




VOICENOTE BT
USER GUIDE
V5.0 D1.0







P/N  NT213


PULSE DATA
INTERNATIONAL LIMITED
1 Expo Place
P.O. Box 3044, Christchurch, New Zealand.
Telephone  +64 3 3844555. Fax  +64 3 3844933
E-mail:  	enquiries@pulsedata.com
World Wide Web:	  http://www.pulsedata.co.nz



COPYRIGHT NOTICE

All rights reserved.  No part of this publication may be reproduced in any form whatsoever without the express written permission of Pulse Data International Limited.  Every effort has been made to ensure that the information contained in this manual is correct at the time of issue.  Neither Pulse Data International Limited nor its agents assume responsibility for errors or omissions in this information.  No liability is assumed for damages resulting from the use of this information.

Copyright (c)1999 - 2003 by Pulse Data International Limited, Christchurch, New Zealand.  



This product complies with the requirements of EMC Directive 89/336/EEC.



SUSCEPTIBILITY TO INTERFERENCE
There may be temporary degradation of performance when the VoiceNote is subjected to a strong radio-frequency field, electro-static discharge or transient electrical noise.
FCC WARNING  (USA only)
This equipment generates and uses radio frequency energy and if not installed and used properly, in accordance with the manufacturer's instruction, may cause interference to radio and television reception.  It has been type tested and found to comply with the limits for a Class B digital device in accordance with Subpart B of Part 15 of FCC Rules and Regulations, which are designed to provide reasonable protection against such interference in a residential installation.  However, there is no guarantee that interference will not occur in a particular installation.  If this equipment does cause interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measures: 
(1)	Reorient the receiving antenna.
(2)	Relocate the equipment with respect to receiver.
(3)	Move the equipment away from the receiver .
(4)	Plug the equipment into a different outlet so that the equipment and
	receiver are on different branch circuits.
If necessary, the user should consult the dealer or an experienced radio/television technician for additional suggestions.  The user may find the booklet prepared by the Federal Communication Commission helpful: "How to Identify the Resolve Radio-TV Interference Problems".  This booklet is available from the U.S. Government Printing Office, Washington, DC 20402.  Stock No. 004-000-00345-4.
Shielded cables and certified Class B peripherals must be used on this product.  Using unshielded cables or uncertified peripherals may result in this unit not complying with FCC Rules Part 15.  Changes or modifications not expressly approved by the manufacturer could void the user's authority to operate this equipment.
NOTICE FOR CANADA
This Class B digital apparatus meets all requirements of the Canadian Interference-Causing Equipment regulations.
MODEM INFORMATION (USA ONLY)
This equipment complies with Part 68 of the FCC rules.  Located on the equipment is a label that contains, among other information, the FCC registration number and ringer equivalence number (REN).  If requested, this information must be provided to the telephone company.
The REN is used to determine the quantity of devices which may be connected to the telephone line.  Excessive REN's on the telephone line may result in the devices not ringing in response to an incoming call.  In most, but not all areas, the sum of the REN's should not exceed five (5.0).  To be certain of the number of devices that may be connected to the line, as determined by the total REN's contact the telephone company to determine the maximum REN for the calling area.
This equipment cannot be used on the telephone company-provided coin service.  Connection to Party Line Service is subject to State Tariffs.
If this equipment causes harm to the telephone network, the telephone company will notify you in advance that temporary discontinuance of service may be required.  If advance notice isn't practical, the telephone company will notify the customer as soon as possible.  Also, you will be advised of your right to file a complaint with the FCC if you believe it is necessary.
The telephone company may make changes in its facilities, equipment, operations, or procedures that could affect the operation of the equipment.  If this happens, the telephone company will provide advance notice in order for you to make the necessary modifications in order to maintain uninterrupted service.
If trouble is experienced with this equipment, please contact:	
Pulse Data Humanware 
175 Mason Circle
Concord CA 94520
Phone 800-722-3393
If the trouble is causing harm to the telephone network, the telephone company may request you to remove the equipment from the network until the problem is resolved.
This equipment uses the following USOC jacks:  RJ11C
It is recommended that the customer install an AC surge arrester in the AC outlet to which this device is connected.  This is to avoid damaging the equipment caused by local lightening strikes and other electrical surges.
This equipment is Hearing-Aid Compatible (HAC).
The telephone Consumer Protection Act of 1991 makes it unlawful for any person to use a computer or other electronic device, including fax machines, to send any message unless such message clearly contains in a margin at the top or bottom of each transmitted page or on the first page of the transmission, the date and time it is sent and an identification of the business or other entity, or other individual sending the message and the telephone number of the sending machine or such business, other entity, or individual.  (The telephone number provided may not be a 900 number or any other number for which charges exceed local or long-distance transmission charges.)

Table of Contents

1	Getting Started.	1-1
1.1	Equipment Checklist.	1-1
1.2	General Features.	1-2
1.3	Software Features.	1-2
1.4	The Windows CE Operating System.	1-4
1.5	Orientation.	1-4
1.6	Keyboard.	1-4
1.7	Power Switch.	1-5
1.8	Speech.	1-6
1.9	Earphones.	1-6
1.10	KeySoft Concepts.	1-7
1.11	The KeySoft Menus.	1-8
1.12	A First Experience.	1-10
1.13	General Functions.	1-13
1.14	Repeating an Announcement.	1-15
1.15	Switching Between Tasks.	1-16
1.16	Keyboard Assistance.	1-17
1.17	Switching Off.	1-18
1.18	Setting Time and Date.	1-18
1.19	User Settings.	1-19
1.20	Electronic User Guide.	1-20
1.21	Where to now?	1-21
2	The VoiceNote BT Hardware	2-1
2.1	AC Adapter and Battery.	2-1
2.2	Charging the Battery.	2-2
2.3	Checking Power Status.	2-3
2.4	Battery Care.	2-3
2.5	Calibrating the Battery Gauge.	2-4
2.6	Long Term Storage.	2-7
2.7	Using the Serial Port.	2-7
2.8	Using the Parallel Port.	2-8
2.9	Using the Infrared Port.	2-9
2.10	Using the Modem.	2-10
2.11	PC Cards.	2-10
2.12	Compact Flash Cards	2-11
2.13	External Disk Drive.	2-12
2.14	Using a Visual Display.	2-15
2.15	Remote Synthesizer.	2-17
2.16	Software Upgrades	2-18
2.17	General Care.	2-18
3	The Word Processor.	3-1
3.1	General.	3-1
3.2	What is a Word Processor.	3-1
3.3	Braille and Text.	3-1
3.4	The KeyWord Menu.	3-2
3.5	Documents, Folders and Drives.	3-3
3.6	Selecting a Document.	3-4
3.7	Naming a Document.	3-5
3.8	Creating a Document.	3-6
3.9	Reading a Document.	3-6
3.10	Review Commands.	3-9
3.11	What is the Cursor?	3-10
3.12	Format Indicators.	3-11
3.13	Editing a Document.	3-12
3.14	Searching a Document.	3-14
3.15	Checking the Cursor Position.	3-16
3.16	Going to a Specified Position.	3-17
3.17	Marking Places for Quick Reference.	3-17
3.18	The Spelling Checker.	3-18
3.19	Opening Documents.	3-22
3.20	Large Documents.	3-25
3.21	Switching Between Documents.	3-25
4	The Book Reader.	4-1
4.1	Reading the Sample Book.	4-1
4.2	Reading Commands.	4-1
4.3	Miscellaneous commands.	4-3
4.4	Review Book Opening Options.	4-3
4.5	Reading Books Stored on Other Drives.	4-6
4.6	Exiting KeyBook.	4-7
4.7	Bookshare.org on the VoiceNote.	4-8
5	General Functions.	5-1
5.1	Date.	5-2
5.2	Time Options.	5-2
5.3	Grade of Braille.	5-3
5.4	Braille Options.	5-4
5.5	Keyboard Settings.	5-5
5.6	Review Voice.	5-6
5.7	Visual Display.	5-8
5.8	Next Appointment.	5-8
5.9	Power and Battery Status.	5-8
5.10	User Guide.	5-8
5.11	Insertion.	5-9
5.12	Repeat and Spell.	5-9
5.13	Hear Punctuation.	5-10
5.14	Change Task.	5-10
5.15	Change Speech Volume Rate and Pitch.	5-10
5.16	Editing at a Prompt.	5-11
5.17	Remote Synthesizer.	5-12
5.18	Media Player.	5-13
6	Embossing and Printing Documents.	6-1
6.1	Overview.	6-1
6.2	Setting Up the Embosser or Printer.	6-1
6.3	Printing a Braille Document.	6-1
6.4	Embossing or Printing a Document.	6-2
6.5	Embossing Options.	6-3
6.6	Embossing a Group of Documents.	6-4
6.7	The Embosser Set-up List.	6-4
6.8	Testing the Embosser.	6-6
6.9	The Printer Set-up List.	6-7
6.10	Testing the Printer.	6-8
7	Advanced Word Processing.	7-1
7.1	Overview.	7-1
7.2	Document Types.	7-2
7.3	Formatting a Braille Document.	7-3
7.4	Formatting a Braille Document for Ink-printing.	7-11
7.5	Block Commands.	7-17
7.6	Cursor Movement Modes.	7-23
7.7	Moving to the Start of the Next Line.	7-24
7.8	Moving to the Next Tab.	7-24
7.9	Inserting the Time Date or Calculator Result.	7-24
7.10	Binding Spaces.	7-25
7.11	Pasting an Address.	7-25
7.12	Working with Documents on other Drives.	7-25
7.13	Saving a Document.	7-26
7.14	Quitting a Document.	7-27
7.15	Creating Other Documents Types.	7-28
7.16	Text Documents.	7-28
7.17	Computer Braille.	7-30
7.18	Formatting a Text Document.	7-31
7.19	Initial Format Settings in a Document.	7-39
7.20	Extended Characters.	7-40
8	The Scientific Calculator.	8-1
8.1	Overview.	8-1
8.2	Entering KeyPlus.	8-1
8.3	Entering a Calculation.	8-1
8.4	Basic Operations.	8-3
8.5	Memory Operations.	8-4
8.6	Scientific Operations.	8-6
8.7	Inserting a Result or a Calculation.	8-8
9	The Planner.	9-1
9.1	Introduction.	9-1
9.2	The KeyPlan Menu.	9-1
9.3	Selecting the Date.	9-2
9.4	Page Layout.	9-3
9.5	Entering Text.	9-3
9.6	Reviewing the Appointments.	9-5
9.7	Editing Appointments.	9-7
9.8	Selecting Another Date.	9-7
9.9	Rescheduling and Canceling Appointments.	9-8
9.10	Alarms.	9-8
9.11	Embossing and Printing.	9-10
9.12	Planner Year Files	9-11
10	The Address List.	10-1
10.1	Introduction.	10-1
10.2	Adding an Address.	10-2
10.3	Looking Up an Address.	10-4
10.4	Changing a Field or Adding More Information.	10-6
10.5	Deleting a Record.	10-6
10.6	Duplicating a Record.	10-7
10.7	Inserting an Address into a Document.	10-7
10.8	Embossing Addresses.	10-8
10.9	Printing Addresses.	10-10
10.10	Templates.	10-10
10.11	Copying Addresses.	10-12
10.12	Selecting an Address List.	10-14
10.13	Creating an Address List.	10-14
11	E-mail.	11-1
11.1	Introduction.	11-1
11.2	What Can KeyMail Do?	11-1
11.3	KeyMail Overview.	11-2
11.4	Before You Start.	11-4
11.5	Quick Start.	11-4
11.6	Write an E-mail Message.	11-11
11.7	Read E-mail.	11-15
11.8	Connect to a Service.	11-23
11.9	Setup Options.	11-25
11.10	Directory of Services.	11-26
12	Web Browser.	12-1
12.1	Overview	12-1
12.2	Setting up a Service Provider.	12-1
12.3	Changing to another Part of KeySoft.	12-1
12.4	Logging on.	12-2
12.5	Navigation.	12-3
12.6	Moving from Page to Page or Site to Site.	12-5
12.7	Page Management.	12-5
12.8	Application Management.	12-7
12.9	Favorites.	12-9
12.10	History	12-10
12.11	Saving and Refreshing Web Pages.	12-11
12.12	Downloading files.	12-11
12.13	Tables.	12-12
13	The File Manager.	13-1
13.1	Introduction.	13-1
13.2	Selecting Files Folders and Drives.	13-2
13.3	Checking the Spelling of Folder or File Names.	13-2
13.4	The Directory Option.	13-2
13.5	Folder Manager.	13-3
13.6	Document and File Types.	13-4
13.7	Copying a File.	13-5
13.8	Erasing a File.	13-6
13.9	Renaming a File.	13-7
13.10	Moving a File.	13-7
13.11	Protecting a File.	13-7
13.12	Groups of Files and Wild Cards.	13-8
13.13	What is a Directory.	13-9
13.14	Creating Renaming and Erasing Sub-Directories.	13-12
13.15	File Translation.	13-14
13.16	Translation Menu.	13-15
13.17	Importing Files.	13-15
14	The Utilities Menu.	14-1
14.1	Overview.	14-1
14.2	ActiveSync.	14-1
14.3	Serial Port Connection.	14-2
14.4	Backup or Restore Files.	14-5
14.5	Pronunciation Dictionary.	14-7
14.6	Date and Time Set.	14-10
14.7	KeySoft Application Programs.	14-11
14.8	Miscellaneous Options.	14-12
14.9	ActiveSync Connection.	14-12
14.10	Key Management.	14-13
15	Command Summary.	15-1
15.1	General Commands.	15-1
15.2	At Folder Name prompt.	15-3
15.3	Word Processor.	15-5
15.4	Calculator.	15-9
15.5	Planner.	15-11
15.6	Address List.	15-13
15.7	E-mail.	15-13
15.8	Unicode Characters.	15-14
15.9	Web Browser.	15-15
15.10	Stopwatch.	15-16
15.11	Media Player.	15-16
Appendix A	User Settings for VoiceNote BT	A-1
Appendix B	Searching for Format Indicators	B-1
Appendix C	Java Script	C-1
Appendix D	Networking	D-1
Appendix E	Databases	E-1
Appendix F	Information on Bookshare.org	F-1
Appendix G	KeySync and File Synchronization	G-1
Appendix H	Software Upgrading	H-1
Appendix  I	Troubleshooting VoiceNote BT	I -1
Appendix  J	Computer Braille Reference List	J -1












