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WP Mac News 95/02

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  • jrethorst@post.com
    February 1995 Vol. 1, Issue 2 C r e d i t s : Editing and Layout: Daniel Midgley Net Man and WWW Version: David Moulton Artwork and Fashion Sense: Edward
    Message 1 of 1 , Dec 7, 2004
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      February 1995 Vol. 1, Issue 2 C r e d i t s : Editing and Layout:
      Daniel Midgley Net Man and WWW Version: David Moulton Artwork and
      Fashion Sense: Edward “Bam” Lopez Movers and Shakers: Lisa Ginn Steve
      LeMmon Tyler Thompson Hypertext Linking Winnie Miller Painfully
      Thorough Testing Don Fowles Macro Deity and Advisor Gene Bowley
      Editor’s Corner . . . . . . . . . . . . . . . . . . . . . 1 Tips and
      Tricks . . . . . . . . . . . . . . . . . . . . . 2 Mastering Macros . .
      . . . . . . . . . . . . . . . . 3 Making the Move . . . . . . . . . . .
      . . . . . . . . 6 Feature Highlight . . . . . . . . . . . . . . . . . .
      . 8 Macros of the Month . . . . . . . . . . . . . . 10 Frequently Asked
      Questions . . . . . . . 11 Your Turn . . . . . . . . . . . . . . . . .
      . . . . . . . . . 12 Click on a button to go to that section. M o r e
      C r e d i t s Moral Support Dave Nielsen Raquel Carter Ken Freeman
      Michael McRaney Hans Rasmussen Carla Merrill Bret Thomas Brian
      Rasmussen David Sessions Cliff Nielsen The WordPerfect Mac News is
      published monthly. You can get it at ftp.wordperfect.com, or on our BBS
      (801) 225-4414. CompuServe: Go wordperfect in the Mac Software Library.
      America Online: Keyword wordperfect in the Help and Info Files section
      of the Software Library. WorldWide Web: http//www. novell.com/
      SalesMkt/mac elcome to our second edition! Thanks to all those of you
      who wrote in with your suggestions. We’ve incorporated some of them
      into this issue. Keep writing in, and send us your letters, questions,
      tips & tricks, and anything else. Here’s what you’ll find in this
      month’s pages. • Making the Move Lately, it seems that there’s been a
      mass Mac exodus from Microsoft Word to WordPerfect. We’re out to make
      the transition as easy as possible. • Rethorst column We’re honored to
      have Macintosh WordPerfect guru-at-large John Rethorst appearing in the
      WordPerfect Mac News. This month, John will start you off on the road
      to macro proficiency. • Labels help for all you bulk-mailers, and more
      Macros to automate your life. • Tips and tricks to help you do things
      that a word processor just isn’t supposed to do. And some more of the
      most frequently asked questions here at WordPerfect Mac Support. Better
      get started; there’s a lot of good stuff in here.—Daniel WordPerfect
      Mac News February 1995 Default Document If you create a Stationery File
      titled “New Document Stationery” and put it in your
      WordPerfect/Stationery folder, that document will come up each time you
      choose New from the File menu, or whenever you launch WordPerfect. That
      can be useful when you want your letterhead or boilerplate to come up
      every time. A Frivolous Tip You’re doing the crossword, and you’re
      stuck on 24 Across: “Foreign entanglement.” You’re thinking
      “imbroglio,” but it doesn’t mesh with the other letters. Then you
      remember WordPerfect’s speller. You go to Tools/Speller, and click in
      the Word box. You type in the letters, with a question mark in place of
      every letter you don't know. Then you click Look Up. WordPerfect
      quickly sorts through all of its 116,000 words, and brings up the
      correct answer: “spaghetti.” Of course. You knew it would be something
      like that. Other Font Sizes If you need a strange size of font, just
      highlight your text, doubleclick on the Size tool on your Font Bar ,
      and type in the number of the point size you need. Then click back on
      the text to make the change. Old 2.1 “Tables” Miraculously Changed to
      3.1 Tables So you’ve got WordPerfect for Macintosh 3.0 or 3.1, and now
      you can do real tables with all the border and spreadsheet
      capabilities. But back in the days of version 2.1, you had to create
      tables by turning on columns and borders. How do you take the “tables”
      in your old 2.1 documents, and turn them into real 3.0 or 3.1 tables?
