Preparing Tables for Electronic Publishing 1

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1 Circular 1099 December 1994 Preparing Tables for Electronic Publishing 1 Mary L. Cilley and Dennis G. Watson 2 This document explains the protocols for preparing tables for electronic publishing in IFAS. For distribution on CD-ROM and other electronic media, documents need to be prepared to certain standards, using WordPerfect and the add-on electronic toolkit, FAST-WP. (See Extension Circular 1069, FAST-WP: Florida s Authoring System Tools for WordPerfect.) All tables must be formatted in WordPerfect s Columns/Table mode. This WordPerfect feature provides electronic codes that mark rows and cells; these codes are needed to take advantage of automated document processing systems being developed in IFAS. New tables should be prepared at the outset in the Columns/Table mode, using FAST-WP to facilitate the process. Tables that were created in spreadsheets can be imported into WordPerfect s Tables/Columns mode. Tables previously typed using tabs or spaces between columns need to be converted into the required format. This document provides instructions for formatting tables originating under these different circumstances. DESIGNING TABLES Tables are used in documents to present data concisely, in columns and rows, in a way that will facilitate making comparisons or detecting changes. Typically, tables are used to report accurate numerical data. However, tables may also be used to display text where a two-dimensional grid is an appropriate display technique. (For example, see Table 1.) In designing tables for electronic publishing, authors need to consider the limits both of the laserprinted page and of the computer screen. These are the major information delivery modes available from CD-ROM. Print on demand documents. Documents may be printed on demand from CD-ROM on a Hewlett Packard LaserJet II-compatible printer. The page size is limited to the 8.5 x 11 inch standard paper size. Standard table widths are 3.3 inches (1 column), 4.5 inches (1.3 columns), and 7 inches (2 columns). Tables that need to run wider than 7 inches can be formatted in landscape orientation, using a width of 9.5 inches. Length is not a limiting factor for printed pages, as tables can continue across pages if necessary. Video display. The FAIRS CD-ROMs display both text and tables on the computer screen in boxes called windows. This video display window is not as long as a printed page, and is limited to 75 characters in width. The limited fonts used for on-screen display make tables take up more space on the computer screen than they do on a printed page. Tables that are longer than a window can be scrolled vertically through the window. Tables that are wider than 75 characters will be displayed with a horizontal scroll option, so that they can be viewed like spreadsheets. 1. This document is Circular 1099, Florida Cooperative Extension Service, Institute of Food and Agricultural Sciences, University of Florida. Publication date: December Mary L. Cilley, associate professor, Agricultural Education and Communication Department; Dennis G. Watson, associate professor, Agricultural Engineering Department; Cooperative Extension Service, Institute of Food and Agricultural Sciences, University of Florida, Gainesville FL The Institute of Food and Agricultural Sciences is an equal opportunity/affirmative action employer authorized to provide research, educational information and other services only to individuals and institutions that function without regard to race, color, sex, age, handicap, or national origin. For information on obtaining other extension publications, contact your county Cooperative Extension Service office. Florida Cooperative Extension Service / Institute of Food and Agricultural Sciences / University of Florida / John T. Woeste, Dean

2 Preparing Tables for Electronic Publishing Page 2 However, it is generally less satisfactory to see part of a table on a video screen than to see smaller, selfcontained units of information. Authors therefore should consider breaking up large tables into smaller units of information. Tables vs databases. In some cases, information contained in long tables can be better presented on CD-ROM by using a record-oriented database such as dbase or Paradox. This structure allows users to quickly access desired portions of the database. FAIRS database experts can provide more information on this subject. (Call ) CREATING NEW TABLES WITH FAST-WP When new tables are created in an IFAS electronic document, FAST-WP should be used to create the table to insure insertion of necessary formatting codes. From the FAST-WP menu, choose Graphics, Table, Create. Then choose the appropriate size of table from the five choices offered on the menu. Table 1 outlines the characteristics of these tables. As an alternate procedure, tables can be created as separate WordPerfect documents and imported into the master document. For directions, see the section on Creating WordPerfect Tables as Individual Units. Dimensions for Tables When FAST-WP is used to create a table, the authoring system uses one of two basic strategies. It either creates a graphics box (the strategy used for 1- column, 2-column, and 1.3-column-width tables) or it starts a new page and turns off text columns (the strategy used for multi-page or landscape tables). These strategies are necessary because the text is being formatted in columns, and WordPerfect does not allow table columns to go directly under text columns. For tables that are less than one page in length, the table is created inside a graphics box, and the graphics box can in turn be placed within the columns of text. However, a graphics box cannot be larger than one page, so a box cannot contain a table that is to be continued across pages. A table that is longer than one page should be set up either as a multi-page table (for portrait orientation) or as a landscape table (for landscape orientation). Any table that needs to run wider than 7 inches becomes a landscape table, regardless of table length. Placement of Tables Tables in graphics boxes. For 1-column, 2-column, or 1.3-column-width tables, place the cursor at the beginning of the paragraph immediately following the paragraph in which the table is referenced. Then use the FAST-WP menu to create the table. Column- Table 1. Sizes of tables that can be created using FAST-WP and their characteristics. Nominal Size Dimensions Characteristics 1 column Width: one full column (3.33 inches). Length: variable, up to 9.7 inches. 2 column Width: two full columns (7 inches). Length: variable, up to 9.7 inches. 1.3 column Width: 1.3 columns (4.5 inches). Length: variable, up to 9.7 inches. Multi-page Landscape Width: 7 inches. Length: more than one page, portrait orientation (9.7 inches). Width: 9.5 inches. Length: variable, can be less than one page or more than one page, landscape orientation (7.3 inches). The table is inside a graphics box with a paragraph anchor. The box will appear as soon as possible after the box code. The table is inside a graphics box with a page anchor. The default position for the table is the top of the next page. The table is inside a graphics box with a page anchor. The default position for the table is the top of the next page, on the right side of the page. This table runs the width of the page, like the page-width table; but the multi-page table is designed to run across page breaks, and therefore cannot be placed in a graphics box. Instead, FAST-WP starts a new page and turns off text columns when a Multi-page table is selected. Multi-page tables are best placed at the end of the text. FAST-WP starts a new page and turns off text columns when a Landscape table is selected. This table is not in a graphics box, and therefore may run longer than one page. Landscape tables are best placed at the end of the text.