1 Getting Started.
Welcome to the VoiceNote BT, an innovative personal productivity system, from Pulse Data International.  VoiceNote BT provides the Braille typist with the ultimate personal assistant.  An ergonomic Braille keyboard, high quality responsive speech, and a suite of powerful applications running under the Windows CE operating system, all packaged into a truly portable system.  This  user guide tells you all about the VoiceNote BT.  
1.1 Equipment Checklist.
Carefully unpack your VoiceNote BT.  Save the box and packing materials for future use.  Your VoiceNote comprises the following items:	
	 VoiceNote BT;  
	 AC adapter;
	 Slim line carrying case;
	 Earphones;
	 Modem data cable;
	 Serial communications cable;
	 9 to 25 pin cable adapter;
	 Audio tape containing a "Getting Started Tutorial;"
	 Command summary in embossed Braille;
	 Command summary in ink-print;
	 This User Guide in ink-print;
	 PC software for BrailleNote Family on CD-ROM.
Your VoiceNote may also include a modem cable adapter if you live in the UK, Australia or New Zealand.
VoiceNote options include the following items:
120 MB/1.44MB Super Disk drive.
MicroDrive Storage Cards.
Braille Manual.
BrailleNote GPS.
Multilingual - add on languages including french, german and spanish.
Software Maintenance agreements.	
1.2 
General Features.
The VoiceNote is a compact portable Personal Organizer with an ergonomic Braille keyboard and synthesized speech output.  
The VoiceNote runs under the Windows CE operating system and incorporates a built-in modem and integrated e-mail software, which is compatible with all of the popular mainstream e-mail protocols.  It has standard serial and parallel ports as well as a high-speed infrared port.  A Type 2 Compact Flash slot and a Type 2 PC card slot allow for additional storage and Network options.  
The VoiceNote uses flash memory technology to retain information indefinitely even if the batteries run flat, and its user memory can currently be expanded up to 48 Megabytes.  
The VoiceNote runs on AC power or batteries and announces indications of battery and charger status.  
1.3 Software Features.
A multi-purpose integrated software package called KeySoft, running under the Windows CE operating system, is especially designed for people with a visual impairment.  KeySoft provides the following functions:
A word processor called KeyWord that is powerful yet surprisingly simple to learn.  KeyWord has most of the features of an office word processor, including unlimited text insertion, search and replace, indents, clipboard operations and so on.  It can even directly import and export the popular Microsoft Word format documents.  
	An e-mail program called KeyMail that lets you send and receive electronic mail.  KeyMail works using a standard e-mail connection.  You can also send and receive attachments with your e-mail.  
	An internet browser called KeyWeb, that allows you to search and use the world wide web and also read locally stored html documents.
A Media player that plays MP3 format audio files.
	A calendar, scheduler and planner called KeyPlan.  Your entries may include alarms that sound even if the VoiceNote is switched off.  
	An address list manager called KeyList that sorts your entries and allows flexible searching.  Addresses can be copied into letters and email.  
	A 10 digit scientific calculator called KeyPlus.  Support is provided for both Nemeth and British Braille mathematics.  
	A book reader called KeyBook that enables you to read Braille books, or books in any standard text format including Microsoft Word format.  Books opened in KeyBook are protected from any accidental editing.  
	A Keyboard Learn function that helps you to learn the keyboard layout and the available quick key functions.  
	A File Manager that allows folder management, and files to be copied, renamed, protected, deleted or translated.  
	A program called ActiveSync that allows the VoiceNote disk structure to be viewed and managed on a PC running Microsoft Windows.  The VoiceNote can be connected to the PC using the infrared or serial ports.  
	A Remote Synthesizer mode that allows the VoiceNote to act as a speech synthesizer for other computers.  
You can switch easily between these KeySoft tasks, which are fully integrated so you can transfer information between them.  
KeySoft has both forward and back translators, so a text document can be imported into the VoiceNote and translated automatically into a grade 1 or 2 Braille document, and vice versa.  
The VoiceNote can output its display to a remote screen device using the serial or infrared port.  Sighted observers or teachers can use the visual display screen to view what you are doing on the VoiceNote.  A remote screen viewer based on the Palm hand-held computer is also available.
Information can be transferred to and from another computer such as a PC or Apple Macintosh or specialized equipment such as a self-contained scanning system.  You can print via the infrared port if you have access to a printer with an infrared interface.  Alternatively, you can print via the parallel or serial port.  
VoiceNote has a one-handed keyboard mode, providing convenient Braille input for people restricted to the use of one hand.  
1.4 
The Windows CE Operating System.
The Windows CE operating system is a modern, powerful operating design designed for small hand-held computers.  It supports many technologies such as e-mail, high-speed infrared communications, desktop PC synchronization, portable mass storage and more.  Hand-held computers have quite different processors from the Pentium type processors incorporated in PC's that run the standard Windows operating system.  Standard Windows programs like Microsoft Word and Excel do not run under Windows CE.  Furthermore, programs like Pocket Word and Pocket Excel that run on hand-held computers under Windows CE generally require a built-in visual display.  Consequently standard Windows CE programs are not suitable for the VoiceNote.  
1.5 Orientation.
VoiceNote is supplied in a slim line leather carry case and you can operate the VoiceNote while it is in this case.  Position the VoiceNote so that the front of the top flap is facing towards you.  Lift the flap and fold it back, exposing the keyboard.  A panel of netting holds the VoiceNote in place, this runs across the top of the front face, just beyond the keyboard.  The speaker is positioned beneath this netting.  
1.6 Keyboard.
On the top surface of the VoiceNote you will find the Braille keyboard.  It is like a Braille writer, with eight keys and a space bar.  The two extra keys on the extreme left and right are for your little fingers.  The left-hand key is called BACKSPACE, or sometimes dot 7, and the right-hand key is called ENTER, or dot 8.  The single SPACE BAR is in the usual place.  
In this user guide, key presses are described in the following way.  The instruction:
press H
means that you should press the dots for the letter H, which are 1,2, and 5, then release them.  This instruction may also be presented as:
press dots 1-2-5.  
The order in which you press the keys does not matter.  The character is typed when the keys are released.  
You will also encounter instructions such as: "press SPACE with H."  This means that you press the space bar as well as dots 1-2-5, and then release them.  This may seem very strange at first, because you are probably accustomed to pressing the space bar by itself to create a space between words.  In KeySoft, the space bar pressed by itself produces a space in the same way but in addition, it is used in combination with other keys to obtain many KeySoft commands.  Similarly, the BACKSPACE and ENTER keys can be used on their own or in combination with other keys.
1.7 Power Switch.
From the front edge of your VoiceNote, move your hand along the left side of the case and towards the rear.  You will first notice a raised circle that identifies the earphone socket.  Continue to move your left hand towards the rear of your VoiceNote.  You will come upon another raised feature surrounding the rocker type POWER switch.   To switch the VoiceNote on, press the Power switch near the front of the rocker.  A power on message is spoken, the content of which will depend on whereabouts in the software the VoiceNote was when you last switched it off.  Press the Power switch near the rear of the rocker to switch off.  
Every time you switch the VoiceNote on, its operation resumes in exactly the same place as it was when you switched it off.  If you are not sure if the VoiceNote is on or off, feel the position of the POWER switch.  
If you don't use the VoiceNote for approximately 10 minutes it will enter hibernate mode, where the power drawn from the battery is the same as if the unit was switched off.  Pressing any key will end the hibernate mode, but it is recommended that you momentarily press the ENTER and BACKSPACE keys together to end the hibernate mode.  This will avoid the possibility of inserting unwanted characters if a document was open when the unit entered the hibernate mode.  
If your VoiceNote announces "Battery is low," or does not come to life, you should plug in the AC adapter.  The power socket is located at the rear of the VoiceNote on the extreme left.  Locate the socket  then the small plug on the end of the AC adapter cable.  Plug the small AC adapter plug into the socket.  Plug the AC adapter into a wall socket.  The message "AC adapter on" is announced to confirm battery charging is in progress.  
If the VoiceNote does not start, wait 30 seconds or so and try switching it off then on again.  If this does not work then press the Reset button, which is located just behind the Power switch.  The Reset button is recessed to avoid accidental operation, so you need to use a pointed object to press it.  The VoiceNote immediately beeps to confirm that it has been reset.  After about 10 seconds KeySoft announces a sign on message and resumes from the Main Menu.  
1.8 
Speech.
Either the built-in loudspeaker at the center back of the VoiceNote or earphones can be used for speech.  If the earphones are plugged in, the loudspeaker is automatically disabled.  
The earphone socket is on the left side of VoiceNote, towards the front.  To locate the earphone socket move your hand along the side of the case starting at the front.  You first notice a raised circle.  This identifies the earphone socket where you plug in your earphones.  
The speech volume, speed and pitch can all be controlled by keyboard commands.  These commands are described fully in Section 1.12.2, but nevertheless it is important to know how to control the volume of the speech right now.  
To increase the volume press ENTER with dot 4.  That is, press ENTER and the dot 4 key then release them both.  VoiceNote registers the keys when they are released.  Remember, ENTER is the right-most key of the Braille keyboard which you normally operate with your right-hand little finger.  
To decrease the volume press ENTER with dot 1.  
To adjust the volume by several levels, hold down the ENTER key and repeatedly press either dot 1 to decrease or dot 4 to increase the volume.  
1.9 Earphones.
The earphone set supplied with the VoiceNote is an ear-hugging type, designed to be compact for easy storage and unobtrusive when worn.  
The earphone set comprises a plug, twin core cable joined together over most of its length, the rest being two separate cables connecting to two earpieces.  The cable is supplied from the factory coiled up and tied with a twist tie.  
To use the earphones, first untwist the tie and uncoil the cable.  Next locate one earpiece.  It doesn't matter which of the two earpieces you put in each ear because the earpieces are interchangeable.  The earpiece consists of a curved flexible rubber piece which, in use, goes behind your ear and a rigid rod to which attaches a round earphone.  Plug the plug into the VoiceNote's earphone socket.  
Put the earpieces on by pulling the curved piece and rod apart slightly and slipping the curved piece over and behind each ear with the earphone in your ear.  The earphone can be slid up or down on the rod for comfort and rotated for best fit.  Make sure that the curved pieces fit properly over your ears and the earphones sit comfortably.  
Adjust the volume to a comfortable level after fitting the earphones and while the VoiceNote is speaking.  The VoiceNote will also work with a wide range of popular ear- and headphone styles.
1.10 KeySoft Concepts.
Learning to use the VoiceNote is easy because the User Interface is very consistent.  Similar operations in different parts of KeySoft are carried out in similar ways.  Some of these concepts used in KeySoft will now be described.  
1.10.1 Help Messages.
At any point in KeySoft you can get information about the options that are available.  To do this, press SPACE with H, which is SPACE with dots 1-2-5.  KeySoft help is "context sensitive," which means that you are only given help relevant to your current situation.  Remember to use SPACE with H for Help when you need it.  It does not affect your work in any way, and after you have finished reading the Help message, you are returned to the point at which you selected Help.  
1.10.2 Prompts.
Whenever KeySoft requires input from you, a brief message called a prompt is announced.  The prompt indicates what input is required from you.  If you are unsure how to respond, press SPACE with H for help.  Where possible, KeySoft offers reasonable suggested choices.  
1.10.3 Repeating Spoken Prompts.
If you miss hearing a prompt the first time, don't worry.  You can have it repeated by pressing SPACE with R, which is SPACE with dots 1-2-3-5.  
1.10.4 Menus.
KeySoft uses a series of "Menus" to provide a quick and easy way of performing many complex functions.  Each menu contains a list of options from which a selection can be made.  For example, the Main Menu allows you to select the Word Processor, Planner, Calculator, and so on.  The selection of items is described in Section 1.10
1.10.5 Exiting the Current Activity.
Another concept used throughout KeySoft is that of exiting what you are doing and taking one step back to the previous option point.  You can do this by pressing SPACE with E, which is SPACE with dots 1-5.  
1.10.6 Automatic Cut-off of Prompts.
KeySoft gives detailed spoken prompts and messages to help you learn the system.  To prevent these messages slowing down an experienced user, speech is cut off automatically by the next keystroke.  
1.10.7 Instant Access.
You can switch from one KeySoft task to another with a simple key sequence.  For example, you can switch from the Word Processor to the Planner, and then return to the same point in your document.  
1.10.8 Braille Documents.
KeySoft assumes that you want to create Braille documents, so that is the suggested choice.  A Braille document can be directly embossed, and if you want to send it to an ink printer, KeySoft translates it automatically into text format.  
You also have the option of generating text documents directly.  A text document can be printed, and also can be sent to an embosser by means of the automatic translation feature.  
1.11 The KeySoft Menus.
1.11.1 Structure. 
The entry point to KeySoft is the Main Menu, which contains twelve items.  You can listen to each of these items in turn, and select one.  
When you have done this, you are generally presented with another menu.  The system may extend to 3 or 4 levels of sub-menu.  This structure is an important aspect of KeySoft.  Items are grouped together for easy location, so a huge range of functions can be found from one starting point, the Main Menu.  
For example, if you start at the Main Menu and choose the Word processor option, you are presented with the KeyWord menu.  This contains the following items: "Create a document," "Open a document," "Emboss a document," "Print a document" and "Setup Options."  These all relate to word-processing.  
If you choose to Emboss a document, you are presented with a further choice of Embossing, or Setting up the embosser, and so on.  
Now let's see how the Main Menu works.  
1.11.2 
Reviewing the Main Menu. 
To start with, go to the Main Menu by pressing SPACE with dots 1-2-3-4-5- 6, which is also SPACE with "f o r" sign  KeySoft announces:
"Main Menu."
To hear the first item of the Main Menu, press the SPACE bar on the keyboard.  KeySoft announces:
"Word processor."
The word processor is used to create or edit a document, and to emboss or print it.  
You could select the word processor at this point, but our present object is to review all the items in the Main Menu.  So, press SPACE again repeatedly, pausing to listen to each of the other eleven options in the menu, which are:
Planner;
AddressList;
E-mail;
Internet;
Media Player;
Book Reader;
Scientific Calculator;
"File Manager," which allows files to be copied, translated, etc;
"Utilities," which is a group of general purpose functions;
"Remote Synthesizer," which makes the VoiceNote act as a speech synthesizer for other computers;
"Keyboard Learn," which helps you to learn the Braille keyboard functions;
For Information press SPACE with I, which provides information about the VoiceNote such as serial numbers and software versions.  
For the Options Menu, press SPACE with O, anywhere, which is a reminder of how to access the Options Menu.
The final announcement is: "End of Menu."  Having stepped forward along the menu by pressing SPACE repeatedly, you can step back by pressing the BACKSPACE repeatedly.  
If you don't want to hear a complete announcement, you can cut it off and move to the next item by pressing SPACE or BACKSPACE.  This speech cut-off occurs at all points in KeySoft.  
1.11.3 
Selecting from the Main Menu.
When KeySoft announces the option you want, press the ENTER key.  Don't worry about getting in over your head, because you can always back out of a selection by pressing SPACE with  E for exit on the keyboard.  
When you have selected an item from the Main Menu, you are generally presented with another menu, from which you can again select an item.  To hear a Help message describing your options at any point, press SPACE with H on the keyboard.  To return to the previous menu, press SPACE with E on the keyboard.  To go directly to the Main Menu, press SPACE with dots 1-2-3-4-5-6.
1.11.4 Keyboard shortcuts.
At first, you can use SPACE to move forward or BACKSPACE to move back through the menu items and select a choice by pressing ENTER.  When you are more familiar with KeySoft, you can move quickly around the menus by pressing the first letter of each selection.  For example, if you were at the Main Menu and you wanted to go to the Word processor and Open a document, you could press W, then O.  You can do this as quickly as you can type.  
1.12 A First Experience.
Most people hate reading user guides.  They would much rather just have a go, on the presumption that if the product is any good, it should be obvious how it works.  
If that's you, then this is your section.  We'll go through two simple demonstrations: in the first we'll create a basic word processor document, and in the second we'll do an addition with the calculator.  You should only need the simple commands that have been introduced so far.  
If you are not keen on jumping in at the deep end, don't panic.  It's not essential to follow these demonstrations, because after this part we'll revert to normal manual mode, and describe in detail all the wonderful things that the VoiceNote can do.  
1.12.1 
Writing a Simple Document.
The aim of this first exercise is to write a very simple document with the word processor.  
To reach a common starting point, go to the Main Menu by pressing SPACE with dots 1-2-3-4-5-6.  Your VoiceNote announces:
"Main menu."
To get to the word processor, press W.  Your VoiceNote announces:
"KeyWord menu."
To Create a document, press C, for Create, and your VoiceNote announces:
"Folder name?  Press ENTER for General,"
KeySoft is asking which part of its filing system you want to use, and is offering the "General" folder.  This is fine for now, so follow the prompt and press ENTER.  KeySoft then prompts:
"Document to create?"
You are being asked to provide a name for the new document, so braille a name such as: "test."  You can do this in Grade 1, as: T E S T, or in Grade 2 as: T E followed by the "s t" sign.  A capital sign is optional because KeySoft does not take them into account when finding documents.  
When you have typed the name, press ENTER.  Your VoiceNote announces:
"Top of document. Blank."
This means that you have created a new Braille document named "Test," and the cursor is sitting at the top of it.  
You are now free to braille whatever you like.  For this demo we'll limit ourselves to: "hello world."  You can use Grade 1 or Grade 2 as you wish.  Braille the first word and press SPACE.  Braille the second word and press PERIOD, followed by SPACE.  Each word is spoken when the SPACE bar is pressed.  
That's all we'll write for now.  To finish this little exercise, press SPACE with E.  Your VoiceNote announces: "KeyWord menu."  You are back at the Word processor menu, and your new document has been automatically saved.  If you press SPACE with E again you arrive back where you started, at the Main Menu.  
1.12.2 
Trying Out the Calculator.
You might also like to try out the Calculator, which you can do without any extensive knowledge of the VoiceNote.  From the Main Menu, go to the Scientific Calculator by pressing S.  You hear:
"KeyPlus. Zero."
This means that the Calculator is ready.  If someone has previously used the Calculator and it announces another number than zero, you can clear it by pressing SPACE with dots 3-5-6.  
Both the Nemeth Braille Code for mathematics and the UK Braille mathematics Notation are supported for the entry of calculations.  The correct code for your country is set from the "Braille Options" item in the Options menu, as described in Section 5.4.  The following calculation assumes the calculator is set for Nemeth code.  
Let's try calculating 2 + 3. The VoiceNote knows that you are using the Calculator, so you don't need to use any number signs.  The numbers 1 through 9 and zero are just the letters "A" through "J."  Input the following key sequence without using the SPACE bar in between entries.  First braille "2," which is the letter "B."  Because we are assuming use of Nemeth code for mathematical symbols, the "plus" operand is represented by Braille dots 3-4-6.  Then braille "3," which is the letter "C."  Press ENTER to perform the calculation.  The number 5 will be announced.  
To complete the exercise, press SPACE with dots 1 through 6, to return to the Main Menu.  
1.13 
General Functions.
Some useful general functions are available wherever you are in KeySoft.  These functions may be accessed from the Options Menu, or often more conveniently via a Quick Command sequence.  
The general functions allow announcement of Time, Date, Braille settings and so on.  You could be using the Word processor, or using the Calculator, or reading a menu when you request one of these functions.  After announcement of the requested function you are returned to the place from where you initiated the request.  
The Quick Commands typically use the SPACE, BACKSPACE or ENTER key in combination with another letter.  For example, ENTER with T announces the current time.  
Not all items on the Options Menu have an associated Quick Command key combination.  
Pressing SPACE with O anywhere in KeySoft will access the Options Menu.  KeySoft announces: "Options menu."  The Options Menu can then be reviewed by pressing the SPACE and BACKSPACE keys on the keyboard.  The Options Menu comprises a long list of items.  Only some of the items are relevant at this point but the complete list is provided so you know what to expect when you read the menu.  Where applicable, the equivalent Quick Command is also given.  
The Options Menu contains the following items:
Date;	ENTER with D
Time;	ENTER with T
Grade for Braille entry and Keyboard type;
Keyboard settings;	BACKSPACE with ENTER with K
Review voice;	BACKSPACE with ENTER with R
Visual display;
Next appointment;	ENTER with N
Power and battery status;
User Guide;	BACKSPACE with ENTER with H
Insert menu;	ENTER with I
Spell. Repeat and spell;	ENTER with S
Hear punctuation. Repeat with
 maximum punctuation;	ENTER with H
Change task menu;	SPACE with dots 2-3-5
Web Disconnect
and finally the speech settings, a list of 6 items that tell you how to adjust the volume, speed and pitch of KeySoft's speech.
The "Insertion" item is announced only when it is appropriate to insert such things as the date or time such as in KeyWord.  
To select an item, move through the menu until the required item is announced, and then press ENTER.  Alternatively, from anywhere in the Options menu, press the initial letter of your choice.  This does not apply to the speech settings, which are discussed in Section 1.14.1.  
The Quick Commands for the Options Menu are listed in the Command Summary, Section 15.2.  
We will now deal with some of the more commonly used items in the Options menu.  All of the Options Menu items are explained in Chapter 5.  
1.13.1 Keyboard Settings.
The first of these settings determines how KeySoft speaks what you type, your preferred keyboard input Braille grade, and information relevant to when you are inputting computer Braille.  
Press SPACE with O, then K for Keyboard.  KeySoft announces:
"Keyboard voice? Currently Words."
The options are as follows:
To turn off speech altogether, press F followed by ENTER;
To spell words as they are typed, press S followed by ENTER;
To speak whole words, press W followed by ENTER;
To both spell and speak words, press B followed by ENTER;
Or just press ENTER to leave the selection unchanged.
The suggested setting is "Words."  If you are learning to braille, you may prefer the "Spell" option or the "Both" option.  If you can braille quickly, you might select the "Words" option, or turn off speech altogether.  
You can press the help command, SPACE with H for a reminder of these options.  
To continue to the next item in the Keyboard Settings list press ENTER.
Alternatively, to exit the Keyboard Settings, press SPACE with dots 1-5.
The default Braille grade for keyboard input is Grade 2.  The following options are available at the prompt:
"Preferred Braille Grade?  Currently Grade 2"
For Grade 1 input, press A followed by ENTER.
For Grade 2 input, press B followed by ENTER.  
For Computer Braille, press C followed by ENTER.  
KeySoft will then prompt as to whether you wish to be advised when computer Braille input is required.  The default setting is "Yes."  For no warning, press N, or press ENTER to leave the option unchanged.  Computer Braille input is required when you are entering e-mail addresses, and the default setting conveniently reminds you of this fact.  
The final item in the Keyboard Settings menu is whether you want to use 6 or 8 dot computer Braille when you are inputting computer Braille.  
The options are as follows:
To use 6 dot computer Braille, press F followed by ENTER;
To use 8 dot computer Braille, press H followed by ENTER;
Or just press ENTER to leave the selection unchanged.  
To exit the Keyboard Setting at any point, press SPACE with dots 1-5.  
1.14 Repeating an Announcement.
As we have already mentioned, you can get KeySoft to say a prompt again by pressing SPACE with R if you didn't quite catch it.  To repeat the prompt with the important parts spelled out,
press ENTER with S for "Spell."
To reveal the most detail, you can repeat the last prompt with full punctuation and spaces.  To do this, 
press ENTER with H for "Hear punctuation."  
After either command you are returned to your original place in KeySoft.  
1.14.1 Setting Volume Speech Speed and Pitch.
The characteristics of VoiceNote's voice can be changed anywhere in KeySoft, as follows:
For higher volume, press ENTER with dot 4;
For lower volume, press ENTER with dot 1;
For faster speech, press ENTER with dot 6;
For slower speech, press ENTER with dot 3;
For higher pitch, press ENTER with dot 5;
For lower pitch, press ENTER with dot 2.
There are 32 volumes, 16 speeds and 16 pitches, and they change one step at each key press.  A reminder of the commands is given in the Options Menu, at the end of the list.  
1.14.2 Power and Battery Status.
The VoiceNote Power and Battery status can be obtained at any time.  Press SPACE with O, then P.
KeySoft announces the battery charge level as a percentage of fully charged, and whether the AC Adapter is On or Off.  
1.15 Switching Between Tasks.
KeySoft allows you to switch directly from one KeySoft task to another without returning to the Main Menu.  You can switch between the Word processor, Scientific Calculator, Planner, Address List, E-Mail, Book Reader, and Terminal for Screen Reader.  For example, if you are writing a document and you need an address, you can switch directly to the Address List, look up the address, and then return to the Word processor.  You are placed back at the same point in your document.  

