position the cursor where you want to insert the paragraph number.
2 Press CTRL + SHIFT + F5.
3 Type the level number you want to insert in the Outline Level box.
4 Type the starting number in the Start Value box.
5 Choose the numbering format you want to use from the Number Type list
box.
6 Click OK to insert the number.
7 Repeat steps 2 to 6 to insert additional numbers.

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WordPerfect 9: Chapter 4

Ÿ Enable the Automatic check box to automatically set the outline level at 1
and start new levels by pressing TAB.
Ÿ The number you insert is formatted according to the numbering format
you select. For example, the Paragraph numbering format is 1, a, i. If you
type 2 in the Outline Level box, and 3 in the Start Value box, a “c” is
inserted in the paragraph.

Creating bulleted lists, numbered lists, and outlines
You can organize text using bullets, numbers, or outlines. Bullets help to
differentiate items in a list or add emphasis to selected paragraphs. You can
use bullets to mark list items that have no particular order. Numbered lists
and outlines help you organize and display information and are used to show
the relationship between ideas. An outline can be embedded within another
outline or continued further in a document. Bulleted lists, numbered lists,
and outlines can include several levels of numbering. For example, you can
number first-level items 1, 2, 3, and second-level items a, b, c. You can also
use outline or legal styles, such as 1, a, i, or 1, 1.1, or 1.1.1.
You can create bulleted and numbered lists by applying one of the preset
formats provided with WordPerfect, or you can use QuickBullets or
QuickNumbers to create lists and outlines as you type. You can create a
bulleted list with check boxes. You can also arrange the level and order of
items in a bulleted list, numbered list, or outline.
You can create a bullet, numbering, or outline style, or you can customize any
of the preset styles. You can also remove the bullets and numbers from a list.

Creating and applying bulleted lists
You can create bulleted lists by applying a preset bullet format before or after
you type text. You can also replace a bullet with a custom symbol, such as a
heart, star, or check mark.
The following
illustration shows
examples of preset
bullet formats.

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111

To create a bulleted list
1 Position the cursor where you want the list to begin.
2 Click Insert, Outline/Bullets & Numbering.
3 Click the Bullets tab.
4 Choose a bullet style from the Description list box.
5 Click OK.
6 Type the text.
7 Press ENTER to begin the next list item.
8 Press ENTER, then BACKSPACE to finish the list.

To apply a bullet format to existing text
1 Select the text.
2 Follow steps 2 to 5 from the previous procedure.
Ÿ To type body text between list items, press ENTER twice, then press the
UP ARROW to type on the line that begins without a bullet.

Ÿ You can also position the cursor at the beginning of a line and click the
Bullets button on the toolbar to add a bullet.

To replace a bullet with a custom symbol
1 Follow steps 2 and 3 from the “To create a bulleted list” procedure.
2 Click More Bullets.
3 In the Symbols dialog box, choose a set of symbols from the Set list box.
4 In the Symbols dialog box, choose a symbol from the Symbols list box.
5 Click the Insert And Close button.
Ÿ You can also open the Symbols dialog box by pressing CTRL + W.

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Creating numbered lists and numbered outlines
You can create a numbered list or a numbered outline in a document.
Numbered lists and outlines can include several levels of numbering. For
example, you can number first-level items 1, 2, 3, and second-level items a,
b, c.
This illustration
shows examples of
preset number
formats.

When you create an outline, you can change the font face, font size, and font
style for each level. For example, first-level items can be 24 pt bold while
second-level items are 12 pt italic. For information about level styles, see
“Creating and editing level styles” on page 120. You can also renumber an
existing numbered list or numbered outline.

To create a numbered list or numbered outline
1 Position the cursor where you want the list to begin.
2 Click Insert, Outline/Bullets & Numbering.
3 Click the Numbers tab.
4 Choose a number style from the Description list box.
5 Click OK.
6 Type the text.
7 Press ENTER to begin the next list item.
8 Press ENTER, then BACKSPACE to finish the list.

To number existing text
1 Select the text.
2 Follow steps 2 to 5 from the previous procedure.

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113

Ÿ You can also position the cursor at the beginning of a line or select the
text you want to number and click the Numbering button on the toolbar.

To renumber a numbered list or numbered outline
1 Click where you want to start renumbering.
2 Click the Set Paragraph Number button on the Property Bar.
3 Type the new number in the Paragraph Number box.
The number you change and all numbers following it are renumbered
accordingly.
Ÿ You can also number paragraphs without using Outline/Bullets &
Numbering by pressing CTRL + SHIFT + F5.

Creating outlines with headings
You can create outlines that are organized with headings. Outlines with
headings organize information in a hierarchical structure.

To create an outline with headings
1 Position the cursor where you want the heading to begin.
2 Click Insert, Outline/Bullets & Numbering.
3 Click the Text tab.
4 Choose Headings from the Description list box.
5 Click OK.
6 Type the heading.
7 Press ENTER to begin typing the body text.
8 Repeat steps 2 to 7 for each heading you want to add.
Ÿ The Show Family button and the Hide Family button on the Property Bar
temporarily expands and collapses families of outline items so that you
can edit or print only the main items.

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Ÿ The Show/Hide Body button on the Property Bar displays or hides body
text.
Ÿ The Show Levels button on the Property Bar displays or hides up to nine
outline levels.

Adding and resuming lists and outlines
You can add a list or outline within an existing list without disrupting the flow
of numbers. You can also create a second list that begins with the number
one directly after another list, and you can resume a list you started earlier in
the same document.

To add a list within another list
1 Position the cursor where you want to add the second list, then press
ENTER, BACKSPACE.
2 Click Insert, Outline/Bullets & Numbering.
3 Click the Numbers tab.
4 Choose a number style from the Description list box.
5 Enable the Insert New Outline/List Within Current Outline/List button,
then click OK.
6 Create the second list.
7 Click View, Reveal Codes, then position the cursor after the last Outline
code.
8 Repeat steps 2 and 3.
9 Enable the Resume Numbering From Previous Outline/List button.
Ÿ The previous style is chosen by default.

To start a new list that begins with the number one
1 Position the cursor where you want to start a new list.
2 Follow steps 2 to 4 from the previous procedure.
3 Enable the Start New Outline/List button.

To resume a previous list
1 Position the cursor where you want to resume the list.
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2 Follow steps 2 and 3 from the “To add a list within another list” procedure.
3 Enable the Resume Numbering From Previous Outline/List button.
Ÿ You can insert numbers without tabs or levels anywhere in your document
by pressing CTRL + SHIFT + F5. This is useful, for example, when you
want to number items within a paragraph.

Changing between bulleted lists and numbered lists
You can change a bulleted list to a numbered list or a numbered list to a
bulleted list.

To change between a bulleted list and a numbered list
1 Position the cursor anywhere in the list.
2 Click Insert, Outline/Bullets & Numbering.
3 Click one of the following tabs for the type of list you want to change to:
Ÿ Numbers — lets you change a bulleted list to a numbered list
Ÿ Bullets — lets you change a numbered list to a bulleted list
4 Choose a style from the Description list box.
5 Enable the Apply Selected Layout To Current Outline/List button.

Creating lists using QuickBullets and QuickNumbers
You can create a bulleted list using QuickBullets, which are characters that
you can use to format a bulleted list quickly. The following characters can be
used as QuickBullets:

QuickNumbers is a component of Format-As-You-Go and can be used as a
quick way to create a numbered list or numbered paragraph. For more
information about Format-As-You-Go, see “Using Format-As-You-Go” on
page 155.

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To create a bulleted list using QuickBullets
1 Position the cursor at the beginning of a new line.
2 Type a character from the QuickBullets list.
3 Press TAB to produce the corresponding QuickBullet.
Ÿ If you do not want one of these characters followed by a tab to begin a
bulleted list, add it to the QuickCorrect list. For more information about
QuickCorrect, see “Using QuickCorrect” on page 150.

To create a numbered list using QuickNumbers
1 Type a number followed by a period, right parenthesis, or hyphen at the
beginning of a new line.
2 Press TAB.
3 Type the text for the first list item.
For a paragraph, let the text wrap at the end of the line instead of
inserting a hard return.
4 Press ENTER to begin the next list item.
5 Press ENTER, then BACKSPACE to finish the list.
Ÿ When you use QuickBullets or QuickNumbers, you create your own
numbering style. The most recently used numbering styles appear in the
Description section of the Bullets And Numbering dialog box.
Ÿ If you want to use Roman numerals, use “I” for uppercase or “i” for
lowercase.

Creating a list using check boxes
You can create a bulleted list that uses check boxes instead of bullets. These
check boxes can be enabled or disabled in a WordPerfect document.

To create a list using check boxes
1 Click View, Toolbars.
2 In the Available Toolbars list box, enable the Shipping Macros check box.
3 Click OK.

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4 Position the cursor at the beginning of a new line.
5 Click the Check Box button on the Shipping Macros toolbar.
6 Press TAB.
7 Type text for the first item.
8 Press ENTER to start the next item.
9 Repeat steps 5 to 8 for each list item.

Arranging items in bulleted lists, numbered lists, and outlines
You can arrange the items in bulleted lists, numbered lists, and outlines by
changing the level and the order in which the items appear.

To change the level of a list item
1 Click the item text.
2 Click one of the following buttons on the Property Bar:
Ÿ Promote — moves the item to a higher level (less indented)
Ÿ Demote — moves the item to a lower level (more indented)

To change the order of a list item
1 Click the item text.
2 Click one of the following buttons on the Property Bar:
Ÿ Move Up — moves the item up one position in the list
Ÿ Move Down — moves the item down one position in the list
Ÿ You can also change the order of a list item by clicking the Show Icons
button, then dragging the symbol for the item up or down.

Creating and editing styles for single-level lists
You can create and edit single-level bulleted lists and numbered lists.

To create a style for a single-level list
1 Click Insert, Outline/Bullets & Numbering.
2 Click one of the following tabs:
Ÿ Numbers — lets you create styles for numbered lists

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Ÿ Bullets — lets you create styles for bulleted lists
3 Click the Create button.
4 Type a name for the style in the Outline/List Name box.
5 Type a description for the style in the Description box.
6 If you are creating a numbered list, enable the Single Level List button in
the Type Of Numbered List section.
7 In the Outline/List Definition section, choose a style from the Number Set
list box.
8 Choose the number or bullet you want to appear on the selected level
from the Number/Bullet list box.
9 Choose Level 1 from the Style list box.
The style you create is added to the Description list box.

To edit a style for a single-level list
1 Click Insert, Outline/Bullets & Numbering.
2 Click one of the following tabs:
Ÿ Numbers — lets you edit styles for numbered lists
Ÿ Bullets — lets you edit styles for bulleted lists
3 Choose the style you want to edit from the Description list box.
4 Click the Edit button.
5 Follow steps 6 to 9 from the previous procedure.
Ÿ You can display numbers only or level styles only by choosing Numbers
Only or Styles Only from the Display list box.
Ÿ You can add zeros before a number by choosing the number of zeros you
want to appear from the Leading Zeros list box.
Ÿ You can copy, retrieve, save, restore, and delete styles using the Options
button in the Bullets and Numbering dialog box. For information about
using styles, see “Working with text styles” on page 123.

Creating and editing styles for multi-level numbered lists and outlines
You can create styles for multi-level numbered lists and outlines.

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To create a style for a multi-level numbered list or outline
1 Click Insert, Outline/Bullets & Numbering.
2 Click the Numbers tab.
3 Click the Create button.
4 Type a name for the style in the Outline/List Name box.
5 Type a description for the style in the Description box.
6 In the Type Of Numbered List section, enable the Multi Level List
(Outline) button.
7 In the Outline/List Definition section, choose a style from the Number Set
list box.
8 Choose the number you want to appear on the selected level from the
Number/Bullet list box.
9 Choose the level you want from the Style list box.
The style you create is added to the Description list box.

To edit a style for a multi-level numbered list or outline
1 Click Insert, Outline/Bullets & Numbering.
2 Click the Numbers tab.
3 Choose the style you want to edit from the Description list box.
4 Click the Edit button.
5 Follow steps 6 to 9 from the previous procedure.
Ÿ You can display numbers only or level styles only by choosing Numbers
Only or Styles Only from the Display list box.
Ÿ You can add zeros before a number by choosing the number of zeros you
want to appear from the Leading Zeros list box.
Ÿ You can copy, retrieve, save, restore, and delete styles using the Options
button in the Bullets and Numbering dialog box. For information about
using styles, see “Working with text styles” on page 123.

Creating and editing level styles
You can create a level style to use for bulleted lists, numbered lists, and
outlines. For example, you can create a style that specifies all level 2

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headings are bold and italic. You can edit a level style that you have created,
but you cannot edit any of the preset styles provided with WordPerfect.
You can access level styles when you are creating or editing styles for
single-level or multi-level lists and outlines. For information about
single-level lists, see “Creating and editing styles for single-level lists” on
page 118. For information about multi-level lists, see “Creating and editing
styles for multi-level numbered lists and outlines” on page 119.

To create a level style
1 Click Insert, Outline/Bullets & Numbering.
2 Click one of the following tabs:
Ÿ Numbers — lets you create styles for numbered lists
Ÿ Bullets — lets you create styles for bulleted lists
3 Click the Create button.
4 Click the Create Style button.
5 Type a name for the level style in the Style Name box.
6 Type a description for the level style in the Description box.
7 Using the Styles Editor toolbar, click the style attributes you want to
apply.
8 Click OK.
The style is added to the Styles list box.

To edit a level style
1 Follow steps 1 to 3 from the previous procedure.
2 Choose the level style you want to edit from the Styles list box.
3 Click the Edit Style button.
4 Using the Styles Editor toolbar, click the style attributes you want to
apply.
5 Click OK.

Editing outline styles
You can edit outline styles for text organized as headings, definitions, and
quotations.

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To edit a heading outline style
1 Click Insert, Outline/Bullets & Numbering.
2 Click the Text tab.
3 Click Headings.
4 Click the Edit button.
5 In the Type Of Numbered List section, enable the Multi Level List
(Outline) button.
6 In the Outline/List Definition section, choose a style from the Number Set
list box.
7 In the Text Before list box, choose or type the text you want to appear
before the heading on the selected level.
8 Choose a heading from the Style list box.

To edit a definition outline style
1 Repeat steps 1 and 2 from the previous procedure.
2 Click Definitions.
3 Click the Edit button.
4 In the Type Of Numbered List section, enable the Multi Level List
(Outline) button.
5 In the Outline/List Definition section, choose a style from the Number Set
list box.
6 In the Text Before list box, choose or type the text you want to appear
before the definition on the selected level.
7 Choose a definition from the Style list box.

To edit a quotations outline style
1 Repeat steps 1 and 2 from the “To edit a heading outline style” procedure.
2 Click Quotations.
3 Click the Edit button.
4 In the Type Of Numbered List section, enable the Multi Level List
(Outline) button.
5 In the Outline/List Definition section, choose a style from the Number Set
list box.

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6 In the Text Before list box, choose or type the text you want to appear
before the quotation on the selected level.
7 Choose a quotation from the Style list box.
Ÿ The appearance of the heading, definition, or quotation text is defined in
the styles for the current template. Click the Modify button on the
Outline Property Bar, or click Format, Styles to change how the text looks
in the document. For more information about styles, see “Working with
text styles” on page 123.

Ÿ On the Property Bar, click the Show Levels button to choose which levels
and sublevels of text appear.

Removing bullets and numbers from lists
You can remove bullets and numbers from lists individually. You cannot
remove all the bullets and numbers from a list at the same time to create
regular text.

To remove a bullet or number from a list
1 Click at the beginning of the line that contains the bullet or number.
2 Press BACKSPACE.
Ÿ You can also remove a bullet by positioning the cursor in the line that
contains the bullet, then clicking the Bullets button on the toolbar.
Ÿ You can also remove a number by positioning the cursor in the line that
contains the number, then clicking the Numbering button on the toolbar.

Working with text styles
You can create and use text styles. Text styles are collections of formatting
attributes that you can apply to selected text, paragraphs, or the entire
document. You can retrieve, copy, edit, and rename a style, which is useful if
you want to create a new style based on the formatting options of an existing
style. You can restore a preset system style, and you can delete any of the
user-defined styles. You can also save styles for the current document or for
a specific template. For information about templates, see “Using project
templates to create documents” on page 529.
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There are five kinds of styles:
Ÿ Character — applies to selected text
Ÿ Automatic Character — applies to selected text and is updated when you
change the format of text that uses the style
Ÿ Paragraph — applies to paragraphs
Ÿ Automatic Paragraph — applies to paragraphs and is updated when you
change the format of a paragraph that uses the style
Ÿ Document (Open) — applies to all text in a document from the insertion
point forward
You can use QuickStyles to apply a style. QuickStyles are styles created
based on the formatting in effect at the insertion point.
Formatting text with styles ensures consistent formatting throughout a
document. Whenever you change the formatting in a style, you change the
appearance of all text that uses that style.

Creating text styles
You can create text styles. Text styles you create are saved with the current
document. You can also create a style quickly by using QuickStyle.

To create a style
1 Click Format, Styles.
2 Click the Create button.
3 Type a name for the style in the Style Name box.
4 Type a description for the style in the Description box.
5 Choose a style type from the Type list box.
6 Using the Styles Editor toolbar, click the style attributes you want to
apply.
7 Do any of the following:
Ÿ Choose an option from the Enter Key Inserts Style list box to define
what the ENTER key does when the style is applied.
Ÿ Enable the Show ‘Off Codes’ check box to display the codes that take
effect when a style ends.

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Ÿ Give each style a unique name. If you combine documents that contain a
style with the same name, one style is used and the other deleted in the
new document.
Ÿ The Reveal Codes check box is enabled by default and displays the codes
for the style attributes in the Contents box.

Ÿ You can also type codes or text in the Contents box to define the style
attributes.

To create a QuickStyle
1 Click in or select the text that is in the format you want.
2 Click Format, Styles.
3 Click the QuickStyle button.
4 Type a name for the style in the Style Name box.
5 Type a description for the style in the Description box.
6 Enable one of the following buttons:
Ÿ Paragraph With Automatic Update — applies the style to the paragraph
in which the cursor is positioned
Ÿ Character With Automatic Update — applies the style to selected text
or to text you are about to type

Applying text styles
You can apply a style to text in your document. You can also choose which
styles are available.

To apply a text style
1 Click Format, Styles.
2 Choose a style from the Available Styles list box.
3 Click the Insert button.
4 Type the text to which you want to apply the style.
5 Press ENTER, then BACKSPACE to finish applying the style.

To select which styles are available
1 Click Format, Styles.
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2 Click Options, Settings.
3 Enable any of the following check boxes:
Ÿ Styles In Current Document — displays the styles for features, such as
footnotes, hypertext, and tables of contents, that are in the active
document
Ÿ Styles In Default Template — displays styles found in your default
template file
Ÿ WordPerfect System Styles — displays the styles for features, such as
headings, footnotes, hypertext, and tables of contents
4 Enable one of the following buttons to choose which WordPerfect System
Styles to include:
Ÿ WordPerfect Heading Styles — displays only heading styles
Ÿ WordPerfect Heading Styles And All Other System Styles — displays
heading styles and styles for headers, footers, comments, etc.

Editing, copying, and retrieving text styles
You can edit a text style to customize it for your document, and you can copy
a style. Copying a style is useful when you want to create a new style that
has similar formatting options as an existing style. You can also retrieve a
style. When you retrieve a style, the style is attached to the current
document. You can then apply the style to text in the document.

To edit a text style
1 Click Format, Styles.
2 Choose the style you want to edit from the Available Styles list box.
3 Click the Edit button.
4 Using the Styles Editor toolbar, click the style attributes you want to
apply.
5 Do any of the following:
Ÿ Choose an option from the Enter Key Inserts Style list box to define
what the ENTER key does when the style is applied.
Ÿ Enable the Show ‘Off Codes’ check box to display the codes that take
effect when a style ends.

To copy a text style to another template
1 Click Format, Styles.

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2 Choose the style you want to copy from the Available Styles list box.
3 Click Options, Copy.
4 Enable one of the following buttons:
Ÿ Current Document — associates the style with the active document
Ÿ Default Template — associates the style with the default template
Ÿ Additional Objects Template — associates the style with an additional
objects template
Ÿ If you choose to copy the style to the current document, you must specify
a new name for the style.
Ÿ The Additional Objects Template button is available only if you have
specified a second default template to be used for additional objects, such
as keyboards, menus, template macros, toolbars, and styles.

To retrieve a text style
1 Click Format, Styles.
2 Click Options, Retrieve.
3 Type a filename in the Filename box.
4 In the Style Type section, enable one of the following buttons:
Ÿ Both — retrieves both the styles you have created and the preset
styles provided with WordPerfect
Ÿ User Styles — retrieves only the styles you have created
Ÿ System Styles — retrieves only the preset styles provided with
WordPerfect
Ÿ When you retrieve a file, the styles in that file are saved with the current
document.

Saving text styles
When you save a style, you can associate it with a specific template or with
the active document only, or you can save it as a separate file. Saving a style
as a separate file is useful if you plan to use the style with a different
template or on a different computer.

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To specify where to save styles
1 Click Format, Styles.
2 Click Options, Settings.
3 In the Save New Styles To section, enable one of the following buttons:
Ÿ Current Document — associates the style with the active document
Ÿ Default Template — associates the style with the default template
Ÿ Additional Objects Template — associates the style with an additional
objects template
Ÿ The Additional Objects Template button is available only if you have
specified a second default template to be used for additional objects, such
as keyboards, menus, template macros, toolbars, and styles.

To save a text style
1 Click Format, Styles.
2 Click Options, Save As.
3 Type a filename in the Filename box.
4 In the Style Type section, enable one of the following buttons:
Ÿ Both — includes both the styles you have created and the preset styles
provided with WordPerfect
Ÿ User Styles — includes only the styles you have created
Ÿ System Styles — includes only the preset styles provided with
WordPerfect

Restoring a text style to its default appearance
You can reset a system style. System styles are the preset styles provided
with WordPerfect. Resetting restores the style to the way it was when you
installed WordPerfect.

To restore a text style to its default appearance
1 Click Format, Styles.
2 Choose the style from the Available Styles list box.
3 Click Options, Reset.
4 Click Yes.

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Deleting text styles
You can delete a text style that you have created but you cannot delete any of
the preset styles provided with WordPerfect. When you delete a style, you
can delete only the style codes or both the style and formatting codes. For
information about codes, see “Displaying Reveal Codes” on page 43.

To delete a text style
1 Click Format, Styles.
2 Choose the style from the Available Styles list box.
3 Click Options, Delete.
4 Choose the style you want to delete from the Select Styles To Delete list
box.
5 Enable one of the following buttons:
Ÿ Including Formatting Codes — deletes the style codes and the
formatting codes
Ÿ Leave Formatting Codes In Document — deletes only the style codes

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5

EDITING DOCUMENTS

The WordPerfect writing tools, Spell Checker, Grammatik, and Thesaurus,
help you edit your documents.
For information about Spell Checker, see Using Spell Checker in the
WordPerfect online Help. For information about Grammatik, see Using
Grammatik in the WordPerfect online Help. For information about
Thesaurus, see Using Thesaurus in the WordPerfect online Help.
You can undo and redo actions; set Spell Checker options; use shortcuts to
automatically check grammar, spelling, and Thesaurus information; find and
replace information; and insert comments in your documents. You can also
sort words, lines of text, paragraphs, table rows, parallel columns, and merge
data file records.

Correcting text
You can correct text in a variety of ways. You can correct spelling and
capitalization, find and replace text, and use the Undo and Redo commands.

Correcting spelling
You can correct spelling errors using Spell Checker, Spell-As-You-Go,
QuickCorrect, Grammatik, and Prompt-As-You-Go. You can check for
misspelled words in documents, check spelling for a specified number of
pages, and have WordPerfect skip words in the current document only. As
you type, WordPerfect underlines in red words that are not in WordPerfect
dictionaries. For more information about Spell Checker, see Using Spell
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Checker in the WordPerfect online Help. For more information about
Spell-As-You-Go, see “Using Spell-As-You-Go” on page 147. For more
information about QuickCorrect, see “Using QuickCorrect” on page 150. For
more information about Grammatik, see Using Grammatik in the
WordPerfect online Help. For more information about Prompt-As-You-Go,
see “Using Prompt-As-You-Go” on page 148.

To correct misspelled words
1 Right-click a word underlined in red.
2 Choose the correct spelling from the available options.
Ÿ Words that are not included in any of the WordPerfect dictionaries are
underlined in red only if Spell-As-You-Go is enabled. Spell-As-You-Go is
enabled by default.

To check spelling for a specified number of pages
1 Click Tools, Spell Checker.
2 Click the Spell Checker tab.
3 From the Check list box, choose Number Of Pages.
4 In the Number Of Pages dialog box, type the number of pages.

To skip a word when correcting spelling in the current document
only
1 Right-click the word you want to skip.
2 Click Skip In Document.
Ÿ Click Spell Checker to start the Spell Checker, which provides more
spelling aids.
Ÿ For more information about Spell Checker, see Using Writing Tools in the
WordPerfect online Help.

Correcting capitalization
You can quickly change a word or selected text to all uppercase or lowercase
letters, or to lowercase letters with initial caps.
Lowercase and initial capitals exceptions are as follows:

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Ÿ Words beginning with “I”, such as, “I’m,” “I’d,” “I’ve,” and the first word
in each sentence, remain capitalized when you convert text to lowercase.
Ÿ When you convert text to initial capitals, the first letter of each word is
capitalized, except for articles, prepositions, conjunctions, and some
pronouns. If you want to specify additional capitalization exceptions, you
can edit the WT9XX.ICR file (where xx is a language code) in
PROGRAMFILES\COREL\SHARED\WRITINGTOOLS\9.0.

To change capitalization
1 Select the text or word you want to change.
2 Click Edit, Convert Case
3 Click one of the following:
Ÿ Lowercase — changes all letters to lowercase
Ÿ Uppercase — changes all letters to uppercase
Ÿ Initial Capitals — changes only the first letter of each word to
uppercase
Ÿ You can add buttons to the toolbar for Uppercase, Lowercase, Initial
Capitals, and Case Toggle. For information about toolbars, see “Creating
and editing custom toolbars” on page 631.

Ÿ You can also press CTRL + K to switch the selected word or text
between uppercase and lowercase.
Ÿ You can add buttons for Uppercase, Lowercase, Initial Capitals, and Case
Toggle to the toolbar. They are found in the Edit category of the Toolbar
Editor.

Finding and replacing words and text
You can find and replace words and text. You can also find and replace fonts,
styles, point sizes, and text formatting attributes. You can find and replace
forms of a word, because there can be more than one possible replacement
word. For example, if you replace forms of “make” with forms of “do,” the
past tense “made” can be replaced by “did” or “done.”
You can customize how you find and replace text by
Ÿ searching only in the body of a document, excluding all other
substructures (such as headers, footers, endnotes, and equations)
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133

Ÿ limiting a search to selected text in a document
Ÿ changing the starting point of a search
Ÿ limiting the number of times to replace specified text in a document
Ÿ finding a word or phrase and having it selected
Ÿ selecting all text between the insertion point and the search text
Ÿ placing the insertion point before or after the found word
The following table explains the menu items available in the Find And
Replace dialog box.
Type menu

What it does

Text

Performs a simple text search

Word Forms

Finds all words that match the root word (such as “go,” “gone,” and
“went”)

Match menu

What it does

Whole Word

Finds the text only when it occurs as a separate word; for example, finds
“low” but not “lower,” and “allow”

Case

Matches uppercase and lowercase exactly as typed, such as
“WordPerfect”

Font

Finds or replaces text in a specific font type or size including attributes,
such as 18-point bold

Action menu

What it does

Select Match

Finds and selects the text

Position Before

Places the insertion point in front of the text

Position After

Places the insertion point after the text

Extend Selection

Selects text from the insertion point to a word in the text you have
specified

Options menu

What it does

Begin Find At Top Of Document

Begins the search at the top of the document, no matter where the
insertion point is

Wrap At Beg/End Of Document

Searches from the insertion point to the end of the document, then
searches from the beginning to the insertion point

Limit Find Within Selection

Searches only in selected text

Include Headers, Footers, Etc. In Find Searches all text, not just the body of the document
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Replaces only a specified number of occurrences of the search text

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To find and replace text
1 Click Edit, Find And Replace.
2 In the Find list box, type the text to search for.
3 In the Replace With list box, type replacement text.
4 Click the Replace button.

To find the next search item
1 Follow steps 1 and 2 from the previous procedure.
2 Click the Find Next button.
Ÿ You can press CTRL + ALT + N to find the next search item.

To find a previous search item
1 Follow steps 1 and 2 from the “To find and replace text” procedure.
2 Click the Find Prev button.
Ÿ You can press CTRL + ALT + P to find previous search items.

To delete all occurrences of a word form
1 Follow steps 1 and 2 from the “To find and replace text” procedure.
2 Leave the Replace With list box empty.
3 Click the Replace All button.

Using Undo and Redo
You can undo an editing action and undo the last Undo action. You can undo
changes made to text, graphics, or tables; however, some actions, such as
scrolling or saving a document, cannot be reversed using Undo. You can save
a history of Undo actions with a document so that you can undo or redo
actions after you close the document and open it again. You can undo up to
300 actions in a document when you use the Undo/Redo History feature.

To undo an editing action
Ÿ Click Edit, Undo.

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135

Ÿ To undo another action, click Edit, Undo.

Ÿ You can also click the Undo button on the toolbar.

To reverse the last Undo action
Ÿ Click Edit, Redo.
Ÿ You can also click the Redo button on the toolbar.

To Undo or Redo more than one action
1 Click Edit, Undo/Redo History.
2 Choose the action that you want to undo or redo.
3 Click one of the following buttons:
Ÿ Undo — lets you undo the action and all actions previous to that action
Ÿ Redo — lets you redo the action and all actions previous to that action

To change the number of Undo/Redo History items
1 Click Edit, Undo/Redo History.
2 Click the Options button.
3 Type a value in the Number Of Undo/Redo Items box.
Ÿ A large number of items in the Undo/Redo History requires more disk
space and memory for editing. If your computer’s performance slows,
reduce the number of items in the history by following the previous
procedure.

To save the Undo/Redo History with a document
1 Follow steps 1 and 3 from the previous procedure.
2 Enable the Save Undo/Redo Items With Document check box.

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Ÿ When you save the Undo/Redo History with a document, the size of the
file increases.

Sorting text
You can sort text in a current document or in a file on disk. You can display
the sorted text onscreen or you can save it to a file. You can use sorting
options to sort any information that contains a structure with records and
fields. You can also sort text alphabetically or numerically, in ascending or
descending order, or extract specific information from a list.
Five kinds of records are included with WordPerfect. You can sort
Ÿ lines
Ÿ paragraphs
Ÿ table rows
Ÿ parallel columns
Ÿ merge records
For example, you can alphabetize a simple word list, sort a table of students
according to their grades, or extract addresses that contain common
information from a list of addresses. You can also create your own sort
definitions or edit any of the preexisting ones.

Records
Text is divided into records and each record contains the same kind of
information, such as names with addresses, items in inventory, or client data.
Records are subdivided into lines, words, fields, or columns depending on the
text format. The record subdivision is used to set parameters for the sort.
The way records are divided depends on the record type.
1) Each record on
this list is sorted by
the author’s name.
2) Each line is a
record.
3) Tabs divide each
record into four
fields.

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Sort definitions
You can use sort operators along with sort keys to customize a sort
definition. You can create a new sort definition or edit any of the existing sort
definitions to extract only the specific information you need.

Sort keys
You can use sort keys (or rules) to define how you want information sorted.
You define the sort keys, then use them to specify which part of the record to
sort and the order of the sort. When you define sort keys you are creating a
sort definition. The sort keys are numbered from 1 to 9 and applied in order.
Key 1 sorts first, Key 2 sorts second, and so on.

Sort operators
Use the following sort operators when you define the criteria to select for a
sort definition.
Symbol

What It Does

|

Selects records that meet the conditions of either key.

&

Selects records that meet the conditions of both keys.

=

Selects records that have the same information in an indicated key.

<>

Selects records that do not match the information for an indicated key.

>

Selects records that have information greater than the information for an
indicated key.

<

Selects records that have information less than the information for an
indicated key.

>=

Selects records that have information greater than or equal to the
information for an indicated key.

<=

Selects records that have information less than or equal to the
information for an indicated key.

key g

Selects records that contain the word you specify anywhere in the record
(global search).

Ÿ Each line of text is a field that can be divided into two or more fields using
tabs and indents.
Ÿ In merge records, fields end with the ENDFIELD code.

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Sorting text
You can sort text using the predefined sort definitions included in
WordPerfect. You can also sort uppercase words before lowercase words.

To sort text
1 Position the cursor in the text you want to sort.
2 Click Tools, Sort.
3 Click the File To Sort button, then choose the file you want to sort.
4 Click the Output To button, then choose where you want to output the
sorted text.
5 From the Sort By list box, choose one of the following:
Ÿ First Word In A Paragraph — each paragraph record ends with two or
more hard returns. A paragraph is divided into fields, lines, and words.
Ÿ First Word In A Merge Data File — each merge record ends with an
ENDRECORD code. A merge record is divided into fields, lines, and
words.
Ÿ First Cell In A Table Row — each record is a row of cells. A cell is
divided into columns, lines, and words.
Ÿ First Word In A Parallel Column — each record is a row of parallel
columns. A column is divided into columns, lines, and words.
Ÿ First Word In A Line — each line record ends with a hard return. A line
is divided into fields and words.
6 Click the Sort button.
Ÿ If you do not select text, the entire document is sorted.

To sort uppercase words before lowercase words
1 Select the text you want to sort.
2 Click Tools, Sort.
3 Click one of the following buttons:
Ÿ File To Sort — specifies the file you want to sort
Ÿ Output To — specifies where you want to output the sorted text
4 In the Sort By section, enable one of the following buttons:

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Ÿ Line (Ends With One Hard Return) — sorts by line
Ÿ Paragraph (Ends With One Multiple Returns) — sorts by paragraph
Ÿ Merge Record — sorts by merge record
Ÿ Table Row — sorts by table rows
Ÿ Parallel Column Row — sorts by table column or parallel column
5 Click the Options list box, then choose Uppercase Sorts Before
Lowercase.
A check mark next to the Uppercase Sorts Before Lowercase command
indicates that the command is enabled.
6 Click the Sort button.

Sorting text alphabetically and numerically
By using sort definitions, you can sort text alphabetically or numerically.

To sort text alphabetically
1 Position the cursor in the text you want to sort.
2 Click Tools, Sort.
3 Click the File To Sort button, then choose the file you want to sort.
4 Click the New button.
5 In the Sort By section, enable one of the following buttons:
Ÿ Line (Ends With One Hard Return) — sorts by line
Ÿ Paragraph (Ends With Multiple Hard Returns) — sorts by paragraph
Ÿ Merge Record — sorts by merge record
Ÿ Table Row — sorts by table rows
Ÿ Parallel Column Row — sorts by table column or parallel column
6 In the Keys (Sorting Rules) section, choose Alpha from the Type list box.
7 In the Keys (Sorting Rules) section, choose one of the following from the
Sort Order list box:
Ÿ Ascending — sorts from smallest to largest order or first to last (A to
Z)
Ÿ Descending — sorts from largest to smallest order or last to first (Z to
A)

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8 Click OK.
9 Click the Sort button.

To sort text numerically
1 Follow steps 1 to 5 from the previous procedure.
2 In the Keys (Sorting Rules) section, choose Numeric from the Type list
box.
3 In the Keys (Sorting Rules) section, choose one of the following from the
Sort Order list box:
Ÿ Ascending — sorts from smallest to largest order or first to last (1 to 9)
Ÿ Descending — sorts from largest to smallest order or last to first (9 to
1)
4 Click OK.
5 Click the Sort button.

Sorting records that meet certain criteria
You can use sort operators to sort records so that only the information you
want is included in the sort. For example, Key 1=Smith & Key 3=Nevada
selects only records with “Smith” in Key 1 and “Nevada” in Key 3. For more
information about sort operators, see “Sorting text” on page 137. You can
also sort only some of the records in a document.

To sort records that meet certain criteria
1 Click Tools, Sort.
2 Click the New button.
3 In the Sort Description box, type a name.
4 In the Sort By section, enable one of the following buttons:
Ÿ Line (Ends With One Hard Return) — sorts by line
Ÿ Paragraph (Ends With Multiple Hard Returns) — sorts by paragraph
Ÿ Merge Record — sorts by merge record
Ÿ Table Row — sorts by table rows
Ÿ Parallel Column Row — sorts by table column or parallel column
5 In the Keys (Sorting Rules) section, choose one of the following from the
Type list box:
Ÿ Alpha — sorts in alphanumeric order by letters, then by numbers
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Ÿ Numeric — sorts by numbers only
6 In the Keys (Sorting Rules) section, choose one of the following from the
Sort Order list box:
Ÿ Ascending — sorts from smallest to largest order or first to last (A-Z, 1
to 9)
Ÿ Descending — sorts from largest to smallest order or last to first (Z-A,
9 to 1)
7 In the Keys (Sorting Rules) section, tab to the record subdivision boxes
and type a value in one of the following boxes that corresponds to the part
of the record you want to sort:
Ÿ Line — lets you sort by line
Ÿ Field — lets you sort by field
Ÿ Word — lets you sort by word
8 In the Extract Records box, type selection statements.
9 Click OK, then click the Sort button.
Ÿ After you extract records, the original file remains unchanged. The output
file contains only the files you specified.
Ÿ You can also use parentheses to group parts of your selection statement.

To use only some of the records in a document
Ÿ Select those records first, then define the sort.

Sorting dates and specific items
You can sort dates. You can also sort items in reverse order so that the last
item appears first.

To sort dates
1 Click Tools, Sort.
2 Click the File To Sort button, then choose the file you want to sort.
3 Click the New button.
4 In the Sort Description box, type a name.
5 In the Sort By section, enable the Line (Ends With One Hard Return)
button.

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6 In the Keys (Sorting Rules) section, choose Numeric from the Type list
box.
7 In the Keys (Sorting Rules) section, choose one of the following from the
Sort Order box:
Ÿ Ascending — sorts from smallest to largest order or first to last (1 to 9)
Ÿ Descending — sorts from largest to smallest order or last to first (9 to
1)
8 Click OK.
9 Click the Sort button.
Ÿ You must define a sort key for each part of the date you want to sort. For
information about adding a sort key, see “Adding, editing, and deleting sort
keys” on page 145.
Ÿ When you sort dates by number, forward slashes ( / ) and dashes ( - ) act
as word separators. In the date 12/25/59, 12 is the first word, 25 is the
second word, and 59 is the third word. Define the sort keys by this word
order.

To sort by the last item in a list
1 Follow steps 1 to 4 from the previous procedure.
2 In the Sort By section, enable one of the following buttons:
Ÿ Line (Ends With One Hard Return) — sorts by line
Ÿ Paragraph (Ends With Multiple Hard Returns) — sorts by paragraph
Ÿ Merge Record — sorts by merge record
Ÿ Table Row — sorts by table rows
Ÿ Parallel Column Row — sorts by table column or parallel column
3 In the Keys (Sorting Rules) section, choose one of the following from the
Type list box:
Ÿ Alpha — sorts in alphanumeric order by letters, then by numbers
Ÿ Numeric — sorts by numbers only
4 In the Keys (Sorting Rules) section, choose one of the following from the
Sort Order list box:
Ÿ Ascending — sorts from smallest to largest order or first to last (A-Z, 1
to 9)

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Ÿ Descending — sorts from largest to smallest order or last to first (Z-A,
9 to 1)
5 In the Keys (Sorting Rules) section, tab to the record subdivision boxes
and type a negative number (-) in one of the following boxes:
Ÿ Line — lets you sort by line
Ÿ Field — lets you sort by field
Ÿ Word — lets you sort by word
6 Click OK, then click the Sort button.

Creating, editing, and copying sort definitions
You can create a new sort definition, and you can edit, copy, or delete an
existing sort definition. You can also sort items in reverse order so that the
last item appears first.

To create a sort definition
1 Click Tools, Sort.
2 Click the New button.
3 In the Sort Description box, type a name.
4 In the Sort By section, enable one of the following buttons:
Ÿ Line (Ends With One Hard Return) — sorts by line
Ÿ Paragraph (Ends With Multiple Hard Returns) — sorts by paragraph
Ÿ Merge Record — sorts by merge record
Ÿ Table Row — sorts by table rows
Ÿ Parallel Column Row — sorts by table column or parallel column
5 In the Keys (Sorting Rules) section, choose one of the following from the
Type list box:
Ÿ Alpha — sorts in alphanumeric order by letters, then by numbers
Ÿ Numeric — sorts by numbers only
6 In the Keys (Sorting Rules) section, choose one of the following from the
Sort Order list box:
Ÿ Ascending — sorts from smallest to largest order or first to last (A-Z, 1
to 9)
Ÿ Descending — sorts from largest to smallest order or last to first (Z-A,
9 to 1)

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7 Tab to the record subdivision boxes in the Keys (Sorting Rules) section,
and type a value in one of the following boxes that corresponds to the part
of the record you want to sort:
Ÿ Line — lets you sort by line
Ÿ Field — lets you sort by field
Ÿ Word — lets you sort by word
Ÿ When you create a new sort definition, it is saved in the Sort By list box.

To edit a sort definition
1 Click Tools, Sort.
2 From the Sort By list box, choose the sort definition you want.
3 Click the Edit button.
4 In the Sort Description box, type a new name.
5 Follow steps 3 to 7 from the previous procedure.

To copy a sort definition
1 Follow steps 1 and 2 from the previous procedure.
2 Click the Copy button.
3 In the Sort Description box, type a new name.

To delete a sort definition
1 Follow steps 1 and 2 from the “To edit a sort definition” procedure.
2 Click the Delete button.
3 Click Yes.

Adding, editing, and deleting sort keys
You can add a sort key, edit a sort key definition, and delete a sort key.

To add a sort key
1 Click Tools, Sort.
2 From the Sort By list box, choose the sort definition you want.
3 Click the Edit button.
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4 In the Keys (Sorting Rules) section, click a Key number button.
5 In the Keys (Sorting Rules) section, click one of the following buttons:
Ÿ Add Key At End — adds a key to the end of the key list
Ÿ Insert Key Between — adds a key above the row in which the cursor
is positioned
Ÿ You can add up to nine sort keys.

To edit a sort key definition
1 Follow steps 1 to 3 from the previous procedure.
2 In the Keys (Sorting Rules) section, choose the key you want to edit.
3 In the Keys (Sorting Rules) section, choose one of the following from the
Type list box:
Ÿ Alpha — sorts in alphanumeric order by letters, then by numbers
Ÿ Numeric — sorts by numbers only
4 In the Keys (Sorting Rules) section, choose one of the following from the
Sort Order list box:
Ÿ Ascending — sorts from smallest to largest order or first to last (A-Z, 1
to 9)
Ÿ Descending — sorts from largest to smallest order or last to first (Z-A,
9 to 1)
5 In the Keys (Sorting Rules) section, tab to the record subdivision boxes,
then type a value in one of the following boxes that corresponds to the
part of the record you want to sort:
Ÿ Line — lets you sort by line
Ÿ Field — lets you sort by field
Ÿ Word — lets you sort by word

To delete a sort key
1 Follow steps 1 to 3 from the “To add a sort key” procedure.
2 Choose the key you want to delete.
3 Click the Delete Key button.

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Extracting records without sorting
You can extract records without sorting them.

To extract records without sorting
1 Click Tools, Sort.
2 Click the File To Sort button, then choose the file you want to sort.
3 Click the New button.
4 In the Sort Description box, type a name.
5 In the Keys (Sorting Rules) section, tab to the record subdivision boxes,
then type a value in one of the following boxes that corresponds to the
part of the record you want to sort:
Ÿ Line — lets you sort by line
Ÿ Field — lets you sort by field
Ÿ Word — lets you sort by word
6 Enable the Extract Records Without Sorting check box.
7 Click OK.
8 Click the Sort button.

Using spelling and grammar tools
WordPerfect provides tools to help you check spelling and grammar. You can
use Spell-As-You-Go and Grammar-As-You-Go to correct and prevent
spelling and grammar errors. Prompt-As-You-Go helps you identify errors as
you create documents by using a color coding system to identify the type of
error it encounters. QuickCorrect, QuickWords, Format-As-You-Go, and
SmartQuotes can check spelling and grammar automatically as you type. You
can also use the SpeedLinks feature to create hyperlink text automatically.
For information about SpeedLinks, see “Using SpeedLinks” on page 510. For
information about hyperlinking, see “Working with hyperlinks” on page 503.
WordPerfect also has a Spell Checker tool, a Thesaurus tool, and a
Grammatik tool. For information about Spell Checker, see Using Spell
Checker in the WordPerfect online Help. For information about Thesaurus
and Grammatik, see Using Thesaurus and Using Grammatik in the
WordPerfect online Help.

Using Spell-As-You-Go
Spell-As-You-Go underlines misspelled words in red so that you can decide
whether to correct them. You can enable and disable Spell-As-You-Go.
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To enable Spell-As-You-Go
Ÿ Click Tools, Proofread, Spell-As-You-Go.
A dot next to the Spell-As-You-Go command indicates that
Spell-As-You-Go is enabled.

To disable Spell-As-You-Go
Ÿ Click Tools, Proofread, Off.
A dot next to the Off command indicates that Spell-As-You-Go is disabled.
Ÿ By default, Spell-As-You-Go is enabled.

Using Grammar-As-You-Go
Grammar-As-You-Go underlines, in blue, words or phrases that might be
incorrect. Grammar-As-You-Go is similar to Grammatik and includes the
checking features of Spell-As-You-Go. Spell-As-You-Go underlines misspelled
words in red. You can enable or disable Grammar-As-You-Go.

To enable Grammar-As-You-Go
Ÿ Click Tools, Proofread, Grammar-As-You-Go.
A dot next to the Grammar-As-You-Go command indicates that
Grammar-As-You-Go is enabled.

To disable Grammar-As-You-Go
Ÿ Click Tools, Proofread, Off.
A dot next to the Off command indicates that Grammar-As-You-Go is
disabled.
Ÿ If Grammar-As-You-Go is enabled, Spell-As-You-Go is also enabled even
though there is no dot next to Spell-As-You-Go.

Using Prompt-As-You-Go
Prompt-As-You-Go can act as a spell-checker, a grammar checker, or a
thesaurus, depending on where the insertion point is placed. If you place the
insertion point on a misspelled word or a possible grammar error, the
Prompt-As-You-Go list box on the Property Bar displays a list of corrections.

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If you place the insertion point on a word that is properly spelled and free of
grammar errors, the Prompt-As-You-Go list box lists possible synonyms.
The Prompt-As-You-Go list box displays suggestions as you type.
For example, if you type “Worf,” you will see the following in the
Prompt-As-You-Go list box:

If the text in the Prompt-As-You-Go box is red, the word may be misspelled.
If the text is blue, there may be a grammar or usage error. If the text is black,
you can choose a synonym to replace the word. If the box is blank, there are
no suggestions for the word.

To enable Prompt-As-You-Go
Ÿ Click Tools, Proofread, Prompt-As-You-Go.
A check mark next to the Prompt-As-You-Go command indicates that
Prompt-As-You-Go is enabled.
Ÿ Enabling or disabling Grammar-As-You-Go or Spell-As-You-Go does not
affect Prompt-As-You-Go.

To use Prompt-As-You-Go
1 Click Tools, Proofread, Prompt-As-You-Go.
2 Click an underlined word or phrase in your document.
3 Choose the replacement text from the Prompt-As-You-Go list box on the
Property Bar.

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Ÿ When you use Prompt-As-You-Go, words are underlined only if
Spell-As-You-Go and Grammar-As-You-Go are enabled. If Spell-As-You-Go
and Grammar-As-You-Go are disabled, replacement words still appear, but
are not underlined.

To use Prompt-As-You-Go to view synonyms
1 Click Tools, Proofread, Prompt-As-You-Go.
2 Click a word for which you want to see a synonym.
3 From the Prompt-As-You-Go list box on the Property Bar, choose a
replacement word.
Ÿ The Prompt-As-You-Go list box is empty if there are no spelling errors,
grammar errors, or thesaurus synonyms.

Using QuickCorrect
You can use QuickCorrect to automatically correct common typing mistakes,
accelerate text entry, and begin bulleted, numbered, and alphabetical lists.
You can instruct WordPerfect to correct errors automatically when
QuickCorrect provides a list of commonly misspelled words and their correct
spelling. For example, QuickCorrect can automatically replace “and” with
“and.” You can add and delete words from the QuickCorrect list.
QuickCorrect also provides easy formatting solutions, such as curly
quotation marks (SmartQuotes), and replaces numbers, such as 1st and 2nd,
with superscript ordinal numbers (QuickOrdinals). You can enable or disable
these Format-As-You-Go options. You can also add a QuickCorrect entry to
the QuickCorrect list for a pair of words. For example, you can replace “by
the” with “by the.”

To enable QuickCorrect
1 Click Tools, QuickCorrect.
2 Click the QuickCorrect tab.
3 Enable the Replace Words As You Type check box.

To disable QuickCorrect
1 Follow steps 1 and 2 from the previous procedure.
2 Disable the Replace Words As You Type check box.

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To enable or disable automatic correction
1 Follow steps 1 and 2 from the “To enable QuickCorrect” procedure.
2 Enable the Correct Other Mis-Typed Words When Possible check box.
Ÿ When the Correct Other Mis-Typed Words When Possible check box is
enabled, WordPerfect replaces typographical errors that have only one
possible correction without notifying you of the change. A proper noun or
other word not in the QuickCorrect list might be replaced with a different
word, so use this option when you are confident that words in your
document will be found in the list.
Ÿ QuickCorrect is automatically disabled when you edit a macro.

To add a word to the QuickCorrect list
1 Follow steps 1 and 2 from the “To enable QuickCorrect” procedure.
2 In the Replace box, type the misspelled word.
3 In the With box, type the correctly spelled word.
4 Click the Add Entry button.
Ÿ QuickCorrect abbreviations are case-sensitive. For example, if you add
“wm” for “William”, then type “WM”, QuickCorrect inserts “WILLIAM”
in your document.

To delete a word from the QuickCorrect list
1 Follow steps 1 and 2 from the “To enable QuickCorrect” procedure.
2 From the Misspelled Word list box, choose the word you want to delete.
3 Click the Delete Entry button.
4 In the Delete Selected QuickCorrect Entry confirmation box, click Yes.

Creating QuickWords
A QuickWord is an abbreviation of a word or text. When you type the
abbreviation, QuickWords automatically expands it. For example, you can
create the QuickWord “cc” to represent the company name (Corel
Corporation). Typing “cc” and “CC” inserts the same QuickWord entry. You
can create a QuickWord for a word or phrase, and a graphic or logo.

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You can make any word a QuickWord and use the abbreviation for that word
in columns, words surrounded by borders, words in graphic boxes, or words
that have various font attributes, such as bold or underlining. Plain text
includes tabs and hard returns but not font attributes or other formatting.
When you expand text as plain text, you can insert a QuickWord in a
document other than the one where it was created, and the QuickWord text
will look the same as the other text in that document. When you expand text
as formatted text, you can insert a QuickWord in a document and include the
formatting and graphics that appeared with the QuickWord when you created
it.

To create a QuickWord
1 Select the word or phrase that you want to make into a QuickWord.
2 Click Tools, QuickWords.
3 Click the QuickWords tab.
4 Type the word that represents the word or phrase.
5 Click the Add Entry button.
Ÿ Avoid common words when you create QuickWords. For example, if you
make “the” an abbreviation for “theatric,” the word “the” will expand
whenever you type it. You may want to add a special character before your
QuickWords, such as an ampersand (&) or an asterisk (*).

To create a QuickWord for a graphic or logo
1 Click View, Reveal Codes to see where the insertion point is located in
reference to the graphics box code.
2 In the Reveal Codes window, click to the left of the graphics box code,
then press SHIFT + RIGHT ARROW to select the graphics box code.
3 Click Tools, QuickWords.
4 In the QuickWords dialog box, click Options, Expand As Text With
Formatting, if you want the graphic to appear in the active document.
5 Click the QuickWords tab.
6 Type the word that you want to represent the graphic.
7 Click the Add Entry button.

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Ÿ Any text or codes that appear between the Select code and the red
insertion point are assigned to the QuickWord.
Ÿ The QuickWords option is available only when you use the Reveal Codes
window to select the graphic box code.
Ÿ Specify a word or characters that are not normally typed, such as
“companylogo” for a graphic that represents your company’s logo.

Ÿ To select the graphics box code, you can also press SHIFT, then drag the
mouse.

Inserting, changing, and renaming QuickWords
You can insert a QuickWord in your document. A QuickWord is an
abbreviation of a word or text that is expanded when you type the
abbreviation. You can also change and rename a QuickWord. For more
information about QuickWords, see “Creating QuickWords” on page 151.

To insert a QuickWord
1 Type the abbreviation in the document where you want the expanded form
to appear.
2 Press ENTER.
Ÿ You can also press TAB or the SPACEBAR to insert a QuickWord.

To change the text that a QuickWord represents
1 Select the text that you want the QuickWord to represent.
2 Click Tools, QuickWords.
3 Click the QuickWords tab.
4 From the Abbreviated Form list box, choose the QuickWord that you want
to change.
5 Click the Options button, then click Replace Entry.
6 In the Replace QuickWord With New Selection confirmation box, click
Yes.

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To rename a QuickWord
1 Follow steps 1 and 2 from the previous procedure.
2 Choose the QuickWord that you want to rename.
3 Click the Options button, then click Rename Entry.
4 In the QuickWord Name box, type a new name.

Expanding and deleting QuickWords
You can expand QuickWords as either plain or formatted text as you type or
prevent a QuickWord from expanding as you type. You can also delete
QuickWords.

To expand all QuickWords in the current document as plain text
1 Click Tools, QuickWords.
2 Click the QuickWords tab.
3 Click the Options button, then choose Expand As Plain Text.

To expand all QuickWords in the current document as formatted
text
1 Follow steps 1 to 2 from the previous procedure.
2 Click the Options button, then choose Expand As Text With Formatting.

To expand all QuickWords in the current document
1 Click Tools, Macro, Play.
2 In the Play Macro dialog box, double-click the filename
EXPNDALL.WCM.
Ÿ For information about macros, see “Playing macros” on page 556.
Ÿ When you press ENTER, TAB, or the SPACEBAR, you can make these
abbreviations automatically expand into formatted or plain text.

To expand all QuickWords as you type
1 Click Tools, QuickWords.
2 Enable the Expand QuickWords When You Type Them check box.

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To prevent all QuickWords from expanding as you type
1 Click Tools, QuickWords.
2 Disable the Expand QuickWords When You Type Them check box.
Ÿ You can also expand a QuickWord by pressing CTRL + SHIFT + A when
Expand QuickWords When You Type Them is disabled.