3 Preparing Tables for Electronic Publishing Page 3 width tables will appear at the position where they were created, unless they are too long to fit in the vertical space remaining in that column, in which case they will move to the top of the next column. Twocolumn and 1.3-column-width tables will appear at the top of the next page. If the table position needs to be adjusted, refer to the section of this circular on Adjusting the Position of Table Boxes. Multi-page and landscape tables. When multi-page and landscape tables are created from the FAST-WP menu, the authoring system starts a new page and turns off text columns. It is recommended that these two types of tables be placed at the end of the text. If these tables need to be placed in the middle of a document, place the cursor at the end of a text page to create the table. Then use the FAST-WP menu to start a new page and turn columns on again at the end of the table. Starting a Table Definition When FAST-WP is used to create a table, the authoring system runs a series of WordPerfect macros that take care of some basic formatting steps in creating a table. The macros will then return WordPerfect to your manual control for you to define a customized table. First, the macros either create a graphics box in the size you have chosen from the FAST-WP menu, or they start a new page and turn off text columns, depending on the type of table to be created. Next the macros enter style codes chosen from the FASTWP31.STY menu. The style TableO is used with a graphics box and the style TableP is used with multi-page and landscape tables. Either style sets the font for the table to 9 point Swiss Roman, a sans-serif font that is smaller than the font used for the body of the document. If a table box is used, a style for the table title (CaptionO) is inserted under the item for box caption in WordPerfect s figure definition menu, allowing this position to be used for the table title. Finally, the macros call WordPerfect s Columns/Table feature to set up the table. The macros will stop at the point where WordPerfect displays a prompt at the bottom of the screen asking how many columns you want the table to have. From this point, you need to enter WordPerfect commands manually to construct the table. Steps you will need to take are described in the following sections of this document. A single row of headings, format A: Variety Planting Date Harvest Date A single row of headings, format B: Variety Planting Date Harvest Date Figure 1. Example of counting rows. These headings form three columns and one row, whether in format A or B. NOTE: If you are creating a 1-column, 2-column, or 1.3-column table, remember that you are inside a graphics box. You will need to press Exit (F7) several times, first to return to the Table Definition menu, then to return to the text editing screen. The contents of the table box will not display on the screen when you are in the text editing mode, but can be seen in view document mode. To see the contents of a table box or any other graphics box, use the FAST-WP menu to choose File, View document (or use the WordPerfect command: Shift-F7, V). DEFINING TABLE STRUCTURE The basic procedure in creating a table is first to set up the basic table structure, then enter the data. With respect to structure, tables consist of columns, which run vertically, and rows, which run horizontally. The intersection of columns and rows creates cells in a two-dimensional grid. Columns When the WordPerfect prompt appears at the bottom of the screen, asking for the number of columns you want in the table. Count columns by moving horizontally (left to right) across a row. If the number of columns varies in different parts of the table, it generally works best to count the number of columns in the row with the most columns. After the basic table structure has been created, you can edit the structure to join cells or split cells as needed to accommodate variations in the number of columns. Rows After you enter the number of columns, the WordPerfect menu will ask for the number of rows. Count vertically, top to bottom. Include one row for the table title and one row for table footnotes, if these exist.