There are two ways to access the Task Menu:
1) SPACE with O, for the Options menu then C, for Change task, or
2) SPACE with lower f (dots 2-3-5)
KeySoft displays:
"Task menu."
You can make a selection by either:
1) Use SPACE or BACKSPACE to review the Task List, and select one by pressing ENTER.  or,
2) Press the initial letter of the task; for example, W for Word Processor.
Remember that, if necessary, you can always get back to the Main Menu by pressing SPACE with dots 1-2-3-4-5-6.  

When you are familiar with the task names, you can switch tasks quickly by a single key combination.  Just press BACKSPACE with ENTER with the initial letter of the task.  The letters are those you would use to select from the Main Menu.  For example, to switch to the Address List from any other task, press BACKSPACE with ENTER with A.  

A summary of the keys used to switch directly to an application, without going through the Main Menu is:

To select the Word processor press BACKSPACE with ENTER with W;

To select the Scientific Calculator press BACKSPACE with ENTER with S;

To select the Planner press BACKSPACE with ENTER with P;

To select the Address List BACKSPACE with ENTER with A;

To select the Email system BACKSPACE with ENTER with E;

To select the Book Reader press BACKSPACE with ENTER with B;

To select the Terminal for Screen Reader press BACKSPACE with ENTER with T;

To select the Internet browser, press BACKSPACE with ENTER with I;

To select the Media Player, press BACKSPACE with ENTER with M.
1.16 Keyboard Assistance.
There are two ways of getting help with keyboard input.  The first is available from the Main Menu, and is called "Keyboard Learn."  In Keyboard Learn, KeySoft speaks the letter or sign of any dot combination you press, but no further action results.  It also announces the function of the key commands that are always available.  For example, pressing ENTER with T will give the response "Announce the Time."  
Keyboard Learn is invaluable for familiarizing yourself with the keyboard layout and Quick Commands that are available at any point within KeySoft.  
The second mode works in the Word processor, Calculator, Planner or Book Reader.  It is called Announce Key mode, and can be entered by pressing SPACE with W.  The W stands for "What does this key do?"  In addition to speaking letters and signs, the function of any key or key combination is spoken.  For example, in the Word processor, SPACE with dot 2 says: "Back one word," without causing any further action.  
Announce Key mode is helpful for learning the commands available in the selected KeySoft application.  
You can exit either mode by pressing SPACE with E.  
1.16.1 
One-Handed Mode.
To turn on this mode, hold down the BACKSPACE key while switching on your VoiceNote, and keep holding it down until "One-handed mode" is announced.  This mode stays in effect until it is deliberately turned off, by starting the VoiceNote with the ENTER key held down.  
To type a character in one-handed mode you can press the dots at any time and in any order.  When you have pressed all the required dots, press SPACE, and the character is entered.  To enter the letter J, for example, you might press dot 2 first, and then dots 4 and 5 separately or together.  After releasing the keys, press SPACE, and J is entered.  
To make a space between words, press SPACE twice, after pressing SPACE once to enter the last character typed.  
A command that includes SPACE can be obtained by pressing SPACE both before and after the other keys.  For example, to return to the Main Menu, press and release SPACE, then press and release dots 1 to 6 in any combination or order, then press and release SPACE again.  
To return to two-handed mode, hold down the ENTER key while switching on your VoiceNote, and hold it down until KeySoft starts normally.  
1.17 Switching Off.
Before you switch off your VoiceNote, it is good practice to return to the Main Menu first.  This ensures that the current document is saved.  If you don't do this, the current version of your work would be lost if the batteries became discharged.  That's fairly unlikely, but it's good insurance for the cost of one keystroke.  
If you have a disk drive or electronic storage card, you should consider backing up your work regularly.  It's a common thing to do with any computer.  It minimizes the amount of data you could lose should a computer or software "crash" occur.  You can backup all your working files by using the Backup function in the Utilities menu, as described in Section 14.3.  
1.18 Setting Time and Date.
When you first get your VoiceNote you should check that the time, date and Time Zone settings are correctly set.  By selecting your correct time zone, you can have the VoiceNote's clock adjust automatically when you select whether you are in or out of daylight saving time.  
If the VoiceNote's battery goes completely flat, the system will advise that the time and date needs to be set when the machine is restarted.  
To hear the current day and date, press ENTER with D.  
To hear the current time, press ENTER with T.  
These commands are available from any place within KeySoft.  If either the date or the time is incorrect you can set new values and have them announced in your preferred format from the "Date and Time Set" option in the Utilities Menu.  
Setting the Date and time requires you to complete the following steps:
Remember that on-line help is available at any point by pressing SPACE with H, and that if you wish to leave an announced value unchanged, just press ENTER to move onto the next item in the list.  You may exit the setup list at any point by pressing SPACE with E.  
Return to the Main Menu by pressing SPACE with dots 1 through 6.  
Press U to go to the Utilities Menu
Press D to go to the Date and Time set option.  
Choose your preferred date format.  For USA format where the date is in the form month/day/year press S, or for UK format where the date is in the form day/month/year press K.  Press the ENTER key to complete your entry.  
Choose your preferred time format, 12 or 24 hour.  For a 12-hour clock press a, for a 24 hour clock press b then complete your entry by pressing ENTER.  
Select your Time Zone.  To cycle through the list of time zones, press SPACE with dots 3-4.  Alternatively press the initial letter.  Complete your entry by pressing ENTER.  
In daylight saving time.  Press Y if you are in daylight saving time, or N if you are not, followed by ENTER.  
Enter the current time.  Press SPACE with H to hear instructions on how to enter the time in the format you have selected.  
Enter the current date.  Press SPACE with H to hear instructions on how to enter the date in the format you have selected.  
After setting the time and date you will be returned to the Utilities Menu.  
1.19 User Settings.
VoiceNote provides many user set-able options.  As you become more knowledgeable about how VoiceNote works, you can change the way it behaves to better suit your personal preferences.  Your VoiceNote supplier will most probably have set the User settings most appropriate to your needs.  The following items, will be of principal interest:
Speech; volume, rate, and pitch;
Time and date set, and in preferred format;
Keyboard input voice setting; words, characters, or off;
Review or reading voice settings; punctuation settings, numbers or digits;
Braille language; US, UK, or Australian;
Braille grade for keyboard input; grade 1, 2, or computer Braille;
Calculator Braille code; Nemeth math, or UK math;
Computer Braille language; US, or UK;
Computer Braille; 6 or 8 dot;
Spelling checker dictionary language installed;
Address list data base installed;
E-mail data base installed.  
Some of these items have already been covered in this Getting Started chapter, but for convenience, Appendix A provides additional assistance and where appropriate a reference to the relevant section in the User Guide.  The next section explains how to use the Electronic User Guide to read a particular section of the user guide.  After reading this next section, you use the Electronic User Guide to read Appendix A, User settings for the VoiceNote.  
1.20 Electronic User Guide.
The text of this user guide is stored in your VoiceNote and is available for reference at any time.  It is accessed through the Options Menu, or by the quick command BACKSPACE with ENTER with H.  You can look up a topic in the Table of Contents or Index, and read that section of the user guide.  When you are finished with that section, you can return to the Table of Contents or Index or exit the user guide.  You are returned to your original place in KeySoft when you exit.  
If you have edited your user guide KeyWord Text files in any way (a practice we do not recommend as it can interfere with the table of contents and index functions) it is important to note that the user guide files are loaded on every reset.  This means that to save any edited copies, you should first change the file names so the newly loaded copies do not over write them.
To refer to the User Guide press SPACE with O for the Options menu, then U for the User Guide.  
If this is the very first time you have accessed the Electronic User Guide your VoiceNote announces:
"Look up Table of Contents or Index?"
Press T to select the Table of Contents or I to select the Index.  KeySoft confirms your selection.  
If you have accessed the user guide before, your VoiceNote announces:
"Continue reading (reference)?"
where "reference" is the last topic accessed.  If you press Y to continue you are returned to that topic.  If you press N you go to the Table of Contents or Index.  
Use SPACE or BACKSPACE to move through the Table of Contents or Index listing, which is in alphabetical order.  Press any letter to jump to the items starting with that letter.  
Once the desired item has been found, press ENTER to select it.  If the item has sub-indexes, repeat the selection procedure.  
 Once you have entered the User Guide at a particular place, the following review commands are available for reading the content:

* To read from the start of the previous sentence, press SPACE with dot 1;
* To read from the start of the current sentence, press SPACE with dots 1-4; 
* To read from the start of the next sentence, press SPACE with dot 4;
* To read from the start of the previous paragraph, press SPACE with dots 2-3;
* To read from the start of the next paragraph, press SPACE with dots 5-6;
* To skip back one section, press SPACE with dots 1-2-3;
* To advance one section, press SPACE with dots 4-5-6;
* To go back to the Table of Contents or Index listing press BACKSPACE;
* To exit the User Guide and return to your original place in KeySoft press SPACE with E.  
To continuously read a section of the user guide, select your starting point from the Table of Contents or the Index as discussed above, then press SPACE with G.  To pause reading, press ENTER with BACKSPACE.  
You can issue the review commands while reading is in progress or after it has stopped.  If you give a command while reading is in progress, what is currently being spoken is cut off and reading begins immediately from the new position.  This provides a very convenient method of quickly panning through a section of the user guide.  If you are continuously listening, you are able to jump forward or back through the text by sentence or paragraph without halting the continuous reading function.  
As an alternative to accessing the Electronic User Guide through its Table of Contents or Index, you can also read the user guide as a number of KeyWord documents.  Each chapter and appendix is a document in the folder called "Manual," stored in the drive "KeySoft System Disk."  
1.21 Where to now?
By now you should have a good basic knowledge of the VoiceNote and KeySoft.  Only this chapter, chapter one is recorded as a audio tutorial to get you started.  The entire User Guide is stored in the VoiceNote so you can read each chapter at your leisure.  
The User Guide can be read using your VoiceNote as previously described.  A good starting point is to browse through the Table of Contents, as this will provide you with an appreciation of the topics covered in the user guide.  Alternatively, the User Guide is available as an optional extra in embossed Braille format.  The distributor who sold you your VoiceNote can supply this.  
Please read the next chapter, which concerns practical matters like the batteries, port connectors and the optional disk drive.  To read Chapter 2, follow the procedure discussed in the previous section.  You will find Chapter 2 in the Table of Contents so you can select it from there and start reading.  
After Chapter 2, the remainder of the User Guide is all about KeySoft and you can pick and choose what to read.  If you are new to KeySoft, you might want to work through Chapters 3 and 6, which introduce the basic Word processor functions and embossing and printing your documents.  You might then want to read Chapter 5, which deals with the functions available via the Options Menu, or Chapter 7 for advanced word processing features.  Alternatively, you can read Chapter 8 on the Calculator, Chapter 9 on the Planner, Chapter 10 on the Address List, Chapter 11 on E-mail, or Chapter 12 on the Web Browser, depending on your interest and requirements.  

Chapter 13 describes use of the File and Folder Manager, and the translation of files from Text to Braille and other formats.  Chapter 14 covers the Utilities menu, where topics like using ActiveSync, and backing up and restoring files are discussed.  

Chapter 15 provides a convenient listing of all the keyboard commands for the VoiceNote.  These are categorized under general commands as well as commands for each of the applications of KeySoft.    
You might find it tedious to read a user guide, but we have endeavored to make sure it is full of useful information, and it's surprising what sticks in your memory.  When people say, "I didn't know you could do that!" it usually means that they haven't read the User Guide.  
And remember, please make frequent use of VoiceNote's superb HELP that you can access at any point by pressing SPACE with H.  It's a valuable source of information, whatever part of KeySoft you are using.  


End of Chapter 1.  




2 The VoiceNote BT Hardware
This chapter discusses battery care, the serial, parallel, infrared and modem port connectors, the optional SuperDisk drive, PC and CompactFlash cards, installing software upgrades, and use of the remote visual display option.
2.1 AC Adapter and Battery.
The VoiceNote can operate from its internal rechargeable battery or from its AC adapter.  The length of time you can run the VoiceNote from a fully charged battery is typically over 25 hours before it becomes flat.  Activities like printing, e-mailing and communicating using the serial or infrared port increase the drain on the battery.  Using the built-in modem also drains the battery more than editing documents.  PC cards that draw their power from VoiceNote's battery reduce the available battery life too.
The VoiceNote warns you if the battery is getting low.  When the battery gauge indicates that the battery is down to 10% full or less the following warning is spoken periodically:
"Battery is low."
If possible, connect the AC adapter to re-charge the battery now.  You typically have about 2 hours of battery life remaining. If the battery continues to run down and becomes nearly flat, KeySoft speaks the following message:
"Battery is critical."
If you hear this message, you should act within the next 30 seconds or your VoiceNote may switch itself off.  The time available to switch off may be as little as 30 seconds but it is typically 15 to 20 minutes if you are not using high current accessories.  You have two options.  You can connect the AC adapter and carry on working indefinitely, or you can save your current work and switch off.  To save your work, just return to the Main Menu.  If the VoiceNote switches itself off, it cannot be switched on again until it is powered from the AC adapter.  

