Corel WordPerfect X3 User Guide Word Perfect Instruction Manual Ug
User Manual: corel WordPerfect - X3 - Instruction Manual Free User Guide for Corel WordPerfect Software, Manual
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WordPerfect Table of contents WordPerfect Getting started in WordPerfect. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 Discovering WordPerfect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Exploring the work area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating and opening documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering and inserting text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Selecting and deleting text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Performing Web searches powered by Yahoo! . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 2 3 4 6 7 Working with files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 Inserting files into active documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Counting words. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Converting multiple files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Saving documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Viewing and navigating . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15 Switching document views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Using Reveal Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Formatting pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19 Setting page margins. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Choosing page size and orientation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customizing page sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Making text fit a specific number of pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating and deleting columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 20 21 24 25 Formatting text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29 Modifying font settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Copying the format of text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Formatting paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35 Indenting text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Justifying text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Changing the spacing between lines and paragraphs . . . . . . . . . . . . . . . . . . . . . 38 Table of contents iii Adding tab stops . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Changing the alignment of tab stops . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Moving tab stops . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Removing and restoring tab stops . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Editing documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45 Finding and replacing text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Cutting, copying, and pasting text and graphics . . . . . . . . . . . . . . . . . . . . . . . . 48 Copying and pasting text from a Web browser . . . . . . . . . . . . . . . . . . . . . . . . . 49 Moving text and graphics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Reviewing documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Routing documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Comparing documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Controlling document comparisons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Working with footnotes and endnotes. . . . . . . . . . . . . . . . . . . . . . . . . . .59 Inserting footnotes and endnotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Finding footnotes and endnotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Modifying the display of footnotes and endnotes on a page . . . . . . . . . . . . . . . . 63 Numbering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65 Numbering pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Changing the appearance of page numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69 Setting up a printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Setting up a print job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Previewing a print job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Printing documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Controlling a print job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Printing double-sided pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Printing document sections and comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Printing file details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Printing envelopes and labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 Printing graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 Laying out a print job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 iv Table of contents Saving print settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using printer commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Printing to a file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sending faxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reference: Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 90 91 92 93 Merging documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .97 Creating data for a merge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Working with form documents for a merge. . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Associating merge files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105 Performing a merge. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Converting merge files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Sorting, viewing, and finding data in data files . . . . . . . . . . . . . . . . . . . . . . . . 111 Editing merge data files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112 Selecting specific data for merges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 Merging with address books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117 Changing merge options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121 Using merge commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Merge programming commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 Working with levels, loops, and merge variables . . . . . . . . . . . . . . . . . . . . . . . 169 Working with merge expressions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 Expression terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180 Reference: The Merge toolbar and programming commands . . . . . . . . . . . . . . 184 Recordings, macros, and automation features. . . . . . . . . . . . . . . . . . . .191 Using QuickMacros. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Recording, saving, and storing macros. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Playing macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using macros included with WordPerfect . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using toolbars for macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using template macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Editing and deleting template macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Triggering macros from templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customizing WordPerfect macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Assigning template macros to keystrokes, menus, and toolbars . . . . . . . . . . . . Table of contents 192 193 195 196 198 200 202 203 206 209 v Associating toolbars with template features . . . . . . . . . . . . . . . . . . . . . . . . . . . 212 Writing and editing macros by using PerfectScript . . . . . . . . . . . . . . . . . . . . . 212 Understanding macro commands and syntax . . . . . . . . . . . . . . . . . . . . . . . . . . 214 Using macro conventions and formatting macros . . . . . . . . . . . . . . . . . . . . . . . 216 Recording macro commands in macros. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218 Inserting codes in macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218 Using macros from earlier versions of WordPerfect . . . . . . . . . . . . . . . . . . . . . 219 Using programming commands in macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219 Using parameters in macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220 Using variables in PerfectScript . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222 Using the macro command browser . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223 Using macro commands to retrieve information . . . . . . . . . . . . . . . . . . . . . . . . 224 Using OLE object commands in macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225 Compiling macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225 Working from the PerfectScript utility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228 Testing for errors from PerfectScript . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229 Editing and deleting macros. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230 Searching in macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231 Integrating with Microsoft Visual Basic for Applications . . . . . . . . . . . . . . . . . 232 Using the PerfectScript class to change WordPerfect documents . . . . . . . . . . . 239 Working with VBA methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242 Accessing and manipulating applications from other applications. . . . . . . . . . . 244 Using OLE Automation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246 Understanding OLE Automation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247 Using files with DDE Execute from previous versions of WordPerfect . . . . . . . 250 Getting online Help for macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251 vi Table of contents Getting started in WordPerfect This chapter tells you how to perform basic operations in WordPerfect. You can explore the work area and gain a better understanding of the basic tools and features available for creating powerful word processing documents. In this section, you’ll learn about • discovering WordPerfect • exploring the work area • creating and opening documents • entering and inserting text • selecting and deleting text • performing Web searches powered by Yahoo!® Discovering WordPerfect WordPerfect X3 provides exceptional ease of use and complete formatting control for producing newsletters, articles, reports, proposals, books, and other documents. The popular Reveal Codes, Corel® RealTime Preview™, and Legal features help reduce the amount of time you spend on document formatting, freeing you to focus on creating content. WordPerfect X3 also provides enhanced compatibility with Microsoft Word, the new ability to import PDFs, and robust PDF publishing capabilities that ensure you can freely exchange information with colleagues and clients, regardless of the software they use. Here’s a list of some of the new and enhanced features: • New! Import PDF files with WordPerfect For more information, see “Working with PDF files” in the online Help. • Enhanced! Publish to PDF For more information, see “Working with PDF files” in the online Help. • New & Enhanced! Word Count For more information, see “Counting words” in the online Help. Getting started in WordPerfect 1 • Enhanced! Document Routing For more information, see “Routing documents” in the online Help. • Enhanced! Pasting and exporting HTML For more information, see “Copying and pasting text from a Web browser” on page 49 and “Working with HTML files” on page 27. • New! Online Resources For more information, see “Performing Web searches powered by Yahoo!” on page 7. • New! Removing metadata For more information, see “Excluding metadata when saving documents” in the online Help. • New! Label formats For more information, see “Creating labels” in the online Help. Exploring the work area The work area in WordPerfect includes everything you see on your screen when you start the application. The large open area is the document window. The menu bar, located at the top of the work area just below the title bar, provides access to most of the WordPerfect commands. Toolbars Many menu commands can be accessed through toolbars, located below the menu bar. This is the WordPerfect toolbar. 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. 2 WordPerfect X3 User Guide 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. 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 “Navigating documents” in the online Help. These items appear on the right side of the application bar. Creating and opening 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. 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. For more information about templates, see “Creating documents using project templates” in the online Help. You can open word-processing documents that were created in WordPerfect or in another application. 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. Some of the features not supported include embedded pictures, hidden text, interline spacing, kerning, macros, multiple page layouts (the first one in the document is used throughout), and OLE objects. For more information about importing files, see “Import and export file formats for WordPerfect” in the reference information section of the online Help. To create a document by using the default template • Click File ` New. You can also Create a document from a project template Getting started in WordPerfect Click File ` New from project. 3 You can also apply the default template to a new document by clicking the New blank document button on the toolbar. To open a document 1 Click File ` Open. 2 Choose the drive and folder where the document is stored. 3 Choose a file. 4 Click Open. You can also open a document by clicking the Open button on the toolbar. If you know where a file is located, you can type the full path and filename in the File name list box. Entering and inserting 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. 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. For information about selecting and deleting text, see “Selecting and deleting text” on page 6. To enter text in a document window 1 Click in the document window. 2 Type text. To enter text by using the shadow cursor 1 Click View ` Shadow cursor. 4 WordPerfect X3 User Guide A check mark next to the menu command indicates that the shadow cursor is enabled. 2 Click anywhere on the page. 3 Type 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 1 Click Insert ` Text box. 2 Type text. To insert text from another document 1 Click where you want to insert the text. 2 Click Insert ` File. 3 Choose the drive and folder where the document is stored. 4 Choose a file. 5 Click Insert. To insert text from another document by using the application bar 1 Select the text you want to insert. 2 Drag 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. 3 Point to where you want to insert the text, and release the mouse button. For more information about using the application bar, see “Customizing the application bar” in the online Help. Getting started in WordPerfect 5 The text you select is removed from the document. You can copy the text by holding down Ctrl while dragging. Selecting and deleting text You can select text, a tabular column, a rectangular block of text, or a range of text. You can also deselect text and delete 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. To select a tabular column 1 Select the text from the first character in the tabular column to the last character in the tabular column. 2 Click Edit ` Select ` Tabular column. To select a rectangular block of text 1 Select the text from the upper left corner to the lower left corner of the block. 2 Click Edit ` Select ` Rectangle. To select a range of text in a document 1 Click Edit ` Select ` Section. 2 From the Select list, choose one of the following options: 6 WordPerfect X3 User Guide • Page — lets you select certain pages • Secondary page — lets you select certain secondary pages • Chapter — lets you select certain chapters • Volume — lets you select certain volumes 3 Type a value in the Range box. To deselect text • Click anywhere outside the selected text. To delete text 1 Select the text you want to delete. 2 Press Delete. You can also delete text by clicking after the text you want to delete and pressing Backspace. To set the selection options for a document 1 Click Tools ` Settings. 2 Click Environment. 3 In the Environment settings dialog box, click the General tab. 4 Enable the Automatically select whole words when dragging to select text check box. Performing Web searches powered by Yahoo! WordPerfect features searching technology powered by Yahoo!, which allows you to perform a Web search directly from a document. You can choose to display or hide the Yahoo! Search bar. You can search either by selecting text or by using the Yahoo! Search bar. Using the Yahoo! Search bar gives you access to various online sites and services. Getting started in WordPerfect 7 The new Yahoo! Search bar lets you quickly search the Web and access important online resources. To display or hide the Yahoo! Search bar • Click View ` Yahoo! Search. You can also hide or display the Yahoo! Search bar clicking the Yahoo! button on the toolbar. To perform a Web search by using the Yahoo! Search bar 1 In the search box on the Yahoo! Search bar, type the term you want to search. 2 Click the Search Web button. To perform a Web search by selecting text 1 Select the term you want to search. 2 Right-click, and click Search with Yahoo!. You can perform a Web search by selecting text when the Yahoo! Search bar is hidden. 8 WordPerfect X3 User Guide Working with files File management is an important part of any project. You can insert files into documents, count words in a document, and convert multiple files to the WordPerfect file format. You can save files to earlier versions of WordPerfect or to other file formats. In this section, you’ll learn about • inserting files into active documents • counting words • converting multiple files • saving documents Inserting files into active documents You can insert a copy of a file into an active document. To insert a file into an active document 1 Click where you want to insert the file. 2 Click Insert ` File. 3 Choose All files from the File type list box. 4 Choose the drive and folder in which the file is stored. 5 Click a file. 6 Click Insert. For information about opening files, see “Opening and previewing files” in the online Help. Working with files 9 Counting words With WordPerfect, you can find out how many words are in a document or in selected text. You can also verify the number of pages, paragraphs, sentences, and lines that are in the document. In addition, you have the ability to exclude various elements, such as headers, footers, footnotes, endnotes, or comments, from the word count. The newbutton appears on the Application bar, making it easier than ever to count words in a document. To count words in a document 1 Click Tools ` Word count. 2 Disable any of the following check boxes to exclude document elements from the count: • Headers • Footers • Comments • Footnotes • Endnotes • Watermarks • Text boxes • Box captions 3 Click Update. The word count summary appears in the Statistics area. While working in a document, you can perform or refresh a word count by clicking the button on the Application bar. To count words in selected text 1 Select the text. 2 Click Tools ` Word count. The word count summary appears in the Statistics area. While working in a document, you can perform or refresh a word count by clicking the button on the Application bar. 10 WordPerfect X3 User Guide Converting multiple files The WordPerfect Office Conversion Utility lets you convert various types of files, such as files created in older versions of WordPerfect, or Microsoft Word files, to one of five WordPerfect file formats. If you chose the standard installation of WordPerfect Office, the WordPerfect Office Conversion Utility is available by default. If the utility is not available, you can add it by modifying the installation. For more information about using the WordPerfect Conversion Utility, see the WordPerfect Conversion Utility Help. To install the WordPerfect Office Conversion Utility 1 Close any open applications. 2 On the Windows taskbar, click Start ` Settings ` Control panel. If your operating system is Windows XP, click Settings ` Control panel. 3 Double-click the Add/Remove programs icon. 4 Choose WordPerfect Office X3 from the Currently installed programs list, and then click Change. 5 In the InstallShield wizard, enable the Modify option, and click Next. 6 In the list of features, open the WordPerfect Office X3 ` Utilities category. 7 Click the icon next to the WordPerfect Conversion Utility item, and click This feature will be installed on local hard drive. 8 Click Next. 9 Click Install. To convert multiple files 1 On the Windows taskbar, click Start ` Programs ` WordPerfect Office X3 ` Utilities ` Conversion utility. 2 Click Add. 3 Choose the drive and folder in which the files you want to convert are stored. If you can’t see the files, choose All files from the File type box. 4 Click Add all. Working with files 11 If you want to convert the files in the folders within the folder, enable the Include subfolders check box. 5 From the Convert to list box, choose a version of WordPerfect. Saving documents By default, you can save documents in WordPerfect 6/7/8/9/10/11/12/X3 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. WordPerfect lets you save documents in compound file format. When you save a document in compound file format, OLE compound document information is wrapped around the WordPerfect document, which lets you open the document more quickly. However, saving a document containing embedded objects in compound file format increases both the file size and the time required to open and save the file. You can save selected text or graphics in a new WordPerfect document. 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. To save a document 1 Click File ` Save. 2 Choose 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. 3 Type a name in the Filename box. To embed the fonts in the document, enable the Embed fonts using TrueDoc® check box. 4 Click Save. You can also Save changes to a document 12 Click File ` Save. WordPerfect X3 User Guide You can also Rename a file Right-click the file, and click Rename. Type a new name in the Filename box. If you have already saved the document, you will not be prompted to specify the drive, folder, and filename. Embedding 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. You can also save a document by pressing F3 or by clicking the Save on the toolbar. button To save a document to a new location 1 Click File ` Save as. 2 From the Save in list box, choose the drive and folder in which you want to store the document. If you want to embed the fonts in the document, enable the Embed fonts using TrueDoc check box. 3 Click Save. Embedding 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. To save selected text or a graphic in a new document 1 Select the text or graphic you want to save in a new document. 2 Click File ` Save. 3 In the Save area, enable one of the following options: • Selected text Working with files 13 • Selected graphic 4 Click OK. 5 In the Save file dialog box, choose the drive and folder in which you want to save the file. 6 Type a name in the Filename box. 7 Click Save. To save a document in compound file format 1 Click File ` Save as. 2 Type a name in the Filename box. 3 Choose WordPerfect compound file from the File type list box. 4 Click Save. If a file is password protected, WordPerfect saves OLE object information in WordPerfect format, rather than in compound file format. Saving files in WordPerfect format prevents others from using an OLE-enabled application to viewing embedded objects in a password-protected file. To set timed document backups 1 Click Tools ` Settings. 2 Click Files. 3 On the Document page, enable the Timed document backup every check box. 4 Type a value in the minutes box. 14 WordPerfect X3 User Guide Viewing and navigating WordPerfect lets you switch document views. You can also use Reveal Codes, which lets you quickly format long or complex documents by viewing and editing formatting codes. In this section, you’ll learn about • switching document views • using Reveal Codes Switching document views In WordPerfect, you can view documents in four ways: draft, page, two pages, and browser preview. In draft view, WordPerfect displays the body text of a document the way it will look when it is printed. Draft view does not display formatting such as headers, footers, and watermarks. Page view displays a document with all of its formatting, the way it will look when it is printed. Two pages view displays the same formatting as page view, except that two consecutive pages display side by side in the document window. The browser preview displays a document in HTML format, suitable for an intranet or for the Web; however, WordPerfect codes with no equivalent HTML tags are either modified or deleted from the document. For more information about creating HTML documents, see “Publishing to HTML” in the online Help. To switch the document view • Click View, and click one of the following: • Draft — to hide some document elements such as footers, page breaks, margins, and watermarks Viewing and navigating 15 • Page — to display the document the way it will look when printed • Two pages — to display two consecutive pages in a document side by side • Preview in browser — to display a document in HTML format You can also Switch between Preview in browser and Page view Click the Change view Display the ruler in Two pages view In Two pages view, click View ` Ruler. button. Using Reveal Codes Formatting codes are inserted when you add text and formatting to a document. Reveal Codes 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 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. In addition, you can print the contents of the Reveal Codes window. For more information about printing Reveal Codes, see To hide or display formatting codes • Click View ` Reveal Codes. A check mark beside Reveal Codes indicates that formatting codes are displayed. 16 WordPerfect X3 User Guide To customize the display of formatting codes 1 Click Tools ` Settings. 2 Click Display. 3 Click the Reveal Codes tab. 4 In 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. Viewing and navigating 17 Formatting pages WordPerfect lets you format a document by modifying the physical arrangement of information on pages. For example, you can adjust page size and margins. You can also add columns to documents. When formatting pages, you can modify the format of an entire page or a portion of a page. In this section, you’ll learn about • setting page margins • choosing page size and orientation • customizing page sizes • making text fit a specific number of pages • creating and deleting columns Setting page margins WordPerfect lets you set margins using various methods. You can set margins by using guidelines. Guidelines are vertical or horizontal dotted lines that are displayed on pages. You can also set margins using exact measurements or the ruler. All margin settings affect the current page and subsequent pages until you change them. To set the margins using the margin guidelines 1 Click View ` Guidelines. 2 Enable the Margins check box. 3 Point to one of the following guidelines: • left vertical dotted guideline • right vertical dotted guideline • upper horizontal dotted guideline • lower horizontal dotted guideline Formatting pages 19 The pointer changes to a double-sided arrow. 4 Drag the guideline to a new position. To set the margins using exact measurements 1 Click in the document where you want the margin changes to start. 2 Click Format ` Margins. 3 Click the Page setup tab. 4 In the Document margins area, type values in any of the following boxes: • Left — lets you specify where the left margin starts • Right — lets you specify where the right margin starts • Top — lets you specify where the top margin starts • Bottom — lets you specify where the bottom margin starts 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. You can also set margins by clicking File ` Page setup. To set the margins using the ruler 1 Point to the Margin marker to the left or right of the ruler. The pointer changes to a double-sided arrow. 2 Drag the Margin marker to a new location on the ruler. Choosing 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. For more information about creating custom page sizes, see “Customizing page sizes” on page 21. 20 WordPerfect X3 User Guide Page sizes are matched to the printer you have selected. A size may not be available when you change to another printer or a different computer. If the same size is not available, WordPerfect finds the best match for a page size, selecting from those available with the other printer. If the match does not work, you may need to customize a page size. To select a preset page size 1 Click File ` Page setup. 2 Click the Page setup tab. 3 From 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 4 Choose a page definition from the Page definition list. 5 In 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 If you apply the page size definition to the current page only, WordPerfect inserts a delay code in the next page. For more information about delay codes, see “Inserting and editing delay codes” in the online Help. To specify page orientation 1 Click File ` Page setup. 2 Click the Page setup tab. 3 In 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 Customizing page sizes If you require a page size that is not available in WordPerfect, you can create a custom page size. You can do this by creating a page size or modifying a preset page size. When you create a custom page size, it is added to the printer’s page size selection as a preset. Formatting pages 21 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. These are examples of how you can divide pages. As you edit a document, each logical page is treated as a separate page. The document window also changes to show the dimensions of the logical page. After you fill a logical page, the text continues on the next logical page. To create a custom page size 1 Click File ` Page setup. 2 Click the Page setup tab. 3 Click Add. 4 In the Add new form dialog box, type a name for the new page size in the Name box. 5 Choose a predefined paper type from the Type list box. 6 Choose 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. 7 Type values in the following boxes: • Width • Height 8 Choose a paper source from the Source list box. 22 WordPerfect X3 User Guide You can also Display the available page size definitions for all the installed printers In the Show page size for area, enable the All printers option. Display the available page size definitions for the printer you have selected In the Show page size for area, enable the Current printer only option. Specify a vertical printing adjustment In the Printing adjustment area, choose an adjustment from the Vertical list box. Type a value in the box. Specify a horizontal printing adjustment In the Printing adjustment area, choose an adjustment from the Horizontal list box. Type a value in the 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 1 Click File ` Page setup. 2 Click the Page setup tab. 3 Choose a page definition from the Page definition list. 4 Click Edit. 5 Modify any of the settings. To delete a page size 1 Click File ` Page setup. 2 Click the Page setup tab. 3 From 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 4 Choose a page definition from the Page definition list box. Formatting pages 23 5 Click 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 1 Click File ` Page setup. 2 Click the Page setup tab. 3 From 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 4 Click Restore. To divide a page 1 Click File ` Page setup. 2 Click the Layout tab. 3 In 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 Making text fit a specific number of pages You can make selected text or all text in a document fit a specific number of pages. To make text fit a specific number of pages 1 Click in a document. 2 Click Format ` Make It Fit. 3 Type 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. 4 In the Items to adjust area, enable any of the following check boxes: • Left margin 24 WordPerfect X3 User Guide • Right margin • Top margin • Bottom margin • Font size • Line spacing 5 Click Make it fit. To make only a certain block of text fit, select the text. Creating and deleting 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. 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 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. 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. Formatting pages 25 This is an example of parallel columns. 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. You can also use tables to create this type of column. For information about working with tables, see “Using tables and charts” in the online Help. This is an example of parallel columns with block protect. To create columns 1 Click a page. 2 Click Format ` Columns. 3 Type a value in the Number of columns box. 4 In 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 26 WordPerfect X3 User Guide You can also apply columns to a page by clicking the Columns the toolbar. button on To discontinue columns 1 Click where you want columns to discontinue. 2 Click Format ` Columns. 3 Click Discontinue. Press Ctrl + Enter to end one column and start the next column. To delete all columns 1 Click in the top-left corner of the first column. 2 Click Format ` Columns. 3 Click Discontinue. You can also delete columns by dragging the [Col Def] code out of the Reveal Codes window. To navigate columns To move to Press The top of a column Alt + Home The last line of a column Alt + End The previous column Alt + Left Arrow The next column Alt + Right Arrow Formatting pages 27 Formatting text In WordPerfect, you can use a variety of formatting tools to control the look of text. In this section, you’ll learn about • modifying font settings • copying the format of text 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 12point 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. This is an example of different fonts. 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. If you do not want to preview fonts and their sizes, you can disable Corel RealTime Preview. 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. Formatting text 29 This is an example of different font sizes. To change the font 1 Click in the document. 2 Click Format ` Font. 3 Click the Font tab. 4 Choose a font from the Face list. 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 change the font color by clicking the Font color property bar, and clicking a color. button on the You can also change the underline font style by opening the Underline picker on the property bar and clicking an underline style. To change the font appearance 1 Select the text you want to modify. 