To delete a QuickWord
1 Click Tools, QuickWords.
2 Click the QuickWords tab.
3 Choose the QuickWord that you want to delete.
4 Click Delete Entry.
5 In the Delete Selected QuickWord Entry confirmation box, click Yes.

Using Format-As-You-Go
Format-As-You-Go gives you choices about how to handle incorrect
capitalization, create lists and outlines as you type, and make the TAB key
perform as an indent. You can use the CapsFix, QuickBullets, QuickIndent,
QuickLines, and QuickSymbols features in Format-As-You-Go to edit as you
type. You can also use QuickLines to create graphic lines, QuickOrdinals to
change ordinals to superscript, and QuickSymbols to turn dots and dashes
into en dashes and em dashes in a document.

To correct capitalization using CapsFix
1 Click Tools, QuickCorrect.
2 Click the Format-As-You-Go tab.
3 In the Format-As-You-Go Choices section, enable the CapsFix check box.

To create a list or outline using QuickBullets
1 Follow steps 1 and 2 from the previous procedure.
2 In the Format-As-You-Go Choices section, enable the QuickBullets check
box.

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To indent paragraphs using QuickIndent
1 Follow steps 1 and 2 from the “To correct capitalization using Caps Fix”
procedure.
2 In the Format-As-You-Go Choices section, enable the QuickIndent check
box.

To insert graphic lines using QuickLines
1 Follow steps 1 and 2 from the “To correct capitalization using Caps Fix”
procedure.
2 In the Format-As-You-Go Choices section, enable the QuickLines check
box.

To replace ordinal numbers using QuickOrdinals
1 Follow steps 1 and 2 from the “To correct capitalization using Caps Fix”
procedure.
2 In the Format-As-You-Go Choices section, enable the QuickOrdinals
check box.

To change dashes using QuickSymbols
1 Follow steps 1 and 2 from the “To correct capitalization using Caps Fix”
procedure.
2 In the Format-As-You-Go Choices section, enable the QuickSymbols
check box.

Using Format-As-You-Go to make sentence corrections
Format-As-You-Go lets you specify settings for automatic sentence
corrections. You can automatically capitalize the first letter in every
sentence, correct two initial capitals in a sentence, and delete double spaces
between words.

To automatically capitalize the first letter in every sentence
1 Click Tools, QuickCorrect.
2 Click the Format-As-You-Go tab.
3 In the Sentence Corrections section, enable the Capitalize Next Letter
After End-Of-Sentence Punctuation check box.

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To automatically change two initial capital letters in a sentence
1 Follow steps 1 and 2 from the previous procedure.
2 In the Sentence Corrections section, enable the Correct TWo IRregular
CApitals (Make A Second Letter Lowercase) check box.

To automatically delete double spaces between words in a
sentence
1 Follow steps 1 and 2 from the “To automatically capitalize the first letter
in every sentence” procedure.
2 In the Sentence Corrections section, enable the Change Two Spaces To
One Space Between Words check box.

Using Format-As-You-Go to make end of sentence corrections
Format-As-You-Go lets you specify settings for end of sentence corrections.
You can convert one space between sentences to two or two spaces to one,
and you can change capitalization after the end of a sentence. You can specify
that when you change capitalization after the end of a sentence, the entry is
automatically added as an exception item. You can also remove exception
items.

To automatically convert one space between sentences to two
spaces
1 Click Tools, QuickCorrect.
2 Click the Format-As-You-Go tab.
3 In the End Of Sentence Corrections section, enable the Change One
Space To Two Spaces Between Sentences check box.

To automatically convert two spaces between sentences to one
space
1 Follow steps 1 and 2 from the previous procedure.
2 In the End Of Sentence Corrections section, enable the Change Two
Spaces To One Space Between Sentences check box.

To change capitalization after the end of a sentence
1 Follow steps 1 and 2 from the “To automatically convert one space
between sentences to two spaces” procedure.
2 In the Sentence Corrections section, click the Exceptions button.

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3 In the Do Not Capitalize Next Letter After This Word box, type the word
you want.
4 Click the Add Entry button.

To automatically add exception items as you type
1 Follow steps 1 and 2 from the “To automatically convert one space
between sentences to two spaces” procedure.
2 In the Sentence Corrections section, click the Exceptions button.
3 Enable the Add Exceptions When You Correct Them In Document check
box.

To remove exceptions from the exception list
1 Follow steps 1 and 2 from the “To automatically convert one space
between sentences to two spaces” procedure.
2 In the Sentence Corrections section, click the Exceptions button.
3 From the Exception list box, choose the word that you want to delete.
4 Click the Delete Entry button.

Using SmartQuotes
You can use SmartQuotes to change the appearance of double, single, and
straight quotes in a document.

To use SmartQuotes
1 Click Tools, QuickCorrect.
2 Click the SmartQuotes tab.
3 Enable one or all of the following check boxes:
Ÿ Use Double Quotation Marks As You Type — lets you use double
quotes for opening and closing quotes
Ÿ Use Single Quotation Marks As You Type — lets you use single quotes
for opening and closing quotes
Ÿ Use Straight Quotation Marks After Numbers -6’ — lets you use
straight quotes rather than curly quotes when the quote character
follows a number
4 From the Open and Close list boxes, choose the style of quotes.

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To change the character you use for quotations
1 Follow steps 1 and 2 from the previous procedure.
2 In the Open or Close list box, delete the character displayed.
3 Press CTRL + W, choose a symbol, then click the Insert And Close
button.

Using comments in documents
You can add comments to document text, footnotes, endnotes, and outlines.
Comments contain text and formatting, such as font style, justification,
margins, and tabs.
You can add a user name, initials, and color to comments. Each comment icon
is a rectangle that contains the user initials and color. If you do not specify
user initials and a user color, a comment icon displays as a balloon. You can
also insert a name, date, or time in the comment. Comments can be deleted
from a document by using Reveal Codes. For information about Reveal
Codes, see “Displaying Reveal Codes” on page 43.
In Draft view, comments display as shaded text in the text of a document. In
Page view and Two Pages view, comments display as icons in the left margin.
For information about view modes, see “Viewing documents” on page 39.
You can display, hide, or print a comment in a document. You can also convert
text to a comment or convert a comment to text.

Adding and deleting comments
You can add comments to document text, footnotes, endnotes, and outlines.
Comments contain text and some formatting, such as font style, justification,
margins, and tabs. You can edit comments, specify a user’s name, initials, and
color for comments, and delete comments.

To add a comment
1 Click where you want the comment to appear.
2 Click Insert, Comment, Create.
3 Type the comment text, then click the Close button to return to the main
document text.
Ÿ You can press CTRL + F4 to return to the main text of your document
from the comment window.

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To enable comments
1 Click Tools, Settings, Display.
2 Click the Document tab.
3 Enable the Margin Icons check box.
A check mark next to the Margin Icons command indicates that this
command is enabled.
Ÿ To view the margin icons, drag the slider on the horizontal scroll bar to
the left edge.

To assign a user name and initials to a comment
1 Click Tools, Settings, Environment.
2 Click the General tab.
3 In the User Information section, type your name and initials.

To assign a user color to a comment
1 Follow steps 1 to 3 from the previous procedure.
2 Click the User Color button, then click a color on the Color palette.

To delete a comment
Ÿ Right-click the comment or comment icon, then click the Delete button.
Ÿ To delete a comment, you can also click the comment code in the Reveal
Codes window, then press DELETE.

Editing comments
You can edit comments in a document.

To edit a comment
1 Right-click the comment icon, then click Edit.
2 Edit the comment.
3 Click one of the following buttons to edit other comments in the
document:

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Ÿ Next button
Ÿ Previous button
4 Click the Close button to return to the main document text.
Ÿ You can also edit a comment by clicking Insert, Comment, Edit.

Displaying and hiding comments
You can display and hide comments, and you can display information, such as
author, color, initials, and creation date and time of comments. By default,
comments do not print with the document; however, you can convert them to
text in the document and then print them. For information about converting
comments, see “Converting text to comments and comments to text” on
page 162. For information about printing comments, see “Printing document
summaries and comments” on page 460.

To display comments
1 Click Tools, Settings, Display.
2 Click the Document tab.
3 Enable the Margin Icons check box.
Ÿ In Draft view, comments display as shaded text in the body of a document;
in Page view and Two Pages view, comments display as balloon icons in
the left margin. For more information about view modes, see “Viewing
documents” on page 39.
Ÿ When user information is assigned to a comment, the comment icon
displays as a box with the initials specified in Environment settings;
otherwise, the comment icon displays as a balloon.

To view information about a comment
1 Click the comment icon.
2 Right-click the comment, then click Information.

To hide comments
1 Click Tools, Settings, Display.

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2 Click the Document tab.
3 Disable the Margin Icons check box.

Converting text to comments and comments to text
You can convert text in a document to a comment and comments to text.

To convert text to a comment
1 Select the text you want to convert.
2 Click Insert, Comment, Create.
Ÿ In Draft view, comments display as shaded text in the main text of a
document; in Page view and Two Pages view, comments display as balloon
icons in the left margin. For more information about view modes, see
“Viewing documents” on page 39.
Ÿ If there are multiple comments in your document, use Reveal Codes to
find the code for the comment you want to convert. For more information
about Reveal Codes, see “Displaying Reveal Codes” on page 43.

To convert a comment to text
1 Click after the comment you want to convert.
2 Click Insert, Comment, Convert To Text.
Ÿ In Page view or Two Pages view, you can also click the comment icon,
right-click the comment, then click Convert To Text.

Reviewing and comparing documents
You can forward a WordPerfect document to other WordPerfect users, then
have them review it and return it to you. You can send the document by email
or save it to a disk. The reviewers can use Review Document to mark their
editing changes. Each person’s changes are marked in a different color. When
the document is returned to you, you can use Review Document to examine
the changes others have made. You can display the document with or without
the review markings.
You can move from change to change and accept or reject each one. You can
also accept or reject all changes. You can compare the current version of a

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document with another version to see what changes have been made.
Differences between the versions show as strikeout text or redline text.
You can restore a document to the way it looked before the comparison. You
can also remove the strikeout attribute from deleted text but retain the
redline attribute for text that has been added or moved.

Reviewing documents
You can forward a WordPerfect document to other WordPerfect users, then
have them review it and return it to you. You can send the document by email
or save it to a disk. You can review a document as a reviewer or as an author.
When you review as an author, you can display the document with or without
revision markings, and you can move from change to change and accept or
reject each one.

To review a document as a reviewer
1 Click File, Document, Review.
2 Click the Reviewer button.
3 Type your user name and initials, then click OK.
4 On the Property Bar, click the Set Color button, then click a color on the
Color Palette to choose the color for your changes.
5 Edit the document.
6 Click Close.
7 Save the document.
Ÿ You can use all WordPerfect features, except Sort, to edit a document.
Only text editing changes are marked with a color.
Ÿ You can edit additions that other users have made; however, you cannot
edit or undo previous deletions that other users have made.

To review a document as an author
1 Click File, Document, Review.
2 Click the Author button.
3 Click one of the following buttons to move from change to change:
Ÿ Previous button
Ÿ Next button
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4 Click one of the following buttons:
Ÿ Show/Hide — lets you see the edited text in the document without
color markings
Ÿ Insert Current Annotation — lets you accept the current annotation in
the document
Ÿ Insert All Annotations — lets you accept all annotations in the
document
Ÿ Delete The Current Annotation — lets you reject the current annotation
in the document
Ÿ Delete All Annotations — lets you reject all the annotations in the
document
5 Save the document.

To review a subdocument as an author
Ÿ Position the cursor in the subdocument, then click the Next button to
move from change to change in each subdocument.
Ÿ When you are reviewing the document as an author, and you want to move
through the document from change to change, you cannot move through
subdocuments, such as headers, footers, and footnotes.
Ÿ Highlighting the reviewer’s notes by selecting text and using the
Highlight feature on the Property Bar is not the same as using the Next
button and the Previous button as it will not give consistent results and
the Author buttons will not work correctly.

Ÿ If you want to save the reviewed document in another file format, for
example Rich Text Format (RTF), the document will not be in review
mode when you open it. The reviewer’s remarks are lost because the
added text (red) and the deleted text (strikethrough) revert to regular
text. You should not save the document to a different file format until
Review Documents is complete.

Comparing documents
You can compare a current version of a document with an earlier version to
see what changes have been made. Text that has been added or moved in the
current document is displayed as redline text. Text that has been deleted is

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displayed as strikeout text. You can change the appearance of redline text
and remove the redline and strikeout text markings from a document.

To compare a document with an earlier version
1 Open both versions of the document you want to compare.
2 Click File, Document, Compare.
3 In the With box, type the filename of the file you want to compare.
4 In the Show Markings In section, enable one of the following buttons:
Ÿ New Document — shows comparison results in a new document
Ÿ Current Document — shows comparison results in the active
document
5 Click one of the following buttons:
Ÿ Compare/Review — lets you specify a user name and user initials
Ÿ Compare Only — lets you see the comparison results in a summary
document

To compare markings in the current document or a new
document
1 Open the document you want to compare.
2 Click File, Document, Compare.
3 In the Show Markings In section, enable one of the following buttons:
Ÿ New Document — lets you display compare markings in a new
document
Ÿ Current Document — lets you display compare markings in the
current document

To compare and review the document in one step
1 Open the document you want to compare and review.
2 Click File, Document, Compare.
3 In the Compare Documents dialog box, click the Compare/Review button.

To remove document comparison markings
1 Click File, Document, Remove Markings.
2 Enable one of the following buttons:

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Ÿ Remove Redline Markings And Strikeout Text — restores the current
document to the way it looked before the comparison
Ÿ Remove Strikeout Text Only — keeps the markings for added and
moved text, but removes markings for deleted text
Ÿ Remove Document Compare Deletions Only — removes only
markings for deleted text
Ÿ Remove All Document Compare Markings — removes all markings,
insertions, deletions, and moves

Changing the settings for document review and compare
You can change the settings you use for comparing and reviewing documents,
and you can change the appearance of printed redline text.

To change the settings for comparing and reviewing documents
1 Open the document in which you want to change settings.
2 Click File, Document, Compare.
3 In the Compare Documents dialog box, click the Settings button, then
choose Compare Only.
4 In the Document Compare Settings dialog box, click the Options tab.
5 In the Marking Precision section, enable one of the following buttons:
Ÿ Word — lets you mark a specific word
Ÿ Character — lets you mark specific characters
6 In the Characters To Enclose Text To Skip In Comparison box, type the
characters between which you want the comparison to skip.
For example, if you type {} , everything surrounded by {} will be skipped
in the comparison.
7 In the Summary Of Comparison section, enable one of the following
buttons:
Ÿ None — inserts no comparison summary
Ÿ Insert At Beginning — inserts the comparison summary at the
beginning of the document
Ÿ Insert At End — inserts the comparison summary at the end of the
document
8 In the List Of Changes section, enable one of the following buttons:
Ÿ None — shows no changes

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Ÿ Show Surrounding Context — shows the changes in the context of the
document
Ÿ Show Change Only — shows only the changes
9 In the Include In Comparison section, enable one or more of the following
check boxes:
Ÿ Headers/Footers — compares information in headers and footers
Ÿ Comments — compares information in comments
Ÿ Expand Master Documents — compares information in expanded
master document

To change the appearance of printed redline text
1 Click File, Document, Redline Method.
2 Enable one of the following buttons:
Ÿ Printer Default Setting — uses the redline method specific to your
printer (usually a shaded background)
Ÿ Mark Left Margin — uses the redline markings to redline text in the
left margin
Ÿ Mark Alternating Margins — marks redline text in the left margin for
even-numbered pages and in the right margin for odd-numbered pages
Ÿ Mark Right Margin — uses the redline markings to redline text in the
right margin

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PAGE LAYOUT AND DESIGN

6

WordPerfect offers many features that improve your page layout and design.
You can change the formatting, the physical arrangement of information on a
page, and the general physical appearance of the finished document to
improve its appearance. You can choose a preset page size definition or
create your own, use single-sided or double-sided pages, set page margins,
apply columns, and import objects to change the format of a page. You can
use guidelines and rulers to align information on a page. WordPerfect also
lets you create envelopes and labels.
You can also polish a document using the typographic settings included with
WordPerfect. You can change typographical settings throughout a document
when you apply features such as kerning, word/letter spacing, leading,
settings for text placement, and spacing between characters, words, and
lines.

Setting page size definitions and orientation
A page size definition tells the printer how to format and print your pages.
You can choose from preset page size definitions, or you can create your own
if what you need is unavailable. You can create page size definitions for pages
and envelopes.
Orientation refers to how text is printed and which side of the paper is the
top of the page. Portrait orientation prints with the short side of the paper at
the top. Landscape orientation prints with the long side of the paper at the
top, and the information appears sideways on the page.

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Page size definitions are matched to the printer you have selected. A
definition might not be available when you change to another printer or a
different computer. If the same definition is not available, WordPerfect finds
the best match for your page definition, selecting from those that are
available with the other printer. If the match does not work, you might need
to edit the new definition or recreate the definition.

Creating and selecting page size definitions
WordPerfect uses a page size definition to tell the printer how to format your
pages or envelopes. You can choose from preset page size definitions, or you
can create your own if what you need is unavailable. You can customize a
page size definition for one page only. Page size definitions can also be edited
and deleted. For information, see “Editing and deleting page size definitions”
on page 172.

To create your own page size definition
1 Click File, Page Setup.
2 Click the Size tab.
3 Click the Options button, then choose New from the list box.
4 Type a name for the new page size in the Name box.
5 From the Type list box, choose a predefined paper size.
6 Do the following:
Ÿ In the Width box, type a value for the width of the page
Ÿ In the Height box, type a value for the height of the page
7 In the Orientation section, enable one of the following buttons:
Ÿ Portrait — prints text and graphics on a page where the height is
greater than the width
Ÿ Landscape — prints text and graphics on a page where the width is
greater than the height
Ÿ Both — prints text and graphics on a page in both portrait and
landscape orientation
8 In the Printing Adjustments section, choose one or both of the following
to adjust where text will print on the page:
Ÿ Choose Up or Down from the Vertical box, then type a value in the box
to the right of the Vertical box, to specify how much to move text up or
down

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Ÿ Choose Left or Right from the Horizontal box, then type a value in the
box to the right of the Horizontal box, to specify how much to move
text left or right
9 In the Show Page Size For section, enable one of the following buttons:
Ÿ All Printers — lets you display page size definitions for all installed
printers
Ÿ Current Printer Only — lets you display page size definitions for the
selected printer
Ÿ If you want to define your own size of paper, choose User Defined Size in
the Size list box.

To select a preset page size definition
1 Follow steps 1 and 2 from the previous procedure.
2 From the Page Definition list box, choose a page definition.
3 Enable one of the following buttons:
Ÿ Portrait — prints text and graphics on a page whose height is greater
than the width
Ÿ Landscape — prints text and graphics on a page whose width is greater
than the height
4 Enable the Following Pages Different From Current Page check box if you
want subsequent document pages to use a different page size and
orientation.

To select a page size definition for one page only
1 Position the cursor in the document in which you want to change the page
size.
2 Click File, Page Setup.
3 Click the Size tab.
4 From the Page Definition list box, choose a page size.
5 Enable the Following Pages Different From Current Page button.
Ÿ If you choose Envelope from the Page Definition list box, neither the
Portrait nor Landscape button is accessible.

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Editing and deleting page size definitions
WordPerfect uses a page size definition to tell the printer how to format your
pages or envelopes. Once you have created or selected a page size definition,
you can edit it or delete it.

To edit a page size definition
1 Click File, Page Setup.
2 Click the Size tab.
3 Click the Options button, then choose Edit.
4 Choose one of the following:
Ÿ Portrait — lets you edit text and graphics on a page where the height is
greater than the width
Ÿ Landscape — lets you edit text and graphics on a page where the width
is greater than the height
Ÿ Both — lets you edit text and graphics in both portrait and landscape
orientation. If you choose Both, you have to choose a page definition
type from the Type list box in the Edit Page Definition dialog box.
5 From the Source list box, choose a paper source.
6 In the Printing Adjustments section, choose from the following to adjust
where text will print on the page:
Ÿ In the Vertical box, choose Up, then type a value in the box to the right
of the Vertical box to specify how much to move text up
Ÿ In the Vertical box, choose Down, then type a value in the box to the
right of the Vertical box to specify how much to move text down
Ÿ In the Horizontal box, choose Left, then type a value in the box to the
right of the Horizontal box to specify how much to move text left
Ÿ In the Horizontal box, choose Right, then type a value in the box to the
right of the Horizontal box to specify how much to move text right
7 In the Show Page Size For section, enable one of the following buttons:
Ÿ All Printers — lets you display page size definitions for all installed
printers
Ÿ Current Printer Only — lets you display page size definitions for the
selected printer

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Ÿ The default paper source is the source specified in the Windows Printer
Properties for the selected printer. Select Manual Feed from the Source
list box in the Edit Page Definition dialog box only if you put paper in the
printer manually, one sheet at a time.

To delete a page size definition
1 Click File, Page Setup.
2 Click the Size tab.
3 From the Page Definition list box, choose the page size you want to
delete.
4 Click the Options button, then choose Delete.
5 In the Page Definition dialog box, click the Delete button.
Ÿ When you delete a page size definition from the Page Definition list box in
the Page Size dialog box, you can no longer use that definition. If the page
definition in your document has been deleted from the list, your document
will print with a similar page definition, but it might not be an exact match.

Ÿ All printers have an unprintable zone. If information is formatted to print
in this area, it will not print. To shift information out of the unprintable
zone, you might need to specify printing adjustments when you define the
page size. This information is stored with the printer driver at individual
computers.

Setting single-sided or double-sided pages for a document
You can set either single- or double-sided pages in a document.

To set single-sided pages for a document
1 Click File, Page Setup.
2 Click the Margins/Layout tab.
3 In the Two-Sided Printing section, enable the Off button.

To set double-sided pages for a document
1 Click File, Page Setup.

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173

2 Click the Margins/Layout tab.
3 In the Two-Sided Printing section, enable one of the following buttons:
Ÿ Book (Side To Side) — lets you print the document for binding the long
edge of a page
Ÿ Tablet (Top To Bottom) — lets you print the document for binding the
short edge of a page

Choosing a document layout for binding
You can give a document extra space for binding. You can also divide pages to
create a book or tablet layout because a document contains physical and
logical pages.
A physical page appears on screen; a logical page exists within the physical
page. When you modify a feature, such as Change Margins For Binding, you
are modifying the logical page. You can also divide the physical page into
smaller logical pages to create small foldable documents, such as tickets or
greeting cards. For information about printing folded and bound documents,
see “Printing booklets and defining binding offsets” on page 468. As you edit
the document, each logical page is treated as a separate page. The Document
Window also changes to show the dimensions of the logical page. After you
fill a logical page, the text continues on the next logical page. All the
formatting you can use in a regular document applies to the logical pages you
create.

To choose a document layout for binding
1 Click File, Page Setup.
2 Click the Margins/Layout tab.
3 In the Two-Sided Printing section, enable one of the following buttons:
Ÿ Book (Side To Side) — lets you bind the document on the long edge of
a page
Ÿ Tablet (Top To Bottom) — lets you bind the document on the short
edge of a page
4 In the Margins section, type margin values in the Left, Right, Top, and
Bottom boxes.
5 Click one of the following buttons:
Ÿ Equal — lets you set all four margin settings equal to the last margin
size used
Ÿ Minimum — lets you set all four margin settings to the minimum value
the current printer settings allow

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6 Type a value in the Increase Margin For Binding box
7 In the Increase Margin For Binding section, enable one of the following
buttons:
Ÿ Inside — lets you change the amount of space for binding on the inside
margin
Ÿ Outside — lets you change the amount of space for binding on the
outside margin

To divide a page
1 Follow steps 1 and 2 from the previous procedure.
2 Click the Divide Page button, then choose a dividing option from the list
box.

Setting styles and margins for binding
You can change the margins to bind the document from the top to the bottom
or from side to side for either single-sided or double-sided documents. You
can also set the margins so that the space needed for binding the document is
exactly what you need. The settings you choose determine how much space
is allowed for binding.

To set a style for binding
1 Click Format, Margins.
2 Click the Margins/Layout tab.
3 In the Increase Margin For Binding section, enable one of the following
buttons:
Ÿ Left — lets you use the left edge of the document for binding
Ÿ Right — lets you use the right edge of the document for binding
Ÿ Top — lets you use the top edge of the document for binding
Ÿ Bottom — lets you use the bottom edge of the document for binding
4 Type a value in the Increase Margin For Binding box.
5 Enable the Alternating check box.
For example, if you enable the Top button and the Alternating check box
together, a document will be equally spaced because the amounts of space
for binding at the top of one page and at the bottom of the other page are
balanced.

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To set the margins for binding single-sided documents
Ÿ In the Two-Sided Printing section, enable the Off button.
Ÿ The Left, Right, Top, Bottom, and Alternating options are only available
when you disable the Two-Sided Printing button.

To set a margin for binding two-sided documents
1 Follow steps 1 and 2 from the previous procedure.
2 In the Two-Sided Printing section, enable one of the following buttons:
Ÿ Book (Side To Side) — lets you bind the document on the long edge of
a page
Ÿ Tablet (Top To Bottom) — lets you bind the document on the short
edge of a page
3 In the Increase Margin For Binding section, enable one of the following
buttons:
Ÿ Inside — lets you change the amount of space for binding on the inside
margin
Ÿ Outside — lets you change the amount of space for binding on the
outside margin

Numbering pages
You can number pages, chapters, volumes, and secondary pages in a
document. You can define the numbering format you want to use and choose
a position for numbers.

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The following
illustration shows
various page
numbering positions:
1) no page number
2) page number in
the bottom right
corner
3) page number at
the bottom center
4) page number in
the top right corner.

You can choose from several common page numbering formats or create a
custom format of your own.

Inserting page numbers
You can insert page numbers so that they appear on every page in your
document. You can define the numbering format you want to use and choose
a position for page numbers.
WordPerfect provides several standard page numbering formats that you can
use to number the pages in a document. You can also create custom page
numbering formats. For information about custom formats, see “Customizing
page numbering formats” on page 181.

To insert page numbers
1 Click Format, Page, Numbering.
2 From the Position list box, choose a position for the page numbers.
3 From the Page Numbering Format list box, choose a format for the page
numbers.
Ÿ The sample facing pages in the Select Page Numbering Format dialog box
show where the page numbers will be positioned and how they will look in
print.

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Inserting page, chapter, and volume numbers in document text
You can insert page, chapter, and volume numbers in document text so that
they appear only on one page and not throughout the document.

To insert page, chapter, or volume numbers in document text
1 Position the cursor where you want to insert the number in your
document.
2 Click Format, Page, Insert Page Number.
3 Choose one of the following:
Ÿ Page — lets you define a custom numbering style for pages
Ÿ Chapter — lets you define a custom numbering style for a chapter
Ÿ Volume — lets you define a custom numbering style for a volume
Ÿ Secondary Page — lets you define a custom numbering style for
secondary pages
Ÿ Total Pages — lets you define a custom numbering style for total pages
(for example, page 6 of 10)
4 Click the Insert button.

Changing the appearance of page numbers
You can change the appearance of page numbers by changing the font face
and font size. You can also change the font style, which includes appearance
attributes, such as bold or italic, and the color and shading of fonts.

To change the font for page numbers
1 Position the cursor on the page where you want the font change to begin.
2 Click Format, Page, Numbering.
3 Click the Font button.
4 From the Face list box, choose a font.

To change the font size for page numbers
1 Follow steps 1 to 3 from the previous procedure.
2 From the Size list box, choose a font size.

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To change the color and style for page numbers
1 Follow steps 1 to 3 from the “To change the font for page numbers”
procedure.
2 In the Appearance section, enable the check boxes for the appearance
attributes you want to apply.
3 Click the Color button, then choose a color from the Color Palette.
4 In the Shading box, type a percentage to lighten or darken the text.

Setting page, chapter, and volume numbers
You can specify the current page, chapter, or volume number in a document.
For example, when you start a new chapter, you can set the chapter number
to two and the first page of the new chapter to one.
When you change the numbering for a page, chapter, or volume, numbering
begins with the new number from that point forward in the document.

To set a page number
1 Click Format, Page, Numbering.
2 Click the Set Value button.
3 Click the Page tab.
4 In the Set Page Number box, type a new page number.
5 Enable one of the following buttons:
Ÿ Always Keep Number The Same — ensures that the number remains
the same when the document is edited
Ÿ Let Number Change As Pages Are Added Or Deleted — lets the
number change as the document is edited
Ÿ When you merge a multiple-page form document, you can restart the page
numbering for each merged record by enabling the Always Keep Number
The Same check box.

To set a chapter number
1 Follow steps 1 and 2 from the previous procedure.
2 Click the Chapter tab.
3 In the Set Chapter Number box, type a new chapter number.

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4 Enable one of the following buttons:
Ÿ Always Keep Number The Same — ensures that the number remains
the same when the document is edited
Ÿ Let Number Change As Chapters Are Added Or Deleted — lets the
number change as the document is edited

To set a volume number
1 Follow steps 1 and 2 from the “To set a page number” procedure.
2 Click the Volume tab.
3 In the Set Volume Number box, type a new number.
4 Enable one of the following buttons:
Ÿ Always Keep Number The Same — ensures that the number remains
the same when the document is edited
Ÿ Let Number Change As Volumes Are Added Or Deleted — lets the
number change as the document is edited

To set a secondary page number
1 Follow steps 1 and 2 from the “To set a page number” procedure.
2 Click the Secondary tab.
3 In the Set Secondary Page Number box, type a new number.
4 Enable one of the following buttons:
Ÿ Always Keep Number The Same — ensures that the number remains
the same when the document is edited
Ÿ Let Number Change As Pages Are Added Or Deleted — lets the
number change as the document is edited

Inserting and resetting the total pages number format
You can insert the total pages number format into document text. The
numbering is applied from the insertion point forward in the document, and
the numbers are updated as the document is edited. You can also reset the
total pages number format.

To insert the total pages number format
1 Click Format, Page, Numbering.
2 From the Page Numbering Format list box, choose Page 1 of 1.

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To reset the total pages number format
1 Click Format, Page, Insert Page Number.
2 Click the Value/Adjust button.
3 Click the Total Pages tab.
4 From the Page Number Method list box, choose a method.

Customizing page numbering formats
WordPerfect provides several standard page numbering formats that you can
use to number the pages in a document. You can also create custom page
numbering formats. For example, you can have page numbers include the
name of the document they are numbering, as in “Salary Report, Page 1.”
You can delete the custom page numbering formats you create. However, you
cannot delete the preset page numbering formats provided with WordPerfect.

To create a page numbering format
1 Click Format, Page, Numbering.
2 Click the Custom Format button.
3 In the Custom Page Numbering Format (Numbering Codes With Text)
box, position the cursor where you want to insert a number code.
4 Choose a number style from one of the following list boxes:
Ÿ Page — lets you define a custom numbering style for pages
Ÿ Total Pgs — lets you define a custom numbering style for total pages
(for example, page 6 of 10)
Ÿ Chapter — lets you define a custom numbering style for a chapter
Ÿ Volume — lets you define a custom numbering style for a volume
Ÿ Secondary Pg — lets you define a custom numbering style for
secondary pages
5 Click the Insert In Format button.
A code is inserted in the Custom Page Numbering Format (Numbering
Codes With Text) box for each number style you select.
6 In the Custom Page Numbering Format (Numbering Codes With Text)
box, type any text that you want to appear with the number codes.

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Ÿ The five most recently used formats appear at the top of the Custom Page
Numbering Format (Numbering Codes With Text) list box so that you can
quickly apply them.
Ÿ The preview line just below the Custom Page Numbering Format
(Numbering Codes With Text) box displays the new format.
Ÿ For each custom format you create, you can choose only one type of
number from each list box.

To delete a page numbering format
1 Click Format, Page, Numbering.
2 From the Page Numbering Format list box, choose the format you want to
delete.
3 Press DELETE.

Forcing a page number
You can force a page break or a page number so that a certain page in a
document always has an odd or even page number. You can also insert a new
page.

To force a page number
1 Position the cursor on the page where you want to force the page break or
insert the page number.
2 Click Format, Page, Force Page.
3 Enable one of the following buttons:
Ÿ None — numbers the page sequentially in the document
Ÿ Current Page Odd — inserts a blank page when necessary to make
sure the current page always has an odd page number
Ÿ Current Page Even — inserts a blank page when necessary to make
sure the current page always has an even page number
Ÿ Start New Page — starts a new page

Suppressing and discontinuing page numbers
You can remove page numbering from one page in your document. You can
also discontinue the page numbers so that they are removed from the entire
document.

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To suppress a page number
1 Click Format, Page, Suppress.
2 Enable the Page Numbering check box.

To discontinue page numbers
1 Click Format, Page, Numbering.
2 From the Position list box, choose No Page Numbering.

Formatting pages
When you change the format of a document, you are changing the physical
arrangement of information on a page and the general physical appearance of
the finished document. You can change the format for part of a page or for a
whole page. You can apply one format to selected text and apply a different
format to other text in the same document. You can set margins, force a new
page, change the text flow in your document with hard or soft returns,
change the spacing between paragraphs and lines of text, change the line
height, and add text or graphics.
For information about formatting columns, see “Creating columns” on page
188.

Setting page margins
You can set margins for your document using guidelines — vertical or
horizontal dotted lines that appear on the page, measurements, or the margin
markers found on the Ruler. Margin markers enclose the white space that
appears between the left and right sides of the Ruler.
Margin settings affect the current page and subsequent pages until you
change them. Left and right margins are used to set the length of the lines in
your document. You can set margins before you enter text, or you can apply
margins to the text you select. Margin codes appear in, and can be deleted
from, the Reveal Codes window. For more information about Reveal Codes,
see “Displaying Reveal Codes” on page 43.

To set the page margins using the margin guidelines
1 Click View, Guidelines, Margins.
2 Position the cursor on one of the following guidelines:
Ÿ Left vertical dotted guideline
Ÿ Right vertical dotted guideline
Ÿ Upper horizontal dotted guideline
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Ÿ Lower horizontal dotted guideline
3 Use the double-sided arrow to drag the guideline to the position you want.

To set the page margins using exact measurements
1 Position the cursor on a page.
2 Click Format, Margins.
3 Click the Margins/Layout tab.
4 In the Margins section, type values in any of the following boxes:
Ÿ Left — lets you specify where the left margin starts
Ÿ Right — lets you specify where the right margin starts
Ÿ Top — lets you specify where the top margin starts
Ÿ Bottom — lets you specify where the bottom margin starts
5 Click one of the following buttons:
Ÿ Equal — lets you set all four margin settings equal to the last margin
size used
Ÿ Minimum — lets you set all four margin settings to the minimum
value the current printer settings allow
Ÿ Use Margins to change document margins for a page or more.

To change margins for a few paragraphs only
1 Click Format, Paragraph, Format.
2 Choose from the following:
Ÿ First Line Indent — lets you choose the indentation of the first line
Ÿ Left Margin Adjustment — lets you choose the spacing for the left
margin
Ÿ Right Margin Adjustment — lets you choose the spacing for the right
margin
3 In the Spacing Between Paragraphs section, enable one of the following
buttons:

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Ÿ Number Of Lines — lets you choose the number of lines between
paragraphs
Ÿ Distance In Points — lets you choose the distance in points between
paragraphs

To set the page margins using the Ruler
1 Position the cursor in the white area slightly below the horizontal Ruler.
2 Drag the margin marker to a new location on the Ruler.

Forcing a new page
You can start a new page at any point in your document.

To force a new page
1 Position the cursor where you want to start the new page.
2 Do one of the following:
Ÿ Click Insert, New Page
Ÿ Press CTRL + ENTER
Ÿ In Draft view, the new page break is represented as a double line.
Ÿ For information about forcing a new page number, see “Forcing a page
number” on page 182.

Using hard and soft returns
You can change the text flow in your document by using hard or soft returns.

To insert a hard return
Ÿ At the end of a line or paragraph, press ENTER.

To insert a soft return
Ÿ As you type, WordPerfect automatically inserts a soft return at the end of
each line.
Ÿ A soft return wraps text to the next line.

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Ÿ A soft return has an [SRt] code and a hard return has an [HRt] code. Hard
and soft return codes are displayed in the Reveal Codes window. For more
information about Reveal Codes, see “Displaying Reveal Codes” on page
43.
Ÿ The distance between lines of text is the same, whether the lines end
with an [HRt] or an [SRt]. For information about increasing the distance
between paragraphs, see “Inserting additional space between paragraphs”
on page 186.

Inserting additional space between paragraphs
WordPerfect lets you insert space between paragraphs.

To insert additional space between paragraphs
1 Click Format, Paragraph, Format.
2 In the Spacing Between Paragraphs section, enable one of the following
buttons
Ÿ Number Of Lines — lets you specify a number to multiply the current
line spacing setting
Ÿ Distance In Points — lets you specify the number of points you want
between lines
Ÿ For information about hard and soft returns, see “Using hard and soft
returns” on page 185.

Ÿ If line spacing is set at 1 and you specify 3, 3 lines will be inserted
between each paragraph of text.

Changing the spacing between lines of text
You can change the spacing between lines of text.

To change the spacing between lines of text
1 Do one of the following:
Ÿ Position the cursor where you want to change the line spacing
Ÿ Select the text you want to change

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2 Click Format, Line, Spacing.
3 In the Spacing box, type the number by which you want to multiply the
current line height.
Ÿ For more information about line height, see “Changing the line height” on
page 187.

Ÿ In the Spacing box, double spaced text is represented by 2.0 lines of white
space between lines of text and single spaced text is represented by 1.0.

Changing the line height
Line height refers to the distance between the top of one line of text and the
top of the next line of text. Line height is set according to the font being
used. You can change the line height.

To change the line height
1 Do one of the following:
Ÿ Position the cursor in the paragraph where you want the setting to
begin
Ÿ Select text in the paragraphs you want to change
2 Click Format, Line, Height.
3 Enable one of the following buttons:
Ÿ Automatic — automatically defines the line height according to the font
being used
Ÿ Fixed — lets you specify the height of the height line
Ÿ At Least — lets you specify the minimum height of the height line

Importing text and objects onto a page
You can import an object using Copy and Paste or Copy and Paste Special.
The object can be text, graphics, sound clips, video clips, or spreadsheet cells
— anything that you can copy from one application to another.
Pasting copies the object from one application to another with no connection.
You can use this method when you do not plan to make changes to the object.
When you cut or copy an object, it is stored in the Windows Clipboard. You
can then paste the object elsewhere in that same document or in another
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Windows application. Use Paste Special to select a specific format when you
paste information from the Clipboard into WordPerfect. For information
about copying, cutting, and pasting, see “Cutting, copying, and pasting text
and graphics” on page 131. For more information about different methods of
importing text and objects, see “Working with linking and embedding” on
page 420.

To import an object by copying and pasting
1 In any Windows application, select the object.
2 Click Edit, Copy.
3 Switch to WordPerfect.
4 Click Edit, Paste.
Ÿ Click Edit, Paste Special to choose how the information is inserted into
your document. For example, when you paste text you can choose to paste
it in an Unformatted Text format or as Rich Text Format.

Creating columns
You can use columns to divide text vertically on a page. There are four types
of columns.
Ÿ Newspaper — flows text down a column to the bottom of a page or
column break, then continues it at the top of the next column to the right
Ÿ Balanced Newspaper — adjusts newspaper columns so that columns are
of equal length
Ÿ Parallel — groups columns across the page in rows or starts subsequent
rows below the longest column of the previous row. Parallel columns are
useful for scripts, charts, or lists.
Ÿ Parallel With Block Protect — keeps all rows of the columns together
across page breaks

Creating and deleting columns
You can create columns and apply them to existing text. You can create four
basic types of columns — Newspaper, Balanced Newspaper, Parallel, and
Parallel With Block Protect — to divide text vertically on the page and to use
in documents such as newsletters, glossaries, scripts, or inventory lists.

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Text in newspaper
columns flows to the
bottom of a page or
column break and
starts again at the
top of the next
column.

Balanced newspaper
columns have the
same length.

Text in parallel
columns is grouped
across the page in a
row.

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Block Protect forces
the entire row of text
to the next page.

Any column can be deleted. You can use the Reveal Codes window to see
column entries in your document, and you can use shortcuts to make it easy
to move around in columns. For more information about Reveal Codes, see
“Displaying Reveal Codes” on page 43.
The following table provides shortcut keys to use in columns:
To move to...

Press...

The top of a column

ALT + HOME

The last line of a column

ALT + END

The previous column

ALT + LEFT ARROW

The next column

ALT + RIGHT ARROW

To apply columns to a page
1 Position the cursor on a page.
2 Click Format, Columns.
3 In the Number Of Columns box, type the number of columns you want.
4 In the Type of Columns section, enable one of the following buttons:
Ÿ Newspaper — makes text flow down a column to the bottom of a page
or column break, then continues it at the top of the next column
Ÿ Balance Newspaper — adjusts newspaper columns so that columns are
of equal length
Ÿ Parallel — groups columns across the page in rows, and starts
subsequent rows below the longest column of the previous row
Ÿ Parallel W/Block Protect — keeps all rows of the columns together
across page breaks

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Ÿ You can also click the Columns button on the WordPerfect toolbar, then
specify the number of columns and other options.
Ÿ Press CTRL + ENTER to end one column and start the next column.

To delete columns
1 Click in the columns you want to remove.
2 Click Format, Columns.
3 Click the Discontinue button.
Ÿ You can also delete columns using the Reveal Codes window. Click on the
column definition code, then press DELETE or drag the COL DEF code
out of the window.

Adding a vertical line to columns
You can change the appearance of columns when you insert a vertical line,
add a border, add shading, or add a table. You can change the color, line style,
or drop shadow of the line between columns. For more information about
applying color, line style, or the drop shadow feature, see “Using borders and
fills” on page 284.
For information about adding tables to columns, see “Creating a table by
converting text” on page 217.

To insert a vertical line between columns
1 Position the cursor in a column.
2 Click Format, Columns.
3 Click the Border/Fill button.
4 Click the Border tab.
5 Choose single vertical line from the Available Border Styles box.

To apply a border only to a selected column group
Ÿ Select the column, then enable the Apply Border To Current Column
Group Only check box.

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Ÿ If you disable the Apply Border To Current Column Group Only check
box, the vertical line separates all columns on the current page and all
subsequent pages in the document.

Changing spacing in and between columns
You can adjust the amount of white space — gutter — between the columns
in your document. You can change the spacing in and between columns by
using the Margins dialog box, the Ruler, guidelines and by adjusting the width
of columns.

To set the space between columns
1 Click Format, Columns.
2 Type a value in the Space Between box.
Ÿ If you are setting the space in parallel columns, or parallel columns with
block protect, you can specify the number of lines between rows in the
Extra Line Spacing In Parallel Columns box.

To adjust column width and gutter
1 Click Format, Columns.
2 In the Column 1 box, type a width value.
3 In the Space box, type a value representing the amount of white space you
want between column 1 and column 2.
To keep the width of the column or space regardless of width or margin
changes in other columns, enable the Fixed check box beside the Space
box, the Column 1 box, or the Column 2 box.
4 In the Column 2 box, type a width value.
5 In the Space box, type a value representing the amount of space you want
between column 2 and column 3.
6 Repeat for each additional column according to the number of columns you
have specified in the Number Of Columns box. For example, if you have 3
columns, click in the Column 3 box to change the width for that column.

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Ÿ The value that appears in the Space box is the same value that appears in
the Space Between box. Adjustments to the space setting can be made in
either box.

To change the column width
Ÿ Position the cursor in the gutter between column guidelines, then drag
left or right to resize the columns.

To change gutter width using the Ruler
1 In the column you wish to change, click the margin marker on the Ruler.
2 Drag the margin marker to a new location.
Ÿ You can drag the gray space between column width markers to move a
gutter left or right.

To change gutter width using column guidelines
1 Position the cursor over a column guideline for the column you wish to
change.
2 Drag the column guideline.

Importing text and objects into columns
You can import text and objects into columns.

To import text into columns
1 Position the cursor in a column.
2 Click Insert, File.
3 Choose the drive where the file is stored from the Look In list box.
4 Double-click the folder in which the file is stored.
5 Click the file name, then click the Insert button.

To import objects into columns
1 Position the cursor in the column in which you want to insert an object.

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2 Click Insert, Graphics, Clipart.
3 Choose an image from the Scrapbook, then click the Insert button.

Creating envelopes
WordPerfect provides an envelope page layout that you can use to create
envelopes. Envelopes are added to the end of your document as a page. You
can format the text used for an envelope, and you can add graphics to an
envelope in the same way that you would for any document. For more
information about formatting, see “Formatting documents” on page 71. For
more information about graphics, see “Working with graphics” on page 257.
You can create an envelope using the return and mailing addresses you
specify, or you can use the addresses in the CorelCENTRAL Address Book.
You can change the position of the return and mailing addresses on an
envelope and specify a size for your envelope. You can also insert a
POSTNET bar code on an envelope.
You can easily create envelopes using the PerfectExpert. For more
information about the PerfectExpert, see “Using the PerfectExpert” on page
549.

Creating an envelope
You can create an envelope using the return and mailing addresses you type,
or you can choose return and mailing addresses from the CorelCENTRAL
Address Book. For more information about the CorelCENTRAL Address
Book, see Using CorelCENTRAL Address Book in the WordPerfect online
Help.

To create an envelope
1 Click Format, Envelope.
An envelope template appears in the Document Window and the cursor is
positioned at the mailing address position.
2 Type the mailing address.
3 Position the cursor in the upper left corner, then type the return address.

Using a return address from the CorelCENTRAL Address Book
1 Click Format, Envelope.
2 On the Property Bar, click the Return Address button, then choose one of
the following:

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Ÿ No Return Address — moves the cursor from the return address
position to the mailing address position
Ÿ Address Book — lets you choose a return address from the
CorelCENTRAL Address Book
3 In the CorelCENTRAL Address Book, choose the entry you want to use
for the address.
4 Click the Insert button.
5 In the Format Address dialog box, choose the format you want to use from
the Format list box.
A preview of the address is displayed in the window to the right of the
Format list box.
Ÿ The most recently used return address becomes the default return
address for future documents.

Using a mailing address from the CorelCENTRAL Address Book
1 Click Format, Envelope.
2 On the Property Bar, click the Mailing Address button, then click Address
Book.
3 Follow steps 3 to 5 from the previous procedure.
Ÿ After you insert a name from the CorelCENTRAL Address Book, that
name displays in the list of options for the Return Address button and the
Mailing Address button.

Changing the position of addresses on an envelope
You can change the position of the return and mailing addresses on an
envelope.

To change the position of addresses on an envelope
1 Click Format, Envelope.
2 On the Property Bar, click the Envelope Positions button.
3 In the Return Address Position section, do the following:
Ÿ Type a value in the From Left box
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Ÿ Type a value in the From Top box
4 In the Mailing Address Position section, do the following:
Ÿ Type a value in the From Left box
Ÿ Type a value in the From Top box

Changing the size of an envelope
You can change the size of an envelope. You can choose from preset sizes
provided with WordPerfect, or you can create a custom size definition.

To change the size of an envelope
1 Click Format, Envelope.
2 Click File, Page Setup.
3 Click the Size tab.
4 Choose a size from the Page Definition list box.
5 Click the Margins/Layout tab.
6 In the Margins section, do any of the following:
Ÿ Enter a value in the Left box to change the left margin setting
Ÿ Enter a value in the Right box to change the right margin setting
Ÿ Enter a value in the Top box to change the top margin setting
Ÿ Enter a value in the Bottom box to change the bottom margin setting
Ÿ Click the Equal button to make all margin settings the same
Ÿ Click the Minimum button to make all margin settings the minimum
distance
Ÿ You can also change the size of an envelope by clicking the Envelope Size
button on the Property Bar, then choosing a new envelope size.

To create a custom size definition
1 Follow steps 1 to 3 from the previous procedure.
2 Click the Options button, then click New.
3 In the Name box, type a name for the page definition.
4 From the Type list box, choose Envelope.

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5 Do one of the following:
Ÿ Choose an envelope size from the Size list box
Ÿ Enter values in the Width and Height boxes to define the envelope size
6 In the Orientation section, enable one of the following buttons:
Ÿ Portrait — orients the page so that it prints from left to right across its
shortest dimension
Ÿ Landscape — orients the page so that it prints from left to right across
its longest dimension
Ÿ Both — lets you print the page in both portrait and landscape
orientation
Ÿ You can create a size definition by clicking the Envelope Size button on
the Property Bar, then clicking Page Setup.

Inserting a POSTNET bar code on an envelope
You can insert a POSTNET bar code on an envelope. You can use an 11-digit
delivery point bar code, a 5-digit ZIP code, or a 9-digit ZIP code.

To insert a POSTNET bar code on an envelope
1 Click Insert, Other, Bar Code.
2 In the Bar Code Digits box, type the bar code or ZIP code.
3 In the Position section, enable one of the following buttons:
Ÿ None — places the bar code at the insertion point
Ÿ Position Bar Code Above Address — places the bar code above the
mailing address
Ÿ Position Bar Code Below Address — places the bar code below the
mailing address

Creating labels
WordPerfect lets you create labels for items, such as addresses, file folders,
and disks. The appearance of labels is determined by label definitions, which
are found in labels files. You can create and edit labels files, or you can select
label definitions from existing labels files. You can create, edit, and delete
label definitions.

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You can change the default settings for labels, and you can insert addresses
and POSTNET bar codes on labels. You can also discontinue labels.

Using labels files
You can select a preexisting label definition from a labels file. You can create a
labels file of your own or edit the name and description of an existing labels
file. Labels files are saved with a .LAB extension. You can also delete label
definitions in a labels file. For information about label definitions, see
“Creating and editing label definitions” on page 200.

To select a labels file
1 Click Format, Labels.
2 Click the Change button.
3 Choose a labels file from the Filename list box.
4 Click the Select button.

To create a labels file
1 Follow steps 1 and 2 from the previous procedure.
2 Click the Create button.
3 Type a filename in the Filename box.
4 Type a description in the Description box.
Ÿ Each labels file contains label definitions. You cannot copy definitions to
another labels file; you must recreate a definition to add it to another file.

To edit a labels file
1 Follow steps 1 and 2 from the “To select a labels file” procedure.
2 Click the Edit button.
3 Type a new filename in the Filename box.
4 Type a new description in the Description box.

To delete a label definition from a labels file
1 Click Format, Labels.
2 In the List Labels For section, enable one of the following buttons:

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Ÿ Laser — displays label definitions for sheets of paper to be fed through
a laser printer
Ÿ Tractor-Fed — displays label definitions for sheets with holes along the
sides to guide the labels through the printer
Ÿ Both — displays label definitions for both Laser and Tractor-Fed sheets
of paper
3 From the Labels list box, choose the label definition you want to delete.
4 Click the Delete button.
5 Click the Yes button.
Ÿ If you delete a label definition from a labels file, you cannot recover it.

Changing default settings for labels
You can change the default labels file and choose the type of labels to display
as default.

To change the default labels file
1 Click Tools, Settings.
2 Click Files.
3 Click the Labels tab.
4 In the Default Label File box, type a filename and path.
5 Enable the Update Favorites With Changes check box to include the new
default file in your Favorites folder.

To choose the type of labels to display as default
1 Follow steps 1 to 3 from the previous procedure.
2 In the List Labels For section, enable one of the following buttons:
Ÿ Laser — displays label definitions for sheets of paper to be fed through
a laser printer
Ÿ Tractor-Fed — displays label definitions for sheets with holes along the
sides to guide the labels through the printer
Ÿ Both — displays label definitions for both Laser and Tractor-Fed sheets
of paper

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Ÿ If you delete a label definition from the default labels file, you need to
reinstall WordPerfect to use the definition again.

Creating and editing label definitions
You can create a label definition. You can edit a label definition by changing
the appearance, location, and label sheet size for labels. Labels are arranged
on the page in columns and rows. You can also choose label definitions. For
information about choosing label definitions, see “Printing labels” on page
462.

To create a label definition
1 Click Format, Labels.
2 Click the Create button.
3 In the Label Description box, type a description.

To edit the appearance of a label
1 Click Format, Labels.
2 Choose a label definition from the Labels list box.
3 Click the Edit button.
4 In the Label Size section, type a size in the Width box.
5 In the Label Size section, type a size in the Height box.
6 In the Label Margins section, type a distance in the following boxes:
Ÿ Left — lets you specify the distance from the left edge of the page
Ÿ Right — lets you specify the distance from the right edge of the page
Ÿ Top — lets you specify the distance from the top of the page
Ÿ Bottom — lets you specify the distance from the bottom of the page

To edit the location of labels on a page
1 Follow steps 1 to 3 from the previous procedure.
2 In the Labels Per Page section, type the number of columns in the
Columns box.
3 In the Labels Per Page section, type the number of rows in the Rows box.
4 In the Space Between Labels section, type the distance between two
columns in the Columns box.

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5 In the Space Between Labels section, type the distance between two rows
in the Rows box.
6 In the Top Left Label section, type a distance from the top edge of the
page to the top edge of the label in the Top Edge box.
7 In the Top Left Label section, type a distance from the left edge of the
page to the left edge of the label in the Left Edge box.
Ÿ An error message appears if the label size multiplied by the labels per
page exceeds the label sheet size, if the total size of both margins exceeds
the size of the label, and if the distance between labels or top left label
amounts is too big for all labels to fit on a page.

To edit a label sheet size
1 Follow steps 1 to 3 from the “To edit the appearance of a label” procedure.
2 Click the Change button.
3 Choose a paper size from the Size list box.
4 Type the page dimensions in the Width box and the Height box.
5 Choose a paper source from the Source list box.
6 In the Orientation section, change font orientation by enabling one of the
following buttons:
Ÿ Portrait — prints text and graphics in the normal (portrait) orientation
on the page
Ÿ Landscape — rotates text and graphics 90 degrees from the normal
(portrait) orientation
Ÿ Both — prints text and graphics in the normal (portrait) orientation
and rotates text and graphics 90 degrees from the normal (portrait)
orientation
7 In the Printing Adjustments section, choose one of the following from the
Vertical list box:
Ÿ Up — lets you specify how far to adjust the text up the page
Ÿ Down — lets you specify how far to adjust the text down the page
8 In the Printing Adjustments section, choose one of the following from the
Horizontal list box:
Ÿ Left — lets you specify how far to adjust the text to the left
Ÿ Right — lets you specify how far to adjust the text to the right
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9 In the Show Page Size For section, enable one of the following buttons:
Ÿ All Printers — displays page size definitions for all printers installed
Ÿ Current Printer Only — displays page size definitions for the
currently selected printer
Ÿ A preview of the label definition displays below the Orientation section.

Inserting addresses on labels
You can create mailing labels by inserting addresses from the
CorelCENTRAL Address Book. For information about the CorelCENTRAL
Address Book, see Using CorelCENTRAL Address Book in the WordPerfect
online Help.