Your VoiceNote automatically manages its power usage to give you the maximum life from the battery.  The hibernate mode is entered after approximately 10 minutes of inactivity.  Pressing any key will end the hibernate mode, but it is recommended that you momentarily press the ENTER and BACKSPACE keys to end the hibernate mode.  This will avoid the possibility of inserting unwanted characters if a document was open when the unit entered the hibernate mode.  You can help by switching off your VoiceNote when you are not going to be using it for a while.  Remember that you can switch your VoiceNote off and on without affecting your work in any way, and your VoiceNote resumes from where you were when you switched off.
2.2 Charging the Battery.
To charge the battery, simply plug the AC adapter in and the VoiceNote looks after the battery charging itself.
If the VoiceNote battery is flat and the AC adapter is connected, the battery is fast charged in about 2 hours.  Charging takes less time if the battery is only partially discharged.  You can charge the battery and run the VoiceNote simultaneously, although the battery may take longer to charge.  You can leave the AC adapter connected indefinitely without any risk of damaging the battery.
To connect the AC adapter, locate the power socket on the back of the VoiceNote, near the left-hand corner of the case.  Insert the plug on the AC adapter cable into the socket, and plug the AC adapter into a wall socket.  The VoiceNote announces:
"AC adapter on."
The message is spoken even if the VoiceNote is switched off.  If this message is not spoken after a second or two, check that the AC supply is switched on, and that the plug on the end of the AC adapter cord is inserted securely into the VoiceNote's power socket.  The socket is located at the back of the case on the left.
When the battery is charging, if the AC supply is interrupted, or the AC adapter is disconnected the VoiceNote announces:
"AC adapter off."
This message too, is spoken even if the VoiceNote is switched off.
2.3 
Checking Power Status.
You can check the state-of-charge of the battery and whether the AC adapter is connected from anywhere in KeySoft by pressing SPACE with O, then P.
First, the battery state-of-charge in percent is announced:
"Level c percent,"
where "c" is the battery's state-of-charge.  Then the AC adapter status is announced:
"Adapter (status)",
where "status" is either "on" or "off".  After these messages are spoken, you are returned to your original place in KeySoft.
2.4 Battery Care.
Running the battery down periodically does not benefit the battery but it may make the battery gauge more accurate as described in the next section.  
The battery lasts longer if the VoiceNote is used in and stored at the same temperature range that you are comfortable in.  If possible, avoid exposing the VoiceNote and its battery to high temperatures. Batteries are particularly temperature sensitive.  The battery should only be charged in ambient temperatures from 50 to 104 degrees Fahrenheit or from 10 to 40 degrees Celsius.  If the VoiceNote has been exposed to temperatures outside this range, leave it at room temperature for at least half an hour before plugging in the AC adapter.  If you want the greatest capacity and longest life out of the battery we recommend that you keep the VoiceNote in a temperature range of 60 to 86 degree Fahrenheit, or 15 to 30 degrees Celsius.
Like all rechargeable batteries, as the VoiceNote battery ages its capacity reduces.  If your VoiceNote is used every day we expect that the battery will last typically 18 months before the battery's capacity is noticeably lower than it was 18 months before.  We recommend that you send the VoiceNote back to an authorized  VoiceNote service center to replace the battery.  Replacement batteries are expected to last typically 18 months before they too, need replacing.
2.5 
Calibrating the Battery Gauge.
VoiceNote incorporates a battery gauge that is originally calibrated at the Factory.  For best performance, the gauge needs to be calibrated periodically as the battery ages during its life.  Remember that as the battery ages its capacity reduces.  When the battery gauge is calibrated it measures the battery capacity.  If the battery's capacity is reduced then the battery gauge over estimates the remaining charge in the battery.  The most noticeable sign that the battery gauge needs to be calibrated again is if the "battery is low" warning is closely followed by the "battery is critical" warning.  There should be a gap of from one to two hours of continuous operation between these warnings.  The battery gauge should never need to be calibrated more than once every two months and usually much less frequently.  
Note that if the battery goes completely flat, the battery gauge will no longer be accurate, and it will need to be re-calibrated.
Run the VoiceNote without the AC adapter until the VoiceNote freezes then plug in the AC adapter and completely recharge the battery.  To assist with this process, a special "battery drain" mode is included, as described in the following section, 2.5.1.  As you discharge the battery you need to ignore the battery warnings and continue to run the battery down.  It may be convenient to continue using the VoiceNote normally but make sure you have saved your work once the "battery is critical" warning is given.
2.5.1 Support Information Mode
You can check the battery and battery gauge characteristics using the support information mode. Included is an option  to "drain" the battery which assists with re-calibration of the battery fuel gauge.  To enter the support information mode from anywhere in KeySoft press SPACE with O, followed by SPACE  with I.  You can now select the following options:
1) To find out if the battery gauge has been calibrated and is accurate, press A.  For example, if the battery gauge is calibrated KeySoft will prompt:
"Gauge is accurate."
	If the gauge is inaccurate, it means that the battery charge level may not be being reported correctly.  Refer to item 6 below for instructions on how to re-calibrate the battery gauge.  After executing this command you are returned to the Support Information mode.
2) To determine the "Last charge" information for the battery, press B.  The reported time indicates the time it took to fully charge the battery after plugging in the AC Adapter.  The report is in the form:
	Last charge:			234 minutes.
	Completed:			Friday, February 9, at 2:47pm.
	Started:			Friday, February 9, at 10:53am.
	After executing this command you are returned to the Support Information mode.
3) To determine the charge available from the battery, press C.  For example, a typical message is: 
"Nominal available charge 16,640." 
	The higher the value the greater the capacity.  After executing this command you are returned to the Support Information mode.
4) To review the last measured discharge count of the battery, press D.  The last measured discharge is the learned battery capacity.  For example, a typical discharge message is: 
"Last measured discharge 26,136." 
	The higher the value the greater the capacity available from the battery when it is fully charged.  The factory default value is 33,904, which indicates that the gauge is not calibrated.  This could happen for example, if the VoiceNote had been in storage for several weeks and the battery had completely discharged.  After executing this command you are returned to the Support Information mode.
5) To review the cell voltage critical warning value,  press E.  This value cannot be changed. After executing this command you are returned to the Support Information mode.
6) Battery drain mode is useful for flattening the battery in order to re-calibrate the battery capacity gauge.  To have KeySoft continuously repeat the message "I'm talking until my battery goes flat.  This repetition is enough to drive me crazy.  How about you?", press F.  
Follow these steps:
a) Fully charge your VoiceNote by leaving the Adapter connected for at least 3 hours.  Check by pressing SPACE with O, then P, that the capacity is displaying 100%.
b) Disconnect the AC Adapter from the VoiceNote.
c) To start the "battery drain" mode, place the VoiceNote in a place where the message won't indeed "drive you crazy", and allow it to continue until the unit completely freezes.  During this process the VoiceNote will first report many times that the "battery is low", eventually followed by "battery is critical".  Some time thereafter the unit will freeze.  Pressing SPACE while the "battery drain" message is being spoken will announce the time at which the process started, and the elapsed time.
d) Re-connect the AC Adapter, and the VoiceNote should restart.  The message "AC Adapter On" should be spoken, followed by the message that the "Battery test is completed".  To hear details on the battery test, press SPACE.  The time taken to Discharge the battery from its fully charged state is given.
7) To determine the capacity inaccurate count, press I.  For example, a typical capacity inaccurate count message is: 
"Capacity inaccurate count 74."
The battery inaccurate count is incremented for every partial or full charge -discharge cycle.  The higher the count, the greater the likely inaccuracy of the battery gauge.  After executing this command you are returned to the Support Information mode.
8) To display information about the last battery discharge time, press L.  This value is determined during the "battery drain" process, and indicates the length of time the VoiceNote operated from a fully charged battery to the point where its operation was halted due to the critically low battery condition.  After executing this command you are returned to the Support Information mode.
9) To determine the charging status, press S.  For example, if the battery is being fast charged, the VoiceNote displays: 
"Fast charging."
	After executing this command you are returned to the Support Information mode.
10) To display the temperature range that the battery is in, press T. For example:
"Between 20 and 30 degrees C."
	After executing this command you are returned to the Support Information mode.
11) To display the cell voltage of the battery, press V.  For example:
"Cell voltage 1.5 Volts"
	After executing this command you are returned to the Support Information mode.
To return to the place where you selected the Options menu, press SPACE with E.
2.6 Long Term Storage.
If you store a VoiceNote for more than two to three weeks, the battery will become completely flat. If the battery was less than fully charged prior to storing the VoiceNote , the time for the battery to become fully flat will be shorter.  This is because VoiceNote's battery self discharges internally and because VoiceNote draws a very small amount of current even when it is switched off.  The battery gauge will be inaccurate at that point, and if you use this feature, you will need to re-calibrate the gauge as described in Section 2.5.  
If you intend to leave the VoiceNote switched off for more than a few days, fully charge the battery beforehand, or leave the AC adapter connected if this is convenient.  If you intend to store a VoiceNote for more than two to three weeks without the AC adapter connected, ensure your work is saved by returning to the Main Menu, and fully charge the battery before putting the VoiceNote into storage.
When you take a VoiceNote out of long-term storage, first connect the AC adapter to recharge the battery.  Try switching the VoiceNote on.  If it does not resume normally, press the Reset switch with a pointed object.  The VoiceNote beeps to confirm that it has been reset.  Wait a few seconds while the VoiceNote initializes itself.  If the battery has gone quite flat, you will be prompted to reset the time and date and so on.  Press ENTER several times if you want to leave that for later or refer to Appendix I, which describes the procedure for initializing the VoiceNote.  
2.7 Using the Serial Port.
Reach beyond the keyboard to the back of your VoiceNote and investigate the layout of the back panel.  There is a recessed panel comprising from the right, a modem jack, female 25 pin parallel port, a card slot and a nine pin male port.  This nine pin male port is the serial port.
The serial port can be used to provide a connection to a visual display, PC or other equipment.  You can use the serial port to connect to a terminal, an embosser or printer that has a serial interface, a modem or to other computers to import and export documents and files.  You can use the VoiceNote as a remote speech synthesizer by connecting the serial port to a suitable driver.  You can also run ActiveSync on a PC and access your VoiceNote through the serial port like an extension of the PC.


Your VoiceNote is supplied with a serial cable that has two identical nine pin plugs on each end of the cable.  You don't have to identify which is the right end of the cable, either end will do.  The connectors can only be plugged in one way.  To plug in the connector hold the plug horizontal and push it gently into the socket.  If it does not engage turn it through 180 degrees and try again.  
The cable supplied is called a "null modem cable".  This cable works with most equipment except external modems.  A different cable is needed to communicate with a modem and equipment that emulates a modem.
The 9 pin plugs on each end of the serial cable incorporate two locking screws designed to secure the plug when it is plugged in.  Use of these screws is recommended to prevent the plug falling out in use.  The screws can be tightened and undone by hand.  In the usual way, turning them clockwise does them up and turning them anti-clockwise undoes them.  Do not over tighten the screws; a light force is sufficient to hold the connector.
Don't forget to disconnect the cable when you are done.  As a precaution check for anything connected to your VoiceNote before transporting it. 
2.8 Using the Parallel Port.
To the right of the rear panel is a 25 pin female connector.  This is the parallel port.  It can be used to connect to an embosser or a printer that has a parallel interface.  A compatible cable is supplied with your printer.  It is convenient to leave one end of the printer cable connected to the printer.  The other end can be plugged into the VoiceNote when required.
The 25 pin plug is similar to the 9 pin plug but the plug is much longer.  It too can only be plugged in one way.  To plug in the connector, hold it horizontally and try pushing it gently into the socket.  If it does not engage turn it through 180 degrees and try again.
Use the locking screws to prevent the plug falling out in use.  The screws can be tightened and undone by hand.  In the usual way, turning them clockwise does them up and turning them anti-clockwise undoes them.  Do not over tighten the screws; a light force is sufficient to hold the connector. 
2.9 
Using the Infrared Port.
The infrared port is located at the rear of your VoiceNote on the right, directly behind the ENTER key.  Run your hand across the back of the VoiceNote on the extreme right and you will feel a vertical channel.  The infrared port communicates though a window that is located in the channel.
VoiceNote's infrared port conforms to the Infrared Data Association specification for infrared communications.  This standard is called "IrDA" for short.  This is a new type of infrared communications that can work up to a high speed.
VoiceNote's infrared port can be used for printing or for communicating with a remote visual display.  You can also run ActiveSync on a PC and access your VoiceNote through the Infrared port like an extension of the PC.
Using the infrared port, you can print to a printer equipped with an infrared port. You can also print to a printer that is connected to an IrDA compatible accessory such as the JETEYE printer adapter.  This adapter is normally connected between a PC and a printer without an infrared port.  Embossing and printing using the infrared port is described in Section 6.6.6.
To communicate with a remote visual display using the infrared connection, an IrDA compatible port is needed on the PC.  The JET EYE PC is an accessory that provides such a port.  It is designed for use in conjunction with a PC or a lap top computer, plugging into a serial port on the host computer.  Terminal software running on the PC enables the PC's screen to display output from the infrared port of the VoiceNote.  This provides a sighted teacher with a text display matching the VoiceNote activity.  Using VoiceNote's infrared port to communicate with a remote visual display is described in Section 2.13.2.
IrDA compatible infrared communications work over a distance of up to at least three feet (1 meter) for standard power devices and up to at least eight inches (200 millimeters) for low power devices.  The VoiceNote is a standard power device.  The host's and VoiceNote's infrared ports must face each other but they do not have to be lined up exactly because the infrared beam is quite wide.  After a little experimentation, you will be able to determine the most convenient arrangement of equipment that works reliably.
2.10 
Using the Modem.
The internal modem can be used for sending and receiving e-mail.
A modem jack is located on the right of the rear panel.  Your VoiceNote is supplied with a modem cable for connecting VoiceNote's modem to a phone line.
If you live in UK, Australia or New Zealand, an adapter that plugs into a standard "BT" type phone jack is also supplied with your VoiceNote.  The modem cable plugs into the adapter and the adapter plugs into a phone jack.
The modem cable has a phone type plug at either end the cable.  Insert one plug into the VoiceNote modem jack and the other end into a phone jack.  To do this, locate the locking clip on one side of the plug.  Orient this side to the bottom of the modem jack, engage the plug in the socket and push the plug home.  A latch holds the plug that should hold when the cable is lightly pulled.  To unplug, squeeze the clip in towards the plug and pull the cable.  The case bottom is scalloped under the modem jack so that you can easily get your fingertip under the clip.  When the plug is unclipped it releases freely.
Don't forget to disconnect the cable when you are done.  As a precaution check for anything connected to your VoiceNote  before transporting it.
2.11 PC Cards.
2.11.1 General.
The VoiceNote has a slot for plug-in PC cards or so called PCMCIA cards.  These cards are about the size of a credit card, only thicker.  As well as allowing you to use PC cards for extra data storage, the card slot enables accessories compatible with the VoiceNote to be added.  For example, the Super-Disk drive is a standard disk drive accessory.  Instead of a plug, it has a card attached to a cable, and by inserting the card you are effectively plugging in the accessory.  To find out what PC card accessories are available or will become available call your VoiceNote distributor.
CompactFlash cards can be used in the PC card slot as well as in the dedicated CompactFlash slot in the rear panel, see Section 2.12.  An adapter is available into which you slide the card before inserting it into the slot as described below.
Feel along the right-hand edge of the VoiceNote and you will find a horizontal slot.  The card eject button is located in a recess behind the slot.  The PC card slot can be used for an external disk drive, IBM micro drive, ATA memory card or other accessory.
2.11.2 Installing and Un-installing PC Cards.
PC or PCMCIA cards can be installed only one way.  A polarizing key prevents a card from being fully plugged in if it is the wrong way up.  A simple strategy for finding the correct orientation is to just try gently plugging it in.  If it engages, gently push it home.  If it stops with a "clunk" with the card protruding some 10 mm from the slot, take it out, invert it and try again.
You can also identify the correct orientation by touch.  The front of the PC card is the short edge on which there are many indentations along its entire length.  Hold the front edge away from you.  Run your fingers along this edge and just around the corners, where you will find some polarizing ridges.  If the card is facing upward, there will be two ridges on the right-hand side.  The groove between them can be detected with your fingernail.  On the left, there will be one ridge.  If necessary, turn the card over so that there are two ridges on the right and one on the left.
You could label the PC card once you have identified the correct orientation.
PC cards can be installed with the VoiceNote switched on.  When you do so the VoiceNote announces:
"Card inserted."
To remove a PC card, firmly push the PC card eject button.  Remember it is located behind the PC card slot.  This disengages the card from its connector and pushes the card out about a quarter of an inch.  Always use the eject button even if the card has a cable with a grip.  You can now pull the PC card completely out of the slot.  If the card is unplugged with the power on, VoiceNote announces:
"Card removed."
2.12 Compact Flash Cards
A Compact Flash card is 3.5cm by 4cm, about the size of a matchbook.  Like the PC card, it provides considerable extra data storage, and cards come in a large range of capacities running into several gigabytes.
2.12.1 General.
The VoiceNote has a card slot for CompactFlash cards.  This slot is located in the rear panel between the serial and parallel ports.  As well as allowing you to use CompactFlash cards for extra data storage, the CompactFlash card slot can be used for an external disk drive, IBM micro drive, CF memory card or other accessory that has a CompactFlash card plug.
Compact Flash cards can be used in the PC card slot as well.  An adapter is available into which you slide the Compact Flash card before inserting it into the PC card slot as described in section 2.11.1.
2.12.2 Installing and Un-installing CompactFlash Cards.
Unlike a PC Card, the CompactFlash card is wider than it is long, so it is important to orient the card correctly, as attempting to plug the shorter side in may damage the pins in the back of the slot.  Also, a polarizing key prevents a card from being fully plugged in if it is the wrong way up.  A simple strategy for finding the correct orientation is to just try gently plugging it in.  If it engages, gently push it home.  If it stops with a "clunk" with the card protruding some 10 mm from the slot, take it out, invert it and try again.
You can also identify most Compact Flash card's correct orientation by touch.  The front of the Compact Flash card is the longer side that has two rows of pin sized indentations.  The bottom side of most Compact Flash cards has a slight grip ridge along the opposite edge.
You could label the CompactFlash card once you have identified the correct orientation.
Compact cards can be installed with the VoiceNote switched on.  When you do so the VoiceNote announces:
"Card inserted."
To remove a Compact Flash card, hold the card firmly and pull it out.  There is a recess in the VoiceNote 's casing below the card slot to allow room for a thumb or finger.  Most Compact Flash cards have a grip ridge that makes them easier to grasp.  If the card is unplugged with the power on, VoiceNote announces:
"Card removed."
2.13 External Disk Drive.
VoiceNote supports the LS120 Super-Disk Drive as an accessory.  The Super-Disk is a high density storage drive.  It can store up to 120 Megabytes of information on a floppy disk which is the same size as the standard 3.5 inch disk.  It can also read standard 3.5 inch floppy disks.  
There are technical differences between the various LS120 drives available.  Only the drive recommended by Pulse Data International should be used in conjunction with VoiceNote. Pulse Data has tested and approved the PCMCIA Travel 120 Super-Disk drive made by Accurite Technologies Inc for use with the VoiceNote.  
The Travel 120 supports three disk formats:
720 Kbytes.  
1.2 Mbytes.  
120Mbytes.  
The first two formats are compatible with standard 3.5 inch floppy disks.  You need LS120 diskettes to store information in high density format.  
The Travel 120 disk drive is small and light.  There is an opening in the front of the drive where the disks are inserted.  A cable comes out of the back of the case and there is a socket for the power adapter.  The cable has a bulge which is a noise filter.  The cable terminates in a PCMCIA interface card.  
Disks are ejected electronically.  This means that you cannot remove a disk unless the drive is powered on.
WARNING: Do not turn off your VoiceNote when the Super-Disk's motor is running.  This could result in the loss of files on the Super-Disk diskette.  If you have initiated an operation that results in the Super-Disk being accessed, wait until the Super-Disk motor stops then switch off your VoiceNote.  
2.13.1 Uses for an External SuperDisk Drive.
The disk drive is ideal for situations where floppy disks are an easy form of file transfer between a PC and the VoiceNote, such as a school classroom.
You can also use a disk drive to:
Back up valuable data, for example, an address list, e-mail or general  documents.
	VoiceNote's internal storage system is designed to minimize the risk of data loss.  Nonetheless, it is unwise to rely on VoiceNote to retain the only copy of your valuable documents indefinitely.  You might even accidentally delete valuable documents yourself.  Backing up your electronic documents is good practice.  It helps minimize the cost of re-instating lost documents.  A backup option is provided in the Utilities Menu.  
Store bulky documents or files such as e-mail attachments. That is, to provide mass storage.
	Using an external disk drive as a mass storage device allows you to off load or archive information from your VoiceNote to free up memory space.  
Exchange files with other computers, for example, electronic books.
You can exchange information with other computers using a Super-Disk drive.  To do this you save information to a standard 3.5 inch floppy diskette using the usual PC format for this type of diskette.  The storage is limited to 1.44 Mbytes.  Anyone with a standard floppy disk drive is then able to read it.  You can also read a 3.5 inch floppy diskette produced by someone else on a Windows PC.
2.13.2 Dimensions.  
Size: 		0.67 x 4.0 x 6.1 inches  or 17 x 102 x 155mm.  
Weight: 	10.4 oz. or 295 grams.  
2.13.3 Installing the Travel 120 SuperDisk.  
The Travel 120 must be used in conjunction with a power adapter.  Insert the plug on the end of the power adapter's cable into the back of the Travel 120 drive and plug the adapter itself into a wall socket.   Next take the PCMCIA interface card at the end of the main cable and insert it into the PCMCIA slot on the right side of the VoiceNote.  You can connect the Travel 120 at any time.  You do not have to turn the VoiceNote off first.  If the VoiceNote is on, KeySoft announces a message confirming "card inserted."  Similarly, a "card removed" message is announced when the drive is un-installed.  The Super-Disk drive appears in VoiceNote's drive list as a "Storage Card" once it has been installed.
2.13.4 Inserting a Diskette
To insert a diskette first orient the diskette.  Find the edge which has the shutter.  Gently push that edge into the front of the Travel 120.  The front is the opposite end to the end with the cables coming out of it.  Push the diskette until it clicks home inside the drive.  
To eject the diskette press the button on the front right of the disk drive lightly.  The button is rectangular and it has a tactile action when you push it.  The diskette is ejected electronically just enough to be able to hold the disk.  Grasp the diskette and pull it completely from the drive.  
2.13.5 Care of the Travel 120 Super-Disk.  
The Travel 120 Super-Disk drive can be used over a temperature range of 40 to 131 degrees F or 4 to 55 degrees C.  Avoid over heating it.  For example, do not leave the Travel 120 in a vehicle in full summer sunlight.  
The storage medium in a floppy diskette is a delicate coated disk inside a protective plastic jacket.  A shutter covers the access hole when the diskette is removed from the disk drive.  The shutter is only retracted when the disk is in use.  Do not open the shutter or touch the surface of the diskette.  This is likely to permanently damage the diskette.  
Use only pre-formatted diskettes in the Super-Disk drive.  
2.14 
Using a Visual Display.
VoiceNote can provide a text output to the serial port or infrared ports that reflects what the VoiceNote speaks.  The text output can be displayed by a visual display.  Sighted observers or teachers can use the visual display screen to view KeySoft's prompts and help messages, and your text if you are typing a document.  The visual display can be a terminal or a PC, laptop or hand-held computer running terminal emulation software.  The terminal or terminal emulation software must emulate a DEC VT100 or an ANSI terminal.
For PC's running Windows 95/98, "HyperTerminal", provided as part of the communications accessories for Windows 95/98, can be used as the terminal software.  To facilitate the use of HyperTerminal as the remote Visual Display for the VoiceNote, a program shortcut is provided on the "Software for VoiceNote Family CD" supplied as part of the VoiceNote package.
The visual display can be connected to either the serial port using the serial communications cable provided with the VoiceNote or "connected" using the infrared port.  The infrared port connects using a beam of infrared radiation that can be broken if the beam is interrupted.  This is why we call it a connection.  When connected to the remote display, the VoiceNote provides a display suitable for a sighted teacher or assistant.  What is displayed remotely corresponds to the VoiceNote's local activity, that is, what the user is hearing.
The preceding Section 2.7 describes the use of the serial port and Section 2.9 describes the use of the infrared port.
2.14.1 Connecting a Visual Display to the Serial Port.
In the following discussion when we refer to a terminal, we mean either a dedicated terminal or a PC running terminal emulation software.  
The following procedure might require the help of a technician if the terminal is unfamiliar to you.  The procedure involves connecting the VoiceNote to the terminal using a cable and setting up the terminal to communicate at a certain speed and format.  This can be done manually for some terminals.  Or if the terminal is intelligent, done by the terminal itself as it automatically detects the serial speed and format.  The necessary settings are:
bit rate: 38400 bps.
parity: none.
data bits: 8.
stop bits: 1.
To connect VoiceNote's serial port to a terminal, first plug one end of the serial communications cable into the serial port as described in Section 2.7.  Plug the other end of the cable into a mating socket on the terminal.  If the terminal has a 25 pin D type connector instead, use the 9 pin to 25 pin adapter.  Ensure the terminal is switched on. 
Finally, direct the VoiceNote to drive the serial port by selecting the remote visual display output as described in Section 2.14.2 below.  Now, when the VoiceNote speaks something such as a prompt the terminal should also display the corresponding prompt.  If the terminal responds when the connected VoiceNote displays something but the terminal's display is not intelligible then the speed and/or format are probably not right.  Correct the settings and retry. 
2.14.2 Connecting a Remote Visual Display using the Infrared Port.
A suitable remote visual display for use with the infrared port is either a portable computer or a PC equipped with an IrDA port.  Although there are many IrDA devices available, they are not all compatible.  Check first that the computer has an IrDA compatible port.
The following procedure might require the help of a technician if the equipment is unfamiliar to you.  First set up the terminal software on the computer to receive its input from its infrared port.  Next, position the computer so the infrared port on VoiceNote is facing the infrared port on the remote display device.  Finally, direct the VoiceNote to send display output to the infrared port as described below. 
2.14.3 
Turning the Visual Display On and Off.
The last step towards providing a visual display is to have your VoiceNote send text to the serial or infrared outputs.  Press SPACE with O, then V for Visual display.  KeySoft announces:
"Visual display, Currently off".
The options are:
To turn the visual display on press N followed by ENTER.
To send the visual display to the Serial port press S followed by ENTER.
To send the visual display to the Infrared port press I followed by ENTER.
Or just press ENTER to leave the selection unchanged.
To turn the visual display off, press F then ENTER.
Use the serial port if you are using a standard computer terminal or a PC running a terminal emulator program.  Use the infrared port if you are using a desktop or hand held PC with an infrared port and running a terminal emulator program. 
2.15 Remote Synthesizer.
Your VoiceNote can act like a Keynote Gold Stand Alone speech synthesizer.  You can then run a screen reader, for example Window Eyes, JAWS, or HAL on a desktop PC, using the VoiceNote as its speech.
The serial communications or null modem cable provided with your VoiceNote should be used to connect the PC to your VoiceNote.  If your PC's serial port has a 25 pin connector you will need to use the 9 pin to 25 pin adapter also provided.  Plug the cable into the serial port on the rear of VoiceNote as described in Section 2.7.  Plug the other end into a serial port on your PC.  
On VoiceNote, at the Main Menu, press R.  KeySoft announces:
"Remote Synthesizer ready".
The VoiceNote now acts as a Keynote Stand Alone synthesizer.  You are able to run a screen reader or KeySoft from the desktop keyboard, and VoiceNote speaks.
VoiceNote cannot be used for its normal functions while it is acting as a synthesizer.  To exit the Remote Synthesizer mode, press SPACE with E and you are returned to the KeySoft Main Menu. You should plug in the AC adapter if you intend to use your VoiceNote as a remote synthesizer for an extended period.
2.16 
Software Upgrades
From time-to-time, upgrades will be available for the KeySoft software suite used in the VoiceNote.  The procedure for installing these upgrades is detailed in Appendix H.
2.17 General Care.
Apart from periodically re-calibrating the battery gauge and cleaning the case, the VoiceNote needs no special maintenance.  The internal battery should last typically 18 months before needing replacement and this must be done by an authorized service agent.  Keep beverages like tea and coffee away from the VoiceNote.  Periodically wipe the case down with a damp cloth.  Don't use any cleaning compounds. 


