A.C.E. 2/ACE CD 2.iso/FILES/DOCS/PENPALD.LHA/PenPal.doc

Text File | 1994-11-27 | 273.7 KB | 6,029 lines

                        PEN PAL WORD PROCESSOR

Typed in by ???. In its original format.


                        TABLE OF CONTENTS

GETTING STARTED
        Introduction                                            1-1
INSTALLATION
        Before installing                                       1-2
        Required hardware                                       1-2
        Making backup copies                                    1-2
        Installing on a hard disk                               1-4
BASICS
        Basic Terms                                             1-6
        Starting Pen Pal from a floppy                          1-7
        Starting Pen Pal from a hard disk                       1-8
        Working in Pen Pal                                      1-9
        Using the tool box                                      1-11
        Function tool box                                       1-11
        Modifier tool box                                       1-12
        Using Function and Modifier tools                       1-12
        Accessing on-line Help                                  1-13
        Quitting Pen Pal                                        1-13
TUTORIAL
        Creating New Text                                       1-15
        Inserting text                                          1-16
        Removing a block of text                                1-17
        Moving text                                             1-18
        Drawing a filled box                                    1-19
        Saving a document for the first time                    1-20
        Closing a document                                      1-21
        Opening a document                                      1-22
        Justifying text                                         1-23
        Quitting and Saving Changes                             1-23

PREFERENCES
        Introduction                                            2-1
        Accessing Preferences                                   2-2
        Saving Preferences                                      2-3
        Program Preferences                                     2-4
        Document Preferences                                    2-6
        Database Preferences                                    2-8
        Database Runtime Preferences                            2-8
        Database Date Display Preferences                       2-9
        Text Print Preferences                                  2-10
        Graphic Print Preferences                               2-11

WORKING WITH TEXT
        Introduction                                            3-1
EDITING
        Inserting text                                          3-2
        Selecting text                                          3-4
        Deleting text                                           3-5
        Replacing text                                          3-7
        Moving through text                                     3-8
        Copying text                                            3-9
        Moving text                                             3-10
        Search and replace                                      3-11
        Styling text                                            3-14
        Subscripting and superscripting                         3-16
        Setting fonts                                           3-17
FORMATTING
        Page setup                                              3-18
        Changing left and right margins                         3-20
        Setting paragraph indent                                3-21
        Using tab stops                                         3-22
        Aligining text                                          3-26
        Line spacing                                            3-27
        Using headers and footers                               3-28
        Automatic page number and date                          3-30
        Forced page breaks                                      3-31
MANAGING DOCUMENT FILES
        Opening a new document                                  3-32
        Opening an existing document                            3-33
        Importing an ASCII document                             3-34
        Saving a document                                       3-35
        Copying a document                                      3-36
        Exporting an ASCII document                             3-37
        Renaming a document                                     3-38
        Deleting a document                                     3-39
        Closing a document                                      3-40
SPELLING
        Seting up a user dictionary                             3-43
        Checking for spelling errors                            3-44
        Correcting spelling errors                              3-46
        Updating a user dictionary                              3-48
        Looking up words                                        3-49
INFORMATION
        Document information                                    3-50
        Statistics                                              3-51
        Document Status                                         3-52

WORKING WITH GRAPHICS
        Introduction                                            4-1
CREATING GRAPHICS
        Creating graphics                                       4-2
        Importing IFF graphics                                  4-3
        Drawing with Pen Pal tools                              4-4
        Setting Modifier tools                                  4-10
MODIFYING GRAPHICS
        Modifying graphics                                      4-12
        Selecting graphics                                      4-12
        Grouping objects                                        4-14
        Locking objects                                         4-15
        General techniques for modifying                        4-16
        Moving a graphic                                        4-16
        Cutting,Copying,& Pasting                               4-17
        Deleting graphics                                       4-18
        Depth arranging graphics                                4-19
        Modifying graphics drawn in Pen Pal                     4-20
        Changing line color                                     4-20
        Changing line fill color                                4-20
        Changing box fill color                                 4-21
        Changing line weight                                    4-21
        Changing line length                                    4-22
        Changing a rectangle's size                             4-23
        Modifying imported IFF graphics                         4-24
        Resizing an imported graphic                            4-24
        Tips on resizing a picture                              4-25
        Cropping an imported graphic                            4-26

WORKING WITH FORMS
        Introduction                                            5-1
        Pen Pal forms                                           5-2
        Creating a form                                         5-3
        Filling in a form                                       5-4
        After filling in a form                                 5-5

PRINTING DOCUMENTS
        Introduction                                            6-1
        Before printing documents                               6-2
        Setting up your computer to print                       6-2
        Changing to a different printer                         6-2
        Preparing Pen Pal preferences                           6-2
        Text and graphic printing                               6-3
        Text printing                                           6-3
        "Graphic Only" printing                                 6-4
        Tips on better "Graphic Only" printouts                 6-4
        Printing a document                                     6-5

WORKING WITH DATA
        Introduction                                            7-1
DEFINING A DATABASE
        The Pen Pal database                                    7-3
        Designing a database                                    7-4
        Defining columns                                        7-5
        Saving a column                                         7-12
        Changing a column's definition                          7-13
        Deleting a column                                       7-13
        Saving the database definition                          7-14
        Changing column width                                   7-15
ENTERING DATA
        Where data is entered                                   7-16
        Data entry error messages                               7-18
        Moving around in a list                                 7-19
MANAGING DATABASE FILES
        Opening a new database                                  7-20
        Opening an existing database                            7-21
        Importing an ASCII database                             7-22
        Saving a database                                       7-23
        Copying a database                                      7-24
        Exporting an ASCII database                             7-25
        Renaming a database                                     7-26
        Deleting a database                                     7-27
        Closing a database                                      7-28
SORTING AND SEARCHING
        Sorting a database                                      7-31
        Searching a database                                    7-34
        Locating duplicates                                     7-38
        Switching between lists                                 7-39
EDITING DATA
        Selecting data                                          7-41
        Cutting,copying,and pasting rows                        7-42
        Deleting rows                                           7-45
        Changing cell contents                                  7-45
PRINTING DATA
        Columnar reports                                        7-46
        Printing a columnar report                              7-48
        Customizing a columnar report                           7-50
        Printing labels                                         7-54
        Defining labels                                         7-55
VIEWS
        Database Views                                          7-58
        Creating a new View                                     7-59
        Opening a database from a View                          7-60
        Renaming a View                                         7-61
        Deleting a View                                         7-61

MERGING DATA WITH DOCUMENTS
        Introduction                                            8-1
        Basic steps in merging data                             8-2
        Creating templates                                      8-3
        Detailed steps in merging data                          8-4

REFERENCE
        Introduction                                            9-1
DOCUMENT MENU BAR
        Document menu bar                                       9-2
        System menu                                             9-2
        File menu                                               9-3
        Edit menu                                               9-4
        Search menu                                             9-5
        Process menu                                            9-6
        Graphics menu                                           9-7
        Text menu                                               9-8
        Size menu                                               9-9
        Font menu                                               9-9
DATABASE MENU BAR
        Database menu bar                                       9-10
        System menu                                             9-10
        File menu                                               9-11
        Edit menu                                               9-12
        Process menu                                            9-13
BACKGROUND MENU BAR
        Background menu bar                                     9-14
        System menu                                             9-14
        File menu                                               9-15
DOCUMENT FULL PAGE VIEW
        Purpose                                                 9-16
        Features                                                9-16

APPENDICES
Appendix A:Creating data disks
Appendix B:Keyboard shortcuts

INDEX

                        CHAPTER 1 - GETTING STARTED

This section is designed to get you started with Pen Pal. It will guide you
through installing Pen Pal on either a floppy based Amiga or an Amiga with a
hard drive. It will explain the basics of operating Pen Pal and walk you
through a set of tutorial exercises for an overview of how to work with Pen
Pal. This section is intended to give you a quick understanding of Pen Pal so
that you may beging using it right away.

Here's what you will find in this section:

INSTALLATION-Before you use Pen Pal,you should read this section to make sure
your Pen Pal package is complete,to verify that you have the required Amiga
hardware to operate Pen Pal,and to ensure Pen Pal is ready to be used on your
computer.

BASICS-This contains an overview of the basics of Pen Pal. You will learn about
the document tool box,how to start Pen Pal,and how to access the on-line help
files.

TUTORIAL-This chapter contains several easy-to-folow lessons showing you how to
work with Pen Pal documents,including lessons on how to create,save,edit,draw
graphics,open,and close documents.

                                1-1

BEFORE INSTALLING
Before you install Pen Pal:
1. MAKE BACKUP COPIES OF BOTH PEN PAL DISKS,AND STORE THE ORIGINALS IN A SAFE
PLACE.
2. FILL OUT YOUR REGISTRATION CARD. ON THE CARD IS YOUR REGISTRATION ID NUMBER.
WRITE THIS NUMBER TO THE INSIDE COVER OF THIS MANUAL. TECHNICAL SUPPORT IS FREE
FOR PEN PAL,BUT YOUR REGISTRATION CARD MUST BE ON FILE,AND YOU MAY BE ASKED FOR
THE ID NUMBER WHEN YOU CALL.

REQUIRED HARDWARE
To use Pen Pal,you need a minimum system configuration of an Amiga 1000,500,
2000,or 2500;an NTSC monitor;and at least 1 megabyte of RAM(Random Access
Memory).

MAKING BACKUP COPIES
Your license agreement authorizes you to make backup copies of the Pen Pal
disks. If you have not already backed up your original Pen Pal disks,do so now.

INSTALLING ON A HARD DISK
If you have a hard drive on your Amiga follow the procedure below to install
Pen Pal. This installation process does not modify your normal Preferences,
Startup-Sequence,Keymap,or Printer Driver information. It only does what is
necessary to allow you to run Pen Pal completely from your hard disk.

Warning! If you used the Workbench "Duplicate" feature to backup your disks,be
sure that you "Rename" the disks once they are duplicated so that they do not
have the "Copy of" in front of the original disk's name. For example,"Copy of
PPProgram" should be changed to "PPProgram","Copy of PPExtras"should be changed
to "PPPExtras". If you do not do this,the following installation will not work.
The "Rename"item in the workbench menu can be used to rename the disks.

                                1-2

To install Pen Pal on a hard disk:
1. Turn on your Amiga and your hard drive if they are not already on.
2. If prompted for a "Kickstart"disk,insert your "Kickstart" disk.
3. If prompted for a Workbench disk,insert the disk you normally use to start
up your Amiga.
4. After the computer finishes starting up,eject any disk in your internal
floppy disk drive,and insert the Pen Pal "PPProgram"disk.
5. Double click the mouse on the disk icon labeled "PPProgram". This icon
should be in the upper right hand corner of your screen.
Your Amiga will open the Pen Pal window where you will see the Pen Pal program
icon,the HDInstall icon,and other icons.
6. Double click the mouse on the "HDInstall" icon.
After following the instructions given to you by the "HDInstall" procedure,you
will be asked to give the name of the device onto which Pen Pal is to be
installed. Device names are the ones attached to your hard disk partitions.
7. Enter the name of the device Pen Pal is to be installed on. Immediately
following the device name,be sure that you enter a colon ":" character(for
example:"FH1:"). Terminate your entry by pressing the RETURN key.
The installation process will begin at this time. Part way through the
insatllation process you will be asked to insert the Pen Pal "PPExtra" disk.
8. Insert the "PPExtras" disk when asked for it.
The installation process will continue with information from the "PPExtras"
disk being transferred onto your hard disk. When it is finished,you'll be asked
to insert the "PPProgram" disk.
9. Insert the "PPProgram"disk when instructed to.
Pen Pal is now installed onto your hard drive. On your hard drive is a new
drawer named "Pen Pal". Within this drawer is the Pen Pal program,Pen Pal
preferences,Pen Pal Help files,Spelling Dictionary,Database,Document,and
Picture drawers.

                                1-3

INSTALLING ON A FLOPPY BASED AMIGA
The only thing required when installing Pen Pal on a floppy based Amiga is to
install the Printer Driver required for your printer onto the Pen Pal
"PPProgram"disk. You can use the "InstallPrinter" facility found on the Pen Pal
"PPProgram"disk to do this.

WARNING! If you use the Workbench Duplicate"feature to backup your disks,be
sure that you "Rename"the duplicated disks so that they do not have the "Copy
of"in front of the original disk's name. For example,"Copy of PPProgram"should
be changed to "PPProgram","Copy of PPExtras"should be changed to "PPExtras". If
you do not do this,the following installation will not work. The "Rename"item
in the Workbench menu can be used to rename the disks.

To install a printer driver:
1. Double click the mouse on the "InstallPrinter"icon.
If you only have one disk drive,or if the "PPExtras"disk is not in your external
floppy drive,you will be asked to insert the "PPExtras"disk.
2. Insert the "PPExtras"disk if requested to do so.
You will be shown a list of the available printer drivers and asked to enter
the name of the one you want to install.
3. Enter the name of the printer driver to be installed and press the RETURN
key.
At this time the printer driver you specified will transfered onto the Pen Pal
"PPProgram"disk. When this is finished,you will be instructed to choose the
printer using "Preferences".
4. Double click the mouse on the "Prefs"drawer.
The "Prefs"window will be displayed,and you will see several icons.
5. Double click the mouse on the icon labeled "Printer".
At this time,the "Printer Preference" selection window will be opened. In the
upper left corner you will see two icons;one labeled "Parallel"and the othe
labeled "Serial". The type of printer you have is determined by how you
connected it to the Amiga. Most Amiga printers are "Parallel" printers. Epson
and Epson compatibles are "Parallel" printers. The ImageWriter II is a "Serial"
printer. If you are in doubt,look at how your printer is hooked up to your
Amiga. If still in doubt,call the dealer where you purchased the printer and
ask.
6. Click on either the "Parallel"or "Serial"icon to indicate your type of
printer.
In the upper right hand corner of the screen is a list of the printers that are
currently on your Pen Pal "Program" disk.
7. To the left of this list are two arrows. Click on the arrows until the name
of the printer driver you installed earlier is in the middle line.
8. Click the mouse in the button labeled "OK".
Your printer driver is now installed.
9. You can now close the "Prefs" window by clicking in the close box in the
upper left corner of the "Prefs" window.

                                1-5

BASICS
This part of the manual describes the basic Pen Pal tools and techniques. You
will learn about some basic terms used in this manual,about the Pen Pal
document screen and toolbox,and about accessing the on-line help.

BASIC TERMS
Here are a few basic terms used throughout this manual. If you are an
experienced Amiga user,you may want to skip this section of the chapter and
continue reading at the next page.
Point-To move the mouse so that the mouse pointer is either pointing at or on
top of some object.

Press-To hold the left mouse button down.

Click-To press and quickly release either the left or right mouse button.
NOTE:In this manual "Click the mouse"will mean to click the left mouse button.
The right mouse button is only used for accessing menus.

Double-click - To click the left mouse button twice quickly. Depending upon
what you are doing,double clicks are used to open documents,access drawers,or
select words. Whenever you double-click,you will always double click the left
mouse button.

Select-To specify something. For example,to select lines of text,select a
graphic,or select a document to be opened.

Drag-To press the left mouse button and move it in some direction while still
holding the mouse button down. Dragging is used to select areas of text and to
create,crop,and scale graphics.

Highlight-A term given to the way text that is selected appears on the screen.

                                1-6

STARTING PEN PAL FROM A FLOPPY
This section shows how to start Pen Pal when operating an Amiga without a hard
drive. If you have a hard drive and have instlled Pen Pal on it,you should skip
to the next section.

To start Pen Pal from a floppy disk:
1. Turn on your amiga,if it is not already on,and insert the Pen Pal
"PPProgram" disk when prompted for the Workbench. Pen Pal's "PPProgram" disk
comes on a Workbench disk.
After a few seconds,you will see the "PPProgram"disk icon in the upper right
corner of your screen.
2. Double click the mouse on the "PPProgram" disk icon.
In a few seconds you will see the "PPProgram" disk's window. In that window you
see several icons,one of which is the Pen Pal program icon.
3. Double click the mouse on the "Pen Pal"program icon.
In about 15-20 seconds Pen Pal will be running,and you will see the default Pen
Pal startup screen.

                                1-7

STARTING PEN PAL FROM A HARD DISK
This section shows you how to start Pen Pal after it has been installed on a
hard drive. If you do not have a hard drive,this section will not pertain to
you. These instructions assume you have successfully installed Pen Pal on a
hard drive using the instructions in the previous chapter of this section.

To start Pen Pal from a hard disk:
1. Turn on your Amiga and follow the normal startup proceures you go through to
start your hard drive.
2. Once you are running on your hard drive,locate the "Pen Pal" drawer that was
created during the Pen Pal installation process.
3. Double click the mouse on the "Pen Pal"drawer.
Shortly you will see several icons,including the "Pen Pal"program icon.
4. Double click the mouse on the "Pen Pal"program icon.
In a few seconds Pen Pal will be running,and you will see the default Pen Pal
startup screen.

                                1-8

WORKING IN PEN PAL
You have just started Pen Pal and now see a new "Untitled" document window.
This is the default Pen Pal startup screen. Take a few minutes to look at the
screen and review its contents.

TITLE BAR
Pen Pal has just opened a new document window,and you will see "Untitled" in
the title bar. When a new document is saved for the first time,you will give it
a name which will appear in the title bar whenever it is opened.

SCROLL BARS
Clicking or dragging in the scroll bars makes the page move either horizontally
or vertically within the documnet window. Clicking in the scroll arrows moves
the document in small increments. Clicking in the shafts moves the document in
larger increments. Dragging the mouse while in the scroll elevator allows you
to move a document to any desired position. When you have more than one page in
a document,you will see the page number in the vertical elevator change as you
move from one page to the next.

                                1-9

RULERS
Distances in a document can be measure using the rulers.

CLOSE BOX
The "Close" box can be used to close a document window.

TOOL BOX
The "Tool" box contains icons used to select Pen Pal functions such as editing
text,selecting graphics,and drawing new graphics.

ZOOM BOX
The "Zoom" box is used to expand a window to its maximum size on your monitor
while still showing the tool box.

FULL PAGE BOX
When in full page view,your document will be divided in ahlf. On the left side
will be a miniaturized view of a full page of your document. On the right side
will be the document in normal size. Clicking in the "Full Page" box causes Pen
Pal to draw a document in full page view. Clicking in the "Full Page" box again
returns the document window to normal view.

SHOW/HIDE RULERS BOX
You can show or hide the rulers by clicking in this box.

SHOW/HIDE BOTTOM SCROLL BAR
You can show or hide the bottom scroll bar by clicking in this box.

GROW BOX
The "Grow" box is used to change the size of a window.

                                1-10

USING THE TOOL BOX
The icons in the tool box are used to perform various functions in your
document. When a tool box icon is selected,its icon is highlighted. The tool
box is divided into two areas:the "Function" tool box,and the "Modifier" tool
box. Below is a brief description of the tools. Immediately following the
descriptions is a discussion on how the two areas of the tool box are used to
perform tasks.

FUNCTION TOOL BOX
Tools in this tool box allow you to access specific functions. You click on a
tool box icon to specify the function. For example,clicking on the "Text" tool
allows you to work with text;clicking on the "Pointer" tool allows you select
a previously placed graphic object such as a box,line,or picture.

TEXT TOOL
Select the "Text" tool when you want to work with text. When the "Text" tool is
selected,you can create,select,and edit text.

NEW OPEN BOOX TOOL
This tool allows you to draw a new box that is empty on the inside(text and
objects beneath the interior of the box will show through).

NEW FILLED BOX TOOL
This tool allows you to draw a new box that is filled on the inside covering
objects that are beneath it. Text will appear on top.

NEW VERTICAL LINE TOOL
This tool allows you to draw a new vertical line. Vertical lines will appear on
top of other objects(except text).

NEW HORIZONTAL LINE TOOL
This tool allows you to draw a new horizontal line. Horizontal lines will
appear on top of other objects(except text).

POINTER TOOL
This tool allows you to select a graphic object in your document for scaling,
modification,deletion,or movement to a new location.

PICTURE CROP TOOL
This tool allows you to crop IFF pictures in your document. Cropping strips
away unwanted areas of a picture. You can also un-crop.

                                1-11

MODIFIER TOOL BOX
This tool box enable you to define how a new box,border,or line appears when
drawn. The tools in this tool box work together with the tools in the
"Function" tool box.

LINE COLOR TOOL
This tool lets you set the default line color to be used for new line and box
borders. It also lets you change the line color of existing lines and boxes.

LINE FILL TOOL
This tool lets you set the default fill color for lines that have a line weight
greater than two points. This affects both new lines as well as selected ones.

BOX FILL TOOL
This tool lets you set the default interior fill color for filled boxes. It
also lets you change the interior of existing filled boxes.

COLOR SELECTOR TOOL
The "Color Selector" tool lets you specify the actual color to be used for a
line color,line fill,or box fill. It is used together with the "Line Color"
tool,"Line Fill"took,and "Box Fill"tool.

LINE WEIGHT TOOL
This tool allows you to specify the thickness of vertical and horizontal
lines,and the borders of open and filled boxes. Click on the left side box to
decrease;click on the right side box to increase.

USING FUNCTION AND MODIFIER TOOLS
Click on a "Function" tool to indicate what function you want to perform. For
example,click on the "New Filled Box" tool when you want to draw a new filled
box. Before you actually create the box,look at the "Modifier" tools to ensure
line color,line fill color,and interior fill colors are as desired. Change them
if necessary. Also look at the "Line Weight" tool to verify that the thickness
of lines is what you want. To change the thickness of a line,click the mouse on
either of the pointers to the left and right of the number in the line weight
indicator. Once everything is set properly,you simply draw the new box.

To change a box or line already drawn,first select it with the "Pointer" tool.
Next,use the "Modifier" tools to make any changes.

                                1-12

ACCESSING ON-LINE HELP
Pen Pal comes with a full set of help text explaining how to perform various
tasks.

TO ACCESS THE ONLINE HELP:
1. Choose "Help!" from the "System"menu.
Pen Pal will display the "Help" requestor. On the first screen of this
requestor you will see the categories of "Document","Database",and
"Miscellaneous". "Miscellaneous" help is about features that apply to Pen Pal
as a whole,while "Document" and "Database" apply only to those main parts of
Pen Pal.
2. Double click the mouse on the "Document" line of the "Help" requestor.
Pen Pal will display help categories for working with documents.
3. Double click the mouse on "Importing IFF Pictures".
Pen Pal will display help text about importing IFF pictures.
4. Click the mouse on the "Topics" button at the bottom of the requestor
window.
Once again the topics for "Document" help will appear on the window. At this
time you coul look at another topic merely by double clicking the mouse on the
desired topic.
5. Click the mouse on the "Cancel" button.
Now the help window will be removed from the screen.

QUITTING PEN PAL

TO QUIT PEN PAL:
1. Choose "Quit" from the "File" menu.

                                1-13

TUTORIAL
This chapter contains a set of exercises designed to take you through some
important basic features of Pen Pal. When you finish this section you will know
how to:
        CREATE TEXT
        SELECT TEXT
        MODIFY TEXT
        MOVE TEXT
        DRAW A GRAPHIC OBJECT
        SAVE A DOCUMENT
        OPEN A DOCUMENT

The purpose of this section is not to provide an exhaustive description of Pen
Pal,but to lead you through a set of simple tasks that you can build upon
later. The chapters that follow will give you more complete detail.

                                1-14

CREATING NEW TEXT
What follows is a short tutorial on creating text. In this tutorial,you will
type a letter. As you type the words and get to the end of a line,do not press
the RETURN key. Pen Pal will automatically take you to the next line when a
word will not fit on the line you are typing. To end a paragraph or insert a
blank line,you will press the RETURN key. In the letter below the " " shows you
where you should press the RETURN key. If you press a wrong key,use the
BACKSPACE key(last key to te right of the top row of keys)to remove it.

Dear Mr. Rogers:

We are happy to inform you that you have been voted the Employee
of the Quarter. You should feel honored and privileged to be
given this recognition. You were selected by the members of your
department as being the person who made the largest contribution
in your area.

Sincerely,

The Company|

TO TYPE THIS LETTER:
1. Click the mouse on the "Text" tool icon.
2. Enter the following text:

Dear Mr. Rogers:

We are happy to inform you that you have been voted the Employee
of the Quarter. You should feel honored and privileged to be
given this recognition. You were selected by the members of your
department as being the person who made the largest contribution
in your area.

Sincerely,

The Company

                                1-15

INSERTING TEXT
You can now learn how to edit a document by inserting text in the letter you
created in the previous exercise.

TO INSERT TEXT INTO A DOCUMENT:
1. Move the mouse so that the text mouse pointer is before the word "We" at the
beginning of the main paragraph.
2. Click the left mouse button.

Clicking the mouse where you did will allow you to enter text in from of the
word "We".
3. Type in the one word sentence "Congratulations!" followed by two spaces.

Dear Mr. Rogers:

Congratulations!  We are happy to inform you that you have been
voted the Employee of the Quarter. You should feel honored and
privileged to be given this recognition. You were selected by
the members of your department as being the person who made the
largest contribution in your area.

Sincerely,

The Company

Notice how the text automatically readjusts itself within the margins of your
document. The two spaces were entered to provide space between the two
sentences.

                                1-16

REMOVING A BLOCK OF TEXT
Next you can learn how to use the "Edit" menu to delete a block of text by
removing the words "and privileged" from the second sentence of the letter.

TO REMOVE TEXT FROM A DOCUMENT USING THE "EDIT" MENU:
1. Position the mouse so that the text mouse pointer is before the "a" in "and
privileged".
2. Press the left mouse button and continue to hold it down.
3. While holding down the mouse button,drag the mouse to the right over the
word "and",then down to the next line,and finally to the left so that it
stopsjust after the word "privileged".

Dear Mr. Rogers:

We are happy to inform you that you have been voted the Employee
of the Quarter. You should feel honored to be given this recognition.
You were selected by the members of your department as being the person
who made the largest contribution in your area.

Sincerely,

The Company

4. Release the mouse button.
This process of dragging the mouse over text is how you select text. The text
that is highlighted is the text that is selected.
5. Choose "Cut" from the "Edit" menu.
Notice that the highlighted text has been removed. When Pen Pal removed the
text,it automatically reformatted the document.

                                1-17

MOVING TEXT
Next you can learn how to move text from one area of your document to another.
You will put the entire second sentence after the third sentence.

TO MOVE TEXT:
1. Position the mouse pointer at a point two spaces before the beginning of the
second sentence just before the "Y" in the word "You".
2. Drag the mouse across the entire sentence.
Remember that dragging means to press the left mouse button down and move the
mouse while dragging you release the mouse button.
3. Choose "Cut" from the "Edit" menu.
The highlighted text will be removed.
4. Click the mouse so that it is after the word "area".
5. Choose "Paste Text" from the "Paste" menu item in the "Edit" menu.
Pen Pal will insert the sentence into the document starting where you had
clicking the mouse. You can use this same procedure for moving text from one
document to another.

                                1-18

DRAWING A FILLED BOX
Next you can learn how to draw a box using the graphic object drawing features.
What you will do in this exercise is draw a tan colored box with a black border
around the main paragraph of the letter you just entered.

TO DRAW A FILLED BOX:
1. Click the mouse on the New Filled Box tool.
This tells Pen Pal that you want to create a new filled box in the document.
2. To indicate you want the box filled with the tan color,first click the mouse
on the "Box Fill" tool,and then click the mouse on the tan portion of the
"Color Selector" tool.
3. Position the mouse pointer just above and to the left of the word
"Congratulations".
Notice that the mouse pointer changes to two intersecting straight lines. This
mouse pointer is called a cross hairs pointer.
4. Press the mouse and drag it until it is at the right margin and below the
last line of the paragraph,before releasing the mouse button.
While you drag the mouse,Pen Pal will show you an outline of the box that will
be drawn. When you release the mouse,Pen Pal will draw the box,complete with
border and tan interior.

                                1-19

SAVING A DOCUMENT FOR THE FIRST TIME
When you save a document for the first time,you give it a name. Later,when you
open the document,you'll refer to it by its name.

TO SAVE A DOCUMENT FOR THE FIRST TIME:
1. Choose "Save Document" from the "Save" menu item in the "File" menu.
The "Save File" requestor is displayed so you can enter the name of the
document. The text in the upper left of the window is a name Pen Pal assigns
your document by default. The text before "Untitled" is the path where the
document will be saved.
2. Click the mouse on the data entry area and put the cursor over the "."after
the word "Untitled"and before "WTR".
If the "." is not showing,you may have to use the right arrow on the keyboard
to scroll the data until it is.

