WordPerfect 5.1 is a general-purpose word processing program for IBM and IBM-compatible computers running DOS or Windows. Developed and sold by WordPerfect Corporation of Orem, Utah, WordPerfect is one of the most popular business software programs, ranking with Lotus 1-2-3 in popularity. WordPerfect has a wealth of features, probably more than any one person can truly master. While some may be overwhelmed by WordPerfect's range of features, the trade-off is that it's unlikely you'll ever have a word processing task that WordPerfect won't handle very well. And it's certainly not necessary to master everything there is to know about WordPerfect in order to effectively use the program. If you don't see yourself ever using tables of authorities, for example, just ignore them.

You don't want to ignore too many of WordPerfect's features, however, as many are quite helpful and even necessary to know if you want to use the program efficiently. Efficiency is one of the goals you should strive for—learning to create simple or complex documents quickly efficiently, and in a form that can be easily revised if needed. Style is another goal that you should strive for, that is, knowing how to apply WordPerfect's features in order to get the look that you want.

WordPerfect is probably not the easiest word processing program to learn. It might not even be the easiest to use, although experienced users might disagree. But by committing the effort necessary to learn the program, you'll have at you command an extremely powerful program that will change the way you look at your work. Good luck in your learning efforts.

WordPerfect, starting with version 5.1, contains a menu-driven interface that you can use instead of the normal function keys. These menus are called pull-down menus. The menus don't give you any extra features, they simply serve as an additional method of issuing WordPerfect commands.

To use the pull-down menus, hold down the Alternate key and press the equals sign. You'll see a bar at the top of the screen that looks like this:

File Edit Search Layout Mark Tools Font Graphics Help

These words represent the groups of menu commands. As you might imagine, commands for changing fonts appear under the Font group, while changing margins is under the Layout group.

To select a menu group to work with, you can use the Left arrow and Right arrow keys to move the highlight to a menu group. After highlighting, press the Enter key. A second and faster method is to touch the highlighted letter of the group you want to work with. (In the example above, the highlights are shown as underlines.) For example, to select the Layout group, touch l. To select the Font group, touch o.

After selecting the menu group, you'll see pull-down menus that look like these examples:

Once you've pulled down a menu, you can select a command by using the Down arrow or Up arrow key to highlight the command, pressing the Enter key after highlighting the command. Or, you can touch the highlighted (underlined in this printed example) letter.

Some menu commands are followed by a Ø character. This means that this menu command has a submenu. If you move the highlight to this command, or if you select it by touching the highlighted letter, you'll then be able to make a selection from the submenu.

To remove the menus without making a command selection, press the Exit key (F7).

One of the most useful keys in WordPerfect is the Delete Word key (Control-backspace). This key lets you replace one word with another very quickly and easily. To use the Delete Word key, simply move the cursor so that it's anywhere within the word you want to delete. Then press Delete Word (Control-backspace), and WordPerfect deletes the entire word.

The key to making efficient corrections with Delete Word is to remain in insert mode. After deleting the old word with Delete Word, type the new word without moving the cursor. You'll need to type a space after the new word, because Delete Word deletes the space after the word. Remember this key, because using it along with the Word Left and Word Right keys (Control-Left arrow and Control-Right arrow) can save a lot of time and effort when making corrections.

The Delete EOL (Control-End) deletes all characters from the position of the cursor to the end of the line. To delete an entire line, move to the left end of the line (using either Home Home Left arrow or Home Home Home Left arrow) and press Control-End.

Dir C:\WP51\*.* (Type = to change default Dir)

If you have a hard disk drive system, WordPerfect will want to save your document on the subdirectory where the WordPerfect program files are stored. It's not good to save your work in this directory, because it then becomes difficult to backup your data files without having to also backup all the WordPerfect program files.

To save a document in a different drive or directory, you can type the complete file specification when you press the F10 Save key. For example, you could type c:\data\letter1.wp to save a document in a file called letter1.wp, on drive C, in the directory \data. When retrieving the file, you'd need to also type the complete description. When you're going to be working with one particular drive or directory for several operations, however, it's good to change WordPerfect's default drive and directory. Then, you can refer to files directly, without having to type the drive and directory names as well.

To change the default drive, press the List Files key (F5). Press the equals sign key (=), then type the new default drive and directory and press the Enter key. Finally, press the Cancel (F1) key. With WordPerfect 5.1, the Setup feature (Shift-F1) followed by 6 Location of Files lets you specify the drive and directory that WordPerfect starts with.

The Cancel key (F1) plays two distinct roles in WordPerfect. It first cancels many things that you started by accident, and it also can recover text deleted by accident.

Suppose you accidentally press a key, such as the Format key, that produces a menu of command choices. You must take action to remove the menu, as the next key you press will be interpreted as your selection from that menu. The Cancel key (F1) is the most direct way of exiting a menu without performing any of that menu's actions. Other keys work, too. All menus (except the Screen key (Control-F3) menu) have item zero implicitly defined as the "null" choice, meaning that pressing zero exits the menu without performing any actions. The Enter key does this too, because zero is already typed in all menus as the proposed choice, and pressing Enter accepts the proposed choice. Actually, pressing any key other than the menu item keys exits the menu.

Sometimes, though, you must press the Cancel key to back out of an unwanted action. Suppose you press the Search key (F2) by mistake. WordPerfect asks for the text to search for, and the characters you type next are interpreted as the text to search for. In this case, you must press the Cancel key to exit from the search text request without performing the unwanted search. In general, anytime WordPerfect asks for a textual response (such as text to search for or replace, or the name of the document to save) you must press the Cancel key to exit from the request.

Undelete: 1 Restore; 2 Previous Deletion: 0

The other function of the Cancel key is to restore text that you wish you hadn't deleted. WordPerfect stores the last three "things" you deleted, and you can recall them at any time. (A "thing" is a block of text or a set of continuous and successive deletions. Moving the cursor marks the end of a continuous deletion.)

WordPerfect does not restore the deleted text to its original position, but to the position of the cursor. To restore deleted text, then, first position the cursor to where the deleted text should be inserted. Then press the Cancel key (F1). WordPerfect displays the last level of deleted text. If that's the text you want to restore, press 1 to insert it at the cursor location. If it isn't the text you want, press 2 to show the previous deletion. If that isn't the text you want, press 2 again to show the third level of deleted text. Pressing 2 again shows the most recently deleted text again.

WordPerfect does store three levels of deletion, so there's a good chance that it remembers the text you want to restore. But if WordPerfect doesn't display it, there's not much to do except to press the Cancel key again to remove the Cancel key menu.

In WordPerfect, the Escape key lets you repeat actions as many times as you wish. To repeat an action, first press the Escape key, then press the key you wish to repeat. The key to repeat can be any of the keyboard characters or commands.

WordPerfect repeats the key eight times as a default value. You can change the number of repetitions by pressing Escape, typing the number of times to repeat, and pressing the key to repeat. This change is valid for this time only. To permanently change the number of times the Escape key repeats and action, press Escape, type the number, and press Enter. That number becomes the repetition count until you quit WordPerfect.

For example, to move down eight pages in the document, press Escape and then Page Down. To move down three pages, press Escape, type 3, and press Page Down. To type a line of 60 dashes across the screen, press Escape, type 60, and type -.

Many WordPerfect functions can act upon a block of text. A block of text is simply a continuous section of a document, ranging in size from a single character on up to the entire document. Some of the things that you can do with a block of text are to print it, save it, move it, copy it, delete it, underline it, center it, spell check it, and much more.

To mark a block of text, move to either the first or last character that you want included in the block. Press the Block key (Alternate-F4 or F12). Use the cursor keys to move to the other end of the characters that you want included in the block. Note that WordPerfect highlights the text as you move the cursor.

Once you have the block highlighted, you generally press some key like the Move, Delete, or Print key.

If you're highlighting a block of text and you want to abandon the block for any reason, press either the Block key or the Cancel key (F1).

If you move to the start of the block of text and press the Block key, you can take advantage of WordPerfect's speed blocking. This feature lets you block sections of text by pressing any character. WordPerfect then expands the block to the next occurrence of that character.

For example, to block a sentence, first move to the start of the sentence and press the Block key. Since almost all sentences end with a period, press the period key. WordPerfect expands the highlight to the end of the sentence. (If there were abbreviations in the sentence, WordPerfect would move to the period at the end of the abbreviation. Make sure that you've moved to the actual end of the sentence before proceeding.) To highlight another sentence, press the period again.

Since you press the Enter key at the end of paragraphs, pressing the Enter key highlights to the end of the paragraph. Similarly, you can highlight word-by-word by pressing the space bar to advance to the next word.

To block text twice, block the text for the first time and perform the first operation on the text. Then, press Block On/Off again, and press the Goto key (Control-Home) twice. This action will reblock the same text that was blocked before.

Moving text (and the closely related copying of text) is an important skill. There are two ways to move text, depending on whether you want to move a section of text like a sentence, paragraph, or page, or whether you want to move a block of text that you define. Either way, WordPerfect deletes the moved text and places it in a special buffer. Then, you move to where you want to place the text, and move it from the buffer to the document.

Here are the two ways to move text.

1 Move; 2 Copy; 3 Delete; 4 Append: 0

For either of the two methods, the next step is the same. Position the cursor to the place where you want the text to appear. Press Enter to insert the text in front of the cursor position. At this time, WordPerfect takes the text from the buffer and places it on the screen.

Note that WordPerfect inserts the text from the buffer, meaning that it moves text below the cursor to make room for the incoming text.

There are some subtleties to moving that, if observed, can make moving easier. The most important point is not including the blank line after a paragraph (caused by two presses of the Enter key) as part of the block to move. Not accounting for these blank lines results in incorrect line spacing that you'll have to correct.

The best way to move a complete paragraph by blocking it is to first position the cursor at the first character in the paragraph. For this paragraph, that would be the T in the word The on the first line. Then, turn block on and highlight so that the cursor is at the first character of the next paragraph. (The easiest way to do this is to press the Enter key twice.) For this paragraph, that would be the I in the word If on the first line of the next paragraph. Then press the Move key and proceed as above, selecting 1 Block, and then 1 Move. Now to move the text, place the cursor at the first character of the paragraph in which the moved paragraph should be in front of. Then press the Enter key.

If you follow this method of careful blocking, you won't have to go back and delete or insert new lines. When you move a paragraph without block mode on, WordPerfect follows this method.

Copying text is much the same as moving text, except that you respond to the menus so that you select 2 Copy rather than 1 Cut. By selecting to copy, you leave the original text undisturbed, and place a copy of the text in the buffer, Then you proceed in the same way as in moving.

The remarks about careful blocking so as to avoid line spacing problems apply to copy as well as move.

If you need to make several copies of text, follow these steps: First, copy the text as usual and press Enter to make one copy of it. Then, move the cursor to where the next copy should appear. Press Retrieve (Shift-F10), and then press Enter. You can retrieve the contents of the buffer as many times as you wish in this manner.

The Move key (Control-F4) is also used to add text to an existing file. First, block the text to append to the file just as though you were preparing to move it. Then press the Move key (Control-F4). Select 1 Block, then 4 Append. Type the name of the file to append to.

The file you are appending to must exist on the disk; if it doesn't, WordPerfect displays an error message and doesn't perform an append. If you want to create a new document that contains just part of the document on the screen, block off the text and press the Save key (F10). Type the name of the file to create and press Enter.

With WordPerfect 5.1, you can access nearly all the fonts that your printer can use, and you can use them accurately.

