This document describes how Lotus® 1–2–3® for Macintosh® translates presentation information (such as text styles and colors) when it opens or saves 1–2–3 for DOS Release 3.1, 1–2–3 for Windows™, and Microsoft® Excel files.
When this document refers to specific chapters or pages, look for those references in the Guide for Experienced Spreadsheet Users.
ABOUT TRANSLATING 1–2–3 FOR DOS AND 1–2–3 FOR WINDOWS FILES
1–2–3 for Macintosh stores information in a single file. Most DOS and Windows versions of 1–2–3, however, store information in two files: a worksheet file and a format file.
This document explains how to open and save 1–2–3 for DOS Release 3.1 and 1–2–3 for Windows worksheet files with accompanying format files. A 1–2–3 for DOS or 1–2–3 for Windows worksheet file contains data such as numbers, values, and formulas, and has a file extension of .WK1 or .WK3. If the worksheet also has presentation information, such as fonts and colors, this information is stored in the format file. The format file has the same name as the worksheet file, but with an .ALL, .FMT, or .FM3 file extension.
At this time, you can open and save a 1–2–3 for DOS Release 2 file, but not an .ALL or .FMT format file. For more information on opening and saving 1–2–3 for DOS Release 2 files, see Chapter 5.
If you plan to share files among 1–2–3 for Macintosh, 1–2–3 for DOS Release 3.1, and 1–2–3 for Windows users, with or without storing files on a network file server, read Chapter 3 and the tips at the end of Chapter 4.
1–2–3 for Macintosh assumes these default colors: white for the (sheet) background, black for cell contents and lines (cell borders), and red for negative numbers. To make sure 1–2–3 files look similar on both a DOS computer and on the Macintosh, DOS users should set their defaults to these colors. They should also make sure each color is set to its original setting.
NOTE: 1–2–3 for Macintosh can’t open a format file that is protected with a password. Remove the password protection in 1–2–3 for DOS Release 3.1 or 1–2–3 for Windows before opening the file in 1–2–3 for Macintosh.
To open a .WK3 worksheet with a .FM3 format file:
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1. Start 1–2–3 for Macintosh.
2. Choose Open from the File menu.
3. Choose 123 DOS (WK3,FM3) from the Show pop up.
You see a list of .FM3 format files.
4. Select the name of the format file you want.
5. Click Open.
1–2–3 for Macintosh translates the .FM3 format file and the associated .WK3 worksheet file into a new, untitled worksheet. The worksheet includes all the information in the .WK3 file: cell data, named graphs, formats, column widths, and all sheets in multi-sheet files. It also includes most of the information in the .FM3 format file: text styles (typeface, point size, emphasis, color), drawn objects, page breaks, row heights, cell borders, background color, and shading.
If the column widths, row heights, or serif fonts don’t look the way you expect, you can (1) choose Select Whole Sheet from the Edit menu, (2) choose Copy from the Edit menu, and (3) choose Paste from the Edit menu. This will correct the appearance of the worksheet.
CAUTION: If you open 1–2–3 for DOS files stored on a networked file server, the network reservation feature isn’t activated when you use the 123 DOS (WK3,FM3) option in the Show pop up. If you need the file reservation feature, you can use the All Types option but you won't see the presentation information in the .FM3 format file. For more information on opening and saving .WK3 files without format files, see Chapter 4.
What's Different When You Open a Worksheet with a .FM3 Format File
• Font (Typeface): 1–2–3 for Macintosh substitutes a Macintosh font for each DOS typeface; Dutch becomes Times, Swiss becomes Helvetica®, Courier remains Courier, and DOS Symbol becomes Macintosh Symbol. The name of each DOS typeface in the file appears in the Font dialog box; you can apply the typeface to text even though 1–2–3 for Macintosh displays the substitute font. DOS users, however, see the DOS typeface when they reopen the file.
• Text Emphasis: 1–2–3 for Macintosh changes text emphasis to its closest possible equivalent. For example, bold or italic appear the same while underlined text has a single (rather than a double or wide) underline.
