Corel Word Perfect Office X6 Handbook HB EN

User Manual: corel WordPerfect Office - X6 - Handbook Free User Guide for Corel WordPerfect Software, Manual

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Part One: Introduction 1
getting started
Part Two: WordPerfect 17
creating professional-looking documents
Part Three: Quattro Pro 117
managing data with spreadsheets
Part Four: Presentations 169
making visual impact with slide shows
Part Five: Utilities 227
using WordPerfect Lightning, Address Book, and more
Part Six: Writing Tools 249
checking your spelling, grammar, and vocabulary
Part Seven: Macros 263
streamlining and automating tasks
Part Eight: Web Resources 273
finding even more information on the Internet
Handbook highlights
What’s included? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
What’s new? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Installation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Help resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Documentation conventions . . . . . . . . . . . . . . . . . . . . . . . 11
WordPerfect basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Quattro Pro basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Presentations basics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
WordPerfect Lightning. . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277
Part One: Introduction 1
Part One: Introduction
Welcome to the Corel® WordPerfect® Office X6 Handbook!
More than just a reference manual, this handbook is filled with
valuable tips and insights on a wide variety of tasks and projects.
The following chapters in this introductory section are key to getting
started with the software:
“What’s new?” on page 3
“Installation” on page 5
“Help resources” on page 9
If you’re ready to explore specific components of the software in
greater detail, see the subsequent sections in this handbook.
For an A-to-Z look at the topics covered in this manual, see the index
on page 277.
What’s included?
WordPerfect Office X6 includes the following programs:
Corel® WordPerfect® X6 — for creating professional-looking
documents. See “Part Two: WordPerfect” on page 17.
Corel® Quattro Pro® X6 — for managing, analyzing, reporting,
and sharing data. See “Part Three: Quattro Pro” on page 117.
Corel® Presentations™ X6 — for producing high-quality slide
shows and drawings. See “Part Four: Presentations” on page 169.
In addition, WordPerfect Office X6 provides the following:
utilities — supplementary tools for accomplishing specific tasks
quickly and easily: taking notes, storing contact information,
converting and managing files, and much more. See “Part Five:
Utilities” on page 227.
2 Part One: Introduction
writing tools — built-in features for improving your spelling,
grammar, style, and vocabulary. See “Part Six: Writing Tools” on
page 249.
•support for macros — tools, features, and resources that can help you
streamline or automate tasks. See “Part Seven: Macros” on page 263.
Web resources — product information, support materials, social
media, and more. See “Part Eight: Web Resources” on page 273.
Not all documented features are available in all versions of
WordPerfect Office X6. To compare versions, please visit
WordPerfect.com.
Part One: Introduction 3
What’s new?
Corel WordPerfect Office X6 offers a variety of new and
enhanced features.
NEW! Multiple-instance support
You can now run multiple instances of WordPerfect at a time. See
“Running multiple instances of WordPerfect” on page 23.
NEW! Template for eBooks
You can now create WordPerfect documents for publication to the
MOBI eBook format. See “To create an eBook” on page 37.
NEW and ENHANCED! Shipping macros
The new & updated shipping macros for WordPerfect help you
perform various tasks easily. See “Shipping macros” on page 266.
ENHANCED! WordPerfect file-type support
You can now preview WordPerfect file-types from within Windows.
You can also search the content of WordPerfect documents from
within Windows.
ENHANCED! Reference Center
WordPerfect Office X5 saw the return — and modernization — of the
Reference Center: a centralized access point to the various Help
resources that install with WordPerfect Office. (See “Using the
Reference Center” on page 9.)
WordPerfect Office X6 enhances the Reference Center with the
following search capabilities:
integrated Search box — From directly within the Reference Center,
you can now initiate a search for information.
4What’s new?
all-in-one Help search — You can now search across multiple Help
categories at a time. (Previously, searches were limited to the Help files
for WordPerfect, Quattro Pro, or Presentations.) To help refine your
searches, helpful tips are presented alongside your search results.
Web search — You can now search certain WordPerfect Office
websites for even more information.
ENHANCED! Help indexes
Browsing the Help files by keyword is easier than ever thanks to their
revised and expanded indexes.
NEW! Reference materials
The Reference Center now includes the following reference materials:
Quick Reference Cards — provide a “bird's-eye view” of important or
complex tasks, complete with valuable tips and insights. Quick
Reference Cards are offered as PDF files, so you can display them on-
screen or print them out.
Content Manual — catalog that depicts, and installs along with, the
fonts and clipart included with WordPerfect Office X6
...And much more!
Sprinkled throughout this documentation are notes and tips on various
additional new features and enhancements proudly brought to you by
the WordPerfect Office team. Watch for the phrases “NEW for X6” and
ENHANCED for X6”.
For even more information on what’s new, along with details on
additional programs and features included only with certain versions of
the software, please visit the WordPerfect Office website at
WordPerfect.com.
Part One: Introduction 5
Installation
In this chapter:
“Migrating from an earlier version”
“Installing WordPerfect Office X6”
“Registering WordPerfectOfficeX6 on page7
“Updating WordPerfectOfficeX6 on page8
Migrating from an earlier version
WordPerfect Office X6 offers numerous features that help you
transfer, or “migrate,” from an earlier version of the software.
For your convenience, many such features are offered during
installation. If the setup detects an earlier version of the software, you
can choose to remove that version; you can also choose to migrate
customized settings, user-created templates, and user-created macros
from that version. See “To install WordPerfect Office X6 from DVD” on
page 6.
For even more migration options, please see “Migrating from an
earlier version of WordPerfect Office” in the WordPerfect Help.
Installing WordPerfect Office X6
The WordPerfect Office X6 DVD lets you install WordPerfect Office X6,
as well as any DVD extras included with your purchase.
If you downloaded the software, please refer to the installation
instructions included with your purchase.
After installing WordPerfect Office X6, you can use the Windows®
Control Panel to modify, repair, or uninstall the software.
6Installation
To install WordPerfect Office X6 from DVD
1Close all applications.
2Insert the WordPerfect Office X6 DVD in the DVD drive.
If the DVD does not start automatically, do one of the following:
• Click Start on the Windows® taskbar, type D:\Autorun.exe (where
D is the letter that corresponds to the DVD drive), and press Enter.
On Windows® XP, click Start ` Run, type D:\Autorun.exe, and
press Enter.
3Click WordPerfect Office X6, and follow the setup instructions for
installing the software.
You must enter your WordPerfect Office X6 serial number.
Check your disc holder for this number, and keep it handy.
If you purchased an “upgrade” version of the software, you must
enter the serial number for the earlier version if the setup cannot
detect it.
The setup lets you choose to remove any earlier versions of the
software detected by the setup. You can also choose to migrate
settings, templates, and macros from an earlier version.
For help with installation, please visit the Corel® Install Center at
Corel.com/installcenter.
To install DVD extras
1Follow steps 1 and 2 in the previous procedure.
2Click one of the following:
Clipart, Photos, and Fonts — to install the extra content for
WordPerfect Office X6, along with a PDF catalog of the fonts and
clipart (“Content Manual”)
any desired program or feature — to install that extra
3Follow the setup instructions.
4Repeat this procedure for each additional extra you want to install.
Part One: Introduction 7
To modify WordPerfect Office X6
1Close all applications.
2On the Windows taskbar, click Start ` Control panel.
3Click Uninstall a program.
NOTE: On Windows XP, double-click Add or remove programs.
4Double-click WordPerfect Office X6 on the Uninstall or change a
program page. The setup appears.
NOTE: On Windows XP, choose WordPerfect Office X6 from the
list, and click Change/Remove. The setup appears.
5Enable the Modify option, and then click Next.
6Follow the setup instructions.
To modify an installed DVD (or download) extra for
WordPerfect Office X6, choose that extra at step 4.
Registering WordPerfect Office X6
Registering Corel® products is important. Besides activating (or
updating) your Corel account, registration provides you with timely
access to product updates, free downloads, tutorials and tips, special
offers, and more.
Registration happens after you install WordPerfect Office X6. On the
Windows taskbar, click Start ` All Programs ` WordPerfect Office X6
` Product registration.
You can also
Repair WordPerfect Office X6 At step 5, enable the Repair option.
Uninstall WordPerfect Office X6 At step 5, enable the Uninstall
option.
8Installation
You can also:
Wait until WordPerfect Office X6 prompts you to register.
Click Help ` Product registration in WordPerfect.
• Visit Corel.com/support/register on the Web.
Updating WordPerfect Office X6
WordPerfect Office X6 offers a messaging service that helps keep your
installation up-to-date by informing you when product updates are
available. To receive messages, you require an Internet connection.
For complete information about the messaging service, you can access
the Messages Help file.
To access the messaging service
In WordPerfect, click Help ` Messages.
To update WordPerfect Office X6
In WordPerfect, click Help ` Check for updates.
To modify the messaging settings
In WordPerfect, click Help ` Message settings.
To access the Messages Help file
1On the Windows taskbar, click Start ` All Programs `
WordPerfect Office X6 ` Reference Center.
The Key Resources page of the Reference Center appears.
2Click Messages Help.
Part One: Introduction 9
Help resources
WordPerfect Office X6 offers a variety of learning resources.
For centralized, categorized access to installed resources and
additional materials on the Web, you can visit the Reference Center.
For details on specific programs and features, you can use the installed
Help files and the various built-in Help features.
In this chapter:
“Using the Reference Center”
“Using the Help files” on page 11
“Using the built-in Help features” on page 15
Using the Reference Center
The Reference Center centralizes and categorizes the Help files and
PDF resources that install with WordPerfect Office — and helps you
locate additional materials on the Web.
You can access the Reference Center from within Windows, or from
directly within WordPerfect Office. NEW for X6: You can perform a
Help search, or a Web search, from directly with the Reference Center.
About Help files
Help files offer information in a separate window that you can keep
displayed on top of the application window. For more information, see
“Using the Help files” on page 11.
About PDF resources
You can access the following PDF resources from the Reference Center:
handbook — electronic copy of the general-reference printed
manual for the suite
10 Help resources
guidebook — anthology of tutorials, based on the CorelTUTOR
Help files for the suite
quick-reference cards (NEW for X6) — tips and insights on various
topics
user guides — detailed reference manuals, based on the main Help
files for specific programs
macro guide — programming manual, based on the Macro Help file
for the suite
content manual — catalog of installed fonts and clipart
You can access the content manual only if you’ve installed the
extra content (clipart, photos, and fonts) for the software. See
“To install DVD extras” on page 6.
To access the Reference Center
Do one of the following:
On the Windows taskbar, click Start ` All Programs `
WordPerfect Office X6 ` Reference Center.
In WordPerfect, Quattro Pro, or Presentations, click Help `
Reference Center.
The Reference Center appears. Click a tab (on the left) to display the
resources for that category; click any entry on the page to access that
resource.
To perform a search from the Reference Center
1In the Reference Center, click one of the following tabs:
Key Resources — to search a wide variety of WordPerfect Office
resources
WordPerfect — to limit searches to WordPerfect content
Quattro Pro — to limit searches to Quattro Pro content
Presentations — to limit searches to Presentations content
2Type a word or phrase in the search box.
Part One: Introduction 11
3Enable one of the following options:
Help Search — consults the installed Help files
Web Search — consults select websites (Internet
connection required)
4Click Search.
Results appear in a new window, which you can use to perform
additional searches.
Using the Help files
Help files offer information in a separate window that you can keep
displayed on top of the application window.
You can access the Help from within a program or from the Reference
Center. You can browse by topic, use the index to look up keywords
(ENHANCED for X6), or search for specific information. You can also
print specific Help topics or entire Help sections.
You can browse or search multiple Help files — or only those
for WordPerfect, Quattro Pro, or Presentations — by visiting
the Reference Center. See “To perform a search from the
Reference Center” on page 10.
Documentation conventions
The following table explains the documentation conventions.
When you see this Do this
Click File ` New.Click the File menu, and click New
in the menu.
Click Format ` Justification ` Left.Click the Format menu, click
Justification, and click Left in the
submenu that displays.
Enable a check box. Click the check box to place a check
mark or an “X” inside the box.
12 Help resources
Not all documented features are available in all versions of
WordPerfect Office. To compare versions, please visit
WordPerfect.com.
To access the Help
1Do one of the following:
In WordPerfect, Quattro Pro, or Presentations, click Help ` Help
topics.
In the Reference Center, click a Help file.
2Click one of the following tabs:
Contents — to browse the Help file by topic
Index — to browse the Help file by keyword
Search — to search the Help file for a particular word or phrase.
For more information, see “To search a Help file” on page 13.
Disable an option. Click the option to remove the
indicator.
Select text. Click and drag to highlight text.
Click an object. Click anywhere on an object.
Right-click, and click Paste. Press the right mouse button, and
click Paste in the submenu that
displays.
Press Enter. Press the Enter key.
Ctrl + Shift Press the Ctrl key and the Shift key
at the same time.
When you see this Do this
Part One: Introduction 13
To search a Help file
1Click the Search tab in the left pane of the Help file.
2Type a word or phrase in the search box.
For example, if you are looking for information about macros, you
can type macro to display a list of relevant topics.
To search for an exact phrase, type the phrase, and enclose it in
quotation marks (for example, type “writing tools” or “file
formats”).
3Click the List topics button.
4Choose a topic from the list that appears, and press Enter. The topic
is displayed in the right pane of the Help file.
If your search results do not include any relevant topics, check the
spelling of the word or phrase you typed. Note that the English
Help uses American spelling (for example, “color,” “favorite,”
“center,” and “customize”), so British spellings (“colour,”
“favourite,” “centre,” and “customise”) produce no results.
You can also
Access tutorials Do one of the following:
In WordPerfect, Quattro Pro,
or Presentations, click Help `
CorelTUTOR.
In the Reference Center, click
the Tut or i als entry on the
associated program page.
Access information on macros,
macro languages (such as
PerfectScript), and macro
commands
Do one of the following:
In WordPerfect, Quattro Pro,
or Presentations, click Help `
Macro commands.
In the Reference Center, click
the Macros tab, and then click
the Macro Help entry.
14 Help resources
To determine the location of a displayed topic within the Help,
click the Contents tab in the left pane of the Help.
To print Help content
You can also
Search for a word or phrase in a list
of topics generated by the previous
search
Enable the Search previous results
check box.
Search for all forms of a word Enable the Match similar words
check box.
For example, if you type “type”
and enable this check box, the
search results will include topics
that contain the words “types”
and “typing.”
Search only the titles of Help topics Enable the Search titles only check
box.
Repeat a recently performed search On the search box, click the arrow
that points down, and choose a
word or phrase.
Combine multiple search terms Type a search term in the box. Click
the flyout arrow that points to the
right, and choose an operator. Type
another search term in the search
box, and then press Enter.
Search multiple Help files, or search
for materials on the Web
See “To perform a search from the
Reference Center” on page 10.
To Do the following
Print a section Select the section you want to
print, click Print, and enable the
Print selected heading and all
subtopics option.
Part One: Introduction 15
Using the built-in Help features
WordPerfect Office programs offer the following types of built-in Help
content:
context-sensitive Help — information, relevant to the current task,
on menu commands, toolbar buttons, dialog boxes, and dialog box
controls
QuickTips™— information about menu items, or about icons and
buttons on the toolbars and the Toolbox
PerfectExpert™— assistance with everyday tasks and detailed
projects
To access context-sensitive Help
Print a topic Select the topic you want to
print, click Print, and enable
the Print selected topic
option.
You can also right-click the
window and click Print.
To get help for Do the following
A menu item Point to the menu item, and press
F1.
A toolbar button Point to the toolbar button, press
Shift + F1, and click the button.
A dialog box Click Help, or press F1.
A dialog box control Click the Context-sensitive Help
button in the dialog box, and click
the control.
To Do the following
16 Help resources
To access a QuickTip
Point to a menu item, icon, or button.
The QuickTip appears in a balloon.
To access the PerfectExpert
In WordPerfect, Quattro Pro, or Presentations, click Help `
PerfectExpert.
A check mark next to the PerfectExpert command indicates that the
command is enabled, and the PerfectExpert panel displays in the left
side of the document window.
Part Two: WordPerfect 17
Part Two: WordPerfect
WordPerfect is a powerful word-processing application that
helps you produce newsletters, articles, reports, proposals,
books, and other documents.
About WordPerfect
See the following chapters:
“WordPerfect basics” on page 19
“Windows and views” on page 23
“Reveal Codes” on page 27
“Navigation” on page 29
“Microsoft Word compatibility” on page 31
Documents and templates
See the following chapters:
“Document basics” on page 35
“PDF import” on page 39
•“Templates on page41
Text
See the following chapters:
“Text basics” on page 45
“Text selection” on page 47
“Text formatting” on page 49
“Text arrangement” on page 57
“Text organization” on page 61
18 Part Two: WordPerfect
Graphics
See the following chapter:
“Graphics” on page 65
Editing content
See the following chapters:
“Editing basics” on page 69
“Find and Replace” on page 73
Design and layout
See the following chapters:
•“Styles on page77
“Page margins” on page 83
“Page size and orientation” on page 85
“Page flow” on page 89
“Page columns” on page 91
“Page numbering” on page 95
“Headers and footers” on page 99
“Footnotes and endnotes” on page 103
Sharing documents
See the following chapters:
“Saving documents” on page 107
“Printing” on page 111
“PDF publication” on page 115
The WordPerfect page of the Reference Center offers extensive
program help: reference topics, tutorials, tips, insights, and
more. See “To access the Reference Center” on page 10.
Part Two: WordPerfect 19
WordPerfect basics
This chapter tells you how to perform basic operations in WordPerfect.
In this chapter:
“Starting WordPerfect”
“Exploring the workspace”
“Changing the workspace” on page 21
“Quitting WordPerfect” on page 22
Starting WordPerfect
You can start WordPerfect as you would any other Windows program.
NEW for X6: If you start WordPerfect while the program is already
running, a new instance is created. Running multiple instances of
WordPerfect is useful when, for example, you need to work on
multiple documents simultaneously:
Rather than switching among document windows within
WordPerfect, you can switch among WordPerfect instances in
Windows.
Rather than switching among documents at all, you can display
them simultaneously across multiple monitors (if available).
To start WordPerfect
On the Windows taskbar, click Start ` All Programs `
WordPerfect Office X6 ` WordPerfect.
Exploring the workspace
In WordPerfect, the workspace (or “work area”) refers to everything
within the WordPerfect application window.
20 WordPerfect basics
The document window
The large open area is the document window.
The menu bar
The menu bar, located at the top of the workspace, just below the title
bar, provides access to most of the WordPerfect commands.
The toolbars
Many menu commands can be accessed through toolbars, located
below the menu bar.
This is the WordPerfect toolbar.
The property bar
The property bar 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.
This is the property bar.
By default, the property bar is located above the document window.
The application bar
The application bar displays information about the status of the active
WordPerfect document. By default, the application bar is located below
the document window.
This illustration shows items on the right side of the application bar.
Part Two: WordPerfect 21
When you open a file, a document button with the name of the file
appears on the application bar. You can use document buttons to
quickly move between the documents. For more information about
moving between documents, see “Navigation” on page 29.
Changing the workspace
WordPerfect lets you use different workspaces for creating
documents. When choosing a workspace, you are specifying the
toolbars, buttons, options, and menus that WordPerfect
displays.
You can customize and save workspace settings, including shadow
cursor settings, measurement and ruler settings, toolbar, application
bar and property bar settings. Saving your workspace settings ensures
they remain in effect until you change them.
To change the workspace
1Click Tools ` Workspace manager.