4 Preparing Tables for Electronic Publishing Page 4 When counting rows for the column headings, count how many levels of headings there are. This is not necessarily the same as the number of lines used by a heading in a particular printout. Long headings may be stacked vertically to fit available space, but with more horizontal space available, these headings could occupy a single line. Count one heading as one row, regardless of such stacking. (See Figure 1 for an example.) Only if the column heads include true twolevel headings, as shown in Figure 2, does the count for headings become two rows. Alternatively, you could count the headings in Figure 2 as one row and split the row. (See the section on Joining and Splitting Cells. ) Variety Use the same logic for counting rows for data entry as has been described for counting rows for column heads. Do not count rules or blank lines as a row. If the table is to be quite long, you can estimate the number of rows and adjust the count later. (See the section on Changing the Number of Rows or Columns. ) WordPerfect s Table Grid After you specify the number of columns and the number of rows for a table, you will see a grid on the screen showing the columns and rows you have created (Figure 3). WordPerfect adds dividing lines between columns and rows, and these lines intersect to form boxes or cells for the table contents. You can delete the lines of the table grid later if you wish. During the construction of the table, it is helpful to leave the grid visible. TABLE STRUCTURE VS TABLE CONTENTS Within the Columns/Table feature, WordPerfect has two editing modes, one for creating and manipulating the cells that form the table structure, and one for entering data, that is, placing alphanumeric characters in the cells. When you see a menu at the bottom of the screen titled Table Edit, such as that shown in Figure 3, you are in the mode to manipulate table structure. In this mode, Planting Date Harvest Date Lbs./Acre Yield Kg/Hectare Figure 2. This sample consists of five columns and two rows (because "Yield" and "Lbs./Acre" for two different rows). Figure 3. WordPerfect s screen to edit table structure. Note the menu at the bottom of the screen. the entire cell that the cursor occupies will be highlighted with a contrasting background color. In Table Edit mode, you can adjust the table structure mode with commands listed at the bottom of the screen, but you cannot enter text in the cells. You can go back and forth between modes. Press Exit (F7) to change from adjusting the structure to entering data, and choose the Columns/Table command (Alt-F7) to change from entering data to manipulating structure. By switching modes, you can add or delete columns and rows or fine-tune the cell structure at any time, so the table structure does not have to be in final form before you enter data. EDITING TABLE STRUCTURE When you create a table, after you specify the number of columns and rows, you are in the Table Edit mode, as shown in Figure 3. You can make choices from the menu at the bottom of the screen to change the width of columns, join cells, add justification codes to cells or columns, or make other adjustments to table structure. Header Rows The first thing to do after creating a table grid is to specify the number of rows to be marked as headers. Count the row for the table title plus rows used for column headings.

5 Preparing Tables for Electronic Publishing Page 5 Rows marked as headers will stay in view when table contents are scrolled in a video display window from the FAIRS CD-ROM. Also, header rows will repeat on the next page of a printed document if the table is continued across pages. (The repeated headers are not visible in Text Edit mode, but can be seen in View Document mode.) Because you are formatting the document for multiple delivery modes, the number of header rows should be specified in all tables, regardless of table size. In Figure 4, the cells across the top row been blocked in Table Edit mode. When the command to join cells is executed (J, Y), the vertical line between the cells will be removed, as shown in Figure 5. Figure 5 shows further manipulation of cell structure. Cells are being joined both vertically and To set the number of header rows, press 4 or h (highlighted characters in the menu display at the bottom of the Table Edit screen). After you choose Header, enter the number of header rows. The cursor must be inside the table grid, but it does not have to be in any particular row. WordPerfect 5.1 counts header rows from the top of the table, regardless of where the cursor is in the table when the header command is entered. Figure 4. Cells have been blocked across the top row and will be joined by use of the menu at the bottom of the screen. This will make a space for the table title. Joining and Splitting Cells To place the table title in the top row, you will need to join cells across the row. Also, the table may have column headers that span more than one column, requiring cells to be joined. To join cells, work in Table Edit mode. Block the cells to be joined, then press 7 or j for Join, and press y for yes. Adjacent cells can be joined either horizontally or vertically. Cells can be split by choosing 8 or s from the menu at the bottom of the Table Edit screen. Figure 4 shows the process of joining cells across the top row to make a space for the table title. Figure 5 illustrates joining cells to create a structure for the column heads shown in Figure 2 and Figure 6. Figure 5. Splitting and joining cells to accommodate column heads. Variety Planting Date Harvest Date Lbs./Acre Yield Kg./Hectare Figure 6. Table column heads are shown as they will print after formatting with justification and vertical alignment codes from the Table Edit menu.

