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PC-INDEX USER'S GUIDE Version 3.0 Copyright (c) 1989-90 HELP SOFTWARE 16706 BRADLEY COURT BELTON, MO 64012 (816) 331-5809 LICENSE AGREEMENT Copyright: This software product is copyrighted and all rights reserved by HELP Software. PC-INDEX is a User Supported (Shareware) product which represents many hours of hard work. "User Supported" means if you use this product on a regular basis, you should become a registered user. User Supported software is distributed in its original, unmodified form, without charge, via computer user's groups, software libraries, electronic bulletin boards, and friend to friend sharing, resulting in a reasonably priced product to the end user. User Supported software is protected by copyright law to the same extent as traditionally marketed software products, it is NOT public domain software. Registered users will receive a copy of the latest version of PC-INDEX on disk and a printed manual. Support for WordPerfect, Microsoft Word, Multimate, Wordstar, and Wordstar 2000 is only available with the registered version of PC-INDEX. As major revisions or bug fixes are made available, registered users will be notified by mail. Liability: The user hereby agrees that regardless of the form of any claim, liability for any damages or loss incurred because of this product shall not exceed the registration fee or purchase price. PC-INDEX Copyright (c) HELP Software 1989-90 16706 Bradley Court Belton, MO 64012 (816) 331-5809 PC-INDEX 3.0 Copyright (C) HELP SOFTWARE Registration Form: Remit To: Help Software 16706 Bradley Court Belton, MO 64012 QTY Description Amount ___ Copie(s) of PC-INDEX 3.0 Disk and Manual ______ @ $45.00 each. (Missouri Residents please add 6.475% sales tax) ______ Add $3.00 for shipping and handling inside ______ the US. If outside the US add $6.00 for shipping ______ and handling. Total ______ For those outside the US please pay by VISA / MC or pay with a check drawn on a US bank in US dollars. Payment by: [ ] Check [ ] PO # ____________________________ [ ] Visa/MC _________________ Expiration ____________________ Name: ______________________________________________________ Company: ______________________________________________________ Address: ______________________________________________________ ______________________________________________________ ______________________________________________________ Work Phone: (____) ___________ Home Phone: (____) __________ Disk Format: 3 1/2" ___ 5 1/4" ___ Word Processor and version Number: ____________________________ TABLE OF CONTENTS WHAT DOES PC-INDEX DO ?.................................1 GETTING STARTED.........................................3 SYSTEM REQUIREMENTS.....................................4 NEW FEATURES............................................4 INSTALLATION............................................5 QUICK START - EXAMPLES..................................6 Extract Single Words...............................7 Edit Extracted word file...........................8 Build Single Word Index............................9 Extract Phrases...................................12 Build Phrase Index................................13 PROCESSING MULTIPLE FILES TOGETHER.....................16 OTHER FEATURES.........................................20 Turning PC-INDEX on and off.......................20 ON-LINE HELP......................................21 Black and White monitors..........................21 MENU SELECTIONS........................................22 File Menu.........................................22 Edit Menu.........................................30 Option Menu.......................................34 Document Format Menu..............................35 FILE FORMAT INFORMATION................................37 ERROR MESSAGES.........................................38 BUG REPORT FORM........................................41 PC-INDEX SUGGESTION FORM...............................42 INDEX 1 (Single Word Index)............................43 INDEX 2 (Phrase Index).................................45 WHAT DOES PC-INDEX DO ? PC-INDEX is designed to produce the type of an index that you would find in the back of a book or reference manual. There are many options available and two types of indexes that can be created with PC-INDEX. Both index types are described here along with a section of that index type as an example. 1) Single Word Index: An index can be created listing every occurrence of every single word in a document. Optionally, you can include only the words you specify, or you can eliminate all occurrences of the 1000 most common words in the English language. You can even tell PC-INDEX to only index capitalized words (like names). Single Word Index Example: ----- A ----- bottom 9-10, 13 abbreviation 8 box 10, 14 abort 22 boxes 15 absence 8 brackets 8, 18 acceptance 2 BRADLEY 1-2 accordingly 20 breaks 5 accurate 5 brief 11 accurately 5 broken 12 active 8, 15, 18 Brown 4 actual 9, 13 Build 2, 9, 11-12 adapter 20 building 4 add 16-18 builds 14 added 4 built 14 addition 4 bw 20 additional 7 address 7 adhering 2 ----- C ----- adjust 7, 20 calculated 9, 13 advanced 7 call 9 advertising 7 called 9, 13 afford 2 case 7-8, 18-19 AGREEMENT 1-2 cases 15 agrees 2, 7 catch 4 alone 7 cd 5 alpha 7, 15-16, 18-19 CH 16 alphabet 7, 10, 14 chance 6, 18 alphabetical 14, 17-18 chapter 12 alphanumeric 7, 18-19 chapters 12 alternately 8 character 3-4, 15-16, 18-19, 21 apostrophe 16 characters 3, 6, 9, 12-13, 15, apostrophes 16 18-19 PC-INDEX User's Guide -- Page 1 2) Phrase Index: An index can be generated listing all phrases that you specify. PC-INDEX will even find phrases that wrap from one line to another or from one page to another. Phrase Index Example: ----- A ----- ----- I ----- automatically 21 index 1-22 ----- B ----- ----- O ----- Black and White monitor 20 on line help 4 Bradley 1-2 Option Menu 2, 11 build index 2, 9, 11-12 options 3, 6-8, 11, 15-20 ----- C ----- ----- Q ----- copyright 1-2, 11, 15, 19-20 Quick Start Example 2, 5 Court 1-2 created 3, 5-6, 8-9, 12-14, 21-22 ----- S ----- spinoff list 11, 14, 17-18 ----- D ----- system requirements 2-3 Document Format Menu 2 ----- W ----- ----- E ----- word frequency 4, 11, 14, 20 Edit Extracted word file 2, 6, 8-9, 12, 14, 18 Edit Menu 2, 7, 14-15, 18 Error Messages 2, 20 extract words 2, 6-7, 9, 11-17 ----- F ----- File Menu 3, 6, 9, 11-12, 14, 17, 21 ----- H ----- HELP Software 1-2, 11, 15, 19-20 PC-INDEX User's Guide -- Page 2 PC-INDEX can also create a list of all unique words and generate a word frequency report. PC-INDEX can index any size file. It can even handle multiple files at once. Related files such as chapters of a book, depositions, or trial transcripts can be indexed as a group. PC-INDEX differs significantly from the index feature in most word processors. Instead of having to mark each word or phrase (as you do with most word processors), PC-INDEX simply searches your document(s) for the words or phrases that choose to include. PC-INDEX supports a number of major word processors. Currently WordPerfect, Microsoft Word, Wordstar, Wordstar 2000, and Multimate documents are supported in addition to ASCII files. GETTING STARTED Before you use PC-INDEX, be sure to read the README.TXT file for any recent changes or additions to the program or the documentation. You can do this by typing the command: TYPE README.TXT from the command line. Before using PC-INDEX you should make a complete backup copy of the PC-INDEX program diskette. You should have received one manual and one program diskette. The program diskette should have the following files on it. PCI.EXE - program file PCI.DOC - documentation file PCI.HLP - help file PCI.INX - help index file PCI.DEF - default settings file CUSTOM.SET - custom character set DISCARD.WRD - list of 1000 most common words READ.ME - contains latest information about PC-INDEX ORDER.FRM - order form SAMPLE1.DOC - sample for multi-file document example SAMPLE2.DOC - sample for multi-file document example SAMPLE3.DOC - sample for multi-file document example There is an example given for each type of index that PC-INDEX will create. All of the examples use the text in this document to create the index. The best way to learn how to use PC-INDEX is to work through the example for the type of index that you want to create. Then try it with your own document. PC-INDEX User's Guide -- Page 3 SYSTEM REQUIREMENTS The minimum requirements for PC-INDEX are 640K of RAM, one floppy disk drive, and DOS 2.1. A hard disk drive is highly recommended and may be necessary for larger files. NEW FEATURES THE FOLLOWING FEATURES HAVE BEEN ADDED BEGINNING WITH VERSION 2.0 The include and discard word list capacity has been increased from 1000 to 3000 words. The standard discard word list now contains the 1000 most commonly used words in the English language. This list was compiled by Brown University in the 60's. The previous list had 389 words. This change reduces the size of an index created by PC-INDEX and will eliminate approximately 2/3 of the words in a document when the discard word list option is used. The wildcard character '*' may now be used in searches for include and discard words. The wildcard character '*' may only be used at the end of a word. This feature allows you to catch many suffixes with just one word. For example, if the word 'follow*' were in an include word list or a discard word list, a match would be found on follow, follows, follower, followed, following, etc. Support for several word processors has been added. PC-INDEX now supports WordPerfect, Microsoft Word, Multimate, Wordstar, and Wordstar 2000. The index may now be up to four columns wide. Previous versions allowed only one or two columns. In addition, you can now control all margins, the column width, and the number of spaces between columns. On-line help is now included with PC-INDEX. A word frequency feature has been added to give you a quick overview of all unique words and how many times each word was used. The ability to spin off an include or discard word list from an extracted word file has been added. This will allow you to create an ASCII file of all unique words that were extracted from a document. This file can then be used as an include or discard word list. This feature will assist you in creating customized include and discard word lists without spending a great deal of time building them. THE FOLLOWING FEATURES HAVE BEEN ADDED BEGINNING WITH VERSION 3.0. The maximum length of a word has been increased from 15 characters to 25. PC-INDEX User's Guide -- Page 4 Multiple files may be processed at one time by using the Wildcard characters '*' or '?' in filenames to be processed. This feature will be of particular interest to anyone that likes to place chapters into separate files or to anyone that has a number of related files and would like to process them as a group. This enhancement is explained in more detail in the section titled Multi-file Processing. A new option to extract only capitalized words has been added. This will aid in extracting proper names from the text. In previous versions of PC-INDEX, all words extracted had to be converted to all upper case or all lower case. Beginning with version 3.0 an option has been added for no case conversion. An option to turn indexing on and off within a document has been added. Users wanting to skip over tables of contents, bibliographies, or other items may now do so. INSTALLATION The installation of PC-INDEX is very simple. To install PC-INDEX simply copy the files on the PC-INDEX program diskette to your hard disk or a working floppy. For example, to install PC-INDEX on a hard disk you might install it with the program disk in drive A: using the following commands. (Make sure you are at the C:> prompt.) md \pci cd \pci copy a:*.