The first feature that controls the fonts in your documents is the Base Font command from the Font (Control-F8) key. This command places a code in your document that instructs WordPerfect to start using a specific font. The document prints with that font until the end of the document, or until a second base font code starts using a different font. Use this method when you want to establish the basic font that your document uses.

To use this feature, position the cursor at the point where you want to start using a new font. Press Font (Control-F8) and select 4 Base Font. Move the cursor to the font that you want to use and select 1 Select.

The fonts that appear when you select the Base Font command depend on the printer that WordPerfect is installed for. It also depends on the font cartridges you might have installed, or the soft fonts available. If your printer is installed correctly, you should be able to use all the fonts listed.

WordPerfect uses two types of measurements for font size, depending on the type of font. One type of font that WordPerfect uses is a fixed-pitch or monospaced font. In this type of font, each character is a fixed width as measured by the font's pitch. In a 10 pitch font (also called 10 cpi), each character is 1/10" wide. In a 12 pitch font, each character is 1/12" wide. For these fonts, WordPerfect usually measures the size in pitch or cpi. Common examples of fixed-pitch fonts include most types of daisywheel and dot-matrix printing, and the Courier font found on most laser printers.

wwwwwwwwwwwwwwwwwwww 20 w's in a monospaced font (Courier 11 pt)

wwwwwwwwwwwwwwwwwwww 20 w's in a proportional font (Times Roman 11pt)

iiiiiiiiiiiiiiiiiiii 20 i's in a monospaced font

iiiiiiiiiiiiiiiiiiii 20 i's in a proportional font

The second type of font that WordPerfect might use is a proportionally-spaced font. In this type of font, each character has its own unique width assigned to it. In one example, a font was able to fit only seven w characters in one inch, but 21 i characters fit in the same space. Because each character has its own width, it's not possible to measure the size of the font in pitch or characters per inch. Instead, WordPerfect measures the height of the characters, because the capital letters are all the same height.

WordPerfect measures the height or size of the font in points, a unit of measurement common to typesetters and graphic artists. There are 72 points in one inch. Here's several samples of different fonts and sizes:

You can see that as a font becomes taller, it also becomes wider. Thus, 10 point Times Roman fits more characters on a line than 12 point Times Roman.

The effect of font changes depends on your printer's capabilities. You can print the file printer.tst (located on the learning disk) to get a demonstration of your printer's features and how they interact with WordPerfect. Also, remember that WordPerfect must be installed for your particular printer (see the installation chapter of the WordPerfect manual for details). Printing problems are often traced to not having your software installed for the printer you are using.

1 Size; 2 Appearance; 3 Normal; 4 Base Font; 5 Print Color: 0

Hidden codes: [Font:Times Roman 12pt]

The first feature that controls the fonts in your documents is the Base Font command from the Font (Control-F8) key. This command places a code in your document that instructs WordPerfect to start using a specific font. The document prints with that font until the end of the document, or until a second base font code starts using a different font. Use this method when you want to establish the basic font that your document uses.

To use this feature, position the cursor at the point where you want to start using a new font. Press Font (Control-F8) and select 4 Base Font. Move the cursor to the font that you want to use and select 1 Select. If you're using a printer that uses non-scalable fonts, this is all you have to do. When using a printer that uses scalable fonts, such as a Postscript printer, or the Hewlett-Packard Laserjet Series III, you'll need to enter the point size.

The fonts that appear when you select the Base Font command depend on the printer that WordPerfect is installed for. It also depends on the font cartridges you might have installed, or the soft fonts available. If your printer is installed correctly, you should be able to use all the fonts listed.

This table shows two different base font screens. The left column is for a Hewlett-Packard Laserjet printer using downloadable soft fonts. The right column is for a Postscript laser printer. You can see that the Hewlett-Packard fonts are available in discrete sizes. The Postscript screen doesn't list sizes, because the Postscript printer (and some others) can create fonts in any size. After selecting a font for the Postscript printer, WordPerfect presents the prompt Point Size: 12, and you'll need to type the size you want to use.

By blocking a section of the document, you can change some of the font attributes for the block. The steps are to block the text, then press the Font (Control-F8) key. You'll see this menu:

Attribute: 1 Size 2 Appearance

1 Suprscpt; 2 Subscpt; 3 Fine; 4 Small; 5 Large; 6 Vry Large; 7 Ext Large: 0

1 Bold 2 Undln 3 Dbl Und 4 Italc 5 Outln 6 Shadw 7 Sm Cap 8 Redln 9 Stkout: 0

When you make these changes, you affect only the blocked text. The block becomes surrounded by hidden codes that describe the change. For example, when making text large, WordPerfect surrounds the text with [LARGE] and [large] codes. Delete these codes to restore the text to normal.

When blocking the text, you can change the size and appearance of text, but not the typestyle used. You can't, for example, change from Times Roman to Helvetica. Use the Base Font command instead.

Remember that WordPerfect will let you designate text as any size you want, even though your printer may have only a limited range of sizes available. Run a test to see what sizes you have available.

WordPerfect has the capability to create special characters that your printer can't normally create. For example, you'll be able to create characters like ¢, ©, and _.

The method for creating these characters is to look at a WordPerfect character map, which looks like this:

This prints all characters in Character Map 4

0 1 2

0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9

000 • m n · « ¶ § ¡ ¿ « » £ ¥ _ ¦ ª º ½ ¼ ¢ ² _ ® © ¤ ¾ ³ ‘ ’ ‘

030 " " " – — ‹ › ¡ ¨ † ‡ Ô _ _ l ° n § ¨ ¨ ­ _ _ _ _ _ ¼ $ _ _

060 _ £ , „ _ _ _ _ _ _ _ _ _ _ _ ‰ _ _ ¹ _ _ _ _ _ _

0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9

0 1 2

This shows character set number four. The copyright symbol is character number 23 in this character set. So, to create a copyright symbol, first press the compose key (Control-2), type the character set number, type a comma, type the character number, and finally press Enter. In this example, press Control-2, then type 4,23 and press Enter. While you're typing the character set numbers, you'll not see anything on the screen, which is sometimes confusing.

WordPerfect is unable to show many of these special characters on the editing screen. They will print on most printers, and will show correctly on the print preview screen. In reveal codes mode, the special character will look like it does on the editing screen, unless you move the cursor to the code. Then, the character will look like this: [n :4,23]. WordPerfect expands the character to identify the character set number and the character number.

1 - Full Document

2 - Page

3 - Document on Disk

4 - Control Printer

5 - Multiple Pages

6 - View Document

7 - Initialize Printer

S - Select Printer IBM 4019 LaserPrinter (PostScript)

B - Binding Offset 0"

N - Number of Copies 1

U - Multiple Copies Generated by WordPerfect

G - Graphics Quality High

T - Text Quality High

There are two ways to print—from the screen, or from a file.

No matter which method you use, WordPerfect takes a moment to start printing (long documents with many pages may take up to a few minutes, but documents of a few pages take just a few seconds). After WordPerfect starts printing, you can do anything you want except leave WordPerfect. You could retrieve a different document and work on it, write a new document, or continue editing the document you're printing.

Important points to remember when printing: Make sure your copy of WordPerfect is installed correctly for the printer you're using. WordPerfect supports a wide variety of printers, and you can install any number of printers. The reason for installing many printers is that some people may have more than one printer. WordPerfect also uses the printer definitions to control the type of paper handling options you're using—continuous forms, hand-fed forms, or sheets fed through a sheet feeder.

When printing with a printer defined for hand-fed forms, WordPerfect beeps when it's ready to print on a new page. Wait until your printer stops printing (because of the print buffer many printers maintain, WordPerfect may finish sending the page to the printer before the printer actually finishes the page), insert the new page, then give WordPerfect the Go command. The Go command is on the printer control menu, so you may need to press the Print (Shift-F7) key, select 4 Control Printer from the menu, then press G to give the printer a Go.

With any printer, it's important to align the paper properly before starting the print. Otherwise, the top and bottom margins will not be correct, and WordPerfect may print over the perforation separating the pages. With most printers that use continuous forms, the proper position is so that the perforation is just above the print head, but consult your printer manual for details on the proper position.

If you find it necessary to cancel a print job, perhaps because the paper is jamming or crooked, or if the document doesn't look right, press the Print (Shift-F7) key, select 4 Control Printer, and press S to stop printing. Then, press C to cancel the job, and supply the number of the print job to cancel. Even though WordPerfect stops printing, you printer may continue due to the print buffer in your printer. With most printers, the only way to clear the print buffer and make the printer stop printing is to turn it off.

WordPerfect contains a print preview feature that lets you see the printed version of your document without actually printing it. This feature is handy because different type sizes, certain character formatting, page numbers, headers, footers, footnotes, and some other WordPerfect formatting features aren't visible until you print. To save paper and time, you can preview them on the screen.

To preview a printed document, first retrieve it. Then press the Print key (Shift-F7) and press 6 View Document. After a few moments, WordPerfect presents the preview. This is a special view of the document, and you can't perform any editing—all you can do is move about and look. Use Page up and Page down to move to different pages. You can use the menu commands to select different magnifications of the document, 100% of actual size, 200% of actual size, or full page. Facing pages presents two pages at a time, a left-hand page and a right-hand page. This is handy for previewing documents that will be printed on both sides of the paper, such as this booklet.

When you're finished with the preview, press the Exit key (F7) to return to your document.

Epson LQ-850 (M8 ROM)

* HP DeskJet 500

HP LaserJet III

Standard Printer

1 Select; 2 Additional Printers; 3 Edit; 4 Copy; 5 Delete; 6 Help; 7 Update: 1

Depending on your computer system, you may need to select the printer that you want to use. This is the screen that you see if you select S - Select Printer after pressing the Print (Shift-F7) key. (The asterisk indicates the currently selected printer, also identified on the opening print screen.) If necessary, use the arrow keys to highlight the printer that you want to use, and then select 1 Select from the menu.

There are quite a few reasons why you might need to select the printer you want to print on. Some people have two printers connected to their computer. People using a network might use different selections to indicate which of the several network printers they want to print on. As different printers have different fonts and other features, your printer selection determines the fonts that appear when you select a base font.

WordPerfect contains a special place for placing hidden codes that appear at the top of the document, called Initial Codes. By placing codes in the initial codes area, you can avoid the jumble of codes that often appear at the top of many documents. In addition, you avoid many problems that can happen if you retrieve your document into a different copy of WordPerfect that had different default settings.

To use this feature, press Format (Shift-F8) and select 3 - Document, then select 2 - Initial Codes. You'll see a screen in reveal codes mode. Now, issue the formatting commands you need just as you would in any other situation. When finished, Press Exit (F7) as indicated at the bottom of the screen.

The codes entered in this fashion do not appear at the top of the document when in reveal codes mode. To edit or remove hidden codes entered to this area, go through this process again, and you'll have access to the codes.

Codes that you might include in the initial codes include Paper Size/Type, Top/Bottom Margin, Page Numbering, Widow/Orphan Protection, Left/Right Margin, Justification, Tab Set, Line Spacing, and others. Headers and footers don't work in the initial codes area.

Much of the time, it doesn't matter in which order you place hidden codes. The position of the codes is important, of course, because the effect of a code starts at the position of the code—most of the time. For example, consider the Top/Bottom Margin code. This code must appear at the top of the page before any "text" character such as a character, space, hard return, or tab. If the code appears after even one character, the effect of the code (the new top margin) won't appear until the next page.