6 Preparing Tables for Electronic Publishing Page 6 horizontally to accommodate the split-level headings for the sample column heads shown in Figure 2. The structure shown in Figure 5 can be achieved either of two ways: 1) join two cells vertically over each of the first three columns, then join two cells horizontally over the last two columns, or 2) split a portion of the second row to make two rows across the last two columns, then join the top cells of the second row over the last two columns. If the second method is to be used, the column heads can be counted as one row when the table is created. In Figure 6, the joining of cells has been completed, the line across the bottom of the header rows has been changed to a double line, the column widths have been adjusted, column heads have been added, and justification commands have been entered. The heads for columns 2-5 are centered horizontally, and the heads for columns 1-3 are centered vertically. Adjusting Column Widths There are two ways to adjust column widths for tables. The first way is faster, the second is more precise. In most instances, the first method will suffice. Method 1. In Table Edit mode, place the cursor in any cell in the column you want to change. Press <Ctrl-Right Arrow> to increase the width of the column. When you make a column wider this way, cells to the right of the expanded column are decreased. Press <Ctrl-Left Arrow> to decrease the width of the column. Method 2. To define widths of columns more precisely, place the cursor in a cell you want to change. From the Table Edit menu, choose items 2, (Format), 2 (Column), and (1) Width, in that order. Enter the desired width in inches or other units of measure being used. Justifying Cell Content To justify contents of cells, it is preferable to add justification codes to tables in the Table Edit mode rather than use the WordPerfect text editing codes (such as Shift-F6 for Center). In the Table Edit mode you can justify entire columns or blocks of adjacent cells at one time. The procedure to justify cell contents in Table Edit mode is as follows: 1. Select the cell(s) to be justified. To justify a single cell or a full column, place the cursor in the cell (or column) to be justified. If a group of adjacent cells are to be formatted, block the cells to be affected. 2. From the Table Edit menu at the bottom of the screen, choose 2 (Format). 3. From the Table Edit menu (which will change with each new choice you make), select 1 (Cell) to format a single cell or a blocked group of cells, or choose 3 (Column) to format a full column. 4. Choose 3 (Justify). 5. Choose the type of justification from the menu: left, center, right, full, and decimal align. You can add justification commands either before or after you have entered data in the cells. If you have been entering data, you must press Alt-F7 to bring up the Table Edit menu at the bottom of the screen. Vertical Alignment If you wish to align the contents of a cell vertically, use WordPerfect s Table Edit menu at the bottom of the screen, and make the following selections in this order: 2 (Format), 1 (Cell), and 4 (Vertical alignment). Finally, choose top, bottom, or centered from the menu at the bottom of the screen. Bold Codes Bold codes can be entered to a cell or block of cells by choosing the following commands from the Table Edit menu: Format, Cell, Attributes, Appearance, Bold. If you use the F6 bold code in a table, enter this code from the Document Editing screen and be sure that the code starts and ends within the same cell. When an F6 bold code is carried across cell boundaries, it interferes with subsequent document processing. Changing the Number of Rows or Columns In the Table Edit mode, there are two ways to add and delete rows and columns to tables: 1) use the Insert key and the Delete key, or 2) edit the Size option (Option 1 at the bottom of the screen).

7 Preparing Tables for Electronic Publishing Page 7 WordPerfect Codes {Columns/Tables} {Block} {Home/End} Comments Enter Table Edit mode (Alt-F7) Turn on block Block to end of line 3 Choose Lines 4 Choose Bottom 2 Choose Single {Down} {Block} {Home}{Home}{Left} Move cursor down Turn on block 3 Choose Lines 3 Choose Top 1 Choose None Block left to beginning of line Figure 7. Codes to clean up double lines below headers in continued tables. Insert and Delete To add rows or columns with the Insert key, press <Ins>, then select Rows or Columns from the menu at the bottom of the screen. Enter the number of rows or columns to insert. New rows are added just above the row where the cursor is located, and new columns are added to the left of the cursor. Rows or columns that are inserted this way are formatted just like the row or column the cursor is on when the command is given. To delete rows or columns with the Delete key, place the cursor in the first row or column to be deleted and press <Del>. You can specify more than one row or column to be deleted. Rows or columns will be deleted starting at the cursor position and moving forward. You can also block rows or columns, then press <Del> to delete cells along with any text in the cells. Editing the Table Size Another way to change the number of rows or columns is to use the Size option in the Table Edit menu (See Figure 3). Press S or 1 to choose Size; then choose Rows or Columns; then specify how many rows or columns you want the table to have. Note that this is the total number of rows or columns, not the number of new rows or column you want to add. If you give a number that is higher than the current number of rows, new rows will be added at the bottom of the table. New columns will be added on the right. If you give a number than is lower than the current number of rows or columns, rows or columns will be deleted. Editing Table Lines WordPerfect places a double line around the outside of the table, and a single line between rows and columns. The appearance of lines can be changed in the Table Editing mode. A typical change would be to create a double line after the header rows. Creating a Double Line Suppose you want the line below the headers to be a double line. Place the cursor in header row, in the cell at the left. If there is more than one header row, choose the lowest row. Working in Table Edit mode, follow these steps: Turn on the block: Alt-F4 or F-12 Block to the end of the row: End Choose Lines: 3 or L Choose Bottom: 4 or B Choose Double: 4 or D Cleaning up Double Lines If you create a double line at the bottom of the header row, the lower line will print heavier than the first line because it is overprinting the top line of the next row. To make the double rule look cleaner, you can block the first row below the header and make the following selections from the menu at the bottom of the screen: Lines: 3 or L Top: 3 or T None: 1 or N If tables are longer than one page, the heavier line below the header will reappear after the first page. If you want to clean up the double line on subsequent pages, you need to add a single line at the bottom of cells in the last row on a page and specify None for top lines in cells at the top of a new page. The series of codes is shown in Figure 7. The sequence of commands given in Figure 7 can be saved as a macro for repeated use. Write the macro from within a table, in Text Edit mode. (Press Ctrl-F10 to start and end a macro definition.) To use the macro, place the cursor in the left-hand column of the last row on a page and then run the macro.