* c:\pci The first line "md \pci" creates the directory named "pci". This directory may be named anything you wish. The second line "cd \pci" makes the directory pci the current directory. The third line copies all files to the pci directory. To install PC-INDEX on a floppy disk drive, simply format a floppy disk drive and copy all files to that floppy. PC-INDEX User's Guide -- Page 5 QUICK START - EXAMPLES In order to get you up and running as quickly as possible, several examples have been included to demonstrate the general use of PC-INDEX. For all of these examples we will index this documentation which is contained in the file 'PCI.DOC'. The PCI.DOC file was created by printing this document to disk. The best way to prepare a document for use with PC-INDEX is to either print it to disk or to use the conversion program that come with your word processor. Either of these two methods will normally preserve the file formatting needed by PC-INDEX. If you are using WordPerfect, but don't own the registered version of PC-INDEX you will need to print your document to disk. Before you print to disk you will need to select the standard printer. If you don't, you will probably end up with a lot of unusual words. Simply saving a file as an ASCII or TEXT file will usually not preserve the formatting. Form feeds or extra line feeds at the end of a page, which PC-INDEX needs, will usually be removed. If you are using one of the document types supported by PC-INDEX, (i.e. WordPerfect, WORD, Wordstar, etc.) then don't worry about this. Your documents will be handled differently, and there are more precise methods for determining where page breaks occur. There are two types of indexes that PC-INDEX can create for you. Each index type requires two steps and one has an optional third step. There is an example for each index type. They are presented in the following order: 1) Single Word Indexes 2) Phrase Index INDEX TYPE ONE: SINGLE WORD INDEX There are two single word indexes available with PC-INDEX. The first is capable of producing an index on every single word in a document. The second index type will only index capitalized words. Both single word indexes function identically, except for this. Controls are available which allow you to either include only the words you want or to automatically discard common words like 'a', 'and', 'the', etc. To begin using PC-INDEX type PCI and press enter. PC-INDEX User's Guide -- Page 6 STEP ONE: Extract Single Words This option will extract each word in a document, one at a time, and record them in sorted order along with the page number that they occur on. Many words like a, and, the, if, of, etc will be eliminated and will not be recorded unless you change the options. First, select Text (ASCII) as the document type from the Document menu. If the wrong document type is selected, results will be unpredictable (and incorrect). Next, select the Extract Single Words option or the Extract Capitalized Words option from the FILE menu, by using the cursor keys and pressing ENTER. You should now see a new window asking you for an input filename, an output filename, the page size, the first page number to start indexing on, and the first page number to use. For the input filename type 'PCI.DOC' and press enter. For the output filename type 'PCI.SRT' and press enter. This document was created using 60 lines per page (the standard for letter size paper is usually 66, but to accommodate those with laser printers we used 60 here). We will leave this setting as it is. Next enter 5 for the Start Indexing on Page entry, (we want to skip the first 4 pages that contain the title page, the disclaimer, and the table of contents) and leave the First Page Number to use setting at 1. The completed window should look like this: +---------------------------------------------------------------+ | | | Input File Name: (Name of Document to process) | | pci.doc | | | | Output File Name: | | pci.srt | | | | Page Size Start Indexing on Page First Page Number to use| | 60 5 1 | +---------------------------------------------------------------+ When you have finished entering the filenames and other information, press F10 to begin processing 'PCI.DOC'. You should now see a window which gives you the current status and tells you how the processing of PCI.DOC is going. You will be kept informed of how many characters, lines, words, and pages have been processed as well as how many matches have been found. PC-INDEX User's Guide -- Page 7 STEP TWO: Edit Extracted word file This step is optional, although you will probably want to use it. It gives you a chance to fine tune the index before you complete it. By using this option, you can deactivate words so that they will not be included in the index and change the case of words that are included from lowercase to uppercase and vice versa. Select the 'Edit Extracted word file' option from the EDIT menu. You will be asked for an input filename. PC-INDEX will enter the name of the output file from the Extract Words option, PCI.SRT. Just leave the name alone and press enter. After a few seconds you will see a list of each unique word in PCI.DOC and the number of times that each word occurred. +--------------------------------------------------------------+ | File Edit Options Document MARK WORD CNT | | | | +---------------------------+ | | |[*] additional 3 | | | |[*] abort 1 | | | |[*] absence 1 | | | |[*] acceptance 1 | | | |[*] accordingly 1 | | | |[*] accurate 1 | | | |[*] accurately 1 | | | |[*] active 9 | | | |[*] actual 2 | | | |[*] adapter 1 | | | |[*] add 7 | | | |[*] added 4 | | | |[*] addition 1 | | | |[*] additional 1 | | | |[*] address 1 | | | |[*] adhering 1 | | | |[*] adjust 2 | | | |[*] advanced 1 | | | |[*] advertising 1 | | | |[*] afford 1 | | | |[*] AGREEMENT 4 | | | +---------------------------+ | +--------------------------------------------------------------+ |ESC-end SPACE-mark/clear one entry F2-mark/clear all entries | |F3-UPPER CASE F4-lower case F5-UPPER lower F6-top F7-next | +--------------------------------------------------------------+ To the far left of each word are a set of brackets and an asterisk. The presence or absence of an asterisk indicates whether or not the word is active. If a word is active, it will be included in the index when it is created. Words can be toggled one at a time between being active and inactive by using the spacebar. The words can also be toggled as a group between being active and inactive by pressing F2. PC-INDEX User's Guide -- Page 8 By pressing F2 all words will be alternately set to active or inactive. If you have individual words which need to be different you may change them here. For instance go to the entry 'ASCII'. Since ASCII is an abbreviation it needs to be listed in uppercase. By pressing F3, the entry will be changed immediately to all uppercase if it isn't already. You may have a name which needs to have the first letter uppercase and the rest lowercase. For example go to the entry 'Australia'. By pressing F5 you can change the word from australia to Australia. In the same manner, pressing F4 would change the word to all lower case. If you are processing a large document, you may have more words than the Edit Extracted Word File option will allow you to work with at one time. Edit Extracted Word File allows up to 1000 unique words to be in memory at any one time. If your list contains more than 1000 words, you can get the next group of words by pressing F7. You can continue this process until you have worked with the entire list. You can go back to the first group (the top of the list) by pressing F6. When you are done editing the word list press ESCape to return to the main menu. All changes have already been saved. STEP THREE: Build Single Word Index The third and final step 'Build Single Word Index' is found under the FILE menu. This step takes the file created by the 'Extract Single Words' selection and edited by the 'Edit Extracted Word File' selection and creates the index. Select 'Build Single Word Index' from the FILE menu. You will be asked for the input file and output file. PC-INDEX remembers the name that you gave the file ('PCI.SRT') when you extracted the word list. You should leave this name as it is. Next you will be asked what name you want to use for the output file. This is the name that the actual index will be called. For this example we'll call it 'PCI.NDX'. The next entry is the Wildcard Description File Name. This entry is only used if you are processing several files at the same time. We won't use it here. Next, PC-INDEX wants to know the page length (how many lines per page) you want to use. The default setting is 66 which is the proper setting for letter size paper. If you are using legal size paper, the proper setting would be 