2 Click Format ` Font. 3 Click the Font tab. 4 In the Appearance area, enable one or more of the following 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 30 WordPerfect X3 User Guide • Outline — Outlines 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 To change the font using Corel RealTime Preview 1 Click in a document. 2 Open 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. 3 Choose a font from the Font face list box. You can change the font size using Corel RealTime Preview by opening the Font size list box on the property bar, viewing the font sizes in the font size preview window, and choosing a font size. To disable Corel RealTime Preview 1 Click Tools ` Settings. 2 Click the Display icon. 3 Click the Document tab. 4 In the Show area, disable the RealTime Preview check box. Corel RealTime Preview is enabled by default. To reuse a recent font 1 Select 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. 2 Click the QuickFonts list. button on the font toolbar, and choose a font from the The QuickFonts list displays the 10 most recently used fonts. Formatting text 31 To change the default font and font size 1 Click File ` Document ` Default font. 2 Choose a font from the Face list. 3 Choose 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 you can change 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. Copying the format of text 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 “Applying and editing text styles” in the online Help. To copy the format of text 1 Click in the text whose format you want to copy. 2 Click Format ` QuickFormat. 3 Enable 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 4 Click OK. 32 WordPerfect X3 User Guide 5 Drag the QuickFormat paintbrush pointer over the text to which you want to copy the format. 6 Click 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. Formatting text 33 Formatting paragraphs WordPerfect allows you to control the look of documents by formatting paragraphs. By changing the paragraph formatting, including justification, tab stops, and line spacing, you can control the placement of paragraphs on a page. In this section, you’ll learn about • indenting text • justifying text • changing the spacing between lines and paragraphs • adding tab stops • changing the alignment of tab stops • moving tab stops • removing and restoring tab stops 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, you can apply a double indent. A double indent is often used to format lengthy quotations. Formatting paragraphs 35 These are examples of indenting text. To apply a single indent to text To apply a hanging or double indent 1 Click at the beginning of a paragraph. 2 Click 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 1 Click at the beginning of a line of text. 2 Press 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. 36 WordPerfect X3 User Guide This is an example of a left-justified paragraph (1), a right-justified paragraph (2), a center-aligned paragraph (3), a fully justified paragraph (4), and a fully justified paragraph that includes the last line (5). To justify text 1 Click in a paragraph. 2 Click 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. You can also justify text by clicking the Justification property bar and clicking a justification. Formatting paragraphs picker on the 37 Changing the spacing between lines and paragraphs 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. This is an example of changing the line height. You can also control the amount of space between paragraphs. To adjust the leading 1 Click in a paragraph. 2 Click Format ` Typesetting ` Word/Letter spacing. 3 Enable the Adjust leading check box. 4 Type a value in the Between lines box. A positive value increases the leading; a negative value decreases it. To change the line spacing 1 Click in a paragraph. 2 Click Format ` Line ` Spacing. 3 Type a value in the Spacing box. 38 WordPerfect X3 User Guide You can also change the line spacing of selected text. To change the line height 1 Click 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. 2 Click Format ` Line ` Height. 3 Enable 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. You can also change the line height of selected text. To change the space between paragraphs 1 Click in a paragraph. 2 Click Format ` Paragraph ` Format. 3 In the Spacing between paragraphs area, enable one of the following options: • Number of lines — inserts the number of lines you specify • Distance in points — inserts the spacing you specify measured in points There are 72 points in 1 inch. Adding tab stops Tab stops let you determine where the cursor moves to when you tab forward or tab back in a document. You can add tab stops to a document using exact measurements or using the ruler. You can also copy a tab stop using the ruler or add tab stops at evenly spaced intervals. Formatting paragraphs 39 To add a tab stop using exact measurements 1 Click a paragraph. 2 Click Format ` Line ` Tab set. 3 Choose a tab type from the Tab type list box. 4 Type a value in the Tab position box. 5 Enable one of the following options: • From left margin (relative) — measures the distance of the tab stop relative to the left margin. When the left margin changes, the tab stop adjusts accordingly. • From left edge of paper (absolute) — measures the distance of the tab stop from the left edge of the page. When the left margin changes, the tab stop remains fixed. 6 Click Set. To add a tab stop using the ruler 1 Click a paragraph. 2 Click the Tab button , and choose a tab style. 3 On the tab bar, which displays under the ruler, click where you want to add a tab stop. For the tab bar to appear, the ruler must be displayed. To copy a tab stop using the ruler 1 Click a paragraph. 2 Hold down Ctrl, and drag the tab stop to another position on the ruler. To add tab stops at evenly spaced intervals 1 Click a paragraph. 2 Click Format ` Line ` Tab set. 3 Click Clear all. 4 Enable the Repeat every check box, and type a value in the box. 5 Click Set. 40 WordPerfect X3 User Guide When you add a tab stop, the Margin icon is displayed in the left margin. Clicking the Margin icon displays a ruler with the settings for the paragraph. For information about displaying the margin icon, see “To hide or display nonprinting items” in the online Help. You can also set tab stop intervals by double-clicking a tab stop on the ruler. Changing the alignment of tab stops When using a tab stop, you can specify the tab alignment, which is useful when you want to arrange a column of text in a specific way, such as right-justified or left-justified. You can also specify a decimal alignment. For example, you can align a column of numbers at the decimal point. Tab alignment is also used to create dot leaders. For more information about dot leaders, see “Inserting leaders and specifying leader characters” in the online Help. To change the alignment of a tab stop 1 Click a paragraph. 2 Click Format ` Line ` Tab set. 3 Choose a tab type from the Tab type list box. 4 Click Set. You can also change the alignment of a tab stop by double-clicking the tab stop on the ruler, choosing a tab type from the Tab type list box, and clicking Set. To specify a decimal alignment 1 Click a paragraph. 2 Click Format ` Line ` Tab set. 3 Choose Decimal from the Tab type list box. 4 In the Decimal alignment area, type a character in the Character to align on box. Formatting paragraphs 41 5 Click Set. Moving tab stops WordPerfect lets you move a tab stop. You can position a tab stop relative to the left margin or from the left edge of a page. You can also move a tab stop or multiple tab stops. As you move a tab stop, you can make it automatically align to the ruler gridlines; this is referred to as snapping. To move a tab stop 1 Click in a paragraph. 2 Drag the tab stop to a new position on the ruler. You can also change the position of a tab stop by double-clicking the tab stop on the ruler. To move multiple tab stops 1 Click in a paragraph. 2 Hold down Shift and drag across the tab stops on the tab bar to select them. 3 Drag the tab stops to a new position. To make a tab stop snap to ruler gridlines 1 Click Tools ` Settings. 2 Click Display. 3 In the Display settings dialog box, click the Ruler tab. 4 Enable the Tabs snap to ruler grid check box. Removing and restoring tab stops You can remove one tab stop or multiple tab stops. If you’ve modified the tab stops, you can restore the default tab settings. 42 WordPerfect X3 User Guide To remove a tab stop 1 Click a paragraph. 2 Click Format ` Line ` Tab set. 3 Click one of the following: • Clear — clears the first tab stop to the left edge of the ruler • Clear all — clears all tab stops 4 Click Set. You can remove a tab stop by dragging it off the ruler. You can also remove all tab stops by right-clicking a tab stop, and clicking Clear all tabs. To restore the default tab settings • Right-click a paragraph, and click Default tab settings. Formatting paragraphs 43 Editing documents After you create a document, you can edit it by using a variety of methods. In this section, you’ll learn about • finding and replacing text • cutting, copying, and pasting text and graphics • copying and pasting text from a Web browser • moving text and graphics • reviewing documents • routing documents • comparing documents • controlling document comparisons 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 find and replace text 1 Click Edit ` Find and replace. 2 In the Find box, type the text you want to search for. Editing documents 45 3 Type the replacement text in the Replace with box. 4 Click one of the following: • Find next — finds the next occurrence of the search text • Find prev — finds the previous occurrence of the search text • Replace — finds and replaces the next occurrence of the search text • Replace all — finds and replaces all occurrences of the search text You can also Find the next occurrence of the search text Press Ctrl + Alt + N. Find the previous occurrence of the search text Press Ctrl + Alt + P. 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 1 Click Edit ` Find and replace. 2 In the Find box, type the text you want to find. 3 Click Match ` Font. 4 Enable the Font check box. 5 Choose a font from the Font list box. 6 Click one of the following: • Find next — finds the next occurrence of the search text • Find prev — finds the previous occurrence of the search text 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. 46 WordPerfect X3 User Guide You can also Search for specific font attributes In the Attributes area, enable one or more of the attribute check boxes. To find and replace case-specific text 1 Click Edit ` Find and replace. 2 Click Match ` Case. 3 In the Find box, type the text you want to find. 4 Type the replacement text in the Replace with box. 5 Click one of the following: • Find next — finds the next occurrence of the search text • Find prev — finds the previous occurrence of the search text • Replace — finds and replaces the next occurrence of the search text • Replace all — finds and replaces all occurrences of the search text To find and replace a form of a word 1 Click Edit ` Find and replace. 2 Click Type ` Word forms. 3 In the Find box, type the word you want to find. 4 Type the replacement word in the Replace with box. 5 Click one of the following: • Find next — finds the next occurrence of the word • Find prev — finds the previous occurrence of the word • Replace — finds and replaces the next occurrence of the word • Replace all — finds and replaces all occurrences of the word To find and replace a whole word 1 Click Edit ` Find and replace. 2 Click Match ` Whole word. 3 In the Find box, type the word you want to find. 4 Type the replacement word in the Replace with box. 5 Click one of the following: Editing documents 47 • Find next — finds the next occurrence of the word • Find prev — finds the previous occurrence of the word • Replace — finds and replaces the next occurrence of the word • Replace all — finds and replaces all occurrences of the word 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. Clipboard contents are available only until you cut or copy something else, or until you quit Windows. However, instead of replacing the information already stored, you can append the Clipboard contents so that new information is added to the existing contents. You can also choose a specific format when you paste information from the Clipboard into WordPerfect. For example, you can copy text from another application as Rich Text Format (.rtf) or as simple text (.txt). To cut, copy, and paste text and graphics To Do the following Copy text or graphics to the Clipboard Select the text or graphic, and click Edit ` Copy. Cut text or graphics and move to the Clipboard Select the text or graphic, and click Edit ` Cut. Paste text or graphics in a document Click where you want to insert the text or graphic, and click Edit ` Paste. Add a selection to the current Clipboard contents Select the text to add to the Clipboard, and click Edit ` Append. You can also copy, cut, or paste text or graphics by clicking Copy or Paste on the toolbar. , Cut , You can link copied information to a document by enabling the Paste link option. The changes you make to the linked information in the active file are 48 WordPerfect X3 User Guide 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 1 Select the text or graphic. 2 Click Edit, and click one of the following: • Copy • Cut 3 Click Edit ` Paste special. 4 Enable the Paste option. 5 Choose a format from the As list. You can paste text as unformatted by pressing Ctrl + Alt + V. Copying and pasting text from a Web browser You can copy text from a Web browser and paste it into a WordPerfect document. To copy and paste text from a Web browser 1 In the Web browser, select the text to copy. 2 Click Edit ` Copy. 3 In the WordPerfect document, click where you want to insert the text. 4 Right-click, and click Paste unformatted text. You can paste text as unformatted by pressing Ctrl + Alt + V. Moving text and graphics You can move text and graphics by dragging them within a document or between documents. Editing documents 49 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 1 Click 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 2 Select the text or graphic, and drag it to the other document. Reviewing documents Using WordPerfect, you can send a document to a reviewer, or multiple reviewers, to add changes or make revisions to the document. These changes and revisions are also referred to as annotations. If you authored the document, you can open it to accept or reject the annotations. If you send the document to multiple reviewers, the annotations of each reviewer are displayed in a unique color. All revisions are displayed as strikeout text , and comments are displayed as redline text. However, you can modify the way annotations are displayed. For more information about modifying the display of annotation text, see “Changing the settings for document review and comparison” in the online Help. To review a document 1 Click File ` Document ` Review. 2 Click Reviewer. 3 Type your name in the User name box. 4 Type your initials in the User initials box. 5 Open the color picker on the feature bar, and click a color. All changes you make to the document are displayed in the color you choose. To avoid choosing the same color as another reviewer, view the color selections of other reviewers by choosing their names from the Reviewer list box. 6 Edit the document. 7 Click File ` Save. 50 WordPerfect X3 User Guide 8 Click Close. You can use all WordPerfect features except Sort to edit a document. Only text editing changes, however, are marked with a color. You can edit the additions made by previous reviewers; however, you cannot edit or undo the deletions made by previous reviewers. To incorporate reviewers’ changes 1 Click File ` Document ` Review. 2 Click Author. 3 Choose a reviewer from the View annotations from list box. 4 Only changes made by the selected reviewer are displayed. To display the changes made by all reviewers, choose All reviewers from the View annotations from list box. 5 Click one of the following: • Go to previous — moves to the previous change • Go to next — moves to the next change 6 Click one of the following: • Show/hide — displays or hides margin markers • Display annotations — shows the edited text with or without color markings • Insert current annotation — incorporates the current annotation • Insert all annotations — inserts all annotations • Delete the current annotation — deletes the current annotation • Delete all annotations — deletes all the annotations in the document 7 Save the document. When moving through the document from change to change, you cannot move through subsections, such as headers, footers, and footnotes. If you save a reviewed document in another file format — for example, Rich Text Format (.rtf files) — the document will not be in review mode when you open it. The reviewer’s remarks will be lost because the added text (red) and the deleted text (strikeout) revert to regular text. Therefore, make sure that all Editing documents 51 changes are incorporated before you save the document to a different file format. You can also incorporate a reviewer’s changes in a subdocument by clicking in the subdocument and then clicking the Next button to move from change to change. Routing documents Routing a document allows you to send a document for an online review to several reviewers in a specified order. In this routing process, the document is sent to one reviewer at a time, so that each reviewer sees the changes made by each of the previous reviewers. When you route a document, it is inserted in an e-mail as an attachment. You must have an e-mail client, such as WordPerfect MAIL, installed on your computer for this option to work. To route a document, you must create a routing slip. The routing slip allows you to specify the recipients of the document and the order in which they will receive the document. A reviewer who receives a routed document can make changes and revisions to the document. The reviewer can then save the changes, close the document, and send it to the next reviewer listed on the routing slip. Alternatively, a reviewer can wait before sending the document to the next reviewer or can reassign a routed document to another reviewer listed on the routing slip. To create a routing slip 1 Click File ` Document ` Routing slip. 2 Type a subject name in the Subject box. The subject name that you type in the box appears in the subject box of the e-mail to be sent. 3 Type a message in the Message box. The text that you type in the Message box appears in the message area of the email to be sent. 4 Click Addresses to add reviewers to the Reviewers list box. The WordPerfect or Outlook address book opens to allow you to choose the reviewers’ e-mail addresses. 52 WordPerfect X3 User Guide You can also Change the e-mail address from which the routing slip is initially sent In the Author’s e-mail address text box, type the e-mail address from which to send the routing slip. Specify a new default e-mail address Enable the Store as default address check box. Move a reviewer up in the routing order Choose a reviewer from the Reviewers list, and click the Up arrow. Move a reviewer down in the routing order Choose a reviewer from the Reviewers list, and click the Down arrow. When you create the first routing slip for a document, the e-mail address specified in the environment settings automatically appears in the Author’s email address text box. If you insert a different e-mail address in the box, the new e-mail address becomes the default address the next time you create a routing slip for the same document. If you enable the Store as default address check box, this e-mail address appears every time you create a routing slip. If you are using WordPerfect MAIL as the e-mail client and you want to add addresses from the WordPerfect MAIL address book, you need to access these addresses through the WordPerfect address book. When you click the Addresses button, the WordPerfect address book opens, and the WordPerfect MAIL address book item appears in the Tree view pane. To review a routed document 1 In an e-mail message, double-click the attached document. If you want, you can save the document and then open the saved document to review it. 2 In the Reviewer mode options dialog box, click Review. 3 Type your name in the Reviewer list box. 4 Open the color picker on the feature bar, and click a color. All changes you make to the document are displayed in the color you choose. To see another reviewer’s color selection, choose the reviewer’s name from the Reviewer list box. Editing documents 53 5 Edit the document. 6 Click Close. You can edit the additions made by previous reviewers; however, you cannot edit or undo the deletions made by previous reviewers. To reassign a routed document 1 In the e-mail, double-click the attached document. 2 In the Reviewer mode options dialog box, click Reassign. 3 In the Reassign document review dialog box, choose a reviewer from the list. 4 Click Send. Comparing documents You can compare a current version of a document with an earlier version to see what changes have been made. When comparing documents, you can generate a comparison summary and a list of changes. A comparison summary describes the color and the attributes used to display deletions and insertions. It also lists the number of deletions, insertions, and moves that were made. The list of changes details all of the changes made in the document. When you compare and review a document, the document that contains the comparison markings is opened in review mode. In addition, you can restore a document to the way it was before the comparison. For more information about reviewing documents, see “Reviewing documents” on page 50. To compare a document 1 Click File ` Document ` Compare. 2 In the With box, type the folder and filename of the file you want to compare. To browse for the file, click the Browse button. 3 In the Show markings in area, enable one of the following options: • New document — displays comparison results in a new document • Current document — displays comparison results in the active document 4 Click Compare only. 54 WordPerfect X3 User Guide To generate a comparison summary 1 Click File ` Document ` Compare. 2 Click Settings ` Compare only. 3 In the Document compare settings dialog box, click the Options tab. 4 In the Summary of comparison area, enable one of the following options: • None — inserts no comparison summary • Insert at beginning — inserts the comparison summary at the beginning of the document • Insert at end — inserts the comparison summary at the end of the document To generate a list of changes 1 Click File ` Document ` Compare. 2 Click Settings ` Compare only. 3 In the Document compare settings dialog box, click the Options tab. 4 In the List of changes area, enable one of the following options: • None — displays no revision list • Show surrounding context — displays a revision list that details the changes in the context of the document • Show change only — displays a revision list that includes only the changes made to the document To compare and review the differences between documents 1 Click File ` Document ` Compare. 2 In the With box, type the folder and filename of the file with which you want to compare the active document. To browse for the file, click the Browse button. 3 In the Show markings in area, enable one of the following options: • New document — displays comparison results in a new document • Current document — displays comparison results in the active document 4 Click Compare/Review. To restore a document 1 Click File ` Document ` Remove markings. Editing documents 55 2 Enable one of the following options: • Remove redline markings and strikeout text — restores the current document to its condition before the comparison • Remove strikeout text only — keeps the markings for added and moved text, but removes markings for deleted text • Remove document compare deletions only — removes only markings for deleted text • Remove all document compare markings — removes all markings, insertions, deletions, and moves Controlling document comparisons When comparing documents, you can control how the comparison is done. You can choose to compare document text word by word or character by character. You can also include substructure text in a document comparison. For example, you can include headers, footers, and comments in a comparison. Conversely, you can exclude text from a document comparison. To compare document text by word or by character 1 Click File ` Document ` Compare. 2 Click Settings ` Compare only. 3 In the Document compare settings dialog box, click the Options tab. 4 In the Marking precision area, enable one of the following options: • Word — compares document text word by word • Character — compares document text character by character If you plan to review the document after the comparison, you can specify the marking precision — word by word or character by character — by clicking Settings ` Compare then review. To include substructure text in a document comparison 1 Click File ` Document ` Compare. 2 Click Settings ` Compare only. 3 In the Document compare settings dialog box, click the Options tab. 4 In the Include in comparison area, enable any the following check boxes: 56 WordPerfect X3 User Guide • Headers/Footers — includes headers and footers in a document comparison • Comments — compares information in comments • Expand master documents — expands all subdocuments associated with the file If you plan to review the document after the comparison, you can specify which text to include in the comparison by clicking Settings ` Compare then review. To exclude text from a document comparison 1 Click File ` Document ` Compare. 2 Click Settings ` Compare only. 3 In the Document compare settings dialog box, click the Options tab. 4 In the Characters to enclose text to skip in comparison box, type a character. If you plan to review the document after the comparison, you can specify which text to exclude from a document by clicking Settings ` Compare then review. Editing documents 57 Working with 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 section, you’ll learn about • inserting footnotes and endnotes • finding footnotes and endnotes • modifying the display of footnotes and endnotes on a page Inserting footnotes and endnotes When creating a document, WordPerfect allows you to insert footnotes or endnotes. A footnote is found below the text on a page or at the bottom of a page, whereas an endnote displays at the end of a document. 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. For more information about modifying footnote and endnote numbering, see “Numbering footnotes and endnotes” in the online Help. This is an example of footnotes. To insert a footnote 1 Click where you want the footnote reference mark to display. Working with footnotes and endnotes 59 2 Click Insert ` Footnote/Endnote. 3 Enable the Footnote number option. If you want to restart the footnote numbering at a specific number, type the number in the Footnote number box. 4 Click Create. 5 Type the footnote text. If you want to align the footnotes with the document margins, enable the Align with document margins check box. 6 Click File ` Close. While working with a footnote, you do not have access to all available WordPerfect functions until you return to the body of the text. You can restore a deleted footnote number by clicking the Note number button on the property bar. To insert an endnote 1 Click where you want the endnote reference mark to display. 2 Click Insert ` Footnote/Endnote. 3 Enable the Endnote number option. 4 Click Endnote placement. 5 Enable the Insert endnotes at insertion point option. 6 Click Create. 7 Type the endnote text. If you want to align the endnotes with the document margins, enable the Align with document margins check box. 8 Click File ` Close. While working with a endnote, you do not have access to all the available WordPerfect functions until you return to the body of the text. 60 WordPerfect X3 User Guide 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. You can restore a deleted footnote number by clicking the Note number button on the property bar. Finding footnotes and endnotes WordPerfect lets you find specific footnotes or endnotes in a document. You can also search for footnote and endnote codes while in Reveal Codes. This provides you with a faster way of modifying specific footnote settings. For example, if you want to change the length of a footnote separator line, you can search for the “Footnote Sep Ln” code. To find a footnote 1 Click Insert ` Footnote/Endnote. 2 Enable the Footnote number option. 3 In the Footnote number box, type the number of the footnote you want to find. 4 Click Edit. To find an endnote 1 Click Insert ` Footnote/Endnote. 2 Enable the Endnote number option. 3 In the Endnote number box, type the number of the endnote you want to find. 4 Click Edit. To find footnote codes 1 Press Alt + F3 to display the Reveal Codes window. 2 Click Edit ` Find and replace. 3 Click Match ` Codes. 4 Choose one of the following codes from the Find codes list: Working with footnotes and endnotes 61 • Footnote — represents a footnote • Footnote Cont Msg — represents a footnote “continued” message • Footnote Min — represents the minimum vertical space that is available for footnotes at the bottom of a page • Footnote Num Dec — represents the decrease footnote numbering setting for footnotes • Footnote Num Disp — represents footnote number style • Footnote Num Each Pg — represents the restart of footnote numbering on each page • Footnote Num Inc — represents the increase footnote numbering setting for footnotes • Footnote Num Meth — represents the footnote numbering method • Footnote Num Set — specifies new footnote number • Footnote Sep Ln — represents the footnote separator line • Footnote Space — represents the space between footnotes • Footnote Txt Pos — represents footnote text position To find endnote codes 1 Press Alt + F3 to display the Reveal Codes window. 2 Click Edit ` Find and replace. 3 Click Match ` Codes. 4 Choose one of the following codes from the Find codes list: • Endnote — represents an endnote • Endnote Min — represents the minimum amount of space that is available for an endnote at the bottom of a page • Endnote Num Dec — represents decrease endnote numbering setting for endnotes • Endnote Num Disp — represents endnote number style • Endnote Num Inc — represents increase endnote numbering setting for endnotes • Endnote Num Meth — represents the endnote numbering method • Endnote Num Set — specifies new endnote number • Endnote Placement — represents endnote placement • Endnote Space — represents space between endnotes 62 WordPerfect X3 User Guide Modifying the display of footnotes and endnotes on a page WordPerfect lets you modify the way footnotes and endnotes display on a page. You can change the amount of space between footnotes or endnotes. You can also change the position of footnotes on a page. For example, you can display footnotes immediately following the corresponding text on a page or at the bottom of a page. You can also choose to continue footnotes on the following page if there isn’t enough room on a page. As well, you can adjust the separator line between document text and footnotes. To change the amount of space between footnotes or endnotes 1 Click Insert ` Footnote/Endnote. 2 Enable one of the following options: • Footnote number • Endnote number 3 Click Options, and click Advanced. 4 Type a value in the Space between notes box. To change the position of footnotes on a page 1 Click Insert ` Footnote/Endnote. 2 Enable the Footnote number option. 3 Click Options, and click Advanced. 4 In the Position area, enable one of the following options: • Place notes below text • Place notes at bottom of page To continue footnotes on the following page 1 Click Insert ` Footnote/Endnote. 2 Enable the Footnote number option. 3 Click Options, and click Advanced. 4 In the Continued notes area, type a value in the Amount of note to keep together box. This value specifies the minimum distance allowed for a footnote at the bottom of a page before the note is moved to the next page. Working with footnotes and endnotes 63 If you want to include a “continued...” message on the last footnote line of a page and the first footnote line of a new page, enable the Insert (continued...) message check box. To adjust the separator line between document text and footnotes 1 Click Insert ` Footnote/Endnote. 2 Enable the Footnote number option. 3 Click Options, and click Separator. 4 In the Add space area, type a value in the Above line box. This value specifies the amount of white space between the separator line and the document text above it. 5 Type a value in the Below line box. This value specifies the amount of white space between the separator line and the footnote text below it. 6 In the Line format area, choose one of the following positions for the line from the Line position list box: • Left • Center • Right 7 Choose a line length from the Length of line list box. 8 Open the Line style picker, and click a line style on the line style palette. You can also Position the separator line between margins Choose Full from the Line position list box. Specify a specific line position Choose Set from the Line position list box. Type a value in the From left edge box. 64 WordPerfect X3 User Guide Numbering WordPerfect allows you to count elements of a document. You can also change the appearance of numbering and use counters to count elements of a document. WordPerfect allows you to number pages and change the appearance of numbering. In this section, you’ll learn about • numbering pages • changing the appearance of page numbers Numbering pages WordPerfect allows you to insert page numbers in a document and to choose where to position page numbers on a page. 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 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. Numbering 65 These are examples of various page numbering options: 1) no page number, 2) page number in the bottom-right corner, 3) page number at the bottom center, and 4) page number in the top-right corner. To insert page numbers 1 Click Format ` Page ` Numbering. 2 From the Position list box, choose a position for the page numbers. 3 From the Page numbering format list, choose a format for the page numbers. To specify an alternate starting page 1 Click Format ` Page ` Numbering. 2 Click Set value. 3 In the Values dialog box, click the Page tab. 4 Type a new page number in the Set page number box. 5 Enable 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 1 Click Format ` Page ` Insert page number. 2 Choose Secondary page from the list. 66 WordPerfect X3 User Guide 3 Click Value/Adjust. 