8 Preparing Tables for Electronic Publishing Page 8 Repeat the macro on every page where the table continues to the next page. Deleting Table Lines FAST-WP offers several menu options for deleting table lines. These options are found on the FAST-WP menu under Graphics, Table, Delete lines. Top lines. Where the table title is the top row of a table, you can use the FAST-WP menu to delete top lines. The menu option to delete top lines will remove the top and side lines from the top row of the table, to display the title outside the visible table grid. Place the cursor within the cell containing the title before choosing this option from the FAST-WP menu. Bottom lines. Where the table has footnotes, these are placed in the last row of the table. You can then use the FAST-WP menu to delete bottom lines. The menu option to delete bottom lines will remove the bottom and side lines from the last row of the table, to display the footnotes outside the visible grid. Place the cursor within the cell containing the footnotes before choosing this option from the FAST-WP menu. Inside lines and all lines. The option to delete inside lines can be used with large tables where you intend to shade every other row. The option to delete all lines is provided in case it is desired to remove all lines from tables in graphics boxes. You might wish to delete all lines for very small tables, but generally, the option to delete all lines will not be used. When you use the FAST-WP menu to delete inside lines or to delete all lines, you can enter the FAST-WP menu either from the text editing screen or from inside a table box. If you are not already in a table box, the macro will prompt you for the table box number. Limitations. There are several restrictions on the use of FAST-WP menu options to delete lines from tables, as explained in the following list. 1. These menu selections to delete all lines and to delete inside lines work only with tables that are inside graphics boxes. To delete lines from multipage or landscape tables, which are not in graphics boxes, you will have to enter the WordPerfect codes manually. That is, in Table Edit mode, block cells to be affected, then choose 3 (Lines) from the menu at the bottom of the screen (see Figure 3), and make the desired choices. 2. If you want to delete lines in a table in a customized configuration, removing some lines and leaving others, you will have to do so manually. 3. If you are inside a table box when you go to the FAST-WP menu, you need to be in Columns/Tables data entry mode. If you are in Table Edit mode, the menu selection will not work. (This is a limitation of WordPerfect. Named WordPerfect macros, the type used in FAST-WP, do not run from Table Edit mode.) If the prompt at the bottom of the screen says Table Edit, press Exit (F7) before choosing the option to delete lines. 4. If you delete all inside table lines, you will not have lines separating column heads from data entries. To add such lines, you can replace the line at the bottom of these cells in Table Edit mode, or underline the column heads in Text Edit mode. Using Shading In very large tables, adding shading to every other row is a technique that may assist readability. Also, blocks of cells may be shaded in complex tables to indicate grouping of information. Shading is more useful for the video display than for printed documents, because laser printing at 300 dpi does not provide high resolution shading. Also, shading that is satisfactory on laser-printed pages tends to fade and smudge on xerographic copies, and in many county offices it is the practice to distribute xerographic copies of Extension documents. Authors are advised to weigh the pros and cons of using shading on printed pages. Shading can be added to tables for video display without placing shading on the printed pages. Authors should include any such requests with the document upon transmitting it. There is no option on the FAST-WP menu to add shading to cells, but this can be done manually from WordPerfect s Table Edit menu (Figure 3). Shading is found under the option used to edit table lines. Place the cursor in the cell to be affected, then choose 3 (Lines) and 8, 1 (Shading on). To shade an

9 Preparing Tables for Electronic Publishing Page 9 entire row, block the cells in the row, then choose Shading On. To delete shading, place the cursor in the cell to be affected, or block adjacent cells to be affected, then choose 3 (Lines), 8 (Shade), and 2 (Off). WordPerfect s default setting for shading is a 10% gray. The gray scale can be increased through Item 6 (Options) on WordPerfect s Table Edit menu, but a darker shading will tend to obscure the small type used in tables. ENTERING DATA IN CELLS To enter data in table cells, you need to be in WordPerfect s Text Edit mode. If you are in the Table Edit mode, you need to press the Exit key (F7) to switch to the Text Edit mode. Then type the contents of the table, one cell at a time. You do not need to figure out where lines will break. WordPerfect automatically enters soft returns within cells and adjusts the depth of cells as needed. Do not use hard returns at the end of entries. This adds extra space at the bottom of a cell. Use the <Tab> key to move to the next cell. CURSOR MOVEMENT There are specialized cursor commands for moving within a table. Use the <Tab> key or the Right Arrow to move to the right. Use <Shift-Tab> or the Left Arrow to move to the left. Use the Up Arrow and Down Arrow to move up and down from one row to another. ADDING TABLE TITLES The recommended style for table titles is shown in the following example: Table 1. Carrot varieties for Central Florida. Note that the table number is given first, in bold type, followed by a period. The descriptive title which follows also ends with a period. Mixed case is used; that is, uppercase is used for the initial letter and for items such as proper names and acronyms (instances where you would use capitals in ordinary text). In subsequent document processing, it is important that table titles be associated with the body of the table. One way to assure this is to enter the table title as the top row of the table. Alternatively, if the table is in a graphics box, the table title can be handled as a figure caption. Handling the Title as the Top Row of a Table Multi-page and landscape tables need to use this method. The same method can be used for all tables. To create the table title as the first row of the table, the procedure is as follows. 1. Provide a row in the table for the title. If you did not include a row for the title when you created the table grid, use the Insert key in Table Edit mode to add a row at the top of the table for the title. 2. Join all cells across the top row. 3. Set (or reset) the number of header rows to count the title row as a header. 4. Switch to data entry mode (F7) and type the title in the top row of the table. Start with the table number. Turn on the bold code (press F6) and type the word Table, followed by the table number, followed by a period. Turn off the bold code (press F6). Add a space, then type the table title, ending with a period. 5. With the cursor still on the title line, use the FAST-WP menu option to select Graphics, Table, Delete Lines, Top Lines. This process will delete lines above and to the sides of the title, to give the title a more traditional appearance in the printed document. Note that if the table continues across a page break in the printed document, the title will automatically be repeated at the top of each page of the table. It will not be possible to add Continued to the title line, because the table number and title will repeat exactly as originally entered. Table Titles as Graphics Box Captions When you create a table that is 1, 2, or 1.3 columns wide, the table is inside a graphics box. If you wish, you can use the box caption to attach a title to the table. In this process, WordPerfect will automatically number the tables. Following is the procedure. 1. Access the caption screen.

