Crystal Reports. Contents. Guidelines to Formatting Consistent Reports
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1 Crystal Reports Guidelines to Formatting Consistent Reports Contents INTRODUCTION...2 SOFT TAB STOPS...2 SCOPE OF TAB STOPS...3 To set soft tabs at the text object ruler:... 3 To set soft tabs through the Set Tabs option:... 4 INDENTATIONS...5 Methods and Scope of Indentations... 5 To set an indentation for a text object in edit mode at the text object ruler:6 To set an indentation for a text object in edit mode through the Paragraph Formatting dialog box:... 6 To set an indentation for a text object through the Paragraph Formatting dialog box in the Format Editor:... 7 Negative First Line Indent... 7 CONTACTING CRYSTAL DECISIONS FOR TECHNICAL SUPPORT /26/2001 9:39 AM Copyright 2001 Crystal Decisions, Inc. All Rights Reserved. Page 1
2 Introduction This paper presents guidelines for users to format reports that can be displayed consistently on different versions of Crystal Reports. The following table lists some of the common practices that produce inconsistent results, and the recommended formatting techniques that will produce consistent reports. DON TS Multiple hard tab stops (defaulted 0.25"). Multiple spaces. Hard (i.e., manual) carriage returns within the same paragraph. Spaces or hard tab stops at the beginning of a paragraph. Spaces or hard tab stops between the number (or bullet) and first character of numbered (or bulleted) text. Spaces or hard tab stops between columns of text within the same text object. Spaces or hard tab stops to align (e.g., center) text objects on different lines. Spaces or hard tab stops to align on decimal point of text with decimal numbers. Other unconventional techniques. DO'S Soft tab stops. (See "Soft Tab Stops" below.) Soft tab stops. Soft carriage returns (i.e., let lines wrap) within a paragraph. Specify first line indent for indenting the beginning of a paragraph. (See "Indentations" below.) Specify negative first line indent for the first line of numbered or bulleted text. (See "Indentations" below.) Use separate text objects when working with columns. Center tabs to align (e.g., center) text objects on different lines. (See "Soft Tab Stops" below.) Decimal tabs to align on decimal point lines of text with decimal numbers. (See "Soft Tab Stops" below.) Use common desktop publishing rules. Soft Tab Stops A user can set soft tab stops to customize tab stops for text objects in a report. A text object can contain one or more paragraphs. To start a new paragraph, a user hits the Enter key. A user can set tab stops for just the current paragraph, or to more than one paragraph in the text object. A user can set soft tab stops in the edit mode, by graphically inserting tab stops at the text object ruler, or by more precisely specifying tab stop locations through the Set Tabs option. Note that the text object ruler and the Set Tabs option use the unit of measurement that has been specified in the user's Control Panel settings. 10/26/2001 9:39 AM Copyright 2001 Crystal Decisions, Inc. All Rights Reserved. Page 2
3 Scope of Tab Stops If a user sets soft tabs while entering text in edit mode, the tab stops apply to the current paragraph and all paragraphs following, until the user sets up new tab stops again. For example, a user can set soft tabs for all paragraphs in a new text object by inserting the text object, entering edit mode and setting the tab stops before entering any text. However, if the user inserts soft tabs to existing paragraphs in a text object, the user can only apply tab stops to one paragraph at a time. For example, a user can change the soft tabs for the first paragraph by entering edit mode, placing the cursor in the first paragraph and setting the new tab stops. To set soft tabs at the text object ruler: 1. Double-click a text object to enter edit mode. The Designer Tab ruler changes to the text object ruler, and a tab indicator also appears on the left side of the text object ruler. (See figure below.) There are four types of soft tab stops that a user can specify on the text object ruler: Left-aligned tab Right-aligned tab Center-aligned tab 10/26/2001 9:39 AM Copyright 2001 Crystal Decisions, Inc. All Rights Reserved. Page 3
4 Decimal-aligned tab 2. Place the cursor at the appropriate paragraph. (Refer to "Scope of Tab Stops" above.) 3. Click on the tab indicator to cycle through the four types of tabs, and select the kind of tab to set. 4. Click on the tab stop ruler to set a tab stop at that location. For example, a user can center-align lines within a text object by setting a center tab stop at the same location (e.g., at 0.75") for each of the lines. To set soft tabs through the Set Tabs option: 1. Double-click a text object to enter edit mode. 2. Place the cursor at the appropriate paragraph. (Refer to "Scope of Tab Stops" above.) 3. Right-click and select "Set Tabs " option from the shortcut menu. This will invoke the "Tabs" tab of the Text Format dialog box. 4. On the right pane of the "Tabs" tab, select the type of soft tab. 5. On the left pane, specify the size of the tab, in units as specified by the user's Control Panel settings. Alternatively, if the tab size has already been set up, select from the list of specified tab stops in the lower portion of the left pane. 6. Click Set. 10/26/2001 9:39 AM Copyright 2001 Crystal Decisions, Inc. All Rights Reserved. Page 4