4 In the Values dialog box, click the Secondary tab. 5 Choose a numbering format from the Secondary page number method list box. 6 Type a value in the Set secondary page number box. 7 Click 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. In addition, you can also create custom page numbering formats. For example, you can add the name of a document or a chapter number to a page number. If you no longer need the custom format, you can delete it. However, you cannot delete the default page numbering formats provided with WordPerfect. To change the font attributes of page numbers 1 On a page, click where you want the font change to begin. 2 Click Format ` Page ` Numbering. 3 Click Font. 4 In the Page numbering font dialog box, choose a font from the Face list. 5 Choose a font size from the Size list box. 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. To customize a page number format 1 Click Format ` Page ` Numbering. 2 Click Custom format. 3 In the Custom page numbering dialog box, delete the text that displays in the Custom page numbering format (numbering codes with text) box. Numbering 67 4 Choose a number format from one of the following lists: • Page • Total pgs • Chapter • Volume • Secondary pg 5 Click Insert in format. 6 Repeat steps 4 and 5 until the Custom page numbering format (numbering codes with text) box contains the numbers you want. 7 In the Custom page numbering format (numbering codes with text) box, type the text that you want to display with the number codes. Examples • If you wanted to display the name of a document, Snowboarding 101, with the chapter number and page number, you would type Snowboarding 101 beside the number codes in the Custom page numbering format (numbering codes with text) box. The text in the box would appear as: Snowboarding 101 [Chpt #] [Page #]. • If you wanted to include the words Chapter and Page in the customized format, you would type Snowboarding 101, Chapter, and Page beside the number codes in the Custom page numbering format (numbering codes with text) box. The text in the box would appear as: Snowboarding 101 Chapter [Chpt #] Page [Page #]. The five most recently used formats display at the top of the Page numbering format list box so that you can quickly apply them to a document. For each custom format you create, you can choose only one type of number from each list box. To delete a page numbering format 1 Click Format ` Page ` Numbering. 2 Choose a format from the Page numbering format list box. 3 Press Delete. 68 WordPerfect X3 User Guide Printing WordPerfect allows you to print a variety of documents, including envelopes and labels. In this section, you’ll learn about • setting up a printer • setting up a print job • previewing a print job • printing documents • controlling a print job • printing double-sided pages • printing document sections and comments • printing file details • printing envelopes and labels • printing graphics • laying out a print job • saving print settings • using printer commands • printing to a file • sending faxes For more information about printing, see “Reference: Printing” on page 93. Setting up a printer If you have access to different printers, you can set them up in the application so you can print to any of them, and, before printing a file, you can choose the printer you want use. Once you install one or more printers, you can configure them in a number of ways. You can also select a printer as the default printer for WordPerfect. In addition, you can change printer properties and reformat documents for the default printer. Printing 69 For more information about installing a printer, refer to the Windows documentation. In addition, many printer settings are printer-specific; therefore, not all printer settings may be available for your printer. Consult your printer manual for more information. You can also disable printer metrics. Printer metrics are used to determine line endings. If you disable printer metrics, printer fonts will not be visible in the list of fonts. To add a printer 1 Click File ` Print. 2 On the Main page, click Printers. 3 In the Printers and faxes or Printers dialog box, double-click the Add printer icon. 4 Follow the steps in the Add printer wizard. To select a printer 1 Click File ` Print. 2 On the Main page, choose a printer from the Name list box. To change the application default printer 1 Click File ` Print. 2 On the Main page, choose the printer you want as the default from the Name list box. 3 Click Edit settings. 4 From the Named settings dialog box, choose Application default from the Name for current settings list box. 5 Click Save. If you disabled the Reformat documents for the WordPerfect default printer on open check box in the Environment settings dialog box, WordPerfect ignores the default printer settings and retrieves the settings for the application default printer with which the document was formatted. By enabling both the Use printer properties from currently selected printer check box and the Retrieve properties from printer each time setting is retrieved option, the settings from the application default printer 70 WordPerfect X3 User Guide are automatically updated every time you choose Application default setting. This works only for the printer saved as the application default printer. To reformat documents for the default printer 1 Click Tools ` Settings. 2 Click Environment. 3 In the Environment settings dialog box, click the General tab. 4 Enable the Reformat documents for the WordPerfect default printer on open check box. When you disable the Reformat documents for the WordPerfect default printer on open check box, WordPerfect looks for the printer with which the document was formatted. If that printer is not available, WordPerfect reformats the document for the current printer if necessary. To change printer properties 1 Click File ` Print. 2 On the Main page, choose the printer for which you want to change the properties from the Name list box. 3 Click Properties. 4 Change the printer properties. WordPerfect no longer uses WordPerfect printer drivers (.prs files). When you retrieve documents created with old printer drivers, documents are reformatted for the Windows printer that is selected. If you choose a paper source, enable collating, or specify the number of copies to print directly in the printer’s properties dialog box, the settings are detected by WordPerfect. You can also specify the paper source by clicking the Paper/Quality tab and choosing a paper source from the Paper source list box. Printing 71 To disable printer metrics 1 Click Tools ` Settings. 2 Click Convert. 3 In the Convert settings dialog box, click the Compatibility tab. 4 In the Options area, enable the Do not format document using print metrics check box. Setting up a print job You can set the printing orientation to landscape or portrait. In addition, you can print documents in reverse order. You can also specify where paper is fed into the printer. Before printing, you must choose and properly configure the appropriate printing device driver. To find out how best to set up the printing device driver, consult the manufacturer’s documentation for the printing device, the Windows documentation, or the service bureau that will print the work. To set landscape or portrait orientation 1 Click File ` Page setup. 2 In the Orientation area, enable one of the following options: • Portrait — prints text and graphics on a page whose height is greater than its width • Landscape — prints text and graphics on a page whose width is greater than its height To print document pages in reverse order 1 Click File ` Print. 2 On the Main page, enable the Print in reverse order check box from the Copies area. To specify where paper is fed into the printer 1 Click File ` Print. 2 Click the Advanced tab. 72 WordPerfect X3 User Guide 3 In the Advanced options area, choose one of the following options from the Paper feed list box: • Left — specifies that the paper is being inserted at the left of the printer • Center — specifies that the paper is being inserted at the center of the printer • Right — specifies that the paper is being inserted at the right of the printer Previewing a print job Documents sometimes print differently than they appear on the screen. You can, however, view a document the way it would print, without having to print it. You can also increase or decrease the zoom level while previewing a print job. In addition, you can edit text, adjust margins, and print a document. To preview a print job • Click File ` Print preview. A check mark beside the Print preview command indicates that the print job is in Print Preview mode. You can close the preview window by clicking File ` Print preview. You can also preview a print job by clicking the Mini preview the Print dialog box. button in To edit text in Print Preview mode 1 In Print Preview mode, click the beginning of the text you want to edit. 2 Click View ` Zoom. 3 Enable the 150% option. 4 Click OK. 5 Edit the text. You can revert to the default Print Preview zoom level by clicking View ` Zoom, and typing 52 in the Other box. Printing 73 To increase or decrease the zoom level while previewing a print job 1 Click File ` Print preview. 2 Click the Zoom picker on the toolbar, and click a zoom option. To adjust margins in Print Preview mode 1 Click the paragraph or page where you want the margin changes to start. Adjustments to margins apply to the line in which the cursor is located and all subsequent lines. 2 Click Format ` Margins. 3 Click the Page setup tab. 4 In the Document margins area, type values in the following boxes: • Left • Right • Top • Bottom You can also Set all margins equal 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. Most printers have an area around the edge of the page where they cannot print. WordPerfect does not allow smaller margins than your printer can accommodate. If you want to change the margins for specified text, select the text. To print from Print Preview 1 In Print Preview mode, click the Print button on the property bar. 2 Click Print. 74 WordPerfect X3 User Guide Printing documents In addition to printing a file, you can print multiple copies of a file and print a document saved on disk or on a network drive. To print a document 1 Click File ` Print. 2 On the Main page, choose a printer from the Name box. 3 In 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 page box • 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) If you enables the Pages option, type the pages you want to print in the Pages box. A hyphen (-) between numbers defines a range of sequential pages (for example, 15 prints pages 1 to 5). A comma (,) between numbers defines a series of nonsequential 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). 4 Click Print. For information about printing specific pages, see “Printing multiple pages” on page 93. If there is no document summary created for the document you are using, the Document summary option is grayed. For information about creating document summaries, see “Using document summaries” in the online Help. To print multiple copies 1 Click File ` Print. 2 On 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. Printing 75 3 Click Print. To print a document saved on disk or on a network drive 1 Click File ` Print. 2 Click the Advanced tab. 3 Enable the Document on disk check box. 4 Click Browse. 5 In the Open file dialog box, choose the drive and folder where the document is stored. 6 Double-click the document name. 7 Click Print. Controlling a print job Once you have created a print history and submitted a print job, you can control the print job. You can view the status of print jobs, so that you know where they are in the print queue and whether they are progressing normally. In addition, you can view the history of print jobs sent to the printer during your current session. Print jobs display in the history list in the order they were sent to the printer, with the most recent job at the top. You can also pause print jobs, although on network printers you can only pause your own print jobs. You can resume printing a paused print job. You can cancel a print job. To view the status or history of a print job 1 Click File ` Print. 2 On the Main page, click Status. If you cannot view the history, make sure the Hide completed jobs command is disabled. In the Print history and status dialog box, click Display. The 76 WordPerfect X3 User Guide absence of a check mark next to the Hide completed jobs command indicates that the command is disabled. To pause a print job 1 Click File ` Print. 2 On the Main page, click Status. 3 In the Print history and status dialog box, choose a file from the list. 4 Click Document ` Pause printing. To resume a print job 1 Click File ` Print. 2 On the Main page, click Status. 3 In the Print history and status dialog box, choose a document from the list. 4 Click Printer ` System printers. 5 In the Printers and faxes or Printers dialog box, double-click the active printer. 6 Click Document ` Resume. To cancel a print job 1 Click File ` Print. 2 On the Main page, click Status. 3 On the Print page, click Status. 4 In the Print history and status dialog box, choose a document from the list. 5 Click Document ` Cancel printing. On a network printer, you can cancel only your own print jobs. You can cancel the job in the Windows print queue, in your network print queue, or at your printer. But if your printer has a large memory buffer, printing may continue for a few moments after you cancel the print job. For more information about each of these options, see the respective product documentation. Printing 77 Printing double-sided pages If your printer supports printing on both sides of a page, you can print double-sided directly from the application. If your printer doesn’t support double-sided printing, you can still print double-sided manually. If a file contains printing codes specifying that it is to be printed double-sided, but you want to print single-sided, you can override the codes. You can also print a document in a booklet style. When you divide pages to print in a booklet style (with pages folded in half), you can print with the pages numbered and ordered automatically. To print double-sided pages automatically 1 Click File ` Print. Make sure that the printer you want to use is displayed in the Name list box. If it is not, choose the correct printer. 2 Click the Layout tab. 3 In the Two-sided printing area, enable one of the following Automatic (printer supports two-sided printing) options: • Flip on long edge — prints the document for binding the long edge of the page (for example, a book) • Flip on short edge — prints the document for binding the short edge of the page (for example, a flip chart or tablet) 4 Click Print. To print double-sided pages manually 1 Click File ` Print. Make sure that the printer you want to use is displayed in the Name list box. If it is not, choose the correct printer. 2 Click the Layout tab. 3 In the Two-sided printing area, enable one of the following Manual (two steps) options: • Step 1: print odd pages • Step 2: print even pages If you are printing the second side of the document, enable the option not used for the first side of the document. 78 WordPerfect X3 User Guide 4 Click Print. 5 When printing is complete, turn the pages over and reload them in the paper tray. 6 Repeat steps 1 to 4. Before printing, you may want to print a double-sided test page. Some printer manufacturers discourage reinserting a page into the printer if it has been used for printing. Please refer to your printer documentation for more information. To override two-sided printing codes 1 Click File ` Print. 2 Click the Layout tab. 3 In the Two-sided printing area, enable the Off option. To print a booklet 1 Click File ` Print. 2 Click the Layout tab. 3 In the Two-sided printing area, enable the Use document settings option. 4 Enable the Print as booklet check box. 5 Click Print. The booklet option is available only when the document has divided pages. In order to print a booklet properly, the physical page must be subdivided into two logical pages. For information about dividing pages, see “Specifying singlesided or double-sided pages for a document” in the online Help. Printing document sections and comments WordPerfect allows you to print sections of a document, such as specific volumes or chapters. Additionally, you can print comments that were inserted in the document. For more information about comments, see “Adding, editing, and deleting comments” in the online Help. Printing 79 To print sections of a document 1 Click File ` Print. 2 Click the Advanced tab. 3 Type 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 4 Click Print. The Volumes setting takes precedence over all other settings, followed by chapters, secondary pages, and then page(s)/label(s). For example, if you type 2 in the Volumes box, only pages and chapters within volume 2 will print, even if you have specified pages and chapters that are located in other parts of the document. For more information about printing pages in sections, see “Printing sections” on page 94. You can click the down arrow in the Secondary pages, Chapters, or Volumes list boxes to see a list of range patterns. Click the pattern you want, delete the supplied page numbers, and type the pages you want. You can also type a page range yourself if you are familiar with the patterns. To print a comment 1 Click immediately after the comment. 2 Click Insert ` Comment ` Edit. 3 Click File ` Print. Any comments that have been converted to document text will print when the document is printed. 80 WordPerfect X3 User Guide Printing file details You can print file information for a file, such as the file path, at the bottom of the page. In addition, you can show crop/fold marks when you print a file, so that you can clearly identify the edges of the printed area for such purposes as using a paper cutter. In addition, you can print documents with codes displayed. Documents will print as they display in Reveal Codes view. This is useful for analyzing the document formatting. For more information on displaying Reveal Codes, see “Using Reveal Codes” on page 16. To print file information 1 Click File ` Print. 2 Click the Layout tab. 3 In the Details area, enable the Print file information check box. 4 Click Print. By default, the file path is printed. You can add information by typing in the Print file information list box. The information you add overwrites the file path and cannot exceed 168 characters. To print crop/fold marks 1 Click File ` Print. 2 Click the Layout tab. 3 In the Details area, enable the Show crop/fold marks check box. 4 Click Print. To print codes in a document 1 Click File ` Print. 2 Click the Advanced tab. 3 In the Advanced options area, enable the Print Reveal Codes check box. Printing 81 When you print codes in a document, the printed document does not contain any information other than the codes and the text. For example, graphics and file information are not printed. For information on displaying Reveal Codes, see “Using Reveal Codes” on page 16. 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. For information about creating page size definitions, see “Choosing page size and orientation” on page 20. You can print envelopes in WordPerfect. WordPerfect allows you to print different sizes of envelopes. For information about creating envelopes, see “Creating and editing labels” in the online Help. You can select a label size. You can also print labels. For more information about printing labels, see “Printing labels” on page 95. To print an envelope 1 Click the page of a document that is set up as an envelope. 2 Click File ` Print. 3 Click the Main tab. 4 Click Print. You can also print an envelope by clicking the Print current envelope button on the property bar. To select a label size 1 Click the page where you want labels to begin. 2 Click Format ` Labels. 3 In 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 82 WordPerfect X3 User Guide • Both — if you are using a tractor-fed laser printer 4 Choose a label definition from the Labels list. 5 Click Select. To print a label 1 Click File ` Print. 2 Click the Advanced tab. 3 In 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-. 4 Click 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. Printing graphics The appearance of the graphics you print is determined partly by a process called dithering, which combines several differently colored pixels to create a new color or shade. With WordPerfect, you can change the dither method, the dither source, and halftone options for printing graphics. For more information about dithering, see “Dithering methods” on page 95. To change the dither method used for printing graphics 1 Right-click a graphic, and click Image tools. 2 Click Edit attributes. 3 In the Image settings dialog box, click Print parameters. 4 In the Dither method area, enable one of the following options: Printing 83 • Error diffusion — prints using a random pattern of dots, which provides superior blending and image detail in bitmap images • Ordered dither — prints using an ordered pattern of dots, which works well with both bitmap and vector images • Halftoning — prints using evenly spaced dots of variable diameter, which provides sharper image detail with bitmap images Some dither method options are available only from certain printers. To change the dither source used for printing graphics 1 Right-click a graphic, click Image tools. 2 Click Edit attributes. 3 In the Image settings dialog box, click Print parameters. 4 In the Dither source area, enable one of the following options: • WordPerfect • Printer You should use the printer’s settings as the dither source, which are enabled by default, unless these settings provide poor printing results. To change a graphic’s halftone options 1 Right-click a graphic, and click Image tools. 2 Click Edit attributes. 3 In the Image settings dialog box, click Print parameters. 4 In the Dither method area, enable the Halftoning option. 5 In the Halftone options area, type a value in any of the following boxes: • Angle — changes the angle of the line screening • Lines per inch — changes the number of lines per inch in the halftone option Either option may be unavailable, depending on the printer driver selected. Halftone options are available only for PostScript printers. 84 WordPerfect X3 User Guide Laying out a print job You have different options for laying out a print job. For example, you can scale a print job, so that the printed area on the page is smaller or larger than normal. When scaling, you can choose to maintain the aspect ratio, so that the page height and width increase or decrease proportionally and the output is not distorted. You can scale a print job, so that the printed area on the page is smaller or larger than normal. When scaling, you can choose to maintain the aspect ratio, so that the page height and width increase or decrease proportionally and the output is not distorted. You can also adjust a print job to fit the output page by specifying the output orientation and margins. You can tile a print job, so that portions of each page are printed on separate sheets of paper. You can then assemble the pages into one large sheet. This is useful for printing documents, such as banners, that are larger than the printer paper. You can also print a document in thumbnail format. Thumbnails are miniature pictures of individual pages. Several thumbnails are printed on each piece of printer paper. If you need greater control when printing, you can specify advanced printing options such as printing in color or printing text as graphics. To scale a print job 1 Click File ` Print. 2 Click the Layout tab. 3 Enable the Scale/Tiling option. 4 In the Size area, type a value in the Width box. If you do not want to maintain the aspect ratio, disable the Maintain aspect ratio check box, and type a value in the Length box. 5 Click Print. If you enlarge a document by more than 100%, the document will be printed on multiple pages. The # of tiles box shows the number of pages that will be used when you print the document. To adjust a print job to fit the selected page 1 Click File ` Print. Printing 85 2 Click the Layout tab. 3 Enable the Fit to output page option. 4 Click Output page. 5 In the Page setup dialog box, choose a page definition from the list. 6 In the Orientation area, enable one of the following options: • Portrait — prints text and graphics on a page whose height is greater than its width • Landscape — prints text and graphics on a page whose width is greater than its height 7 In the Document margins area, type values in the following boxes: • Left • Right • Top • Bottom 8 Click OK. 9 Click Print. To tile a print job 1 Click File ` Print. 2 Click the Layout tab. 3 Enable the Scale/Tiling option. 4 Enable the Print tiled pages check box. 5 In the # of tiles area, type values in the following boxes: • Row • Column 6 Click Print. If the # of tiles column box is grayed, disable the Maintain aspect ratio check box. You can specify the size of the page you are tiling by clicking the Output page button. 86 WordPerfect X3 User Guide To print a document in thumbnail format 1 Click File ` Print. 2 Click the Layout tab. 3 Enable the Thumbnails option. 4 Type a value in the Thumbnail boxes, to specify the number of thumbnails. 5 In the Page ordering area, enable one of the following options: • Down — prints thumbnails consecutively in columns • Across — prints thumbnails consecutively in rows 6 Enable any of the following check boxes: • Show borders — prints page borders around each thumbnail • Show index — prints the page number for each thumbnail 7 Click Print. To adjust the advanced print options 1 Click File ` Print. 2 Click the Advanced tab. 3 Enable any of the following check boxes: • Print in color — prints file in color • Print text only — prints only the text of a document • Print text as graphics — prints text as graphics rather than as fonts downloaded to the printer. This option can also be useful if you are having trouble printing reversed text (white text on a black background). • Use graphic transparency — allows you to apply a transparency for a graphic if the printer used does not provide support for a transparency • Keep print history — keeps a record of print jobs • Reset number of copies each time — resets the number of copies after each print job is complete The Use graphic transparency option is enabled by default. The Print in color check box may be enabled by default when you choose a color printer. If you have a color printer selected, but the Print in color check box is grayed, click Properties on the Main page, and make sure that the color settings are correct for your printer. Printing 87 Saving print settings You can save print settings so you can retrieve them and apply them to other documents. Print settings are made up of printing properties such as the number of copies to print or printing text as graphics. You may require different print settings for different types of documents or printers. For example, you may use one for printing letters and another for printing envelopes. By default, the properties are retrieved from the printer you have selected and then the printer settings are applied. The default settings are in effect until you change them or you close the file. You can, however, save a selected printer’s settings and specify not to retrieve the settings from the printer each time you apply the settings. Therefore, if the printer’s settings are changed, the settings you saved do not change. If you no longer need the settings, you can delete them. You can also restore the factory application default settings. To save print settings 1 Click File ` Print. 2 On the Main page, choose a printer from the Name list box. 3 Choose the printing options you want to save from the Main, Layout, and Advanced pages. 4 On the Main page, click Edit settings. 5 In the Settings to save list, enable the check boxes next to the settings you want to save. If you disable a setting’s check box, the setting is not saved. 6 Type a name for the settings in the Name for current settings list box. 7 Disable the Use printer properties from currently selected printer check box. 8 Click Save. To automatically detect and save a printer's settings 1 Click File ` Print. 2 On the Main page, choose a printer from the Name list box. 3 Click Edit settings. 4 In the Edit settings dialog box, type a name for the settings in the Name for current settings list box. 88 WordPerfect X3 User Guide 5 Enable the Use printer properties from currently selected printer check box. 6 Enable the Save current printer properties with setting option. When you enable the Save current printer properties with setting option, the current printer properties are retrieved before saving, but they are not retrieved from the printer every time the setting is retrieved. Therefore, if the printer’s settings change, the settings you save do not change. 7 Click Save. If you disable any or all of the following check boxes: Number of copies, Collate, Two-sided printing, or Print in color, the settings are not retrieved from the printer and the settings specified in the Print dialog box are not saved. In order for the settings to be retrieved from the printer, the printer must have the specified settings available. If you disable a setting’s check box in the Settings to save list, the setting is not saved. To retrieve print settings 1 Click File ` Print. 2 Click the Main tab. 3 From the Settings list box, choose the saved settings you want to retrieve. If you are in the Edit settings dialog box, you can retrieve saved settings by choosing the settings from the Name for current settings list box and clicking Retrieve. To delete print settings 1 Click File ` Print. 2 Click the Main tab. 3 From the Settings list box, choose the settings you want to delete. 4 Click Edit settings. 5 Click Delete. Printing 89 You can’t delete the Application default settings. You can, however, restore the Application default factory settings. For more information about restoring the Application default settings, see “To restore the application default print settings” on page 90. To restore the application default print settings 1 Click File ` Print. 2 Click the Main tab. 3 From the Settings list box, choose Application default. 4 Click Edit settings. 5 Click Restore. Using printer commands You can control your printer using printer commands. Printer commands vary according to the printer installed. Check your printer documentation for information about printer commands to let you use the special functions of your printer. You can insert printer commands into a document from a printer command file. For more information about printer commands, see “Printer commands” on page 96. WordPerfect allows you to insert a code that pauses the printer at the cursor. After you send a printer command to the printer, you can reset the printer (using another printer command) to the printer’s default values to restore normal printer functions. For more information about your printer’s default values, see the printer manual. To insert printer commands into a document from a printer command file 1 Click where you want to insert the printer command. 2 Click Format ` Typesetting ` Printer command. 3 In the Printer command dialog box, enable the Printer command filename option. 4 Click Browse. 5 Choose the drive and folder where the printer command file is stored. 90 WordPerfect X3 User Guide 6 Double-click the printer command filename. To pause the printer at the cursor 1 Click where you want to pause the printer. 2 Click Format ` Typesetting ` Printer command. 3 Enable the Pause printer check box. To reset the printer 1 Click where you want to insert the printer command. 2 Click Format ` Typesetting ` Printer command. 3 In the Printer command dialog box, enable the Command option. 4 In the Command box, type the printer’s default values to insert in the document. Printing to a file You can print to a file instead of to a printer. This is useful if you don’t have a printer attached to your computer, or if you want to print the document on a printer other than the one attached to your computer. For more information about printing files to disk, see “Printing to files” on page 96. To print to a file 1 Click File ` Print. 2 On the Main page, choose a printer from the Name list box. 3 Enable the Print to file check box. 4 Click Print. 5 In the Print to file dialog box, choose the drive and folder where you want to save the file. 6 Type the name for the file in the File name box. 7 Click Save. When you print to a file, you can print directly from DOS to the printer it was formatted for. For example, if the file you printed to is named LETTER, saved Printing 91 to C:\, and the computer you are using is printing to LPT1, type copy/b c:\letter at a DOS prompt, then press Enter. You can also print the file using the DOS Print command. See the DOS reference manual for more information. Sending faxes If the fax driver for your modem is installed, you can fax a file to others. For information about installing fax drivers, consult the documentation included with your fax program. Before you can send a fax, you must select a fax driver. When you send a fax, you can choose to fax the entire file or fax only specific pages or sections. You can monitor the progress of a fax and view a list of the faxes sent during the current session. You can pause a fax. When you pause a fax, any other faxes in the list continue to transmit. To send a fax 1 Click Send to ` Fax. 2 On the Main page, choose a fax driver from the Name list box. 3 In the Print range area, enable one of the following options: • Full document — sends the entire document • Current page — sends the page where the cursor is located • Pages — sends the range of pages specified in the page box • Selected text — sends the selected text in the document (only available if text is selected) • Document summary — sends only the document summary (only available if a summary is created) 4 Click Fax. Your fax program should open to guide you through the faxing process. To view the status of a fax 1 Click File ` Print. 2 On the Main page, click Status. 92 WordPerfect X3 User Guide To pause a fax 1 Click File ` Print. 2 On the Main page, click Status. 