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WP Mac News 95/03

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  • jrethorst@post.com
    March 1995 Vol. 1, Issue 3 C r e d i t s : Editing and Layout: Daniel Midgley NetMan and WWW Version: David Moulton Artwork and Fashion Sense: Edward “Bam”
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      March 1995 Vol. 1, Issue 3 C r e d i t s : Editing and Layout: Daniel
      Midgley NetMan and WWW Version: David Moulton Artwork and Fashion
      Sense: Edward “Bam” Lopez Authority Figures: Dave Nielsen Lisa Ginn
      Steve LeMmon Raquel Carter Ken Freeman Hypertext Linking Winnie Miller
      Problem Sensor Don Fowles MacroMan Gene Bowley Editor’s Corner . . . .
      . . . . . . . . . . . . . . . . . 1 Tips and Tricks . . . . . . . . . .
      . . . . . . . . . . . 2 Mastering Macros . . . . . . . . . . . . . . .
      . . . 4 Making the Move . . . . . . . . . . . . . . . . . . . 7 Feature
      Highlight . . . . . . . . . . . . . . . . . . . 9 Macros of the Month .
      . . . . . . . . . . . . . 12 Frequently Asked Questions . . . . . . .
      13 Your Turn . . . . . . . . . . . . . . . . . . . . . . . . . . 14
      Click on a button to go to that section. M o r e C r e d i t s Moral
      Support Hans Rasmussen Bret Thomas Brian Rasmussen David Sessions Cliff
      Nielsen Michael McRaney 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. WorldWideWeb: <http://www.novell.com/ SalesMkt/mac> his has
      been Baby Month here at WordPerfect Macintosh Support. An amazing four
      out of the twenty of us in the Support crew have had a new addition to
      the family this month, which is the most in recent memory. It must be a
      sign of some sort. It could be a manifestation of the Scatter Effect
      described by Tom Ellard of SevCom—seemingly random events tend to cling
      to each other like those last few Cheerios ® in a bowl. But I’m still
      looking for a more satisfying answer. Could it mean that using
      WordPerfect makes you more “productive”? Or perhaps that WordPerfect is
      so easy to use that it leaves you more time for other things? (Sorry.)
      Whatever the reason, we’re glad these four children are with us now.
      And we’re glad for those new users who have made the switch to
      WordPerfect this month, and for our long-time friends. Enough. Go read
      the News. Daniel WordPerfect Mac News March 1995 Fractions in
      WordPerfect There’s an easy way to do good-looking fractions in
      WordPerfect, and you don’t even need a special font to do it. Let’s say
      you need to type the fraction 2 / 3 . First, type a “2,” then a slash,
      then a “3.” Next, highlight the “2” and click on the Superscript button
      on the Font bar, and then highlight the “3” and click the Subscript
      button . An extra tip: Instead of a regular slash, type the
      “Fraction” character found in most fonts. It’s Option-Shift-1. Changing
      Units Try this one the next time you’re in a WordPerfect dialog box
      that involves units of measurement. Just click on the “inches” marker
      (marked by a red circle in the drawing at right), and you’ll get a
      pop-up menu of the other choices. You can change to centimeters, picas,
      points, cicéros, didots, or em widths—all without changing your default
      unit of measurement. Get Me Off This Crazy Thing! You can cancel a
      macro by pressing Command-Period. That comes in handy when (for
      example) you want to stop a Document Experts file from filling itself
      in. Special Macro Names You can name a macro anything you want, of
      course, but some macro names have special properties. For example, if
      you title a macro OnStartup (no spaces between words) and save it in
      your Library, that macro will run automatically when you launch
      WordPerfect. If you name a macro OnOpenDocument (again, no spaces) and
      attach it to a document, that macro will run automatically when that
      document is opened. If you place the OnOpenDocument macro in your
      Library, that macro will run automatically whenever any document is
      opened. Disabling the Help Key. When reaching for the Delete key, it's
      easy to hit the Help key by mistake. Disabling the Help key can avoid
      this situation. To disable the Help key use the following steps: 1.
      Pull the Edit menu down to Preferences... page 2 WordPerfect Mac
      News March 1995 2. Click the Keyboard button. 3. The Keyboard dialog
      box will appear. 4. Hit H on the keyboard to scroll to the H keys, and
      then select Help on the left. 5. Select Help in the keystrokes box at
      the right. 6. Click the Remove button. 7. Click Done, close the
      Preferences box, and you are done! Environment Dialog Need to bring up
      the Environment Dialog box quickly? Double click in the center of the
      ruler, as shown here: The Environment dialog will then appear. page 3
      WordPerfect Mac News March 1995 by John Rethorst Part 2: Scripting a
      Macro ow that you’ve edited a macro, you’re more advanced than most
      WordPerfect users. You have substantial power at your fingertips
      already, and one next step might be to watch yourself work with the
      program for a week, and take note of how many sets of steps could be
      more easily done with a macro. You may find that there are several
      tasks that could profitably be automated, and some them don’t seem
      accessible to recording. One of the most important is having a macro
      make a decision, based on what’s in your document. For example, the
      Copy to New File macro we did last time works on text you already have
      selected. Try running the macro without selecting any text first. Oops.