      First, open your 2.1 document into version 3.0 or 3.1. Highlight
      everything in an old table. Then choose “Text to Table” from the Table
      menu. The “Number of Columns” setting should match the number of
      columns you had in the old table, and the radio button should be set to
      “Columns.” Click OK, and your old 2.1 table has been converted.
      Sizzlin’ Hot Spreadsheet Tip Those of you who need to add up table
      columns with continually varying numbers of rows will appreciate this
      one. Instead of trying to adjust your formulae to account for added or
      missing rows, just type the words “Subtotal”, “Total”, or “Grand Total”
      as the formula. A cell with “Subtotal” as its formula adds up all
      numbers above it, stopping when it finds another Subtotal, a Total, or
      a Grand Total. A cell with “Total” as its formula adds up all Subtotals
      above it, stopping when it finds another Total, or a Grand Total. A
      cell with “Grand Total” as its formula adds up all Totals above it,
      stopping when it finds another Grand Total. page 2 WordPerfect Mac
      News February 1995 by John Rethorst i there, and welcome to the first
      of a series of columns in the WP Mac News on macros. Although this
      feature is one of WordPerfect’s most powerful, it’s also one that
      you’ll benefit by spending a little time learning first. Macros aren’t
      hard, though, and with a little practice you can significantly increase
      the power and flexibility of your work environment. For example: would
      you like to put bookmarks in a long WordPerfect file, so you can go to
      any part of it right away? Or have you written a glossary or catalog,
      and want to change the first word or phrase of all 100 paragraphs to
      bold – all at once? Would you like to have one keystroke that makes a
      Drop Cap by creating a text box, cutting the first letter of the
      paragraph you’re in, putting it in the text box, changing the font and
      tripling the font size? If you download much text from the Internet or
      bulletin boards, a macro can take out the hard returns at the end of
      every line. They make outlining and styles better, make many aspects of
      typing and correcting text easier, and most of all, do it the way you
      want to do it, since they can be your macros. In this first column,
      we’ll record a simple macro just to work with, and learn how to edit
      it. Future columns will get very advanced, as we work our way through
      all of WordPerfect’s macro commands. You can stick around as many
      months as you’d like, but you’ll be surprised how easy it is. Recording
      a macro To start off, open an existing file and select a few lines of
      text. 1. From the Tools menu, choose Macro and then the first command,
      Record. A dialog box like figure 1 appears with the name “Untitled
      Macro” selected. Type in “Copy to New File” and click New. The dialog
      box disappears, and WordPerfect is now recording. Take your time.
      Figure 1: The New Macro dialog box. Press the Command key to see the
      key equivalents shown. page 3 WordPerfect Mac News February 1995
      continued… 2. Choose Copy from the Edit menu. 3. Choose New from the
      File menu. 4. Choose Paste from the Edit menu. 5. Choose Select All
      from the Edit menu. 6. Choose Times from the Font menu. 7. Choose 24
      point for a size. 8. Press the right arrow key. 9. From the Macro
      submenu of the Tools menu, choose Stop Recording (it’s now the first
      command). 10. Click Save in the resulting dialog box, to save this
      macro. Now, close your new document (don’t bother to save it), select
      some other text in your original file, go to the Macro menu and play
      your new macro. That’s fun, but also a time-saver and a real help for
      accuracy. It’s also only a hint of what you can do. It’s as far as a
      lot of people want to go: record and play back. Let’s take the next
      step, though, and edit the commands that WordPerfect actually recorded.