Codes similar to Top/Bottom Margin that must appear before any character on the page include Paper Size/Type, Center Page, Top/Bottom Margin, Force Odd/Even Page, Header/Footer, Page Numbering, New Page Number, and Suppress (Page numbering, Header/Footer, etc.). Generally, these codes will appear after a Hard Page code. If they appear after a soft page code, you may run into problems, as the position of a soft page break is subject to change as the document changes.

Codes that need to appear at the very beginning of a line include Left/Right Margin, Tab Set, Line Spacing, and Justification. Generally, these codes will appear after a Hard Return code for reasons similar to the top-of-page codes.

Hidden codes: [Style On:Subhead]Using Hidden Codes[Style Off:Subhead][HRt]

or

[Style On:Subhead;[BOLD][Font:Helvetica Narrow 12pt]]Using Hidden Codes[Style Off:Subhead;[HRt][HLine:Full,Baseline,7",0.007",100%][bold][Font:ITC Bookman Light 10pt]]

Managing WordPerfect's formatting can sometimes be a chore due to all the hidden codes you need to use to achieve a certain effect. The style feature of WordPerfect 5.1 lets you create your own customized hidden codes that can contain the action of many normal hidden codes.

You'll want to create WordPerfect styles when you need to format many sections of a document in the same way. For example, a document might have subheadings throughout the document. You want all the subheadings to be formatted identically. By creating a style for the subheadings and formatting them with the style, you can achieve a consistent look. It's also easier to apply style formatting.

Suppose you want to make the subheadings be bold, large size, and italic. Here's the steps to follow to create the style:

Actually, it's not absolutely necessary to turn a feature off after the comment code, as WordPerfect restores all settings to their original state after a paired style is turned off. This is even true of the base font. For example, the base font for this booklet is ITC Bookman Light 11 point. The section headings, however, are Helvetica Narrow Bold 13 point. The style for the headings turns on the Helvetica Narrow font by using a base font code, and WordPerfect automatically turns it off after the style is turned off.

To apply the subhead style to text, first block the text. This is necessary in this case because the subhead style is a paired style. Then press the Style key (Alternate-F8), use the up and down arrow keys to highlight the subhead style, and select 1 On. Repeat this procedure for the other subheadings.

WordPerfect inserts codes in the document that look like [Style on:Subhead] and [Style off:Subhead]. Delete these codes to return the text to normal style. When in reveal codes mode, you can move to a style code and watch WordPerfect expand the code to reveal the formatting that this style applies.

Once you've created style and applied them to text, you can revise the style definition. Text in the document that's formatted with the style will change its format to match the formatting of the new style.

For example, in the subhead style, you might decide that you no longer want the subheadings italicized. To make this change, you'll want to revise the existing style. Here's how:

As you examine the document, you'll notice that the subheadings are no longer italicized.

If you've created styles for one document that you'd like to use in a different document, you should save the styles from the first document and retrieve them into the second document. To do so, retrieve the document that has the styles you want. Press Style (Alternate-F8) and select 6 Save. Supply a file name and press Enter. Typically, you might use the .sty file extension to indicate that the file is a style file. Retrieve the document you want to use these styles with, press the Style key (Alternate-F8) and select 7 Retrieve. Supply the style file name and press Enter.

You can use this style file that you created with as many documents as you like. Each will be formatted in the same consistent manner.

WordPerfect starts out with tab stops set at every half-inch position. If you like these tab stops, you can use them by pressing the tab key. Pressing the tab key moves the cursor to the next tab stop. Tabs are represented by the hidden code [TAB].

When you press the tab key, WordPerfect moves the cursor to the next tab position. If you delete a tab hidden code, then WordPerfect deletes all the spaces that the tab represented. For example, you might type "45," press the tab key, and type "Blue." This typing might look like this, depending on how the tab stops are set:

45 Blue

In reveal codes mode, it looks like this:

45[TAB]Blue

If you deleted the [TAB] hidden code, you'd get this:

45Blue

Sometimes this causes confusion. Remember that the [TAB] code, which you introduce to the document by pressing the tab key, causes the next character to appear at the next tab stop. If you delete the [TAB] code, then this effect is gone, and you get the result shown above.

To set tab stops different from WordPerfect's defaults, move to the position where you'd like the new tab stops to take effect. This may be at the top of the document, or it might be just before a table you plan to type. Press the Format key (Shift-F8) and press 1 Line, and then press 8 Tab Set. WordPerfect displays a ruler and the current tab stops.

To set new tab stops, use the Right and Left arrow keys to position the cursor at the position to create a new tab stop at. Then press the tab key to place a new tab stop. You can also set tab stops by typing the column measurement and pressing Enter. These steps set regular, left-aligned tab stops, indicated by the character L on the tab ruler line.

To delete tab stops, position the cursor with the Right and Left arrow keys so that the cursor's at the tab stop to delete. Then press the delete key. You can delete all the tab stops from the cursor position to the end of the line by pressing the Delete End of Line key (Control-End). This is useful for clearing all the tab stops to set just the ones you want.

To use decimal tabs, position the cursor at the tab position and type D. A decimal tab stop is used for typing columns of numbers. WordPerfect will align the numbers with their decimal point at the tab stop column.

For a centered tab, position the cursor at the tab position and press C. With centered tabs, whatever you type will be centered around the tab stop column.

For a right justified tab, position the cursor at the tab position and press R. Whatever you type with a right justified tab will be right justified at the tab stop column.

For a right justified tab with a dot leader, position the cursor at the tab position and press . (the period). What you type with this type of tab will be right justified at the tab stop column, and the blank spaces before the tab will be filled with periods.

Examples of the tab stops:

Left Centered $1,234.50 Right Dot

Aligned Tab 342.00 Aligned Leaders

Tab Stop Example 12,000.00 Tab Stop Before

The hidden code that produced these tab settings looks like this:

You can set multiple tabs by pressing the Format key (Shift-F8), selecting 1 Line and 8 Tab Set, typing the starting position for the tab stops and then a repetition factor. For example, to sets tabs at every inch mark, type 1,1. This starts a tab at the 1" mark, and then sets a tab at every 1" afterwards. To restore WordPerfect's original tabs at every half-inch mark, type 0.5,.5. To set a tab at 1.5", and every 2" thereafter, type 1.5,2. You can always "fine-tune" these tabs by deleting a few with the delete key or setting others with the regular methods. Remember, though, that you'll probably want to delete all the existing tab stops by moving to position zero and pressing the Delete End of Line key (Control-End) before setting any other tabs.

Starting with version 5.1, WordPerfect has two types of tabs: relative and absolute. Absolute tab stops are measured from the left edge of the sheet of paper, while relative tabs are measured from the left margin. With relative tabs, a change in the left margin also shifts the tabs stops. Absolute tab stops don't change with changes in the left margin, which is the way tabs worked in versions prior to 5.1. The tab menu command T for Type lets you change the type of tabs you're setting.

In WordPerfect, the tabs are dynamic, meaning that if you don't like the layout of the columns, you can adjust the tab stops to new columns. Press the Reveal Codes key (Alternate-F3 or F11) and locate the tab stop hidden code. Position the cursor just after that code. Press the Format key (Shift-F8), press 1 Line and 8 Tab Set. WordPerfect will display the current tab settings, and you can delete any tab stop and enter it again to reposition it. You can also move to a tab stop and hold the Control key while pressing the right or left arrow keys. This action will move the tab stop to the left or right, and at the same time, WordPerfect will move the text to the position of the new tab. With this method, you can visually align the columns.

After setting the new tab stops, you may want to delete the old tab stop hidden code, although this is not absolutely necessary. What would happen if you deleted the old tab code before using the Format key to set the revised tabs? In this case, WordPerfect would initially display the tabs for the next previous tab settings code, or the default tabs (every half-inch) if no previous tab settings codes exist. But by leaving the old tab code in the document, those tabs will display on the tab settings ruler, and it's easy to make just the revisions you need, rather than resetting all the tabs.

Hidden code: [AdvDn:1.5"]

WordPerfect lets you advance the paper to a particular line by pressing the Format key (Shift-F8), pressing 4 Other and then 1 Advance. After selecting Advance, you can select to advance in a number of directions. Two common choices are 2 Down and 6 Position.

In either case, WordPerfect asks for the amount to advance. When you select 2 Down, the printer moves down the number of inches you enter, starting at the current position. When you select 6 Position, WordPerfect moves to the position you enter, starting from the top of the page. When you use this command, the appearance of the text on the screen doesn't change, but the position counter at the bottom right of the screen changes as it always does to show the current line.

This command is very useful when you print letters on stationary with a letterhead. In this case, you need to leave many blank lines at the top of the first page of the letter to account for the letterhead. But you print the second and subsequent pages on regular paper, so you'd like the standard one inch top margin for those pages. One solution, of course, is to set the top margin for the first page, and set it again for the second page. This is a lot of work and requires knowledge of where the second page of the letter begins. (Remember, the page breaks will change with editing.)

The best solution is to use the advance down command for the first page. For example, if your letterhead requires a top margin of three inches, advance down two inches at the top of page one, or advance to line three inches. This command affects just the current page, so there's no need to adjust the margin for page two and following pages—they'll have the regular top margin.

Hidden codes: [Pg Numbering:Bottom Center]

WordPerfect can automatically number pages. Page numbers don't appear in the text on the normal editing screen, but appear when printed.

To use page numbering, position the cursor at where the page numbering should start. This may be at the very beginning of a document, or perhaps at the start of the second page if your document has a title page that you don't want numbered. Then press the Format key (Shift-F8). Press 2 for Page Formats, then 6 Page Numbering. Select 4 Page Number Position, and from the list that appears, select where you want the page numbers to appear. Then press Exit (F7) to exit the Page Format menu.

You can have WordPerfect start page numbering with any number. This is useful when you have two separate documents, and you want the second document to look like it was printed along with the first document. In this case, print the first document, and set the starting page number for the second document to one greater than the last page number of the first document.

This is also useful when you have a title page that isn't numbered. You want the second page of the document to print with the number one, so start a new page number at the top of the second page.

To make page numbering start with any number, position the cursor to where the renumbering should take effect. Normally this will be the beginning of the document. Then press the Format key (Shift-F8), press 2 Page, then 6 Page Numbering, then 1 New Page Number. Type the new page number and press Enter. Selection 2 Page Number Style, lets you choose different numbering styles.

If you type ^B (Control-B) anywhere in your document, WordPerfect will replace it with the current page number when printed.

Hidden codes: [Header A:Odd pages;This is a test.]

A header is text that appears at the top of each printed page. A footer is text that appears at the bottom of each printed page. Headers and footers do not appear on the screen along with your text, but appear only when printed or during print preview.

You enter headers and footers in the same way. Position the cursor at the position where the header or footer should start printing. Then press the Format key (Shift-F8), press 2 Page, and press 3 Headers or 4 Footers.

WordPerfect can have up to two footers and two headers at any time. This lets you create one footer for the even pages, and a different footer for the odd pages. In this case, footer "A" might be set for even pages, while footer "B" is set for odd pages. Press 1 or 2 to tell WordPerfect which header or footer you want to enter. Then press 1 through 5 to tell WordPerfect what to do with this header or footer—discontinue it, have it print on every page, have it print on odd or even pages only, or to edit it. (When editing or discontinuing a previously entered header or footer, position the cursor anywhere after the header or footer code before issuing this command.)

Now you're ready to enter the header or footer text. You can use many of WordPerfect's editing features in the text, such as centering, bold, underline, and flush right. When you're through entering the text, press the Exit key (F7). Then press the Exit key again to exit the Page Format menu.