To insert an address
1 Click Format, Labels.
2 From the Labels list box, choose a label definition.
3 Click the Select button.
4 Position the cursor on the label where you want to insert an address.
5 Click Tools, Address Book.
6 In the CorelCENTRAL Address Book, choose the entry you want to use
for the address.
7 Click the Insert button.
8 In the Format Address dialog box, choose the format you want to use from
the Format list box.
A preview of the address is displayed in the window to the right of the
Format list box.
Ÿ To create labels containing text in addition to the address, you can use the
Merge command. For more information, see “Merging with address
books” on page 402.

Inserting a POSTNET bar code on a label
You can insert a POSTNET bar code on a label. You can use an 11-digit
delivery point bar code, a 5-digit ZIP code, or a 9-digit ZIP code.

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To insert a POSTNET bar code on an label
1 Click Format, Labels.
2 From the Labels list box, choose a label definition.
3 Click the Select button.
4 Click Insert, Other, Bar Code.
5 In the Bar Code Digits box, type the bar code or ZIP code.
6 In the Position section, enable one of the following buttons:
Ÿ None — places the bar code at the insertion point
Ÿ Position Bar Code Above Address — places the bar code above the
mailing address
Ÿ Position Bar Code Below Address — places the bar code below the
mailing address

Discontinuing labels
You can discontinue labels. When you discontinue labels before filling an
entire page, blank labels are added to complete the page. For example, if you
type twenty-one labels on a thirty label page, nine blank labels are added.

To discontinue labels
1 Click Format, Labels.
2 Click the Off button.

Using the on-screen alignment tools
WordPerfect contains on-screen alignment tools, such as guidelines, rulers,
and ruler guides, to help you as you type. Guidelines are horizontal and
vertical non-printing lines that you can use to align frames, graphic objects,
and text on a page. They are used to show the margins or measurements of
elements in a document, such as page margins, tables, columns, headers, and
footers. Guidelines appear as gray dotted lines and can be viewed, hidden,
and moved; they can be displayed, but they do not print in the document. You
can use guidelines to quickly change margins, size tables or columns, or to
change the look of headers and footers on a page.
The Ruler, which can be displayed or hidden, is used to display page format
elements, such as margins, tabs, and indentation. You can also use the Ruler
to set tabs, change margins, and indent paragraphs. The Ruler has three
parts: the margin markers, the line, and the tab bar. Margin markers enclose
the white space that appears between the left and right sides of the Ruler.

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The line resembles a ruler and contains graduated measurements. The tab
bar, the white space in the lower part of the Ruler, displays the triangular
shaped tab marks. You can drag the markers on the Ruler to add, change, and
delete tabs.
Ruler guides are black dotted vertical lines that allow you to see where the
Ruler is in relation to the information on the page. When you click a tab, the
ruler guide and a box containing the setting of that tab appear on screen. You
can use the ruler guide to see where the settings for your margins and
indentations are in relation to where the text appears on the page.

Displaying and hiding guidelines
In a document, you can display and hide guidelines for tables, margins,
columns, headers, and footers.

To display guidelines
1 Click View, Guidelines.
2 In the Display Guidelines For section, enable one or more of the following
check boxes:
Ÿ Tables — displays guidelines that you can drag to change the width of
table columns
Ÿ Margins — displays guidelines that you can drag to change the width of
margins
Ÿ Columns — displays guidelines that you can drag to change the width
of columns
Ÿ Header/Footer — displays guidelines that you can drag to change the
widths of headers or footers

To hide guidelines
1 Click View, Guidelines.
2 In the Display Guidelines For section, disable one or more of the following
check boxes:
Ÿ Tables — displays guidelines that you can drag to change the width of
table columns
Ÿ Margins — displays guidelines that you can drag to change the width of
margins

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Ÿ Columns — displays guidelines that you can drag to change the width
of columns
Ÿ Header/Footer — displays guidelines that you can drag to change the
widths of headers or footers

Moving guidelines
You can move guidelines in your document to reposition tables, margins,
columns, headers, and footers. Guidelines must be visible in your document
to move them.

To change the guidelines of tables, margins, columns, headers, or
footers
1 Click View, Guidelines.
2 Enable the Drag To Move Guidelines check box.
3 Position the cursor on a guideline in the document.
4 Use the double-sided arrow to drag the guideline to a new position.

Displaying and hiding the Ruler and ruler guides
You can display and hide the Ruler and the ruler guides.

To display the Ruler
Ÿ Click View, Ruler.
A check mark next to the Ruler command indicates that the Ruler is
displayed.

To hide the Ruler
Ÿ Click View, Ruler.
A check mark next to the Ruler command indicates that the Ruler is
displayed.

To hide the Ruler using the mouse
Ÿ Right-click the Ruler, then click Hide Ruler.

To display ruler guides
1 Click Tools, Settings, Display.

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2 Click the Ruler tab.
3 Enable the Show Ruler Guides check box.

To hide ruler guides
1 Click Tools, Settings, Display.
2 Click the Ruler tab.
3 Disable the Show Ruler Guides check box.

Adding and deleting tabs using the Ruler
You can use the Ruler to place tabs in or delete tabs from your document.
Tabs determine where the insertion point begins when you press TAB or
SHIFT + TAB. For more information about tabs, see “Working with tabs” on
page 100. When you add a tab, the tab set code is added to the Reveal Codes
for that document. For more information about Reveal Codes, see
“Displaying Reveal Codes” on page 43.

To add tabs using the Ruler
1 Click View, Ruler.
2 Position the cursor in the Tab bar where you want the tab to appear, then
click the Tab bar.
Ÿ When you change a tab setting, the Margin Icon appears in the left
margin.

Ÿ Click the Margin Icon to display a tab bar right above the insertion point.
Ÿ You can change the type of an existing tab setting. For more information
about tab settings, see “Working with tabs” on page 100.

To disable margin icons
1 Click Tools, Settings, Display.
2 Click the Document tab.
3 Disable the Margin Icons check box.

To delete tabs using the Ruler
Ÿ Drag the tab mark out of the Ruler.

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Ÿ If you drag a tab over another tab, all the tabs between the dragged tab
and the new position are deleted.
Ÿ You can drag the tab set code out of the Reveal Codes window.

Fine-tuning typography settings
You can enhance the style and appearance of your document using
typography tools, such as kerning and word/letter spacing. You can also
change the leading between lines and paragraphs.
Kerning is the process of adjusting the space between letter pairs. Certain
letter pairs appear to have more space between them than others because of
the shape and slant of each letter.
Word/letter spacing adjustments affect the distance between all letters,
whether or not they are kerned. Kerning reduces the amount of space taken
by the text, changes the text in a line so that words have proper amounts of
space between them, and makes letters look less crowded. You can use
Word/letter spacing to change the spacing between letters and words.

Adjusting kerning
You can use kerning to change the spacing between letter pairs. WordPerfect
lets you choose automatic or manual kerning. Manual kerning lets you
change the spacing between one instance of a kern pair that you select. If you
want to apply that manual kerning setting throughout your document, you
need to adjust the automatic kerning value.

To enable Automatic Kerning
1 Click Format, Typesetting, Word/Letter Spacing.
2 Enable the Automatic Kerning check box.
Ÿ Automatic kerning adjusts the distance between all occurrences of certain
letter pairs depending on the font used. Large font sizes tend to make the
distance between certain letter pairs more obvious.

To disable Automatic Kerning
1 Click Format, Typesetting, Word/Letter Spacing.
2 Disable the Automatic Kerning check box.

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To use manual kerning
1 Position the cursor between the two letters you want to kern.
2 Click Format, Typesetting, Manual Kerning.
3 From the Units Of Measure list box, choose a unit of measure.
4 In the Add/Remove Space box, type a value to either increase or decrease
the distance between the letters.

Changing the spacing between letters and words
Word/Letter Spacing adjustments affect the distance between all letters,
whether or not they are kerned. It reduces the amount of space taken by the
text and changes the text in a line so that words have proper amounts of
space between them. You can change the spacing between letters and words
and between words in fully justified text.
In fully justified text — text that is aligned on the left and right margins —
you can change the space that appears between letters by compressing and
expanding the letters to fit on a line. The default setting for compressing text
is 60%. This means that the space between words in justified text can be
compressed to at least 60% of the original space. The default setting for
expanding text is 400%. This means that the space between words in
justified text will be expanded to at least 400% of the original space.

To change the amount of spacing between words
1 Position the cursor between two words.
2 Click Format, Typesetting, Word/Letter Spacing.
3 In the Word Spacing section, enable one of the following buttons:
Ÿ Normal — determines the settings for the spacing used between
words as a default based on the font used
Ÿ Percent Of Optimal — lets you set your own spacing either by using a
spacing value or by using a pitch setting. Spacing values of less than
100 % decrease the amount of space between words, while spacing
values of more than 100 % increase the amount of space between
words. Optimal is the default spacing for WordPerfect.
Ÿ The pitch value represents the number of characters per inch.
Ÿ Negative numbers bring the letters closer together. Positive numbers
push the letters further apart.

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To change the amount of spacing between letters
1 Position the cursor between two letters.
2 Click Format, Typesetting, Word/Letter Spacing.
3 In the Letterspacing section, enable one of the following buttons:
Ÿ Normal — uses the font to set the space between letters
Ÿ Percent Of Optimal — uses a percentage of the Optimal (default)
spacing. Values of less than 100 decrease the amount of space between
words. Values of more than 100 increase the amount of space between
words. When you enable Percent Of Optimal, you can specify a spacing
value or pitch setting, that is, the number of characters per inch.

To adjust spacing or distance between words in fully justified text
1 Click Format, Typesetting, Word/Letter Spacing.
2 In the Compress To box, type a value to specify the maximum percent the
distance between text can be spaced.
3 In the Expand To box, type a value to specify the maximum percent the
distance between words can be spaced.
Ÿ If text is spaced too far apart, decrease the compression percent in the
Compress To box.
Ÿ If text is spaced too close together, increase the compression percent in
the Compress To box.
Ÿ If words are spaced too far apart, decrease the expansion percent in the
Expand To box.
Ÿ If words are spaced too close together, increase the expansion percent in
the Expand To box.

Changing the spacing between lines and paragraphs
You can change the amount of space between lines and between paragraphs.
The space between lines — the amount of white space that appears between
the bottom of one line and the top of the next line — is referred to as leading.
You can adjust the leading by changing the line spacing, changing the line
height to a fixed size, and changing the space between paragraphs.

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To adjust the leading
1 Do one of the following:
Ÿ Position the cursor in the paragraph where you want the change to
begin
Ÿ Select text in the paragraphs you want to change
2 Click Format, Typesetting, Word/Letter Spacing.
3 Enable the Adjust Leading check box.
4 In the Between Line box, type a value.
Ÿ A positive value increases the leading; a negative value decreases it.

To change the leading by adjusting line spacing
1 Do one of the following:
Ÿ Position the cursor where you want to change the line spacing
Ÿ Select the text you want to change
2 Click Format, Line, Spacing.
3 Type a value in the Spacing box.

To change the line height to a fixed size
1 Do one of the following:
Ÿ Position the cursor in the paragraph where you want the change to
begin
Ÿ Select text in the paragraphs you want to change

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2 Click Format, Line, Height.
3 In the Line Height dialog box, enable the Fixed button, then type a height
value in the box next to it.
Ÿ The Automatic button in the Line Height dialog box can be enabled if you
want WordPerfect to calculate the line height automatically.
Ÿ Line height is determined by multiplying the current line height by the
number you specify in the box next to the Fixed button.

To change the space between paragraphs
1 Do one of the following:
Ÿ Position the cursor in the paragraph where you want the change to
begin
Ÿ Select the text you want to change
2 Click Format, Paragraph, Format.
3 In the Paragraph Format box, enable one of the following buttons:
Ÿ Number Of Lines — inserts the number of lines measured in multiples
to use between paragraphs, for example, if the current setting is 1.5,
changing it to 2 will insert 3 lines between paragraphs
Ÿ Distance In Points — inserts spacing measured in points to use
between paragraphs
Ÿ There are 72 points in 1 inch.

Advancing text to a different position
You can move text horizontally or vertically a certain distance relative to the
insertion point or place text at an absolute position on the page. You can also
delete an advance.

To advance a certain distance from the insertion point
1 Position the cursor before the text to reposition.
2 Click Format, Typesetting, Advance.
3 Enable one of the following buttons:

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Ÿ Left From Insertion Point — moves the insertion point a specific
distance to the left of its current position
Ÿ Right From Insertion Point — moves the insertion point a specific
distance to the right of its current position
Ÿ Up From Insertion Point — moves the insertion point a specific
distance above its current position
Ÿ Down From Insertion Point — moves the insertion point a specific
distance down from its current position
4 In the Horizontal list box, type a value to specify the distance to move the
insertion point if you have selected a horizontal positioning option.
5 In the Vertical Distance list box, type a value to specify the distance to
move the insertion point if you have selected a vertical positioning option.
6 Enable the Text Above Position check box if you want to place the
advanced text below, rather than above, the position measured from the
top margin of the page.

To advance to an absolute position on the page
1 Follow steps 1 and 2 from the previous procedure.
2 Enable one of the following buttons:
Ÿ From Left Edge Of Page — moves the insertion point an exact distance
from the left edge of the page
Ÿ From Top Of Page — moves the insertion point an exact distance down
from the top of the page
3 In the Horizontal list box, type a value to specify the distance to move the
insertion point if you have selected a horizontal positioning option.
4 In the Vertical Distance list box, type a value to specify the distance to
move the insertion point if you have selected a vertical positioning option.
Ÿ The Text Above Position check box is selected automatically when you
enable the From Top Of Page button. If you want to place the advanced
text below the position measured from the top margin of the page, disable
this check box.
Ÿ You cannot advance text past the end of the page.

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To delete an advance
Ÿ Remove the Advance code in the Reveal Codes window.
For more information about Reveal Codes, see “Displaying Reveal Codes”
on page 43.
Ÿ When you advance text from the top of the page, the distance is measured
from the baseline of the first line of text. For more information about
baselines and baseline placement, see “Using baseline placement for
typesetting” on page 213.

Using baseline placement for typesetting
The baseline is the invisible horizontal line on which characters sit.
WordPerfect places the top of the first line of text even with the top margin.
This way, the first baseline of the top line is a specified distance below the
top margin. The distance between the top margin and the first baseline
varies, depending on which font and size you are using.
You can set the first baseline on the page to become the top margin rather
than have the baseline vary according to the font size used in the first line of
text on the page.

To set the baseline placement
1 Click Format, Typesetting, Word/Letter Spacing.
2 Enable the Baseline Placement For Typesetting check box.
Ÿ When Baseline Placement For Typesetting is enabled, the first baseline
occurs at the same location on every page.
Ÿ You may want to switch to a fixed line height. For more information about
line height, see “Changing the spacing between lines and paragraphs” on
page 209.

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USING TABLES AND CHARTS

7

A table lets you organize data in rows and columns of cells. A table can
contain text or graphics, and it can contain formatting, such as lines and
shading. You can use tables to present lists, schedules, financial data,
comparisons, and summaries. WordPerfect lets you choose from a number of
preset table formats or you can create your own format.
Charts and graphs can enhance the presentation of data in a document. You
can use data charts to display comparisons, trends, and statistics, or you can
use organization charts to display an organization’s structure.
You can create charts in three ways: by adding data as you build a chart, by
inserting a chart from another document, or by creating a chart based on data
in a table or spreadsheet.

Using tables
A table consists of rows, which run horizontally, and columns, which run
vertically. These rows and columns intersect to create cells. A cell is like a
small editing window in which you can insert text, graphics, numbers, or
formulas. The cells in a table are labeled alphabetically from left to right and
numerically from top to bottom.

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215

The following
illustration shows a
table with:
1) rows
2) columns

A table can contain text or graphics, and it can contain formatting, such as
lines and shading. You can create table styles to format tables in your
document or to format tables in other documents. You can also add a border
to a table to separate it from the rest of a document.
The Table Property Bar is displayed when you click in a table. The Table
Property Bar lets you quickly add and move columns and rows, join or split
tables or cells, and select a table or parts of it.
The following
illustration shows the
Table Property Bar.

You can use formulas in a table; the table calculates the formulas for you.

Creating and exporting tables
WordPerfect lets you create custom-sized tables, import spreadsheet and
database data into a table, and convert text into a table. You can also create a
floating cell, which is a single table cell that exists outside of a table. A
floating cell can be linked to other parts of the document or to other
documents to present a snapshot of information, such as a sales total.
You can export a table to spreadsheet applications, such as Quattro Pro,
Lotus 1-2-3, or Microsoft Excel.

Creating a table
You can create a table anywhere in a Document Window, or you can create a
table inside a graphics box. The graphics box can be any size and position on
the page. When a table is in a graphics box, text can flow around the table.
For information about using text in tables, see “Changing the appearance of
text in tables” on page 239.
A table created without a graphics box is positioned at the insertion point and
spans the width of the page. You can size and move the table after you create

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it. For information about sizing and moving tables, see “Formatting tables”
on page 226.

To create a table in a Document Window
1 Click Insert, Table.
2 Type the number of columns and rows for the table.
3 Click the Create button.
Ÿ You can also click the Table QuickCreate button on the toolbar and drag to
specify the number of rows and columns for the table.

To create a table in a graphics box
1 Follow steps 1 and 2 from the previous procedure.
2 Enable the Drag To Create A New Table check box.
3 Click the Create button.
4 Drag a rectangle anywhere in your document.
Ÿ The Drag To Create option in the Create Table dialog box remains active
until you disable it.

Ÿ If the Shadow Cursor is enabled, you can create a table by dragging a
rectangle, then clicking Table on the QuickMenu that appears.

Creating a table by converting text
You can convert tabular text or parallel columns into a table format. Tabular
text includes text that is separated by tabs, and parallel columns include text
that is in column format. For information about parallel columns, see
“Creating and deleting columns” on page 188.

To create a table by converting text
1 Select the tabular text or parallel columns.
2 Click Insert, Table.
3 Enable one of the following buttons:
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Ÿ Tabular Column — converts tabular text into a table
Ÿ Parallel Column — converts parallel columns into a table
Ÿ Tables converted from tabular text may contain extra rows or cells. For
information about joining the extra rows or cells, see “Joining and splitting
tables and table cells” on page 222. For information about deleting the
extra rows or cells, see “Deleting tables and table components” on page
225.

Creating a table by importing a spreadsheet or database
You can create a table by importing a spreadsheet or database from
applications like Quattro Pro, Lotus 1-2-3, and Microsoft Excel.

To create a table by importing a spreadsheet or database
1 Click Insert, Spreadsheet/Database, Import.
2 From the Data Type list box, choose the format of the file you are
importing.
3 Choose Table from the Import As list box.
4 Type the name of the file you are importing in the Filename box.
Ÿ When you import a spreadsheet workbook, WordPerfect imports only the
first sheet.
Ÿ A spreadsheet’s functions will not work in WordPerfect after you have
imported the spreadsheet.

Creating a floating cell
You can create a floating cell, which is a single table cell that exists outside of
a table. A floating cell can contain formulas, text, or numbers and can be
linked to other parts of the document or to other documents to present a
snapshot of information, such as a sales total.

To create a floating cell
1 Click Insert, Table.
2 Enable the Floating Cell button.
3 Click the Create button.

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Exporting a table to a spreadsheet
You can export a table created in WordPerfect to a spreadsheet application,
such as Quattro Pro, Lotus 1-2-3, or Microsoft Excel. If more than one table
exists in the WordPerfect document, each table becomes one sheet in the
spreadsheet application, with the first table becoming sheet one, the second
table becoming sheet two, etc. When you want only one table in a document
exported, you have to select the table before exporting it.
When you export a table, only the values and text in each cell are exported.
Any formulas and functions within the cells are lost.

To export a table to a spreadsheet
1 Click File, Save As.
2 Choose the drive where you want to save the file from the Save In list
box.
3 Double-click the folder in which you want to save the file.
4 Type the filename in the File Name box.
5 Choose the file type you want to save in from the File Type list box.
6 Click Save.

Managing tables
You can change the number of rows and columns in a table or select the table
or parts of it. You can also split or join tables and table cells, or go to any table
or table component in the current document by specifying the name of the
table or table component to which you want to go.
You can copy, cut, and paste table components. You can also delete the
contents, formulas, and the structure of tables and tables components.

Selecting tables and table components
You must select a table or table component before you perform a procedure,
such as changing the number of rows or columns in a table or copying the
format of one table cell to another. You can select table cells, rows, columns,
or the entire table using QuickSelect, Row/Col indicators, or a menu
command.

To select a table or table components using QuickSelect
1 In the table, move the cursor until it changes into an arrow pointing
upward or to the left.
2 Do one of the following:
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219

Ÿ To select a cell, click once.
Ÿ To select a row or column, double-click.
Ÿ To select the entire table, triple-click.

To select rows, columns, or tables using Row/Col indicators
1 Right-click in a table, then click Row/Col Indicators.
2 Do one of the following:
Ÿ To select a row, click the row indicator next to the row (for example, 1,
2, and so on).
Ÿ To select a column, click the column indicator above the column (for
example, A, B, and so on).
Ÿ To select the entire table, click the rectangle in the top left corner of
the row and column indicators (the cursor becomes a double-headed
corner arrow).
Ÿ You can also select rows, columns, and tables by clicking Table, Row/Col
Indicators on the Table Property Bar.

To select a table
Ÿ Click Edit, Select, Select Table.
Ÿ You can also select a table with a keystroke. Click in the cell, then press
SHIFT + F8.

Sorting tables
You can sort data in a table. You can sort the data in an individual column, in
several columns, or in the entire table. For more information about sorting,
see “Sorting text” on page 137.

To sort data
1 Select the column or columns that you want to sort.
2 On the Table Property Bar, click the Sort Table button.
3 Choose one of the following options:
Ÿ Alpha Ascending — sorts data alphabetically from A to Z

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Ÿ Alpha Descending — sorts data alphabetically from Z to A
Ÿ Numeric Ascending — sorts data numerically from lowest number to
highest number
Ÿ Numeric Descending — sorts data numerically from highest number to
lowest number
Ÿ If you use header rows in your tables, they will not be sorted with the rest
of the data in the table.

Changing the number of rows and columns in a table
You can specify the number of rows and columns in a table. You can also
insert rows and columns into a table before or after the insertion point. New
columns or rows have the same formatting as the column or row in which the
insertion point is positioned.

To set the number of rows and columns in a table
1 Right-click a table, then click Format.
2 Click the Table tab.
3 Type the number of columns and rows in the Table Size section.
Ÿ If you add columns and you want all the columns to be the same width,
select one or more rows, then on the Table Property Bar, click Table,
Equal Column Widths.

To insert columns or rows in a table
1 Right-click in the table where you want to insert the columns or rows,
then click Insert.
2 Click one of the following buttons:
Ÿ Columns — lets you specify the number of columns you want to insert
Ÿ Rows — lets you specify the number of rows you want to insert
3 Enable one of the following buttons:

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221

Ÿ Before — inserts new columns or rows before the row in which the
insertion point is positioned
Ÿ After — inserts new columns or rows after the row in which the
insertion point is positioned
Ÿ If you insert a column, enable the Keep Column Widths The Same check
box to prevent the existing columns from changing width when the new
column is added.

Ÿ You can also click the Insert Row button on the Table Property Bar to
insert a row quickly.

Joining and splitting tables and table cells
You can join two tables that have the same number of columns. Before you
join the tables, you must delete any codes or text between them so that the
second table immediately follows the first table. Except for individually
formatted cells, the second table acquires the formatting of the first table.
You can also split any table horizontally into two tables.
You can also join or split table cells. When you join selected cells, the
formatting of the top left cell is used for all the joined cells. When you split
table cells, each selected cell divides in two. The new cells have the same
format as the original cell.

To join two tables
1 Click View, Reveal Codes.
2 In the Reveal Codes window, delete all hard return codes and any other
codes between the [Tbl Off] code of the first table and the [Tbl Def] code
of the second table.
3 Click in the first table.
4 On the Table Property Bar, click Table, Join, Table.

To split a table
1 Place the insertion point where you want to divide the table.
2 On the Table Property Bar, click Table, Split, Table.

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3 Click View, Reveal Codes.
4 In the Reveal Codes window, move the insertion point between the [Tbl
Off] code of the first table and the [Tbl Def] code of the second table, then
press ENTER a few times to separate the tables.

To join table cells
1 Select the cells you want to join.
2 Right-click the selected cells, then click Join Cells.
Ÿ You can also click Table, Join, QuickJoin on the Table Property Bar, then
select the cells you want to join.

To split table cells
1 Right-click a cell, then click Split Cell.
2 Enable one of the following buttons in the Divide Into section:
Ÿ Columns — splits a table cell into columns
Ÿ Rows — splits a table cell into rows
3 Type the number of columns or rows you want to create in the Divide Into
box.
Ÿ You can also click the QuickSplit Row button or the QuickSplit Column
button on the Table Property Bar, then click the table cell you want to
split.

Going to a named table, table component, or floating cell
You can go to a named table, table component, or floating cell in the active
document by specifying the name of the element you want to go to.

To go to a named table, table component, or floating cell
1 Click Edit, Go To.
2 Choose Table from the Go To What list.
3 Choose a table from the Select Table list box.

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4 Choose a table component or floating cell from the Cell/Range list box.
5 Click the Go To button.
Ÿ You can also go to a named table, table component, or floating cell by
clicking Table, Names, on the Table Property Bar.

Cutting, copying, and pasting table components and table contents
You can cut, copy, and paste table components and table contents.

To copy a table cell
1 Select a cell.
2 Click Edit, Copy.
3 Enable the Cell button, then enable one of the following buttons:
Ÿ To Clipboard — copies the selected cell to the clipboard
Ÿ Down — lets you specify the number of cells down to copy the
selected cell
Ÿ Right — lets you specify the number of cells to the right to copy the
selected cell

To copy and paste table components
1 Select the range of cells, the row, or the column you want to copy.
2 Click Edit, Copy.
3 Enable one of the following buttons:
Ÿ Selection — copies only the selected cells
Ÿ Row — copies the selected row
Ÿ Column — copies the selected column
4 Click where you want to paste the cells, row, or column, then click Edit,
Paste.

To cut and paste table components or table contents
1 Select the range of cells, the row, or the column you want to cut.
2 Click Edit, Cut.
3 Enable one of the following buttons:

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Ÿ Selection — cuts only the selected cells
Ÿ Row — cuts the selected row
Ÿ Column — cuts the selected column
4 Click where you want to paste the cells, row, or column, then click Edit,
Paste.
Ÿ You can also right-click in a table, then click Cut, Copy, or Paste.
Ÿ If you copy or cut items from one table and then paste them into another
table, the table formatting is also pasted.

Deleting tables and table components
You can delete a cell, row, column, or an entire table. When you delete a table
cell, you can delete the contents only or formulas only. When you delete a
row, column, or an entire table, you can delete the data, the structure, or only
the formulas. For more information about table formulas, see “Calculating
with tables” on page 243.
You can also convert table data to a merge data file. For more information
about merging data files, see “Creating and associating data for a merge” on
page 391.

To delete a table cell
1 Right-click a cell, then click Delete.
2 Enable one of the following buttons:
Ÿ Cell Contents Only — deletes the contents of the cell
Ÿ Formulas Only — deletes formulas without deleting cell contents

To delete a row or column
1 Right-click a row or column, then click Delete.
2 Enable one of the following buttons:
Ÿ Rows — lets you specify the number of rows to delete
Ÿ Columns — lets you specify the number of columns to delete

To delete the contents or structure of an entire table
1 Select the table.

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2 Press DELETE or BACKSPACE.
3 Enable one of the following buttons:
Ÿ Entire Table — deletes the contents and structure of the table
Ÿ Table Contents Only — deletes the contents of the table
Ÿ Formulas Only — deletes the formulas in the table
Ÿ Table Structure — deletes the structure of the table but leaves the
text
Ÿ If you delete the table structure, you might need to insert new tab stops
to align columns if you want to keep the text in tabular columns.

Ÿ You can also select a table, right-click, then click Delete to delete the
contents or structure of a table.
Ÿ You can also use the Delete Table dialog box to convert a table into a data
text file for use in a merge. If you want the first row to be converted to a
merge record, enable the Convert Contents To Merge Data File button. If
you want the first row to be converted to field names, enable the Convert
Contents To Merge Data File (use text in first row as field names) button.

Formatting tables
You can copy the format of a table cell and apply the formatting to another
cell or group of cells. Formatting includes attributes, such as line style and
fill. When you have a document that contains many tables or heavily
formatted tables, you can use table gridlines to make a document display
faster.
You can add diagonal lines to cells, rotate the contents of a cell, skew the top
row or the left or right column of a table, and lock a cell to prevent changes
to a cell’s contents.
You can also change the width of a column, create and change a table header
row, and define the horizontal position of a table in a document.

Copying the format of a table cell
You can copy the format of a table cell and apply the formatting to another
cell or group of cells. Formatting includes attributes, such as line style, line
color, or fill, but does not include cell contents, such as text or formulas. For

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information about copying the contents of a cell, see “Cutting, copying, and
pasting table components and table contents” on page 224.

To copy the format of a table cell
1 Click in the cell that has the formatting you want to copy.
2 Click Format, QuickFormat.
3 Enable the Selected Table Cells button.
4 Click OK.
5 Click the QuickFormat paintbrush cursor in the cells you want to format.
6 Click Format, QuickFormat to disable QuickFormat.
Ÿ To enable or disable QuickFormat, you can also right-click the cell, then
click QuickFormat.

Displaying table gridlines
Table gridlines are dimmed, dotted lines that replace lines and fill in a table.
Table gridlines speed up the display of a document that contains many tables
or heavily formatted tables. However, tables print with the lines and fill
styles you have selected. You can choose to always display table gridlines.

To display table gridlines
Ÿ Click View, Table Gridlines.
A check mark next to the Table Gridlines command indicates that table
gridlines are displayed.

To always display table gridlines
1 Click Tools, Settings.
2 Click Display.
3 Click the Document tab.
4 In the Show section, enable the Table Gridlines check box.

Adding diagonal lines to a table cell
You can add diagonal lines to a table cell. Diagonal lines divide the cell
visually but do not split the cell in two. You can place data on both sides of
the line in the cell.
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To add diagonal lines to a table cell
1 Right-click a table cell or a group of selected cells, then click Format.
2 Click the Cell tab.
3 Enable one of the following buttons in the Draw Diagonal Line In Cell
section:
Ÿ None
Ÿ Upper Right To Lower Left
Ÿ Upper Left To Lower Right
Ÿ Both
Ÿ The line style and color of the diagonal line is the same as the line style
and color of the table lines.
Ÿ You cannot draw diagonal lines in some line styles, such as double lines.

Rotating table cell contents
You can rotate the contents of a table cell in a counterclockwise direction.
Rotated text is placed in a text box. When you edit rotated text, the Text Box
Editor displays the text in a separate editing window.

To rotate table cell contents
1 Right-click a cell, then click Format.
2 Click the Cell tab.
3 Choose one of the following options from the Rotate list box:
Ÿ 90 Degrees
Ÿ 180 Degrees
Ÿ 270 Degrees

To edit rotated table cell contents
1 Right-click the rotated cell contents, then click Content.
2 Click the Edit button.
3 Edit the text in the Text Box Editor.
4 Click File, Close to return to your document.

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Ÿ When you rotate a table cell containing a formula, the formula is
permanently replaced by its result.

Ÿ You can also double-click the text box to open the Text Box Editor.

Skewing table cells
You can skew (slant) the top row or the left or right column of a table. You
can also change the skew angle and specify other skew options.
The following
illustration shows
several examples of
skew table presets.

When you are changing the skew of the top row, you can square the edge of
the first or last column to create a box effect. This prevents the cells from
extending beyond the edge of the table.

To skew cells in a table
1 Right-click a table, then click Format.
2 Click the Skew tab.
3 Choose the part of the table you want skewed from the Skew Settings list.

To select the skew angle and other skew options
1 Follow steps 1 to 3 from the previous procedure.
2 Click the More button.
3 Choose one of the following from the Skew Rows or Skew Columns list
boxes:
Ÿ Top — lets you specify the skew angle for the top row
Ÿ Left Column — lets you specify the skew angle for the left column
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Ÿ Right Column — lets you specify the skew angle for the right column
4 Type the skew angle in the Angle box.
5 Do any of the following:
Ÿ To create a 90-degree angle with the first column and the top row,
enable the Square First Column check box.
Ÿ To create a 90-degree angle with the last column and the top row,
enable the Square Last Column check box.
Ÿ To join the edge of the first or last column with the top row, enable the
Join Corners check box.

To remove the skew in a table
1 Follow steps 1 and 2 from the “To skew cells in a table” procedure.
2 Choose None from the Skew Settings list.
Ÿ You may need to increase the row height of a skewed row to accommodate
the text. For information about changing the height of a row, see “Working
with table rows” on page 232.
Ÿ Unless you specify otherwise, text you type in skewed cells is also
skewed. To prevent text from slanting, disable the Skew Text check box.

Locking table cells
You can lock a table cell or a group of cells to prevent changes to the cell
data. You can also disable a locked cell temporarily to edit the data in a cell.

To lock table cells
1 Right-click a cell or group of cells, then click Format.
2 Click the Cell tab.
3 In the Cell Attributes section, enable the Lock Cell To Prevent Changes
check box.

To disable all locked cells temporarily
1 Right-click a table, then click Format.
2 Click the Table tab.
3 Enable the Disable Locks In All Cells check box.

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4 Edit the data in a locked cell.
5 Disable the Disable Locks In All Cells check box when you have finished
editing the data.

Changing the width of table columns
You can specify an exact table column width, change unequal table columns
so that they have equal widths, or change table column widths automatically.

To specify an exact table column width
1 Right-click a column or several selected columns, then click Format.
2 Click the Column tab.
3 In the Column Width section, type a width in the Width box.
Ÿ Enable the Always Keep Width The Same check box to maintain the
current column width regardless of changes in the width of other columns
or changes in the settings of left and right column margins.

To change unequal table columns to have equal widths
1 Select two or more cells from adjacent columns.
2 On the Table Property Bar, click Table, Equal Column Widths.

To adjust table column widths automatically
Ÿ Right-click in the table, then click Size Column To Fit.
Ÿ The Size Column To Fit option changes a table column to the width of the
widest text in the column cells.

Creating a table header row
You can create a table header row. Header rows appear at the top of the page
each time the table spans a page break.

To create a table header row
1 Right-click a row or several selected rows, then click Format.

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2 Click the Row tab.
3 Enable the Header Row check box in the Row Attributes section.

Working with table rows
You can allow a table row to continue across pages by moving part of a row to
the next page instead of moving the entire row to a new page. You can also
change the height of a table row and the number of text lines per row.

To continue a table row across pages
1 Right-click a row or several selected rows, then click Format.
2 Click the Row tab.
3 Enable the Divide Row Across Pages check box in the Row Attributes
section.

To change the height of a table row
1 Follow steps 1 and 2 from the previous procedure.
2 Enable one of the following buttons in the Lines Of Text Per Row section:
Ÿ Single Line Only — sizes the row to fit one line of text and hides extra
text
Ÿ Multiple Lines — expands the row to fit more than one line of text
3 Enable one of the following buttons in the Row Height section:
Ÿ Automatic — lets you specify a height based on text height
Ÿ Fixed — lets you specify a row height measurement
Ÿ When you specify a fixed row height, the row stays at that height no
matter how much text you insert in any cell in the row. As a result, some
text might not display in a cell.

Ÿ You can also drag the top or bottom line of a row to change its height.
Move the cursor over the line until it changes into a double arrow, then
drag.

Setting the horizontal position of a table
You can align a table between the left and right page margins.

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To set the horizontal position of a table
1 Right-click a table, then click Format.
2 Click the Table tab.
3 Do one of the following:
Ÿ Choose Left, Right, Center, or Full from the Table Position On Page list
box.
Ÿ Choose From Left Edge from the Table Position On Page list box, then
type a measurement.
Ÿ If the table is not sized to fit the page margins, the table size remains
unchanged when the margins change. To specify that a table resizes with
the margins, choose Full from the Table Position On Page list box.

Applying lines, borders, and fills to tables
You can change the line style, line color, and fill of a cell, a group of cells, or
an entire table. You can also create contrast between cells, rows, and columns
by applying an alternating fill to a table.

The following
illustration shows an
example of a table
with an alternating
fill applied.

You can add a border style to a table. You can choose one of the border styles
provided with WordPerfect or create a custom border with the line style, line
color, and fill that you want. You can also set a standard look for all tables in a
document by defining a table style as the default setting.

Changing the line style, line color, and fill of a table
You can change the line style, line color, and fill of a cell, a group of cells, or
an entire table.
A line style can include several lines together, such as a double line or triple
line, and the lines can vary in thickness and style. A line style consists of
lines that surround the selection (outside lines) and lines within the selection
(inside lines). You can edit the two types of lines separately.
A fill style consists of a fill type and foreground and background colors. A fill
type can be either a pattern, such as a checkerboard or fill percentage, or a
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gradient, which displays a progression between two colors that follows a
linear, radial, conical, or square path.

To change the line style, line color, or fill of a table cell
1 Right-click a table cell, then click Borders/Fill.
2 Click the Cell tab.
3 In the Cell Lines section, choose a line style from the Left, Right, Top,
Bottom, or Outside Line palettes.
4 In the Cell Lines section, choose a line color from the Color palette.
5 In the Cell Fill section, choose a fill style from the Fill palette.
6 In the Cell Fill section, choose a fill color on the Foreground or
Background palettes.

To change the line style, line color, or fill of a group of table cells
1 Select the cells you want to change.
2 Right-click the selected cells, then click Borders/Fill.
3 Click the Cell tab.
4 Enable one of the following buttons in the Apply Lines To section:
Ÿ Outside Of Current Selection — lets you change attributes for the
group of cells as if it were one cell
Ÿ Each Cell In Selection — lets you change attributes for each selected
cell in the group of cells
5 In the Cell Lines section, choose a line style from the Left, Right, Top,
Bottom, Inside, or Outside Line palettes.
6 Follow steps 4 to 6 from the previous procedure.

To change the line style, line color, or fill of all table cells
1 Right-click in a table, then click Borders/Fill.
2 Click the Table tab.
3 In the Default Cell Lines section, choose a line style from the Line
palette.
4 In the Default Cell Lines section, choose a line color from the Color
palette.

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5 In the Fill section, choose a fill style from the Pattern palette.
6 In the Fill section, choose a fill color on the Foreground or Background
palettes.
Ÿ A fill style is set to none by default. You must select a fill style for the
foreground and background colors to take effect.

Applying an alternating fill to a table
You can apply an alternating fill to a table to create contrast between cells,
rows, and columns.

To apply an alternating fill to a table
1 Right-click a table, then click Borders/Fill.
2 Click the Table tab.
3 In the Alternating Fill section, choose Rows, Columns, or Both from the
Type list box.
4 In the Fill section, choose a fill style from the Pattern palette.
5 In the Alternating Fill section, choose a fill style from the Pattern palette.
6 In the Fill section, choose a fill color from the Foreground or Background
palettes.
7 In the Alternating Fill section, choose a fill color from the Foreground or
Background palettes.
8 In the Fill section, type the number of columns or rows for each fill style
in the Span Count box.
9 In the Alternating Fill section, type the number of columns or rows for
each fill style in the Span Count box.

Creating and editing a table border style
You can create a table border style using the line style, line color, and drop
shadow options you want, then name that style so that you can apply it to
other tables in your document. You can also edit a table border style. When
you want to change a table border style for the current table only, you can
customize one of the available border styles.

To create a table border style
1 Right-click a table, then click Borders/Fill.
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2 Click the Table tab.
3 Click the Styles button.
4 Click the Create button.
5 Type a name for the style in the Style Name box.
6 In the Select Sides To Modify section, click Left, Right, Top, Bottom, or
All.
7 In the Select Sides To Modify section, choose a line style from the Line
Style palette.
8 In the Border Options section, choose a line color from the Color palette.
9 In the Drop Shadow section, choose a shadow type, color, and width if
desired.

To edit a table border style
1 Follow steps 1 to 3 from the previous procedure.
2 Choose a style from the Styles list box, then click Edit.
3 Follow steps 6 to 9 from the previous procedure.

To customize a table border style for the current table
1 Right-click a table, then click Borders/Fill.
2 Click the Table tab.
3 In the Table Border section, click the Border button, then choose a style
from the Border palette.
4 Click the Custom button.
5 Follow steps 6 to 9 from the “To create a table border style” procedure.

Applying a border to a table
You can apply a border style to a table. The border style you apply can be a
custom style that you create or one of the preset styles provided with
WordPerfect.

To apply a border to a table
1 Right-click a table, then click Borders/Fill.
2 Click the Table tab.
3 In the Table Border section, click the Border button, then choose a style
from the Border palette.

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Setting a standard look for tables
You can set a standard look for all tables in a document. The line, fill, and
border settings you create will be the default for other tables in this and
other documents that use the same template.

To set a standard look for tables
1 Right-click a table, then click Borders/Fill.
2 Click the Table tab.
3 In the Table Border section, choose a border style from the Border
palette.
4 In the Table Border section, choose a border color from the Color palette.
5 In the Default Cell Lines section, choose a line style from the Line
palette.
6 In the Default Cell Lines section, choose a line color from the Color
palette.
7 In the Fill section, choose a fill style from the Pattern palette.
8 In the Fill section, choose a fill color on the Foreground or Background
palettes.
9 Click the Default Settings button.

Using table styles
A table style is a collection of formatting attributes that you can apply to
tables. You can create, retrieve, rename, save, and delete table styles. A
saved style becomes part of the WordPerfect template and is added to the list
of available SpeedFormat styles. You can use a table style with a different
template or on a different computer if you save the table style as a file.

Formatting a table using preset styles
The SpeedFormat option lets you quickly format a table using a preset style.
For example, you can give your table a new look by applying a business or
decorative style to a table.

To format a table using a preset style
1 Right-click a table, then click SpeedFormat.
2 Choose a table style from the Available Styles list box.
3 Click the Apply button.

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Creating and saving a table style
You can create a table style using the formatting of a table in your document.
When you save a table style, you can associate it with a specific template or
with the active document only, or you can save it as a separate file. Saving a
table style as a separate file is useful if you plan to use the table style with a
different template or on a different computer.

To create a table style
1 Create a table that contains at least three rows and three columns.
2 Apply the text formatting, lines, borders, and fill that you want for the
table style.
3 Right-click in the table, then click SpeedFormat.
4 Click Options, Setup.
5 Enable the Current Document button.
6 Click OK.
7 Click the Create button.
8 Type a name for the style you have created.

To save a table style to a specific template
1 Follow steps 1 to 4 from the previous procedure.
2 Enable one of the following buttons:
Ÿ Default Template — associates the table style with the default
template
Ÿ Additional Objects Template — associates the table style with an
additional objects template
3 Click OK.
4 Click the Create button.
5 Type a name for the style you have created.

To save a table style as a separate file
1 Follow steps 1 to 3 from the “To create a table style” procedure.
2 Click Options, Save As.
3 Type a path and filename in the Filename box.

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Renaming and retrieving a table style
You can rename and retrieve a table style that you have created and saved as
a file. You cannot rename the preset table styles provided with WordPerfect.

To rename a table style
1 Right-click a table, then click SpeedFormat.
2 Choose the table style that you want to rename from the Available Styles
list box.
3 Click Options, Rename.
4 Type a new name in the Filename box.

To retrieve a table style
1 Right-click a table, then click SpeedFormat.
2 Click Options, Retrieve.
3 Type a path and filename in the Filename box.
Ÿ If you have styles saved in different locations, click Options, Setup, then
click the location of the styles you want to retrieve.

Deleting a table style
You can delete a table style that you have created and saved. You cannot
delete the preset table styles provided with WordPerfect.

To delete a table style
1 Right-click a table, then click SpeedFormat.
2 Choose the table style that you want to delete from the Available Styles
list box.
3 Click Options, Delete.
4 Click Yes.

Changing the appearance of text in tables
You can change the alignment of text in a table, and you can adjust the
amount of white space around text in a cell. You can also customize how
numbers are displayed and printed in a table or floating cell, and change the
placement of decimal points in numbers.
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Changing the alignment of text in a table
You can change the alignment of text in a cell, column, or table.

To change the alignment of text in a cell
1 Right-click a cell, then click Format.
2 Click the Cell tab.
3 Choose an alignment option from the Horizontal list box.
4 Choose an alignment option from the Vertical list box.
Ÿ To insert a tab in a table cell, press CTRL + TAB.

To change the alignment of text in a column
1 Right-click a column, then click Format.
2 Click the Column tab.
3 Choose an alignment option from the Horizontal list box.

To change the alignment of text in a table
1 Right-click a table, then click Format.
2 Click the Table tab.
3 Choose an alignment option from the Horizontal list box.

Changing white space around text
You can change the amount of white space around text in a cell for a row,
column, or table. Text wraps in margins the same way as it does in the
Document Window, and the entire row expands to accommodate added text.

To change white space around text in a row
1 Right-click a row, then click Format.
2 Click the Row tab.
3 Type a value in the Top or Bottom boxes in the Row Margins section.

To change white space around text in a column
1 Right-click a column, then click Format.

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2 Click the Column tab.
3 Type a value in the Left or Right boxes in the Inside Margins In Column
section.

To change white space around text in a table
1 Right-click a table, then click Format.
2 Click the Table tab.
3 Type a value in the Left or Right boxes in the Inside Margins In Column
section.
Ÿ Row margin settings affect the top and bottom width of white space in the
current row or selected rows. Column margin settings on the Column tab
affect the left and right width of white space in the current column or
selected columns. Column margin settings on the Table tab affect the left
and right width of white space in every cell in the table.

Applying and customizing a numeric format
Numeric formats determine how numbers are used, displayed, and printed in
a table or floating cell. For example, you can format numbers as currency,
then customize the format so that it displays with or without the currency
symbol or commas. You can also customize the date and time format by
displaying numbers, text, or a combination of both.

To apply a numeric format
1 Right-click a table, then click Numeric Format.
2 Click one of the following tabs:
Ÿ Cell — lets you define cell properties
Ÿ Column — lets you define column properties
Ÿ Table — lets you define table properties
3 Enable a numeric format button in the Format For Numbers section.

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Ÿ To apply a numeric format to all new tables, click the Use As Default
button.
Ÿ If you have already defined a numeric format for the current column, you
can apply it to the current cell. To do this, enable the Use Same Format As
Column check box on the Cell page.

To customize a numeric format
1 Follow steps 1 to 3 from the previous procedure.
2 Click the Custom button.
3 Change any options.
Ÿ Customizing options vary depending on the numeric format you choose.

To customize a date/time format
1 Follow steps 1 and 2 from the “To apply a numeric format” procedure.
2 Enable the Date/Time button.
3 Click the Custom button.
4 Choose a format from the Date/Time Formats list box.
Ÿ If you enter a two-digit year of 00 to 29, WordPerfect assumes you mean
the year 2000 to 2029. If you enter a two-digit year of 30 to 99,
WordPerfect assumes you mean 1930 to 1999. Use four-digit years to
specify other dates. For information about year 2000 formats, see Year
2000 in the Reference Information section of the WordPerfect online Help.

Lining up numbers on the decimal point
You can change the placement of decimal points in a table column or in an
entire table. You can specify the number of digits that are placed after the
decimal point, or you can place the decimal point at a specific distance from
the right margin.

To line up numbers on the decimal point
1 Right-click a table, then click Format.

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2 Click the Column or Table tab.
3 Click one of the following decimal alignment options:
Ÿ From Right Margin — lets you specify a distance from the right margin
Ÿ Digits After Decimal — lets you specify the number of digits you want
after the decimal point

Calculating with tables
WordPerfect lets you add formulas or functions to your tables so that you can
perform spreadsheet calculations on table data. For example, you can
calculate the sum of table cell values, list and use functions and names,
calculate and copy formulas, and fill in cells with incrementing patterns.
The Table Formula toolbar is used to insert and modify formulas and
functions. You can create formulas in tables using arithmetic and logical
operators, then insert the formulas in tables and floating cells.
A table consists of rows, which run horizontally, and columns, which run
vertically. These rows and columns intersect to create cells. The cells in a
table are labeled alphabetically from left to right and numerically from top to
bottom.
You can reference a table cell by name or by cell address when you perform
spreadsheet functions. Naming a table or table component lets you access it
quickly. It is easier to remember a name, such as “Balance,” than to
remember a cell address. When you use a cell address, a comma is used to
separate individual cell references; for example, if you want to add the
contents of B1 and B4, you would use the formula =SUM(B1,B4). A colon is
used to separate two references in a range; for example, to add all of the
contents of B1 through B4 you would use =SUM(B1:B4). Table cell
references can be uppercase or lowercase.

Naming tables, floating cells, and table components
You can name tables, floating cells, and table components, such as cells, a
range of cells, rows, or columns. Naming a table or table component lets you
reference it quickly. A name can contain letters, numbers, spaces, and the
symbols #, $, ?, @, or _. However, the first character must be a letter,
number, or underscore (_). You can also use text in a cell to name a table or
table component.

To name a table
1 Click a table.
2 On the Table Property Bar, click Table, Names.

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3 Click the default table name, then click the Edit button.
4 Type a name in the Name box.

To name table components or a floating cell
1 Click a table component or floating cell, or select a range of cells.
2 On the Table Property Bar, click Table, Names.
3 Click the Create button.
4 Enable one of the following buttons:
Ÿ Cell/Range — specifies the cell or range in which the cursor is
positioned
Ÿ Row — specifies the row in which the cursor is positioned
Ÿ Column — specifies the column in which the cursor is positioned
5 Type a name in the Name box.

To name table components using text in a cell
1 Click in a cell or cells that contain the text you want to use to name the
table component.
2 On the Table Property Bar, click Table, Names.
3 Click the Create button.
4 Enable the Use Text In Current Cell To Name button.
5 Enable one of the following buttons:
Ÿ Row — names the row in which the cursor is positioned
Ÿ Column — names the column in which the cursor is positioned
Ÿ Next Cell To Right — names the cell to the right of the cell in which
the cursor is positioned
Ÿ Next Cell Down — names the cell below the cell in which the cursor
is positioned
Ÿ You can also open the Table Names In Current Document dialog box by
clicking Names on the Table Formula toolbar. To display the Table
Formula toolbar, right-click a table, then click Formula Toolbar.

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Editing and deleting the names of tables, floating cells, and table
components
You can edit and delete the names of tables, floating cells, and table
components, such as cells, a range of cells, rows, or columns.

To edit the name of a table, floating cell, or table component
1 Click a table, floating cell, or table component.
2 On the Table Property Bar, click Table, Names.
3 Choose the name of the table, floating cell, or table component.
4 Click the Edit button.
5 Type a new name in the Name box.

To delete the name of a table, floating cell, or table component
1 Follow steps 1 to 3 from the previous procedure.
2 Click the Delete button.
Ÿ You can also edit or delete a name by clicking Names on the Table
Formula toolbar. To display the Table Formula toolbar, right-click a table,
then click Formula Toolbar.

Using arithmetic and logical operators in table formulas
Arithmetic operators
You can use the following arithmetic operators to create formulas in tables
and floating cells.
Operator

What It Does

+ (Addition)

Adds values.

- (Negation)

Makes values negative.

- (Subtraction)

Subtracts the value on the right from the value on the left.

* (Multiplication)

Multiplies values.

/ (Division)

Divides the value on the left by the value on the right.

= (Total)

Returns a total of the sums from the + operator.

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% (Remainder)

Returns the remainder of the value on the left divided by the value on the
right.

% (Percent)

Divides the value on the left of the operator by 100. Make sure that there
is another operator or a separator following the Percent operator, or that
the Percent operator is the last operator in the formula. If a percent sign
(%) is between two values, it becomes the Remainder operator.

^ (Power)

Raises the value on the left to the power indicated by the value on the
right.

! (Factorial)

Calculates the factorial of the number preceding it. Do not place an equal
sign (=) following the Factorial operator; if you do, it becomes the Not
equal to operator.

Logical operators
Logical operators compare two or more numeric or text values and return a
result of 1 if the statement is true or 0 if the statement is false. You can use
the following logical operators for calculations in tables or floating cells.
Operator

What It Means or Does

0

Equal to.

>

Greater than.

<

Less than.

< > or !=

Not equal to.

>=

Greater than or equal to.

<=

Less than or equal to.

& (AND)

When placed between two or more logical statements, returns a 1 if all
the statements are true and a 0 if any of the statements are false.

! (NOT)

Inverts the meaning of a function or another operator.

| (OR)

When placed between two or more logical statements, returns a 1 if at
least one of the statements is true and a 0 if all the statements are false.

^^ (XOR)

When placed between two or more logical statements, the EXclusive OR
operator (XOR) returns a 1 if one or the other but not both of the
statements in the formula are true (or if an odd number of statements
are true). It returns a 0 if neither or both of the statements are true (or
if an even number of the statements are true).

Entering formulas in a table or floating cell
You can use the Table Formula toolbar to insert formulas and functions in
table cells and floating cells. You can also type formulas directly into cells if

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you precede the initial symbols, functions, or numbers with + or =.
However, it is best to enter formulas directly only if you know how to use
functions and you remember the names you want to reference in formulas.
For more information about functions, see “Creating functions using the
Table Functions dialog box” on page 248. Formulas you enter are calculated
when you move the insertion point out of the cell that contains the formula.
You can protect your formulas from being deleted accidentally.

To enter a formula in a table or floating cell
1 Right-click the cell, then click Formula Toolbar.
2 Click in the Formula Edit box, to the right of the Apply Changes button.
3 Type cell addresses, operators, and values in the Formula Edit box.
To insert the name of a table or floating cell instead of a cell address, click
Names on the Table Formula toolbar, click a name, then click Insert.
4 Do one of the following:
Ÿ Click the Apply Changes button to insert the formula into the cell.
Ÿ Click the Cancel Changes button to cancel the formula or changes you
have made to it.
Ÿ WordPerfect does not recognize formulas in cells in which the numeric
format is set to Text.
Ÿ When you insert or cancel a formula, the Formula Edit mode is disabled.

Ÿ You can also click the Formula Toolbar button on the Table Property Bar
to display the Table Formula toolbar.

To protect table formulas
1 Click Tools, Settings.
2 Click Environment.
3 Click the Prompts tab.
4 Enable the Confirm Deletion Of Table Formulas check box.

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Creating functions using the Table Functions dialog box
WordPerfect includes more than 90 preset functions for mathematical,
engineering, or scientific calculations. For information about each function,
see WordPerfect table functions in the Reference Information section of the
WordPerfect online Help.
The Table Functions dialog box helps you use the preset functions. As you
become more familiar with the functions, you can enter them manually;
however, for complex calculations, such as nesting other functions in a main
function, using the Table Functions dialog box can help prevent errors in the
construction of the function.

To create a function using the Table Functions dialog box
1 Right-click a table, then click Formula Toolbar.
2 Click in the cell in which you want to place the function.
3 On the Table Formula toolbar, click the Functions button.
4 Choose a function type from the Type Of Functions To List list box.
5 Choose a specific function from the Functions list.
A description of each function appears in the section below the Type Of
Functions To List and Functions lists.
6 Click Insert.
7 Type cell addresses, operators, and values of the function in the Formula
Edit box.
Ÿ In the Table Functions dialog box, you can begin typing the first few
letters of a function to select it quickly.