      Editing a macro 1. From the Macro submenu, choose the third command,
      Edit. A dialog box like figure 2 appears: 2. Scroll to your first
      macro, “Copy to New File,” and click on it to select it. 3. Click the
      Edit Content button, or press Return. A new window will open, looking
      like figure 3 on the next page… Figure 2: The Edit Macro dialog page 4
      WordPerfect Mac News February 1995 4. …and which looks a little
      complicated at first. As you see, though, it’s just the list of
      commands you did a moment ago. 5. Note that the fifth line reads: Font
      Name ("Times") Double-click on the word "Times" so that only that word
      (not the surrounding quotes) is selected. Type Helvetica so that the
      word fits in the surrounding quotes. Figure 3: The Edit Macro Window 6.
      Note that the sixth line reads: Font Size (24) Double-click on the
      number 24 so that only that number is selected. Type 72 so that the
      number fits in the existing parentheses. 7. Click the small Save button
      near the top left of the macro editing window. If you did not do these
      steps correctly, an error message will appear. OK that, then click the
      close box at the top left of the macro window, don't save changes, and
      start again at step one of this section. If you did these steps
      correctly, no message will appear, but the Save button will gray out.
      Click the close box at the top left of the macro editing window, and
      you're set. Play your edited macro. You might ask, why edit that macro
      instead of re-recording it? Good point, for something of that small
      size, but macros can contain many more steps, and it's a real
      time-saver to edit as necessary. Now you know how. Congratulations on
      what you’ve learned. Next time we’ll learn how to enter commands from
      scratch in the macro editing window, to do things it’s just not
      possible to record. We’ll work on a more advanced topic each month,
      until the 900 macro commands and variables within WordPerfect give you
      a new dimension to the phrase “Power User.” See you next month. * * *
      John Rethorst, author of Teach Yourself WordPerfect 3 for the Mac,
      actually writes macros to relax. © 1995 John Rethorst. All rights
      reserved. Used with permission. page 5 WordPerfect Mac News February
      1995 from Microsoft Word to WordPerfect Part 1: File Conversion o,
      you’ve made the switch to WordPerfect, but what about all those old MS
      Word files you still have on your hard drive? And, for that matter,
      what about your friends and coworkers who haven’t seen the light and
      converted to WP? Hopefully what follows will ease that part of the
      transition. Converting from MS Word 5.1 to WP 3.1 In your WordPerfect
      3.1 folder you will find two icons, one called “to WordPerfect 3
      document” and another called “to Word 4.0-5.1 document.” These are
      ‘mass conversion’ utilities, used to convert a folder full of files
      from one format to another. In this section, we'll talk about “to
      WordPerfect 3 document.” If you have a folder of MS Word 5 files,
      simply drag it onto this icon. The converter will start, and you will
      see a progress bar showing how much has been done. [So that’s what that
      thing does.—Ed. ] When the converter is finished, you will have a new
      folder, which will have the name of the original folder, plus
      “(converted)” on the end. Inside will be all of your files, in WP
      format. It is important that you drag a folder of files on this icon.
      It will not convert files that are not in a folder. If you don’t want
      to do it this way, or just have a file here and there to convert, you
      can use WordPerfect to open them and then save the files in WordPerfect
      format. You will need to open the files from within WordPerfect to do
      this, because the Mac won’t launch WordPerfect when you are
      double-clicking on a Word file. Converting from WordPerfect 3.1 to Word
      5 (and 6) To convert several WordPerfect documents, use the method
      described above, using the “to Word 4.0-5.1 document” utility in your
      WP 3.1 folder. This will convert the files to MS Word 5 format that
      either version 5 or 6 can open. If you are creating a document that you
      need to send to someone who is using Word, you will need to save the
      document in a Word Format. To do that, we’ll use the Save As... Dialog
      box. Follow these steps: 1. When you are ready to save, pull the File
      menu down to Save As... 2. Type in a name for the document. page 6
      WordPerfect Mac News February 1995 continued 3. Directly below the box
      you typed the name in, is a pop-up menu called “Format.” Click on this
      menu. 4. Choose “Word 4.0, 5.0” format. 5. Make sure it is saving it in
      the folder you want to, and then click Save. Converting to and from
      Word 5 with WordPerfect 3.0 and earlier WordPerfect 3.1 is the first