10 Preparing Tables for Electronic Publishing Page 10 a. If you have just finished creating the body of the table, press Exit (F7) to get to the Table Definition menu. From this menu, select item 3, Caption. b. If you have exited a table box and want to return to it to add a caption, use the FAST WP menu to select Graphics, Table, Edit, Edit title. When prompted for a table number, enter the number. FAST-WP will take the cursor into the table definition menu, then into the screen to enter or edit the title (the same as selecting item 3, Caption, from the Table Definition menu). 2. Position the cursor. You will see that FAST-WP has entered a font code, and WordPerfect has added a table number, followed by a period. Use the right arrow to move the cursor to the right of the table number and add a space. 3. Type the table title, ending with a period. Note that this process provides automatic numbering of tables. If a multi-page or landscape table interrupts a series of tables in graphics boxes, the WordPerfect counter for table boxes will need to be reset when the table boxes resume. Use the FAST-WP menu to choose Graphics, Table, New Number. ADDING FOOTNOTES TO TABLES If footnotes are used with a table, place them in the final row of the table grid. Join cells across the row, then enter the footnote(s). If there are multiple footnotes, enter them all in the same table row, using a hard return between notes. Deleting lines. If you want the table box to appear to end just before the footnotes, you can delete lines from the last row of the table to give this effect. Use the FAST-WP menu to choose Graphics, Table, Delete lines, Bottom lines. Footnote symbols. The recommended way to signal a footnote in a table is to use a phrase such as (See Note 1) following the data in the cell; then number the footnotes as you type them in the last row of the table, using normal size numbers, followed by a period and a space. This method is preferable for long tables where footnotes may be handled as hyperlinked material for video display. Alternatively, you can use symbols such as the asterisk, double asterisk, dagger ( ) and double dagger ( ) for footnote references in tables, or you can use superscript letters. These symbols take up less space, which can be an advantage in the printed document and a disadvantage in the video display. Hyperlinks for footnotes. Table footnotes can be handled as hyperlinks for the computer monitor display, if this is desired. In this case, is better to use a footnote reference such as See Note 1 rather than a symbol to mark the footnote, so that viewers will have a clearly visible marker to select with the mouse. Mark the phrase, See Note 1, as a hyperlink to internal text. EDITING TABLES WITH FAST-WP If you are in the text editing screen and want to edit a table, you can use the FAST-WP menu to quickly enter a table box. If the table is not in a graphics box, do not use the FAST-WP menu, but simply move the cursor inside the table to perform editing tasks. To use the FAST-WP menu to edit a table box, make the following selections from the menu: Graphics, Table, Edit. Then choose the item you want to edit: 1) data or cell structure, 2) box position or size, or 3) the table title (caption). WordPerfect will prompt for the number of the table box to be edited. Enter this number. Editing data or cell structure. If you choose to edit data or cell structure, the macro will stop at the point where you edit table structure. If you want to edit data, press Exit (F7) to switch to the data editing mode. Editing box position or size. If you choose to edit the box position or size, you will see a screen such as that shown in Figure 8. From this menu, you can control the box width, the horizontal position, and the vertical position of table boxes. (See the next section on Adjusting the Position of Table Boxes. ) ADJUSTING THE POSITION OF TABLE BOXES As you edit a document, you may want to make adjustments in page layout that require repositioning of tables. There are two keys to controlling the position of tables that are in graphics boxes. One method is to edit the table box description. The

11 Preparing Tables for Electronic Publishing Page 11 other is to move the code that describes the table box to a different position in the text. HINT: As you experiment with box placement on a page, use WordPerfect s View Document option to see how the page will look. From the FAST-WP menu, choose File, View Document. Editing the Table Box Description To edit the table box description, make the following selections from the FAST-WP menu: Graphics, Table, Edit, Edit box position. You will see a menu such as shown in Figure 8. Use this menu to edit the horizontal and vertical position for Figure 8. WordPerfect s Table Definition menu. To access this screen, choose boxes that use a page anchor. Graphics, Table, Edit from the FAST-WP menu (or press Alt-F9, 2, 2). (FAST-WP automatically sets page anchors for boxes that are more than one column wide with a page anchor. Boxes that are Anchor Type a single column wide are created with a paragraph When you use FAST-WP to create a table box anchor, but the anchor type can be changed.) that is 2 columns or 1.3 columns wide, the box is automatically created with a page anchor. This is Horizontal Position necessary to allow the box to run across columns. Edit Horizontal Position to change the width or a box and/or its horizontal position on the page. You would use this option primarily for a table that is 1.3 columns wide. You can move such a table from the right margin (the default position) to the left margin by editing horizontal position. You could also expand a table that is 1.3 columns wide to 2 columns wide by changing the horizontal position from right to full. Vertical Position When a graphics box is anchored to a page, WordPerfect places the box at the top of a page by default. (Unless the entry for the graphics box is the first code on a page, the box will appear on the top of the next page.) Edit Vertical Position to move the box from the top of the page to the bottom of the page or to some other selected position. Also, if a graphics box needs to appear in a specific location on a page, such as the bottom of the page, the anchor type must be set to Page. With a page anchor, the graphics box will stay in the same position on the page regardless of whether text is added or deleted. Table boxes that are one column wide are created with an anchor type of Paragraph. This means that the table box will maintain its position in relation to text, as if it were part of a paragraph, as long as there is sufficient vertical space for the box to appear in that position. If the vertical space is not sufficient, the box moves to the next column or the next page. However, WordPerfect does not always give the optimal vertical spacing for boxes with a paragraph anchor. If you want to control the position of a column-width box through the table box definition menu, you must first change the anchor type from paragraph to page. For example, sometimes a column-width box has room to fit at the bottom of a column, but WordPerfect moves it to the top of the next column.

