File management is an important part of any project. You can open many different file formats in WordPerfect. You can also insert files into documents, create document summaries, assign passwords to documents, and more.
In this section, you'll learn about
opening and previewing files
inserting files into active documents
using document summaries
using password protection
e-mailing documents
using conversion settings
saving and closing documents
For more information about working with files, see "Using WordPerfect Office file management boxes."
Opening and previewing files
You can open WordPerfect documents, including those created using previous versions of WordPerfect, and with other word-processing applications. When you open a document created with another word-processing application, it is converted to a WordPerfect document. You can also preview files before opening them in WordPerfect.
You can specify delimiters, characters, and Windows metafile options when you convert documents to WordPerfect. For more information about conversion options, see "Using conversion settings."
To open a file
1 Click File Open.
2 Choose All files from the File type list box.
3 Choose the drive and folder where the file is stored.
4 Click a file.
5 Click Open.
You can also
Open multiple files Hold down Ctrl, and click the files you want to open. Click Open.
Open a range of files Click the first file in the range. Hold down Shift, and click the last file in the range. Click Open.
Open a copy of a file Click a file. Click Open as copy.
Open a recently opened file Click File, and click a file.
Tip
If a file created using another word-processing application does not display correctly when it is converted to a WordPerfect document, it may be because the original file format is not supported by WordPerfect. Open the file in its native word-processing application, save it in a file format supported by WordPerfect, and open it again in WordPerfect. For more information about the file formats supported by WordPerfect, see "Import and export file formats for WordPerfect."
To preview a file
1 Click File Open.
If the menu bar does not display in the Open file dialog box, click the Toggle menu on/off button.
2 Choose the drive and folder where the file is stored.
3 Click a file.
4 Click View Preview No preview.
A bullet beside No preview indicates that file previewing is disabled. If you want to preview a file, ensure that the bullet is hidden.
You can also
Preview a file in a separate window Click View Preview Use separate window.
Inserting files into active documents
You can insert a copy of a file into an active document.
To insert a file into an active document
1 Click where you want to insert the file.
2 Click Insert File.
3 Choose All files from the File type list box.
4 Choose the drive and folder where the file is stored.
5 Click a file.
6 Click Insert.
Note
For information about opening files, see "Opening and previewing files."
Using document summaries
You can use document summaries to record information about documents, such as a title, subject, author, keywords, and comments. If you publish a document to the Internet, the summary information is transferred to the corresponding fields in the Web document.
You can customize a document summary by hiding or displaying specific fields.
You can also automate a document summary in several ways; for example, you can set WordPerfect to prompt you to create a document summary each time you save or close a document.
You can also view a document summary.
To record summary information about a document
1 Click File Properties.
2 Click the Summary tab.
3 Type text in any of the boxes.
Note
You can customize a document summary by hiding or displaying specific fields. For more information, see "To customize a document summary."
To customize a document summary
1 Click File Properties.
2 Click the Summary tab.
3 Click Setup.
4 In the Document summary setup dialog box, enable any of the check boxes in the Select fields list.
The fields display in the Fields to display box.
You can also
Move a document summary field Drag a field up or down in the Fields to display list.
Use a specific document summary as the default Click Use as default.
Remove all fields from a document summary Click Clear all.
To automate a document summary
1 Click Tools Settings.
2 Click Summary.
If you want to include information to identify the subject of the document, type text in the Subject search text box in the Options area.
3 In the Default descriptive type box, type a descriptive name for the document.
4 Enable the Create summary on save/exit check box.
You can also
Use the descriptive name as the filename Enable the On open, use the descriptive name for the new filename check box.
Use the filename as the descriptive name Enable the When saving a document, use the filename for the descriptive name check box.
To view a document summary
1 Click File Properties.
2 Click the Information tab.
Using password protection
WordPerfect lets you assign a password to a document, to prevent it from being opened by unauthorized users. You can open a password-protected document if you know the password. Once you open a password-protected document, you can disable the password.
For more information about opening files, see "Opening and previewing files."
To assign a password to a document
1 Click File Save as.
2 Enable the Password protect check box.
3 Click Save.
4 In the Password area of the Password protection dialog box, type a password in the Type password for document box.
5 Type the password in the Retype password to confirm box.
6 In the Protection options area, enable one of the following options:
Enhanced password protection-provides case-sensitive password protection for greater security
Original password protection-provides case-insensitive password protection such as that used by WPWin 6.0 and WPDOS 6.0a
Note
If you assign a password to a document, any backup or temporary files created of the document are also password-protected.
To open a password-protected document
1 Click File Open.
2 Choose the drive and folder where the file is stored.
3 Click the file.
4 Click Open.
5 In the Password dialog box, type the password in the Enter password for file box.
To remove a password from a document
1 Open a password-protected document.
2 Click File Save as.
3 Disable the Password protect check box.
4 Click Save.
Note
For information about opening a password-protected document, see "To open a password-protected document."
Tip
You can also remove a password from a document by saving it in another file format.
E-mailing documents
WordPerfect lets you e-mail documents, and selected text in open documents, using the default e-mail application installed on your computer.
To e-mail a document
1 Click File Open.
If the menu bar does not display in the File open dialog box, click the Toggle menu on/off button.
2 Choose the drive and folder where the file you want to e-mail is stored.
3 Right-click the file, and click Send to Mail recipient.
4 In the Choose profile dialog box, choose a profile from the Profile name list box.
The default e-mail application starts.
5 Send the e-mail.
You can also
E-mail an open document Click File Send to Mail recipient. Choose a profile from the Profile name list box. Send the e-mail.