If you type ^B (Control-B) in the text of a header or footer, WordPerfect will replace it with the current page number. (Form the ^B character by holding down the Control key and striking the letter B. If you type a caret and the letter B, you'll get the caret and the letter B in the printout.) In this way, headers and footers give you more control over page numbering than using the Page Numbering feature. For example, to print page numbers at the bottom of the document that look like this:

- 2 -

enter a footer that contains this text:

- ^B -

Use the Center key (Shift-F6) to center the text before you type the line.

Hidden codes: [Suppress:PgNum,HA,HB,FA,FB]

There may be times when you want to suppress some page formatting feature for a single page. One common example is when you don't want to have a header or footer printed on a page, such as the first page. In this case, you could enter the footer at the start of the second page, but this is not very satisfactory, as you don't always know right away where the second page starts, and the starting location may change as you edit the document.

A good solution is to suppress the footer for just the current page. To do this, position the cursor at the start of page one. Then press the Format key (Shift-F8), press 2 Page, and press 8 Suppress. From the list that appears, enter the number of the feature that you want to suppress. You can suppress any combination of page numbering, headers, and footers.

Hidden codes: [Block Pro:On] [Block Pro:Off]

There are two ways to keep text together on a page, avoiding such mishaps as a paragraph heading appearing by itself at the bottom of a page.

The first way is to use the conditional end of page feature, which lets you keep a certain number of lines together on a page. To use this feature, position the cursor on the line above the first line to keep together. Press the Format key (Shift-F8), press 4 Other and press 2 Conditional End of Page. Then type the number of lines to keep together and press Enter. Press Exit (F7) to leave the Other Format menu. WordPerfect will keep that number of lines together, starting with the next line. For example, suppose you have this table:

Club Officers

President George Washington

Vice President Thomas Jefferson

Secretary Alexander Hamilton

It would be bad form to split this table across two pages. To protect it, place the cursor on the line above the "Club Officers" line. Press the Format key (Shift-F8), 4 for Other Formats, 2 for Conditional End of Page, type 5, press Enter, and press Exit (F7) to leave the Page Format menu.

The other method is to use the Block key (Alternate-F4 or F12) to block a section of text to keep together. Once the text is blocked, press the Format key (Shift-F8). WordPerfect asks for confirmation, so press Y. This action surrounds the block of text with [BlockPro:On] and [BlockPro:Off] hidden codes, and WordPerfect will keep the block of text always on the same page.

Using Block Protect is probably easier than using the Conditional End of Page feature. First of all, you don't have to count the lines to keep together. You can use the visible block highlighting to figure out how many lines to keep together. Furthermore, if you add additional lines to the table, you'll have to reissue the Conditional End of Page command to include the additional line count. But as long as you insert the new lines of the table between the [BlockPro:On] and [BlockPro:Off] hidden codes, the entire table is still protected.

When protecting lines of text with either of these methods, WordPerfect may have to make a page shorter than usual. WordPerfect won't ever extend the bottom margin to include extra lines—the only way to protect a block is to end a page earlier than usual. Thus, if you protect a large number of lines, you could end up with a page that's only half filled with text.

Normally, WordPerfect does not ask you to hyphenate words. If you wish, you can turn hyphenation on by positioning the cursor at the place where you want to start hyphenating, pressing the Format key (Shift-F8), pressing 1 Line, pressing 1 Hyphenation, and typing Y to turn hyphenation on. You can turn hyphenation off at any time by following the same steps, except you'll press 1 to turn hyphenation off.

If hyphenation is on, WordPerfect may ask you to hyphenate words as you type them or scroll the screen. When WordPerfect beeps and asks you to hyphenate a word, you can do one of two things. First, you can use the Left and Right arrow keys to position the hyphen properly. Press the Esc (Escape) key when the hyphen is positioned. Second, you can elect to not hyphenate the word by pressing the Cancel (F1) key.

The hyphens that WordPerfect introduces are "soft" hyphens, meaning that they display and print only when the word falls at the end of a line. If you later make editing changes that moves the hyphenated word from the end of a line, WordPerfect does not display the hyphen. If the word is moved back to the end of a line, WordPerfect may use the soft hyphen to split the word.

Hidden code: -

Soft hyphens are hyphens that WordPerfect displays and prints only when they fall at the end of a line. At other times, they do not display or print, but WordPerfect remembers them and will display them again if needed. Enter soft hyphens by pressing the Soft Hyphen key (Control -).

Hidden code: [-]

To type a hyphenated phrase such as one-of-a-kind, use the "-" key between the words. WordPerfect will use these hyphens if necessary to hyphenate the word.

Hidden code: -

To type a minus sign, press the Home key, then the "-" key. WordPerfect will not use this symbol for hyphenation.

Hidden code: [ ]

Many times you may want to keep two or more words together on the same line. This is common with dates, such as January 1, 1989. Normally, you don't want this split over two lines, but if you type a regular space between the words, WordPerfect will feel free to split the words over two lines.

The solution is to use a hard space between the words, which you enter by typing the first word, then pressing the Home key and the space bar, and typing the second word. WordPerfect will keep the two words together on the line, but WordPerfect may ask you to hyphenate one of the words. Press the Cancel key (F1) if this happens.

WordPerfect can work with two documents in memory at once, called Document 1 and Document 2. With the two documents in memory, you can switch between them quickly, and copy or move text from one to the other.

Normally, WordPerfect works with Document 1. To switch to Document 2, press the Switch key (Shift-F3). Now WordPerfect is working with Document 2, as indicated on the status line at the bottom of the screen. You can now type a new document or use the List Files or Retrieve keys to retrieve an existing document from the disk. To switch between Document 1 and Document 2, press the Switch key.

If two documents are active and you use the Exit key (F7), WordPerfect will ask if you want to exit the document area you're working within. For example, if you use the Exit key from Document 2, WordPerfect will (after asking whether to save the document) ask "Exit Doc 2?" If you answer N, you remain in Document 2, but it's cleared. If you answer Y, WordPerfect returns to Document 1. This means that if you're working with two documents, you'll have to use the Exit key twice before finally exiting WordPerfect altogether.

When working with two documents, you can select to view each document with the full screen, or split the screen into windows so that you can see each document. To split the screen into windows, press the Screen key (Control-F3). Press 1 Window. WordPerfect asks how many lines should be in this window. You can type a number, or use the Up and Down arrow keys to move the highlighted bar which separates the windows. After typing the number of lines or positioning the highlighted bar, press Enter to conclude the command. To get rid of the split screen, repeat the same procedure but enter 24 as the number of lines in this window.

When working with a split screen, press the Switch key (Shift-F3) to move between the two windows.

When working with two documents, you can copy or move material between the two documents with the regular move and copy techniques. Just press the Switch key (Shift-F3) to move to the other document before retrieving the material with the Enter key.

10-05-90 09:13p Directory C:\DATA\*.*

Document size: 193,938 Free: 18,186,240 Used: 1,141,382 Files: 35

. Current <Dir> │ .. Parent <Dir>

ADDRESS1.SEC 3,134 10-29-90 11:16p │ BUDGET1 .PIC 2,141 07-06-88 12:18a

BUDGET1 .WK1 3,184 09-15-88 05:57a │ CONEX .WP 12,950 11-08-89 02:32p

DL1 .PRI 1,034 10-29-90 11:16p │ DL2 .PRI 1,135 10-29-90 11:17p

DLLIST1 .SEC 932 10-29-90 11:17p │ DLLIST2 .SEC 933 10-29-90 11:17p

LABEL1 .PRI 1,109 07-24-89 10:02p │ LETTER1 .WP 2,575 10-29-90 11:17p

LETTER2 .WP 2,511 10-29-90 11:17p │ LIST1 .PRI 566 10-23-89 07:52p

MACROEX1.WP 12,345 11-08-89 11:57a │ MATH1 .WP 2,971 10-29-90 11:18p

MEMO .PRI 1,530 09-15-88 05:09a │ MERGING .WP 14,518 09-15-88 05:03a

OUTLINE .WP 4,012 09-15-88 06:22a │ PEOPLE .SEC 16,353 10-29-90 11:18p

SCRIPT .WP 4,702 09-15-88 05:21a │ SPELL .WP 1,926 11-07-90 11:00p

STUDENTS.SEC 1,591 10-29-90 11:18p │ TABLE1 .WP 2,042 07-02-90 02:39p

TABS .WP 10,262 11-08-89 11:57a │ USACON .WP 45,973 10-29-90 11:19p

VIEW1 .WPG 10,814 12-05-90 04:28p │ WP50-1 .WP 142,227 07-02-90 11:49a

WP50-2 .WP 147,041 07-02-90 11:50a │ WP50-T .WP 18,323 04-02-90 04:33p

WP51-1 .TIF 102,656 05-09-90 04:39p │ WP51-1 .WP 193,937 12-05-90 09:10p

WP51-2 .STY 2,263 10-31-90 09:15p │ WP51-2 .TIF 123,179 05-09-90 04:41p

WP51-2 .WP 236,128 12-05-90 03:09p │ WP51L1EX.WP 13,603 10-31-90 05:03p

WPERF .STY 782 11-13-89 03:52p

1 Retrieve; 2 Delete; 3 Move/Rename; 4 Print; 5 Short/Long Display;

6 Look; 7 Other Directory; 8 Copy; 9 Find; N Name Search: 6

One of WordPerfect's most useful features is the List Files key (F5). This key displays a list of files and lets you perform many actions. It also is the key used to change the default disk drive.

To use the List Files feature, press the List Files key (F5). WordPerfect asks which drive and directory to display files for. There are three actions you can take here:

WordPerfect now displays an alphabetized list of files. For each file, WordPerfect lists its name and extension, its size in bytes, and the date and time it was last saved. At the bottom of the screen is a menu listing the available actions. To leave the List Files display without performing any of the actions, press the Cancel key (F1) or the Exit key (F7).

To do anything to a file, you must first move the highlighted bar to the file of interest. There are two ways to move the highlighted bar. You can use the Up, Down, Left, and Right arrow keys, as well as Page Up and Page Down to move to the top or bottom of the screen and then the next or previous screen, and Home-Home-Up and Home-Home-Down to move to the top or bottom of the listing. Or, you can use the name search mode by pressing N Name Search. With this method, you press a letter key, and WordPerfect moves the highlight to the first file starting with that letter. If you type additional letters, WordPerfect looks for the next file starting with the first two letters you typed. Once you start name search mode, you must exit name search mode by pressing Enter, space, or one of the arrow keys. At that time, the menus reappear, and you can either make a menu selection or use the arrow keys to fine tune the position of the highlighted bar.

Once the correct file is highlighted, make a selection from the menu, and WordPerfect performs that action on the file. Here's a list of the possible actions:

1 Retrieve—Retrieves the file for editing. Remember, WordPerfect will insert the incoming file in front of whatever is on the editing screen, so you'll probably want to clear the editing screen before retrieving another file.

2 Delete—Deletes the highlighted file. WordPerfect asks for confirmation before erasing, so answer Y or N as appropriate.

3 Move/Rename—Lets you rename the file. WordPerfect will ask for the new name. If the name you give is on a different disk drive or in a different directory, WordPerfect will move the file there.

4 Print—Starts printing the entire document, or adds it to the print queue if WordPerfect is already printing a document. After pressing 4, press Enter to print the entire document, or specify a range of pages to print. You can select to print any number of files, one after the other. If you accidentally print a file, leave the List Files screen and move to the printer control menu (Shift-F7 and then 4) to cancel the print job.

5 Short/Long Display—Determines whether WordPerfect will display the normal short DOS file names (shown above), or its optional long document names.

