.,JID Macmillan Modern Office f..dst'pj lnto . 4 D I. :.sp.. w ay :e ~l. ..II Joanna Gosling l... l. MACMILLAN

Transcription

1 .,JID Macmillan Modern Office D I f..dst'pj lnto. 4 :.sp.. w ay :e ~l..ii Joanna Gosling l... l. M MACMILLAN

2 Joanna Gosling 1989 All rights reserved. No reproduction, copy or transmission of this publication may be made without written permission. No paragraph of this publication may be reproduced, copied or transmitted save with written permission or in accordance with the provisions of the Copyright Act 1956 (as amended), or under the terms of any licence permitting limited copying issued by the Copyright Licensing Agency, 33-4 Alfred Place, London WCIE 7DP. Any person who does any unauthorised act in relation to this publication may be liable to criminal prosecution and civil claims for damages. First published 1989 Published by MACMILLAN EDUCATION LTD Houndmills, Basingstoke, Hampshire RG21 2XS and London Companies and representatives throughout the world British Library Cataloguing in Publication Data Gosling, Joanna Easily into DisplayWrite Word processing. Applications of IBM PC microcomputer systems. Software packages. DisplayWrite 4. I. Title 652'.5' ISBN ISBN (ebook) DOI /

3 0 CONTENTS Biography Acknowledgements What this book aims to do Before you start Lesson One: Creating and Printing a Simple Letter Loading DisplayWrite 4 - dual floppy systems Loading DisplayWrite 4 - hard disk systems Understanding the Opening Menu Making a selection from a menu Naming a document Using a document comment Understanding the workscreen Understanding the status line Understanding the scale line Understanding the menu line Understanding the keyboard Moving the cursor Inserting text Deleting text Understanding codes Getting help Saving your document Printing your document Leaving DisplayWrite 4 Notes on defaults Lesson Two: Revising and Editing the Simple Letter Revising a document Altering words Changing the margins Using line adjust Making line adjustment automatic Saving your document Printing your document Stopping printing Pausing printing Lesson Three: Creating, Printing and Editing an Invoice Changing tabs and margins Clearing tabs vii viii iii

4 Setting flush left tabs Setting decimal tabs Setting centre tabs Leaving the tabs and margins menu Using centre tabs Using tabs and decimal tabs Using centre tabs Saving your document Printing your document Producing a pound sign Revising your document Altering numbers Underlining existing text Saving and printing Lesson Four: Creating and Printing a Table of Figures Changing tabs and margins Clearing tabs Setting flush left tabs Setting decimal tabs Leaving the tabs and margins menu Centring text using the centre command Pound sign Underlining existing text Inserting blank lines Underlining single words as you type them Saving and printing Lesson Five: Using Indent, Line Spacing and Justification Changing tabs and margins Clearing tabs Setting flush left tabs Leaving the tabs and margins menu Underlining text as you type it Indenting text to the first tab on the scale line Indenting text to the second tab on the scale line Saving and printing your document Revising your document Displaying the codes Making line adjustment automatic Removing one level of indent Saving and printing your document Revising your document Closing text up Saving and printing your document Revising your document Double-spacing your document Justifying your document Lesson Six: Using Special Effects lv

5 Bold-printing text as you type it Bold-printing existing text using the block menu Bold-printing existing text without using the block menu Removing bold from text Underlining text as you type it Underlining single words as you type them Underlining existing text using the block menu Underlining existing text without using the block menu Removing underline from text Removing special effects using the plain command Underlining and bold-printing text as you type it Underlining and bold-printing existing text Removing underline and bold using the plain command Overstriking text as you type it Overstriking existing text Keeping words together using required spaces Using subscript and superscript Lesson Seven: Moving Text Moving text Highlighting text De-highlighting text Practising moving text Cancelling a move operation Saving and printing Practising moving text Moving text Saving and printing Lesson Eight: Copying, Deleting and Restoring Text Copying text Deleting text Restoring text Cancelling a copy or delete operation Saving and printing Lesson Nine: Searching for and Replacing Text Searching for text Repeating the search Replacing text (discretionary) Replacing text (globally) Matching words or exact characters Saving and printing Notes on search and replace Lesson Ten: Working with Pages v

6 Either: keying-in text 121 Or: get MOVE2.DOC into PAGESl.DOC 121 Making soft page ends 122 Going to a page 123 Saving and printing a five page document 124 Printing copies of selected pages 125 Deleting soft page ends 126 Setting the page length 127 Paginating your document to a page length of four lines 130 Paginating your document to a page length of nine lines 132 Required page ends 133 Saving and printing 133 Lesson Eleven: Using the Spelling Checker Checking the spelling of a word 136 Marking and spell-checking a section of a document 138 Checking the spelling from the opening menu - prompted 139 Checking the spelling automatically 143 Removing the highlight from words 143 Lesson Twelve: Housekeeping 145 What is housekeeping? 145 Understanding and using the file directory 146 Changing the current directory - hard disk systems 148 Changing the default drive 149 Copying a document 150 Erasing a document 151 Renaming a document 152 DisplayWrite 4 Quick Reference Guide 154 Index 157 vi