12 Preparing Tables for Electronic Publishing Page 12 To get the box to appear at the bottom of the page, try changing the anchor type to a page anchor and then changing the vertical position for the box to bottom. This often forces the box to appear on the desired page. Moving the Table Box Code The code for a graphics box must appear high enough on a page for the box to actually appear on that page. For example, if a 2-column box is to appear at the top of a page, the graphics box definition code must be at the top of that page or on a preceding page. If the graphics box code is not the first entry on the page, the box will carry over to the next page. If a box is more than one column wide, the box definition code must be in the first column in order for the box to appear on the same page as the code. Another case in which you may wish to move a code is this: if a column-width table is too long to fit on the page at the position where it was created, and it moves to the top of the next column, WordPerfect may add too much space between the table and the text. This problem can be solved by moving the table box definition code to the top of the next column. You can use block and move to move the table box code to a different position in the text, but there s a simpler way. Looking at the Reveal Codes display, place the cursor on the code for the table box, press the Delete key, move the cursor to the new position, and use the undelete command (F1, 1) to restore the code to the text in a new position. SPECIAL CONSIDERATIONS WITH LANDSCAPE AND MULTI-PAGE TABLES Creating landscape and multi-page tables can create some layout problems in a document that will require manual editing. This section discusses some of the more common situations. Deleting Extra Hard Page Codes If a blank page appears before a multi-page or landscape table, the document contains an extra Hard Page code. Working in Reveal Codes, delete all codes that look like this: [HPg]. Assuming that you want the table to start on a new page, keep the code that looks like this: [Open Style: Hard Page]. Note that all Hard Page codes used in electronic documents must be inserted through a style code in order for the documents to be processed for delivery on CD-ROM. The FAST-WP menu selection to create a multi-page or landscape table adds the appropriate style code to force a page break. If you want the table to start in the middle of a page, delete the style that contains the Hard Page code as well as any [HPg] codes that appear immediately before the table. Maintaining Full Table Width You may find it helpful to set the Table Position option to Full. This will maintain the width of the overall table to fit the space between the left and right margins even though you reduce the width of certain columns. To set the Table Position, start from the Table Edit mode, and from the menu at the bottom of the screen choose 6 (Options). Then choose 3 (Position of Table) and 4 (Full). (This procedure is not needed for tables created in graphics boxes, because WordPerfect automatically sets the Table Position to Full for such tables.) Adding Text after a Landscape or Multi-Page Table If text follows a landscape or a multi-page table, you need to return to the portrait page orientation and turn columns back on. Use the FAST-WP menu to choose Tools, Start new page. Then choose Tools, Page orientation, Portrait. Finally choose Tools, Columns on. Moving Text around a Table Suppose that a landscape or a multi-page table has been placed in the middle of a document, and text has been added or deleted so that the page break for the table is no longer correct. In this case, it may be easier to block and move text lines rather than block and move the table. Use the Reveal Codes display to make sure that you leave codes such as the style for a new page in the proper position. The Running Head on Landscape Pages An improvement offered by the updated release of FAST-WP is that when a landscape page is created, the running head will be automatically reset to fit the new page dimensions. However, the font size will be slightly smaller for running heads on landscape pages than for the running head on portrait pages. Because of limits set by hardware and

13 Preparing Tables for Electronic Publishing Page 13 software on how many fonts could be included with FAST-WP, the 10 point Swiss Roman font was not provided in landscape orientation. WordPerfect will therefore substitute 9 point Swiss Roman. Do not attempt to edit this font. CREATING TABLES AS SEPARATE WORDPERFECT FILES It is possible to create tables as separate WordPerfect entities, then import the tables into a master document. This approach might be used, for example, if multiple authors are contributing tables to a document, and different people are constructing the tables. Creating the Table To create a table as a separate entity, follow the four steps outlined in the next paragraphs. 1. Select paper orientation. The WordPerfect default page size is the Standard paper size, 8.5 x 11 inches, portrait orientation. If landscape orientation is to be used, you need to set the page orientation. From the FAST-WP menu, choose Tools, Page orientation, Landscape. If FAST WP is not available, use the WordPerfect codes Shift-F8, 2, 7, then choose Standard wide. Table 2. Side margins for tables constructed outside the master document. Table Size Width in Inches Suggested Side Margins 1 column 3.33 inches Left: 1 inch; Right: 4.2 inches 2 columns 7 inches Left: 0.75 inch; Right: 0.75 inch 1.3 columns 4.5 inches Left: 1 inch; Right: 2 inches Multi-page 7 inches (portrait) Left: 0.75 inch; Right: 0.75 inch Landscape 9.5 inches (landscape) Left: 0.75 inch; Right: 0.75 inch However, when a table is imported into a graphics box, the table width will be automatically adjusted to fit the graphics box. It is therefore not essential that the width of the original table match its final width. To change side margins, use WordPerfect s Format menu (Shift-F8, 1, 7). 