6 Look—This key displays the file on a special viewing screen. It does not retrieve the file, but merely displays it for a quick look. Once displayed, you can use the Page Down and Down arrow keys to scroll downward through the file. Any other key exits the look display and returns to List Files. This method is useful for taking a quick look at a document to see if it's the one you want to retrieve.

The default choice for the List Files menu is choice 6 Look. Therefore, pressing Enter from this menu looks at a file.

7 Change Directory—Lets you change directories. This option changes the current directory. If the highlight is on a directory name when you use this command, WordPerfect proposes that directory to change to. Press Enter to accept the proposed response, or type another directory name and press Enter.

8 Copy—Copies the highlighted file. WordPerfect asks for the target drive and directory, then makes the copy. If the file exists on the destination, WordPerfect asks for confirmation before overwriting the file.

9 Find—Asks for a word or phrase, and searches all the files for the word or phrase. After the search is complete, the List Files display contains only the files that contain the word or phrase. You may then perform any other action on the files. When typing the word or phrase, use a question mark to stand for any single character or an asterisk to stand for any number of any characters (these work the same way as the question mark and asterisk in DOS file names).

To leave the List Files display, use menu item 0 or press the Cancel (F1) or Exit (F7) keys.

You can print the list of files by pressing the Print key (Shift-F7). To perform an action on a group of files, such as deleting or copying, move to each file and type an asterisk. Once all the files are marked with the asterisk, type the number of the command to perform, such as 8 to copy. The Mark Text key (Alternate-F5) marks (or unmarks) all the files.

Hidden code: [Fig Box:1;BUDGET1.PIC;]

One of WordPerfect's features is the ability to import graphic images and place them in a document. WordPerfect doesn't have the capability to create a graphic, however. It merely takes a graphic created with another program and prints it along with the document. Therefore, before placing a graphic in a WordPerfect document, you must create it with some other software program, and then save it to disk in a format compatible with WordPerfect.

When adding a graphic to a document, you must create a graphic box. There are four main types of graphic boxes that WordPerfect works with—figure boxes, table boxes, text boxes, and user boxes. There is really no difference between these boxes, as far as the type of information that you can place in them. A graph from Lotus 1-2-3, for example, can go in any of these boxes. The boxes are different, however, in that the default options for each type of box is different, and each type of box can appear in a separate, automatically-generated list.

To create a graphic, press the Graphics key (Alternate-F9). You'll see a menu like this:

1 Figure; 2 Table Box; 3 Text Box; 4 User Box; 5 Line; 6 Equation: 0

Select the type of graphic that you'd like to create, such as a figure. Then, you'll see a menu like this:

Figure: 1 Create; 2 Edit; 3 New Number; 4 Options: 0

From this menu, you can select to create a new figure, edit an existing figure, give the figure a new number, or change the figure options. If you select create, you'll see this menu:

Definition: Figure

1 - Filename

2 - Contents Empty

3 - Caption

4 - Anchor Type Paragraph

5 - Vertical Position 0"

6 - Horizontal Position Right

7 - Size 3.5" wide x 3.5" (high)

8 - Wrap Text Around Box Yes

9 - Edit

The important commands on this menu include 1 Filename, where you enter the name of the graphic file that you want to import. When selecting this option, you'll be able to press the List (F5) key to get a list of files. Some of the popular types of files that WordPerfect can directly read include encapsulated Postscript files (extension .eps), Hewlett-Packard Graphics Language files, Microsoft Windows Paint files (extension .msp), PC Paintbrush files (extension .pcx), Lotus 1-2-3 graphic picture files (extension .pic), TIFF files (extension .tif), and WordPerfect graphic files (extension .wpg).

After selecting the filename, you might select the anchor type. Anchors may be to the page, character, or paragraph. The difference between each anchor is important for several reasons. If the anchor is page, the graphic belongs to the page that it is on, and even if text moves to the next or previous page, the graphic box won't move. If the graphic is anchored to a paragraph, then as the paragraph moves, so does the graphic. Character-anchored graphic boxes are treated as a single character, no matter how large the graphic box is, and then move as regular characters do.

The type of anchor also affects commands 5 Vertical position and 6 Horizontal position. The following table shows the possibilities:

Most of the options are self-explanatory. For example, if the anchor type is page, you can place the graphics box at the top, bottom, or center of the page, or you can make the graph cover an entire page, or you can use 5 Set Position to place the box a certain measurement from the top of the page.

Command 3 Caption lets you type a caption for the graphic box.

You can also change the size of the graphic box. When you select size, you'll see a menu like this:

1 Set Width/Auto Height; 2 Set Height/Auto Width; 3 Set Both; 4 Auto Both: 0

If you select 3 Set Both, WordPerfect will ask for both the height and width of the box. If you select 1 Set Width/Auto Height, WordPerfect asks for the width, but automatically calculates the height. The height that WordPerfect calculates will preserve the aspect ratio of the original graph. This protects the graph from the distortion that can happen when you choose a height that's too wide or narrow for the width. Selection 2 Set Height/Auto Width works the same way, except that you enter the height, and WordPerfect calculates the width. Selection 4 Auto Both lets WordPerfect calculate both the height and the width, based on the original size of the graphic as it was created in the original program.

Selecting 8 Wrap Text Around Box lets you decide whether WordPerfect will wrap text around the graphic box, or print the graphic box and text superimposed.

Selecting 9 Edit moves you to the graphics editor, where you'll see a menu like this:

You'll also see your graphic drawn above this menu. You can't edit the content of the image, but you can move, scale, rotate, invert, or choose to print in just black and white. Moving the graphic pans the image around the box. Scaling makes the graphic larger or smaller in the box (but doesn't change the size of the graphic box). Rotating does what it says, rotates the graphic in the box. Invert is sometimes necessary to make an image look right. When making these changes, you can press the Goto key (Control-Home) to restore any changes to their original values.

Options: Figure

1 - Border Style

Left Single

Right Single

Top Single

Bottom Single

2 - Outside Border Space

Left 0.167"

Right 0.167"

Top 0.167"

Bottom 0.167"

3 - Inside Border Space

Left 0"

Right 0"

Top 0"

Bottom 0"

4 - First Level Numbering Method Numbers

5 - Second Level Numbering Method Off

6 - Caption Number Style [BOLD]Figure 1[bold]

7 - Position of Caption Below box, Outside borders

8 - Minimum Offset from Paragraph 0"

9 - Gray Shading (% of black) 0%

Hidden code: [Fig Opt]

Graphic options let you modify the appearance of graphic boxes. Each type of graphic box—figure, table box, text box, user box, and equation—has its own set of options. The illustration above shows the default settings for figure box options. You can reach this menu by pressing the Graphics key (Alternate-F9), selecting 1 Figure, and selecting 4 Options.

The first choice, border style, lets you select the type of lines used to draw the box around the graphic box. The choices look like this:

1 None; 2 Single; 3 Double; 4 Dashed; 5 Dotted; 6 Thick; 7 Extra Thick: 0

You can select a different type of line for each of the four borders of the box.

Inside and outside border space refer to the amount of space left between the border lines and the material to the outside or inside of the box. Even if you make the border line style be none, these measurements still apply.

Gray shading is another useful option. With shading set to 0%, the box is totally white. With 100%, the box is totally black. The box becomes darker as this number becomes higher.

Hidden codes: [Col Def:Newspaper;2;1",4";4.5",7.5"] [Col On] [Col Off]

WordPerfect makes it easy to print your document using newspaper-style columns. With these types of columns, WordPerfect flows the text from column to column, without regard for which paragraphs line up beside each other. WordPerfect does have a different type of columns, the parallel columns, where paragraphs are placed side-by-side in a fixed arrangement.

Creating newspaper-style columns involves two steps—defining the columns, and then turning on the columns. To define the columns, move to where you want the columns to start, generally at the top of the document. Then, press the Columns/Table key (Alternate-F7), select 1 Columns, and then 3 Define. From the menu that appears, select the type of columns (the default is newspaper-style), the number of columns (up to 24), and the distance between each column. The last command on the menu, 4 Margins, lets you individually adjust the margins for each column. You could create, for example, a wide column and a narrow column. WordPerfect, if you don't adjust the width of the columns, makes all columns equally wide.

After defining the columns, the next step is to move to where you want the columns to start, and turning on the columns by pressing the Columns/Table key (Alternate-F7), selecting 1 Columns, and selecting 1 On. At a later point, you may wish to turn columns off by selecting 2 Off from the same menu. You may turn on and turn off columns as many times as you wish.

To move between columns, press the Goto key (Control-Home), and then press either the Left or Right arrow key. On newer keyboards, Alternate-Left and Alternate-Right arrow perform the same function.

Macros are one of the most time-saving WordPerfect skills you can develop. Macros are simply a set of recorded keystrokes stored permanently on disk. When you play back the macro by issuing a short command, WordPerfect performs the keystrokes contained in the macro just as if you were typing them yourself at the keyboard.

Macros may contain any keystrokes that you can type at the keyboard—regular character keys, or WordPerfect command keys to perform formatting or other tasks. WordPerfect macros are best suited for short tasks.

Recording a macro requires four steps: First, decide what you want the macro to do. This is important, because you want to perform the steps of the macro accurately. Second, turn macro recording on with the Macro Def key (Control-F10) and supply a name (eight character maximum with no file extension) for the macro. Third, type the keystrokes for the macro just as though you were performing the task regularly. Fourth, turn macro recording off when finished with the macro task by pressing the Macro Definition key (Control-F10) a second time. WordPerfect then saves the macro to the default disk drive or directory with the name you supplied plus the extension .wpm.

Now, whenever you need to perform the task recorded in the macro, press the Macro key (Alternate-F10), type the name of the macro, and press Enter. WordPerfect types the macro keystrokes.

A handy shortcut is to name a macro with an Alternate-letter key name. For example, when recording a macro, instead of supplying a regular file name, hold down the Alternate key and strike a letter key from A to Z. Then record the macro as before. But now, to replay the macro, simply hold down the Alternate key and strike the letter you used to name the macro. In this manner, you can avoid using the Macro (Alternate-F10) key to invoke the macro, but you're limited to 26 macros with names like this. WordPerfect stores macros named in this way with the names alta.wpm, altb.wpm, and so forth.

WordPerfect stores macros on the disk drive and directory indicated on the Setup, Location of Files feature.

You can run a macro automatically upon starting WordPerfect with the command

wp /m-start

In this case, WordPerfect runs a macro called "start" automatically.

You can insert a pause during a macro. Upon macro playback, WordPerfect pauses so that you can enter data or make cursor movements. After you press Enter, WordPerfect resumes playing back the macro.

To insert a macro pause, start macro definition as regular. When you want the macro to pause, press Macro Commands (Control-Page Up) and select 1 Pause. Type something. What you type isn't important, but you need to type something. After typing this something, press the Enter key. Then, complete the rest of the macro as usual.

For example, suppose you'd like to create a macro that would type this sentence:

Payment is due on January 15, 1989. Interest accrues after that date.

When you play back the macro, you'll want to type a different date each time. To create the macro, press Macro Definition (Control-F10). Assign a name and description to the macro. Then, type as follows:

Type Payment is due on and press the space bar.

Press Macro Commands (Control-Page Up) and select 1 Pause.

Type January 15, 1989 and press Enter.

Type . Interest accrues after that date.

Press Macro Definition (Control-F10) to complete the macro.

To play back the macro, press Macro (Alternate-F10) and type the name of the macro. When the macro pauses, type a date and press Enter.