3 In the Print history and status dialog box, choose a fax from the document list. 4 Click Document ` Pause printing. A check mark beside the Pause printing command indicates the fax is paused. You can also Resume sending a fax Choose a fax from the document list. Click Document ` Pause printing. Cancel a fax Choose a fax from the document list. Click Document ` Cancel printing. Fax jobs display in the order they were sent, with the current job at the top of the list. Reference: Printing This topic provides additional information about printing multiple pages, printing sections, printing labels, dithering methods, printer commands, and printing WordPerfect files to a disk. Printing multiple pages Some examples for printing multiple pages are listed in the table below. To print Type Pages 3, 5, and 8 3,5,8 Pages 3 and 8 3,8 Page 3 through the end of the document 3- The beginning of the document through page 3 -3 Pages 1 through 3 and 8 1-3,8 Printing 93 Pages 3, 5, and 9 through 15 3,5,9-15 You must type the page numbers in numerical order. For example, if you type 10, 1, 2, only page 10 will print. You can also print pages in reverse order. For more information about printing pages in reverse order, see “To print document pages in reverse order” on page 72. Printing sections You can specify the current page, chapter, or volume number in a document and then print specific pages from each section. For example, suppose a document has sections and page numbers as listed in the table below. Section Pages Preface i-vii Chapter 1 1-12 Chapter 2 1-20 Chapter 3 1-10 Index i-iii Some examples for printing sections of this document are listed in the table below. If no number is specified in the Volumes, Chapters, and Secondary pages list boxes, the first page of the document matching the page number (in Roman or Arabic) is printed. 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). A colon between numbers defines a specific page number, where the first number indicates the chapter, and the second indicates the page (for example, 2:3 prints chapter 2, page 3). 94 WordPerfect X3 User Guide For more information about numbering pages, see “Inserting chapter, volume, and page total numbers” in the online Help. Printing labels Labels are set up in WordPerfect so that you can print to portions of a page. Essentially, label printing is set up in the same way as divided pages. The sheet or roll of labels is called the physical page, and each individual label is called a logical page. WordPerfect includes many label definitions that are commonly used or that match commercially available labels. When you want to print labels or similar kinds of projects, browse the list to see if there is one that meets your needs. The default labels file for the United States, Canada, and other countries that use Imperial measurements is Avery labels EN.LAB, where EN is the two-letter language code (such as “EN” for English). The default labels file for countries that use the metric system is Avery labels A4.LAB. You can print the document with the label definition on another computer, but you cannot edit the definition itself. Because the printer information is in the printer driver, the same document on a different computer will not necessarily have the same printer information. This could affect where information prints at the margin. Dithering methods Dithering places pixels with specific colors or values relative to other pixels of a specific color. The relationship of one colored pixel to another creates the appearance of additional colors that do not exist in the color palette. With WordPerfect, you can control both the dithering method and the dithering source. Provided your printer supports these options, you can: • choose one of three color or grayscale blending methods (error diffusion, ordered dither, or halftone) • have dithering applied by WordPerfect or by your printer Error diffusion scatters pixels irregularly, making edges and colors softer. Ordered dithering approximates color blends using fixed dot patterns; as a result, solid colors are emphasized and edges appear harder. The halftone option is especially useful if you are making photocopies, since it can give your original image sharper detail. If you choose halftone dithering, you can further refine your selection, increasing the lines per inch (lpi) setting to increase image Printing 95 sharpness and reduce gray shading. You can use the dither source to specify where the bitmap or vector image is converted into the final format for printing. The image can be converted by WordPerfect or the printer. If you are using a PostScript printer, you can also specify the angle of line screening. Printer commands Printer commands vary according to the printer installed. Type printer commands using the syntax documented in your printer manual. To include a decimal value for a control code or character, enclose that value in angle brackets (such as <27> for ESC). WordPerfect does not check that printer commands are valid. You will know that a command in the document or printer command file is invalid or incorrect only if the document fails to print correctly. If the text within a printer command is printed, this means that the printer does not recognize it as a printer command. Check your printer manual to be sure you have entered the command correctly. Printing to files If you are planning to send the file to a service bureau for printing, you can print it to a file and then deliver the file to the service bureau on a disk or as an e-mail attachment. The file can then be printed from another computer, whether or not that computer has a copy of WordPerfect Office installed. Printing files to disk creates a PostScript file when you have a PostScript printer installed. PostScript is a page description language used to send instructions to a PostScript device about how to print each page. All the elements in a print job (for example, curves and text) are represented by lines of PostScript code that the printing device uses to produce the document. PostScript is not the only method for sending instructions to a printing device, and some printing devices are not compatible with PostScript. However, there are several functions that are unavailable if you are not using the PostScript printing device language. For example, without PostScript, you cannot adjust color separations and halftone screens. 96 WordPerfect X3 User Guide Merging documents When you merge documents, you combine a form document and a data source. The merge produces varying copies of the form document, each containing information from a specific record in the data source. In this section, you’ll learn about • creating data for a merge • working with form documents for a merge • associating merge files • performing a merge • converting merge files • sorting, viewing, and finding data in data files • editing merge data files • selecting specific data for merges • merging with address books • changing merge options • using merge commands • merge programming commands • working with levels, loops, and merge variables • working with merge expressions • expression terms You can program a merge by adding merge commands. For more information, see “Reference: The Merge toolbar and programming commands” on page 184. Creating data for a merge When you merge documents, you produce varying copies of a form document. Each copy contains specific information from a record in a data source, such as a data file, an address book, or keyboard input. Merging documents 97 To use a WordPerfect data file as the data source, you can create either a data text file or a data table file. In both types of data files, information is organized into records and fields. For example, a record may include a name, address, telephone number, and other contact information. Each item within the record, such as name or address, is recognized as a field. It is recommended that you use no more than 512 fields per record. When you create a data text file, each field is marked by the ENDFIELD code and each record by the ENDRECORD code. This is an example of a data text file containing 1) ENDFIELD codes and 2) ENDRECORD codes. When you create a data table file, fields and records are arranged in columns and rows. Each column contains a field. Each row contains a record. This is an example of a data table file containing 1) records, 2) fields, and 3) field names. You can retrieve data from other file formats to use as data files in WordPerfect. For example, you can retrieve and convert a database file, a spreadsheet file, an ODBC data source, or a text file. For information about converting files, see “Opening and previewing files” in the online Help. You can also use an address book as a merge data source. For information, see “Merging with address books” on page 117. When you create a data file, WordPerfect automatically inserts a Merge toolbar into the merge data file. 98 WordPerfect X3 User Guide For more information about the Merge toolbar, see “Using the Merge toolbar” on page 184. To create a data file for a merge 1 Click Tools ` Merge. 2 In the Merge dialog box, click Data source ` Create data file. If there is text in the active document, enable one of the following options in the Data file source dialog box: • Use file in the active window — uses the active document • New document window — creates a new document 3 Click OK. 4 In the Create data file dialog box, type the name of a field in the Name a field box. For example, if you are creating data for a form letter, you might include fields such as name, address, city, province, postal code, phone number, and e-mail address. To create a data table file, enable the Format records in a table check box. 5 Click Add. 6 To organize a selected field, click any of the following: • Replace — replaces the name of the selected field • Delete — deletes the selected field • Move up — moves the selected field up in the Fields used in merge list • Move down — moves the selected field down in the Fields used in merge list 7 When you are satisfied with the field names and arrangement for your data file, click OK. 8 In the Quick data entry dialog box, type information for each field that you have created. 9 Click New record to add the completed record to your data file. Repeat steps 8 and 9 to continue adding records to your data file. Click Close, and click Yes. You can also Number the fields in an empty data file Merging documents Click OK in the Create data file dialog box. Specify the number of fields in the Number of fields in each record box. 99 It is recommended that you use no more than 512 fields per record. To add a line to a field, press Ctrl + Enter. Press Tab to move to the next field. Working with form documents for a merge A form document provides the pattern and layout for a merged document. It can contain text, formatting, graphics, and merge commands. You create form documents the same way you create regular documents; however, you insert merge commands which are replaced by information from a data source during the merge. For more information about inserting merge commands, see “Using merge commands” on page 122. This is an example of a form document containing 1) FIELD codes where the name and address of the recipient are inserted and 2) text for a letter. At the top of the document window, WordPerfect inserts the Merge toolbar to give you greater control over a merge. For more information about the Merge toolbar, see “Using the Merge toolbar” on page 184. WordPerfect lets you create a form document that you can personalize during a keyboard merge. A keyboard merge lets you enter information into the form document 100 WordPerfect X3 User Guide each time you need to send it. For more information about the KEYBOARD command, see “Merge programming commands” on page 125. You also can create a form document for labels and merged text that is oriented sideways. If you do not want to create a new series of merged documents, you can send all of the merged data to a table. After you perform the merge, all of the merged output will be formatted into a single table with each column representing a field. To create a form document for a merge 1 Click Tools ` Merge. 2 In the Merge dialog box, click Form document ` Create form document. If there is text in the active document, enable one of the following options in the Data file source dialog box: • Use file in active window — uses the active document • New document window — creates a new document 3 Click OK. 4 In the Associate form and data dialog box, enable one of the following: • Associate a data file — specifies the path and filename for the file • Associate an address book — specifies an address book • Associate an ODBC data source — lets you select the ODBC source to use • No association — does not associate any data file 5 Click OK. 6 Type text, apply formatting, and insert merge commands in the form document. You can now begin inserting fields in the form document. For information about inserting merge commands, see “To insert a merge command” on page 123. For information about inserting fields, see “To insert a field in a form document for a merge” on page 101. To insert a field in a form document for a merge 1 Click Insert Field on the Merge toolbar. 2 Click in the form document where you want data to be filled in from a data source. 3 In the Insert field name and number dialog box, choose a field from the Field names list. Merging documents 101 You can keep the Insert field name and number dialog box open and continue to add information and formatting to the form document. 4 Click Insert. To create a form document for labels 1 Click Tools ` Merge. 2 In the Merge dialog box, click Form document ` Create form document. If you have typed in the current document, enable one of the following options in the Data file source dialog box: • Use file in active window — uses the active document • New document window — creates a new document 3 In the Associate form and data dialog box, enable the Associate an address book option, and choose an address book from the list box. 4 Click OK. 5 On the WordPerfect menu bar, click Format ` Labels. 6 In the List labels for area, enable one of the following label options: • Laser printed — displays laser label options • Tractor-fed — displays tractor-fed label options • Both — displays laser and tractor-fed label options 7 Choose a label style from the Labels list, and click Select. 8 Insert fields in the form document. For information about inserting fields, see “To insert a field in a form document for a merge” on page 101. You can merge selected records from an address book. For information, see “To merge selected records from an address book” on page 118. To create a sideways text form document 1 Click Tools ` Merge. 2 In the Merge dialog box, click Form document ` Create form document. If there is text in the active document, enable one of the following options in the Data file source dialog box: • Use file in active window — uses the active document 102 WordPerfect X3 User Guide • New document window — creates a new document 3 Click OK. 4 In the Associate form and data dialog box, enable one of the following options: • Associate a data file — specifies the path and filename for the associated data file • Associate an address book — specifies an address book • Associate an ODBC data source — lets you select the ODBC source • No association — does not associate any data file 5 Click OK. 6 On the WordPerfect menu bar, click Insert ` Text box. 7 Insert fields in the new text box, and click Close. 8 Right-click the text box, and click Content. 9 Enable a rotation option in the Rotate text counterclockwise area, and click OK. For information about inserting fields, see “To insert a field in a form document for a merge” on page 101. To create a form document for a keyboard merge 1 Click Tools ` Merge. 2 In the Merge dialog box, click Form document ` Create form document. If there is text in the active document, enable one of the following options in the Data file source dialog box: • Use file in active window — uses the active document • New document window — creates a new document 3 Click OK. 4 In the Associate form and data dialog box, enable one of the following options: • Associate a data file — specifies a path and filename for the associated data file • Associate an address book — specifies an address book • Associate an ODBC data source — lets you select the ODBC source • No association — does not associate any data file 5 Click OK. 6 Add text and formatting, and insert fields in the form document. 7 Click where you want to insert a keyboard prompt in the form document. Merging documents 103 8 On the Merge toolbar, click Insert merge code, and choose Keyboard. 9 In the Insert merge code dialog box, type a user prompt for the information to be entered and click OK. To create a table for a merge 1 Click Tools ` Merge. 2 In the Merge dialog box, click Form document ` Create form document. If there is text in the active document, enable one of the following options in the Data file source dialog box: • Use file in active window — uses the active document • New document window — creates a new document 3 In the Associate form and data dialog box, enable one of the following options and click OK: • Associate a data file — specifies the path and filename for the associated data file • Associate an address book — specifies an address book • Associate an ODBC data source — lets you select an ODBC source • No association — does not associate any data file 4 On the WordPerfect menu bar, click Table ` Create and in the Create table dialog box, type the specified values in the following boxes: • Columns — number of columns • Rows — 2 5 Click Create, and type a heading in each cell of the first row. 6 Right-click the table, click Format, and on the Table tab, enable the Insert new rows automatically check box, and click OK. 7 Insert fields in the second row of the table, and click Close. 8 Click at the end of the last cell in the second row, and on the Merge toolbar, click Insert merge code and choose More. 9 In the Insert merge codes dialog box, choose REPEATROW from the Merge codes list, click Insert, and click Close. After merging, the table expands one row for each record in the associated data file. 104 WordPerfect X3 User Guide Press Tab to move to the next cell. Associating merge files Before you can merge documents, you must link a data source filename to a form document. This is called associating a data source. You can associate a data source with a form document, or you can associate a form document with a data file, such as an ODBC data source. The association is always stored in the form document. If the data source changes, you can associate a different data file. You can also go to an associated form document from its data file or to an associated data file from its form document. To associate a data file with a form document 1 Open a data file. 2 Click Go to form on the Merge toolbar. 3 In the Associate dialog box, click one of the following: • Select — associates an existing form document • Create — creates a new form document The association is stored in the form document. To associate a form document with a data source 1 Open a form document that has no association with a data source. 2 Click Go to data on the Merge toolbar. 3 Click one of the following: • Select — associates a data file • Create — creates and names a new data file or form file • Address book — associates an address book • ODBC — associates an ODBC data source For information about associating an ODBC data source, see “To associate a form document with an ODBC data source” on page 106. Merging documents 105 To associate a form document with an ODBC data source 1 Open a form document that has no association with a data source. 2 Click Go to data on the Merge toolbar. 3 Click ODBC. If prompted, log in to the database. 4 Choose a location from the Data source list box. 5 From the Table list box, choose a table in the database that contains the merge data. For more information about logging in to an ODBC database, see the online Help for the Microsoft® SQL Server™ ODBC driver. To go to the associated data file 1 Open a form document. 2 On the Merge toolbar, click Go to data. If there is no associated data file, you can select an existing data file or create a new one. For information about associating a data source, see “To associate a form document with a data source” on page 105. For information about creating a data file, see “To create a data file for a merge” on page 99. To go to the associated form document 1 Open a data file. 2 On the Merge toolbar, click Go to form. The associated form document must be open. The association is stored in the form document. To change the associated data source 1 Open a form document. 2 Click Insert field on the Merge toolbar. 3 Click Data source, and browse to locate a data file. 106 WordPerfect X3 User Guide Performing a merge When you merge documents, you combine a form document and a data source. WordPerfect provides a variety of output options for the merged documents. For example, you can save it to disk, print it, or add it to the active document. This is an example of 1) a data source document, 2) a form document, and 3) merged documents. You can perform a keyboard merge and add information at the time of the merge. When you perform the keyboard merge, WordPerfect pauses the merge as specified in the form document and waits for you to enter information from the keyboard. You can create envelopes as you merge a form document (such as a letter), or you can create merged envelopes on their own. An envelope is created for each record selected in the data source. For more information about working with envelopes, see “Creating and editing envelopes” in the online Help. You can also send each merged document as e-mail. Please note that it is recommended that you use no more than 512 fields per record. To perform a merge 1 Click Tools ` Merge. 2 In the Merge dialog box, click Form document, and choose the location of the form file to merge. 3 Click Data source, and choose the location of the data file to merge. 4 Click Output, and choose one of the following: • Current document • New document • Printer 5 Click Merge. Merging documents 107 You can also Stop a merge in progress Press Esc. Save the merged file to disk Click Output ` File on disk. Choose the folder, drive, and where you want to save the file. Type a filename in the Filename list box. Click Select. You can also perform a keyboard merge by clicking Merge on the Merge toolbar. For more information about using the Merge toolbar, see “Using the Merge toolbar” on page 184. To merge to envelopes 1 Click Tools ` Merge. 2 Click Form document, and choose the location of the form document. If you are merging envelopes only, click Current document as the location of the form file. 3 Click Data source, and choose the location of the data file. 4 Click Envelopes. 5 On the Merge toolbar, click Insert Field and insert fields in the form document. 6 Click Close. 7 Click Continue merge on the Merge toolbar. 8 Click Output, and choose a location for the merged file. 9 Click Merge. The merged envelopes are placed at the end of the merged file. If there is an existing envelope for this document, you can edit, cancel, or define the envelope. For more information about creating envelopes, see “Creating and editing envelopes” in the online Help. To perform a keyboard merge 1 Open a form or data file containing the KEYBOARD merge command. 108 WordPerfect X3 User Guide 2 Click Tools ` Merge. 3 Click Form document, and choose Current document. 4 Click Data source, and choose the location of the data file. 5 Click Output, and choose a location for the merged file. 6 Click Merge. 7 When the merge pauses at the KEYBOARD command, type the information as prompted. 8 On the Merge toolbar, click Continue. You can also Skip a record Review the data in the Next record list box on the Merge toolbar. Click Skip next record. Stop a keyboard merge Click Stop on the Merge toolbar. To continue the merge to the end of the active record and ignore all other merge commands, click Quit on the Merge toolbar. To merge to e-mail 1 Click Tools ` Merge. 2 Click Form document, and choose the location of the form file to merge. 3 Click Data source, and choose the location of the data file to merge. 4 Click Output, and choose E-mail. 5 Choose the field containing the e-mail address from the Select field name of email address list box. 6 In the Subject line box, type the subject line for the merged e-mail message. 7 Click OK. 8 Click Merge. 9 Choose a profile from the Profile name list box. Merging documents 109 Converting merge files You can convert form documents and data files to regular WordPerfect documents. When a file is converted, it is no longer recognized as a form document or a data file for a merge, and the Merge toolbar is removed. For information about the Merge toolbar, see “Using the Merge toolbar” on page 184. You can also convert a table to a data text file. When you use a data file that is not formatted for a merge, WordPerfect imports and converts it for the merge. You can use the file one time and not save it as a merge file, or you can save the file in WordPerfect format so that you can use it again. You can also import data in other forms, such as a spreadsheet, database, or text file, into a data text file for a merge. For more information, see “To link or embed spreadsheet data as regular text”, “To link or embed a database as regular text”, and “To link or embed a delimited text file” in the online Help. It is recommended that you use no more than 512 fields per record. To convert a form document or data file to a regular document 1 Open a data file or a form document. 2 On the Merge toolbar, click Options, and choose Remove merge bar. One of the following dialog boxes displays: • The file will not be recognized as a merge file — indicates that the active file will not be recognized as a merge form document or merge data file • Data file association will be lost — indicates that the active file will not be recognized as a merge form document and will not be associated with any data file After the Merge toolbar has been removed, you cannot click Undo to display it again. You need to re-create the merge file. To convert a table to a data text file for a merge 1 Select a table. 2 Press Backspace. 3 Enable the Convert table contents option. 4 Click OK. 110 WordPerfect X3 User Guide 5 Enable the Convert text to merge data file (.dat) option. If you want to convert the cells in the first row to field names, enable the Use text as first row as field names check box. Sorting, viewing, and finding data in data files You can sort a data file. Using the Quick data entry feature in WordPerfect, you can scroll through the records and fields in a data file to view them. You can also find records that contain specific text. To sort a data file 1 On the Merge toolbar, click Options, and choose Sort. 2 Choose a criterion from the Sort by box. 3 Click Sort. The table is sorted alphabetically or numerically in ascending order based on the first cell in each row. For more information about sorting records, see “Working with records” in the online Help. To view records in a data file using Quick data entry 1 Click Quick entry on the Merge toolbar. 2 Click one of the following: • First • Previous • Next • Last 3 Click Close. To view a field in a data file using Quick data entry 1 Click Quick entry on the Merge toolbar. 2 Click any of the following: • Next field — moves the cursor to the next field • Previous field — moves the cursor to the previous field Merging documents 111 To find text in a data file using Quick data entry 1 Click Quick entry on the Merge toolbar. 2 Click Find, and type the text to match in the Find box. 3 Click one of the following: • Find next — moves to the next record containing the text specified • Find previous — moves to the previous record containing the text specified Depending on which record is displayed, Find next or Find previous may be grayed. If no record is found, the first record in the data file displays. Editing merge data files A data file organizes data for a merge into fields and records and can be formatted as either a data text file or a data table file. In a data table file, information is organized in a table. Each column of the table contains a field, and each row contains a record. You can add and delete columns and rows from a data table. In a data text file, fields are separated by an ENDFIELD code. Records are separated by an ENDRECORD code and a hard page break. WordPerfect lets you add fields to and delete fields from records. You can also add field names and records to data text files. Using Quick data entry, you can add and delete fields or records in both data text files and data table files. You can also edit the contents of fields in records. It is recommended that you use no more than 512 fields per record. To add a column to a data table 1 Click in a column next to where you want to add a new column. 2 On the Merge toolbar, click Column, and choose Insert. 3 Type the name of the new field in the Field name box. 4 Click one of the following: • Before current field — inserts the new field before the selected column • After current field — inserts the new field after the selected column • After last field — inserts the new field as the last column in the table 112 WordPerfect X3 User Guide It is recommended that you use no more than 512 fields per record. To delete a column from a data table 1 Click in a column. 2 Click Column on the Merge toolbar. 3 Choose Delete. To add a row to a data table 1 Click in a row next to where you want to add a new row. 2 On the Merge toolbar, click Row, and choose Insert. 3 Click one of the following: • Add row above current row • Add row below current row • Add row to end of table To delete a row from a data table 1 Click in a row. 2 On the Merge toolbar, click Row and choose Delete. To add or delete a field from a data text file record To Do the following Add a field Click where you want to add the field. Type data, and click End field on the Merge toolbar. Delete a field Select the text and the ENDFIELD merge code. Press Delete. It is recommended that you use no more than 512 fields per record. Merging documents 113 To add or delete a field name from a data text file To Do the following Add a field name Click where you want to add a field. The cursor must be within the parentheses of the Fieldnames code. Type the new field name followed by a semicolon. Delete a field name Click within the parentheses of the Fieldnames code. Select the field name and following semicolon. Press Delete. A semicolon, but no spaces, separates each field name. You need to manually add or delete fields from records. For information, see “To add or delete a field from a data text file record” on page 113. It is recommended that you use no more than 512 fields per record. To add a record to a data text file 1 Type the text for the first field. 2 Click End field on the Merge toolbar. 3 Click after the last ENDFIELD code of the record. 4 Click End record on the Merge toolbar. You can also Delete a record from a data text file Select the record, including the ENDFIELD and ENDRECORD codes and the hard page break at the end of the record. Press Delete. Print a data text file Click Tools ` Merge. On the Merge toolbar, click Options, and choose Print. To add a field to a data file using Quick data entry 1 Click Quick Entry on the Merge toolbar. 2 Click Field names. 114 WordPerfect X3 User Guide 3 Type the field name in the Field name box. 4 Click one of the following: • Add — adds the new field after the selected field • Add before — adds the new field before the selected field You can also Replace a field name in a data file Choose a field from the Fields used in merge list box. Click Replace. Delete a field from a data file Choose a field from the Fields used in merge list box. Click Delete. If you replace a field name, information in that field will be deleted from each record in the data file. For example, if you replace “Address” with “Street Address,” all data in the “Address” field in all records will be deleted. If you delete a field name, information in that field will be deleted from each record in the data file. It is recommended that you use no more than 512 fields per record. To add a record to a data file using Quick data entry 1 Click Quick entry on the Merge toolbar. 2 Click New record. 3 Type the data for a field. 4 Click Close. You can also Delete the displayed record Click Delete record. Press Enter to move to the next field. To edit fields using Quick data entry 1 Click Quick entry on the Merge toolbar. 2 Click in the field you want to edit. Merging documents 115 If you want to edit dimmed fields, enable the Allow editing of dimmed fields check box. 3 Type text. If you edit fields with functions, the functions are deleted. For information about finding data in a data file, see “Sorting, viewing, and finding data in data files” on page 111. Selecting specific data for merges When you merge documents, you produce varying copies of the form document. Each copy contains specific information from a record in the data source. If you do not want to merge all the records in a data source, you can limit a merge to certain records in the data file by marking a range of records that you want to merge or by specifying conditions for records. It is recommended that you use no more than 512 fields per record. To mark records for a merge 1 Click Tools ` Merge. 2 In the Merge dialog box, click Form document, and choose the location of the form file. 3 Click Data source, and choose the location of the data file. 4 Click Records. 5 Enable the Mark records option in the Selection method area. 6 Type the range of records to display in the Display records from boxes. 7 Choose the first field to display in the First field to display box. 8 Click Update record list. 9 Click OK. You can also Mark individual records Enable the records in the Record list box. Select all records Click Mark all records in list. 116 WordPerfect X3 User Guide You can also Clear all marked records Click Unmark all records in list. To specify conditions for a merge 1 Click Tools ` Merge. 2 Click Merge. 3 Click Form document, and choose the location of the form file. 4 Click Data source, and choose the location of the data file. 5 Click Records. 6 Enable the Specify conditions option in the Selection method area. 7 Select a field from the Field list box. 8 Type the selection criteria in the Condition text boxes. If you want to see examples of selection criteria, click Example. 9 Click OK. You can also Choose a range of records Enable the Record number range check box. In the From box, type the first record in the range. In the To box, type the last number in the range. Reset conditions Click Clear all. Merging with address books When you use an address book as the data source for a merge, you do not have to create a data file. You can merge all records or select specific records from an address book and merge them directly to letters, envelopes, labels, or form documents. By default, WordPerfect lets you access Directory Server, MAPI, and Windows address books through the Microsoft Outlook address book. For more information about using Microsoft Outlook, see “Using Microsoft Outlook address books in WordPerfect” in the online Help. Merging documents 117 You can also create a merge data file by using the records in an address book. WordPerfect lets you create a data file by using all records or selected ones. When you merge information from an address book, the records are interpreted as a merge data file at the time of the merge. If you want to save address book information as a merge data file, you can use the adrs2mrg.wcm macro included with WordPerfect. For more information about macros, see “Recordings, macros, and automation features” on page 191. You can merge envelopes with a form document by using an address book. You can also insert address book records as labels. It is recommended that you use no more than 512 fields per record. To merge using an address book 1 In a form document, click Tools ` Merge. 