2Enable one of the following options:
WordPerfect Office mode — displays the default WordPerfect
workspace
Microsoft Word mode — simulates the Microsoft® Word
workspace by positioning the WordPerfect features, including
toolbars, keyboards, and menu items, where you would find the
equivalent features in Microsoft Word
WordPerfect Classic mode (version 5.1) — lets you work in the
familiar visual environment of Corel WordPerfect 5.1 and use its
keystrokes
WordPerfect Legal mode — exposes the WordPerfect legal
features, such as tools that let you create specialized legal
documents such as cases and pleadings
22 WordPerfect basics
To save workspace settings
1Click Tools ` Settings.
2Click Environment.
3In the Environment settings dialog box, click the Interface tab.
4In the Save workspace area, enable one of the following options:
Always — always saves workspace settings when quitting
WordPerfect
Never — never saves workspace settings when quitting
WordPerfect
Prompt on exit — prompts you to save workspace settings when
quitting WordPerfect
Quitting WordPerfect
You can quit WordPerfect, thereby closing the application along with all
of the documents you have open.
To quit WordPerfect
Click File ` Exit.
You are prompted to save any modified documents before
quitting.
Part Two: WordPerfect 23
Windows and views
In this chapter:
“Running multiple instances of WordPerfect”
“Switching document views”
“Changing document display settings” on page 24
“Working with the ruler and ruler guides” on page 25
“Using guidelines” on page 26
For additional topics, please see “Viewing and navigating
documents” in the WordPerfect Help.
Running multiple instances of WordPerfect
NEW for X6: You can run multiple instances of WordPerfect — for
example, if you want to work on multiple documents across multiple
monitors.
To accommodate this new multiple-instance workflow, various
traditional behaviors of WordPerfect have been adjusted.
Starting WordPerfect: If you start WordPerfect while the program is
already running, a new instance is created.
Viewing documents: You can transfer an open document to a new
instance of WordPerfect. See page 25.
Template settings: You can choose to apply template changes to all
instances of WordPerfect. See page 42
Macro behavior: Macro commands that previously applied to “all
documents” now apply only to those in the current instance.
Switching document views
In WordPerfect, you can view documents in four ways: draft, page,
two pages, and browser preview.
24 Windows and views
To switch the document view
Click View, and click one of the following:
Draft — to hide some document elements
Page — to display the document the way it will look when printed
Tw o p a g e s — to display two consecutive pages side by side
Preview in browser — to display a document in HTML format
Changing document display settings
WordPerfect lets you change document display settings in several ways.
You can enlarge or reduce the page display. As well, the document
window can be minimized or maximized.
You can cascade or tile multiple open documents. NEW for X6: You can
also transfer an open document to a new instance of WordPerfect.
To enlarge or reduce the page display
1Click View ` Zoom.
2Enable one of the following options:
Margin width — displays a complete line or block of text within a
window, with minimal white space to the right and left
Page width — displays the width of the page, including margins
Full page — displays all page margins in the document window
Other — lets you enter a custom zoom percentage
To enlarge or reduce the page display, the document must be in
Draft or Page view.
To minimize or maximize the document window
Right-click the WordPerfect title bar, and click one of the following:
• Minimize
• Maximize
Part Two: WordPerfect 25
If you want to restore a document window to its original size,
right-click the title bar, and click Restore.
To cascade multiple documents
Click Window ` Cascade.
To tile multiple documents
Click Window, and click one of the following:
Tile side by side
Tile top to bottom
To transfer a document to a new instance of
WordPerfect
Click Window ` Separate.
You can also right-click the document button on the
application bar and choose Separate document.
Working with the ruler and ruler guides
The ruler is used to display page format elements, such as margins,
tabs, column gutters, and indentation. The ruler has two parts: the
line and the tab bar.
The line resembles a ruler and contains graduated measurements
for the area between the left and right margins.
The tab bar, the white space in the lower part of the ruler, displays
the triangular shaped tab marks.
Ruler guides are black dotted vertical lines that allow you to see where
the settings for your margins and indentations are in relation to where
the text displays on the page. For example, when you click a tab, the
ruler guide and a box containing the tab’s settings are displayed.
26 Windows and views
To hide or display the ruler
Click View ` Ruler.
A check mark beside Ruler indicates that the ruler is displayed.
To display ruler guides
1Click Tools ` Settings.
2Click Display.
3Click the Ruler tab.
4Enable the Show ruler guides check box.
Using guidelines
Guidelines are horizontal and vertical nonprinting lines that you can use
to align tables, margins, columns, headers, and footers on a page.
To display guidelines
1Click View ` Guidelines.
2In the Display guidelines for area, enable one or more of the following
check boxes:
Ta b l e s — displays guidelines that you can drag to change the width
of table columns
Margins — displays guidelines that you can drag to change the
width of margins
Columns — displays guidelines that you can drag to change the
width of columns
Header/Footer — displays guidelines that you can drag to change
the widths of headers or footers
Part Two: WordPerfect 27
Reveal Codes
Formatting codes are inserted when you add text and formatting to a
document.
The Reveal Codes feature gives you full control over document
formatting, especially when copying and pasting text from
various sources. For example, to remove bold formatting, you
can turn on Reveal Codes, locate the <Bold> code, and then
just drag it out of the Reveal Codes window.
You can also double-click any code in the Reveal Codes window to
make advanced alterations to the settings or styles.
Codes are hidden by default; however, they can be displayed in a
separate window below the active document.
This is how the text is displayed in the Reveal Codes window.
You can hide or display formatting codes.
You can also customize the display of the codes. For example, you can
specify the font style and color, and several other formatting options.
To hide or display formatting codes
Click View ` Reveal Codes.
A check mark beside Reveal Codes indicates that formatting codes
are displayed.
28 Reveal Codes
To customize the display of formatting codes
1Click Tools ` Settings.
2Click Display.
3Click the Reveal Codes tab.
4In the Format area, enable or disable any of the following check
boxes:
Wrap lines at window — to continue codes on the next line
Show spaces as bullets — to display a bullet for each space
character
Show codes in detail — to display formatting information with
codes
Auto-display codes in Go to dialog — to display the Reveal Codes
window when a code match is found in a specific section of the
document
You can also
Change the font Click Font, and choose a font from
the Face list box.
Change the font size Choose a font size from the Size list
box.
Change the font color In the Color area, disable the Use
system colors check box. Open the
Text color flyout, and click a color.
Change the background color In the Color area, disable the Use
system colors check box. Open the
Background color flyout, and click a
color.
Use Windows system colors In the Color area, enable the Use
system colors check box.
Part Two: WordPerfect 29
Navigation
WordPerfect lets you navigate documents in several ways. You can
move to a specific section of a document, or you can scroll
through a document. You can also display a document from a
list of open documents.
You can browse a document by insertion points, or by using a
navigation control.
To move to a specific section of a document
1Click Edit ` Go to.
You can also press Ctrl + G.
2Choose an option from Go to what list box.
3Choose any applicable options from the area to the left of the list
box.
4Click Go to.
To scroll through a document
1On the toolbar, click the Autoscroll button.
The pointer changes to the Autoscroll arrow.
2Move the Autoscroll arrow in the direction you want to scroll.
The scrolling speed increases if you move the arrow further
away from the Autoscroll tool.
You can disable Autoscroll by clicking anywhere in the
document.
To display a document from a list of open documents
Click Window, and click the filename of the document that you
want to display.
30 Navigation
A check mark beside a document path and filename indicates the
active document.
You can also display a document by clicking its button on the
application bar.
To browse through insertion points in a document
Click one of the following buttons:
Back
Forward
To browse by using a navigation control
1On the vertical scroll bar, click the Browse button, and click a
navigation control.
2Click one of the following buttons:
Previous — moves the cursor to the previous occurrence of the
selected navigation control
Next — moves the cursor to the next occurrence of the selected
navigation control
Part Two: WordPerfect 31
Microsoft Word compatibility
WordPerfect offers compatibility features geared towards those who
are migrating to WordPerfect from Microsoft Word and those
who need to exchange WordPerfect documents with Microsoft
Word users.
In this chapter:
“Simulating the Microsoft Word workspace”
“Sharing documents with Microsoft Word users” on page 32
For additional topics, please see “Compatibility with Microsoft
Word” in the WordPerfect Help.
Simulating the Microsoft Word workspace
If you recently switched from Microsoft Word to WordPerfect, you
may not be familiar with the WordPerfect workspace. While there are
many similarities between the two applications, you may find it easier
to simulate the Microsoft Word workspace until you are accustomed
to working in WordPerfect. What the Microsoft Word workspace does
is position the WordPerfect features, including toolbars and menu
items, where you would find the equivalent feature in Microsoft Word.
It also applies Microsoft Word keyboard shortcuts to WordPerfect
features, allowing you to quickly find the tools you need to create
documents in WordPerfect.
If you prefer to work in the WordPerfect workspace, but you want to
access the most common WordPerfect features using Microsoft Word
buttons and icons, you can display the Microsoft Word toolbar. In
addition, you can display the Microsoft Word Compatibility toolbar,
which gives you immediate access to features, such as saving
documents to Microsoft Word and publishing to PDF.
32 Microsoft Word compatibility
To work in the Microsoft Word workspace
1Click Tools ` Workspace manager.
2Enable the Microsoft Word mode option.
To display the Microsoft Word toolbar in WordPerfect
1Click View ` Toolbars.
2Enable one of the following check boxes:
Microsoft Word 97
Microsoft Word 2002
To display the Compatibility toolbar
1Click View ` Toolbars.
2Enable the Compatibility check box.
Sharing documents with Microsoft Word users
WordPerfect makes it possible for you to share WordPerfect documents
with Microsoft Word users and they can share their documents with you.
For example, to share a WordPerfect document with a Microsoft Word
user, you must save the WordPerfect document as a Microsoft Word file.
The saving process automatically converts the document to the
Microsoft Word format.
In addition, if you receive a file created in Microsoft Word, all you need
to do is open it in WordPerfect. The opening process automatically
converts the file to the WordPerfect format. If you modify the same file
and you want others to view the changes in Microsoft Word, then you
need to save the file as a Microsoft Word file. You can specify that the
default format when saving files is set to the Microsoft Word file format
or you can choose to automatically save files in the same file format in
which the file was opened. If you don’t specify the Microsoft Word
format when saving, the file is saved as a WordPerfect file by default.
Part Two: WordPerfect 33
You can also insert a Microsoft Word document into a WordPerfect
document.
To save a WordPerfect document as a Microsoft Word
document
1Click File ` Save as.
2Choose the drive and folder where you want to save the file.
3Type the filename in the Filename box.
4Choose MS Word from the File type list box.
5Click Save.
When you save a WordPerfect document as a Microsoft Word
document, some of the formatting in the document may no
longer display properly.
To open a Microsoft Word document
1Click File ` Open.
2Choose the drive and folder where the Microsoft Word file is stored.
If you can’t see the file, choose All files from the File type box.
3Click the Microsoft Word file.
4Click Open.
You can open documents created in Microsoft Word for MS-
DOS versions 1.0, 1.1, 1.2, 2.0, 4.0, 5.0, and 5.5, Microsoft
Word for Windows 6.0, and 7.0, and Microsoft Word 97,
2000, XP (2002), 2003, 2007, and 2010. You can also open
Microsoft Word Open XML documents (.docx) and Microsoft
Word Open XML Macro-enabled document (.docm).
When you open a Microsoft Word document in WordPerfect,
some information in the file may not be displayed in the same
way after it is converted.
34 Microsoft Word compatibility
To automatically save Microsoft Word files opened in
WordPerfect to the Microsoft Word format
1Click Tools ` Settings ` Files.
2On the Document page, choose a version of the MS Word format
from the Default save file format list box.
To automatically save files to their original format
1Click Tools ` Settings ` Files.
2On the Document page, enable the On save, keep document’s
original file format check box.
To insert a Microsoft Word file into a WordPerfect
document
1Click Insert ` File.
2Choose the drive and folder where the Microsoft Word file is stored.
If you can’t see the file, choose All files from the File type box.
3Click the Microsoft Word file.
4Click Insert.
Part Two: WordPerfect 35
Document basics
You can create documents from scratch. You can also open existing
documents — even those created in another word processor.
In this chapter:
“Understanding the parts of a document”
“Creating documents” on page 36
“Opening documents” on page 37
Understanding the parts of a document
A WordPerfect document consists of one or more of the following
components.
Templ ate
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 either the default
template or a project template.
When you open WordPerfect, the blank document you see is based
on the default template. For information, see “Default template”
on page 41.
Project templates include fax cover sheets, memos, newsletters,
and brochures. For information, see “Project templates” on
page 43.
Text
Text can be typed directly into WordPerfect or imported from text
editors or other word-processing applications.
For information, see “Text basics” on page 45.
36 Document basics
Graphics
Graphics include shapes, drawings, pictures, and clipart.
A shape is any object created with WordPerfect drawing tools.
A drawing is created with Presentations menus and tools.
A picture is a bitmap, or graphic image, that has been imported into
a WordPerfect document. Pictures can be imported from storage
media, photo-editing programs, or a scanner.
Clipart images are images that can be brought into Corel applications
and used as they are or edited.
For information, see “Graphics” on page 65.
Styles
A style is a collection of formatting attributes applied to text (characters,
paragraphs, or documents) or graphics.
By formatting items with styles, you ensure consistent formatting
throughout a document. Whenever you change the formatting in a
style, you change the appearance of all items that use that style.
For information, see “Styles” on page 77.
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 information, see “Part Seven: Macros” on page 263.
Creating documents
You can create a document in WordPerfect by using the default
template, a blank document that includes formatting elements such as
margin settings, tab settings, and toolbars.
Part Two: WordPerfect 37
WordPerfect also includes ready-made project templates that you can
open and use to create a wide range of documents, including letters,
fax cover sheets, calendars, and business cards.
NEW for X6: You can create an eBook by using a template
specially designed for publishing to the MOBI format.
To create a document by using the default
template
Click File ` New.
You can also apply the default template to a new document by
clicking the New blank document button on the toolbar.
For more information on the default template, see page 41.
To create a document by using a project template
Click File ` New from project.
For more information on project templates, see page 43.
To create an eBook
1Click File ` New from project.
2Click the Create new tab.
3Choose [WordPerfect] from the list box.
If [WordPerfect] is not displayed in the list box, click Options, and
click Refresh projects.
4Choose eBook Publisher from the list.
5Click Create.
Opening documents
You can open word-processing documents that were created in
WordPerfect or in another application.
38 Document basics
The advantage of opening — rather than importing — a document
created in another application is that many of the formatting attributes
in the original document (such as page size, margins, font properties,
bullets, and underlining) are preserved.
To open a document
1Click File ` Open.
You can also click the Open button on the toolbar.
2Choose the drive and folder where the file is stored, and choose the
file.
You can also type the full path and filename in the File name list box.
3Click Open.
The document opens in a new document window, and a
corresponding button is added to the application bar. You can have
up to nine documents open within the application window.
NEW for X6: You can also
Go to the folder where an open
document is stored
Right-click the document button
on the application bar, and choose
Open containing folder.
Copy the folder path for an open
document
Right-click the document button
on the application bar, and choose
Copy full path.
Open more than nine documents
at a time
Split the documents across multiple
instances of WordPerfect. See also
“To transfer a document to a new
instance of WordPerfect” on
page 25.
Set documents accessed outside
WordPerfect to open in the first
available instance (rather than in a
new instance)
Click Tools ` Settings ` Files. On the
Document page, disable the
following check box: Outside
WordPerfect, open documents in
new application window.
Part Two: WordPerfect 39
PDF import
WordPerfect lets you import PDF files and scanned PDF files and then
access and reuse the text and graphics content. For example, if
you have a PDF file that was created by someone else, you can
open it in WordPerfect and edit the contents.
When you import PDF files, the text formatting may appear
different from that of the original PDF. You can alleviate most
conversion issues if you are familiar with the two most common PDF
document types: design documents and scanned documents.
Design documents
A design document is a PDF in which the layout is not necessarily
based on flow — for example, a magazine advertisement. Design
documents are typically created with graphics or illustration software,
such as CorelDRAW.
Text strings may be individual lines across sections on the page, as
opposed to a long paragraph that flows down a page. In such cases,
WordPerfect provides text flows for all text strings that were saved in
the graphics application when the PDF was created. The text and
formatting of graphic elements are also maintained.
Images are maintained in their original file formats, as is text that is
embedded in images that are not vector based.
The layout in the imported PDF may be different from the layout in the
original PDF, but you can still modify text strings and create a new
document without having to copy or redesign all the elements.
Scanned documents
A scanned document is a document that is read with a scanner and
saved as a graphic file, such as a JPEG. Scanned documents store all
information as one large image file that is not vector based.
40 PDF import
When you import a scanned document, WordPerfect uses OCR
technology to scan the document and reconstruct text strings and
images. The quality of the original scanned PDF that you import affects
the accuracy of what is displayed in the WordPerfect document.
To import a PDF file
1Click File ` Open PDF.
2Choose the drive and folder where the PDF document is stored.
3Choose the file.
4Click Open.
The Open PDF settings dialog box appears.
If the PDF document is protected by a password, type the password
in the Password box. If both permission and open passwords are
applied, type the permission password in the Password box.
5In the Page range area, enable one of the following options:
• Full document
Pages (requires you to type a page range in the box)
6Click Open.
The PDF import dialog box appears.
You can import the content from the PDF file without text
formatting by enabling the Bring in content from original PDF
without any formatting check box.
Part Two: WordPerfect 41
Te m p l a t e s
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 either the default template or a project
template.
In this chapter:
“Default template”
“Project templates” on page 43
Default template
When you open WordPerfect, the blank document you see is based on
the default template—a special WordPerfect template (WPT) file that
records various workspace settings.
Besides storing basic document settings (such as the default font and
the default text and graphics styles), the default template also stores
any customizations you make to the WordPerfect work area.
Choosing the default template
You can choose a different default template.
You can also choose an additional objects template. This is a second
default template that stores objects such as keyboards, menus,
template macros, toolbars, and styles that you can use in addition to
or in place of those in the default template. For example, a system
administrator could use an additional objects template as a network
template that would overwrite a user’s default template.
Applying the current document style to the default template
You can apply the style used in the current document to the default
template.
42 Templates
Applying template settings across multiple instances
NEW for X6: You can choose to apply template changes across all
instances of WordPerfect. This technique is especially useful for
refreshing all open documents that are based on the same template.
Document, style, and compatibility settings typically affect all
instances, whereas customization settings affect only the current
instance (and subsequent instances). For details, see the Help.
To choose a different default template
1Click Tools ` Settings.
2Click Files.
3Click the Template tab.
4In the Default template folder box, click the Browse button.
5Choose the drive and folder where the template is stored.
6Click Select.
7In the Default template box, click the Browse button.
8Click the template you want to use as the default template.
9Click Open.
To choose an additional objects template
1Follow steps 1 to 3 in the previous procedure.
2In the Additional template folder box, click the Browse button.
3Choose the drive and folder where the template is stored.
4Click Select.
5In the Additional objects template box, click the Browse button.
6Click the template you want to use as the additional objects template.
7Click Open.
If desired, enable the Update default template from additional
objects template check box.
Part Two: WordPerfect 43
To use the current document style as the default
1Click File ` Document ` Current document style.
2Enable the Use as default check box.
To apply template changes across multiple
instances
1Click Tools ` Settings.
2Click Files.
3Click the Template tab.
4Enable the Apply template changes to all WordPerfect windows
check box.
You can apply both default-template and project-template
changes across multiple instances.
Project templates
WordPerfect lets you create documents from project templates. A
project template is a shell, or skeleton structure, that can consist of
elements such as margins, styles, and graphics objects. You fill in the
details and provide data to complete the project.