Note
For information about sending e-mail, see the documentation for the e-mail application installed on your computer.
To e-mail selected text from an open document
1 Select the text you want to e-mail.
2 File Send to Mail recipient.
3 Click Yes.
4 In the Save dialog box, enable the Selected text option.
5 Click OK.
6 In the Save file dialog box, type a name in the Filename box.
7 Click Save.
8 In the Choose profile dialog box, choose a profile from the Profile name list box.
The default e-mail application starts.
9 Send the e-mail.
Note
For information about sending e-mail, see the documentation for the e-mail application installed on your computer.
Using conversion settings
WordPerfect lets you specify document conversion settings. You can also specify Windows metafile (WMF) graphics conversion settings; for example, when you convert a document to WordPerfect, you can specify that any Windows metafile graphics it contains either remain in their original format, or be converted to WordPerfect graphic (WPG) format.
You can also specify DOS and Windows code page settings. A code page is a table in DOS or Windows that defines which ASCII or ANSI character set is used in a document. When you save a document, you can change the code page, and thus the character set, for the document.
When WordPerfect converts documents from other file formats, it matches the fonts in the original document as closely as possible; however, you can also use conversion settings to specify default fonts for the WordPerfect 4.2, DCA, and DisplayWrite documents that you convert to WordPerfect.
To specify document conversion settings
1 Click Tools Settings.
2 Click Convert.
3 Click the Convert tab.
4 Click Options, and click Document.
5 In the Page size area of the Document settings dialog box, type a value in each of the following boxes:
Width
Height
6 In the Page margins area, type values in each of the following boxes:
Left
Right
Top
Bottom
You can also
Specify a unit of measurement for document conversions Click the Units of measure button, and click an option.
Specify a decimal alignment character for document conversions Type a character in the Alignment character box.
Specify an underline style for text Enable any of the check boxes in the Underline area.
Specify a language Click Language. In the Language dialog box, choose a language from the Current language box.
To specify Windows metafile (WMF) graphics conversion settings
1 Click Tools Settings.
2 Click Convert.
3 Click the Convert tab.
4 In the Windows metafile options area, enable one of the following options:
Retain metafile (.WMF) format
Convert to WordPerfect (.WPG) format
Retain in both .WMF and .WPG formats
To specify DOS and Windows code page settings
1 Click Tools Settings.
2 Click Convert.
3 Click the Convert tab.
4 Click Options Code pages.
5 In the Code page setting dialog box, choose a code page setting from each of the following list boxes:
DOS code page
Windows code page
You can also
Specify a code page setting for files converted to WordPerfect Choose a code page setting from the Input file code page list box.
Specify a code page setting for files converted from WordPerfect to another file format Choose a code page setting from the Output file code page list box.
To specify font conversion settings for WordPerfect 4.2 fonts
1 Click Tools Settings.
2 Click Convert.
3 Click the Convert tab.
4 Click Options, and click WP 4.2 fonts.
5 In the Font settings dialog box, choose a font from the Fonts list.
6 Click Edit.
7 In the Edit WordPerfect 4.2 font dialog box, choose a font style from the Typeface box.
8 Type a value in the Pitch box.
Saving and closing documents
By default, you can save documents in WordPerfect 6/7/8/9/10/11 format. This ensures cross-platform compatibility for documents saved in WordPerfect 6.x and later, and lets you save a document in an earlier version of WordPerfect. You can also save documents in formats other than WordPerfect, such as Microsoft Word.
WordPerfect lets you save documents in compound file format. When you save a document in compound file format, OLE compound document information is wrapped around the WordPerfect document. This lets you open documents that contain OLE objects more quickly; however, if a document contains embedded objects, saving it in compound file format will increase its size, and the time required to open and save the file.
You can save selected text or graphics in a new WordPerfect document.
WordPerfect lets you create backup copies of documents. This helps to prevent you from losing your work if you close a document before saving it, or if a power failure occurs. For added protection, you can also save a copy of a document to a floppy disk.
You can close documents.
To save a document
1 Click File Save.
2 Choose the drive and folder where you want to save the file.
If you want to save a file in a format other than WordPerfect, choose a file format from the File type list box.
3 Type a name in the Filename box.
4 Click Save.
You can also
Save changes to a document Click File Save.
Rename a file Right-click the file, and click Rename. Type a new name in the Filename box.
Note
A filename cannot exceed 255 characters.
To save selected text or a graphic in a new document
1 Select the text or graphic you want to save in a new document.
2 Click File Save.
3 In the Save area, enable one of the following options:
Selected text
Selected graphic
4 Click OK.
5 In the Save file dialog box, choose the drive and folder where you want to save the file.
6 Type a name in the Filename box.
7 Click Save.
To save a document in compound file format
1 Click File Save as.
2 Type a name in the Filename box.
3 Choose WordPerfect compound file from the File type list box.
4 Click Save.
Note
If a file is password protected, WordPerfect saves OLE object information in WordPerfect format, rather than compound file format. This prevents others from viewing embedded objects in a password-protected file by using an OLE-enabled application.
To set timed document backups
1 Click Tools Settings.
2 Click Files.
3 In the Files settings dialog box, click the Document tab.
4 Click Select.
5 Enable the Enable the Timed document backup every check box.
6 Type a value in the minutes box.
You can also
Save backup files in a specific folder In the Backup folder box, click the Browse button. Choose the drive and folder where you want to save backup files.
Save a backup file each time you save a document Enable the Save original document as a backup at each save check box.