To nest functions using the Table Functions dialog box
1 Follow steps 1 to 6 from the previous procedure.
2 Type cell addresses, operators, and values of the initial function in the
Formula Edit box.
3 On the Table Formula toolbar, click the Functions button.
4 Choose a function type from the Type Of Functions To List list box.
5 Choose a specific function from the Functions list for the function you
want to nest.

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Your nested function can be placed in any location within the previous
function.
6 Type cell addresses, operators, and values of the nested function in the
Formula Edit box.

Calculating formulas
You can calculate the formulas in a table or in all the tables and floating cells
in a document. Formulas are calculated automatically each time you move the
insertion point out of a cell or insert a formula using the Table Formula
toolbar. You can also ignore a cell or a group of cells during calculations.

To calculate formulas in a table
1 Click in a table.
2 On the Table Property Bar, click Table, Calculate.
3 Enable one of the following buttons:
Ÿ Calculate Table — calculates the table or floating cell in which the
insertion point is positioned
Ÿ Calculate Tables In Document — calculates all tables and floating cells
in the document

To ignore a cell during calculations
1 Right-click a cell, then click Format.
2 Click the Cell tab.
3 Enable the Ignore Cell When Calculating check box.

Copying and pasting a table formula
You can copy a table formula and paste it into another cell.

To copy and paste a table formula
1 Click in the cell that contains the formula you want to copy.
2 On the Table Property Bar, click Table, Copy Formula.
3 In the Copy Formula dialog box, do one of the following:
Ÿ Enable the To Cell button, then type the name of the cell in which you
want to paste the formula.
Ÿ Enable the Down button or the Right button, then type the number of
times to paste the formula down or to the right.
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Ÿ You can also click the Copy Formula button on the Table Formula toolbar.
To display the Table Formula toolbar, right-click a table, then click
Formula Toolbar.

Adding values in a table quickly
The QuickSum button lets you calculate the sum of the values in cells,
columns and rows quickly. QuickSum calculates the sum of values above or
to the left of the insertion point and enters the sum in the selected cell. You
must include an empty cell in the selection at the end of each column or row.

To add values in a table quickly
Ÿ Right-click the table cell below or to the right of the cells whose total you
want to calculate, then click QuickSum.
Ÿ If you place the insertion point in a cell instead of selecting a range of
cells, the calculated sum overwrites any values, formulas, or text in the
cell.

Ÿ You can also click the QuickSum button on the Table Formula toolbar. To
display the Table Formula toolbar, right-click a table, then click Formula
Toolbar.

Filling a table with incrementing numbers or dates
You can fill a row, column, or range of cells with values. Use QuickFill to
continue a pattern of incrementing values across a row or down a column.

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You can use Roman numerals, days of the week, months, or quarters, even if
only one cell is used to establish the pattern. To repeat incrementing or
decrementing numbers, however, you must select at least two cells with
values to establish a pattern.
A pattern of values must increment or decrement based on addition or
subtraction. You cannot fill in a pattern of values that increment or decrement
based on multiplication or division.

To fill a table with incrementing numbers or dates
1 Select the cells that contain the incrementing or decrementing pattern of
values.
2 Extend the selection to include the cells in which you want to continue
the pattern.
3 Right-click the selected cells, then click QuickFill.
Ÿ You can also click the QuickFill button on the Table Formula toolbar. To
display the Table Formula toolbar, right-click a table, then click Formula
Toolbar.

Getting more information about table formula errors
You can get more information about table formula errors. View Error displays
a brief explanation of any ?? and ERR error symbols that appear in your table
as you calculate formulas.

To get more information about table formula errors
1 Click the cell that contains the error.
2 Click the View Error button on the Table Formula toolbar.

Using charts
WordPerfect lets you create and insert charts and graphs in a document.
You can include data charts, which let you display comparisons, trends, and
statistics, or you can include organization charts, which display an
organization’s structure. There are several ways to include a chart in a
document: you can insert a chart from another document; add data as you
create the chart; or create a chart based on data in a table or a spreadsheet.
You can edit and annotate charts and graphs.

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251

When you create a chart in WordPerfect, Corel Presentations menus and
tools appear. These menus and tools let you choose a chart type and edit your
chart. You can also use Corel Presentations to add text to charts; however,
the text is saved as part of the chart, rather than with the document.
For more information about creating and modifying charts, see the Corel
Presentations online Help.

Creating a data chart
You can create a chart using data in a table or a spreadsheet, or you can add
data as you create the chart. A chart can be linked to a table so that the chart
is updated whenever the table data changes. If you move the chart to a
different place in your document, it maintains its association with the table.
The following
illustration displays
one example of a
data chart.

When you create a chart in WordPerfect, Corel Presentations menus and
tools appear. You can choose from a variety of chart types, such as bar, line,
and pie, and you can add chart attributes, such as a legend or frame. For more
information about creating charts, see the Corel Presentations online Help.

To create a data chart
1 Click where you want to insert a chart.
2 Click Insert, Chart.
3 Click Chart, Gallery, then choose a chart type.
4 In the Datasheet, click or double-click on cells to edit their contents.
5 Click Chart, Layout/Type.
6 In the Layout/Type Properties dialog box, choose Style, Appearance and
Depth options for the chart.
7 Click Chart, Series.

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8 In the Series Properties dialog box, choose Line and Fill colors for the
chart.
9 Click outside the chart to return to the Document Window.
Ÿ To import data from a spreadsheet or file, click Data, Import after Corel
Presentations menus and tools appear, then specify the filename of the
document you want to import.

To insert an existing chart
1 Open the document that contains the chart using the application in which
it was created (such as Corel Presentations or Quattro Pro).
2 Select the chart, then click Edit, Copy.
3 Switch to your WordPerfect document.
4 Click Edit, Paste Special, then click OK.

To create a chart from a table
1 Create a table with the data to include in a chart, then click in the table.
2 Follow steps 2 to 9 from the “To create a data chart” procedure.
Ÿ The top row (Row 1) and the first column (Column A) in the table are
used for data labels.
Ÿ If you do not want the chart to be redrawn each time you make a change,
click View, Auto Redraw to deselect this option. When you want the chart
to be redrawn, click View, Redraw.

Ÿ To change chart data and label names, return to the table and enter the
changes in the table cells.

Creating an organization chart
You can create an organization chart to display the structure of an
organization or the relationships of people and positions.

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253

The following
illustration displays
one example of an
organization chart.

For more information about creating charts, see the Corel Presentations
online Help.

To create an organization chart
1 Click where you want to insert the organization chart.
2 Click Insert, Graphics, Draw Picture.
Corel Presentations menus and tools appear, and a drawing frame appears
in the Document Window.
3 Click Insert, Organization Chart.
4 Click in the drawing frame.
5 Click a chart type, then click OK.
6 Double-click a box in the chart, then type a name and title to replace the
placeholder name.
7 Click outside the chart to return to the Document Window.
Ÿ You can also create an organization chart by playing the WP_ORG.WCM
macro. Click Tools, Macro, Play, then double-click WP_ORG.WCM. For
information about macros, see “Playing macros” on page 556.

Editing or annotating a chart or graph
You can edit and update charts and graphs. You can also edit the data that the
chart is based on. For more information about editing charts, see the Corel
Presentations online Help.

To edit or annotate a chart or graph
1 Right-click a chart or a graph, then click Chart Object.
2 Enable one of the following buttons:

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Ÿ Edit — lets you edit the chart or graph in the active document
Ÿ Open — lets you open the chart or graph full-screen to edit it
Ÿ Annotate — lets you add comments (draw lines and add text) to the
chart or graph
Ÿ For in-place editing, you can also double-click the chart or graph.
Ÿ For full-screen editing, you can also hold down ALT while double-clicking
the chart or graph.

To edit chart data
1 Double-click a chart.
Corel Presentations menus and tools appear.
2 Do one of the following:
Ÿ To edit the chart title, double-click the title, then change the text and
select the font, size, and other attributes you want to use.
Ÿ To add a subtitle, click Chart, Subtitle, then type the subtitle.
Ÿ To change any other chart element, right-click the item you want to
change, then select the Properties option.
3 Click outside the chart to return to the Document Window.
Ÿ If you need to edit data and the Datasheet is not displayed, click View,
DataSheet.

Ÿ If you edit data in a table, you can update the chart that is based on the
table by right-clicking the chart and selecting Update Chart From Table.

Updating charts associated with tables
You can use the data in a table to create a chart containing the same
information. When you create a chart from a table, the two are associated.
You can specify that charts associated with tables automatically update when
you make changes to the data in tables.
For more information about updating charts, refer to the Corel Presentations
online Help.

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255

To update charts associated with tables
1 Click in a table.
2 On the Table Property Bar, click Table, Calculate.
3 Enable one of the following buttons:
Ÿ Calculate Table
Ÿ Calculate Tables In Document
4 Select Update Associated Charts.
Ÿ To update charts associated with tables manually, right-click the chart,
then click Update Chart From Table. Automatic calculation must be
disabled to update a chart manually.

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WORKING WITH GRAPHICS

8

Graphics enhance the appearance of a document. WordPerfect lets you insert
graphics, such as shapes, drawings, clipart images, and other items into your
document. You can size, move, and edit graphics to suit your needs.
When you insert a graphic into a WordPerfect document, it is placed inside a
frame, called a graphics box. When you click on a graphic, the graphics box is
selected, as indicated by sizing handles.

When an image is selected, you can
Ÿ drag the image to move it
Ÿ drag a handle to resize the image
Ÿ change the appearance of the image or the box
The graphics box may or may not be visible, depending on which type of
graphic you insert and whether or not you add a border.
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257

The Graphics Property Bar is displayed when you click a graphic. The
Property Bar options change depending on what type of graphic you click.
When you click a shape, the Property Bar lets you quickly add drop shadows,
change text wrapping options, order graphics, and change the color of lines,
shadows, and fills for graphics. When you click an image or graphics box, the
Property Bar lets you quickly change border and fill styles, edit captions,
change text wrapping options, order graphics, and access the Image Tools
palette.
The following
illustration shows
one example of the
Graphics Property
Bar.

You can also apply graphic effects to text using TextArt, create graphical
representations of equations using the Equation Editor, and insert graphics in
your document using the Scrapbook. For information about TextArt, see
About TextArt in the WordPerfect online Help. For information about the
Equation Editor, see About Equation Editor 9 in the WordPerfect online
Help. For information about the Scrapbook, see Using Scrapbook in the
WordPerfect online Help.

Creating and inserting graphics
You can create shapes and drawings in a WordPerfect document. A shape is
any object created using WordPerfect drawing tools. You can create basic
shapes, such as triangles, rectangles, or circles, as well as lines, arrows,
stars, and more.
The following
illustration is an
example of a picture
created using
WordPerfect basic
shapes.

Drawings are images you create. When you create a drawing in WordPerfect,
Corel Presentations menus and tools appear.
You can insert images in a WordPerfect document. You can use the clipart
images that come with WordPerfect, or you can create your own images
using graphics programs, such as CorelDRAW and Corel PHOTO-PAINT, and

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WordPerfect 9: Chapter 8

scanners. When you insert images from other programs or from a CD-ROM,
you have the choice of linking the imported image to its source or embedding
the image in your document. For more information about linking and
embedding images, see “Working with linking and embedding” on page 420.

Creating shapes and drawings
You can quickly create basic shapes, such as circles, rectangles, lines,
polygons, and polylines, in your document.
The following
illustration shows
examples of preset
shapes:
1) basic shapes
2) flowchart shapes

You can also create more complex drawings than these simple shapes. When
you create a drawing in WordPerfect, Corel Presentations menus and tools
appear. You can use the tools and commands to add circles, lines, boxes, and
other shapes, or you can add objects to the image, such as text, clipart, and
charts. For more information about creating a drawing, refer to the Corel
Presentations online Help.

To create a shape
1 Click Insert, Shapes.
2 Enable one of the following buttons:
Ÿ Lines — lets you create shapes such as straight or curved lines
Ÿ Basic — lets you create shapes such as circles, rectangles, or cubes
Ÿ Arrows — lets you create various types of arrows
Ÿ Flowchart — lets you create shapes used in a flowchart
Ÿ Stars — lets you create various types of stars
Ÿ Callout — lets you create callouts which can be used to enclose text
Ÿ Action — lets you create shapes used to denote action
3 Click OK.
4 Position the cursor where you want the shape to appear.
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259

5 Drag to draw the shape.
6 Click outside the shape to return to the Document Window.
Ÿ If you are drawing a polyline, drag and click to build the shape, then
double-click to complete the shape.
Ÿ Hold down CTRL while you draw a line to insert precise horizontal,
vertical, and diagonal lines; hold down SHIFT while you draw a rectangle
to create a square.

To create a drawing
1 Click Insert, Graphics, Draw Picture.
2 Create the drawing.
3 Click outside the drawing to return to the Document Window.

Inserting clipart
You can insert clipart in a document. Clipart images are images that can be
brought into a WordPerfect document and edited or used as is. More than
10,000 clipart images are provided with WordPerfect; however, during a
standard installation only about 60 of these images are copied to your hard
drive. To use these images, you must open the Scrapbook. The Scrapbook is
a window that displays thumbnail images of the available clipart. For more
information about using the Scrapbook, see Using Scrapbook in the
WordPerfect online Help.
To use images stored on the WordPerfect Office 2000 CD, place the CD in
your CD drive, then click the Clipart tab in the Scrapbook.

To insert clipart
1 Click where you want to insert the image.
2 Click Insert, Graphics, Clipart.
3 Browse through the folders in the Scrapbook until you find the image you
want to insert.
4 Do one of the following:
Ÿ Drag the image from the Scrapbook into your document.
Ÿ Select the clipart image, then click Insert.
5 Click outside the image to return to the Document Window.

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WordPerfect 9: Chapter 8

Ÿ You can also insert clipart using the drag to create option. With the
Shadow Cursor enabled, drag across the area of the document in which
you want the image to appear, then click Clipart from the QuickMenu that
appears. For information about dragging to create graphics, see “Enabling
the drag to create option” on page 623.

Inserting a picture from the CD-ROM
You can insert a picture from the WordPerfect Office 2000 CD. More than 250
pictures are provided.

To insert a picture from the CD-ROM
1 Insert the WordPerfect Office 2000 CD in your CD-ROM drive.
2 Click where you want to insert the picture.
3 Click Insert, Graphics, From File.
4 Choose the CD-ROM drive from the Look In list box.
5 Open the Corel\WPO2000\Graphics\Photos folder.
Pictures have .JPG file extensions.
6 Double-click the filename of the picture you want to insert.
Ÿ You can also insert a picture using the drag to create option. With the
Shadow Cursor enabled, drag across the area of the document in which
you want the picture to appear, then click Image From File from the
QuickMenu that appears. For information about dragging to create
graphics, see “Enabling the drag to create option” on page 623.
Ÿ To preview a picture before you insert it, click the Toggle Preview button,
then click the picture filename.

Linking to an image on disk
When you link to an image on disk, the location of the image is inserted in
your document, not the image itself. This way you can considerably reduce
the size of your file, especially if the image is used in several places
throughout your document. You can also automatically update all occurrences
of the image in your document by editing the source copy of the image on
disk.

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261

When you open the document, you need to be sure that you have access to
the folder where the image file is stored. For example, if the image is stored
on a CD-ROM, the CD must be in the CD drive and accessible.

To link to an image on disk
1 Click where you want to insert the image.
2 Click Insert, Graphics, From File.
3 In the Insert Image dialog box, enable the Image On Disk check box.
4 In the Insert Image dialog box, click the image you want to link to your
document.
5 Click the Insert button.
Ÿ To link to images copied from the Scrapbook, you must first save them to
your hard drive.
Ÿ To display the name of the image file, right-click the image, then click
Content.

Inserting OLE objects from other applications
Object Linking and Embedding (OLE) lets Windows applications exchange
information with each other. You can link or embed a picture that was created
in another program in a WordPerfect document. If you link the picture, the
same information exists in two files: the application where the picture was
created (the source application) and the application where it was copied (the
client application). When you change the information in the source
application, the information is updated in the client application as well.
When you embed a picture, the picture becomes part of your document. You
can edit the picture directly. For more information about Object Linking and
Embedding, see “Working with linking and embedding” on page 420.

To insert OLE objects from other applications
1 Save the file you are working with in the source application.
2 Select the object, then click Edit, Copy.
3 Switch to WordPerfect, then click Edit, Paste Special.
4 Enable one of the following buttons:
Ÿ Paste — embeds the object
Ÿ Paste Link — links the object between the two documents

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Ÿ You can link or embed information from one WordPerfect document to
another. The object does not have to come from another Windows
application.
Ÿ The source file has to be saved before you can link to it. If you selected
information but Paste Link is dimmed in the Paste Special dialog box,
switch back to the source application and save the file, then copy the
information again.

Scanning pictures into WordPerfect
You can scan an image, such as a picture or drawing, directly into
WordPerfect as a bitmap image. However, before you scan, you should adjust
the properties of your scanner to optimize its performance.

To set up your scanner
1 Click Insert, Graphics, Select Image Source.
2 Click the image scanner you are using, then click Select.
A dialog box will appear.
3 Adjust the properties of your scanner.
Ÿ The dialog box will vary depending on the scanner you are using. Click
Help in the dialog box or see your scanner documentation for more
information about the different options.

To scan images into WordPerfect
1 Click Insert, Graphics, Acquire Image.
2 See your scanner software documentation for instructions on
manipulating the image and pasting it into WordPerfect.
Ÿ If you do not have an image scanner with a TWAIN-compatible driver
connected to your computer, Acquire Image and Select Image Source will
not appear on your Insert menu.
Ÿ The image is stored in WordPerfect as a bitmap that you can edit. When
you double-click the image, either Corel Presentations or your scanner
software will open so that you can edit the bitmap.

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263

Editing, saving, and deleting graphics
You can edit the fill, line style, and drop shadow options for the shapes you
create in WordPerfect.
The Graphics Property Bar is displayed when you click a shape. You can use
the Property Bar to quickly add drop shadows, change text wrapping options,
order graphics, and change the color of lines, shadows, and fills for graphics.
The following
illustration shows
one example of the
Graphics Property
Bar.

You can also edit a drawing or clipart image. When you edit a drawing or
image in WordPerfect, Corel Presentations menus and tools appear. You can
also manipulate graphics to change their size and shape using side and corner
handles, glyphs, or editing points.
Graphics can be cut, copied, and pasted within a document or into other
documents. For information about cutting, copying, and pasting graphics, see
“Cutting, copying, and pasting text and graphics” on page 31.
You can save an image as a separate file. You can then insert the saved file
into other documents. You can also delete graphics from a document.

Editing shapes, drawings, and clipart images
You can edit basic shapes, such as circles, rectangles, lines, polygons, and
polylines. You can change the fill properties of a shape by adding patterns,
gradient fills, or textures. You can change the thickness of lines and change
line style and color. You can also change the direction and color of drop
shadows for a shape.
You can edit drawings and clipart images using Corel Presentations menus
and tools.

To edit the fill for a shape
1 Double-click the shape.
2 Click the Fill tab.
3 Change any fill options.

To edit the line style for a shape
1 Double-click the shape.

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2 Click the Line tab.
3 Change any line style options.

To edit the drop shadow for a shape
1 Double-click the shape.
2 Click the Shadow tab.
3 Change any drop shadow options.
Ÿ You can also use the Graphics Property Bar to edit the attributes of a
shape.

To edit a drawing or clipart image
1 Right-click the drawing or clipart image, then click Edit Image.
2 In Corel Presentations, edit the drawing or clipart image.
3 Click File, Save.
4 Click outside the drawing or image to return to the Document Window.
Ÿ You can also double-click a drawing or clipart image to edit it.

Manipulating graphics
In WordPerfect, you can manipulate a graphic in several ways: you can size a
graphic, stretch a graphic, and alter the form of shapes, lines, and polylines.
Sizing a graphic makes it larger or smaller while keeping its original
proportions intact. Stretching a graphic extends it horizontally or vertically.
You can skew a shape using small, green, diamond-shaped handles.
Some shapes can be altered using glyphs. Glyphs are small, pink,
diamond-shaped handles that can be dragged to alter the form of the shape.
The following
illustration
demonstrates the
different forms a
shape can take when
altered using a
glyph.

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265

Ellipses can be altered using the mode toggle. The mode toggle is a small,
gray square that appears in the center of an ellipse and is used to toggle
between a filled ellipse, an outlined ellipse, or a segmented pie ellipse.
The following
illustration
demonstrates the
three forms of an
ellipse when altered
using the mode
toggle.

Lines and polylines are altered using editing points, which can be dragged to
change the form of the line.

To size a graphic
1 Click the graphic.
2 Drag a corner handle of the selected graphic until the graphic is the
desired size.
Ÿ To size a graphic from its center, press and hold SHIFT, then drag a handle
to size the graphic proportionally.

To stretch a graphic
1 Click the graphic.
2 Drag a side handle of the selected graphic until you achieve the desired
effect.

To skew a shape
1 Right-click a shape, then click Skew Shape.
2 Drag a skewing handle until you obtain the desired effect.

To manipulate a shape using a glyph
1 Click the shape.
2 Drag a glyph until you obtain the desired effect.

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To manipulate an ellipse using the mode toggle
1 Click the ellipse.
2 Click the mode toggle to shift between the different modes.

To manipulate a line or polyline using editing points
1 Right-click the line or polyline, then select Edit Points.
2 Drag any of the points until you obtain the desired effect.

Saving graphics
After you use Corel Presentations to create a drawing or edit a clipart image,
you can save the image as a separate file. You can then insert the saved
graphics file into other documents.
WordPerfect supports many export file formats. For information about
exporting, see Import and export file formats for WordPerfect 9 in the
Reference Information section of the online Help.

To save graphics
1 Select the graphic.
2 Click File, Save As.
3 Click Selected Image, then click OK.
4 Choose the drive where you want to save the file from the Save In list
box.
5 Double-click the folder in which you want to save the file.
6 Type the filename in the File Name box.
7 Choose the file type you want from the File Type list box.
8 Click Save.
Ÿ To save fonts with a graphic, enable the Embed Fonts check box in the
Save Image As dialog box.

Deleting graphics
You can delete shapes, images, clipart, and pictures from a document.

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To delete a graphic
1 Select the graphic.
2 Press DELETE or BACKSPACE.

Arranging and viewing graphics
When you have two or more overlapping graphics in your document, you can
arrange their order by moving their graphics boxes in front of or behind the
other boxes in the stack. You can also place graphics boxes behind text (like a
watermark) or in front of text (like a sticky note).
You can group graphics so that they remain together when they are moved,
sized, and edited. Grouping is especially useful when you want to keep an
image and text together. When you want to edit the graphics individually, you
can separate the grouped graphics.
The following
illustration is an
example of grouped
graphics.

You can also display or hide graphics in the Document Window.

Ordering graphics
When you have two or more overlapping graphics in your document, you can
arrange their order by moving their graphics boxes in front of or behind the
other boxes in the stack. You can place graphics boxes behind text (like a
watermark) or in front of text (like a sticky note). You can also easily select a
graphic that is over or under another graphic.

To order overlapping graphics
1 Right-click a graphic, click Order, then choose one of the following:
Ÿ To Front — moves a graphic above the overlapping graphics
Ÿ To Back — moves a graphic behind the overlapping graphics

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Ÿ Forward One — moves a graphic forward one layer
Ÿ Back One — moves a graphic back one layer
Ÿ You can also click the Object(s) Forward One button or the Object(s) Back
One button on the Graphics Property Bar.

To move a graphic behind or in front of text
1 Click a graphic to select it.
2 On the Graphics Property Bar, click Graphics, then click one of the
following:
Ÿ In Front Of Text — moves the selected graphic above the text
Ÿ Behind Text — moves the selected graphic below the text

To select a graphic that is over or under another graphic
1 Click a graphic to select it.
2 On the Graphics Property Bar, click one of the following buttons:
Ÿ Next Box — selects the next box that appears in the document
Ÿ Previous Box — selects the previous box that appears in the document
Ÿ The Next Box button and the Previous Box button on the Graphics
Property Bar are available only when more than one graphic appears in
the document.

Grouping and ungrouping graphics
You can group graphics so that they remain together when they are moved,
sized, and edited. Grouping is especially useful when you want to keep an
image and text together. When you want to edit the graphics individually, you
can separate the grouped graphics.

To group graphics
1 Select the graphics you want to group by holding down SHIFT and
clicking them.
2 Right-click one of the selected graphics, then click Group.

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Ÿ When you click one of the graphics, one set of sizing handles appears
around the grouped graphics. You can size, move, or edit the group of
graphics. For information about sizing graphics, see “Manipulating
graphics” on page 265. For information about moving graphics, see
“Moving a graphics box” on page 281.

To ungroup graphics
Ÿ Right-click one of the grouped graphics, then click Separate.

Hiding and displaying graphics in the window
You can hide or display graphic lines, images, and boxes. By default, graphics
are visible in the Document Window.

To display graphics in the window
Ÿ Click View, Graphics.
A check mark next to the Graphics command indicates that graphics are
displayed.

Changing the appearance of a graphics image
WordPerfect includes tools that let you change the way an image looks. You
can use the Image Tools palette to alter specific attributes of an image, such
as changing the brightness and contrast, changing a color image to black and
white, or changing the size and placement of an image within a graphics box.
You can also flip an image, so that it displays its mirror image, or you can
rotate an image. These changes do not alter the original image, but apply
only to how the image looks within the graphics box.

Changing the size and position of an image
You can enlarge or reduce an image, crop an image to a specified size, or
move it around inside the graphics box.

To enlarge or reduce an image
1 Right-click the image, then click Image Tools.
2 Open the Zoom flyout, then click the Zoom In/Zoom Out button.
A scroll bar appears at the right side of the image.
3 Click the arrows at the top or bottom of the scroll bar to enlarge or reduce
the image.

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Ÿ Click the Zoom Actual Size button in the Zoom flyout to restore the image
to its original size.
Ÿ To use precise values to change the image size, click Edit Attributes,
Scale Image, then specify a value for X (width) and Y (height), or specify a
scale for both X and Y.

To crop an image
1 Right-click the image, then click Image Tools.
2 Open the Zoom flyout, then click the Crop Image button.
3 Position the cursor on the image until it changes to a magnifying glass.
4 Drag the magnifying glass pointer to frame the part of the image that you
want to enlarge and crop.
The area you frame fills the graphics box.
Ÿ Click the Zoom Actual Size button in the Zoom flyout to restore the image
to its original size.

To move an image inside a graphics box
1 Right-click the image, then click Image Tools.
2 Click Move, then drag the image to move it inside the graphics box.
Ÿ Click Edit Attributes to specify a precise horizontal and vertical position
for the image. Positive values move the image to the right or up; negative
values move it to the left or down.

Flipping and rotating an image
You can flip an image from left to right or from top to bottom. You can also
rotate an image inside a graphics box. When rotating an image, you can
change the center of rotation so that the image pivots around a specified
point rather that rotating in a fixed position.

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To flip an image
1 Right-click the image, then click Image Tools.
2 Click a Flip button to flip the image on its vertical or horizontal axis.
Ÿ You can also flip an image using the Horizontal Flip button or the Vertical
Flip button on the Graphics Property Bar.

To rotate an image using the mouse
1 Right-click the image, then click Image Tools.
2 Click Rotate.
Rotation handles appear at each corner of the graphics box and a center
handle appears in the middle of the graphics box over top of the image.
3 Drag the center handle to change the center of rotation.
4 Drag one of the corner rotation handles in the direction you want to rotate
the image.

To rotate an image using exact measurements
1 Right-click the image, then click Image Tools.
2 Click Edit Attributes.
3 Enable the Rotate Image button.
4 In the Rotate Image section, type an angle of rotation in the Amount box.

Adjusting the brightness and contrast of an image
You can adjust the brightness and contrast of an image.

To adjust the brightness of an image
1 Right-click the image, then click Image Tools.
2 Select a value from the Brightness palette.
Ÿ To specify a precise brightness value, click Edit Attributes, Color
Attributes, then specify a value between -1 (black) and 1 (white).

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To adjust the contrast of an image
1 Right-click the image, then click Image Tools.
2 Select a value from the Contrast palette.
Ÿ To specify a precise contrast value, click Edit Attributes, Color Attributes,
then specify a value between -1 (no contrast) and 1 (highest contrast).

Changing color attributes of an image
You can change the color attributes of an image within the graphics box. You
can invert the colors in the image, make the image transparent or white, or
convert the image to black and white.

To invert the colors in an image
1 Right-click the image, then click Image Tools.
2 Click the Invert Colors button to change the image colors to their
complementary colors.
Ÿ Click the Invert Colors button again to return the colors to their original
value.

To change the fill in an image
1 Right-click the image, then click Image Tools.
2 Select one of the following fill attributes from the Fill palette:
Ÿ Normal — displays the image normally
Ÿ Transparent — displays text or a background through the image
Ÿ White — displays an outline (line drawing) of the image

To convert a color image to black and white
1 Right-click the image, then click Image Tools.
2 Select a gray value from the BW Threshold palette.

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Ÿ Any colors darker than the threshold become solid black. Any colors
lighter than the threshold become solid white. For example, you can use
the color threshold to turn reds and purples to black and yellows to white.

Ÿ To specify a precise threshold value, click Edit Attributes, B&W
Attributes. Select Black And White, then set a threshold value. Higher
numbers produce a darker image.

Restoring an image to its original appearance
You can reset the image to undo any attribute, color, fill, or positioning
changes you have made with the Image Tools palette.

To restore an image to its original appearance
1 Right-click the image, then click Image Tools.
2 Click Reset Attributes.

Using graphics styles
Graphics are formatted with styles. Styles define the appearance of
Ÿ boxes
Ÿ borders
Ÿ fills
Ÿ graphics lines
You can use the preset styles included with WordPerfect or you can create
your own styles. Styles for graphics boxes, borders, fills, and lines let you
format a document quickly and consistently.

Managing graphics styles
You can create graphics styles for boxes, borders, fills, and lines. You can
retrieve, copy, and rename a graphics style, which is useful if you want to
create a new style based on the formatting options of an existing style. You
can also edit and delete a graphics style or restore a style to its original
configuration. Saving graphics styles lets you use them again in other
documents or templates.

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Creating and editing a graphics style
You can create a graphics style for boxes, borders, fills, and lines. You can
also edit the style to apply different formatting. When you edit a graphics
style, all graphics boxes, borders, fills, and lines formatted with that style are
updated.

To create a graphics style
1 Click Format, Graphics Styles.
2 Enable one of the following buttons to choose the style type you want to
create:
Ÿ Box
Ÿ Border
Ÿ Fill
Ÿ Line
3 Click the Create button.
4 Type a name for the style in the Style Name box.
5 Change the attributes of the graphics box, border, fill, or line.
Ÿ If you want to create a graphics style based on another style, copy the
original style, then edit the copy. For information about copying a graphics
style, see “Copying and retrieving a graphics style” on page 276.

To edit a graphics style
1 Click Format, Graphics Styles.
2 Enable one of the following buttons to choose the style type you want to
edit:
Ÿ Box
Ÿ Border
Ÿ Fill
Ÿ Line
3 Choose the style from the Styles list box.
4 Click the Edit button.
5 Change the attributes of the graphics box, border, fill, or line.
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275

Copying and retrieving a graphics style
You can copy a graphics style. Copying a graphics style is useful when you
want to create a new style with similar formatting options as an existing
style. You can also retrieve a graphics style. When you retrieve a graphics
style, the style is attached to the current document. You can then apply the
style to graphics boxes, borders, fills, or lines in the document.

To copy a graphics style
1 Click Format, Graphics Styles.
2 Enable one of the following buttons to choose the style type you want to
copy:
Ÿ Box
Ÿ Border
Ÿ Fill
Ÿ Line
3 Choose the style from the Styles list box.
4 Click Options, Copy.
5 Type a name for the style in the New Name box.

To retrieve a graphics style
1 Click Format, Graphics Styles.
2 Enable one of the following buttons to choose the style type you want to
retrieve:
Ÿ Box
Ÿ Border
Ÿ Fill
Ÿ Line
3 Click Options, Retrieve.
4 In the Filename box, type the name of the file that contains the style you
want, then click OK.
5 Enable one of the following buttons:
Ÿ User — lets you retrieve styles you have created
Ÿ System — lets you retrieve styles provided with WordPerfect
Ÿ Both — lets you retrieve all styles

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Ÿ If you specify the name of a template file in step 4, all styles from that
template are retrieved. You do not need to select User or System styles.

Renaming and saving a graphics style
You can rename a graphics style that you have created, but you cannot
rename a preset graphics style. You can customize and save graphics styles
to use again in other documents or templates.

To rename a graphics style
1 Click Format, Graphics Styles.
2 Enable one of the following buttons to choose the style type you want to
rename:
Ÿ Box
Ÿ Border
Ÿ Fill
Ÿ Line
3 Choose the style from the Styles list box.
4 Click Options, Rename.
5 Type a name for the style in the New Name box.

To save a graphics style
1 Click Format, Graphics Styles.
2 Enable one of the following buttons to choose the style type you want to
save:
Ÿ Box
Ÿ Border
Ÿ Fill
Ÿ Line
3 Click Options, Save As.
4 Type a name for the style in the Filename box.

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Ÿ The file is saved to the default template folder, as specified in Tools,
Settings. If none is specified, WordPerfect saves the styles where your
Windows files are stored.

Restoring a graphics style to its default appearance
You can reset a system style. System styles are the preset styles provided
with WordPerfect. Resetting returns the style to the way it was when you
first installed WordPerfect.

To restore a graphics style to its default appearance
1 Click Format, Graphics Styles.
2 Enable one of the following buttons to choose the style type you want to
restore:
Ÿ Box
Ÿ Border
Ÿ Fill
Ÿ Line
3 Choose the style from the Styles list box.
4 Click Options, Reset.

Deleting a graphics style
You can delete a graphics style that you have created, but you cannot delete
one of the preset graphics styles provided with WordPerfect.

To delete a graphics style
1 Click Format, Graphics Styles.
2 Enable one of the following buttons to choose the style type you want to
delete:
Ÿ Box
Ÿ Border
Ÿ Fill
Ÿ Line
3 Choose the style from the Styles list box.
4 Click Options, Delete.

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Using graphics boxes
When you insert an image into WordPerfect, it is placed inside a box
(sometimes called a frame).
You can apply a preset graphics box style to the box surrounding a graphic, or
you can create a custom graphics box with the attributes you want. You can
change the box size and position on the page. When sizing a graphics box,
you can maintain the proportions of an image. You can also easily replace the
image inside the box.
When you format a graphics box with the attributes you want, such as border,
fill, and size options, you can copy that graphics box format to other boxes in
your document. You can also delete a graphics box.

Using preset graphics box styles
There are fourteen preset graphics box styles, each with a specific look and
position on the page.
Graphics box style

Description

Button

Used to create a box that looks like a raised button, similar to buttons in
dialog boxes. It can contain text or graphics, and is often used to mark
hyperlink jumps. It is anchored as a character.

Draw Object

Similar to Image box that wraps behind text (like a watermark) and has
no caption counter.

Draw Object Text

Similar to Draw Object with content set to text. This box is commonly
used for grouping text with a draw object.

Equation

Used with mathematical, scientific, or business formulas and expressions.
The box extends the full width of the page or column. It has no borders.

Figure

Also used with images. However, it has a hairline border.

Image

Used with clipart images, charts, logos, or drawings. It does not have
borders so you can contour text around the image in the box.

Inline Equation

Used to insert an equation or expression in a line of text. It has no
borders and is anchored as a character.

Inline Text

Used to insert text (in a box) in another line of text. It has no borders
and is anchored as a character.

OLE 2.0 Box

Used with OLE objects (such as images). It does not have borders.

Sticky Note Text

Box that resembles a sticky note with a yellow background, covering
everything beneath it.

Table

Used for tables, spreadsheets, statistical data, or text. It has thick
borders on the top and bottom of the box.
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279

Text Box

Used to separate text from the main document, such as for quotes and
sidebars. It has thick borders on the top and bottom of the box.

User

Used for any graphic (clipart images, drawings, charts, text, equations,
or tables). It has no borders.

Watermark

Used to add a background image behind the text on the page. It has no
borders.

Applying a custom graphics box style
You can apply a graphics box style to a graphics box in your document.

To apply a graphics box style
1 Right-click a graphics box, then click Style.
2 Choose a style from the Styles list box.
Ÿ The text at the bottom of the Custom Box dialog box describes each box
style as you select it.

Creating and inserting a custom graphics box
You can create a new graphics box and insert it in a document.

To create and insert a custom graphics box
1 Click Insert, Graphics, Custom Box.
2 Click the Styles button.
3 Click the Create button.
4 Type a name for the style in the Style Name box.
5 Select attributes for the style.
6 Click OK, then click Close.
7 Choose the style you created from the Styles list box.
8 Click OK to insert the custom graphics box.
Ÿ The text at the bottom of the Custom Box dialog box describes each box
style as you select it.

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Moving a graphics box
You can move a graphics box to a new location by clicking and dragging. If the
graphics box is attached to a paragraph, a guideline and a pushpin indicate to
which new paragraph it will attach. If the graphics box is attached to a
character, a black vertical line next to the box shows where the box will
move.

To move a graphics box
1 Click a graphics box to select it.
2 Drag the box to a new location.
Ÿ You can also cut and paste the box. For information about cutting and
pasting, see “Cutting, copying, and pasting text and graphics” on page 31.

Resizing a graphics box
You can change the size of a graphics box by selecting it and dragging any of
the sizing handles, or by using the Box Size dialog box to size your graphics
box more precisely. You can also preserve the width/height ratio of an image
when sizing a graphics box to keep the image from becoming distorted.

To resize a graphics box
1 Click a graphics box to select it.
2 Drag the sizing handles.
Be sure to position the cursor directly on a handle when you drag.
Ÿ When you use the corner handles to resize a box, the size of the box
adjusts to maintain the current height/width ratio of the box and also to
maintain the original proportions of the image. To change the height/width
ratio of the box, use the middle handles to resize the box. However, as you
resize the box the image adjusts to fill the box and, consequently, the
image may become distorted.

To resize a graphics box to specific measurements
1 Right-click a graphics box, then click Size.
2 Do one of the following:

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Ÿ Click Set in the Width or Height section, then type a width or height.
Ÿ Click Full in the Width or Height section to have the graphics box fill
the width or height of a page column (from left to right margin). A box
with Full as its height is automatically attached to the page.
Ÿ To prevent an image from becoming distorted, click Maintain Proportions
in the Width or Height section.

To preserve the width/height ratio of an image
1 Right-click a graphic, then click Content.
2 Click Preserve Image Width/Height Ratio.
Ÿ Selecting this option will restore a distorted image to its correct
proportions. However, the restored image may not fill the box.

Changing the contents of a graphics box
After you get a graphics box looking the way you want, you can replace the
contents of the box without having to delete the graphics box and start over.
You can choose to replace an image with another image, text, an equation, or
with an empty box.
You can shift an image inside a graphics box by changing the horizontal and
vertical locations.

To change the contents of a graphics box
1 Right-click a graphic, then click Content.
2 Choose one of the following options from the Content Type list box:
Ÿ Image — lets you replace the current contents with an image
Ÿ Text — lets you replace the current contents with text
Ÿ Equation — lets you replace the current contents with an equation
Ÿ Image On Disk — lets you replace the current contents with an image
on disk
Ÿ OLE Object — lets you replace the current contents with an OLE
object
3 Type the filename of the new contents in the Filename box.

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Ÿ If you choose Empty from the Content Type list box, you are given the
option of deleting the contents of the graphics box.

To change the position of the contents inside a graphics box
1 Right-click a graphic, then click Content.
2 Choose one of the following options from the Horizontal Position list box:
Ÿ Left
Ÿ Right
Ÿ Centered
3 Choose one of the following options from the Vertical Position list box:
Ÿ Top
Ÿ Bottom
Ÿ Centered

Copying a graphics box format to other boxes
You can copy a graphics box format to other boxes. Formatting attributes,
such as border, fill, text wrapping, caption, and size, are applied.

To copy a graphics box format to other boxes
1 Select the graphics box that has the formatting you want to copy.
2 Click Format, QuickFormat.
3 Click the QuickFormat paintbrush cursor in the graphics boxes you want
to format.
4 Click Format, QuickFormat to disable QuickFormat.
Ÿ You can also right-click the formatted graphics box, then click
QuickFormat.

Deleting a graphics box
You can delete a graphics box and its contents.

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283

To delete a graphics box
1 Select the graphics box.
2 Press DELETE or BACKSPACE.
Ÿ You can also right-click a graphic, then click Delete Box.

Using borders and fills
You can add a border around a paragraph, page or column, or around a
graphics box. You can change border attributes, such as line style and color,
and you can add rounded corners and drop shadows to a border. You can also
add and customize the fill style, pattern, or shading to the space inside the
borders.
The following
illustration shows
examples of borders,
fills, and drop
shadows.

You can create, edit, and save border styles.

Adding borders
You can add borders around a graphics box, paragraph, column, or page.

To add a border to a graphics box
1 Right-click a graphics box, then click Border/Fill.
2 Choose a border pattern from the Available Border Styles box.

To add a border to a paragraph
1 Click in a paragraph.
2 Click Format, Paragraph, Border/Fill.

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3 Choose a border pattern from the Available Border Styles box.
To apply the border only to the selected paragraph, click Apply Border To
Current Paragraph Only.
Ÿ If you disable Apply Border To Current Paragraph Only, the border
surrounds the current paragraph and all subsequent paragraphs in the
document.

To add a border to a column
1 Click in a column.
2 Click Format, Columns.
3 Click the Border/Fill button.
4 Choose a border pattern from the Available Border Styles box.
To apply the border only to the selected column, click Apply Border To
Current Column Group Only.
Ÿ If you disable Apply Border To Current Column Group Only, the border
surrounds the current column and all subsequent columns in the
document.

To add a border to a page
1 Click in a page.
2 Click Format, Page, Border/Fill.
3 Choose one of the following options from the Border Type list box:
Ÿ Line — lets you choose a border from the preset line borders
Ÿ Fancy — lets you choose a border from the default Fancy Borders
folder
4 Choose a border pattern from the Available Border Styles box.
To apply the border only to the current page, click Apply Border To
Current Page Only.

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285

Ÿ If you disable Apply Border To Current Page Only, the border will
surround the current page and all subsequent pages in the document.

Ÿ To browse for fancy borders located in other folders, click the Change
Folders button and type the filename of the folder you want to open in the
File Name box.
Ÿ After you put a fancy border on a page, you can type text on the page as
you usually would. However, the border doesn’t change page margins. If
you don’t want to type over the border, you may need to move the page
margins within the border.

Editing borders
You can edit and customize the border style for a graphics box, paragraph,
column, or page.

To edit the border of a graphics box
1 Right-click a graphic, then click Border/Fill.
2 Choose a border pattern from the Available Border Styles box.
3 Choose a border color from the Color palette.
4 Choose a line style from the Line Style palette.

To edit the border for a paragraph
1 Click in the paragraph.
2 Click Format, Paragraph, Border/Fill.
3 Follow steps 2 to 4 from the previous procedure.

To edit the border for a column
1 Click in the column.
2 Click Format, Columns.
3 Click the Border/Fill button.
4 Follow steps 2 to 4 from the “To edit the border of a graphics box”
procedure.

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To edit the border for a page
1 Click on the page.
2 Click Format, Page, Border/Fill.
3 Follow steps 2 to 4 from the “To edit the border of a graphics box”
procedure.
Ÿ You can click the Advanced tab in the Box Border/Fill dialog box to adjust
the spacing inside and outside the border, and to add and adjust the curve
of rounded corners. Click the Shadow tab to change the color and width of
the drop shadow.

Adding and editing fills
You can add or change the fill style, pattern, or shading to the space inside
the borders. Solid fills include even-colored fills, shading, and patterns;
gradient fills display a progression between two colors.

To add or edit fills
1 Right-click a graphic, then click Border/Fill.
2 Click the Fill tab.
3 Choose a pattern from the Available Fill Styles box.
4 Select colors from the Foreground and Background palettes.

To add or edit gradient fills in a graphics box
1 Right-click a graphic, then click Border/Fill.
2 Click the Fill tab.
3 Select colors from the Foreground and Background palettes.
4 Click the Advanced tab.
5 Choose a type of fill from the Gradient list box.
To change the vertical and horizontal placement of the shadows within the
gradient, or to rotate the gradient, select an amount for the Vertical Offset,
Horizontal Offset, or Rotation Angle options.

To add or edit gradient fills for a column
1 Click Format, Columns.

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2 Click Border/Fill, then click the Fill tab.
3 Select colors from the Foreground and Background palettes.
4 Click the Advanced tab.
5 Choose a type of fill from the Gradient list box.
To change the vertical and horizontal placement of the shadows within the
gradient, or to rotate the gradient, select an amount for the Vertical Offset,
Horizontal Offset, or Rotation Angle options.

To add or edit gradient fills for a paragraph or page
1 Click Format, then click one of the following:
Ÿ Paragraph, Border/Fill — lets you change gradient fill options for a
paragraph
Ÿ Page, Border/Fill — lets you change gradient fill options for a page
2 Click the Fill tab.
3 Select colors from the Foreground and Background palettes.
4 Click the Advanced tab.
5 Choose a type of fill from the Gradient list box.
To change the vertical and horizontal placement of the shadows within the
gradient, or to rotate the gradient, select an amount for the Vertical Offset,
Horizontal Offset, or Rotation Angle options.

Changing border space
You can adjust the spacing between the border and the text surrounding the
box, and between the border and the contents of the box.

To change the border space for a graphics box
1 Right-click a graphic, then click Border/Fill.
2 Click the Advanced tab.
3 Choose a spacing option from the Inside palette.
4 Choose a spacing option from the Outside palette.

To change the border space for a column border
1 Click Format, Columns.
2 Click Border/Fill, then click the Advanced tab.

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3 Choose a spacing option from the Inside palette.
4 Choose a spacing option from the Outside palette.

To change the border space for a paragraph or page border
1 Click Format, then click one of the following:
Ÿ Paragraph, Border/Fill — lets you change border space options for a
paragraph
Ÿ Page, Border/Fill — lets you change border space options for a page
2 Click the Advanced tab.
3 Choose a spacing option from the Inside palette.
4 Choose a spacing option from the Outside palette.

Changing the roundness of a border
You can change the border for a graphics box, paragraph, column, or page so
that it displays round or square corners.

To change the roundness of a graphics box border
1 Right-click a graphic, then click Border/Fill.
2 Click the Advanced tab.
3 Do one of the following:
Ÿ Click Rounded Corners.
Ÿ Type a number in the Corner Radius box.

To change the roundness of a column text border
1 Click Format, Columns.
2 Click Border/Fill.
3 Follow steps 2 and 3 from the previous procedure.

To change the roundness of a paragraph or page text border
1 Click Format, then click one of the following:
Ÿ Paragraph, Border/Fill — lets you change the roundness of a paragraph
text border

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Ÿ Page, Border/Fill — lets you change the roundness of a page text
border
2 Follow steps 2 and 3 from the “To change the roundness of a graphics box
border” procedure.
Ÿ The number 0 specifies square corners. As the number increases, the
corner becomes more rounded.

Changing the drop shadow
You can change the drop shadow for a graphics box border, or for a paragraph,
column, or page border.

To change the drop shadow for a graphics box border
1 Right-click a graphic, then click Border/Fill.
2 Click the Shadow tab.
3 Choose a direction for the drop shadow in the Direction Of Shadow box.
4 Type a height in the Shadow Height box.
5 Type a width in the Shadow Width box.
6 Choose a color from the Color palette.

To change the drop shadow for a column border
1 Click Format, Columns.
2 Click Border/Fill.
3 Follow steps 2 to 6 from the previous procedure.

To change the drop shadow for a paragraph or page border
1 Click Format, then click one of the following:
Ÿ Paragraph, Border/Fill — lets you change drop shadow options for a
paragraph
Ÿ Page, Border/Fill — lets you change drop shadow options for a page
2 Follow steps 2 to 6 from the “To change the drop shadow for a graphics
box border” procedure.

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Removing a border
You can remove a border around a graphics box, or around a paragraph, page,
or column.

To remove a border around a graphics box
1 Right-click a graphic, then click Border/Fill.
2 Click Discontinue.

To remove a border around a column
1 Click the column border you want to remove.
2 Click Format, Columns, then click Border/Fill.
3 Click Discontinue.

To remove a border around a paragraph or page
1 Click the paragraph or page border you want to remove.
2 Click Format, then click one of the following:
Ÿ Paragraph, Border/Fill — lets you change border options for a
paragraph
Ÿ Page, Border/Fill — lets you change border options for a page
3 Click Discontinue.

Using graphics lines
Graphics lines separate text or graphics on a page to make your document
visually appealing and easier to read. When you insert lines, you can
customize the line color, pattern, thickness of lines, or spacing around the
line, or you can use a preset line style to define the look of a line quickly. You
can use the preset line styles provided with WordPerfect, or you can create
new styles.

Creating, inserting, and editing a graphics line
You can insert preset horizontal and vertical lines that extend between
margins. Once a line is inserted in your document, you can move it or change
its width, length, style, color, and spacing.
You can also create a custom graphics line with the exact style, position,
length, spacing, thickness, and color you want before inserting it.

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To insert a vertical line
Ÿ Click Insert, Line, Vertical Line.

To insert a horizontal line
Ÿ Click Insert, Line, Horizontal Line.
Ÿ You can also use QuickLines to insert a horizontal line. At the beginning of
a line, type four hyphens (- - - -) for a single line or four equal signs (= =
= =) for a double line, then press ENTER.

To create a custom graphics line
1 Click Insert, Line, Custom Line.
2 Enable one of the following buttons:
Ÿ Horizontal Line
Ÿ Vertical Line
3 Change any of the line and position options.

To edit a graphics line
1 Click the line to select it.
2 Right-click the line, then click one of the following options:
Ÿ Edit Horizontal Line
Ÿ Edit Vertical Line
3 Change any of the line and position options.
Ÿ You can also edit a graphics line by selecting it and clicking options on the
Property Bar.
Ÿ If you have overlapping lines, you can click View, Reveal Codes, then
double-click the graphics line code to change a specific line. For more
information about Reveal Codes, see “Displaying Reveal Codes” on page
43.

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Creating and editing a custom line style
You can save the look of a graphics line as a line style to use it again in your
document or in other documents that use the same template.

To create a custom line style
1 Click Insert, Line, Custom Line.
2 Click the Line Styles button.
3 Click Create.
4 Type a name for the new style in the Style Name box.
5 Change the attributes for the line.

To edit a custom line style
1 Click Insert, Line, Custom Line.
2 Click the Line Styles button.
3 Choose the style you want to edit from the Styles list box.
4 Click Edit.
5 Change the attributes for the line.
Ÿ To edit a style without losing the original, first copy the style and rename
it. For information about copying a style, see “Copying and retrieving a
graphics style” on page 276.

Moving and sizing a graphics line using the mouse
You can move or size a graphics line using only the mouse.

To move a graphics line using the mouse
1 Select a graphics line.
2 Drag the line to a new location on the page or in another document.

To size a graphics line using the mouse
1 Select a graphics line.
2 Drag one of the sizing handles to enlarge or reduce the line length or
width.

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Ÿ To use precise measurements in moving or sizing the line, right-click the
line, then click Edit Horizontal Line or Edit Vertical Line.

Cutting, copying, and pasting a graphics line
You can cut, copy, or paste a graphics line within a document or for use in
another document.

To cut, copy, or paste a graphics line
1 Select a graphics line.
2 Click Edit, then click one of the following:
Ÿ Cut — removes the graphics line
Ÿ Copy — copies the graphics line
3 Click where you want to paste the graphics line.
4 Click Edit, Paste.
Ÿ You can also right-click a graphics line, then click Cut, Copy, or Paste.

Deleting a graphics line
You can delete a graphics line.

To delete a graphics line
1 Select a graphics line.
2 Press DELETE or BACKSPACE.
Ÿ You can also right-click a graphics line, then click Delete.

Working with graphics box captions
A caption identifies a graphic and is most often used for illustrations, charts,
or tables. You can add and edit a graphics box caption. A caption is usually
placed below the graphic; however, you can change the position of a caption
so that it appears to the right, left, or above a graphic.

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The following
illustration shows
1) a rotated caption
which appears to the
left of a graphic.

You can also rotate captions, adjust their size, and use text editing features,
such as fonts, line spacing, and cut and paste. For more information about
text editing features, see “Formatting documents” on page 71.
WordPerfect automatically numbers captions. Each graphics box style has a
different caption numbering style, called a counter. For example, all figure
boxes are numbered in sequence and labeled as “Figure.”

Graphics Box

Default Counter

How It Appears

Image

Figure

Figure 1

Text Box

Text

1

Equation

Equation

(1)

Figure

Figure

Figure 1

Table

Table

Table 1

User

User

1

OLE 2.0 Box

Figure

Figure 1

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You can change the numbering style of a graphics box caption, create a
multilevel numbering system for captions, and generate lists of figures,
charts, equations, or other graphics.

Adding and editing a graphics box caption
You can add a caption to any graphic with the exception of shapes. A caption
identifies a graphic and is most often used for illustrations, charts, or tables.
You can also edit a caption to change the text and to add font attributes such
as line spacing or bold type.

To add a graphics box caption
1 Right-click a graphic, then click Create Caption.
2 Type the caption text.
3 Click outside the box to deselect it and return to the document.
Ÿ You can delete the caption number when typing the caption text.

To edit the text of a graphics box caption
1 Right-click a graphic, then click Edit Caption.
2 Edit the text or change the font attributes.
3 Click outside the box to deselect it and return to the document.
Ÿ To access other editing options, right-click a graphic, then click Caption.

Ÿ You can also edit a caption by clicking the Caption button on the Graphics
Property Bar.

Changing the width and position of a graphics box caption
You can change the width and position of a graphics box caption.

To change the width of a graphics box caption
1 Right-click a graphic, then click Caption.
2 In the Caption Width section, enable one of the following buttons:

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Ÿ Auto Width — lets you adjust the width of a caption automatically
Ÿ Fixed — lets you specify a fixed width for a caption
Ÿ Percent — lets you specify the width of a caption as a percentage of the
width of a graphics box
3 Type a width in the Fixed or Percent boxes.

To change the position of a graphics box caption
1 Right-click a graphic, then click Caption.
2 In the Caption Position section, choose an option from any of the following
list boxes:
Ÿ Side Of Box — lets you position the caption at the left, right, top, or
bottom side of a graphics box
Ÿ Border — lets you position the caption inside or outside of a graphics
box border
Ÿ Position — lets you position a top or bottom caption at the left, right,
or center of a graphics box, or to position a side caption at the top,
bottom, or center of a graphics box
Ÿ You can preview each caption position in the Preview Window.
Ÿ Absolute Offset and Percent Offset let you offset a caption by a specific
amount.