These are examples of project templates.
If you intend to use a specific template often, you can add it to the
Favorites category.
44 Templates
You can also use the PerfectExpert, which guides you through
basic tasks and helps you create detailed projects. For
information, see “To access the PerfectExpert” on page 16.
To create a document from a project template
1Click File ` New from project.
2Click the Create new tab.
3Choose [WordPerfect] from the list box.
If [WordPerfect] is not displayed in the list box, click Options, and click
Refresh projects.
4Choose a project template from the list.
5Click Create.
Some WordPerfect project templates use prompts to guide you
through the process of adding information to a document.
To add a project template to the Favorites category
1Click File ` New from project.
2Click the Create new tab.
3Choose a category from the list box.
4Choose a project template from the list.
5Click Copy to favorites.
You can view the contents of the Favorites folder. Click File ` New
from project. Choose [Favorites] from the list box.
Part Two: WordPerfect 45
Text bas i c s
In this chapter:
“Entering text”
“Inserting text” on page 46
Entering text
You can enter text in the document window. You can use the
shadow cursor to show where the text will be positioned.
You can also enter text in a text box so that it appears in a separate
frame.
To enter text in a document window
1Click in the document window.
2Type text.
To enter text by using the shadow cursor
1Click View ` Shadow cursor.
A check mark next to the menu command indicates that the
shadow cursor is enabled.
2Click anywhere on the page.
3Type 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.
To enter text in a text box
1Click Insert ` Text box.
2Type text.
46 Text basics
Inserting text
You can insert text from another file.
If you have more than one document opened, you can use the
application bar to insert text from one document to another document.
See also:
“Cutting, copying, and pasting text and graphics” on page 69
“Moving text and graphics” on page 70
To insert the entire text of another document
1Click where you want to insert the text.
2Click Insert ` File.
3Choose the drive and folder where the document is stored.
4Choose a file.
5Click Insert.
To insert selected text from another document
1Select the text you want to insert.
2Drag the selected text to the button on the application bar that
displays the name of the document into which you want to insert the
text, but don’t release the mouse button.
This document opens in the document window.
3Point to where you want to insert the text, and release the mouse
button.
Part Two: WordPerfect 47
Text selection
You can select text or deselect text, a tabular column, a rectangular
block of text, or a range of text.
You can also set selection options.
To select text
To select Do the following
A character or word Drag across a character or word.
A sentence Click in a sentence. Click Edit `
Select ` Sentence.
A paragraph Click in a paragraph. Click Edit `
Select ` Paragraph.
A page Click on a page. Click Edit ` Select
` Page.
A document Click Edit ` Select ` All.
A tabular column Select the text from the first
character in the tabular column to
the last character in the tabular
column, and then click Edit ` Select
` Tab ula r c o lum n .
A rectangular block of text Select the text from the upper left
corner to the lower left corner of
the block, and then click Edit `
Select ` Rectangle.
A range of text in a document Click Edit ` Select ` Section, choose
an option from the Select list, and
then type a value in the Range box.
48 Text selection
To deselect text
Click anywhere outside the selected text.
To set the selection options for a document
1Click Tools ` Settings.
2Click Environment.
3In the Environment settings dialog box, click the General tab.
4Enable the Automatically select whole words when dragging to select
text check box.
Part Two: WordPerfect 49
Text formatting
In WordPerfect, you can use a variety of formatting tools to control the
look of text.
In this chapter:
“Modifying font settings”
“Copying the text format” on page 52
“Working with drop caps” on page 53
“Inserting characters and symbols” on page 54
“Correcting capitalization” on page 55
“Correcting the spacing between words and sentences” on
page 56
For additional topics, please see “Formatting text” in the
WordPerfect Help.
Modifying font settings
You can apply formatting to text to change the font and its attributes,
such as style, size, and color.
You can also apply relative font sizes, which allows you to format text
relative to the specified font size. Suppose you want to add a heading
to a document that has a 12-point paragraph font. If you select the
heading text and specify a large relative font size, the text displays
proportionately larger than the 12-point font.
Using Corel® RealTime Preview™ lets you view text fonts and sizes
before you apply them. For example, you can view text as it will display
in various fonts before choosing which is the most suitable.
WordPerfect lets you format text using recent font settings, including
the font and its size. You can also change the default font and font
size for the active document or for all documents.
50 Text formatting
To c h a ng e t h e f o n t
1Click in the document.
2Click Format ` Font.
3Click the Font tab.
4Choose a font from the Face list.
You can also change the underline font style by using the
Underline picker on the property bar.
To change the font appearance
1Select the text you want to modify.
2Click Format ` Font.
3Click the Font tab.
4In the Appearance area, enable one or more of these check boxes:
Bold — applies bold formatting to the selected text
Italic — applies italic formatting to the selected text
Underline — applies a single underline to the selected text
Outline — applies an outline to the selected text
Shadow — applies a shadow to the selected text
Small caps — applies small capitals to the selected text
Redline — applies the color red to the selected text
Strikeout — applies a line through the selected text
Hidden — applies the hidden format to the selected text
You can also
Change the font size Choose a font size from the Size list box.
Change the relative font size Click Relative size, and click a font size.
Change the font color Open the Color picker, and click a color.
You can also use the Font color
button on the property bar.
Part Two: WordPerfect 51
To change the font by using Corel RealTime Preview
1Click in a document.
2Open the Font face list box on the property bar, and point to a font.
Changes to the font display in the font face preview window.
3Choose a font from the Font face list box.
Similarly, the Font size list box on the property bar lets
you use Corel RealTime Preview to change the font size.
To apply a recently used font
1Select the text you want to format.
If the Fonts toolbar is not displayed, click View ` Toolbars. In the
Toolbars dialog box, enable the Fonts check box.
2Click the QuickFonts™ button on the font toolbar, and choose
a font from the list.
The QuickFonts list displays the 10 most recently used fonts.
To change the default font and font size
1Click File ` Document ` Default font.
2Choose a font from the Face list.
3Choose a font size from the Size list box.
If you want to change the default font and font size for all new
documents, click Settings, and click Set as default for all
documents.
You must install a printer before changing the default font.
If you specify a default printer font and distribute the file to
others, the file may not display or print correctly if their printer
doesn’t have the specified default font.
You can view the available attributes for each font by clicking
the plus sign (+) to the left of a font in the Face list.
52 Text formatting
Copying the text format
You can copy the format of text and apply it to other text in a document.
If you want to copy selected text, then formatting attributes, such as
font, font size, and font style, are all copied. If you want to copy the
heading in a paragraph, the paragraph style as well as the font and its
attributes are copied.
When you copy the format of text, you automatically create a text
style. Changing text that has been formatted using a text style
also changes other text in the document that uses that style. For
information about text styles, see “Using text styles” on page 77.
To copy the text format
1Click in the text whose format you want to copy.
2Click Format ` QuickFormat™.
3Enable one of the following options:
Selected characters — copies the format of the font and its
attributes
Headings — copies the format of the paragraph and its styles, and
the font and its attributes
4Click OK.
5Drag the QuickFormat paintbrush pointer over the text to which you
want to copy the format.
6Click Format ` QuickFormat.
QuickFormat is disabled when no check mark displays beside the
QuickFormat menu command.
You can also enable or disable QuickFormat by clicking the
QuickFormat button.
Part Two: WordPerfect 53
Working with drop caps
Drop caps are letters that you can use to decorate text at the
beginning of a line or paragraph.
These are examples of drop caps.
To add or remove a drop cap
You can also add a drop cap by right-clicking in a document
and clicking Drop cap.
To Do the following
Add a drop cap to a blank line Click in a document. Click Format
` Paragraph ` Drop cap. Type a
letter.
Add a drop cap to an existing
paragraph
Click at the beginning of a
paragraph. Click Format `
Paragraph ` Drop cap.
Remove a drop cap Click before a drop cap. Click the
Drop cap style button on the
property bar. In the Style area,
click No drop cap.
You can also click the Drop cap
style picker and click the No
drop cap style.
54 Text formatting
Inserting characters and symbols
You can insert characters, such as iconic symbols, phonetic characters,
and characters from other alphabets, into your document.
To insert a character or symbol
1Click in the document where you want to insert a character or symbol.
2Click Insert ` Symbol.
3Choose a symbol type or a character set from the Set list box.
4Choose a symbol from the Symbols list.
5Click one of the following:
Insert — inserts the symbol and leaves the Symbols dialog box
open
Insert and close — inserts the symbol and closes the Symbols
dialog box
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.
You can also insert a symbol by clicking the Symbols button
on the property bar and clicking a symbol.
You can also insert a character or symbol by pressing Ctrl + W.
Part Two: WordPerfect 55
Correcting capitalization
You can quickly change a word or selected text to all uppercase or
lowercase letters, or to lowercase letters with initial caps. You can also
correct capitalization automatically.
To change capitalization
1Select the text for which you want to change capitalization.
2Click Edit ` Convert case, and click one of the following:
Lowercase — changes all letters to lowercase
Uppercase — changes all letters to uppercase
Initial capitals — changes only the first letter of each word to
uppercase
You can also change the selected text to uppercase or
lowercase by pressing Ctrl + K.
To correct capitalization automatically
1Click Tools ` QuickCorrect™.
2Click the Format-As-You-Go™ tab.
3In the Sentence corrections area, enable the Capitalize next letter
after end-of-sentence punctuation check box.
You can also
Automatically correct two initial
capital letters in a sentence
Enable the Correct two irregular
capitals (make a second letter
lowercase) check box.
Automatically correct Caps lock
capitalization
Enable the CapsFix check box.
Automatically correct
capitalization after a period
Click Exceptions. In the Do not
capitalize next letter after this
word box, type a word. Click Add
entry. Click Close.
56 Text formatting
Correcting the spacing between words and
sentences
WordPerfect lets you correct the spacing between words and sentences.
You can delete double spaces between words in a sentence, and you can
convert one space between sentences to two or two spaces to one.
To automatically change double spaces between words to
single spaces
1Click Tools ` QuickCorrect.
2Click the Format-As-You-Go tab.
3In the Sentence corrections area, enable the Change two spaces to
one space between words check box.
To automatically change the number of spaces between
sentences
1Click Tools ` QuickCorrect.
2Click the Format-As-You-Go tab.
3In the End of sentence corrections area, enable one of the following
options:
Change one space to two spaces between sentences
Change two spaces to one space between sentences
Part Two: WordPerfect 57
Text arrangement
In this chapter:
•“Indenting text
•“Justifying text on page58
“Changing the spacing between lines” on page 59
For additional topics, please see “Formatting
paragraphs” in the WordPerfect Help.
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 or you can indent lines or paragraphs using the
ruler or automatically.
To move the first line of a paragraph farther to the left than
subsequent lines, you can apply a hanging indent. To indent an entire
paragraph one tab stop from both the left and right margins — such
as for a lengthy quotation — you can apply a double indent.
To apply a single indent to text
To indent Do the following
A line of text Click at the beginning of the line. Press Tab.
A paragraph Click at the beginning of the paragraph.
Click Format ` Paragraph ` Indent.
The first line of a
paragraph
Click in the paragraph. On the ruler, drag
the First line indent marker.
The first line of every
paragraph automatically
Click in the paragraph. Click Format `
Paragraph ` Format. In the First line indent
box, specify the distance to indent.
58 Text arrangement
To apply a hanging or double indent to text
1Click at the beginning of a paragraph.
2Click Format ` Paragraph, and click one of the following:
Hanging indent — indents all but the first line in the paragraph
Double indent — indents the paragraph equally from both
margins
You can also apply a hanging indent by clicking at the beginning
of any line in a paragraph, except the first line, and pressing Tab .
To remove an indent from text
1Click at the beginning of a line of text.
2Press Shift + Tab.
Justifying text
You can justify text in a document. Doing so aligns the text horizontally
between the left and right margins of the page.
To justify text
1Click in a paragraph.
2Click Format ` Justification, and click one of the following:
Left — aligns text evenly with the left margin
Right — aligns text evenly with the right margin
Center — centers text between the right and left margins
Full — aligns text, excluding the last line, along both the right and
left margins
All — aligns text, including the last line, along both the right and
left margins
Justification is applied to all text from the cursor location
forward. If you want to apply justification to a word, line, or
paragraph, you must first select the text.
Part Two: WordPerfect 59
You can also justify text by clicking the Justification picker
on the property bar and clicking a justification.
Changing the spacing between lines
The space between lines, or 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.
This is an example of changing spacing between lines.
You can change the leading by changing the line spacing and
changing the line height.
You can also change the spacing between paragraphs. For
information, see “Adjusting paragraph spacing” in the
WordPerfect Help.
To adjust the leading
1Click in a paragraph.
2Click Format ` Typesetting ` Word/Letter spacing.
3Enable the Adjust leading check box.
4Type a value in the Between lines box.
A positive value increases the leading; a negative value decreases
it.
60 Text arrangement
To change the line spacing
1Click in a paragraph.
If you want to limit the line spacing change to a specific section of
text, select the text.
2Click Format ` Line ` Spacing.
3Type a value in the Spacing box.
To change the line height
1Click in the line of text where you want the line height change to
begin.
If you want to limit the line height change to a specific section of text,
select the text.
2Click Format ` Line ` Height.
3Enable one of the following options:
Automatic — defines the line height according to the font being
used
Fixed — lets you specify the height of the line regardless of the font
being used
At least — lets you specify the minimum height of the line
Line height is determined by multiplying the current line height
by the number you specify.
Part Two: WordPerfect 61
Text organization
You can organize text by 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.
In this chapter:
“Bulleted lists”
“Numbered lists” on page 62
“Outlines” on page 64
For additional topics, please see “Using bulleted lists,
numbered lists, and outlines” in the WordPerfect Help.
Bulleted lists
You can create a bulleted list in a document. You can also use
QuickBullets to create lists as you type.
You can also apply a bullet format to existing text.
To create a bulleted list
1Click in a document.
2Click Insert ` Outline/Bullets & numbering.
3Click the Bullets tab.
4Choose a bullet style from the Bullets list.
5Click OK.
6Type text, and press Enter.
Perform this step for each entry in the list.
62 Text organization
You can also create a bulleted list by opening the Bullets
picker on the toolbar, and clicking a bullet format.
You can discontinue a bulleted list by pressing Backspace.
To create a bulleted list by using QuickBullets
1Click in a document.
2Type a QuickBullet character.
3Press Tab.
4Type the text, and press Enter.
Perform this step for each entry in the list.
If QuickBullets are disabled, you must click Tools ` QuickCorrect
` Format As-You-Go to enable them.
You can discontinue a bulleted list by pressing Backspace.
To create a bulleted list from existing text
1Select the text to which you want to apply the bullet format.
2Click Insert ` Outline/Bullets & numbering.
3Click the Bullets tab.
4Choose a bullet style from the Bullets list.
You can also add a bullet to existing text by clicking at the
beginning of a line, opening the Bullets picker on the
toolbar, and clicking a bullet format.
You can type body text between list items by pressing Enter
twice, and pressing the Up arrow to type on the line that begins
without a bullet.
Numbered lists
You can create a numbered list in a document. You can also use
QuickNumbers to create lists as you type.
Part Two: WordPerfect 63
You can number existing text. You can also renumber an existing
numbered list.
To create a numbered list
1Click in a document.
2Click Insert ` Outline/Bullets & numbering.
3Click the Numbers tab.
4Choose a number style from the Numbers list.
5Click OK.
6Type text, and press Enter.
Perform this step for each entry in the list.
You can also create a numbered list by opening the Numbers
picker on the toolbar and clicking a numbering format.
You can discontinue a numbered list by pressing Backspace.
To create a numbered list by using QuickNumbers
1At the beginning of a new line, type a number followed by a closing
parenthesis or hyphen.
2Press Tab.
3Type the text for the first list item, and press Enter.
For a paragraph, let the text wrap at the end of the line instead of
inserting a hard return.
Perform this step for each entry in the list.
4Press Backspace.
If QuickNumbers are disabled, you must click Tools `
QuickCorrect ` Format As-You-Go to enable QuickBullets.
You can discontinue a numbered list by pressing Backspace.
64 Text organization
To number existing text
1Select the text you want to number.
2Open the Numbering picker on the toolbar, and click a
numbering format.
To renumber a list
1Click in a list or outline.
2Click the Set paragraph number button on the property bar.
3Type the new number in the Paragraph number box.
The number changes, and all numbers following it are renumbered
accordingly.
You can also renumber paragraphs by pressing Ctrl + Shift + F5.
If the numbering you want to change is indented from the left
margin, type “?” for each indentation level in the Paragraph
number box before you type the new number.
Outlines
You can apply different levels to text by creating an outline.
To create an outline
1Click in a document.
2Click Insert ` Outline/Bullets & numbering.
3Click the Text tab.
4From the Text list, choose an option.
5Click OK.
6Type text, and press Enter.
Part Two: WordPerfect 65
Graphics
In this chapter:
“Inserting graphics”
“Sizing graphics” on page 66
“Arranging graphics” on page 67
For additional topics, please see “Working with
graphics” in the WordPerfect Help.
Inserting graphics
You can insert clipart images into a WordPerfect document, such as
those included with WordPerfect. Clipart images are images that can
be brought into a WordPerfect document and edited or used as is. You
can also insert pictures from the WordPerfect Office disc.
You can link to an image on disk. When you link to an image on disk,
the location of the image — not the image itself — is inserted into the
document. This way, you can considerably reduce the size of the file,
especially if the image is used throughout the document.
To insert a clipart image
1Click where you want to insert an image.
2Click Insert ` Graphics/Pictures ` Clipart.
The Scrapbook™ opens.
3Browse through the folders in the Scrapbook until you find the
image you want to insert.
4Select the clipart image.
5Click Insert.
You can also insert a clipart image by dragging the image from
the Scrapbook into a document.
66 Graphics
To insert a picture from the WordPerfect Office disc
1Insert the WordPerfect Office disc into your disc drive.
2Click where you want to insert a picture.
3Click Insert ` Graphics/Pictures ` From file.
4Choose the drive and folder where the file is stored.
Pictures have a .jpg filename extension.
5Double-click a filename.
You can also insert a picture by dragging. Enable the shadow
cursor by clicking the Shadow cursor icon on the application bar,
drag across the area of the document in which you want the
picture, and click Image from file in the QuickMenu™.
You can preview a picture before you insert it by clicking Toggle
preview , and clicking the picture filename.
To link to an image on disk
1Click where you want to insert a link to an image.
2Click Insert ` Graphics/Pictures ` From file.
3Choose the drive and folder where the file is stored.
4Click the image you want to link to the document.
5Enable the Image on disk check box.
6Click Insert.
If you want to display the name of the image file, right-click the
image, and click Content.
You can link to images copied from the Scrapbook by saving
them to your hard disk.
Sizing graphics
You can size a graphic by dragging its handles.
Part Two: WordPerfect 67
To s i z e a g r a p h i c
1Select a graphic.
2Drag a corner handle until the graphic is the size you want.
Arranging graphics
When two or more graphics overlap in a document, you can arrange
their order by moving them in front of or behind the others in the
stack. You can also move graphics behind text (like a watermark) or in
front of text (like a sticky note). You can also select a graphic that is
over or under another graphic.
You can group graphics so that they remain together when they are
moved, sized, or edited.
You can also align and distribute graphics. For details, see the Help.
To move a graphic by using the keyboard
1Select a graphic.
2Press any of the Arrow keys to move the graphic in that direction.
To reorder overlapping graphics
1Right-click a graphic.
2Click Order, and click one of the following:
To front — moves a graphic in front of the overlapping graphics
To back — moves a graphic behind the overlapping graphics
Forward one — moves a graphic forward one layer
Back one — moves a graphic back one layer
You can also
Stretch a graphic Drag a side handle until you achieve
the effect you want.