      But we can script macro that will look on its own to see if any text is
      selected. If text is selected, the macro will do one thing; if not it
      will do something else. These are important words, if and else. They’re
      exactly the words we’ll use. We'll also use a specific way to ask
      WordPerfect to look for selected text. The program's macro language
      gives us this way already, in the form of a flag, so to speak.
      WordPerfect puts a flag if text is selected, no flag if it isn't. So we
      can write the macro to look for that selection flag and, if it’s there,
      do one thing, or else, do another thing. For starters, let’s just have
      the macro tell us whether any text is in fact selected. We can have
      WordPerfect give us an alert saying that one condition or the other is
      true. While we’re at it, we can have the program beep at us, so we’ll
      be sure to notice the alert. The Script, or Text, of a Macro Let’s look
      at the exact wording, or the syntax, of our script. Here it is: If
      (SelectionFlag) Beep Alert ("Yes, some text is selected.") Else Beep
      Alert ("No, no text is selected.") End If and while it’s not exactly
      good English, it’s legible and, after a little exposure, logical. You
      see that it starts with an If statement: what to do in the event it
      finds the selection flag to be on page 4 WordPerfect Mac News March
      1995 continued… The next two lines are instructions to be followed if
      the If condition is true. Beep, and then display what WordPerfect’s
      macro language terms an alert, and which will look like figure 1:
      Figure 1: An alert and that’s the end of what the macro will do in case
      the If condition is met. The next section of the macro, Else, describes
      what the macro will do otherwise. These are the only two choices,
      because text is either selected or it isn’t—no middle ground. The Else
      statements are similar to the If statements in our example, but could
      be entirely different, according to our needs. The macro ends with an
      End If statement, to let WordPerfect know that the If/Else situation is
      over. Using the Macro Editor To enter this macro: 1. Choose Record from
      the Macro submenu of the Tools menu, just as though you were going to
      have WordPerfect watch and record your steps. Give your macro a name,
      maybe “Selected Text?” and click Record. 2. From the Window menu (click
      in the small box near the right end of the title bar, just to the left
      of the zoom box) choose the macro window. It will be at the end of the
      list. 3. You now have a macro script window in front, and it’s blank.
      This window is called the macro editor. 4. Without tabbing or otherwise
      indenting, type each line as you see it above, pressing Return at the
      end of each line except the last one. WordPerfect will indent and bold
      the text properly for each line, as soon as you move to the next line.
      If anything you type appears underlined, after you’ve pressed Return
      for that line, you’ve made a typing mistake. Check carefully for
      misspellings, lack of spaces or missing parentheses or quote marks.
      page 5 WordPerfect Mac News March 1995 5. When you finish typing, click
      the Sav button at the top left of the window. The last line of the
      macro, “End If” should change to bold as have the other commands. Your
      macro script should look like figure 2: Figure 2: A macro script, after
      you’ve saved it. 6. Close the macro window, to go back to your
      document, select a few lines of text, and run the macro. Then try it
      with no text selected. What It All Means This is just an initial
      glimpse of how a macro can interact with what you have on screen. You
      can have macros do one thing if your text is in one font or another,
      bold or italic, if your document is longer than a certain number of
      pages, or any number of other possibilities. Another way of looking at
      this is that you’re having the macro do some of the thinking for you.
      In fact, it’s doing the low-level thinking, freeing you for the more
      interesting parts of your work. Congratulations again! You’ve done what
      is in truth some fairly sophisticated programming. Your macro branched
      according to a conditional statement; pretty high-powered stuff, and
      clearly more than could be recorded. Next time we’ll look at ways for a
      macro to make a more sophisticated decision according to what’s on your
      screen. We’ll get practical as soon as we possibly can, and you’ll be
      developing tools you can use. See you then. * * * John Rethorst wrote
      Teach Yourself WordPerfect 3 for the Mac based on his experience
      teaching WordPerfect to over 400 students at Cornell University. He
      thinks macros are the most fun you can have with a computer. © 1995
      John Rethorst. All rights reserved. Used with permission. page 6
      WordPerfect Mac News March 1995 from Microsoft Word to WordPerfect Part
      2: Facing the Curve by Raquel Carter aking the transition from one
      application to another always involves some sort of a learning curve
      that can potentially be intimidating. Following are a few of the common
      features that users have had questions on when switching from Microsoft
      Word to WordPerfect. The range of questions users have had is broad and
      this is just a sampling. If you have questions on features not
      mentioned here, feel free to drop us an e-mail at macmail @
      wordperfect.com with requests to expand on the features of your choice.