The ".WTR" is assigned to all documents to identify them as documents from
other files on a disk. Always make sure when you save a document that the
".WTR" suffix is there. Sometimes the ".WTR" will be off the data entry area
because of the length of the document name.
3. Use the BACKSPACE key to remove the word "Untitled".
4. Replace "Untitled" with "My First".
Make sure ".WTR" follows the words "My First".
5. Click in the "OK" button at the bottom of the requestor.

                                1-20

CLOSING A DOCUMENT
When you are finished working with a document,you will want to close it. After
you close a document,its window will disappear from the screen.

TO CLOSE A DOCUMENT:
1. Choose "Close Document" from the "Close" menu item in the "File" menu.

Pen Pal will remove the document from the screen as long as no changes have
been made to the document since it was last saved.

If you make changes to a document and do not save the document before closing
it,Pen Pal will ask you if you want to save the changes before it closes the
document.

                Do you wish to save changes made to
                          Untitled 1?
                Yes            No            Cancel

When you are asked if you want to save changes,you are given three choices:
"Yes","No",and "Cancel". If you click on "Cancel",the document will not be
closed. If you click on "No",the document will be closed and any changes you
have made to it since it was last saved will be discarded. If you click on
"Yes",then Pen Pal will save the document for you. Before it saves it,Pen Pal
checks to see if the document has ever been saved. If it hasn't,the "Save File"
requestor shown on the previous page is displayed giving you the opportunity to
name the document.

                                1-21

OPENING A DOCUMENT
When you want to work with a document that has been saved,it is necessary to
first open it. When a document is opened Pen Pal opens a window containing the
document you want to work with.

TO OPEN A DOCUMENT:
1. Choose "Open Document" from the "Open" menu item in the "File" menu.
Pen Pal will display the "Open File" requestor allowing you to specify which
document you want to open.
2. Double click the mouse on the line of the requestor that shows the name of
the document you wish to open.
Pen Pal will open this document and display it in its own window.

                                1-22

JUSTIFYING TEXT
In the letter you created,Pen Pal created each paragraph in left justified
format. This means that each line is displayed flush against the left margin.
Sometimes you will want different justification. In Pen Pal you can have left,
right,center,and full justification.

TO RIGHT JUSTIFY A PARAGRAPH:
1. Click the mouse on the line "Sincerely" at the bottom of the letter.
2. Choose "Align Right" from the "Text Alignment" menu item in the "Text" menu.
Pen Pal will redraw the line so that it is flush to the right margin.
3. Repeat this procedure with the last sentence in the document:"The Company".
You can justify one paragraph at a time,or multiple paragraphs that have been
selected. Although the paragraph you just aligned only had one line,you can
align multiple line paragraphs in the same way.

TO FULL JUSTIFY A PARAGRAPH:
1. Click the mouse anywhere in the main paragraph.
2. Choose "Full Justify" from the "Text Alighment" menu in the "Text" menu.
Pen Pal will redraw the paragraph so that each line is drawn flush with the
left and right margins.

QUITTING AND SAVING CHANGES
When you quit Pen Pal without saving changes made to a document,the program
will ask you if you want to save changes.

                                1-23

                        CHAPTER 2 - PREFERENCES

There are several option settings that allow you to define how Pen Pal should
operate. These option settings are called "preferences". They are called this
because they allow you to specify your preferred way for Pen Pal to do certain
things. One advantage of using Pen Pal's preferences is that they save you a
lot of time. Whenever Pen Pal needs to know how you want to do something,it
looks at the preference settings for instruction. Once you set and then save
preference settings,you do not have to set them again. Of course,if you need
to,you can reset them at any time.

Pen Pal comes with its preferences preset to default values. These default
values can be modified to suit your needs. There are five groups of Pen Pal
Preferences:Program,Document,Database,Text Print,and Graphic Print. This
section is about these preferences. It explains what they are,how you can set
them,and why you would want to set them.

                                2-1

ACCESSING PREFERENCES
You can access any of the five groups of preferences by selecting a desired
preference group from the "Preference" menu item in the "System" menu.

TO ACCESS PREFERENCES FROM THE MENU:
1. Choose one of the preference groups from the menu.
Pen Pal will display the "Preference" requestor showing the settings for the
chosen group.
You can also access a preference group directly from the "Preference"
requestor.

TO CHANGE GROUPS FROM WITHIN THE "PREFERENCE" REQUESTOR:
1. Click the mouse on the box to the left the desired preference group.
Pen Pal will display the selected preference group without leaving the
"Preference" requestor.

                                2-2

SAVING PREFERENCES
After you have defined preference settings,you must save them in order for them
to take effect. Some of the "Program" preference settings even require you to
restart Pen Pal to take effect.

TO SAVE PEN PAL PREFERENCES:
1. Click the mouse in the "Save" button at the bottom of the "Preference"
requestor.
Pen Pal will save the current settings onto disk and then remove the
"Preference" requestor from the screen.
When you set more than one group of preferences,you will save time by waiting
to save the preferences until you make all of your settings. Going from one
group to another will not cause you to lose any settings you have made. The
only way you will lose preference settings is if you press "Cancel" in the
"Preferences" requestor instead of pressing "Save". Only use "Cancel" when you
do not want to modify the settings that are currently saved.

                                2-3

PROGRAM PREFERENCES
"Program" preferences include options for how Pen Pal is to start up,what kind
of display mode is to be used,mouse speed,default print mode,and what kind of
memory is to be used for documents and databases. Each preference item is
described below.

STARTUP MODE
The "Startup Mode" defines how Pen Pal is to start when it is launched from the
Workbench. There are four options:

NEW DOCUMENT-A new untitled document window is to be opened at startup. This is
the original Pen Pal setting. If you have specified a "Setup Document" in the
"Document" preferences,the new document will be defined using the "Setup
Document".
DEFAULT DATABASE-The database designated as the default database is opened
automatically upon startup.
OPEN DOCUMENT-The "Open File" requestor is displayed upon startup showing
documents.
OPEN A DATABASE-The "Open File" rrequestor is displayed upon startup showing
databases.

                                2-4

DEFAULT PRINT MODE
This option should be set to the way you normally print documents. When you
print a document,the "Print Specification" requestor lets you choose either
"Text" or "Graphics" style printing. This preference setting is intended to
save you time by automatically setting the print mode for you in the "Print
Specification" requestor. You can always override this default,if you want to.

DISPLAY MODE
This option specifies the resolution of your display. For the fastest operation
requiring the least amount of memory,you should set this option to "Normal".
"Interlace" should only be used if you have lots of system memory and a monitor
that does not show interlace flicker. When you change this setting you must
restart Pen Pal for it to take effect.

MOUSE SPEED
This option lets you speed up the mouse even faster than you can through the
normal Workbench preferences. A setting of 2 provides a very responsive
movement. Click on the boxes on the sides of the displayed "Mouse Speed" to
change the setting. You must save the preferences for this option to take
effect.

PEN PAL BUFFERS & PERCENT TO USE
The Pen Pal buffer is an area of memory used to hold documents and databases
that are currently open. This memory has nothing to do with disk storage,so
don't get them confused.

System memory on the Amiga is divided into two types:Fast and Chip. Chip memory
is used for graphics. Fast memory can not be used for graphics. Regardless of
where the Pen Pal buffer is,Chip memory is always used for the IFF pictures in
your documents.

When Pen Pal starts up,it tries to alocate the Pen Pal buffer using these
preference settings. Pen Pal may ignore your settings if it cannot allocate the
minimum amount of memory it needs to operate. For example,if it is supposed to
use Fast memory,and there is not enough available,it will instead use Chip. You
can always see what kind of memory is in use by looking at the "Status"
requestor.

If you have an Amiga 1000,Amiga 500 and no hard drive,or an Amiga with more
than 1 megabyte of memory,the recommended setting is 50-70% Fast. For other
configurations,you may want to use 90% Fast. You must restart Pen Pal for this
setting to take effect.

                                2-5

DOCUMENT PREFERENCES
"Document" preferences consist of default path names for files used in
documents,and a setting that allows you to fine-tune the placement of graphics
on a page during "Text" printing. The path names must be valid AmigaDOS path
names. These path names consist of the name of a disk and,possibly,drawers on
the disk. For example,if you had a disk named "gh0" and a drawer on this disk
named "Pictures",and this drawer was where you wanted Pen Pal to first look for
pictures that you might import into a document,you would specify the Picture
Drawer path name as "gh0:Pictures/". Notice that a ":" character is placed
after the disk name,and "/" is placed after a drawer name.

PICTURE DRAWER
This is where Pen Pal first looks for pictures when you are importing an IFF
picture into a document. Pen Pal comes with a drawer named "Pictures" on the
"PPExtras" disk. There is also a drawer named "Pictures" created in the "Pen
Pal" drawer on your hard drive when Pen Pal is installed on your hard drive
with the HDInstall program. It is not necessary for a picture to be in the
Picture Drawer in order for it to be imported into a Pen Pal document.

DOCUMENT DRAWER
This is where Pen Pal first looks for documents when you are opening documents.
A drawer named "Documents"is on the "PPExtras" disk. It is also created on the
"Pen Pal" drawer during the running of the "HDInstall" program.

                                2-6

SETUP DOCUMENT
This is the name of a document you want to use for a setup document. A setup
document is a Pen Pal document you have created which contains document
settings you want all new documents to have when they are created. Setup
Documents are discussed later in this manual. It is not necessary to specify
anything for a setup document. If none is specified,Pen Pal will use its
standard defaults when creating new documents.

MAIN DICTIONARY
This is the name of the main dictionary used during spelling. The name of the
main dictionary supplied with Pen Pal is "Main.DIC". This dictionary is on the
"PPExtras" disk in the drawer named "Speller". When Pen Pal is installed on a
hard drive using "HDInstall",this dictionary is also placed into the "Speller"
drawer within the "Pen Pal" drawer on the hard disk.

USER DICTIONARY
This is the name of the user dictionary to be used during spelling.
An empty user dictionary comes on the Pen Pal "PPExtras" disk in the "Speller"
drawer. It is copied to the "Speller" drawer within the "Pen Pal" drawer during
hard drive installation.

COMMON DICTIONARY
This is the name of the common dictionary to be used during spelling.
"Common.DIC" is the name of the common dictionary that comes with Pen Pal. Like
the other dictionaries,this one also comes in the "Speller" drawer on the
"PPExtras" disk,and is copied to the hard drive during hard drive installation.

ADJUST GRAPHICS DURING TEXT + GRAPHICS PRINTING
This is a value that lets you fine tune the placement of graphics on a printed
page during "Text" printing. Use a negative number to move a graphic up,use a
positive number to move it down. The best way to set this value is to use the
sample document included with Pen Pal called "Adjust Graphics". Each printer is
a little different in where the print head begins printing text and graphics.
By adjusting this value,you can align the graphics and text on the printed page
to match the screen. A value of 0 works well with the HP PaintJet printer.

                                2-7

DATABASE PREFERENCES
There are two screen of database preferences. The first screen comes up when
Database Preferences is selected. The second screen is selected by clicking in
the box next to "Date Display".

RUNTIME DATABASE PREFERENCES
This group of preferences are for setting a buffer size for new data in a
database,and two path names for working with databases.

BUFFER SIZE FOR NEW DATA
When a database is opened,Pen Pal allocates enough system memory to hold the
entire database plus some extra memory for new data that might be entered. This
preference setting is the amount of extra memory in 1024 byte segments that
will be allocated. The recommended setting for this is 4(4x1024-4096 bytes). A
byte is the same as one character.

DEFAULT DATABASE DIRECTORY
This preference is intended to save you time when opening databases. It should
be set to an area where you normally store databases. Pen Pal comes with a
drawer named "Databases" on the "PPExtras" disk. The "HDInstall" program also
creates this drawer on the "Pen Pal" drawer on a hard drive.

DEFAULT STARTUP DATABASE
When Pen Pal starts up it can be instructed to automatically open a database
(See Program Preferences in this section). The name you enter here is the
database you want to have opened.

                                2-8

DATE DISPLAY PREFERENCES
When you define a database column to store dates,you can specify how dates in
that column are to be displayed on the list and reports. This group of
preferences contains the default settings for new database "Date" columns. When
you define a database,you can override these defaults as desired.

You can return to the first screen of database preferences by clicking in the
box next to "Runtime".

Year-   "YY"    dates are displayed without century.
        "19YY"  dates are displayed with century.

Month-  "MM"    short numeric month display
        "MMM"   abbreviated month display(Jan,Feb).
        "MMMM"  full text of month(January).

Format- "MDY"   month,day,year formatted dates.
        "YMD"   year,month,day formatted dates.
        "DMY"   day,month,year formatted dates.

Weekday-"No"    if the day of the week is not wanted.
        "DDD"   abbreviated text(Tue,Wed).
        "DDDD"  full text of day(Monday)

Divider Specifies the way parts of date are separated.

                                2-9

TEXT PRINT PREFERENCES
This group of preferences specifies the way a document's text is printed on a
page when printing in "Text" mode.

Pen Pal prints in true WYSIWYG(What You See Is Whay You Get)during "Graphics
Only" printing. When you print in "Text" mode,Pen Pal uses the native font of
the printer for text. This group of preferences sets the printer font used.

More information on printing can be found in "Printing Documents" section.

PRINT QUALITY
Some printers provide both draft and letter quality fonts. This option lets you
choose which one is to be used for your printout.

LINES PER INCH
This option pertains to the number of lines printed on a document within each
vertical inch. Six lines per inch is more readable and is recommended. Eight
lines per inch can be used to get more text on a page.

PITCH
This setting specifies the character width to be used and relates to the number
of characters that will fit in a horizontal inch. The 15 pitch setting will
depend upon your printer. Some printers use 15;others use 17 or some other
number. This option should only be used for rough draft printing of text.

                                2-10

GRAPHIC PRINT PREFERENCES
This group of preferences determines the way graphics in a document are
printed. This includes both graphics printed during "Text" printing as well as
graphic and Amiga fonts printed during "Graphic Only" printing. These settings
are a subset of the Workbench graphic print preferences.

ASPECT
Horizontal is the normal way of printing. Vertical prints a document sideways.
Don't use it unless your page height will fit on the page.

SHADE
Use this setting to specify whether or not documents are to be printed in
color,black & white,or shades of gray. When printing in shades of gray,you will
usually want to use "Gray Scale" rather than "Gray Scale 2". "Gray Scale 2" is
for printing pictures designed with the A2024 monitor(which supports a maxium
of 4 shades of gray).

IMAGE
Positive image is the normal way of printing when the document is the
background for type. Negative printing reverses this,similar to a photographic
negative.

                                2-11

DITHERING
Dithering refers to the way that colors are produced on the printed page. It
enables you to produce printouts with various shades while the printer only
uses four colors. Dithering only applies to color or gray scale printing.

ORDERED-Color intensities are formed using an ordered dither method. Ordered
dithering produces shades on the printer using an ordered pattern of dots.

HALFTONE-Color intensities on the printer are formed using a halftone dither
method. This technique is similar to the one used in newspapers and comic
books. It works best on high density printers(greater than 150 dots per inch).

F-S- Color intensities are formed using the Floyd-Steinberg error distribution
method. This option incurs an approximate 2:1 speed penalty when printing.
Selecting this option automatically turns off "Smoothing"(discussed below)since
they can not be used together. F-S works best on high density printers(greater
than 150 dots per inch).

SMOOTHING
When Smoothing is "On" the printer driver attempts to smooth diagonal lines.
The tradeoff is that print speed is reduced by at least half,so documents take
twice as long to print. Sometimes the effects of smoothing are desirable-other
times they are not. You should experiment with this setting "On" and "Off" to
see the difference.

COLOR CORRECT
This setting tries to better match the screen colors to the colors produced by
the printer. This option tries to match all shades of either red,green,or bue
from the scrren to the printer. Without color correction,the printer device can
print all 4096 colors displayed by the Amiga on a color printer. However,as
color correction is applied,the total number of printed colors is reduced to a
low of 3172(308 shades are lost for each color selected).

To see the effect,print a picture with solid red,green,and blue shades twice;
first with the Color Correct "On",and then with it "Off". Compare the two
pictures with the screen display.

                                2-12

DENSITY
This option selects the graphics print density. The lower the density,the
faster the print time. Densities available to you depend upon the printer
driver selected. Experiment with this setting to determine what works best for
your printer. Some printers will produce muddy colors if you use a density that
is too high.

THRESHOLD
This setting specifies how dark shades of gray are to be on the printed page. A
lower setting means lighter. This option only applies to gray scale printouts.

NOTE. Refer to the section "Printing Documents" for additional information on
printing.

                                2-13

                        CHAPTER 3 - WORKING WITH TEXT

This section is about working with text. There are many ways of working with
text. You can create,revise,delete,and move text. You can change fonts,styles,
colors,and sizes. This section discusses all of these tasks,as well as setting
margins,defining page sizes,page orientation,searching,spell checking,
formatting,saving,and opening.

EDITING
This chapter describes how to edit documents. Editing allows you to create or
make changes to text in a document. During editing you will revise,rearrange,
delete,and add text.

INSERTING TEXT
"Inserting" is a term used to describe the editing process used to add
characters to existing text in a document. For example,you may wish to insert
an extra sentence in the middle of a paragraph,insert more spaces between
column headings,or add blank lines between paragraphs.

For purposes of discussion,"text" will refer to any typed character contained
in a Pen Pal document. Numbers,letters,punctuation marks,blank lines,and spaces
will all be considered text.

SETTING THE INSERTION POINT
Text is always inserted at the insertion point. The insertion point is
displayed on the screen as a vertical bar. If you cannot see the insertion
point because it is in an area of the document not visible on the screen,you
can move the document to the area where the insertion point is by selecting "Go
to Insertion Point" from the "Search" menu.

TO SET THE INSERTION POINT:
1. Move the mouse to the area in the document where you wish to enter text.
2. Click the mouse button.
When you click the mouse past the last character in a document,Pen Pal will
automatically place it after the last entered character. Therefore you cannot
insert text at the bottom of a new page. If you want a page to be blank down to
a certain area on the page,use the RETURN key to insert blank lines to place
the insertion point where you want the text to go.

                                3-2

INSERTING CHARACTERS
Characters can be inserted anywhere in a document. When you enter characters on
the keyboard,Pen Pal inserts the characters into your document at the location
of the insertion point.

TO INSERT CHARACTERS:
1. Set the insertion point where you wish to add new text.
2. Type the characters you wish to insert.

INSERTING BLANK LINES
Blank lines may be inserted by using the RETURN key.

TO INSERT BLANK LINES:
1. Set the insertion point where you want to add blank lines.
2. Press the RETURN key for each line you want.
If you are at the end of a line when you press the first RETURN key,Pen Pal
will go to the next line. It is from that point that blank lines will be
entered.

                                3-3

SELECTING TEXT
Selecting text is a method of specifying an area in a document where you wish
to make an editing change. When you select a part of a document,you are telling
Pen Pal that the selected area is where you intend to perform some editing
function. Pen Pal lets you know you have selected text by drawing it
highlighted. You can select text made up of characters,words,lines,sentences,
paragraphs,and even the entire document.

SELECTING A BLOCK OF TEXT
You can select a block of text by dragging the mouse over the text to be
selected.

TO SELECT A BLOCK OF TEXT:
1. Position the mouse at the first of the text to be selected.
2. Press the mouse button and drag the mouse until all desired text is
selected.
As you drag the mouse,Pen Pal will highlight the selected text. If you drag the
mouse above or below the window border,the document will automatically be
scrolled for you.

TO SELECT A SINGLE WORD OR LINE QUICKLY:
1. Double click the mouse on the word to be selected.
Pen Pal looks for the first character that could not possibly be part of a word
when you double click on a word. If you triple click the mouse,the entire line
will be selected.

TO EXTEND A BLOCK OF SELECTED TEXT:
1. Hold down the SHIFT key while clicking the mouse at the end of the desired
range of text.
Pen Pal will add to any text that has already been selected. If you release the
mouse within selected text,it will deselect the text to the right of where the
mouse was clicked.

                                3-4

DELETING TEXT
Deleting is the action of removing text from a document. Characters may be
deleted one at a time,or in groups. As text is deleted,your document is
reformatted to fill in where the text used to be.

DELETING A CHARACTER
You can use the BACKSPACE key to remove characters in a right to left direction
from the insertion point.

TO DELETE A CHARACTER WITH THE BACKSPACE KEY:
1. Set the insertion point one character to the right of the text to be
deleted.
2. Press the BACKSPACE key once for each character to be deleted.

DELETING SELECTED TEXT
When you are going to delete several characters at once,it is more efficient to
first select the text to be deleted,and then delete it using one of the methods
below.

TO DELETE A SELECTED RANGE OF TEXT WITH THE BACKSPACE KEY:
1. Select the text to be deleted.
2. Press the BACKSPACE key one time.
The selected text will be deleted.

TO DELETE SELECTED TEXT USING THE "EDIT" MENU:
1. Select the text to be deleted.
2. Choose "Clear" or "Cut" from the "Edit" menu:
The difference between using "Cut" and "Clear" to delete text is that text
deleted using "Cut" can later be "Pasted" in a different place in the document
or in another document. When "Clear" is used,the text is removed and cannot be
pasted. Only use "Clear" when you know you do not want the text.

                                3-5

DELTETING A RETURN CHARACTER
RETURN characters are used to terminate paragraphs. If you want to join two
paragraphs together,you must remove the RETURN character that separates them.

TO DELETE A RETURN CHARACTER:
1. Set the insertion point at the left margin of the line that is immediately
below a paragraph.
2. Press the BACKSPACE key once.
Pen Pal will place the insertion point at the end of the preceding line.

DELETING A BLANK LINE
A blank line is a line that contains only a RETURN character.

TO DELETE A BLANK LINE WITH THE BACKSPACE KEY:
1. Set the insertion point at the left margin of the line below the blank line
you want to delete.
2. Press the BACKSPACE key once to remove the line.

                                3-6

REPLACING TEXT
A common editing technique is that of replacing text with new text. For
example,you may want to correct an error,or simply change the wording in a
sentence. One way to replace text is to first delete it and then to insert new
text. A more efficient way,however,is to select the text to be replaced,and
then type in the new text.

REPLACING TEXT WITH NEW TEXT
You can replace selected text by entering one or more characters from the
keyboard. The first character entered replaces the entire range of selected
text. Characters entered after the first one are inserted as you type.

TO REPLACE SELECTED TEXT WITH A CHARACTER FROM THE KEYBOARD:
1. Select the text to be replaced.
2. Press a character from the keyboard.

REPLACING TEXT USING THE CLIPBOARD
When you use the "Copy" or "Cut" items from the "Edit" menu,you transfer text
from the document into the program's clipboard. The clipboard is a place where
Pen Pal stores temporary text. A common editing fuction is to replace a range
of selected text with text on the clipboard.

TO REPLACE SELECTED TEXT WITH TEXT ON THE CLIPBOARD:
1. Select the text to be replaced.
2. Choose "Paste Text" from the "Paste" item in the "Edit" menu.
Whatever was on the clipboard will replace the selected text.

                                3-7

MOVING THROUGH TEXT
Usually,a document is too large to be displayed on the screen. In order to see
parts of a document not currently visible on the screen,it is necessary to move
the document through its window.

SCROLLING TEXT
The usual way of moving through a document is to use the scroll bars. Scrolling
will allow you to move a document up,down,or sideways within the document
window.

TO SCROLL TEXT IN SMALL INCREMENTS:
1. Click the mouse on the arrow that points in the direction you want to move
in the document.
For example,use the down arrow to move in the direction of the bottom of the
document. If you continue to hold the down arrow,you will eventually scroll the
document to its end.

TO SCROLL TEXT IN LARGER INCREMENTS:
1. Click the mouse on the scroll bar shaft above or below the scroll bar's
elevator that is inside the shaft.
For example,if you click the mouse below the scroll box,you will move in a
downward direction.

MOVING TO A SPECIFIC PAGE
In the scroll elevator of the vertical scroll bar is the current page number.
You can move to any page in the document by dragging that elevator upward or
downward until the desired page number appears in the elevator.

TO USE THE SCROLL BOX TO MOVE TO A SPECIFIC PAGE:
1. Press the mouse on the vertical scroll box and drag it until the desired
page number appears.
It is not necessary to release the mouse button in order for the page number to
change. It will change automatically as the scroll box is moved to a different
page's position in the scroll bar shaft.

                                        3-8

COPYING TEXT
Pen Pal's "Cut & Paste" feature enables you to make a copy of a section of text
in one location and place that copy in another. The from and to locations can
be in the same document or in different documents.

TO COPY TEXT FROM ONE LOCATION TO ANOTHER:
1. Select the text to be copied.
Pen Pal is an exciting product that stands out from all other word processors
on the Amiga. Our choice is clearly
2. Choose "Copy" from the "Edit" menu.
The selected text will be copied from the document and placed on the clipbard.
Since "Copy" was chosen the selected text will not be removed from the document
as it would have been if "Cut" was chosen.
3. Set the insertion point(click the mouse)where the text is to be copied.
This location can be in the same document or a different one.
Pen Pal is an exciting product that stands out from all other word processors
on the Amiga. Our choice is clearly|
4. Choose the "Paste Text" sub-menu item from the "Paste" menu item in the
"Edit" menu.
Pen Pal is an exciting product that stands out from all other word processors
on the Amiga. Our choice is clearly Pen Pal|
The text on the clipboard will be inserted where the insertion point was set.

                                3-9

MOVING TEXT
Pen Pal's "Cut & Paste" feature enables you to move sections of text from one
location to another. The from and to locations can be in the same document or
in different documents.

TO MOVE TEXT FROM ONE LOCATION TO ANOTHER:
1. Select the text to be moved.
With Pen Pal you can mix text,graphics,pictures,and data in ways no other Amiga
word processor can doWith Pen Pal you can mix text,graphics,pictures,and data in ways no other Amiga
word processor can do. Pen Pal combines word processing,database management,
form fill-in,object drawing,and simple page layout into one easy-to-use
program.
2. Choose "Cut" from the "Edit" menu.
The selected text will be removed from the document and placed in the program's
temporary storage area called the clipboard. When the text is removed,Pen Pal
automatically reformats the paragraph where the text was.
3. Set the insertion point(click the mouse)where the text is to be moved.
Pen Pal combines word processing,database management,
form fill-in,object drawing,and simple page layout into one easy-to-use
program.  |
This location can either be in the same document where the text was "Cut",or in
a different document.
4. Choose the "Paste Text" sub-menu item from the "Paste" menu item in the
"Edit" menu.
Pen Pal combines word processing,database management,form fill-in,
object drawing,and simple page layout into one easy-to-use
program.  With Pen Pal you can mix text,graphics,pictures,and data in ways no other Amiga
word processor can do.  |
The text on the clipboard will be inserted where the insertion point was set.

                                3-10

SEARCH AND REPLACE
Pen Pal's "Search and Replace" feature allows you to search for text and
optionally replace it with something else. Typically you will use this feature
to find specific words,phrases,or numbers.

SEARCHING FOR SPECIFIC TEXT
The "Search" feature can be used independently of the "Replace" feature when
all you want to do is find text in a document.

TO FIND SPECIFIC TEXT:
1. Set the insertion point in the paragraph where you want the search to begin.
2. Choose "Search/Replace" from the "Search" menu.
Pen Pal will display the "Search and Replace" requestor,allowing you enter the
text to be searched for.
3. Enter the text to searched for.
4. Click the mouse in the "OK" button at the bottom of the requestor.
Pen Pal will begin to search for the specified text starting at the insertion
point. As soon it locates the text it selects it.
After locating text using the above search method,you can instruct Pen Pal to
find the next occurrence of the text.

TO FIND THE NEXT OCCURRENCE OF LOCATED TEXT:
1. Choose Search Next from the "Search" menu.
You can repeat this process as many times as you want.

                                3-11

SEARCHING AND REPLACING TEXT
Many times you may want to locate text and replace it with different text. For
example,you may want to search for all occurrences of "Pen Pal" and change them
to "Softwood Pen Pal".