Size a graphic proportionally Hold down Shift, and drag a handle.
68 Graphics
You can also reorder overlapping graphics by selecting a graphic
and clicking one of the following buttons on the property bar:
Object(s) forward one
Object(s) back one
To move a graphic behind or in front of text
1Select a graphic.
2Click the Graphics picker on the property bar, and click one of the
following:
In front of text — moves the selected graphic in front of the text
Behind text — moves the selected graphic behind the text
To navigate between graphics
1Select a graphic.
2On the property bar, click one of the following buttons:
Next box — selects the next graphic box in the document
Previous box — selects the previous graphic box in the
document
To group graphics
1Hold down Shift, and click the graphics you want to group.
2Right-click one of the selected graphics, and click Group.
You can separate grouped graphics by right-clicking grouped
graphics, and clicking Separate.
Part Two: WordPerfect 69
Editing basics
In this chapter:
“Cutting, copying, and pasting text and graphics”
“Moving text and graphics” on page 70
“Undoing, redoing, and repeating actions” on page 71
You can also apply comments and digital signatures to
documents. For information, see “Editing basics” in the
WordPerfect Help.
Cutting, copying, and pasting text and graphics
You can cut or copy text or graphics and paste them to a new location
in a document.
When you cut or copy information, it is stored on the Clipboard. You
can paste it 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.
To cut, copy, and paste text and graphics
To Do the following
Copy text or graphics to the
Clipboard
Select the item, and click Edit ` Copy.
You can also click the Copy
button on the property bar.
Cut text or graphics and move
to the Clipboard
Select the item, and click Edit ` Cut.
You can also click the Cut button
on the property bar.
70 Editing basics
You can link copied content to a document by enabling the Paste
link option. The changes you make to the linked content in the
active file are reflected in the original file. The changes made to
the original file also appear in the active file.
To paste Clipboard contents in a specified format
1Select the text or graphic.
2Click Edit, and click one of the following:
• Copy
• Cut
3Click Edit ` Paste special.
4Enable the Paste option.
5Choose a format from the As list.
You can paste text without its formatting by pressing Ctrl + Alt
+ V. This technique is particularly useful for pasting text copied
from a Web browser.
Moving text and graphics
You can move text and graphics by dragging them within a document
or between documents.
Paste text or graphics in a
document
Click where you want to insert the
item, and click Edit ` Paste.
You can also click the Paste
button on the property bar.
Add a selection to the current
Clipboard contents
Select the text to add to the
Clipboard, and click Edit ` Append.
To Do the following
Part Two: WordPerfect 71
To move text or graphics by dragging within a
document
Select a text or graphic, and drag it to a new position.
To move text or graphics by dragging to another
document
1Click Window, and click one of the following:
Tile top to bottom — arranges the windows so that the
documents are displayed above or below one another
Tile side by side — arranges the windows so that the documents
are displayed side by side
2Select the text or graphic, and drag it to the other document.
Undoing, redoing, and repeating actions
WordPerfect lets you undo actions one at a time, or undo a series of
actions all at once. You can undo changes made to text, graphics, or
tables. However, some actions, such as scrolling or saving a document,
cannot be reversed. You can redo actions that you have undone. You
can also repeat actions.
To undo actions
To Do the following
Undo the last action you performed Click Edit ` Undo.
You can also click the Undo
button on the toolbar.
Undo a series of actions Click Edit ` Undo/Redo history,
choose an action from the Undo
list, and click Undo.
You can also click the drop-down
arrow beside the Undo button
on the toolbar.
72 Editing basics
The maximum number of Undo levels is 300.
If the Undo/Redo history has not been saved with the document,
you can undo and redo changes that have been made since the
document was last saved.
To r e d o a c t i o n s
To repeat an action
1Click Edit ` Repeat next action.
2Type a value in the Number of times to repeat next action box.
To set this value as the default whenever you use repeat, click Use as
default.
Set the number of Undo levels Click Edit ` Undo/Redo history, click
Options, and type a value in the
Number of undo/redo items box.
Save Undo and Redo items with a
document
Click Edit ` Undo/Redo history, click
Options, and enable the Save
undo/Redo items with document
check box.
To Do the following
Redo an action that was just
undone
Click Edit ` Redo.
You can also click the Redo
button on the toolbar.
Redo a series of actions Click Edit ` Undo/Redo history,
choose an action from the Redo
list, and click Redo.
You can also click the drop-down
arrow beside the Redo button
on the toolbar.
To Do the following
Part Two: WordPerfect 73
Find and Replace
In this chapter:
“Finding and replacing text”
“Finding and replacing formatting codes” on page 75
Finding and replacing text
WordPerfect lets you find and replace text. You can search for
words, phrases, or individual characters in a document. Once the text
is found, you can replace some or all occurrences of the text with other
text, or you can delete the text.
You can search for text that is displayed in a specific font or case. You
can also find and replace forms of a word. For example, you can
replace forms of the word “entry” with the word “insertion”;
therefore, if the plural form, “entries,” is found, it is replaced with the
word “insertions.” Furthermore, you can search for occurrences of
words that are whole words, and not part of a larger word. For
example, if you do a default search for the word “sum,” you will find
“sum,” “summer,” and “summit”; if you do a whole-word search for
the word “sum,” you will find only occurrences of the word “sum.”
To f i n d a n d r e p l a c e te x t
1Click Edit ` Find and replace.
2In the Find box, type the text you want to search for.
3Type the replacement text in the Replace with box.
4Click one of the following:
Find next — finds the next occurrence of the search text
Find prev — finds the previous occurrence
Replace — finds and replaces the next occurrence
Replace all — finds and replaces all occurrences
74 Find and Replace
You can delete all occurrences of a text string by typing the text
you want to delete in the Find box and leaving the Replace with
box empty.
You can search for a word or phrase you searched for previously
by choosing the word or phrase from the Find list box.
To find text in a specific font
1Click Edit ` Find and replace.
2In the Find box, type the text you want to find.
3Click Match ` Font.
4Enable the Font check box.
5Choose a font from the Font list box.
To find and replace case-specific text
1Click Edit ` Find and replace.
2Click Match ` Case.
To find and replace a form of a word
1Click Edit ` Find and replace.
2Click Type ` Word forms.
You can also
Search for a font style Choose a font style from the Font
style list box.
Search for a specific point size Enable the Point size check box.
Type a point size in the Point size
box.
Search for specific font attributes In the Attributes area, enable one
or more of the attribute check
boxes.
Part Two: WordPerfect 75
To find and replace a whole word
1Click Edit ` Find and replace.
2Click Match ` Whole word.
Finding and replacing formatting codes
You can search for and replace codes in a document. For
example, if you search for a font size code, all font size codes are
found.
You can also search for specific codes, such as a specific font size.
To find and replace codes, you must first enable Reveal Codes.
Sample Code Represents
Bot mar Bottom margin
Font Font
Font size Font size
HAdv Horizontal advance
Just Justification
Lft Mar Left margin
Lft Mar Adj Left margin adjustment
Ln Spacing Line spacing
Ovrstk Overstrike
Rgt Mar Right margin
Rgt Mar Adj Right margin adjustment
Style Document style
Top Mar Top margin
VAdv Vertical advance
76 Find and Replace
To find and replace a general formatting code
1Click Edit ` Find and replace.
2Click Match ` Codes.
To choose a merge code, enable the Display merge codes only check
box.
3Choose a code from the Find codes list box.
4Click Insert.
5In the Find and replace dialog box, click in the Replace with box.
6In the Codes dialog box, choose a replacement code from the Replace
codes list box.
7Click Insert and close.
8Click one of the following:
Find next — finds the next occurrence of the code
Find prev — finds the previous occurrence of the code
Replace — finds and replaces the next occurrence of the code
Replace all — finds and replaces all occurrences of the code
To find and replace a specific formatting code
1Click Edit ` Find and replace.
2Click Type ` Specific codes.
3Choose a code from the Find codes list box.
4Type values in the following boxes:
• Find
• Replace with
Part Two: WordPerfect 77
Styles
A style is a collection of formatting attributes that you can apply to
text or graphics.
WordPerfect provides several preset styles ready for use. You can
also create your own styles.
In this chapter:
•“Using text styles
“Using graphics styles” on page 80
For information about list styles, variables, graphics boxes, and
graphics lines, see “Working with styles” in the WordPerfect
Help.
Using text styles
You can create text styles. Text styles are collections of formatting
attributes that you can apply to selected text, paragraphs, or the entire
document. Text styles you create are saved with the active document.
You can create a QuickStyle for text. QuickStyles are styles created
based on the formatting in effect at the cursor location. You can also
create a QuickStyle for a paragraph.
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.
You can save a text style. You can also specify where to save text styles.
When you save a text 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 text style as a separate file is useful if you plan
to use the style with a different template or on a different computer.
You can apply a style to text in a document. You can edit a text style.
78 Styles
To create a text style
1Click Format ` Styles.
2Click Create.
3In the Styles editor dialog box, type a name for the style in the Style
name box.
You can create style names that contain up to 12 characters.
4Type a description for the style in the Description box.
5Choose a style from the Type list box.
6Using the Styles editor toolbar and menu bar, apply any style
attributes.
If you want to define what function the Enter key performs when the
style is applied, choose a style from the Enter key inserts style list box.
If you want to display the codes that take effect when a style ends,
enable the Show ‘off codes’ check box.
Give each style a unique name; otherwise, when you combine
documents that contain a style with the same name, one style is
used and the other deleted in the new document.
The Reveal Codes check box is enabled by default and displays the
codes for the style attributes in the Contents box.
You can also define the style attributes by typing codes or text in
the Contents box in the Styles editor dialog box.
You can also
Delete a text style Click Format ` Styles, choose a style
from the Available styles list, and
click Options ` Delete.
Part Two: WordPerfect 79
To create a QuickStyle
1Select the desired text or paragraph.
2Click Format ` Styles.
3Click QuickStyle.
4In the QuickStyle dialog box, type a name for the style in the
Style name box.
5Type a description for the style in the Description box.
6Enable one of the following options:
Character with automatic update — creates a QuickStyle for
characters
Paragraph with automatic update — creates a QuickStyle for
paragraphs
To save a text style
1Click Format ` Styles.
2Click Options ` Save as.
3In the Save styles to dialog box, type a filename in the Filename box.
4In the Style type area, enable one of the following options:
Both — includes both the styles you have created and the preset
styles provided with WordPerfect
User styles — includes only the styles you have created
System styles — includes only the preset styles
5Click Options ` Settings.
6In the Save new styles to area, enable one of the following options:
Current document
Default template
Additional objects template
The Additional objects template option is available only if you
have specified a second default template.
80 Styles
To apply a text style
1Click Format ` Styles.
2Choose a style from the Available styles list.
3Click Insert.
4Type the text in the document.
5Press Enter.
6Press Backspace.
To edit a text style
1Click Format ` Styles.
2Choose a style from the Available styles list box.
3Click Edit.
4In the Styles editor dialog box, use the Styles editor toolbar and
menus to apply any style attributes.
If you want to define what function the Enter key performs when the
style is applied, choose a style from the Enter key inserts style list.
If you want to display the codes that take effect when a style ends,
enable the Show ‘off codes’ check box.
Using graphics styles
You can create graphics styles for boxes, borders, fills, and lines. You can
save a graphics style. Saving graphics styles lets you use them again in
other documents or templates.
You can delete a graphics style that you have created, but you cannot
delete one of the preset graphics styles provided with WordPerfect.
You can edit a graphics style to apply different formatting. When you
edit a graphics style, all graphics boxes, borders, fills, and lines formatted
with that style are updated.
Part Two: WordPerfect 81
To create a graphics style
1Click Format ` Graphics styles.
2Enable one of the following options:
• Box
• Border
• Fill
• Line
3Click Create.
4Type a name for the style in the Style name box.
5Change the attributes of the graphics style.
To save a graphics style
1Click Format ` Graphics styles.
2Enable one of the following options:
• Box
• Border
• Fill
• Line
3Click Options ` Save as, and type a name for the style in the
Filename box.
The file is saved to the default template folder, as specified in
Tools ` Settings. If none is specified, WordPerfect saves the
styles where your user files are stored.
82 Styles
To delete a graphics style
1Click Format ` Graphics styles.
2Enable one of the following options:
• Box
• Border
• Fill
• Line
3Choose a style from the Styles list.
4Click Options ` Delete.
To edit a graphics style
1Click Format ` Graphics styles.
2Enable one of the following options:
• Box
• Border
• Fill
• Line
3Choose a style from the Styles list.
4Click Edit.
5Change the attributes of the graphics style.
Part Two: WordPerfect 83
Page margins
You can set margins by using guidelines. Guidelines are vertical or
horizontal dotted lines that are displayed on pages.
You can also set margins by using exact measurements or the
ruler.
All margin settings affect the current page and
subsequent pages until you change them.
To set the margins by using the margin guidelines
1Click View ` Guidelines.
2Enable the Margins check box.
3Point to one of the following guidelines:
• left vertical dotted guideline
right vertical dotted guideline
upper horizontal dotted guideline
• lower horizontal dotted guideline
The pointer changes to a double-sided arrow.
4Drag the guideline to a new position.
To set the margins by using exact measurements
1Click in the document where you want the margin changes to start.
2Click Format ` Margins.
3Click the Page setup tab.
4In the Document margins area, type in any of the following boxes:
Left — lets you specify where the left margin starts
Right — lets you specify where the right margin starts
To p — lets you specify where the top margin starts
Bottom — lets you specify where the bottom margin starts
84 Page margins
You can also set margins by clicking File ` Page setup.
To set the margins by using the ruler
1Point to the Margin marker to the left or right of the ruler.
The pointer changes to a double-sided arrow.
2Drag the Margin marker to a new location on the ruler.
You can also
Set all margins to the last margin
value edited
In the Document margins area,
click Equal.
Set all margins to the minimum size
allowed by the current printer
In the Document margins area,
click Minimum.
Part Two: WordPerfect 85
Page size and orientation
When creating documents, you can choose the size and orientation of
pages. The page size and orientation determine how a printer
formats and prints pages. You can choose from preset page
sizes, or you can create your own.
In this chapter:
“Preset page sizes”
“Page orientation” on page 86
“Custom page sizes” on page 86
Preset page sizes
You can select preset page sizes.
To select a preset page size
1Click File ` Page setup.
2Click the Page setup tab.
3From the Page definition list box, choose one of the following:
Printer page types — lists all page size options for installed
printers
Standard page types — lists all page size options for most
printers
4Choose a page definition from the Page definition list.
5In the Page definition applies to area, enable one of the following
options:
Current and following pages — applies the page definitions to
the current and following pages
Current page only — applies the page definitions to the current
page only
86 Page size and orientation
Page orientation
You can specify page orientation.
To specify page orientation
1Click File ` Page setup.
2Click the Page setup tab.
3In the Orientation area, enable one of the following options:
Portrait — prints the document on pages that have greater length
than width
Landscape — prints the document on pages that have greater
width than height
Custom page sizes
You can create a custom page size from scratch, or you can modify a
preset page size. When you create a custom page size, it is added to the
printer’s page size selection as a preset. Therefore, you can apply the
custom size to more than one document. If you no longer require the
custom or modified page sizes, you can delete the page size or restore
the default page sizes.
In addition, you can divide a physical page into several logical pages.
Dividing pages is useful when you want to create small documents, such
as pamphlets, raffle tickets, or business cards.
This is an example of how you can divide pages.
Part Two: WordPerfect 87
To create a custom page size
1Click File ` Page setup.
2Click the Page setup tab.
3Click Add.
4In the Add new form dialog box, type a name for the new
page size in the Name box.
5Choose a predefined paper type from the Type list box.
6Choose a predefined paper size from the Size list box.
If you want to create a page size definition from a nonstandard
paper size, choose User defined size from the Size list box.
7Type values in the following boxes:
• Width
• Height
8Choose a paper source from the Source list box.
The paper source is not saved as part of the document. It must
be redefined for each document.
All printers have a nonprintable zone. If information is
formatted to print in this area, it will not print. To shift
information out of the nonprintable zone, you must specify
printing adjustments.
To modify a preset page size
1Click File ` Page setup.
2Click the Page setup tab.
3Choose a page definition from the Page definition list.
4Click Edit.
5Modify any of the settings.
88 Page size and orientation
To delete a page size
1Click File ` Page setup.
2Click the Page setup tab.
3From the Page definition list box, choose one of the following:
Printer page types — lists all page size options for installed printers
Standard page types — lists all page size options for most printers
4Choose a page definition from the Page definition list box.
5Click Delete.
When you delete a page size definition, you can no longer use
that definition; a document can print with a similar page
definition, but it may not be an exact match.
To restore default page sizes
1Click File ` Page setup.
2Click the Page setup tab.
3From the Page definition list box, choose one of the following:
Printer page types — lists all page size options for installed printers
Standard page types — lists all page size options for most printers
4Click Restore.
To divide a page
1Click File ` Page setup.
2Click the Layout tab.
3In the Divide pages area, type a value in one of the following boxes:
Columns — lets you divide a page into a specified number of
columns
Rows — lets you divide a page into a specified number of rows
Part Two: WordPerfect 89
Page flow
You can start (or “force”) a new page at any point in a document.
You can also change the text flow in a document by using hard
or soft returns:
You can start a new line manually by inserting a hard return.
A soft return wraps text to the next line and is inserted
automatically by WordPerfect when the line extends beyond
the right margin.
You can also make all text in a document, or only selected text, fit a
specific number of pages.
To f o r c e a ne w p a g e
1Click where you want to start a new page.
2Click Insert ` New page, or press Ctrl + Enter.
In Draft view, a new page break is displayed as a double line.
To insert a hard return
At the end of a line or paragraph, press Enter.
A hard return displays as an [HRt] code in the Reveal Codes
window.
You can also view hard returns by clicking View ` Show ¶.
To insert a soft return
As you type, WordPerfect automatically inserts a soft return at the
end of each line.
A soft return displays as an [SRt] code in the Reveal Codes
window.
90 Page flow
To make text fit a specific number of pages
1Click in a document.
To make only a certain block of text fit, select the text.
2Click Format ` Make It Fit™.
3Type a value in the Desired number of pages box.
The number of pages you set must be within 50 percent of the
document’s current page count.
4In the Items to adjust area, enable any of these check boxes:
• Left margin
• Right margin
• Top margin
• Bottom margin
• Font size
• Line spacing
5Click Make it fit.
Part Two: WordPerfect 91
Page columns
You can use columns to divide text vertically on a page. You can use
four types of columns in documents: newspaper, balanced
newspaper, parallel, and parallel with block protect.
You can add columns to documents to create newsletters,
glossaries, scripts, or inventory lists. You can discontinue
columns when they are complete. You can also delete columns
and quickly move through columns.
You can change the appearance of columns by inserting a vertical line
between the columns. This creates a visual separation between the
columns.
Newspaper columns
Text in newspaper columns flows down the column to the bottom of
a page or column break and starts again at the top of the next column.
Balanced newspaper columns
Balanced newspaper columns are similar to regular newspaper
columns, but each column is adjusted on the page so that all columns
are equal in length.
These are examples of pages with columns.
The left page displays newspaper columns.
The right page displays balanced newspaper columns.
92 Page columns
Parallel columns
The parallel column text is grouped across the page in a row. The next
row starts below the longest column of the previous row. Parallel
columns are useful for resumes, scripts, charts, inventory lists, or lists
where columns span multiple pages.
This is an example of parallel columns.
Parallel columns with block protect
Parallel columns with block protect keep each row of columns together.