2 Click Data source. Choose Address book, and choose an address book from the enabled list box. 3 Click Output, and choose a format for the merged file. 4 Click Merge. If you have selected records from an address book before starting the merge, those are the records that merge unless you specify others. To merge selected records from an address book 1 Click Tools ` Merge. 2 Click Form document, and choose the location of the form document. 3 Click Data source, choose Address book, and choose an address book from the list box. 4 Click Records. 5 Hold down Ctrl, click each entry to use, and click OK. 6 In the Format address dialog box, click OK. 7 Click Output, and choose a format for the merged file. 8 Click Merge. 118 WordPerfect X3 User Guide To create a merge data file from an address book 1 Click Tools ` Macro ` Play. 2 Choose adrs2mrg.wcm. 3 Click Play. 4 Enable the All records from address book option. 5 Choose an address book from the Select address book list box. 6 Click OK. To create a merge data file from selected address book records 1 Click Tools ` Macro ` Play. 2 Choose adrs2mrg.wcm, and click Play. 3 Enable the Selected records option. 4 Click Select records, and click OK. 5 In the list of categories, double-click the type of address book, and click an address book. 6 Hold down Ctrl, click each entry you want to use, and click Insert. 7 In the Format address dialog box, click OK. 8 In the Address book to merge dialog box, click OK. If the adrs2mrg.wcm macro is not listed, you need to install it. To merge envelopes and a form document with an address book 1 Click Tools ` Merge. 2 Click Data source, choose Address book, and choose an address book from the list box. 3 Click Envelopes. If there is an existing envelope for this document, you can edit, cancel, or define the envelope. 4 Click where you want to insert a field. 5 Click Insert field on the Merge toolbar, choose a field, and click Insert. 6 Click Close. Merging documents 119 7 Click Continue on the Merge toolbar. 8 Click Form document, and choose the location of the form file. 9 Click Output, choose the location for the merged file, and click Merge. You can also Merge only envelopes using an address book Open a blank form document. Print envelopes using an address book Click Output, and choose Printer. Click Merge. Reset envelope, form, and data options Click Reset in the Merge dialog box. When you merge envelopes with an address book, you cannot add graphics to the envelope. Only the return address, the recipient’s address, and a bar code can be used. You can add extra text, such as “Air Mail,” below the return address or above the recipient’s address. The extra text prints in the same font as the addresses. For more information about creating envelopes, see “Creating and editing envelopes” in the online Help. The merged envelopes are placed at the end of the merged file. To insert an address book record as a label 1 In a new document window, click Tools ` Merge. If you have typed in the document, enable the New document window option in the Create merge file dialog box. 2 In the Associate form and data dialog box, enable the Associate an address book option, and choose an address book from the list box. 3 Click Format ` Labels on the WordPerfect menu bar. 4 In the List labels for area, enable one of the following label options: • Laser printed — displays laser label options • Tractor-fed — displays tractor-fed label options • Both — displays both laser and tractor-fed label options 5 Choose a label format from the Labels list, and click Select. 6 Click where you want to insert the address label. 7 Click Tools ` Address book. 8 Choose an address, and click Insert. 120 WordPerfect X3 User Guide 9 In the Format address dialog box, choose a format from the Format list box. Changing merge options When you perform a merge, you combine a form document with a data source to form a new set of documents. You can change the default file extensions for merge forms and data files. Merge options can be changed. For example, you can specify the number of copies to produce for each merged document. WordPerfect lets you separate each merged record with a page break and insert a blank line for each empty field. You can also reset all of the options to the default. To specify an extension for merge filenames 1 Click Tools ` Settings. 2 Double-click Files. 3 In the Files settings dialog box, click the Merge/Macro tab. 4 Disable the following check boxes: • Use default form file extension on open and save • Use default data file extension on open and save 5 Type an extension in the following boxes: • Use default form file extension on open and save — specifies the file extension for form files. The default is .frm. • Use default data file extension on open and save — specifies the file extension for data files. The default is .dat. To change merge options To Do the following Specify the number of copies for each merged record Click Tools ` Merge. Click Options. Type a value in the Number of copies for each record box. Separate merged documents with a page break Click Tools ` Merge. Click Options. Enable the Separate each merged document with a page break check box. Merging documents 121 To Do the following Insert a blank line for an empty field Click Tools ` Merge. Click Options. Choose Leave blank line from the If field is empty in data source list box. Remove a blank line representing an empty field Click Tools ` Merge. Click Options. Choose Remove blank line in the If field is empty in data source list box. Reset merge options to the default Click Tools ` Merge. Click Reset. If Reset is disabled in the Perform merge dialog box, all options (envelope, form, and data) are set to the default. Using merge commands Merge commands (or merge codes) help you customize and automate a merge. Merge commands instruct WordPerfect how to combine data sources and form documents. Like macro commands, they resemble programming languages in the use of a language (syntax), variables, and logical operations. Merge codes are displayed in red and the text you type is displayed in black. You can customize a merge by inserting merge commands. For example, if you add the DATE command to a letter, WordPerfect will replace the [DATE] code with the current date. You can also delete, display, or hide merge commands. 122 WordPerfect X3 User Guide WordPerfect performs a specific function for each merge command. Some codes are accessible as buttons on the Merge toolbar. Other merge commands require careful placement and the correct use of parameters and other commands. The POSTNET command can be inserted into a form document. A POSTNET bar code is a postal symbol used for addresses in the United States. WordPerfect inserts the POSTNET bar code for the specified ZIP code. You can insert the same POSTNET bar code for all of the records in a merge, or you can insert a different code for each record in a data file. To insert a merge command 1 On the Merge toolbar, click Insert merge code, and click More. 2 Click where you want to insert a merge code. 3 Choose a merge code from the Merge codes list box. 4 Click Insert. If prompted, type parameters, and click OK. For more information, see “Reference: The Merge toolbar and programming commands” on page 184. To delete a merge command 1 Click at the beginning or end of a merge command. 2 Press Delete. When you delete merge commands, WordPerfect will remove the code and parentheses, leaving prompts and parameters. To display or hide a merge command 1 Click Tools ` Settings. 2 Click Display. 3 In the Display settings dialog box, click the Merge tab. 4 Enable one of the following options: • Display merge codes — displays the merge commands • Display merge codes as markers — displays command markers only Merging documents 123 • Hide merge codes — does not display commands You can also click Options on the Merge toolbar to display or hide merge codes. To display or hide a merge command for a keyboard merge 1 Click Tools ` Merge. 2 Click Options. 3 Choose one of the following options from the Display merge codes list box: • Show codes — displays the merge commands • Hide codes — does not display commands • Show as markers — displays command markers only To merge a single POSTNET bar command in a form document 1 On the Merge toolbar, click Insert merge code, and click More. 2 Click where you want to insert the POSTNET bar command. 3 Choose POSTNET(string) from the Merge codes list box. 4 Click Insert. 5 Type the ZIP code between the parentheses of the POSTNET command. 6 Click Close. To insert a merge field for a POSTNET bar command 1 Click Insert merge code, and click More on the Merge toolbar. 2 Click where you want to insert the POSTNET bar code. 3 Choose POSTNET(string) from the Insert merge codes list box. 4 Click Insert. 5 Click between the parentheses of the POSTNET command. 6 Click Insert field on the Merge toolbar. 7 In the Field names box, choose the field containing the ZIP code. 8 Click Insert and close. 124 WordPerfect X3 User Guide To choose a field, you must have associated a data source with the form document. If not, you can type the name of the field, making sure that it matches the field name in the data source. For information about data sources, see “Associating merge files” on page 105. For information about form documents, see “Working with form documents for a merge” on page 100. Merge programming commands WordPerfect merge programming commands let you program a merge. Many commands are similar to those in other programming languages. The following commands can be used in merge. For more information about each command, click on the command name to link to the command’s Help topic. For information on merging, see “Merging documents” on page 97. ASSIGN(var;expr) ASSIGNLOCAL(var;expr) BEEP BREAK CALL(label) CANCELOFF CANCELON CAPS(expr) CASEOF(expr[;...;expr]) CHAINDATA(filename) CHAINFORM(filename) CHAINMACRO(macroname) CHAR(var[;prompt][;title]) CODES(merge codes) COMMENT(comment) CONTINUE CTON(character) Merging documents 125 DATE DEFAULT DISPLAYSTOP DOCUMENT(filename) ELSE EMBEDMACRO(macro statements) ENDFIELD ENDFOR ENDIF ENDRECORD ENDSWITCH ENDWHILE FIELD(field) FIELDNAMES(name1;...;nameN) FIRSTCAP(expr) FOREACH(var;expr1;...;exprN) FORNEXT(var;start;stop[;step]) GETSTRING(var[;prompt][;title]) GO(label) IF(expr) IFBLANK(field) IFEXISTS(var) IFNOTBLANK(field) INSERT(text) KEYBOARD([prompt]) LABEL(label) LOOK(var) 126 WordPerfect X3 User Guide MRGCMND(merge codes) NESTDATA(filename) NESTFORM(filename) NESTMACRO(macroname) NEXT NEXTRECORD NTOC(number) ONCANCEL(action) ONERROR(action) PAGEOFF PAGEON POSTNET(string) PRINT PROCESSOFF PROCESSON PROMPT(message) QUIT REPEATROW RETURN RETURNCANCEL RETURNERROR REWRITE STATUSPROMPT(message) STEPOFF STEPON STOP STRLEN(expr) Merging documents 127 STRPOS(expr;subexpr) SUBSTDATA(filename) SUBSTFORM(filename) SUBSTR(expr;start;length) SWITCH(expr) SYSTEM(sysvar) TOLOWER(expr) TOUPPER(expr) VARIABLE(var) WAIT(10ths second) WHILE(expr) ASSIGN(var;expr) Use ASSIGN to assign the value returned by expr to the global variable var. You do not need to enclose the expression in quotes. Expressions are evaluated, and the result is assigned to the variable. Non-numeric characters and expressions that cannot be evaluated numerically are treated as strings. After a value has been assigned to a variable, the variable command VARIABLE(var) can be placed anywhere you would normally place the variable contents. To erase a variable (remove it from memory), leave the expr argument empty. For example, you could use the command ASSIGN(Fred;) to erase a variable named Fred. When you erase a variable, it no longer “exists.” For information, see “IFEXISTS(var)” on page 148. To assign a local variable, see “ASSIGNLOCAL(var;expr)” on page 169. In the following example, the variable Fred is first assigned a value, then an expression, then a string. CODES( ASSIGN(Fred;3) Assign 3 to variable Fred. 128 WordPerfect X3 User Guide ASSIGN(Fred;VARIABLE(Fred)*2) Multiply old value of variable Fred by 2; assign the result (6) as the new value of variable Fred. ASSIGN(Fred;WordPerfect) Assign the string “WordPerfect” to variable Fred. VARIABLE(Fred) Return the value of the variable to the document. ) BEEP Use BEEP to cause your computer to beep. This command is often useful in combination with CHAR, KEYBOARD, PROMPT, STATUSPROMPT, and GETSTRING, which prompt the user. You can also use it to signal various points of the merge, such as the end of a lengthy process. The following example sounds a beep at each keyboard pause. The user enters the requested information, then clicks Continue on the Merge toolbar or presses Alt + Enter (ENDFIELD) to continue to the next prompt. MEMO To: BEEP KEYBOARD(Enter To information) From: BEEP KEYBOARD(Enter From information) Date: DATE Subject: BEEP KEYBOARD(Enter Subject information) BREAK Use BREAK to exit from a loop before it would normally end. The location of the command and the type of file it is in determine how it functions. The rules that govern how BREAK functions are listed below. Each of the following rules assumes that the previous rules do not hold. • If BREAK is encountered within a FORNEXT or WHILE structure, execution moves to the end of the structure (just after the ENDFOR or ENDWHILE). If Merging documents 129 these structures are nested, execution moves after the ENDFOR or ENDWHILE command of the current level. • If BREAK is encountered in a nested file, execution returns to the parent file. • If BREAK is encountered in a form file, the merge moves to the top of the form file and continues with the next data record. • If BREAK is encountered in a data file, the merge is terminated. The following example uses BREAK to exit an infinite loop when the correct number is guessed. CODES( ASSIGN(Actual Number;SUBSTR(SYSTEM(random);3;1)) WHILE(1) CHAR(Guess;Guess a number between 0 - 9?;Guessing Game) IF(VARIABLE(Guess)=VARIABLE(Actual Number)) BEEP PROMPT(Correct, the number was VARIABLE(Actual Number)) WAIT(30) BREAK ELSE PROMPT(Sorry, the number wasn’t VARIABLE(Guess)) WAIT(10) ENDIF ENDWHILE ) CALL(label) Use CALL to transfer execution to the label subroutine. When execution of the subroutine is completed (when a RETURN is encountered in the subroutine), execution returns to the command following CALL. For more information about subroutines and labels, see “Levels” on page 170. 130 WordPerfect X3 User Guide The example below is a form file that creates a data file. The Info subroutine is called to get the information for each record. GETSTRING prompts the user to enter information and assigns the information to a variable. MRGCMND places the necessary merge codes into the data file being created. When no name is entered for variable name, that variable is erased. IFEXISTS then returns a false (0), and QUIT is executed, ending the merge. CODES( MRGCMND(FIELDNAMES(Name;Address;City;State;ZIP)ENDRECORD ==================================== ) WHILE(1) CALL(Info) VARIABLE(name)MRGCMND(ENDFIELD) VARIABLE(address)MRGCMND(ENDFIELD) VARIABLE(city)MRGCMND(ENDFIELD) VARIABLE(state)MRGCMND(ENDFIELD) VARIABLE(zip)MRGCMND(ENDFIELD) MRGCMND(ENDRECORD) ==================================== ENDWHILE LABEL(Info) GETSTRING(name;Enter Name or choose Cancel to Quit;Name) IFEXISTS(name) ELSE QUIT ENDIF GETSTRING(address;Enter Address;Address) GETSTRING(city;Enter City;City) Merging documents 131 GETSTRING(state;Enter State;State) GETSTRING(zip;Enter ZIP Code;ZIP Code) RETURN ) CANCELOFF Use CANCELOFF to stop the Esc key from performing its normal function. CANCELOFF is useful to prevent a user from stopping a merge by pressing Esc. CANCELOFF • (During this part of the merge, pressing Cancel does not end the merge.) CANCELON • (During this part of the merge, pressing Cancel does not end the merge.) CANCELON Use CANCELON to enable the Esc key after it has been disabled with the CANCELOFF command. For an example of CANCELON, see “CANCELOFF” on page 132. CAPS(expr) Use CAPS to capitalize the first character of each word in the returned expression expr. To change all letters in a returned expression to uppercase or lowercase, see “TOUPPER(expr)” on page 168 or “TOLOWER(expr)” on page 168. To capitalize only the first letter of the first word, see “FIRSTCAP(expr)” on page 144. In the example below, CAPS capitalizes the first letter of each word in the name, address, and city variables. TOUPPER capitalizes both letters of the state abbreviation. FIRSTCAP capitalizes the first letter of the first word in the comments string. TOLOWER ensures that the merge will continue if either an uppercase or a lowercase “y” is assigned to VARIABLE(char). CODES( LABEL(info) GETSTRING(name;Enter Name;Name) 132 WordPerfect X3 User Guide ASSIGN(name;CAPS(VARIABLE(name))) GETSTRING(address;Enter Address;Address) ASSIGN(address;CAPS(VARIABLE(address))) GETSTRING(city;Enter City;City) ASSIGN(city;CAPS(VARIABLE(city))) GETSTRING(state;Enter state abbreviation;State) ASSIGN(state;TOUPPER(VARIABLE(state))) GETSTRING(zip;Enter ZIP code;ZIP) GETSTRING(comments;Enter comments;Additional Comments) ASSIGN(comments;FIRSTCAP(VARIABLE(comments))) VARIABLE(name) VARIABLE(address) VARIABLE(city) VARIABLE(state) VARIABLE(zip) VARIABLE(comments) ==================================== CODES( CHAR(char;Do Another Record?;Continue (Y/N)?) IF(TOLOWER(VARIABLE(char)) = y) GO(info) ENDIF ) CASEOF(expr[;...;expr]) Use CASEOF when using the SWITCH command. When you use CASEOF, you can enter multiple merge expressions within the parentheses. For examples of CASEOF, see “SWITCH(expr)” on page 166 and “FORNEXT(var;start;stop[;step])” on page 144. Merging documents 133 CHAINDATA(filename) Use CHAINDATA to begin using records from the named data file, when the end of the current data file is reached. This command is especially useful if you have broken a large data file into several smaller files. If you insert CHAINDATA in the smaller data files, they will act like one data file. The following example shows how a large data file has been broken into two smaller files. When you specify the first small file as the data file in a merge, the records of the second small file will be used as soon as those in the first small file are completed. First Small File: FIELDNAMES(name;status) ENDRECORD ==================================== PROCESSON CHAINDATA(file2)PROCESSOFF COMMENT( The PROCESS commands ensure that the CHAINDATA command executes. The merge stores the CHAINDATA command and filename, then executes it when the current data file has ended.) JoseENDFIELD StaffENDFIELD ENDRECORD ==================================== • (additional records) ==================================== BarbaraENDFIELD ProfessionalENDFIELD ENDRECORD Second Small File (named FILE2 in the default directory): FIELDNAMES(name;status) ENDRECORD ==================================== 134 WordPerfect X3 User Guide JulieENDFIELD Part-timeENDFIELD ENDRECORD ==================================== • (additional records) ==================================== ShojiENDFIELD Leave of AbsenceENDFIELD ENDRECORD ==================================== CHAINFORM(filename) Use CHAINFORM to continue the merge with an additional form file after all records have been merged with the current form file. The following example uses CHAINFORM to merge an envelope form file with the current data file. CHAINFORM(envelope.frm) • (body of form file) CHAINMACRO(macroname) Use CHAINMACRO to start the named macro at the end of the merge, if the merge terminates normally. You can place CHAINMACRO anywhere in the form file. Only the last macro chained during the merge is executed. In the following example, the chained macro print.wcm executes when the merge is complete. CHAINMACRO(print) COMMENT(Chain the macro PRINT.WCM when the merge is complete.) DATE Dear FIELD(Name), Merging documents 135 • (rest of the letter) Sincerely, Chris Smith CHAR(var[;prompt][;title]) Use CHAR to prompt the user to input a single character. CHAR prompts you with a message and waits until you press a single key. The pressed key is assigned to the specified variable var. “Prompt” is the information displayed in the dialog box telling the user what to do. “Title” is the title of the dialog box created during the merge. For an example of CHAR, see “CTON(character)” on page 137. CODES(merge codes) Use CODES to enter merge codes and have the merge ignore any formatting or text you might add. The merge carries out all the merge commands inside the CODES parentheses but ignores any text or formatting (such as hard returns). To enter text or formatting inside the CODES parentheses, use the INSERT command. The following example shows a code that pauses the merge at each record and lets you choose which records you want to merge. CODES( LABEL(top) ASSIGN(field;FIELD(1)) EMBEDMACRO( PERSIST(fld) PROMPT(“Which name would you like to merge? ”;“ OK to merge “+field+”?”;2) PAUSE ENDPROMPT ) IF(VARIABLE(fld)=2) 136 WordPerfect X3 User Guide INSERT(FIELD(1)) INSERT(FIELD(2)) INSERT(FIELD(3)) ==================================== ENDIF NEXTRECORD GO(top) ) For another example of CODES, see “CTON(character)” on page 137. COMMENT(comment) Use COMMENT to include comments that will make the merge easier to understand. Merge ignores everything between the COMMENT parentheses. For an example of COMMENT, see “CTON(character)” on page 137. CONTINUE Use CONTINUE at the end of a CASEOF statement to execute the commands in the next CASEOF statement. For examples of CONTINUE, see “SWITCH(expr)” on page 166 and “FORNEXT(var;start;stop[;step])” on page 144. CTON(character) Use CTON (Character to number) to convert a character (any character in the WordPerfect character sets) to a unique number (its WordPerfect “key value”). CTON performs the inverse (opposite) function of NTOC. You can use the key value to calculate the WordPerfect character set value. To calculate the character set value for a given character 1 Use CTON to obtain the key value. 2 Divide the key value by 256. The quotient is the number of the WordPerfect character set (0–12). Merging documents 137 The remainder is the character number in the character set (0–255). The following example calculates the character set value for a character. Because all the variables are local, this file could be nested within another file and would not change any of the original file’s variables, even if they have the same name. The comments in the first part of this merge do not need to be in a COMMENT command, because they are within the CODES command. The final comment must be in a COMMENT command, or it will be inserted in the merged document. CODES( ASSIGNLOCAL(char;0) Initialize a local variable named char. CHAR(char;Type a character;Display Character Set Value) Assign input to the variable char. ASSIGNLOCAL(set;CTON(VARIABLE(char))/256) Assign quotient to a variable named set. ASSIGNLOCAL(num;CTON(VARIABLE(char))%256) Assign remainder to a variable named num. ) VARIABLE(set),VARIABLE(num) COMMENT(Write out the character set value.) DATE Use DATE to insert the current date in merged documents, as formatted in the Date format feature. The merged file will contain the current date as indicated by your computer’s internal clock. For an example of DATE, see “BEEP” on page 129. DEFAULT Use DEFAULT with the SWITCH command to cover all cases not covered by CASEOF. When the expression being tested is different from all the CASEOF expressions, the merge executes DEFAULT. For examples of DEFAULT, see “SWITCH(expr)” on page 166 and “FORNEXT(var;start;stop[;step])” on page 144. 138 WordPerfect X3 User Guide DISPLAYSTOP Use DISPLAYSTOP to stop the display of text after a KEYBOARD command. For example, after a KEYBOARD command, the merge displays as many as 1000 characters ahead. DISPLAYSTOP placed in text after KEYBOARD stops the text from displaying from that point on. DATE FIELD(name) FIELD(address) FIELD(city) Dear FIELD(name): It has come to our attention that your bill has not been paid. Please send us $KEYBOARD(Enter how much they owe us — Press Alt + Enter or choose Continue when done), which is the balance of your unpaid account.DISPLAYSTOP If the balance of your account is not paid in KEYBOARD(Enter how many days — Press Alt + Enter or choose Continue when done) days, we will be forced to take legal action.DISPLAYSTOP If you have already made arrangements to settle your account, please disregard this notice. The rest of the letter after DISPLAYSTOP does not display on the screen while the user is prompted to type information at the keyboard. This removes distracting information from the screen, so users can focus their attention on the area where they are to enter information. DOCUMENT(filename) Use DOCUMENT to insert the named document into the merged document at the DOCUMENT command. The document is not processed as a merge file, so any merge commands in the inserted document are included in the file but not executed. This command is commonly used for inserting variable paragraphs in contracts and similar documents (often called document assembly) or for building a form or data file. In the following example, DOCUMENT inserts the document called oneroom.mrg in the merged document if the variable rooms is equal to 1, or it inserts the document tworooms.mrg if the variable rooms is not equal to 1. Merging documents 139 CODES( CHAR(rooms;Enter the number of rooms (1 or 2); Number of Rooms) IF(VARIABLE(rooms)=1) DOCUMENT(c:\mrgfiles\oneroom.mrg) ELSE DOCUMENT(c:\mrgfiles\tworooms.mrg) ENDIF ) ELSE Use ELSE with IF, IFBLANK, IFEXISTS, IFNOTBLANK, and ENDIF. ELSE marks the beginning of the commands that execute should the IF value be zero (false). ELSE is not a required part of an IF statement. It should be used when there are certain steps that need to be performed only when the IF value is zero (false). Commands that appear after ENDIF execute whether or not the IF value is true. For an example of ELSE, see “DOCUMENT(filename)” on page 139. EMBEDMACRO(macro statements) Use EMBEDMACRO to embed macro commands within a merge. You can enter any macro command inside the EMBEDMACRO parentheses. The macro commands are compiled the first time they are encountered during the merge. For an example of EMBEDMACRO, see “CODES(merge codes)” on page 136. ENDFIELD Use ENDFIELD to signal the end of a field in a data file. A hard return [HRt] is automatically inserted with this command to make the file easier to read. When you insert this command, the number of the field where the cursor is currently located displays at the bottom of the window. If you use FIELDNAMES, the name of the field appears instead of the number. Records in the following data file have three fields: 140 WordPerfect X3 User Guide International ExportingENDFIELD (801) 555-4421ENDFIELD George WileyENDFIELD ENDRECORD ==================================== Tradewinds, Inc.ENDFIELD (409) 555-3567ENDFIELD Susan EscherENDFIELD ENDRECORD ==================================== ENDFOR Use ENDFOR to signal the end of FORNEXT and FOREACH loops. For an example of ENDFOR, see “FORNEXT(var;start;stop[;step])” on page 144. ENDIF Use ENDIF to mark the end of an IF structure. ENDIF is used with IF, IFBLANK, IFEXISTS, IFNOTBLANK, and ELSE. For an example of ENDIF, see “DOCUMENT(filename)” on page 139. ENDRECORD Use ENDRECORD to signal the end of a record in a data file. A hard page break is inserted automatically with this command to make the file easier to read. When you insert this command, the number of the field where the cursor is currently located displays at the bottom of the window. If you use FIELDNAMES, the name of the field appears instead of the number. For examples of ENDRECORD, see “ENDFIELD” on page 140 and “FIELDNAMES(name1;...;nameN)” on page 142. Merging documents 141 ENDSWITCH Use ENDSWITCH to end a SWITCH statement. For an example of ENDSWITCH, see “SWITCH(expr)” on page 166. ENDWHILE Use ENDWHILE to signal the end of a WHILE loop. For an example of ENDWHILE, see “NEXTRECORD” on page 153. FIELD(field) Use FIELD to insert the contents of the named (or numbered) field in the merged document or in another merge command. In the following example, the contents of the name and address fields are inserted in the letter. FIELD(name) FIELD(address) Dear FIELD(name): For additional examples of FIELD, see “DISPLAYSTOP” on page 139. FIELDNAMES(name1;...;nameN) Use FIELDNAMES to declare the names and order of the fields in a data file. Using this command in the data file allows you to reference the fields by name in a form file, which is usually easier than remembering the order of the fields and referencing them by number. WordPerfect places FIELDNAMES at the top of the data file. It must be located at the top of the file to work correctly. If records have more fields than those declared in FIELDNAMES, additional fields are numbered. When initially inserted, the command and field names are all on one line. You may find it easier to read if you put each field name on a separate line, as in the example below. A hard page code [HPg] is automatically inserted when you insert ENDRECORD. After you insert this command, the name or number of the field where the cursor is currently located displays on the status bar at the bottom of the window. 142 WordPerfect X3 User Guide In the following example, the first three fields of each record are named using FIELDNAMES. The additional fields are not named and are therefore numbered Field 4, Field 5, and so on. FIELDNAMES( company; phone; contact; )ENDRECORD ==================================== International ExportingENDFIELD (801) 555-4421ENDFIELD George WileyENDFIELD FurnitureENDFIELD 45ENDFIELD $1.5 millionENDFIELD ENDRECORD ==================================== Tradewinds, Inc.ENDFIELD (409) 555-3567ENDFIELD Susan EscherENDFIELD MemorabiliaENDFIELD 200ENDFIELD $2.0 millionENDFIELD ENDRECORD ==================================== For another example of FIELDNAMES, see “CHAINDATA(filename)” on page 134. Merging documents 143 FIRSTCAP(expr) Use FIRSTCAP to capitalize the first letter of the first word in the returned expression expr. For an example of FIRSTCAP, see “CAPS(expr)” on page 132. FOREACH(var;expr1;...;exprN) Use FOREACH to assign a list of items to one variable var. The merge then executes the subsequent commands for each expr listed in FOREACH, changing var to the next value at the end of each loop. For example, the following codes assign different days of the week to the variable weekday until it matches the field day. FOREACH(weekday;Monday;Tuesday;Wednesday;Thursday;Friday) IF(VARIABLE(weekday)=FIELD(day)) BREAK ENDIF ENDFOR FORNEXT(var;start;stop[;step]) Use FORNEXT to execute a series of commands a certain number of times. The commands between FORNEXT and ENDFOR are executed once for each value of var between start and stop inclusive, as incremented by step. The start, stop, and step values can be entered in the command as expressions, variables, or other commands. Each expression, variable, or command is evaluated, and the resulting value is assigned to the variable. The step value is optional; its default value is 1 (or -1, if stop is less than start). In any FORNEXT loop, ENDFOR must be used to determine the end of the series of commands included in the loop. ENDFOR sends execution to the top of the loop for the next iteration. You can also use NEXT to send execution to the next iteration, but you must still include ENDFOR to mark the end of the loop. FORNEXT initializes the variable with the start value. If the variable has not been assigned, it is defined as a local variable. You do not need to pre-assign the variable. 144 WordPerfect X3 User Guide Each subsequent time FORNEXT is executed (at the top of the loop), the variable is incremented by the step value. The example below uses a FORNEXT loop to apply a SWITCH statement once for each character in the sentence that is entered. CODES( GETSTRING(sentence;Type a sentence;Sentence To Be Evaluated) ASSIGN(vowels;0) ASSIGN(consonants;0) ASSIGN(misc;0) FORNEXT(i;1;STRLEN(VARIABLE(sentence));) SWITCH(TOLOWER(SUBSTR(VARIABLE(sentence);VARIABLE(i);1))) CASEOF(a;e;i;o;u) ASSIGN(vowels;VARIABLE(vowels)+1) CASEOF(b;c;d) CONTINUE CASEOF(f;g;h;) CONTINUE CASEOF(j;k;l;m;n) CONTINUE CASEOF(p;q;r;s;t) CONTINUE CASEOF(v;w;x;y;z) ASSIGN(consonants;VARIABLE(consonants)+1) DEFAULT ASSIGN(misc;VARIABLE(misc)+1) ENDSWITCH ENDFOR Merging documents 145 ) There were: VARIABLE(vowels) vowels, VARIABLE(consonants) consonants, and VARIABLE(misc) other characters. GETSTRING(var[;prompt][;title]) Use GETSTRING to prompt the user by displaying a dialog box. Information returned by the dialog box is assigned to the variable var. “Prompt” is the information displayed in the dialog box telling the user what to do. “Title” is the title of the dialog box created during the merge. For an example of GETSTRING, see “CAPS(expr)” on page 132. GO(label) Use GO to transfer execution to the location in the merge file indicated by label. It is used in conjunction with LABEL, which marks the place to which execution is transferred. GO is useful when you want to skip a part of your merge or transfer control to another part based on a condition. Unlike CALL, GO does not require the merge to return to that point of execution. For an example of GO, see “CAPS(expr)” on page 132. IF(expr) Use IF to execute a set of commands only if a certain condition exists. If the condition exists (expr is evaluated to be true), the commands between the IF and ENDIF are executed. If an ELSE is included, the commands between the IF and ELSE are executed if the expression is true; otherwise, the commands between the ELSE and ENDIF are executed. The expr argument is usually a logical expression. An expression is true if it is evaluated as a non-zero number. For example, when the expression 4=4 is evaluated, the result is 146 WordPerfect X3 User Guide –1 (which corresponds to true). The value is false if it results in a 0 or contains nothing at all. An IF statement always begins with IF and ends with ENDIF. If you want certain commands to execute only when the value is not true, use ELSE. For an example of IF, see “DOCUMENT(filename)” on page 139. IFBLANK(field) Use IFBLANK to execute a set of commands if the indicated field is blank. Be sure to end the set of commands to be executed with an ENDIF command. See also “IFNOTBLANK(field)” on page 148. In the following example, the data file records have a Title field and a Name field. The merge determines if the Title field of the current record is blank. If it is blank, only the name is inserted in the merged document. Otherwise, the merge inserts the title before the name. CODES( IFBLANK(title) If the Title field is blank in this record, INSERT(FIELD(name)) Write out just the Name. ELSE Otherwise, INSERT(FIELD(title) FIELD(name)) Write the Title before the Name. ENDIF End of IFBLANK statement. ) Merging documents 147 IFEXISTS(var) Use IFEXISTS to check if the indicated variable has been defined. If it has, the commands following IFEXISTS are executed. Like other IF statements, IFEXISTS requires an ENDIF and can use an ELSE command. The following commands could be placed at the end of any form file. They cancel the merge if any key is pressed. LOOK(Key) IFEXISTS(Key) STOP ENDIF IFNOTBLANK(field) Use IFNOTBLANK to execute a set of commands if the indicated field is not blank. Be sure to end the set of commands to be executed with an ENDIF command. See also “IFBLANK(field)” on page 147. In the following example, the data merge file records have a Title field and a Name field. The merge determines if the Title field of the current record is blank. If it is not, the title is inserted before the name. Otherwise, the merge inserts only the name. CODES( IFNOTBLANK(title) If the Title field is not blank in this record, INSERT(FIELD(title) FIELD(name)) Write the Title before the Name. ELSE Otherwise, INSERT(FIELD(name)) Write out only the Name. ENDIF End of IFNOTBLANK statement. 