Pen Pal Help File ~~~~~~~~~~~~~~~~~~~ The Pen Pal program disk is too full to store any documents or databases on it. If you do not have a hard disk attached to your Amiga, you will have to create a data disk to store your files. A data disk can be simply an disk initialized using the "Workbench" "Initialize" command. A better choice is to modify a copy of the PPExtras disk that comes with Pen Pal. By using the latter approach, you can have the spelling dictionaries, and the on-line Help available while you work with Pen Pal. Complete details on creating a data disk from the PPExtras disk is found in Appendix A of the manual. Once you create a data disk from the PPExtras disk, be sure you follow the instructions in the last section of Appendix A to free up space on the data disk for documents and databases. Display of text in the Topaz 8 or Topaz 11 font can be speeded up by using the "FF" (FastFonts) program by Charlie Heath, of MicroSmiths, Inc. Although "FF" is on the official Workbench disk from Commodore, the developer license agreement for Workbench does not allow developers to include "FF" on their disks. If you have access to the Workbench disk from Commodore, you can transfer "FF" onto the Pen Pal PPProgram disk. The startup file on the PPProgram disk will automatically activate "FF" if it is present in PPProgram:c. You will need to be in CLI to copy "FF". The format of the CLI command is: Copy Workbench1.3:c/FF to PPProgram:c/FF Pen Pal saves a file icon for every database, document, or database View it saves to disk. When you are at the Workbench prior to starting Pen Pal, you can start Pen Pal and have it automatically open a database, document, or database View by double-clicking the mouse on the desired file's icon, rather than on the Pen Pal program icon. Pen Pal's "Open File" requestor is displayed whenever you open a document or database. It is also displayed whenever you open a database View, select a dictionary, or select an IFF picture that is to be imported. At the upper left of the requestor are two buttons labeled "Document" and "Database". Click on one of these buttons to indicate what you want to open. At the upper center of the requestor is a button labeled "Show All". Click on this button to see a list of all files (except .info) instead of just documents or databases. This option is normally used when importing an ASCII file. Along the right side of the requestor is a list of buttons for available devices connected to your Amiga. You can access any one of these devices by clicking on the button next to it's name. In the lower right corner of the requestor is the "Open" and "Cancel" buttons. Once a file is located, you can click on its name, and then click on "Open" to open it. Click on the "Cancel" button, if you do not want to open a file. In the lower left corner is a group of two buttons labeled "Pen Pal" and "ASCII". When you are opening a Pen Pal document or database, make sure the "*" character is in the "Pen Pal" button. Click the mouse in the "ASCII" button to open an ASCII file. Refer to the Document and Database Help topics for complete details on opening ASCII files. The scrollable list in the requestor shows files in the current area on disk. In the title of the list is the complete path name of the current area. You can move to any parent of the current area by clicking the mouse once on the part of the title that contains the name of the desired parent. The column headers of the scrollable list can be used to sort the list. The default sort order is alphabetical and is obtained if you click on the column header "Name". Click on the column header "Size" to sort the files in order of their size on disk. Click on "Modified" to sort the files in order by the date the file was last modified. You can use the keyboard to enter part of a file name you are looking for. After you finish typing, the program waits for a second and then moves the list to the closest match to the characters you entered. This is useful when locating a file in a large directory. When you locate a file you wish to open, the quickest way to open the file is to double-click the mouse on the file's name. You can also click the mouse once on a file name, and then press the RETURN key, or click on the "Open" button to open the file. (Section 2) There are several option settings that allow you to define how Pen Pal should operate. These option settings are called "Preferences". There are five groups of Preferences in Pen Pal: 1. Program 2. Document 3. Database 4. Text Print 5. Graphic Print To access Preferences: ------------------------------------------------------------ Choose one of the Preference groups from the "System" menu. Pen Pal will display the "Preference" requestor for the group you chose. Once the "Preference" requestor is on display, you can change to any of the other Preference groups as needed. To change to a different Preference group: ------------------------------------------------------------ Click the mouse on the button to the left of the desired Preference group's name. After you have modified Preferences, you must save them in order for them to take effect. Some of the "Program" preference settings require you to restart Pen Pal. To save Preferences: ------------------------------------------------------------ Click the mouse in the "Save" button. The "Save File" requestor is very similar to the "Open File" requestor. The main differences are: The "Save File" requestor has a data entry area in which you specify the name of the file to be saved. The format buttons indicate the type of file you are saving (Pen Pal format or ASCII). Refer to the Help Text for the "Open File" requestor for more information. A database can be copied from within Pen Pal using the "Save As" feature. When a database is copied in this manner, the original database remains intact, and a duplicate is saved to disk. To copy a database using "Save As": ------------------------------------------------------------ 1. Open the database to be copied, if not already open. 2. Choose "Copy of Database" from the "Save As" menu item in the "File" menu. 3. Use the requestor to locate the area the database is to be copied to. 4. Enter the name to be used for the copy in the requestor's data entry area. 5. Click the mouse in the "OK" button. Cutting and copying data moves the data on the rows to a temporary storage area called a clipboard. Once row data is on the clipboard, you can: 1. Paste duplicates of them into the same database. 