If a column in one row becomes so long that it moves across a page
break, the entire row moves to the next page.
This is an example of parallel columns with block protect.
To create columns
1Click a page.
2Click Format ` Columns.
3Type a value in the Number of columns box.
Part Two: WordPerfect 93
4In the Type of columns area, enable one of the following options:
Newspaper — makes text flow down a column to the bottom of
a page or column break and continues it at the top of the next
column
Balanced newspaper — adjusts newspaper columns so
that columns are of equal length
Parallel — groups columns across the page in rows, and
starts subsequent rows below the longest column of the
previous row
Parallel w/block protect — keeps all rows of the columns
together across page breaks
You can also apply columns to a page by clicking the Columns
button on the toolbar.
To discontinue columns
1Click where you want columns to discontinue.
2Click Format ` Columns.
3Click Discontinue.
Press Ctrl + Enter to end one column and start the next
column.
To delete all columns
1Click in the top-left corner of the first column.
2Click Format ` Columns.
3Click Discontinue.
You can also delete columns by dragging the [Col Def] code
out of the Reveal Codes window.
94 Page columns
To n a v i g a t e c o l u m n s
To insert a vertical line between columns
1Select a column.
2Click Format ` Columns.
3Click Border/Fill.
4In the Column border/fill dialog box, click the Border tab.
5Choose Column between from the Available border styles list.
If you want to apply the vertical line only to a selected column group,
enable the Apply border to current column group only check box.
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
Part Two: WordPerfect 95
Page numbering
In this chapter:
“Numbering pages”
“Changing the appearance of page numbers” on page 97
“Forcing, suppressing, and stopping page numbers” on
page 97
For additional topics, please see “Numbering the parts of
a document” in the WordPerfect Help.
Numbering pages
WordPerfect allows you to insert page numbers in a document and to
choose where to position page numbers on a page.
These are examples of various page-numbering options:
(top left) none, (top right) bottom-right corner,
(bottom left) bottom center, and (bottom right) top-right corner.
When you begin page numbering, you can also specify which number
to begin with. For example, you may want the first page of a
document to be labeled page 3 instead of page 1.
You can also insert secondary page numbers, which allow you to start
a new page numbering scheme in a document. For example, suppose
you are creating a document in WordPerfect, but in the middle of the
document, you need to add maps that were not created in
96 Page numbering
WordPerfect. The WordPerfect document is 10 pages, but the maps
need to be added as pages 7 and 8. To accomplish this, you can start
page numbering at 1 at the beginning of the document and insert a
secondary page number, number 9, on the document’s page 7. This
would allow for the addition of the maps without disrupting the page
numbering.
To insert page numbers
1Click Format ` Page ` Numbering.
2From the Position list box, choose a position for the page numbers.
3From the Page numbering format list, choose a format for the page
numbers.
To specify an alternate starting page
1Click Format ` Page ` Numbering.
2Click Set value.
3In the Values dialog box, click the Page tab.
4Type a new page number in the Set page number box.
5Enable one of the following options:
Always keep number the same — ensures that the number remains
the same when the document is edited
Let number change as pages are added or deleted — lets the
number change as the document is edited
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 option.
To insert a secondary page number
1Click Format ` Page ` Insert page number.
2Choose Secondary page from the list.
3Click Value/Adjust.
Part Two: WordPerfect 97
4In the Values dialog box, click the Secondary tab.
5Choose a numbering format from the Secondary page number
method list box.
6Type a value in the Set secondary page number box.
7Click Insert.
Changing the appearance of page numbers
You can change the font size and style, which includes
attributes, such as bold or italic, of page numbers.
To change the font attributes of page numbers
1On a page, click where you want the font change to begin.
2Click Format ` Page ` Numbering.
3Click Font.
4In the Page numbering font dialog box, choose a font from the Face
list.
5Choose a font size from the Size list box.
Forcing, suppressing, and stopping page numbers
By forcing a page number, you can insert a new page or make sure
that a certain page in a document always has an odd or even page
number.
In addition, you can suppress page numbering on one page in a
You can also
Change page number style In the Appearance area, enable one
or more check boxes.
Change page number color Open the color picker, and click a
color.
Change page number shading Type a value in the Shading box.
98 Page numbering
document. You can also stop the page numbers so that they are
removed from the entire document.
To f o r c e a p a g e n u m b e r
1Click on the page where you want to force a page number.
2Click Format ` Page ` Force page.
3Enable one of the following options:
None — numbers the page sequentially in the document. This is
the default setting.
Current page odd — inserts a blank page when necessary to make
sure the current page always has an odd page number
Current page even — inserts a blank page when necessary to make
sure the current page always has an even page number
Start new page — inserts a new page
To suppress a page number
1Click Format ` Page ` Suppress.
2Enable the Page numbering check box.
To stop page numbering
1Click Format ` Page ` Numbering.
2Choose No page numbering from the Position list box.
Part Two: WordPerfect 99
Headers and footers
You can use headers and footers to display information such as titles,
page numbers, dates, times, and document names.
In this chapter:
“Creating and viewing headers and footers”
“Inserting items into headers and footers” on page 100
“Editing headers and footers” on page 101
Creating and viewing headers and footers
You can create headers and footers in a document. You can also view
headers and footers in Page view or Two pages view.
To create a header or footer
1Click Insert ` Header/Footer.
2Enable one of the following options:
• Header A
• Header B
• Footer A
• Footer B
If you want to align the header or footer with the document
margins, enable the Align with document margins check box.
3Click Create.
4Type the header or footer text.
You can use two different headers and two different footers on
any page in a document; however, only two headers and two
footers can be created on one page.
100 Headers and footers
To view a header or footer
Click View, and click one of the following:
• Page
• Two pages
Headers and footers do not display in Draft view. If you want to
view a header or footer, the document must be open in Page or
Two pages view.
Inserting items into headers and footers
You can add a horizontal line to a header or footer to, for example,
create a separation between the information in the header or footer and
the document text.
You can also insert the path and filename of the active document into a
header or footer.
In addition, you can insert the date and time, or numbering, such as
page, chapter, volume, or total pages, into a header or footer.
To add a horizontal line to a header or footer
1Click where you want to add a horizontal line to a header or footer.
2Click Insert ` Line ` Horizontal line.
To insert the filename of the active document into a
header or footer
1Click where you want to insert the filename into a header or footer.
2Click Insert ` Other, and click one of the following:
• Filename
Path and filename
If you rename the document, or move it to a different location on
your computer, the header or footer updates automatically.
Part Two: WordPerfect 101
If the document has not been saved, a code is inserted in the
header or footer. Once the document is saved, the filename
will display.
To insert the date and time into a header or footer
1Click where you want to insert the date or time into a header
or footer.
2Click Insert ` Date/Time.
3Choose a format from the Date/Time formats list.
4Click Insert.
To insert page numbering into a header or footer
1Click where you want to insert numbering into a header or footer.
2Click Format ` Page ` Insert page number.
3Choose a numbering format from the Number list.
4Click Insert.
To access more robust page-numbering options, click outside
the header or footer, and then click Format ` Page `
Numbering. For more information, see “Page numbering” on
page 95.
Editing headers and footers
WordPerfect lets you edit the text in headers and footers. You can also
adjust the distance below a header or above a footer. You can
suppress headers and footers so that they do not display on a page
and do not print. Discontinuing a header or footer removes it from the
remainder of the document.
You can also place a header or footer on odd or even pages of a
document.
102 Headers and footers
To edit the text in a header or footer
1Click Insert ` Header/Footer, and enable the header or footer.
2Click Edit.
3Make any changes to the text.
4Click File ` Close.
If the document is displayed in Page view or Two pages view, you
can also edit the header or footer by clicking anywhere inside the
header or footer.
To adjust the distance below a header or above a footer
1Click the Header/Footer distance button on the Header/Footer
toolbar.
2Type a value in the Distance between text and header/footer box.
To suppress a header or footer
Click Format ` Page ` Suppress, and enable the header or footer.
To discontinue a header or footer
1Click Insert ` Header/Footer, and enable the header or footer.
2Click Discontinue.
You can also remove a header or footer from a document by
dragging its associated code from the Reveal Codes window.
To place a header or footer on odd or even pages
1Click Insert ` Header/Footer, and enable the header or footer.
2Click Create.
3Click the Header/Footer placement button on the Header/Footer
toolbar.
4Enable an option: Odd pages, Even pages, or Every page.
Part Two: WordPerfect 103
Footnotes and endnotes
Footnotes and endnotes allow you to add reference information to a
document, such as additional notes that accompany a topic or
that provide references. Footnotes are displayed at the bottom
of a page, while endnotes are found at the end of a document.
In this chapter:
“Inserting footnotes and endnotes”
“Finding footnotes and endnotes” on page 104
“Editing and deleting footnotes and endnotes” on page 105
“Formatting footnotes and endnotes” on page 106
For additional topics, please see “Working with footnotes and
endnotes” in the WordPerfect Help.
Inserting footnotes and endnotes
When you insert endnotes or footnotes, a reference number or mark
is inserted in the document text. That number or mark is linked to the
corresponding information in the endnote or footnote.
While working with a footnote or endnote, you do not have
access to all available WordPerfect functions until you return to
the body of the text.
To insert a footnote
1Click where you want the footnote reference mark to display.
2Click Insert ` Footnote/Endnote.
3Enable the Footnote number option.
If you want to restart the footnote numbering at a specific number,
type the number in the Footnote number box.
4Click Create.
104 Footnotes and endnotes
5Type the footnote text.
If you want to align the footnotes with the document margins, enable
the Align with document margins check box.
6Click File ` Close.
To insert an endnote
1Click where you want the endnote reference mark to display.
2Click Insert ` Footnote/Endnote.
3Enable the Endnote number option.
4Click Endnote placement.
5Enable the Insert endnotes at insertion point option.
6Click Create.
7Type the endnote text.
If you want to align the endnotes with the document margins, enable
the Align with document margins check box.
8Click File ` Close.
You can restart the endnote numbering at a specific number by
typing the number in the Endnote number box. When you enable
the Insert endnotes at insertion point and restart numbering
option, all endnotes up to the number you’ve specified display on
one page, and then a note numbering starts over with 1 on a
new page.
Finding footnotes and endnotes
WordPerfect lets you find specific footnotes or endnotes in a document.
To find a footnote
1Click Insert ` Footnote/Endnote.
2Enable the Footnote number option.
Part Two: WordPerfect 105
3In the Footnote number box, type the number of the footnote you
want to find.
4Click Edit.
To find an endnote
1Click Insert ` Footnote/Endnote.
2Enable the Endnote number option.
3In the Endnote number box, type the number of the endnote
you want to find.
4Click Edit.
Editing and deleting footnotes and endnotes
You can edit footnote or endnote text.
When you delete a footnote or endnote number or mark, the note text
for that footnote or endnote is automatically deleted. In addition, the
footnotes and endnotes that follow are renumbered.
To edit a footnote
1Find the footnote. See “To find a footnote” on page 104.
2Edit the footnote text.
3Click File ` Close.
If you are using Page view, you can edit the footnote text by
clicking in the text.
You can restore a deleted footnote number by clicking the
Note number button on the property bar.
To edit an endnote
1Find the endnote. See “To find an endnote” on page 105.
2Edit the endnote text.
3Click File ` Close.
106 Footnotes and endnotes
If you are using Page view, you can edit the endnote text by
clicking in the text.
You can restore a deleted endnote number by clicking the Note
number button on the property bar.
To delete a footnote or endnote
1Select the footnote or endnote number or mark.
2Press Delete.
Formatting footnotes and endnotes
You can change the formatting of footnote and endnote text, as well as
that of the reference mark that displays in the document text.
To specify the text and numbering styles of footnotes and
endnotes
1Click Insert ` Footnote/Endnote.
2Enable one of the following options:
• Footnote number
• Endnote number
3Click Options, and click Advanced.
4In the Edit numbering style area, click one of the following:
In text — lets you specify a format for all footnote or endnote
numbers that display in the document text
In note — lets you specify a format for footnote or endnote text
5In the Styles editor dialog box, modify any attributes.
Part Two: WordPerfect 107
Saving documents
By default, you can save documents in WordPerfect 6–X6 format. This
ensures cross-platform compatibility for documents saved in
WordPerfect 6.x and later, and lets you save a document in an
earlier version of WordPerfect. You can also save documents in
formats other than WordPerfect, such as Microsoft Word.
You can save a single document, or you can save all documents
in the current instance of WordPerfect. You can save a document to a
new location. You can also save selected text or graphics in a new
WordPerfect document.
Saving without metadata
When you save a document, it may contain information that you do
not want others to see — for example, the name of your computer or
a document summary. This information is known as metadata, which
is data used to identify, describe, and locate electronic resources on a
network.
Metadata is used to enhance the editing, viewing, filing, and
retrieving of electronic documents. It is important to keep this
information stored in the original document, but you can avoid
sharing the metadata with others by saving a version of the document
without including the metadata.
Saving automatically
WordPerfect lets you create backup copies of documents. Creating
backup copies helps prevent the loss of your work if you close a
document before saving it, or if a power failure occurs.
Reverting documents
NEW for X6: You can revert a document to its last saved state.
108 Saving documents
To save a document
1Click File ` Save.
You can also press F3 or click the Save button on the toolbar.
2Choose the drive and folder in which you want to save the file.
To save a file in a format other than WordPerfect, choose a file format
from the File type list box.
3Type a name in the Filename box.
To embed the fonts in the document, enable the Embed fonts using
True Doc® check box.
4Click Save.
If you have already saved the document, you will not be
prompted to specify the drive, folder, and filename.
Embedding fonts ensures that the information for all fonts used
in a document is saved with the document. You may want to
embed fonts if you are using an unusual font, or if you want to
ensure that the font you are using is displayed properly.
A filename cannot exceed 255 characters.
To save all documents in the current instance
•On the Shipping macros toolbar, click the Save all button.
If the Shipping macros toolbar is not displayed, click View `
Toolbars, and enable the Shipping macros check box.
You can also
Save changes to a document Click File ` Save.
Rename a file Right-click the file, and click
Rename. Type a new name in the
Filename box.
Part Two: WordPerfect 109
To save a document to a new location
1Click File ` Save as.
2From the Save in list box, choose the drive and folder in which you
want to store the document.
3Click Save.
To save selected text or a graphic in a new
document
1Select the text or graphic you want to save in a new
document.
2Click File ` Save.
3In the Save area, enable one of the following options:
• Selected text
• Selected graphic
4Click OK.
5In the Save file dialog box, choose the drive and folder in which you
want to save the file.
6Type a name in the Filename box.
7Click Save.
To save a document without metadata
1Click File ` Save without metadata.
2Choose the drive and folder in which to save the document.
By default, _mtd is added to the filename to identify that the file
does not contain metadata.
3Enable the Keep original document open check box.
If this check box is not enabled, the original document closes, and
the metadata-free version remains open.
4In the Select metadata to remove area, enable any of the check
boxes.
110 Saving documents
Comment information includes the comment writer’s name and
initials, and the date the comment was inserted in the document. If
you want to remove both the comment text and the comment
information, enable the Content and information option. If you want
to remove only the comment information, enable the Information
only option.
5Click Save.
To set timed document backups
1Click Tools ` Settings.
2Click Files.
3On the Document page, enable the Timed document backup every
check box.
4Type a value in the minutes box.
To revert a document to its last saved state
•On the Shipping macros toolbar, click the Revert button.
If the Shipping macros toolbar is not displayed, click View `
Toolbars, and enable the Shipping macros check box.
You can also
Save backup files in a specific folder In the Backup folder box, click the
Browse button. Choose the
drive and folder in which you want
to save backup files.
Save a backup file each time you
save a document
Enable the Save original document
as a backup at each save check box.
Part Two: WordPerfect 111
Printing
In this chapter:
•“Printing documents
“Printing envelopes and labels” on page 113
For additional topics, please see “Printing” in the
WordPerfect Help.
Printing documents
WordPerfect provides numerous options for printing documents.
To print a document
1Click File ` Print.
2On the the Main page, choose a printer from the Name box.
3In the Print range area, enable one of the following options:
Full document — prints the entire file
Current page — prints the page where the cursor is located
Pages — prints the pages specified in the Pages box:
A hyphen (-) between numbers defines a range of sequential
pages. For example, 1-5 prints pages 1 to 5.
A comma (,) between numbers defines a series of non-
sequential pages. For example, 1, 5 prints pages 1 and 5 only.
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.
Selected text — prints the selected text in the document
(available only if text is selected)
Document summary — prints only the document summary
(available only if there is a document summary)
4Click Print.
112 Printing
To print multiple copies
1Click File ` Print.
2On the Main page, type the number of copies you want to print in the
Number of copies box.
If you want the copies collated, enable the Collate option.
3Click Print.
To print a document saved on disk or on a network drive
1Click File ` Print.
2Click the Advanced tab.
3Enable the Document on disk check box.
4Click Browse.
5In the Open file dialog box, choose the drive and folder where the
document is stored.
6Double-click the document name.
7Click Print.
To print sections of a document
1Click File ` Print.
2Click the Advanced tab.
3Type a number or a combination of numbers in any of the following
list boxes:
Page(s)/Label(s) — prints the specified pages
Secondary pages — prints the specified secondary pages
Chapters — prints the specified pages in the specified chapters
Volumes — prints the specified pages in the specified volumes
4Click Print.
The Volumes setting takes precedence over all other settings,
followed by chapters, secondary pages, and page(s)/label(s).
Part Two: WordPerfect 113
Printing envelopes and labels
To print on different sizes of paper, you must select a page size
definition so the printer can format and print a document as you
want.
WordPerfect allows you to print different sizes of envelopes.
You can select a label size. You can also print labels.
To print an envelope
1Click the page of a document that is set up as an envelope.
2Click File ` Print.
3Click the Main tab.
4Click Print.
You can also print an envelope by clicking the Print current
envelope button on the property bar.
To select a label size
1Click the page where you want labels to begin.
2Click Format ` Labels.
3In the List labels for area, enable one of the following options:
Laser printed — if you are using a laser printer
Tractor-fed — if you are using a tractor-fed printer
Both — if you are using a tractor-fed laser printer
4Choose a label definition from the Labels list.
5Click Select.
To print a label
1Click File ` Print.
2Click the Advanced tab.
114 Printing
3In the Page(s)/Label(s) list box, type the number of each label or a
range of labels. For example:
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-.
4Click Print.
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” display in the window.
Labels that reach the edge of the sheet may not print correctly on
printers with a wide nonprinting zone. You must adjust the label
size to account for the printer’s nonprinting zone. Also, printing
the same label on different printers may give different results.
Part Two: WordPerfect 115
PDF publication
You can publish a file to PDF if you need to do the following:
share the file with others who do not have WordPerfect Office
installed on their computers
preserve the typography, images, graphics, color, and
formatting of the original file
This file format does not require the use of a particular operating
system. After downloading and installing Adobe® Reader®, any
computer user can view, share, or print PDF files.
To publish to PDF
1Click File ` Publish to PDF.
2Choose the drive and folder where you want to save the file.
3Type a filename in the File name box.
4From the PDF style list box, choose one of the following options:
Commercial printing (Largest file size) — creates a high-quality
PDF to send to a printer or digital copier
PDF/A-1a (Level A compliance) — creates a standardized PDF file
that ensures the long-term archiving of the document. This
option allows document tags and font encoding to be
preserved.
PDF/A-1b (Level B compliance) — creates a standardized PDF file
that ensures the long-term archiving of the content. This option
does not include the preservation of document tags and font
encoding.