148 WordPerfect X3 User Guide ) INSERT(text) Use INSERT to enter text or formatting inside a CODES command. For example, the merge will not recognize a hard return inside the CODES parentheses. To make the merge return a hard return, use INSERT, then press hard return. For examples of INSERT, see “IFNOTBLANK(field)” on page 148 and “NESTMACRO(macroname)” on page 151. KEYBOARD([prompt]) Use KEYBOARD to pause an executing merge so the user can enter information from the keyboard. As many as 1,000 characters of the form file are displayed. Merge codes are displayed using the current display setting. The merge continues when you click Continue on the Merge toolbar or press Alt + Enter (ENDFIELD). While an executing merge is paused at KEYBOARD, you can execute QUIT, NEXTRECORD, or STOP from the keyboard. In the following example, the KEYBOARD commands pause to let you enter the “From:,” “To:,” and “Subject:” text as the merge is executed. MEMO To: BEEP KEYBOARD(Enter To information) From: BEEP KEYBOARD(Enter From information) Date: DATE Subject: BEEP KEYBOARD(Enter Subject information) If KEYBOARD is executed within another merge command, a dialog box displays with the indicated prompt. You cannot execute commands from the keyboard, but any text entered at the prompt is inserted into the merged document. LABEL(label) Use LABEL to mark a place in the merge file. Execution can be sent directly to the label from any place in the merge file. CALL and GO are used to send execution to the label. Merging documents 149 The label name distinguishes one label from another. Label names can be as many as 30 characters long, including spaces. Different labels in the same merge file must have different names. If a name is duplicated, the first one is used, and the other is ignored. Do not assign a label and a local variable the same name, or the merge may not function properly. For examples of LABEL, see “CALL(label)” on page 130 and “CAPS(expr)” on page 132. LOOK(var) Use LOOK to determine if a key has been pressed. If it has, that key is assigned to the variable; it is not executed. If no key has been pressed, the variable is deleted; execution continues without stopping. For an example of LOOK, see “IFEXISTS(var)” on page 148. MRGCMND(merge codes) Use MRGCMND to insert text, codes, and commands in the document being created by the merge. Any text, codes, or merge commands that appear between the MRGCMND parentheses are sent directly to the merged document without the commands being interpreted or executed. For an example of MRGCMND, see “CALL(label)” on page 130. NESTDATA(filename) Use NESTDATA to interrupt the use of the current data file and switch to another data file during the merge. The parent data file then continues only when the merge on the nested data file has been completed. You can nest data files as many as 10 levels deep. For information, see “Levels” on page 170. If you nest from within one data file to another, be careful to avoid infinite loops. Use CANCEL or BREAK to terminate the loop. When you nest a data file, the switch to that file occurs immediately. When you chain data files, the switch to the new data file is made when the end of the current data file is reached. For more information, see “CHAINDATA(filename)” on page 134. For an example of NESTDATA, see “NESTFORM(filename)” on page 151. 150 WordPerfect X3 User Guide NESTFORM(filename) Use NESTFORM to turn control of the merge over to another form file. When the commands in the nested file have been executed, control returns to the original form file, where execution resumes after NESTFORM. For information on how to change the data file, see “NESTDATA(filename)” on page 150. You can nest form files as many as 10 levels deep. Using NESTFORM without specifying a filename is the same as using SUBSTFORM with the current form filename as the argument. In this case, NESTFORM does not use one of the 10 nest levels. For more information, see “Levels” on page 170. FIELD(name), It has been a pleasure serving you this year. CODES( IF(FIELD(balance)!=0) NESTDATA(transact.dat) NESTFORM(invoice.frm) ENDIF ) Sincerely, NESTMACRO(macroname) Use NESTMACRO to execute the named macro during a merge. When the macro is finished, the merge continues with the code following NESTMACRO. Macros created in earlier versions of WordPerfect (before version 6.x) will need to be converted. The following example nests a macro that computes the interest on an account balance. CODES( ASSIGN(balance;FIELD(balance)) NESTMACRO(calcint) INSERT(Interest on this balance is VARIABLE(interest)) Merging documents 151 ) NEXT Use NEXT to execute the next iteration of a FORNEXT, FOREACH, or WHILE loop. Usually, the ENDFOR or ENDWHILE that ends the loop sends execution to the next iteration. However, you can use NEXT to send execution to the next iteration from anywhere within the loop. For example, you may use nested IF statements as part of the loop. Then, when a certain condition is true, execution will skip the rest of the commands in the loop and go to the next iteration. In this case, you would use NEXT at the point where you want the next iteration to begin. Even if you use NEXT in a loop, you must still use an ENDFOR or ENDWHILE to mark the end of the loop. The following merge writes **********@@@@@. CODES( FORNEXT(i;1;15;1) Repeat the loop 15 times, starting at 1, ending at 15, in increments of 1. IF(VARIABLE(i)10) If variable i is greater than 10, INSERT(@) write an @, NEXT and skip to the next iteration of this FORNEXT loop. ENDIF INSERT(*) Write an * each time the loop is completed. ENDFOR ) 152 WordPerfect X3 User Guide NEXTRECORD Use NEXTRECORD to move the record pointer in the data file to the next record. If it does not find the next record, it ends the merge or returns the merge to the previous data file if the data file was nested. While an executing merge is paused at KEYBOARD, you can execute NEXTRECORD from the keyboard. In this example, the data file is searched until the variable company name matches the company field in the data file. When a match is found, the contents of the amount field for that record in the data file are written to the merged document. CODES( WHILE(VARIABLE(Company Name)!=FIELD(Company)) NEXTRECORD ENDWHILE ) FIELD(Amount) NTOC(number) Use NTOC (Number to character) to convert a WordPerfect key value or character set number to its character equivalent. It performs the inverse function of CTON. For example, the NTOC of 294 is Ç. To calculate the key value for a given character set value • Multiply the character set number by 256, then add the number of the character. For example, “Ç” is character number 38 in Character Set 1. Multiply 256 times 1 (256), then add 38 (294). The NTOC of 294 is Ç. NTOC will return nothing if you enter a number that is not equivalent to a character. The following example prompts for a number, then returns the character equivalent. GETSTRING(num;Enter a key value number;) NTOC(VARIABLE(num)) Merging documents 153 ONCANCEL(action) Use ONCANCEL to specify what the merge does if you press Esc (Cancel) or if a RETURNCANCEL has been returned by a subroutine, a nested macro, or a nested merge. When a Cancel occurs, the merge performs the default action (STOP) if it has not already encountered the ONCANCEL command. For this reason, it is a good idea to place the command before a Cancel can occur, otherwise execution will terminate when Esc is pressed. If no action is specified in ONCANCEL, the Cancel is ignored, and execution continues as if there has been no Cancel. Valid actions available with this command are • BREAK • CALL • GO • QUIT • RETURN • RETURNCANCEL • RETURNERROR • STOP When Esc is pressed, the last ONCANCEL command encountered in the file is executed. ONCANCEL is local to the file in which it is encountered. It cannot be used from other files. For example, a data file cannot use ONCANCEL from a form file. In the following example, if you press Esc during the merge, the end subroutine is executed. CODES( ONCANCEL(GO(end)) If Esc is pressed during the merge, execute the End subroutine. • (commands in form file) STOP LABEL(end) Beginning of End subroutine. 154 WordPerfect X3 User Guide PROMPT(Merge canceled prematurely.) Send notification message. WAIT(40) Display message for 4 seconds. STOP Terminate execution. ) For another example of ONCANCEL, see “RETURNCANCEL” on page 160. ONERROR(action) Use ONERROR to tell WordPerfect what to do if an error is detected in merge execution or if a RETURNERROR has been returned by a subroutine or nested macro or merge. Inserting ONERROR without an action causes the merge to ignore the error and continue execution when possible. The errors that can be trapped with this command are • File not found • Print queue errors • End of file condition returned by a NEXTRECORD If you chain a file that does not exist or is not found, the error condition is not generated until the merge tries to execute the chained file (that is, at the end of the current merge file). For more information, see also “CHAINDATA(filename)” on page 134, “CHAINFORM(filename)” on page 135, and “CHAINMACRO(macroname)” on page 135. The default action is STOP. For a list of other possible actions, see “ONCANCEL(action)” on page 154. ONERROR is local to the file in which it is encountered. It cannot be seen from other files. For example, a data file cannot use ONERROR from a form file. In the following example, a new form file is nested. ONERROR specifies that subroutine error be executed if the file is not found when the merge tries to nest it. CODES( ONERROR(GO(error)) Merging documents 155 If an error is generated, execute the Error subroutine. • (more merge commands) NESTFORM(invoice.frm) • (more merge commands) STOP LABEL(error) If the file was not found when the merge tried to nest it, execution moves here. PROMPT(File not found. Move INVOICE.FRM to default directory and start merge again.) Send a message to the user. WAIT(15) Display the message for 1.5 seconds. STOP Terminate execution. ) For another example of ONERROR, see “RETURNERROR” on page 161. PAGEOFF Use PAGEOFF to eliminate the hard page code [HPg] between copies of the form file in the merged document. Use PAGEON to begin inserting hard page codes again after you have used PAGEOFF. PAGEON and PAGEOFF are global to the merge; they may be included in any form or data file and are in effect for all the files in the merge until the opposite command is encountered. PAGEOFF and PAGEON override the options set in the Merge Run dialog box. These commands are useful for merging labels or for including multiple records in a document. You can also use PAGEOFF with PRINT to eliminate blank pages between copies of the merged document when merging to the printer. For an example of PAGEOFF, see “PAGEON” on page 157. 156 WordPerfect X3 User Guide PAGEON Use PAGEON to reinstate the use of hard page codes between copies of the form file in the merged document. See also “PAGEOFF” on page 156. In the example below, the nested form file, list.pf, creates a list of players on a given team. The final result of the merge is a list of the players on each team, one team per page. CODES( ASSIGN(team;FIELD(team)) Assign the current field to a global variable so that the nested form file can use it. INSERT(These people are on Team FIELD(team):) PAGEOFF This command prevents the insertion of a hard page between iterations of the nested form file. NESTFORM(list.frm) This form file produces a list using the Name field of all records whose Team field matches the current Team variable. PAGEON This command restores the use of page breaks to allow one team list per page. ) POSTNET(string) Use POSTNET to insert a POSTNET bar code into a form file for letters, envelopes, or labels. For the string parameter, you can type the bar code digits or enter a field for the digits. The following is a sample form file for an envelope including the return address and a POSTNET bar code: JASPER DEAN Merging documents 157 2745 CHARLES DU DRE PKWY MADISON WI 53725-9876 POSTNET(FIELD(zipcode)) FIELD(name) FIELD(address) FIELD(city/state) FIELD(zipcode) When this form file is merged, the mailing address will return a different name, address, city/state, and bar code for each record. PRINT Use PRINT to send the current merged text to the printer. Once the text is sent to the printer, it is no longer in the merged document. When you merge to the printer using this command, the usual page break is still inserted between each iteration of the form file. To eliminate the extra page between each copy, insert PAGEOFF before PRINT as shown in the example. The data file to be used with the form file in the following example contains 1,000 records. If you were to merge it to the document window, the resulting document would have 1,000 pages. This merge uses PRINT to send each letter to the printer as soon as it is merged. ABC COMPANY 245 WEST CENTER STREET LONG BEACH CA 90807 DATE FIELD(name) FIELD(company) Dear FIELD(firstname): Thank you for your inquiry regarding our new product. • (rest of letter) Sincerely, Amy Wilcox Product Manager 158 WordPerfect X3 User Guide PAGEOFF PRINT PROCESSOFF Use PROCESSOFF to end a PROCESSON command. For an example of PROCESSON and PROCESSOFF, see “CHAINDATA(filename)” on page 134. PROCESSON Use PROCESSON with PROCESSOFF in a data merge file to ensure that codes are processed even if they are not in the field or record being processed by the form file. For an example of PROCESSON and PROCESSOFF, see “CHAINDATA(filename)” on page 134. PROMPT(message) Use PROMPT to display a message that gives instructions to the user. For examples of PROMPT, see “ONCANCEL(action)” on page 154 and “ONERROR(action)” on page 155. QUIT Use QUIT to stop the execution of the merge. For example, while a merge is paused at KEYBOARD, you can execute QUIT from the keyboard. In a merge, the rest of the form file after QUIT is written out to the resulting merged document before the merge terminates, but any commands after QUIT are not executed. If you don’t want the rest of the form file written out, use STOP instead of QUIT. If QUIT is used in a data file, the data file is abandoned at that point. However, the rest of the form file is written out (but not processed) just as if the command had been encountered in the form file. The merge then terminates. The following example is a standard memo sent by a personnel department to all employees before their six-month salary review. The merge ends just after the DATE command, but the rest of the memo is written out to the resulting merged document. MEMO Merging documents 159 To: KEYBOARD(Enter To information) From: Kim Charleston, Personnel Date: DATE QUIT Subject: Six-month Review Preparation ==================================== • (rest of memo) REPEATROW Use REPEATROW when merging information into a table from a data file. The REPEATROW command in a row inserts that row for each record in the data file. RETURN Use RETURN to mark the end of a subroutine and signal the merge to return from a CALL command. RETURN must be paired with CALL, or an error message displays. For an example of RETURN, see “CALL(label)” on page 130. RETURNCANCEL Use RETURNCANCEL to cause execution to leave the current level and return a Cancel to the next higher level. For more information, see “Levels” on page 170. In this example, RETURNCANCEL is used to return a Cancel from a status checking subroutine. CODES( ONCANCEL(GO(send message)) • (During this part of the merge, if the user presses Cancel, • execution is transferred to the Send Message label.) CALL(check status) • (more merge commands) STOP LABEL(check status) IF(VARIABLE(chk)=0) 160 WordPerfect X3 User Guide RETURNCANCEL ELSE RETURN ENDIF ) If the chk variable equals FALSE (0), then the ONCANCEL condition is executed; if it is TRUE, then it returns without executing the ONCANCEL condition. RETURNERROR Use RETURNERROR to cause execution to leave the current level and return an error to the next higher level. For more information, see “Levels” on page 170. In this example, RETURNERROR returns an error from a subroutine that nests a form file. CODES( ONERROR(GO(error)) If an error is generated, execute the Error subroutine. • (more merge commands) CALL(getfile) • (more merge commands) STOP LABEL(getfile) ONERROR(RETURNERROR) NESTFORM(invoice.frm) RETURN LABEL(error) If the file was not found when the merge tried to nest it, execution moves here. PROMPT(File not found. Move INVOICE.FRM to default directory and start merge again.) Merging documents 161 Send a message to the user. WAIT(15) Display the message for 1.5 seconds. STOP Terminate execution ) REWRITE Use REWRITE to rewrite the document window. Since none of the merged document is written to the document window during a merge, you may want to use this command to display what has been merged at a certain point. In the following example, REWRITE is used to view each letter on the screen as it is merged. ABC COMPANY 245 WEST CENTER STREET LONG BEACH CA 90807 DATE FIELD(name) FIELD(company) Dear FIELD(firstname): Thank you for your inquiry regarding our new product. • (rest of the letter) Sincerely, Amy Wilcox Product Manager REWRITE STATUSPROMPT(message) Use STATUSPROMPT to display a message. The message is displayed during the merge. The message stays in the message window until it is cleared by another 162 WordPerfect X3 User Guide command that uses the message window, such as another STATUSPROMPT or a KEYBOARD command. For example, if you always run two merges one after the other, you could use STATUSPROMPT to display the prompt “Merge 1 has been completed” at the end of the first merge. • (Main body of first form file) STATUSPROMPT(Merge 1 has been completed.) You could then clear the message window at the end of the second merge by using STATUSPROMPT with no parameters. • (Main body of second form file) STATUSPROMPT() STEPOFF Use STEPOFF to turn off a single step execution after it has been turned on. See also “STEPON” on page 163. STEPON Use STEPON for debugging merges. It causes the merge to execute one step at a time. Between each step, a message indicates what the next command is. The command executes when the user presses any key. Each character is displayed after it is written out to the resulting document. You may find it useful to step through merges with Reveal Codes on. • (This section will execute normally.) STEPON • (This section will execute one keystroke at a time.) STEPOFF • (This section will execute normally.) STOP Use STOP to stop all execution. It is similar to QUIT, except that the rest of the form file is not read in. If this command is found in a nested file, execution is not returned to the parent file. Chained files are also not executed. Merging documents 163 While an executing merge is paused at KEYBOARD, you can execute STOP from the keyboard. For an example of STOP, see “IFEXISTS(var)” on page 148. STRLEN(expr) Use STRLEN to determine the length of a variable or of the value returned by an expression. This command is useful for validating or restricting the length of user input. You can use FIELD, VARIABLE, text, or complex expressions in the argument expr. For an example of STRLEN, see “SUBSTR(expr;start;length)” on page 166. STRPOS(expr;subexpr) Use STRPOS to determine the position of a subexpr within an expr. For an example of STRPOS, see “SUBSTR(expr;start;length)” on page 166. SUBSTDATA(filename) Use SUBSTDATA to change to the named data file and start with the first record in that file. The merge does not return to the original data file. If you substitute a file that is not found, or no file, an error is returned. You can use ONERROR to determine what should happen if this error occurs. In the following example, two data files are used, each sorted by ZIP code in descending order, so that any records where the ZIP field is blank will be at the end of the file. SUBSTDATA causes the records with no ZIP code to be skipped, and the next data file to be used. CODES( IFBLANK(ZIP) SUBSTDATA(file2.dat) ENDIF ) 164 WordPerfect X3 User Guide SUBSTFORM(filename) Use SUBSTFORM to change to the named form file. SUBSTFORM is similar to NESTFORM and CHAINFORM. The difference is that the named form file is used instead of the current form file from the point of this command on. The merge does not return to the original form file; no commands following this one in the original form file are executed. Local variables in a previous form file are erased. If you substitute either a file that is not found or no file, an error is returned. You can use ONERROR to determine what should happen if this error occurs. In the following example, the data file has a Days Overdue field. The merge begins using the form file invoice.frm, which substitutes a different form file depending on the number in the Days Overdue field. At the end of each substituted file, the record pointer is moved to the next record, and invoice.frm is substituted, so that it will execute again. CODES( ASSIGN(days;FIELD(Days Overdue) DIV 30) SWITCH(VARIABLE(days)) CASEOF(0) SUBSTFORM(under30.frm) CASEOF(1) SUBSTFORM(under60.frm) CASEOF(2) SUBSTFORM(under90.frm) DEFAULT SUBSTFORM(90&over.frm) ENDSWITCH ) In this example, the following code would be placed at the end of each substituted form file. • (body of file) NEXTRECORD Merging documents 165 SUBSTFORM(invoice.frm) SUBSTR(expr;start;length) Use SUBSTR to extract a portion (substring) of the expression specified in the expr parameter. You can specify which part of the expression to use with the start and length parameters. The start parameter counts from the left side of the expr. The length parameter specifies how many characters are included in the substring. For example, if a form file contains the statement SUBSTR(think;2;2), the substring “hi” is inserted into the merged document. The start parameter has the value 2, so the substring begins with the second character in the expr parameter (“h.”). The count parameter has the value 2, so the substring contains two characters (“h” and “i”). You can use FIELD, VARIABLE, text, or complex expressions in the argument expr. In this example, the data file has a name field where the names are stored in the format “Last, First.” SUBSTR extracts the first name from the name field. STRPOS is used to find the beginning of the first name (2 characters after the start of the comma and space). STRLEN is used to find the length of the first name (by subtracting the starting position of the first name from the length of the full name). CODES( ASSIGN(start;STRPOS(FIELD(name);, )+2) ASSIGN(length;STRLEN(FIELD(name)-VARIABLE(start))) ASSIGN(firstname;SUBSTR(FIELD(name);VARIABLE(start);VARIABLE(length))) VARIABLE(firstname) ) SWITCH(expr) Use SWITCH with CASEOF, CONTINUE, DEFAULT, and ENDSWITCH to evaluate input and execute different functions depending on the input. The expression in SWITCH must match the expression in CASEOF exactly. For example, “y” does not match “Y.” If no match is found in the SWITCH statement, execution continues after the SWITCH statement. You can use DEFAULT as the last case in the command to handle all cases that do not match. You can use CONTINUE to perform the commands for more than one case. 166 WordPerfect X3 User Guide In the following example, SWITCH is used to include certain documents in the merge file based on the value of the class field in a data file. If the class field does not match any of the first three cases, DEFAULT is executed, and the file general.fil is included in the merged document. Because each of the other cases ends with CONTINUE, the DEFAULT case and any cases following the one selected are executed along with the case selected. For example, if the class field contains 2nd, then the files 2ndclass.fil, 3rdclass.fil, and general.fil would all be included in the merged document for that record. Dear FIELD(name): You have chosen to travel FIELD(class) class. This allows you to enjoy the following benefits during your trip: CODES( SWITCH(FIELD(class)) CASEOF(1st) DOCUMENT(1stclass.fil) CONTINUE CASEOF(2nd) DOCUMENT(2ndclass.fil) CONTINUE CASEOF(3rd) DOCUMENT(3rdclass.fil) CONTINUE DEFAULT DOCUMENT(general.fil) ENDSWITCH ) For another example of SWITCH, see “FORNEXT(var;start;stop[;step])” on page 144. Merging documents 167 SYSTEM(sysvar) Use SYSTEM to return the value of the given system variable. System variables allow the merge to be aware of the current state of WordPerfect. In the following example, the merge includes only the first three records of the form file. When the merge reaches the fourth page of the resulting merge document, it stops. CODES( IF(SYSTEM(Page)=4) STOP ENDIF ) • (Body of the form file) System variables are listed on the Parameter Entry dialog box when you choose the SYSTEM command. TOLOWER(expr) Use TOLOWER to lowercase each character in the returned expression expr. For an example of TOLOWER, see “CAPS(expr)” on page 132. TOUPPER(expr) Use TOUPPER to uppercase each character in the returned expression expr. For an example of TOUPPER, see “CAPS(expr)” on page 132. VARIABLE(var) Use VARIABLE to access the contents of global and local variables. If you have a global and a local variable with the same name, this command accesses the local variable. There is no way to access global variables while local variables of the same name exist. For an explanation of global and local variables, see “Merge variables” on page 170. After you assign a value to a variable (using ASSIGN(var;expr) or ASSIGNLOCAL(var;expr)), you can place the VARIABLE command anywhere you would normally place the variable contents. You can place it as an argument for another command, as part of an argument for another command, or by itself. 168 WordPerfect X3 User Guide For an example of VARIABLE, see “SUBSTR(expr;start;length)” on page 166. WAIT(10ths second) Use WAIT to delay further execution of the merge for the indicated time. This command is useful when you want a message to be displayed for a certain amount of time. The wait time is specified in tenths of a second (20 = 2 seconds). For an example of WAIT, see “ONCANCEL(action)” on page 154. WHILE(expr) Use WHILE to execute commands repeatedly. While the expression expr is true, the commands between WHILE and ENDWHILE are repeatedly executed. This command is like FORNEXT, except that it does not increment a value each time through the loop. In order to end the loop, you must use BREAK or another command that will force the expression to be evaluated as false. For more information, see “Loops” on page 173. Remember that if you use a variable in expr, the variable must already exist before the WHILE command is executed. For an example of WHILE, see “NEXTRECORD” on page 153. ASSIGNLOCAL(var;expr) Use ASSIGNLOCAL to assign the value returned by expr to the local variable var. Local variables are accessible only to the current file; they are deleted when the merge is finished or the file is exited. See also “ASSIGN(var;expr)” on page 128. For an example of ASSIGNLOCAL, see “CTON(character)” on page 137. Working with levels, loops, and merge variables The following topics provide information about using levels, loops, and merge variables when you program a merge. Levels Loops Merge variables Merging documents 169 System variables compared to user defined variables Global variables compared to local variables Naming variables Variable contents Assigning variables Executing variables Variable duration Operations on variables Levels In a merge document you can have as many as 40 levels of execution per file. IF commands do not require a level; they can be nested indefinitely. Each SWITCH, FORNEXT, or WHILE uses one level. NESTMACRO, NESTFORM, and NESTDATA do not require an execution level, because each nested file has 40 new execution levels. However, they do require a nesting level. You can nest files 10 levels deep. Merge uses separate stacks to maintain execution levels and nesting levels. Merge variables A variable represents a place in memory where data is stored. As its name indicates, the data in a variable is changeable. You can use variables to calculate and keep track of text and numeric values that change during a merge. System variables vs. user-defined variables There are two major types of variables in WordPerfect: system variables and userdefined variables. System variables are variables that WordPerfect creates and maintains; they contain information about the current state of the application. You cannot change the names or contents of these variables, but you can use their contents at any given time. System variables are listed in the Parameter Entry dialog box when you choose the system command. 170 WordPerfect X3 User Guide User-defined variables are variables that you create. You determine the name and contents of these variables when you assign them. You can also perform operations on them to change their contents. There are two subcategories of user-defined variables: global and local. Global variables compared to local variables Global variables are accessible from anywhere inside a merge or a macro. All global merge variables can be read by macros; macro variables can be read by merge commands if the PERSIST command is used in the macro. Local variables are available only in a merge and are stored in a place in memory separate from global variables. They are accessible only from the file in which they are defined. For example, if you create a local variable named Number in a form file, the data file or other form files cannot access the information stored in it. When you nest merge files, the local variables in the parent file cannot be used in the nested file. When you return to the parent file, the local variables in the nested file no longer exist, but the local variables in the parent file are once again accessible. Local variables take precedence over global variables. For example, suppose you have both a global and a local variable named Number. If you try to access the global variable Number from inside a file where the local variable Number is accessible, you will get the contents of the local variable. The global variable Number still exists, but is inaccessible until you are no longer accessing the current merge file. Naming variables Variable names can be as many as 30 characters long for both global and local variables. Although you can use the same name for a local and a global variable, you cannot use the same name for any two local variables or any two global variables. You should not use the same name for a local variable and a label. Variable names are not case sensitive. Abc, AbC, ABC, and abc are read as the same variable. Variables receive their names when they are assigned. For more information, see “Assigning variables” on page 172. Merging documents 171 Variable contents All user-defined variables can contain text or numbers. A user-defined variable can hold 127 characters. Assigning variables You assign a global variable with ASSIGN and a local variable with ASSIGNLOCAL. For example, the following two statements assign two different variables, one global and one local: • ASSIGN(Number;45) • ASSIGNLOCAL(Number;36) ASSIGN creates a global variable named Number with “45” as its contents. ASSIGNLOCAL creates a separate, local variable named Number with “36” as its contents. For more information, see “ASSIGN(var;expr)” on page 128 and “ASSIGNLOCAL(var;expr)” on page 169. In addition to using ASSIGN and ASSIGNLOCAL, the following commands also assign variables: • CHAR • FOREACH • GETSTRING • LOOK The following rules determine whether the variables assigned by CHAR, GETSTRING, and LOOK are local or global in a merge: • If a local variable with the name used in the command exists, the command assigns the value to the local variable. • If no local variable with the name used in the command exists, but a global variable by that name does exist, the command assigns the value to the global variable. • If no variable with the name used in the command exists, a global variable of that name is created and assigned by the command. FOR and FOREACH assign variables by the same rules as above, except that if no variable with the name used in the command exists (the third rule), a local variable is created and assigned by the command. This feature allows recursion using FOR and FOREACH in a merge. If a variable already exists and you assign new contents to it, the previous contents will be replaced without warning. 