Starting with WordPerfect 5.0, you can edit macros after you create them, either to correct mistakes or omissions, or to revise their action. To edit a macro, press Macro Definition (Control-F10). Type the name of the macro to edit and press Enter. Since the macro already exists, WordPerfect asks whether to replace or edit the macro. If you select 1 Replace, WordPerfect moves to macro recording mode, and the macro you record replaces the existing macro. If you select 2 Edit, WordPerfect places you in macro editing mode.

When editing a macro, note these points:

WordPerfect's keyboard settings let you remap the keyboard, as well as assigning macros to keys. Remapping the keyboard simply means that you switch the meanings of two keys. For example, if you'd like F1 to be the Help key and F3 be the Cancel key, you can do so.

A more common use of keyboard redefinition is to assign macros to keys. You can already do this to some extent by naming macros Alt-A, Alt-B, and so forth. But the keyboard redefinition lets you assign a macro to nearly any key or key combination. The macro you assign to a key can be a macro that already exists, or one that you create directly on the keyboard redefinition screen.

Keyboard layouts are stored in a keyboard definition file. You can have any number of definition files on your disk, and you can switch between them at any time. Usually, though, you'll have just a single keyboard definition that you use all the time.

To create a new keyboard definition, press Setup (Shift-F1). Select 5 Keyboard Layout. Select 4 Create and type a file name. You'll then be at the keyboard editing screen.

To edit an existing keyboard definition, press Setup (Shift-F1). Select 6 Keyboard Definition. Use the arrow keys to highlight the keyboard definition file you want to edit, and select 5 Edit. You'll then be at the keyboard editing screen.

To assign an existing macro to a key on the keyboard, either create a new definition file or edit an existing file. Once you're at the keyboard editing screen, select 6 Retrieve. Press the key that you want to assign the macro to, and then supply the macro file name. You'll see the definition appear.

To create a macro, select 4 Create. You'll then be at a screen that's identical to the macro editing screen. You can enter a description for the macro, and then enter an action for this key. The steps and techniques are the same as for editing recorded macros.

WordPerfect's merge facility is one of the most important tools for automating many types of routine correspondence. Merges fall into two primary types: the merge with a file of data, and the merge from the keyboard.

In a merge with a file, you create a WordPerfect document, but instead of typing actual names, addresses, and other data in the document, you type merge codes that represent names, addresses, and other data. This document is called the primary document. In a second WordPerfect document, you type the names, addresses, and other data. This document is called the secondary document. Then, by issuing the merge command, you merge the two documents and create the form letters.

In a merge from the keyboard, you create the primary document as before, but you use codes that direct WordPerfect to stop the merge and let you enter data from the keyboard. Then WordPerfect creates the completed document. With this merge, there is no secondary document.

In either case, after the merge document is complete, you can print and save the result of the merge.

Here's an example of a primary document for use in a merge with a secondary file of names and addresses:

August 1, 1989

{FIELD}1~ {FIELD}2~ {FIELD}3~

{FIELD}4~

{FIELD}5~

{FIELD}6~, {FIELD}7~ {FIELD}8~

Dear {FIELD}1~ {FIELD}3~:

Thank you for your recent contribution of ${FIELD}9~. I hope the weather in {FIELD}6~ is good this time of year.

Sincerely yours,

John Williams

The codes like {FIELD}1~ are called merge codes, and in this case, the {FIELD} merge codes represent pieces of information to be inserted from the secondary file, which looks like this:

Mr.{END FIELD}

Richard{END FIELD}

Daley{END FIELD}

City of Chicago{END FIELD}

100 N. LaSalle Street{END FIELD}

Chicago{END FIELD}

Illinois{END FIELD}

60602{END FIELD}

10,000{END FIELD}

{END RECORD}

Each piece of data ending with the end field code ({END FIELD}) is called a merge field. The merge fields are numbered, so Mr. is field 1, Richard is field 2, Daley is field 3, and 10,000 is field 9. The merge code {FIELD}1~ in the primary document means to substitute the contents of merge field 1 in the secondary document for the {FIELD}1~. If we ran the merge, we'd get this document:

August 1, 1989

Mr. Richard Daley

City of Chicago

100 N. LaSalle Street

Chicago, Illinois 60602

Dear Mr. Daley:

Thank you for your recent contribution of $10,000. I hope the weather in Chicago is good this time of year.

Sincerely yours,

John Williams

Each group of merge fields 1 through 9 is called a merge record. When WordPerfect merges, it creates one copy of the primary document (the form letter) for each merge record in the secondary document. The end of a merge record is indicated with the end record code {END RECORD} produced by pressing the Merge Codes (Shift-F9) key and then pressing E. For example, three merge records would look like this:

Mr.{END FIELD}

Richard{END FIELD}

Daley{END FIELD}

City of Chicago{END FIELD}

100 N. LaSalle Street{END FIELD}

Chicago{END FIELD}

Illinois{END FIELD}

60602{END FIELD}

10,000{END FIELD}

{END RECORD}

Mr.{END FIELD}

George{END FIELD}

Bush{END FIELD}

President

United States of America{END FIELD}

1600 Pennsylvania Avenue{END FIELD}

Washington{END FIELD}

DC{END FIELD}

20001{END FIELD}

1,000{END FIELD}

{END RECORD}

Mr.{END FIELD}

John{END FIELD}

Smith{END FIELD}

{END FIELD}

100 N. State Street{END FIELD}

Chicago{END FIELD}

IL{END FIELD}

60601{END FIELD}

2,000{END FIELD}

{END RECORD}

The second two merge records are a little different. For example, for George Bush, his field 4 is actually the two lines

President

United States of America

because the end field code({END FIELD}) does not appear until the end of the second line. In this case, the merge field {FIELD}4~ in the primary document expands to two lines, so the result of the merge would be this:

Mr. George Bush

President

United States of America

1600 Pennsylvania Avenue

Washington, DC 20001

WordPerfect merge fields can be as large as need be, even whole paragraphs of text. Just type the paragraph and strike the End Field key (F9) at the end. This illustrates that there's a difference between the regular Enter key and the End Field key.

The third person, John Smith, has no title, so we leave his merge field 4 blank. We must leave a blank field there by striking the End Field (F9) key; if we didn't, the merge record would look like this:

Mr.{END FIELD}

John{END FIELD}

Smith{END FIELD}

100 N. State Street{END FIELD}

Chicago{END FIELD}

IL{END FIELD}

60601{END FIELD}

2,000{END FIELD}

{END RECORD}

In this case, WordPerfect would interpret 100 N. State Street as field 4, which we're using as the company name, Chicago as field 5, which should be the street address, IL as field 6, which should be the city, and insert them in the wrong place in the primary document. The result is confusion. Make sure you leave blank fields where data is missing—it's one of the biggest causes of errors when merging.

Unfortunately, when merging blank fields, WordPerfect leaves a blank space where the field should go. In the case of a merge field appearing on a line by itself, WordPerfect leaves a blank line. John Smith's address would look like this:

Mr. John Smith

100 N. State Street

Chicago, IL 60601

WordPerfect, however, can suppress these blank lines. To do so, type a question mark after the field number. For example, the company field is field 4, and it may be blank for some records. In the primary merge document, type a question mark after merge field 4 by pressing the Merge Codes key (Shift-F9), typing 1 or F for Field, typing 4 for field number 4, typing the question mark, and pressing Enter. The field will look like this:

{FIELD}4?~

and the result will be:

Mr. John Smith

100 N. State Street

Chicago, IL 60601

When typing merge codes, you must use the Merge Codes (Shift-F9) key. For example, to type a field code into a primary document, press Merge Codes (Shift-F9), from the menu that appears press 1 or F, type the number of the field you want to insert, and press Enter to complete the command. The result, {FIELD}1~ perhaps, is very different from typing in the braces and the word field. The first is the merge code {FIELD}1~, while the second is a sequence of characters that has no meaning to WordPerfect during a merge. To produce the merge return code ({END FIELD}), press the End Field (F9) key. To produce the merge end code ({END RECORD}), press the Merge Codes (Shift-F9) key and press 2 or E for End Record.

To run the merge and produce the form letters, press the Merge/Sort (Control-F9) key. From the menu that appears, press 1 Merge. Type the name of the primary document and press Enter. Type the name of the secondary document and press Enter. (You can also press F5 List Files at these requests, move the highlight to the name of the primary file, and press 1 Retrieve from the menu.) WordPerfect merges the two documents, creating one copy of the primary document for each record in the secondary document. WordPerfect places the result of the merge on the screen, and at that time, WordPerfect doesn't know or care whether the document is the result of a merge or your typing. Do whatever you want to it—print it, save it, or discard it.

The second type of merge, the merge from the keyboard, lets you enter data to the primary document under control of WordPerfect's merge commands. For example, we might implement the above letter with a primary file like this:

August 1, 1989

{INPUT}Type the inside address and press End Field~

Dear {INPUT}Enter the name and press End Field~:

Thank you for your recent contribution of ${INPUT}Enter amount of contribution and press End Field~. I hope the weather in {PROMPT}Enter city name and press End Field~{INPUT}Enter city and press End Field~ is good this time of year.

Sincerely yours,

John Williams

When you run this merge, WordPerfect displays at the bottom of the screen, the text that appears between the {INPUT} command and the tilde (~) character. For example, the first merge command displays the prompt Type the inside address and press End Field at the bottom of the screen. Then, WordPerfect stops and lets you type as much as you want, until you press the End Field (F9) key. Then WordPerfect scans the document for the next merge command.

In this example, you'd type, at the prompt Type the inside address and press End Field the text

Mr. George Bush

President

United States of America

1600 Pennsylvania Avenue

Washington, DC 20001

and right after typing the zip code, press End Field (F9). Don't press the regular Enter key after typing the address. That would place a blank line in the document, and the primary document took care of all the necessary line spacing. When WordPerfect displays the prompt Enter the name and press End Field you'd type

Mr. Bush

and press End Field (F9). No colon is needed, as the primary document contains the colon.

To run the merge, use the Merge/Sort (Control-F9) key as usual, select 1 Merge from the menu, type the name of the primary document and press Enter. Since a merge from the keyboard doesn't use a secondary file, press Enter in response to the prompt for the secondary file.

The key to a merge from the keyboard is to remember that the {INPUT} and ~ merge codes simply display a prompt at the bottom of the screen and tells WordPerfect to stop and let you type until you press End Field (F9).

To insert the {INPUT} command, follow these steps: Press the Merge Commands (Control-F9) key. Select 3 Input from the menu. Type the prompting text and press Enter.

Another very useful merge command is {DATE}. When you insert {DATE} into a primary document, WordPerfect replaces it with the current date. By using {DATE}, you won't have to edit the primary merge file to include today's date. The inserted date is in the format set with the Date key (Shift-F5).

A common merge task is to create a list of the merge data. The list is different than the typical merge document, in that the goal of the list is to print as many names on one page as will fit. In a regular merge, each name in the secondary file produces (one or more) pages.

The key to creating this type of merge is the {PAGE OFF} command, which instructs WordPerfect to not place a hard page code between each copy of the primary document.

Here's an example of a primary file that will create a list of the data in a secondary merge file:

{PAGE OFF}

{FIELD}1~ {FIELD}2~ {FIELD}3~

{FIELD}4~

{FIELD}5~

{FIELD}6~, {FIELD}7~ {FIELD}8~

Be sure to leave a blank line or two after the last line of the merge fields if you want a blank line between each address.