Publishing online (Smallest file size) — creates a PDF suitable for
online viewing, such as a document to be distributed by e-mail
or displayed on the Web
Publishing online and printing — creates a PDF suitable for
viewing or printing on a laser or desktop printer
116 PDF publication
5Click Settings, and specify any additional PDF settings in the Publish
to PDF settings dialog box that appears.
For example, if you want to publish only parts of the document to PDF,
you can enable one of the following options in the Export range area
of the General page:
Full document — publishes the entire file
Current page — publishes the active page only
Pages — publishes a portion of the file
This option requires you to type a page range in the box. You can
use a hyphen to indicate a range of pages and a comma to indicate
nonconsecutive pages. For example, typing 1-5 lets you publish
pages 1 to 5, whereas typing 1,5 lets you publish pages 1 and 5.
Selection — publishes selected text
Click OK to apply your settings and return to the Publish to PDF dialog
box.
6Click Save.
If you do not want the PDF file to open automatically after it is saved,
disable the Open PDF after saving check box.
If you publish to a PDF/A style, the document fonts are
automatically embedded in the file. However, some licensed
fonts are meant to be viewed only in the original document, so
you are prohibited from redistributing the font. Therefore, before
publishing to the PDF/A style, you must make sure that you can
redistribute the fonts.
Part Three: Quattro Pro 117
Part Three: Quattro Pro
Quattro Pro lets you create professional spreadsheet-based
documents to help you manage data. With Quattro Pro, you can
create a notebook that contains a single spreadsheet or an entire
project. Quattro Pro provides all the tools you need to produce tables,
financial forms, lists, databases, charts, reports, or any other
type of data-oriented document.
About Quattro Pro
See the following chapters:
“Quattro Pro basics” on page 119
“Navigation and display” on page 125
“Microsoft Excel compatibility” on page 129
Setting up Quattro Pro projects
See the following chapters:
“Notebook basics” on page 131
“Spreadsheet basics” on page 135
“Data entry” on page 139
“Calculations” on page 143
Editing and formatting spreadsheets
See the following chapters:
“Editing spreadsheets” on page 147
“Formatting text” on page 151
“Formatting data” on page 153
“Formatting cells” on page 155
118 Part Three: Quattro Pro
Formulas and functions
See the following chapters:
“Formulas” on page 159
“Functions” on page 161
Charts
See the following chapter:
•“Charts on page163
Sharing Quattro Pro projects
See the following chapter:
“Sharing Quattro Pro projects” on page 167
The Quattro Pro page of the Reference Center offers extensive
program help: reference topics, tutorials, tips, insights, and
more. See “To access the Reference Center” on page 10.
Part Three: Quattro Pro 119
Quattro Pro basics
In this chapter:
“Starting Quattro Pro”
“Understanding the components of a notebook”
“Working with toolbars” on page 122
“Working with the application bar” on page 123
“Working with Quattro Pro Experts” on page 123
“Quitting Quattro Pro” on page 124
For additional topics, please see “Quattro Pro basics” in
the Quattro Pro Help.
Starting Quattro Pro
Let’s begin by starting Quattro Pro.
To start Quattro Pro
On the Windows taskbar, click Start ` All Programs `
WordPerfect Office X6 ` Quattro Pro.
Understanding the components of a notebook
Notebooks provide a way to organize many spreadsheets within the
same file. There are 18,000 spreadsheets in a notebook. Each
spreadsheet consists of approximately 1,000,000 rows and 18,000
columns.
Spreadsheets
A spreadsheet is an electronic ledger. It contains columns and rows in
which you enter, arrange, calculate, and analyze data. In a
spreadsheet, you can arrange and categorize data, perform simple
math operations, and apply complex formulas. Once you enter your
120 Quattro Pro basics
data in a spreadsheet, you can create a chart, add maps and graphics,
or produce a report.
The spreadsheet you see when Quattro Pro opens is one of thousands
available in each notebook.
Objects sheet
The last sheet of every notebook is the Objects sheet. The Objects sheet
displays an icon for every chart in the notebook. This sheet also displays
icons for custom dialog boxes you build. You can copy, rename, and
print items in the Objects sheet. The Objects sheet property bar has
buttons for creating, editing, and displaying charts and for building
custom dialog boxes.
Project templates
Project templates let you create a new notebook based on a pre-
designed project. Many of the Quattro Pro project templates provide a
basic format and structure for common spreadsheets and data entry
forms. You can also create your own project templates.
Values
A value is a number, date, formula, or the result of a formula. Quattro
Part Three: Quattro Pro 121
Pro automatically determines whether data is a value or a label. As you
type your data in a cell, the READY indicator on the application bar
changes to LABEL or VALUE, depending on the type of data you enter.
Labels
Labels contain alphanumeric data, such as titles, phone numbers, or
addresses. Quattro Pro interprets and formats labels differently than it
does values. Values are calculable; labels are not.
Formulas
Formulas are mathematical equations. Formulas usually refer to
numbers in other cells in order to calculate a value, such as the
difference between the values in two cells or the total of values
in a column. You can use mathematical functions and numbers in
formulas.
Functions
Spreadsheet functions are built-in formulas that automate many of
the calculations you perform in a spreadsheet. For example,
@AMAINT is a spreadsheet function that calculates the accumulated
interest paid on a loan after a specified number of payments. All
spreadsheet functions are preceded by an @ sign.
Macros
Macros are computer scripts that automate complex or repetitive
command sequences. A macro is a sequence of commands that
Quattro Pro runs automatically. Macros can perform keystrokes,
mouse actions, and menu commands. You can use macros to
automate tasks (such as printing a standard report), enter frequently
used labels with a keystroke, or build complete applications to simplify
Quattro Pro tasks for other users.
122 Quattro Pro basics
Working with toolbars
Toolbars give you quick access to the features you frequently use.
The following standard toolbars come with Quattro Pro:
Notebook — provides tools for entering and editing data
Selection formatting — provides tools for manipulating the current
selection
Data manipulation — provides tools for working with notebook cells
and selections
Drawing tools — provides tools for drawing or inserting objects in a
graphics window, and for arranging objects on a layer on top of the
notebook
Outlining tools — provides tools for grouping data in collapsible and
expandable sets of information
Auditing tools — provides tools for tracing dependent cells,
precedents, and even errors in large, complex notebooks
Review — provides tools for reviewing shared notebooks
Experts and numeric tools — provides tools for quickly creating maps,
charts, and budgets, and for performing computations
CrossTab report — provides tools for manipulating cross-tab reports
Visual Basic® — launches the Visual Basic Editor and Visual Basic
Design Mode
To display a toolbar
1Right-click any toolbar.
2Click the toolbar you want to display.
To move a toolbar
1Point to the two vertical gray lines at the left of a toolbar.
2Drag the toolbar to a new position.
Part Three: Quattro Pro 123
Working with the application bar
The application bar displays mode and status indicators. For example,
if you press Caps lock, the application bar display shows that Caps lock
is on.
The QuickCell™ feature is also displayed on the application bar. With
QuickCell, you can view a selected cell on the application bar to see its
updated value as you change other cells elsewhere in the spreadsheet.
To use the QuickCell feature
1Click a cell on the spreadsheet.
2On the application bar, click QuickCell.
Working with Quattro Pro Experts
Quattro Pro Experts guide you step by step through many spreadsheet
tasks. You can access Quattro Pro Experts from a toolbar or from a
menu. The following Experts are available:
PerfectExpert — helps you quickly perform many common Quattro
Pro tasks
Analysis Expert — helps you make many analysis calculations, such
as advanced regression, correlation, covariance, exponential
smoothing, F-test, moving average, sampling, T-test, and Z-test
You can also
Clear the QuickCell value Click a blank cell on the spreadsheet, and
click QuickCell.
Disable QuickCell Right-click the application bar, click
Customize ` Application bar ` Add new
command, and drag the QuickCell
button from the application bar to the
spreadsheet window.
124 Quattro Pro basics
Budget Expert — guides you in creating five different budget
templates for both home and business use
Consolidate Expert — lets you combine cells using statistical operators
(SUM, AVG, COUNT, MIN, MAX, STD, STDS, VAR, VARS), after which
you can sort the combined data
External Data Expert — lets you easily import data from a database,
such as a Paradox® or dBASE database. It also supports Query By
Example (QBE) and Open Database Connectivity (ODBC).
Map Expert — builds a map from selected cells of data
Scenario Expert — lets you create and display groups of scenarios
(data conditions and results) based on models in your notebook
What-If Expert — lets you create tables that show the effect of
changing one or two variable cells referenced in a formula
To access a Quattro Pro Expert from a toolbar
1Right-click a toolbar, and click Experts and numeric tools.
2From the Experts and numeric tools toolbar, click the Expert you wish
to use.
You can point to a toolbar button to see a description of a
particular Expert.
Quitting Quattro Pro
You can quit Quattro Pro.
To quit Quattro Pro
Click File ` Exit.
If you have changed any files, you are prompted to save your
work.
Part Three: Quattro Pro 125
Navigation and display
In this chapter:
“Navigating notebooks and spreadsheets”
“Working with windows and views” on page 126
For additional topics, please see “Viewing and navigating
notebooks and spreadsheets” in the Quattro Pro Help.
Navigating notebooks and spreadsheets
You can cycle through open notebooks. You can navigate
columns and rows on a spreadsheet. You can also automatically
scroll through a spreadsheet.
In addition, you can quickly navigate to the Objects sheet.
To cycle through open notebooks
On the application bar, click the button that displays the notebook's
name.
You can also move through open notebooks by pressing
Shift + F6 to cycle forward or Ctrl + F6 to cycle backwards.
To navigate a spreadsheet
Press the relevant key, as outlined in the table below.
To Do the following
Move down columns after entering
data
Press Enter or the Down arrow.
Move up columns after entering
data
Press the Up arrow.
Move across rows after entering
data
Press the Left arrow or Right arrow.
TIP: You can also press Tab.
126 Navigation and display
To automatically scroll through a spreadsheet
1On the notebook toolbar, click AutoScroll .
The cursor changes to the AutoScroll arrow.
2Move the AutoScroll arrow in the direction you want to scroll.
The scrolling speed increases as you move the arrow farther away
from the AutoScroll tool.
You can disable AutoScroll by clicking anywhere on the
spreadsheet.
To go to the Objects sheet
Click the Quick tab button at the bottom left of the notebook
window.
To return to the original spreadsheet, click the Quick tab
button again.
Working with windows and views
A Quattro Pro window displays a Quattro Pro file, or a file imported into
Quattro Pro. While working in Quattro Pro, you can have several
windows open. For example, suppose you are working with four
different notebooks, each dealing with a quarterly report; you can
display all four at once.
You can select which windows you want open, and how you want to
view the data in those windows. In addition, there are several methods
of rearranging windows on your desktop. You can also hide windows.
You can use Zoom to make the notebook display larger or smaller.
You can also change how you view your notebook without changing the
notebook itself. For example, you can use Draft view when quickly
entering data, or you can use Page view when you want to change
margins and see how information will fit on a printed page.
Part Three: Quattro Pro 127
To select a notebook window
On the application bar, click the button that displays the window's
name.
The window with the highlighted title bar is active.
You can toggle back and forth between Quattro Pro and a
non-spreadsheet window, such as the spelling checker, by
pressing Alt + F6.
To arrange notebook windows
When possible, tiled windows are given equal room on the
screen.
To hide a notebook window
1Click the window.
2Click Window ` Hide.
To show a hidden notebook window, click Window ` Show.
To zoom in and out of a notebook
1Click View ` Zoom.
2Select a zoom level.
3Enable the Notebook option.
The zoom level does not affect printed output.
To restore the screen to its normal display, choose 100%.
To Do the following
Tile windows vertically Click Window ` Tile top to bottom.
Tile windows horizontally Click Window ` Tile side by side.
Have windows overlap Click Window ` Cascade.
128 Navigation and display
To select a notebook view
1Click View.
2Click one of the following views:
Draft — does not display some document elements such as
footers, page breaks, and margins, although they may exist in the
notebook
Page — displays your notebook pages the way they will look when
printed
Page breaks — displays soft and hard page breaks
Objects — displays the Objects sheet, the last sheet in the
notebook
The view that is currently selected when you exit Quattro Pro is
the view that will appear when you open Quattro Pro again.
You can drag graphics or charts while in Draft view or Page view.
To see multiple pages while in Page view, click View ` Zoom, and
choose 50 percent (%) or less. To change margins while in Page
view, drag a blue margin line to set the current margin for a
column or row of pages.
Part Three: Quattro Pro 129
Microsoft Excel compatibility
In this chapter:
“Simulating the Microsoft Excel workspace”
“Sharing spreadsheets with Microsoft Excel users” on page 130
For additional topics, please see “Compatibility with Microsoft
Excel” in the Quattro Pro Help.
Simulating the Microsoft Excel workspace
If you recently switched from Microsoft® Excel® to Quattro Pro,
you may not be familiar with the Quattro Pro workspace. While
there are many similarities between the two applications, you may find
it easier to simulate the Microsoft Excel workspace.
In addition, you can display the Compatibility toolbar, which gives you
immediate access to tools such as saving documents to Microsoft
Excel and publishing to HTML.
To work in the Microsoft Excel workspace
1Click Tools ` Settings.
2Click Workspace.
3Enable the check box beside the Microsoft Excel workspace in the
available workspaces list.
Quattro Pro features, including toolbars and menus items, are
rearranged to simulate where you would find their equivalents in
Microsoft Excel.
To display the Compatibility toolbar
1Click View ` Toolbars.
2Enable the Compatibility toolbar check box in the Toolbar list.
130 Microsoft Excel compatibility
Sharing spreadsheets with Microsoft Excel users
Quattro Pro makes it possible for you to share your Quattro Pro
spreadsheets with Microsoft Excel users and for them to share their
workbooks with you.
To save a Quattro Pro notebook as a Microsoft Excel file
1Click File ` Save as.
2Choose the drive and folder where you want to save the file.
3Type a filename in the Filename box.
4Choose a Microsoft Excel file type from the File type list box.
To open a Microsoft Excel workbook in Quattro Pro
1Click File ` Open.
2Choose the drive and folder where the workbook is stored.
If you can’t see the file, choose All files from the File type box.
3Double-click the workbook's filename.
You can open Microsoft Excel version 3, 5, 7, 97, 2000, 2002
(XP), 2003, 2007, and 2010 workbooks in Quattro Pro. You can
also open Microsoft Excel Open XML workbooks (.xlsx) and
Microsoft Excel Open XML Macro-enabled workbooks (.xlsm).
When opening Microsoft workbooks in Quattro Pro, some
information may not display as it did in Microsoft Excel.
To automatically save to the Microsoft Excel format
1Click Tools ` Settings.
2In the list of categories, double-click Compatibility.
3Choose XLS from the Default file type list box.
Part Three: Quattro Pro 131
Notebook basics
In this chapter:
“Creating and opening notebooks”
Adding and deleting spreadsheets” on page 132
“Moving and copying spreadsheets” on page 133
“Renaming spreadsheets” on page 134
Creating and opening notebooks
When you start a new spreadsheet in Quattro Pro, you must first
create a notebook. You can create a notebook from the default
template or from a list of project templates:
When you create a notebook from the default template, you must
format the data yourself and perform your own calculations.
Project templates prompt you for data and then format and
calculate it automatically.
You can also open a notebook.
To create a notebook from the default template
Click File ` New.
To create a notebook from a project template
1Click File ` New from project.
2Click the Create new tab.
3Select Quattro Pro from the Categories list box.
4Choose a project from the Projects list.
5Click Create.
6Use the PerfectExpert panel to modify the project.
132 Notebook basics
To open a notebook
1Click File ` Open.
2Choose the drive and folder where the notebook is stored.
3Click a filename
4Click Open.
Adding and deleting spreadsheets
You can add or delete single or multiple spreadsheets to or from your
notebook.
To insert a spreadsheet
1Click the tab of the spreadsheet you want to follow the new
spreadsheet.
2Click Insert ` Insert sheet.
To insert multiple spreadsheets
1Click Insert ` Insert cells.
2Enable the Sheets option in the Dimension area.
3Enable the Entire option in the Span area.
4Type a 3D selection in the Cells field.
For example, to insert three sheets before spreadsheet B, enter
B:A3..D:A3 (it does not matter which cell you reference).
To delete a spreadsheet
1Click a spreadsheet tab.
2Click Edit ` Delete cells.
3Enable the Sheets option.
4Enable the Entire option.
You can also delete a spreadsheet by right-clicking a spreadsheet
tab, and clicking Delete sheet.
Part Three: Quattro Pro 133
To delete multiple spreadsheets
1Click the first spreadsheet tab.
2Hold down Shift while you click the last spreadsheet tab to delete.
A black line appears under the tabs.
3Click Edit ` Delete cells.
4Enable the Sheets option.
5Enable the Entire option.
Moving and copying spreadsheets
You can move sheets within a notebook or between notebooks
to reorder them by using the mouse to drag the spreadsheet tab
to another location. In the same way, you can also copy
spreadsheets within a notebook.
To move a spreadsheet
1Click the tab of the spreadsheet you want to move.
2Drag the spreadsheet tab until a sheet icon appears.
3Move the sheet icon by dragging right or left along the row of tabs.
4Release the mouse button when the sheet icon is where you want
to place the spreadsheet.
You can also move a spreadsheet by clicking Edit ` Move
Sheets, and specifying the sheets to move.
To copy a spreadsheet
1Hold down Ctrl and click the tab of the spreadsheet to copy.
2Drag the spreadsheet tab until a sheet icon appears.
3Move the sheet icon by dragging right or left along the row of tabs.
4Release the mouse button when the sheet icon is where you want
to place the spreadsheet.
134 Notebook basics
You can also copy a spreadsheet by clicking Edit ` Select all, and
then clicking Edit ` Copy.
Renaming spreadsheets
Each spreadsheet in a notebook has a tab at the bottom. This tab
displays the name of the spreadsheet. Spreadsheets are initially named
with letters of the alphabet in sequence, from A to Z, continuing from
AA to AZ, up to ZZZ. You can assign a descriptive name to a spreadsheet
using up to 64 characters (letters and numbers).
To rename a spreadsheet
1Click Format ` Sheet properties.
2Click the Name tab.
3Type a descriptive name.
The Objects sheet (the last sheet in the notebook) cannot be
renamed.
When you rename a spreadsheet, formulas that refer to the
renamed spreadsheet adjust to use the new name.
To reassign the original name to a spreadsheet, click Reset.
You can also name a spreadsheet by double-clicking its tab.
Part Three: Quattro Pro 135
Spreadsheet basics
In this chapter:
“Selecting cells, rows, and columns”
“Inserting and deleting cells, rows, and columns” on page 137
Selecting cells, rows, and columns
You can select cells individually or in rows, columns, blocks, or
3D blocks. When you select a cell, a black-bordered rectangle
displays to indicate the active cell. This rectangle is called the
selector.
When you need to enter cell references in dialog boxes, it is
usually easier to select the cells rather than type the entire cell address.
Quattro Pro lets you use the Range picker to easily select cells.
You can lock specific rows and columns of a spreadsheet so that their
titles remain on the screen as you scroll. A blue line divides the locked
area and the notebook data. Locked titles do not affect printing.
Finally, you can repeat titles on each spreadsheet of a printed
notebook.
To select nonadjacent cells
1Select the first group of cells.
2Hold down Ctrl, and select additional cells.
To select a 3D block of cells
1Select the cells on the first spreadsheet.
2Hold down Shift, and click the tab for the last spreadsheet in the
series.
A black line appears under the tabs; the same cells are now
selected on all the sheets where the black line appears.
136 Spreadsheet basics
The cells remain selected only until you click elsewhere in the
notebook.