2. Transfer the rows into another existing database that has same definition. 3. Transfer the rows into a new database. Once cell data is on the clipboard you can: 1. Paste a duplicate of it into another cell in the same database. 2. Paste it into a cell of another database. -------- Row data -------- To cut or copy one or more rows to the clipboard: ------------------------------------------------------------ 1. Select the desired rows. 2. Choose "Cut" or "Copy" from the "Edit" menu. Use "Cut" to move the selected rows to the clipboard and remove them from the database list. Use "Copy" to copy the selected rows to the clipboard, leaving them unchanged in the database list. To paste one or more copies of rows in the same database: ------------------------------------------------------------ 1. Choose "Paste" from the menu. NOTE. If rows were selected when you chose "Paste", they will be replaced by the rows on the clipboard. To paste rows into a new database: ------------------------------------------------------------ 1. Choose "New Database" from the "File" menu. 2. Without doing anything else to the requestor, click the mouse on the "OK" button. Pen Pal will remove the requestor, and open a new, untitled database window. 3. Choose "Paste" from the "Edit" menu. To paste rows into a different database that already exists: ------------------------------------------------------------ 1. Open the database the rows are to be pasted into. If the database is already open, activate it by clicking the mouse on its title bar. NOTE. If there a many rows on the clipboard to be pasted, you may want to close the database from which the rows were copied. 2. Choose "Paste" from the "Edit" menu of the database the rows are to be pasted into. --------- Cell Data --------- To cut or copy a cell to the clipboard: ------------------------------------------------------------ 1. Select the desired cell. 2. Choose "Cut" or "Copy" from the "Edit" menu. To paste a copy of the cell into another cell in the same database: ------------------------------------------------------------ 1. Click the mouse in the cell that is to receive the data. 2. Choose "Paste" from the "Edit" menu. To paste a copy of the cell into a cell in a different database: ------------------------------------------------------------ 1. Open the database the cell is to be pasted into. 2. Click the mouse in the cell that is to receive the data. 3. Choose "Paste" from the "Edit" menu. A database is defined by defining columns using the "Define Database" requestor. In this requestor you can add new columns, modify existing columns, and delete unwanted columns. To access the "Define Database" requestor: ------------------------------------------------------------ Choose "New Database" from the menu to create a new database; choose "Redefine" from the menu to modify the definition of a database that is already open. To define a new column: ------------------------------------------------------------ 1. Click the mouse in the "New" button. 2. Enter the column's name. 3. Define the column's type and attributes by clicking the mouse on the desired buttons in the requestor. 4. After the column is defined, click on "Save". To modify the definition of an existing column: ------------------------------------------------------------ 1. Click the mouse on the column name in the scrollable "Database Definition" area that you want to change. 2. Click the mouse on the buttons to change the definition. 3. Click the mouse on the "Save" button. To delete a column: ------------------------------------------------------------ 1. Click the mouse on the column name in the scrollable "Database Definition" area that you want to delete. 2. Click the mouse on the "Delete" button. To save a database definition: ------------------------------------------------------------ Click the mouse in the "OK" button on the requestor. When a database is deleted, it is permanently removed from the disk. To delete a database: ------------------------------------------------------------ 1. Open the database to be deleted, if not already open. 2. Choose "Delete Database" from the "Delete" menu item in the "File" menu. Pen Pal will ask if you are sure that you want to delete the database. 3. Click "YES" to delete the database, click "NO" to cancel. Rows and columns can be deleted as long as they are first selected. Delete, rather than "Cut" rows and columns when: 1. You don't want to use the deleted rows or columns elsewhere. 2. You don't want to replace what is on the clipboard. To delete one or more rows: ------------------------------------------------------------ 1. Select the row(s) to be deleted. 2. Choose "Clear" from the "Edit" menu. Pen Pal will ask if you are sure you want to delete the rows. 3. Click on "Yes" to delete, click on "No" to cancel. To delete the contents of a cell: ------------------------------------------------------------ 1. Click the mouse on the cell whose content is to be deleted. 2. Choose "Clear" from the "Edit" menu. Data is entered directly into cells in the database window. To enter data into a database: ------------------------------------------------------------ 1. Locate the cell you want to enter data into. 2. Click the mouse in the cell. 3. Enter data using the keyboard. 