5 7. Click OK. Indentations A user can set indentations for the left margin of the first line of a paragraph in a text object (i.e., first-line indent), the left margin for all other lines of a paragraph in a text object (i.e., left indent), and the right margin for all lines of a paragraph in a text object (i.e., right indent). Methods and Scope of Indentations There are three methods by which a user can set indentations. The first two methods can be done when the user is in edit mode: by physically sliding the appropriate indentation indicator at the text object ruler, or by more precisely specifying indentations through the Paragraph Formatting dialog box. By these two methods, the user can set indentations to either the current paragraph only or to more paragraphs in the text object. If the user sets indentations while entering text in edit mode, the indentations apply to the current paragraph and all paragraphs following, until the user sets up new indentations again. However, if the user sets up indentations to existing paragraphs in a text object, the user can only apply indentations to the current paragraph. The third method can be done when the user right-clicks the text object and selects Paragraph Formatting; by this method, the user sets up indentations for the entire text object. Note that the text object ruler and the Paragraph Formatting tab use the unit of measurement that has been specified in the user's Control Panel settings. 10/26/2001 9:39 AM Copyright 2001 Crystal Decisions, Inc. All Rights Reserved. Page 5
6 To set an indentation for a text object in edit mode at the text object ruler: 1. Double click the text object to enter edit mode. The Design Tab ruler will change to the tab object ruler. On the tab object ruler, there is an indentation indicator for each of first-line indent, left indent and right indent. 2. Place the cursor at the appropriate paragraph. (Refer to "Methods and Scope of Indentations" above.) 3. Slide the appropriate indentation indicator to set indentation for a paragraph in the selected text object. In the following example, the first line of a paragraph in the text object is set to indent the amount as indicated by the first-line indent. The left margin of all other lines in the paragraph in the text object is specified by the left indent. The right margin of all lines in the paragraph in the text object is specified by the right indent. To set an indentation for a text object in edit mode through the Paragraph Formatting dialog box: 1. Double click the text object to enter edit mode. 2. Place the cursor at the appropriate paragraph. (Refer to "Methods and Scope of Indentations" above.) 3. Right-click and select Paragraph Formatting. This will invoke the Paragraph Formatting tab of the Text Format dialog box. 4. In the Paragraph Formatting tab of the Text Format dialog box, specify the required indentations. 10/26/2001 9:39 AM Copyright 2001 Crystal Decisions, Inc. All Rights Reserved. Page 6
7 5. Click OK. To set an indentation for a text object through the Paragraph Formatting dialog box in the Format Editor: 1. Right-click the text object, and select Paragraph Formatting. This will invoke the Paragraph Formatting tab in the Format Editor dialog box. 2. In the Paragraph Formatting tab of the Format Editor dialog box, specify the required indentations. 3. Click OK. 4. The indentation(s) will be applied to the entire text object. (Refer to "Methods and Scope of Indentations" above.) Negative First Line Indent For text displayed in numbered or bulleted form, users should specify a negative value for the first line of a paragraph in the text object, to achieve an indentation as shown in the example below: 10/26/2001 9:39 AM Copyright 2001 Crystal Decisions, Inc. All Rights Reserved. Page 7
8 Contacting Crystal Decisions for Technical Support Along with this document, and the Crystal Reports User s Guide, we recommend that you visit our Technical Support web site for further resources and sample files. For further assistance, visit us at the web sites below. Technical Support web site: Answers By Support: Phone Support: Tel: (604) /26/2001 9:39 AM Copyright 2001 Crystal Decisions, Inc. All Rights Reserved. Page 8
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