To select cells from a dialog box
1Click the Range picker .
2Select the cells you want to appear in the edit field of the dialog box.
3Maximize the dialog box.
You can also select cells by double-clicking the contents of the
edit field.
To select a row or column
Click the row or column heading.
To select multiple spreadsheets
1Click the tab of the first spreadsheet to select.
2Hold down Shift while clicking the last spreadsheet tab to include.
A black line appears under the tabs.
To lock titles on a spreadsheet
1Select the top-left cell of the area you want to remain scrollable.
2Click View ` Locked titles.
A blue line divides the locked area and the notebook data.
The Locked titles option is only available in Draft view.
To unlock titles, click View ` Locked titles again.
To repeat column titles on a printed notebook
1Click File ` Page setup.
2Click the Options tab.
3Type the location of the column title in the Top he adin g box.
Part Three: Quattro Pro 137
You can also repeat row titles by typing the location of the row
title in the Left heading box.
Inserting and deleting cells, rows, and columns
You can insert cells, rows, or columns anywhere in a spreadsheet.
When you insert an item, existing data is pushed down, to the right,
or to the back of the notebook to make room for the new item.
When data is no longer useful, you can easily delete cells, rows,
columns, or multiple rows and columns.
To insert a cell
1Select a cell in the location where you want to insert a new
cell.
2Click Insert ` Insert cells.
3Enable the Partial option in the Span area.
4Enable one of the following options in the Dimension area:
Rows — The selected cell will shift down and out of the way.
Columns — The selected cell will shift to the right.
Sheets — The selected cell will shift to the next spreadsheet.
You can also insert multiple cells. Make sure the upper-left
corner of the cells you select contains the first cell entry you
want shifted right, down, or back. The cells you select should
be the same size as the number of cells you want to insert.
To insert a row
1Select the row heading just below where you want the row
inserted.
2Click Insert ` Insert row.
You can insert multiple rows by selecting multiple row
headings, and clicking Insert ` Insert row.
138 Spreadsheet basics
To insert a column
1Select the column heading to the right of where you want the column
inserted.
2Click Insert ` Insert column.
You can insert multiple columns by selecting multiple columns
headings, then clicking Insert ` Insert column.
To delete a cell
1Select the cell you want to delete.
2Click Edit ` Delete cells.
3Enable the Partial option in the Span area.
4Enable one of the following options in the Dimension area:
Rows — The cell below the selected cell shifts up.
Columns — The cell to the right of the selected cell shifts to the
left.
Sheets — The corresponding cell on the next spreadsheet shifts to
the current spreadsheet.
You can also delete multiple cells by first selecting a block of cells.
To delete a row or a column
1Select the row or column heading.
2Click Edit ` Delete cells.
You can delete multiple rows or columns by selecting multiple
headings, and clicking Edit ` Delete cells.
Part Three: Quattro Pro 139
Data entry
In this chapter:
“Creating labels and special characters”
“Entering values” on page 140
Creating labels and special characters
You can create labels in a spreadsheet which, unlike other cell
data, cannot be calculated in formulas.
A label can be text (address), text with numbers (145 Howard
Street), or numbers seen as text (202-555-1212, a phone
number). A label can begin with any letter, punctuation mark, or
symbol, except the following characters:
You can insert special characters and symbols that are not on your
keyboard, such as icons, phonetic characters, and characters in other
languages.
Character Description
/forward slash
+plus
-minus
$dollar sign
(opening parenthesis
@at sign
#number sign
.period
=equals
140 Data entry
To c r e a t e a l a b el
1Click a cell.
2Type alphanumeric characters.
3Press Enter.
To create a label from a value
You can also type an alignment character before a backslash, if
you want a label to begin with a backslash but don't want to
repeat the character after it.
To insert special characters and symbols
1Click a cell.
2Click Insert ` Symbol.
3Choose a character set from the Set list box.
4Choose a character from the Symbols list.
5Click Insert.
You can also insert special characters and symbols by clicking the
WP characters button on the property bar.
Entering values
A value is a number, formula, date, or time.
Quattro Pro determines that data is a value from the characters you type.
The data type displays in the application bar.
To create Do the following
Left-aligned label Type ' before a value.
Right-aligned label Type " before a value.
Centered label Type ^ before a value.
Part Three: Quattro Pro 141
About numbers
Numbers entered in cells can consist only of the following:
•numerals (0 to 9)
minus sign (-) for negative numbers
plus sign (+) for positive numbers
currency symbols; for example, $
one decimal point
a trailing %
an E for scientific notation
You can enter fractions in a cell.
About formulas
For information on entering formulas, see “Formulas” on page 159.
About dates and times
You can enter a date or time, including the current date, in a cell.
While Quattro Pro reads dates and times as values, it applies specific
formatting and calculation criteria to them depending on the date and
time formats you set as defaults.
To e n t e r a n u m b e r
1Click a cell.
2Type a number.
3Press Enter.
For more information, see “To change the number of decimal
places in a value” in the Quattro Pro Help.
142 Data entry
To enter fractions
1Click a cell.
2Type a number as a decimal.
3Press Enter.
4Click the cell.
5Click Format ` Selection properties.
6Click the Numeric format tab.
7Choose Fraction from the Numeric formats list.
8Choose a type from the Fraction list.
To enter a date or time
1Click a cell.
2Type a date or time.
3Press Enter.
For a list of available date and time formats, see “Default date
and time formats” in the Quattro Pro Help.
To enter the current date
1Click a cell.
2Click Insert ` Date.
Quattro Pro inserts the short date format specified in the Windows
Regional Settings on the Control Panel.
You can also enter the current date by clicking a cell and pressing
Ctrl + D.
Part Three: Quattro Pro 143
Calculations
In this chapter:
“Creating simple equations”
“Calculating data in rows and columns” on page 144
“Using preset calculations” on page 145
Creating simple equations
You can perform simple mathematical operations such as 1+1
directly in a cell. Quattro Pro interprets these equations as
formulas and indicates cells with formulas by adding a blue
triangle to the bottom-left corner of the cell. Quattro Pro also
totals values for you.
To do simple math in cells
1Type the numbers and math operators in a cell.
For example, type 4500+450.
2Press Enter.
Do not include commas in numbers.
To total values in a column
1Click in the first blank cell below and one column to the left of the
cells to be totaled.
2Type total.
3Press Enter.
This feature is not case-sensitive but is language-dependent.
You can also total values in a row: Click the first blank cell to
the right and one row above the cells to be totaled, type total,
and press Enter.
144 Calculations
Calculating data in rows and columns
Using PerfectExpert, you can calculate data in rows and columns. For
example, you can add a column, find the average of a list of figures, or
find the middle value of either.
You can also perform calculations on individual cells.
Quattro Pro also lets you perform calculations on two rows or columns.
To calculate data in a single row or column
1Click Help ` PerfectExpert.
2Click Do simple math in the PerfectExpert panel.
3Click Quick math.
4In the Select a row or column box, specify the cells to calculate.
You can also click the Range picker tool and select the cells.
5Choose a math operation from the Do math list box.
6In the Insert answer in cell box, specify the cell where you want to
display the answer.
To perform a calculation on each item in a row or column
1Click Do simple math in the PerfectExpert panel.
2Click More quick math.
3In the Select a row or column box, specify the cells to calculate.
You can also click the Range picker tool and select the cells.
4Choose a math operation from the Do math list box.
5In the Insert answer in cell box, specify the cell where you want to
display the answer.
The answer row or column must have as many cells as are in the list
on which you're performing calculations.
Part Three: Quattro Pro 145
To calculate data in two rows or columns
1Click Do simple math in the PerfectExpert panel.
2Click 2-column quick math.
3In the Select first row/column box, specify the cells to calculate for
the first row or column.
You can also click the Range picker tool and select the cells.
4In the Select second row/column box, specify the cells to calculate
for the second row or column.
You can also click the Range picker tool and select the
cells.
5Choose a math operation from the Do math list box.
6In the Insert answer in cell box, specify the cell where you
want to display the answer.
The answer row or column must have as many cells as are in the
list on which you're performing calculations.
Using preset calculations
You can perform calculations quickly by using preset calculations.
You can also total cells in rows or columns. For example, you can
calculate totals in a single row, or multiple rows or columns. The row
or column cannot contain blank cells, and any labels in the selected
cells are treated as zero values.
Calc As-You-Go™ lets you display several different running totals for
cells you select; the sum, average, count, maximum value, and
minimum value display on the application bar.
To perform preset calculations
1Type values across a row or down a column.
2Click the first blank cell after the values.
3Click the QuickFunction flyout on the Notebook toolbar.
146 Calculations
To total cells
To use Calc-As-You-Go
1Select the cells on which to perform running calculations.
2View the totals on the application bar.
To total Do the following
Cells in a row (or a column) Select the cells, along with one
blank cell to the right (or below),
and click the QuickSum™
button on the Notebook toolbar.
Multiple rows (or columns) Select the cells, along with a blank
column to the right (or a blank row
below), and click the QuickSum
button on the Notebook
toolbar.
Rows and columns for a grand total Select the cells, along with a blank
column to the right and a blank
row below, and click the QuickSum
button on the Notebook
toolbar.
Rows or columns on multiple
spreadsheets
Select the rows or columns, along
with a blank row and column
around the data on each
spreadsheet, and click the
QuickSum button on the
Notebook toolbar.
Part Three: Quattro Pro 147
Editing spreadsheets
In this chapter:
“Editing cell content”
“Undoing actions” on page 149
“Copying and moving cells” on page 149
For additional topics, please see “Editing spreadsheets”
in the Quattro Pro Help.
Editing cell content
Quattro Pro lets you overwrite, replace, or edit cell content.
Quattro Pro lets you quickly find a cell and automatically replace the
data it contains. You can look for data in cell formulas or cell values.
To overwrite data
1Click a cell.
2Press Insert.
The Typeover button on the application bar appears pressed
when the typeover mode is on.
You can return to inserting data by pressing Insert.
To replace the entire contents of a cell
1Click a cell.
2Type a new entry.
3Press Enter.
To edit cell contents
1Double-click a cell.
2Click where you want to edit.
148 Editing spreadsheets
3Edit the cell content.
4Press Enter.
You can move the insertion point within a cell by using the arrow
keys.
To find and replace data
1Click Edit ` Find and replace.
2Type the text or value to find in the Find box.
3Type the replacement text or value in the Replace box.
4Type the cells to search in the Cell(s) box.
5In the Look in area, enable one of the following options:
Formula — finds data in a formula
Value — finds data in a value
Condition — compares cells in the spreadsheet with any conditions
specified in the Find box
6Click one of the following buttons:
• Find next
• Previous
7Click Replace.
Quattro Pro makes replacements from the cursor position to the
end of a document, so you must position the cursor at the
beginning of a document before you search.
You can replace all occurrences of the search item with the
replacement text or value by clicking Replace all.
When using conditional searches, type a question mark (?) before
the search condition (e.g. ? > 300).
Part Three: Quattro Pro 149
Undoing actions
Quattro Pro lets you undo most actions in reverse order of
performance. You can reinstate a change by redoing an action.
To u n d o a n a c t i o n
Click Edit ` Undo.
You can also undo multiple actions by clicking the Undo
flyout on the notebook toolbar.
To r e d o a n ac t i o n
Click Edit ` Redo.
You can also redo multiple actions by clicking the Redo
flyout on the notebook toolbar.
Copying and moving cells
You can copy or move cells by selecting the cells directly on a
spreadsheet or you can copy cells by specifying the location of the cell.
To copy and paste cells
1Select the cells to copy.
2Click Edit ` Copy.
3Select the destination cells within the active spreadsheet.
4Click Edit ` Paste.
When you copy a selection of cells to a specific cell, the
Clipboard uses that cell as the upper-left position of the copied
information.
You can also copy a cell to the input line of another cell, a text
box, another spreadsheet in the notebook, or another
notebook.
150 Editing spreadsheets
To copy cells to a specified location
1Click Edit ` Copy cells.
2In the From box, specify the cells to copy.
3In the To box, specify the destination cells.
If you copy cells containing absolute references, enable the Model
copy check box.
Instead of specifying the cells you want to copy, you can press F3
and choose a named cell from the Cell names dialog box.
To move cells by cutting and pasting
1Select the cells to move.
2Click Edit ` Cut.
3Select the destination cells within the active spreadsheet.
4Click Edit ` Paste.
You can also move a cell to the input line of another cell, a text
box, another spreadsheet in the notebook, or another notebook.
To move cells by dragging
1Select a cell or cells.
2Point to an edge of the cells until a four-way arrow displays.
3Drag the cells to the destination area.
You can use the colored outline as a guide when you move cells.
You can copy a cell by holding down Ctrl as you drag.
Part Three: Quattro Pro 151
Formatting text
In this chapter:
“Using formatting tools”
“Changing the appearance of text” on page 152
Using formatting tools
Quattro Pro lets you format a spreadsheet by copying the
formatting (background color, font, numeric format, and so on)
of one cell to another cell or selection of cells.
You can apply a predesigned format to data.
To copy cell formatting
1Click the cell or cells with the format you want to copy.
2Click the QuickFormat button on the toolbar.
3Select the cell or cells where you want to copy the formatting.
To turn off QuickFormat, click the QuickFormat button on
the toolbar.
To apply a predesigned format
1Select the cells to format.
2Click Format ` SpeedFormat™.
3Choose a format from the Formats list.
You can also apply a predesigned format by clicking the
SpeedFormat button on the toolbar.
152 Formatting text
Changing the appearance of text
You can change the text in one or more cells by adjusting its font face,
font size, or text color. You can also change the appearance of text.
To change the typeface, size, and color of text
1Select the cells with text to format.
2Click Format ` Selection properties.
3Click the Cell font tab.
4Choose a font face from the Face list.
5Choose a font size from the Size list box.
6Open the Color picker, and click a color.
To change the properties of the text font
1Select the cells with text to format.
2Click Format ` Selection properties.
3Click the Cell font tab.
4Enable any of the check boxes in the Appearance area.
You can also change the text appearance by clicking the
following buttons on the property bar:
Bold
Italic
Underline
To convert text to superscript or subscript
1Double-click a cell.
2Select the data to change.
3Click one of the following buttons on the property bar:
Superscript
Subscript
Part Three: Quattro Pro 153
Formatting data
Quattro Pro lets you change the number of decimal places in a value.
Quattro Pro also lets you use two types of numeric formats: number
formats and date/time formats. Numeric formats do not change cell
values; they change only the way values display.
About number formats
When you type numbers, Quattro Pro by default rounds off
fractional numbers as necessary to fit in the cell.
You can change the numeric format of a cell to accommodate,
for example, scientific, currency, decimal, and percent formats.
About date/time formats
Quattro Pro lets you format dates and times in a spreadsheet.
For example, by default, Quattro Pro displays times in long form as
HH:MM:SS (for example, 09:32:30), or in short form as HH:MM (for
example, 09:32) when no seconds are specified, but you can change
this format.
To change the number of decimal places in a value
1Select a cell.
2On the property bar, click the Change the number of decimal places
button.
3Type a value in the box.
4Press Enter.
To change the number format of a cell
1Select a cell.
2Click Format ` Selection properties.
154 Formatting data
3Click the Numeric format tab.
4Choose one of the following formats from the Numeric formats list:
General — to display numbers exactly as you type them (unless the
column width is too narrow)
Number — to choose a negative number and number of decimal
places formats, and separate thousands with commas
Currency — to choose a country whose currency symbol you want
to use
Scientific — to display numbers as scientific notations
Fraction — to choose a fraction format
Hidden — to prevent a cell from displaying its contents
Percent — to display numbers in a percent format
Custom — to choose a customized format
To format dates and times
1Select a cell to format.
2Click Format ` Selection properties.
3Click the Numeric format tab.
4Click one of the following formats from the Numeric formats list:
Date — lets you choose a date format from the Date formats
options
Time — lets you choose a time format from the Time formats
options
Part Three: Quattro Pro 155
Formatting cells
In this chapter:
“Aligning data”
“Wrapping text” on page 156
Joining cells” on page 157
“Resizing rows and columns” on page 157
Aligning data
You can align data horizontally and vertically in a cell. The
default alignment setting for numbers and formula results is
right-aligned; the default setting for labels and dates is left-
aligned.
You can center data across multiple cells. You can also change the
orientation of text in a cell by rotating it.
To align data in a cell
1Select a cell.
2Click Format ` Selection properties.
3Click the Alignment tab.
4In the Horizontal alignment area, enable an option:
General — right-aligns values and left-aligns labels
Left — left-aligns all types of data
Right — right-aligns all types of data
Center — centers cell data
Indent — moves data in from the edge of a cell
5In the Vertical alignment area, enable an option.
You can also click the Alignment button on the property
bar to change horizontal cell alignment.
156 Formatting cells
To center text across multiple cells
1In the left-most cell, type the text to be centered.
2Select the cells over which to center the text starting with the cell
containing the text.
3Click Format ` Selection properties.
4Click the Alignment tab.
5In the Horizontal alignment area, enable the Center across block
option.
To rotate text
1Click a cell with text to rotate.
2Click Format ` Selection properties.
3Click the Alignment tab.
4In the Orientation area, enable one of the following options:
Horizontal — orients text horizontally
Vertical — orients text vertically
Rotated — rotates text to the degree you specify
Wrapping text
Text that displays wider than a column width overflows to the next cell
when that cell is empty. If the next cell contains data, the overflow text
is hidden and the text appears truncated. To fix this, you can wrap text
within a cell or enter short lines of text in one cell.
To wrap text within a cell
1Click the cell in which you want to wrap text.
2Click Format ` Selection properties.
3Click the Alignment tab.
4Enable the Wrap text check box in the Cell options area.
Part Three: Quattro Pro 157
To enter short lines of text in a cell
1Click a cell.
2Type a line of text.
3Press Alt + Enter.
4Continue typing.
5Press Enter.
Joining cells
Quattro Pro lets you join cells to create a title across multiple
cells or a vertical side bar.
To join cells
1Drag across the cells you want to join.
2Click Format ` Selection properties.
3Click the Alignment tab.
4Enable the Join cells check box in the Cell options area.
You can also join cells by selecting the cells to join and clicking
the Join cells button on the toolbar.
Resizing rows and columns
Quattro Pro lets you change the row height in a spreadsheet. You can
also change the width of a column.
To change the row height
1Select a cell in each row you want to resize, or select the row
borders.
2Click Format ` Selection properties.
3Click the Row/column tab.
158 Formatting cells
4In the Row options area, enable the Set height option and type a
value in the box.
5Enable one of the following options:
• Points
• Inches
• Centimeters
You can also change row height by moving the pointer to the
bottom edge of a row border until it changes to a double arrow,
and dragging the double arrow to resize the row.
To change the column width
1Follow steps 1 through 3 in the previous procedure.
2In the Column options area, enable the Set width option and type a
value in the box.
3Enable one of the following options:
• Characters
• Inches
• Centimeters
You can also change column width by moving the pointer to the
right edge of a column border until it changes to a double arrow,
and dragging the double arrow to resize the column.
Part Three: Quattro Pro 159
Formulas
Formulas are mathematical equations that calculate a final value, such
as the difference between two cells or the total of a column.
Using Quattro Pro, you can create math formulas.
You can also create text formulas. Text formulas are any formulas that
have a textual result.
Quattro Pro also allows you to create logical formulas that
evaluate true or false. For example, the result of the formula
+C3<10 displays either 1 or 0 depending on the value of cell
C3.
You can also create a formula by using the Formula Composer™.
To c r e a t e a m a t h f o r m u l a
1Type a plus sign (+) in a blank cell.
2Type a formula.
3Press Enter.
To view formula results as you enter the formula data, press F9.