4. After entering the data, press the RETURN key to accept the data and advance to the next cell. NOTE. The RETURN key will advance you to the next cell on the list. This "left to right - top to bottom" direction can be changed by pressing one of the following keys at the same time as pressing the RETURN key: SHIFT - Right to Left, and Bottom to Top. CTRL - Bottom to Top, Right to Left. ALT - Top to Bottom, Left to Right. To end entering data: ------------------------------------------------------------ 1. Click the mouse in any part of the window frame that is not part of a cell, column, or row. An existing database is one that has already been created and saved to the computer's disk. A new database is one that does not yet exist. Opening a new database involves defining a new database. To open an existing database: ------------------------------------------------------------ 1. Choose "Open Database" from the "Open" menu item in the "File" menu. The program will display the "Open File" requestor. 2. Locate the database to be opened. 3. Double-click the mouse on the name of the database. You can print either columnar reports or labels from Pen Pal's database. ---------------- Columnar reports ---------------- To print a columnar report: ------------------------------------------------------------ 1. Choose "Print Report" from the "Print" menu item of the "File" menu of the database to be printed. Pen Pal will display the "Columnar Report Specification" requestor. 2. Make any changes to the settings on the requestor. The settings on the requestor may not need to be reset. 3. Click the mouse on the "Print" button. To customize a columnar report: ------------------------------------------------------------ 1. Use the "Define Database" requestor to: Designate which columns are to be printed. Designate which columns are to have totals printed. Indicate the order in which columns are to appear. Specify the alignment of data within columns. Specify the format of dates and amounts. 2. Use the "Sort Selection" requestor to: Specify the sorted order of data on the report. Allow sub-totals to be printed at sort breaks. 3. Adjust the column widths directly on the database list. ------ Labels ------ To define labels: ------------------------------------------------------------ 1. Choose "Print Labels" from the "Print" menu item in the "File" menu of the database to be printed from. Pen Pal will display the "Label Specification" requestor. 2. Use the requestor to define the way you want labels to be printed. 3. Click the mouse on "Save" to save the label format. To print labels: ------------------------------------------------------------ 1. Choose "Print Labels" from the "Print" menu item in the "File" menu of the database to be printed from. Pen Pal will display the "Label Specification" requestor. 2. Click the mouse on the "Print" button. You can rename a database from within Pen Pal. When a database is renamed, it is not copied, and may only be accessed by its new name. To rename a database: ------------------------------------------------------------ 1. Open the database to be renamed, if not already open. 2. Choose "Rename Database" from the "Rename" menu item in the "File" menu. 3. In the requestor's data entry area, change the name to the new name. 4. Click the mouse in the "OK" button. When a database is saved, it is written to disk. To save a database for the first time: ------------------------------------------------------------ 1. Choose "Save Database" from the "Save" menu item in the "File" menu. The "Save File" requestor will be displayed. 2. Use the requestor to locate the area on disk the file is to be saved to. 3. In the requestor's data entry area, change the word "Untitled" to be the name you want the database to be saved as. Leave the text to the left and right of the "Untitled" word as they are. This text indicates to the program where and how the database is to be saved. 4. Click the mouse in the "OK" button. To save an existing database: ------------------------------------------------------------ 1. Choose "Save Database" from the "Save" menu item in the "File" menu. Pen Pal will replace the old version on disk with the new version. A database can be searched for data that meets specific search criteria, or rows that contain duplicate data. To search a database using search criteria: ------------------------------------------------------------ 1. Choose "Find Data Using Search Criteria" from the "Search" menu item in the "Process" menu. Pen Pal will display the "Search Criteria" requestor. 2. Use the requestor to enter search criteria. In the data entry area, use cells on the same row for AND conditions. Use cells on different rows for OR conditions. 3. Click the mouse on the "Select" button. To search a database for duplicate data: ------------------------------------------------------------ 1. Sort the database on the columns that are to be examined for duplicate data. 2. After the sort is completed, choose "Locate Duplicates in Sorted Columns" from the "Search" menu item in the "Process" menu. After one of the above searches, the program will create a sub-list that contains only rows that were located. You can switch back and forth between the full database and the sub-list as needed. To switch between lists: ------------------------------------------------------------ 1. Choose the desired list from the "Show Rows" menu item in the "Process" menu. (Page 7-41) Before a row or cell can be edited, moved, or deleted it must first be selected. To select a cell: ------------------------------------------------------------ 1. Click the mouse on the desired cell in the database list. To select a row: ------------------------------------------------------------ 1. Click the mouse on the row number of the desired row. To select more than one row at a time: ------------------------------------------------------------ 1. Press the mouse on the row number of the top row of the rows to be selected. 2. While holding the mouse down, drag the mouse over the row numbers of the rest of the rows to be selected. 