Rotating a graphics box caption
You can rotate a caption inside or outside of the graphics box. Captions rotate
counterclockwise, and rotated captions can appear outside of the margin
guidelines.

To rotate a graphics box caption
1 Right-click a graphic, then click Caption.
2 In the Rotate Caption section, enable one of the following buttons:
Ÿ No rotation
Ÿ 90 Degrees
Ÿ 180 Degrees
Ÿ 270 Degrees

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Ÿ You can preview each caption position in the Preview Window.

Changing the numbering style of a graphics box caption
You can change the way graphics box captions are numbered for a specific
box style. You can choose different counters for different graphics box styles,
such as using a figure counter numbering style for a text box.

To change the numbering style of a graphics box caption
1 Right-click a graphic, then click Caption.
2 Click Change in the Caption Numbering Method And Style section.
3 Choose a counter style, then click Select.
Ÿ The counter style you select numbers the caption in sequence with other
graphics boxes using that counter.

Creating multilevel numbering in graphics box captions
WordPerfect automatically numbers captions. Each box type has a sequence
of numbers. For example, all figure boxes are numbered in sequence. You can
create multilevel numbering by completing three sets of procedures: first,
create a caption style from an existing style; second, create and format the
caption; and third, create a counter definition.

To create a caption style from an existing style
1 Click Format, Graphics Styles.
2 Enable the Box button.
3 Choose a style from the Styles list box.
4 Click Options, Copy.
5 Type a name in the New Name box, then click OK.
6 Choose the caption style you created from the Styles list box.
7 Click the Edit button.
8 In the Edit Box Style dialog box, click the Caption button.
9 In the Box Caption dialog box, click the Change button next to Number
Style.

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To create and format a caption
1 In the Styles dialog box, click the Create button.
2 Type a name in the Style Name dialog box.
3 Choose Document (Open) from the Type list box.
4 In the Contents box, type the text you want to insert followed by a space.
5 Apply text attributes to the text you type in the Contents box.
If you want to preview how the text will appear in your document, disable
the Reveal Codes check box.
6 In the Styles Edition dialog box, click Insert, Other, Counter.
7 Click the Create button in the Counter Numbering dialog box.

To create a counter definition
1 Type a name in the Counter Name list box.
2 Type a value in the Number Of Levels box, then click OK.
The maximum number of levels is 5.
3 Select Level 1 of your definition from the Counter list box.
4 Click the Display In Documents button.
5 Type any punctuation separating the level displays, then click OK.
Repeat this process for the rest of the levels.
6 Type any punctuation after the caption number.
7 Click OK to return to the Styles dialog box.
8 Choose the new style from the Available Styles list box, then click Close.
9 Click the Change button next to Counter Type, select the counter
definition you created, click Select, then close all dialog boxes.

Generating a list of captions
You can generate a list of all captions for a particular kind of graphics box.

To generate a list of captions
1 Place the insertion point where you want the list to appear in your
document.
2 Click Tools, Reference, List.
3 Click Define on the List toolbar, then click Create.
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4 Type a name for your list in the List box.
5 Choose a numbering format option from the Position list box.
6 Choose the type of box you want to generate a list for from the List Box
Captions Automatically list box.
7 Click OK, then click Insert.
You should see the message <>.
8 Click Generate on the List toolbar, then click one of the following options:
Ÿ Save Subdocuments — saves condensed documents with the
generated changes
Ÿ Build Hyperlinks — creates hypertext links to any marked graphics
9 Click OK to generate the list.

Integrating text and graphics
You can integrate text and graphics in WordPerfect. You can place text in a
text box to separate it from surrounding text, and you can change the
appearance of individual text boxes and all new text boxes. You can add text
to a shape. You can also insert graphics among the text in a document. When
you insert a graphic, you can attach the graphics box to a specific paragraph
or page to ensure that the box does not shift its position as you add or delete
text. You can also position a graphics box within columns.
When you insert text in a text box, you can rotate it or create reversed text
(light-colored text on a dark background). You can contour text around an
image or print text across an image using text wrapping. You can also insert a
watermark, which is a lightly shaded image, behind text and graphics on the
page.
1) A watermark
appears as a faint
picture in the
background of a
document.

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Creating a text box
You can create a text box in two ways. You can insert a preset graphics box
and type text into it, or you can place a text box around existing text.

To create a text box
1 Click Insert, Text Box.
2 Type the text inside the box.
3 Click outside the box to deselect it.
Ÿ To create a text box using the Shadow Cursor, drag across an area of your
document, then select Text Box from the QuickMenu that appears.

To place a text box around existing text
1 Select the text.
2 Click Insert, Text Box.

Changing the appearance of all new text boxes
You can change the appearance of all new text boxes by customizing the
default template. The new style is applied to text boxes in the current
document and in other new documents that use the same template.

To change the appearance of all new text boxes
1 Click Insert, Graphics, Custom Box.
2 Click Styles.
3 Choose Text Box from the Styles list box.
4 Choose Default Template from the List Styles From list box.
5 Click Edit, Settings, Change.
6 Choose BoxText from the Available Styles list box, then click Edit.
7 Select any options in the Styles Editor dialog box to change how text
appears in the box.
8 Click OK, Close, OK.
9 Select any options in the Edit Box Style dialog box to change how the
graphics box appears.

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Adding text to shapes
You can add text to basic shapes, such as circles, rectangles, lines, polygons,
and polylines. You can edit the text after you have added it to the shape, and
you can format the text. For information about formatting text, see “Setting
text attributes” on page 71.

To add text to a shape
1 Right-click a shape, then click Add Text.
A text box appears within the shape.
2 Type the text.
3 Click outside the shape to return to the Document Window.

To edit text added to a shape
1 Right-click the shape, click Select Other, then choose Box 2 (Text).
2 Edit the text.
3 Click outside the shape to return to the Document Window.
Ÿ You cannot add text to a shape that has been rotated or skewed.
Ÿ You cannot rotate or skew a shape once text has been added to the shape.

Attaching a graphics box to a character, paragraph, or page
When you insert a graphics box, the box is attached to a place on a page.
However, as you add or delete text, the box may move to a different page.
You determine how the box moves by where you attach it. You can make sure
a box stays on the page where you put it. You can attach a box to a paragraph
so it moves with the paragraph. You can also attach it as a character in a line
so it moves with the text in the line. If the box is attached to a paragraph, a
guideline and a pushpin show which paragraph it will attach to. If the box is
attached as a character, the black vertical line next to the box shows where it
will move.

To attach a box to a character
1 Right-click a graphics box, then click Position.
2 Select Character on the Attach Box To list box.
3 Select a line position option.

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Ÿ To prevent text on other lines from printing over the box, select Box
Changes Text Line Height.
Ÿ When you create equations, you can use the Custom option to precisely
align the figures in the equation.

To attach a box to a paragraph
1 Right-click a graphics box, then click Position.
2 Select Paragraph on the Attach Box To list box.
3 Set horizontal and vertical measurements to move the box from its anchor
point.

To attach a box to a page
1 Right-click a graphics box, then click Position.
2 Select Page on the Attach Box To list box.
3 Set horizontal and vertical measurements to move the box from its anchor
point.
Ÿ The box is anchored to a position on a page. However, added text can push
the graphic to the same location on the next page. Click Box Stays On
Page in the Box Position dialog box to keep the graphics box anchored to a
specific page.

Positioning a graphics box precisely in columns
You can specify an exact position for a graphics box within columns.

To position a graphics box precisely in columns
1 Right-click a graphics box, then click Position.
2 Select Page from the Attach Box To list box.
3 From the Horizontal list box, choose one of the following options:
Ÿ Left Column — attaches a graphics box to the left column
Ÿ Right Column — attaches a graphics box to the right column
Ÿ Centered In Columns — attaches a graphics box to the center of the
columns specified in the Across Columns section

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4 In the Horizontal box, specify any distance you want to offset the box from
that location.
5 From the Vertical list box, choose one of the following options:
Ÿ Top Of Page — selects the page location from which the box position is
measured
Ÿ Top Margin — selects the page location from which the box position is
measured
Ÿ Bottom Margin — selects the page location from which the box
position is measured
Ÿ Center Of Margins — selects the page location from which the box
position is measured
6 In the Vertical box, specify any distance you want to offset the box from
that location.
Ÿ If the column options fail to appear, make sure the image is placed within
the columns.
Ÿ To attach a graphics box to a specific number of columns, type the starting
and ending column numbers in the Across Columns boxes.
Ÿ If you want the image to span the specified columns, set the image size to
Full Width.

Creating reversed text
You can reverse the color of the text and the background in a text box.
Reversing text prints light-colored characters against a dark background.

To create reversed text
1 Select the text in a text box.
2 On the Property Bar, click the Font Color button, then click a color from
the Color palette.
3 Click outside the text box to deselect the text.
4 Right-click the text box, then click Border/Fill.
5 Click the Fill tab.
6 Choose a dark fill style from the Available Fill Styles box.

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Ÿ You can also reverse the color of text that is not found in a text box using
the REVERSE.WCM macro. For information about macros, see “Playing
macros” on page 556.

Rotating text
You can rotate the text in a text box counterclockwise. You can also edit text
that has been rotated. When you edit rotated text, the Text Box Editor
displays the text in a separate editing window.

To rotate text
1 Right-click the text box, then click Content.
2 Enable one of the following buttons in the Rotate Text Counterclockwise
section:
Ÿ 90 Degrees
Ÿ 180 Degrees
Ÿ 270 Degrees

To edit rotated text
1 Right-click the text box, then click Content.
2 Click Edit.
3 Edit the text in the Text Box Editor.
4 Click File, Close to return to your document.

Wrapping text around an image
You can specify how the text in a document flows around a graphics box. For
example, you can flow text through a graphic, around one or both sides of a
graphics box, or around the image inside the graphics box.

To wrap text around an image
1 Right-click the image, then click Wrap.
2 Select one of the following options in the Wrapping Type section:
Ÿ Square — wraps the text around the edges of the graphics box
Ÿ Contour — wraps the text around the outline of the image
Ÿ Neither Side — wraps the text above and below the image

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Ÿ Behind Text — places the image behind the text
Ÿ In Front Of Text — places the image on top of the text
3 Select one of the following options in the Wrap Text Around section:
Ÿ Largest Side — wraps the text along the side of the image with the
longest dimension
Ÿ Left Side — wraps the text along the left side of the image
Ÿ Right Side — wraps the text along the right side of the image
Ÿ Both Sides — wraps the text along both sides of the image
Ÿ Contouring text eliminates white space. Box lines are removed and text
wraps around the image, unless the box has rounded corners or top and
bottom lines.

Inserting a watermark behind text
You can insert a watermark, which is a lightly shaded image, behind text and
other graphics on a page. Watermarks are used as a background for text. You
can insert and edit two separate watermarks within each document;
Watermark A and Watermark B. You can also select which pages you want
the watermark to appear on. For example, if your document has facing pages,
you can use Watermark A on even pages and Watermark B on odd pages (or
vice versa).

To insert a watermark using an image from file
1 Click the top of the first page where you want the watermark to appear.
2 Click Insert, Watermark.
3 Select Watermark A or Watermark B, then click Create.
To select which pages you want the watermark to appear on, click the
Watermark Placement button on the Watermark Property Bar. The
default setting inserts the watermark on every page of a document.
4 Click Insert, Graphics, From File.
5 Double-click the folder in which the image is stored.
6 Double-click the image.
The image is inserted in your watermark page.
7 Click in the margin of the watermark page to deselect the image.

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8 Click File, Close.
The watermark is inserted in your document.

To insert a watermark using a clipart image
1 Follow steps 1 to 3 from the previous procedure.
2 Click Insert, Graphics, Clipart.
3 Browse through the folders in the Scrapbook until you find the image you
want to insert.
4 Select the clipart image, then click Insert.
The image is inserted in your watermark page.
5 Click in the margin of the watermark page to deselect the image.
6 Click File, Close.
The watermark is inserted in your document.
Ÿ You can also insert a watermark using the WATERMRK.WCM macro
included with WordPerfect. For more information about using macros, see
“Playing macros” on page 556.

To edit a watermark
1 Click the top of the first page where the watermark appears.
2 Click Insert, Watermark.
3 Select Watermark A or Watermark B, then click Edit.
4 On the Watermark Property Bar, click the Watermark Placement button.
5 In the Place On section, enable one of the following buttons:
Ÿ Odd Pages — places the watermark on odd pages (1, 3, 5, etc.)
Ÿ Even Pages — places the watermark on even pages (2, 4, 6, etc.)
Ÿ Every Page — places the watermark on every page
6 Click OK.
7 On the Watermark Property Bar, click the Watermark Shading button.
8 Type values in the Text Shading and Image Shading boxes.
9 Click OK, then click File, Close.

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Ÿ The watermark Property Bar provides limited image editing capabilities.
However, you can change the appearance of an image, then save the
image and use it as a watermark. For more information about editing an
image, see “Changing the appearance of a graphics image” on page 270.

To delete a watermark
1 Click the top of the first page where the watermark appears.
2 Click Insert, Watermark.
3 Click the Discontinue button.

Working with color
You can create and edit the colors used when working with fonts,
highlighting, and graphics in WordPerfect. You can use the Color Palette to
select colors. The default Color Palette consists of 256 colors. You can also
use color models to select colors. Three color models are available: RGB,
HLS, and CMYK.
You can preview color changes made to your document using the Corel
RealTime Preview feature.

Creating colors on the Color Palette
You can create colors on the Color Palette using the color wheel or using
color models, such as RGB, HLS, and CMYK. You can also click different
areas of the luminosity bar to change the appearance of a color.

To create colors with the color wheel
1 Click Format, Font.
2 Click the Font Color button, then click More.
3 Drag the pointer on the color wheel until the color you want appears in
the Current Color box.
4 Drag the pointer on the luminosity bar until the shade you want appears in
the Current Color box.

To create colors using color models
1 Click Format, Font.
2 Click the Font Color button, then click More.

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3 Choose a color model (RGB, HLS, or CMYK) from the Color Model list
box.
4 Type values in the Color Values boxes until the color you want appears in
the Current Color box.
Ÿ The color model you select determines the options available in the Color
Values boxes.

Ÿ You can open the Select Color dialog box from any Color Palette in
WordPerfect.

Using Corel RealTime Preview with graphics and colors
Corel RealTime Preview lets you view changes to a selection before the
changes actually take place. The Corel RealTime Preview feature for
graphics and colors is available when you use Property Bar buttons which
open a palette to change the attributes of borders, fills, lines, and shapes. For
example, you can view different border styles in your document before
choosing which style is the most suitable.
You must enable Corel RealTime Preview to view changes in a document.
For information about enabling Corel RealTime Preview, see “Displaying and
hiding items in a document” on page 626.”

To view changes to border, fill, or line attributes using Corel
RealTime Preview
1 Click the graphic you want to make changes to.
2 On the Graphics Property Bar, click one of the following buttons:
Ÿ Border Style — lets you change the border style of a graphics box
Ÿ Box Fill — lets you change the fill style of a graphics box
Ÿ Line Style — lets you change the line style of a line
Ÿ Line Thickness — lets you change the thickness of a line
Ÿ Shadow — lets you change the drop shadow of a graphics box or shape
3 Position the cursor over a style.
When you pause on a style, a preview of the border, fill, or line in that
style is displayed on the page.
4 Click the style to apply it to the selected graphic.
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To view color changes using Corel RealTime Preview
1 Click the graphic you want to make changes to.
2 On the Graphics Property Bar, click one of the following buttons:
Ÿ Foreground Color — lets you change the foreground color of a shape
Ÿ Background Color — lets you change the background color of a shape
Ÿ Shadow Color — lets you change the color of a drop shadow
Ÿ Line Color — lets you change the color of a graphics line
3 Position the cursor over a color.
When you pause on a color, a preview of the graphic in that color is
displayed on the page.
4 Click the color to apply it to the selected graphic.

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MANAGING LONG DOCUMENTS

9

Whether you want to produce books, term papers, business reports, or
magazine articles, WordPerfect has the tools and the power you need to get
the job done. You can work with several small documents and link them to a
master document to efficiently create a long document.
You can produce a professional-looking document; features, such as creating
and using a table of contents, a table of authorities, an index, a list,
cross-references, headers and footers, footnotes and endnotes, chapter and
page numbering, delay codes, and counters, which make it easy to manage
long documents.

Using master documents
It is easier to maintain several small documents than one large document.
For example, rather than writing a complete book in one document, you can
create subdocuments for each chapter. Subdocuments can be opened, closed,
and removed from the master document.
Master documents may be used as subdocuments in other master
documents.

Working with master documents
A master document may contain a table of contents, a table of authorities, an
index, a list, cross-references, headers and footers, footnotes and endnotes,
chapter and page numbering, delay codes, and counters. Master documents
can be updated, edited, condensed, and expanded.
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Subdocuments can also be condensed and expanded in a master document.
For example, when subdocuments are condensed in a master document, you
see only the information or text that exists within the master document.
Master documents can be used as subdocuments in other master documents.
When a master document is used as a subdocument and opened in another
master document, its subdocuments are automatically opened. For
information about using subdocuments, see “Working with subdocuments”
on page 313.
You can use Force Page to make sure that a certain page in a document
always has an odd or an even page number. This can be useful if you want to
start chapters or sections on odd-numbered pages.

To create a master document
1 Open a new document.
2 Create the headers, footers, and other substructures you want to apply to
the consolidated document, then specify any font and format settings.
3 Type any introductory text you want to include.
4 Position the cursor where you want the subdocument to appear.
5 Click File, Document, Subdocument.
6 Type or select the filename you want to include, then click Include.
Repeat steps 4-6 for each subdocument you want to include in the master
document.
Ÿ In Page view and Two Pages view of a master document, subdocument
links display as icons. In Draft view, subdocument links display as
comments. For information about displaying documents, see “Viewing
documents” on page 39.

Ÿ Master document formatting codes apply to subdocuments, except where
different codes are found in a subdocument. Master document styles
override subdocument styles.

To force a page number in a master document to be odd or even
1 Position the cursor on the page where you want to force the page break or
page number.
2 Click Format, Page, Force Page.

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3 Click one of the following:
Ÿ Current Page Odd — to force the page to have an odd number
Ÿ Current Page Even — to force the page to have an even number.
Ÿ You can also create a subdocument by clicking the Subdocument button on
the Reference toolbar. For more information about toolbars, see
“Customizing toolbars” on page 628.

Working with subdocuments
Subdocuments are smaller documents that are linked to a master document.
Subdocuments can be opened and closed in a master document, and they can
be removed from a master document. The way subdocuments appear in the
master document depends on how you view the master document. Page view
and Two Pages view display subdocuments as icons. Draft view displays
subdocuments as comments. For information about views, see “Viewing
documents” on page 39. Subdocument entries also appear in the Reveal
Codes window as [Subdoc]. For information about Reveal Codes, see
“Displaying Reveal Codes” on page 43.
Each subdocument is a regular WordPerfect document that contains the
components you would find in any document, such as codes used for
formatting text and graphics, marked text that can be included in a table of
contents, and headers, footers, footnotes, endnotes, etc. You can expand a
master document to view all of its subdocuments at once. This is useful for
performing functions, such as spell checking. When a master document is
expanded, you can see all the text and codes in the master document and its
subdocuments. You can also condense master documents when you want to
generate a list, such as a table of contents. When a master document is
condensed, you can only see the structure of the master document;
subdocument components can not be seen.

To create a subdocument
1 Click File, Document, Subdocument.
2 Choose the drive where the file is stored from the Look In list box.
3 Double-click the folder in which the file is stored.
4 Double-click the filename.

To open subdocuments in a master document
1 Open the master document.
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2 Click File, Document, Expand Master.
3 Disable the check box beside each subdocument you do not want to open.
Ÿ You can also create a subdocument by clicking the Subdocument button on
the Reference toolbar. For more information about toolbars, see
“Customizing toolbars” on page 628.

Ÿ All subdocuments are selected for expansion in the Expand Master
Document dialog box by default.
Ÿ When you open, close, and save subdocuments in a master document, the
subdocument styles are saved with the subdocuments.

To open all subdocuments if some documents are not selected
1 Click File, Document, Expand Master.
2 Choose Mark All from the Mark/Clear list box.

To deselect all subdocuments
1 Click File, Document, Expand Master.
2 Choose Clear All from the Mark/Clear list box.

To close subdocuments in a master document
1 Click File, Document, Condense Master.
2 Disable the check box beside each subdocument you do not want to
condense or save.
Ÿ You should close and save any subdocuments you have changed before
you close the master document. If you save a master document without
first saving the subdocument, your subdocument changes will be lost.

To remove the link of a subdocument from a master document
1 Click View, Reveal Codes.
2 Click the [Subdoc] code to expand it and see the file name.
3 Drag the appropriate [Subdoc] code out of the Reveal Codes window.

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Ÿ Once the subdocument link is removed, the subdocument is deleted from
the master document, and the file reverts to an ordinary WordPerfect file.

Creating a table of contents
A table of contents outlines a document, listing its chapters, sections, and
headings. You can generate a table of contents for a single document or a
master document. A table of contents generated for a master document
includes entries for all the subdocuments. You can also create more than one
table of contents in a document; for example, one for chapter titles and
another for document headings. In WordPerfect, you can customize many
aspects of a table of contents, including its number of levels, its layout, its
font, and other styles.
Creating a table of contents involves three steps:
Ÿ Defining the way you want the table of contents to look — for information,
see “Displaying levels and page numbers in a table of contents” on page
316.
Ÿ Marking text to include in the table of contents — for information, see
“Marking entries for a table of contents” on page 316.
Ÿ Generating the table of contents — for information, see “Generating and
updating a table of contents” on page 318.
The entries you mark for a table of contents in the text of your document can
include section, heading, subheading, and chapter entries. WordPerfect
makes it easy to do this by letting you mark the text.
A table of contents
presents an outline
of your document.

Creating a style for a table of contents
A table of contents provides a list of chapters, sections, headings, or
subheadings and provides an outline of your document. You can choose from
five predefined styles for a table of contents.

To create a style for a table of contents
1 Click Tools, Reference, Table Of Contents.
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2 Click the Define button, then click Styles.
3 Click the Create button, then type a name for the style in the Style Name
box
Ÿ You can choose a predefined style from the Table Of Contents Styles box.

To wrap long entries in a table of contents
Ÿ Click Define on the Table Of Contents toolbar, then enable the Display
Last Level In Wrapped Format check box.

Marking entries for a table of contents
Before you can generate a table of contents, you have to mark entries for it.
You can mark the sections, headings, subheadings, or chapters to include in
the table of contents. You can display and edit different levels in your table of
contents. You can also display and edit single page, secondary, chapter,
volume, or total page numbers, change the display for entries longer than one
line, and customize styles in the table of contents.

To mark entries for a table of contents
1 Click Tools, Reference, Table Of Contents.
2 Choose the word or phrase from your document that you want to include.
3 Click the Mark button for the level you want for the entry.
Choose from levels Mark 1 through Mark 5. Each button corresponds to a
level of indentation.
4 Repeat steps 2 and 3 for each entry you want to mark.
Ÿ When marking text, keep Reveal Codes displayed so that you do not
include tabs, center codes, etc., which would affect the outcome of the
table of contents. The text you select to include in the table of contents
has attributes which could be retained in the table of contents.

Displaying levels and page numbers in a table of contents
You can create and display different levels in a table of contents and
customize how page numbers appear. The level and page number are
automatically updated when you generate the table of contents. For more

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information about updating a table of contents, see “Editing a table of
contents” on page 319.

To display different levels in the table of contents
1 Click Tools, Reference, Table Of Contents.
2 Position the cursor where you want the table of contents to appear.
3 Click the Define button.
4 Type a value in the Number Of Levels (1-5) box.
5 Choose the page number positions from the Positions list box.

To customize page numbers in a table of contents
1 Click Tools, Reference, Table Of Contents.
2 Click the Define button, then click the Page Numbering button.
3 Enable the Custom Page Number Format button.
4 Click the Insert button, then choose from the following options:
Ÿ Page Number — lets you insert a page number in your table of
contents
Ÿ Secondary Number — lets you insert a secondary page number in your
table of contents
Ÿ Chapter Number — lets you insert a chapter number in your table of
contents
Ÿ Volume Number — lets you insert a volume number in your table of
contents
Ÿ Total Pages — lets you insert an entry in your table of contents for the
total number of pages
Ÿ The page number code, [Pg #], represents the page number in relation to
other text you type (such as “Economics — Page 1", where ”1" is the page
number represented by [Pg #]).
Ÿ If you are using secondary, chapter, volume, and total page numbers, you
can put them together in the table of contents (for example, “Chapter 3,
Page 98").
Ÿ You can type text between the codes. (For example, [Page #] of [Tot
Pages #]).

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To have the page numbers start on the page following a table of
contents
1 Position the cursor on the first page of your document.
2 Click Format, Page, Numbering.
3 Click the Set Value button.
4 Type 1 in the Set Page Number box.
5 Click the Apply button.

Generating and updating a table of contents
Before you can generate a table of contents, you must mark text in your
document and define the table of contents. For information about marking
text, see “Marking entries for a table of contents” on page 316. WordPerfect
lets you generate a table of contents and update an existing table of contents.

To generate a table of contents
1 Position the cursor where you want the table of contents to appear, type a
title for it, then press ENTER one or more times to add blank lines.
2 Click Tools, Reference, Table Of Contents.
3 Click the Generate button.
4 Enable one of the following check boxes:
Ÿ Save Subdocuments — lets you save changes to subdocuments when
the table of contents is generated
Ÿ Build Hypertext Links — lets you hyperlink the entries with related
sections in the table of contents when the document is generated

To update an existing table of contents
1 Click Tools, Reference, Table Of Contents.
2 Click the Define button on the Table Of Contents toolbar.
3 In the Define Table Of Contents dialog box, choose any features you wish
to change.
4 Click OK.
5 Click the Generate button.
6 Enable one of the following check boxes:

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Ÿ Save Subdocuments — lets you save changes to subdocuments when
the table of contents is generated
Ÿ Build Hypertext Links — lets you hyperlink the entries with related
sections in the document when the table of contents is generated

Editing a table of contents
When you edit and update a table of contents, WordPerfect scans the
document for each marked entry for the table of contents and saves the text
to the table of contents file.

To edit a style in a table of contents
1 Click Tools, Reference, Table Of Contents.
2 Click the Define button on the Table Of Contents toolbar, then click
Styles.
3 Do one of the following:
Ÿ Choose a style from the Table Of Contents Styles box
Ÿ Click the Create button, then type a name for the style in the Style
Name box.
4 Click the Edit button.
5 Change any options in the Styles Editor dialog box.
Ÿ For more information about using the Styles Editor, see “Working with
text styles” on page 123.
Ÿ The Display Last Level In Wrapped Format check box appears dimmed
until two or more heading or subheading levels are specified in the Table
Of Contents.
Ÿ When you select Display Last Level In Wrapped Format, only the first
three numbering formats are available for the last level. To conserve
space, any last-level entries that fall under the same higher-level entry
appear one after the other on the same line, rather than each appearing on
its own line.

Creating an Index
An index gives the reader an efficient way to locate a specific topic by
providing a list of the important words in a document and the location in
which these words can be found. An index can include both headings and

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subheadings and can help the reader find specific or related information in
various parts of the document.

An index provides a
list of the important
words in your
document.

If a single heading references more than two or three pages, use subheadings
to help the reader find specific information. If there are more than ten to
fifteen subheadings under a heading, consider making multiple headings,
such as “bicycles, history of”, and “bicycles, manufacturing.”
Creating an index involves three steps:
Ÿ Defining the index by creating a list of words or phrases you want to
include — for information, see “Creating a concordance file” on page 320.
Ÿ Marking the words to include in your index — for information, see
“Marking index entries” on page 321.
Ÿ Updating your index and generating it regularly — for information, see
“Generating and updating an index” on page 322.

Creating a concordance file
A concordance file is a list of all the words or phrases you wish to use in an
index. Using a concordance eliminates the task of searching for and marking
entries throughout the document. WordPerfect searches the document being
indexed for occurrences of the words or phrases in the concordance and
includes them as entries in the index.

To create and use a concordance file
1 Create a new document.
2 Type the words and phrases you want in the concordance file, then press
ENTER after each one.
If you want to mark a particular entry for a subheading, mark and select
the Heading and Subheading text boxes on the Index toolbar.
3 Click File, Save As.

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4 Choose the drive where you want to save the file from the Save In list
box.
5 Double-click the folder in which you want to save the file.
6 Type the filename in the File Name box, then click Save.
7 Position the cursor where you want the Index to appear, type a title for it,
then press ENTER one or more times to add blank lines.
8 Click Tools, Reference, Index, then click the Define button.
9 Specify the concordance filename, click OK, then click the Generate
button.
Ÿ The generated index uses the capitalization of the concordance file, not
the capitalization in the document. For example, if you create a “butterfly”
entry in the concordance file, generate the concordance with a document
that also includes “Butterfly.” All occurrences of “butterfly” and
“Butterfly” are then listed under the “butterfly” heading.

Ÿ You can mark some index entries within the document and use a
concordance file for others. Entries from both files are included when you
generate the index.
Ÿ You can mark a concordance entry twice for use as both a heading and a
subheading.

To create a concordance entry as a heading and a subheading
1 Click Tools, Reference, Index.
2 Select the word or phrase in your document that you want to add to the
index.
3 Click in the following boxes to mark index entries:
Ÿ Heading — marks the index entry as a heading
Ÿ Subheading — marks the index entry as a subheading
4 Click the Mark button.

Marking index entries
Before you can format and generate your index, you need to mark the text
you want to include in your index. You can use levels when you mark words.
Levels allow you to include subentries (subheadings) under a main entry
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(headings). You can mark “horse” as a heading entry and “colt” as a
subheading entry, so that “colt” is displayed under “horse.” “Horse” as a
heading entry is displayed under the heading “H.” Marked index entries can
also be seen in a document in the Reveal Codes window. For more
information about Reveal Codes, see “Displaying Reveal Codes” on page 43.

To mark words as index entries
1 Click Tools, Reference, Index.
2 Select the word or phrase in your document that you want to include as an
index entry.
3 Click in the following boxes to mark index entries:
Ÿ Heading — marks the index entry as a heading
Ÿ Subheading — marks the index entry as a subheading
4 Click the Mark button.
Ÿ Index entries are case-sensitive. A separate entry for each word will be
inserted into the index for each variation of the word you mark, resulting
in multiple entries for the same word.
Ÿ After you have marked headings, you can choose them from the list boxes
rather than retyping them.
Ÿ If you index text in footnotes or endnotes, there is no index mark to
indicate that the entry refers to a note. Keep a separate list of each entry
so that you can add the appropriate note number in the final generated
index.
Ÿ Heading entries are mandatory; subheading entries are optional.

Ÿ You can edit the text for a heading and still reference the word you select.
For example, if you select “cherries” in your document but want the index
entry to be “fruit,” type “fruit” in the Heading text box.

Generating and updating an index
You can generate an index only after you have marked the text to include in
the index. It is a good idea to generate your index from time to time to check
for errors — a heading that needs subheadings, subheadings that could be
combined, and so on. You can edit the generated index, but if you generate
again, you lose your corrections. A better solution is to delete incorrect index

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codes than add corrected entries. A quick way to find words marked as index
entries is to search in your document for index codes using Find And
Replace. For more information about using Find And Replace, see “Finding
and replacing words and text” on page 133.

To generate an index
1 Click Tools, Reference, Index.
2 Click the Define button.
3

Position the cursor where you want the Index to appear, type a title for it,
then press ENTER one or more times to add blank lines.

4 Click OK, then click Generate on the Index toolbar.
5 Enable one of the following check boxes:
Ÿ Save Subdocuments — lets you save changes to subdocuments when
the document is generated
Ÿ Build Hyperlinks — lets you hyperlink the entries with related
sections in the document when the document is generated

Working with index codes
You can search for and edit index codes.

To find index codes in a document
1 Right-click in the active Document Window, then click View, Reveal
Codes.
2 Click Edit, Find And Replace.
3 Click Match, Codes.
4 Choose Index from the Find Codes list box, then click Insert and Close.
5 In the Find and Replace dialog box, click Action, Position Before.
6 Click the Find Next button.

To edit index codes in a document
1 Click Tools, Reference, Index.
2 Select the word or phrase in your document that you want to include as an
index entry.
3 Click in the following boxes to mark index entries:
Ÿ Heading — marks the index entry as a heading

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Ÿ Subheading — marks the index entry as a subheading
4 Click the Mark button.
Ÿ Changes made to the generated index are not saved if you generate the
index again.

To edit the index by deleting the index codes from the document
Ÿ Click View, Reveal Codes, then drag the [Index] entry out of the window.

Changing numbering format and index styles
You can change numbering formats and index styles.

To change numbering format and index styles
1 Click the Define button on the Index toolbar.
2 Click the Change button.
3 Choose an index style from the Styles list box or create your own.

Creating a table of authorities
You can create a table of authorities to list where citations of specific cases
and statutes appear in a legal brief. The table can be divided into one or more
sections, such as cases, statutes, and regulations, and each section can have a
different format. WordPerfect sorts the authorities within each section
alphanumerically. Before you begin marking entries for the table of
authorities, decide on the structure and content of the table.
The following categories are commonly used for tables of authorities:
Ÿ Cases
Ÿ Constitutional Provisions
Ÿ Statutory Provisions
Ÿ Regulatory Provisions
Ÿ Miscellaneous
Creating a table of authorities involves three steps:
Ÿ Defining the index by creating a list of words or phrases you want to
include — for information, see “Creating a section definition” on page
325.

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Ÿ Marking the words to include in your index — for information, see
“Marking entries for a table of authorities” on page 326.
Ÿ Updating your index and generating it regularly — for information, see
“Generating a table of authorities” on page 327.

Creating a section definition
You can create a new chapter or section in a document. Once you have
defined it, you can insert page numbers and edit it to include different styles,
fonts, and symbols. You can then retrieve the section to include it in your
table of authorities.

To create a section definition
1 Click Tools, Reference, Table Of Authorities.
2 Click the Define button on the Table Of Authorities toolbar.
3 Click the Create button, then type a name for the section.
4 Choose any options you want to add.

To insert page numbers in a section definition
1 In the Create Table Of Authorities dialog box, click Page Numbering.
If the Create Table Of Authorities dialog box is not displayed, click the
Define button on the Table Of Authorities toolbar, then click the Create
button.
2 Enable the Custom Page Number Format box.
3 Click the Insert button, then choose from the following options:
Ÿ Page Number — lets you insert a page number in your table of
contents
Ÿ Secondary Number — lets you insert a secondary page number in your
table of contents
Ÿ Chapter Number — lets you insert a chapter number in your table of
contents
Ÿ Volume Number — lets you insert a volume number in your table of
contents
Ÿ Total Pages — lets you insert an entry in your table of contents, for the
total number of pages
You can type any text and punctuation you want to include with the
numbers.

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To change the current table of authorities style
Ÿ When you edit the section definition, click Change in the Current style
group box, and select, create, or edit a style.

Marking entries for a table of authorities
After you have organized your table of authorities, you are ready to mark the
entries you want to list in the table. The first time you mark an authority, you
create the text of the authority as you want it to appear in the table. This is
called the full form. As part of the full form, you also assign a short form or
nickname, such as the first name in the case being cited. You will often cite
the same authority several times in your document. The short form makes it
easy to mark several occurrences of the same authority. When you mark each
authority in your document, you can assign it to a specific section in the table
(such as “Cases” or “Constitutional Provisions”). To do this, you need to
create a heading and define the format for each section.
You can mark authorities in the body of the document as well as in footnotes,
endnotes, graphics boxes, and captions. You can mark and create the full form
and the short form. You can also create, edit, or retrieve a section definition
to include in the table of authorities you generate.

To mark and create the full form of the authority
1 Select the text of the authority.
2 Click Tools, Reference, Table Of Authorities.
3 Click the Create Full Form button.
4 Do one of the following:
Ÿ In the Section Name box, type the name of the section where you want
to include the authority
Ÿ Choose the appropriate section from the list box
5 If necessary, edit the text in the Short Form box, then click OK.
6 Click the Edit Full Form button to edit the full form text so that it appears
exactly as you want it in the table.
7 Click the Close button on the Table Of Authorities Full Form toolbar.

To mark with the short form of the authority
1 Position the cursor where you want to mark the occurrence of an
authority.
2 Click Tools, Reference, Table Of Authorities.

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3 Do one of the following:
Ÿ Type the short form name in the Short Form box
Ÿ Choose the appropriate short form name from the list box
4 Click the Mark button.

Generating a table of authorities
You can generate a table of authorities only after you have marked the text to
include in the table.

To generate a table of authorities
1 Position the cursor where you want the table to appear when it is
generated.
2 Click Tools, Reference, Table Of Authorities.
3 Click the Definebutton on the Table Of Authorities toolbar.
4 Create, edit, or retrieve a definition for a section of the table.
5 Select the section, then click the Insert button in the Define Table Of
Authorities dialog box.
Repeat steps 3-5 for each section you want in the table. Each section can
have its own format.
6 Click the Generate button.
7 Enable one of the following check boxes:
Ÿ Save Subdocuments — lets you save changes to subdocuments when
the document is generated
Ÿ Build Hypertext Links — lets you hyperlink the entries with related
sections in the document when the document is generated

Editing a table of authorities
After the table of authorities is generated, you can edit the full forms or the
definition and then generate a final draft.

To edit a section definition
1 Click Tools, Reference, Table Of Authorities.
2 Click the Define button on the Table Of Authorities toolbar.
3 Select the section you want to define, then click Edit.
4 Choose any options you want to add.
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To retrieve a section definition
1 Click Tools, Reference, Table Of Authorities.
2 Click the Define button, then click the Retrieve button.
3 In the Retrieve TOA Definitions dialog box, type the filename of a
document that has one or more section definitions that you want.
Ÿ The page numbers in your table of authorities look like the page numbers
in your document. If you have used special numbering, such as total,
volume, chapter, and secondary page numbers, you can also customize the
way the page numbers appear in the table. For more information, see
“Customizing page numbering formats” on page 181.

Using lists
You can create lists of items in a document, such as figures, illustrations, and
tables. A list is created in the same way as any other reference list, such as
an index or a table of contents. You can generate a list only after you have
marked text to include in the list.
Creating a list involves three steps:
Ÿ Defining the way you want the list to look (called a list definition) — for
information, see “Defining a list” on page 328.
Ÿ Marking the text to include in the list — for information, see “Marking
items for a list” on page 329.
Ÿ Generating the list — for information, see “Generating a list” on page
329.
You can also edit, delete, and retrieve lists.

Defining a list
When you have marked the items in your document to include in the list, you
can define how your list will appear. You can create multiple lists of items in
your document, such as figures and tables.

To define a list
1 Click Tools, Reference, List.
2 Position the cursor where you want the list to appear, type a title for it,
then press ENTER one or more times to add blank lines.
3 Click the Define button.

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4 Click the Create button on the Define List dialog box.
5 Type a name in the List box.
6 Choose the location of the page number in the Position list box.
7 Click the Page Numbering button to choose page number formatting.
8 Enable the Custom Page Number Format button.
9 Click the Insert button, then choose from the following options:
Ÿ Page Number — lets you insert a page number in your table of
contents
Ÿ Secondary Number — lets you insert a secondary page number in your
table of contents
Ÿ Chapter Number — lets you insert a chapter number in your table of
contents
Ÿ Volume Number — lets you insert a volume number in your table of
contents
Ÿ Total Pages — lets you insert an entry in your table of contents, for the
total number of pages

Marking items for a list
You need to go through your document and mark the items you want to
include in the list.

To mark items for a list
1 Click Tools, Reference, List.
2 Type the name of the list in the List box.
3 Select a word or phrase in the document that you want to include in the
list, such as the title of a table, then click the Mark button.
4 Repeat step 3 for each item you want to mark.

Generating a list
When you have marked the text in your document and have defined the style
of the list, you can generate your list. After you have generated a list, you can
edit the marked text or the list definition, then generate the list again. If you
edit the actual list, your changes are lost if you generate again.

To generate a list
1 Click Tools, Reference, List.
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2 Position the cursor where you want the list to appear, then click the
Define button.
3 Choose a list name from the Define List dialog box.
4 Click the Insert button.
5 Click the Generate button on the List toolbar.
6 Enable one of the following check boxes:
Ÿ Save Subdocuments — lets you save changes to subdocuments when
the document is generated
Ÿ Build Hypertext Links — lets you hyperlink the entries with related
sections in the document when the document is generated

To position the list on the first page of a document
1 Position the cursor on the first page of your document.
2 Click Format, Page. Numbering.
3 Click the Set Value button.
4 Type “1" in the Set Page Number box.

Editing lists
After you have generated a list, you can edit the marked text or the list
definition, then generate the list again. If you edit the actual list, your
changes are lost if you generate again.

To edit a list
1 Click Tools, Reference, List.
2 Click the Define button.
3 Choose the list you wish to edit from the Define List dialog box, then click
the Edit button.
4 Make any changes in the Edit List dialog box.
5 Click OK, then click Close.
6 Click the Generate button on the List toolbar.
7 Enable one of the following check boxes:
Ÿ Save Subdocuments — lets you save changes to subdocuments when
the document is generated
Ÿ Build Hypertext Links — lets you hyperlink the entries with related
sections in the document when the document is generated

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Deleting and retrieving lists
You can delete and retrieve lists.

To delete a list
1 Click Tools, Reference, List.
2 Click the Define button.
3 Choose the list you wish to delete from the Define List dialog box, then
click the Delete button.
4 Click Yes in the Confirm Deletion dialog box.

To retrieve a list
1 Click Tools, Reference, List.
2 Position the cursor where you want the list to appear, then click the
Define button.
3 Click the Retrieve button.
4 In the Retrieve List Definitions dialog box, type the filename of the list
you wish to retrieve.
5 Enable the check box of the list(s) you want to retrieve.
6 Click OK.
7 Click the Insert button.
8 Click the Generate button.
9 Enable one of the following check boxes:
Ÿ Save Subdocuments — lets you save changes to subdocuments when
the document is generated
Ÿ Build Hypertext Links — lets you hyperlink the entries with related
sections in the document when the document is generated

Changing the page numbering format for a list
You can change the page numbering format for a list.

To change the page numbering format for a list
1 Click Tools, Reference, List.
2 Click the Define button.
3 Click the Create button.
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4 In the Create List dialog box, click the Page Numbering button.
5 Enable the Custom Page Number Format check box.
6 In the Custom Page Number Format box, do one or both of the following:
Ÿ Type the text you want to display in the page numbering
Ÿ Insert number codes you want to display in page numbering
Ÿ To use the same type of numbers as you have in the document, enable the
Document Page Number Format button.

Creating cross-references
A cross-reference refers a reader to other pages, figures, and notes. When
page numbers, figure numbers, and endnote and footnote numbers change as
you edit a document, the references are updated when you regenerate the
document.
Cross-references are made up of two components: a target and a reference.
The target is the item or text to which you refer; the reference is the item
from which you refer. You can update cross-references after you make
changes by regenerating the document. You can also cross-reference a single
target with more than one reference type (for example, “See page 23, figure
2") and cross-reference one or more targets with the same reference type
(for example, ”See pages 10, 24, 29"). Both the target and the reference have
to be marked before they can be generated as cross-references.
Creating cross-references involves two steps:
Ÿ Mark the reference and target with the same target name — for
information, see “Marking targets and references for a cross-reference”
on page 332.
Ÿ When all the references and targets are marked, generate the
cross-references — for information, see “Generating a cross-reference”
on page 334.

Marking targets and references for a cross-reference
You have to mark targets and references for a cross-reference.

To mark a target for a cross-reference
1 Position the cursor where you want the cross-reference text, then type
any introductory text, such as “See page ” or “See figure.”

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2 Click Tools, Reference, Cross-Reference.
3 Choose a reference type from the Reference list to indicate the document
item you are referencing.
For example, if you are referencing a graphics box, specify Caption
Number.
4 Type an identifying name for the cross-reference in the Target box, then
click the Mark Target button.
5 Position the cursor immediately after the target item, then click Mark
Target.
Ÿ You do not always need to click to the immediate right of the target. For
example, if you are sending readers to a certain page, click within the text
on the page that you want them to find, so that the reference will be
correct if the text moves to a different page. If your target is a counter that
displays and increments automatically, click before the counter when you
mark it.

Ÿ Once you have created target names, you can reuse them by selecting
them from the Target list.
Ÿ You can generate your cross-references again whenever you edit your
document.

To mark a reference
1 Position the cursor after the introductory text typed in step 1 of the “To
mark a target for a cross-reference” procedure.
2 Select the desired target from the Target box, then click Mark Reference.
A question mark (?) appears where you have marked the reference.

To cross-reference a single target with more than one reference
type
Ÿ Mark a separate reference for each reference type, then mark only one
reference for all the references.

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To cross-reference one or more targets with the same reference
type
Ÿ Mark the reference once, than mark each target separately using the same
name.
When you generate, each target is separated by a comma and a space.

Generating a cross-reference
After you have marked targets and references, you can generate the
cross-reference.

To generate a cross-reference
1 Click the Generate button, after you have marked all the targets and
references you want.
2 Enable one of the following check boxes:
Ÿ Save Subdocuments — lets you save changes to subdocuments when
the document is generated
Ÿ Build Hypertext Links — lets you hyperlink the entries with related
sections in the document when the document is generated
Ÿ If you build hypertext links when you generate cross-references, you can
click the reference number to jump to the target.

Cross-referencing targets
You can cross-reference a single target with more than one reference type
and one or more targets with the same reference type.

To cross-reference a single target with more than one reference
type
1 Mark a separate reference for each reference type, then mark only one
target for all the references.
2 Click the Generate button.
3 Enable one of the following check boxes:
Ÿ Save Subdocuments — lets you save changes to subdocuments when
the document is generated
Ÿ Build Hypertext Links — lets you hyperlink the entries with related
sections in the document when the document is generated

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To cross-reference one or more targets with the same reference
type
1 Mark the reference once, then mark each target separately using the
same name.
When you generate, each target is separated by a comma and a space.
2 Click the Generate button.
3 Enable one of the following check boxes:
Ÿ Save Subdocuments — lets you save changes to subdocuments when
the document is generated
Ÿ Build Hypertext Links — lets you hyperlink the entries with related
sections in the document when the document is generated
Ÿ For information on marking references, see “Marking targets and
references for a cross-reference” on page 332.

Using headers and footers
You can use headers and footers to display information, such as page
numbering, a chapter heading, a title, a date, a person’s name, or a company
name, at the top or bottom of each page or on alternating pages in a
document.
1) A header prints
just below the top
margin.
2) A footer prints
just below the
bottom margin.

Headers and footers can contain
Ÿ text
Ÿ page numbers
Ÿ date

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Ÿ time
Ÿ filenames
You can suppress headers and footers on a specific page.

Creating headers and footers
You can create headers and footers and change where they display in a
document.

To create a header or footer
1 Click Insert, Header/Footer.
2 Click one of the following buttons:
Ÿ Header A
Ÿ Header B
Ÿ Footer A
Ÿ Footer B
3 Click the Create button.
4 Type the header or footer text as you would in a document using any
WordPerfect editing features.
5 Click outside the header or footer guidelines to return to your document.
Ÿ You can use two different headers and two different footers at any place in
your document. You can have several headers in a document, but only two
headers can be active on a page. To replace a header or footer, you must
create a new Header A to replace the existing Header A. Similarly, only a
Footer A can replace another Footer A, and so on.
Ÿ Headers and footers do not display in Draft view.

To view the header or footer in the Document Window
Ÿ Click View, Page or View, Two Pages.

Editing and discontinuing headers and footers
You can edit and discontinue headers and footers.

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To edit a header or footer
1 Click Insert, Header/Footer.
2 Click one of the following buttons:
Ÿ Header A
Ÿ Header B
Ÿ Footer A
Ÿ Footer B
3 Click the Edit button and edit the text using any WordPerfect editing
features.
Ÿ If the Page or Two Pages view is selected, you can also click anywhere
inside the header or footer to edit the text.

To discontinue a header or footer
1 Position the cursor on the page where you want to discontinue the header
or footer.
2 Click Insert, Header/Footer.
3 Select the header or footer you want to discontinue, then click the
Discontinue button.
Ÿ You can click Insert, Header/Footer, choose the header or footer you want
to delete, then click Edit and delete all the contents of the header or
footer. This also removes the code from Reveal Codes.
Ÿ You can drag the associated code from the Reveal Codes window. For
information about Reveal Codes, see “Displaying Reveal Codes” on page
43.
Ÿ Use Delay Codes or Suppress to keep headers or footers from appearing
on a title page, a copyright page, or any other single page in your
document. For more information about delay codes, see “Using delay
codes” on page 348.

Ÿ If you delete a header or footer by mistake, you can restore it by clicking
Edit, Undo.

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Adding graphic lines to headers and footers
You can add graphic lines to headers and footers.

To add a graphics line to a header or footer
1 Position the cursor in the header or footer in which you want to insert a
horizontal line.
2 Click the Horizontal Line button on the Property Bar.
Ÿ You can also add a graphics line by positioning the cursor where you want
to insert the line, then clicking Insert, Line. Choose Horizontal Line or
Vertical Line from the list.

Adjusting the distance below a header or above a footer
You can adjust the distance below a header or above a footer

To adjust the distance below a header or above a footer
1 Position the cursor in the header or footer in which you want to adjust the
distance.
2 Click the Header/Footer Distance button on the Property Bar.
3 Choose the distance you want between document text and the header or
footer.
Ÿ You can also drag the header or footer guidelines up or down.

Inserting chapter and page numbers in headers and footers
You can insert chapter and page numbers in headers and footers.

To add a chapter number to a header or footer
1 Position the cursor in the header or footer in which you want to insert a
chapter number.
2 Click Format, Page, Insert Page Number.
3 Click Chapter.
4 Click the Insert button, then the Close button.

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To add a page number to a header or footer
1 Position the cursor in the header or footer in which you want to insert a
page number.
2 Click Format, Page, Insert Page Number.
3 Choose one of the following:
Ÿ Page — lets you insert a page number in your header or footer
Ÿ Chapter — lets you insert a chapter number in your header or footer
Ÿ Volume — lets you insert a volume number in your header or footer
Ÿ Secondary — lets you insert a secondary page number in your header
or footer
Ÿ Total Pages — lets you insert an entry in your header or footer, for the
total number of pages
4 Click the Insert button, then the Close button.
Ÿ You can also click the Page Numbering button on the Page toolbar.
Ÿ You can add page, section, chapter, or volume numbers inside a header or
footer.

Inserting date and time in headers and footers
You can insert a date and time in a header or footer.

To insert date and time in headers and footers
1 Position the cursor in the header or footer in which you want to insert the
date or time.
2 Click Insert, Date/Time.
3 Choose the style of date and time from the Date/Time Formats list box.
Ÿ You can change the language when you insert the time and date. For
information about changing the language, see “Changing the language for
WordPerfect” on page 627.

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Inserting filenames in headers and footers
You can insert the filename (or the path and filename) of the current
document into headers and footers.
If the document has never been saved, a code will be inserted, but the
filename (or path and filename) will not be displayed until you save the
document. For information about saving documents, see “Saving a
document” on page 36.

To insert filenames in headers and footers
1 Position the cursor where you want to insert the filename.
2 Click Insert, Other, Filename.
Ÿ To insert the path and filename, click Insert, Other, Path And Filename.
Ÿ If you rename the document, the filename updates automatically.

Suppressing headers or footers on a page
You can suppress headers or footers so that they are not seen on a page and
do not print.

To suppress headers or footers
1 Position the cursor outside the header or footer area.
2 Click Format, Page, Suppress.
3 Enable one or more of the following check boxes:
Ÿ Header A — lets you suppress Header A
Ÿ Header B — lets you suppress Header B
Ÿ Footer A — lets you suppress Footer A
Ÿ Footer B — lets you suppress Footer B
Ÿ You can also use Delay Codes to keep headers or footers from appearing
on a title page, a copyright page, or any other single page in your
document. For more information about delay codes, see “Using delay
codes” on page 348.

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Using footnotes and endnotes
Footnotes and endnotes allow you to provide more information about a topic
discussed in your document. You can create footnotes, which display at the
bottom of the page or endnotes, which display at the end of the document. To
do this, you insert a reference number in the text and that number is linked
to the corresponding text in the endnote or footnote. This means you can
edit or add notes and WordPerfect updates the notes and reference numbers
for you.
WordPerfect also formats footnotes on the page for you; you don’t have to
decide how much text to type on the page and still leave room for the
footnote. You can change the format of footnotes and endnotes, convert
footnotes to endnotes, move footnotes and endnotes, insert delay codes,
force footnotes and endnotes to display where you want, format the page
numbering in footnotes and endnotes, and adjust page number values and
format page numbers.

Creating footnotes
A footnote provides more information about your topic and is found at the
bottom of the page. A footnote can use a number or symbol that can be
edited.

To create a footnote
1 Position the cursor in the text where you want to insert the footnote.
2 Click Insert, Footnote/Endnote.
3 Click the Footnote Number button, select the footnote number you want
to insert, then click the Create button.
4 Type the text of the footnote.
5 Position the cursor outside the footnote or click the Close button to return
to the main text of your document.
Ÿ The superscript footnote number appears in the text of your document.
The footnote appears at the bottom of the page.
Ÿ If you are in a Footnote/Endnote, you can not access all available
WordPerfect functions until you return to the body of the text.

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Ÿ You can paste information you have cut or copied, or you can insert a file
into the footnote.
Ÿ If you delete a footnote number, you can restore it by clicking the Note
Number button on the Property Bar.

Editing footnotes
You can edit a footnote to make necessary changes.

To edit a footnote
1 Click Insert, Footnote/Endnote.
2 Type the number of the footnote in the Footnote Number box, then click
the Edit button.
3 Edit the text of the footnote.
4 Click the Close button to return to the main text of your document.
Ÿ If you are using Page view, you can also click in the text of the footnote to
edit it.
Ÿ To display the Footnote Property Bar, click inside the footnote.
Ÿ If you delete a number, you can restore it by clicking the Note Number
button.

Starting new numbers for footnotes
You can start new numbers for footnotes. This is useful when you want each
chapter or section of your document to have its own footnotes.

To start new numbers for footnotes
1 Click Insert, Footnote/Endnote.
2 Type the number of the footnote in the Footnote Number box.
3 Click the Options button, then choose Set Number.
4 Do one of the following:
Ÿ Type a value for the new number in the New Number box
Ÿ Enable the Increase By 1 button

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Ÿ Enable the Decrease By 1 button
5 Click OK, then click the Create button.

Converting notes
A macro ships with WordPerfect that lets you convert footnotes to endnotes
and vice versa. The macros are typically installed to the default macros
folder.