TO SEARCH FOR TEXT AND REPLACE IT WITH SOMETHING ELSE:
1. Set the insertion point where the search is to begin.
2. Choose "Search/Replace" from the "Search" menu.
Pen Pal will display the "Search and Replace" requestor.
3. Enter text to be searched for.
4. Enter the replacement text.
5. Click the mouse in "OK" button.
After searching and replacing text using the above method,you can instruct the
program to find the next occurrence of the text and replace it also.

TO SEARCH AND REPLACE NEXT:
1. Choose "Search and Replace Next" from the "Search" menu.
You can repeat this process as many times as needed.

                                3-12

SEARCH AND REPLACE ALL
When you want to search for all occurrences of text and replace them with
something else,use the "Search and Replace All" feature.

TO SEARCH AND REPLACE ALL OCCURRENCES OF SPECIFIC TEXT:
1. Set the insertion point where you want the search to begin.
2. Choose "Search/Replace" from the "Search" menu.
Pen Pal will display the "Search and Replace" requestor.
3. Enter text to be searched for.
4. Enter the replacement text. Do NOT press RETURN.
5. Click the mouse in the "Save" button.
Pen Pal will remove the requestor from the screen.
6. Choose "Search and Replace All" from the "Search" menu.
Pen Pal will now search for all occurrences of the specified text and replace
them with the replacement text you specified.

                                3-13

STYLING TEXT
Text can be drawn in several different sizes,typefaces,colors,and style
attributes. WPen Pal is an exciting product that stands out from all other word processors
on the Amiga. When you begin a new document,Pen Pal sets the type to a default of
Topaz 11 in black. You can change to another typeface as you type,and even
later after text has already been entered.
The options in the "Text","Size",and "Font" menus can be used singly or
together in any combination to create a variety of effects. For instance,a word
in the Sapphire 12 font can be bolded,underlines,and drawn in red. As you
choose items from these menus,Pen Pal places check marks next to the menu items
so you can see what is currently chosen.

CHANGING THE STYLE OF TEXT
The different styles in which you can draw text are bold,italics,underline,
plain,and color. You can change the style of existing text,or set style
attributes for new text to be entered.

TO CHANGE THE STYLE OF TEXT:
1. If you are changing the style of existing text,select the text whose style
is to be changed. If you are setting the style for new text,set the insertion
point where the new text is to go.
Pen Pal is an exciting product that stands out from all other word processors
on the Amiga.
2. Choose the desired style attributes from the "Text" menu.
Pen Pal is an exciting product that stands out from all other word processors
on the Amiga.
If text was selected,Pen Pal will draw the text in the new style.
If text was not selected,the style will be set for new text you enter at the
current insertion point. If you click the mouse somewhere else in the
document,your style selection may be reset. So always set the insertion point
before you choose a style option.

                                        3-14

REMOVING STYLE ATTRIBUTES
When a style attribute is active,a check mark is displayed next to its
description in the "Text" menu. Style attributes can be removed from either
selected text,or from new text that is to be entered.

TO REMOVE A STYLE ATTRIBUTE
1. If you are removing a style attribute of existing text,select the text to be
affected. If you are removing a style attribute for new text,set the insertion
point where the new text is to go.
Pen Pal is an exciting product that stands out from all other word processors
on the Amiga.
2. Find the style attribute you wish to remove in the "Text" menu.
You should see a check mark next to the attribute you wish to remove. If you do
not see a check mark,this means that the attribute is not set. If you have text
that is selected,the missing check mark means that some of the text in the
selected range does not have the attribute set. You can only remove a style
attribute when all text in the selected range has the attribute set.
3. Choose the checked style attribute you want to remove from the text.
Pen Pal is an exciting product that stands out from all other word processors
on the Amiga.
Pen Pal will redraw the text with the attribute removed. The text is left
selected.

TO REMOVE ALL STYLE ATTRIBUTES FROM SELECTED TEXT:
1. Either select the text from which you want to remove style attributes,or set
the insertion point where new text without any style attribute is to be
entered.
2. Choose "Plain Text" from the "Text" menu.

                                3-15

SUBSCRIPTING AND SUPERSCRIPTING
Text that is drawn higher on the line than regular text is called
superscripted. Text drawn lower on a line than regular text is called
subscripted. Superscripted and subscripted text are both possible in Pen Pal.
You can superscript or subscript existing text,or set the superscript or
subscript attributes for new text to be entered.

TO SUPERSCRIPT OR SUBSCRIPT TEXT:
1. Select the text that is to be superscripted or subscripted,or set the
insertion point where new superscripted or subscripted text is to be entered.
Pen Pal is an exciting product that stands out from all other word processors
on the Amiga. Out choice is clearly
2. Choose either "Subscript" or "Superscript" from the "Text" menu.
Pen Pal is an exciting product that stands out from all other word processors
on the Amiga.
Pen Pal will redraw any selected text with the selected attribute.

TO REMOVE THE SUPERSCRIPT OR SUBSCRIPT ATTRIBUTE:
1. Select the text that is to be changed,or set the insertion point where new
text is to be entered without the superscript or subscript outline.
2. Look at the "Text" menu.
You should see a check mark next to the attribute you want to remove.
3. Choose the attribute to be removed from the "Text" menu.
If text was selected,Pen Pal will redraw the text.

                                3-16

SETTING FONTS
The word font refers both to the name and size of type. For example,Topaz 8,
Topaz 11,and Diamond 12 are all different fonts. It is possible to change the
font of selected text,or to set a font for new text to be entered.
Fonts are set by selecting the appropriate menu item from the "Size" menu or
one of the "Font" menus. The "Size" menu shows all available fonts in order by
size. The "Font" menus show fonts in alphabetical order.

TO SET A TYPEFACE:
1. If you are changing the typeface of existing text,select the text to be
changed. If you are setting a typeface for new text to be entered,set the
insertion point where the text is to be entered.
Pen Pal is an exciting product that stands out from all other word processors
on the Amiga. Our choice is clearly
2. Choose the desired typeface from either the "Size" or the "Font" menus.
If text was selected,that text will be redrawn in the new typeface.
Pen Pal is an exciting product that stands out from all other word processors
on the Amiga.

                                3-17

FORMATING
When Pen Pal,you have many features that enable you to format the way a
document looks. The term "format" here refers to the general arrangement of
text as defined by margins,tabs,line spacing,and text alignment.
A new Pen Pal document begins with default format settings. If you have
specified a "Setup" document(See Document Preferences),its format settings are
used for each new document.
Format settings can be changed as desired. When a document is saved to disk,all
of its format settings are saved with it.

PAGE SETUP
When you begin a new document,you may need to alter its page setup parameters.
These parameters include the page orientation,page type,first page#,and print
gutter. Each of these is described below. These parameters are set in the "Page
Setup" requestor.

TO ACCESS THE "PAGE SETUP" requestor:
1. Choose "Page Setup" from the "Process" menu.
Pen Pal will display the requestor showing the current settings for the
document.

                                3-18

PAGE ORIENTATION
This manual was created using left and right sided pages. The page you are
reading is a right sided page--its text is to the right of the binding. Pen Pal
can create both left and right sided pages,and maintains separate headers and
footers for each side. This is useful when printing something that is to be
later bound and printed on both sides of a page. Unless your document is to be
bound AND printed on both sides of a page,you may as well use "Single Sided
Right Facing" orientation.

FIRST PAGE#
The First Page # is the beginning balue Pen Pal uses for creating automatic
page numbers. This is useful when splitting a long document such as a manual
into several smaller documents. For example,if a document contains pages 5
through 9 of a 14 page chapter,you would specify a First Page # of 5.

PRINT GUTTER
The Print Gutter is the space that is to be added to the left margin of right
sided pages when a document is printed. This will only occur when a document's
page width is less than 8 inches. The purpose for the Print Gutter is to allow
extra space for documents that are to be bound,like this manual. This feature
is only available on right sided pages with a page width less than eight
inches.

PAGE TYPE
Pen Pal supports four pre-defined standard page types:US Letter,US
Legal,European,and International. It also supports a custom page type in which
the width and height of the page are user defined. Custom page types are
normally used when defining forms or labels,but can be used for any document
with a non-standard size.

TO SET CUSTOM PAGE DIMENSIONS:
1. Click on the "Custom" option under "Page Type".
2. Click on the "-" and "+" buttons of the "Custom Width" and "Custom Height"
to set the dimensions for the custom page.
When you release the mouse,the width and height values will be converted to
inches and displayed on the line just above the "Custom Width" line.

                                3-19

CHANGING LEFT AND RIGHT MARGINS
The left and right margins define the distance text will appear from the left
and right sides of a page. By default,Pen Pal initializes a new document with a
left margin of 1 inch,and a right margin of 7.5 inches. This gives a 6.5 inch
area for text within a normal 8 1/2 by 11 page.

TO CHANGE THE LEFT OR RIGHT MARGIN:
1. To change the margin of only one paragraph,click the mouse in the paragraph
to be changed. To change the margin of multiple paragraphs at once,select the
desired paragraphs by dragging the mouse through them.
2. Position the mouse on the desired margin selector.
When positioned properly,the mouse pointer will indicate that you are over the
margin selector. For left margins:if you are working with a right-sided
page,the mouse pointer will read "Inside Margin";otherwise it will read
"Outside Margin". For right margins:if you are working with a right-sided
page,the mouse pointer will read "Outside Margin";on left-sided pages,it will
read "Inside Margin".
3. Press the mouse and drag the edge of the margin selector horizontally within
the format bar.
As you move the selector,Pen Pal will display a vertical line through the
document showing you where the margin is.
4. Release the mouse when the margin is where you want it.
Pen Pal will reset the margin and redraw the text using the new setting.

                                3-20

SETTING PARAGRAPH INDENT
The paragraph indent is the distance the first word of the first line of a
paragraph is to be indented from the left margin. Unless you have a "Setup
Document",Pen Pal will begin a new document by setting the paragraph indent the
same as the left margin.

TO CHANGE THE PARAGRAPH INDENT:
1. To change the paragraph indent of only one paragraph,click the mouse in the
paragraph to be changed. To change the paragraph indent of multiple paragraphs
at once,select the desired paragraphs by dragging the mouse through them.
2. Position the mouse on the paragraph indent selector.
When positioned properly,the mouse pointer will read "Indent Para".
3. Press the mouse and drag the paragraph indent selector horizontally within
the format bar.
Move the selector to the left to decrease the margin,or to the right to
increase it. As you move the selector,you will see a vertical line drawn
through the document window showing where the indent is.
4. Release the mouse when the paragraph indent is where you want it to be.
Pen Pal will redraw the paragraph using the new setting.

                                3-21

USING TAB STOPS
Tab stops are used for creating lists,outlines,tables,and other elements that
must be aligned on a boundary. There are four types of tab stops in Pen Pal;
each with its own unique icon to identify it:
Left Tab-Text is aligned "left justified" using the tab stop as a left margin.
Right Tab-Text is aligned "right justified" using the tab stop as a right
margin.
Center Tab-Text is centered using the tab stop as the midpoint.
Decimal Tab-This tab is mostly used for numbers that are to be aligned in a
column. Characters to the left of a decimal point are inserted to the left of
the tab stop. Characters to the right of a decimal point are inserted to the
right of the tab stop. A decimal point is aligned on the tab stop.
When a new tab stop is set,it is set as a left tab. When you want to set a
right,center,or decimal tab,first set the tab as a left tab,and then change the
tab to the desired type.

SETTING A TAB STOP
Tab stops are set by clicking the mouse in the Format Bar. A tab stop is set in
the precise position where the mouse is clicked.

TO SET A TAB STOP:
1. If setting a tab stop for a single paragraph,set the insertion point(click
the mouse)in that paragraph(if not already set). If setting a tab stop for
multiple paragraphs,drag the mouse through the desired paragraphs.
2. Position the mouse in the Format Bar where the tab is to be set.
When positioned properly within the Format Bar,the mouse pointer will read "Set
Tab".
3. Click the mouse to set the tab.

                                3-22

CHANGING A TAB STOP'S TYPE
When a tab stop is first created,it is always created as a left tab. It is easy
to change the tab type as needed.

TO CHANGE THE TYPE OF A TAB STOP:
1. If changing a tab stop for a single paragraph,set the insertion point(click
the mouse)in that paragraph(if not already set). If changing a tab stop that is
in multiple paragraphs,drag the mouse through the desired paragraphs.
2. Position the mouse over the tab stop to be changed.
The mouse pointer should read "Reset Tab".
3. Click the mouse on the tab stop.
Pen Pal will display the "Tab Type" requestor. There will be an asterisk in the
box next to the description of the tab's current type.
4. Click the mouse on the box next to the type of tab you want.
5. Click the mouse on the OK button.
Pen Pal will redraw the text using the new tab stop setting.

                                3-23

MOVING A TAB STOP
Once a tab stop is set,it can be moved to a different location at any time. Tab
stops are moved by sliding their icons horizontally within the Format Bar.

TO MOVE A TAB STOP:
1. If moving a tab for one paragraph,set the insertion point within the
paragraph(if not already set). If moving a tab for more than one paragraph,drag
the mouse through the necessary paragraphs.
2. Position the mouse over the icon of the tab stop to be moved.
The mouse pointer should read "Reset Tab".
3. Press the mouse on the icon and drag it to the left or right to the desired
location.
As you drag the tab stop icon,you will see a vertical line drawn through the
document window showing you where the tab stop has been moved.
4. Release the mouse button when the icon is where you want the tab stop to be.
If you release the mouse without moving the tab icon,the "Tab Type"requestor
will be displayed. Simply click the mouse in the "Cancel" button if this
happens.

                                3-24

DELETING A TAB STOP
Once a tab stop is set it,can be removed at any time.

TO REMOVE A TAB STOP:
1. If removing a tab stop for one paragraph,set the insertion point within the
paragraph(if not already there). If moving a tab stop for more than one
paragraph,drag the mouse through the necessary paragraphs.
2. Position the mouse over the icon of the tab stop to be removed.
The mouse pointer should read "Reset Tab".
3. Press the mouse on the icon and drag the mouse down about half an inch below
the Format Bar.
When the mouse has been dragged far enough to remove the tab stop it will read
"Remove Tab".
4. Release the mouse button when the tab stop reads "Remove Tab".
Pen Pal will redraw the text with the tab stop removed.

                                3-25

ALIGNING TEXT
Pen Pal lets you align text in paragraphs in four ways:
Left Justified-Text is aligned evenly with the left margin. The right side of
lines may appear uneven.
Right Justified-Text is aligned evenly with the right margin. The left side of
lines may appear uneven.
Centered-Text is aligned between the left and right margins. Both sides of
lines may appear uneven.
Full Justified-Text is aligned evenly on both the left and right margins by
adding space between words.

TO ALIGN TEXT:
1. If you are aligning text for one paragraph,set the insertion point in the
paragraph(if not already there). If aligning text for multiple paragraphs,drag
the mouse through the paragraphs to be aligned.
2. Choose the desired option from the "Text Alignment" menu item in the "Text"
menu.
Pen Pal will redraw the text using the new setting.

Pen Pal combines word processing,       Pen Pal combines word processing,
database management,forms                       database management,forms
fill-in,object drawing,and                   fill-in, object drawing, and
simple page layout into one                   simple page layout into one
easy-to-use program.                                 easy-to-use program.
    Left Justified                              Right Justified

Pen Pal combines word processing,       Pen Pal combines word processing,
    database management,forms           database    management,     forms
  fill-in, object drawing, and          fill-in,  object drawing,     and
  simple page layout into one           simple  page  layout   into   one
     easy-to-use program.               easy-to-use program.
         Centered                                Fully Justified

                                3-26

LINE SPACING
When text is entered into a document,the space between lines depends mostly on
the size of the font being used. Large fonts must have larger areas between
lines to allow room for letters with descenders such as lower case "y","j","p",
and "q". This normal line spacing results in "Single Spaced" lines. You can
override this spacing by specifying either "Double" or "One and a Half
Spacing".

SETTING LINE SPACING
Unless there is a default setup document defined in document preferences when a
new document is initialized,Pen Pal sets the line spacing to be single spaced.
You can reset this line spacing for either new text or text that has already
been entered.

TO SET LINE SPACING:
1. If you are setting the line spacing for a single paragraph,set the insertion
point in that paragraph. If you are setting the line spacing for multiple
paragraphs,select the desired paragraphs with the mouse.
2. Choose the desired option from the "Line Spacing" menu item in the "Text"
menu.
Pen Pal will redraw the document using the new line spacing setting.

NOTE:Use only single or double line spacing when you are going to print a
document in Text mode. 1 1/2 spacing will only work when printing in Graphic
mode.

                                3-27

USING HEADERS AND FOOTERS
Top and bottom margins are defined by creating headers and footers. You can put
anything in a header or footer that you put in the body of a document. Normally
you will use headers and footers for chapter titles,column headings,return
address,and logos. Pictures can be placed in headers and footers too. The only
limitation with pictures in headers and footers is that you can not wrap text
around a picture in a header or footer.

There is a separate header and footer for right and left sided pages. If you
are working with double sided pages,you may want to adjust the headers and
footers on both a left and a right page.

Headers and footers are separated from the body of a document by the Header and
Footer Margin Selectors. It is not possible to overflow text from the header
into the body,or from the body into a footer. Each area is maintained apart
from the other by the program.

SETTING THE HEADER MARGIN
The Header Margin is set by positioning the Header Margin Selector at the
desired position.

TO SET THE HEADER MARGIN SELECTOR:
1. Position the mouse pointer on the edge of the Header Margin Selector.
When positioned properly,the mouse pointer will change appearance and have text
reading "Header Margin" attached to it.
2. When the mouse pointer reads "Header Margin",press the mouse and drag the
selector vertically in the Margin Bar to the desired position.
As you drag the selector,a horizontal line will be drawn on the document window
showing where the header margin is.
3. Release the mouse button.
Pen Pal will reformat and then redraw the document with the new header margin
setting. If you have a long document,it may take a few seconds to reformat.

                                3-28

SETTING THE FOOTER MARGIN
The Footer Margin is set by positioning the Footer Margin Selector at the
desired position. The Footer Margin Selector may be found toward the bottom of
a page. You may have to scroll the document downward to access it.

TO SET THE FOOTER MARGIN SELECTOR:
1. Position the mouse pointer on the edge of the Footer Margin Selector.
When positioned properly,the mouse pointer will change appearance and have text
reading "Footer Margin" attached to it.
2. When the mouse pointer reads "Footer Margin",press the mouse and drag the
selector vertically in the Margin Bar to the desired position.
As you drag the selector,a horizontal line will be drawn on the document window
showing where the footer margin is.
3. Release the mouse button.
Pen Pal will reformat and then redraw the document with the new footer margin
setting. If you have a long document,it may take a few seconds to reformat.

ENTERING TEXT IN A HEADER OR FOOTER
Text is entered into a header or footer just as it is for the body of a
document.

TO ENTER TEXT IN A HEADER OR FOOTER:
1. Set the insertion point(click the mouse)in the header or footer area.
2. Enter your text.
If you try to enter more text in a header or footer than will fit,Pen Pal will
blink the screen and ignore the text. If you need more room for text,increase
the size of the margin.

                                3-29

AUTOMATIC PAGE NUMBER AND DATE
Pen Pal will automatically place the current page number or current date in
your document. All you have to do is tell it where the page number or date is
to go.

DEFINING AUTOMATIC PAGE NUMBER
You can place the automatic page number anywhere you want in your document.
Usually it will be placed in either a header or footer.

TO DEFINE AN AUTOMATIC PAGE NUMBER:
1. Set the insertion point in the area of the document where you want the
automatic page number to go.
2. Choose "Insert Page #" from the "Edit" menu.

DEFINING AUTOMATIC DATE
You can place the automatic date anywhere in a document.

TO DEFINE AN AUTOMATIC DATE:
1. Set the insertion point in the area of the document where you want the date
inserted.
2. Choose "Insert Date" from the "Edit" menu.
Pen Pal formats the date according to the Database Preference Date Display
preference setting.

REMOVING PAGE NUMBER OR DATE
The automatic page number and date are treated in a special way by Pen Pal. It
is not possible to directly modify their contents as you do with other text.
You may,however,remove them from the document.

TO REMOVE AN AUTOMATIC PAGE OR DATE:
1. Set the insertion point immediately after the page number or date to be
removed.
2. Press the BACKSPACE key.

                                3-30

FORCED PAGE BREAKS
If you are inserting the page break outside of a body of text,it is best to set
the insertion point on the left margin of a blank line. If you are inserting
the page break within the body of text(for example,within a paragraph),it is
best to set the insertion point at the end of the line,after the last
character.

TO INSERT A FORCED PAGE BREAK:
1. Set the insertion point where you wish the page to break.
2. Choose "New Page" from the "Edit" menu.

TO REMOVE A FORCED PAGE BREAK:
1. Click the mouse in the blank area at the bottom of the page that contains
the forced page break.
The program will highlight the blank area indicating the forced page break has
been selected.
2. Press the BACKSPACE key.
The forced page break will be removed.

                                3-31

MANAGING DOCUMENT FILES
This chapter is about ways document files are managed using the computer's disk
storage and includes discussions on opening,closing,saving,renaming,and
deleting documents. Also in this chapter is information on importing and
exporting ASCII documents.

OPENING A NEW DOCUMENT
In order to work on a document,it must first be opened. You can either open a
new document that has never existed before,or you can open a document that has
already been created and saved to disk.

TO OPEN A NEW DOCUMENT:
1. Choose "New Document" from the "New" menu item in the "File" menu.
Pen Pal will open a window for the new document and give it an "Untitled"
title. If you have specified a setup document in the document preferences,Pen
Pal will use that document's formatting information for the new document.

                                3-32

OPENING AN EXISTING DOCUMENT
An existing document is one that has already been created and saved to the
computer's disk.

TO OPEN AN EXISTING DOCUMENT:
1. Choose "Open Document" from the "Open" menu item in the "File" menu.
Pen Pal will display the "Open File" requestor in so that you can specify which
document you want to open.
2. Locate the document to be opened using the facilities of the file requestor.
Use the "Parent Selector" to list documents in a desired area by clicking
anywhere within its text. Use the "Device Selectors" to list documents on a
particular device's root directory. When the list contains a "<Dir>" entry,
double click on that entry to show any documents contained within that
directory.
3. Double click the mouse on the name of the document you want to open.
Pen Pal will open the document by reading it from disk and displaying it in its
own window.

                                3-33

IMPORTING AN ASCII DOCUMENT
Documents created in other word processors can be imported into Pen Pal as long
as they have been saved in ASCII format.

TO OPEN AN ASCII FILE AS A DOCUMENT:
1. Choose "Open Document" from the menu.
2. Click the mouse in the "Show all" box.
This will list all files instead of just documents.
3. Click the mouse in the ASCII Format Selector.
The file to be opened is now assumed to be in ASCII format.
4. Locate the ASCII file to be opened.

        Treat each new line as a new paragraph?
        NO                                  YES

Pen Pal gives you the option to try and maintain paragraphs from the original
document.
6. Click "Yes" to have Pen Pal put a RETURN character after each new line found
in the ASCII file. Click "No" to try and maintain paragraphs.

                                3-34

SAVING A DOCUMENT
When a document is saved,it is written to the computer's disk

TO SAVE A DOCUMENT FOR THE FIRST TIME:
1. Choose "Save Document" from the menu.
Pen Pal will display the "Save File" requestor.
2. If the disk area showing on the requestor is not where you want to save the
new document,use the Device Selectors,the Parent Selector,or double click on
"<Dir>" entries to locate the area where the document is to be saved.
3. Change the name in the data entry area to the name you want for the new
document. Leave all characters that are to the left of the name as they are.
For example,"Extras:Documents/Untitled.WTR" might be changed to
"Extras:Documents/Letter.WTR". Text in front of "Letter.WTR" indicates where
the document is to be stored.
4. Click the mouse in the "OK" button to save the document.

TO SAVE AN EXISTING DOCUMENT:
1. Choose "Save Document" from the "File" menu.
The document will be saved to disk,replacing the older version of the same
document.

                                3-35

COPYING A DOCUMENT
A document can be copies from within Pen Pal using the "Save As" feature. When
a document is copied in this manner,the original document remains intact,and a
duplicate is saved to disk.

TO COPY A DOCUMENT USING "SAVE AS":
1. Open the document to be copied,if it is not already open.
You can only use "Save As" on an opened document.
2. Choose "Save As" from the menu.
Pen Pal will display the "Save File" requestor so you can name the copy and
indicate where it is to be stored. Refer to the previous description of saving
a document for more details.
1. Locate the area to which the document is to be copied to.
2. Enter the name to be used for the document.
3. Click the mouse in the "OK" button.
Pen Pal will make a copy of the document and store it on the area of disk you
specified. It then assumes you will be working with the copied document,and
changes the title in the title bar. If you make any more changes before closing
the document,those changes will be made to the copy of the document rather than
the original.

                                3-36

EXPORTING AN ASCII DOCUMENT
Documents can be exported from Pen Pal and later imported into another program
such as a dedicated desktop publishing program. This is done by saving a Pen
Pal document in ASCII format. Of course the program you are importing the
document to must be able to read an ASCII document.

TO SAVE A DOCUMENT AS AN ASCII FILE:
1. Open the document to be converted to ASCII,if it is not already open.
2. Choose "Save" from the "File" menu.
Pen Pal will display the "Save File" requestor.
3. Use the requestor to locate the area the ASCII file is to be saved to,and to
give the ASCII file its own name.
4. Click the mouse in the "ASCII" format box.
5. Click the mouse on "OK".
Pen Pal will create a new file on disk containing only the ASCII characters of
the document.

                                3-37

RENAMING A DOCUMENT
You can rename a document using Pen Pal's file requestor. When a document is
renamed,it is not copied. Once a document is renamed,it may only be accessed by
its new name.

TO CHANGE THE NAME OF A DOCUMENT:
1. Open the document to be renamed,if it is not already open.
2. Choose "Rename" from the "File" menu.
Pen Pal will display the "Rename File" requestor. In the requestor's data entry
area and at the bottom of the requestor will be the current name of the
document.
3. Change the name in the data entry area to the new name.
4. Click the mouse in the "OK" button.

                                3-38

DELETING A DOCUMENT
You can delete from Pen Pal a document that you no longer want. In order for a
document to be deleted,it must first be opened. When a document is deleted,it
is permanently removed from the disk.

TO DELETE A DOCUMENT FROM THE DISK:
1. Choose "Delete" from the "File" menu.
Pen Pal will display a requestor asking if you are sure you want to delete the
document.

        Are you sure you want
        to delete this Document?

        YES                  NO

2. Click on "Yes" if you really want to delete the document;click on "No" if
you changed your mind and do not want to delete it.
If you click on "Yes",Pen Pal will delete the document and remove its window
from the screen.

                                3-39

CLOSING A DOCUMENT
When you are finished working with a document,you will want to close it. After
you close a document,its window will disappear from the screen.

TO CLOSE A DOCUMENT:
1. Choose "Close Document" from the "Close" menu item in the "File" menu.
Pen Pal will remove the document from the screen as long as no changes have
been made to the document since it was last saved.

If you make changes to a document and do not save the document before closing
it,Pen Pal will ask you if you want to save the changes before it closes the
document.

        Do you wish to save changes made to
                    Untitled 1?
        YES             NO        CANCEL

When you are asked if you want to save changes,you are given three choices:
"Yes" "No",and "Cancel". If you click on "Cancel",the document will not be
closed. If you click on "No",the document will be closed and any changes you
have made to it since it was last saved will be discarded. If you click on
"Yes",Pen Pal will save the document for you. Before it saves it,Pen Pal checks
to see if the document has ever been saved. If it hasn't,the "Save File"
requestor is displayed giving you the opportunity to name the document.

                                3-40

                        THIS PAGE IS BLANK

                                3-41

SPELL CHECKING
Pen Pal has a spelling checker to help you create accurate text. During spell
checking words in your document are looked up in one of Pen Pal's dictionaries.
Pen Pal comes with a main dictionary that contains over 100,000 words. It also
comes with a smaller dictionary containing the 1,500 most commonly used words
in the English language. In addition to these dictionaries,you can also create
your own "User" dictionary. This chapter is about how to spell check a
document. It also discusses how to create and maintain user dictionaries.

                                3-42

SETTING UP A USER DICTIONARY
Pen Pal comes with a pre-defined,empty User Dictionary named "User.DIC". This
dictionary can be found in the "Speller" drawer. You can use this dictionary,or
you can create your own.