      version of WordPerfect for Macintosh to offer a direct export to MS
      Word 5.x format. If you are using an earlier version of WordPerfect,
      other ways will need to be used to do that. The best way to do it from
      within WordPerfect is to save the file in a RTF format. This is a
      format that MS Word reads, but it may not convert all of your
      formatting. Converting to and From Word 6 WordPerfect does not have a
      filter to open or save in a Word 6 format. For now, you have a couple
      of choices. You can specify that data be saved in Word 5 format. If
      that is a problem or is not possible, consider obtaining the Dataviz
      8.0 translator set, which includes a translator for Word 6. A few
      pointers... Fast Save The MS Word 5 Dataviz translator that is included
      with WordPerfect 3.1 does an excellent job of converting Word files
      that are Fast Saved. Nonetheless, for best results, we recommend that
      Fast Saved files not be used. If you encounter a problem opening a
      file, make sure that it has not been Fast Saved. Prior versions of WP
      did not support the Fast Save format. MS Style Codes When you’re having
      trouble with a file that was converted from Word, many times it is the
      result of a MS style code. If you are experiencing difficulty with a
      file that has been converted, try turning on Show Codes and looking for
      a MS style code. Eliminating one or more of these codes may help the
      file. Problem? Perhaps. What Goes and What Doesn’t The file
      “Conversions Read Me” in your WordPerfect/Documentation folder contains
      a list of all the features that do not convert or convert incompletely
      between MS Word and WordPerfect. Next issue: Tips to make life easier
      for Ex-Word users. page 7 WordPerfect Mac News February 1995 Using the
      Labels Macro by David Moulton ne of the more useful macros that is
      shipped with WordPerfect 3.x is the Labels macro. This makes the
      process of printing mailing labels from a list of names quite painless.
      Let’s go through the process of using the macro to create a labels
      file. To Merge or Not to Merge? The first issue you’ll face in doing
      labels is: How do you plan to get the information into the labels? You
      could just type them in, of course, but you might find it preferable to
      use WordPerfect‘s Merge feature. If you decide to merge the names and
      addresses into your labels, you’ll need to create a data file. This is
      a file with your information separated by <End of Field> and <End of
      Record> codes. Your WordPerfect User’s Guide will have more information
      on setting up your data file. The macro we’re about to run will create
      a form file that you’ll then merge the data file with to make your
      labels. If you plan to just type the information into the labels, keep
      reading because we’ll deal with that in a minute. Step 1: You can
      access this macro by pulling down the Tools menu to Macro and then
      choosing Labels. The first item to appear on the screen is the menu at
      right. Let’s go through the choices one by one: A. 3x10: This choice
      produces a generic sheet of labels, in the form of 3 columns and 10
      rows of labels. B. 2x5: This choice produces a generic sheet of labels,
      in the form of 2 columns and 5 rows of labels. C. By product number:
      This allows you to put in an Avery ® label number. If you know the
      product number for the labels you are using, this is the best choice.
      The product number should appear on the box of labels. At left is a
      list of supported formats. 5095 5096 5097 5160 5161 5162 5163 5164 5165
      5196 5197 5198 5199 5260 5261 5262 5266 5267 5293 5294 5295 5371 5383
      5384 5385 5386 5388 5389 5660 5661 5662 5663 5664 5667 5883 5895 5896
      5897 The Labels macro is set up to work with any of these Avery labels.
      D. Custom: Use this choice if none of the others works for you. page 8
      WordPerfect Mac News February 1995 continued When you choose Custom
      Labels, the macro will ask a series of questions to determine the size
      and layout of your labels. Just answer each question. You may need a
      ruler and a sheet of your labels for this part of the macro. Step 2:
      The macro will now ask if you want a Blank Formatted Document, or a
      Merge Form File. If you plan on merging a list of names and addresses
      or the like onto these labels, choose Merge Form File. If you plan on
      typing directly on to the labels form, choose Blank Formatted Document,
      and skip to step 4. Step 3: If you have chosen Merge Form File, the
      macro will now ask you how many fields you want in your merge. Input
      this number now. Step 4: The macro will now format the labels. When it
      is done, you may need to scroll up to the top. If you chose Merge Form
      File, you will see the <Field: > codes. Just save this file. It will be
      the form file, and you can merge it with the aforementioned data file.