7 0 BIOGRAPHY Joanna Gosling graduated in 1982 with an Honours degree in French from Hull University. After a series of posts in London, during which time she wrote her first book French Tarts published by Octopus, she embarked on a full-time career as a word processing trainer and writer. In the last two years she has written a number of books on word processing including Mastering Word Processing, 2nd edition for Macmillan Education in conjunction with her father, Peter Gosling, who has been a Macmillan author for over ten years. Now married to a geo-physicist, Joanna lives in Dubai where she is continuing her writing career which includes, apart from the current Macmillan Modern Office series, regular articles for locally produced magazines. Vll

8 0 ACKNOWLEDGEMENTS DisplayWrite 4 is a trademark of IBM Corporation viii

9 0 WHAT THIS BOOK AIMS TO DO As soon as you are faced with a new word processing program it can take a bit of adjustment and concentration to find your way around it. The trouble is you never have any time to go on a training course or sit down and read the manual. The Macmillan Modern Office series has been designed to take the headache out of learning. There is great value in learning something the right way from the beginning. Everyone knows that unless you have a driving instructor you will develop bad habits and often make life difficult for yourself. What's more you will probably fail your driving test! If you put a few minutes aside each day and aim to complete just one lesson in this book, you will minimise mistakes and produce work with efficiency and speed. Each lesson concentrates on one simple exercise. Usually you will study one main feature and practise it fully. Each lesson begins with a short list of the features that will be covered or revised and ends with a brief summary of what you will have learned. Experienced users will find the summary in valuable. The first time that you study a command, such as underlining text, for example, a step-by-step guide will be used. As you gain proficiency the amount of detail will be reduced. By the time you reach the end of this Basic Course you will have achieved total competence in all the most important features of DisplayWrite 4. Study the Advanced Course too if you need to produce long reports using headers, footers and footnotes, repaginate long documents, use macros, merge, columns, calculations, or alter the defaults - to name but a few of the many features available. Each time that you are asked to press something or key-in some text the instructions will appear in the column marked Action. The effect of this action will then be displayed in the column marked Result. Typing is minimal. However, you cannot expect to get away without typing anything at all. It has been proved that you will usually only remember a feature if you do it yourself. Practice really does make perfect. This book will help you to teach yourself DisplayWrite 4. You can go at your own speed and repeat any lessons that trouble you. It is worth noting that Lessons One and Two are far more detailed than later lessons. This is because someone completely new to the concept of word processing needs a lot of help and tuition in the early stages. If you are using this book to cross-train yourself be patient with Lesson One, later exercises will be completed more quickly. 1

10 Use this book as a tram1ng course. The author has been a word proces~ing trainer for a number of years and uses examples of proven worth. If you can find the time to study the whole book in one day then it will have been a day well spent. It is assumed that you will already have installed the Dis playwrite 4 program according to the instructions given in the manufacturer's manual. If you are using a machine with a hard disk then a subdirectory for documents should be created at this stage, if not your documents will be saved in the root or directory that contains the DisplayWrite 4 program files. If you need some extra help with the use of directories refer to Lesson Twelve which covers housekeeping. If you require further instruction study the Easily Into DOS course in the Macmillan Modern Office senes. 2

11 0 BEFORE YOU START DisplayWrite 4 is the latest version (at the time of going to press) of International Business Machine Corporations's DisplayWrite. It offers all the commands that were available in the earlier versions and many additional features. Some of the commands have been changed, and a drop down menu has been introduced which offers an alternative method of carrying out many commands. DisplayWrite 4 has become so sophisticated that the average user will only need to know fifty per cent of the features and commands. This basic course covers these topics in detail. DisplayWrite 4 is supplied on six floppy disks: Vol 0 Vol 1 Vol 2 Vol 3 Vol 4 Vol 5 Use this for booting up Use this for loading DisplayWrite 4 and working with profiles Use this for creating and revising documents, merge and other basic features Use this for printing Use this for checking the spelling Use this for the help files This course does not cover the installation procedure as this will be detailed in the manual that comes with your program. If you have a machine with a hard disk the programs on these disks can all be copied into the same directory. In this way moving from one feature to another is no problem. If, however, your machine has twin floppy disk drives you will often see a request to replace the disk currently in drive A with a different one. This too is perfectly straightforward but can be laborious. It would be impractical if the text were to include instructions for disk changes. DisplayWrite 4 gives adequate help and instruction on this so it is understood that users of twin floppy machines will always read what is written on the screen. You will always see the request for you to change the system disk for another one if required. It is assumed that you are already familiar with the principles of booting up to start the system. Your computer is booted up the moment you see an A> or C> at the top of an empty screen. Some of you may even have a specially created menu where DisplayWrite 4 is an option. It is assumed that you know how to format a blank document disk, have keyboard skills and are able to type. The most important keys in DisplayWrite 4 are: ESC ENTER CTRL This tends to be your '"NO'' key. This tends to be your "YES" key. Is used with the arrow and cursor movement keys to make the cursor move faster and further. 3

12 Fl Press this key for HELP. Alt CTRL Fl-Fl0/12 Press this key together with another key to carry out a few extra DisplayWrite 4 commands. Press this key together with letter keys to perform many special effects, such as bold and underline. Press the function keys, marked F, alone or in conjunction with the Shift or Ctr/ keys to carry out DisplayWrite 4 commands. A keyboard template is supplied with your program. Place it onto your keyboard so that you can see all the commands at a glance. Do not try to learn all the commands by heart, the template is there to save you time. 4