TO CREATE A NEW USER DICTIONARY:
1. Choose "New User Dictionary" from the "Process" menu.
Pen Pal will respond by display a file requestor in which you can enter the
name to be used for the new dictionary and specify where the new dictionary is
to be created.
2. Use the device selectors,parent selector,and "<Dir>" entries in the list to
locate the area on disk where the dictionary is to be created.
3. Enter the name to be used for the dictionary and click the mouse in the
"OK" button at the bottom of the requestor.
Pen Pal will initialize the new dictionary and save it on disk.
4. Access the Document Preferences and enter the full path name of the User
Dictionary in the area provided:
        User Dictionary..
5. Click on the "Save" button to save the preferences.

                                3-43

CHECKING FOR SPELLING ERRORS
You can check for spelling errors in either one paragraph at a time,the entire
document,or in the current paragraph through the end of the document.

TO BEGIN THE SPELL CHECK:
1. Choose either "Spell Check Paragraph" or "Spell Check Document" from the
menu.
If you choose "Spell Document",Pen Pal will display a requestor that asks if
you want to begin the spell check at the first of the document.

        Begin spell check at first of document?
        YES                                  NO

If you respond by clicking on the "Yes" button,the spell check will begin at
the first paragraph. If you click "No",the spell check will begin at the
current paragraph.

Before beginning the spell check,Pen Pal attempts to access all dictionaries
defined in the Document Preferences. If it fails to find a dictionary,it
displays an error requestor showing the name of the dictionary it could not
find.

        Main dictionary not found. Name in Preference is:
                gh5:Dictionary/Main2.DIC

        SELECT        RETRY      IGNORE     CANCEL

At this requestor you have four choices. If you click on "Select",Pen Pal will
display a file selector so that you can locate the dictionary to be used. If
you click on "Retry",Pen Pal will look for the dictionary again. If you click
on "Ignore",the dictionary will not be accessed during the spell check.
Finally,if you click on "Cancel",the spell check will terminate. You will only
get this requestor if Pen Pal cannot find a dictionary that has been defined in
the "Document Preferences".

                                3-44

Next,Pen Pal begins to check the spelling of words. If all words looked for are
found in Pen Pal's dictionaries,Pen Pal will display a requestor indicating
that the spell check is finished.

        Spell check is finished.
                  OK

Words are checked by comparing them against them against the words in the Pen
Pal dictionaries. If all three dictionaries are active,the word is first looked
for in the Common Dictionary. If it is not found there,it is looked for in the
User Dictionary. If it is not found there,it is looked for in the Main
Dictionary. If the word is not in any of the dictionaries,Pen Pal displays the
"Spell Check" requestor showing the word that was not found.

                                3-45

CORRECTING SPELL ERRORS
When the "Spell Check" requestor is displayed,the document screen is reduced in
size so that words can be shown in their context in the document.

Words not found in the Pen Pal dictionaries are highlighted in the document and
placed in the requestor's data entry area. The word list will begin with the
closest alphabetical match of the word with the words in a Pen Pal dictionary.
When this occurs you can do several things:
Change the spelling of the word using the keyboard.
Ask Pen Pal for a list of suggested words.
Add the word to your dictionary.
Ignore the word and continue with the spell check.
Change the spelling of the word by using a word from the word list.

                                3-46

TO CHANGE THE SPELLING USING THE KEYBOARD:
1. Ensure the cursor is in the data entry area by clicking the mouse inside it.
2. Use the keyboard characters to modify the spelling of the word.
3. Click the mouse in the "Change" button.

TO CHANGE THE SPELLING USING A WORD FROM THE WORD LIST:
1. Click the mouse on the desired word in the list.
2. Click the mouse on the "Change" button.

TO CHANGE THE SPELLING USING A PEN PAL SUGGESTION:
1. Click the mouse in the "Suggest" button.
Pen Pal will take a few seconds to compile a list of words it things you may
have wanted to use. This list is placed in the scrollable word list.
2. If you want to use one of the words in the word list,click the mouse on the
word.
The word you clicked on will be placed in the data entry area.
3. Click the mouse in the "Change" button.

TO ADD THE WORD TO YOUR USER DICTIONARY:
1. Click the mouse in the "Insert" button.
The word will be added to your user dictionary.
NOTE:If a user dictionary is not open,you will not be able to use the "Insert"
button.

TO IGNORE THE WORD AND CONTINUE SPELL CHECKING:
1. Click the mouse in the "Spell" button.

                                3-47

UPDATING A USER DICTIONARY
You can insert and delete words from a user dictionary. Normally,you will not
want to allow the user dictionary to get too large(less than 250 words is a
good number). Since the entire user dictionary must be in system memory at once
during spell checking,the larger the dictionary,the more memory required. If
you have a lot of memory,however,this is not such a problem.

Only user dictionaries initialized using the "New User Dictionary" command
discussed earlier,or the user dictionary supplied with Pen Pal can be updated.
In addition,the user dictionary to be updated must be available to the system
and have its name defined in the Document preferences.

TO ACCESS A USER DICTIONARY:
1. If the "Spell Check" requestor is not already on display,select "Word
Lookup" from the menu.
If a user dictionary is available(see above),the "Insert" and "Delete" buttons
will be on the requestor.
2. Click the mouse in the button next to "User".
This causes the program to access the user dictionary and display its contents
in the word list.

TO INSERT A WORD IN A USER DICTIONARY:
1. Click the mouse in the data entry area and enter a word.
2. Click the mouse in the "Insert" button.
The word will be added to the user dictionary.

TO REMOVE A WORD FROM THE USER DICTIONARY:
1. Click the mouse on the word in the User Dictionary's word list to be
deleted.
Pen Pal will place that word in the data entry area.
2. Click the mouse in the "Delete" button.
The word will be removed from the user dictionary.

                                3-48

LOOKING UP WORDS
The dictionaries can be viewed and the user dictionary updated without doing a
spell check. This is useful when you want to see if a word is spelled
correctly.

TO LOOKUP A WORD IN THE DICTIONARY:
1. Choose "Word Lookup" from the menu.
Pen Pal will display the "Spell Check" requestor.
2. Enter the word to be looked up in the data entry area.
3. Click the mouse on the "Find" button.

If the word is found,it will be displayed in the word list. If the word is not
found,the program will give an error message at the bottom of the requestor and
scroll the word list to the closest alphabetical match to your word.

You can repeat the lookup for as many words as you want. The word list can be
changed to a different dictionary by clicking in the button next to the
dictionary's type description.
4. Click in "Cancel" to make the requestor go away.

                                3-49

DOCUMENT INFORMATION
This chapter is about the statistical information you can obtain about a
document. There are two sources of this information:1)Document Status,and
2)Document Statistics. Document Status gives information about the current
document such as name,the amount of disk space it requires,and the amount of
memory it is using. Document Statistics gives word,sentence,and paragraph
counts. It also provides a document readability index,and shows the average,
maximum,and minimum lengths for words,sentences,and paragraphs.

                                3-50

STATISTICS
Pen Pal statistics provide an analysis of a document's content in terms of
words,sentences,paragraphs,and readability.

TO OBTAIN STATISTICS:
1. Choose either "Paragraph Statistics" or "Document Statistics" from the
"Process" menu.

If you choose "Paragraph Statistics",the information received will only be for
the paragraph in which the insertion point is located. If you want to see
information for the whole document,use "Document Statistics".

The "Reading Level" index is an attempt to rank your writing's readability by
education level. Although results will vary depending upon the content of words
used,generally you will want to write at the reading level of the audience you
are writing for. You will need at least four sentences for this index to be
calculated.

                                3-51

DOCUMENT STATUS
Document status provides information about how much disk space and system
memory is required for a document.

TO OBTAIN DOCUMENT STATUS:
1. Choose "Status" from the "System" menu.
Pen Pal will display the "Document Status" requestor.
On the "Status" requestor,you will find information about a document and the
use of computer resources such as memory and disk.

TO GET INFORMATION FOR DIFFERENT DISK DRIVES:
1. Click the mouse in the "Drive" button.
The program will display the name and unused space on the disk. It will also
indicate whether there is enough room on the disk to save the document.

                                3-52

                        THIS PAGE IS BLANK

                                3-53

                        CHAPTER 4 WORKING WITH GRAPHICS

Graphics can add interest and excitement to your documents. Using Pen Pal's
drawing tools,you can draw simple graphics yourself. You can also import IFF
pictures drawn in Amiga paint programs or pictures digitized in IFF format.

Each graphic in Pen Pal is treated as an independent object. Graphic objects
can be placed anywhere you want in a document. Graphics can be modified in
several ways,including resizing,cropping,changing colors,and line weights.

You have the option of flowing text around IFF picture graphics automatically,
even as you type. When you move a picture,the text will reflow automatically.

                                4-1

CREATING GRAPHICS
All graphics in Pen Pal,including pictures,are treated as independent objects.
Each graphic object can be positioned and manipulated as an individual unit.

There are two types of graphics used in Pen Pal:
Graphics drawn in Pen Pal,using Pen Pal's drawing tools.
Graphics imported into Pen Pal from a paint or digitizer program.

How you create and modify a graphic depends on which of these two types of
graphics it is.
Graphics drawn in Pen Pal include:
Rectangular borders.
Rectangles whose interiors are filled with color.
Vertical lines.
Horizontal lines.

Graphics imported to Pen Pal must be in the standard Amiga graphic format
called IFF. This graphic format is used by paint and digitizer programs so that
graphics can be interchanged among Amiga programs. IFF files can be either
pictures or brushes. You can even import the special IFF format called HAM(Hold
and Modify). HAM pictures can contain 4,096 colors.

Graphics can be inserted in a document either before or after text is entered.
Since Pen Pal is primarily a word processor,you may want to create your text
first,and then add graphics later. This is just a suggestion--you can add
graphics first and then text last if you want to.

                                4-2

IMPORTING IFF GRAPHICS
Pictures painted or digitized in programs outside Pen Pal can be imported into
Pen Pal as long as they have been created in the standard Amiga IFF graphic
format. Typically,all Amiga paint programs will automatically save their
graphics in this format.

TO IMPORT AN IFF GRAPHIC:
1. Choose "Import Picture" from the "Graphics" menu.
A file requestor is displayed.
2. Locate the picture to be opened,and double-click the mouse on the name of
the picture.
Next,Pen Pal will display the "Picture Setting" requestor. This requestor will
show information about the picture you are about to import. It also lets you
override the default size of the picture,the text flow,and provide for
additional system memory in case you will be enlarging the picture.
You will probably find in most cases that the only item on this requestor you
will modify is the "Text Flow" option. Even this setting can be left alone and
changed later once the picture is in your document.
3. If all settings are as you want them,click "OK".
Pen Pal will place the picture in the upper left corner of the document window.
From there you can move the picture anywhere you want it to be.

                                4-3

THE "PICTURE SETTINGS" REQUESTOR
The "Picture Settings" requestor shows valuable information about a picture
that is to be imported. It also provides you the opportunity to define certain
parameters about how the imported picture is to be placed in your document.
Below is a description of what is on this requestor,and how you can modify the
parameters:

Picture-The complete path name of the picture.
Colors-The original number of colors in the picture. Regardless of how many
original colors are in the picture,the picture will be displayed on the screen
in Pen Pal using eight colors. When you print the picture,however,the original
colors will be used.
RAM Available-The amount of system memory that is currently available to work
with the picture.
RAM Required-The amount of system memory that is required for the picture. This
amount will change if you modify the "Maximum Sizing" parameter discussed
below.
Original Sizing-The original size of the picture as created by a paint or
digitizer program.
Current Sizing-The size of the picture as it is about to be placed. You can
change this setting.

                                4-4

Maximum Sizing-This is the size limit of a picture. This setting affects the
RAM Required amount discussed above. If you want to enlarge the picture,set the
Maximum Sizing parameters to the largest size the picture may be. Be carefuly
that the "RAM Required" for the size does not exceed the "RAM Available" value.
Width-The horizontal size of the picture.
Height-The vertical size of the picture.
Dimensions-The width and height sizes converted to inches.
Maintain Proportions-When "Yes" is selected as you change either "Current
Sizing" or "Maximum Sizing",the proportions of the picture will remain
constant. While it is in Pen Pal,you must set the "Maximum Sizing" parameter
larger than the "Original Sizing". Once a picture is placed,this setting cannot
be changed.
Picture's Color 0 is-This option should be set to "Transparent",if you are
importing a non-HAM picture and will be doing contour text flow. The picture's
color 0 value is treated as the document background.
NOTE:In most paint programs the color 0 is the one that appears in the upper
left or left side of the color palette.
Text Flow-This option lets you define the default for flowing text beside the
picture. You have several choices for flowing text:"None" means text will flow
on top of a picture,"Vertical" means text will flow to the side of a picture
along a straight line,and "Contour" means text will flow to the side of a
picture following the shape of the picture.

                                4-5

TIPS ON IMPORTING PICTURES
As you work with pictures you will learn when you should modify the default
settings of the "Picture Settings" requestor. For example,if you will be
enlarging a picture,you will want to increase the "Maximum Sizing" setting to
accommodate the larger than original size. When you modify the "Maximum
Sizing",also watch the "RAM Required" and "RAM Available" values.

Pen Pal always places an imported picture in the upper left corner of the
document window. You can always move the picture;but usually it is a good ideo
to scroll the document to the approximate desired location of the picture
before importing it. There is no limit to the number of pictures that can be
placed on a page. You can even place pictures side-by-side or overlap them.

Pen Pal tries to let you import as many pictures as you want to a document.
Each picture,however,requires a considerable amount of system memory. To
accommodate multiple pictures in a document,Pen Pal uses a special method of
storing a picture in memory only when it is being used.

If a picture is not being used for display,resizing,or cropping,only its path
name must be kept in memory. For example,you have a picture on page one of your
document,and a picture on page four. When you are on page one,the picture for
that page will be in system memory. If you scroll to page four,the picture on
that page may need to be read from disk into memory replacing the picture in
page one. When you scoll back to page one,that picture will be reloaded. You
will notice a delay as the picture is brought back into memory.

                                4-6

If you are going to use contour text flow,you must indicate that the picture's
color 0 is transparent. When color 0 is transparent,the picture's background
will be the same as the document page--white. Because of the nature of HAM
pictures,their color 0 cannot be transparent in Pen Pal;therefore contour text
flow on HAM pictures will always follow a vertical line.

When a picture is imported with its color 0 transparent,it may not look right,
depending upon how it was created. If the picture's color 0 was used only for
the background,and not for part of the detail of the picture,everything should
be fine. If,however,the color 0 was used for background as well as for some of
the picture's detail,the color 0 detail will be transparent when it is
imported.

When this happens,you can do one of several things. You could re-import the
picture and set the "Picture Color 0 is" setting to solid. You could also
simply draw a filled rectangle behind the picture using Pen Pal's drawing
tools. The filled color would be the one you want to use as a background color.
Finally,you could modify the picture in the program in which it was created so
that color 0 is not used for any detail. For fastest results,we recommend using
the first or second approach.

The nice thing about drawing a rectangle behind the picture with Pen Pal,is
that you can specify a border color different than the fill color. The effect
would be like a frame around the picture. When a new graphic object is created,
ti is drawn on top of any graphic objects beneath it in the document. So if you
want to draw a rectangle behind a picture,you must first draw the rectangle and
then send it behind the picture. This process is discussed later in this
section titled "Depth Arranging Objects".

                                4-7

DRAWING WITH PEN PAL TOOLS
You can add rectangles and lines to your document using Pen Pal's drawing
tools. The graphics you create can range from simple boxes and lines to complex
combinations of lines,shapes,shades,and colors.

When you select a Pen Pal drawing tool from the tool box,the mouse pointer
turns into a crossbar when inside the document window. To draw,point where you
want to begin and drag the mouse while holding down the mouse button. All lines
and shapes will have the default line color,line fill,interior fill,and color
value. These defaults can be changed using the Modifier Tools on the tool box.
This is discussed later in this chapter.

DRAWING STRAIGHT LINES
You can draw either straight vertical or straight horizontal lines in Pen Pal.

TO DRAW A STRAIGHT LINE USING DEFAULT SETTINGS:
1. Click on either the "New Vertical Line" tool or the "New Horizontal Line"
tool in the tool box.
2. Move the mouse pointer to the area in the document where the line is to
begin.
Notice that while the mouse pointer is inside the document window,it resembles
a crossbar.
3. Press the mouse and drag it until the center of the crossbar is where you
want the line to end.
As you drag the mouse,Pen Pal draws a line to show your progress. You can drag
the cross bar in either direction.
4. Release the mouse button when finished drawing the line.

                                4-8

DRAWING RECTANGLES
Rectangles drawn in Pen Pal can either be simple borders with nothing in their
interior,or rectangles that are filled with a color.

TO DRAW A RECTANGLE USING DEFAULT SETTINGS:
1. Click on either the "New Empty Box" tool or the "New Filled Box" tool in the
tool box.
2. Move the mouse pointer to the area in the document where the rectangle is to
begin.
While the mouse pointer is inside the document window,it will resemble a
crossbar.
3. Press the mouse and drag it diagonally until the size of the rectangle is
what you want.
You can drag the cross bar in any direction. As you drag the mouse,a border
will be drawn on the screen to show your progress.
4. Release the mouse button when finished drawing the rectangle.
NOTE:It is not possible to change an empty rectangle into a filled one. Use the
tool required for the rectangle you want to create.

                                4-9

SETTING MODIFIER TOOLS
When you draw a new line or rectangle graphic,it is drawn using the current
default settings for line color,line weight,line fill,and interior fill
(interior fill on boxes only). Each of these settings can be reset if needed.

TO RESET THE DEFAULT LINE COLOR:
1. Click the mouse in the "Line Color" modifier tool.
2. Click the mouse in the "Color Selector" tool inside the area that contains
the desired color.
The next new line or box drawn will be drawn with this new setting. If an
existing line or box is selected when you set the line color,its line color
will change to the new setting.

TO RESET THE DEFAULT LINE FILL COLOR:
1. Click the mouse in the "Line Fill" modifier tool.
2. Click the mouse in the "Color Selector" tool in the desired color's box.
The next new line or box drawn will be drawn with this new setting. If an
existing line or box is selected when you set the line fill color,its line fill
color will change to the new setting.
NOTE: Line fill will only shown when a line's weight is set to three or more.
Line weights of one or two show only the line color. Also,to make a solid color
line using line weights of three or more,make the line fill the same color as
the line color.

                                4-10

TO RESET THE DEFAULT BOX FILL COLOR:
1. Click the mouse in the "Box Fill" modifier tool.
2. Click the mouse in the "Color Selector" tool on the box that contains the
desired color.
The next new box drawn will be drawn with this new setting. If an existing box
is selected when you set the box fill color,its fill color will change to the
new setting.
NOTE: You cannot fill a box created with the "New Empty Box" tool.

TO RESET THE DEFAULT LINE WEIGHT:
1. Click the mouse on the "<" button in the "Line Weight" tool to decrease the
line weight;click on the ">" button to increase the line weight.
The next new line or box drawn will be drawn with this new setting. If an
existing line or box is selected when you set the line weight,its line weight
will change to the new setting.

                                4-11

MODIFYING GRAPHICS
How you modify a graphic in Pen Pal depends on whether you created the graphic
using Pen Pal or imported it from another program.

This chapter explains:
How to select a single graphic or groups of graphics so that you can modify
them.
Techniques you can use to modify graphics.
Ways to modify graphics drawn in Pen Pal.
Ways to modify graphics imported from other programs.

SELECTING GRAPHICS
Selecting means choosing one or more graphic objects on a page so you can
modify or move them. You use the pointer tool to select a single graphic,or a
combination of graphics.

A graphic must be selected before you can modify it. You can select any graphic
on the page,whether it was drawn in Pen Pal or imported from another program.
When you select a box or picture graphic,Pen Pal displays eight square handles
around the graphic. When you select a line,Pen Pal displays two square handles
on either end of the line.

The graphic handles are used for resizing. For pictures imported from another
program,the graphic handles can be used for both cropping and resizing.

You can cancel the selection of a graphic by clicking the mouse in an area of
the document where there are no graphics,or by clicking the mouse on one of the
"New Empty Box","New Filled Box","New Horizontal Line","New Vertical Line",or
"Text" tools.

                                4-12

TO SELECT A SINGLE GRAPHIC OBJECT:
1. Click the mouse on the pointer tool in the tool box.
2. Use the pointer tool to point at the graphic you want to select,and click
the mouse.
Pen Pal will display the graphic handles around the graphic.

TO SELECT MULTIPLE GRAPHIC OBJECTS AT ONCE:
1. Click the mouse on the pointer tool.
2. Move the pointer above and to the left of the top-most graphic object to be
selected.
3. Press the mouse and drag it diagonally drawing a border around all graphic
objects to be selected.
4. Release the mouse when all desired graphic objects are enclosed within the
bounds of the selection border.
When the mouse is released,Pen Pal will select all graphic objects that are
defined entirely within the bounds of the border.

TO SELECT MULTIPLE GRAPHIC OBJECTS USING EXTENDED SELECTION:
1. Click the mouse on the "Pointer" tool.
2. Click the mouse on a graphic object to be selected.
3. Hold the shift key down and click the mouse on each of the graphic objects
to be selected.
Each object will be selected as you click on it. When an object is already
selected and it is clicked on,it will be de-selected.

TO SELECT ALL GRAPHICS IN A DOCUMENT:
1. Choose "Select All Grahpics" from the "Edit" menu.
All graphics will be selected.

                                4-13

GROUPING OBJECTS
Graphic objects,whether they are drawn in Pen Pal or imported from another
program,are placed in a document as independent objects. Sometimes you will
create a set of objects which logically should fall into the same group. Using
Pen Pal's Group feature,you can group objects together so that whenever one of
them is selected,all other objects in the same group are selected too.

TO GROUP TWO OR MORE OBJECTS:
1. Select the objects that are to be in the same group.
2. Choose "Group" from the "Graphics" menu.
The grouped objects are now treated as a unit for modifying,moving,and
deleting.

TO REMOVE OBJECTS FROM A GROUP:
1. Select the group by clicking the "Pointer" tool on one of the objects in the
group.
Pen Pal will automatically select all objects in the group.
2. Choose "Ungroup" from the menu.
All objects in the group are now completely ungrouped.

                                4-14

LOCKING OBJECTS
It is very easy to move graphic objects on a page. Sometimes,however,you may
want to lock objects so that you won't move them by mistake. A typical example
is on a form where you have created many lines and borders. A mouse click and
move at the wrong time can cause you aggravation. To guard against accidental
movement of objects,you can lock them to the page. Later,if you want to,you can
unlock them.

TO LOCK ONE OR MORE GRAPHICS:
1. Select the graphic objects to be locked.
2. Choose "Lock" from the "Graphics" menu.
You will not be able to move the locked objects until they are unlocked.

TO UNLOCK OBJECTS:
1. Select the objects to be unlocked.
2. Choose "Unlock" from the menu.
NOTE: You may find it comvenient to group objects before you lock them. Then,
when you want to unlock them,all you have to do is click on one of the objects
in the group and the program will select the rest of the group.

                                4-15

GENERAL TECHNIQUES FOR MODIFYING GRAPHICS
Any graphic,regardless of whether it was drawn in Pen Pal or imported from
another program,can be modified as follows:
        Moving the graphic anywhere on the document.
        Cutting and pasting the graphic onto a new location.
        Deleting the graphic.
        Modifying the depth arrangement of a graphic.

MOVING A GRAPHIC
You can change the position of any slected graphic by dragging it to a
different location on a page. When you move a graphic,make sure you do not try
to move it when pointing at a graphic handle. Graphic handles are used to
change the size--this will be explained later.

TO MOVE ONE OR MORE GRAPHICS:
1. Select the graphic(s) to be moved.
2. Point anywhere on the selected graphic except on a graphic handle.
If you are moving an empty box,you will have to point somewhere on the box's
border.
3. Press the mouse and drag the graphic(s)to the desired location.
As you drag you will see an outline of the graphics being moved.
4. Release the mouse button when the graphic(s)are where you want them.

                                4-16

CUTTING,COPYING,AND PASTING GRAPHICS
Cutting or copying a graphic moves it to a temporary storage area referred to
as the clipboard. Once a graphic is on the clipboard,it can be pasted anywhere
in the document it came from,or into any other Pen Pal document.

TO CUT OR COPY ONE OR MORE GRAPHICS:
1. Select the graphics you wnat to cut or copy.
2. Choose "Cut" or "Copy" from the "Edit" menu.
Use "Cut" to move the graphic to the clipboard and remove it from the document.
Use "Copy" to copy the graphic to the clipboard without removing it from the
document.

TO PASTE ONE OR MORE GRAPHICS:
1. Choose "Paste Graphic" from the menu.
The contents of the clipboard will be placed in the center of the document
window. From there you can move the graphic or group of graphics where you want
it.
2. Drag the graphic or group of graphics where you want it.
You can paste the same graphic(s)as many times as you want to create multiple
copies. Each copy can be moved as it is pasted.

                                4-17

DELETING GRAPHICS
You can select one or more graphics,then delete the selection from the page
without using the clipboard. You should delete,rather than cut,a graphic when:
You don't want to use the deleted graphic elsewhere.
You don't want to replace what is already on the graphic clipboard.

TO DELETE ONE OR MORE GRAPHICS:
1. Select the graphic(s) you want to delete.
2. Choose "Clear" from the menu,or press either the BACKSPACE or DELETE key.
The selected graphic(s)will be removed from the page.

                                4-18

DEPTH ARRANGING GRAPHICS
Overlapping graphics are stacked one on top of the other. This occurs as new
graphics are created and as existing ones are moved. All graphics in Pen Pal,
whether they are drawn in Pen Pal or imported from another program,are
independent objects. Each object has its own "stacking" order. Many times you
will want to modify the "stacking" order of one or more objects. For example,
let's say you import a picture and want to put a filled box behind it so that
the box's border acts as a frame. If you create the box after the picture has
been imported,the box will lay directly on top of the picture covering it up.
In order to move the box behind the picture,you will have to modify the
"stacking" order of the two objects.

TO MOVE AN ITEM TO THE BACK OF THE STACK:
1. Select the graphic to be moved to the back of the stack.
2. Choose "Send to Back" from the "Graphics" menu.

TO MOVE AN ITEM TO THE FRONT OF THE STACK:
1. Select the graphic to be moved to the front of the stack.
2. Choose "Bring to Front" from the "Graphics" menu.
In the example shown above,all that needs to be done is to "Send to Back" the
box--it is not necessary to do anything with the picture.

                                4-19

MODIFYING GRAPHICS DRAWN IN PEN PAL
You can modify the characteristics of graphics that were created using Pen
Pal's drawing tools by changing:
        Line Color
        Line Fill Color
        Box Fill Color
        Line Weight
        Line Length
        Size of Rectangle

CHANGING LINE COLOR
A line drawn in Pen Pal can be drawn in any of the eight colors currently
defined for te document. Lines include borders of boxes.

TO CHANGE THE LINE COLOR OF ONE OR MORE GRAPHICS:
1. Select the graphic(s)whose line color is to be modified.
2. Click on the "Line Color" modifier tool in the "Toolbox".
3. Click on the desired color in the "Color Selector" tool.
NOTE: If the line weight is greater than two,and you want the line to be solid,
the line color and the line fill color must be the same color.

CHANGING LINE FILL COLOR
A line drawn in Pen Pal can be filled in any of the eight colors currently
defined for the document. Lines include box borders.

TO CHANGE THE LINE FILL COLOR OF ONE OR MORE GRAPHICS:
1. Select the graphic(s)whose line line fill color is to be changed.
2. Click on the "Line Fill Color" modifier tool.
3. Click on the desired color in the "Color Selector" tool.
NOTE: Line fill only applies to lines with a line weight greater than two--it
is ignored for line weights of one or two.

                                4-20

CHANGING BOX FILL COLOR
A box drawn using the "New Filled Box" tool can have an interior color from any
of the eight colors currently defined for the document.

TO CHANGE THE BOX FILL COLOR OF ONE OR MORE GRAPHICS:
1. Select the graphic(s)whose box fill color is to be modified.
2. Click on the "Box Fill Color" modifier tool.
3. Click on the desired color in the "Color Selector" tool.
NOTE: For a solid box,make the box fill color the same as the line and line
fill color. For a framed box,make the box fill a different color.

CHANGING LINE WEIGHT
A line's weight is its thickness. A line weight of one is the thinnest line
that can be drawn in Pen Pal. The maximum line weight is eight. Line weights
can be changed for lines and borders of boxes.