To change footnotes to endnotes or endnotes to footnotes
1 Click Tools, Settings.
2 Click Customize.
3 Click the Toolbar tab.
4 Choose Shipping Macros from the Available Toolbars list, then click the
Close button.
5 Click one of the following buttons on the Property Bar:
Ÿ Convert End To Foot button
Ÿ Convert Foot To End button
Ÿ These buttons play macros, called footend.wcm and endfoot.wcm, that are
included with WordPerfect. You can also play the macros by clicking Tools,
Macro, Play. For information on working with macros, see “Recordings,
macros, and automation features” on page 551.

Creating endnotes
An endnote refers to a reference at the end of your document. An endnote
can use a number or symbol which can be edited. You can change the location
of endnotes.

To create an endnote
1 Position the cursor in the text where you want to insert the reference
number for a new endnote.
2 Click Insert, Footnote/Endnote.
3 Click the Endnote Number button

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4 Click the Create button, then type the text of the endnote.
5 Position the cursor outside the endnote or click the Close button on the
toolbar to return to the main text of your document.
Ÿ The superscript endnote number appears in the text of your document.
Endnotes appear at the end of the document or at the place you specify.

Ÿ You can paste information, which has been cut or copied from another
source, in an endnote.
Ÿ If you delete a number, you can restore it by clicking the Note Number
button.

To change the location of endnotes
1 Position the cursor where you want to display the endnote.
2 Click Insert, Footnote/Endnote.
3 Enable the Endnote Number button, then click Endnote Placement.
4 Enable the Insert Endnotes At Insertion Point button.
Ÿ You can insert a page break before the endnotes so that they display on a
separate page. For information about inserting page breaks, see “Forcing a
new page” on page 185.

Ÿ Changing the location of endnotes is useful if you want to print endnotes
on a separate page. For information about printing, see “Printing
documents” on page 447

To have subsequent endnote numbers to start over at 1
1 Follow steps 1 to 3 from the previous procedure.
2 Enable the Insert Endnotes At Insertion Point And Restart Numbering
button.
Ÿ You can use the Restart Numbering option in more than one place in a
document when you print the endnotes. For example, if you print

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endnotes at the end of each chapter, you want the numbering to start over
with each new chapter.
Ÿ When you insert the Endnote Placement code, it displays all endnotes up
to that point in the document and then starts a new page after the notes.
Note numbering starts over with 1 on the new page.

Editing endnotes
You can edit an endnote to make necessary changes.

To edit an endnote
1 Click Insert, Footnote/Endnote.
2 Type the number of the endnote in the Endnote Number box, then click
Edit.
3 Edit the text of the endnote.
4 Click the Close button to return to the main text of your document.
Ÿ If you are using Page view, you can also click the text of the endnote to
edit it.
Ÿ To display the Endnote Property Bar, position the cursor inside the
endnote.
Ÿ If you delete a number, you can restore it by clicking the Note Number
button.

Changing the amount of space between endnotes
You can change the amount of space between endnotes.

To change the amount of space between endnotes
1 Click Insert, Footnote/Endnote.
2 Click Endnote Number.
3 Click the Options button, then choose Advanced.
4 Do one of the following:

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Ÿ Type a value in the Space Between Notes box to specify the amount of
space between the endnotes at the end of a document
Ÿ Type a value in the Amount Of Endnote To Keep Together box to
specify the minimum amount of space that must be available for an
endnote at the bottom of a page

Formatting notes
You can format footnotes and endnotes in your document. A footnote refers
to a reference on the bottom of the page and appears on the same page as the
reference. An endnote refers to a reference at the end of your document.
You can use the footnote/endnote options to change the format for footnotes
and endnotes, change the amount of space between footnotes or endnotes
and text, change the numbering method for footnotes and endnotes, print
“continued...” messages for footnotes or endnotes that span a page break. or
change where footnotes and endnotes are placed on a page.

To change the format of a note
1 Click Insert, Footnote/Endnote.
2 Enable one of the following buttons:
Ÿ Footnote Number button — lets you change a footnote setting
Ÿ Endnote Number button — lets you change an endnote setting
3 Click the Options button, then choose Advanced.
4 In the Edit Numbering Style section choose one of the following buttons:
Ÿ In Text — lets you specify a format for notes in the endnotes or
footnotes section of the document
Ÿ In Note — lets you specify a format for endnotes or footnotes in the
document text

To change the numbering method for notes
1 Follow steps 1 to 3 from the previous procedure.
2 In the Numbering Method box, choose one of the following buttons to
choose the numbering method you want to use:
Ÿ Numbers
Ÿ Lowercase Letters
Ÿ Uppercase Letters
Ÿ Lowercase Roman

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Ÿ Uppercase Roman
Ÿ Characters
3 Enable the Restart Numbering On Each Page check box to restart
footnote numbering on every page.

To display “(continued...)” with notes that go onto another page
1 Follow steps 1 to 3 from the “To change the format of a note” procedure.
2 In the Continued Footnotes section, type a value in the Amount Of
Footnote To Keep Together box, then click Insert (Continued...) Message.

To change the placement of notes on a page
1 Follow steps 1 to 3 from the “To change the format of a note” procedure.
2 In the Position section, enable one of the following buttons:
Ÿ Place Notes Below Text — lets you specify whether the footnotes or
endnotes print immediately below the last line of text
Ÿ Place Notes At Bottom Of Page — lets you specify whether the
footnotes or endnotes print at the bottom of the page

Moving notes
You can change the location of footnotes and endnotes, specify where the
footnotes and endnotes should display on a page, and change the separator
line that appears between document text and footnotes or endnotes.

To specify where notes should display on a page
1 Position the cursor where you want the change to start.
2 Click Insert, Footnote/Endnote.
3 Click the Options button, then choose Advanced.
4 In the Position section, enable one of the following buttons:
Ÿ Place Notes Below Text — lets you specify whether the footnotes or
endnotes print immediately below the last line of text
Ÿ Place Notes At Bottom Of Page — lets you specify whether the
footnotes or endnotes print at the bottom of the page

To change the separator line between document text and
footnotes
1 Follow steps 1 and 2 from the previous procedure.
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2 Click the Footnote Number button.
3 Click Options, then choose Separator.
4 Do the following:
Ÿ In the Add Space section, type a value in the Above Line box to specify
the amount of white space between the line and the text above it
Ÿ In the Add Space section, type a value in the Below Line box to specify
the amount of white space between the line and the amount of footnote
text below it
5 In the Line Format section, choose a position for the line from the Line
Position box.
6 Choose the length of the line in the Length Of Line box.
7 Click the Line Style button, then choose a line style.

Using delay codes
You can insert and edit codes that take effect after a specified number of
pages. If on page 3, for example, you delay a code by two pages, the code
takes effect on page 5. These are called delay codes. You can delay any open
code. Open codes are codes used for Line Numbering, Fonts, Tab Setting, and
Margins. You cannot delay paired codes. Paired codes are codes that have two
codes — one at the start of the entry and one at the end of the entry. Codes
for Bold, Italics, and Tables or indent and alignment codes, such as Indent
and Center, are paired codes.
For example, if you use letterhead for the first page of your document and
use normal paper for the rest of the document, you can set the page size for
all pages at the beginning of your document. After you set up the first page
size, you can place a second page size in delay codes.

To insert a delay code
1 Position the cursor on the page where you want to delay codes.
2 Click Format, Page, Delay Codes.
3 In the Number Of Pages To Skip Before Applying Codes box, choose the
number of pages for which you want to delay codes, then click OK.
4 Choose font and formatting options from the menu or the Delay Codes
toolbar.
5 Click the Close button on the Delay Codes toolbar.

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Ÿ You cannot delay paired codes and line format codes, such as Indent,
Center, Flush Right, or Tab.

Ÿ The delay code remains at the top of the document or follows a hard page
break. A delay code appears as [Delay:#] where # is the number of pages
the code is delayed.
Ÿ After a delay code appears in a document, items, such as watermarks and
headers and footers, continue on every page as normal.

To edit a delay code
1 Click View, Reveal Codes.
2 Double-click the delay code you want to edit.
3 In the Styles Editor dialog box, make any changes, then click OK.
4 Click the Close button on the Delay Codes toolbar.
Ÿ You can display properties for a delay code in the Reveal Codes window.

Using counters
WordPerfect uses several built-in counters to keep track of pages,
paragraphs, lines, figures, and other numbered items in your document.
Built-in system styles can be used to count equation boxes, figure boxes,
table boxes, text boxes, and user boxes. When these predefined numbering
styles do not meet your needs, you can use counters to define your own set
of incrementing numbers.
Using counters involves creating a counter style, specifying where you want
the numbers to increase or decrease, and specifying where to display counter
numbers.

Using counters
You can create your own counters to number items, such as chapter titles.
You can also display counters in a document, set the initial value, and
increase or decrease counter values as required.

To create a counter to number items or chapters in a document
1 Click Insert, Other, Counter.
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2 Click the Create button.
3 Type a name for the counter in the Counter Name box.
4 In the Number Of Levels box, choose the number of levels.
Ÿ If you change the order of your chapters, the counters will reflect the
changes and display the correct numbers in order.

To display a counter number in your document
1 Position the cursor where you want to display the first counter number.
2 Click Insert, Other, Counter.
3 Choose from the following counters in the Counter box:
Ÿ Equation Box
Ÿ Figure Box
Ÿ Text Box
Ÿ User Box
4 Click the Display In Document button.

To set the initial counter value
1 Position the cursor where you want to set the value of the counter, such
as at the beginning of the document.
2 Click Insert, Other, Counter.
3 Choose from the following counters in the Counter box:
Ÿ Equation Box
Ÿ Figure Box
Ÿ Text Box
Ÿ User Box
4 Click the Value button, then type a new value in the Value box.

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Ÿ If you want the number to begin at 1, set the value to 0. When you click
the Increase and Display button, the counter increases before it is
displayed.
Ÿ If you want to change the numbering method, choose a method from the
Numbering Method list box in the Set Value/Number Method dialog box.

To increase or decrease the value of a counter
1 Position the cursor where you want to increase or decrease the counter
number.
2 Click Insert, Other, Counter.
3 Choose from the following counters in the Counter box:
Ÿ Equation Box
Ÿ Figure Box
Ÿ Text Box
Ÿ User Box
Click one of the following buttons:
Ÿ Increase And Display — increases the counter by one and displays it in
your document
Ÿ Decrease And Display — decreases the counter by one and displays it
in your document

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10

MANAGING FILES

WordPerfect lets you perform the following file management operations:
Ÿ opening, previewing, copying, moving, and renaming files
Ÿ copying, moving, and renaming folders
Ÿ creating folders and shortcuts
You can also choose default folders for saving, storing, and creating backups
of WordPerfect files. In addition, WordPerfect allows you to map new
network drives on to your computer through one of its file management
dialog boxes.
You can use file management dialog boxes to see what is on your computer
and network; view file contents; and save, rename or delete files and folders.
You can also change network connections, change file or folder properties
and locations, and create file or folder shortcuts. WordPerfect also lets you
manage your files by opening and inserting files, saving and deleting files,
and sending files by email and fax.

Opening and inserting files
WordPerfect 9 lets you open files that were created in a previous session or
in a previous version of WordPerfect. WordPerfect also provides faster ways
for you to open recently used files. You can prevent WordPerfect from
displaying recently used files.
WordPerfect also lets you open and work on files created in other
applications. Although WordPerfect converts most file formats automatically,
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you can specify how graphics files, ASCII Delimited Text files, and files from
other some word processors are converted into WordPerfect. When you save
or close a converted document, you can save it in its original format or as a
WordPerfect file. WordPerfect documents are identified by a .WPD filename
extension.
Before you open your document, you may want to preview it using the
WordPerfect Previewer. The Previewer displays file contents, including text,
graphics, and codes. You can either view the file contents so that text is
readable or view the page layout. You can also either view a file in the file
management dialog box you are using or in a separate window. Previewer
provides various features depending on the type of file you are viewing,
whether you have selected text in the file, or whether you have searched for
text in the file. Previewer may allow you to use some or all of the following
options: content, page view, draft, normal, font, find, find next or find
previous, print, view as, about, and copy.
WordPerfect allows you to reproduce the contents of a separate file in your
current file without cutting and pasting.

Opening WordPerfect files and files in other formats
WordPerfect can open native files created in previous sessions or versions of
WordPerfect, as well as foreign files created in other word processing
applications. WordPerfect automatically converts files created in many other
word processing packages. You can specify delimiters, characters, and
Windows Metafile options. WordPerfect also allows you to view a file before
opening it by using the Previewer.

To open native or foreign files
1 Click File, Open.
2 Choose the drive where the file is stored from the Look In list box.
3 Double-click the folder in which the file is stored.
4 Choose the file format you want to open from the File Type list box.
5 Double-click the filename.
Ÿ If you try to open a network document that is already open, WordPerfect
notifies you and allows you to open a separate copy of the document.
Ÿ If a file does not convert properly, it may not be in a format that
WordPerfect supports. You might need to reopen the file in its original
application and save it in a format that WordPerfect can convert. For more

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information about file formats, see Import and export file formats for
WordPerfect 9 in the Reference Information section of the online Help.
Ÿ If a Unicode file is not saved with a Unicode signature, it may not be
detected as Unicode when opened in WordPerfect. If this happens, choose
“UNICODE Text” from the file format list in the Convert File Format
dialog box.

Ÿ If you know where a file is located, you can type the full path and filename
in the File Name box.

To preview files using the Previewer
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Click the file you want to preview.
3 Click View, Preview
If you want the Previewer to display your document in a separate window,
enable Use Separate Window.
4 Click View, Preview, and enable No Preview.

To open multiple files
1 Follow steps 1 to 4 from the “To open native or foreign files” procedure.
2 Hold down CTRL, click the filename of each file you want to open.

To specify how WordPerfect converts files from other formats
1 Click Tools, Settings,
2 Click Convert.
3 Click the Convert tab.
4 In the Delimiters section, specify field and record options.
5 In the Characters section, specify Encapsulated and Strip options.
6 Enable one of the following buttons:
Ÿ Retain Metafile (.WMF) Format — retains Windows Metafile
formatting
Ÿ Convert To WordPerfect (.WPG) — converts the file format to
WordPerfect .WPG file format
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Ÿ Retain In Both .WMF And .WPG Formats — retains the file format as
both Windows Metafile and WordPerfect .WPG
7 Click Options to specify conversion options for other word-processing
documents.
Ÿ If you use features that are available only in version 9, the document
contains “unknown” codes if you open it in version 6, 7, or 8.
Ÿ The ASCII Delimited Text file format contains delimiters or characters
that mark the beginning and ending of each field or record. Depending on
which application created the file, these delimiters may vary. You can
specify which delimiters you want to use.

Opening recently used files
WordPerfect lets you open recently used files quickly.

To open a recently used file
Ÿ Click File, then click a filename.

To prevent the File Menu from listing last opened files
1 Click Tools, Settings, then click Environment.
2 Click the Interface tab to display the last open documents on the File
menu.
3 Disable the Last Opened Documents On The File Menu checkbox.
Ÿ To open a recently used file, click File, then type the number to the left of
the filename.
Ÿ To open a recently used file, click File, Open, click the arrow at the end of
the File Name box, then select one of the last files you have opened.

Inserting a copy of a file into a document or template
You can insert a copy of a file into an active document at the insertion point.
WordPerfect also lets you insert a file into a template. When you insert a file
into a template, the file includes all the associated template objects.

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To insert a file into an active document or a template
1 In the active document, click Insert, File.
2 Choose the drive where the file is stored from the Look In list box.
3 Double-click the folder in which the file is stored.
4 Choose a file format from the File Type list box.
5 Click the file you want to insert, then click Insert.
Ÿ Any paired codes in the inserted file (for example, Bold on and Bold off)
affect only the inserted text. Any open code, such as a margin change,
affects all text that follows it, including text in the active document. For
more information, see “Displaying Reveal Codes” on page 43.

Using conversion settings
You can use Convert Settings to specify how graphics files, ASCII delimited
text files, and WordPerfect 4.2, DCA, and DisplayWrite documents are
imported into WordPerfect.

Text Delimiters and Characters
WordPerfect lets you use the Delimiters option to specify which delimiters
(characters or codes) are used to separate fields and records in ASCII text
files. You can use the Characters option to specify which characters should be
stripped from the files during conversion.

Windows Metafile options
WordPerfect lets you use Windows Metafile options to specify how to
convert graphics in Windows Metafile (.WMF) format. You can keep the
graphic in .WMF format or convert it to .WPG (WordPerfect graphics)
format.

Code page conversion
You can use Code Page Settings to choose character sets for importing and
exporting files in different languages. A code page is a table in the DOS or
Windows operating systems that defines which ASCII or ANSI character set
is used in a document. Different ASCII or ANSI character sets are used for
different languages. When you save a document, you can change the code
page, and thus the character set, for the document.

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Font conversion options
When converting documents from other file formats, WordPerfect attempts
to match the fonts in the original document as closely as possible. The name
of the original font displays on the Property Bar. Both the original font code
and the match WordPerfect provides are shown in Reveal Codes. You can
provide conversion settings to specify conversion defaults for WordPerfect
4.2, DCA, and DisplayWrite fonts.

Document conversion options
WordPerfect lets you use Conversion Settings to specify default options for
converting text, graphics, and word processing files. You can insert a
Windows graphic (metafile) into WordPerfect by pasting it from the Clipboard
into a document or by inserting a .WMF file on disk into a figure box. When
you do this, you can store the graphics image as a Windows .WMF file only,
as a WordPerfect .WPG file only, or you can save the image in both formats.
For information about converting a file from a different format, see “Opening
WordPerfect files and files in other formats” on page 354.

Converting code pages
Code page settings define what characters are used for documents in
different languages.

To specify code page settings
1 Click Tools, Settings.
2 Click Convert.
3 Click the Convert tab.
4 Click Options, Code Pages.
5 Choose a DOS code page setting from the DOS Code Page list box.
6 Choose a Windows code page setting from the Windows Code Page list
box.
7 If you want to change code pages for files you convert, choose a code page
from the Input File and Output File list boxes.

Converting fonts
DCA/DisplayWrite Fonts list font conversion options for converting to or
from DCA or DisplayWrite format.

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To specify font conversion settings for WP 4.2 fonts
1 Click Tools, Settings.
2 Click Convert.
3 Click the Convert tab.
4 Click Options, WP 4.2 Fonts.
5 Choose a font from the Fonts list.
6 Click Edit.
7 Choose a typeface from the typeface list box.
8 In the Pitch box, type a value to specify a pitch.

To specify font conversion settings for DCA/DisplayWrite fonts
1 Click Tools, Settings.
2 Click Convert.
3 Click the Convert tab.
4 Click Options, DCA/DisplayWrite Fonts.
5 Choose a font from the Fonts list.
6 Click Edit.
7 Choose a typeface from the typeface list box.
8 In the Points box, type a value to specify points.
9 In the Pitch box, type a value to specify a pitch.

Converting documents
Document settings define basic format elements for new documents that
have been converted.

To specify document conversion settings
1 Click Tools, Settings.
2 Click Convert.
3 Click the Convert tab.
4 Click Options, Document.
5 Change any of the following options:
Ÿ Units of measurement — sets a default unit of measurement for files
you convert
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Ÿ Underline — sets a default for displaying underlined text
Ÿ Page Size — sets a default page width and height for converting
documents
Ÿ Page Margins — sets default settings for converting text and
WordPerfect files to WordPerfect documents
Ÿ Alignment Character — sets a default alignment character for decimal
alignment

Saving, protecting, and deleting files
You can save documents as files on a hard disk, diskette, network drive, or
other medium. When you save a file for the first time, you assign it a name
and choose a folder in which to store it. However, your changes are not made
to the stored file until you save the document or WordPerfect automatically
saves the document.

Working with a previous version of WordPerfect
When you save a file in WordPerfect 9, the default format is 6/7/8/9. This
ensures cross-platform compatibility for versions of WordPerfect 6.x and
beyond. Other versions of WordPerfect cannot open files saved in
WordPerfect 6/7/8/9 format. WordPerfect 9 lets you use the descriptive
names given to files in previous versions of WordPerfect as system
filenames.

Working with file formats, filenames, and filename extensions
Filenames are no longer limited to eight characters and can include spaces.
However, filenames can still have optional three-character extensions, with a
period separating the filename from the extension. The length of a filename
cannot exceed 255 characters, including the path. WordPerfect allows you to
save your document in a different format so that it can be opened in a
different application.

Backing up files
WordPerfect lets you back up your files to protect them from power, hard
disk, or network failures. You can set WordPerfect to save your files
automatically when you want as you work on them. You can also set
WordPerfect to keep a copy of the last saved version of your file in the same
folder as the original file. Enabling this feature ensures that you always have
the most recent and the second-most recent versions of your file available.

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Protecting files
WordPerfect allows you to open a file as a copy or a read-only copy to protect
your original file from being accidentally changed. If you want to save any
changes you make to a read-only file, you must save the file with a new
name. You can assign a password to a WordPerfect document; only you and
others who know the password can open the document. You can also remove
the password from a file.

Saving a file in the Compound file format
The Compound file format fully integrates WordPerfect files with the
Windows 95 Shell. The WordPerfect Compound file format wraps Object
Linking and Embedding (OLE) Compound document information around a
typical WordPerfect file. You can use the .WPD extension to link WordPerfect
documents with other applications using OLE and Dynamic Data Exchange
(DDE). For more information about linking to other applications, see
“Linking and embedding” on page 419.
When you save a file as a WordPerfect Compound file, opening an OLE object
is faster. You might want to use the Compound File format if you are
embedding many objects in a document because this format allows files to
open faster. Also, Windows 95 recognizes the file as a WordPerfect file even
when it is not saved with an associated extension such as .WPD.

Deleting files
WordPerfect allows you to delete files and folders from inside the application.
WordPerfect uses several different components and standard file names. It is
possible to free up hard drive space by removing nonessential components
and files. Several of the common file types are listed below.
You can also free up hard drive space by removing Corel WordPerfect from
your system, then running Setup and specifying a Compact install (which
installs only those files required to run Corel WordPerfect). You can install
additional files not included in a Compact install (such as Help files) by
specifying a Custom install. You can also specify that you want to Run from
CD-ROM.
However, WordPerfect installs certain essential files that you cannot delete.
If you believe you deleted an essential file, you can restore it by running
Setup and specifying a Compact install.
WordPerfect installs files with the following extensions: CV*.DLL, .DLL,
.EXE, .HLP, .NL, .UWL, .WCM, .WPD, .WPG, and .WPT.

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Saving files
When you are working on a file in WordPerfect, you can save your changes
and specify the file’s storage location. Once you have saved the document for
the first time, you must save your file frequently to prevent losing changes
and to update the file under its existing name. You can save all files
simultaneously. For information about saving a file to diskette, see “Backing
up files” on page 365.

To save a file for the first time
1 Click File, Save, then click Entire File, OK.
2 Choose the drive where the file is stored from the Save In list box.
3 Double-click the folder in which the file is stored.
4 Choose the file format you want to open from the File Type list box.
5 Type the filename in the File Name box.

To save all files
Ÿ Press CTRL + SHIFT + S.

To save your changes and continue working on the document
Ÿ Click File, Save, then click Entire File, OK.
Ÿ If you cannot save the file and if it is stored on a network, another user
probably has it open. Wait until the other user closes the file before you
work on it and save your changes.
Ÿ Unless you have specific reason for doing so, do not use filename
extensions, such as .COM, .DLL, .EXE, that are registered for other
applications. Use the WordPerfect, .WPD, extension.
Ÿ Do not save a document in WordPerfect 6/7/8/9 format if you wish to open
it with an older version of WordPerfect.

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Ÿ If you cannot save the file, the owner of the file may have marked it as a
read-only file. You can use the Save As command to save your own
version of the file with a different filename.
Ÿ If you get a message that your file is too large when you try to save, your
computer has limited memory and it may be difficult to save a very large
document. If this is the case, you can divide the document into smaller
parts by cutting part of the document and pasting it into a new document.
You can do this a number of times to create several files, then save each
file individually.

Saving your file with a new name or format
You can save a file in a previous version of WordPerfect to use the document
again with an older version of WordPerfect. You can also save your document
in a different format so that you can open it in another application.
WordPerfect 9 lets you use automatically convert descriptive names given to
files in previous versions of WordPerfect as system filenames.

To save a document as a previous version of WordPerfect
1 Click File, Save As.
2 Choose a WordPerfect format from the File Type list box.

To save a file with a new filename or format
1 Click File, Save As.
2 Do one of the following:
Ÿ To change the filename only, type a new filename in the File Name list
box.
Ÿ To change the file format, choose an application or file format from the
File Type list box.

To ensure that former descriptive names automatically become
long filenames
1 Click Tools, Settings.
2 Click Summary.
3 Enable the On Open, Use The Descriptive Name For The New Filename
checkbox.

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Ÿ Some of the features available in WordPerfect 9 do not convert to earlier
versions of the product. For information, see Import and export file
formats for WordPerfect 9 in the Reference Information section of the
online Help.
Ÿ If you save a file with an extension other than the default, the new
extension will be displayed as part of the filename. However, if the
extension is not recognized or registered by an application, some options
in file management dialog boxes, such as Print, will not be available for
that file.
Ÿ If you can’t find the format you need and you are saving a document for
use in another application, consult the application’s documentation to see
if it suggests compatible file formats.
Ÿ Files saved in Corel WordPerfect 5.x format on any platform (DOS,
Windows, or OS/2) are compatible with WordPerfect versions 5.x through
9 on any other platform.

Ÿ You can press F3 to save a document.
Ÿ You can also play a macro (Longname.wcm) that converts the names of
selected documents from the DOS (8.3) filename to a long filename based
on the Document Summary description. For information about playing
macros, see “Playing macros” on page 556.

Saving selected text as a new file
Ÿ You can save sections of text in a new, separate file.

To save selected text as a new file
1 Select the text.
2 Click File, Save.
3 Enable the Selected Text button, then click OK.
4 Choose the drive where the file is stored from the Save In list box.
5 Double-click the folder in which the file is stored.
6 Choose the file format you want to open from the File Type list box.
7 Type the filename in the File Name box.

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Ÿ You can also select a graphic image then save it as a new file.

Backing up files
You can back up files automatically or when you save to protect files from a
power, hard disk, or network failure. For more protection, save your
document to a diskette.

To back up your files
1 Click Tools, Settings.
2 Click Files.
3 Click the Document tab, then enable the Choose File button in the Backup
Folder box.
4 From the Look In list box, choose the drive where you want the backup
file to be stored.
5 Double-click the folder in which you want the backup file to be stored.
6 Click Select.
7 Enable any of the following check boxes:
Ÿ Timed Document Backup Every — lets you specify how often a backup
copy of your file will be saved automatically
Ÿ Save Original Document Backup At Each Save — lets you save a
backup copy when you save your active document
Ÿ Before you click OK in the Files Settings dialog box, make sure the
correct filename and location are shown in the Default Document Folder
box.
Ÿ Even with back up settings enabled, you still have to save files when you
close them.

To save a copy of a file to a diskette
1 Insert a diskette.
2 Click File, Open.
3 Right-click a filename, then click Send To, 3 ½ Floppy.

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To save a document to a diskette
Ÿ In the document, click File, Send To, 3 ½ Floppy.

Protecting files
You can protect a file from being accidentally changed by opening a read-only
copy of the file or by assigning a password to the file. To open a
password-protected file, you must enter a password. You can remove a
password from a file. You must use the correct case when typing a
case-sensitive password. For example, a password is in all capital letters, you
must type the password in all capital letters to retrieve the document.

To open a copy of a file
1 Click File, Open.
2 Choose the drive where the file is stored from the Look In list box.
3 Double-click the folder in which the file is stored.
4 From the File Type list box, choose the file format you want to open.
5 Click the file you want to open.
6 Click Open As Copy.

To add a password to your file
1 Open the document, then click File, Save As.
2 Choose the drive where the file is stored from the Save In list box.
3 Double-click the folder in which the file is stored.
4 From the File Type list box, choose the file format you want to open.
5 Type the filename in the File Name box.
6 Enable the Password Protect checkbox, click Save.
7 In the Type Password For Document box, type a password.
8 In the Protection Options section, enable one of the following buttons:
Ÿ Enhanced Password Protection — provides greater document security
and case-sensitive passwords, but documents saved with this option
enabled can’t be read by previous version of WordPerfect
Ÿ Original Password Protection — provides case-insensitive password
protection used by WP Win 6.0 and WPDOS 6.0a
9 Click OK, type the password again, then click OK.

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Ÿ Password protection is available only in WordPerfect 5 or later.
Ÿ If you save your file as a WP 6.0/6.1 format with an enhanced password,
DOS WP 6.2 can read it. If you save your file as a WP 7 format with an
enhanced password, then WP DOS 6.2 reads it as an ASCII file but can’t
load it.
Ÿ The message should be reworded. It could be based upon the file format
(which is decided before you can type the password) as to how it would be
worded. If they select the 6.0/6.1 format, give them one description and if
they select the 7 format, then give them a different message.
Ÿ Once you protect a document with a password, any associated backup or
temporary files that WordPerfect creates are also protected.

To open a password-protected file
1 Click File, Open.
2 Choose the drive where the file is stored from the Look In list box.
3 Double-click the folder in which the file is stored.
4 from the File Type list box, choose the file format you want to open.
5 Double-click the filename.
6 Type the password for the file.

To remove a password
1 Open the document.
2 Click File, Save As.
3 Disable Password Protect checkbox.
4 Click Save.
5 Click Yes when you receive an error message stating that the file you
want to save already exists.
Ÿ If you forget a password, you cannot open a password-protected file again
in WordPerfect.
Ÿ You can remove password protection if you save a password-protected file
in another file format.

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Ÿ If you enable Enhanced Password Protection when you save a document
in WordPerfect versions 7, 8, or 9, the password is case-sensitive.
Ÿ The Enhanced Password Protection is available only in WordPerfect
versions 7, 8, and 9. If you wish to have the document available to earlier
versions of WordPerfect, you must resave the file and specify Original
Password Protection.

Using the WordPerfect Compound File format
The Compound file format fully integrates WordPerfect files with the
Windows 95 Shell. When you save a document in the WordPerfect Compound
format, it wraps OLE Compound document information around a typical
WordPerfect file. You might want to use the Compound File format if you are
embedding many objects in a document because this format allows files to
open faster.

To save a document in the WordPerfect Compound File format
1 Click File, Save As.
2 Type a new filename in the Filename list box.
3 Choose the WordPerfect Compound File format from the File Type list
box.
Ÿ If a file is password protected, WordPerfect saves OLE object information
in the WordPerfect prefix rather than in the compound document
information. This prevents others from viewing embedded objects in a
password-protected file using an OLE-enabled application.
Ÿ WordPerfect 5.x and 6.x cannot open files saved in WordPerfect
Compound format. Save to WordPerfect 6, 7, 8, or 9 instead.
Ÿ Saving to the WordPerfect Compound File format slightly increases the
file size and the time it takes to open or save a file.

Deleting files
You can delete individual or multiple files or folders from a file management
dialog box in WordPerfect.

To delete a file or folder
1 Open a file management dialog box.

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If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Click the file or folder you want to delete.
3 Click File, Delete.

To delete multiple files or folders
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Hold down CTRL, click each file or folder you want to delete.
3 Click File, Delete.

To delete multiple files in a range
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Click an item at one end of the range, hold down SHIFT and click an item
at the other end.
3 Click File, Delete.

To delete all files in a file list
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Click anywhere in the file list.
3 Click Edit, Select All.
4 Click File, Delete.
Ÿ Deleting a folder also deletes all subfolders and files in that folder.
Ÿ Deleted items, such as folders, files, and shortcuts, are stored in the
Windows 95 Recycle Bin. Unless you empty the Recycle Bin, you will
have access to the deleted items. For more information on the Recycle
Bin, see your Windows documentation.

Ÿ To delete a file or folder, you can also right-click it, then click Delete.

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Organizing files and folders
In order to organize your file and folders, you may need to find files; copy,
move, and rename files and folders; and create folders and shortcuts. Copying
a folder also copies any subfolders or files it contains. You can choose folders
as the default saving and storage locations for your WordPerfect files. In
addition, WordPerfect allows you to map new network drives to your
computer.
You can use Corel QuickFinder, the Corel search tool, to search for a file by
name or content. The path for a file includes a drive letter and usually at least
one folder. For example, in C:\WORK\LETTERS\JONES.WPD, the path for
the file JONES.WPD is C:\WORK\LETTERS. C: is the drive letter, and the
WORK folder contains the LETTERS subfolder, which contains the file
named JONES.WPD. A network path includes the server and volume name
followed by a folder and subfolder or file. WordPerfect lets you use wildcards
to search for a file when you only know part of the file name.
WordPerfect helps you avoid losing information due to changes in network
drives. If a network drive notifies WordPerfect that it is being disconnected,
WordPerfect checks the drive for open program files or documents. If there
are any, you are prompted to close the programs and to save the documents
to a different location before ending the connection.
If a network drive disconnects without letting WordPerfect accept or reject
its removal, WordPerfect informs you that you are no longer connected to the
drive and that you need to save your documents to a different location.
You can specify where to save certain types of files. You can specify folders
for any type of file you can create with the WordPerfect 2000 suite. Once you
specify the folder where a certain type of file is stored, you can save files of
that type without typing a complete path name.

Finding files
Corel QuickFinder lets you search for files by name or content from a file
management dialog box. Search for a file by content if you do not know the
name of the file. You can use wildcards to specify or find files with similar
filenames. For more information about Corel QuickFinder, see the Corel
QuickFinder online Help in a file management dialog box.

To find a file by name
1 Open a file management dialog box.
2 In the Look In list box, specify a drive or folder.
3 Type a filename to search for in the File Name box.
4 Click Find.

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To find a file by content
1 Open a file management dialog box.
2 Specify a drive or folder to search in the Look In list box.
3 Type a word or phrase to search for in the File Name box.
4 Click Find.

To find a file or a part of a filename using wildcards
1 Follow steps 1 and 2 from the “To find a file by name” procedure.
2 In the File Name box, specify a filename that includes one of the following
wildcards:
Ÿ Asterisk (*) — represents one or more characters
Ÿ Question mark (?) — represents only one character
3 Click Find.
Ÿ If you can’t find a file you know is on a drive or in a folder, make sure the
File type box displays the correct file format. The default file type changes
depending on the application and feature you are using.
Ÿ If you can’t find a file that you know is on a network drive, look in the
Look In list box. For information mapping a network drive, see “Mapping
a network drive” on page 375.
Ÿ If you can’t find a file, the file you are looking for might be hidden. To
show all files, including hidden files, open Windows Explorer, then click
View, Options, Show All Files.

Ÿ You can narrow your title search by choosing a file type in the File type
box and a date saved in the Last modified text box.
Ÿ Corel QuickFinder will also search for and display files whose title
contains the search criteria you specified.

Copying files or folders
You can copy multiple files or folders, a range of files, and all files in a file list
from a file management dialog box.

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To copy a file or folder
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Click the file or folder you want to copy.
3 Click File, Copy To Folder.
4 Locate the folder or drive to which you want to copy.
5 Click Copy.

To copy multiple files or folders
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Hold down CTRL and click each file or folder you want to copy.
3 Click File, Copy To Folder.
4 Locate the folder or drive to which you want to copy.
5 Click Copy.

To copy multiple files in a range
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Click an item at one end of the range, hold down SHIFT and click an item
at the other end of the range.
3 Click File, Copy To Folder.
4 Locate the folder or drive to which you want to copy.
5 Click Copy.

To copy all files in a file list
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Click in the file list.
3 Click Edit, Select All.
4 Click File, Copy To Folder.
5 Locate the folder or drive to which you want to copy.

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6 Click Copy.

Moving and renaming files or folders
You can move multiple files or folders, a range of files, and all files in a file list
from a file management dialog box.

To move a file or folder
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Click the file or folder you want to move.
3 Click File, Move To Folder.
4 Locate the folder or drive to which you want to move the file or folder.
5 Click Move.

To move multiple files or folders
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Hold down CTRL and click each file or folder you want to move.
3 Click File, Move To Folder.
4 Locate the folder or drive to which you want to move the file or folder.
5 Click Move.

To move multiple files in a range
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Click an item at one end of the range, hold down SHIFT and click an item
at the other end.
3 Click File, Move To Folder.
4 Locate the folder or drive to which you want to move the file or folder.
5 Click Move.

To move all files in a file list
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
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2 Click in the file list.
3 Click Edit, Select All.
4 Click File, Move To Folder.
5 Locate the folder or drive to which you want to move the file or folder.
6 Click Move.

To rename a file or folder
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Click the file or folder you want to rename.
3 Click File, Rename.
4 Type a new name in the name box.
Ÿ To rename a file or folder, you can also right-click the file or folder, click
Rename, then type a new name.

Creating folders
WordPerfect lets you create folders and shortcuts to folders from a file
management dialog box.

To create a new folder
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Click the drive or folder in which you want to create the new folder.
3 Click File, New Folder.
4 Type a name for the new folder in the name box.
5 Hold down Enter.

To create a file or folder shortcut
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Click the file or folder for which you want to create a shortcut.

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3 Click File, Create Shortcut.
Ÿ To create a new folder, you can also right-click the file list or folder list,
then click New Folder.
Ÿ To create a shortcut, you can also right-click the file list or folder list, then
click Create Shortcut.

Mapping a network drive
WordPerfect lets you map and disconnect network drives from a file
management dialog box. Make sure you are connected to a network.

To map a network drive
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Click Tools, Map Network Drive.
3 Choose a drive, then choose a path.

To disconnect a network drive
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Click Tools, Disconnect Network Drive.
3 Choose a drive to disconnect from.
Ÿ If the drive will not map to the path you specify, you may not have rights
to that location. See your system administrator.

Ÿ To map a network drive, you can also right-click My Computer or
Network Neighborhood on your desktop, then click Map Network Drive.

Choosing default locations for files
You can choose default locations for files, macros, and other files, such as
templates and spreadsheets.

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To choose default locations for your files
1 Click Tools, Settings.
2 Click Files.
3 Click the Document tab.
4 Click the Choose File button on the Default Document Folder box.
5 From the Look In list box, choose the drive where the file is stored.
6 Double-click the folder in which the file is stored.
7 From the File Type list box, choose a file format.
8 Double-click the filename.
Ÿ Before you click OK in the Files Settings dialog box, make sure the
correct filename and location are shown in the Default Document Folder
box.
Ÿ The folder you specify for templates is also used as the default styles
folder. For information about templates, see “Using project templates” on
page 527.

Printing files and file lists
WordPerfect lets you can print files and lists of files from a file management
dialog box.

To print a file
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Click the file you want to print.
3 Click File, Print.

To print multiple files
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Hold down CTRL and click each file you want to print.
3 Click File, Print.

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To print multiple files in a range
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Click an item at one end of the range, hold down SHIFT and click an item
at the other end.
3 Click File, Print.

To print all files in a file list
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Click anywhere in the file list.
3 Click Edit, Select All.
4 Click File, Print.
Ÿ You cannot print files that contain a filename extension that is not
recognized or registered by an application.

To print file lists
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Click the file or files you want to print.
3 Click File, Print File List.
4 In the Print Options section, enable one of the following buttons:
Ÿ Send To Printer — sends the file list to a selected printer
Ÿ Display in WordPad — displays the file list in Microsoft WordPad, a text
editor for short documents.
Ÿ Copy To Clipboard (RTF Format) — copies the file list to the Clipboard
5 In the Listing Options section, enable one of the following buttons:
Ÿ Print List Of Selected Entries — prints only the files you have selected
Ÿ Print Entire List — prints all files

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6 Enable the Include Folders In List button to include the folders in the file
list (if you do not enable this option, only the files in the display list of the
file management dialog box are printed).

To print file lists of selected files
1 Open a file management dialog box.
If the Menu Bar is not displayed, click the Toggle Menu On/Off button.
2 Hold down CTRL and click the items you want in the display list.
3 Click File, Print File List.

Emailing and faxing files
WordPerfect lets you send email if you have an email program installed. You
can send selected text or an entire document as an attachment to the email
message.
The WordPerfect Suite 9 setup program creates a Corel Settings Profile for
the CorelCENTRAL Address Book, but it does not specify a mail client. If
you are not using Novell GroupWise 4.1 as a mail client, you must add your
mail client to the Corel Settings Profile. WordPerfect supports WordPerfect
Office 4.0, Novell GroupWise 4.1, and Digital Teamlinks, as well as any mail
system that use MAPI or CMC standards. Products that display a Designed
for Windows 95 logo should support CMC mail enabling.
WordPerfect also lets you fax files if you have a fax modem, fax program, and
fax driver that are Windows compatible.

Emailing files
WordPerfect lets you send files by email. If you are not using Novell
GroupWise 4.1 or later as a mail client, you must configure your email
application to send mail.

To configure your email application
1 Click Start, Settings, then click Control Panel.
2 Double-click Mail and Fax.
3 Click Show Profiles.
4 Click Corel Settings.
5 Click Properties.
6 Click Add.
7 Select and configure your mail service.

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8 Click Add.
9 Click Personal Folder to select or create a personal folder (usually
mailbox.PST).

To add a personal address book to the Corel Settings Profile
Ÿ Click Add, then click Personal Address Book, and specify the filename.

To send an active document by email
1 Click File, Send To, Mail.
2 Choose a profile from the Profile Name list box.
3 Click OK.

To send a text selection by email
1 Select the document text.
2 Click File, Send To, Mail.
3 Choose a profile.
4 Click OK.
Ÿ If Novell GroupWise 4.1 or later is installed on your computer,
WordPerfect automatically starts Novell GroupWise and attaches a file to a
new email message.

Sending a fax
You can fax documents from WordPerfect if you have a fax modem, fax
program, and fax driver that are Windows compatible. You can also set
WordPerfect to fax documents automatically when you use the print
command. For information about printing and faxing options, see “Printing”
on page 437.

To send a fax
1 Click File, Print.
2 In the print section, enable one of the following buttons:
Ÿ Full Document — prints the entire document
Ÿ Current Page — prints the page where the insertion point is located

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Ÿ Multiple Pages — prints specific pages, labels, secondary pages,
chapters, or volumes
Ÿ Print Pages — prints the range of pages you specify in the print boxes
Ÿ Selected Text — prints the selected text in the document
Ÿ Document Summary — prints only the document summary
3 Type the number of copies you want to fax in the Number Of Copies box.
4 Choose a fax driver from the Current Printer list box.
5 Specify any other fax/print options.
6 Click Print.
Ÿ Previous versions of WordPerfect include printer drivers that are separate
from the Windows drivers. WordPerfect 9 cannot use these drivers.

To set the fax driver as the default printer for WordPerfect
1 Click File, Print.
2 Choose a fax driver from the Current Printer list box.
3 Click Settings, Application Default, Replace.

To send an active document by fax
1 Click File, Send To, Mail.
The first time you use this command WordPerfect prompts you to choose
a fax driver.
2 Click Fax.

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MERGING DOCUMENTS

11

You can use merge to mass-produce letters, envelopes, mailing labels,
contracts, phone lists, memos, or other documents. When you perform a
merge, you combine a form document and a data source to form a new series
of documents. The merge reproduces copies of the form document with each
copy containing specific information from a record in the data source.
The illustration
shows 1) a data
source document,
2) a form document,
and 3) merged
documents.

You can start your merge by creating a form document and then merging it
with a data source, such as a data file or an address book. For example, to
send the same letter to a number of people, you can create a form document
(letter) and merge it with a data file or an address book, such as the
CorelCENTRAL Address Book. The result is a letter for each person on your
mailing list. The text of the letter is the same on each copy, but the names
and addresses are different. For information about using the CorelCENTRAL

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Address Book, see Using CorelCENTRAL Address Book in the
CorelCENTRAL online Help.
You can also customize and automate a merge by adding merge commands
which are also known as merge codes. For example, you can add the
KEYBOARD code which prompts the user to enter information at the
keyboard or the POSTNET code which adds a postal bar code for addresses
in the United States. For more information about using merge programming
commands, see Merge programming commands, variables, and expressions
in the online Help Reference Information section and “Using merge
commands” on page 385.
To combine a form document with a data source, you must associate the form
document with a data source. You can create the data for a merge or convert
it from other sources, such as an address book, a database file, a spreadsheet
file, an ODBC data source, or an ASCII delimited text file. If the data
changes, you can change the association or edit the data source. If you are
entering data from the keyboard only, you do not need to create a data
association.
After the form document is created and the data is associated, you can
perform the merge.

Working with form documents
When you perform a merge, you create a form document. The form
document contains the layout and common information for the merged
documents. It can consist of text, formatting, graphics, and merge codes. At
the top of the Document Window, WordPerfect inserts the Merge toolbar to
give you greater control over a merge. For more information about the
Merge toolbar, see “Using the Merge toolbar” on page 383.
You create form documents the same way you create regular documents, but
instead of placing specific information in certain places, you insert a code
which can be replaced by information from the data source when you perform
the merge.

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The illustration
shows a form
document containing
1) FIELD codes
2) text for a letter

As you create a merge data file or a form document, you can insert different
merge commands to customize the merge. These merge codes, or
programming commands, can be as simple as a FIELD name or DATE code.
You can also use a variety of other merge programming commands. For more
information about using merge programming commands, see Merge
programming commands, variables, and expressions in the online Help
Reference Information section and “Using merge commands” on page 385.
WordPerfect also lets you format your merged documents and convert a form
document into a regular WordPerfect document.

Using the Merge toolbar
When you create a form document or a data file for a merge, the Merge
toolbar is displayed at the top of the Document Window.

The Merge toolbar allows you to control a merge by using buttons to perform
specific merge functions. The Merge toolbar is context-sensitive which
means that the buttons available on the Merge toolbar change according to
the task you are performing. For example, you would see different buttons
for performing a keyboard merge and editing a data table file.
You cannot hide the Merge toolbar for a merge form document or merge data
file. If it is not visible, then the active file is not a form document or a merge
data file.

Creating form documents
A form document provides the pattern and layout for a merged document. It
can contain text, graphics, and page formatting for each merged document, as
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383

well as merge codes that indicate where each field in a record appears. For
information about merge codes, see “Using merge commands” on page 385
and Merge programming commands, variables, and expressions.

To create a form document for a merge
1 Click Tools, Merge, Create Document.
2 Enable one of the following buttons:
Ÿ Use File In Active Window — allows you to use the active document as
a merge file
Ÿ New Document Window — allows you to use a new document as a
merge file
3 Click OK, then enable one of the following buttons:
Ÿ Associate A Data File — allows you to specify the path and filename for
the file
Ÿ Associate An Address Book — allows you to specify an address book to
use
Ÿ Associate An ODBC Data Source — allows you to specify the ODBC
source to use
Ÿ No Association — allows you to associate no data file at this time
4 Create your form document.
5 Click the Insert Field button on the Merge toolbar.
6 Position the cursor in your document where you want data to be filled in
from your data source.
7 In the Field box, specify the field you want, then click the Insert button.
8 Repeat steps 6 and 7 for each field you want to insert.

Converting a merge document into a regular document
When you create a form document or a data file for a merge, the Merge
toolbar is displayed. You can remove the Merge toolbar to convert the file
back into a regular WordPerfect document. When the Merge toolbar is
removed, the file is no longer recognized as a form document or a data file for
a merge.

To convert a form document or data file into a regular document
1 Open a data file or a form document.

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2 On the Merge toolbar, click the Options button, then choose Remove
Merge Bar.
One of the following dialog boxes will appear:
Ÿ The File Will Not Be Recognized As A Merge File — indicates that the
active file will not be recognized as a merge form document or merge
data file
Ÿ Data File Association Will Be Lost — indicates that the active file will
not be recognized as a merge form document and will not be associated
with any data file
Ÿ After the Merge toolbar has been removed, you cannot use Undo to
display it again. You need to recreate the merge file.

Using merge commands
Merge commands (or merge codes) help you customize and automate a
merge. Merge commands instruct WordPerfect how to combine data sources
and form documents. Like macro commands, they resemble programming
languages in the use of a language (syntax), variables, and logical operations.
Merge codes are
displayed in red and
the text you type is
displayed in black.

Some merge commands, such as the POSTNET code, can be easily inserted
into a form document. A POSTNET bar code is a postal symbol used for
addresses in the United States. Some codes are accessible as buttons on the
Merge toolbar. Other merge commands require careful placement and the
correct use of parameters and other commands.
You can combine commands to form routines or use macros in your
commands. You can also nest and chain commands or macros, and substitute
a form document or data file.

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For more information about merge programming commands, see Merge
programming commands, variables, and expressions in the online Help
Reference Information section.

Inserting or deleting merge codes
A form document is the pattern for merged documents. The form document
may contain text, graphics, and merge codes which instruct WordPerfect how
to perform the merge. You can insert and delete merge codes. For more
information about working with merge codes, see Merge programming
commands, variables, and expressions in the online Help Reference
Information section.

To insert merge codes
1 Click the Merge Codes button on the Merge toolbar.
2 Position the cursor where you want to insert a merge code.
3 Choose a merge code from the Merge Codes box, then click the Insert
button.
If prompted, enter parameters, then click OK.
4 Repeat steps 2 and 3 for each code you want to insert.
Ÿ You can click the Keyboard button on the Merge toolbar to insert the
Keyboard merge code into your document.

To delete merge codes
1 Position your cursor within the merge code.
2 Press DELETE.
Ÿ When you delete merge codes, WordPerfect will remove the code and
parentheses leaving the text you type.

Displaying or hiding merge codes
When you create a merge data file or a form document, you can customize
the merge by inserting merge commands. These merge commands are also
called merge codes. You can hide or display merge codes, or you can display
merge codes as markers in your document.

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To display or hide merge codes
1 Click Tools, Settings.
2 Double-click Display.
3 Click the Merge tab.
4 Click one of the following buttons:
Ÿ Display Merge Codes — displays the merge codes
Ÿ Display Merge Codes As Markers — keeps the codes and displays
code markers only
Ÿ Hide Merge Codes — keeps the codes but does not display them
Ÿ You can also click the Options button on the Merge toolbar to display or
hide merge codes.

Merging POSTNET bar codes
A POSTNET bar code is a postal symbol used for addresses in the United
States. WordPerfect inserts the POSTNET bar code for the specified ZIP
code. You can insert the same POSTNET bar code for all of the records in a
merge, or you can insert a different code for each record in a data file.

To merge a single POSTNET bar code in a form document
1 Click the Merge Codes button on the Merge toolbar.
2 Position the cursor where you want to insert the POSTNET bar code.
3 Choose POSTNET(string) from the Merge Codes list box.
4 Click the Insert button.
5 Type the ZIP code between the parentheses of the POSTNET command.
6 Click Close.
Ÿ You can also click the Bar Code button on the Envelopes Property Bar.

To insert a merge field for a POSTNET bar code
1 Follow steps 1 to 4 from the previous procedure.
2 Click between the parentheses of the POSTNET command.

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3 Click the Insert Field button.
4 Specify the field containing the ZIP code in the Field box.
5 Click the Insert And Close button.
Ÿ To select a field in the Insert Field dialog box, you must have associated a
data source with the form document. If not, you can type the name of the
field, making sure that it matches the field name in the data source. For
information about data sources, see “Creating and associating data for a
merge” on page 391. For information about form documents, see
“Working with form documents” on page 382.

Prompting for user input and message display
Several commands are used to display a message for, or request information
from, the person running the merge. You can use a message to inform the
user of the progress of the merge or you can use a prompt to remind the user
of the kind of information needed in a fill-in form.
The following table lists commands displaying a message or prompt and
shows how they differ from each other:

388

Command

Action and User Input

PROMPT (followed by WAIT)

Displays message for the duration of the WAIT command; no user input
is required.

STATUSPROMPT

Displays message until another message is displayed; no user input is
required.

KEYBOARD

Displays message and asks for keyboard input; text is inserted in the
document. The user types information and clicks the Continue button on
the Merge toolbar (or presses ALT + ENTER).

GETSTRING

Displays message and asks for keyboard input; text is assigned to a
variable. The user types information and presses ENTER.

CHAR

Displays message and asks for one-character input; the character is
assigned to a variable. The user types one character.

LOOK

No message; checks whether a key has been pressed. If a key has been
pressed, the key is assigned to a variable; otherwise, the variable is
deleted. The user types one character or nothing (merge does not pause
for input).

WordPerfect 9: Chapter 11

Reusing commands with subroutines
You can create a subroutine to call a set of commands which are repeated
several times in a merge. You do not need to add them each time. You can add
them once, label them as a subroutine, then return to them (or call them)
each time you want them to run.
The three commands used to define and call a subroutine are described
below.
CALL(label)

Stops the merge and directs it to execute the subroutine. The label
parameter must match the name of the label.

LABEL(labelname)

Marks the beginning of the subroutine. The labelname parameter is a
unique name that identifies the subroutine.

RETURN

Marks the end of the subroutine and returns the merge to the CALL
command. If you do not add the RETURN command, the merge will
continue in an infinite loop or will not continue correctly.

Using multiple files and macros in a merge
A merge can consist of more than one data file or form file, and it can include
multiple macros. This may be useful if you want to merge different
documents with the same data or if you have multiple data sources to merge.
There are three ways to connect merge files: nesting, chaining, and
substituting.

Nesting
Nesting a file or macro is like calling a subroutine. The merge pauses while
the nested file or macro runs, then continues after the nested file has
finished. This is useful if you use certain procedures frequently in your
merges because you can save them in smaller files.
You can have multiple levels of nesting — a merge file can nest a second file
or macro, which in turn nests another file, and so on. The three nest
commands are described below.
NESTDATA(filename)

Changes to another data source. After that data has been merged with
the form file, the merge returns to the first data source. Include a full
path with the filename.

NESTFORM(filename)

Pauses the merge and changes to another form file. After that file has
merged completely, the original merge continues. Include a full path with
the filename.

NESTMACRO(macroname)

Pauses the merge, plays the macro, then continues the merge after the
macro ends. You do not need to add a full path or the .WCM filename
extension to the name of the macro.

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Chaining
Chaining another file or macro starts that file or macro when the original
merge is finished. This is one way to run multiple merges one after the other
instead of starting each one manually. Only one chain command is used in a
merge file; if there are more than one, the last one is used. The three chain
commands are described below.
CHAINDATA(filename)

Merges records from the second file when all records from the first data
source have been merged. Include a full path with the filename.

CHAINFORM(filename)

Merges the new form file when the original form file has finished. Include
a full path with the filename.

CHAINMACRO(macroname)

Plays the macro after the merge has finished. You do not need to add a
full path or the .WCM filename extension to the name of the macro.

Substituting
Substituting a form or data file is another way to change from one merge file
to another. However, a substitute command moves the merge immediately to
the second file without finishing the original merge file. When this happens,
the new merge does not return to the original merge. The two substitute
commands are described below.
SUBSTDATA(filename)

Changes to the new data file and begins merging its records. Include a
full path with the filename.

SUBSTFORM(filename)

Changes to the new form file and begins executing the merge commands
in the file. Include a full path with the filename.

Understanding merge code parameters
Most merge programming codes use parameters (also called arguments). In
the following table, parameters are enclosed in parentheses and optional
parameters are enclosed in square brackets. When there are two or more
parameters, they are separated with a semicolon.