88. This number does not need to match the lines per page setting you used when you selected 'Extract Words'. Most laser printers will only output 60 lines per page. If you will PC-INDEX User's Guide -- Page 9 be printing the index to a laser printer you will want to set this option to 60. The next item to fill in is the page width. Here you will enter the total number of characters that will fit on one line. The maximum width accepted by PC-INDEX is 132 characters. The number next to page width in reverse video is the calculated width required for the settings you have selected. Next, PC-INDEX asks you the number of columns you would like the output to be in. You will be able to produce an index up to four columns wide. An example of a two column index is included at the end of this document. The column width is the next entry. This entry controls the width of each column in the index. The minimum allowable width is 30 characters and the maximum is 99. The number of spaces between columns can range from 1 to 9 characters. Next fill in the top, bottom, left, and right margins to the settings that you wish. The completed input window should look something like this: +------------------------------------------------------------+ | Input File Name: | | pci.srt | | | | Output File Name: | | pci.ndx | | | | Wildcard Description File: (Leave blank if not needed) | | | | | | Page Size Page Width (Columns) Number of Columns | | 66 80 78 2 | | Column Width Space Between Columns Top Margin | | 30 3 5 | | Bottom Margin Left Margin Right Margin | | 5 10 5 | +------------------------------------------------------------+ When you have finished entering the filenames and other information, press F10 to begin processing 'PCI.SRT'. You should see a status box which tells you the number of words to be processed, the number of words actually processed, the letter of the alphabet currently being processed, percentage completed, and the elapsed time. This process should only take a few seconds for this example. When it is finished, you will be returned to the main menu and the completed PC-INDEX User's Guide -- Page 10 index is contained in the text file named 'PCI.NDX'. If you wish to view the file you can QUIT PC-INDEX and enter 'TYPE PCI.NDX' from the DOS command line. You could also send the document to the printer by entering 'TYPE PCI.NDX >PRN' from the command line. Since 'PCI.NDX' is an ASCII file, you could also load it into almost any word processor and edit it further if you wish. INDEX TYPE TWO: PHRASE INDEX The phrase index feature of PC-INDEX will quickly create an index listing the page number(s) of all phrases that you provide. You can create this list using any word processor, or you can use PC-INDEX to create it for you. The preferred method of creating the list is to use the Edit Phrase List option found under the Edit menu. This method is preferred because many of the requirements of PC-INDEX will be met, since errors are checked for and prevented. If you wish to use some other means of creating a phrase list the following conditions need to be met. * The file must be an ASCII file * There must be a carriage return at the end of each line. * No phrase may be longer than 70 characters. * No more than 3000 phrases may be used at one time. * The phrases must be in sorted order (case insensitive) Creating a Phrase List: One technique for creating a complete list of phrases is to start with a list of all unique words used in a document and build phrases from them. PC-INDEX can help you do much of this. By using the Extract Single Words function and then the Spinoff Unique Words function, you can quickly create a complete listing of all words in your document and write them to an ASCII file. After this list is created you may edit the words using a word processor or the Edit Phrase List feature of PC-INDEX. If you use PC- INDEX to do this the list will be kept in sorted order as you convert the words to phrases. More information on spinning off unique words is available under the File Menu section later in this manual. For this example we will create a short list of phrases to index. Select Edit Phrase List from the Edit menu. There are currently no phrases listed here. PC-INDEX User's Guide -- Page 11 Press F4 to begin adding phrases. You should see a new window appear. Add the following phrases to the list: Black and White monitor Build Index Copyright Document Format Menu Edit Extracted Word File Edit Menu Error Messages Examples Extract Words File Menu Help Software index on line help Option Menu PC-INDEX User's Guide Quick Start Spinoff List System Requirements Word Frequency You do not need to enter the phrases in sorted order, PC-INDEX will sort them for you. Note: None of the phrases will appear on the screen until you are finished adding them. By pressing ESCape or F10 you will quit the Add / Edit function and all the phrases that you added will appear. Add more phrases if you wish, but this should be enough phrases to give you a good idea how this function works. Press ESCape or F10 again. You will be informed that the list has changed and asked if you want to save it. Press Y to save the list. STEP ONE: Extract Phrases To begin using PC-INDEX type PCI and press enter. This option will extract all phrases that you provided and record them in sorted order along with the page number that they occur on. First, select Text (ASCII) as the document type from the Document menu. If the wrong document type is selected, results will be unpredictable. Next, select the Extract Phrases option from the FILE menu, by using the cursor keys and pressing ENTER. You should now see a new window PC-INDEX User's Guide -- Page 12 asking you for an input filename, an output filename, the page size, the first page number to start indexing on, and the first page number to use. For the input filename type 'PCI.DOC' and press enter. For the output filename type 'PCI.SRT' and press enter. This document was created using 60 lines per page (the standard for letter size paper is usually 66, but to accommodate those with laser printers we used 60 here). We will leave this setting as it is. Next enter 5 for the Start Indexing on Page entry, (we want to skip the first 4 pages that contain the title page, the disclaimer, and the table of contents) and leave the First Page Number to use setting at 1. The completed window should look something like this: +---------------------------------------------------------------+ | | | Input File Name: (Name of Document to process) | | pci.doc | | | | Output File Name: | | pci.srt | | | | Page Size Start Indexing on Page First Page Number to use| | 60 5 1 | +---------------------------------------------------------------+ When you have finished entering the filenames and other information, press F10 to begin processing 'PCI.DOC'. You should now see a window which gives you the current status and tells you how the processing of PCI.DOC is going. You will be kept informed of how many characters, lines, words, and pages have been processed as well as how many matches have been found. This process should only take a few seconds for PCI.DOC. STEP TWO: Build Phrase Index The second and final step 'Build Phrase Index' is found under the FILE menu. This step takes the file created by the 'Extract Phrases' selection and creates the final index. Select 'Build Phrase Index' from the FILE menu. You will be asked for the input file and output file. PC-INDEX remembers the name that you gave the file ('PCI.SRT') when you extracted the phrases. You should leave this name as it is. Next you will be asked what name you want to use for the output file. This is the name that the actual index will be called. For this example we'll call it 'PCI.NDX'. PC-INDEX User's Guide -- Page 13 The next entry is the Wildcard Description File Name. This entry is only used if you are processing several files at the same time. We won't use it here. Next, PC-INDEX wants to know the page length (how many lines per page) you want to use. The default setting is 66 which is the proper setting for letter size paper. If you are using legal size paper, the proper setting would be 88. This number does not need to match the lines per page setting you used when you selected 'Extract Phrases'. Most laser printers will only output 60 lines per page. If you will be printing the index on a laser printer you will want to set this option to 60. The next item to fill in is the page width. Here you will enter the total number of characters that will fit on one line. The maximum width accepted by PC-INDEX is 132 characters. The number next to page width in reverse video is the calculated width required for the settings you have selected. Next, PC-INDEX asks you the number of columns you would like the output to be in. You will be able to produce an index up to four columns wide if your phrases are small enough. An example of a two column phrase index is included at the end of this document. The column width is the next entry. This entry controls the width of each column in the index. The minimum allowable width is calculated by PC-INDEX and is equal to the longest phrase that you entered. The maximum is 99 characters. The number of spaces between columns can range from 1 to 9 characters. Next fill in the top, bottom, left, and right margins to the settings that you wish. The completed input window should look something like this: +------------------------------------------------------------+ | Input File Name: | | pci.srt | | | | Output File Name: | | pci.ndx | | | | Wildcard Description File: (Leave blank if not needed) | | | | | | Page Size Page Width (Columns) Number of Columns | | 66 80 78 2 | | Column Width Space Between Columns Top Margin | | 30 3 5 | | Bottom Margin Left Margin Right Margin | | 5 10 5 | +------------------------------------------------------------+ PC-INDEX User's Guide -- Page 14 When you have finished entering the filenames and other information, press F10 to begin processing 'PCI.SRT'. You should see a status box which tells you the number of phrases to be processed, the number of phrases actually processed, the letter of the alphabet currently being processed, percentage completed, and the elapsed time. This process should only take a few seconds for this example. When it is finished, you will be