TO CHANGE THE LINE WEIGHT OF ONE OR MORE GRAPHICS:
1. Select the graphic(s) whose line weight is to be modified.
2. Click on the "<" part of the "Line Weight" tool to decrease the line weight.
Clice on the ">" part of the "Line Weight" tool to increase the line weight.

                                4-21

CHANGING A LINE LENGTH
You can change the length of any line drawn in Pen Pal.

TO CHANGE THE LENGTH OF A LINE:
1. Select the line whose length is to be changed.
2. Point at the graphic handle on the end of the line you wish to change.
3. Hold down the mouse button on the graphic handle.
Be sure to click the mouse on a handle rather than some point on the line;
otherwise you will accidentially move the line.
4. After the mouse pointer turns into a double-headed arrow,drag the mouse
either horizontally or vertically depending upon what type of line it is.
4. When the line length is where you want it,release the mouse button.

                                4-22

CHANGING A RECTANGLE'S SIZE
You can change the size of any rectangle drawn in Pen Pal.

TO CHANGE THE SIZE OF A RECTANGLE:
1. Select the rectangle to be resized.
2. Point at one of the eight graphic handles seen on the corners and midpoints
of borders.
3. Hold down the mouse button on a graphic handle.
Be sure to click the mouse on a handle instead of some point on a line or
within the box;otherwise you will accidentally move the box.
4. After the mouse turns into a double-headed arrow,drag the mouse in the
direction in which you want the border or corner to go.
5. When the border or corner is where you want it,release the mouse button.

                                4-23

MODIFYING IMPORTED GRAPHICS
After an IFF graphic has been imported into Pen Pal,you can use Pen Pal to:
Resize or scale the graphic.
Crop,or remove,the parts of the graphic you don't want.

When you resize or crop a graphic in Pen Pal,only the graphic's representation
in Pen Pal is affected-the original graphic on disk remains the same.

RESIZING AN IMPORTED GRAPHIC
It is possible to enlarge or reduce an importted graphic.

TO RESIZE AN IMPORTED GRAPHIC:
1. Select the imported graphic that is to be resized.
2. Point at one of the eight graphic handles seen on the picture's corners and
midpoints.
3. Hold down the mouse on a graphic handle and move the mouse in the direction
you want to go.
NOTE: If you want the picture to maintain its original width to height
proportions,press down the SHIFT key before pressing down the mouse button.
Continue to hold the SHIFT key while dragging the mouse. When the mouse is
released,the picture will still be in proportion.
4. Release the mouse when the size is as you want it.

                                4-24

TIPS ON RESIZING A PICTURE
To enlarge a graphic greater than its original size,you must have allowed for
this enlargement when the picture was first imported. When a picture is first
imported,you can set the picture's maximum size. If this size is not set larger
than the picture's original size,you will not be able to enlarge it.

When a picture is imported into Pen Pal and the program's display mode is not
Interlace,the picture will appear distorted--it will seem taller than it should
be. This is due to the resolution of the screen. You could set the program's
display mode to Interlace in the "Program Preferences",but that would cause the
screen to flicker so badly you would have difficulty looking at it.
Fortunately,this distortion only exists on the screen. When the document is
printed,everything comes out as it should be. Just be aware of this when
resizing a picture.

When resizing a picture,you normally want to ensure that the picture is always
in its original proportions. That way when you change either the height or
width of a picture,the picture's proportions will always be maintained and look
right when printed. Sometimes,however,you will not want this. For example,if
you have imported a border from an IFF brush,you may want to only enlarge it in
one direction. Use the SHIFT key when resizing to maintain proportions.

When a picture is reduced,some of its content is removed to allow the smaller
size. For example,if you reduce a picture in half,half of its content,or
pixels,must be removed. Because of the way Pen Pal removes pixels,you may not
miss them unless you resize to a very small size.

Pen Pal always remembers a picture's maximum resolution and content. This means
that once you reduce a picture,you can always enlarge it,and as many of the
original pixels that will fit will be put back into the picture.

                                4-25

CROPPING AN IMPORTED GRAPHIC
A picture imported into Pen Pal can be cropped,or trimmed,using the cropping
tool. Graphics drawn in Pen Pal cannot be cropped.

Cropping reduces the picture's size in terms of what you can see of the
graphic. The part that remains in view does not change in size. This is
different than resizing,where the picture changes to fit the new size. Think of
cropping as using scissors to trim away a part of a picture that is not wanted.
Of course in Pen Pal,you can always uncrop the parts of a picture that were
cropped.

TO CROP AN IMPORTED GRAPHIC:
1. Click the mouse on the "Crop" tool in the toolbox.
2. Click the mouse on the picture to be cropped.
3. Point at one of the eight graphic handles seen on the corners and borders of
the picture.
4. Hold down the mouse and drag it towards the middle of the picture.
Pen Pal draws a border while you drag the mouse showing the new border of the
picture. Be sure to drag the mouse from a graphic handle,or you will
accidentally move the graphic.
5. Release the mouse when the part of the picture to be cropped is outside the
new border of the picture.

                                4-26

                        THIS PAGE IS BLANK

                                4-27

                        CHAPTER 5 - WORKING WITH FORMS

Using Pen Pal's forms capabilities,you can design useful business and personal
forms. Pen Pal's drawing tools can be used to draw boxes and lines to designate
areas to be filled in. You can also import IFF pictures drawn in Amiga paint
programs for logos or other graphic reasons. After a form is created,you can
use Pen Pal's unique "Forms Fill-in" capability to prompt you in filling in the
form wherever you need to.

                                5-1

PEN PAL FORMS
When you create a form in Pen Pal,you should think about how the form will be
printed once it is created,and whether or not you will be using Pen Pal's
"Forms Fill-in" to enter information into the form. These design considerations
will influence the way you lay out a form.

We recommend that you always enter the text areas along with any data areas
that are to be filled in first,before any lines,shapes,or boxes are drawn. If
you do this,you will usually allow enough room for text. If instead you create
boxes and lines first,the text that is to go in them may not fit properly. This
is especially a problem if you are going to print the form using the native
font of the printer.

When the form is to print using the native printer font,you should always
create the form using a Topaz 11 font with single or double line spacing. If
you use a different font,you may not get from the printer what you see on
screen. If you are going to print the form in graphic mode,you can use any
font,color,and style you please.

With respect to quality of print,printing in text mode will result in the
sharpest text. Since Pen Pal can print both graphics and printer font text on
the same page,you can still draw lines,boxes,filled area,and even import
pictures while still using the printer font. Of course,if you want to use large
fonts or fonts of different styles and size,you will have to print in graphic
mode.

Use tab stops to help align text in columns. Be careful not to put any tabs
within the "[ ]" reserved for filled-in data.

When you want the data that will be filled in to be a particular font,size,
style,or color;enter the left bracket character "[" that begins the fill-in
field with the desired attributes. For example,if you want filled-in data to
automatically appear in "bold italics",enter the "[" charcter in "bold italics"
as in "Name [                 ]".

As you begin to create forms,you will learn efficient ways of laying them out.
You should start with a simple form,like a name and address mailing
label,before progressing to invoices and rental agreements. Where lines are
drawn in Pen Pal are used to separate rows,as in an invoice,you may want to
make the horizontal lines a color other than black. Remember that even if you
don't have a color ribbon,colors will be converted to shades of gray.

                                5-2

CREATING A FORM
A form is a word processing document;therefore you create a form in the same
way you create a document. The only difference is that if you are going to use
Pen Pal's Forms Fill-in features,you will put matching bracket characters,"["
and "]",where data is to filled in.

TO CREATE A FORM:
1. Begin a new document by selecting "New Document" from the "File" menu.
Pen Pal will open a new,untitled document window.
2. Build the text parts of the form first. Use Topaz 11 font if the form is to
be printed in text mode.
3. Wherever data is to filled in using Pen Pal's "Forms Fill-in"
capabilities,reserve room for the data by enclosing spaces between matching
pairs of brackets.
Name           [                                         ]
Address        [                                         ]
City           [                ]State  [     ] Zip[         ]
4. Draw any boxes,lines,and shapes. Import any pictures.
5. Save the form by choosing "Save Document" from the menu.

                                5-3

FILLING IN A FORM
Once a form has been creating and saved to disk,you can use Pen Pal to
automatically prompt for data to fill in the form. This lets you design the
forms you use regularly,and fill them in using the keyboard rather than by a
pencil,pen,or typewriter.

TO FILL IN A FORM:
1. Choose "Open Document" from the "File" menu.
Pen Pal will display a file requestor.
2. Use the file requestor to locate the form that is to be filled in.
3. Double-click the mouse on the name of the form in the file requestor's list.
Pen Pal will read the form from disk and display it in a document window.
4. Choose "Fill in Form" from the menu.
5. Enter the data and press the RETURN,TAB,or down arrow key to advance to the
next data entry area.
Pen Pal will automatically advance the insertion point to the next data entry
area when you press RETURN,TAB or the down arrow.
6. Continue entering data as in Step 5. When you are finished entering data,
examine the form looking for any errors you might have made,or for any areas
you want to change.
7. Use the up and down arrow keys to move to any data entry area that needs to
be changed. Use the left and right arrows,and the BACKSPACE key,to assist in
making any changes.
8. When the form is filled in correctly,choose "Stop Filling In Form" from the
menu.

                                5-4

AFTER FILLING IN A FORM
After you have finished filling in a form,you can:
Print it.
Save a copy of it to disk to be edited or printed later.
Throw it away.
Restore the form to its original state,and fill it in again.

If you save a copy to disk,since the form is now filled in,be sure to use "Save
As" instead of "Save". If you use "Save",you will replace the original form on
the disk,and lose the ability to fill in that form again.

TO PRINT THE FORM:
1. Follow the instructions given in the next section for printing documents.

TO SAVE A COPY TO DISK:
1. Follow instructions given in "Managing Documents" about making a copy of a
document using "Save As".

TO THROW THE FORM AWAY:
1. Click the mouse in the window's "Close" box,or choose "Close" from the menu.

TO RESTORE THE FORM TO ITS ORIGINAL STATE:
1. Choose "Restore From to Original" from the menu.
Pen Pal will close the window,reopen the form,and display it on the screen. At
this point it is ready to be filled in again using the steps on the preceding
page.

NOTE: If you restore a form while filling in a form,without first choosing
"Stop Filling in Form",the form will be restored and you will still be in
"Forms Fill-In" mode. You can use this short cut when filling in several forms
at the same time. When you are doing this,make sure to either print or save
each form to disk;otherwise you will lose the filled in version of the form.

                                5-5

                        CHAPTER 6 - PRINTING DOCUMENTS

It's time to print.

All of your efforts in creating an attractive,informative document depend on
getting it out of the computer and on to paper.

Using Pen Pal,there are two main ways of printing documents;each way has
several options you can choose from. This section of the manual should tell you
all you need to know about printing documents.

                                6-1

BEFORE PRINTING DOCUMENTS
Before you print,you should make sure that:
Your printer is ready to be used.
Your computer is set up to work with your printer.
Pen Pal's printer preferences are set properly.

SETTING UP YOUR COMPUTER TO PRINT
The Amiga uses software programs called "Printer Drivers" to accept information
provided by programs like Pen Pal,and to send that information to a printer in
a format the printer will recognize. Usually,each type of printer has its own
"Printer Driver". The exception is printers that are compatible with another
printer-like Epson compatible printers. Printers that are compatible with other
printers use the Printer Driver made for the printer they are like.

In order for the Amiga to print,the appropriate printer driver must be
installed in the Workbench preferences. If you installed Pen Pal using the
"Installation" section of this manual,you should be set up properly to print.
If you are in doubt about whether the printer driver is set up,you may want to
refer to the "Installation" section.

CHANGING TO A DIFFERENT PRINTER
If you change to a printer other than the one originally installed,you may have
to install a different printer driver. Refer to the "Installation" section of
the manual,if necessary,to install the new printer driver. Pen Pal's "PPExtras"
disk contains all of the printer drivers available from Commodore-Amiga.

PREPARING PEN PAL PREFERENCES
Section two of this manul discussed Pen Pal Preferences. If you are in doubt as
to how the printer preferences are to be set,refer to this section and read
about "Text Print" and "Graphic Print" preferences.

                                6-2

TEXT AND GRAPHIC PRINTING
Pen Pal lets you print in two basic modes:"Text" and "Graphic Only". Whenever
you print a document,you can specify which mode the document is to be printed
in.

TEXT PRINTING
In "Text" mode,text characters on a page are printed using the native font of a
printer. Pen Pal's "Text" print mode is special,in that any graphics on the
page are printed along with the text. The font used for text depends upon how
the "Text Print" preferences are set. On some printers,the font used also
depends upon the font for which the printer is set.

THE ADVANTAGES OF "TEXT" PRINTING ARE:
Text is produced at the highest quality a printer is capable of. This means no
"jaggies" as is usual for bit-mapped fonts. Printers that have a "Near Letter"
or "Letter" quality font will produce an excellent quality document.

Text printing is MUCH faster. This,of course,depends upon how many graphics are
on the page,but even with graphics documents are printed faster. For draft
printing,you can set the "Text Print" preferences to draft mode for even faster
printing. For thefastest draft printing when there are graphics on a page,you
can "Hide" the graphics so they do not print.

THE DISADVANTAGES OF "TEXT" PRINTING ARE:
You are limited to using only one printer font per document.
The printer font used must be fixed width,and the document must be created in
one fixed width font,in order for the printout to match what you see on the
screen.
Characters are printed in black only.

Pen Pal's "Text" printing gives you the best of both worlds:sharp,clean text
with attractive,colorful graphics.

                                6-3

"GRAPHIC ONLY" PRINTING
In "Graphic Only" printing,you are able to print documents using Amiga bit-
mapped fonts. This results in true "WYSIWYG"(What You See Is What You Get)
printing. If you create documents with different sized fonts,you will want to
print them in "Graphic Only" mode.

THE ADVANTAGES OF "GRAPHIC ONLY" PRINTING ARE:
Amiga bit-mapped fonts used in your document are reproduced on the printed
page. The fonts can be different styles,colors,faces,and sizes.

The relative placement on\f text on the printed page is the same as what is on
the screen. The smallest measurement is a screen pixel,rather than in eights of
an inch as in "Text" print mode. There are 80 pixels horizontally and 72 pixels
vertically to an inch.

THE DISADVANTAGES OF "GRAPHIC ONLY" PRINTING ARE:
Print speed is slower than it is in "Text" print mode.
Text produced from bit-mapped Amiga fonts is not as sharp as native printer
fonts. Diagonal lines in characters are usually not smooth,and are said to have
"jaggies".

TIPS ON BETTER "GRAPHIC ONLY" PRINTOUTS
You can improve the quality of "Graphic Only" printout by working with the
"Graphic Print" preferences in Pen Pal. The downside of the improved quality is
longer printing times. Below is a list of the preferences items that can be set
to improve print quality. Refer to the "Graphic Print" preferences for complete
details.
Smoothing-This option attempts to smooth diagonal lines to get rid of
"jaggies".
Density-Depending upon what print you have,you may have several available
densities. Higher densities sometimes give better results. Unfortunately,some
higher densities require multiple passes of the print head on a ribbon. This
can cause colors to appear muddy.

                                6-4

PRINTING A DOCUMENT
By now you should be ready to print. Your preferences are set properly,the
printer driver is installed,the printer is on and connected to the Amiga,and
you've got a document you want printed.

TO PRINT A DOCUMENT:
1. Choose "Print Document" from the menu.
Pen Pal will display the "Print Specifications" requestor.
2. Make any necessary changes to the default settings on the requestor.
Print Mode-Text is for "Text" mode,"WYSIWYG"is for "Graphics Only" printing.
Page Range-"All" prints all pages. "Range" lets you specify a "From" and "To"
page number to be printed.
Copies-The number of copies of the document that you want to print.
Paper Feed-Use "Fanfold" for normal computer paper;use "Cut Sheet" if you are
going to manually feed pages to the printer yourself.
3. Click in the "Print" button to begin printing.
While Pen Pal is printing,it will display the "Stop Print" requestor. If you
want to stop the printing before it is finished,click the mouse in the "Cancel"
button on this requestor.
NOTE: If you cancel printing during "Text Print" mode,there may still be text
sent by the Amiga to your printer that will still print.

                                6-5

WORKING WITH DATA
Pen Pal's database manager can help you organize lists of information such as
names and address,phone numbers,tape libraries,recipes,inventory,customer
lists,sales calls,etc.

Once data has been entered into a database,it can be printed in either label or
column format directly from the database. Mailing labels can be printed in just
about any format you desire. For more complex reports,you can merge data with
report templates created in the word processor.

Having the database in the same program as the word processor makes it
convenient to include parts of a database as a list in a word processing
document,and to quickly search for important data needed in creating a
document.

This section of the manual describes the database. Everything from defining a
database,through entering,searching,and sorting data can be found in this
section. Other sections that follow discuss printing,and merging database
information with documents.

                                7-1

DEFINING A DATABASE
This chapter is about defining a database. When you define a database you
define the kind of data you want to keep track of in the database,and how it is
to be presented to you on the screen and in reports. Once a database is
defined,it can be redefined--even if you have already entered data.

Defining a database is different than building a database which is covered in
the next chapter. Building a database consists of entering data;defining a
database describing what kind of data you want to enter.

This chapter describes:
What a Pen Pal database looks like.
Defining a new database.
Defining a database column.
Setting a database column's attributes.
Modifying an existing database's definition.
Deleting unwanted columns.

                                7-2

THE PEN PAL DATABASE
A Pen Pal database can be thought of as a two dimensional table containing
data. In the table are three main elements:rows,columns,and cells.
Rows-Rows are collections of similar data. For example,a name and address
database would contain a separate row for each person.
Columns-Columns are the types of data in the database. All the last names in a
name and address database would be in the same column;all the phone numbers
would be in another column.
Cells-Cells contain the actual data. A person's last name such as "Jones" would
be contained in a cell;Jones' phone number would be another cell.

Pen Pal displays a database in two dimensional table format. Some refer to this
display format as a "Spreadsheet" format. If you have ever seen a computer
spreadsheet,you will notice the resemblance. Although Pen Pal looks like a
spreadsheet,and even has some features a spreadsheet may have,it is not a
spreadsheet.

                                7-3

DESIGNING A DATABASE
Before you define a database,you should know what kind of data you want to
store. For example,a simple name and address database might have the following
types of data(Pen Pal columns):
First Name
Last Name
Street Address
City State
Zip Code
Home Phone
Business Phone

In the above database definition,there was a design decision to separate the
first and last name of a person into two independent areas so that later the
names could be arranged by the computer in order of last name. If the first and
last name were not separate areas,it would be necessary to enter names as
"Wright,Terry" in order for them to be alphabetically arranged by last name. A
smiliar design decision was made to separate the City and State. There are the
kind of things you should think about when designing a database.

Fortunately,Pen Pal lets you insert and delete columns at any time. However,
let's say you have entered 500 names in a database where the first and last
names were one column,and suddenly realize that you should have used separate
columns. You would have to go through each name in the database and separate
the data yourself into two name columns.

In short,when designing a database,you should think about not only what
information should be in a database,but how you will want to use that
information once the database is built.

                                7-4

DEFINING COLUMNS
A database is defined by defining columns in the "Define Database" requestor.

TO DEFINE A DATABASE:
1. Choose "New Database" from the menu to create a new database;choose
"Redefine" from the menu to modify the definition of an existing database that
is open.

Pen Pal will display the "Define Database" requestor. The "Define Database"
requestor consists of three distinct areas:
Column Definition-This is an area used to define a column. Depending upon the
"Data Type" that is selected,there will be different things to be defined. At
the bottom of the "Column Definition" area are three buttons labeled "New",
"Save",and "Delete". These buttons perform the named actions on columns. For
example,the "Save" button is used to save a column's definition to the
database.
Database Definition-This is a scrollable list of all columns that are currently
defined in the database. Only column definitions that have been saved ar in
this list.
Exit Buttons-This area has the "OK" and "Cancel" buttons. It is used to exit
the requestor.

                                7-5

DEFINING A COLUMN'S NAME
Each column must be given a name. This name should be different than other
column names in the same database. In a typical name and address database,one
might use "Last Name","First Name","Address","City","State",and"Zip" as column
names.

TO ENTER A COLUMN'S NAME:
1. Click the mouse in the requestor's data entry area.
2. Enter the column's name using the keyboard.

DEFINING A COLUMN'S TYPE
A column's type defines what kind of data can be entered into it,and how the
column's data will be displayed. There are 10 different types of columns that
can be defined.

TO DEFINE A COLUMN'S TYPE:
1. Click the mouse in the button next to the description of the desired data
type.
Some data types will have different items that must be defined. When a data
type button is clicked,Pen Pal displays that type's definition buttons. See
"Unique Data Type Requirements" later in this chapter.

                                7-6

Text-Data entered into text columns can consist of any character that may be
entered from the keyboard. A text cell can contain up to 64 characters.
Amount-Amounts are used for numbers. Only "Amount" type columns can be used in
calculations. Amounts can be entered in integer and decimal format. They can
contain a sign and a decimal point. Amounts can be formatted at display to be
integers or decimals. See "Display Formats" later in this chapter.
Date-Dates are entered in "mm/dd/yy" format where "mm" is a month from 1
through 12,"dd" is the day of the month,and "yy" is the year of the century.
July 22,1989 would be entered as 7/22/89. When you enter data into a data cell,
Pen Pal verifies that the date entered is valid. For example,2/30/90 is NOT a
valid date--February does not have 30 days in it.
Time-Time data is entered in "HH:MM x" where "HH" is an hour from 1 to 12. "MM"
is the minute from 0 through 59,and "x" is either AM or PM.
Yes/No-Use this data type for simple YES or NO entries.
Phone-For phone numbers.
Alpha-Only letters of the alphabet and the space character,and numeric digits
can be entered in "A/N" columns.
Picture-Use this column type for path names of picture data. This type is only
used to maintain compatibility with SoftWood's File IIsg database.
Sound-Use this column type for path names of sound data. This type is only used
to maintain compatibility with SoftWood's File IIsg database.
Calc-This column type is for setting up calculation columns. Each calculation
column is defined by creating a formula. The formula can use the four standard
arithmetic operators of "+" add,"-" subtract,"*" multiply,and "/" divide. A
formula can also contain nested levels of parenthesis. For example:((Hours *
Rate)*.25).

                                7-7

HIDING OR SHOWING A COLUMN
A column can be hidden from view on the database list and on reports. When a
column is hidden,a gray color fills its cell on the database list. On reports,
a hidden column is completely invisible,allowing other columns to appear in its
place.

TO HIDE OR SHOW A COLUMN:
1. Click in the "Show" button.
If the button contains a "*" character,the column will be shown;otherwise it
will be hidden.

DEFINING A COLUMN'S ALIGNMENT
Alignment of data in a column depends upon the "Align" setting. There are three
choices for alignment:
Left-Data is aligned evenly along the left border of a column. The right side
of the data may appear to be uneven.
Right-Data is aligned evenly along the right border of a column. The left side
of the data may appear to be uneven. Normally,numeric amounts are right
aligned.
Center-Data is centered between the left and right borders of a column.

TO DEFINE A COLUMN'S ALIGNMENT:
1. Click the mouse in one of the buttons under the word "Align" in the
requestor.

                                7-8

DEFINING A COLUMN'S POSITION
When a new column is defined,Pen Pal puts it to the right of all other columns
already defined. A column's position can be changed at any time.

TO DEFINE A COLUMN'S POSITION:
1. Click the mouse in the "-" button to the left of the "Position" value to
move the column to the left in a list;click the mouse in the "+" button to move
the column to the right in a list.

DEFINING A COLUMN'S SUB-TOTAL INDICATOR
Any column can be selected to cause a sub-total break on reports. During the
printing of reports,amount and calculation columns can be sub-totaled. A
sub-total break occurs whenever the data in a particular column's cell is
different than the cell's data in the previous row. For example,let's say you
have a database to keep track of remodeling your house with the following
columns:

Contractor,Date of work,Type of work,and Cost.

Suppose each contractor was responsible for doing several jobs on different
dates. If you want a report showing the total amount of remodeling cost paid to
each contractor,you would set the "Cause a sub-total sort break on reports?"
value to "Yes" for the "Contractor" column. Later when you print the
report,sort the database in order by "Contractor" before printing. On the
report,all the work performed by each contractor will be grouped together with
a sub-total of the work shown after each group.

On "Date" and "Time" columns,there will be different options for this
indicator. For "Date" columns,you will be able to specify a sort break at the
change of day,month,or year. For "Time" columns,you will be able to specify a
sort break at a change in Hour or Minute.

TO DEFINE A COLUMN'S SUB-TOTAL SORT BREAK INDICATOR:
1. Click the mouse in the desired sort-break button.

                                7-9

DATA TYPE REQUIREMENTS
The following data types have unique requirements for their definition:Date,
Amount,and Calc.

When you are defining a column and click on one of the above data type buttons,
the program will display the definition requirements that are unique to that
type.

REQUIREMENTS FOR "AMOUNTS"
Columns defined as an "Amount" have the following items that must be defined in
addition to the standard items:
Screen Totals-Indicates whether or not screen totals should be maintained for
the column. In addition to having this item set to "Yes",you must also have the
"Show Screen Totals" option set in the database "Process"menu in order to see
screen totals.
Currency-This item indicates whether or not a dollar sign is to be displayed
with the amount on the screen and on reports. Dollar signs may not be entered
for an amount from the keyboard. Pen Pal will automatically place a dollar sign
next to the amount if the amount column's Currency indicator is set to "Yes".
Report Totals-There are two types of totals an amount can have on columnar
reports. Sub totals occur at sort breaks. Final totals occur at the end of the
report. Select either or both of these for report totals.
Decimals-An amount can be displayed as an integer or as a decimal number
containing one or two decimal places. Integers do not have a decimal point.

                                7-10

REQUIREMENTS FOR "DATES"
The unique requirements for "Date" columns define the way the date is to be
displayed on the screen and on reports.
Format-This defines the order in which the parts of a date appear. "MDY" is
month,day,year. "YMD" is year,month,day. "DMY" is day,month,year.
Weekday-This indicates whether you want the day of the week to be displayed
when the date.
Month-This defines the way the month is displayed. "MM" will result in a
numeric digit from 1 through 12. "MMM" results in an abbreviated text such as
"Mar". "MMMM" results in full text such as "March".
Year-This defines the way the year is displayed. "YY" results in the year of
the century as in "89" or "90". "YYYY" results in a full year as in "1989".
Divider-The character that is used to divide parts of a date.

REQUIREMENTS FOR "CALCS"
"Calc" columns have the same unique requirements as "Amount" columns,but with
the addition of a formula.

A formula can:
contain up to 256 characters.
inculde the four basic arithmetic operators of "+" for add,"-" for subtract,"*"
for multiply,and "/" for divide.
have nexted parenthesis as in ((hours * rate)*.25).
contain numeric constants.
refer to "Amount" columns.

A formula can not:
refer to other "Calc" columns. You can work around this by repeating the
formula for other "Calc" columns by enclosing it in parenthesis within the
formula.
refer to "Amount" columns in a different row.

                                7-11

SAVING A COLUMN
After you do whatever is necessary to define a column you are working on,you
must "Save" it in order for the database definition to be changed.

TO SAVE A COLUMN'S DEFINITION:
1. Click the mouse in the "Save" button in the requestor.

After you press "Save",the program will remove the column's definition from the
column definition area and move it into the "Database Definition" list.

                                7-12

CHANGING A COLUMN'S DEFINITION
Columns that have already been defined can be redefined with one exception. If
data has already been entered into a database,the type of a column can not be
changed. This is the only restriction--all other items that make up a column's
definition can be modified.

TO CHANGE AN EXISTING COLUMN'S DEFINITION:
1. Click the mouse on the name of the column to be redefined inside the
"Database Definition" list of the requestor.
Pen Pal will copy the column's definition into the column definition area.
2. Make any changes that are desired.
3. When finished making changes,click the mouse in the "Save" button.

DELETING A COLUMN
A column that has already been defined can be removed from the database
defintion at any time. The only exception is that you cannot delete the column
if it is the only column in the database.

WARNING! Once a column is removed,its data is also removed.

TO DELETE A COLUMN AND ALL OF ITS DATA FROM THE DATABASE:
1. Inside the "Database Definition" list,click the mouse on the name of the
column to be deleted.
2. Click the mouse on the "Delete" button.
The program will ask if it is OK to delete the column.
3. Click the mouse "Yes" to delete it;click on "No" to not delete it.