To create a text formula
1Type a plus sign (+) in a blank cell.
2Type the formula using an ampersand (&) to combine text strings.
For example, +C4&"Review" enters the text in cell C4, and then the
word Review.
3Press Enter.
If you want to add a space between strings, type it inside the
quotation marks. For example, +C4&" Review" enters the text
in cell C4, a space, and then the word Review.
160 Formulas
To create a formula that evaluates to true or false
1Click a blank cell.
2Type a formula using one of the logical operators.
3Press Enter.
If the statement is true, a 1 displays in the cell. If the statement is
false, a 0 displays.
To create a formula in the Formula Composer
1Select a blank cell.
2Click the Formula Composer button.
3Enable one of the following options:
Standard view — displays all three panes (spreadsheet function
description, outline, and argument)
Argument view — displays the outline and argument panes
Outline view — displays only the outline pane
4Type a formula in the Expression box.
If a formula is incomplete or syntactically incorrect (for example,
a spreadsheet function may be missing an argument), a red
question mark icon in the outline alerts you to the error.
Expressions that cannot be expanded, such as values, display a
small yellow circle to their left.
You can expand and collapse selected parts of the formula
outline by clicking Expand and Collapse .
Part Three: Quattro Pro 161
Functions
Instead of composing formulas, you can use spreadsheet functions.
Spreadsheet functions are a set of standard built-in formulas used to
simplify complex calculations.
Quattro Pro offers more than 500 built-in spreadsheet functions.
These spreadsheet functions cover a range of calculations, including
database, financial, engineering, and statistical calculations. A
common spreadsheet function is @SUM, which adds the cell
values you reference. For example, typing @SUM(A1..A4,B1) is
equivalent to typing +A1+A2+A3+A4+B1.
For documentation on the available functions for Quattro Pro,
please see the Quattro Pro Functions Help (qpfn.chm).
You can enter spreadsheet functions in a cell. As you type a function,
the most likely function and its syntax appear at the bottom right of
the screen. The function's arguments will appear on the application
bar.
Spreadsheet functions can also be used to create formulas. In a
formula, the left parenthesis is red until you type the right parenthesis.
Then, they both turn green.
To enter a spreadsheet function in a cell
1Select a cell.
2Click Insert ` Insert function.
3Choose a category from the Function category list.
4Choose a spreadsheet function from the Function list.
5Click Next.
6Type the arguments of the function in the relevant boxes; optional
arguments appear within angled brackets (<>).
162 Functions
All spreadsheet functions begin with the at sign (@). When
typing a spreadsheet function, you can omit the @ if it is not the
first item in the formula.
Enclose arguments in parentheses.
To create a formula by using a spreadsheet function
1Select a cell.
2Click Insert ` Insert function.
3Choose a category from the Function category list.
4Choose a spreadsheet function from the Function list.
5Click Next.
6In the Expression box, type the rest of the formula.
The pane on the left shows a breakdown of the formula.
To identify a missing parenthesis or bracket, double-click the cell,
and move the insertion point through the formula. When you
reach an unmatched parenthesis or bracket, the character turns
red.
Part Three: Quattro Pro 163
Charts
Quattro Pro lets you present data graphically by plotting it in a chart.
In this chapter:
•“Understanding charts
“Creating charts automatically” on page 164
Adding titles to charts” on page 165
Adding linked data to charts” on page 166
For additional topics, please see “Presenting spreadsheet
data in a chart” in the Quattro Pro Help.
Understanding charts
You can create the following chart types: area (2D and 3D), bar (2D
and 3D), bubble, Gantt, high/low, histogram, line (2D and 3D), mixed,
pie (2D and 3D), polar, radar, scatter (2D and 3D), spectral, and
surface (2D and 3D).
Plotting chart data
How Quattro Pro plots data depends on the range and values of the
cells you select before you create the chart.
When a selection contains more rows than columns or an equal
number of rows and columns:
Quattro Pro plots each column as a single series.
If the first column contains labels, the labels are placed along the x-
axis.
If the first row contains labels, the labels are used as the chart
legend.
164 Charts
When a selection contains more columns than rows:
Quattro Pro plots each row as a single series.
If the first row contains labels, the labels are placed along the x-axis.
If the first column contains labels, the labels are used as the chart
legend.
Setting up chart axes
All charts except pie and doughnut charts have two references for
plotting data: the x-axis and the y-axis. The x-axis is a horizontal line at
the bottom of the chart pane with fixed reference points; the column
labels in your data series are used for x-axis labels to explain what each
data series represents. Y-axis labels show the values being represented.
Depending on the data series, Quattro Pro determines the range and
increment amounts of the y-axis.
There are a few exceptions to this format:
Horizontal charts have a vertical x-axis and a horizontal y-axis. Quattro
Pro reverses the axes of horizontal charts automatically.
In XY charts (scatter diagrams), the x-axis series is data, not labels.
Quattro Pro scales the x-axis to match the data.
If the chart is a 2D bar, line, or area chart, you can assign any series to
a secondary y-axis, which appears on the right side of the chart.
Creating charts automatically
Creating a chart lets you represent spreadsheet data graphically. You can
create a chart automatically and have all the chart options chosen for
you, or you can create a chart by using the Chart Expert, which guides
you through the steps of creating a chart that best suits a data set.
For information about creating specific types of charts, please see
“Presenting spreadsheet data in a chart” in the Quattro Pro Help.
Part Three: Quattro Pro 165
To create a chart automatically
1Select the cells you want to plot.
If the surrounding cells contain explanatory labels, you can include
them in the selection as the chart axis labels or the chart legend.
2Click the Chart button on the toolbar, and choose Create
QuickChart™.
3On the spreadsheet, click where you want to insert the chart.
When you create a chart automatically, it is placed on the
spreadsheet in a floating graphics window; however, you
can view it on its own page.
If you want to customize the size of the chart, click and
drag diagonally on the spreadsheet.
If the cells you select contain dates, you can display the dates
on the x or y axes by changing the numeric format to Date.
To create a chart by using the Chart Expert
1Click Insert ` Chart ` Use Chart Expert.
2Follow the steps of the Expert.
Adding titles to charts
You can add a title for any numeric chart type.
To add a title to a chart
1Click a chart.
2Click Chart ` Titles.
3Enable the Main title check box, and type a title in the box.
You can also
Add a subtitle Enable the Subtitle check box, and
type a subtitle in the box.
166 Charts
Adding linked data to charts
You can display the data from linked cells on a chart. This is useful when
you use a chart type that shows information that lacks specific numeric
content (for example, in a surface chart). If you select multiple cells, a
linked picture of them appears on the chart. If you select a single cell, the
data in that cell displays on the chart (for example, the number in the
cell). The cells in the chart update with any changes you make to the data
or properties of the notebook cells.
To add linked data to a chart
1Double-click a chart.
2Click Insert ` Link to cells.
3Click and drag a rectangle on the chart where you want the data to
appear.
4Click the Pointer button next to the Select cells box in the Link cells
dialog box, then choose the cell or group of cells you want to display.
5Enable one or both of the following check boxes in the Border options
section:
• Row borders
• Column borders
6Enable one or both of the following check boxes in the Grid lines
section:
• Horizontal
• Vertical
7Enable the Maintain aspect ratio check box in the Display scaling
section to match the same aspect ratio used on the notebook.
Part Three: Quattro Pro 167
Sharing Quattro Pro projects
In this chapter:
“Printing Quattro Pro projects”
“Publishing Quattro Pro projects to PDF”
For additional topics, please see “Printing” and “Sharing
projects” in the Quattro Pro Help.
Printing Quattro Pro projects
Quattro Pro lets you print part of a notebook, or an entire
notebook.
To print the active spreadsheet or a notebook
1Click File ` Print.
2On the the Print page, choose a printer from the Name box.
3In the Print area, enable one of the following options:
Current sheet — prints the active spreadsheet
Notebook — prints a notebook
4In the Copies area, type the number of copies you want to print in
the Number of copies box.
If you want the copies collated, enable the Collate option.
5Click Print.
Publishing Quattro Pro projects to PDF
Quattro Pro lets you publish to PDF.
To publish to PDF
1Click File ` Publish to PDF.
2Choose the drive and folder where you want to save the file.
168 Sharing Quattro Pro projects
3Type a filename in the File name box.
4From the PDF style list box, choose one of the following options:
Commercial printing (Largest file size) — creates a high-quality PDF
to send to a printer or digital copier
PDF/A-1b (Level B compliance) — creates a standardized PDF file
that ensures the long-term archiving of the content
Publishing online (Smallest file size) — creates a PDF suitable for
online viewing, such as a document to be distributed by e-mail or
displayed on the Web
Publishing online and printing — creates a PDF suitable for viewing
or printing on a laser or desktop printer
5Click Settings, and specify any additional PDF settings in the Publish
to PDF settings dialog box that appears.
For example, if you want to publish only parts of the spreadsheet to
PDF, you can enable one of the following options in the Export range
area of the General page:
Notebook — publishes the notebook to PDF
Selection — publishes the selected cells to PDF
Current sheet — publishes the selected sheet to PDF
Click OK to apply your settings and return to the Publish to PDF dialog
box.
6Click Save.
If you do not want the PDF file to open automatically after it is saved,
disable the Open PDF after saving check box.
Part Four: Presentations 169
Part Four: Presentations
Presentations lets you create high-quality slide shows and drawings
that can include text and graphic objects. You can use Presentations
to produce professional-looking project proposals, interactive
demonstrations, multimedia presentations, flyers, signs, banners, and
more.
About Presentations
See the following chapters:
“Presentations basics” on page 171
“Microsoft PowerPoint compatibility” on page 173
Setting up slide shows
See the following chapters:
“Slide-show basics” on page 175
“Views” on page 177
“Outlines” on page 179
“Slides” on page 181
“Masters” on page 183
“Objects” on page 187
Text
See the following chapters:
“Text basics” on page 193
“Titles and subtitles” on page 199
“Bulleted lists” on page 203
170 Part Four: Presentations
Multimedia
“Graphics” on page 207
“Bitmaps” on page 209
“Shapes” on page 213
•“Sounds on page217
“Movies and animations” on page 219
Sharing slide shows
See the following chapters:
“Presenting slide shows” on page 221
“Sharing slide shows” on page 225
The Presentations page of the Reference Center offers extensive
program help: reference topics, tutorials, tips, insights, and
more. See “To access the Reference Center” on page 10.
Part Four: Presentations 171
Presentations basics
The work area in Presentations includes everything you see on your
screen when you start the program.
Drawing window
The large open area is the drawing window. Depending on the view
you choose, the drawing window displays one or more slides.
For information about changing the settings for your view, see
“Views” on page 177.
Menu bar
The menu bar, which is located at the top of the work area, just
below the title bar, provides access to most of the Presentations
commands. Many of these commands can also be accessed
through toolbars and flyouts.
Toolbars and flyouts
Toolbars and flyouts give you quick access to Presentations tools.
In this chapter:
•“Using toolbars
Accessing flyouts” on page 172
Using toolbars
Toolbars provide quick, one-click access to commands. You can
choose to display or hide the toolbars.
The Standard toolbar is displayed by default in the drawing window.
172 Presentations basics
To display or hide a toolbar
1Click View ` Toolbars.
2Enable the check box beside each toolbar you want to display.
3Disable the check box beside each toolbar you want to hide.
Accessing flyouts
Flyouts are toolbars that are accessible from a tool on another toolbar.
This is an example of a flyout.
A small black arrow at the bottom right corner of a tool button indicates
that you can access a flyout from that tool.
To display a flyout
Click the black arrow at the bottom-right of the tool button.
You can also display a flyout by clicking the tool and holding the
mouse button down until the flyout is displayed.
Part Four: Presentations 173
Microsoft PowerPoint compatibility
In this chapter:
“Simulating the Microsoft PowerPoint workspace”
“Sharing files with Microsoft PowerPoint users”
For additional topics, please see “Compatibility with
Microsoft PowerPoint” in the Presentations Help.
Simulating the Microsoft PowerPoint workspace
If you recently switched from Microsoft® PowerPoint® to
Presentations, you may not be familiar with the Presentations
workspace.
While there are many similarities between the two applications,
you may find it easier to simulate the PowerPoint workspace
while in slide show mode, which includes toolbars and menus,
until you are accustomed to working in Presentations. It allows you to
quickly find the tools you need to create slide shows in Presentations.
To work in the Microsoft PowerPoint workspace
1In Presentation slide show mode, click Tools ` Workspace manager.
2Enable the PowerPoint mode option.
Sharing files with Microsoft PowerPoint users
You can share your Presentations slide shows with Microsoft
PowerPoint users and they can share their files with you. To share a
Presentations slide show, you must save it as a PowerPoint file. The
saving process automatically converts the slide show to the
PowerPoint format.
If you receive a PowerPoint file, all you need to do is open it in
Presentations. The opening process automatically converts the file to
174 Microsoft PowerPoint compatibility
the Presentations format. If you modify the file and you want others to
view the changes in PowerPoint, then you need to save the file as a
PowerPoint presentation. If you don’t specify the PowerPoint format
when saving, the file is saved as a Presentations slide show by default.
To open a Microsoft PowerPoint with Presentations
1Click File ` Open.
2Choose the drive and folder where the PowerPoint file is stored.
If you can’t see the file, choose All files from the File type box.
3Click the PowerPoint file.
4Click Open.
For more information about how Presentations opens
PowerPoint files, see “Notes for opening Microsoft PowerPoint
files” in the Presentations Help.
To save a Presentations slide show to the PowerPoint
format
1Click File ` Save as.
2Choose the drive and folder where you want to save the file.
3Type the filename in the Filename box.
4Choose the MS PowerPoint file format from the File type list box.
5Click Save.
For more information about how Presentations saves PowerPoint
files, see “Notes for saving Microsoft PowerPoint files” in the
Presentations Help.
You can also save a Presentations slide show to the PowerPoint
format by clicking the Save as PowerPoint button on the toolbar.
Part Four: Presentations 175
Slide-show basics
In this chapter:
“Starting Presentations”
“Creating and opening slide shows”
“Saving and closing slide shows” on page 176
Starting Presentations
Let’s begin by starting Presentations.
To start Presentations
On the Windows taskbar, click Start ` Programs `
WordPerfect Office X6 ` Presentations.
Creating and opening slide shows
You can create a slide show from either a blank “master” or a
predefined project. You can also open an existing slide show.
To create a slide show from a blank master
1Click File ` New.
2In the Master Gallery, choose a slide show from the Category list
box.
3Click a slide show master on the palette.
For more information, see “Understanding masters” on
page 183.
To create a slide show from a predefined project
1Click File ` New from project.
2Click the Create new tab.
3Choose Presentations from the list box.
176 Slide-show basics
4Choose Presentations slide show from the list.
5Click Create.
6In the Master Gallery, choose a slide show from the Category list box.
7Click a slide show master on the palette.
To open an existing slide show
1Click File ` Open.
2Choose the drive and folder where the slide show is saved.
3Choose a filename.
4Click Open.
Saving and closing slide shows
You can save new slide shows. When you have completed your tasks, you
can close a document, and you can quit Presentations.
To save a slide show
1Click File ` Save.
2Choose the drive and folder where you want to save the file.
3Type a filename in the Filename box.
4Click Save.
To close a slide show
Click File ` Close.
You can also
Quit Presentations Click File ` Exit.
Part Four: Presentations 177
Views
You can create, edit, and sort a slide show in three views: Slide Editor,
Slide Outliner, and Slide Sorter.
You can also change the zoom level.
Slide Editor
You can use the Slide Editor to add, view, and edit the text, objects,
and charts of individual slides. The Slide Editor is also used to specify
slide properties for the slides in a slide show.
Slide Outliner
You can use the Slide Outliner to create an outline for a slide
show. You can specify a layout, and then type the text for each
slide. You can also import a WordPerfect outline.
For more information about the Slide Outliner, see “Outlines” on
page 179.
An example of a slide displayed in the Slide Outliner.
Slide Sorter
The Slide Sorter displays thumbnail sketches of each slide in a slide
show. You can select slide properties and display detailed information
about the settings used for each slide in the current slide show.
For more information about the Slide Sorter, see “Sorting slides” on
page 182.
178 Views
An example of slides displayed in the Slide Sorter.
To switch between slide show views
Click View, and click one of the following:
• Slide Editor
• Slide Outliner
• Slide Sorter
You can also change the slide show view by clicking the Slide
Editor, Slide Outliner, or Slide Sorter tab on the right side of the
slide show window.
To change the zoom level
To Do the following
Select a preset zoom level Click View ` Zoom. Enable a
magnification level option.
Select a custom zoom level Click View ` Zoom. Type a zoom
level in the Other box.
Return to the previous view Click Zoom options on the
toolbar, and then click Previous
view.
Part Four: Presentations 179
Outlines
You create an outline for a slide show in the Slide Outliner. An outline
is a numbered list that includes all the text found in every slide in a
slide show.
You can create an outline by choosing a slide layout and typing the
text for each slide. You can type the text for slide titles, subtitles, text
slides, bulleted list slides, and combination slides.
This is an example of how the Slide Outliner can be used
to view and create a slide.
Importing a WordPerfect outline into a Presentations slide show
converts each first level paragraph number to a slide title and any
second or third level paragraph numbers to text in each slide.
To create a slide show outline
1Click View ` Slide Outliner.
2Type a title in the slide show, and press Enter.
3Type a subtitle in the slide show, and press Enter.
4Type any text in the slide show.
180 Outlines
5Click Insert ` New slide.
6In the New slide dialog box, click a slide layout on the Layout palette.
If you delete text, you can restore it by clicking the Undelete
button on the property bar, and clicking Restore.
You can move an outline down or up one level by clicking the
Previous level button or the Next level button on the
property bar.
To import a WordPerfect outline
1Click View ` Slide Outliner.
2Click in the slide.
3Click Insert ` File.
4Choose the drive and folder where the file is stored.
5Choose a filename.
6Click Insert.
Part Four: Presentations 181
Slides
In this chapter:
“Adding and removing slides”
“Adding speaker notes”
“Sorting slides” on page 182
Adding and removing slides
You can build a slide show by adding one slide or several slides at a
time. When you add a slide, it’s added immediately after the current
slide. You can also delete any slides you have added.
To add a slide
1Click Insert ` New slide.
2Click a slide layout on the Layout palette.
3Type a value in the Number to add box.
To delete a slide
1Click a slide tab at the bottom of the slide show window.
2Click Edit ` Delete slide(s).
Adding speaker notes
You can use speaker notes as cue cards for slide show presentations.
You can type your own notes, or you can insert the text that appears
on the slides.
To create speaker notes
1Click Format ` Slide properties ` Speaker notes.
2Type text in the box.
182 Slides
To insert text from a slide
1Click Format ` Slide properties ` Speaker notes.
2Click Insert text from slide.
Sorting slides
The Slide Sorter displays thumbnail sketches of each slide in a slide show.
You can sort the slides in a slide show by dragging them. Once you drag
a slide to a new position, the Slide Sorter reorders and renumbers each
slide.
This is an example of how the Slide Sorter lets you
rearrange the order of slides in a slide show.
To sort slides
1Click View ` Slide Sorter.
2Drag a slide to a new position.
You can also
Sort a range of slides Hold down Shift, click the first and
last slide in the range of slides, and
drag them to a new position.
Sort a range of nonconsecutive
slides
Hold down Ctrl, click each slide,
and drag them to a new position.
Part Four: Presentations 183
Masters
In this chapter:
•“Understanding masters
Applying masters to slides” on page 184
Applying backgrounds and layouts to slides” on page 185
For additional topics, please see “Using the Master Gallery” in
the Presenta