• Named Styles: Text formatted with a named style in 1–2–3 for DOS looks similar in 1–2–3 for Macintosh and the style can be copied to other cells. The name of the style, however, is lost.
• Bitmapped Pictures: Bitmapped pictures created in Windows applications are lost; instead, gray rectangles appear where the pictures should be. DOS users will not see the pictures when they reopen the file in DOS.
• Graphs: You can view named graphs by choosing View from the Graph menu; the ^UNNAMED^ graph in the View dialog box represents the current graph.
CAUTION: If a DOS worksheet refers to .PIC and .CGM graphs stored in separate files, 1–2–3 for Macintosh displays these graphs as gray rectangles. DOS users will not see the .PIC and .CGM graphs when they reopen the file in DOS.
• Drawn Objects: 1–2–3 for Macintosh translates lines, arrows, rectangles, and ellipses and places them as close to their original positions as possible. A blank graph on which objects are drawn appears as a rectangle, unless it's transparent. All objects belonging to a single graph are grouped together; you can ungroup them by choosing Layout>Ungroup from the Tools menu.
• Color: 1–2–3 for Macintosh translates each color specifically applied to a cell or object to its closest Macintosh equivalent.
• Cell Borders, Shading, and Drop Shadows: 1–2–3 for Macintosh translates double, wide, and single cell borders to a single line. It preserves cell drop shadows, but you can't see them on the Macintosh. It converts light and dark cell shading to the closest equivalents in the Interior Pattern pop-up menu in the Style palette; solid shading is lost.
• Formatting Sequences: 1–2–3 for Macintosh translates WYSIWYG formatting sequences (codes following CTRL-a) as a missing symbol, which is an empty box in most Macintosh fonts. The DOS user should remove all formatting sequences before sharing a file with a 1–2–3 for Macintosh user; if this can't be done, the DOS user should make sure that only the sequences documented in the 1–2–3 for DOS Release 3.1 Wysiwg manual are used in the file.
To save a worksheet with a .FM3 format file:
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1. If you haven't saved your most recent changes, choose Save from the File menu.
This saves your document as a 1–2–3 for Macintosh file.
2. Choose Save As from the File menu.
3. Choose 123 DOS (WK3,FM3) from the “File type” pop up.
You see the default file name with a .FM3 file extension.
4. Enter a new name for the file.
Use up to eight letters and numbers; don't use spaces, symbols, or accented characters. The file name must also include the .FM3 file extension, for example, FILENAME.FM3.
5. Click Save.
1–2–3 for Macintosh saves a .FM3 format file and the associated worksheet file, for example, FILENAME.WK3.
1–2–3 for Macintosh saves all worksheet data in the .WK3 file: cell contents (values, text, and formulas), graphs, formats, column widths, all sheets in multi-sheet files, database forms, macros, value alignment, and perspective window splits. It stores text styles, page breaks, colors, and row heights in the .FM3 format file.
Even though 1–2–3 for Macintosh saves all worksheet data, 1–2–3 for DOS Release 3.1 and 1–2–3 for Windows can't display all of it. For example, they can’t display database forms, macros stored in buttons, left-aligned or centered values, and four-way splits in windows. The information isn't lost, however; you see it again when you reopen the file in 1–2–3 for Macintosh. For information on sharing graphs with Release 3 users, see Chapter 4.
What's Different When You Save a Worksheet with a .FM3 Format File
• Font (Typeface): The global default font is translated as Swiss 10. For all fonts specifically applied to cell contents, 1–2–3 for Macintosh substitutes the closest equivalent DOS typeface and text size for each Macintosh font as follows: all serif fonts become Dutch 10, 12, or 18; all sans serif fonts become Swiss 10, 12, or 18; all monospaced fonts become Courier 12; and Macintosh Symbol becomes DOS Symbol 12.
• Text Emphasis: 1–2–3 for Macintosh translates bold, italic, and underline settings, but not outline, shadow, condensed, or extended.
• Pictures: 1–2–3 for Macintosh preserves pictures but they are not visible in DOS; you see them again when you reopen the file on the Macintosh.