                                7-13

SAVING THE DATABASE DEFINITION
After you are finished defining the database,you must tell Pen Pal it is OK to
permanently modify the database's definition.

TO SAVE THE DATABASE DEFINITION:
1. Click the mouse in the "OK" button on the requestor.
Pen Pal will remove the "Database Definition" requestor from the screen,and
redraw the database window.

If you change your mind and decide not to permanently update the database
definition,you can cancel.

TO CANCEL DEFINING A DATABASE:
1. Click the mouse in the "Cancel" button on the requestor.

                                7-14

CHANGING COLUMN WIDTH
Changing the width of columns is the only part of defining a database that is
not performed in the "Database Definition" requestor.

When a new column is defined,the program sets the column's width for you to the
maximum of either 72 pixels,or the width of the column's name. You can change
the column's width any time.

In Pen Pal's database,data is stored in what is called "Variable Length Data"
storage. This means that the program only stores as much data as you enter. So
when you increase a column's width,you are not increasing the amount of room
required to store the database.

TO CHANGE A COLUMN'S WIDTH:
1. Position the mouse on top of the vertical boundary of the right side of the
column whose width is to be modified.
When the mouse is positioned properly,the mouse pointer will turn into a double
headed arrow with the text "Column Width" attached to it.
2. When the mouse pointer reads "Column Width",press the mouse button and drag
the mouse to the right to increase the width,or to the left to decrease the
width.
As you drag the mouse,the program will draw a line showing you where the
column's boundary will be.
3. When the boundary is where you want it,release the mouse.

                                7-15

ENTERING DATA
This chapter is about entering data into a database. It discusses:
Where and how data is entered.
What kind of errors might be encountered.
Techniques for moving around in a database list.

WHERE DATA IS ENTERED
Data is entered directly into cells in the list window of either a new database
or a database that has been opened. The advantages of entering data in this
manner are:
Data to be modified can be easily located.
While entering data,you are able to see other information in the database at a
glance.

New rows are always entered in a special row that is just below the last row of
data. This special row has a row header labeled "New". Data in an existing row
is modified directly in the cells of the row.

                                7-16

TO ENTER DATA INTO A DATABASE:
1. Locate the cell you want to enter data into.
If you are entering a new row into the database,you will want to access the row
labeled "New". This row is reserved for entering new data. If you are entering
data into an existing row,do what is necessary to bring that row into view.
2. Click the mouse in the cell where data is to go.
If you are entering a new row,you will normally click the mouse in the first
cell in the row. When you click the mouse,the program will redraw the cell so
that it has light letters on a dark background. Next,the program places a
cursor immediately following the last letter of data(if any)currently in the
cell.
3. Enter data using the keyboard.
When replacing data that is already in a cell,you can press the special Amiga
key and the letter "X" at the same time,and the program will remove any
existing data in the cell and await your new entry. This special Amiga key is
the key that is directly to the right of the space bar.
You can also use the BACKSPACE and left or right ARROW keys to maneuver the
cursor in a cell's data.
4. After entering data,press the RETURN key to accept the data and advance to
the next cell.

The program will remain in data entry mode until you exit from it. This means
that each time you finish entering data in a cell,Pen Pal will advance you to
another cell assuming you want to continue entering data. When you get to the
end of a new row,the program will automatically begin another new row. You can
end the data entry process at any time.

TO END ENTERING DATA:
1. Click the mouse in the "Neutral Zone" in the upper left corner of the
database window(refer to illustration on previous page).
NOTE:If you end data entry without telling Pen Pal to accept the data,any
changes made to the data in the current cell will be ignored.

                                7-17

DATA ENTRY ERROR MESSAGES
Each time you instruct the program to accept data you have entered in a cell,
that data is examined to ensure it is valid for the type of column it was
entered into. For example,if the cell was within a column defined as a "Date"
column,the program will ensure that the data is a valid date entered in
"MM/DD/YY" format.

Any errors received will depend upon the type of column. If the data is not
valid for the column it was entered into. For example,if the cell was within a
column defined as a "Date" column,the progrm will ensure that the data is a
valid date entered in "MM/DD/YY" format.

Any errors received will depend upon the type of column. If the data is not
valid for the column it was entered into,Pen Pal will display an error message
alerting you to the problem. You will have to respond to the error message,and
then correct the data before continuing. Of course,you can always end the data
entry process by clicking in the database window's "Neutral Zone".

The following column types can cause an error message to be displayed:
Amount-Amounts may only contain numeric digits,a decimal point,and an optional
sign. Commas,spaces,and other character are not allowed.
Date-Dates must be entered in "MM/DD/YY"format:where "MM" consists of numeric
digits for the month(0-12),"DD" is the day of the month(1-31),"YY" is the year
of the century(89),and "/" is the separator character. For example,July 22,1989
would be entered as 7/22/89. Dates entered also must be valid. For example
2/30/89 is an invalid date because February does not have 30 days.
NOTE:The format for entering a date is independent of how it is later
displayed. You must always enter a date in "MM/DD/YY"format even if it is to be
displayed differently.
Time-Time data must be entered in "HH:MM x" format:where "HH" is the hour(1-12)
"MM" is the minute(0-59),"x" is either "AM" or "PM" preceded by a space,and ":"
is the character used to separate the hour from the minute.
Yes/No-Data in a "Yes/No" column can be YES,Y,y,yes,NO,N,n,and no. If you press
the RETURN key without entering data,the program assumes "Yes".

                                7-18

Phone-Data entered may consist of numeric digits,parenthesis,hyphen,and spaces.
Alpha-Only letters of the alphabet and the space character can be entered in an
"Alpha" column.
A/N-Only letters of the alphabet,numeric digits,and the space character can be
entered in an A/N column.

TO CORRECT A DATA ENTRY ERROR:
1. Click the mouse in the OK button in the error message requestor.
Pen Pal will remove the error requestor and put the cursor back in the cell so
you can modify the data.
2. Change the data and press RETURN.
You can use the BACKSPACE,left and right ARROWS,and other keys to modify the
data in the cell;or use the special right Amiga key and the letter "X"
combination to completely remove data in a cell.

MOVING AROUND IN THE LIST
Pressing the RETURN key after entering data in a cell always advances you to
the next cell in a left to right,and top to bottom direction. This means that
up until the last cell in a row,the program advances you to the next cell on
the right;on the last cell of a row,the program takes you to the first cell on
the next row.

You have the option of overriding this direction by pressing other keys along
with the RETURN key.

TO OVERRIDE THE DEFAULT CELL DIRECTION:
1. Press a direction modifier key,and while holding it down,press the RETURN
key.
Modifier keys and their resulting directions are:
Shift-Right to left,bottom to top.
Ctrl-Bottom to top,right to left.
Alt-Top to bottom,left to right.

                                7-19

MANAGING DATABASE FILES
Databases created in Pen Pal are saved to the computer's disk as files. Each
database is contained in a separate file. A file consists of a database
definition and its data. Actions you can perform on database files are:
Open a file to access a database.
Close a file when you are done with it.
Save a file in order to save data entered.
Rename a file-give it a different name.
Delete a file to remove the file from the disk.
Copy a file by creating a duplicate of it.

This chapter is about managing files. Each of the above file actions are
described in detail.

NOTE:Some people refer to a row of data in a database as a file. In Pen Pal
this is not correct. A file in Pen Pal is the complete database including all
rows and definitions.

OPENING A NEW DATABASE
Opening a database that does not yet exist involves defining the new database.
Refer to the "Defining a Database" chapter in this section for full details.

TO OPEN A NEW DATABASE:
1. Choose "New Database" from the "File" menu.
Pen Pal will display the "Define Database" requestor so that you can define the
database. After you finish with the database definition,Pen Pal will open a
window for the new database and give it an "Untitled" title.

                                7-20

OPENING AN EXISTING DATABASE
An existing database is one that has already been created and saved to the
computer's disk.

TO OPEN AN EXISTING DATABASE:
1. Choose "Open Database" from the "Open" menu item in the "File" menu.
Pen Pal will display the "Open File" requestor so that you can specify which
database you want to open.
2. Locate the database to be opened using the facilities of the file requestor.
Use the "Parent Selector" to list documents in a desired area by clicking
anywhere within its text. Use the "Device Selectors" to list databases on a
particular device's root directory. When the list contains a "<Dir>" entry,
double click on that entry to show any documents contained within that
directory.
3. Double-click the mouse on the name of the database you want to open.
Pen Pal will open the database by reading it from disk and displaying it in its
own window.

                                7-21

IMPORTING AN ASCII DATABASE
Databases created in other programs can usually be imported into Pen Pal as
long as they have been saved to disk in ASCII format. In addition,the rules for
the ASCII file are as follows:
Data must be separated by either a comma or tab.
Data with embedded commas must be enclosed in quotes.
Each record must have the same number of fields.
A field must not have more than 64 characters.
A record must not have more than 1024 characters.
There may not be more than 32 fields per record.

If any of these conditions are not met,you will get an error message when
trying to convert the ASCII file into a Pen Pal database.

TO OPEN AN ASCII FILE AS A DATABASE:
1. Choose "Open Database" from the menu.
2. Click the mouse in the "Show all" box.
This will list all files instead of just databases.
3. Click the mouse in the "ASCII" format selector.
The file to be opened is now assumed to be in ASCII format.
4. Locate the ASCII file to be opened.
5. Double-click on the name of the file to be opened.
Pen Pal will now read the ASCII file from the disk and try to create a Pen Pal
database from it. If it can't convert the file,it will display an error
requestor telling you why.

                                7-22

SAVING A DATABASE
When a database is saved,it is written to the computer's disk.

TO SAVE A DATABASE FOR THE FIRST TIME:
1. Choose "Save Database" from the "File" menu.
2. If the disk area showing on the requestor is not where you want to save the
new database,use the "Device Selectors",the "Parent Selector",or double click
on "<Dir>" entries to locate the area where the document is to be saved.
3. Change the name in the "Data Entry Area" to the name you want for the new
database. Leave all characters that are to the left of the name as they are.
For example,"Extras:Databases/Untitled.FLR" might be changed to "Extras:
Databases/MyFirst.FLR". Text in front of "MyFirst.FLR" indicates where the
database is to be stored.
4. Click the mouse in the "OK" button to save the database.

TO SAVE AN EXISTING DATABASE:
1. Choose "Save Database" from the menu.
The old version will be replaced by the new version.

                                7-23

COPYING A DATABASE
A database can be copied from within Pen Pal using the "Save As" feature. When
a database is copied in this manner,the original database remains intact,and a
duplicate is saved to disk.

TO COPY A DATABASE USING "SAVE AS":
1. Open the database to be copied,if it is not already open.
You can only use "Save As" on an opened database.
2. Choose "Save As" from the "File" menu.

Pen Pal will display the "Save File" requestor so you can name the copy and
indicate where it is to be stored. Refer to previous description of saving a
database for more details.
1. Locate the area the database is to be copied to.
2. Enter the name to be used for the database.
3. Click the mouse in the OK button.
Pen Pal will make a copy of the database and store it on the area of disk you
specified. It then assumes you will be working with the copied database,and
changes the title in the title bar. If you make any more changes before closing
the database,those changes will be made to the copy of the database rather than
to the original.

                                7-24

EXPORTING AN ASCII DATABASE
Pen Pal databases can be exported from Pen Pal and later imported into another
program such as another database manager. This is done by saving a Pen Pal
database in ASCII format. Of course the program you are importing the database
to must be able to read an ASCII file.
NOTE:It is not necessary to save a database to an ASCII file when exporting it
to SoftWood File IIsg. This program will read Pen Pal databases with no
conversion.

TO SAVE A DATABASE AS AN ASCII FILE:
1. Open the database to be converted to ASCII,if it is not already open.
2. Choose "Save Database" from the "File" menu.
Pen Pal will display the "Save File" requestor.
3. Use the requestor to locate the area the ASCII file is to be saved to,and to
give the ASCII file its own name.
4. Click the mouse in the "ASCII" Format box.
5. Click the mouse on "OK".
Pen Pal will create a new file on disk containing only the ASCII characters of
the database.

                                7-25

RENAMING A DATABASE
You can rename a database using Pen Pal's file requestor. When a database is
renamed,it is not copied. Once a database is renamed,it may only be accessed by
its new name.

TO CHANGE THE NAME OF A DATABASE:
1. Open the database to be renamed,if it is not already open.
2. Choose "Rename" from the menu.
Pen Pal will display the "Rename File" requestor. In the requestor's data entry
area and at the bottom of the requestor will be the current name of the
database.
3. Change the name in the data entry area to the new name.
4. Click the mouse in the "OK" button.

                                7-26

DELETING A DATABASE
You can delete a database that you no longer want from within Pen Pal. In order
for a database to be deleted,it must first be opened. When a database is
deleted,it is permanently removed from the disk.

TO DELETE A DATABASE FROM THE DISK:
1. Choose "Delete Database" from the "File" menu.
Pen Pal will display a requestor asking if you are sure you want to delete the
database.
2. Click on "Yes" if you really want to delete the database;click on "No" if
you changed your mind and do not want to delete it.
If you clicked on "Yes",Pen Pal will delete the database and remove its window
from the screen.

                                7-27

CLOSING A DATABASE
When you are finished working with a database,you will want to close it. After you
close it. After you close a database,its window will disappear from the screen.

TO CLOSE A DATABASE:
1. Choose "Close Database" from the menu.
Pen Pal will remove the database from the screen as long as no changes have
been made to it since it was last saved.

If you make changes to a database and do not save the database before closing
it,Pen Pal will ask you if you want to save the changes before it closes the
database.

When you are asked if you want to save changes,you are given three choices:
"Yes","No",and "Cancel". If you click on "Cancel",the database will not be
closed. If you click on "No",the database will be closed and any changes you
have made to it since it was last saved will be discarded. If you click on
"Yes",Pen Pal will save the database for you. Before it saves it,Pen Pal checks
to see if the database has ever been saved. If it hasn't,the "Save File"
requestor is displayed giving you the opportunity to name the database.

                                7-28

                        THIS PAGE IS BLANK

                                7-29

SORTING AND SEARCHING
Sorting a database arranges it ino order based upon one or more columns. For
example,you might sort a mailing list in order by zip code. Searching a
database examines a database for specific information. For example,a record
collection might be searched for all records that contain works composed by
Mozart.

Pen Pal's database has powerful sorting and searching capabilities that enable
you to:
Sort a database on a single column or multiple columns.
Sort in ascending(low to high)and descending(high to low) order.
When sorting on multiple columns,sort some columns in ascending order,and
others in descending order.
Search a database for data meeting specific criteria.
Specify simple or complex search criteria.
Search a database for duplicate data.

                                7-30

SORTING A DATABASE
When you enter new rows into a Pen Pal database,the new rows are appended to
the end of the list. You can rearrange the rows by sorting the database.

TO SORT A DATABASE ON A SINGLE COLUMN:
1. Choose "Sort List" from the "Process" menu.
Pen Pal will display the "Sort Specification" requestor. You can use this
requestor to specify the column(s) you want to use to arrange the database,and
the order of the arrangement. Each row in the requestor contains one of your
database's columns.
2. Click the mouse on the row containing the name of the column you want to
sort in.
When a row is clicked,Pen Pal redraws it in highlighted mode-this indicates
that the row has been selected for sorting.
3. Click the mouse on the "Sort" button at the bottom of the requestor.
Pen Pal will now sort the database arranging the list according to the data in
the column you indicated it was to sort on. Once it finishes,it will redraw the
list in the new order.
NOTE:The time required for Pen Pal to arrange a list depends mostly upon the
number of rows it has to arrange.

                                7-31

SORTING ON MORE THAN ONE COLUMN
Sometimes you will want to sort a database on more than one column at a time.
For example,a database of real estate listings could be sorted so that all
houses in the same city are shown together,and within each city the houses are
arranged in order of number of bedrooms. In this example,the database would be
sorted on both location and number of bedrooms. Since houses will be sorted on
number of bedrooms within a location,the location sort is called the major
sort,the number of bedrooms sort is called the minor sort. In Pen Pal you can
sort up to 32 columns at a time.

TO SORT A DATABASE USING MULTIPLE COLUMNS:
1. Choose "Sort List" from the "Process" menu.
2. In the "Sort Specification" requestor,click the mouse on the rows containing
the column names to be sorted on.
In the example above,the row for the "Location" column was clicked on first.
3. Click on the "Sort" button at the bottom of the requestor.
When more than one column has been selected to be sorted,Pen Pal sorts the
columns from major to minor in the order in which rows in the requestor were
clicked on. This order is shown beneath the "Order" column in the requestor.

                                7-32

CHANGING THE SORT SEQUENCE
When you click on a row in the "Sort Specification" requestor,the program
assigns a default "Sequence" as "Low to High". This means that data in the
column will be arranged from the lowest value to the highest value. So in an
alphabetical sort,data starting with the letter "A" would appear before data
beginning with the letter "Z". Sometimes it is necessary to reverse this order.
For example,in the real estate database example,a person may want only to sort
the houses in order by location,but within each location show the most
expensive houses first,and the least expensive houses last. This multiple
column sort would require that the "Price" column be sorted with a sequence of
"High to Low".

TO CHANGE A COLUMN'S SORT SEQUENCE:
1. Within the "Sort Selection" requestor,click the mouse on the row containing
the column(s) to be sorted on.
2. Click one more time on any row containing a column to be sorted "High to
Low".
When you click the mouse on a row that has already been selected,Pen Pal will
reverse the sequence text from "Low to High" to "High to Low". If you click
again,it will go back to "Low to High".
3. Click the mouse in the "Sort" button to sort the data.

                                7-33

SEARCHING A DATABASE
One of the useful things that can be done with a database is to locate
information that meets certain criteria. For example,you might want to locate
the names of all customers that have not paid their bill in the last 60 days.
Or in a large mailing list,you might want to search for people who have been
entered more than once. There are two basic types of searches possible in Pen
Pal. You can:
Search for data that meets specific search criteria.
Search for duplicate data.

SPECIFYING SEARCH CRITERIA
Search criteria is entered from the "Search Criteria" requestor.

TO ACCESS THE "SEARCH CRITERIA" REQUESTOR:
1. Choose "Find Data Using Search Criteria" from the "Process" menu.
Pen Pal will display the "Search Criteria" requestor.

                                7-34

THE "SEARCH CRITERIA" REQUESTOR
There are four major areas in the "Search Criteria" requestor.
Include/Ignore-You have the option of accepting or rejecting data that meets
search criteria. For example,you might want to "Ignore" all houses greater than
$200,000 in price that only had 3 bedrooms. Or,you may want to "Include" all
houses less than $300,000 that had 4 bedrooms.
Selection Criteria Area-This is a scrollable list that is similar in format to
the database list. This list contains cells in which you can enter search
criteria data. The rules for specifying search criteria are that data entered
in cells on the same row specify an "AND" condition;data entered in cells on
different rows specify an "OR" condition. An "AND" condition means that
comparisons must be TRUE;an "OR' condition means that either one comparison
must be TRUE. Examples will be shown later in this chapter. The "@" keyboard
character is a special symbol you can enter to signify null data. For example,
you could search for all listings in the real estate database where nothings
has been entered for price by using "=@" as the search criteria data in the
"Price" column.
Operators-Operators are used along with data typed from the keyboard when
specifying search criteria data.
Requestor Control-The "Clear" button clears the search criteria so you can
start over. The "Select" button tells the program to start the search. "Cancel"
removes the requestor without performing a search.

                                7-35

EXAMPLES OF SEARCH CRITERIA
Below are several examples of search criteria using the "Listings" database
that comes with your Pen Pal product. You may want to study these examples so
that you can get a feel for how to set up searches in your database.

Search for all houses in Santa Monica with only 2 bedrooms:

Search for all houses in Los Angeles or Santa Barbara:

                                7-36

Search for all houses in Los Angeles with 3 or more bedrooms,or houses in Santa
Barbara:

Search for listings with 2,3,or 4 bedrooms:

The "Ignore" button is useful when searching for a range of data. In this case
we are ignoring any listings that have less than two bedrooms,and also any that
have more than five bedrooms.

                                7-37

LOCATING DUPLICATES
Locating duplicates is the process of searching for rows that contin identical
information in one or more columns. The columns looked at are the ones the
database is sorted in.

TO LOCATE DUPLICATES IN A DATABASE:
1. Sort the database on the columns that are to be examined for duplicate data.
For example,if you were looking for identical last names and first names in a
mailing list,you would sort the database using a multi-column sort with "Last
Name" being the major,and "First Name" being the minor. Refer to the first of
this chapter for more on sorting.
2. Choose "Locate Duplicates in Sorting Columns" from the "Process" menu.
Pen Pal will go through the database and examine the data in the sorted
columns. It will create a sub-list of all entries that have duplicates.
NOTE:If you are locating duplicates in order to delete them,remember that the
sub-list contains all entries that are identical. You will probably want to
delete all but one in each group of duplicates.

                                7-38

SWITCHING BETWEEN LISTS
Whenever a search is performed on a Pen Pal database,the program creates a
separate list containing rows from the database that met the search criteria.
This list is referred to as a "sub-list". Pen Pal automatically displays the
sub-list immediately after it performs a search. If no information was found
that met your search criteria,the sub-list will be empty.

You can determine which list is on display in two ways. The most obvious way is
to look at the list header that is just below the title bar. If the text reads
"Database Items:nnn",then the full database list is on display. If the text
reads "Sub-List Items: n of m",the sub-list is on display. The other way is to
look at the "Show Rows" item in the menu. There will be a check mark next to
the list description that is on display.

TO SWITCH BETWEEN LISTS:
1. Choose the desired list from the "Show Rows" menu item within the "Process"
menu.

                                7-39

EDITING DATA
Using Pen Pal's database editing features you can:
Duplicate rows any number of times.
Transfer rows from one database to another.
Delete a single row from a database.
Delete multiple rows from a database at one time.
Transfer a single cell from one database to another.
Transfer a single cell to a different cell in the same database.
Duplicate a single cell any number of times.
Change the contents of a cell.
Delete the contents of a cell.

                                7-40

SELECTING DATA
Before a row or cell can be edited,it must first be selected.

TO SELECT A CELL'S CONTENTS:
1. Click the mouse on the desired cell in the database list.
Pen Pal will not only highlight the cell,but also activate it from data entry.

TO SELECT A ROW:
1. Click the mouse on the row number of the desired row.
Pen Pal will highlight the row.

TO SELECT MORE THAN ONE CONTIGUOUS ROW AT A TIME:
1. Press the mouse on the top row of those to be selected.
2. While holding the mouse down,drag the mouse over the row numbers of the
other rows to be selected.
Pen Pal will highlight each row as it is selected.

TO SELECT ALL ROWS IN THE DATABASE:
1. Choose "Select All" from the "Edit" menu.

TO EXTEND SELECT ROWS IN A DATABASE:
1. Click the mouse on either the top or bottom row of the ones you want
selected.
2. Position the list so that you can see the last row of the ones to be
selected.
3. Hold down the SHIFT key,and while the SHIFT key is held down,click the mouse
on the last row to be selected.

TO UNSELECT ALL SELECTED ROWS:
1. Click the mouse in the "Neutral Zone" of the database list.

                                7-41

CUTTING,COPYING,AND PASTING ROWS
Cutting or copying rows moves them to a temporary storage area called a
clipboard. Once rows are on the clipboard,you can:
Paste duplicates of them into the same database.
Paste(transfer)them into another existing database that has the same
definition.
Paste(transfer)them into a new database.

TO CUT OR COPY ONE OR MORE ROWS TO THE CLIPBOARD:
1. Select the rows you want to copy to the clipboard.
Refer to the previous page for information on selecting rows.
2. Choose "Cut" or "Copy" from the menu.
Use "Cut" to move the selected row(s) to the clipboard and remove them from the
database list.
Use "Copy" to copy the selected row(s) to the clipboard,leaving them unchanged
in the database list.

TO PASTE ONE OR MORE COPIES OF ROWS IN THE SAME DATABASE:
1. Choose "Paste" from the menu.
You can paste the rows repeatedly for as many duplicate copies of the rows as
you want.

TO PASTE ROWS INTO A NEW DATABASE:
1. Choose "New Database" from the menu.
Pen Pal will display the "Define Database" requestor.
2. Without doing anything else to the requestor,click the mouse in the OK
button.
Pen Pal will remove the requestor leaving a new,untitled database window.
3. Choose "Paste" from the menu.
Pen Pal will paste the rows along with the complete database definition of the
database the rows can from.

                                7-42

TO PASTE(TRANSFER)ROW(S)INTO ANOTHER DATABASE THAT ALREADY EXISTS:
1. Open the database the rows are to be pasted into. If the database is already
open,activate it by clicking the mouse on its title.
NOTE:If a lot of rows are on the clipboard,you may have to close the database
you copied them from in order to open the other database.
2. Choose "Paste" from the menu.
Pen Pal will transfer the rows from the clipboard into the other database.
NOTE:The database definition of the receiving database must be the same as that
of the database the row(s)were "Cut" or "Copied" from.

DELETING ROWS
One or more rows may be deleted as long as they are first selected. Delete,
rather than cut,rows when you:
Don't want to use the deleted rows elsewhere.
Don't want to replace what is currently on the clipboard.

TO DELETE ONE OR MORE ROWS:
1. Select the row(s) to be deleted.
2. Choose "Clear" from the menu.
Pen Pal will ask if you are sure you want to delete the rows.
3. Click on either the "Yes" or "No" button.
Click "Yes" to delete;click "No" to cancel the deletion.

                                7-43

CUTTING,COPYING,AND PASTING CELLS
Cutting or copying a cell moves it to a temporary storage area called a
clipboard. Once a cell is on the clipboard,you can:
Paste a duplicate of it into another cell in the same database.
Paste(transfer)it into a cell of another database.

TO CUT OR COPY A CELL TO THE CLIPBOARD:
1. Select the cell you want to copy to the clipboard.
Refer to the previous page for information on selecting a cell.
2. Choose "Cut" or "Copy" from the menu.
Use "Cut" to move the selected cell to the clipboard,removing its contents from
the database list.
Use "Copy" to copy the selected cell to the clipboard,leaving it unchanged in
the database list.

TO PASTE A COPY OF THE CELL INTO ANOTHER CELL IN THE SAME DATABASE:
1. Click the mouse in the cell that is to receive the data.
2. Choose "Paste" from the menu.
The cell you paste into must be the same type as the cell the data came from.

                                7-44

DELETING CELL CONTENTS
The contents of a cell may be deleted as long as the cell is first selected.
Delete,rather than cut,cell contents when you:
Don't want to use the deleted data elsewhere.
Don't want to replace what is currently on the clipboard.

TO DELETE A CELL'S CONTENTS:
1. Select the cell whose content is to be deleted.
2. Choose "Clear" from the menu.

CHANGING CELL CONTENTS
A cell's contents can be changed at any time. Refer to the "Entering Data"
chapter in this section for details on data entry.

                                7-45

PRINTING DATA
This chapter is about printing reports and labels directly from the database.
In this chapter are descriptions of:
How to define and print a columnar report.
How to define and print a labels.

In addition to the printing methods described in this chapter,you can also
merge database information into custom report templates that you define as word
processing document. The merging method of reporting is described later in this
manual.

COLUMNAR REPORTS
A columnar report is arranged in columns similar to the way a database appears
on the screen. One major difference is that a columnar report can have sub-
totals and final totals,the list on the screen can only have final totals.
Another major difference is that when a column is "Hidden",it will not appear
on a printed report. On the screen a hidden column is drawn but all data is
covered so that it can't be read.

When a columnar report is printed the program prints data in the order in which
it appears on the screen. To change the order of data on the report you re-sort
the database. The information that is used in the report is the information
that is in the currently active list. Therefore,you can select the data to be
printed using the standard data selection methods discussed in the previous two
chapters of this section.

The order columns appear on a report,display formats,which columns have sub-
totals and final totals,and which columns are not to appear on reports are
defined in the "Define Database" requestor. These defintions are part of the
definition for columns in the database.

For your convenience columnar report definitions can be saved. A saved report
definition is called a View. Views are described in the next chapter.

The size of font used for reports is set in the program's "Text Print"
preferences. Finally,the width and height of the report can be set at print
time.