      Or give our support department a call (be sure to have your PIN or
      license number handy when you call). Single Paragraph Formatting When
      you make a formatting change in a WordPerfect document, the change
      takes effect from that paragraph on. However, if you’d rather use MS
      Word’s “single paragraph” formatting, just choose Preferences from the
      Edit menu, and then click Environment. From there, choose Single
      Paragraph from the Format menu. WordPerfect will now make all changes
      only to the current paragraph. Changing Paragraph Spacing To adjust the
      spacing between paragraphs, use the Paragraph Spacing pop-up menu on
      your Layout Bar . Simply place the insertion point where you want the
      change to begin or select the text you want to change and choose a
      setting from the pop-up menu. Drag and Drop Use WordPerfect’s Drag and
      Drop feature when you want move selected text to another place in the
      document. It’s as simple as highlighting some text, clicking on the
      selection, and dragging that selection to its new location. If you are
      using System 7.5 or later, you can also use Drag and Drop to move
      selected text to another WordPerfect document, another application, or
      the desktop. If you are using a system previous to System 7.5, use
      Cut/Copy and Paste to move text to another WordPerfect document or
      another application. Using Macros to Work like MS Word’s Glossary Using
      the macro feature within WordPerfect, you can have quick access to
      common items such as: frequently used mailing addresses, your company
      name and logo, or a common closing to a business letter. You can create
      a macro that includes the specific information that you will want to
      access frequently. You can then assign the macro to a keystroke or even
      assign a button on your Button Bar to that macro function. Macros allow
      you to customize WordPerfect to meet your specific needs. page 7
      WordPerfect Mac News March 1995 continued How Styles Work Styles in
      WordPerfect can be used to create, edit, and apply formatting to areas
      of documents for a consistent and professional look. Create and apply
      formatting styles when you need to format multiple sections of text
      (such as headings, lists or quotes) in the same way throughout a
      document, or if you need to use the same formats for several documents.
      The Library contains a style called the Document style.If this style is
      edited in any way, all subsequent documents created will reflect these
      changes. Initially, WordPerfect defines the Document style with left,
      right, top, and bottom margins at one inch, tabs every half inch, and a
      default font of 12 point Geneva. It is entirely up to you to edit and
      adjust the Document style to your preference. For example, if you would
      like all documents you create to have double line spacing, you would
      make that change to your Document style. As you apply different styles
      in your document, you may find a need to reset the documen back to its
      initial paragraph settings. The Normal style is best suited for this
      purpose. The primary purpose of the Normal style is to reset paragraphs
      to a specific range of defaults that affect only the Ruler, Layout bar
      and Font bar. For more details on using and creating styles in
      WordPerfect, refer to the reference manual or feel free to contact
      Customer Support where we can fax you a technical “white paper”
      discussing styles in further detail. Watermarks and Overlays Watermarks
      are used to place graphics or text objects behind the text of a
      document. A watermark appears on the page where you create it as well
      as on each subsequent page until you discontinue it or create another
      watermark of the same type (A or B). Use the Overlay feature to place a
      graphic or text object over the current page of your document (similar
      to a transparency). You can use this feature for tasks such as
      illustrating over text or adding editing marks to a document. Envelopes
      Included in the WordPerfect Read Me file located within the
      Documentation folder are various macros that add ease and functionality
      to the common tasks that you use WordPerfect for. One of these is the
      Envelopes macro. This macro makes creating and printing envelopes easy.
      It also allows you to maintain an address book of names and addresses.