returned to the main menu and the completed index is contained in the text file named 'PCI.NDX'. If you wish to view the file you can QUIT PC-INDEX and enter 'TYPE PCI.NDX' from the DOS command line. You could also send the document to the printer by entering 'TYPE PCI.NDX >PRN' from the command line. Since 'PCI.NDX' is an ASCII file, you could also load it into almost any word processor and edit it further if you wish. PC-INDEX User's Guide -- Page 15 PROCESSING MULTIPLE FILES TOGETHER PC-INDEX has the ability to process a group of files together and create just one index for all of them. This feature should be very useful for writers that put chapters into separate files and for attorneys that have a number of depositions or trial transcripts relating to the same case. The process to create an index for multiple files is the same for single words and phrases. For an example we will work through a single word index. To begin select Extract Single Words from the File menu. There are three sample files supplied with PC-INDEX for the sole purpose of demonstrating Multi-File Processing. They are SAMPLE1.DOC, SAMPLE2.DOC, and SAMPLE3.DOC. These sample files are ASCII files so select ASCII from the Document menu. PC-INDEX examines the Input File Name to see if any wildcard characters ('*' or '?') are used. If a wildcard character is used anywhere in the filename, PC-INDEX will check to see if there are any matching files. If there are matching files, PC-INDEX will get all of the filenames that match, sort them, and display them. For our example, enter SAMPLE*.DOC as the input filename and SAMPLE.SRT as the output filename. When the files are processed together, all of the output is placed into one file. These files are all ASCII files and they were all created using 60 lines per page. Enter 60 as the Page Size and leave the other settings as they are. If you need to skip over the first few pages of a document and enter a number for Start Indexing on Page, then those pages will only be skipped for the first document. All other documents will begin processing on page one. The completed screen should look something like this: +---------------------------------------------------------------+ | | | Input File Name: (Name of Document to process) | | SAMPLE*.DOC | | | | Output File Name: | | SAMPLE.SRT | | | | Page Size Start Indexing on Page First Page Number to use| | 60 1 1 | +---------------------------------------------------------------+ Press F10 when you have completed this screen. PC-INDEX User's Guide -- Page 16 The next screen you see will be the Multi-File Processing screen. If you don't see this screen then you have done something wrong. The first entry is for a Wildcard Description Filename. This file is where PC-INDEX will store the information it needs to complete a multi-file index. For this example we'll call it SAMPLE. The next entry is for the type of prefix you want (if any). A prefix is a string that will be placed in front of the page numbers to indicate what file or chapter the word or phrase occurred in. There are three ways to set the prefix. Use Filename for Prefix, Use Prefix String, and No Prefix. 1) Use Filename for Prefix will use all or part of the filename as a prefix. For example, if you use the filename for a prefix your index entries may look like the following: absolute SAMPLE1.23-SAMPLE1.57, SAMPLE2.14, SAMPLE2.20, SAMPLE3.92 To select the Use Filename for Prefix option position the cursor in front of that option and press the spacebar. The cursor will move to the right in an area with hyphens and a period. There is one hyphen for each character available in a filename. To use any position in the filename for a prefix you must place an asterisk '*' in that position. For example, with the files that we have selected (SAMPLE1, SAMPLE2, and SAMPLE3), here are some examples along with the prefixes that would result: Filename Resulting Prefixes Entries *******-.--- SAMPLE1 SAMPLE2 SAMPLE3 ***-----.--- SAM SAM SAM ************ SAMPLE1.DOC SAMPLE2.DOC SAMPLE3.DOC ***---*-.--- SAM1 SAM2 SAM3 There is quite a bit of flexibility here. You need to keep in mind that the filenames will be sorted in alphabetical order and they will also be processed in that order. 2) Use Prefix String will allow you to enter one string and that string will be used as the prefix for all files. Later you will have a chance to edit the prefixes so that each file will have a unique prefix. 3) Use No Prefix will list only the page numbers by themselves. For this example select the Use Filename for Prefix entry and place an asterisk over the first seven hyphens. The next section of the screen asks you for a few more pieces of PC-INDEX User's Guide -- Page 17 information. The first one is the character to separate the prefix from the page number. This character can be any character you wish to use, but you must use a character (even if it is a space). This character separates the prefix from the page numbers and will help increase the readability of your index. For this example leave this entry as it is. Next you are asked whether or not you want to start each chapter with page one. This option gives you the ability to control whether you want the page numbers to be contiguous (keep on going from 1) or to start each file or chapter with page 1. For this example select Y. We want to begin numbering each chapter with one. The completed screen should look something like this: +---- Multi- File Processing --------------------------------+ | | | Wildcard Description Filename | | SAMPLE | | | | | | Prefix String | | +-------------------------------------------------+ | | | X Use Filename for Prefix: *******-.--- | | | | | | | | Use Prefix String: | | | | | | | | No Prefix: | | | +-------------------------------------------------+ | | Character to separate prefix from page number: . | | Start Each Chapter with Page one (Y/N): Y | | | +--------------------------------------------------------------+ Press F10 when you have completed this screen. The next screen should like the screen below. PC-INDEX has searched for all matching filenames and displayed them along with the prefix that you selected, the separate character, the restart flag, and the first / each flag. The start pagenum entry will always be zero at this point since PC-INDEX hasn't processed the files yet. PC-INDEX will fill in these entries later. At this point you can delete complete lines so that PC-INDEX will not process individual files. You can also edit individual lines to change the prefix, the separate character, or the restart flag. The filename and the start pagenum cannot be changed. Please note that the filenames are sorted in alphabetical order and PC-INDEX User's Guide -- Page 18 this is also the order that they will be processed in. There is nothing that you can do here to alter the order that the files will be processed in. If this order is not acceptable you will need to rename your files. For this example, just leave the entries as they are. FILENAME PREFIX CHAR RESTART START PAGENUM 3 +---------------------------------------------------------------+ | | | | | | | | | | | | | | |SAMPLE1.DOC SAMPLE1 . Y 0 | |SAMPLE2.DOC SAMPLE2 . Y 0 | |SAMPLE3.DOC SAMPLE3 . Y 0 | |<end of list> | | | | | | | +---------------------------------------------------------------+ Press ESCape or F10 to continue. PC-INDEX will begin processing the first file in the list immediately. It will also display the name of the file it is currently processing. For this example the processing should only take a few seconds. The next step is to build the index. Select Build Single Word Index from the File menu. The build single word index function is the same here as it is for processing just one file except for one difference. You will need to enter the name of the Wildcard Description File that was just created so that PC-INDEX will know how to process the index. PC-INDEX User's Guide -- Page 19 When completed your screen should look something like this: +------------------------------------------------------------+ | Input File Name: | | SAMPLE.SRT | | | | Output File Name: | | SAMPLE.NDX | | | | Wildcard Description File: (Leave blank if not needed) | | SAMPLE | | | | Page Size Page Width (Columns) Number of Columns | | 66 80 77 2 | | Column Width Space Between Columns Top Margin | | 35 2 5 | | Bottom Margin Left Margin Right Margin | | 5 5 0 | +------------------------------------------------------------+ Press F10 to complete the index. You may want to experiment with some of the options to see what types of results you can get. This process should only take a few seconds for this example. When it is finished, you will be returned to the main menu and the completed index is contained in the text file named 'SAMPLE.NDX'. If you wish to view the file you can QUIT PC-INDEX and enter 'TYPE SAMPLE.NDX' from the DOS command line. You could also send the document to the printer by entering 'TYPE SAMPLE.NDX >PRN' from the command line. Since 'SAMPLE.NDX' is an ASCII file, you could also load it into almost any word processor and edit it further if you wish. OTHER FEATURES There are three other features available within PC-INDEX that really don't fall into any other section so they are explained here. Those features are turning PC-INDEX on and off within a document, on-line help, and using a black and white monitor. Turning PC-INDEX on and off PC-INDEX can be turned on and off from within a document. This can be useful in allowing you to skip over tables of contents, bibliographies, charts, tables, etc., while keeping the page numbers correct. To turn PC-INDEX off type "pcindexoff" within the document. When PC- INDEX reads the command, processing will continue, but no words or phrases will be saved until "pcindexon" is encountered. These commands may be either upper or lower case commands, but there PC-INDEX User's Guide -- Page 20 cannot be any spaces in the word. Each command must also have a space before and after it or be on a line by itself. ON-LINE HELP On-line help is available in PC-INDEX. Press F1 and a menu will be displayed listing all areas that help is available for. Just select the type of help that you want to see and press enter. Most of the help is taken straight out of the manual. Black and White Monitors Using PC-INDEX with a black and