                                7-46

                        PAGE 47 IS A PRINTED DATABASE

                                7-47

PRINTING A COLUMNAR REPORT
It is always possible to print a columnar report. Although you can customize
the way a columnar report will appear,it is not necessary to do so.

TO PRINT A COLUMNAR REPORT:
1. Choose "Print Report" from the menu.
Pen Pal will display the "Columnar Report Specification" requestor. On this
requestor are several settings which can be changed if necessary.
2. Make any changes to the settings on the requestor.

The following are descriptions of the settings:
Copies-This is the number of copies that you want printed.
Report Width-This is the width of the report in characters. This value depends
upon a narrow carriage(8 inches)or wide carriage,and the size of type selected
in the "Text Print" preferences.
In "Text Print" preferences you can specify three pitches:Pica(10 characters
per inch),Elite(12 characters per inch),and Fine.

Normal report widths for each pitch are:

        NARROW          WIDE
Pica    80              130
Elite   96              156
Fine    120+            195+

                                7-48

Left Margin-This is the number of characters from the left side of the page
where printing begins. Character widths depend upon pitch.
Column Divider-A column divider is a vertical line drawn between columns on a
report. This option indicates whether or not one is wanted.
Report Height-This is the number of lines that are to be printed. Don't confuse
report height with page height. Page height(discussed below)is the height of
the page,report height is the number of total lines that are to be printed on
the page.
Top Margin-This is the number of lines from the top of a page where printing
begins.
Page Length-This is the height of the page in lines. For normal computer paper
which is 11 inches tall,you will set this value to 66 or 88. Use 66 for six
lines per inch;use 88 for eight lines per inch. Lines per inch is a "Text
Print" preferences item.
Line Spacing-This is the number of blank lines that are to appear between each
line on the report. Use 0 for single spacing.
Report Title-A title that will appear at the top of each page.
3. Click on the "Print" button.
Pen Pal will begin to print the report.

                                7-49

CUSTOMIZING A COLUMNAR REPORT
Since the columnar report is formatted the same as the list seen on the screen,
these definitions depend mostly on how the list is displayed. The way a list is
displayed on the screen depends upon the database definition,the sort order,and
what rows are selected. Below are different areas where a columnar report can
be customized. All of these areas have been discussed in earlier parts of the
"Working with Data" section. You may want to refer to these areas for more
information on how to set up these definitions.

DATABASE DEFINITION REQUESTOR
Using the "Define Database" requestor you can:
Designate which columns are to have sub-totals.
Designate which columns are to have final totals.
Indicate the order in which columns are to appear on a report.
Indicate which columns may appear on a report.
Specify the alignment of data within columns.
Specify the format of dates,times,and amounts.

SORT SELECTION REQUESTOR
Using the "Sort Selection" requestor you can:
Specify the sorted order of data on the report.
Indirectly allow sub-totals to be printed(Sub-totals can only be printed on
columns that have been sorted on).

DATABASE LIST
Column widths are defined directly on the database list.

"SEARCH CRITERIA" REQUESTOR
You can use this requestor to select the data that is to appear on a report. A
report is always printed using the data that is in the list currently showing
on the screen.

                                7-50

SORT BREAKS AND SUB-TOTALS
A sort break is a break or separation in a report. This break results when data
in a sorted column for any given row differs from the data in that column in
the previous row. When a sort break occurs,sub-totals may be printed for
amounts and calculations.

In order to produce a sort break complete with sub-totals,the following things
must be done:
The column(s) which are to be compared for sort breaks must have their "Sort
Break" indicator set in the "Define Database" requestor.
The column(s) that are to receive sub-totals must have their "Sub-Total"
indicator set in the "Define Database" requestor.
The database must be sorted on the column(s)the sort break comparisons are to
be made in.

Any column defined to cause a sort break will cause a break on reports whenever
that column is sorted on. If a column defined to cause a sort break is not
sorted on,no sort break will occur for that column. Finally,for a sort break to
be printed,there must be at least one column on the report that is defined to
show a sub-total.

On the next page are some examples of reports and how the sort break and sub-
total indicators were set.

                                7-51

The report above has a sort break defined for "Ship Date" so that the break
will occur after each month. The "Amount" column has its "Sub-Total" indicator
turned on. The database was sorted in order by "Ship Date".

This report contains no sort breaks and no sub-totals.

                                7-52

This report has two sort breaks and two sub-totals. It was sorted using two
columns-"Employee" is the major sort and "Project" is the minor sort(See
Sorting and Searching). The sort break indicators are turned on for both the
"Employee" and "Project" columns. The sub-total and final total indicators are
turned on for the "Hours" and "Bill" columns.

                                7-53

PRINTING LABELS
Pen Pal can be used to print labels either directly from the database,or by
merging data with label templates created in the word processor.

The advantages of printing labels from the database are:
You can print more than one label across the page.
Label setup and printing is usually faster.

The advantags of printing labels from a word processing template are:
Graphics can appear on the labels.
Different fonts can be used.

This chapter describes printing labels directly from the database.

TO PRINT LABELS FROM THE DATABASE:
1. Choose "Print Labels" from the menu.
Pen Pal will display the "Label Specification" requestor. On this requestor
will be the current label definition.
2. Change the label definition if necessary.
3. Click in the "Print" button at the bottom of the requestor.

                                7-54

DEFINING LABELS
The definition of a label is made from the "Label Specification" requestor.
When you display this requestor by selecting "Print Labels" from the menu,the
program will show the current label definition.

There are four parts to the requestor:
Label Options-These definitions define general characteristics of the label,
such as dimensions,copies,and the number of labels that are to be printed
across the page.
Label Content List-This is a scrollable list of all columns in the database.
Next to each column is the label line number and the position the column
occupies on that line. If "Line" and "Seq" are empty,the column will not appear
on the label.
Column Definition-This area is used to add or remove a database column from a
label. When you click the mouse on a name in the "Label Content List",the
program will transfer that column to the "Column Definition" area. From that
point you can add,move,or remove the column from the label.
Requestor Control-This is the row of buttons at the bottom of the requestor.
"Print" is used to begin printing labels. "Save" is used to save the label
definition,exit the requestor,but not print. "Cancel" is to exit the requestor
without saving any changes and without printing.

                                7-55

ADDING TO A LABEL DEFINITION
In order to insert a database column into the label definition,it is necessary
to specify a line on the label and a position for the column on that line.

TO ADD A DATABASE COLUMN TO THE LABEL DEFINITION:
1. Click within the "Label Content List" on the name of the database column to
be inserted.
The program will fill the "Column Definition" area with that database column's
current label definition.
2. Click on the buttons to the left and right of the numbers for "Line of
Label" and "Sequence on Line" to define where this database column is to go on
the label.
For example,if you want Zip to be placed third on the third line of the
label,both its "Line of Label" and "Sequence on Line" should be set to "3".
3. Accept the definition by clicking in the "OK" button.

                                7-56

MODIFYING A LABEL DEFINITION
You can change the position of a database column on a label at any time.

TO CHANGE A DATABASE COLUMN'S POSITION ON A LABEL:
1. Click within the "Label Content List" on the name of the database column to
be modified.
The program will fill the "Column Definition" area with the database column's
current defintion.
2. Click on the buttons to the left and right of the numbers for "Line of
Label" and "Sequence on Line" to redefine where the database column is to go.
3. Click the mouse on the "OK" button to save the change.

DELETING FROM A LABEL DEFINITION
You can remove a database column from a label definition at any time.

TO REMOVE A DATABASE COLUMN FROM A LABEL:
1. Click within the "Label Content List" on the name of the database column to
be removed.
The program will fill the "Column Definition" area with the database column's
current definition.
2. Click the mouse on the "Clear" button.
The program will remove the database column from the label definition.

                                7-57

DATABASE VIEWS
A Pen Pal "View" is a small disk file that contains information about the way
you want to look at a database. You can use Views to open a database and
automatically perform such activities as:
Sorting the database
Searching for data
Preparing columns for a special report.

There is no limit as to the number of Views that a database can have. A very
good use for views is to save report definitions. After you spend the time
sorting,searching,moving columns,hiding unwanted columns,and specifying print
options for a columnar report,you can simply save this activity as a View.
Later when you want to print the report,you open the View and Pen Pal will do
all of this work for you--automatically.

Another use for a View is to automatically sort your database in a desired
sequence whenever it is opened. As you know,when you enter new information into
a database,it is placed at the end the database list. You could create a View
that would open the database and automatically sort it.

Views are similar to macros,except they are much easier to use. Instead of
learning a script language or several cryptic commands,all you have to do to
create a View is tell Pen Pal to save a new View. When the View is saved,any
sort,search,and database definition information since the database was last
opened is saved with the View.

There is always one View that is saved within the database. Whenever you open a
View,Pen Pal uses the information in the View to override the one that is
always saved with the database. If you open a View,and then later save the
database,the original View is replaced by the one you opened.

There is no data saved in a View,only definitions of what to do with a database
when it is opened. There is no need to worry about where you data actually is.
It is always in the database file,never in a View.

                                7-58

CREATING A NEW VIEW
A database must be opened before a View can be created for it. The instructions
given below are the safe,and recommended way of saving a new View. There may be
some short cuts that could be taken,but you should stick to the following steps
until you become very familiar with working with the database.

TO CREATE A NEW VIEW:
1. If the database that the View is to be created for is already open,close the
database saving any changes made to it.
2. Open the database the View is to be created for.
It may seem like an extra step to close and then reopen the database,but it can
eliminate confusion as to what you are saving in a View.
3. Define everything you want the View to automatically do for you later.
This includes sorting,searching,defining reports,and resetting print options.
Things you should not do while creating a View are:add new columns,delete
columns,or do any data entry. Doing these things will just cause confusion. If
you must do any of these things,you should start over with Step 1 above.
4. Once you perform all of the tasks you want to be in the View,choose "Save
View of Database" from the menu.
The program will display a "Save File" requestor so that you can name the view.
Use the "Save File" requestor just as you would if you were saving a database.
The big difference is that a view always must have a ".DBV" suffix,whereas a
database always has an ".FLR" suffix.
5. After you have located where you want the View to be saved,and given the new
View a name,click the mouse in the "OK" button to save the View.
6. Close the database by choosing "Close" from the menu.
If you sorted,or searched,or did anything to the database definition,Pen Pal
will ask if you want to save the changes.
7. If the "Save Changes" requestor appears,click "No"--you do not want to save
changes.

                                7-59

OPENING A DATABASE FROM A VIEW
When you open a View,Pen Pal will automatically open the database the View is
defined for. A View is opened in the same way a database is.

TO OPEN A VIEW:
1. Choose "Open Database" from the menu.
Pen Pal will display the "Open File" requestor so you can specify what you want
to open. When displaying databases Pen Pal also displays Views. If you did not
name the View in such a way to identify it easily(for example,View of Listings
.DBV),you can usually tell a View by its small "Size" value.
2. Locate the View to be opened.
3. Double-click the mouse on the name on the name of the View to be opened.
The program will read the View,open the View's database,and then automatically
do whatever tasks the View has been defined to do. Depending upon the size of
the database,this may take a few seconds.

MODIFYING A DATABASE OPENED FROM A VIEW
When you open a database by opening it from a View,you can do the same things
to the database as if you simply opened the database yourself. If you sort,or
search for data,or anything else other than entering data or modifying a
database definition,the program will assume that you are modifying the View--
not the database. If you modify data,enter new data,delete data,define new
columns,or delete columns,the program will know that you are updating the
database itself.

WARNING!  If you change the database definition by adding or removing columns,
ALL Views defined for the database will become invalid. The next time you open
one of the Views,the program will tell you the database definition is
inconsistent with the View.

                                7-60

RENAMEING A VIEW
You can rename a View from within Pen Pal as long as it is open. When you
rename a View,the database itself is NOT renamed.

TO RENAME A VIEW:
1. Open the View to be renamed.
2. Choose "Rename View" from the menu.
3. Choose "Close View" from the menu.

DELETING A VIEW
You can delete a View from within Pen Pal as long as it is open. When you
delete a View,the database is NOT deleted with it.

TO DELETE A VIEW:
1. Open the View to be deleted.
2. Choose "Delete View" from the menu.

                                7-61

                        CHAPTER 8 - MERGING DATA WITH DOCUMENTS

One of Pen Pal's unique features is its ability to use data from the database
in word processing documents. This process of using data and documents together
is called "merging". By merging data and documents you can:

Create a personalized form letter to be sent to selected people in a database.
Once the letter is created,Pen Pal can automatically fill it in with
information from the database and then send the letter to the printer.

Create forms that consist of combinations of areas where data is to be merged
from the database,and areas you will fill-in manually from the word processor.

Create mailing envelopes and labels. Although Pen Pal's database lets you print
labels,you can also use the word processor to create labels with graphics and
different sized fonts.

Create custom reports. Pen Pal's database prints columnar reports,but you can
also use the word processor to create custom reports complete with graphics and
pictures in different fonts,styles,and colors.

Create documents that contain database information. The database information
could range from a single cell of data to a full list of rows from the
database.

This section tells you what must be done to merge data and documents together.

                                8-1

MERGING DATA
There are three basic ways database information can be merged into word
processing documents using Pen Pal.
Mail Merge-This method of merging should be used when you want to print a
document for each row of data you have selected from the database. Examples of
this method include:form letters,labels,and preprinted forms.
Report Merge-This method should be used when you want to produce a customized
report. Typically on reports,you have a report heading for each page,followed
by information from the database.
Paste Data-Use this method of merging when you want to include database
information in a document,but you do not want Pen Pal to automatically print
it. This method allows you to edit the document even after database information
has been merged into it.

"Mail Merge" and "Report Merge" result in merged output sent directly to the
printer. You can not edit a document during either of these two processes. If
you want to edit merged data,you must use the "Paste Data" method.

BASIC STEPS IN MERGING DATA
Regardless of which merge method you use,there are always three basic steps
required.

TO MERGE DATABASE DATA INTO A WORD PROCESSING DOCUMENT:
1. Create a template in a word processing document that can receive database
information.
2. Select data from the database that is to be merged,and copy it to the
clipboard.
3. Execute one of the three types of merge from the word processor.

                                8-2

CREATING TEMPLATES
"Template" is the term used to describe a word processing document that is set
up specifically to receive data from the database. Sometimes the term is used
to describe an entire document;other times it may describe only the part of the
document that actually is to receive the data.

A template is just like any other document,with one exception. On every
template is one or more areas designated to receive database information. These
areas for data are referred to as "Template Data Areas",or simply "Data Areas".
"Data Areas" have a required format and always consists of three parts as
follows:
        <COLUMN NAME>
1. The "<" character designates the start of a "Data Area",and must be entered
as the first character of a "Data Area".
2. The "Column Name" is the name of the database column whose data is to be
merged into the "Data Area". Don't confuse a column name with the data. For
example,a mailing list might have a column name of "Last Name". Within the
database can be many last names(Jones,Smith,etc.).
3. The ">" character designates the end of a "Data Area",and must be entered as
the last character of a "Data Area".

Pen Pal treats all "Data Areas" on a document as templates for one row's
database information. This means that you may not create two or more templates
in the same document. An important thing to remember when creating templates is
that Pen Pal treats everything from the first data area of a template through
the end of the document as the template. This includes blank lines and
paragraphs.

During "Report Mege" Pen Pal uses a single template over and over for different
rows from the database. It will try to fit as many filled templates on a page
as it can.

The font,style,color,and size of type used for filling in the template depend
upon the characteristics of the leading "<" character in a data area. Each data
area,therefore,can have different type characteristics.

On the next pages are examples of templates.

                                8-3

SoftWood,Inc
Post Office Box 50178
Phoenix, Arizona  85076

<TITLE><FIRST NAME><LAST NAME>
<ADDRESS>
<CITY><STATE>    <ZIP>

Dear <TITLE> <LAST NAME>:

Thank you for purchasing Pen Pal. We recently recived your registration card
and have entered you into out database. You are now entitled to receive free
technical support on Pen Pal. When you call,please have your official ID number
of <REG ID>available in case it is asked for.

In addition to receiving technical support,we will notify you of future updates
to Pen Pal.

Sincerely,



Woody Williams
President

NOTE:For example purposes,the "Data Areas" are shown in bold.

The database column names required for this template are:
Title,First Name,Last Name,Address,City,State,Zip,and Reg ID.

                                8-4

SoftWood, Inc.
Post Office Box 50178
Phoenix, Arizona  85076


                        <TITLE><FIRST NAME><LAST NAME>
                        <ADDRESS>
                        <CITY>,<STATE>   <ZIP>

In this example,the page size was to set the size of the envelope. Setting the
page size is described earlier in this manual in the chapter "Formatting"
within the section "Working With Text".


Mail Merge Template Example 3: A label for a CD library

CD NAME:        <CD>
MAIN ARTIST:    <ARTIST>
TYPE OF MUSIC:  <TYPE>          CATEGORY:   <CATEGORY>
OTHER ARTIST:   <OTHERS>

In this example,the age was set to the size of the label. Helvetica font was
used for the descriptions,and Times font was used for the Data Area. A useful
technique in creating templates that have Data Areas that need to be aligned
vertically,is to use tab stops. In the above example,a left tab stop was used
to align "CD","Artist","Type",and "Others".

                                8-5

REPORT MERGE TEMPLATE EXAMPLE 1:INVENTORY REPORT

DATE:7/22/89                SOFTWOOD, INC                       PAGE:1
                            Inventory Report

Part #          Description             Date    Cost    Quantity
------          -----------             ----    ----    --------

<Part>          <Description>           <Date>  <Cost>  <Quan>
                <Supplier>
                <Supplier Phone>
                <Contact>


This is a columnar report that has multiple lines for each row of the database.
The "Date" and "Page" on the header are set up to be automatically inserted by
Pen Pal using the "Insert Page #" and "Insert Date" editing commands. Tab Stops
were used to align the Data Areas. The "<Cost>" Data Area was aligned on a
Decimal Tab stop. The "<Quan>" Data Area was aligned on the Right Tab stop.

When the program merges data into the template,it will try to fill in as many
templates as it can on a page before it prints. This is the major difference
between "Report Merge" and "Mail Merge". During "Mail Merge",as soon as one
database row is filled into a template,the entire filled in template is
printed.

                                8-6

SoftWood,Inc
P.O. Box 50178
Phoenix, Arizona  85076

Steve Wagh
Brown-Wagh Publising
16795 Lark Ave. Suite 210
Los Gatos,California  95030

Dear Steve,

Thank you for your interest in our products. Per your request I have searched
for dealers in your area where you can get more information. Feel free to call
me if you have any further questions.

The dealers in your area are:

<Dealer>        <Phone>         <Contact Name>

This letter will be finished after the database information has been merged.
Whenever you paste data into a document,the template must be the last thing in
the document. This is because Pen Pal treats everything from the first "Data
Area" to te end of the document as a template.

                                8-7

DETAILED STEPS IN MERGING DATA
This chapter so far has described templates,and has listed the basic procedure
of merging data. What follows are detailed steps you can follow when merging.

TO MERGE DATA:
1. Prepare a template,if you have not already done so.
While creating a template,you may want to open the database that will be
merged. This will allow you to refer to the database list for correct spellings
of column names to be merged.
2. Save any changes made to the template before merging the data.
It is a good practice to always save changes made to a template before merging,
since the document may be modified by the merge.
3. Open the database from which data is to be merged,if it is not already open.
If the database is already open,make sure it is the active window by making it
the front window.

It is not necessary that the template be open at the same time as the database.
If you are running short on memory,you may want to close the template before
opening the database.
4. Obtain a list of rows from the database that you want to merge.
This list can be the entire database,or selected rows. You can use the normal
search features to create a list.
5. Select the rows in the database to be merged.
Use the normal selection techniques to select one or more rows for merging. You
can refer to the "Editing" chapter in the section "Working With Data" for
details on selecting rows.
6. Choose "Copy" from the database's menu.
This will place a copy of the database rows in Pen Pal's temporary storage area
called the clipboard.

                                8-8

7. Close the database window,if you want to.
If you are short on memory,you may want to close the database.
8. Open the template if it is not already open. If the template is already
open,activate its window.
9. Click the mouse to the immediate left of the first "Data Area" of the
template.

CD NAME:        <CD>
MAIN ARTIST:    <ARTIST>
TYPE OF MUSIC:  <TYPE>          CATEGORY:       <CATEGORY>
OTHER ARTIST:   <OTHERS>

10. Choose the desired merge command from the menu.
If you select either "Print Report Merge" or "Print Mail Merge",the program
will go through its normal printing steps for documents.

                                8-9

                               REFERENCE

The Reference section consists of descriptions of the Pen Pal menus,and the
"Full Page" view.

There are three menu bars in Pen Pal:
Document menu
Database menu
Background menu

Hold down the right mouse button to view a menu bar. To view a menu,drag the
mouse,while holding down the mouse button,so that it is on top of the menu's
title you want to see. When you drag the mouse to an item in a menu,the program
will highlight it. When a menu item is highlighted,it can be chosen.

Some menus items have their own menus. These menus are called sub-menus. Sub-
menus work just like other menus in that you must drag the mouse over an item
to choose it.

In the descriptions of the menus that follow,when a particular menu item
results in an action not covered in other sections of the manual,it will be
discussed in more detail. When a menu item's action has been discussed in the
manual,there will be a reference to the pages where the discussion exists.

                                9-1

DOCUMENT MENU BAR
SYSTEM   FILE   EDIT   SEARCH   PROCESS   GRAPHICS   TEXT   SIZE   FONT

SYSTEM MENU
Command         Action
Status          Displays the "Document Status" requestor.(Page 3-52).
Preferences     Shows a sub-menu used to access Pen Pal preferences(Section 2).
Help!           Displays the on-line help requestor. This requestor can be used
                to get quick help on various Pen Pal actions. (Page 1-13).
About Pen Pal   Shows the version of Pen Pal you are using and its release date
                as well as copyright notices for SoftWood,technical support
                phone number,and authors of Pen Pal.

                                9-2

FILE MENU
Command         Action
Windows         Displays a sub-menu that shows the titles of all open windows.
                You can activate one of these windows by choosing the menu
                item that contains its title.
New             Displays a sub-menu that gives a choice of defining a new
                document(Page 3-32)or a new database(Page 7-21).
Open            Displays a sub-menu that lets you open a new document(Page
                1-22,3-33)or a new database(Page 7-21).
Close           Displays a sub-menu that lets you close the current document
                or all windows that are currently open(Page 1-21,3-40).
Save            Displays a sub-menu that lets you save the current document
                or all windows that are currently open.(Page 1-20,3-35).
Save As         Save a copy of the document. Displays the "Save File" requestor
                where you name the copy. Changes title of window to name of
                copy.(Page 3-36).
Print           Displays a sub-menu that lets you print a document(Section 6),
                print mail merge,or print report merge(Section 8).
Rename          Displays a file requestor where you can change the name of the
                current document(Page 3-38).
Delete          Lets you delete the current document. You will be asked if you
                are sure you want to delete before the document is actually
                deleted(Page 3-39).
Quit            The command you choose when you want to exit Pen Pal.

                                9-3

EDIT MENU
Command         Action
Undo            Displays a sub-menu that allows you to reverse,or undo,a text
                or graphic action. Some actions cannot be reversed. When an
                action can be reversed,the "Undo" menu item will be active.
                After you undo something,you can reverse or redo,it. This puts
                you back where you were before selecting undo. "Undo" is
                always deactivated at the first mouse click inside the document
                window.
Cut             Copies selected text or graphic from the document and places it
                on the clipboard. The selected text or graphics is removed from
                the document.(Page 3-9,4-17).
Copy            Copies selected text or graphics to the clipboard,but does not
                remove it from the document.(Page 3-9,4-17).
Paste           Displays a sub-menu that allows you to transfer text or graphic
                from the clipboard into the document.(Page 3-9,4-17).
Clear           Removes selected text or graphics from the document. Nothing is
                placed on the clipboard.(Page 3-5,4-18).
Select All      Displays a sub-menu that lets you select all text or select all
                graphics. When you select all text,the selected text depends
                upon what part of a document the insertion point is in. For
                example,if the insertion points in the Header,only the text in
                the header will be selected.
New Page        Inserts a forced page break(Page 3-31).
Insert Page #   Inserts an automatic page number into the document.(Page 3-30).
Insert Date     Inserts an automatic date into the document.(Page 3-30).

                                9-4

SEARCH MENU
Command         Action
Search/Replace  Displays the "Search and Replace" requestor where you can enter
                text to be searched for,and optionally,text to replace with.
                (Page 3-11).
Search Next     Let's you search for the next occurence of the text found using
                "Search/Replace" command above.(Page 3-11).
Replace         Lets you replace text found using one of the above commands.
                (page 3-11).

Search & Replace Next Let's u\you continue searching for text and replacing it
with other text.(Page 3-12).
Search & Replace All  Lets you replace text fond one of the drive commands.
                (Page 3-130.
Go to Insertion Point Moves the document so that the insertion point is showing

                                9-5

PROCESS MENU
Command         Action
Spell           Displays a sub-menu for spelling and word lookup.(Pages 3-43
                through 3-49).
Forms Fill In   Displays a sub-menu used in forms fill in.(Secton 5).
Statistics      Displays a sub-menu that you can use to obtain paragraph or
                document statistics(Page 3-51).
Page Set Up     Displays the "Page Setup" requestor so you can define page
                dimensions(Page 3-18).
Define Colors   Displays the "Define Colors" requestor. This requestor lets you
                redefine the eight screen colors. This requestor also contains
                several pre-defined palettes which allow you to set all eight
                colors at once. Screen colors are always saved with a document.
Options         Displays a sub-menu that provides an alternate way of selecting
                page view,show/hide rulers,and show/hide bottom scroll bars.
                The other method is to use the areas provided on the window
                frame(Page 1-9).

                                9-6

GRAPHICS MENU
Command         Action
Import Picture  Command used to begin the process of importing an IFF picture
                (Page 4-3).
Text Flow       Displays a sub-menu which lets you change the text-flow
                characteristic of a selected picture(4-24).
Lock            Command used to lock one or more graphic objects so they won't
                be accidentally moved(Page 4-15).
Unlock          Command used to unlock graphic objects that are locked(Page
                4-15).
Group           Command used to place two or more selected graphic objects into
                a group(Page 4-14).
Ungroup         Lets you remove all graphic objects in a group from the group
                (Page 4-14).
Hide            Hides selected graphic objects from view. The objects remain on
                the document,but they cannot be seen.
Show All        Shows all hidden graphic objects in the document.
Send to Back    Sends a selected graphic object to the back of the stack(Page
                4-19).
Bring to Front  Brings a selected graphic object to the front of the stack(Page
                4-19).
Free Form       When this option is checked,graphic objects can be moved pixel-
                by-pixel within the document.
Snap to 1/8 in. When this option is checked, the boundaries of graphic objects
                alight to a 1/8 tick on the horizontal and vertical rulers.
                This is handle for ensuring perfect alignment.

                                9-7

TEXT MENU
Command         Action
Plain Text      Sets text mode to plain. Turns off "Bold","Italics","Underline"
                "Superscript",and "Subscript". Also is checked when text drawn
                in "Plain Text" is selected(Page 3-14).
Bold            Sets text mode to "Bold". Also changes selected text to "Bold"
                (Page 3-14).
Italics         Sets text mode to "Italics". Also changes selected text to
                "Italics"(Page 3-14).
Underline       Sets text mode to "Underline". Also changes selected text to
                "Underline"(Page 3-14).
Text Color      Sets the color of new or selected text(Page 3-14).
Superscript     Sets text mode to "Superscript". Also changes selected text to
                "Superscript"(Page 3-16).
Text Alignment  Displays a sub-menu which lets you change the selected para-
                graphs are aligned(Page 3-26).
Line Spacing    Displays a sub-menu which lets you change the spacing between
                lines of selected text(Page 3-27).

                                9-8

SIZE MENU
Command         Action
n Point         Each menu displays a sub-menu giving a choice of fonts. When
                you choose a font,any text that is currently selected is
                changed to the chosen font. If no text is selected,the text
                modes font becomes the chosen font for new text. The check mark
                next to a size and font indicates the current choice and is
                determined by the location of the insertion point.(Page 3-17,
                3-4,3-2).

FONT MENU
Command         Action
Font Name       Each menu displays a sub-menu giving a choice of sizes. When
                you choose a font and size,any text that is currently selected
                is changed to the chosen font. If no text is selected,the text
                modes font becomes the chosen font for new text. The check mark
                next to a size and font indicates the current choice and is
                determined by the location of the insertion point.(Page 3-17,
                3-4,3-2).