End of Chapter 2.

3 The Word Processor.
3.1 General.
This chapter introduces the basics of KeyWord, the word processor part of KeySoft, and describes how to create, read and edit a document.  Advanced aspects of KeyWord, including creating documents with more complex formats, and quickly making extensive changes to a document, are covered in Chapter 7.  
3.2 What is a Word Processor.
A word processor is like a sophisticated Braille writer or typewriter.  The difference is that you do not have to get the document right first time.  You can add, delete and change things to your heart's content, and all the time your work is stored in VoiceNote's memory.  You only need emboss or print your document when you are entirely satisfied with it.  
There are other advantages too.  You can make changes at a later date, and you can keep all the various versions.  It's easy to make copies of documents, and filing and retrieving is much simpler than with hard copy.  
Besides writing documents, KeyWord is useful just for reading documents such as e-mailed documents that have originated elsewhere.  These can be read directly without specifically translating them to Braille.  
3.3 Braille and Text.
When you start to compose a document, KeyWord assumes that you want to do it in Braille, so the layout and format are for a Braille page, suitable for embossing directly.  This doesn't mean that you are committed to a Braille document, however.  You can send it to an ink printer or another computer or e-mail it, and KeySoft automatically translates it into a suitable format.  
Alternatively, you have the option of creating a text document directly, with a layout and format for an ink-print page.  A text document requires the use of Computer Braille, which is discussed in Section 7.17.  A text document may be printed directly or embossed using automatic Braille translation.  
Unlike some other word processors, KeyWord allows you to work with the layout of a document as it will be embossed or printed.  This means that you are working with the actual layout while you are editing, and you do not have to make allowances for any effects of formatting commands.  
KeyWord allows you to format a document for embossing and independently format the same document for printing.  The two sets of formatting controls are independent.  Consequently the layout of a document, either Braille or text, can be precisely controlled without making changes between embossing and printing.  The document remains unchanged when you send it to an embosser or printer.  
3.4 The KeyWord Menu.
To select the word processing functions, start from the Main Menu and press SPACE repeatedly until "Word processor" is announced, and then press ENTER.  Alternatively, just press W.  KeySoft prompts:
"KeyWord Menu."
Press SPACE to hear the first item in the KeyWord Menu, which is:
"Create a document."
As the prompt suggests, you use this option when you want to create a new document.  Press SPACE again, and KeySoft announces the second item, which is:
"Open a document."
You use the "Open" option to read an existing document, or to make changes to one.  Press SPACE again, and KeySoft announces the third item in the KeyWord menu, which is:
"Emboss a document."
You choose this item once a document had been created and edited, and you are ready to emboss it.  Press SPACE again, and KeySoft announces the final item in this menu, which is:
"Print a document."
You choose this item to print a document on an ink printer.  
As with the Main Menu, you can review the KeyWord Menu by pressing SPACE or BACKSPACE, and you can select an item by pressing ENTER.  Alternatively, you can select an item directly from the KeyWord Menu by pressing the initial letter, such as E for "Emboss a document."  
In this chapter we concentrate just on opening and editing a document.  Embossing and printing are covered in Chapter 6.  
3.5 
Documents, Folders and Drives.
3.5.1 Documents.
Documents are the most common type of file you will use on the VoiceNote.  You must give each document a unique name enabling KeySoft to distinguish one document from another.  For example, when you use KeyWord to write a letter, that letter is stored as a document.  Every document name should indicate what type of information it contains.  Document names can be up to 250 characters long, and can contain any Braille sign.  
3.5.2 Folders.
When you have been using your VoiceNote for a while you could very easily accumulate several hundred documents, and it could become tedious to find any particular one.  To make life easier, documents can be organized into groups called "Folders."  Initially, there are folders named "General," and "My Books," together with a number of others which KeySoft uses.  Besides these, you can create as many new Folders as you wish.  
Folders can contain both Braille and text documents.  Folder names can be up to 250 characters long, and can consist of any Braille signs.  
3.5.3 Drives.
Documents can be stored by different pieces of hardware in the VoiceNote, called "disk drives," or just "drives."  VoiceNote incorporates a type of memory called "flash" memory.  The associated drive is referred to as a "Flash Disk."  It provides fast, secure storage retaining its contents even if the battery is flat.  It is the memory you normally use to save your documents.  You can copy, rename, erase or edit and re-save documents to the Flash Disk.  
Another drive is the KeySoft System Disk.  This drive stores information provided originally from the factory.  It also retains its contents if the battery is flat.  You cannot save documents in the KeySoft System Disk but you can open some documents like the sample book that are stored in it.  
You can add other drives like a memory card or the optional Super-Disk drive.  These drives plug into the PC card slot as described in Section 2.11.  If you plug another drive into the PC card slot it is referred to as a Storage Card.  
3.5.4 
Changing the Current Drive.
There is a way of selecting a drive in KeySoft generally, which is not restricted to the KeyWord.  If you are at a prompt for a filename or folder name, and you have not had the opportunity to select a drive, then press BACKSPACE.  KeySoft prompts:
"Drive?  press Enter for (Last drive used)."
To step through the list of available drives press SPACE.  The list comprises the Flash Disk and KeySoft System Disk.  If you have installed a Super-Disk then Storage Card is also included.  Press ENTER to select a drive.  
3.6 Selecting a Document.
Several documents are provided with KeySoft.  If you want to read one of them, how do you select it?  From the KeyWord menu, select "Open a document."  KeyWord prompts:
"Folder name?  Press Enter for (name),"
where the word "name" between the brackets is really the name of the last folder used.  
To select a document you must first select the appropriate folder.  There are three different methods of doing this:
Option 1:	To select the offered folder, just press ENTER.  This is the folder that was last used.  
Option 2:	To look through the list of available folders, press SPACE repeatedly.  When the name of the folder you require is announced, select it by pressing ENTER.  You can move back along the list, by pressing BACKSPACE repeatedly.  
	While scanning the list you can quickly relocate to an alphabetical position in the list by pressing a letter.  For example, pressing T puts you at the beginning of the list of folders starting with T.  If you keep on pressing T, you cycle through all the names starting with that letter.  
Option 3:	Type the name of the folder you require, and press ENTER.  With this method, remember that you may have to type as many as 250 characters to exactly match the name.  
You can change the current drive by pressing BACKSPACE.  The Flash Disk is assumed here.  If another drive was previously selected, a drive prompt is given as described in Section 3.5.4 above.  

When you have selected a folder, KeyWord prompts:
"Document to open?  (name),"
where the word "name" between the brackets is really the name of the last document you accessed.  
Just like folder selection, the same three methods are available for selecting a document.  Select the offered document by just pressing ENTER, or review the list of documents by pressing SPACE repeatedly and select a document by pressing ENTER, or braille the document name and press ENTER.  
This selection procedure is significant because it is general throughout KeySoft, and is not restricted to just opening a document.  
If you are opening an ASCII text file, or a plain Braille document you will be prompted to review the options associated with the opening and subsequent saving of the document.  Section 3.19 discusses the options given when opening such documents.  
3.7 Naming a Document.
In the next section we talk about creating a document, but first we discuss names.  Each document must have a unique, meaningful name so that it can be stored and later retrieved by specifying its name.  You can use whatever name you like, with up to 250 Braille characters and spaces, in Grade 1 or Grade 2 as you wish.  
If you have several documents on a similar subject, you may find it helpful to put the common part of the name first.  For example, you might have:
"Club minutes, January,"
"Club minutes, February,"
and so on.  These document names would be grouped together alphabetically for easy location.  If the months are put first, the documents are scattered through the list of documents.  
Documents can be grouped into folders to make them easier to find.  As an example, the documents just mentioned might all be put into a folder called "Club minutes 2001."  The rules for naming a folder are the same as for naming a document.  
Some characters are reserved and you may not use them in a document name.  They are: \ / : " < > | * and ?.  
3.8 
Creating a Document.
We now create a trial document.  From the Main Menu, select the Word Processor option.  From the KeyWord menu select "Create a document."  KeySoft prompts:
"Folder name?  Press Enter for General."
The General folder is fine, so press ENTER to accept KeySoft's suggestion.  KeySoft prompts:
"Document to create?"
Type in the name: "Sample," with or without a capital sign as you wish, and press ENTER.  KeySoft prompts:
"Top of Document. Blank."
You are now at the top left-hand corner of an empty Braille document.  
Without worrying about mistakes, braille half a dozen sentences, using either Grade 1 or Grade 2.  Each word is spoken only when you have pressed the space bar to complete the word.  You can change the Keyboard Voice so that KeySoft announces each letter as it is brailled, or both words and letters, or nothing at all.  How to change the Keyboard Voice was discussed in Section 5.5.1.  
You may also notice that you can braille indefinitely without worrying about the right margin.  This is because KeyWord automatically starts a new line if it cannot fit another word onto the current line.  This process is known as word wrapping.  
Start a new Braille paragraph by pressing ENTER to start a new line, followed by two spaces, and braille a few more sentences.  
When you have finished brailling, press SPACE with E.  Your document is saved, and you are returned to the KeyWord menu.  
3.9 Reading a Document.
We now discuss the various commands for reading a document.  We recommend you open your "Sample" document, or the "Demonstration Document" that comes with KeySoft, so that you can practice using the reading commands.  The "Demonstration Document" is found in the "General" folder.  Open the document as explained in Section 3.6.
When you are reading sentences or paragraphs, you may be simply listening to the text, or checking it in detail for errors.  You can choose to hear the amount of detail you require by setting the punctuation level.  You may also choose whether numbers are spoken as words or as digits.  
You use the Braille keyboard to enter commands when listening to VoiceNote's speech.  To listen to a document without stopping, press SPACE with G, for "Go," which is SPACE with dots 1-2-4-5.  KeySoft continues reading to the end of the document unless you stop by pressing BACKSPACE and ENTER at the same time.  You can start and stop as you wish with these two commands.  
To return to the top of the document, press SPACE with dots 1-2-3.  KeySoft says: "Top of document," and announces the first word of the document.  
To jump directly to the end of the document, press SPACE with dots 4-5-6.  
Experiment with the Go, Stop, Beginning and End commands until you are happy that you understand their effects.  
There are several other important commands for moving around the text.  There is an important convention here:
To move back and read something, use the left-hand keys;
To move forward and read something, use the right-hand keys;
To read something without moving, use both left and right-hand keys.  
For example, try the commands for reading characters:
	To move back a character and read it, 	press SPACE with dot 3;
	To read the current character, 	press SPACE with dots 3-6;
	To move forward a character and read it,	press SPACE with dot 6.  
This convention also applies to reading whole words, as follows:
	To move back a word and read it,	press SPACE with dot 2;
	To read the current word, 	press SPACE with dots 2-5;
	To move forward a word and read it, 	press SPACE with dot 5.  
You may be able to guess the next triplet of commands:
	To move back a sentence and read it, 	press SPACE with dot 1;
	To read the current sentence, 	press SPACE with dots 1-4;
	To move forward a sentence and read it, 	press SPACE with dot 4.  
You may have noticed another scheme in use.  The outer fingers, on dots 3 and 6, are used to read small elements, or characters.  The inner fingers, on dots 1 and 4, are used for larger elements like sentences.  A similar convention applies for previous, current, and next paragraphs:
	To back a paragraph and read it,	 press SPACE with dots 2-3;
	To read the current paragraph, 	 press SPACE with dots 2-3-5-6;
	To move forward a paragraph and read it, press SPACE with dots 5-6.  
You can follow a sentence or paragraph read command with another sentence or paragraph read command to immediately change the prose being read.  