3. Release the mouse button when the rows are selected. To select all rows in the database: ------------------------------------------------------------ 1. Choose "Select All" from the "Edit" menu. To unselect all selected rows: ------------------------------------------------------------ 1. Click the mouse in any area of the window frame that is not part of a cell, row, or column. You can rearrange the rows in a database list by sorting. To sort a database: ------------------------------------------------------------ 1. Choose "Sort List" from the "Process" menu. 2. Click the mouse on the rows containing the names of the columns you want to sort the database by. 3. Click the mouse on the "Sort" button at the bottom of the requestor. Pen Pal will sort the database and redisplay the list in the new sorted order. Databases created in other programs can usually be imported into Pen Pal as long as they have been saved to disk in ASCII format. ASCII files accepted by Pen Pal require: 1. Data must must be separated by either a comma or tab. 2. Data with embedded commas must be enclosed in quotes. 3. Each record must have the same number of fields. 4. A field must not have more than 64 characters. 5. A record must not have more than 1024 characters. 6. There may not be more than 32 fields per record. To import an ASCII database: ------------------------------------------------------------ 1. Choose "Open Database" from the "Open" menu item in the "File" menu. Pen Pal will display the "Open File" requestor. 2. Click the mouse in the "Show All" button. This will let you see all files rather than just Pen Pal databases. 3. Click the mouse in the "ASCII" button. This informs the program that it will be opening an ASCII file. 4. Locate the ASCII file to be opened. 5. Double-click the mouse on the name of the ASCII file. Pen Pal will read the ASCII file and try to create a Pen Pal database from it. If it can't convert the file, it will display an error message. To export a Pen Pal database as an ASCII file: ------------------------------------------------------------ 1. Open the Pen Pal database that is to be exported. 2. Choose "Copy of Database" from the "Save As" menu item in the "File" menu. 3. Locate the area on disk where the ASCII file is to be saved to. 4. Enter the name to be used for the ASCII file. Do not use the same name as the original Pen Pal database. 5. Click the mouse on the "ASCII Format" button. This tells Pen Pal that it will be saving a copy of the database in ASCII format. 6. Click the mouse on the "OK" button. A Pen Pal "View" is a small disk file that contains information about the way you want to look at a database. You can use Views to open a database and automatically perform such activities as: 1. Sorting 2. Search for data 3. Preparing columns for a special report or labels. To create a new view: ------------------------------------------------------------ 1. If the database that the View is to be created for is already open, close it saving any changes. 2. Open the database the View is to be created for. 3. Do whatever you want the View to later do for you auto- matically including sorting, searching, and redefining. 4. Choose "Save View of Database" from the "Save" menu item in the "File" menu. Pen Pal will display the "Save File" requestor. 5. Enter the name to be used for the View. 6. Click the mouse in the "OK" button. 7. Close the database. To open a database from a view: ------------------------------------------------------------ 1. Choose "Open Database" from the "Open" menu item in the "File" menu. Pen Pal will display the "Open File" requestor. 2. Locate the View to be opened. 3. Double-click the mouse on the name of the desired View. Pen Pal will first open the View, and then open the database the View is created for. Next it will do any sorting, searching, and redefining tasks that were saved with the View. To delete a view: ------------------------------------------------------------ 1. Open the View to be deleted. 2. Choose "Delete View" from the "Delete" menu item in the "File" menu. Text in paragraphs can be aligned: 1. Left Justified 2. Right Justified 3. Centered 4. Fully justified To align text: ------------------------------------------------------------ 1. If you are changing the alignment of existing text, select the paragraphs whose alignment is to be modified. If you are setting the alignment for new text, set the insertion point where the new alignment is to be set. 2. Choose one of the alignment options from the "Text Alignment" menu item in the "Text" menu. To copy text from one location to another: ------------------------------------------------------------ 1. Select the text to be copied. 2. Choose "Copy" from the "Edit" menu. 3. Set the insertion point where the text is to be copied. 4. Choose "Paste Text" from the "Paste" menu item in the "Edit" menu. To move text from one location to another: ------------------------------------------------------------ 1. Select the text to be moved. 2. Choose "Cut" from the "Edit" menu. 3. Set the insertion point where the text is to be moved. 4. Choose "Paste Text" from the "Paste" menu item in the "Edit" menu. A document can be copied from within Pen Pal using the "Save As" feature. When a document is copied in this manner, the original document remains intact, and a duplicate is saved to disk. To copy a document using "Save As": ------------------------------------------------------------ 1. Open the document to be copied, if not already open. 2. Choose "Save As" from the "File" menu. Pen Pal will display the "Save File" requestor. 3. Use the requestor to locate the area the document is to be copied to. 4. Enter the name to be used for the copy in the requestor's data entry area. 5. Click the mouse in the "OK" button. When a document is deleted, it is permanently removed from the disk. To delete a document: ------------------------------------------------------------ 1. Open the document to be deleted, if not already open. 2. Choose "Delete document" from the "Delete" menu item in the "File" menu. Pen Pal will ask if you are sure that you want to delete the document. 3. Click "YES" to delete the document, click "NO" to cancel. To delete one or more characters: ------------------------------------------------------------ 1. Set the insertion point (click the mouse) to the immediate right of the character to be deleted. 2. Press the BACKSPACE key once for each character to be deleted. To delete a block of text: ------------------------------------------------------------ 1. Select the text to be deleted. 