WordPerfect can sort your secondary merge files (and other files) in almost any order. Sorting uses keys to arrange your data. If, for example, you want to sort the data by the last name, make that merge field the key field. WordPerfect can sort on more than one key field, which lets you perform sorts within sorts. To make your listing sorted by last name, and then by first name when two people have the same last name, make the last name the first key, and the first name the second key. In this way, you can sort on up to nine different key fields.

To perform a sort, first consider the input and output locations. If you like, you can name a WordPerfect document as the input, and name a second document as the output. WordPerfect will sort the input document and create a file with the name you gave as the output. The input document is unchanged. Another method is to use the screen document as the input, and the screen as the output. With this common method, WordPerfect sorts the document that's on the screen and places it back on the screen when finished. To perform this type of sort, press the Merge/Sort key (Control-F9) and select 2 Sort. Press Enter when WordPerfect asks for the name of the input and output files.

When sorting, you must also indicate what type of data you are sorting by selecting 7 Type from the sort menu. The three types of sorting available are merge, line, and paragraph. Merge sorting is used to sort WordPerfect secondary merge files. Line sorts sort each line of the document, and paragraph sorts sort paragraphs.

You'll also want to select 6 Order to determine the sort order: ascending or descending. Ascending is from A to Z, or from low to high for numerical data. Descending order is reverse.

Finally, you'll want to select 3 Keys to tell WordPerfect which fields to use to sort the data. As an example, consider this example record from a secondary merge file:

George{END FIELD}

Bush{END FIELD}

President

United States of America{END FIELD}

1600 Pennsylvania Avenue{END FIELD}

Washington{END FIELD}

DC{END FIELD}

20001{END FIELD}

1,000{END FIELD}

{END RECORD}

To sort by the last name, make field 2 be sort key number 1. To sort by the city name, make field 6 be sort key number 1. When sorting by last name, you'll probably want to sort by first name within last name. In this example, make field number 2 be sort key 1, and make field number 1 be sort key 2. If this merge file contained a field for the middle initial, it could be sort key 3.

When filling in the sort keys, you also need to tell WordPerfect whether the field is alphanumeric or numeric. Numeric fields are fields containing numbers, like amounts of money. All other fields are alphanumeric.

Also, WordPerfect needs to know which line and word of the field to sort on. This is useful when you have merge data where the fields are arranged like this example:

George Bush

President{END FIELD}

United States of America{END FIELD}

1600 Pennsylvania Avenue{END FIELD}

Washington, DC 20001{END FIELD}

1,000{END FIELD}

{END RECORD}

Suppose we want to arrange these records by the state. In the first example, we could simply indicate field number 6 as the sort key. In this example, however, the state is contained within a field that also contains other information. To help with these situations, WordPerfect lets you indicate which word of the field to sort on. In this example, the state is the second word of the fourth merge field, so it is word 2 of field 4.

Indicating the state as field 4 word 2 won't work all the time, as there are cities with two words in their name, as in

Kansas City, MO 66000{END FIELD}

In this case, indicate the state as the second word from the end of the field by making it word -2. This will work well for all addresses except those that don't have zip codes. In these cases, WordPerfect will mistake the city name for the state. To sort by the last name in this example, use word -1 of field number 1. The first name is word 1 of field number 1.

Indicating the line is useful for the multi-line field in the example, where the name is on the first line, and the title is on the second line. To sort by the title, use line 2, word 1, of field 1.

Finally, after filling in all the sort information, select 1 Perform Action to sort.

By using the Setup key (Shift-F1), you can permanently change many of WordPerfect's initial settings. For example, you can permanently change the screen colors, margins, page size, initial font, and many other things.

To change WordPerfect's initial margin and other formatting defaults, follow these steps: Press Setup (Shift-F1) and select 4 Initial Settings. Then select 5 Initial Codes. Proceed to issue any formatting commands as you normally do, such as pressing Format (Shift-F8) to change the margins. When finished, press F7 (Exit).

The changes that you make to these initial settings apply only to documents created from after you make the changes. Existing documents are not changed. The settings are permanent until you change them again. Common codes to change in this manner include justification (make it left instead of full) and turning widow and orphan protection on.

When you change the initial codes settings, all new documents created from that time on will have these codes. However, you will not see these codes at the beginning of each document, even while in reveal codes mode. To view these codes, press the Format key (Shift-f7), select 3 Document, and select 2 Initial Codes. Now, you will see the codes that WordPerfect placed in the document due to the initial codes setting. You may delete these codes, or add new codes as necessary.

Parallel columns in WordPerfect let you create lists where items must be kept side-by-side. This is different from newspaper-type columns, where the text flows from one column to the next without regard for where text aligns vertically. This example shows a movie script using parallel columns:

(Pan to view of sunrise streaming in through kitchen window. Mary moves to stove to start making coffee.)

To create these columns, press the Columns/Table key (Alternate-F7). Select 1 Columns, 3 Define, and fill in the definition screen like this:

Text Column Definition

1 - Type Parallel with block protect

2 - Number of Columns 2

3 - Distance Between Columns

4 - Margins

Column Left Right Column Left Right

1: 1" 3" 13:

2: 3.5" 7.5" 14:

Press the Columns/Table (Alternate-F7) key and type 1 Columns and then 3 Define. Fill in the screen as shown. Before typing any columnar material, press Columns/Table, type 1 Columns, and type 1 On. When finished typing columnar material, press Math/Columns, type 1 Columns, and 2 Off. You can turn columns on and off as many times as you wish.

To type the columns, first type the left column. Then press Hard Page (Control-Enter) to end the column and move to the next column to the right. Type that column and press Hard Page again to return to the next column. if you have just two columns defined, that will be column one again.

To move between columns, press the Goto (Control-Home) key and use the left or right arrow keys to move to the next column. On newer keyboards, Alternate-Left arrow and Alternate-Right arrow perform the same task.

Here's a view of text in the normal WordPerfect editing mode:

In Reveal Codes editing, the text looks like this:

[BlockPro:On][Col on]This is column one, [SRt]

the leftmost column.[HPg]

This is column two, the rightmost column. This column [Srt]

is wider than column one.[BlockPro:Off][Col off]

The [BlockPro:On][Col on] code pair starts the first column. The [HPg] code separates the columns. The [BlockPro:Off][Col off] code pair ends a set of parallel columns and returns back to column one. It is extremely important when editing columns that you have your cursor positioned properly. For example, to delete a pair of parallel paragraphs, start the block just before the [BlockPro:On] code. End the block right after the [Col off] code (or after the following [HRt] code to delete the blank line if you want). When moving columns, follow the same guidelines.

WordPerfect version 5.1 contains a new feature, tables, that will make work a lot easier. Tables are almost like a spreadsheet within WordPerfect that is very handy for creating tabular material like this example:

You can see that some of the features of a WordPerfect table include different types of lines or no lines, centering, decimal alignment, shading, different widths for columns, character formatting, and many more. One feature that you can't readily see is that the line totals, subtotal, sales tax, and total figures were calculated through formulas. These formulas will recalculate as the quantities or prices change.

Start by creating the table. Press the Column/Table key (Alternate-F7) and select Table Create. We'll need 4 columns, and enter 25 for the number of rows. This is more rows than we'll need, but it's easy to delete excess rows later.

You're now in table editing mode, as identified near the bottom of the screen. While in table editing mode, you can change the formatting of the table, but you can't change any of the text that's in the table. Thus, when creating a table, you may switch between table editing mode and normal editing mode frequently. Note also that table editing mode has its own menus at the bottom of the screen. These menu commands are always available; you don't need to press a function key to access these commands.

Each of the blocks that make up the table is called a cell. Like most spreadsheet programs, WordPerfect assigns an address to each cell, and displays the address of the current cell on the status line. Columns in a table are lettered A, B, C, and so forth. Rows are numbered 1, 2, 3, and so forth. The combination of a cell's column letter and its row number makes its address. The cell in column C and row 4 is known as cell C4.

A good step at this time is to enter some data into the cell. To do so, first press the Exit key (F7) to leave table editing mode and return to normal editing mode. Then, enter this data in the following cells: (When moving from cell to cell, the Tab key moves to the next cell to the right, and Shift-Tab moves to the cell to the left. On newer keyboards, Alternate-Left arrow and Alternate-Right arrow perform the same task. Also, don't try to perform any alignment of the information. Type it in as plainly as possible, and we'll format it attractively later using WordPerfect's table formatting features.)

Now, enter table editing mode and perform some formatting. To enter table edit mode, place the cursor anywhere within the table and press the Column/Table key (Alternate-F7).

Start by making the top row of the table, which is split into four cells, a single cell. This will allow you to center the heading word "Invoice" over the entire table. To do so, first block the top row of cells by moving to cell A1, press F12 to turn block on, and highlighting all the way to the right (the End key does this quickly). Then, from the table menu, select 7 Join from the menu, and select Yes to confirm. Now, those four cells have joined into a single cell.

To center the contents of the cell, follow these steps: First make sure that cell A1 is highlighted. Then, from the menu, select 2 Format, 1 Cell, 3 Justify, and 2 Center.

To make the cell's contents boldface, follow these steps: select 2 Format, 1 Cell, 2 Attributes, 2 Appearance, and 1 Bold.

In a similar fashion, center the column titles in row 2. Start by blocking the cells, then select 2 Format, 1 Cell, 3 Justify, and 2 Center. Because you blocked four cells, all four assume the formatting that you apply. To make the cells bold, block them, then select 2 Format, 1 Cell, 2 Attributes, 2 Appearance, and 1 Bold.

Column A is wider than necessary, and column B could be a little wider. To adjust the width of a column, move to the column, and then hold down the Control key while you press the left or right arrow keys. Make column A about five spaces narrower, and column B about five spaces wider.

Columns A, C, and D need to be aligned at the decimal point. You could block the cells and apply the cell formatting as above. But a different type of format, a column format, applies to all cells in a column. With this method, we can let the table grow as tall as needed, and the new rows that you add will already have the proper format. To format column A as decimal aligned, follow these steps: Move to any cell A3, and select from the menu 2 Format, 2 Column, 3 Justify, and 5 Decimal Align.

To format columns C and D in this manner, block cells C3 and D3 and issue the same command.

Now, create formula to calculate the total for each line of the invoice. Start by moving to cell D3, which is where the first total should go. Then, from the menu, issue these commands: 5 Math, 2 Formula, and type this formula: A3*C3. Press Enter to complete the formula. (The asterisk, as is common in computers, means to multiply.) You should see 5,000.00 show in cell D3 as the answer.

You can copy the formula in cell D3 down to the next two rows by following these steps: Start in cell D3, and issue these commands: 5 Math, 3 Copy Formula, 2 Down, and enter 2 times.

To calculate cell D6, the subtotal, you can use WordPerfect's special subtotal operator, which totals the numbers above. Move to cell D6 and enter these commands: 5 Math, and 4 +, which means the subtotal operator. You should see the correct result at this time.

To calculate the sales tax, move to cell D7 and issue these commands: 5 Math, 2 Formula, and enter .0525*D6 as the formula.

To calculate the total, move to cell D8 and enter these commands: 5 Math, 2 Formula, and D6+D7 as the formula.

At this time, you can delete the extra rows that you won't need for this invoice. Block the empty rows, press the Delete key, and select 1 Rows from the menu that appears.

Now, apply some shading and special lines to make the invoice more attractive. To make a double line under the column titles, follow these steps: Block the four column title cells. From the menu, select 3 Lines, 4 Bottom, and 3 Double. To shade these cells, block them and issue these commands: 3 Lines, 8 Shade, and 1 On.