• Color: 1–2–3 for Macintosh converts each color specifically applied to a cell or object to its closest equivalent among the eight basic colors available in DOS.
• Drawn Objects: 1–2–3 for Macintosh preserves drawn objects (shapes, lines, arrows, pictures, and macro buttons) but they are not visible in DOS; you see them again when you reopen the file on the Macintosh.
• Patterns: 1–2–3 for Macintosh preserves patterns applied with any of the pop ups in the Style palette but the patterns are not visible in DOS; you see them again when you reopen the file on the Macintosh.
ABOUT TRANSLATING MICROSOFT EXCEL DOCUMENTS
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The information in this section describes how 1–2–3 translates documents to and from Microsoft Excel on the Macintosh. If you want to open a document created or saved in Microsoft Excel for Windows, we recommend that you open the document in Microsoft Excel on the Macintosh, save it using the Save command, and then open the document as described below. You must use this technique to correctly translate Microsoft Excel DOS files that contain symbols or accented characters.
1–2–3 can open Microsoft Excel 2.2 and Microsoft Excel 3.0 worksheets; it can save documents as Microsoft Excel 2.2 worksheets. For information on opening Microsoft Excel 2.2 macro sheets, see Chapter 10. 1–2–3 doesn’t read Microsoft Excel chart documents.
NOTE: 1–2–3 can’t open Microsoft Excel documents that are protected with a password. If you intend to open a document protected by a password, remove the password protection in Microsoft Excel before opening it in 1–2–3.
To open a Microsoft Excel 2.2 or 3.0 worksheet:
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1. Start 1–2–3 for Macintosh.
2. Choose Open from the File menu.
3. Choose Excel 2.2 Sheet or Excel 3.0 Sheet from the Show pop up.
You see a list of documents.
NOTE: If you don’t see Excel 2.2 Sheet or Excel 3.0 Sheet in the Show pop up, your Macintosh may not have enough memory available to translate the document. Also check that there are translator files with these names in the System:Preferences:1–2–3 folder.
4. Select the name of the document you want to open.
5. Click Open. 1–2–3 opens the document as a new, untitled worksheet.
What's Different When You Open a Microsoft Excel Worksheet
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• Font (Typeface): 1–2–3 translates up to 15 of the fonts in the Microsoft Excel document. Fonts that are not installed in your System appear in italics in the Font dialog box. 1–2–3 translates Microsoft Excel font heights to the closest of the following point sizes: 5, 6, 7, 8, 9, 10, 12, 14, 18, 20, 24, 36, 48, 60, and 72.
• Text Emphasis: 1–2–3 translates bold and italic text emphasis, but not strikeout, underline, outline, or shadow. To add text emphasis in 1–2–3, use the Font command in the Style menu.
• Pictures, Patterns, and Drawn Objects: 1–2–3 doesn’t preserve Microsoft Excel 3.0 pictures, patterns, or drawn objects. In 1–2–3, you can add these to your worksheet using the Draw and Style palettes.
• Color: 1–2–3 doesn’t preserve Microsoft Excel colors unless a color has been assigned to negative numbers. If this is the case, 1–2–3 displays negative numbers in red. To add colors in 1–2–3, use the Style palette.
• Cell Borders and Shading: 1–2–3 doesn’t preserve Microsoft Excel cell borders and shading. You can add a border to a cell or range in 1–2–3 using the Border command in the Style menu. To add shading to a cell or range, pop up the menu of interior patterns in the Style palette.
To save a document as a Microsoft Excel 2.2 worksheet:
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1. If you haven't saved your most recent changes, choose Save from the File menu.
2. Choose Save As from the File menu.
3. Choose Excel 2.2 Sheet from the “File type” pop up.
4. Enter a name for the document.
5. Click Save.
1–2–3 saves all worksheet values, text entries in cells, and formulas. It converts formats to the closest Microsoft Excel standard equivalent. It doesn’t preserve fonts, text emphasis, or colors. For more information, see Chapter 9.