2. Choose "Clear" or "Cut" from the "Edit" menu. You can also press the BACKSPACE or DEL key. To delete a blank line or RETURN character: ------------------------------------------------------------ 1. Set the insertion point at the left margin of the line that is immediately below the line to be deleted. 2. Press the BACKSPACE key. Pictures created in a paint program or digitized in IFF format may be imported to a Pen Pal document. A picture may be any size, resolution, and number of colors - even HAM (Hold and Modify) pictures. When a picture is imported into Pen Pal, its colors are converted to the current screen colors of the document (See "Setting Screen Colors.") When a document is printed, however, the picture is printed in its original palette. So if a picture is comprised of 32 colors, on screen it will appear in 8 colors, and on printouts it will appear in 32 colors. To import a picture: ------------------------------------------------------------ 1. Scroll your document so that the top of the document window is about where you want your picture to be placed. 2. Select "Import Picture" from the "Graphics" menu. Pen Pal will display a file selection requestor so that you can specify which picture you want to import. 3. Locate the picture you want to import and double click the mouse on the the desired picture's name. Pen Pal will display a requestor which allows you to modify any of the default settings for the picture. 4. Adjust the picture settings, if necessary, and click in the OK button at the bottom of the requestor. Pen Pal will now open the picture and place it in the upper left corner of your window. Text is always entered at the insertion point. To set the insertion point where text is to be entered: ------------------------------------------------------------ 1. Move the mouse to the area in the document where you want to enter text. If necessary, scroll the document to get the desired area. 2. Click the mouse to set the insertion point. To insert characters: ------------------------------------------------------------ 1. Set the insertion point where you wish to insert text. 2. Enter the characters using the keyboard. To insert a blank line: ------------------------------------------------------------ 1. Set the insertion point where you want a blank line. 2. Press the RETURN key for each blank line wanted. (Page 8-2). There are three methods of merging database data with documents: Print Report Merge, Print Mail Merge, and Paste Database. The first two methods always result in printing. The "Paste Database" method adds database information directly into your document. Regardless of which merge method you use, there are always three basic steps required. To merge database data into a word processing document: ------------------------------------------------------------ 1. Create a template in a word processing document that can receive database information. A template must contain one or more "data areas" to receive database data. A "data area" begins with a "<" character, and ends with a ">" character. Between the "<" and ">" character must be the name of a database column whose data is to be merged into the data area. For example "". NOTE. If you are doing a "Paste Database", be aware that the program treats everything starting from the first "data area" to the end of the document as a template. Therefore, if you intend to enter text after the merged data, do it after the data has been merged. 2. Select the data from the database that is to be merged, and copy it to the clipboard. 3. Execute one of the three types of merge from the word processor menu. An existing document is one that has already been created and saved to the computer's disk. A new document is one that does not yet exist. To open an existing document: ------------------------------------------------------------ 1. Choose "Open document" from the "Open" menu item in the "File" menu. The program will display the "Open File" requestor. 2. Locate the document to be opened. 3. Double-click the mouse on the name of the document. To open a new document: ------------------------------------------------------------ Choose "New Document" from the "New" menu item in the "File" menu. You can rename a document from within Pen Pal. When a document is renamed, it is not copied, and may only be accessed by its new name. To rename a document: ------------------------------------------------------------ 1. Open the document to be renamed, if not already open. 2. Choose "Rename document" from the "Rename" menu item in the "File" menu. 3. In the requestor's data entry area, change the name to the new name. 4. Click the mouse in the "OK" button. To replace text with a character from the keyboard: ------------------------------------------------------------ 1. Select the text to be replaced. 2. Press a character from the keyboard. To replace text with text on the clipboard: ------------------------------------------------------------ 1. Select the text to be replaced. 2. Choose "Paste Text" from the "Paste" menu item in the "Edit" menu. When a document is saved, it is written to disk. To save a document for the first time: ------------------------------------------------------------ 1. Choose "Save document" from the "Save" menu item in the "File" menu. The "Save File" requestor will be displayed. 2. Use the requestor to locate the area on disk the file is to be saved to. 3. In the requestor's data entry area, change the word "Untitled" to be the name you want the document to be saved as. Leave the text to the left and right of the "Untitled" word as they are. This text indicates to the program where and how the document is to be saved. 4. Click the mouse in the "OK" button. An existing document is one that has been saved before. To save an existing document: ------------------------------------------------------------ Choose "Save document" from the "Save" menu item in the "File" menu. Pen Pal will replace the old version on disk with the new version. To find specific text: ------------------------------------------------------------ 1. Set the insertion point in the paragraph where the search is to begin. 