Try reading your "sample" document or the  "Demonstration Document" with these commands.  You can refresh your memory by pressing SPACE with H, for Help, and opening the "Review Commands" list.  Alternatively you can enter the Announce Key mode by pressing SPACE with W and practice the review keystrokes.  
When using several review commands one after the other, you do not have to wait for speech to finish, nor do you have to release the SPACE bar after each command.  Here is an example where we move back several words and then move forward a character at a time.  First press, and hold down, the SPACE bar with either thumb.  Now, with the SPACE bar held down, tap dot 2 several times, to move back several words.  With the SPACE bar still down, tap dot 6 several times to move forward several characters.  Finally release the SPACE bar.  The BACKSPACE and ENTER keys operate in the same way when they are used for deleting and formatting text as described later.  You will find this feature very convenient to use and easy on your wrists.  
3.9.1 Review Voice.
The Review Voice settings determine what KeySoft announces and how much detail KeySoft includes when reading.  
The Review Voice can be set using the Options Menu as described in Section 5.6.  Pressing SPACE with O, then R anywhere in KeySoft to set the Review Voice.  KeySoft prompts:
"Punctuation level? Currently (number)"
where the word "number" shown in brackets is really an actual number from 1 to 5.  At level 1, no punctuation is announced.  At level 5, all characters are spelt out, along with all punctuation.  The default setting is 2.  The intermediate levels are described in Appendix C.  This setting applies whenever you are editing or reviewing documents or text.  
To leave the setting unchanged, press ENTER.  To select a particular punctuation level, press a number from 1 to 5.  You may use the letters A to E here without a number sign.  Press ENTER.  
KeySoft then prompts:
"Number Format?  Currently (Words)"
where the word shown in brackets is really the currently selected option either "Words" or "Digits."  The options are W, for numbers spoken as words, or D, for numbers spoken digit by digit.  If you select the word format, the number 1942 is spoken as "nineteen forty two," since it is assumed to be a date.  The sequence $25.15 is spoken as "twenty five dollars and fifteen cents."  
If you select the digits option, the number 1942 is spoken digit by digit.  The choice is a matter of personal preference.  
To leave a setting unchanged, just press ENTER, or press W or D for the option you prefer, followed by ENTER.  You are returned to the point at which you selected the Options menu.  
3.9.2 Identifying Indistinctly Spoken Characters.
When you read a character by pressing SPACE with dots 3-6, it is sometimes difficult to distinguish between letters that sound similar.  If you press SPACE with dots 3-6, twice, KeySoft expands the current character into its "call sign" word, such as A - Alpha, B - Bravo, etc.  
3.9.3 Spelling Out a Word.
If you press SPACE with dots 2-5, twice, KeySoft spells the current word.  
In a Braille document three presses of SPACE with dots 2-5 cause KeySoft to spell a translated version of the word.  If the word in question contains one or more grade 2 contractions, those contractions are expanded to their equivalent characters and the expanded word is spelt out.  For example, the word "time" is spelled as "dot 5 T" on the second press but "t i m e" on the third press.  
3.10 Review Commands.
The following discussion is applicable when reading  a document.  
3.10.1 Moving to Either End of a Line.
You can position to the start of the current line by pressing SPACE with dots 1-3.  To move to one position past the last word in the line, press SPACE with dots 4-6.  Notice the left-right symmetry of these two commands.  
3.10.2 Selecting Review-Only Mode.
If you are reading a document that you don't wish to alter, you can avoid having to press SPACE with all the reading commands.  To enter this Review-Only Mode, press SPACE with X.  
You can then use all the reading commands without needing to press SPACE.  For example, to read the current word, just press dots 2-5.  This mode continues until you press SPACE with X again or exit the word processor.  
3.11 
What is the Cursor?
The cursor is an important concept because many KeyWord commands use the cursor as a reference to determine where to apply the command.  It is also very important to understand exactly where the cursor is in your document so that your changes occur as you intend.  Otherwise you may find the changes you make are wrong.  
The cursor is a pointer to a single character in a document.  You can tell which character the cursor is on by pressing SPACE with dots 3-6.  You can use the read current word, sentence and paragraph commands to determine the context of the cursor.  
Editing takes effect at the cursor position.  If you want to edit the document, you must position the cursor at the point you want the change to start.  The cursor indicates the position in the document where the next character will appear when it is pressed.  The character is inserted at the cursor position and everything to the right, including the cursor, is shifted one character to the right to make room.  Pressing BACKSPACE deletes a character immediately to the left of the cursor and everything to the right of the cursor is moved one character to the left to fill the vacant character space.  
3.11.1 Moving the Cursor.
VoiceNote also allows you to position the cursor using the keyboard.  The following discussion describes the cursor positioning commands using the keyboard.  
When you press SPACE with dot 3 or SPACE with dot 6, the cursor moves backward or forward by one character on each press.  The character that is spoken is the character under the cursor after the move.  
After reading the current character, word, sentence or paragraph, the cursor position unchanged.  
If you read the previous or next word, the cursor moves to the first character of that word.  
When you read the previous or next sentence, the cursor moves to the first character of the first word of that sentence, after reading has been completed.  
Similarly, when you read the previous or next paragraph, the cursor ends up on the first character of that paragraph.  
You can skip through a document quickly by using the read-next-sentence or read-next-paragraph commands.  If you press either of these commands while reading is in progress, KeyWord immediately jumps to the start of the next sentence or paragraph and begins reading from there.  Try this by going to the start of your document and skipping through to the end by using SPACE with dot 4. 

At any time during reading you can stop the process by pressing BACKSPACE and ENTER at the same time.  The cursor is placed on the first character of the last word that was spoken.  Alternatively, you can press SPACE with E.  In this case KeySoft stops reading, and returns the cursor to where reading began.  
There are some more advanced cursor movement commands that provide movement by lines rather than sentences, and vertical movement within a document.  These commands are explained in Section 7.6.  
When a new document is created, the cursor is placed at the top left corner of the blank document.  When an existing document is opened, the cursor is placed where it was when the document was last accessed.  On entry into the document, KeySoft announces the last few words before the cursor, and the word at the cursor position.  
3.12 Format Indicators.
To tell you how a document is formatted, KeySoft places special format indicators at particular points in a document.  These format indicators are announced.  
Common format indicators are:
LINE BREAK: 	KeySoft automatically started a new line because there wasn't any more room on the current line.  KeySoft automatically word wraps meaning that it starts a new line if it runs out of room on the current line.  A line break indicator is inserted into the text showing you where a new line is started.  The line break indicator is announced as the name "line break."  
NEW LINE:	A new line was started by pressing ENTER.  Often a new line indicator marks the beginning of a new paragraph.  The new line indicator is announced as "new line."  
PAGE BREAK:	KeySoft started a new page because the previous page was full in much the same way that word wrap starts a new line when the previous line is full.  The page break indicator is announced as "page break."  The position of a page break varies as you add or delete lines of text.  
NEW PAGE:	The start of a new page is forced by pressing SPACE with P.  The new page indicator is announced as a "new page."  
If the cursor is positioned over an indicator, the name of the indicator is announced.  
The positions of block markers, place markers and a range of other formatting markers described in this chapter and in Chapter 7, are also indicated in a document.  The full set of format indicators used by KeyWord is given in Appendix B.  
3.13 Editing a Document.
We have described how to create a new document and review its contents.  This section introduces the basic text editing commands.  The most common forms of editing are deleting or inserting characters, words, or sentences.  These commands are described here, along with searching, search and replace, defining pages and moving to particular points in a document.  Advanced word processing commands are covered in Chapter 7.  
3.13.1 Inserting Text.
To insert a character, word, sentence, or any amount of text, you need only to position the cursor at the point where you want to insert the text, and start typing.  No special command is required because KeyWord is always in the insert mode.  
Text is inserted at the cursor position.  The character which was at the cursor, and all following characters, are moved to the right to make room.  Experiment with this by inserting some words in your "Sample" document.  
3.13.2 Deleting Text.
There are seven different delete commands available with KeyWord, allowing for the deleting of sections of text from one character to the whole document.  
Delete current character -
Press BACKSPACE with dots 3-6.
	This deletes the character under the cursor.  A short beep sounds followed by announcement of the new character under the cursor.  This command is also available by holding down SPACE and pressing D twice.  The text to the right of the character all moves one character to the left to fill the gap.  The cursor is now placed on the next character and this character is announced.  
Delete last character -
Press BACKSPACE.  
	This deletes the previous character, that is the last character entered if you are typing.  The character deleted is announced followed by a short beep.  
Delete current word -
Press BACKSPACE with dots 2-5.  
	This deletes the word under the cursor together with any following spaces.  A short beep sounds and the text to the right of the word all moves to the left to fill the gap.  The cursor is now on the first character of the next word and this word is announced.  If the cursor is on a space, all spaces up to the beginning of the next word are deleted and the cursor is placed on that word.  
Delete previous word -
Press BACKSPACE with dot 2.  
	The word before the cursor is deleted, together with any following spaces.  
Delete to end of sentence -
Press BACKSPACE with dots 1-4.  
	KeySoft prompts you to make sure that you really mean to delete such a significant amount of text.  If you press Y, all text will be deleted from the cursor position to the end of the current sentence.  The cursor will be placed on the first character of the next sentence.  
Delete to end of paragraph -
Press BACKSPACE with dots 2-3-5-6.  
	KeySoft prompts you to make sure that you really mean to delete such a significant amount of text.  If you press Y, all text will be deleted from the cursor position to the end of the current paragraph.  The cursor remains in the same position.  
Delete to end of document -
Press BACKSPACE with dots 4-5-6.  
	KeySoft prompts you to make sure that you really mean to delete such a significant amount of text.  If you press Y, all text will be deleted from the cursor position to the end of the document.  The cursor remains in the same position.  
There is no specific command to delete all text from a document, but this can easily be done by pressing SPACE with dots 1-2-3 to move to the top of the document and then pressing BACKSPACE with dots 4-5-6.  
Note that the keys used to delete a particular section of text correspond to the commands for reading the same section of text except that the BACKSPACE key is used in place of the SPACE key.  
In summary, the full set of delete commands is:
Delete current character,	BACKSPACE with dots 3-6;
Delete previous character,	BACKSPACE;
Delete current word,	BACKSPACE with dots 2-5;
Delete previous word,	BACKSPACE with dot 2;
Delete to end of sentence,	BACKSPACE with dots 1-4;
Delete to end of paragraph,	BACKSPACE with dots 2-3-5-6;
Delete to end of document,	BACKSPACE with dots 4-5-6.  
In case it is not obvious, if you press one wrong key while you are typing, you should delete the previous character rather than the current one.  That is, you want to delete the character to the left of the cursor position, not the blank which is currently under the cursor.  For this reason you should use BACKSPACE if you have just made a single typing mistake.  BACKSPACE is also used to correct mistakes during entry of filenames, search strings, etc.  
For the same reason, if you realize that the word you have just typed is wrong when KeySoft echoes it, use the delete-previous-word command to remove it.  
On reading your document again, you may find a word misspelled.  When using speech it is often simpler to delete the word and retype it correctly, followed by a single space, rather than delete one or two characters and correct on a letter by letter basis.  
3.14 Searching a Document.
The Search Command allows you to find a particular string of text within a large document.  The term "string" refers to a sequence of characters which may be part of a word, a whole word, or 2 or 3 words.  
Searches may be either backwards or forwards from the current cursor position.  
Press SPACE with F to initiate the search.  KeySoft prompts:
 "Find, search forward or back?"
3.14.1 Searching Forward.
Press F to search forward from the current cursor position.  KeySoft prompts:
"Forward. Find?"
The last string searched for, if any, is offered as a suggestion.  
Press ENTER to select the suggested text, or type the text string to be found and press ENTER.  KeySoft starts to search the document.  If the text is found, the cursor jumps to the first occurrence of that text
KeySoft prompts:
"Found (word)."
where word is the first word of the text string that was entered.  If the text string cannot be found, KeySoft prompts:
"Can not find (string)."
If you want to carry on searching forward for the next occurrence of the same text, press SPACE with N.  In a large document the search may time a few seconds.  To cancel a Search operation while it is in progress, press SPACE with E.  
3.14.2 Searching Back.
You can search back from the current cursor position by pressing B, instead of F, at the Search Forward or Back prompt.  The rest of the procedure for searching back is the same as that just described for searching forward.  
3.14.3 The Search String.
The Search string can be up to 50 characters long and it can contain words separated by spaces.  You can use any Braille character.  In a Braille document if you include no capital signs in the search string, KeySoft finds each occurrence regardless of capitalization.  For example, if you type john brown, KeySoft would also find each occurrence of john brown and JOHN BROWN but not John Brown.  This is because the capital signs embedded in John Brown do not match the search string.  If you include single or double capital signs, the search is narrowed down accordingly.  If, for example, you type John Brown, KeySoft would not find any occurrence of john brown or JOHN BROWN.  In a text document, the text string is found regardless of capitalization.  
It is also possible to search for special indicators such as New Line or New Page markers, printer control markers, underline markers, etc.  Refer to Appendix B for information on the way to specify these markers.  
3.14.4 Find and Replace.
In addition to searching for a particular word or string of characters, you can also replace one string with another.  Only whole words are replaced.  This is useful, for instance, if you discover you have misspelled a word which is frequently used throughout a lengthy document.  
The command for "Find and Replace" is BACKSPACE with F.  This command is followed by F for a forward search, or B for a back search.  KeySoft prompts:
"Forward.  Find? (Search string),"
where "search string" is the text string used last time a search was made.  The very first time you use your VoiceNote or if you reset it, there is nothing to announce.  Type the new word or words to find and press ENTER, edit the previous search string and press ENTER, or just press ENTER to search for the same string again.  
KeySoft prompts:
"Replace with (replacement text),"
where "replacement text" is the last entry you made here.  Type up to 50 characters of replacement text and then press ENTER, edit the previous replacement text and press ENTER, or just press ENTER to replace the same text as last time.  KeySoft then prompts:
"Replace all or first?"
To avoid the problem of words which happen to be embedded in other words, KeyWord replaces whole words only.  
Press A if you want to replace all occurrences, forward or back as appropriate, with the new text.  To replace just the first occurrence, press F.  
If the word you are searching for does not occur within the document being searched, KeySoft prompts:
"Cannot find (search string),"
where search string is the text string used.  
It is important to remember whether you are searching forwards or backwards in a document.  The "Can not find" message means that a word cannot be found in the direction that is currently being searched.  For instance, if you search forward from the middle of a document, you will miss an occurrence in the first half.  
KeySoft always remembers the most recent search and replacement text, and these become the new suggested strings.  Special indicators such as New Line Marker and New Page Marker can be replaced in the same way.  
To interrupt a Search and Replace operation, press SPACE with E.  
3.15 Checking the Cursor Position.
To check where the cursor is currently positioned, press SPACE with  wh sign, or SPACE with dots 1-5-6.  KeySoft responds with the page number, line number and column number of the cursor position.  
Used in conjunction with the cursor movement commands, this is a useful way of checking your page format.  For example, you can position the cursor on the first character of a particular line by pressing SPACE with dots 1-3, and then check the cursor position to find out which column this line starts on.  This enables you to check margin settings.  
3.16 
Going to a Specified Position.
The cursor can be moved to any chosen page, line or column with the "Go To" command.  To do this, press SPACE with  gh, which is space with dots 1-2-6, then enter a page, line and column position in the document, and press ENTER.  This command is very flexible, and you can make entries such as the following:
C 'number sign' 6 moves the cursor to Column 6 on the current line.  P 'number sign' 3  moves the cursor to Page 3, Line 1, Column 1.  
P 'number sign' 5 space L 'number sign' 10 moves the cursor to Page 5, Line 10, Column 1.  
You can also go to the top of the next or previous page by pressing SPACE with  gh, followed by SPACE with dot 4 or dot 1.  
3.17 Marking Places for Quick Reference.
Up to 26 positions in a document may be marked with Place Markers, enabling instant future reference.  Place Markers are identified by letters.  Typically, you might put a place marker where you are editing a document.  You can then move to another part of the document, and return quickly to the edited text.  
Place Markers are not retained in non-KeyWord documents when they are saved.  
A Place Marker is announced as "Place Marker c," where c is a letter which names the Place Marker.  It does not affect the document format and is not embossed or printed.  
3.17.1 Define a Place Marker.
Position the cursor at the point you wish to mark, and press BACKSPACE with D.  KeySoft prompts:
"Define Place Marker.  Letter?"
Press a letter, such as A, to name the Place Marker. KeySoft prompts:
"Place A."
3.17.2 Jump to a Place Marker.
Press SPACE with J.  KeySoft prompts:
"Jump to Place Marker.  Letter?"
Press the letter corresponding to the Place Marker.  The cursor is placed just to the right of the Place Marker itself.  
3.17.3 Delete a Place Marker.
Locate the Place Marker you wish to delete, using the Jump to Place Marker command.  This places the cursor just to the right of the Place Marker, so delete the marker by pressing  BACKSPACE.  
3.18 The Spelling Checker.
3.18.1 General.
The Spelling Checker can be used in the Word processor or Planner.  It finds typing and spelling mistakes in the current document by looking up each word in a dictionary of 65,000 words.  
The Spelling Checker can check the whole document or part of a document.  Select the Spelling Checker by pressing SPACE with dots 1-6 or the ch sign.  If the Spelling Checker has not been used since KeySoft was installed, you are asked to install the language.  The VoiceNote is available in two models, a US version and a United Kingdom version.  The US version has an American English spelling dictionary "burnt" into the KeySoft System Disk, whereas the UK version has a United Kingdom English spelling dictionary.  Press  SPACE until the installed language is announced, and select it by pressing ENTER.  
The Spelling Checker menu contains 6 items:
Document Check:	check the whole document;
Lookup Word:	lookup any word;
Word Check:	check the word under the cursor;
Paragraph or Section Check:	check paragraph or section;
Check from Cursor:	check from cursor to end of document;
Select language.  
If the Spelling Checker finds a word which is not in its dictionary, it announces the word and prompts:
"Option?"
There are 7 possible actions at this point.  You may wish to press SPACE with H for assistance.  After you have selected your action, checking continues.  When the checking has finished, you hear the total number of words checked and the number of unknown words found.  The cursor then returns to its original position.  
The seven options are now discussed.  
3.18.2 Review the Word Using Speech.
If you want to hear the word again, press SPACE with dots 2-5.  On the first press the word is spoken.  On the second press the word is spelled out.  This sequence repeats on subsequent presses.  
You can also review the word in context at the "Option?" prompt as follows:
To read the current sentence, press SPACE with dots 1-4;
To read the current paragraph, press SPACE with dots 2-3-5-6.  
If Line Reading mode has been selected, these two commands speak the current line or section instead.  You can change the Reading Mode at the "Option?" prompt by pressing SPACE with M.  Reading modes are discussed in Section 7.6.  
3.18.3 Skip this occurrence of the word.
To skip the current occurrence of the word and leave it unchanged, press SPACE with dot 5.  If the word occurs elsewhere, the Spelling Checker queries it again.  
3.18.4 Ignore the word.
To leave all instances of the word unchanged, press I, for Ignore.  Use this option to ignore a name or specialized word which occurs throughout the document, but is not recognized by the spelling checker, and which you do not wish to add to the dictionary.  
3.18.5 Add the word to the dictionary.
To add the current word to the user dictionary, press A.  The word will never again be announced as an unknown word when the Spelling Checker is used.  Use this option for names, technical terms, etc., which you often use.  Section 3.18.11 gives more information on the User Dictionary.  
3.18.6 Correct the Word.
To correct the word being queried, press C, and KeySoft prompts:
"Enter replacement."
Type the replacement word or edit the existing word, and press ENTER.  The Spelling Checker looks up your entry in its dictionary before accepting it.  If it can't find it, the Spelling Checker asks for confirmation by prompting: 
"Word not in dictionary.  Use?"
Press Y to use the new word, or N and then re-enter the correction.  
If you correct a missing space between two words, KeySoft checks each separate word before accepting your correction.  
In case the word you are correcting occurs more than once in the document, the Spelling Checker also prompts: 
"Correct all or first?" 
To correct this and all subsequent occurrences of the word in the document, press A, for All.  To correct only this first instance, press F, for First.  
When making corrections, don't worry about capital signs or capital letters because the Spelling Checker leaves them as they are.  
3.18.7 Review Suggestions.
To obtain a "Suggestions list," press S.  This is a list of words which resemble the original, and may be reviewed by pressing  SPACE or BACKSPACE.  The following 3 options are then available:
1)	To hear the original word, press I.  Subsequent presses alternately spell out and speak the word.  
2)	To replace the misspelled word in your document with the current suggestion, press ENTER.  You are given the option of replacing all occurrences or just the first one.  
3)	To spell out the current suggestion using speech, press SPACE with O, then S.  
If you don't like the suggestions, press SPACE with E to go back to the "Option?" prompt.  
3.18.8 Look up the Word in the Dictionary.
This option allows you to browse the dictionary, word by word, until you have found the correct spelling.  You can then replace the misspelled word with the correct one.  
At the "Option?" prompt, press L, and KeySoft prompts, 
"Word to look up?  Press ENTER for (word),"
where "word" is the unknown word.  You normally press ENTER to select the unknown word.  Alternatively, you can enter a possible alternative spelling, or just the first few letters, followed by ENTER.  
You are then be placed at the word in the dictionary which most closely matches the letters you have typed.  Use the SPACE or BACKSPACE to browse through the dictionary until you find the word you are looking for.  