      Tables To create a table, place the insertion point where you want the
      table to begin, choose New from the Table menu, type the number of
      columns and rows you want, and click OK. Easier still, click on the
      Table button on the Layout bar and select the number of columns and
      rows you would like by simply dragging across the grid. Once you have
      created your table you can customize it by changing column widths, row
      height, shading, borders, inserting columns or page 8 WordPerfect Mac
      News March 1995 Dealing with Document Corruption by Lisa Ginn and Steve
      LeMmon uiz time. Document damage can cause: a) errors and lock-ups b)
      strange and unrecognizable formatting c) odd letters or characters in
      your document d) a lot of frustration. Yes, it’s all of the above. And
      no matter what program you’re working in, document damage (also known
      as corruption) can happen to you. But WordPerfect gives you some
      special tools to combat this problem. Is It Damaged or Isn’t It? How
      can you tell if a file is damaged or not? Here are the most common
      scenarios 1. A file refuses to open. It either gives an error message,
      forces WordPerfect to quit, or locks up the Macintosh entirely. Other
      WordPerfect files are fine. 2. You’re scrolling through a certain
      document, and at some point you lock up (the globe cursor just keeps
      turning forever), or the WordPerfect application quits. Again, other
      files don’t have the same problem 3. You’re working in a document, and
      suddenly you see a “Document Error” message like the one at right. If
      you get one of the above problems, and you don’t have the problem in
      other documents, your document may be damaged. Remember, the best
      defence against this annoying problem is prevention. Back up your work
      regularly. Keep copies of important files in more than one location.
      Nevertheless, even if a document does get damaged, the WordPerfect
      application has many ways to help you recover your work. Try a few of
      the following. page 9 WordPerfect Mac News March 1995 continued Part A:
      Using the “Document Error” Message WordPerfect is programmed to tell
      when a file has become damaged, and will prompt you to fix it with the
      “Document Error” message, shown above. Usually, all you have to do is
      click “Yes.” WordPerfect will prompt you to save a new copy of the
      file, and then you can delete the “^^^Document Error^^^” text and keep
      right on working. Part B: Saving as Compressed Use the following steps
      if: • your document freezes up WordPerfect or forces WordPerfect to
      quit when you’re scrolling through a document. • you click “Yes” on the
      Document Error message, but it just comes up over and over again. • you
      suspect your document may be damaged (formatting is acting strangely,
      etc.). 1. Open the damaged document, but don’t scroll through it. 2.
      Choose Save As from the File menu. 2. In the Save As dialog box, change
      the name of the document slightly, perhaps by putting a “2” on the end
      of the existing name. This will prevent you from overwriting the
      original document. 3. Also, change the Format to WordPerfect 3
      Compressed. (“Compressed” is towards the middle of the group of format
      options). 4. Click Save, and then close the document. 5. Reopen the new
      document. Make sure you open the document that has the new name you
      just assigned. Now experiment with your document to see if the damage
      has been removed. Try scrolling through to the end, or do whatever it
      was that caused the error. If the document is okay, you should delete
      the old copy, and use this new one. Compression won’t affect the way
      your document looks; it just removes the damage. Part C: Insert File
      You should use these steps when: • problems persist even after going
      through Part B above, or • the document won’t even let you open it. 1.
      Start with an untitled WordPerfect document. 2. Type an ‘x’ on the
      document screen, and then press Delete to remove the ‘x.’ 3. Choose
      Insert File… from the File menu. page 10 WordPerfect Mac News March
      1995 continued 4. In the Insert File dialog, choose Formatted Text Only
      from the Retain menu. (You could also choose Text, Attributes, and
      Graphics, but that would remove more of your formatting. Best to use it
      only when you need to “get tough.”) 5. Also, click on the name of your
      document, and then click the Insert button. Your document should appear
      on the screen and the title bar will read “untitled.” Now save this
      copy as WordPerfect 3 Compressed, as described in Part B above. Some
      formatting may be lost in this process, but you’ll have the document in
      a usable state. Part D: Text Dump This technique works well if you
      don’t have any complex formatting in your document. It allows you to
      “dump” only the text into a new document. 1. Open the document, and
      choose Select All from the Edit menu. 2. Choose Copy from the Edit
      menu. 3. Choose New from the File menu. 4. Choose Paste Special (not
      Paste) from the Edit menu. Then choose Text Only, and click OK. 5. Now
      work with your document to see if you can duplicate the same error or
      problem you experienced before these steps. Other Tips Occasionally we
      hear of -36 errors (I/O errors). This usually happens when the surface
      of your fioppy disk is having trouble retaining data, to the detriment
      of whichever document resides on that part of the disk. It’s a diskette
      problem, not a WordPerfect problem. One of the best tools for this type
      of error comes from Apple. Disk First Aid (usually on the “Tidbits”
      disk that came with your Mac) has helped us recover the contents of
      damaged floppies. Once you’ve recovered the data, we find it’s best to
      rescue everything else off the floppy disk, and then toss it. Very
      rarely, document damage mimics a password. If you have a document that
      suddenly asks you for a password, and you know you haven’t assigned
      one, call WordPerfect Macintosh Support. We can fax you a “white paper”
      that explains how to fix the problem. Remember, document damage isn’t a
      common occurrence. You may never have to use the steps mentioned in
      this article. But now you have some tools to combat the problem if it
      happens to you. If you have any other problems, we’re here for you at
      the Support line. Have your PIN or license number handy. The number is
      1(800) 336-3614 for WordPerfect 3.0 or 3.1. Check your User’s Guide for
      the number if you have a different version of WordPerfect. page 11
      WordPerfect Mac News March 1995 POSTNET Bar Coder by Gene Bowley he
      POSTNET bar coder is a macro that will generate a Postal Bar code for
      both 5- and 9digit ZIP codes. The POSTNET font must also be installed
      for the macro to work correctly. Once you have set up your envelope
      with a mailing address, select POSTNET BAR CODER from the macro menu.