172 WordPerfect X3 User Guide Executing variables You can execute (write out) a variable anywhere you want its contents to appear. For example, by executing a variable you can do the following: • Use the contents of the variable as a subroutine • Insert the contents as text in a document or in the message strings of programming commands • Provide variable arguments in other programming commands To execute a variable, use VARIABLE. For example, the statement VARIABLE(Number) would execute the variable named Number. Variable duration Local variables exist only in the file in which they are defined. Once you quit the file that defined the variables or once the merge ends, the local variables are erased (and the memory assigned to them is released). However, the contents of global variables remain in memory until you exit WordPerfect. To conserve memory, you should use local variables instead of global variables whenever possible. If you want to erase a variable without exiting a file or exiting WordPerfect, assign nothing to the variable by using the following commands: ASSIGN(var;) or ASSIGNLOCAL(var;). These commands empty the variable of its contents and release the memory used by the variable. After you use this command, the variable no longer exists. It is a good idea to empty variables at the beginning of the merge in which they are used (unless the merge assigns new contents to them). Operations on variables All variables can be compared to each other, and user-defined variables can have other operations performed on them. Operations are performed using various programming commands. See “Working with merge expressions” on page 174 and “Merge programming commands” on page 125. Loops Whenever the same commands repeat several times, that section of the merge is called a loop. When you create a loop, it is very important to have a way for the loop to end. If the loop does not have an end, there is no way to stop execution without pressing Esc or Ctrl + Enter. Merging documents 173 There are many types of loops you can create with merge programming commands. You can use an IF structure or you can use FORNEXT or WHILE. You can also create loops by going to or calling subroutines (with GO or CALL). The structure you should use for any given loop depends on the task you are trying to accomplish. Working with merge expressions Merge expressions are used to determine values in the ASSIGN, ASSIGNLOCAL, CAPS, CASEOF, CTON, FIRSTCAP, FOREACH, FORNEXT, IF, NTOC, STRLEN, STRPOS, SUBSTR, SWITCH, TOLOWER, TOUPPER, and WHILE commands. Expressions can perform operations on either numbers or strings. The following topics explain how to use expressions when you program a merge in WordPerfect: Numeric expressions String expressions Expression evaluation Operator precedence String delimiters Other merge delimiters Numeric expressions Numeric expression values must contain only integers (or variables that contain integers). You can use signed numbers in expressions. The highest positive number you can use is 2,147,483,647. Numbers higher than that are considered negative in WordPerfect. For information, see “Negative numbers” on page 183. The lowest negative number you can use is –2,147,483,648. If you try to use an invalid numeric expression, the expression is treated as a text string. Examples of invalid numeric expressions are characters other than numbers and valid operators or expressions that evaluate to numbers outside the numeric limits. The following is a list of numeric expressions. In this list, the terms n1 and n2 represent number 1 and number 2. Although only a single operator is illustrated in each example 174 WordPerfect X3 User Guide below, you can use several operators as well as parentheses in expressions. For definitions of the operations used in the following table, see “Expression terms” on page 180. Expression Operation NOT n1 Returns the logical (0 or –1) NOT of n1. Examples: NOT 0 is –1. NOT 2 is 0. !n1 Returns the arithmetic (bitwise) NOT of n1. Examples: !0 is –1. !2 is –3. -n1 Returns the negative of n1. Example: If variable Num holds 5, – VARIABLE(Num) is –5. n1+n2 Returns the sum of n1 and n2. Example: 5+4 is 9. n1–n2 Returns the difference of n1 and n2. Example: 10–1 is 9. n1*n2 Returns the product of n1 and n2. Example: 6*5 is 30. n1/n2 or n1 DIV n2 Returns the integer quotient of n1 and n2. Examples: 20/5 is 4. 5 DIV 2 is 2. n1%n2 or n1 MOD n2 Returns the remainder of the quotient of n1 and n2. Examples: 20%5 is 0. 5 MOD 2 is 1. n1 AND n2 Returns the logical (0 or –1) AND of n1 and n2. Examples: 0 AND –1 is 0. 3 AND 4 is –1. n1 & n2 Returns the arithmetic (bitwise) AND of n1 and n2. Examples: 7&4 is 4. 3&4 is 0. n1 OR n2 Returns the logical (0 or –1) OR of n1 and n2. Examples: 0 OR –1 is –1. 3 OR 4 is –1. Merging documents 175 Expression Operation n1|n2 Returns the arithmetic (bitwise) OR of n1 and n2. Examples: 7|4 is 7. 3|4 is 7. n1 XOR n2 Returns the logical (0 or –1) XOR (exclusive OR) of n1 and n2. Examples: 0 XOR –1 is –1. 3 XOR 4 is 0. n1=n2 Returns a true value (–1) if n1 and n2 are equal; otherwise, returns a false value (0). Examples: If variable 1 holds 5, then VARIABLE(1)=5 is true, and VARIABLE(1)=3 is false. n1!=n2 or n1<>n2 Returns a true value (–1) if n1 and n2 are not equal; otherwise, returns a false value (0). Examples: If variable 1 holds 5, then VARIABLE(1)!=3 is true, and VARIABLE(1)<>5 is false. n1>n2 Returns a true value (–1) if n1 is greater than n2; otherwise, returns a false value (0). Examples: 6>4 is true. 4>6 is false. n1 =n2 Returns a true value (-1) if n1 is greater than or equal to n2; otherwise, returns a false value (0). Examples: 6>=6 is true. 4>=6 is false. n1<=n2 Returns a true value (–1) if n1 is less than or equal to n2; otherwise, returns a false value (0). Examples: 2<=2 is true. 10<=2 is false. 176 WordPerfect X3 User Guide Expression evaluation An expression must be written according to the rules and syntax in this appendix for WordPerfect to evaluate it correctly. The following information will help you create and use expressions. When an expression is encountered in a command, the expression is evaluated first, and the result of the expression is used to complete the command. For example, in the statement ASSIGN(1;VARIABLE(1)+1), the expression is VARIABLE(1)+1. When the expression is evaluated, the contents of variable 1 are incremented by one. The assignment is then performed, replacing the old contents of variable 1 with the result of the expression. In several of the expressions, the result of the operation is either true or false. WordPerfect assigns a numeric value to true (–1) and false (0). These values were chosen because they are opposites (numeric complements) of each other. For information, see “Bitwise NOT (!)” on page 182 in “Expression terms” on page 180. WordPerfect interprets any non-zero numeric value as true, but when it assigns a value for true, it assigns –1. In the following example, the first assignment statement assigns false (0) to variable 1, the second assignment statement assigns true (–1), the logical opposite of false, to variable 1, and the third assignment statement assigns true (–1) to variable 1. ASSIGN(1;5=4) ASSIGN(1;NOT VARIABLE(1)) ASSIGN(1;5!=4) The order in which the various operators are applied in an expression is not simply the order in which they occur. WordPerfect uses an order of precedence that determines which operators are used first, second, and so forth. For example, in the expression 4+7*8, there is a different result depending on whether the addition is performed before or after the multiplication. For more information about the order of evaluation, see “Operator precedence” on page 177. Operator precedence WordPerfect supports expressions with several operators. Therefore, an order of evaluation must be followed. The operator precedence is similar to the precedence for mathematical operators. The following table shows the order in which operators are applied: Merging documents 177 1. – (unary minus), + (unary plus), ! (bitwise NOT), NOT (logical NOT) 2. * (multiply), / (divide), DIV (divide), % (mod), MOD (mod) 3. – (subtract), + (add) 4. < (less than), > (greater than), = (equal to), != (not equal to), <= (less than or equal to), >= (greater than or equal to) Relational operators also work on strings. 5. & (bitwise AND), AND (logical AND), | (bitwise OR), OR (logical OR), XOR (exclusive OR) You can override the operator precedence by placing parentheses around the elements you want evaluated first. Elements inside of parentheses are always evaluated before the elements outside. If parentheses are nested, the innermost parentheses are evaluated first. In the expression 4+7*8, the multiplication (7*8) is performed first, followed by the addition, because multiplication has a higher precedence than addition. The result is 60. To perform the addition first, type (4+7)*8. In this case, the result is 88. String delimiters A string delimiter is a character that marks the beginning or end of a string. In string operations, quotation marks (") serve as string delimiters. In most cases, string delimiters are not needed. Any expression that cannot be evaluated as a valid numeric expression is considered a string. However, if you want an expression to remain a string even though it could be evaluated as a numeric expression, surround the expression with quotation marks. For example, if you assign a phone number to a variable, but do not surround the number in quotes, the phone number is evaluated as a numeric expression. For example, the command ASSIGN(1;555-1555) assigns the result of subtracting 1555 from 555 (-1000) to variable 1. The command ASSIGN(1;“555-1555”) assigns the string 555-1555 to variable 1. Other merge delimiters A merge delimiter is a word or character that marks the beginning or end of a parameter or argument. Word delimiters can include such reserved words as AND, OR, NOT. Semi-colons (;) serve as merge delimiters in merge commands with multiple parameters (SUBSTR(expr;start;length). When a semi-colon is encountered during the merge, it is treated as ending the parameter unless the parameter is within quotation marks. 178 WordPerfect X3 User Guide String expressions A string is any sequence of one or more characters, including spaces. For example, 245, Strawberry, QB12, Z, and Personal Computer are strings. Quotation marks are not necessary to define strings. The expressions outlined in the following table are used to compare strings. The terms s1 and s2 represent string 1 and string 2. Expression Operation s1=s2 Returns a true value (–1) if string 1 is identical (including case) to string 2; otherwise, returns a false value (0). Examples: blue=blue is true. blue=BLUE is false. s1!=s2 or s1<>s2 Returns a true value (–1) if string 1 is not identical (including case) to string 2; otherwise, returns a false value (0). Examples: If variable 1 holds the string “thread,” then VARIABLE(1)!=rope is true, and VARIABLE(1)<>thread is false. s1>s2 Returns a true value (–1) if string 1 is greater than* string 2; otherwise, returns a false value (0). Examples: abcd>aabcd is true. a>A is true. s1 =s2 Returns a true value (–1) if string 1 is greater than* or equal to string 2; otherwise, returns a false value (0). Examples: abcd>=abcd is true. a>=A is true. Merging documents 179 s1<=s2 Returns a true value (–1) if string 1 is less than* or equal to string 2; otherwise, returns a false value (0). Examples: abcd<=abcd is true. A<=a is true. * In a string comparison, the WordPerfect character set values are compared. For information, see “WordPerfect character set values” on page 184. Expression terms The following are technical terms used in the discussion of expressions. Understanding these terms is not essential to performing merges. These definitions are provided for those who are familiar with basic programming concepts. Bitwise Operation Bitwise AND (&) Bitwise NOT (!) Bitwise OR (|) Evaluate the Expression Exclusive OR (XOR) Logical AND (AND) Logical NOT (NOT) Logical OR (OR) Negative Numbers WordPerfect character set values Bitwise operation In computer language, numbers are represented as a series of 16 bits. A bit can only have a value of 1 or 0. Each 16-bit series (or column) represents a numeric value (such as 1, 2, 4, 8 and so on). The following table outlines some values and their corresponding bits. 180 WordPerfect X3 User Guide Value Bits 0 0000000000000000 –1 1111111111111111 –3 1111111111111101 –21 1111111111101011 3 0000000000000011 4 0000000000000100 7 0000000000000111 21 0000000000010101 47 0000000000101111 A bitwise operation works on one column at a time (starting with the right column) using a single bit from each number. The operation is done 16 times so each bit of each number is operated on. Bitwise AND (&) A bitwise AND operation compares the bits of two numbers. When both numbers have a 1 bit in the same position (for example, there is a 1 bit in column 1 [the right column] of the first number and the second number), a 1 is placed in that position in the result. The following table demonstrates the way the expression 21&47 is evaluated. Value Bits 21 0000000000010101 47 0000000000101111 21&47 0000000000000101 The resulting bits represent the number 5, so 21&47=5. Merging documents 181 Bitwise NOT (!) A bitwise NOT operation takes the bits of the number and complements them. For example, if the expression is !0 (0 is 0000000000000000), the resulting value is –1 (–1 is 1111111111111111). Bitwise OR (|) A bitwise OR operation compares the bits of both numbers. When either number has a 1 bit in the same position (for example, there is a 1 bit in column 1 [the right column] of the first number or the second number), a 1 is placed in that position in the result. For example, the expression 21|47 is evaluated as shown in the following table: Value Bits 21 0000000000010101 47 0000000000101111 21|47 0000000000111111 The resulting bits represent the number 63, so 21|47=63. Evaluate the expression Perform the operation(s) on the expression. Exclusive OR (XOR) A logical XOR operation evaluates two expressions and returns a true (–1) if one, but not both, of the expressions is true. If both expressions are false or both are true, XOR returns a false (0). For example, 1=1 XOR 2=3 is true (–1), because only one of the expressions being evaluated is true. 6>3 XOR 3>1 is false (0), because both expressions are true. Logical AND (AND) A logical AND operation evaluates two expressions and returns a true (–1) if both expressions are true. In all other cases, it returns a false (0). For example, 1=1 AND 2=3 is false (0), because one of the expressions being evaluated is false. 6>3 AND 3>1 is true (–1), because both expressions are true. 182 WordPerfect X3 User Guide Logical NOT (NOT) A logical NOT operation returns the logical opposite (0 or –1) of the expression. WordPerfect interprets any nonzero numeric value as true, but when it assigns a value for true, it assigns –1. For example, NOT 2 is false (0), because 2 is evaluated as true. NOT 0 is true (–1). Logical OR (OR) A logical OR operation evaluates two expressions and returns a true (–1) if either or both expressions are true. If both expressions are false, it returns a false (0). For example, 1=1 OR 2=3 is true (–1), because one of the expressions being evaluated is true. 6<3 OR 3<1 is false (0), because both expressions are false. Negative numbers In WordPerfect, negative numbers are represented as large positive numbers, from 2,147,483,648 to 4,294,967,295. The number 4,294,967,295 is –1, 4,294,967,294 is –2, and so on. To determine the number WordPerfect uses to represent any given negative number from –1 to –2,147,483,648, use the following formula: 4,294,967,296 – |x| where x is the negative number whose equivalent you are trying to find. For example, to find the equivalent of –3, 4,294,967,296 – 3 = 4,294,967,293 To find the negative number (n) represented by a given equivalent, use this formula: x – 4,294,967,296=n where x is the equivalent. For example, to find the negative number represented by 4,294,967,293, 4,294,967,293 – 4,294,967,296 = –3 You can assign variables to be negative numbers by using the minus (–) operator or by using the WordPerfect equivalent. Do not use commas or other punctuation in the equivalent. For example, ASSIGN(number;–1) Merging documents 183 is the same as ASSIGN(number;4294967295) For more information about creating numeric expressions, see “Numeric expressions” on page 174. WordPerfect character set values WordPerfect assigns a unique value to each character in each WordPerfect character set. For more information, see the descriptions for the CTON and NTOC commands under “Merge programming commands” on page 125. This is called the WordPerfect character set value. In a string comparison, the character set values are compared. For characters in the same character set, one character is considered “less than” another character if the first character comes before the second character. For example, in character set 0, “3” is less than “4” and “A” is less than “a.” For characters in different character sets, the character from the character set with the lower numerical value is considered “less than” the character from the higher numerical character set. For example, any character from character set 2 is less than any character from character set 3. Reference: The Merge toolbar and programming commands The Merge toolbar displays at the top of the document window when you create a form document or a data file for a merge. You can control a merge and edit merge files by using the Merge toolbar. You can also control a merge by using merge programming commands. The merge commands are similar to codes used in computer programming languages. For example, you need to specify parameters for some commands, and you can create subroutines, a set of commands that can be repeated in a merge. Using the Merge toolbar When you create a form document or a data file for a merge, the Merge toolbar displays at the top of the document window. This is the Merge toolbar. 184 WordPerfect X3 User Guide You can control a merge and perform specific merge functions by using the Merge toolbar. The Merge toolbar is context-sensitive, which means that the buttons available on the Merge toolbar change according to the task you are performing. For example, you would see different buttons for performing a keyboard merge and for editing a data table file. You cannot hide the Merge toolbar for a merge form document or merge data file. If it is not visible, then the active file is not a form document or a merge data file. Prompting for user input and message display Several commands are used to display a message for, or request information from, the person running the merge. You can use a message to inform the user of the progress of the merge or you can use a prompt to remind the user of the kind of information needed in a fill-in form. The following table lists commands displaying a message or prompt and shows how they differ from each other: Command Action and user input PROMPT (followed by WAIT) Displays message for the duration of the WAIT command; no user input is required. STATUSPROMPT Displays message until another message is displayed; no user input is required. KEYBOARD Displays message and asks for keyboard input; text is inserted in the document. The user types information and clicks Continue on the Merge toolbar (or presses Alt + Enter). GETSTRING Displays message and asks for keyboard input; text is assigned to a variable. The user types information and presses Enter. CHAR Displays message and asks for one-character input; the character is assigned to a variable. The user types one character. Merging documents 185 Command Action and user input LOOK No message; checks whether a key has been pressed. If a key has been pressed, the key is assigned to a variable; otherwise, the variable is deleted. The user types one character or nothing (merge does not pause for input). Reusing commands with subroutines You can create a subroutine to call a set of commands which are repeated several times in a merge. You do not need to add them each time. You can add them once, label them as a subroutine, then return to them (or call them) each time you want them to run. The three commands used to define and call a subroutine are described in the following table. Command Action and user input CALL(label) Stops the merge and directs it to execute the subroutine. The label parameter must match the name of the label. LABEL(labelname) Marks the beginning of the subroutine. The labelname parameter is a unique name that identifies the subroutine. RETURN Marks the end of the subroutine and returns the merge to the line after the CALL command. If you do not add the RETURN command, the merge will continue in an infinite loop or will not continue correctly. Using multiple files and macros in a merge A merge can consist of more than one data file or form file, and it can include multiple macros. This may be useful if you want to merge different documents with the same data or if you have multiple data sources to merge. There are three ways to connect merge files: nesting, chaining, and substituting. 186 WordPerfect X3 User Guide Nesting Nesting a file or macro is like calling a subroutine. The merge pauses while the nested file or macro runs, then continues after the nested file has finished. This is useful if you use certain procedures frequently in your merges because you can save them in smaller files. You can have multiple levels of nesting. A merge file can nest a second file or macro, which in turn nests another file, and so on. The three nest commands are described in the following table. Command Action and user input NESTDATA(filename) Changes to another data source. After that data has been merged with the form file, the merge returns to the first data source. Include a full path with the filename. NESTFORM(filename) Pauses the merge and changes to another form file. After that file has merged completely, the original merge continues. Include a full path with the filename. NESTMACRO(macroname) Pauses the merge, plays the macro, then continues the merge after the macro ends. You do not need to add a full path or the .wcm filename extension to the name of the macro. Chaining Chaining another file or macro starts that file or macro when the original merge is finished. This is one way to run multiple merges one after the other instead of starting each one manually. Only one chain command is used in a merge file; if there are more than one, the last one is used. The three chain commands are described in the following table. Command Action and user input CHAINDATA(filename) Merges records from the second file when all records from the first data source have been merged. Include a full path with the filename. Merging documents 187 Command Action and user input CHAINFORM(filename) Merges the new form file when the original form file has finished. Include a full path with the filename. CHAINMACRO(macroname) Plays the macro after the merge has finished. You do not need to add a full path or the .wcm filename extension to the name of the macro. Substituting Substituting another form or data file is another way to change from one merge file to another. However, a substitute command moves the merge immediately to the second file without finishing the original merge file. When this happens, the new merge does not return to the original merge. The two substitute commands are described in the following table. Command Action and user input SUBSTDATA(filename) Changes to the new data file and begins merging its records. Include a full path with the filename. SUBSTFORM(filename) Changes to the new form file and begins executing the merge commands in the file. Include a full path with the filename. Understanding merge code parameters Most merge programming codes use parameters (also called arguments). In the following table, parameters are enclosed in parentheses and any optional parameters are enclosed in square brackets. When there are two or more parameters, they are separated with a semicolon. Merge code parameters You need to enter the correct parameters and arguments as required for the merge code. The following table lists parameters and their arguments. 188 WordPerfect X3 User Guide Parameter What you do (expr);(subexpr) Enter a number, string, variable, command, expression, or a combination of these (label) Enter a unique label name (var) Enter a unique variable name (field) Enter a unique name or field number (filename) Enter a filename, including the full path (macroname) Enter a unique macro name; the full path is optional and no .wcm extension is needed. (title) Enter the title of the dialog box (prompt);(message) Enter information to display on the screen (comment) Enter a description of what the merge does; this does not display on screen. Merging documents 189 Recordings, macros, and automation features WordPerfect lets you create three types of macros: • WordPerfect — is stored in the document it applies to or in a macro library file. Create this macro when your task is contained within WordPerfect. • PerfectScript — is stored with a .wcm filename extension. This macro is useful if you want to interact with other WordPerfect Office applications, such as Quattro Pro and Presentations. • Visual Basic for Applications (VBA) — lets you develop scripts that are saved in specific projects that use a robust version of the Visual Basic programming language. You can access the VBA editor from WordPerfect. You can use macros to perform repetitive or complex tasks automatically. A macro performs a series of instructions. For example, you can create a macro that retrieves a file, gives it a new name, and saves it to another format. You can then play the macro to repeat the action. A macro can consist of keystrokes, programming commands, product commands, and comments. The simplest way to create a macro is to “record” the keystrokes in WordPerfect. You can also write a macro if you want to include non-recordable tasks. (For example, you can define a macro to play until a certain event happens.) In this section, you’ll learn about: • using QuickMacros • recording, saving, and storing macros • playing macros • using macros included with WordPerfect • using toolbars for macros • using template macros • editing and deleting template macros • triggering macros from templates • customizing WordPerfect macros • assigning template macros to keystrokes, menus, and toolbars Recordings, macros, and automation features 191 • • • • • • • • • • • • • • • • • • • • • • • • • • associating toolbars with template features writing and editing macros by using PerfectScript understanding macro commands and syntax using macro conventions and formatting macros recording macro commands into macros inserting codes in macros using macros from earlier versions of WordPerfect using programming commands in macros using parameters in macros using variables in PerfectScript using the macro command browser using macro commands to retrieve information using OLE object commands in macros compiling macros working from the PerfectScript utility testing for errors from PerfectScript editing and deleting macros searching in macros integrating with Microsoft Visual Basic for Applications using the PerfectScript class to change WordPerfect documents working with VBA methods accessing and manipulating applications from other applications using OLE Automation understanding OLE Automation using files with DDE Execute from previous versions of WordPerfect getting online Help for macros WordPerfect Office contains a minimal set of macros. To access more macros, visit our OfficeCommunity site on the World Wide Web. Using QuickMacros WordPerfect lets you create QuickMacros. A QuickMacro is a temporary macro that you can record without saving. WordPerfect stores a QuickMacro in your computer's memory for the current WordPerfect session only. 192 WordPerfect X3 User Guide When you record a new QuickMacro, the existing QuickMacro is replaced. You cannot edit a QuickMacro or save it to a template. To record a QuickMacro 1 Click Tools ` Template macro ` Record. 2 Click Record without entering a macro name in the Name box. 3 Perform the task you are recording. 4 Click Tools ` Template macro ` Record to stop recording the macro. WordPerfect records both the keyboard and mouse actions you make; however, you must use the keyboard instead of the mouse to position the cursor in the document window. To play a QuickMacro 1 Click Tools ` Template macro ` Play. 2 Click Play without entering a macro name in the Name box. Recording, saving, and storing macros Macros automate application tasks. For example, WordPerfect macros automate tasks, such as setting margins, selecting a font, or creating a merge file. Macro tasks consist of instructions, called statements. There are several kinds of statements: assignments, conditions, loops, comments, and commands. For example, MarginLeft (1.0") MarginRight (1.0") are WordPerfect commands that set one-inch left and right margins. Each command represents one instruction or statement. The simplest macro consists of only one statement. Complex macros have hundreds of statements. The sequence of statements determines how a macro performs its tasks. One way to create a macro is to record a task in WordPerfect. When you record a macro, you convert actions into macro commands. These are stored until you need them. Use the fewest number of steps necessary to perform your task. Recordings, macros, and automation features 193 To include programming commands, or non-recordable actions, you must edit the macro after you record it. For more information about editing macros, see “Editing and deleting macros” on page 230. You can instruct WordPerfect to pause while playing a macro if you want the macro to stop playing. This can be useful if you want to allow users time to type in text when they run the macro. When you play the macro, it runs until it reaches the PauseKey command. WordPerfect allows you to store macros in any folder, including the default and supplemental macros folders. The default macros folder contains the macros with which WordPerfect was shipped. By default, WordPerfect’s shipping macros are stored in X:\program files\WordPerfect Office X3\macros\wpwin, where X represents the drive letter. You can use the supplemental macros folder as an additional folder to store macros. To record a macro 1 Click Tools ` Macro ` Record. A check mark beside the Record command indicates that the command is enabled. 2 Type a name for the macro in the Filename box. 3 Click Record. 4 Perform the actions you want to record. A check mark beside the Pause command indicates that the command is enabled. You can also Pause recording a macro Click Tools ` Macro ` Pause. Resume recording a macro Click Tools ` Macro ` Pause. Stop recording a macro Click Tools ` Macro ` Record. A macro is saved with a .wcm filename extension. If you are recording a new macro, clicking Edit ` Undo will still retain the step that you tried to undo. 194 WordPerfect X3 User Guide To change the default macros folder 1 Click Tools ` Settings. 2 Click Files. 3 Click the Merge/Macro tab. 4 Click the Browse button in the Default macro folder box. If you want to change the supplemental macros folder, click the Browse in the Supplemental macro folder box. button 5 Choose the drive and folder where you want to store the macros. Playing macros WordPerfect allows you to play and pause the play of macros. You can play a macro to repeat the sequence of steps for a task you want to perform. Before you can play a macro, however, it must be compiled with a compiler. For more information, see “Compiling macros” on page 225. To play a macro 1 Click Tools ` Macro ` Play. 2 Choose the folder where the file is stored. 3 Double-click the macro filename. The Macro submenu displays the last nine macros you have played. A macro you record may not play properly in every situation. Some macros depend on certain options or settings. When a macro cannot play, a message may display, indicating the reason and the line number(s) in the macro you can check. You can pause or resume playing a macro by clicking Tools ` Macro ` Pause. You can play a macro you’ve used recently by clicking Tools ` Macro, and clicking a macro displayed under the Macro command toolbar. To play a macro multiple times 1 Click Edit ` Repeat next action. Recordings, macros, and automation features 195 2 Type a value in the Number of times to repeat next action box. If you want WordPerfect to use this value as a default, click Use as default. Using macros included with WordPerfect WordPerfect comes with many predefined macros. The macros included with WordPerfect Office can be used as a basis for writing your own macro. For more information, see “Writing and editing macros by using PerfectScript” on page 212. Many of the macros can be played by clicking buttons on the Shipping macros toolbar. For more information, see “Using toolbars for macros” on page 198. For more information about playing macros, see “Playing macros” on page 195. Macros included with WordPerfect Macro Description abbrev.wcm Lets you insert the expanded forms of QuickWords. adrs2mrg.wcm Copies the address book (for automated templates) into a merge data file. allfonts.wcm Creates a document that lists every font available to the current printer and shows sample text in each font. checkbox.wcm Inserts a check box in the document that you can click to add or remove a check mark. closeall.wcm Closes all open documents and prompts you to save the modified ones. ctrlm.wcm Activates the macro command browser. cvtdocs13.wcm Lets you convert multiple documents from another document type to WordPerfect X3 format. dcconvert.wcm Converts “whole word” drop caps to “number of characters” drop caps for conversion to Microsoft Word. 196 WordPerfect X3 User Guide Macro Description endfoot.wcm Converts endnotes to footnotes in the document or selected text. To run this macro, your cursor must be outside of the footnote or endnote box (that is, your cursor must be in the main body of the page). expndall.wcm Expands all QuickWords in the document. filestmp.wcm Places the filename and path of the current document in a header or footer. flipenv.wcm Creates an envelope rotated 180 degrees (text is upside down). On printers with a large trailing margin, this lets you print the return address 0.25” from the edge. fontdn.wcm Decreases the font size of the selected text by 2 points. fontup.wcm Increases the font size of the selected text by 2 points. footend.wcm Converts footnotes to endnotes in the document or in selected text. longname.wcm Changes the name of selected documents from the DOS (8.3) filename to a long filename based on the document summary description. parabrk.wcm Inserts symbols or small graphics as paragraph breaks. The graphics are centered on the blank line between paragraphs. pleading.wcm Creates lines and numbers for pleading documents. prompts.wcm Helps you create prompts for automated templates. reverse.wcm Creates white text on black background (or uses other color combinations) in selected text or table cells. Recordings, macros, and automation features 197 Macro Description saveall.wcm Prompts you to save open documents. savetoa.wcm Saves the current document and makes a copy of it on the diskette in drive A. tconvert.wcm Converts WordPerfect 6.0 templates that used the _autofil.wcm macro. uawp13en.wcm Used by PerfectExpert. Do not delete this macro from the macros folder. wp_org.wcm Creates an organization chart in WordPerfect. wp_pr.wcm Sends a WordPerfect outline to Presentations. In order to run the footend.wcm or endfoot.wcm macros, your cursor must be outside of the footnote or endnote box (that is, your cursor must be in the main body of the page). Using toolbars for macros WordPerfect has toolbars associated with macros, which you can use to: stop, record, play, and pause macros; insert system variables, product commands, and programming commands; save and compile a macro; insert merge and find and replace codes; change how a macro is saved; or close a macro. To view a macro toolbar 1 Click Tools ` Settings. 2 Click Customize. 