To make the thick line above the subtotal in cell D6, move to cell D6 and issue these commands: 3 Lines, 3 Top, and 6 Thick. Do the same for cell D8, the total cell. Shade the sub total, sales tax, and total cells also.

Finally, press Exit (F7) to leave table editing mode and return to normal editing mode.

To illustrate how WordPerfect can update the formulas in the invoice, change the quantity of IBM Computers to 1. Note that WordPerfect doesn't update the formulas. To update the formulas, move to table editing mode by pressing Column/Tables (alternate-F7), and issuing these commands from the menu: 5 Math, and 1 Calculate. At this time, you'll see the new values. Finally, press Exit to leave table editing mode. Save and print your invoice.

WordPerfect's outline feature lets you create indented outlines that are automatically numbered. You can change the numbering style, and if you move sections to different places in the outline, WordPerfect automatically renumbers the sections. Here's an example of an outline created in WordPerfect:

We the People of the United States, in order to form a more perfect union, establish justice, insure domestic tranquility, provide for the common defence, promote the general welfare, and secure the blessing of liberty to ourselves and our posterity, do ordain and establish the Constitution of the United States of America.

All legislative powers herein granted shall be vested in a Congress of the United States, which shall consist of a Senate and a House of Representatives.

The House of Representatives shall be composed of members chosen every second year by the people of the several states, and the electors in each state shall have the qualifications requisite for electors of the most numerous branch of the state legislature. No person shall be a representative who shall not have attained to the age of twenty-five years, and been seven years a citizen of the United States, and who shall not, when elected, be an inhabitant of that state in which he shall be chosen. Representative and direct taxes shall be apportioned among the several states which may be included within this Union, according to their respective numbers, which shall be determined by adding to the whole number of free persons, including those bound to service for a term of years, and excluding Indians not taxed, three-fifths of all other persons. The actual enumeration shall be made within three years after the first meeting of the Congress of the United States, and within every subsequent term of ten years in such manner as they shall be law direct. The number of representative shall not exceed one for every thirty thousand, but each state shall have at least one representative; and until such enumeration shall be made, the state of New Hampshire shall be entitled to choose three, Massachusetts eight, Rhode Island and Providence Plantations one, Connecticut five, New-York six, New-Jersey four, Pennsylvania eight, Delaware one, Maryland six, Virginia ten, North-Carolina five, South- Carolina five, and Georgia three. When vacancies happen in the representation from any state, the Executive authority thereof shall issue writs of election to fill such vacancies. The House of Representatives shall choose the Speaker and other officers; and shall have the sole power of impeachment.

The Senate of the United States shall be composed of two senators from each state chosen by the legislature thereof, for six years and each senator shall have one vote. Immediately after they shall be assembled in consequence of the first election, they shall be divided as equally as may be into three classes. The seats of the senators of the first class shall be vacated at the expiration of the second year, of the second class at the expiration of the fourth year, and of the third class at the expiration of the sixth year, so that one-third may be chosen every second year; and if vacancies happen by resignation, or otherwise during the recess of the legislature of any state, the Executive thereof may make temporary appointments until the next meeting of the Legislature, which shall then fill such vacancies. No person shall be a senator who shall not have attained to the age of thirty years, and been nine years a citizen of the United States, who shall not, when elected, be an inhabitant of that state for which he shall be chosen. The Vice-President of the United States shall be President of the Senate, but shall have no vote unless they be equally divided. The Senate shall choose their other officers, and also a President pro tempore, in the absence of the Vice-President, or when he shall exercise the office of President of the United States. The Senate shall have the sole power to try all impeachments.

Qty Item Each Total

--- ----------------- --------- ---------

2 IBM Computers $2,500.00 $5,000.00

3 Laser Printers 2,000.00 6,000.00

10 Boxes Paper 25.00 250.00

----------

Totals $11,250.00

Tab settings are at 1.5" (Decimal), 2" (Left), 5" (Decimal), and 6.3" (Decimal). Be sure to delete all the existing tabs before setting the new tabs.

After typing the document, move the "Total" column one inch to the right.

Examples of different types tab stop alignment:

Left Centered $1,234.50 Right Dot

Aligned Tab 342.00 Aligned Leaders

Tab Stop Example 12,000.00 Tab Stop Before

In this example, tabs are set every 1.5". The first tab is left, the second tab is center, the third is decimal, the fourth is right, and the fifth is right with dot leader.

WordPerfect table example:

Sincerely yours,

John Doe

President and Chairman of the Board

JD/lb

Call the macro "sb" when you save it. Give it an appropriate description.

Payment is due in full no later than noon, October 15, 1989, and is payable at our main office.

September 1, 1989

Mr. John Doe

100 N. State Street

Chicago, IL 60601

Dear Mr. Doe:

A review of your account shows that your loan has a history of repeated delinquency. We cannot let your loan balance of $25,000.00 remain unpaid.

Please contact our office soon so that we can work out a plan for repayment. If we do not hear from you by August 1, we will be forced to take drastic measures.

Sincerely,

Mary Smith

Collection Department

September 1, 1989

Mr. George Bush

Oval Office

The White House

1600 Pennsylvania Avenue

Washington, D.C. 20002

Dear Mr. Bush:

A review of your account shows that your loan has a history of repeated delinquency. We cannot let your loan balance of $10,000.00 remain unpaid.

Please contact our office soon so that we can work out a plan for repayment. If we do not hear from you by July 20, we will be forced to take drastic measures.

Sincerely,

Mary Smith

Collection Department

September 1, 1989

Mayor Richard Daley

Chicago, Illinois 60602

Dear Mayor Daley:

A review of your account shows that your loan has a history of repeated delinquency. We cannot let your loan balance of $400.00 remain unpaid.

Please contact our office soon so that we can work out a plan for repayment. If we do not hear from you by July 21, we will be forced to take drastic measures.

Sincerely,

Mary Smith

Collection Department

Create primary and secondary merge documents to create these letters. Suggested answers are on the following pages. There is no single correct answer, as there are usually a number of equally valid ways to perform a merge. Remember, though, to create your data (secondary) files so that you can use the data in a variety of ways. Aim for maximum flexibility.

When finished, create a primary merge document that prints envelopes for these letters.

Using WordPerfect's ability to create lists of data, create this list:

Mr. John Doe August 1 $25,000.00

Mr. George Bush July 20 $10,000.00

Mayor Richard Daley July 21 $400.00

Create form letters from a secondary merge file that looks like the following example, which is stored in the file DLLIST2.SEC. This file doesn't have the amount of money owed or the date due fields, so concentrate on creating the proper inside address and salutation.

Mr. John Doe

100 N. State Street

Chicago, IL 60601{END FIELD}

Mr. Doe{END FIELD}

{END RECORD}

=====================================

President George Bush

The Oval Office

The White House

1600 Pennsylvania Avenue

Washington, D.C. 20002{END FIELD}

Mr. Bush{END FIELD}

{END RECORD}

=====================================

Mayor Richard Daley

Chicago, Illinois 60602{END FIELD}

Mayor Daley{END FIELD}

{END RECORD}

{DATE}

{FIELD}1~ {FIELD}2~ {FIELD}3~

{FIELD}4?~

{FIELD}5~, {FIELD}6~ {FIELD}7~

Dear {FIELD}1~ {FIELD}3~:

A review of your account shows that your loan has a history of repeated delinquency. We cannot let your loan balance of {FIELD}9~ remain unpaid.

Please contact our office soon so that we can work out a plan for repayment. If we do not hear from you by {FIELD}8~, we will be forced to take drastic measures.

Sincerely,

Mary Smith

Collection Department

The {DATE} merge code means to type today's date, so if you start a letter with that, the letters are automatically dated.

When typing the {FIELD} merge codes, press the Merge Codes key (Shift-F9) to get the menu of merge commands. Press F for Field, type the number of the field to use, and press Enter. Most of the time, you will want to follow the merge field with a space or punctuation mark (like after the city name), so be sure to account for that.

The question mark after the address field means don't print this line if the address is empty. Without the question mark, WordPerfect will print a blank line in the address when the address field is empty.

Your primary file does not need to contain every field from the secondary file.

Remember to account for spacing and punctuation marks in the primary file, since the information in the secondary file usually doesn't have (and shouldn't have) punctuation and spacing.

Mr.{END FIELD} Field 1 (Honorific)

John{END FIELD} Field 2 (First Name)

Doe{END FIELD} Field 3 (Last Name)

100 N. State Street{END FIELD} Field 4 (Address)

Chicago{END FIELD} Field 5 (City)

IL{END FIELD} Field 6 (State)

60601{END FIELD} Field 7 (Zip Code)

August 1{END FIELD} Field 8 (Date Due)

$25,000.00{END FIELD} Field 9 (Amount Due)

{END RECORD} Merge End; end of record 1

Mr.{END FIELD} Field 1

George{END FIELD} Field 2

Bush{END FIELD} Field 3

Oval Office Field 4

The White House More Field 4

1600 Pennsylvania Avenue{END FIELD} More Field 4

Washington{END FIELD} Field 5

D.C.{END FIELD} Field 6

20002{END FIELD} Field 7

July 20{END FIELD} Field 8

$10,000.00{END FIELD} Field 9

{END RECORD} End of record 2

Mayor{END FIELD} Field 1

Richard{END FIELD} Field 2

Daley{END FIELD} Field 3

{END FIELD} Field 4, a blank field

Chicago{END FIELD} Field 5

Illinois{END FIELD} Field 6

60602{END FIELD} Field 7

July 21{END FIELD} Field 8

$400.00{END FIELD} Field 9

{END RECORD} End of record 3

In a secondary merge file, the information is first divided into merge records. A merge record contains all the data about each person in the file. You indicate the end of a merge record by pressing Merge Codes (Shift-F9) and typing E. WordPerfect displays {END RECORD} and a hard page break for the end of a merge record.

Merge fields are individual pieces of information about each merge record, such as the first name, address, or state. The End Field key (F9) ends each merge field, and shows on the screen as {END FIELD}. Merge fields are accessed by their relative position or their names if you've named them with a special first record as shown in this example. The first merge field is called {FIELD}1~, the second {FIELD}2~, and so forth. In this example, we can see that the first merge field for each record is the honorific, the second is the first name, the third the last name, and so forth. It's vital that you type the data consistently like this, or the merge won't work properly.

{DATE}

{INPUT}Type the inside address and press End Field~

Dear {INPUT}Type the salutation and press End Field~:

A review of your account shows that your loan has a history of repeated delinquency. We cannot let your loan balance of {INPUT}Type the loan balance and press End Field~ remain unpaid.

Please contact our office soon so that we can work out a plan for repayment. If we do not hear from you by {INPUT}Enter deadline and press End Field~, we will be forced to take drastic measures.

Sincerely,

Mary Smith

Collection Department

The merge code {DATE} means to insert today's date so that the letters are automatically dated.

The key to building a primary merge file like this is to place the {INPUT} merge code at the places where you'll want to fill in variable information in each letter.

The {INPUT} and ~ merge command displays a prompt at the bottom of the screen. Use this feature to provide information and instructions to the person using the merge. You must surround the prompt with the {INPUT} command at the beginning, and the tilde (~) character at the end. For example, for the first request, the prompt is {INPUT}Type the inside address and press End Field~. This message (without the {PROMPT} and the ~ character) is displayed to the user.

When the user strikes End Field (F9), WordPerfect continues with the merge, looking for the next merge command to process. When filling in the fields during the merge, then, it's important to strike End Field (F9) to complete the merge field fill in. Pressing the Enter key insert a hard return code just as it normally does.