2. Choose "Search / Replace" from the "Search" menu. Pen Pal will display the "Search and Replace" requestor. 3. Enter the text to be searched for. 4. Click the mouse in the "OK" button. To find the next occurrence of located text: ------------------------------------------------------------ 1. After locating text using the instructions above, choose "Search Next" from the "Search" menu. To search for text and replace it with other text: ------------------------------------------------------------ 1. Set the insertion point where the search / replace is to begin. 2. Choose "Search / Replace" from the "Search" menu. 3. Enter the text to be searched for. 4. Enter the replacement text. 5. Click the mouse in the "OK" button. To search and replace next: ------------------------------------------------------------ 1. After searching and replacing text using the previous instructions, choose "Search and Replace Next" from the "Search" menu. To search and replace all occurrences of text: ------------------------------------------------------------ 1. Set the insertion point where the search is to begin. 2. Choose "Search / Replace" from the "Search" menu. 3. Enter text to be searched for. 4. Enter the replacement text. 5. Click the mouse in the "Save" button. 6. Choose "Search and Replace All" from the "Search" menu. When you want to perform some editing function, you must select the text to be edited. To select a block of text: ------------------------------------------------------------ 1. Position the mouse to the immediate left of the first character of the text to be selected. 2. Press the mouse button and drag the mouse until all desired text is selected. Text that is selected is drawn in a style called "Highlighted". 3. Release the mouse button. To select a single word or line quickly: ------------------------------------------------------------ Double-click the mouse on a word to select it. Triple- click the mouse on a line to select it. Refer also to document short-cuts topic for other ways to select text. To extend a block of selected text: ------------------------------------------------------------ 1. Position the mouse to the immediate left of the first character of the text to be selected. 2. Hold down the SHIFT key while clicking the mouse to the immediate right of the last character of text to be selected. The word font refers both to the name and size of type. For example, Topaz 8, Topaz 11, and Diamond 12 are all different fonts. You can change the font of selected text, or set a font for new text to be entered. To set a font: ------------------------------------------------------------ 1. Either select the text whose font is to be set, or set the insertion point where new text in the font is to be entered. 2. Choose the desired font from either the "Size" or the "Font" menus. ---------------------- Left and Right margins ---------------------- To change the left or right margins: ------------------------------------------------------------ 1. If you are changing the margin of an existing paragraph, click the mouse somewhere in the paragraph. If you are changing the margin of more than one paragraph, drag the mouse through the paragraphs to be changed. If you are changing the margins for all paragraphs in the document, choose "Select All Text" from the "Select All" menu item in the "Edit" menu. 2. Position the mouse over the boundary of the margin selector to be changed. 3. Press the mouse button and drag the mouse horizontally within the format bar. Release the mouse when the margin is set as desired. To set the header or footer margin: ------------------------------------------------------------ 1. Position the mouse pointer on the edge of the Header or Footer Margin Selector. 2. Press the mouse button and drag the mouse vertically in the margin bar to the desired position. 3. Release the mouse button. 1. If you are changing the paragraph indent of an existing paragraph, click the mouse somewhere in the paragraph. If you are changing the paragraph indent of more than one paragraph, drag the mouse through the paragraphs to be changed. If you are changing the paragraph indent for all paragraphs in the document, choose "Select All Text" from the "Select All" menu item in the "Edit" menu. 2. Position the mouse on the paragraph indent selector. 3. Press the mouse button and drag the mouse horizontally within the format bar. 4. Release the mouse when the paragraph indent is where you want it. You can adjust the colors of a document window. Since the colors are saved with a document, it is possible to have a different color scheme defined for each document. When you begin a new document, Pen Pal assigns default colors to your document. The first four colors assigned are those Pen Pal uses to render your document and its borders. The other four are set to the primary colors of red, green, blue, and yellow. When a picture is imported, its colors are converted to the eight colors defined for your document. This conversion is only for display purposes. When your document is printed, its original colors will be shown. To adjust a document's colors: ------------------------------------------------------------ 1. Select "Define Colors" from the "Graphics" menu. Pen Pal will display a requestor that will allow you to modify color values. On this requestor are several palette buttons which you can use to define all eight screen colors at a time to a pre-defined color scheme. You can modify the color settings by adjusting the Red, Green, and Blue color settings. These are digital settings where a value of 0 means none, and a value of 15 means all. So if you want the color black, you would set all three settings to 0. Pure white occurs when all settings are set to 15. 