3 In the Customize settings dialog box, click the Toolbars tab. 4 In the Available toolbars list, enable any of the following check boxes: • Macro tools • Shipping macros 198 WordPerfect X3 User Guide To view the Macro toolbar • Click Tools ` Macro ` Macro toolbar. A check mark beside the Macro toolbar command indicates that the command is enabled. To access commands on the Macro toolbar or the Template macro toolbar, you can press Alt + Shift and the letter on the desired button. For example, to access the Codes button command, you can press Alt + Shift + O. To view the Template macro toolbar • Click Tools ` Template macro ` Template macro toolbar. A check mark beside the Template macro toolbar command indicates that the command is enabled. To use the Macro toolbar Click To Stop Stop recording or playing a macro Record Begin recording in the current document Play Play the current macro Pause Pause while recording or playing a macro Dialog editor Display the editor for customizing dialog boxes Commands Insert system variables, product commands, and programming commands at the cursor Save & compile Save and compile the macro Codes Insert merge and Find & Replace codes Options Change how the macro is saved, close the macro, or hide the Macro toolbar Recordings, macros, and automation features 199 Using template macros WordPerfect lets you add macros to a template. Template macros are macros attached to a template and are saved as part of that template file. They can be played only from that template and are not listed with standard macros. There are three ways to add a macro to a template: you can add a template macro from another template; add a macro from a macro file stored on disk; or record a template macro from scratch. You can record macros for specific templates and select specific templates as the default location to which you can record macros. You can only view the macros saved with the current template. You can play a template macro. WordPerfect includes several templates with macros that are ready to use. You can pause a template macro if you need to interrupt the macro you are playing. You cannot play a template macro until you save and exit the template to which it is attached. You can pause while playing a template macro. This can be useful if you want to allow users time to type in text when they run the template macro. To add a template macro from another template 1 Click File ` New from project. 2 Choose a category from the Category list box. 3 Choose a template from the Project list. 4 Click Options ` Edit WP template. 5 Click the Copy/Remove object button on the Template toolbar. 6 In the Copy/Remove template objects dialog box, choose the template that contains the macro from the Templates to copy from list box. 7 Choose Macros from the Object type list box. If you want to add a macro from a macro file stored on disk, choose Macros on disk from the Object type list box, click the Browse button in the Macros on disk area, and choose the drive and folder in which the macro is stored. 8 From the Source list box, choose the macro you want to copy. 9 Click one of the following: • Copy — copies only selected items in the Macros list • Copy all — copies all items in the Macros list 200 WordPerfect X3 User Guide If the Template toolbar is not displayed, click View ` Toolbars, and enable the Template check box. To record a template macro from scratch 1 Click Tools ` Template macro ` Record. 2 Type the name of the macro in the Name box. 3 Click Location. 4 Enable one of the following options in the Macro location dialog box: • Current template — specifies the current template to record a template macro to • Default template — specifies the default template to record a template macro to If you want to record a template macro to the enabled location by default, enable the Use as default check box. 5 Click OK. 6 Click Record. 7 Perform the task you want to record. The macros saved with the current template are listed in the Macros in template list box. You can also Pause a template macro you are recording Click Tools ` Template macro ` Pause. Resume recording a template macro Click Tools ` Template macro ` Pause. Stop recording a template macro Click Tools ` Template macro ` Record. View the macros that are saved with the current template Click Tools ` Template macro ` Play. If you are recording a new macro, clicking Edit ` Undo does not undo the most recent step performed; you will still retain the step that you tried to undo. To play a template macro 1 Click File ` New from project. Recordings, macros, and automation features 201 2 Choose a category from the Category list box. 3 Choose a template from the Project list box. 4 Click Create. 5 Click Tools ` Template macro ` Play. 6 Choose a macro from the Macros in template list. The macro name displays in the Name box. 7 Click Play. You can also Pause a template macro Click Tools ` Template macro ` Pause. Resume playing a template macro Click Tools ` Template macro ` Pause. Play a template macro multiple times Click Edit ` Repeat next action, and type a value in the Number of times to repeat next action box. If you want to use the Number of times to repeat next action value as a default, click Use as default. Editing and deleting template macros By editing template macros, you can add, edit, or delete macro commands. The same rules of syntax and conventions that apply to macros apply to template macros. For more information, see “Writing and editing macros by using PerfectScript” on page 212, “Compiling macros” on page 225, and “Editing and deleting macros” on page 230. To edit a template macro 1 Click File ` New from project. 2 Choose a template from the Project list. 3 Click Options ` Edit WP template. 4 Click Tools ` Template macro ` Edit. 5 Choose a template macro from the Macros in template box. 202 WordPerfect X3 User Guide 6 Click Edit. 7 Edit any macro commands. 8 Click Save & compile on the Template macro toolbar. 9 Click Options ` Close macro on the Template macro toolbar. To display the Template macro toolbar, click Tools ` Template macro ` Template macro toolbar. To delete a template macro 1 Click Tools ` Template macro ` Edit. 2 Choose a template macro from the Macros in template box. 3 Click Delete. You cannot delete template macros that are assigned to a toolbar, keyboard, or menu. WordPerfect deletes template macros from a template when you remove them from a toolbar, keyboard, or menu. Triggering macros from templates You can play a macro as you use a template. For example, if you use a template to create letters, you can set a PRE PRINT trigger in the template that runs a spell-check macro. The macro then lets you check the spelling of your letters just before they print. You can use the following macro triggers. Trigger Description POST CLOSE Runs in the active window after you close a window. POST NEW Runs after you open a window by clicking File ` New. POST OPEN Runs after you open a window by clicking File ` Open. Recordings, macros, and automation features 203 Trigger Description POST PRINT Runs after you send a print job to the printer. POST STARTUP Runs when you start WordPerfect. The macro must be associated with the default template. POST SWITCH DOC Runs in the active window after you switch from another window. POST TABLES Runs after you create a table structure in a document, but before you enter data in the table. PRE CLOSE Runs before you close the active window by clicking File ` Close. PRE NEW Runs in the active window before you open another window by clicking File ` New. PRE OPEN Runs in the active window before you open another window by clicking File ` Open. PRE PRINT Runs after you click File ` Print, but before the print job is generated. PRE SWITCH DOC Runs in the active window before you switch to another window. PRE TABLES Runs after you insert a table by clicking Insert ` Table, but before the table structure is created in the current window. Adding the TemplateFill macro command The TemplateFill() macro command displays a dialog box that lets you enter template data. This dialog box varies depending on the fields required for the current template. If personal information is not specified, this command first prompts you to specify personal information regardless of what data the current template requires. If the current template does not require data other than personal information, and the personal information has been set, this command updates the personal information in the document without displaying the dialog box. If the current document is not based 204 WordPerfect X3 User Guide on an automated template, and the personal information has been set, this command does nothing. Only macros that have been added to the template can be used with triggers. A trigger specifies when a macro plays in a template (for example, before you close a document). Macros on disk cannot be associated with a trigger. Running the Prompt Builder associates the POST NEW trigger with , the feature that runs the Prompts dialog box. If the POST NEW trigger is associated with a template macro, use the TemplateFill() macro command in that template macro to activate the DoFiller feature. If you want DoFiller to run when you are using a template macro, you need to add the TemplateFill macro command. The position of this command is important because macro execution is generally sequential. For example, if you want to insert a macro in a template that adds a date code to your document, you need to let the macro place the date code prior to your filling out the template prompts. To insert a macro trigger in a template 1 Click File ` New from project. 2 Choose a template from the Project list. 3 Click Options ` Edit WP template. 4 Click Associate on the Template toolbar. 5 Enable the Triggers option. 6 Choose a trigger from the Items to associate list. 7 From the Macros list box, choose the macro you want to associate with the trigger. Only template macros that you have created in that template or copied to that template display in the Macros list box. To add the TemplateFill macro command 1 Click Tools ` Macro ` Edit. 2 Double-click a filename. 3 Press Ctrl + End to place the cursor at the end of the macro document. 4 Press Enter. 5 Type TemplateFill(). Recordings, macros, and automation features 205 6 Click Save & compile on the Template macro toolbar. 7 Choose the drive and folder where you want to save the macro. 8 Type the filename in the Filename box. 9 Click Options ` Close macro on the Template macro toolbar. Customizing WordPerfect macros You can assign macros to keystrokes, menus, toolbars, and the property bar. WordPerfect allows you to edit the name and QuickTips of a button, edit button images, and change the macro triggered by a button. To assign a macro to a keystroke 1 Click Tools ` Settings. 2 Click Customize. 3 In the Customize settings dialog box, click the Keyboards tab. 4 Choose a keyboard from the Available keyboards list, and click Edit. If you want to create a keyboard with the same initial settings as an existing keyboard, choose a keyboard, click Create, and type a name in the New keyboard name box. 5 In the Choose a shortcut key list, choose a key to which you want to assign the template macro. 6 Click the Macros tab. 7 Click one of the following: • Assign macro to key • Assign template macro to key 8 In the Select macro dialog box, type the filename and path in the Filename box. 9 Click Select. If you save a macro file without its full path, WordPerfect searches for the macro in the default folder, as specified on the Document page of the File settings dialog box. To open the File settings dialog box, click Tools ` Settings, and click Files. 206 WordPerfect X3 User Guide To assign a macro to a menu 1 Click Tools ` Settings. 2 Click Customize. 3 In the Customize settings dialog box, click the Menus tab. 4 Choose a menu from the Available menus list. 5 Click Edit. 6 Click the Macros tab. 7 Click Add macro. 8 In the Select macro dialog box, click a macro. 9 Click Select. You can also Place the macro in a menu Drag the new macro item over the menu. The blue line represents the macro. Create a menu with the same initial settings as an existing menu Click the Menus tab, and choose a menu from the Available menus list. Click Create, and type a name for the new menu in the New menu bar name box. To assign a macro to a toolbar button 1 Click Tools ` Settings. 2 Click Customize. 3 Choose a toolbar from the Available toolbars list box. 4 Click Edit. 5 Click the Macros tab. 6 Click Add macro. 7 Type the macro path and filename in the Filename box. 8 Click Select. To edit the name and QuickTips of a button 1 Right-click a button, and click Edit. Recordings, macros, and automation features 207 2 Right-click the button you want to edit, and click Customize. 3 Type text in any of the following boxes: • Button text — edits the text of the button • QuickTip — edits the QuickTips text of the button If you save a macro file without its full path, WordPerfect searches for the macro in the default folder, as specified on the Document page of the Files settings dialog box. To edit the image of a macro button 1 Right-click a button, and click Edit. 2 In the Toolbar editor dialog box, click the Macros tab. 3 With the Toolbar editor dialog box open, right-click the button on the toolbar, and click Customize. 4 In the Customize button dialog box, click Edit. 5 Make changes in any of the following areas: • Colors — lets you change the color of the button • Drawing mode — lets you choose between changing the image a single pixel at a time or filling the whole area • Zoomed image — lets you re-create the image To assign a macro to the property bar 1 Click Tools ` Settings, and click Customize. 2 Click the Property bars tab. 3 Choose a property bar from the Available property bars box. 4 Click Edit. 5 Click the Macros tab. 6 Click Add macro. 7 Type the macro filename and path in the Filename box. 8 Click Select. 9 Drag the button that represents the macro to the property bar. 208 WordPerfect X3 User Guide Assigning template macros to keystrokes, menus, and toolbars You can assign template macros to a keystroke, a menu, and a toolbar button. When you press the assigned keystroke, click a menu item, or click a toolbar button, the macro is launched. You can assign template macros by using macros that you have created or macros that are included with WordPerfect. You can also edit the current menu and create a menu with the same initial settings as an existing menu. To assign a template macro to a keystroke 1 Click File ` New from project. 2 Choose a template from the Project list. 3 Click Options ` Edit WP template. 4 Click Tools ` Settings, and click Customize. 5 Click the Keyboards tab. 6 Choose a keyboard from the Available keyboards list, and click Edit. 7 Choose a key in the Choose a shortcut key list. If you want to remove a template macro from a keystroke, choose a key to remove from the template macro from the Choose a shortcut key list box, and click Remove assignment. 8 Click the Macros tab, and click Assign template macro to key. 9 Click a macro in the Macros in template list, and click Select. To create a keyboard with the same initial settings as an existing keyboard 1 Click File ` New from project. 2 Choose a template from the Project list. 3 Click Options ` Edit WP template. 4 Click Tools ` Settings, and click Customize. 5 Click the Keyboards tab. 6 Choose a keyboard from the Available keyboards list, and click Create. 7 Type a name for the new keyboard in the New keyboard name box. 8 Click Location. Recordings, macros, and automation features 209 9 Enable one of the following options: • Current template — saves the keyboard in the current template • Default template — saves the keyboard in the default template To assign a template macro to a menu 1 Click File ` New from project. 2 Choose a WordPerfect template, and click Options ` Edit WP template. 3 Click Tools ` Settings, and click Customize. 4 In the Customize settings dialog box, click the Menus tab. 5 Choose a menu from the Available menus list, and click Edit. 6 Click the Macros tab, and click Add template macro. 7 Choose the template macro from the Macros in template list, and click Select. 8 Click OK. 9 Drag the button that represents the template macro to the menu. To edit the current template menu 1 Right-click the current template menu. 2 Click Settings. 3 Click Edit. To create a template menu with the same initial settings as an existing menu 1 Click File ` New from project. 2 Choose a category from the Category list box. 3 Choose a template from the Project list. 4 Click Options ` Edit WP template. 5 Click Tools ` Settings, and click Customize. 6 In the Customize settings dialog box, click the Menus tab. 7 Choose a menu from the Available menus list, and click Create. 8 In the Create menu bar dialog box, type a name for the new menu in the New menu bar name box. 9 Click Location, and enable one of the following options: 210 WordPerfect X3 User Guide • Current template — saves the menu in the current template • Default template — saves the menu in the default template To assign a template macro to a toolbar button 1 Click File ` New from project. 2 Choose a category from the Category list. 3 Choose a template from the Project list. 4 Click Options ` Edit WP template. 5 Click Tools ` Settings, and click Customize. 6 Click the Toolbars tab, enable a toolbar in the Available toolbars list box, and click Edit. 7 In the Toolbar editor dialog box, click the Macros tab, and click Add template macro. 8 In the Select template macro dialog box, click a macro in the Macros in template list box. 9 Click Select. If you want the macro to display in a menu, drag the new macro menu item over the menu of your choice to the position you want. The blue line represents the macro. To edit a toolbar button 1 Right-click any button, and click Edit. If you want to customize a button, make any changes in the Toolbar editor dialog box. 2 Right-click the button you want to edit, and click Customize. 3 In the Customize button dialog box, type text in any of the following boxes: • Button text — edits the text of the button • QuickTip — edits the QuickTips text of the button To edit the image of a toolbar button 1 Right-click any button, and click Edit. 2 Right-click the button you want to edit, and click Customize. Recordings, macros, and automation features 211 3 In the Customize button dialog box, click Edit, and make changes in any of the following areas: • Colors — allows you to change the color of a button • Drawing mode — allows you to choose between changing the image a single pixel at a time or filling the whole area • Zoomed image — allows you to re-create an image Associating toolbars with template features You can display a specific toolbar when you are working with specific features and macros. Toolbars, menus, and keyboards can be associated with a predefined list of features, which can be activated when the particular feature is used in a document. You can also associate macros with various triggers that execute when a particular event occurs inside WordPerfect. There are 13 predefined triggers that you can associate with macros (for example, PRE NEW, POST NEW, PRE PRINT, and POST PRINT). For a list of macro triggers, see “Triggering macros from templates” on page 203. To use the Associate button with a template macro 1 Click File ` New from project. 2 Choose a category from the Category list box. 3 Choose a template from the Project list. 4 Click Options ` Edit WP template. 5 Click Associate on the Template toolbar. 6 Enable the Triggers option. 7 Choose a trigger from the Items to associate list. 8 Choose a macro from the Macros list box. Writing and editing macros by using PerfectScript PerfectScript macros are the common macro language for all applications in WordPerfect Office. PerfectScript is a command-based language. When you record a macro, you record the results of keystrokes or mouse selections instead of recording the keystrokes themselves. For example, instead of recording each keystroke required to change the top margin of a page to 2” (5.1 cm), the macro records the following command: 212 WordPerfect X3 User Guide MarginTop(MarginWidth:2.0") Recording and playing macros can speed up routine tasks, but the real power of macros is tapped when product commands are used together with PerfectScript programming commands. By using product commands and programming commands, the functionality of WordPerfect Office features is combined with the customizing, decision making, and iterative capabilities of a programming language. Using programming commands also makes it possible to include the functionality of other applications. A written macro can include non-recordable statements, which cannot be included in recorded macros, that specify how a macro performs a task. You specify conditions for playing assignments, loops, and programming commands. Writing a macro provides greater flexibility to determine function than recording a macro. You can create a macro in WordPerfect and play it in the application for which it was written. With PerfectScript, you can combine statements to automate routine tasks and simplify large ones. You write the macro using statements, compile the macro, and play the macro. The PerfectScript programming language consists of WordPerfect application commands and functions, and programming statements and functions. PerfectScript can do more than perform your recorded WordPerfect commands — it can extend the functionality of WordPerfect in a number of ways, such as prompting you for input, displaying messages, controlling other Corel and Windows-based applications, and performing and repeating commands. You can also build complete applications or wizards so that, if you have limited experience using WordPerfect, you can still use some of the more complex actions. PerfectScript lets you record, play, compile, and convert macros for all WordPerfect Office applications. PerfectScript starts automatically when you record or play a macro. If you play a macro for an application that is not running, PerfectScript automatically starts the application. Installing the Software Developer’s Kit The Software Developer’s Kit (SDK) is a set of tools that lets you customize WordPerfect Office applications for commercial or business use. For information about acquiring a WordPerfect Office Software Developer’s Kit, visit Corel Technology Partner. The Corel Technology Partner program supports developers of complimentary products and add-ons for selected Corel products, including WordPerfect Office X3. The Recordings, macros, and automation features 213 program is designed to help accelerate the development of third-party products and promote these products. The SDK includes the following components: • online Help for the SDK • OLE automation samples • PerfectScript tools • tools and utilities, including code generation wizards for third-party add-ons to WordPerfect, Quattro Pro, and Presentations; utilities to monitor events in WordPerfect and Presentations; and a file format parsing tool Understanding macro commands and syntax To edit and write macros, you must understand the PerfectScript programming language and the principles of computer programming. For most users, recording macro commands is more efficient than typing commands into the macro. WordPerfect opens a new blank window with another macro bar. After you have recorded keystrokes or commands, WordPerfect returns to the macro you are editing and inserts the newly recorded commands. When you create macros using the macro command browser, the macro commands appear in a separate document, numbered. The first line of the macro identifies the program and default language that it uses. The remainder of the macro performs the reported instructions. For more information about macro commands, see “Using macro conventions and formatting macros” on page 216. Understanding components of macro commands Macro commands consist of four parts: a command name, parameters, enumerations, and separators. The table and example below display and describe these elements of syntax. Macro command component Description Command name Indicates which feature the command activates. Some commands consist only of a command name, such as FileOpenDlg(). 214 WordPerfect X3 User Guide Macro command component Description Parameters Provides more information about the command, such as which options of a feature are active. Parameters are always enclosed in parentheses; for example, Backup (State:On!). Enumerations Sets the value of a parameter (for example, State: On! or State: Off!). Enumerations always end with an exclamation point. Separators Marks the parameters in a command. Semicolons separate individual parameters; parentheses enclose a series of parameters; and braces enclose a series of repeating parameters. For example: MakeItFit (TargetPage:1;{Adjust: FitLeftMargin!};{Adjust: FitLineSpacing!}) The command in the above example has two parameters: TargetPage and Adjust. They are separated by a semicolon. Adjust is a repeating parameter with two enumerations specified: FitLeftMargin and FitLineSpacing. All the Adjust parameters are enclosed in braces to group them. When you create macros using the macro command browser, the commands are inserted in the correct format. If you type a macro without the macro command browser, you must arrange macro commands and their elements in a precise order or syntax. Each macro command must be spelled correctly and must include all the required parameters and separators. Using types of macro commands There are three types of macro commands: product commands, OLE object commands, and programming commands. Product commands are specific to a product, such as WordPerfect or Quattro Pro. OLE object commands perform tasks on an OLE object. Programming commands work across applications; they are PerfectScript commands. Command names often describe an action, such as Font, MarginLeft, Advance, and FootnoteOption, in WordPerfect; AlignObjectsLeft, BitmapBlur, SelectAllObjects, and ToolbarCopy in Presentations; or Range in Microsoft Excel. Command names are not Recordings, macros, and automation features 215 case sensitive and usually do not contain spaces. Exceptions include programming commands that call a subroutine, such as Case Call or OnCancel Call. A macro can use more than one application product and OLE object. Commands to the non-default application or OLE object require a prefix, which is specified in an application or object statement. For example, A1.AboutDlg () A1 (followed by a period) is the prefix. It tells the compiler to use the application or Object assigned A1 in a PerfectScript application or Object statement. Understanding syntax Syntax refers to the grammatical rules that govern the form of macro statements and expressions. For example, the syntax of the following statement, which types “John Doe,” is correct: Type(Text: "John Doe") The syntax of the next example is incorrect and produces an error message because the statement lacks a closing parenthesis: Type(Text: "John Doe" If you find it difficult to distinguish different parts of a macro, remember that you can add extra line spaces, tabs, and even font changes to make the macro more readable. As long as the commands are written correctly, the macro compiler ignores extra spaces and lines. Using macro conventions and formatting macros When you create macros in WordPerfect, you must follow macro conventions for the macro to compile properly. However, you do not need to observe macro formatting conventions for a macro to compile correctly. These conventions are designed to improve the readability of your macro. Macro conventions Macro command syntax must be correct for a macro to compile. Understanding the following conventions used in WordPerfect macros will help you avoid common syntax errors: You can enter programming commands in uppercase, lowercase, or mixed case. The compiler is not case sensitive. Product commands, such as AboutDlg or AddSlide, are 216 WordPerfect X3 User Guide shown in mixed case. WordPerfect system variables begin with ?, such as ?TextColorRed or ?FontUnderline. They are shown in mixed case, and they return information about the application environment. Line wrapping does not affect macro execution. You should not insert spaces in a command name unless the space is part of the syntax. Do not use hard returns, tabs, or indents in a character expression (a character string enclosed in double quotation marks). You can use spaces, tabs, indents, and hard returns before and after commands, or between parameters, to make a macro easier to read. SmartQuotes in a macro create a compile-time syntax error. For more information about SmartQuotes, see “Changing the appearance of quotation marks” in the online Help. Formatting macros You can type commands into a macro that is saved in a file or in a template. If you want to improve the readability of a macro, you can format it so that it includes tabs, spaces, and even font or text appearance changes. Formatting the macro does not affect how it works. For example, WordPerfect records the following macro in this format: PosDocBottom() Type(Text:"Sincerely") HardReturn() HardReturn() HardReturn() HardReturn() Type(text:"Mrs. Jane Doe") HardReturn() Type(Text:"Vice President, Marketing") However, if you type the commands yourself or edit an existing macro, you can format the macro the way you want. For example, you can format it as follows: PosDocBottom() Type(Text:"Sincerely") HardReturn() HardReturn() HardReturn() HardReturn() Type(text:"Mrs. Jane Doe") Recordings, macros, and automation features 217 HardReturn() Type(Text:"Vice President, Marketing") Recording macro commands in macros WordPerfect lets you record macro commands in a macro. To record macro commands in a macro 1 Click where you want to insert the macro command. 2 Click Tools ` Macro ` Record. 3 Type a name for the macro in the Filename box. 4 Click Record. A blank document displays. 5 Perform the actions you want to record. 6 Click the Stop button on the Macro toolbar. WordPerfect returns you to the macro document with the new macro command you recorded inserted. Inserting codes in macros When you insert a code in a macro, you must use straight double quotation marks around the code so that WordPerfect recognizes the code in the macro. To insert a code in a macro 1 Click Tools ` Macro ` Macro toolbar. 2 Click Codes on the Macro toolbar. 3 Click one of the following tabs: • Search — allows you to select search find codes • Merge — allows you to select merge find codes • Date — allows you to select date find codes • Other — allows you to select chapter, page, section page, total page, and volume number find codes 4 Choose a code from the Find codes list. 218 WordPerfect X3 User Guide 5 Click Insert. 6 Click Close. Using macros from earlier versions of WordPerfect You can update macros from earlier versions of WordPerfect. The structure of the macro language has not changed for WordPerfect versions 6 through X3. While later versions of the macro language include access to new WordPerfect features and some new commands for accessing existing features, most of the older product commands have been retained to maintain macro compatibility. Because some older product commands have changed, macros from versions 6 through 10 might need minor corrections when you compile them for the first time. To update macros from earlier versions of WordPerfect 1 Click Tools ` Macro ` Edit. 2 Choose a macro. 3 Click Edit. 4 Make any changes. 5 Click Save & compile on the Macro toolbar. 6 Note any errors listed by the macro compiler and make changes as needed. Using programming commands in macros Programming commands work across WordPerfect Office applications. They control macro functions by • specifying conditions under which other macro commands or statements operate (for example, Case, IfElse, Endif, Switch, and EndSwitch) For example, If (x = "A") LineHeightDlg Else LineSpacingDlg Endif Recordings, macros, and automation features 219 displays the Line height dialog box in WordPerfect if x equals the value “A”. If x has another value, the subroutine displays the Line spacing dialog box. The If, Else, and Endif commands are programming commands. LineHeightDlg and LineSpacingDlg are product commands. • repeating macro commands or statements a specified number of times or until certain conditions are met (for example, For, Endfor, Repeat, Until, While, or EndWhile) • invoking or jumping to a specified subroutine with Call or Go Programming commands and product commands are not case sensitive. You can add blank lines to separate programming commands and subroutines, and you can indent lines to show levels of nested commands. Some macro commands cannot be recorded. You must type or insert them using the macro command browser. For information about the macro command browser, see “Using the macro command browser” on page 223. Using parameters in macros Commands often require parameters, which are constant values (data). Parameters are passed to the compiler (which translates the macro so that it can be played in the application) or passed between subroutines. In this WordPerfect command, Advance (Where: AdvanceDown!; Amount: 1.0") Advance is the command name, Where and Amount are parameters, and AdvanceDown! and 1.0” are parameter data. This command advances the cursor down one inch. Parameter names, such as Where and Amount, are optional. Data types A data type represents information that is needed by a parameter or returned by a command (return value). In the command syntax, data types are displayed in italics. For example, the enumerations for the Rotation parameter of BoxCaption Rotation are Degrees90!, Degrees180!, Degrees270!, and None!. Only these enumerations can replace the data type in the command syntax. Enumerations are identified by a trailing exclamation point. The most common data types in product commands are string, enumeration, and numeric. Programming commands frequently use variables. 220 WordPerfect X3 User Guide Parameter names Using parameter names is optional. For example, InhibitInput (State: Off!) works just like InhibitInput (Off!). Some product commands have no parameters. Their syntax is usually written with empty parameters, such as PosScreenUp (). Some programming commands and all system variables have no parameters. Their syntax is the command name alone, such as Pause and ?FeatureBar. Italics Italics in macros syntax indicate parameter names or types to be replaced with data. For example, the syntax of GraphicsLineLength is: GraphicsLineLength (Length: measurement) After you replace measurement with a number, the command might be: GraphicsLineLength (Length: 21) or GraphicsLineLength (21) Punctuation You must enclose parameters in parentheses. A missing parenthesis is a common error that prevents macros from compiling. Parentheses are optional for commands without parameters, but must be used with user-defined functions and procedures. Spaces between command names and the opening parenthesis of the parameter section, and after semicolons in parameters, are optional. You must separate multiple parameters with semicolons (;). If you omit an optional parameter, include the semicolon in the syntax to keep following parameters in their correct positions. For example, AbbreviationExpand (AbbreviationName:; Template: PersonalLibrary!) or AbbreviationExpand (; PersonalLibrary!) Repeating parameters are enclosed in braces and are separated by semicolons. For example, CASE ( : any ; { : any;
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