                                9-9

DATABASE MENU BAR
System          File            Edit            Process

SYSTEM MENU
Command         Action
Status          Displays the "Database Status" requestor.
Preferences     Shows a sub-menu used to access Pen Pal preferences.(Section 2)
Help!           Displays the on-line help requestor. This requestor can be used
                to get quick help on various Pen Pal actions.(Page 1-13).
About Pen Pal   Shows the version of Pen Pal you are using and its release date
                as well as copyright notices for SoftWood,technical support
                phone number,and authors of Pen Pal.

                                9-10

FILE MENU
Command         Action
Windows         Displays a sub-menu that shows the titles of all open windows.
                You can activate one of these windows by choosing the menu item
                that contains its title.
New             Displays a sub-menu that gives a choice of defining a new
                database(Page 7-20)or a new document(Page 7-5).
Redefine        Displays the "Define Database" requestor allowing you to modify
                the definition of the current database(Page 75).
Open            Displays a sub-menu that lets you open a new database(Page
                7-21)or a new document(Page 1-22,3-33).
Close           Displays a sub-menu that lets you close the current database or
                all windows that are currently open.(Page 7-28).
Save            Displays a sub-menu that lets you save the current database
                (Page 7-23),a database view(7-59),or all windows that are
                currently open.
Save As         Displays a sub-menu used to make a copy of a database(Page
                7-24)or a database view.
Print           Displays a sub-menu used to print either a columnar report or
                define/print labels(Pages 7-46 through 7-57).
Rename          Displays a sub-menu where you can choose to change the name of
                the current database(Page 7-26),or view(7-61).
Delete          Displays a sub-menu where you can choose to delete the current
                database(7-27),or view(Page 7-61).
Quit            The command you choose when you want to exit Pen Pal.

                                9-11

EDIT MENU
Command         Action
Cut             Copies a selected cell or row(s)from the database and places it
                on the clipboard. The selection is then removed from the data-
                base.(Page 7-42,7-44).
Copy            Copies a selected cell or row(s)to the clipboard,but does not
                remove it from the database.(Page 7-42-,7-44).
Paste           Transfer contents of the clipboard into the database.(Page 7-42
                7-44).
Clear           Removes a selected cell or row(s)from the database. Nothing is
                placed on the clipboard.(Page 7-43,7-44).
Select All      Selects all rows in the database.
Repeat          Used during data entry as a command to repeat any data in a
                cell above the one that is active into the active cell.

                                9-12

PROCESS MENU
Command         Action
Sort List       Displays the "Sort Selection" requestor used to sort a database
                (Page 7-31).
Search List     Displays a sub-menu used to either search a database using
                search criteria(Page 7-34),or to locate duplicates in sorted
                columns(Page 7-38).
Show Rows       Displays a sub-menu used to show either the main database list,
                or a sub-list created as a result of a search(Page 7-39).
Screen Totals   Displays a sub-menu that you can use to turn on or off the
                display of screen totals on the database window.

                                9-13

BACKGROUND MENU BAR
System          File

SYSTEM MENU
Command         Action
Status          Displays the "Database Status" requestor.
Preferences     Shows a sub-menu used to access Pen Pal preferences.(Section 2)
Help!           Displays the "On-line Help" requestor. This requestor can be
                used to get quick help on various Pen Pal actions.(Page 1-13).
About Pen Pal   Shows the version of Pen Pal you are using and its release date
                as well as copyright notices for SoftWood,technical support
                phone number,and authors of Pen Pal.

                                9-14

FILE MENU
Command         Action
New             Displays a sub-menu that gives a choice of defining a new
                database(Page 7-20)or a new document(Page 3-32).
Open            Displays a sub-menu that lets you open a new database(Page
                7-21)or a new document(Page 1-22,3-33).
Close All       Closes all windows. If any of the windows have changes that
                have not been saved,the program will ask if you want to save
                the changes.
Save All        Saves all windows.
Quit            The command you choose when you want to exit Pen Pal.

                                9-15

DOCUMENT FULL PAGE VIEW
Pen Pal is capable of showing a reduced,editable view of an entire or full page
of a document. This view is referred to as the "Full Page" view.

PURPOSE
The purpose of the "Full Page" view is to: 1)let you see what a page will look
like in its entirity without printing it,and 2)provide a convenient way to
position graphic elements on a page.

FEATURES
While viewing a document in "Full Page" you can:
Create new graphic elements such as lines and boxes.
Import picutres.
Change the size of lines and boxes.
Crop and resize pictures.
Move graphics around on the page.
Delete graphics.
Cut,copy,and paste graphics.
Print.
Scroll a document to different pages.
Resize the document window.
Open and work with other documents in other windows.

Things you can NOT do in "Full Page" are:
Enter,modify,select,or delete text.
Adjust margins.
Spell check.
Fill in a form.

                                9-16

USING THE "FULL PAGE" VIEW
In Pen Pal's "Full Page" view the left side of a document window is used to
show the entire page in reduced view. The right side of the window is used to
show the page in its normal-size view.

TO PLACE A DOCUMENT INTO "FULL PAGE" VIEW:
1. Click the mouse in the document window's "Full Page" box.
Pen Pal will redraw the window.

All graphic operations such as drawing,moving,and deleting are done from the
right side of the window. When you perform a graphic operation an outline will
be drawn on the reduced view to show where you are in relation to the entire
page. You may need to position the page within the right side of the window to
a place where a graphic operation is to occur.

TO MOVE A PAGE SO IT IS IN VIEW ON THE RIGHT SIDE:
1. Position the mouse in the reduced view over the area you want to be showing
on the right side.
When you move the mouse over the reduced view,the mouse resembles a magnifying
glass.
2. Click the mouse.
If the area you clicked on is not already visible in the right side of the
window,the page will be scrolled so it is.

TO PERFORM A GRAPHIC OPERATION WHILE IN "FULL PAGE" VIEW:
1. In the right side of the window use the normal graphic editing techniques to
perform the operation.

TO EXIT FROM "FULL PAGE" VIEW:
1. Click the mouse in the document window's "Full Page" box.
The "Full Page" box lets you toggle back and forth between "Full Page" and
normal views.

                                9-17

                APPENDIX A:  CREATING A DATA DISK

If you are using an Amiga without a hard disk,you must use a disk other than
the Pen Pal Program disk to store documents and databases. The reason for this
is that the program disk is completely full,and there is no room on it to store
anything else. By creating a disk for data you will be able to store many
documents and databases on the disk.

                                A-1

CREATING A DATA DISK USING TWO DRIVES
The following instructions are about creating a data disk from a copy of the
Pen Pal "PPExtras" disk using two disk drives. The instructions assume you have
started the computer with the Pen Pal "PPProgram" disk,and you have inserted
the "PPExtras" disk into the second drive. It is a good practice to open the
write-protect notch on the "PPProgram" and "PPExtras" disk while you create the
data disk.

TO CREATE A DATA DISK USING TWO DRIVES:
1. Click the mouse ONCE on the "PPExtras" disk icon.
2. Choose "Duplicate" from the "Workbench" menu.
The computer will respond by asking you to place the "PPExtras" disk in the
drive.
3. Since the "PPExtras" disk is already in the drive,click the mouse on the
"Continue" button.
Once you click on the "Continue" button,the computer will begin reading
information from the "Extras" disk.

In the process of duplicating the "Extras" disk,the computer will read
information from the "Extras" disk,ask you to insert the data disk,copy the
information to the data disk,and ask you to insert the "Extras" disk so it can
read more information. Follow the instructions given on the screen to insert
the proper disk at the proper time. When you insert a disk,you may need to
click the mouse on the "Continue" button.

When the transfer of information from the "Extras" disk is finished,the
computer will name the data disk "Copy of Extras" and place the disk's icon in
the upper right corner of the screen. Once this is done,the duplication process
is complete.
4. Proceed to the instructions in this Appendix titled "Renaming the data
disk".

                                A-2

CREATING A DATA DISK USING ONE DRIVE
The following instructions show how to creata a data disk from a copy of the
Pen Pal "PPExtras" disk using an Amiga that only has an internal disk drive. If
your computer has more than the internal floppy drive,use the previous set of
instructions. It is a good praction to open the write protect notch on the
"PPProgram" and "PPExtras" disks during the time you create the new data disk.
The following instructions assume you have started the Amiga using the Pen Pal
"PPProgram" disk for the Workbench disk.

TO CREATE A DATA DISK USING ONE DRIVE:
1. Eject the "PPProgram" disk from the floppy drive.
2. Insert the "PPExtras" disk you will be making a copy of into your floppy
drive.
Shortly the computer will display the "PPExtras" disk's icon in the upper right
corner of the screen.
3. Click the mouse once on the "PPExtras" disk icon.
4. Choose "Duplicate" from the "Workbench" menu.
The computer will ask you to replace the "PPProgram" disk.
5. Eject the disk,and insert the "PPProgram" disk.
6. Eject the "PPProgram"disk,and insert "PPExtras".
As soon as you insert the "Extras" disk,the computer will ask you to put the
"PPExtras"(FROM disk) in the drive.
7. Click the mouse on the "Continue" button.
Once you click on the "Continue" button,the computer will begin reading
information from the "Extras" disk. Follow the instructions given on the screen
to insert disks at the proper time. Each time you insert a disk,you may need to
click the mouse on the "Continue" button.

When the transfer of information from the "PPExtras" disk is finished,the
computer will name the new data disk "copy of PPExtras" and place its disk icon
in the upper right corner of the screen.
8. Proceed to the next set of instructions in this Appendix.

                                A-3

RENAMING A DATA DISK
If you have followed one of the above sets of instructions on creating a data
disk,you now have a data disk that is a duplicate of the "PPExtras" disk. This
new data disk is labeled "copy of PPExtras".

TO GIVE THE NEW DATA DISK A NEW NAME:
1. Click the mouse ONCE on the data disk's icon.
2. Choose "Rename" from the "Workbench" menu.
The computer will respond by displaying a requestor with the current name of
the data disk.
3. Replace this name with the name you desire,then press the "Return" key on
the keyboard.
The computer will respond by redrawing the data disk icon with its new name.

                                A-4

FREEING SPACE ON A DATA DISK
If you have created a data disk using the "PPExtras" disk as in the preceding
instructions,you can provide additional room on the data disk for storing
documents and databases.

TO REMOVE UNNEEDED ITEMS FROM THE DATA DISK:
1. Double-click the mouse on the data disk's icon.
The computer will respond by opening a window showing the contents of the data
disk. You will see several drawers.
2. For each item in the window that you don't want,drag the icon of the item
onto the "Trashcan" icon.
Once you drag an item onto the "Trashcan" icon,the item's icon should disappear
from the window. The following items are on the "PPExtras" disk:
Databases       Default drawer for storing databases.
Documents       Default drawer for storing documents.
Keymaps         Drawer that contains foreign language keyboard settings.
PPHelp          Drawer that contains Pen Pal's help text.
Pictures        Default drawer where pictures can be stored.
Printers        Drawer containing the printer drivers supplied by Commodore-
                Amiga.
Speller         Drawer containing the spelling dictionaries used by Pen Pal.

NOTE: Once you have installed Pen Pal,it is no longer necessary to keep the
"Keymaps" and "Printers" drawers on the disk. If you do not want to use Pen
Pal's on-line help,you can remove the "PPHelp" drawer. The "Speller" drawer can
be removed if you do not intend to spell check the documents you might store on
the disk.
3. Click the mouse ONCE on the "Trashcan" icon.
The appearance of the icon will change indicating it has been selected for some
action.
4. Choose "Empty Trash" from the "Disk" menu.
After you choose "Empty Trash",the computer will remove the item(s) dragged
into the "Trashcan" icon from the disk.

                                A-5

                        APPENDIX B: KEYBOARD SHORTCUTS

As you get used to Pen Pal,you may want to learn some of Pen Pal's keyboard
shortcuts. These shortcuts consist of combinations of keys that do the same
thing as selecting menus,scrolling through a document,and selecting text.

                                B-1

USING KEYS TO CHOOSE MENU ITEMS
Whenever a menu item appears with a letter to the far right of the item's
border.,you have the option of using the keyboard to choose the menu item
rather than using the mouse.

TO USE THE KEYBOARD TO CHOOSE A MENU ITEM:
1. Hold down the "A" key that is on the right side of the space bar on the
keyboard.
2. While continuing to hold down the "A" key,press the key that is appropriate
for the menu item you want to choose.

KEYBOARD SHORTCUTS WHEN WORKING WITH DOCUMENTS:

Key     Action                                  Menu
O       Open a document                         File-Open
D       Open a database                         File-Open
S       Save a document                         File-Save
Q       Quit Pen Pal                            File
Z       Undo text operation                     Edit-Undo
A       Undo graphic operation                  Edit-Undo
X       Cut selected text or graphic            Edit
C       Copy selected text of graphic           Edit
V       Paste text                              Edit-Paste
W       Paste graphic                           Edit-Paste
F       Search/Replace                          Search
N       Search Next                             Search
R       Replace                                 Search
M       Search/Replace Next                     Search
L       Word lookup                             Process-Spell
P       Plain text                              Text
B       Bold text                               Text
I       Italics text                            Text
U       Underline text                          Text

KEYBOARD SHORTCUTS WHEN WORKING WITH DATABASES:

Key     Action                                  Menu
S       Save database                           File-Save
Q       Quit Pen Pal                            File
X       Cut selected row(s)or cell              Edit
C       Copy selected row(s)or cell             Edit
V       Paste row(s)or cell                     Edit
D       Clear selected row(s)or cell            Edit
R       Repeat data during data entry           Edit
A       Sort list                               Process
F       Specify search criteria                 Process-Search List
L       Locate duplicates                       Process-Search List

                                B-2

USING KEYS TO MOVE WITHIN A DOCUMENT
You can use certain keyboard shortcuts to move through a document. As you move
through a document,Pen Pal moves the insertion point to where you move. If the
insertion point goes outside the window,the program automatically scrolls the
document using these shortcuts,you can optionally select the text that is moved
through.

TO USE THE KEYBOARD TO MOVE THROUGH TEXT:
1. Hold down the appropriate modifier key(see list below).
2. While continuing to hold down the modifier key,press the key that is
appropriate for the action you want to perform.

THE FOLLOWING KEY COMBINATIONS MOVE THE INSERTION POINT WITHIN A DOCUMENT:

MODIFIER(S)     KEY             ACTION
                Right ARROW     Move to first of next character
CTRL            Right ARROW     Move to first of next word
ALT             Right ARROW     Move to first on next sentence
CTRL,ALT        Right ARROW     Move to first of next paragraph
F1                              Move to end of document

                Left ARROW      Move to first of previous character
CTRL            Left ARROW      Move to first of previous word
ALT             Left ARROW      Move to first of previous sentence
CTRL,ALT        Left ARROW      Move to beginning of document

For example,to move to the first of the previous sentence,press the ALT and
LEFT ARROW keys at the same time.

TO SELECT TEXT FROM THE KEYBOARD:
1. Hold down the SHIFT key in addition to the movement keys above.
For example,to select from the insertion point to the beginning of the next
word,hold down the SHIFT and CTRL keys while pressing the RIGHT ARROW key.

                                B-3

                               INDEX

A                                               box fill color 4-21
About Pen Pal command 9-2,9-10,9-14             cell contents 7-45
Aligning text 3-26                              column defintion 7-13
Amount columns,requirements 7-10                column width 7-15
ASCII database                                  left margin 3-20
        exporting 7-25                          line color 4-20
        importing 7-22                          line fill color 4-20
ASCII document                                  line length 4-22
        exporting 3-37                          line weight 4-21
        importing 3-34                          printers 6-2
Aspect 2-11                                     rectangle's size 4-23
Automatic                                       right margin 3-20
        date 3-30                               tab stop's type 3-23
        page number 3-30                        name of a database 7-26
                                                sort sequence
B                                               text style 3-14
Background                              Character
        File menu 9-15                          deleting 3-5
        Menu bar 9-14                           inserting 3-3
        System menu 9-14                Clear command 9-4,9-12
Backup copies 1-2                       Clipboard,replacing text from 3-7
Basic terms 1-6                         Close All command 9-15
Blank line                              Closing
        deleting 3-6                            a database 7-28
        inserting 3-3                           a document 1-21,3-40
Block of text                           Color Correct 2-12
        removing 1-17                   Color Select tool 1-12
        selecting 3-4                   Column
Bold command 9-8                                alignment 7-8
Box fill                                        defining 7-5
        changing color 4-21                     deleting 7-13
        tool 1-12                               hiding 7-8
Bring to Front command 9-7                      name 7-6
Buffer Size for new data 2-8                    position 7-9
Buffers 2-5                                     saving definition of 7-12
                                                showing 7-8
C                                               sub-total 7-9
Cells                                           type 7-6
        changing contents 7-45                  width 7-15
        copying 7-44                    Columnar report
        cutting 7-44                            customizing 7-50
        deleting 7-45                           definition 7-46
        pasting 7-44                            printing 7-48
Changing                                        sort breaks 7-51
        printers 6-2

                                Index-1

        sub-totals 7-51                 Default
Common dictionary 2-7                           database directory 2-8
Copy command 9-4,9-12                           Print mode 2-5
Copying                                         Startup database 2-8
        cells 7-44                      Define Colors command 9-6
        graphics 4-17                   Defining (also see Inserting)
        rows 7-42                               automatic date 3-30
        text 3-9                                automatic page number 3-30
        templates 8-3                           column alignment 7-8
Creating                                        column name 7-6
        form 5-3                                column position 7-9
        a new View 7-59                         columns 7-5
        graphics 4-2                            column sub-total 7-9
        new text 1-15                           column type 7-6
        templates 8-3                           database
Cropping an imported graphic 4-26               labels 7-55
Cut command 9-4,9-12                    Delete command 9-3,9-11
Cutting                                 Deleting (also see Removing)
        cells 7-44                              blank line 3-6
        graphics 4-17                           cell contents 7-45
        rows 7-42                               character 3-5
                                                column 7-13
D                                               database 7-27
Data entry error messages 7-18                  document 3-39
Database                                        from a label definition 7-57
        deleting 7-27                           graphics 4-18
        designing 7-4                           RETURN character 3-6
        moving around list 7-19                 rows 7-43
        opening existing 7-21                   selected text 3-5
        opening from a View 7-60                tab stop 3-25
        opening new 7-20                        text 3-5
        saving 7-23                             View 7-61
        saving definition of 7-14       Density 2-13
        searching 7-31,7-34             Designing a database 7-4
        selecting 7-41                  Display Mode 2-5
        sorting 7-31                    Dithering 2-12
        Date Display Preferences 2-9    Document
        Edit menu 9-12                          deleting 3-39
        File menu 9-11                          Drawer 2-6
        Menu bar 9-10                           Edit menu 9-4
        preferences 2-8                         File menu 9-3
        Process menu 9-13                       Font menu 9-9
        renaming 7-26                           Graphics menu 9-7
        Runtime preferences 2-8                 Information 3-50
        System menu 9-10                        Menu bar 9-2
        Views 7-58                              opening 1-22
Date column requirements 7-11                   opening existing 3-33

                                Index-2

Document(continued)                     G
        opening new 3-32                Go to Insertion Point command 9-5
        preferences                     "Graphics Only" printing 6-4
        printing 6-5                    Graphic printing
        Process menu 9-6                        adjustment 2-7
        renaming 3-38                           preferences 2-11
        saving 3-35                     Graphic printing 6-3
        saving for the first time 1-20  Graphics
        Search menu 9-5                         copying 4-17
        Size menu 9-9                           creating 4-2
        statistics 3-51                         cropping 4-26
        status 3-52                             cutting 4-17
        System menu 9-2                         deleting 4-18
        Text menu 9-8                           depth arranging 4-19
Drawing                                         modifying 4-12,4-16
        filled box 1-19                         moving 4-16
        rectangles 4-9                          pasting 4-17
        straight lines 4-8                      selecting 4-12
E                                       Group command 9-7
Entering text 3-29                      Grouping objects 4-14
Examples                                Grow Box 1-10
        Mail Merge 8-4,8-5              H
        Paste Data 8-7                  Hard disk,installing on 1-2
        Report Merge 8-6                Hardware 1-12
Exporting                               Header margin,setting 3-28
        ASCII database 7-25             Help! 1-13,9-2,9-7,9-10,9-14
        ASCII document 3-37             Hide column 7-8
F                                       I
Filled box,drawing 1-19                 Image 2-11
File selector 1-20,1-22,3-33,3-35,7-21,7-23  Import Picture command 9-7
Fonts,setting 3-17                      Importing
Footer margin,setting 3-29                      ASCII database 7-22
Forced page break                               ASCII document 3-34
        inserting 3-31                          IFF graphics 4-3
        removing 3-31                   Insert date command 9-4
Forms                                   Insert page # command 9-4
        after filling in 5-5            Inserting(also see Defining)
        creating a form 5-3                     blank lines 3-3
        creating templates 8-3                  characters 3-3
        filling in 5-4                          forced page breaks 3-31
        Forms Fill In command 9-6               text 1-16,3-2
        in Pen Pal 5-2
Free Form command 9-7
Full Page View 1-10,9-16,9-17

                                Index-3

Insertion point                         Moving
        go to 9-5                               a graphic 4-16
        setting 3-2                             a tab stop 3-24
Installing 1-1                                  around in a list 7-19
Installing                                      text 1-18,3-10
        on a hard disk 1-2                      through text 3-8
        printer driver 1-4                      to a specific page 3-8
Italics command 9-8                     N
J                                       New command 9-3,9-11,9-15
Justifying text 1-23                    New Filled Box tool 1-11
L                                       New Horizontal Line tool 1-11
Label definition                        New Open Box tool 1-11
        adding to 7-56                  New Page command 9-4
        deleting 7-57                   New Vertical Line tool 1-11
        modifying 7-57                  O
Labels                                  Objects
        defining 7-55                           grouping 4-14
        printing 7-54                           lock command 9-7
Left margin,changing 3-20                       locking 4-15
Line Color tool 1-12                    Open command 9-3,9-11,9-15
Line color,changing 4-20                Opening
Line Fill tool 1-12                             a database from a View 7-60
Line length,changing 4-22                       a document 1-22
Line Spacing command 9-8                        a new database 7-20
Line spacing,setting 3-27                       a new document 3-32
Line Weight tool 1-12                           an existing database 7-21
Line weight,changing 4-21                       an existing document 3-33
Lines Per Inch 2-10                     Options command 9-6
Locating duplicates 7-38                P
Lock command 9-7                        Page, moving to 3-8
Locking objects 4-15                    Page number,removing 3-30
M                                       Page Setup 3-18
Mail Merge,example 8-4,8-5              Page Setup command 9-6
Main dictionary 2-7                     Paragraph indent,setting 3-21
Merging data,steps to 8-2,8-8           Paste command 9-4,9-12
Modifier tools,setting 4-10             Paste Data,example 8-7
Modifying                               Pasting
        a label definition 7-57                 cells 7-44
        graphics 4-12,4-16,4-20                 graphics 4-17
        imported IFf graphics 4-24              rows 7-42
Mouse Speed 2-5                         Percent to use 2-5
                                        Picture Crop tool 1-11
                                        Picture Drawer 2-6

                                Index-4

Picture Settings requestor 4-4          Resizing imported graphic 4-24
Pitch 2-10                              RETURN character,deleting 3-6
Plain Text command 9-8                  Right margin,changing 3-20
Pointer tool 1-11                       Rows
Preference command 9-2,9-10,9-14                copying 7-42
Preferences                                     cutting 7-42
        preparing 6-2                           deleting 7-43
        saving 2-3                              pasting 7-42
Print command 9-3,9-11                  Rulers 1-10
Print Quality 2-10                      S
Printer driver,installing 1-4           Save All command 9-15
Printing                                Save As command 9-3,9-11
        a columnar report 7-48          Save command 9-3,9-11
        a document 6-5                  Saving
        changing to different printer 6-2       a column's definition 7-12
        documents,setting up to print 6-2       a database 7-23
        graphics 6-3                            a document 3-35
        labels 7-54                          a document for the first time 1-20
        text 6-3                                database definition 7-14
        tips on graphic printouts 6-4           Preferences 2-3
Program Preferences 2-4                 Screen Totals command 9-13
Q                                       Scroll bars 1-9
Quit command 9-2,9-11,9-15              Scrolling text 3-8
R                                       Search & Replace All command 9-5
Rectangles                              Search & Replace Next command 9-5
        changing size 4-23              Search & replace all 3-13
        drawing 4-9                     Search/Replace command 9-5
Redefine command 9-11                   Search and replace 3-11
Removing(also see Deleting)             Search Criteria requestor 7-35
        automatic date 3-30             Search criteria,specifying 7-34
        block of text 1-17              Search List command 9-13
        forced page breaks 3-31         Search Next command 9-5
        page number 3-30                Searching
        style attributes 3-15              a database,locating duplicates 7-38
Rename command 9-3,9-11                         a database 7-34
Renaming                                        and replacing text 3-12
        Document name 3-38                      for specific text 3-11
        View 7-61                               switching between lists 7-39
Repeat command 9-12                     Select All command 9-4,9-12
Replace command 9-5                     Selecting text,deleting 3-5
Replacing text                          Selecting
        using the clipboard 3-7                 a block of text 3-4
        with new text 3-7                       database data 7-41
Report Merge,example 8-6                        graphics 4-12
                                                text 3-4

                                Index-5

Send to Back command 9-7                Subscripting Text 3-16
Setting                                 Superscript command 9-8
        a tab stop 3-22                 Superscripting text 3-16
        fonts 3-17                      Switching between lists 7-39
        footer margin 3-29              T
        header margin 3-28              Tab stop
        insertion point 3-2                     changing type 3-23
        line spacing 3-27                       deleting 3-25
        Modifier tools 4-10                     moving 3-24
        paragraph indentation 3-21              setting 3-22
Setting up                              Text
        a user dictionary 3-43                  aligning 3-26
        your computer to print 6-2              creating new 1-15
Setup Document 2-7                              deleting 3-5
Shade 2-11                                      entering 3-29
Show/Hide Bottom Scroll Bar 1-10                inserting 1-16,3-2
Show/Hide Ruller 1-10                           justifying 1-23
Show All command 9-7                            moving 3-10
Show column 7-8                                 moving through 3-8
Show Rows command 9-13                          printing 6-3
Smoothing 2-12                                  replacing 3-7
Snap to 1/8 in. command 9-7                     scrolling 3-8
Sort breaks 7-51                                searching & replacing 3-12
Sort List command 9-13                        searching for specific text 3-11
Sort sequenc,changing 7-33                      selecting 3-4
Sorting                                         styling 3-14
        database 7-31                           subscripting 3-16
        more than one column 7-32               superscripting 3-16
Specifying Search Criteria 7-34         Text Alignment command 9-8
Spell command 9-6                       Text Color command 9-8
Spelling                                Text Flow command 9-7
        checking for errors 3-44        Text Print Preferences 2-10
        correcting errors 3-46          Text tool 1-11
        looking up words 3-49           Threshold 2-13
Starting Pen Pal                        Time column requirements 7-11
        from a floppy 1-7               Tips
        from a hard disk 1-8                    graphic printouts 6-4
Startup Mode 2-4                                importing pictures 4-6
Statistics command 9-6                          resizing a picture 4-25
Straight lines,drawing 4-8              Title bar 1-9
Style                                   Tool box 1-10
        italics command 9-8             Tools
        of text 3-14                            Box Fill tool 1-12
        removing attributes 3-15                Color Select 1-12
Sub-totals 7-51                                 New Filled Box 1-11
Subscript command 9-8

                                Index-6

        New Horizontal Line 1-11
        New Open Box 1-11
        New Vertical Line 1-11
        Pointer tool 1-11
        Text tool 1-11
U
Underline command 9-8
Undo command 9-4
Ungroup command 9-7
Unique data requirements 7-10
Unlock command 9-7
Updating a User Dictionary 3-48
User dictionary 2-7
Using
        Function and Modifier tools 1-12
        headers and footers 3-28
        Save As to copy a database 7-24
        Save As to copy a document 3-36
        tab stops 3-22
        the Toolbox 1-11
V
Views
        deleting 7-61
        creating a new View 7-59
        renaming 7-61
Where data is entered 7-16
Windows command 9-3,9-11
Word lookup 3-49
Z
Zoom box 1-10