2. Once the colors are defined as you want them, click the mouse in the OK button at the bottom of the requestor. When you save a document, the color settings for the document are saved with it. -------------- Spell checking -------------- To spell check a document: ------------------------------------------------------------ 1. Choose "Spell Check Document" from the "Spell" menu item in the "Process" menu. Pen Pal will ask if you want to start the spell check at the first of the document. Click "Yes" to start at the first paragraph; click "No" to start at the paragraph the insertion point is in. If the document is spelled correctly, the program will a requestor saying that the spell check is finished. If any words were not found in the dictionaries, the "Spelling" requestor is displayed. On this requestor you have several options including: - Ignoring the word and continuing spelling. - Changing the word. - Inserting the word into your own user dictionary. - Obtaining suggestions to use in place of the word. - Cancel the spell check. -------------------------- Creating a user dictionary -------------------------- You can initialize and build your own user dictionary that Pen Pal will use along with its other dictionaries during a spell check. To create a new User Dictionary: ------------------------------------------------------------ 1. Choose "New User Dictionary" from the "Spell" menu item in the "Process" menu. Pen Pal will display a file reqeustor so that you can enter the name of the new dictionary and indicate where on disk it is to be stored. 2. Enter the name of the new user dictionary, and write down the complete path name of the User Dictionary - you will need the name in the next step. 3. Choose "Document" from the "Preferences" menu item in the "System" menu. Pen Pal will display the Preferences screen. Enter the complete path name of the User Dictionary in the area provided. 4. Click the mouse in the "Save" button. ----------- Word lookup ----------- To verify the spelling of a word in a document: ------------------------------------------------------------ 1. Double-click the mouse on the word to be verified. 2. Choose "Word Lookup" from the "Spell" menu item in the "Process" menu. Style attributes that can be assigned text are: 1. Bold 2. Italics 3. Underline 4. Color Text can be assigned combinations of these attributes. To change the style of text: ------------------------------------------------------------ 1. If you are changing the style of existing text, select the text whose style is to be changed. If you are setting the style for new text to be entered, set the insertion point where the new text is to go. 2. Choose the desired style attributes from the "Text" menu. To remove a style attribute: ------------------------------------------------------------ 1. If you are removing a style attribute of existing text, select the text whose style is to be changed. If you are removing a style for new text to be entered, set the insertion point where the new text is to go. 2. Choose the checked style attributes from the "Text" menu you want to remove. If the style attribute is not checked, you will set it instead of remove it. To remove all style attributes: ------------------------------------------------------------ 1. Either select the text from which you want to remove style attributes, or set the insertion point where new text without any style attribute is to be entered. 2. Choose "Plain Text" from the "Text" menu. Documents created in other programs can usually be imported into Pen Pal as long as they have been saved to disk in ASCII format. When an ASCII document is imported, you have the option of treating each new line as a new paragraph, or joining lines together into paragraphs as long as they are ended by a linefeed character. The purpose of this option is to recreate paragraphs created in another program. To import an ASCII document: ------------------------------------------------------------ 1. Choose "Open Document" from the "Open" menu item in the "File" menu. Pen Pal will display the "Open File" requestor. 2. Click the mouse in the "Show All" button. This will let you see all files rather than just Pen Pal documents. 3. Click the mouse in the "ASCII" button. This informs the program that it will be opening an ASCII file. 4. Locate the ASCII file to be opened. 5. Double-click the mouse on the name of the ASCII file. Pen Pal will remove the file requestor and display another requestor asking if you want to treat new lines as separate paragraphs. 6. Click "Yes" to have each new line inserted into a different paragraph; click "No" to try and maintain any paragraphs present in the ASCII document. Pen Pal will read the ASCII file and try to create a Pen Pal document from it. If it can't convert the file, it will display an error message. To export a Pen Pal document as an ASCII file: ------------------------------------------------------------ 1. Open the Pen Pal document that is to be exported. 2. Choose "Save As" from the "File" menu. 3. Locate the area on disk where the ASCII file is to be saved. 4. Enter the name to be used for the ASCII file. Do not use the same name as the original Pen Pal document. 5. Click the mouse on the "ASCII Format" button. This tells Pen Pal that it will be saving a copy of the document in ASCII format. 6. Click the mouse on the "OK" button. A Pen Pal form is created in the same manner you create any other word processing document. The only difference is that if you are going to use Pen Pal's Forms Fill-In features, you will put matching bracket characters, "[", and "]", where data is to be filled in. To create a form: ------------------------------------------------------------ 1. Begin a new document by selecting "New Document" from the "New" menu item in the "File" menu. 2. Build the text parts of the form first. Use Topaz 11 if the form is to be printed in text (letter quality) mode. 3. Where data is to be filled in using Pen Pal's "Forms Fill-In" capabilities, reserve room for the data by enclosing spaces between matching pairs of brackets. Name [ ] Address [ ] City [ ] State [ ] Zip [ ] 4. Draw any boxes, lines, and shapes. Import any pictures. 