3. Turn on the FAST-WP table style. The file FASTWP31.STY should be installed on the hard disk in the WordPerfect directory, or must be available on a floppy disk. To retrieve this file into a WordPerfect document, press Alt-F8, 7, then enter the filename FASTWP31.STY. (Add the full pathname if necessary.) Use the down arrow on the keyboard to highlight the style TableP, and press <Enter> to turn on this style. 4. Construct the table. Select the WordPerfect Columns Table option by pressing Alt-F7, 2. Then construct the table as explained in the section, Defining Table Structure. 2. Set page margins. Use the same page margins that will obtain in the final document to make sure that tables will display as intended after they are incorporated in the master document. For example, set top and bottom margins to IFAS publications standards, 0.6 inch each, to see when tables will be too long to fit on a single page. To set the top and bottom margins, either use FAST WP to initialize the document, or set these margins from WordPerfect s Format menu (Shift-F8, 2, 5). Side margins will vary, depending on whether you are creating 1-column-width or 2-column-width tables. Table 2 provides suggested side margin settings for tables of different widths that are being typed apart from the final document. Using these margins will help you see how the table will fit into its final space. Importing a Separate WordPerfect Table into a Document To import a table that has been saved as a separate document into a master document, follow these steps: 1. Create a graphics box in the master document, if appropriate. 2. Otherwise, start a new page. 3. Import the table into the graphics box or onto the clean page, as appropriate. The following paragraphs provide detailed instructions for these procedures.

14 Preparing Tables for Electronic Publishing Page Creating a Table Box If the table will be shorter than one page in length, it needs to go inside a graphics box. To create graphics boxes from the FAST-WP menu, use the following procedures. a. 1-column box. Select Graphics, Table, Import, 1-column box. When you see a menu to import a spreadsheet table (as shown in Figure 9), press Exit (F7) three times to return the cursor to the document editing screen. A column-width table box will have been created in the document. b. 2-column box. Select Graphics, Table, Convert, 2-column box, Create box. c. 1.3 column box. Select Graphics, Table, Convert, 1.3 column box, Create box. 2. Starting a New Page To add a multi-page or a landscape table, move the cursor to the end of the document. From the FAST-WP menu, make the following selections. For a landscape table: Tools Page orientation, Landscape For a multi-page table: Tools, Start New Page Tools, Columns Off 3. Adding the Table If a table box has been created, use the FAST- WP menu to edit the box. Select Graphics, Table, Edit, Edit box position, size, then enter the box number. From the resulting Table Box Definition Menu, select Item 1, Filename. Then press F5 to list files, and retrieve the file that contains the table. The file should consist of only one table. To retrieve a multi-page or landscape table, leave the cursor on the new page created in the previous step, press F5 to list files, and retrieve the file that contains the table into the current document. CONVERTING TABBED TABLES Tables that were previously formatted with tab settings will need to be converted to the Columns/Table mode for electronic publishing. The WordPerfect tab settings may need to be edited before making the conversion. Following are the steps for converting a tabbed table to Columns/Table format. Most of the formatting will be done through use of WordPerfect function key commands, although the FAST-WP menu will offer some shortcuts. 1. Decide on table size. Decide whether the table will be 1 column, 2 columns, or 1.3 columns wide. If the table is extra wide, it may need to be a landscape table. If it runs more than one page long, it needs to be a multi-page table. 2. Position the table for processing. One column width. If the table will be one column wide, place the table where you want the table to appear in the printed document. Usually this would be between paragraphs or at the top of a column. More than one column width. If the table will be more than one column wide, it needs to be prepared on a page where text columns are not in effect. To set up such as space at the end of the document, use the following procedure. 1. Move the cursor to the end of the document. 2. Use the FAST-WP Tools menu to set up a new page, one where text columns are not in effect. a. For a table that will be in portrait orientation, choose Start new page and Columns off. b. For a landscape table, select Page orientation, Landscape. This process automatically starts a new page and turns off columns. 3. Copy the table onto the newly created page. Block the table (using Alt-F4 or F12), and use the Move command (Ctrl-F4, 1, 2) to copy the table. Move the cursor to the end of the document (or to the second document screen), and press Enter to retrieve the table. (If you copy the table rather than move it, the original table remains in the text. When the conversion is complete, delete the old version of the table.)