There are 4 options here, similar to the Suggestions options.  These are:
1) To replace the misspelled word in your document with the current dictionary word, press ENTER.  You are be asked whether you want to replace the first occurrence or all, in case there are multiple occurrences.  
2) To return to the "Word to lookup?" prompt, press SPACE with E.  You can then type another alternative spelling, or press SPACE with E again to return to the "Option?" prompt.  
3) To hear the original word, press I.  In speech, subsequent presses alternately spell and speak the word.  
4) To spell the current word in the dictionary, press SPACE with O, then S.  
3.18.9 Leaving the Spelling Checker.
To exit from the Spelling Checker, press SPACE with E.  The cursor is placed at the point where the Spelling Checker was interrupted.  To restart the spelling check from where you left off, press SPACE with dots 1-6 or the ch sign, then C. 
3.18.10 Browse The Dictionary.
You can look up any word, and browse the spelling dictionary, without having first found the word with the Spelling Checker.  From anywhere in the document, press SPACE with dots 1-6 or the ch sign, then L, and KeySoft prompts:
"Word to look up?"
Type the word, or just the first few letters, and press ENTER.  You are placed at the word in the dictionary which most closely matches the letters you have typed, and the word is announced .  Use the SPACE or BACKSPACE to browse through the dictionary until you find the word you are looking for.  
There are three options available while browsing through the dictionary, as follows:
1)	To insert the current dictionary word into your document at the present cursor position, press ENTER.  No spaces are included, so you may need to add a space if the word is inserted in a sentence.  No capital signs are included so you may need to add these, if necessary.  
2)	To return to the "Word to lookup?" prompt, press SPACE with E.  You can then narrow down the options by typing more starting letters, or enter a different word.  To return to the document, press SPACE with E again.  
3)	To spell the current word in the dictionary, press SPACE with O, then S.  
3.18.11 
The User Dictionary.
When you use the "Add to dictionary" option, the new word is stored separately in a KeyWord text document called "User dictionary."  The words are arranged one per line.  You can review the User Dictionary using KeyWord, and correct or remove words.  If you edit the User Dictionary, use only lower case letters and apostrophes.  
The User Dictionary is saved in the "Dictionaries" folder.  
3.19 Opening Documents.
Documents in KeyWord's native format, as well as Microsoft Word, RTF, or Word Perfect documents precisely specify their contents and formatting.  However, the contents and formatting of documents containing plain ASCII text and the formatting of plain Braille documents are not at all precisely defined so it is necessary to give you control over how KeyWord interprets them.  This is done through a list of options presented when you open such a document.  The initial settings for these options are either the ones you established last time you opened the same document, or if you have never opened the document before, settings that KeyWord assumes are most appropriate for the document and therefore usually you will not need to make any changes.  So that you can tell whether or not you have opened this document before, the wording of the prompt used changes from "Review the options?"  to "Review previous options?" accordingly.  To continue and open the document without reviewing the options, just press ENTER.  To review the options, press Y.  
The options given when opening a document are as follows:
"Is this a Braille or Text document?"
If the name extension is .brl or .brf indicating that it will be a Braille file then this option will have already been set to Braille.  When open, these documents default to a reading grade of contracted braille, regardless of the preferred reading grade set, as most braille documents are in contracted braille.
If the document is not .brf or .brl but contains Braille, then select "Braille" by pressing B.  Otherwise select "Text" by pressing T.  Follow either entry with ENTER.  
 "Use Line or Paragraph format when opening the document? currently Paragraph."
When opening a document, it is important that KeyWord knows the difference between the ends of lines within a paragraph and the end of the paragraph itself.  Without this knowledge, paragraphs might be run together, or each line within a paragraph may be taken as the end of a paragraph, causing the speech to pause in the wrong places, and stopping the proper reformatting of lines within a paragraph when a change is made.  Plain text or plain Braille documents use the same "control characters," for example, "carriage returns" and "line feeds" to show where lines within paragraphs end as they use to show where a paragraph ends.  This option allows you to control how KeyWord interprets these control characters to distinguish between ends of lines and end of paragraphs.  
The option you choose here depends on the way the document you are opening is formatted:
The Paragraph format option assumes that a single carriage return and/or line feed character sequence, that is not followed by an indent of more than one space, denotes the end of a line within a paragraph and is therefore removed so that KeyWord can reformat the paragraph within the margins that you have set.  A sequence of two or more carriage return and/or line feed characters or a single sequence followed by an indent is interpreted as being the start of a new paragraph and is substituted for KeyWord's New Line markers.  This option is the initial setting when you first open a document and is the one that you will need for most prose type documents.  
The Line format option retains every carriage return and/or line feed sequence as a New Line in KeyWord.  Use this setting when opening documents containing lists or documents where each paragraph is formatted as one long line.  
To retain "Paragraph" format when opening the document, just press ENTER.  To select "Line" format, press L followed by ENTER.  
"Use Line or Paragraph format when saving the document? Currently Paragraph."
In a similar way to the previous option for opening documents, this option controls the use of carriage returns and line feeds when a plain text or plain Braille document is saved.  Paragraph option puts carriage return/line feed sequences only where New Line markers occurred while the document was being edited.  Line option puts them where both Line Break indicators and New Line markers occurred.  
If you are saving a document for use again in KeySoft or for transferring to another word processor, use Paragraph format.  This will ensure that all paragraphs, headings, list, etc.  are properly formatted when the document is opened next time.  However each paragraph will appear as one long line so if you are saving the document for use on a system which may not be able to handle this, then save using Line format.  
To retain "Paragraph" format when saving the document, just press ENTER.  To select "Line" format, press L followed by ENTER.  
You may have worked out that if you open a document using Paragraph format and then save it using Paragraph format, then you must open it next time using Line format.  KeyWord changes the setting automatically for you so that if you have saved a document using paragraph format, next time you open it, the opening setting will be Line format.  
Whether or not KeyWord uses Line Feed control characters in addition to Carriage Return characters is controlled by the "Use of Line Feed characters?" option in the ASCII Translation Options in the Translation Menu.  The use of the ASCII End of File character is controlled by the "Use of End of File character" option in the same list.  
"Extended ASCII character option?  Currently Retain."
The standard ASCII character set uses numbers between 0 and 127 to denote each character within the set.  It does not make provision for accented characters and other special symbols, so where necessary this is done by extending this set with numbers greater than 127.  This option controls how KeyWord interprets these characters.  
Sometimes extended characters occur not because they are accented characters or special symbols, but because the file has been transmitted through a communications system that has added a "parity bit" which in effect has added an offset to some of the characters.  To adjust for this, use the "Convert to standard ASCII" option, by pressing C, followed by ENTER.  
Sometimes the extended characters are used purely for visual effects such as boxes around paragraphs, etc.  In these cases the document will be easier to read if the extended characters are removed altogether, use the "Ignore" option for this.  
To retain the extended characters when the document is opened, select "Retain."  On selection of Retain, another option is presented:
"Extended character set? Currently ANSI." 
More than one system has been used for extended characters, therefore you must tell KeyWord which one to use for this document.  The options are the "ANSI" character set and the "MSDOS" character set.  If you don't know which one to use, try one and if the extended characters do not come out correctly, try the other.  For the "MSDOS" set press M followed by ENTER.   For the "ANSI" set press A followed by ENTER.  
KeySoft will now prompt;
"End of list."
When you are ready to open the document, press SPACE with E.
3.20 
Large Documents.
There is no significant limit to the size of a document, but as it gets bigger, some operations take longer to perform.  For instance, when you press SPACE with E to exit a document, a delay of several seconds may occur.  Moving to the top or bottom of a document may also take a few seconds.  In such instances KeySoft announces:
"Please wait," or "Repositioning,"
depending on the situation.  Keystrokes are not actioned until such an operation has been completed.  If necessary, divide large documents into two or more smaller ones to speed the editing of the text.  
3.21 Switching Between Documents.
There may be times when you are working with two or more documents.  This can happen when you are modifying a document and need to refer often to the original.  While you can close one document by pressing SPACE with E, opening the other can involve several key strokes.  
There is a quicker way.  From the current document, press SPACE with ou sign, or SPACE with dots 1-2-5-6.  This closes the current document, and places you at the "Document to open?" prompt.  KeySoft then offers the name of the document which was opened before the last one.  To open this, press ENTER.  This means that you can switch back and forth between your two most recent documents just by pressing SPACE with ou sign, followed by ENTER.  
This scheme also works  if you are working with several documents, because the document name that KeySoft offers when you press SPACE with ou is just the first in a list.  If you press SPACE with dots 5-6, KeySoft offers the next most recent document, and you can work down the list towards progressively older documents.  You can also work back up the list by pressing SPACE with dots 2-3.  When you find the one you want, press ENTER.  
To provide fast access to recently used documents, files and folders, SPACE with dots 5-6, is available at most document, filename, and folder prompts throughout KeySoft.  


End of Chapter 3.  



4 The Book Reader.
The VoiceNote BT has a book reader called KeyBook.  It enables you to read electronic books in the following formats: KeyWord text and Braille, Microsoft word, ASCII text, RTF, Word Perfect 5.1 and Braille files with a BRF or BRL extension.  KeyBook has the same reading commands as KeyWord, but KeyBook does not allow the book contents to be modified.  
4.1 Reading the Sample Book.
After selecting KeyBook from the Main Menu, KeyBook prompts:
"Read book in which folder?  Press ENTER for Books."
Press ENTER.  If this is the very first time a book is read, the book name must be selected from the list of books in the "Books" folder.  Press SPACE repeatedly to hear the list then press ENTER when "A Christmas Carol" is announced.  KeyBook prompts: 
"Review the options?"
Press ENTER to accept the default options, and the book will load. (See Section 4.4 for more information about reviewing the options)
Note:  If a book has been read before, KeyBook would prompt: 
"Book name?  Press ENTER for a Christmas Carol."
Press ENTER to select the book.  KeySoft will then prompt:
"Review the options?"
Press ENTER to open the book without reviewing the default options.  Section 4.4 discusses the options available when you answer "Yes" to this prompt.  
Press ENTER to load the book.  Once the book is loaded KeyBook announces:
"Top of document,"
followed by the first word.  You are now ready to start reading.  
4.2 Reading Commands.
KeyBook's reading commands are the same as KeyWord's, but KeyBook does not allow the book to be edited.  This feature prevents intentional or unintentional modification to the text of the book being read.  
The following commands can be used to listen to the book that has been opened:
To go forward reading, press SPACE with G.  
Note that while you are continuously reading, you can skip back or forward by sentences or paragraphs without stopping the continuous reading function.  This feature is extremely useful if you want to quickly browse forward or back from your current reading position
To stop reading, press ENTER and BACKSPACE together.  
The following 6 commands can be used both while KeyBook is continuously reading and when you are reviewing.  
To move back a sentence, press SPACE with dot 1;
To hear the current sentence, press SPACE with dots 1-4;
To move forward a sentence, press SPACE with dot 4;
To move back a paragraph, press SPACE with dots 2-3;
To hear the current paragraph, press SPACE with dots 2-3-5-6;
To move forward a paragraph, press SPACE with dots 5-6.  
The other commands available when reviewing are:
To go to the beginning of the book, press SPACE with dots 1-2-3;
To go to the end of the book, press SPACE with dots 4-5-6;
To find a text string in the book, press SPACE with F or dots 1-2-4, This command is described in section 3.14.3.  
To move back a character, press SPACE with dot 3;
To hear the current character, press SPACE with dots 3-6.  The first time you press this command, the character is spoken.  Press it again, and if the character is a letter, you will hear its "call sign" e.g. Alpha for A, Bravo for B etc;
To move forward a character, press SPACE with dot 6;
To move back a word, press SPACE with dot 2;
To hear the current word, press SPACE with dots 2-5.  The first time you press this command, the word is spoken.  The second time the word is spelled out.  
To find a string of text in the book, press SPACE with F.  This command is described in section 3.14.3.  
To move forward a word, press SPACE with dot 5.  
To announce all available commands, press SPACE with W.  
To query the cursor position, press SPACE with dots 1-5-6.  
To go to any page, line, or column, press SPACE with dots 1-2-6.  This command is described in section 3.16.  
Besides accepting the SPACE with dot combinations, KeyBook also accepts the dot combinations without the SPACE because the meaning is clear.  This is the same as KeyWord's "review only" mode that was discussed in section 3.10.2.  
This is quite a long list to remember.  HELP is always available by pressing SPACE with dots 1-2-5.  
4.3 Miscellaneous commands.
KeyBook has a group of block commands.  These commands are the same as KeyWord's block commands.  To go to the block commands menu, press SPACE with B or dots 1-2.  The block commands are described in section 7.5.  
To open another book, press SPACE with dots 1-2-5-6.  KeyBook prompts: 
"Book name?  Press ENTER for (book title)."
where book title is the name of the last book read.  You can type the name of the book that you want to load or review the list of books in the current folder by pressing SPACE.  You can then select the book you want by pressing ENTER.  
If you want to change the folder, press BACKSPACE at the "Book name?" prompt.  KeySoft prompts:
"Folder name?  (Last used folder),"
To step through the list of folders press SPACE.  This procedure was described in more detail in Section 3.5.  When you have selected a folder, KeyWord asks for the book name as before.  
To check what document you have selected, press SPACE with I and KeySoft will announce the document name.  
4.4 Review Book Opening Options.
Books in KeyWord's native format, as well as Microsoft Word, RTF and Word Perfect format, precisely specify their contents and formatting.  However, the contents and formatting of books in ASCII text or plain Braille are not at all precisely defined, so it is necessary to give you control over how KeyBook interprets them.  This is done through a list of options presented when you open such a book.  The initial settings for these options are either the ones you established last time you opened the same book, or if you have never opened the book before, settings that KeyBook assumes are most appropriate for the book and therefore you usually won't need to make any changes.  So that you can tell whether you have opened this book before, the wording of the prompt used changes from "Review the options?" to "Review previous options?" accordingly.  To continue and open the book without reviewing the options, just press ENTER.  To review the options, press Y.  
The options given when opening a book are as follows:
"Is this a Braille or Text document?"
If the file extension is .brl or .brf (plain Braille) then this option will have already been set to Braille.  If not, you must respond to the question before moving on.  
If the book contains grade 1 or grade 2 Braille, then select "Braille" by pressing B.  Otherwise select "Text" by pressing T.  Follow either entry with ENTER.  KeySoft then prompts:
"Use Line or Paragraph format when opening the document? currently Paragraph."
When opening a book, it is important that KeyBook knows the difference between the ends of lines within a paragraph and the end of the paragraph itself.  Without this knowledge, paragraphs might be run together, or each line within a paragraph might be treated as a separate paragraph.  This would cause the speech to pause in the wrong places, and make it impossible to skim by paragraph.  Plain text and plain Braille books use the same "control characters," for example, "carriage returns" and "line feeds," to show where lines within paragraphs end as they use to show where both lines and paragraphs end.  This option allows you to control how KeyBook interprets these control characters to distinguish between ends of lines and ends of paragraphs.  
The option you choose here depends on the way the book you are opening is formatted:
The Paragraph format option assumes that a single carriage return or carriage return/line feed pair that is followed by one or no spaces, denotes the end of a line within a paragraph.  This end of line marker is removed so that KeyBook can reformat the paragraph within the margins that you have set.  A sequence of two or more carriage return and/or line feed characters or a single sequence followed by an indent of two or more spaces is interpreted as the start of a new paragraph.  This option is the default setting when you first open a book, and is the one that you will need for most prose books.  
The Line format option retains every carriage return and/or line feed sequence as a New Line in KeyWord.  Use this setting when opening books containing lists, or poetry, or books where each paragraph is formatted as one long line.  
To retain "Paragraph" format when opening the book, just press ENTER.  To select "Line" format, press L followed by ENTER.  KeySoft then prompts:
"Use Line or Paragraph format when saving the document? Currently Paragraph."
Because KeyBook does not allow the text within a book to be modified or added to, just press ENTER to confirm the prompted option.  KeySoft then prompts:
"Extended ASCII character option?  Currently Retain."
The most common writing system used by computers is ASCII.  In this system, each letter, number, and commonly used punctuation mark is represented by a number between 0 and 127 (Since the system was developed in the U.S., "commonly used" means commonly used in the U.S.)  There is no way to represent accented characters and other special symbols, so the system has been extended with numbers greater than 127.  The Extended ASCII option controls how KeyBook interprets these characters represented by numbers greater than 127, so-called "extended characters."  
Sometimes extended characters occur not because they are accented characters or special symbols, but because the file has been transmitted through a communications system that has added a "parity bit" which in effect has added an offset to some of the characters.  To adjust for this, use the "Convert to standard ASCII" option, by pressing C, followed by ENTER.  
Sometimes the extended characters are used purely for visual effects such as boxes around paragraphs, etc.  In these cases the book will be easier to read if the extended characters are removed altogether; use the "Ignore" option for this.  
To retain the extended characters when the book is opened, select "Retain" by pressing R, or press ENTER as this is the default setting.  If you select Retain, another option is presented:  KeySoft prompts:
"Extended character set? Currently ANSI."
More than one system has been used for extended characters; therefore you must tell KeyWord which one to use for this book.  The options are the "ANSI" character set and the "MSDOS" character set.  If you don't know which one to use, try one and if the extended characters do not come out correctly, try the other.  For the "MSDOS" set, press M followed by ENTER.  For the "ANSI" set, press A followed by ENTER.  
KeySoft will now prompt:
"End of list."
When you have made all your selections, press SPACE with E.  
4.5 
Reading Books Stored on Other Drives.
The sample book is stored in the "Books" folder on the "KeySoft System Disk." You should be careful about storing other books in the "KeySoft System Disk," because any book other than the sample book will be lost if the battery goes flat, or the VoiceNote is reset with dots 4-5-6 held down.  
If you have a backup of the book, or are not concerned about the possibility of losing it, then storing your books on this drive means that you don't use space on the "Flash Disk."
The "Flash Disk" is shared by the other programs like KeyWord and KeyMail, and its contents are preserved much like files on a conventional hard drive.  It has limited storage capacity and you would probably not want to store more than three or four books in it.  Note that VoiceNote's "Flash Disk" can be upgraded to 48MB or larger, with the capacity to store many more books.  
An empty folder called "My Books" is present in the "Flash Disk."  To create your own books folder in an external drive such as the optional Super-Disk, refer to Section 13.13.2.  
4.5.1 Selecting a Drive.
We have previously discussed the selection of files and folders within KeyBook, but we haven't described the selection of a drive.  You can change the current drive at any time that you are prompted for a folder name by pressing BACKSPACE.  For example when KeyBook is first selected, it prompts:
"Read book in which folder?  (Books)."
Press BACKSPACE.  KeySoft then prompts:
"Drive?  Press ENTER for (last drive used)."
You can select the last drive used by pressing ENTER or NEXT, or you can review the list of drives by pressing SPACE repeatedly.  You can select a drive by pressing ENTER when the required drive is announced, or by pressing a letter.  There are always at least two drive options available.  These are:
	To select the Flash Disk, press F;
To select the "KeySoft System Disk," press K.  
You can add more drives to the VoiceNote.  These devices plug into the PC card or CompactFlash card slots as described in Sections 2.12 and 2.13.  If you have plugged a memory card or an external disk drive into the PC card slot, you can select it as a Storage Card by pressing S.  For CompactFlash cards in the CompactFlash slot, press C.