white monitor: If you are using a computer which has a black and white monitor, but uses a color video adapter, (such as a laptop computer) you may have trouble reading the screen in some places. PC-INDEX has a black and white option. If you enter 'PCI bw' when you start PC-INDEX, then PC-INDEX will know that you have a black and white monitor and will adjust the colors accordingly. PC-INDEX User's Guide -- Page 21 MENU SELECTIONS The following section gives a brief description of all menu choices. The main menu consists of four menus, FILE, EDIT, OPTIONS, and DOCUMENT. FILE menu: The FILE menu has nine available selections: Extract Single Words, Extract Capitalized Words, Build Single Word Index, Word Frequency, Spinoff Unique Words, Extract Phrases, Build Phrase Index, Save Settings, and Quit. +---------------------------------------------------------------+ | File Edit Options Document | | +-------------------------------------+ | | | Extract Single Words | | | | Extract Capitalized Words | | | | Build Single Word Index | | | | Word Frequency | | | | Spinoff Unique Words | | | +-------------------------------------+ | | | Extract Phrases | | | | Build Phrase Index | | | +-------------------------------------+ | | | Save Settings | | | | Quit | | | +-------------------------------------+ | | | | | | PC-INDEX 3.0-Index Generator Copyright 1989-90 Help Software | +---------------------------------------------------------------+ This menu is broken down into three categories. The first category is single word functions, the second section contains phrase functions, and the last is for saving settings and quitting. Extract Single Words Extract Single Words is the first item in the menu. It is also the first step performed in creating a single word index. It's function is to extract each individual word from the document and record it. This option will extract all words in the document, one at a time, and record them in sorted order along with the page number that they occur on. Before you begin with the Extract Words selection, you need to select the proper document type from the Document menu and you need to check the options in the Option menu. For more information, see the Option PC-INDEX User's Guide -- Page 22 menu description later in this section. Select the Extract Single Words option from the FILE menu, by using the cursor keys and pressing ENTER. You should now see a new window asking you for an input filename, an output filename, the page size, the first page number to start indexing on, and the first page number to use. For the input filename, enter the name of the document that you want to index and press enter. For the output filename type any name you want and press enter. The output file is not the index, but a sorted list of all words in the document and the page numbers that they occur on. It is recommended that you use the same name as the document with '.srt' as the extension. The entry for page size is only used if you are using a Text or ASCII file. If you are using a word processor supported directly by PC-INDEX then you can ignore this entry. For a list of word processors supported by PC-INDEX, look in the Document menu. The next entry is Start Indexing on Page. This entry allows you to skip a few pages at the beginning of a document before the indexing starts. This will let you skip a title page, table of contents, or anything else at the beginning of a document that you don't want to index. The First Page Number to use setting will determine what page number PC-INDEX will use as the first page number. This entry can be used with the Start Indexing on Page setting so that you can start indexing on page four, but the first page number will be page one. The completed window should look like this: +---------------------------------------------------------------+ | | | Input File Name: (Name of Document to process) | | pci.doc | | | | Output File Name: | | pci.srt | | | | Page Size Start Indexing on Page First Page Number to use| | 66 4 1 | +---------------------------------------------------------------+ When you have finished entering the filenames and other information, press F10 to begin processing. Extract Capitalized Words The Extract Capitalized Words selection works in exactly the same manner as Extract Single Words, except that it only extracts capitalized words (like names). PC-INDEX User's Guide -- Page 23 Build Single Word Index Build Single Word Index is the final step in creating a single word index. It takes the file created by the 'Extract Single Words' selection and edited by the 'Edit Extracted Word File' selection and creates an index. Select 'Build Single Word Index' from the FILE menu. You will be asked for the input file and output file. Enter the name of the extracted word file that you created with the Extract Words process. This file should have '.SRT' as the filename extension. Next you will be asked what name you want to use for the output file. This is the filename that the actual index will be called. It is recommended that you use the original document name with the extension '.NDX'. The Wildcard Description file is only used if you are processing a group of files together. If you indexed a group of files then use the same wildcard description filename here. It contains information that PC-INDEX needs to complete the index. Next, PC-INDEX wants to know the page length (how many lines per page) you want to use. The default setting is 66 which is the proper setting for letter size paper. If you are using legal size paper, the proper setting would be 88. This number does not need to match the lines per page setting you used when you selected 'Extract Words'. Most laser printers will only output 60 lines per page. If you will be printing the index on a laser printer, you will probably want to set this option to 60. The next item to fill in is the page width. Here you will enter the total number of characters that will fit on one line of your printer. The maximum width accepted by PC-INDEX is 132 characters. The number next to page width in reverse video is the calculated width required for the settings you have selected. This number (required width) must be smaller than the Page Width setting or an error will occur. Next, PC-INDEX asks you the number of columns you would like the output to be in. You will be able to produce an index up to four columns wide. An example of a two column index is included at the end of this document. The column width is the next entry. This entry controls the width of each column in the index. The minimum allowable width is 30 characters and the maximum is 99. The number of spaces between columns can range from 1 to 9 characters. Next fill in the top, bottom, left, and right margins to the settings that you wish. PC-INDEX User's Guide -- Page 24 The completed input window should look like this: +---------------------------------------------------------------+ | Input File Name: | | pci.srt | | | | Output File Name: | | pci.ndx | | | | Wildcard Description File Name: (Leave Blank if not needed) | | | | | | Page Size Page Width (Columns) Number of Columns | | 66 80 78 2 | | Column Width Space Between Columns Top Margin | | 30 3 5 | | Bottom Margin Left Margin Right Margin | | 5 10 5 | +---------------------------------------------------------------+ When you have finished entering the filenames and other information, press F10 to begin processing. You should see a status box which tells you the number of words to be processed, the number of words actually processed, the letter of the alphabet currently being processed, percentage completed, and the elapsed time. When this is finished, you will be returned to the main menu and the completed index is contained in the text file that you named. If you wish to view the file you can QUIT PC-INDEX and enter 'TYPE filename' from the DOS command line, where filename is the name you gave the index file. You could also send the document to the printer by entering 'TYPE filename >PRN' from the command line. Since the index is an ASCII file, you could also load it into almost any word processor and edit it further if you wish. Word Frequency Word Frequency builds a word frequency list. This file contains all unique words in alphabetical order and the number of times that each word was used. This file is built from an extracted single word file. If you want a complete listing of all words, be sure to extract words using the 'Don't use any Word List' option (found in the Options menu). Enter the name of the extracted word file that you want to process for the Input File Name. If you have not already created an extracted single word file, then you will need to do this first. Enter any name you want for the output file name. This file will PC-INDEX User's Guide -- Page 25 be an ASCII text file when finished. For consistency, it is recommended that you use the document name with the extension '.frq'. The minimum word count that you are asked for will allow you to set a minimum number of occurrences for a word to be included in the word frequency file. In other words, if you want only the most frequently used words in the word frequency list, you might enter 20 or some other large number in the Minimum Word Count entry. This way only words occurring 20 or more times would be included in the word frequency list. Spinoff List Spinoff List creates an ASCII text file of words from an extracted single word file. This can be particularly helpful when you are creating a customized include word list or discard word list. This option will quickly go through an extracted word file and write out all unique words to a file. This file can then be used as either an include or discard word list. By editing the file with the Edit Extracted word file (found under the Edit Menu) you can mark or un-mark unique words. Then when you spin off a list you can spin off either the marked words or the un-marked words. First select Spinoff List from the File menu. Enter the Input File Name. It must be an extracted single word file. Next enter the Output File Name. This will be an ASCII file and you may name it whatever you wish. Finally enter 'a' or 'i' to spin off either active or inactive words. Press F10 and processing will begin. If you plan to use this file as an include word list or a discard