WHAT IS A WORD PROCESSOR DOCUMENT?
We usually think of a document as a collection of text, frequently bearing a title. Such a document can be as short as a one-page business letter or as long as several hundred pages.
In the Word Processor, a document is whatever text you store together under one document name. It is a good idea to keep documents short, around twenty or thirty pages, to allow easy manipulation.
Therefore, if you are producing a document such as this manual, i t is typically stored as several documents ..
When you create a document, you enter text and use Word Processor commands to assign formatting to the text. Examples of formatting include such attributes as page margins, line spacing, and underlining. Formatting is applied to characters, paragraphs, and pages.
Giving commands and structuring document format are discussed in Sections 4 and 8, respectively.
DOCUMENTS ARE SAVED ON DISK
A disk is a magnetic storage unit for computer-readable information. Many workstations have a hard disk permanently installed that can store large amounts of data. Floppy disks (flexible plastic disks) can be inserted in disk drives of some workstations for storing data. Cluster workstations can also access disks on a master workstation.
Documents are usually stored on a hard disk mounted in a local workstation or on the master workstation. Floppy disks are usually used to store documents you need to access infrequently, or to transfer documents from one workstation to another.
How to use disks and store documents on a disk is discussed in detail in Section 13, "Document Management."
DISK FILES AND DOCUMENTS
All the documents you create are stored in files containing both the document text and special codes that you do not normally see that tell the Word Processor how to format the text. Other files stored on the disk may not be documents that can be accessed through the Word Processor.
Examples are files that are used by the operating system and applications systems installed on your workstation.
When you display a document on the screen, you are not directly accessing the disk file. Instead, an image of the document and your work is stored in memory until you end the word processing session by pressing FINISH or giving the Save command (CODE-S). During a Save or Finish, your work is transferred to the disk file.
As you are working with a save about every 20 minutes work is lost.
NOTE
document, you should so that none of your
To make your work permanent, you must Save or Finish. New documents are not written .to the disk and edits are not transferred to the disk
~ile until yoti Save.
USING THE DOCUMENTS MENU TO OPEN A DOCUMENT
Documents are opened, copied, renamed, and deleted using the options available through the Documents menu. Opening a document creates the document if
i t did not previously exist. Figure 3-1 shows the Documents menu.
You must have an open document to enter text.
When the Word Processor is first invoked through the Executive, the Documents menu is displayed for you on the screen. I f your Word Processor is invoked automatically after SignOn, the Word Processor either displays the Documents menu or opens for you the document{s) you were working on the last time you finished a session.
You can display the Documents menu yoursel f by giving the Documents command (CODE-fl).
DOCUMENTS: (Press CANCEL to dismiss)
Press 0 to Open document Press W to change Work area D Delete document L List documents C Copy document
R Rename document
Figure 3-1. Documents Menu.
To open a document, press 0 to choose the Open Document command, an option from the Documents menu. This causes the Open Document form to be displayed. Complete the form, pressing NEXT to move from field to field, and press GO. Figure 3-2 shows the Open Document form.
OPEN DOCUMENT:
Document name:
Password:
(Press GO to execute, NEXT for next item, CANCEL to dismiss)
Allow changes? Yes No (Press Y or N) Copy from document:
Figure 3-2. Open Document Command Form.
If you are creating a document, you assign i t a name. You have the option of specifying whether to copy from another document or not. If you are opening an existing document, you can specify that it not be changed during this session. You can also give the password if one is required to create or access the document. Note that you cannot assign a password to a new document by completing the II Password II field of the Open Document form.
Completing the Open Document command is discussed in detail fn Section 18, "Commands and Options. II More information is given on naming, accessing, and managing your documents in Section 13,
"Document Management."
CLOSING A DOCUMENT AND FINISHING A SESSION
You can c lose a document and remove i t from the screen by placing your cursor within the document and giving the Close Document command (CODE-C).
To open a new document, give the Open Document command again.
To complete a word processing session and exit from the Word Processor, press the FINISH key.
The Finish command saves all text entered and edi ted during the session. You do not have to close a document first to FINISH. When you press FINISH, . the following message appears:
Press GO to confirm FINISH, CANCEL to cancel command.
After you press GO, every document you worked on during the session is saved.
If you have made changes to existing documents or created new documents since the last Save, the Word Processor displays a row of small boxes at the bottom of the screen. As the Save proceeds, the boxes are filled to indicate the progress of the Save.
When Finish has been completed and the document has been saved, the word processing session ends.
You are returned to the Executive or the Context Manager, if the Word Processor was invoked through either of them. Otherwise, the SignOn form returns to the screen.
SIMPLE TEXT ENTRY ENTERING TEXT
Enter text as you would enter text on a type-writer. Simply type the characters from the typewriter pad of the keyboard.
You can format text, paragraphs, and pages as you enter them. (Formatting is discussed in Section 8, "Structuring Document Format.")
As text is entered and the end of a line is reached, the text automatically is continued on the next line. This is sometimes called wrapping around.