5. Save the form by choosing "Save Document" from the "Save" menu item in the "File" menu. To fill in a form using Pen Pal's Forms Fill-in feature: ------------------------------------------------------------ 1. Open the word processing document that contains the form. 2. Choose "Fill In Form" from the "Forms" menu item in the "Process" menu. Pen Pal will skip to the first area on the form that has been reserved for data. These areas are the ones originally defined on the form as spaces enclosed in brackets. 3. Enter the data and press RETURN, TAB, or down arrow key to advance to the next area on the form. 4. Use the UP and DOWN arrows to move to any data areas that you want to reenter. ----------------------- After filling in a form ----------------------- After you have finished filling in a form, you can: - Print it. - Save a copy of it to disk to be edited or printed later. - Throw it away. - Restore the form to its original state, and fill it in again. Refer to the manual for more information. Graphics that can be used in Pen Pal documents include: 1. IFF pictures imported into Pen Pal. 2. Lines and boxes drawn using Pen Pal's drawing tools. All graphics are treated as separate objects and can be moved, edited, and deleted independently of each objects. Pen Pal allows objects to overlap, and be depth arranged to suit your needs. --------------------------- Drawing new lines and boxes --------------------------- To draw a new line or a box: ------------------------------------------------------------ 1. Click on either the "New Vertical Line" tool or the "New Horizontal Line" tool to draw a line; or click on either the "New Filled Box" tool or "New Open Box" tool to draw a box. 2. Move the mouse pointer to the area in the document where the graphic is to begin. 3. Press the mouse button and drag the mouse. As you drag the mouse, the program will draw a representation of the graphic. 4. Release the mouse button when finished drawing. -------------- Modifier Tools -------------- When lines and boxes are drawn, they are drawn using the current settings of the Modifier Tools. These settings include: 1. Line color 2. Border fill color 3. Box interior fill color 4. Line weight (thickness) To reset a color modifier tool: ------------------------------------------------------------ 1. Click the mouse on the desired modifier tool. 2. Click the mouse on a color in the "Color Selector" tool. To reset the line weight modifier tool: ------------------------------------------------------------ Click the mouse on either side of the "Line Weight" tool. Click on the left side to reduce a line weight; click on the right side to increase a line weight. ------------------ Selecting Graphics ------------------ To edit, move, or delete an graphic object you must first select it. To select an existing graphic: ------------------------------------------------------------ 1. Click the mouse on the "Pointer Tool". 2. Click the mouse on the graphic object to be selected. To select multiple graphic objects at once: ------------------------------------------------------------ 1. Click the mouse on the "Pointer Tool". 2. Position the mouse to the left and top of the top-most object to be selected. Press the mouse button and drag the mouse to the right and bottom of the last object to be selected. 3. Release the mouse button. When you release the mouse button, the program will select all objects whose boundaries fell COMPLETELY within the area you dragged over. Refer to the manual for other ways of selecting graphics. ------------------ Modifying graphics ------------------ To modify an existing line or box: ------------------------------------------------------------ 1. Select the graphics to be modified. 2. Click the mouse in the modifier tools necessary to modify the graphic. To modify a picture imported into Pen Pal: ------------------------------------------ 1. Select the picture. 2. Use the graphic handles around the picture to resize or crop the image. ----------------- Deleting graphics ----------------- To delete existing graphic(s): ------------------------------------------------------------ 1. Select the graphic(s) to be deleted. 2. Press the BACKSPACE key on the keyboard. Pen Pal has four types of tab stops: 1. Left - text is aligned "left justified" using the tab stop as a left margin. 2. Right - text is aligned "right justified" using the tab stop as a right margin. 3. Center - text is centered using the tab stop as the midpoint. 4. Decimal- Numbers are aligned with with the decimal point aligned on the tab stop. To set a tab stop: ------------------------------------------------------------ 1. If you are setting a tab stop in an existing paragraph, click the mouse somewhere in the paragraph. If you are setting a tab stop of more than one paragraph, drag the mouse through the desired paragraphs. If you are setting a tab stop for all paragraphs in the document, choose "Select All Text" from the "Select All" menu item in the "Edit" menu. 2. Position the mouse in the format bar in the location where the tab stop is to be set. 3. Click the mouse to set the tab. Pen Pal will create a "Left Tab" tab stop. To change a tab stop to one of the other types of tab stops: ------------------------------------------------------------ 1. Click the mouse on a tab stop that whose type is to be changed. Pen Pal will display the "Tab Type" requestor. 2. Click the mouse on the button next to the desired tab stop type in the requestor. 3. Click the mouse on the "OK" button. To move a tab stop: ------------------------------------------------------------ 1. Select the paragraphs containing the tab stop to be moved. 2. Position the mouse over the icon of the tab stop that is to be moved. 3. Press the mouse button and drag the tab stop's icon horizontally in the format bar to the desired location. 4. Release the mouse button. To delete a tab stop: ------------------------------------------------------------ 1. Select the paragraphs containing the tab stop to be deleted. 2. Position the mouse pointer over the icon of the tab stop you want to delete. 3. Press the mouse button and drag the mouse downward about an inch until the mouse pointer reads "Remove Tab". 4. Release the mouse button.