word list you will probably want to use '.WRD' as the filename extension. You can change the default file names that PC-INDEX uses for include and discard word lists by using the Edit Word List Filenames under the Edit menu. Extract Phrases Extract Phrases will search through a document and find all occurrences of a list of phrases. It is the first step performed in creating a phrase index. It's function is to extract each individual phrase from a document and record it. Before you begin with the Extract Phrases selection, you need to select the proper document type from the Document menu. Select the Extract Phrases option from the FILE menu by using the cursor keys and pressing ENTER. You should now see a new window asking you for an input filename, an output filename, the page size, PC-INDEX User's Guide -- Page 26 the first page number to start indexing on, and the first page number to use. For the input filename, enter the name of the document that you want to index and press enter. For the output filename type any name you want and press enter. The output file is not the index, but a sorted list of all phrases in the document and the page numbers that they occur on. It is recommended that you use the same name as the document with '.srt' as the extension. The entry for page size is only used if you are using a Text or ASCII file. If you use a word processor supported directly by PC-INDEX then you can ignore this entry. For a list of word processors supported by PC-INDEX, look in the Document menu. The next entry is Start Indexing on Page. This entry allows you to skip a few pages at the beginning of a document before the indexing starts. This will let you skip a title page, table of contents, or anything else that you don't want to index. The First Page Number to use setting will determine what page number PC-INDEX will use as the first page number. This entry can be used with the Start Indexing on Page setting so that you can start indexing on page four, but the first page number will be page one. The completed window should look like something like this: +---------------------------------------------------------------+ | | | Input File Name: (Name of Document to process) | | pci.doc | | | | Output File Name: | | pci.srt | | | | Page Size Start Indexing on Page First Page Number to use| | 66 4 1 | +---------------------------------------------------------------+ When you have finished entering the filenames and other information, press F10 to begin processing. Build Phrase Index Build Phrase Index is the final step in creating a phrase index. Build Phrase Index takes the file created by the 'Extract Phrases' selection and creates the phrase index. Select 'Build Phrase Index' from the FILE menu. You will be asked for the input file and output file. Enter the name of the extracted word PC-INDEX User's Guide -- Page 27 file that you created with the Extract Words process. This file should have '.SRT' as the filename extension. Next you will be asked what name you want to use for the output file. This is the filename that the actual index will be called. It is recommended that you use the original document name with the extension '.NDX'. The Wildcard Description file is only used if you are processing a group of files together. If you indexed a group of files then use the same wildcard description filename here. It contains information that PC-INDEX needs to complete the index. Next, PC-INDEX wants to know the page length (how many lines per page) you want to use. The default setting is 66 which is the proper setting for letter size paper. If you are using legal size paper, the proper setting would be 88. This number does not need to match the lines per page setting you used when you selected 'Extract Words'. Most laser printers will only output 60 lines per page. If you will be printing the index on a laser printer, you will probably want to set this option to 60. The next item to fill in is the page width. Here you will enter the total number of characters that will fit on one line of your printer. The maximum width accepted by PC-INDEX is 132 characters. The number next to page width in reverse video is the calculated width required for the settings you have selected. This number (required width) must be smaller than the Page Width setting or an error will occur. Next, PC-INDEX asks you the number of columns you would like the output to be in. You will be able to produce an index up to four columns wide if your columns are small enough. An example of a two column phrase index is included at the end of this document. The column width is the next entry. This entry controls the width of each column in the index. The minimum allowable width is equal to the longest phrase in the phrase list that you used, and the maximum is 99. The number of spaces between columns can range from 1 to 9. Next fill in the top, bottom, left, and right margins to the settings that you wish. PC-INDEX User's Guide -- Page 28 The completed input window should look something like this: +---------------------------------------------------------------+ | Input File Name: | | pci.srt | | | | Output File Name: | | pci.ndx | | | | Wildcard Description File Name: (Leave Blank if not needed) | | | | | | Page Size Page Width (Columns) Number of Columns | | 66 80 78 2 | | Column Width Space Between Columns Top Margin | | 30 3 5 | | Bottom Margin Left Margin Right Margin | | 5 10 5 | +---------------------------------------------------------------+ When you have finished entering the filenames and other information, press F10 to begin processing . You should see a status box which tells you the number of words to be processed, the number of words actually processed, the letter of the alphabet currently being processed, percentage completed, and the elapsed time. When this is finished, you will be returned to the main menu and the completed index is contained in the text file that you named. If you wish to view the file you can QUIT PC-INDEX and enter 'TYPE filename' from the DOS command line, where filename is the name you gave the file. You could also send the document to the printer by entering 'TYPE filename >PRN' from the command line. Since the index is an ASCII file, you could also load it into most word processors and edit it further if you wish. Save Settings Save Settings saves the current settings in the OPTIONS and DOCUMENT menus. It will also save all numeric settings in the various dialogue boxes and save the word list filenames. Quit Quit exits PC-INDEX and returns you to the DOS prompt. PC-INDEX User's Guide -- Page 29 EDIT menu: The EDIT menu has six available selections: Edit Custom Character Set, Edit Discard Word File, Edit Include Word File, Edit Phrase File, Edit Extracted Word File, and Edit Word List Filename. +--------------------------------------------------------------+ |File Edit Options Document | | +--------------------------+ | | |Edit Custom Character Set | | | |Edit Discard Word File | | | |Edit Include Word File | | | |Edit Phrase List | | | |Edit Extracted Word file | | | |Edit Word List Filenames | | | +--------------------------+ | | | | | | | | | |PC-INDEX 3.0-Index Generator Copyright 1989-90 Help Software | +--------------------------------------------------------------+ Edit Custom character set: The custom character set is a list of characters that will be allowed to be part of a word. This feature gives you a great deal of flexibility in determining what characters a word can contain. For instance you will obviously want to include all alphabetical characters, but you may or may not want numbers, hyphens, apostrophes, or other punctuation characters to be allowed in a word. There are 256 possible characters and any character except a space can be valid in a word. To allow or disallow a character simply position it under the highlight bar and press the spacebar. If a character is not valid in a word then PC-INDEX assumes that a new word begins there. There are a few cases which you need to plan for. For instance, the way PC-INDEX comes configured, hyphens and apostrophes will not be included in a word. Words like wouldn't and couldn't will not be kept together. If this is going to be a problem for you, then use the custom character set and mark the hyphen and apostrophe and any other character which may cause a problem for you. PC-INDEX User's Guide -- Page 30 +--------------------------------------------------------------+ |File Edit Options Document MARK CH DEC DES| | +----------------------+ | | | [*] W 87 | | | | [*] X 88 | | | | [*] Y 89 | | | | [*] Z 90 | | | | [ ] [ 91 | | | | [ ] \ 92 | | | | [ ] ] 93 | | | | [ ] ^ 94 | | | | [ ] _ 95 | | | | [ ] ' 96 | | | | [*] a 97 | | | | [*] b 98 | | | | [*] c 99 | | | | [*] d 100 | | | | [*] e 101 | | | | [*] f 102 | | | | [*] g 103 | | | | [*] h 104 | | | | [*] i 105 | | | | [*] j 106 | | | | [*] k 107 | | +------------------------------------+----------------------+--+ |SPACE-mark/clear PgUp PgDn Home End-position cursor ESC-end | |F2-save/end F4-mark alpha F5-mark numbers | +--------------------------------------------------------------+ Press F2 when you are ready to save the modified custom character list. If you need to mark all letters or numbers, F4 and F5 will do this for you quickly. EDIT Discard word file The Discard word file contains a list of words which can be searched during the Extract words selection. If the 'Use Discard Word List' option is selected from the options menu, when a word is extracted from a document, the Discard word file is searched. If a match is found then the extracted word will be discarded and will not be included in the index. All other words will be included. Over 1000 words are included in the Discard word list right now. Many words are words like a, and, the, if, or, etc. You may want to take a look at the words currently in the list to see if they meet your needs. By using the EDIT Discard word file, you can add, edit, or delete words from the list to customize it. Up to 3000 words can be included in the list. PC-INDEX User's Guide -- Page 31 +---------------------------------------------------------------+ | File Edit Options Document DISCARD WORD LIST 1033 | | +----------------------+| | | a || | | ability || | | able || | | about || | | above || | | accept || | | accepted || | | across || | | actually || | | after || | | again || | | ago || | | agree || | | agreed || | | ahead || | | all || | | allow || | | allowable || | | allowed || | | allowing || | | allows || | +----------------------+| | PgUp PgDn Home End - position cursor ESC-end | | F2-save/end F3-edit word F4-add word F5-delete word | +---------------------------------------------------------------+ By pressing F3, you will be allowed to edit the word that is under the highlight bar. By pressing F4, you will be allowed to add words to the list. As you add new words to the list, they will be inserted in the correct place so that the list remains in alphabetical order. You can have up to 3000 words in the discard word list. Press F2 when you are ready to save the modified discard word list. EDIT Include word file The Include word file contains a list of words which can be searched during the Extract words selection. If the Use Include Word List option is selected from the options menu, when a word is extracted from a document, the Include word file is searched. If a match is found then the extracted word will be included in the index. There are no words included in the Include word list as it ships. By using the EDIT Include word file option, you can add, edit, or delete words from the list to customize it. Up to 3000 words can be included in the list. There is a shortcut you can use to create a customized include word list very easily. By using the Spinoff List option (under the file PC-INDEX User's Guide -- Page 32 menu) you can quickly spin off a list of unique words in alphabetical order. This list can then be used as an include word list or a discard word list. See the Spinoff List option for more information. Edit Phrase List The Phrase List file contains a list of phrases which will be searched during the Extract Phrases selection. As PC-INDEX processes the document, the Phrase List file is continuously searched. If a match is found then the extracted phrase will be included in the index. There are no phrases in the phrase list as it ships. By using the EDIT Phrase List option, you can add, edit, or delete phrases from the list to customize it. Up to 3000 phrases can be included in the list. EDIT Extracted word file This is an optional step in creating a single word index. It gives you a chance to fine tune the index before you complete it. By using this option, you can deactivate words so that they will not be included in the index and change the case of words that are included (from lowercase to uppercase and vice versa). After selecting Edit Extracted word file from the Edit Menu. Enter the name of the extracted word file that you want to edit. This may take a few seconds to load. On the far left you will see a set of brackets with an asterisk. The asterisk means that the word is active and will be included in the index. By pressing the spacebar you can toggle individual words between active and inactive. With this technique you can quickly cut out words that you don't want to include. By pressing F2 you can toggle all words between being active and inactive. This function will allow you to clear all entries and then go through the list and mark only the words that you want. By using this technique along with the Spinoff List option, you can quickly and easily create an include word file or a discard word file. By pressing F3 you can change individual words to all upper case, by pressing F4 you can change individual words to all lower case, and by pressing F5 you can change individual words so that the first character is upper case and the rest of the word is lower case. The Edit Extracted Word File function will load a maximum of 1000 unique words at one time. If you have a very large file, it may be larger than 1000 words. If that is the case, then PC-INDEX will only PC-INDEX User's Guide -- Page 33 load the first 1000 unique words. By pressing F7, you can move through the file so that you can edit the entire file. F6 will move you back to the beginning of the file. Edit Word List Filenames PC-INDEX allows you to change the names of the INCLUDE, DISCARD, and PHRASE lists that it uses. This way you can use a word processor or PC-INDEX to create new lists without destroying existing lists or having to constantly rename the files. Select Edit Word List Filenames from the Edit Menu and you will see a window that looks like this: +--- Edit Word List Filenames -------------------------------+ | | | Discard Word List Filename: | | DISCARD.WRD | | | | Include Word List Filename: | | INCLUDE.WRD | | | | Phrase List Filename: | | PHRASE.WRD | +--------------------------------------------------------------+ You can now select the filename that you want to change and type in any name that you wish. OPTIONS menu The OPTIONS menu has eight available selections. There are three basic groups of selections: case conversion, compare list, and eliminate duplicates. +-------------------------------------------------------------+ |File Edit Options Document | | +--------------------------------------+ | | |/No Conversion | | | | Convert words to UPPER CASE | | | | Convert words to lower case | | | | Convert words to UPPER & lower case | | | +--------------------------------------+ | | | Don't Use any Word List | | | |/Use Discard Word List | | | | Use Include Word List | | | +--------------------------------------+ | | |/Eliminate Duplicate Words | | | +--------------------------------------+ | | | PC-INDEX User's Guide -- Page 34 |PC-INDEX 3.0-Index Generator Copyright 1989-90 Help Software| +-------------------------------------------------------------+ The first group of options determines what case the characters will be converted to when written to disk. For consistency, PC-INDEX can convert all words to be the same case as they are being extracted. If you want to do any conversion, you have three choices. Convert words to UPPER CASE will convert all words to upper case, Convert words to lower case will convert all words to lower case, and Convert words to UPPER & lower case will convert the first letter in the word to upper case and the rest of the word to lower case. If you select No Conversion then no conversion will take place. The second group of options determines which words will be included in the extracted word list. You have three options to determine which words will be included. Don't Use any Word List: When this option is selected every word in the document will be included. Common words like 'a', 'and', 'the', etc. will be indexed using this option. Use Discard Word List: When the Use Discard Word List option is selected, PC-INDEX will compare the extracted word to the discard word list. If a match is found, the extracted word will be discarded and will not be included in the extracted word list or the index. Use Include Word List: When the Use Include Word list option is selected, PC-INDEX will compare the extracted word to the include word list. If a match is found, the extracted word will be included in the extracted word list and the index. The last option is Eliminate Duplicate Words. It will speed up processing of large files and reduce the size of files produced by PC-INDEX. When this option is selected any duplicates that occur on the same page will be deleted. If you are planning a word frequency file, turn this option off so that all occurrences of every word will be recorded. DOCUMENT menu: If you are using the shareware version of PC-INDEX you will only be able to index ASCII files. The ability to process files without converting them to ASCII is only available with the registered version of PC-INDEX. PC-INDEX User's Guide -- Page 35 The registered version of PC-INDEX has the ability to process documents of several popular word processors without any conversion. If you wish to process Microsoft Word 4.0, Microsoft Word 5.0, Wordperfect 4.2, 5.0, 5.1, Multimate, Wordstar 2000, or Wordstar Professional in their original formats, simply select the document type that you are using and PC-INDEX will process the document without any conversion. +---------------------------------------------------------------+ |File Edit Options Document | | +----------------------+ | | |/Text (ASCII) | | | | Microsoft Word 4.0 | | | | Microsoft Word 5.0 | | | | Multimate | | | | Wordperfect 4.2 | | | | Wordperfect 5.0/5.1 | | | | Wordstar 2000 Rel 3 | | | | Wordstar Pro 4.0 | | | | WordStar Pro 5.0 | | | +----------------------+ | | | | | | | | | | | |PC-INDEX 3.0-Index Generator Copyright 1989-90 Help Software | +---------------------------------------------------------------+ PC-INDEX User's Guide -- Page 36 FILE FORMAT INFORMATION: The file formats of all the files that PC-INDEX creates are explained below. This is rather technical information and is provided for the convenience of those who may wish to manipulate PC-INDEX files in a way not provided by PC-INDEX. If you come up with something interesting, please let us know, we may want to included something similar in a future version of PC-INDEX. All of the actual indexes are straight ASCII files so no information is given for them. The information here explains how the extracted word and phrase files are laid out. Extracted Single Word Files: active / inactive flag 1 byte 0 = inactive 1 = active word 26 byte null terminated string page number 2 byte integer Extracted Phrase Files: active / inactive flag 1 byte 0 = inactive 1 = active phrase number 26 bytes null terminated string. Gives the number of the phrase used (in ASCII string format), not the actual phrase. To get the actual phrase you must look it up in the original phrase list. You should take some care to make sure that the phrase file has not been modified after the extracted phrase list was created or your index will not be accurate. page number 2 byte integer PC-INDEX User's Guide -- Page 37 ERROR MESSAGES: The following list contains some of the error messages you may encounter while running PC-INDEX. Can't find Discard word file. - The file 'DISCARD.WRD' could not be found. If you select the Edit Discard Word File option, 'DISCARD.WRD' should be created automatically and this problem should not occur. Can't find Include word file. - The file 'INCLUDE.WRD' could not be found. If you select the Edit Include Word File option, 'INCLUDE.WRD' should be created automatically