Merge code parameters
You need to enter the correct parameters and arguments as required for the
merge code. For more information about each command, see Merge
programming commands in the online Help Reference Information section.

390

Parameter

What you do

(expr);(subexpr)

Enter a number, string, variable, command, expression, or combination
of these

(label)

Enter a unique name

WordPerfect 9: Chapter 11

(var)

Enter a unique variable name

(field)

Enter a unique name or field number

(filename)

Enter a filename, including the full path

(macroname)

Enter a unique macro name; the full path is optional and no .WCM
extension is needed.

(title)

Enter the title of the dialog box

(prompt);(message)

Enter information you want to display on the screen

(comment)

Enter a description of what the merge does; this does not display on
screen.

Creating and associating data for a merge
When you perform a merge, you combine a form document with information
from an associated data source, such as a data file, an address book, or
keyboard input.
When you use a WordPerfect data file as your data source, you can create
either a data text file or a data table file. Regardless of which one you choose,
information in a data file is organized into records and fields. For example, a
record may include a name, address, and related information. Each item
within that record, for example, name and address, is a field. WordPerfect
automatically inserts a Merge toolbar into your merge data file. For more
information about the Merge toolbar, see “Using the Merge toolbar” on page
383.

The illustration
shows a data text file
containing
1) ENDFIELD codes
and 2) ENDRECORD
codes.

When you create a data text file, each field is marked by the ENDFIELD code
and each record by the ENDRECORD code.
When you create a data table file, fields and records are arranged in columns
and rows. Each column contains a field. Each row contains a record.

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The illustration
shows a data table
file containing
1) records
2) fields
3) field names

You can also retrieve data from other file formats and use them as data files
in WordPerfect. For example, you can retrieve and convert a database file, a
spreadsheet file, an ODBC data source, or an ASCII delimited text file.
You can also sort the records in a data source. If you do not want to merge all
of the records in a data source, you can select records to merge. If your data
source changes, you can associate a different data file or delete the current
association.

Creating a data file for a merge
When you merge documents, you produce copies of the form document. Each
copy contains specific information from a record in the data source.
WordPerfect recognizes data files as merge data sources. You can create data
files in either a text or table format. You can also number the fields in a data
file instead if naming them.
You can also convert a file to a merge data file. For information, see
“Converting and sorting data sources” on page 395.
You can also create a data file using the data from an address book. For
information, see “Using address books as merge data sources” on page 402.

To create a data text file
1 Click Tools, Merge, Create Data.
2 Click one of the following buttons:
Ÿ Use File In The Active Window — bases the data file you are creating
on the document in the active window
Ÿ New Document Window — opens a new Document Window for the
data file you are creating
3 Click OK.
4 Type the name of a field in the Name A Field box, then click the Add
button to add a new field in your data file.

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5 Click any of the following buttons to organize your fields:
Ÿ Replace — replaces the name of the selected field
Ÿ Delete — deletes the selected field
Ÿ Move Up — moves the selected field up in the Fields Used In Merge
list
Ÿ Move Down — moves the selected field down in the Fields Used In
Merge list
6 Repeat steps 4 and 5 for each field you want to add. When you have added
all the fields, click OK.
7 Type the data for each record in the Create Or Edit Data In Record box.
8 Click any of the following buttons to organize your records and fields:
Ÿ Next Field — moves the cursor to the next field
Ÿ Previous Field — moves the cursor to the previous field
Ÿ New Record — creates a new records
Ÿ Delete Record — deletes the current record
Ÿ Find — finds text in a record
Ÿ Fields Names — allows you to edit field names
9 Click Close when you have finished entering the records you want, then
click Yes to save the data file.
Ÿ To add a line to a field, press CTRL + ENTER.
Ÿ Press TAB to move to the next field.
Ÿ Using many fields gives you more flexibility. For example, having a
Greeting field separate from the Name field lets you personalize merged
documents with a familiar name.

To create a data table file
1 Follow steps 1 to 3 from the previous procedure.
2 Click the Format Records In A Table button.
3 Follow steps 4 to 9 from the previous procedure.

To number the fields in a data file
1 Follow steps 1 to 3 from the “To create a data text file” procedure.
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2 Click OK in the Create Data File dialog box.
3 Specify the number of fields in the Number Of Fields In Each Record box.
4 Follow steps 7 to 9 from the “To create a data text file” procedure.

Associating merge files
When you merge documents, you need to link the name of a data source to a
form document. This is called associating a data source. You can associate a
data source from a form document or a data file. You can change an
association later if you choose. You can also go to an associated form
document from its data file or to an associated data file from its form
document.

To associate a data source with a form document
1 Open the form document.
2 Click the Go To Data button on the Merge toolbar.
3 Click one of the following buttons:
Ÿ Select — allows you to choose a data file to associate
Ÿ Create — allows you to create and name a new data file
Ÿ Address Book — allows you to associate an address book
Ÿ ODBC — allows you to associate an ODBC data source

To associate a form document with a data file
1 Open the data file.
2 Click the Go To Form button on the Merge toolbar.
3 Click one of the following buttons:
Ÿ Select — allows you to associate an existing form document
Ÿ Create — allows you to create a new form document

To change the associated data file
1 From your form document, click the Insert Field button on the Merge
toolbar.
2 Click the Data Source button, then select the data file.

To go to the associated data file or form document
1 Open a form document or data file.

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2 On the Merge toolbar, click one of the following buttons:
Ÿ Go To Data — opens the associated data file
Ÿ Go To Form — opens the associated form document
Ÿ If there is no associated data source, you can select an existing data
source or create a new one. For information about creating a data file, see
“Creating and associating data for a merge” on page 391.
Ÿ If there is no associated form document, you can create an association by
selecting an existing form document or creating a new one. For
information about creating a form document, see “Working with form
documents” on page 382.

Converting and sorting data sources
When you use a data file that is not formatted for a merge, WordPerfect
imports and converts it for the merge. You can use the file one time and not
save it as a merge file, or you can save the file in WordPerfect format so that
you can use it again. You can also sort your data file alphabetically or
numerically in ascending order.

To convert a table to a data text file for a merge
1 Select the entire table.
2 Press DELETE or BACKSPACE.
3 Click one of the following buttons:
Ÿ Convert Contents To Merge Data File — converts each row to a record
Ÿ Convert Contents To Merge Data File (Use Text In First Row As Field
Names) — converts the cells in the first row to field names and
converts each of the following rows to a record

To convert data files to WordPerfect format
1 Click File, Open.
2 Choose the drive where the file is stored from the Look In list box.
3 Double-click the folder in which the file is stored.
4 Double-click the filename.
5 Specify the type of data in the Data Type list box.
6 In the Import As list box, choose one of the following formats:
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Ÿ Table — opens the file as a table
Ÿ Text — opens the file as text
Ÿ Merge Data File — opens the file as a merge data text file
7 Click any of the following:
Ÿ The fields you want to import in the Fields box
Ÿ The Query button to specify field and record delimiters (characters
that mark encapsulated data, and characters to ignore in the
conversion)
Ÿ The Use Field Names As Headings button to use field names as
column headings
Ÿ The Size Table Columns To Fit Data After Import button to size
columns when importing data into a table

To sort a data file
1 On the Merge toolbar, click Options, Sort.
2 Choose an option from the Sort By box, then click Sort.
The table is sorted alphabetically or numerically in ascending order based
on the first cell in each row.

Selecting records for a merge
When you merge documents, you produce copies of the form document. Each
copy contains specific information from a record in the data source. You can
limit a merge to certain records in the data file by marking a range of records
that you want to merge or by specifying conditions for records.

To mark records for a merge
1 Click Tools, Merge.
2 Click the Perform Merge button.
3 Click the Form Document button, then specify the location of the form
file.
4 Click the Data Source button, then specify the location of the data file.
5 Click the Select Records button, then click the Mark Records button.
6 Do any of the following:
Ÿ Specify the range of records you want to display in the Display Records
From boxes.

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Ÿ Specify the first field to display in the First Field To Display box.
Ÿ Click Mark All Records in List to select all records in the Record List
box.
Ÿ Click Unmark All Records In List to deselect all records in the Record
List box.
Ÿ Click the records you want to mark in the Record List box.
7 Click the Update Record List button to reflect your selections.
8 Click the Output button, then choose the location for the merged file.
9 Click OK, then click the Merge button.

To specify conditions for merge records
1 Follow steps 1 to 4 from the previous procedure.
2 Click the Output button, then select the location for the merged file.
3 Click the Select Records button, then click the Specify Conditions button.
4 Do any of the following:
Ÿ Click Record Number Range to specify a range of records, then specify
the beginning and end of the range.
Ÿ Select a field from the Field drop-down list to specify conditions, then
type the selection criteria in the Condition text boxes.
If you want to see examples of selection criteria, click the Example
button. For more examples, click the More button.
5 Click OK, then click the Merge button to perform the merge.

Editing merge data
There are different ways to edit a data file depending on how the data file is
formatted. A data file can be formatted as either a data text file or a data table
file. In a data table file, you can manually edit information in the cells of the
table. In a data text file, you can edit the text manually, but you must be
careful not to delete ENDFIELD and ENDRECORD codes.
With either type of data file, you can use Quick Data Entry to add, edit, or
delete data if you have many records to edit. Using Quick Data Entry, you can
also view and find records, and replace a field name.

Editing a data text file for a merge
A data text file organizes the data for a merge into fields and records.
WordPerfect lets you add a new field name to a data text file. You can also add
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and delete fields or records from a data text file using the Merge toolbar. For
information about using the Merge toolbar, see “Using the Merge toolbar” on
page 383.

To add a field name to a data text file
1 Position the cursor within the parentheses of the Fieldnames command
where you want to add the new field name.
2 Type the new field name.
3 Type a colon after the new field name.
Ÿ There should be a colon and no spaces separating each field name.

To add a field to a data text file
1 Type the text you want.
2 Click the End Field button on the Merge toolbar.

To delete a field from a data text file
1 Select the text and the ENDFIELD merge code.
2 Press DELETE.

To add a record to a data text file
1 Type the text you want in the field.
2 Click the End Field button on the Merge toolbar.
3 Repeat steps 1 and 2 for each field you want to add to the record.
4 Position the cursor after the last ENDFIELD merge code of the record.
5 Click the End Record button on the Merge toolbar.

To delete a record from a data text file
1 Select the record.
Include the ENDFIELD and ENDRECORD merge codes and the hard
page break at the end of the record.
2 Press DELETE.

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Adding and deleting columns and rows from a data table
A data table file organizes the data for a merge into rows and columns. Each
column of the table contains a field. Each row contains a record. You can add
and delete columns and rows from a data table.

To add a column to a data table
1 Position the cursor in a column next to where you want to add a new
column.
2 On the Merge toolbar, click the Column button, then choose Insert.
3 Type the name of the new field in the Field Name box.
4 Click one of the following buttons:
Ÿ Before Current Field — inserts the new field before the selected
column
Ÿ After Current Field — inserts the new field after the selected column
Ÿ After Last Field — inserts the new field as the last column in the table

To delete a column from a data table
1 Position the cursor in the column to be deleted.
2 On the Merge toolbar, click the Column button, then choose Delete.

To add a row to a data table
1 Position the cursor in a row next to where you want to add a new row.
2 On the Merge toolbar, click the Row button, then click Insert.
3 Click one of the following buttons:
Ÿ Add Row Above Current Row — inserts the new row above the
selected row
Ÿ Add Row Below Current Row — inserts the new row below the
selected row
Ÿ Add Row To End Of Table — adds the new row to the end of the table

To delete a row from a data table
1 Position the cursor in the row to be deleted.
2 On the Merge toolbar, click the Row button, then click Delete.

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Editing a data file using Quick Data Entry
A data text file organizes the data for a merge into fields and records. Using
Quick Data Entry, you can add new records and fields to a data file. You can
also replace a field name or delete a field.

To add a new record to a data file
1 Click the Quick Data Entry button on the Merge toolbar.
2 Click the New Record button.
3 Type the data for a field.
4 Press ENTER to move to the next field.
5 Repeat steps 3 and 4 for additional fields.

To add a new field to a data file
1 Click the Quick Data Entry button on the Merge toolbar.
2 Click the Field Names button.
3 Type the field name in the Field Name box.
4 Choose a field from the Fields Used In Merge list box.
5 Click one of the following buttons:
Ÿ Add — adds the new field after the selected field
Ÿ Add Before — adds the new field before the selected field

To replace a field name in a data file
1 Follow steps 1 to 3 from the previous procedure.
2 Choose the field to be replaced from the Fields Used In Merge list box.
3 Click the Replace button.
Ÿ If you replace a field name, information in that field will be deleted from
each record in the data file. For example, if you replace “Address” with
“Street Address,” all data in the “Address” field in all records will be
deleted.

To delete a field from a data file
1 Follow steps 1 and 2 from the “To add a new field to a data file” procedure.

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3 Choose the field to be replaced from the Fields Used In Merge list box.
4 Click the Delete button.
Ÿ If you delete a field name, information in that field will be deleted from
each record in the data file.

Viewing and finding records using Quick Data Entry
A data file organizes data for a merge into fields and records. Using Quick
Data Entry, you can view and find specific data records. For more information
about finding text, see “Finding and replacing text” on page 34.

To view records in a data file using Quick Data Entry
1 Click the Quick Data Entry button on the Merge toolbar.
2 Click one of the following buttons:
Ÿ First — displays the first record in the data file
Ÿ Previous — displays the previous record in the data file
Ÿ Next — displays the next record in the data file
Ÿ Last — displays the last record in the data file
3 Click Close.
Ÿ Depending on which record is displayed, the First, Previous, Next, or Last
buttons may be disabled.

To find a record in a data file using Quick Data Entry
1 Click the Quick Data Entry button on the Merge toolbar.
2 Click the Find button, then specify the text to match in the Find box.
3 Click one of the following buttons:
Ÿ Find Next — moves to the next record containing that text
Ÿ Find Previous — moves to the previous record containing that text

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Ÿ Depending on which record is displayed, the Find Next or Find Previous
buttons may be disabled.
Ÿ If no record is found, Quick Data Entry displays the first record in the data
file.

Merging with address books
When you use an address book as the data source for a merge, you do not
have to create a data file. You can use all or selected records from an address
book and merge them directly to letters, envelopes, labels, or form
documents you create. WordPerfect lets you access CorelCENTRAL,
Directory Server, MAPI, and Windows address books through the
CorelCENTRAL Address Book. For information about using the
CorelCENTRAL Address Book, see Using CorelCENTRAL Address Book in
the CorelCENTRAL online Help.
You can quickly print envelopes with a return address, recipient’s address,
and a postal bar code. You can also print address labels and make a form letter
that you personalize by adding text.
When you merge information from an address book, the records are
interpreted as a merge data file at the time of the merge. If you want to save
address book information as a merge data file, you can use the
ADRS2MRG.WCM macro included with WordPerfect. For more information
about macros, see “Recordings, macros, and automation features” on page
551.

Using address books as merge data sources
When you merge files, you combine a form document with a data source. You
can merge all or selected records from an address book.
You can also create a data file using the records in an address book. For
information, see “Creating data files using address books” on page 403.

To merge using an address book
1 Open a form document.
2 Click Tools, Merge.
3 Click the Perform Merge button.
4 Click the Data Source button, then choose Address Book.
5 Choose an address book from the enabled list box.

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6 Click the Output button, then choose a format for the merged file.
7 Click the Merge button to complete the merge.
Ÿ If you have selected records in an address book before starting the merge,
those are the records that will merge unless you specify others.

To merge selected records from an address book
1 Click Tools, Merge, Perform Merge.
2 Click the Form Document button, then specify the location of the form
document.
3 Click the Data Source button, then choose Address Book.
4 Choose an address book from the enabled list box.
5 Click the Select Records button.
6 Hold down CTRL and click each entry you want to use, then click OK.
7 In the Format Address dialog box, click OK.
8 Click Output, then choose a format for the merged file.
9 Click the Merge button.

Creating data files using address books
When you merge files, you combine a form document with a data source.
WordPerfect lets you create a data file using all or selected addresses from an
address book. For information about merging with an address book without
creating a data file, see “Using address books as merge data sources” on page
402.

To create a merge data file using an address book
1 Click Tools, Macro, Play.
2 Choose ADRS2MRG.WCM, then click the Play button.
3 Enable the All Records From Address Book button.
4 Choose an address book from the Select Address Book list box.
5 Click OK.
6 Save the merge data file.

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To create a merge data file using selected records form an
address book
1 Follow steps 1 and 2 from the previous procedure.
2 Enable the Selected Records button.
3 Click the Select Records button, then click OK.
4 Double-click the type of address book in the left pane.
5 Click the address book you want to use.
6 Hold down CTRL and click each entry you want to use.
7 Click the Insert button.
8 In the Format Address dialog box, click OK.
9 Click OK in the Address Book To Merge dialog box.
Ÿ If the ADRS2MRG.WCM macro is not listed, you need to install it.

Merging envelopes using address books
WordPerfect lets you merge envelopes using an address book as your data
source. You can merge only envelopes or merge envelopes with a form
document. You can also print envelopes using an address book.

To merge only envelopes using an address book
1 Open a new document.
2 Click Tools, Merge, then click the Perform Merge button.
3 Click the Form Document button, then click Current Document.
4 Follow steps 3 to 9 from the previous procedure.
Ÿ The merged envelopes are placed after the initial blank page.

To merge envelopes and a form document using an address book
1 Click Tools, Merge, then click the Perform Merge button.
2 Click the Data Source button, then choose Address Book.
Choose an address book from the enabled list box.

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3 Click the Envelopes button.
4 Position the cursor where you want to insert a field.
5 Click the Insert Field button on the Merge toolbar, specify the field you
want, then click the Insert button.
6 Repeat steps 4 and 5 for each field you want to insert, then click Close.
7 Click the Continue Merge button on the Merge toolbar.
8 Click the Form Document button, then specify the location of the form
file.
9 Click the Output button, choose the location for the merged file.
Click the Merge button.

To print envelopes using an address book
1 Follow steps 1 to 8 from the previous procedure.
2 Click the Output button, choose Printer.
3 Click the Merge button.
Ÿ When you merge envelopes with an address book, you cannot add
graphics to the envelope. Only the return address, the recipient’s address,
and a bar code can be used. You can add extra text, such as “Air Mail,”
below the return address or above the recipient’s address. The extra text
prints in the same font as the addresses
Ÿ The merged envelopes are placed at the end of the merged file.
Ÿ After you create an envelope format, you can click the Reset button in the
Perform Merge dialog box to clear envelope, form, and data options.
Ÿ You can merge selected records from an address book. For information,
see “Using address books as merge data sources” on page 402.

Merging labels with address books
WordPerfect lets you merge labels using an address book as your data
source. First, you need to create a form document that defines the layout for
the labels and contains the fields you want to merge. Then, you perform the
merge by merging the form document with an address book.

To define a list of labels
1 In a new Document Window, click Tools, Merge.
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2 Click the Create Document button.
If you have typed or clicked anywhere in the document, click Use File In
Active Window in the Create Merge File dialog box.
3 Click the Associate An Address Book button in the Associate Form And
Data dialog box, then choose an address book from the enabled list box.
4 Click Format, Labels.
5 In the List Labels For section, choose the label options you want display:
Ÿ Laser Printed — displays laser label options
Ÿ Tractor-fed — displays tractor-fed label options
Ÿ Both — displays both laser and tractor-fed label options
6 Choose a label format from the Labels list, then click the Select button.
7 Position the cursor where you want to insert a field.
8 Click the Insert Field button on the Merge toolbar, specify the field you
want, then click the Insert button.
9 Repeat steps 7 and 8 for each field you want to merge.

To merge labels with an address book
1 Open a label form document.
2 Click Tools, Merge.
3 Click the Perform Merge button.
4 Click the Form Document button, then choose Current Document.
5 Click the Data Source button, then choose Address Book.
6 Choose an address book from the enabled list box.
7 Click the Output button, then specify an output format.
8 Click the Merge button.
Ÿ You can merge selected records from an address book. For information,
see “Using address books as merge data sources” on page 402.

Inserting labels using address books
Using an address book, you can quickly print a list of addresses on labels
without creating a form document. WordPerfect automatically formats the
labels for the address records you select.

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To insert an address book record as a label
1 In a new Document Window, click Tools, Merge.
2 Click the Create Document button.
If you have typed or clicked anywhere in the document, click Use File In
Active Window in the Create Merge File dialog box.
3 Click the Associate An Address Book button in the Associate Form And
Data dialog box, then choose an Address Book from the enabled list box.
4 Click Format, Labels.
5 In the List Labels For section, choose the label options you want display:
Ÿ Laser Printed — displays laser label options
Ÿ Tractor-fed — displays tractor-fed label options
Ÿ Both — displays both laser and tractor-fed label options
6 Click a label format from the Labels list, then click the Select button.
7 Position the cursor where you want to insert the address label.
8 Click Tools, Address Book.
9 Select the address to be inserted, then click the Insert button.
Repeat steps 7 and 8 for each label you want to insert.
Ÿ This method inserts only the Name, Address, City, State/Province, and
postal code fields on the labels.

Performing a merge
When you perform a merge, you combine a form document and a data source
to create a new series of documents. WordPerfect provides a variety of
output options for the new documents. You can send each merged document
as email to the appropriate recipient. You can also create labels or envelopes
with the merged output. If you want to rotate a merge field, you can merge a
field as sideways text in a form document.
You can create a keyboard merge and add information at the time of the
merge. When you perform the keyboard merge, WordPerfect pauses the
merge as specified in the form document and waits for you to enter
information from the keyboard.
If you do not want to create a new series of merged documents, you can send
all of your merged data to a table. After you perform the merge, all of your

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merged output will be formatted into a single table with each column
representing a field.
In addition to creating different layouts for merged output, you can select the
location for the merged output, such as merged to a new document, added to
the active documents, saved as a file to disk, sent to the printer, or saved to a
selected folder.
You can also select formatting options for merged output. For example, you
can change default file extensions and specify how many copies of each
merged record you want.
WordPerfect also lets you stop a merge in progress.

Performing and stopping a merge
When you perform a merge, you combine a form document with a data
source to form a new document set. WordPerfect also lets you stop a merge
which is in progress.

To perform a merge
1 Click Tools, Merge.
2 Click the Perform Merge button.
3 Click the Form Document button, then specify the location of the form file
to merge.
4 Click the Data Source button, then specify the location of the data file to
merge.
5 Click the Output button, then choose the location for the merged file.
6 Click the Merge button.
Ÿ You can also click the Merge button on the Merge toolbar to perform a
merge. For more information about using the Merge toolbar, see “Using
the Merge toolbar” on page 383.

To stop a merge
Ÿ Press ESC to stop a merge in progress.

Merging to email
When you perform a merge, you combine a form document with a data
source to form a new document set. You can have WordPerfect email each

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merged document. For more information about merged output options, see
“Selecting merge output” on page 415.

To merge to email
1 Click Tools, Merge.
2 Click the Perform Merge button.
3 Click the Form Document button, then specify the location of the form file
to merge.
4 Click the Data Source button, then specify the location of the data file to
merge.
5 Click the Output button, Email.
6 Specify the field containing the email address in the Select Field Name Of
Email Address list box.
7 Type the subject line you want to appear in each merged email message in
the Subject Line box.
8 Click OK, then click the Merge button.
9 Choose an option from the Profile Name list box.

Merging to labels
To merge a data source to labels, you must first create a form document
containing the label paper size information. You can then perform the merge.

To create labels to merge
1 In a new Document Window, click Tools, Merge.
2 Click the Create Document button.
If you have typed or clicked anywhere in the document, click Use File In
Active Window in the Create Merge File dialog box.
3 Click the Associate An Address Book button in the Associate Form And
Data dialog box, then choose an address book from the enabled list box.
4 Click Format, Labels.
5 In the List Labels For section, choose the label options you want display:
Ÿ Laser printed — displays laser label options
Ÿ Tractor-fed — displays tractor-fed label options
Ÿ Both — displays both laser and tractor-fed label options
6 Click a label style from the Labels list, then click the Select button.
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7 Position the cursor where you want to insert a field.
8 Click the Insert Field button on the Merge toolbar, specify the field you
want, then click the Insert button.
9 Repeat steps 7 and 8 for each field you want to merge, then click Close.
Ÿ Before you insert fields, you can make or change the data source
association. For information, see “Associating merge files” on page 394.
Ÿ You can also create labels using an address book. For information, see
“Merging labels with address books” on page 405 and “Inserting labels
using address books” on page 406.

To perform a merge
1 Click Tools, Merge.
2 Click the Perform Merge button.
3 Click the Form Document button, then specify the location of the form
file.
4 Click the Data Source button, then specify the location of the data file.
5 Click the Output button, then choose the location for the merged file.
6 Click the Merge button.

Merging to envelopes
You can create envelopes as you merge another form document (such as a
letter), or you can create merged envelopes from a blank Document Window.
An envelope is created for each record you have selected in the data source.
For more information about working with envelopes, see “Creating
envelopes” on page 194.

To merge to envelopes
1 Click Tools, Merge, Perform Merge.
2 Click the Form Document button, then specify the location of the form
file.
3 Click the Data Source button, then specify the location of the data file.
4 Click the Output button, then choose the location for the merged file
5 Click the Envelopes button.

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6 Position the cursor where you want to insert a field.
7 Click the Insert Field button on the Merge toolbar, specify the field you
want, then click the Insert button.
Repeat steps 6 and 7 for each field you want to insert
8 Click Close.
9 Click the Continue Merge button on the Merge toolbar. Repeat steps 2 to
4, then click the Merge button.
Ÿ If you are merging envelopes only, click Current Document for the form
file location. The active document should be a blank Document Window.
Ÿ The merged envelopes are placed after the current blank page. Delete the
blank page if needed.
Ÿ If you are merging another document, such as a letter, the envelopes are
placed at the end of the merged file.
Ÿ After you create an envelope format, you can click the Reset button in the
Perform Merge dialog box to clear envelope, form, and data options.

Creating and performing a keyboard merge
Using merge, WordPerfect lets you create a form document which you can
personalize. By using the KEYBOARD command in your form document,
you can enter information into the form document each time you need to
send it. First, you create a form document containing the KEYBOARD
command; then, you perform the merge. For more information about the
KEYBOARD command, see Merge programming commands in the online
Help Reference Information section.

To create a form for a keyboard merge
1 Click Tools, Merge, then click the Create Document button.
2 Click one of the following buttons:
Ÿ Use File In Active Window — uses the active document as the merge
form
Ÿ New Document Window — creates a new document for the merge
form
3 Click OK.
4 Click one of the following buttons:

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Ÿ Associate A Data File — allows you to specify the path and filename for
the file
Ÿ Associate An Address Book — allows you to specify an address book to
use
Ÿ Associate An ODBC Data Source — allows you to specify the ODBC
source to use
Ÿ No Association — allows you to associate no data file at this time.
5 Click OK.
6 Position the cursor where you want to insert a keyboard prompt.
7 On the Merge toolbar, click the Keyboard button.
8 Type a prompt for the information to be entered.
9 Repeat steps 6 to 8 for each Keyboard prompt you want to insert.

To perform a keyboard merge
1 Open a form or data file containing the KEYBOARD merge command.
2 Click Tools, Merge, Perform Merge.
3 Click any of the following buttons:
Ÿ Form Document — allows you to specify the location of the form file
Ÿ Data Source — allows you to specify the location of the data file
Ÿ Output — allows you to choose the location for the merged file
4 Click the Merge button.
5 When the merge pauses at the KEYBOARD command, type the
information as described by the prompt.
6 Click the Continue button on the Merge toolbar.
7 Repeat steps 5 and 6 until the merge is finished.
Ÿ When you click the Quit button on the Merge toolbar, the merge
continues to the end of the active record but ignores all merge commands.
When you click the Stop button, the merge stops at the current position.

Merging text sideways
WordPerfect lets you merge a form document with a data source to form a
new set of documents. When you want a merged field to be printed sideways,

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you first create a text box and rotate the contents. Then, you perform the
merge.

To create sideways text to merge
1 Click Tools, Merge, Create Document.
2 Click the Create Document button in the Create Merge File dialog box,
then click one of the following buttons:
Ÿ Use File In The Active Window
Ÿ New Document Window — opens a new Document Window for the
form file you are creating
If you are working in a new document, the Create Merge File dialog box
does not display.
3 Click OK, then click one of the following buttons:
Ÿ Associate A Data File — allows you to specify the path and filename for
the file
Ÿ Associate An Address Book — allows you to specify an address book to
use
Ÿ Associate An ODBC Data Source — allows you to specify the ODBC
source to use
Ÿ No Association — allows you to associate no data file at this time.
4 Click OK, then click Insert, Text Box.
5 Position the cursor where you want to insert a field.
6 Click the Insert Field button on the Merge toolbar, specify a field name,
then click the Insert button.
7 Repeat steps 5 and 6 to insert additional fields, then click Close.
8 Right-click the text box, then click Content.
9 Choose a rotation in the Rotate Text Counterclockwise section, then click
OK.
Ÿ When you merge into a text box, you must first identify the document as a
merge form file as directed in steps 3 to 5. Otherwise, merge options are
not available when you type in the text box.

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To perform a merge
1 Click Tools, Merge.
2 Click the Perform Merge button.
3 Click any of the following buttons:
Ÿ Form Document — allows you to specify the location of the form file
Ÿ Data Source — allows you to specify the location of the data file
Ÿ Output — allows you to select the location of the merged file
4 Click the Merge button.

Merging to a table
You can merge a form document and a data source to a table by completing
three sets of procedures: first, associate a data file with a form file; second,
create a table and insert fields and merge codes in it; and third, perform a
merge.

To associate a data file with a form file
1 Open the file where you want to insert the table.
2 Click Tools, Merge.
3 Click the Create Document button.
If you have typed or clicked anywhere in the document, click Use File In
Active Window in the Create Merge File dialog box.
4 Click one of the following buttons:
Ÿ Associate A Data File — allows you to specify the path and filename for
the file
Ÿ Associate An Address Book — allows you to specify an address book to
use
Ÿ Associate An ODBC Data Source — allows you to specify the ODBC
source to use
Ÿ No Association — allows you to associate no data file at this time

To create a table to merge
1 Click Insert, Table, then click Table.
2 In the Columns box, type the number of columns you want, then type 2 in
the Rows box.
3 Click the Create button, then type a heading in each cell of the first row.

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4 Right-click the table, click Format, then click the Table tab.
5 Enable the Insert New Rows Automatically button, then click OK.
6 Position the cursor in the first cell of the second row, then click the Insert
Field button on the Merge toolbar.
7 In the Field list box, specify the field name for that column, then click
Insert.
Press TAB to move to the next cell.
8 Repeat step 7 to insert additional fields, then click Close.
9 Position the cursor at the end of the last cell in the second row, then click
the Merge Codes button on the Merge toolbar.
Choose REPEATROW from the Merge codes list, click the Insert button,
then click Close.

To merge to a table
1 Click Tools, Merge.
2 Click the Perform Merge button.
3 Click any of the following buttons:
Ÿ Form Document — allows you to specify the location of the form file
Ÿ Data Source — allows you to specify the location of the data file
Ÿ Output — allows you to select the location of the merged file
4 Click the Merge button.
After merging, the table expands one row for each record in the associated
data file.

Selecting merge output
When you perform a merge, you combine a form document with a data
source to form a new document set. The new document set can be printed,
saved to disk, sent to a new WordPerfect document, or added to the active
document. You can also change the default document folder for merged
documents. You can also change the default file extensions for merge forms
and data files.

To send each merged document to the printer
1 Click Tools, Merge.

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2 Click the Perform Merge button.
3 Click the Output button, then choose Printer.

To save the merged file to disk
1 Follow steps 1 and 2 from the previous procedure.
2 Click the Output button, then choose File On Disk.
3 Choose a folder from the Save In list box.
4 Specify a file name in the File Name list box.
5 Click the Select button.

To send the merged file to a new document
1 Follow steps 1 and 2 from the “To send each merged document to the
printer” procedure.
2 Click the Output button, then choose New Document.

To add the merged file to the active document
1 Follow steps 1 and 2 from the “To send each merged document to the
printer” procedure.
2 Click the Output button, then choose Current Document.

To change the default document folder
1 Click Tools, Settings.
2 Double-click the Files icon, then click the Document tab.
3 Specify the path and folder in the Default Document Folder list box.

To specify extensions for merge filenames
1 Click Tools, Settings.
2 Double-click Files, then click the Merge/Macro tab.
3 Click either of the following buttons:
Ÿ Use Default Form File Extension On Open And Save — specifies the
file extension for form files. The default is .FRM.
Ÿ Use Default Data File Extension On Open And Save — specifies the
file extension for data files. The default is .DAT.

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Formatting merged output
WordPerfect lets you format the merged documents. You can choose the font
style and size as well as the paper size. You can specify the number of copies
to produce for each merged record. You can also specify the number of copies
you want for each merged record. WordPerfect lets you separate each
merged record with a page break or insert a blank line for an empty field. You
can also reset all of the options to the default. For more information about
formatting documents, see “Page layout and design” on page 169.

To define font attributes for all merged documents
1 From a form document, click File, Document, Current Document Style.
2 Do any of the following:
Ÿ Choose a font style from the list box below the File menu.
Ÿ Choose a font size from the list box below the Tools menu.

To define the paper size for all merged documents
1 From a form document, click File, Document, Current Document Style.
2 Click Format, Page, Page Setup.
3 Click the Size tab.
4 Choose a format from the Page Definition list.

To specify the number of copies for each merged record
1 Click Tools, Merge.
2 Click the Perform Merge button
3 Click the Options button.
4 Specify the value in the Number Of Copies For Each Record box.

To separate each merged document with a page break
1 Follow steps 1 to 3 from the previous procedure.
2 Enable the Separate Each Merged Document With A Page Break button.

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To insert a blank line for an empty field
1 Follow steps 1 to 3 from the “To specify the number of copies for each
merged record” procedure.
2 Choose Leave Blank Line In The If Field Is Empty In Data Source list
box.

To reset options to the default
1 Click Tools, Merge.
2 Click the Perform Merge button.
3 Click the Reset button.
Ÿ If Reset is disabled in the Perform Merge dialog box, all options
(envelope, form, and data) are set to the default.

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LINKING AND EMBEDDING

12

Object linking and embedding (OLE) is the process of inserting an object in
one application (client) that was created in another application (server).
Dynamic Data Exchange (DDE) enables the sharing of information with
Windows applications created before Windows 95. An object can be text,
graphics, charts, spreadsheets, sound clips, video clips, or any file created by
an OLE or DDE-compliant application in your WordPerfect documents. The
server application is used to create and edit OLE objects.
When you link information, the information resides in the source file and
appears in your document in a graphic frame or as an icon. When you change
the information in the source application, it can be updated automatically in
the WordPerfect document.
An embedded OLE object is completely contained in the client application
file. When you embed an object, the information is copied to WordPerfect but
retains all the properties of the source application. The embedded
information is not updated when the source file changes. WordPerfect also
lets you link or embed certain spreadsheet and database files as regular
WordPerfect text. The information appears without a frame as a seamless
part of your document.
WordPerfect lets you link and embed sound and video as objects. You can also
use the sound feature to include sound in your documents without inserting
the file as an object. If you want to play sound in your document, you must
have a sound device and application installed on your computer.

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You can change the source of links if the path or file name has changed. If the
information in your embedded object has changed, you can edit it in
WordPerfect.

Working with linking and embedding
WordPerfect lets you link and embed objects from an application registered
with Windows as being OLE or DDE-compliant.
When you link or embed spreadsheets or databases in your document,
WordPerfect can insert the information as an object or as regular
WordPerfect text. You can also select fields or records from a spreadsheet or
a database to include in your document. WordPerfect can copy formulas used
in spreadsheets.
You can link and embed images on disk, TextArt, and HTML documents. You
can link and embed a local document formatted for the World Wide Web or
link a document on an Internet server.

Linking objects
When you link a file, changes you make to the source file can appear in the
WordPerfect document. WordPerfect lets you link a file or an object. You can
also link to a spreadsheet or a database, and you can have the linked text
appear as regular typed text in your document.

To link an object that is a file
1 Click Insert, Object.
2 Click Create From File.
3 Specify a path and filename in the File box.
4 Enable the Link check box.
Ÿ If the Display Object As Icon In Document check box is disabled, a DDE
link will be created.

To link an object that is a part of a file
1 Save the source file in the source application.
2 Select the object you want to link.
3 Click Edit, Copy.
4 Open the document you want to place the link into.

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5 Position the cursor where you want to insert the linked object.
6 Click Edit, Paste Special.
7 Click Paste Link to link the object between the two documents.
8 Click the format for the linked information in the As box.

To link a spreadsheet or database as regular text
1 Position the cursor where you want the spreadsheet or database
information inserted.
2 Click Insert, Spreadsheet/Database, Create Link.
3 From the Data Type list box, choose a format for the type of information
you want to link to.
4 From the Link As list box, choose a format for how you want the data to
appear.
5 In the Filename box, specify the path and filename of the file you want to
link to.
Ÿ If you are linking to an SQL database, you must log on to the database
server.
Ÿ You must remove any passwords before you can link a file to any other
password-protected spreadsheet or database file.
Ÿ You can link a selected range of a spreadsheet or specific records of a
database. For more information, see “Selecting specific information to link
and embed” on page 423.

Embedding objects
When you embed an object, you make a copy of the object and insert it in
your document. Changes made in the source file are not reflected in your
document. You can also embed an object by dragging it into your document. If
you need to embed more than one copy of an object, you can create a
Windows scrap file which you place on your desktop. WordPerfect also lets
you embed a spreadsheet or database so that it appears as regular text.

To embed an object that is a part of a file
1 Select the object.
2 Click Edit, Copy.
3 Open the document you want to link to.
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4 Position the cursor where you want to insert the object.
5 Click Edit, Paste Special.
6 Click Paste.
7 Choose the format for the object in the As list box.

To embed a object that is a file
1 Click Insert, Object.
2 Click Create From File, then specify a path and filename.

To embed an object by dragging
1 Open the WordPerfect document into which you want to drag the object.
2 Select an object in a Windows application.
3 Hold down CTRL, then drag the object to the WordPerfect icon on the
Windows taskbar without releasing the mouse button.
WordPerfect opens as the active window.
4 Drag the object into the document, releasing the mouse button and CTRL
when you have positioned the cursor.
Ÿ If you can see WordPerfect and the other application at the same time, the
object may be dragged directly into your document.

To create and embed a scrap file
1 Select text or an object.
2 Resize the Application Window so that you can see part of the Windows
desktop.
3 Drag the object to the Windows desktop or to any folder in Windows
Explorer.
The dragged object becomes a file with the word Scrap in its filename.
4 Drag the scrap file into any open document.

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Ÿ If you drag a scrap into WordPerfect or other applications that support the
.RTF file format, the scrap is inserted as text. Otherwise, it is inserted as
an embedded OLE object. For information about objects, see “Linking and
embedding” on page 419.

To embed a new object
1 Click Insert, Object.
2 Click Create New.
3 Choose an object type from the Object Type box.
4 Create a new object.
5 Click outside the OLE box to return to the Document Window.

To embed a spreadsheet or database as regular text
1 Position the cursor where you want to insert the spreadsheet or database.
2 Click Insert, Spreadsheet/Database, Import.
3 From the Data Type list box, choose a format for the type of information
you want to embed.
4 From the Import As list box, choose a format for how you want the data to
appear.
5 In the Filename box, specify the path and filename of the file you want to
embed.
Ÿ If you are importing from an SQL database, you must log on to the
database server.
Ÿ You must remove any passwords before you can import the file to any
other password-protected file.

Selecting specific information to link and embed
WordPerfect lets you link or embed selected information as an object in your
document. You can also select a spreadsheet range or specific database
records to link to or embed as regular WordPerfect text.

To link or embed selected information as an object
1 Select the information you want to appear in the WordPerfect document.

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2 Click Edit, Copy.
3 In your WordPerfect document, position the cursor where you want to
insert the information.
4 Click Edit, Paste Special, then click one of the following:
Ÿ Paste — embeds the information
Ÿ Paste Link — links the information to your document
5 Choose the format for the linked or embedded information in the As list
box.
Ÿ If Paste Link is disabled, the source application does not support linking,
or the application is not registered properly with Windows. In this case,
you can only insert a copy of the information.
Ÿ Check the Result box to make sure the Paste format you selected will
embed rather than copy the information. If the information will be
embedded, the Result box will indicate that the information can be
activated by the source application.

To select spreadsheet ranges to link to or embed as regular text
1 Click Insert, Spreadsheet/Database.
2 Click one of the following:
Ÿ Import — allows you to embed spreadsheet information
Ÿ Create Link — allows you to link spreadsheet information
3 Choose a spreadsheet format from the Data Type list box.
4 Choose a format for the imported information from the Import As list or
the Link As list box.
5 Specify the filename of the spreadsheet you want to link or embed in the
Filename box.
6 Click in the Named Ranges list box.
7 Specify the information to link or embed in one of the following list boxes:
Ÿ Named Ranges — allows you to select a page in the spreadsheet and
named groups of cells
Ÿ Range — allows you to specify a range to link or embed

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To select specific database records to link to or embed as regular
text
1 Follow steps 1 and 2 from the previous procedure.
2 Choose a database format from the Data Type list box.
3 Choose a format for the imported information from the Import As list or
the Link As list box.
4 Specify the filename of the database file you want to link or embed in the
Filename box.
5 Click in the Fields list box, then click Query.
6 Click a field, then type the search condition.
Click Example or More for more help with specifying conditions.

Linking and embedding HTML documents
WordPerfect lets you link and embed HTML documents which use a standard
filename (also known as the Universal Naming Convention or UNC). The
Microsoft Windows dialog box used to insert objects does not currently
recognize Universal Resource Locators (URLs), such as
http://www.mysite.com, as valid filenames. To specify an HTML document
using a URL, you must insert a new object, then browse to the desired
HTML document.

To link local HTML documents
1 Click Insert, Object, Create From File.
2 Specify the path and filename in the File box.
3 Click Link.

To embed local HTML documents
1 Click Insert, Object, Create From File.
2 Specify the path and filename in the File box.

To embed Internet documents
1 Click Insert, Object, Create New.
2 Choose an object type for your OLE-enabled browser in the Object Type
list box.
3 Click OK.

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4 Specify the URL in the Location box.
5 Click outside the Internet object to return to the Document Window.
Ÿ To retrieve an updated view, double-click the linked Internet document.

Ÿ You can also use browser bookmarks to browse to a Web site. For more
information, see the documentation for your browser.

Linking and embedding TextArt objects
An image created with TextArt is an OLE object which you can insert in your
document. You can link TextArt to keep it up to date with the source file. You
an also embed or create TextArt within your document. For more information
about working with TextArt, see About TextArt in the WordPerfect online
Help.

To link TextArt
1 Select the TextArt object, then click Edit, Copy.
2 In your WordPerfect document, position the cursor where you want to
insert the TextArt.
3 Click Edit, Paste Special.
4 Click Paste Link.
5 Choose the format for the embedded image from the As list box.

To embed TextArt
1 Follow steps 1 to 3 from the previous procedure.
2 Click Paste.
3 Choose the format for the embedded image from the As list box.
Ÿ An embedded object increases the file size of your WordPerfect document.

To embed a new TextArt Object
1 Position the cursor where you want to insert the TextArt.
2 Click Insert, Object.

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3 Click Create New.
4 From the Object Type list box, choose Corel TextArt 9 Document.
5 Create a new TextArt object.
6 Click outside the OLE box to return to the Document Window.

Linking and embedding an image on disk
When you link to an image on disk, you can keep the image up to date with
changes made to your source file. When you embed an image on disk, a copy
is inserted in your document. For more information about working with
graphic objects, see “Creating and inserting graphics” on page 258.

To link an image on disk
1 Click Insert, Object.
2 Click Create From File.
3 Specify the path and filename in the File box.
4 Click Link.
Ÿ To link to an image copied from the Scrapbook, you must first save the
image to your hard drive.
Ÿ Make sure that you have access to the folder where the image file is
stored. For example, if the image is stored on a CD-ROM, the CD must be
in the drive and accessible.

To embed an image on disk
1 Click Insert, Graphics, From File.
2 Browse to the image you want to embed in your document.
3 Click Insert.
Ÿ The image is stored as part of the document which makes the document
size larger.

Linking and embedding multimedia
You can link or embed video and sound to create dynamic WordPerfect
documents.
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Video clips can be linked and embedded as OLE objects. The type of video
formats available depends on what is registered in the Windows Registry as
being OLE-compliant. This includes Video for Windows (.AVI) and may also
include QuickTime Movie and Active Movie types. For more information, see
the documentation for Windows and the video application.
Using the WordPerfect sound feature, you can enhance a document with
digital (.WAV) and MIDI (.MID or .RMI) sound files, which can include sound
effects, music, and voice recordings. This sound capability lets you create
multimedia documents for presentations, educational materials, or product
tutorials.
To use sound in your WordPerfect documents, you must have a sound device
(usually a sound card) installed in your computer. If you want to create your
own sound files, you will also need a microphone or another input device.
Depending on your hardware configuration, you can use two types of sound
files with WordPerfect: MIDI (Musical Instrument Digital Interface) or digital
audio. With the proper hardware, you can create your own sound files. You
can also purchase sound files. Before you purchase either MIDI or digital
files, you need to make sure that the files are compatible with your sound
device.

Linking and embedding video
WordPerfect lets you link or embed a video clip into your WordPerfect
document. When you link the file, you can keep the video clip up to date with
the source file. When you embed the file, you only copy it to your document.

To link a video clip
1 Click Insert, Object.
2 Click Create From File, then specify a file.
3 Click Link in the Insert Object dialog box.
Ÿ WordPerfect represents the video clip in your document by displaying the
first frame of the video clip. If you want to display the video clip as an icon,
you can click the Display As Icon check box.
Ÿ For more information about using link icons, see “Displaying, changing,
and hiding link icons” on page 433.

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To embed a video clip
1 Click Insert, Object.
2 Click Create From File, then specify a file.
Ÿ Double-clicking a video clip plays the clip. The control bar appears across
the bottom of the file.

Linking, embedding, and using sound
WordPerfect lets you add sound to your document. You can link or embed a
sound clip to your document. You can also play or record a new sound clip
within your document. If you want to add the sound file as an object, see
“Working with linking and embedding” on page 420.

To link a sound clip
1 Click Insert, Sound, Insert.
2 Type a name or brief description of the sound clip in the Name box.
3 Specify the filename of the sound file in the File box.
4 Click Link To File On Disk.

To embed a sound clip
1 Follow steps 1 to 3 from the previous procedure.
2 Click Store In Document.
Ÿ The sound file is saved as a part of the document, making the document
size larger.

To play a sound clip
1 Click Insert, Sound.
2 Choose a sound clip from the Sound Clips In Document list.
3 Click Play.

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Ÿ You can also click the Sound button in the left margin of the document to
play the sound clip.
Ÿ You can also double-click the sound clip to play it.

To record a sound clip
1 Click Insert, Sound, Record.
2 Record the sound using a microphone or other input device.
3 Save the sound clip by clicking File, Save As.
4 Type a name for the clip in the File Name box.
5 Close the Sound Recorder.
Ÿ Sound is recorded by using the Windows Sound Recorder. For more
information, see your Windows documentation.

Changing, updating, and editing links
When you link an object, whether it is a whole file or a part of a file, your
WordPerfect document and the source application use the same file. Changes
to the file made in the source application are reflected in your WordPerfect
document, and changes in the file made with WordPerfect are reflected in the
source application. By default, WordPerfect automatically updates the link
when you open the document. You can also update the links manually.
If a linked file has been moved, replaced, or renamed, WordPerfect lets you
change the link to a corresponding object to keep your document up to date.
You can also modify the appearance of your document by selecting your own
link icons and labels or by hiding them.
An embedded object is a copy of the source information. Although there is no
link between the object embedded in your WordPerfect document and the
source file, the embedded object retains the properties of its source
application. This allows you to edit an embedded object using the controls of
the source application from WordPerfect.

Changing links
You can keep your links updated when a source file is moved, renamed, or
replaced. WordPerfect lets you change the source of a linked object or file or
the source of a linked spreadsheet or database inserted as regular text. You

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can also break a link, keeping a copy of the information in your document, or
you can delete a link and the information from your document.

To change the source of a linked object
1 Deselect objects in your document.
2 Click Edit, Links.
3 Choose the object you want to change from the Links list box, then click
Change Source.
4 Do one of the following:
Ÿ For an OLE link, choose the filename you want to link to from the
Links list box.
Ÿ For a DDE link, change the Link Name, Application, Topic/Filename, or
Item from the Links list box.
Ÿ Most objects are inserted as OLE links. Whether an object is inserted as
an OLE or DDE link depends on the source application and the format you
selected when you inserted the object.

To change the source of a spreadsheet or database linked as
regular text
1 Click between the link markers in your WordPerfect document.
2 Click Insert, Spreadsheet/Database, Edit Link.
3 Choose a format from the Data Type list box.
4 Choose a format for the linked information in the Import As list box.
5 Specify a path and file to be linked in the Filename box.
Ÿ When you change or update a link, you lose formatting made to the data in
WordPerfect.

To break a link and keep the information in your document
1 Click Edit, Links.
2 Choose the link from the Links list box.
3 Click Break Link.

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Ÿ You can break a DDE link by deleting the DDE Link codes in the Reveal
Codes window.

To delete a link and the linked information
1 Click the link you want to remove.
2 Click Edit, Cut.
Ÿ You can also delete the [Box:Linked Object] code in the Reveal Codes
window to remove the information and the link.

Updating links and editing OLE objects
WordPerfect lets you update links to keep your information current with the
source file. You can update a linked object, spreadsheet, or database manually,
or have WordPerfect update it when you open the document. You can also
update a linked or embedded OLE object within your WordPerfect document.

To manually update a spreadsheet or database linked as regular
text
1 Save any changes made to the source document.
2 Click Insert, Spreadsheet/Database, Update.
3 Click Yes.

To update a spreadsheet or database linked as regular text when
you open the document
1 Save any changes made to the source document.
2 Click Insert, Spreadsheet/Database, Options.
3 Click Update When Document Opens.

To update the information in a linked object manually
1 Click Edit, Links.
2 Select the link you want to update from the Links list box.
3 Click Manual.
4 Click Update Now.

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Ÿ To update a DDE link, the source file must be open in the source
application.

To update the information in a linked object when you open the
document
1 Follow steps 1 and 2 from the previous procedure.
2 Click Automatic.

To edit a linked or embedded OLE object
1 Select the embedded object.
2 Click Edit, [object name], Edit.
3 Make any changes, then click outside the object box to return to the
Document Window.
Ÿ You can edit most embedded objects by double-clicking them. However, if
you double-click a sound or video clip, the clip plays.
Ÿ You can also edit an embedded object by right-clicking, then clicking
[object name], Edit.
Ÿ You can resize an embedded object by selecting it, then dragging its
borders.
Ÿ You can also use the Property Bar to specify how document text wraps
around the object, to change the border, or to add a caption.

Displaying, changing, and hiding link icons
When you display your linked or embedded object as an icon, WordPerfect
provides a default icon and label depending on the type of object you created.
You can select your own label and specify an icon from a file saved in .ICO,
.EXE, or .PLL format. For a spreadsheet or database linked as regular text,
you can hide the link markers shown in the margin.

To display a linked file as an icon
1 Click Insert, Object.
2 Click Create From File, then specify a path and filename.

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3 Click Link.
4 Click Display As Icon.

To display an embedded file as an icon
1 Follow steps 1 and 2 from the previous procedure.
2 Click Display As Icon.

To change the icon or label displayed for a linked object
1 Follow steps 1 to 3 from the “To display a linked file as an icon”
procedure.
2 Click Display As Icon.
3 Click Change Icon.
4 Click From File and then specify the path and filename containing the new
icon in the From File box.
5 Press TAB to view the icons in the file, then click on the icon you want to
use.
6 Click in the Label box, then type the name you want to use for the icon.

To change the icon or label displayed for an embedded object
1 Follow steps 1 and 2 from the “To display a linked file as an icon”
procedure.
2 Click Display As Icon.
3 Click Change Icon.
4 Click From File and then specify the path and filename containing the new
icon in the From File box.
5 Press TAB to view the icons in the file, then click on the icon you want to
use.
6 Click in the Label box, then type the name you want to use for the icon.

To hide link icons for a spreadsheet or database linked as regular
text
1 Click Insert, Spreadsheet/Database, Options.
2 Deselect Show Link Icons.

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Ÿ The link icons will not appear when you print, even if they display in the
Document Windows.

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13

PRINTING
When you print a WordPerfect document, you can:
Ÿ set up a printer
Ÿ save custom print settings for use in other print jobs
Ÿ print the entire document or only print specific pages
Ÿ set printing options, such as the number of copies
Ÿ print envelopes and labels
Ÿ preview a print job

Ÿ change the print quality and omit graphics to allow faster printing
Ÿ do booklet printing, print only odd or even pages, and print pages in
reverse order
Ÿ use printing commands and print pages in reverse order
Ÿ print documents to disk and PostScript documents
Before you print, you can preview a print job to see how your document will
look when you print it. Most of the printing features that are provided are not
required to print simple documents on a desktop printing device.
Before you print a document, you must add and select a printer. This was
probably done when Windows was installed on your computer. WordPerfect
automatically uses the printer you chose in Windows. Because WordPerfect
uses printer metrics to determine line endings, the printer you use affects
the way WordPerfect prints and displays text on the screen. For more
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information about printer metrics, see “Disabling printer metrics” on page
444.
If you are looking for basic printing instructions, see “Setting up a print job”
on page 447. If you are using a PostScript printing device and are having
trouble printing, see “Printing files to disk” on page 473. You can also fix
certain problems by changing settings, as explained in “Using print settings”
on page 445. You should not change these settings unless you are having
trouble printing.

Setting up a printer
Before you can print a WordPerfect document, you must have a printer
installed on your computer. This involves installing the necessary printer
driver using Microsoft Windows, and was probably done when your computer
was installed. If it wasn’t, refer to your Microsoft Windows documentation for
instructions. Sometimes, however, you may need to select a different printer
— for example, if you want to switch from a monochrome printer to a color
printer.
Once one or more printers are installed on your computer, you can configure
them in a number of ways. You can
Ÿ select the printer you want used as the default printer
Ÿ change printers
Ÿ change printer properties, such as print resolution and paper feed
Ÿ reformat documents for the default printer, since some document
formatting characteristics depend on the printer that was selected when
they were created
Ÿ set document default fonts for a printer
Ÿ control font substitution and mapping used when not all the fonts used in a
document are installed on your computer
Ÿ set printer resolution
Ÿ disable printer metrics
If you open a file that contains a font that is not installed on your computer,
you will be prompted with suggestions for font substitutions. Rather than
substituting fonts each time you open a document that contains missing
fonts, you can set up a list of matches for uninstalled fonts. This list is saved
for all subsequent documents when you exit WordPerfect. You can change the
font substitutions for specific font attributes, styles, character sets, and print
orientations, or restore the default settings. You can also set WordPerfect to
switch fonts automatically when you change font settings. For example, if the
current font is Courier 10-point and you select Bold, the Courier Bold

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10-point font is substituted. If necessary, you can restore default font
mapping settings.
Ÿ Earlier versions of WordPerfect used WordPerfect printer drivers (.PRS
files). WordPerfect no long uses these drivers. When you retrieve
documents created with old printer drivers, they are reformatted for the
printer you have selected in Windows.