To start a new paragraph press RETURN. The default paragraph format leaves an extra line between paragraphs. You can adjust the number of lines skipped by making a format change with the Line Spacing command, an option of the Format menu. (Changing paragraph format is discussed in Section 8, "Structuring Document Format." and the Line Spacing command is discussed in Section 18,
"Commands and Options.")
To end a line or sentence without ending a paragraph and before the text wraps around to the next line, press SHIFT-RETURN.
For example, before this paragraph was begun, RETURN was pressed to start a new paragraph.
SHIFT-RETURN was pressed
here to start a new line without beginning a new paragraph.
SHIFT-RETURN is useful when you want to keep a block of text, such as a table, together under one paragraph symbol.
INSERTING TEXT OR TYPING OVER IT
Text can be entered with the keyboard in either insert mode or overtype mode. When you invoke the Word Processor, the keyboard is in insert mode.
When the keyboard is in insert mode, anything you type into existing text causes the typed text to
be inserted just before the cursor. None of the existing text is deleted. The cursor, and any characters to the right of it, move to the right.
Insert mode allows you to go back to any point in the document and add text easily.
When the keyboard is in overtype mode, anything you type into existing text replaces that text.
To change the keyboard to overtype mode, press the OVERTYPE key. The light on the key goes on.
To end overtype mode press OVERTYPE again.
off.
and return to The light on
CORRECTING OR DELETING TEXT
insert mode, the key goes
As you type, you may want to correct or delete the text that you just entered.
In insert mode, you can use the BACKSPACE key to delete the character just to the left of the cursor. The Word Backspace command (CODE-W) deletes the word to the left of the cursor. (In overtype mode, BACKSPACE and Word Backspace only move the cursor and do not delete text.)
To delete the single character at the cursor position, press DELETE. DELETE, when held down continuously, deletes characters continuously, removing them from the right of the cursor. You also can delete words, lines, paragraphs, or pages by first selecting them and then pressing DELETE.
DELETE works the same in insert or overtype modes.
(See Section 5, "Selecting Text," for information on how to make a selection.)
SIMPLE DOCUMENT STRUCTURE
When you are entering text i t is helpful to keep in mind the structure that the Word Processor applies to a document. Some of the concepts introduced here are discussed in detail in Section 8, IIStructuring Document Format.1I
If a document is created without copying any other, the Word Processor makes assumptions about the format attributes to assign to it. These are called default attributes. You can vary these with formatting. The default format attributes appear in Table 8-1.
A document is made up of characters, formatted into paragraphs and pages.
CHARACTERS
Each character you type has certain character attributes. Examples of these are underlining, boldface, and ribbon color.
PARAGRAPHS
Each time you press RETURN, you start a new paragraph. The Word Processor moves the cursor down two lines and inserts a paragraph symbol into text. (You can see this symbol when you press CODE-V. )
Each paragraph symbol contains the information about the format of the paragraph it begins. This is true whether you have assigned special formatting to the paragraph or are using the default format.
Format information includes paragraph spacing, justification, and indentation.
line To the Word Processor, your paragraphs are made up of characters that wrap around to a new line whenever the right paragraph indent point is encountered.
•
PAGESThe Word Processor indicates with a page break symbol where text will be broken into pages when it·is pr:inted.
The Word Processor inserts a floating page break symbol as you fill up each page. A floating page break appears as a single dashed line across the screen.
Floating page breaks are adjusted later by the Word Processor during pagination to allow for any additions or deletions to the text. (Pagination is discussed in Section 8, "Structuring Document Format.")
You can insert a static page break that makes the Word Processor start a new page whether a full page of text exists or not by pressing CODE-NEXT PAGE. A static page break appears as a double dashed line 'on the screen. It is not changed when the Word Processor paginates.
Either kind of page break contains the information about page formatting, for example, margins, header and footer position. Thus, if you move a page break, the format for that page goes with it.
VOID SPACE
The space between paragraphs at the end of an incomplete line or at the end of a document is referred ,to as void space.
If you type a character while your cursor is within any void space, the Word Processor places the character at the end of the text ·that precedes the void space.
If you backspace when your cursor is in the void space, you delete the last character on the line preceding the void space.
MORE COMPLICATED TEXT ENTRY
Change any characters from uppercase to
Change paragraph format to single spacing so that
4 GIVING WORD PROCESSOR COMMANDS
You use word processing commands to tell the Word Processor what to do. Some commands insert a special character; some assign special attributes to characters, paragraphs, or pages; and some perform editing functions for you.
This section explains how the process of giving a command works: what the Word Proces sor does and what you do.
A command summary at the end of this section lists all the commands available to you through the Word Processor and also lists the keystrokes used to give the command. Section 18, II Commands and Options, II is a detailed reference organized alphabetically by command name. It describes the capabilities and limitations of each command and gives information on how to complete the command form or use the menu for that command.
While using the Word Processor, you can see a list of these commands with a short description of each, by pressing the HELP key.