and this problem should not occur. Can't find Phrase word file. - The file 'PHRASE.WRD' could not be found. If you select the Edit Phrase Word File option, 'PHRASE.WRD' should be created automatically and this problem should not occur. Can't close file 'filename'. - You may have a problem with your system. Can't locate the text in this document. - You may have selected the wrong document format or your document may not have any text. Can't open custom character set. - The file 'CUSTOM.SET' could not be found. If you select the Edit Custom Character Set option, 'CUSTOM.SET' should automatically be created and this problem should not occur. Can't open file 'filename'. - The file may not exist. Check to see if it does or not. You may also not have enough file handles available. If you have the 'FILES=' setting in your CONFIG.SYS file set to less than 10 or if you do not have a 'FILES=' setting you may need to correct it. Can't open file 'PCI.DEF'. - Try selecting the Save Defaults option from the FILE menu. Couldn't save custom character set. - You may have a problem with your system. CUSTOM.SET could not be found and could not be created. - You may have a problem with your system. File 'filename' already exists. - This is just a warning. File 'filename' couldn't be created. - Make sure that you have space available on your disk. PC-INDEX User's Guide -- Page 38 File 'filename' is not an extracted word file. - The file that you selected to index is not an extracted word file. If you continue, the results will be unpredictable at best and you may crash PC-INDEX. Information is needed from the wildcard description file 'filename' and it could not be found. - The wildcard description file does not exist or you entered the wrong name. The wildcard description file will be created automatically when you are extracting words or phrases from a group of files. Not enough memory to continue ... - There are a number of places where this message could occur. Make sure that you have 640K of memory. Out of memory. - Make sure that you have 640K of memory. Problem reading extracted word file. - You may have a problem with your system. Problem writing to extracted word file. - You may have a problem with your system. The page width you have entered is not wide enough to handle the selections you have chosen. Please modify your selections. - The printer width you entered is not wide enough to handle the settings that you entered. You may need to use fewer columns or narrow the column width somewhat. Experiment with the settings until the required width (in reverse video) is less than the printer page width. The Phrase file 'filename1' has been modified after the file 'filename2' was created. - PC-INDEX uses the phrase file to look up each phrase as it creates the index. If you have edited the phrase file then the index will not be accurate at all. You will need to run extract phrases again. There may not be enough files available. - This is just a warning that you may have problems later. If you are processing very large files, PC-INDEX may have to abort in the middle of extracting the word list if it needs more files than your system has available. If you have the 'FILES=' setting in your CONFIG.SYS file set to less than 10 or if you do not have a 'FILES=' setting you may need to correct it. This is not a Wordperfect 5.0 document. - You have set the document format as Wordperfect 5.0 and the document that you are trying to process was not created using Wordperfect 5.0. Word list file could not be found and could not be created. - Either the include word file or the discard word file could not be found or created. You may have a problem with your system. PC-INDEX User's Guide -- Page 39 Word list file could not be opened. - Either the include word file or the discard word file could not be found. If you attempt to edit them using the Edit Discard Word File or Edit Include Word File options, they will be created automatically. PC-INDEX User's Guide -- Page 40 PC-INDEX 3.0 Bug Report Form Name: ______________________________________________________ Company: ______________________________________________________ Address: ______________________________________________________ ______________________________________________________ ______________________________________________________ Work Phone: (____) _____________ Home Phone: (____) ____________ System Memory ____ Version of DOS ____ Version of PC-INDEX ____ Bug Repeatability: Always ___ Sometimes ___ Rarely ___ Bug Type: Locks up machine ___ Doesn't perform as Documented ___ Bug Description ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ How can the bug be duplicated _______________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ PC-INDEX User's Guide -- Page 41 PC-INDEX Suggestion / Comments Form Name: ______________________________________________________ Company: ______________________________________________________ Address: ______________________________________________________ ______________________________________________________ ______________________________________________________ Work Phone: (____) _____________ Home Phone: (____) ____________ Suggestions / Comments: __________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ Your comments and suggestions are appreciated. If you don't let us know how we can make PC-INDEX better, it may never get done. PC-INDEX User's Guide -- Page 42 ----- A ----- ----- E ----- adapter 1, 8, 21 Edit 2, 8-9, 11-12, 15, alphabet 1, 10, 15, 25, 29 17-18, 20, 22, 24-26, alphabetical 1, 17-18, 25, 29-34, 36, 38, 40 30, 32-33 edited 9, 24, 39 alphanumeric 1 editing 9, 26 ASCII 3-4, 6-7, 9, 11-12, Error 2, 12, 24, 28, 38 15-16, 20, 23, 25-27, 29, errors 11 35-37 ESCape 9, 12, 19 attorneys 16 example 1-6, 9-11, 13-20, 24, 28 examples 3, 6, 12, 17 ----- C ----- extract 2, 5, 7-9, 11-14, 16, capacity 4 22-28, 31-33, 39 capitalized 1, 5-7, 22-23 Extracted 2, 4-5, 8-9, 12-13, carriage 11 24-27, 30-33, 35, 37, 39 case 1, 5, 8-9, 11, 16, 20, extracting 5, 39 33-35 extracts 23 chapter 1, 17-18 chapters 1, 3, 5, 16 character 1, 3-4, 16-18, ----- F ----- 30-31, 33, 38 feature 3-5, 11, 16, 30 characters 1, 4-5, 7, 10-11, FEATURES 4, 20 13-14, 16, 24, 28, 30, 35 File 2-20, 22-40 color 21 filename 7-8, 13, 16-19, colors 21 23-30, 34, 38-39 column 4, 10, 14, 20, 24-25, filenames 5, 7, 10, 13, 28-29, 39 15-18, 23, 25-27, 29-30, 34 columns 4, 10, 14, 20, 24-25, frequency 2-4, 12, 22, 25-26, 28-29, 39 35 CONFIG 38-39 configured 30 control 4, 18 ----- H ----- copyright 2, 12, 22, 30, 35-36 help 2-4, 11-12, 18, 20-22, custom 3, 30-31, 38 30, 35-36 customize 31-33 highlight 30, 32 customized 4, 26, 32 hyphen 17, 30 hyphens 17, 30 ----- D ----- deactivate 8, 33 ----- I ----- default 3, 9, 14, 24, 26, 28 index 1-42 Defaults 38 indexed 3, 24, 28, 35 delete 18, 31-33 indexes 1, 6, 37 depositions 3, 16 indexing 5, 7, 13, 16, 23, 27 DISCARD 3-4, 6, 26, 30-35, install 5 38-40 INSTALLATION 5 discarded 31, 35 display 16, 19 ----- L ----- laptop 21 laser 7, 9-10, 13-14, 24, 28 PC-INDEX User's Guide -- Page 43 legal 9, 14, 24, 28 ----- S ----- length 4, 9, 14, 24, 28 sample 3, 16-20 lowercase 8-9, 33 SELECTIONS 22, 30, 34, 39 settings 3, 10, 14, 16, 22, 24, 28-29, 39 ----- M ----- shareware 35 Margin 10, 14, 20, 25, 29 spinoff 2, 11-12, 22, 26, margins 4, 10, 14, 24, 28 32-33 mark 3, 8, 26, 30-31, 33 Suggestion 42 marked 26 matches 7, 13 maximum 4, 10, 14, 24, 28, 33 ----- T ----- memory 9, 39, 41 toggle 33 Menu 2, 7-13, 15-16, 19-27, toggled 8 29-35, 38 type 1, 3, 6-7, 11-13, 15, menus 22, 29 17, 20-23, 25-27, 29, 34, message 39 36, 41 Messages 2, 12, 38 Microsoft 3-4, 36 monitor 2, 12, 20-21 ----- U ----- Monitors 21 unique 3-4, 8-9, 11, 17, 22, Multimate 3-4, 36 25-26, 33-34 upper 5, 8, 20, 33-35 uppercase 8-9, 33 ----- P ----- PgDn 31-32 PgUp 31-32 ----- V ----- Phrase 2-3, 6, 11, 13-14, 17, VERSION 4-6, 35-37, 41 22, 26-28, 30, 33-34, 37-39 versions 4-5 phrases 2-3, 11-16, 22, video 10, 14, 21, 24, 28, 39 26-27, 33, 39 print 6 printer 6, 10-11, 14-15, 20, ----- W ----- 24-25, 28-29, 39 White 2, 12, 20-21 printers 7, 9, 13-14, 24, 28 width 4, 10, 14, 20, 24-25, printing 6, 10, 14, 24, 28 28-29, 39 PRN 11, 15, 20, 25, 29 wildcard 4-5, 9-10, 14, 16-20, 24-25, 28-29, 39 WordPerfect 3-4, 6, 36, 39 ----- Q ----- Wordstar 3-4, 6, 36 QUIT 11-12, 15, 20, 22, 25, 29 quitting 22 ----- R ----- RAM 4 registered 6, 35-36 required 10, 14, 24, 28, 39 requirements 2, 4, 11-12 requires 6 PC-INDEX User's Guide -- Page 44 ----- A ----- ----- H ----- ASCII 3-4, 6-7, 9, 11-12, 15-16, HELP Software 2, 12, 22, 30, 20, 23, 25-27, 29, 35-37 35-36 automatically 2, 6, 38-40 ----- I ----- ----- B ----- Installation 5 Black and White monitor 2, 12, 20-21 Bug Report Form 41 ----- L ----- lower case 5, 9, 20, 33-35 ----- C ----- Copyright 2, 12, 22, 30, 35-36 ----- M ----- Microsoft Word 3-4, 36 Multimate 3-4, 36 ----- D ----- Document Format Menu 2, 12 ----- N ----- New Features 4 ----- E ----- No Conversion 34-35 Edit Custom Character Set 30, 38 Edit Discard Word File 30-31, 38, 40 ----- O ----- Edit Extracted Word File 2, 8-9, Option Menu 2, 12, 22 12, 24, 26, 30, 33 Other Features 20 Edit Include Word File 30, 32, 38, 40 Edit Menu 2, 8, 11-12, 26, 30, ----- P ----- 33-34 Phrase Index 2, 6, 11, 13-14, Edit Phrase List 11, 30, 33 22, 26-28 Edit Word List Filenames 26, 30, Processing Multiple Files 16 34 Eliminate Duplicate Words 34-35 Error Messages 2, 12, 38 ----- Q ----- Examples 3, 6, 12, 17 Quick Start 2, 6, 12 Extract Capitalized Words 7, Quit 11-12, 15, 17, 20, 22, 25, 22-23 29 Extract Phrases 12-14, 22, 26-27, 33, 39 Extract Single Words 7, 9, 11, ----- S ----- 16, 22-24 Save Settings 22, 29 Single Word Index 1, 6, 9, 16, 19, 22, 24, 33 ----- F ----- spinoff list 2, 12, 26, 32-33 File Format Information 37 Spinoff Unique Words 11, 22 File Menu 2, 7, 9, 11-13, 16, System Requirements 2, 4, 12 19, 22-24, 26-27, 38 ----- T ----- ----- G ----- TEXT 3, 5-7, 11-12, 15, 20, 23, Getting Started 3 25-27, 29, 36, 38 PC-INDEX User's Guide -- Page 45 Turning PC-INDEX on and off 20 ----- U ----- UPPER & lower case 34-35 UPPER CASE 5, 33-35 Use Discard Word List 31, 34-35 Use Include Word List 32, 34-35 ----- W ----- Word Frequency 2-4, 12, 22, 25-26, 35 WordPerfect 3-4, 6, 36, 39 Wordstar 3-4, 6, 36 Wordstar 2000 3-4, 36 PC-INDEX User's Guide -- Page 46