      The macro will prompt you to select the ZIP code, whether it is a
      5digit number or a 9-digit number. Press the “enter” key on the numeric
      key pad. At this point, the “Delivery Point Selection” prompt will
      appear. This prompt is intended to direct you to select the actual
      house number or business number to which the letter is to be delivered.
      APO refers to Army Post office and FPO Fleet Post Office and should not
      be selected. A portion of this number is automatically attached to the
      ZIP code. The final postal bar code also includes a correction number
      which is derived from the sum of the ZIP code and the Delivery Point
      numbers. The bar code will be placed underneath the address. Outline #
      Æ Text by David Moulton Problem: You have a document with automatic
      paragraph numbering in it, and you need to export it as text. When you
      do this, the auto paragraph numbers are removed. Problem solved. Before
      exporting as a text file, run this macro. It will convert the auto
      paragraph numbers to hard numbers. Running the macro with no text
      selected will convert all auto paragraph numbers in the document to
      text. Running the macro with a block of text selected will convert auto
      paragraph numbers within the selection only. Be aware that converting
      some of the auto paragraph numbers in a document may affect the others.
      Remember, this macro is not undo-able. You may want to run it on a copy
      of your document, not the original. The macros described in this
      section are contained in a WordPerfect 3 file calle “March 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
      page 12 WordPerfect Mac News March 1995 How do I do a hanging indent,
      where the first line in a paragraph falls behind the othe lines, as it
      does in these paragraphs? This can be done two ways. The easiest way is
      to Indent (from the Insert menu, or press F5), and then to Back Tab
      (also from the Insert menu, or Shift-Tab). If you’re going to want
      hanging tabs for an extended part of your document, and you don’t want
      to have to do that every time, you can use the second method. Take a
      look at your Ruler. You’ll see a big black triangle, and a little white
      triangle. That little white triangle is your First-line Indent marker,
      and it marks where the first line of text in each paragraph appears.
      The black triangle marks where all the rest of the lines in the
      paragraph will appear. Just click and drag them around on your ruler to
      place them in the right positions. The first line of text in a
      paragraph will go where the white triangle is… …and all subsequent
      lines will go where the black triangle is. I have a PowerMac, and I’m
      trying to install WordPerfect 2.1 on it. (I know version 2.1 isn’t
      PowerMac native, but I haven’t upgraded to 3.1 yet.) When I try to
      install, the Installer tells me I must have at least 1 mb of RAM to
      install. What’s going wrong? more… Some versions of the Installer have
      this problem running on a PowerMac or with System 7.5. Try this: when
      you get that message, click Customize, and then choose “WordPerfect 2.1
      High Memory” from the resulting list. WordPerfect should then install
      as normal. I’m trying to install WordPerfect 3.0 or 3.1 for Macintosh.
      When I get to Disk 5, it asks for my license number, and then asks for
      Disk 1 again. Then it hangs up, and I have to restart. The First
      Cardinal Rule of Installing is: Turn off your Extensions. If you don’t
      turn off your Extensions (e.g. virus checkers, disk doublers, screen
      savers), you may have problems when installing any program, not just
      WordPerfect. With System 7.0 or later, you can temporarily turn them
      all off by holding down the Shift key while restarting the Macintosh.
      After a while the screen will say “Welcome to Macintosh. Extensions
      off.” Also, if you have System 7.1 or later, the problem may be a
      damaged font. You see, when you install, WordPerfect reads through all
      the fonts in your Fonts folder and builds the Graphic Font Menu. If it
      finds a damaged font during this stage of the installation, it may
      hang. Go into your System Folder, pull the folder called Fonts out to
      your Desktop, and restart your Mac. Then reinstall WordPerfect. After
      that, the damaged font may not give you any further trouble, and you
      can put the Fonts folder back in the System Folder. page 13 WordPerfect
      Mac News March 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 use A power user
      • On WordPerfect, would you describe yourself as… A beginner A fairly
      proficient use 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 14
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