Choosing and configuring a printing device
Once you have installed the correct Windows printer driver, you can select
the printer you want to use from within WordPerfect. WordPerfect also
allows you to set a printer as the default printer for WordPerfect.

To add a printer
1 Click File, Print.
2 Click the Details tab.
3 Click the Add Printer button.
This opens the Add Printer Wizard.
Ÿ For more information about adding a printer, refer to your Windows
documentation.

To select a printer
1 Click File, Print.
2 Choose a printer from the Current Printer list box.

To set a printer as the default printer for WordPerfect
1 Click File, Print.
Make sure the printer you want to use as your default printer is listed in
the Current Printer list box.
2 Click Settings, Application Default, then click Replace.

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Ÿ Previous versions of WordPerfect included printer drivers that were
separate from the Windows drivers. These drivers cannot be used in this
version of WordPerfect. However, you can customize the Windows drivers
for specific uses.

Changing printer properties
WordPerfect allows you to display the Windows Properties dialog box for the
printer you have selected. For more information on specifying printer
properties, refer to your Windows documentation or your printer manual.

To change printer properties
1 Click File, Print.
2 Click the Details tab.
3 Click the System Printers button.
4 Click the printer for which you want to change the properties.
5 Click File, Properties.
6 Change the printer properties.
Ÿ WordPerfect no longer uses WordPerfect printer drivers (.PRS files).
When you retrieve documents created with old printer drivers they are
reformatted for the Windows printer you have selected.

Reformatting documents for the default printer
When you open a document that was formatted with another printer, some
format elements can change when the document is reformatted. WordPerfect
allows you to reformat documents to match the settings of the current
printer.

To reformat documents for the default printer
1 Click Tools, Settings.
2 Click Environment.
3 In the General Tab, enable the Reformat Documents For The WordPerfect
Default Printer On Open check box.

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Ÿ When you disable the Reformat Documents For The WordPerfect Default
Printer On Open check box, WordPerfect looks for the printer with which
the document was formatted. If that printer is not available, WordPerfect
reformats the document for the current printer if necessary.

Setting document default fonts for a printer
WordPerfect allows you to specify a default font for all new documents
created with a specific printer. For information about creating a default font
for an active document, see “Changing the default font face and font size” on
page 77.

To specify a default font for all new documents
1 Click File, Print.
2 Click the Details tab.
3 Click the Default Font button.
4 Choose a typeface from the Face list.
5 Choose a language script from the Language Script list box.
Ÿ The font settings you select in the Printer Default Font dialog box affect
all documents created when that printer is selected. However, if you
change font settings in a document, those changes take precedence over
the Printer Default Font.

Controlling font substitutions and mapping fonts
WordPerfect allows you to control font substitutions. You can change the font
substitutions for specific font attributes, styles, character sets, and print
orientations, or restore the default settings. With WordPerfect, you can
display font mapping settings and restore default font mapping settings. You
can also set WordPerfect to switch fonts automatically when you change font
settings. WordPerfect also allows you to code your printer to use different
alphabet fonts.

To prevent font substitutions when opening a document
1 Click Tools, Settings.
2 Click Environment.
3 Click the General tab.
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4 Disable the Reformat Documents For The WordPerfect Default Printer
On Open checkbox.
5 Click OK.

To change document font substitutions
1 Click Format, Font.
2 Click Settings, Edit Font Mapping.
3 Click the Document tab.
4 From the Face list box in the Document Font section, choose the font face
for which you want to specify a substitute.
5 From the Size list box in the Document Font section, choose the font size
for which you want to specify a substitute.
6 From the Face list box in the Printer Font section, choose the font
substitute.
7 From the Style list box in the Printer Font section, choose the style
substitute.
8 From the Size list box in the Printer Font section, choose the size
substitute.

To restore default document font mapping settings
1 Follow steps 1 to 3 from the previous procedure.
2 Enable the Automatic Selection check box.

To change display font mapping settings
1 Follow steps 1 to 2 from the “To change document font substitutions”
procedure.
2 Click the Display tab.
3 From the Face list box in the Printer Font section, choose the font for
which you want to specify a substitute.
4 From the Face list box in the Display Font section, choose the font
substitute.
The display font appears onscreen when the printer font is used.

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Ÿ If you want to map specific font styles and sizes for your display font,
enable the Map Individual Styles check box. Otherwise, WordPerfect will
select the styles and sizes for you based on the existing text.
Ÿ If the current font is a printer font, you can replace it with a graphics font
(ATM, TrueType, etc.), which might produce a sharper display resolution.

To use a non-Roman alphabet font
1 Follow steps 1 to 2 from the “To change document font substitutions”
procedure.
2 Click the Code Pages tab.
3 In the Printer Font section, choose a typeface from the Face list box.
4 In the Code Pages section, choose an alphabet font from the Code Page
list box.
Ÿ Edit the Code Pages mapping table only if you are using a font that does
not match your computer’s code page.

To change replacement font settings
1 Follow steps 1 to 2 from the “To change document font substitutions”
procedure.
2 Click the Automatic Font Change tab.
3 In the Printer Font section, choose a typeface from the Face list box.
4 In the Extra Large Printer Font section, choose a typeface from the Face
list box.
5 Do one of the following:
Ÿ To change settings for font sizes and styles, enable the Map Individual
Styles check box.
Ÿ To change relative sizes, appearance attributes, character sets, or print
orientations, choose an option in the Automatic Font Change list.
6 Choose the replacement font settings from the corresponding Face list
box.

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Ÿ When substituting fonts, WordPerfect changes the [Font...] code (visible in
Reveal Codes) to reflect both font names. The font name that WordPerfect
used to replace the original font appears first, followed by the original font
in square brackets.

Ÿ To restore the default settings, enable the Automatic Selection check box.

Setting printer resolution
Printer resolution, which is typically measured in Dots Per Inch, affects both
text and graphics. Some printers may not support all print resolutions.
WordPerfect allows you to change the printer resolution from within the
application.

To set printer resolution
1 Click File, Print.
2 Click the Details tab.
3 Choose a printing resolution from the Resolution list box.
4 Click Close.

Disabling printer metrics
By default, WordPerfect determines line endings through printer metrics. If
you will be moving a document between different printers often, you may
wish to prevent the document from reformatting every time you change
printers. You can do this by disabling printer metrics. When you disable
printer metrics, WordPerfect determines line endings by display metrics.

To disable printer metrics
1 Click Tools, Settings.
2 Click Convert.
3 Click the Compatibility tab.
4 In the Options section, enable the Don’t Use Printer Metrics To Format
Document check box.

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Ÿ If you disable printer metrics, printer fonts will not be visible in your list
of fonts.

Using print settings
The print settings you specify remain in effect until you exit the application
or until you change them. These settings include all options on the five tabs
of the Print dialog box.
The settings that come with WordPerfect are known as default print settings;
these are the default settings for WordPerfect or for your printer. You can
change these settings if you want to use other print settings. If there are
print settings you want to use again, you can save them with a name. Then
you can select them for other print jobs or when you do not want to use the
printer’s default setting. WordPerfect allows you to add, view, edit, retrieve,
and delete named print settings.

Using default print settings
WordPerfect allows you to use other print settings by changing the default
settings. The settings you specify in the Print dialog box remain in effect
until you exit the application or until you change them. If there are print
settings you want to use again, you can save them with a name. For
information about named settings, see “Naming, editing, and saving print
settings” on page 446. If you change print settings, you can restore the print
settings assigned to the current printer.

To change the application’s default print settings
1 Click File, Print.
2 Change any print settings you want.
3 Click Settings, Application Default, Replace.
4 When the Save As Default dialog box appears, click OK.

To use the print settings assigned to the currently selected
printer
1 Click File, Print.
2 Click Settings, Retrieve Properties.

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Naming, editing, and saving print settings
WordPerfect allows you to add, view, edit, retrieve, and delete print settings
to customize your printing options. By naming a print setting, you can
retrieve it when you do not want to use the printer’s default setting. In
addition to selecting print settings you have saved, you can also select the
default settings for WordPerfect or the default print settings for your printer.
For more information about selecting default print settings, see “Using
default print settings” on page 445.

To add and save print settings
1 Click File, Print.
2 Click Settings, Named Settings.
3 In the Name For Current Settings list box, type a name for the current
settings.
4 Click Add to add the settings to the list of named settings.
5 To use the settings again, click File, Print, then choose your named
setting from the Settings list box.
Once a named setting has been added, it becomes available from the
Settings to save list box.

To view print settings
1 Click File, Print.
2 Click the Print tab.
3 Click the Properties button.

To edit a named print setting
1 Click File, Print.
2 Click Settings, Named Settings.
3 Choose the setting from the Name For Current Settings list box.
4 Click Retrieve.
5 Modify any options in the Print dialog box.
6 Click Settings, Named Settings.
7 Choose the named setting you just edited from the Name For Current
Settings list box.
8 Click Replace to incorporate your changes.

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To retrieve a named print setting
Ÿ Follow steps 1 to 4 from the previous procedure.

To delete a named print setting
1 Follow steps 1 to 3 from the “To edit a named print setting” procedure.
2 Click Delete.

Setting up a print job
Before you print your document, you must chose and properly configure the
appropriate printing device driver. To find out how best to set up the printing
device driver, consult the manufacturer’s documentation for the printing
device, the Windows documentation, or the service bureau that will print the
work.
When setting up a print job, you can choose what parts of a document to
print, the number of copies to print, and whether to collate copies. If collating
is enabled, a complete copy of each document is printed before the next copy
is printed. If collating is disabled, all the copies of the first page are printed
before copies of the second page are printed, and so on.
Basic printing functions you can perform include
Ÿ printing hidden text
Ÿ printing a document on disk or from a network drive
Ÿ printing single and double-sided documents
Ÿ printing sideways
Ÿ enlarging and reducing print jobs
Ÿ printing pages in reverse order
Ÿ printing data files
Ÿ specifying paper feed
Ÿ specifying paper feed
Ÿ controlling a print job

Printing documents
WordPerfect allows you to print documents from within the active file. If the
document you wish to print contains hidden text, you will need to reveal the
hidden text to print it. Hidden text can be used to conceal portions of your
document. The hidden text appears only in Reveal Codes until you display it.
For information about revealing codes, see “Displaying Reveal Codes” on
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page 43. When text is hidden, it does not print as part of the document.
Hidden text prints only when it is displayed in the Document Window. For
more information about hidden text, see “Using hidden text” on page 80. For
more information about printing, see “Printing single-sided and double-sided
documents” on page 449.

To print documents
1 Click File Print.
2 Choose the printer you want to use from the Current printer box.
3 In the Print section, choose the portion of the document you want to print.
4 Specify any other print options.
5 Click Print.

To print hidden text
1 Click Tools, Settings.
2 Click Display.
3 Enable the Hidden Text check box.
4 Click OK.
5 Click File, Print.

Printing multiple copies of documents
You can print multiple copies of the same document. If you are printing a
document with multiple pages, you might want to collate the copies.
Collating allows you to print one full set of the selected pages before printing
the second full set (for example, a set of pages 1 to 10 prints before a second
set of pages 1 to 10 prints, and so on).

To print multiple copies
1 Click File, Print.
2 Type the number of copies you want to print in the Number Of Copies
box.
3 Enable one of the following buttons:
Ÿ Collate Copies — assembles multiple copies of a document in the
correct order
Ÿ Group Copies — groups multiple copies of pages together

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Ÿ When you enable the Group Copies button, the grouping of pages is done
by your printer so enabling this option may allow you to print faster than if
you enable the Collate option.

Printing a document on disk or from a network drive
WordPerfect allows you to print a document from a floppy disk or on a
network drive that is not currently open. The document on disk option allows
you to specify options for printing a document saved on a disk or on a
network drive.

To print a document saved on disk
1 Click File, Print.
2 In the Document On Disk list box, click the Browse button.
3 Choose the disk drive where the document is stored from the Look In list
box.
4 Double-click the folder in which the document is stored.
5 Double-click the document name.
6 Click Print.

To print a document from a network drive
1 Follow steps 1 to 2 from the previous procedure.
2 Choose the drive where the document is stored from the Look In list box.
3 Double-click the folder in which the document is stored.
4 Double-click the document name.
5 Click Print.

Printing single-sided and double-sided documents
If your printer allows you to print on both sides, you can automatically print a
double-sided document. If your printer does not print on both sides at once,
you can still print double-sided documents manually by inserting the same
page into the printer twice. Note that some printer manufacturers discourage
reinserting a page into the printer if it has already been printed on.

To print a single-sided document
1 Click File, Print.

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2 Make sure that the printer you want to use is displayed in the Current
Printer list box. If it is not, choose the correct printer.
3 In the Print section, enable one of the following buttons:
Ÿ Full Document — prints the entire document
Ÿ Current Page — prints the page where the insertion point is located
Ÿ Multiple Pages — prints specific pages, labels, secondary pages,
chapters, or volumes
Ÿ Print Pages — prints the range of pages specified in the text boxes
Ÿ Selected Text — prints the selected text in the document (only
available if text is selected)
Ÿ Document Summary — prints only the document summary (only
available if there is a document summary)
4 In the Number Of Copies box, type the number of copies you want to
print.
5 Click Print.

To print a double-sided document manually
1 Follow steps 1 to 2 from the previous procedure.
2 Click the Two-Sided Printing tab.
3 Enable the Step 1: Print Odd Pages button.
4 Click Print.
5 When printing is complete, turn the odd-numbered pages over and reload
them in the paper tray.
6 Repeat steps 1 to 3.
7 Enable the Step 2: Print Even Pages button.
8 Click Print.

To print a double-sided document automatically
1 Click File, Print.
2 Make sure that the printer you want to use is displayed in the Current
Printer list box. If it is not, choose the correct printer.
3 Click the Two-Sided Printing tab.
4 Enable one of the following buttons:

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Ÿ Book (Side To Side) — prints the document for binding the long edge
of the page (like a book)
Ÿ Tablet (Top To Bottom) — prints the document for binding the short
edge of the page (like a flip chart or tablet)
5 Click Print.

To override two-sided printing codes
1 Click File, Print.
2 Click the Two-Sided Printing tab.
3 Disable the Use Document Settings check box.

Printing sideways (landscape orientation)
If you want all the text on a page to print sideways or print in a different
orientation, you can change the page size definition to control whether you
print in portrait or landscape orientation. In order for WordPerfect to print
landscape pages, you must set the page orientation in page setup.
WordPerfect uses the page orientation in page set up, not the orientation set
in the printer properties, to determine printing orientation. For more
information about page setup definitions, see “Setting page size definitions
and orientation” on page 169.

To set landscape or portrait orientation
1 Click File, Page Setup.
2 Click the Size tab.
3 Click the Options button, then click Edit.
4 Choose one of the following:
Ÿ Portrait — prints text and graphics on a page whose height is greater
than the width
Ÿ Landscape — prints text and graphics in the landscape orientation on
the page, that is, the long edge of the page is horizontal
Ÿ Both — prints text and graphics on the page whose width is greater
than the height

Enlarging and reducing print jobs
The enlarging and reducing options of WordPerfect allow you to print your
page as a poster, specify scaling percentages for your printed documents,
scale your print job to fit the page you have selected, or print a document in
thumbnail format.
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WordPerfect allows you to enlarge a page created using a standard page size,
such as 8 1/2 x 11, to a poster size which WordPerfect prints on multiple
pieces of paper. You can also scale an output page to adjust your printed
document to fit the currently selected page size. WordPerfect allows you to
view or modify the currently selected page size.

To print a document as a poster
1 Click File, Print.
2 Click the Customize tab.
3 Enable the Poster button.
4 Choose the size you want (2x2, 3x3, or 4x4) from the Poster list box.
5 Click Print.
Ÿ Each printed page in your document will be adjusted (scaled) to fit on the
poster size you selected in step 2 above. The equivalent scaling will
appear in the Enlarge/Reduce text box.

To enlarge or reduce the printing size of a document
1 Follow steps 1 and 2 from the previous procedure.
2 Type a value to specify the scaling percentage you want to use.
3 Click Print.
Ÿ If you enlarge a document over 100%, the document will be printed in
poster format on multiple pages. The Poster text box will automatically
show the number of pages that will be used when you print the document.

To adjust a print job to fit the selected page
1 Follow steps 1 and 2 from the “To print a document as a poster”
procedure.
2 Enable the Scale To Fit Output Page button.
If you want to view or modify the currently selected page definition, click
the Output Page button.
3 Click Print.

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To print a document in thumbnail format
1 Follow steps 1 and 2 from the “To print a document as a poster”
procedure.
2 Enable the Thumbnails button.
3 Choose a size (up to 8X8) from the Thumbnail Size list box.
4 Choose an option from the Page Ordering list box.
5 Enable any of the following check boxes:
Ÿ Show Page Borders — shows page border when you print your
thumbnails
Ÿ Show Page Numbers — shows page numbers when you print your
thumbnails
6 Click Print.

Printing pages in reverse order
WordPerfect allows you to print document pages in reverse order. Printing in
reverse order means that the last page of the document is printed first.

To print document pages in reverse order
1 Click File, Print.
2 Enable the Print In Reverse Order check box.

Specifying printing adjustments
Printing adjustments allow you to move the text and graphics on a page up or
down and left or right without adjusting the page margins. For instance, in a
document that has 1" left and right margins, you can use printing adjustments
to tell the printer to print 1/2" higher (up) without actually adjusting the
margins. In order to specify printing adjustments, you must edit the page
definition. For more information about page definitions, see “Page layout and
design” on page 169.

To edit a page definition
1 Click File, Page Setup.
2 Click the Size tab.
3 Click the Options button, then click Edit.
4 Choose one of the following:

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Ÿ Portrait — prints text and graphics on a page whose height is greater
than the width
Ÿ Landscape — prints text and graphics in the landscape orientation on
the page, that is, the long edge of the page is horizontal
Ÿ Both — prints text and graphics on the page whose width is greater
than the height
5 In the Source box, choose a selection to specify how paper gets loaded
into the printer you are using.
6 In the Printing Adjustments section, choose one of the following to adjust
where text will print on the page:
Ÿ Choose Up or Down from the Vertical box, then type a value to specify
how much to move text up or down
Ÿ Choose Left or Right from the Horizontal box, then type a value to
specify how much to move text left or right
7 Choose one of the following in the Show Page Size For section:
Ÿ All Printers — reflects adjustments made on all printers
Ÿ Current Printer Only — reflects adjustments made on current printer
only
Ÿ The default paper source is the source specified in the Windows Printer
Properties for the selected printer. Choose Manual Feed from the Source
list in the Edit Page Definition dialog box only if you want to manually
insert the paper in the printer one sheet at a time.

Specifying paper feed
WordPerfect allows you to specify how paper will be fed into the printer. You
can specify paper size to align the printed text correctly on a nonstandard
paper size.

To specify where paper is fed into the printer
1 Click File, Print.
2 Click the Details tab.
3 Click the Paper Feed button.
4 Enable one of the following paper feed buttons:

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Ÿ Left — specifies that the paper is being inserted at the left of the
printer
Ÿ Center — specifies that the paper is being inserted at the center of the
printer
Ÿ Right — specifies that the paper is being inserted at the right of the
printer

Controlling print jobs
WordPerfect allows you to monitor the progress of the current print job and
to view a list of print jobs sent during your current session in this application.
Print jobs appear in the order they were sent, with the most recent print job
at the top of the list. You can pause or cancel a print job in the Print Status
And History dialog box. When you pause a print job, any other print jobs in
the list continue to print. Make sure you cancel the correct print job because
you cannot undo the cancellation.
The Print Status and History dialog box displays the last ten completed jobs
printed from the current application, along with a variety of print job
information, including the name of the document currently being printed, its
printing status, where it was printed from, the name of the printer it was sent
to, the time the job was submitted to the printer, when it actually began to
print, and when printing was completed.
Print jobs appear in the order they were sent, with the document currently
being printed listed first. You can hide or remove completed print jobs.

To view the history of your print jobs
1 Click File, Print.
2 Click the Status button.
3 Make sure the Hide Completed Jobs command under the Display menu is
not enabled.

To view the status of your print job
1 Click File, Print.
2 Click the Status button.

To pause a print job
1 Follow steps 1 and 2 from the previous procedure.
2 Choose the print job you want to pause.
3 Click Document, Pause Printing.
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To resume printing a print job
1 Follow steps 1 and 2 from the “To view the status of your print job”
procedure.
2 Choose the print job you want to resume printing.
3 Click Document, Pause Printing.

To cancel a print job
1 Follow steps 1 and 2 from the “To view the status of your print job”
procedure.
2 Choose the print job you want to cancel.
3 Click Document, Cancel Printing.
Ÿ You can pause or delete only your own print jobs on a network printer.
Ÿ You can also cancel the job in the Windows print queue, in your network
print queue, or at your printer. For more information on each of these
options, see the respective product documentation.

Specifying items to print
WordPerfect allows you to print the current page on which you are working,
specific pages, a range of pages, or selected text. You can also specify which
pages (physical pages) or labels (logical pages) to print in your document.
In larger WordPerfect documents, such as books or theses, you may want to
divide your document into sections. WordPerfect allows you to print
individual sections. For more information about creating sections, see
“Managing long documents” on page 311.
WordPerfect allows you to print document summaries and comments.
Document summaries provide a summary of document information. For more
information about creating document summaries, see “Using document
summaries” on page 49. WordPerfect allows you to add comments or
annotations to document text, footnotes, endnotes, and outlines. Comments
can contain text, clipart, bitmaps, and some formatting codes, such as codes
for fonts, justification, margins, and tabs. You can display, hide, and print
comments. By default, comments do not print with the document; however,
they can be quickly converted to text in the document and then printed. For
more information about comments, see “Adding and deleting comments” on
page 159.

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Specifying the secondary pages, chapters, and volumes to print
WordPerfect allows you to specify which chapters, volumes, and secondary
pages you want to print. If no section number is specified (that is, the
Volumes, Chapters, and Secondary pages text boxes are left blank), the first
page of the document matching the page number (Roman or Arabic) is
printed.

To print secondary pages
1 Click File, Print.
2 Click the Multiple Pages tab.
3 In the Secondary Pages list box, type a value to represent the secondary
pages you want to print.
4 Click Print.

To print specific chapters
1 Click File, Print.
2 Enable the Multiple Pages button.
3 In the Chapters list box, type a value to represent the chapters you want
to print.
4 Click Print.

To print volumes
1 Follow steps 1 to 2 from the previous procedure.
2 In the Volumes list box, type a value to represent the volumes you want to
print.
3 Click Print.
Ÿ You can click in the Volumes list box to see a list of range patterns. Click
the pattern you want, then delete the supplied page numbers and type the
pages you want. You can also type a page range yourself if you are familiar
with the patterns.
Ÿ You can also click the Examples button in the Multiple Pages tab for
examples of range patterns.

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Printing sections
In larger WordPerfect documents, such as books or theses, you may divide
your document into sections. For example, you may have a document
numbered in the following way:
Section

Pages

Preface

i-vii

Chapter 1

1-12

Chapter 2

1-20

Chapter 3

1-10

Index

i-iii

When you specify pages to be printed, you can indicate a section by typing
the appropriate section number in the Multiple Pages list box. For example,
type 2 in the Chapters box and 4-7 in the Pages(s)/label(s) text box to print
pages 4 through 7 of Chapter 2.

To specify pages in a section
1 Click File, Print.
2 Click the Multiple Pages tab.
3 Type the appropriate number in the following text boxes (as applicable):
Ÿ Page(s)/Label(s) — type the range of pages for the section you want to
print
Ÿ Secondary Pages — type the range of secondary pages for the section
you want to print
Ÿ Chapters — type the chapter number of the section you want to print
Ÿ Volumes — type the volume number of the section you want to print
4 Click Print.
Ÿ The Volumes setting has precedence over all other settings, followed by
Chapters, Secondary Pages, then Page(s)/label(s). For example, if you type
2 in the Volumes box, only pages and chapters within volume 2 will print,
even if you have specified pages and chapters that are located in other
parts of your document.

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Ÿ To view examples of possible page combinations, click the Examples
button in the Multiple Pages tab.

Printing specific pages or text
WordPerfect allows you to print the current page on which you are working.
You can also print specific pages, a range of pages, and selected text.

To print only the current page
1 Click File, Print.
2 Enable the Current Page button.
3 Click Print.

To print specific pages
1 Click File, Print.
2 Enable the Multiple Pages button.
3 In the Multiple Pages list box, type the pages you want to print.
Ÿ A hyphen (-) between numbers defines a range of sequential pages (for
example, 1-5 prints pages 1 to 5).
Ÿ A comma (,) between numbers defines a series of nonsequential pages
(for example, 1, 5 prints pages 1 and 5 only).
Ÿ Any combination of hyphens and commas is supported (for example,
1-3, 5, 7, 10-12 prints the following pages: 1, 2, 3, 5, 7, 10, 11, and 12).
4 Click Print.

To print a range of pages
1 Click File, Print.
2 Enable the Print Pages button.
3 Type a value to represent the first page in the range in the first text box.
4 Type a value to represent the last page in the range in the second text
box.
5 Click Print.

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Ÿ Leaving the “To:” box empty prints from the “From:” box to the end of
the document.

To print selected text
1 Select the text you want to print.
2 Click File, Print.
The Selected Text button is automatically enabled.
3 Click Print.

Printing document summaries and comments
Document summaries provide a summary of document information. You can
print these summaries from WordPerfect. For more information about
summaries, see “Using document summaries” on page 49.
WordPerfect allows you to add comments or annotations to document text,
footnotes, endnotes, and outlines. Comments contain text and some
formatting codes, such as fonts, justification, margins, and tabs. By default,
comments do not print with the document; however, they can be quickly
converted to text in the document and then printed. For more information
about comments, see “Using comments in documents” on page 159.

To print the document summary
1 Click File, Print.
2 Enable the Document Summary button.
3 Click Print.
Ÿ If there is no document summary created for the document you are using,
the Document Summary button will be grayed out. For information about
creating document summaries, see “Using document summaries” on page
49.

To print a comment
1 Click immediately after the comment.
2 Click Insert, Comment, Edit.
3 Click File, Print.

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Ÿ Any comments that have been converted to document text will print when
the document is printed.

Printing multiple pages or logical pages (labels)
You can specify which pages (physical pages) or labels (logical pages) to print
in your document. If you want to print a noncontinuous range of pages, select
Multiple Pages and specify the page range, in numerical order, on the
Multiple Pages tab. Some examples are listed below.
Type

To print

3,5,8

Pages 3, 5, and 8

38

Pages 3 and 8

3-

Page 3 through the end of the document

-3

The beginning of the document through page 3

1-3 8

Pages 1 through 3 and 8

3,5,9-15

Pages 3, 5, and 9 through 15

Ÿ You must type the page numbers in numerical order. For example, if you
type 10, 1, 2 only page 10 will print.

Ÿ You can also print pages in reverse order, see “Printing pages in reverse
order” on page 453.

Printing on different sizes of paper
To print on different sizes of paper, including envelopes, you need to select a
page size definition to tell the printer how to format and print a document.
The term page size refers to more than the physical dimensions of the paper.
It also includes printing orientation (whether page content prints normally or
sideways). Page size definitions are matched to the printer you have
selected. A definition might not be available when you change to another
printer or a different computer. If the same definition is not available,
WordPerfect finds the best match for your page definition, selecting from
those that are available with the other printer. If the match does not work,
you might need to edit the new definition or recreate the definition with the
other printer selected. For information about creating page size definitions,
see “Creating and selecting page size definitions” on page 170.
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Labels are set up in WordPerfect so that you can print to portions of a page.
Essentially, label printing is set up in the same way as divided pages. The
sheet or roll of labels is called the physical page; each individual label is
called a logical page. Small folded cards, slips of paper for your filing folders,
even business cards are printed with label definitions. WordPerfect includes
many label definitions that are commonly used or that match commercially
available labels. When you want to print labels or similar kinds of projects,
browse the list to see if there is one that meets your needs. The default
labels file is WP_WP_XX.LAB, where XX is the two-letter language code
(such as en for English). You can print the document with the label definition
on another computer, but you cannot edit the definition itself. Because the
printer information is in the printer driver, the same document on a different
computer will not necessarily have the same printer information. This could
affect where information prints at the margin.
You can print your page as a poster, scale a print job by percentages or to fit
the page you have selected, or print a document in thumbnail format.
WordPerfect allows you to enlarge a page created using a standard page size,
such as 8 1/2 x 11, to a poster size which WordPerfect prints on multiple
pieces of paper. You can also scale an output page to adjust your printed
document to fit the currently selected page size. WordPerfect allows you to
view or modify the currently selected page size. Thumbnail format lets you
print miniature pictures of the individual pages of your document on one
piece of paper.
WordPerfect allows you to print different sizes of envelopes. However, before
you can print an envelope you must create a page size definition. For
information about creating envelopes, see “Creating and selecting page size
definitions” on page 170.

Printing labels
WordPerfect allows you to print labels by selecting a label definition created
from divided pages. For information about divided pages, see “Choosing a
document layout for binding” on page 174. WordPerfect also allows you to
print individual labels. Labels are numbered from left to right, top to bottom.
For example, if you use labels with 3 columns, label 4 is the first label on the
second row.
When you print tractor-fed labels, position the labels in the printer so that
the first line of text will print on the first line of each label. To position the
labels, make sure label margins (not page margins) are set to 0", 0". Then
print a test label and reposition the labels until the information prints
correctly.

To select a label definition
1 Click the page where you want labels to begin.

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2 Click Format, Labels.
3 Click one of the following type of labels to display:
Ÿ Laser Printed — select if you are using a laser printer
Ÿ Tractor Fed — select if you are using a tractor-fed printer
Ÿ Both — use if you are using a tractor-fed laser printer
4 Choose a label definition from the Labels list.
5 Click the Select button.

To print labels
1 Click File, Print.
2 Click the Multiple Pages tab.
3 In the Page(s)/Label(s) list box, type the number of each label or a range
of labels.
Ÿ To print label 3, type 3. To print labels 3 and 8, type 3 8. To print label 3
through the end of the document, type 3-.
4 Click Print.
Ÿ The screen changes so that the first label is displayed and the rest of the
Document Window is shaded. As you fill the labels with text, more label
“pages” appear in the window.
Ÿ Labels that go to the edge of the sheet may not print correctly on printers
with a wide unprintable zone. Also, printing the same label on different
printers may give different results. You need to adjust the label definition
to account for the printer’s unprintable zone.

Printing envelopes
WordPerfect allows you to print different sizes of envelopes. However, before
you can print an envelope you must create it. For information about creating
envelopes, see “Creating and selecting page size definitions” on page 170.

To print envelopes
1 Position the cursor on the page of your document that contains the
envelope.
2 Click File, Print.

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463

3 Specify settings for paper source, printing adjustments, font orientation,
and paper feed.
4 Click Print.

Previewing a print job
WordPerfect allows you to view your document the way it would print by
using Print Preview. Print Preview allows you to see a whole page at a time.
While in the Print Preview mode, you can print, adjust margins, and edit text.
Documents sometimes print differently than they appear onscreen. One
reason for this difference comes from the type of fonts used to create the
document. If you create a document that does not use TrueType fonts, you
need to use a screen font that matches your printer font. WordPerfect will
substitute a similar screen font if you do not have a screen font that matches
your printer font. For information about font substitutions, see “Controlling
font substitutions and mapping fonts” on page 441.

Using Print Preview
You can view your document the way it would print using Print Preview.
Print Preview allows you to see a whole page at a time. While in the Print
Preview mode, you can print, adjust margins, and edit text.

To preview a print job
Ÿ Click File, Print Preview.

To print from Print Preview
1 In Print Preview, click File, Print.
2 Click Print.

To close Print Preview
Ÿ Click File, Print Preview.

To edit text in Print Preview
1 In print preview, click the beginning of the text you want to edit.
2 Click View, Zoom.
3 Enable the 150% button.
4 Edit the text.

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To adjust margins in Print Preview
1 Click in the paragraph or page where you want the margin changes to
start, or select the text where you want to change the margins.
2 Click Format, Margins, then click the Margins/Layout tab.
3 Type new values for the Left, Right, Top, or Bottom margins in the
Margins boxes.
Ÿ Most printers have an area around the edge of the page that they cannot
print to. In most cases, WordPerfect doesn’t allow smaller margins than
your printer can accommodate.

Printing graphics
When you print graphics with WordPerfect, you can
Ÿ specify the type and source of the dithering used to determine the
graphics’ appearance on the printed page
Ÿ print in color if you have a color printer
Ÿ choose to print fonts as graphics to avoid having to download fonts to the
printer or if you are having trouble printing reversed text (white text on a
black background)

Specifying the dither method and source
The appearance of the graphics you print is determined partly by a process
called dithering, which combines several differently colored pixels to create a
new color or shade. There are several methods of dithering, and they can be
applied by the program you are using or by the printer, although your options
in choosing a dithering method and source depend on the type of printer you
are using.
With WordPerfect, you can control both the dithering method and the
dithering source. Provided your printer supports these options, you can
Ÿ choose one of three color or gray-scale blending methods (Error Diffusion,
Ordered Dither, or Halftone)
Ÿ have dithering applied by WordPerfect or by your printer
The Halftone option is especially useful if you are making photocopies, since
it can give your original sharper image detail. If you choose Halftone
dithering, you can further refine your selection, increasing the lines per inch
(lpi) setting to increase image sharpness and reduce gray shading. You can
use Dither Source to specify where the bitmap or vector image is converted
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into the final format for printing. The image can be converted by WordPerfect
or the printer. If you are using a PostScript printer, you can also specify the
angle of line screening.

Changing the dither method and the dither source for printing
graphics
WordPerfect allows you to change the dither method, the dither source, and
halftone options for printing graphics.

To change the dither method used for printing graphics
1 Right-click a graphic.
2 Click Image Tools.
3 Click the Edit Attributes button.
4 Click the Print Parameters button.
5 In the Dither Method section, enable one of the following buttons:
Ÿ Error Diffusion — prints using a random pattern of dots which provide
superior blending and image detail in bitmap images
Ÿ Ordered Dither — prints using an ordered pattern of dots which works
well with both bitmap and vector images
Ÿ Halftoning — prints using evenly spaced dots of variable diameter
which provides sharper image detail with bitmap images
Ÿ Some Dither Method options are only available from certain printers.

To change the dither source used for printing graphics
1 Follow steps 1 to 4 from the previous procedure.
2 In the Dither Source section, enable one of the following buttons:
Ÿ WordPerfect
Ÿ Printer
Ÿ You should probably use the printer’s settings as the dither source, which
are enabled by default, unless these settings provide poor printing results.

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To change a graphic’s halftone options
1 Follow steps 1 to 3 from the previous procedure.
2 Click the Print Parameters button.
3 Select Halftoning Dither Method.
4 To specify Halftone options, change any of the following:
Ÿ Angle — changes the angle of the line screening
Ÿ Lines Per Inch — changes the number of the lines per inch in the
halftone option
Ÿ Either option may be unavailable, depending on the printer driver
selected.
Ÿ Halftone options are only available for PostScript printers.

Printing in color
WordPerfect allows you to print color graphics provided you have a color
printer installed.

To print in color
1 Click File, Print.
2 Select the pages you want to print.
3 Click the Details tab.
4 Choose a color printer from the Current Printer list box.
5 Enable the Print In Color check box.
6 Click Print.
Ÿ The Print In Color check box may be enabled by default if you choose a
color printer from the Current Printer list box.
Ÿ If you have a color printer selected, but the Print In Color option is grayed
out, click Properties on the Print tab and make sure that the color settings
are correct for your printer.

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Printing fonts as graphics
You may want to print fonts as graphics if you do not want to download the
font to the printer. This option is also useful if you are having trouble printing
reversed text (white text on a black background).

To print fonts as graphics
1 Click File, Print.
2 Click the Details tab.
3 Enable the Print Text As Graphics check box.
4 Click Print.

Printing booklets and defining binding offsets
When you divide pages to print in a booklet style (with pages folded in half),
you can print with the pages numbered and ordered automatically. For
information about dividing pages, see “Choosing a document layout for
binding” on page 174. For example, if you have two sheets of paper folded in
half the short way, the resulting booklet has eight logical pages. To fold the
two sheets together (one inside the other), logical pages are printed in a
different order. Pages 1 and 8 print on one side of a sheet, and when folded
they make the cover of the booklet. With booklet printing, logical pages are
arranged and numbered so the paper can be folded into a booklet.
You can use binding and two-sided printing options to prepare a document to
be bound. These print options help you create a document that can be bound
on the long edge of the page like a book or on the short edge of the page like
a flip chart. Binding and two-sided printing options work with margin
settings. WordPerfect allows you to “shift” or move the image over from the
document margin to allow for binding.

Printing booklets
WordPerfect allows you to print booklets manually or automatically.

To print a booklet using manual printing
1 Click File, Print.
2 Click the Two-Sided Printing tab.
3 Enable the Print As Booklet check box.
4 Enable one of the following buttons:

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Ÿ Step 1: Print Odd Pages — prints the odd pages of your document.
After the odd pages are printed, turn the pages over, reload them into
the printer, and print the even pages.
Ÿ Step 2: Print Even Pages — prints the even pages of your document.
Enable this button after you have printed the odd pages, have turned
the pages over, and have reloaded them into the printer.
5 Click Print.

To print a booklet using automatic printing
1 Follow steps 1 to 2 from the previous procedure.
2 Enable one of the following buttons:
Ÿ Book (Side To Side) — prints the document for binding the long edge
of the page (like a book)
Ÿ Tablet (Top To Bottom) — prints the document for binding the short
edge of the page (like a flip chart or tablet)
3 Enable the Print As Booklet check box.
4 Click Print.

Defining binding offsets
WordPerfect allows you to use binding and two-sided printing options to
prepare a document to be bound. Binding and two-sided printing options
work with margin settings. WordPerfect allows you to “shift” or move the
image over from the document margin to allow for binding. If your printer
supports two-sided printing, you can use one of the Automatic (printer
supports two-sided printing) options. If your printer does not support
two-sided printing, use the Manual (two steps) options.

To set the binding offset for a one-sided document
1 Click File, Print.
2 Click the Two-Sided Printing tab.
3 Type a value in the Binding Edge box.
4 In the Binding Edge section, enable one of the following buttons to
indicate which side of the page will be bound:
Ÿ Left — places the binding on the left edge of the page
Ÿ Right — places the binding on the right edge of the page
Ÿ Top — places the binding on the top edge of the page

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Ÿ Bottom — places the binding on the bottom edge of the page
5 Click Print.

To set the binding offset for a manually printed two-sided
document
1 Follow steps 1 and 2 from the previous procedure.
2 Enable the Step 1: Print Odd Pages button.
3 Type a value in the Binding Edge box.
The value you specify for the binding edge should be in addition to the
current margin.
4 Enable the Alternating check box if you want to alternate what side of the
document is bound.
5 In the Binding Edge section, enable one of the following buttons to
indicate which side of the page will be bound:
Ÿ Left — places the binding on the left edge of the page
Ÿ Right — places the binding on the right edge of the page
Ÿ Top — places the binding on the top edge of the page
Ÿ Bottom — places the binding on the bottom edge of the page
6 Click Print to print the odd pages in your document.
7 When printing is complete, turn the odd-numbered pages over and reload
them in the paper tray.
8 Repeat steps 1 to 5.
9 Enable the Step 2: Print Even Pages button, then click Print to print the
even pages in your document.

To set the binding offset for a automatically printed two-sided
document
1 Follow steps 1 to 2 from the “To set the binding offset for a one-sided
document” procedure.
2 Enable one of the following buttons:
Ÿ Book (Side To Side) — prints the document for binding the long edge
of the page (like a book)
Ÿ Tablet (Top To Bottom) — prints the document for binding the short
edge of the page (like a flip chart or tablet)
3 Type a value in the Binding Edge box.

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The amount you specify for the binding edge should be in addition to the
current margin.
4 In the Binding Edge section, enable one of the following buttons to
indicate which side of the page will be bound:
Ÿ Inside — places the binding on the left edge of the page
Ÿ Outside — places the binding on the right edge of the page
5 Click Print.
Ÿ The binding measurement you specify in the Shift image for binding box
on the Two-Sided Printing tab is added to the corresponding margin. For
example, if your document margins are all 1 inch (2.5 cm) and you need to
allow 1.5 inches (3.3 cm) on the left side for binding, click Left Edge and
specify .500 inches (1.25 cm) in the Shift image for binding box.

Using printer commands
Your printer documentation might contain information about printer
commands to let you use the special functions of your printer. You can insert
printer commands into a document. Printer commands do not affect the
formatting of a document on the screen. If you use printer commands, be
sure to type the exact syntax and codes that are specified in your printer
documentation.
Note that using printer commands can sometimes leave the printer in an
unpredictable state.
If you want to send several printer commands to the printer, you can create a
file that contains the commands. You can then send that file to the printer
instead of inserting each command into your document. WordPerfect allows
you to perform the following functions with printer commands:
Ÿ insert printer commands into a document
Ÿ send a printer command file to a printer
Ÿ restore printer settings after adding a printer command

Inserting printer commands
WordPerfect allows you to control your printer using printer commands.
Printer commands vary according to the printer installed. Type printer
commands using the syntax documented in your printer manual. To include a
decimal value for a control code or character, enclose that value in angle
brackets (such as <27> for ESC). WordPerfect does not check that printer

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commands are valid. You will know a command in the document or printer
command file is invalid or incorrect only if the document fails to print
correctly. If the text within a printer command is printed, this means that the
printer does not recognize it as a printer command. Check your printer
manual to be sure you have entered the command correctly.

To insert printer commands into a document from a printer
command file
1 Click where you want to insert the printer command.
2 Click Format, Typesetting, Printer Command.
3 In the Printer Command dialog box, enable the Printer Command
Filename button.
4 Click the Browse button.
5 Choose the drive where the printer command file is stored from the Look
In list box.
6 Double-click the folder in which the printer command file is stored.
7 Double-click the printer command filename.

Pausing the printer at an insertion point
WordPerfect allows you to insert a code that pauses the printer at an
insertion point.

To pause the printer at the current insertion point
1 Click where you want to pause the printer.
2 Click Format, Typesetting, Printer Command.
3 Enable the Pause Printer check box.

Restoring printer settings after adding a printer command
After you send a printer command to the printer, you might need to reset the
printer (using another printer command) to the printer’s default values to
restore normal printer functions. For further information about the printer’s
default values, see your printer manual.

To reset the printer
1 Click where you want to insert the printer command.
2 Click Format, Typesetting, Printer Command.

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3 In the Printer Command dialog box, enable the Command button.
4 In the Command box, type the printer’s default values to insert in the
document.

Printing files to disk
You can print a WordPerfect document to a file instead of a printer. This is
useful if you don’t have a printer attached to your computer, or if you want to
print the document on a printer other than the one attached to your
computer. For example, if your document will be printed by a service bureau,
you can print it to a file, then deliver the file to the service bureau on a disk
or as an email attachment. The file can then be printed from another
computer, whether or not that computer has a copy of WordPerfect installed.
When you print a document to a file, the document can be printed directly
from DOS to the printer it was formatted for. For example, if the file you
printed to is named LETTER, saved to C:\, and the computer you are using is
printing to LPT1, type copy/b c:\letter lpt1 at a DOS prompt, then press
ENTER. You can also print the file using the DOS Print command. See your
DOS reference manual for more information.
When you print a document to a file, the document and all the printing
instructions are included in the file. The instructions included are based on
the settings selected in the Print dialog box when you print to the file,
including the printer driver setting. If you specify a PostScript printer driver,
then the file created is a PostScript file; it uses the PostScript page
description language to describe the elements of the document to print.
PostScript isn’t the only format to use, and some printing devices are
incompatible with PostScript, but several functions, including color
separation and halftone screen printing, are only available with PostScript.
To prevent overwriting the original document when you print a document to
a file, be sure the new file has a different name than the current document.
Printing files to disk creates a PostScript file when you have a PostScript
printer installed. PostScript is a page description language used to send
instructions to a PostScript device about how to print each page. All the
elements in a print job (for example, curves and text) are represented by
lines of PostScript code that the printing device uses to produce the
document.
PostScript is not the only method for sending a printing device instructions,
and some printing devices are not compatible with PostScript. However,
there are several functions that are unavailable if you are not using the
PostScript printing device language. For example, without PostScript, you
cannot adjust color separations and halftone screens.

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Printing files to disk
Printing to a file on disk saves the document with all printing instructions
necessary to send it to a printer. When you print to a disk file, give the file a
different name than the original document. Otherwise, the original document
will be overwritten.

To print a document to a file on disk
1 Make sure the selected printer is the one you will send the document to.
2 Click File, Print.
3 Click the Details tab.
4 Enable the Print To File button.
5 Type the location and filename for the printed document.
Ÿ You can send a file that is printed on disk to a printer. Use the DOS Copy
command to send a printer-ready file to a printer. To send a file named
C:\Letter1 to a printer connected to your LPT1 port, type copy /b
c:\letter1 lpt1. This command must be entered from a DOS prompt
window.

Faxing documents
WordPerfect allows you to send a fax as easily as you would print a
document. However, to fax documents from WordPerfect, you must have a
fax modem, a Windows fax program (such as Microsoft Fax for Windows) and
a fax driver. A fax driver is a software file that translates text characters into
codes that the modem can send across phone lines. The name of the installed
fax driver is included in the list of printers on the Print tab of the Print dialog
box. Consult the documentation included with your fax program or with
Windows for instructions on how to install and set up the fax program.

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If you have no modem but you are connected to a local network, it is possible
that you can still send a fax from your computer. Check with your system
administrator to find out how to send a fax through your network. If you have
an Internet connection, you can sign up with a Internet fax service provider.
WordPerfect allows you to install and select a fax driver, preview and fax a
document, check the status of a fax job currently in progress, cancel or pause
a fax, and restart a fax after it has been paused. WordPerfect also allows you
to create a fax cover sheet to accompany your fax. For information about
creating a fax cover sheet, see “Using project templates to create
documents” on page 529.
WordPerfect allows you to use the Print Status and History to monitor the
progress of your faxes and to view a list of faxes sent during your current
session in this application. Faxes appear in the order they were sent, with the
most recent fax at the top of the list. You can pause or cancel a fax in the
Print Status And History dialog box. When you pause a fax, any other faxes in
the list continue to send. When you restart a paused fax, WordPerfect
restarts the fax job where it left off. You can cancel a fax if you realize you
don’t want to send a document. Make sure you select the correct fax because
you cannot undo the cancellation.
The Print Status and History dialog box displays the last ten completed
documents faxed from the current application, along with a variety of fax
information, including the name of the document currently being faxed, its
status, where it was faxed from, the name of the fax machine it was faxed to,
the time the fax was sent, when it actually began to send, and when faxing
was completed.
Faxes appear in the order they were sent, with the document currently being
faxed first. You can hide or remove faxes that have been sent.
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Sending faxes
WordPerfect allows you to fax a document from inside the application. When
you fax a document, you have the same options as when you print it. For
instance, you can fax your current page or multiple pages.

To send a fax file
1 Click File, Print.
2 Choose the fax driver from the Current Printer list box.
3 In the Print section, enable one of the following buttons:
Ÿ Full Document — prints the entire document
Ÿ Current Page — prints the page where the insertion point is located
Ÿ Multiple Pages — prints specific pages, labels, secondary pages,
chapters, or volumes
Ÿ Print Pages — prints the range of pages specified in the text boxes
Ÿ Selected Text — prints the selected text in the document (only
available if text is selected)
Ÿ Document Summary — prints only the document summary (only
available if a summary is created)
4 Click Fax.
The Fax Wizard will guide you through the faxing process.

Selecting fax drivers
WordPerfect allows you to fax documents if the fax drivers that came with
your modem are installed. WordPerfect lists all printer and fax drivers
installed with Windows 95 in the print dialog box. Before you can send a fax,
you must select a fax driver in the print dialog box.

To select a fax driver
1 Click File, Print.
2 Click the Details tab.
3 Choose the fax driver from the Current Printer list box.

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Ÿ If you installed a fax driver, but you still receive an error message, one of
the files needed to fax might be missing or damaged. Reinstall the fax
driver.

Controlling faxes
WordPerfect allows you to monitor the progress of your faxes and to view a
list of faxes sent during your current session in this application. Faxes appear
in the order they were sent, with the most recent fax at the top of the list.
You can pause or cancel a fax in the Print Status And History dialog box.
When you pause a fax, any other faxes in the list continue to send. When you
restart a paused fax, WordPerfect restarts the fax job where it left off. You can
cancel a fax if you realize you don’t want to send a document. Make sure you
select the correct fax because you cannot undo the cancellation. Faxes appear
in the order they were sent, with the document currently being faxed first.
You can hide or remove faxes that have been sent.

To view the status of a fax
1 Click File, Print.
2 Click the Status button.

To pause a fax
1 Follow steps 1 and 2 from the previous procedure.
2 Choose the fax you want to pause.
3 Click Document, disable Pause Printing.

To resume sending a fax
1 Follow steps 1 and 2 from the “To view the status of a fax” procedure.
2 Choose the fax you want to resume sending.
3 Click Document, Pause Printing.

To cancel a fax
1 Follow steps 1 and 2 from the “To view the status of a fax” procedure.
2 Choose the fax you want to cancel.
3 Click Document, Cancel Printing.

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Ÿ Fax and print jobs appear in the order they were sent, with the current job
at the top of the list.

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INTERNET AND ELECTRONIC
PUBLISHING

14

You can publish your documents to HyperText Markup Language (HTML)
using WordPerfect or Trellix. With WordPerfect, you can also publish your
documents to Portable Document Format (PDF) or use SGML and XML.
You can use HTML to create Internet-ready documents. By publishing your
WordPerfect document to HTML, you are assured that anyone with an
HTML browser, such as Netscape Navigator or Microsoft Internet Explorer,
can read your document. WordPerfect HTML documents support the HTML
3.2 standard.
The WordPerfect Web Editor automatically converts WordPerfect formatting
to HTML, so you don’t need to know HTML to create documents for a local
intranet or for the Internet. You can create a new document or format an
existing document as a Web document. WordPerfect codes that have no
HTML equivalents are modified or deleted from the document.
You can publish WordPerfect documents to Trellix. Using the graphical user
interface in Trellix, you can visually organize and link documents. Trellix lets
you choose from several page layouts when you create new documents, or
edit and convert documents to HTML. You can share your Trellix publication
by posting it on an intranet or an Internet site, or you can send a Trellix
document (Trelligram) as an attached file. For more information, see the
Trellix online Help.
You can publish WordPerfect documents to PDF to transform them into an
electronic book. PDF files are compact and portable, and maintain the

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content, layout, and formatting of the original file. PDF files can be viewed
and printed using the Adobe Acrobat Reader or a Web browser with the
Adobe Acrobat Reader plug-in. You can install the Adobe Acrobat Reader
from your WordPerfect Office 2000 CD.
You can also use the SGML and XML features of WordPerfect to customize
documents which are platform- and application-independent. For information
about XML and SGML, see Working with SGML and XML in the
WordPerfect online Help.

Publishing to HTML
When you publish to Hypertext Markup Language (HTML), you place
documents formatted in HTML on a Web-enabled server for viewing. You can
restrict the access of these Web documents by placing them on a protected
network, such as a corporate intranet, or you can place them on the Web for
broad distribution.
You can use WordPerfect or the Web Editor in WordPerfect to create and edit
a Web document. You can also convert existing WordPerfect documents to
Web documents.
The Web Editor is similar to the regular WordPerfect environment. However,
the menus, dialog boxes, toolbar, and Property Bar of the Web Editor contain
formatting options that have HTML 3.2 equivalents. When you save the
document in HTML format, WordPerfect codes are converted to HTML tags.
Browsers then interpret the HTML tags to display formatted text in the
browser window. WordPerfect features that have no HTML 3.2 equivalent
are disabled in the interface.
The Web Editor also supports some browser-specific tags, such as Netscape
Navigator blinking text  and columns  tags. You
can also insert HTML tags defined for later versions of HTML or defined for
a specific browser.
WordPerfect lets you create hyperlinks to dynamically link to information
within your document and to other HTML files located on a Web-enabled file
server. You can click on a link to activate it, then WordPerfect or a Web
browser will jump to a destination which you define.
You can also add graphics and multimedia to your document. Using the Web
Editor, you can also add Java and JavaScript to your Web document.

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Ÿ You need access to an Web-enabled server to make your document
available on an intranet or the Internet. Contact the system administrator
or your Internet service provider for assistance.
Ÿ WordPerfect recognizes text beginning with “www” as a URL, but not all
browsers do. You need to specify the protocol for URLs in documents
which are posted on a server.

Creating and publishing Web documents
When you use WordPerfect to create Web documents, you do not need to
know HTML. WordPerfect provides you with many tools to create dynamic
Web documents. You can also convert an existing document to a Web
document and convert a Web document to a regular WordPerfect document.
You can create and edit a Web document using the Web Editor, a development
environment with a graphical and menu-based interface. Using the Web
Editor, you can select a text or paragraph style from many preformatted
styles. You can also change the background color of your Web document or
insert an image to use as wallpaper. The Web Editor also allows you to create
bulleted, numbered, and definition lists in your Web document.
WordPerfect supports HTML 3.2. In the Web Editor, only features that have
HTML 3.2 equivalents are available. WordPerfect features that do not have
an HTML 3.2 equivalent are disabled in the interface. When you format an
existing WordPerfect document for publishing to the Web, WordPerfect codes
that have no HTML 3.2 equivalents are deleted from the document or
modified to an HTML 3.2 equivalent. If you need to add HTML tags which
the Web Editor does not automatically format or for a later version of HTML,
you can insert the codes directly into your Web document for a browser to
interpret. For a list of HTML tags supported in the Web Editor, see “HTML
tags supported in the Web Editor” on page 482.
The following features are among those which are not supported in the Web
Editor:
Ÿ drop caps
Ÿ fill (shading)
Ÿ headers and footers
Ÿ margins (left or right)
Ÿ page numbering
Ÿ tabs and indents

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Ÿ vertical lines
Ÿ watermarks
The following features are modified to convert to HTML:
Ÿ bulleted and numbered lists
Ÿ fonts
Ÿ hyperlinks
Ÿ images and sound clips
Ÿ paragraph styles
Ÿ tables of contents
Footnotes are converted to endnotes for use in HTML.
The Web Editor can help you manage your Web documents. You can add
HEAD tags, such as META and Base URL, to help users and browsers
identify and locate your document on an intranet or the Internet. The Web
Editor automatically inserts the