WordEmbed. SKY Tutorial. Sky Tutorial

Transcription

1 SKY Tutorial This tutorial uses Word If you wish to follow it yourself, the text file used is available for download from the website here 1. Start Sky and create an new index file: Sky> File> New 2. By default, Sky will automatically change locator spans such as to be , which is not what we want, so we need to override this: Sky> Options> Index Options> Locators Tab Change ":" to "X" in the Volume separators Input box Change ":" to "X" in the Chapter separators Input box

2 3. Click on the Output Format tab From the Presets dropdown box, choose RTF (Spaces) 4. Click OK to continue (twice) 5. Now, we choose Word as our word processor for SKY Sky> Options> Program Options Click the Word Processor tab Choose Word from the drop-down list 6. Click on OK 7. Open the text to be embedded in Word 8. Word> View> Print Layout

3 9. Here we see the WordEmbed toolbar visible at the top of the screen If it is not visible, Right-click anywhere on the toolbars which are showing and click on Embedding in order to make the WordEmbed toolbar appear. The Print Layout view gives us an easily readable view of the text. 10. Now we index something! Scrolling down the first page to the second paragraph, we find mention of the siege of Bayonne select that text using the mouse and then hold down Shift and Ctrl and press the \ key. This key combination is referred to, from now on, as Ctrl- 11. Several things have happened. First, something pink has appeared at the right-hand edge of the screen dragging the right-hand edge of the window to widen it, we can see that a

4 comment has been added which says Second, the Show/Hide Comments button has become orange this is so that we can see the comment which has been created. Clicking on the Show/Hide Comments button would make the comment disappear from view, giving us a clearer view of the text, but let us keep the comments on for now, so that we can see what is going on. Some of the earlier versions of Word will not actually display the comment in a bubble like this, but WordEmbed will still work. You don't actually need to see the comment. Also, what is not obvious, is that a bookmark has been created. We can see that by Word> Insert> Bookmark 12. Here we can see that a bookmark has been created, called comjalambwe1l220 this may seem a long name, but, don't worry, you don't need to use the bookmark name and this ensures that it won't conflict with any bookmarks you or your client already have in the file. Click on Cancel to get rid of the Bookmark window. 13. Now we add the index heading and locator into Sky. In the Main box type "Bayonne", press Return In the Sub1 box type "siege of" press Return in the Page box press Ctrl- V and paste the locator in. If you have lost it from the paste buffer, that doesn't matter, simply type in which is why it is there as a comment.

5

6 14. Now for another index heading. Scrolling further down the text we see a section headed "Expected embarkation for America". Put the cursor at the beginning of the word "Such" scroll down two paragraphs hold down the Shift key and click just after the word "turned". This selects the two paragraphs. You can, of course, select the text by any means you wish. Press Ctrl- (that is Shift Ctrl \ ) and we have another locator, I zoomed out to 70% text size to show the whole selection on the screen for the screen-shot below (hold the Shift key down and roll the scroll wheel on the mouse backwards)

7 15. We can enter this in Sky as the Main heading "embarkation", with the Page reference "2.90"

8 16. Continuing in this way I have added in a few further headings (- No comments please about the choice of headings and what I have indexed this is a demo and not a real index!). We now have, in Sky:

9 17. We now generate the RTF index from Sky in order to import into the Word document. Sky> Index> Edit/Print This opens a new Word window containing the index: 18. Sky has created the file WordEmbedTutorial.RTF in the Sky Index directory you might want to use Word> File> Save As to discover exactly where this file has been put. We must now close this new Word window, as it must not be open when we embed the index.

10 19. From the Word window of our document to be embedded, click on the Embed Index button. 20. Leave everything as it is and click on OK 21. We get message box to tell us what to do next click OK 22. An Open File dialogue box opens and you need to find the.rtf file saved by Sky. Select it and click Open. Things happen rather quickly then but a moment later we have a small window telling us how long it took

11 23. Looking at our Word window of our document to be embedded we now have an index at the end

12 24. We still have our temporary bookmarks (the ones with the long names) in place, but there are now some more too. Word> Insert> Bookmark shows us 25. The new bookmarks, such as jalambcomwe1t10 are essential for the way which Word handles ranges. They must not be removed, otherwise the index will not work properly. The others, however, can now be removed, if you wish, by clicking on the Remove Temporary Bookmarks button however, once you have done so, you cannot do any more embedding into this document using those locators, so you might want to leave them there and only delete them immediately before sending back to the client. 26. If you wish to look beneath the covers at the way Word does its indexing, click on the Show/Hide button (that is the Paragraph symbol next to the zoom percentage) and things become clearer (or messier, depending on how you view it) 27. You can see here that the entry for Marshal Soult consists of a hidden field (denoted by the curly brackets/braces) containing an XE tag, for the heading Soult, Marshal, and referring to the area of the Word document marked with the bookmark jalambcomwe6t If you right click on the index itself, and click "Toggle Field Codes" it changes to { INDEX \* MERGEFORMAT }

13 29. Right clicking and again "Toggle Field Codes" will revert it back to showing the index. The Index statement itself can be changed, by adding various codes explained in the Word help files, to change it to multi-column, etc. Also on that Right Click menu is Update Field if the pagination of the document is changed, then clicking Update Field will cause it to recalculate the page numbers of the index entries.

14 30. Clicking again on the Show/Hide button leaves us with the final index