      Again, check your WordPerfect User’s Guide if you need help with
      merging. If you chose Blank Formatted Document, the document will
      appear blank, but it will be correctly formatted for labels. Just type
      the information into a cell and then use the Tab key to move to the
      next cell. Some Extra Helps You can put a border on your labels that
      doesn’t print, if you’re using version 3.1. Refer to January’s
      WordPerfect Mac News for a tip on how to do that. If you are putting
      the same thing on each label, take a look at one of this month’s
      featured macros, ‘Duplicate Labels.’ That’s about it! If you think you
      will be using this form of labels often, consider saving the document
      that the macro creates as a stationery document, so that you can save
      time in the future. Which features would you like to know more about?
      Let us know by using the form on the last page! page 9 WordPerfect Mac
      News February 1995 The macros described in this section are contained
      in a WordPerfect 3 file called “February Macros Read Me.” It was
      included when you downloaded the WordPerfect Mac News. The file also
      contains instructions for moving these macros to your Library. Zapf
      Dingbats Numbers by Daniel Midgley like using the circled numbers in
      the Zapf Dingbats font, but they can be such a pain to get to. First
      you change the font, then you break your brain trying to figure out
      what character to type, then you change the font back, and so on. No
      wonder more people don’t use them! Well, this macro makes the process
      automatic. You can run it one of two ways. Way 1: Run the macro. A menu
      will come up, asking you which style of number you’d like to use. (See
      menu at left.) You can choose black circles or white circles, and
      numbers with or without serifs. Then you’ll be asked which number you’d
      like to use. The macro types the number, and puts your font and
      attributes back the way they were. Way 2 (easier): Type the number in
      your regular font. Then highlight the number, and run the macro. You’ll
      be asked which style of number you’d like, and the macro will type it,
      replacing your font and character attributes. Couldn’t be simpler.
      Option A: Black circles with white serif numbers Option C: White
      circles with black serif numbers Option B: Black circles with white
      sans serif numbers Option D: White circles with black sans serif
      numbers NOTE: You must install the Zapf Dingbats font to use this
      macro. Duplicate Labels by David Moulton The Duplicate Labels macro is
      designed to be used with the Labels macro which comes with WordPerfect.
      It has other functions as well, such as business cards. One of the
      choices of the Labels macro is ‘Blank Formatted Document.’Many times
      the reason for using this format is because the user is creating return
      mailing labels or business cards, or something else that is the same
      label, over and over. If this is the case, you only need to create the
      first label and then run the Duplicate Labels macro. This macro will
      duplicate the first label to the rest of the page of labels. To use the
      macro, follow these steps: 1. Format the first label (the upper left
      label) the way that you want the rest of the labels to look like. It is
      critical that you use the very first label to do this. 2. Run the
      macro. It will go through and copy the first label to the rest of the
      labels. Done. You can now print your labels or do whatever you need to
      do with them. Limitations Page-anchored graphics are not recommended
      with this macro, because of the way WordPerfect handles them.
      Paragraph-anchored graphics do work, but you may get repeated warning
      boxes, for which you should click “No.” Character–anchored graphics are
      ideal. page 10 WordPerfect Mac News February 1995 Sometimes I find
      these things in the Trash. The icons look like little WordPerfect pens
      with trash cans on them, and they have weird names with letters and
      numbers. What are they, and what do I do with them? The files you have
      found are the virtual files from WordPerfect’s Automatic Backup
      feature. You’ll usually see them after you’ve had a crash. If these
      files have a BV, TV, or SP in the names, you can trash them. They’re
      not really anything you can read, in fact clicking on them will
      probably just show junk. The real back-up files will appear the next
      time you start WordPerfect. Whenever I try to save changes in a
      document, WordPerfect makes me rename it. I also noticed that all my
      documents are opening up as “untitled,” even after I name them. What’s
      going wrong? Your default format has been set to “Stationery.” Choose
      Preferences from the Edit menu, then click Files. At the bottom, change
      “Save As File Dialog” to “WordPerfect 3.” Your new documents will be
      okay, but you may need to open up your old documents, and save them
      once in this new file format. I’ve done it this time. I was trying to
      assign a keystroke to one of my macros, but something went wrong. Now
      my Return key doesn’t work. It sounds like you’ve accidentally assigned
      one of your macros to a key that was otherwise engaged. There are two
      ways to fix it. One is to reset your keyboard. You can do this by
      choosing Preferences from the Edit menu, then clicking Keyboard. (Or,
      if you have version 2.0 or 2.1, you can choose Preferences from the
      File menu, and then go over to Keyboard.) In the Keyboard dialog box,
      click Reset Keyboard. WordPerfect will warn you that it will overwrite
      the keyboard unless you save it first. If you click “Overwrite” at this
      point, your keyboard will be reset to the WordPerfect defaults, and
      you’ll have your keys back. This is the easiest way, but it resets all
      your keystrokes. If you don’t want to reset the whole keyboard, you can
      reassign that one key to its proper command. Go to the Keyboard dialog
      box using the steps described above, and then find the non-working
      command (in this case, Return) in the list at left. When you have
      highlighted the command, click the Assign button at right. Press the
      key you’d like to assign to the command, then click Assign. Click Done
      to leave the Keyboard dialog. I’m in a table. I want to move the cursor
      over a bit within this cell using the Tab key, but that just takes me
      to the next cell. How do I do a Tab within a table? You need to make a
      Table Tab, which is Command ( ) - Tab. page 11 WordPerfect Mac
      News February 1995 We welcome your comments, suggestions, letters, etc.
      • What did you like about the WordPerfect Mac News? • How was the
      layout? (Easy to find things, not too cluttered, graphics helpful?)
      • What would you change about the WordPerfect Mac News? • What features
      would you like to see highlighted in a future issue? • Which do you
      use? Mac DOS Windows UNIX Other • Do you read this magazine on the
      screen, or do you print it? Read on screen Print it out • Where did
      you find the WordPerfect Mac News? • On the Macintosh, would you
      describe yourself as… A beginner A fairly proficient user A power
      user • On WordPerfect, would you describe yourself as… A beginner A
      fairly proficient user A power user You can reach us by e-mail at
      macmail @ wordperfect.com, by fax at (801) 222-1990, or “snail mail” to
      WP Mac News, MS ORM G-1512, WordPerfect/Novell Applications Group, 1555
      N. Technology Way, Orem UT 840572399. Please send your letters,
      requests, ideas for features, and tips & tricks to us! We reserve the
      right to edit any material received for content, clarity, and length.
      By submitting material to the WordPerfect Mac News, you agree to assign
      any and all rights, title, and interest which you may have to your
      submission material and any work Novell Inc. derives from such
      submission material to Novell Inc., unless otherwise specified. The
      WordPerfect Mac News was created using WordPerfect 3.1 for Macintosh.
      The headings and the link buttons were created using ColorIt!™ 2.3 by
      MicroFrontier, Inc. Then the whole thing was printed to WordPerfect
      Envoy as a runtime application. WordPerfect 3.1, Document Experts, and
      WordPerfect Envoy are trademarks of Novell, Inc. ColorIt!™ is a
      trademark of MicroFrontier Inc. Apple and Macintosh are registered
      trademarks of Apple Computers Inc. NOTICE PLEASE READ: You accept this
      information with the understanding that Novell, Inc. makes no
      representations or warranties as to the suitability of this information
      for your particular purpose, and that to the extent you use or
      implement this information in your own setting, you do so at your own
      risk. In no event will Novell, Inc. be liable for any damages, whether
      consequential, incidental, or special, arising out of the use of or
      inability to use the information provided herewith. Copyright Novell
      Incorporated © , 1995. All rights reserved. If you do print out the
      WordPerfect Mac News, please recycle it. page 12
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