4.5.2 Loading a Book from Another Drive.
After a drive has been selected, KeySoft prompts:
"Read book in which folder? Press ENTER for none."
Select the folder in the usual way.  When you have selected a folder, KeyBook asks for the book name as before.  
4.5.3 Advanced Storage Methods.
If you use a desktop or laptop PC, you should consider storing your book library on its hard drive.  You can then use ActiveSync to manage the books stored on the VoiceNote.  This is a very convenient method of loading a new book into the VoiceNote.  Use the "Books" folder on the "KeySoft System Disk," or create your own folder.  ActiveSync is described in Section 14.2.  
4.6 Exiting KeyBook.
Exit KeyBook in the usual way by pressing SPACE with dots 1-5 to take you back to the Main Menu.  The book is closed when you exit.  To reopen the book press dots 1-2, then ENTER twice, from anywhere in the Main Menu.  You are returned to the place where you were last reading.  
Remember that you can switch to another task while using KeyBook, as described in Section 1.15.  For example, to make an entry in the Planner, press BACKSPACE with ENTER and P.  When you have completed your entry, press BACKSPACE with ENTER and B to return to KeyBook.  The VoiceNote may beep once or twice, indicating it is busy preparing to resume from where you were when you switched tasks.  
4.7 
Bookshare.org on the VoiceNote. 
Bookshare.org is an online service that provides electronic format books that are both in and out of copyright.  It is now possible to access Bookshare books via KeyWeb on your VoiceNote, and read them using KeyBook.  
For information about Bookshare.org, who is eligible to join and how to join, check out www.bookshare.org, or for more specific URLs, please refer to Appendix F of this user guide.  Pulse Data expects that persons utilizing the Bookshare.org service from their VoiceNote will honor the criteria for usage outlined in their membership agreement with Benetech.
In this section on how to access Bookshare.org, it is assumed that you have already set up your VoiceNote to use KeyWeb, and are a member of Bookshare.org and have created access codes and passwords etc.  Be assured that the Bookshare.org site is very user friendly and set up to be easily accessible using a screen reader like KeyWeb.  For information on how to use KeyWeb, please refer to Chapter 12.
4.7.1 How Books from Bookshare.org work.
When first downloaded from the site, Bookshare.org books are "packed" into a special compressed format that has a .bks file extension, regardless of what book format you have chosen. Public domain books have a .zip extension after the .bks extension.
Once the book is downloaded, it is then possible to "unpack" it from the .bks file into its normal format such as .brf or .txt.  Once this is done, you can then delete the .bks file.  To make this clearer, you could think of the .bks file as the bag that Bookshare.org put your book into, and once you have taken it out of its bag, you can throw the bag away.
All Bookshare.org books are password protected to help prevent them being used or distributed in ways contrary to the terms and conditions of membership.  You need to enter your password to unpack the book.  Books that are in the public domain, that is, out of copyright, do not require a password even though the prompt will still come up.  In these cases, you can still enter your password, or just press ENTER to pass over the field.
4.7.2 Supported formats.
Bookshare.org has books in several electronic formats, some titles in more than one format.  The VoiceNote supports books in brf, txt, ASCII txt, rtf and doc format.  At time of publishing, the VoiceNote does not support DAISY or HTML formats.  If you download a book in an unsupported format, KeyBook will allow you to unpack it, but before the process is complete, it will prompt to say that the format is not available.  Books can only be "unpacked" in KeyBook.
4.7.3 Bookshare.org Favorites.
The Bookshare.org home page is already set up as a favorite in KeyWeb.  However if you intend to use Bookshare regularly, it might pay to setup the login page as a favorite instead. Instructions on adding a favorite are in 12.9.1 of this user guide.
4.7.4 Existing Bookshare.org books.
If you are already a Bookshare.org member and have packed or unpacked books on your PC, you can simply transfer them to your VoiceNote via ActiveSync, and open them in KeyBook.  The only difference to the procedures below is that when you open KeyBook, you will have to select a folder or drive in the usual way, as it will not default to the correct location.
4.7.5 How to download a book from Bookshare.org.
Follow the steps below to use KeyWeb to download a book from Bookshare.org.
1) Go to KeyWeb on your VoiceNote by either pressing I in the Main Menu, or BACKSPACE with ENTER with I anywhere.  KeyWeb will prompt you for a URL.  
2) Select Bookshare from your favorites.  The VoiceNote will dial up and you will be in the Bookshare homepage.  Navigate to the Login page and log in using your member details. You will end up in a personalized welcome page.
3) Locate the book that you wish to read, ensuring it is in a supported format, and download it to the folder and drive of your choice.  Download instructions are detailed in section 12.12 of this user guide.
4.7.6 Unpacking the book for reading.
Follow the steps below to unpack your book:
1) Go to KeyBook by pressing BACKSPACE with ENTER with B.  
2) KeyBook will offer you the folder into which you downloaded the book as default.  Press ENTER, and it will offer you the book as the default file.  If you downloaded several books, it will offer the last one downloaded. To select the book, press ENTER again.
3) KeyBook prompts: "Folder for unpacked Bookshare book?  Press ENTER for My Books."  Either press ENTER straight away or select another file location.
4) You will be prompted for your Bookshare.org password.  Type it in and press ENTER. 
5) The book will now unpack.  There will be some progress beeps during this time.  When complete, KeyBook prompts: "Delete the original packed Bookshare book?"  Press Y.  
Note 1:  If the book format is not supported, KeyBook will tell you at this point and return to the main menu.
Note 2:  If there is not enough memory available to unpack the book, KeyBook will prompt - "Could not save unpacked Bookshare book.  Disk is full."
6) KeyBook announces the name of the file, including the file extension, for example, "Harry_Po_b_fl.brf".  Note: KeyBook will not speak the underscores.
7) KeyBook will ask "Review the options?" as it does for every book in a non-native KeySoft format the first time.  As the file will have been set up automatically with the correct settings, press N.
8) The book is now ready to read.  If you exit the book before completing it, KeyBook will bookmark it for you and the next time you open it, it will open to the same place.



End of Chapter 4

5 General Functions.
This chapter discusses general functions listed on the Options Menu, which was introduced briefly in Section 1.13.  A number of these functions are discussed in other sections of this User Guide as appropriate, and the main purpose of this chapter is to summarize all the Option Menu functions in one place.  
The Options Menu comprises general functions that are available wherever you are in KeySoft.  You could be using the Word processor, sending or receiving e-mail, using the Calculator, or reading a menu.  After using one of these functions you are returned to the place you were at previously.  
To access the Options Menu from anywhere in KeySoft, press SPACE with O, and KeySoft will prompt: "Options menu."  The Options Menu can then be reviewed by pressing the SPACE or BACKSPACE keys.  
Many of the items on the Options Menu have a corresponding Quick Key command that allows the function to be accessed independently of the Options Menu.  If you don't wish to remember these Quick Keys, however, SPACE with O will allow you to access them all.  The Options Menu comprises the following items:
Date;
Time Options;
Grade of Braille;
Braille options;
Keyboard settings;
Review voice;
Visual display;
Next appointment;
Power and battery status;
User guide;
Insertion;
Spell;
Repeat and spell;
Hear punctuation;
Repeat with maximum punctuation;
Change task;
Speech settings.  

To select an item, move through the menu until the required item is spoken, and then press ENTER.  Alternatively, from anywhere in the Options menu, press the initial letter of your choice.  This does not apply to the speech settings, which are discussed in Section 5.15.
Selecting a menu item takes at least two key combinations, for example, SPACE with O then T to hear the current time.  For really fast access, many items are also available through Quick Commands.  These are key combinations using SPACE, or BACKSPACE, or ENTER.  For example, the quick key command to announce the date is ENTER with D.  The Quick Commands for the Options Menu are listed in the Command Summary, Section 15.1.2 under the heading "Options available at any point."
Some items on the Options Menu will always announce the same style of information, for example the time and date functions, while for other options the response will vary depending on where you are in KeySoft when you select the item.  An example of this being the "Calculator Braille Language," which is only available when the Calculator is in use.  
5.1 Date.
To hear the current day and date, press SPACE with O, then D.  
After the date is to your original place in KeySoft.  
The quick key for this function is ENTER with D.  
5.2 Time Options. 
There are two time options available - the current time, and the stopwatch.
5.2.1 Current time
To hear the current time, press SPACE with O, then T.  
After the time is announced you will be returned to your original place in KeySoft.  
The quick key for this function is ENTER with T.  
5.2.2 Stopwatch.
The stopwatch operates in a similar way to a mechanical stopwatch.  It keeps time down to one hundredth of a second, can be stopped, started, returned to zero, and the time can be copied to the clipboard for pasting into documents or emails.  
5.2.2.1 Stopwatch commands.
To access the stopwatch, press ENTER with W.  Or you can press SPACE with O then T, then S for stopwatch.  The first time you use it, The stopwatch will be at zero.
There are three settings - stop, start and zero.  The zero setting resets the time to zero - however we are not referring to it as reset, as "Reset" has a very different meaning on the VoiceNote already!  
To zero the time, press BACKSPACE with dots 1-4.  
To start or stop the stopwatch, press SPACE.  This is a toggle command.  
To stop the stopwatch altogether, first stop it by pressing SPACE then zero it by pressing BACKSPACE with dots 1-4.  
To copy the time to the clipboard, press BACKSPACE with K.  You can do this at any time, even when the stopwatch is running.
5.2.2.2 Running in the Background
Once it has started, the stopwatch will keep running until you press the stop command, or reset the VoiceNote.  Even if you switch to another task, or switch the VoiceNote off, it will still keep running in the background, although it won't display or announce any times automatically.  To check on the elapsing time, simply access the stopwatch by pressing SPACE with W. 
The stopwatch will display and announce the elapsing time.
5.2.2.3 Stopwatch Announcements
The running stopwatch will announce the time every minute.  For example:
"7 minutes" or "3 hours, 46 minutes"
Any other time, you can hear the elapsing time to the second by pressing SPACE with R. For example:
"1 hour, 5 minutes, 48 seconds"
To hear the same time repeated, press L.
When the stopwatch is stopped, you can hear the elapsed time by pressing SPACE with R.
5.3 Grade of Braille.
If you are typing a Braille document in Grade 2 and want to enter something that could be ambiguous, such as a list of last names and initials, you can temporarily select Grade 1 through this item on the Options Menu.  After you have entered the word or passage, you can switch back to Grade 2.  
Another choice when typing Grade 2 is to switch to computer Braille, perhaps for a file name such as "program.exe" that contains a period, or for an e-mail address.  If your preferred Braille grade is Grade 2, KeySoft will occasionally override your preference and force Grade 1.  
To find out what Braille grade KeySoft is expecting, or to change the current grade of Braille, press SPACE with O, then G.  
This is the grade of Braille used for prompts, help messages, books and documents.  For Grade 1, press A, for Grade 2, press B and for Computer Braille, press C or just press ENTER to return to your original place in KeySoft.  
If you want to change the grade of Braille and don't care which grade KeySoft is expecting, use the following quick keys: for Grade 1, BACKSPACE with A; for Grade 2 BACKSPACE with B; and for computer Braille, BACKSPACE with J.
5.4 Braille Options.
To review the Braille Options list anywhere in KeySoft, press SPACE with O for the Options Menu, then B.  The Braille Options list comprises the following items:
Braille language;
Calculator Braille code;
Computer Braille language.
You can move forward or back through the items in the usual way.  To leave any option unchanged, just press ENTER.  To change any option, enter a setting or value and press ENTER.  
5.4.1 Braille Language.
For USA Braille, press S.  For UK Braille, press K.  For Australian Braille, press A.  
This setting determines the way grade 1 and grade 2 Braille are represented inside the VoiceNote and when it is sent to an embosser.  It also controls how it is translated to text and vice versa.  Usually this setting will have already been set for you when you receive your VoiceNote.  Be careful about changing it because files created in one language will not be read or emboss properly if this setting has subsequently been changed to another language.  
5.4.2 Calculator Braille Code.
Both the Nemeth Braille Code for Mathematics and the UK Braille Mathematics Notation are supported for entry of calculations.  
For Nemeth code USA press N, for UK Mathematics Notation press U, or to leave the setting unchanged press ENTER.  
5.4.3 Computer Braille Language.
For USA computer Braille, press S.  For UK computer Braille, press K.  To cycle through all the available Computer Braille tables, press 
SPACE with dots 3-4.  
5.5 Keyboard Settings.
5.5.1 Setting the Keyboard Voice.
The first of these settings determines how much KeySoft speaks what you type.  KeySoft announces:
"Keyboard voice? Currently Words."
The options are as follows:
To turn off speech altogether, press F followed by ENTER;
	To spell words as they are typed, press S followed by ENTER;
	To speak whole words, press W followed by ENTER;
	To both spell and speak words, press B followed by ENTER;
	To cycle through all the items above, press SPACE with dots 3-4.
	Or just press ENTER to leave the selection unchanged.  
The suggested setting is "Words."  If you are learning to type, you may prefer the "Spell" option or the "Both" option.  If you can type quickly, you might select the "Words" option, or turn off speech altogether.  
You can press HELP for a reminder of these options.  
5.5.2 Preferred Keyboard Braille Grade.
The second setting determines the grade of Braille in which you prefer to type.  To select Grade 1 Braille, press A, Grade 2 Braille, press B and for Computer Braille, press C or J.  To leave this option unchanged, just press ENTER.  The factory setting is Grade 2.  
5.5.3 Advise when Computer Braille is required. 
To be advised when Computer Braille is required, press Y.  For no warning, press N.  To leave this option unchanged, just press ENTER.  The factory setting is Yes.  
Using this setting will cause KeySoft to advise whenever Computer Braille input is required, such as in email addresses.  
5.5.4 Select 6 or 8 dot Computer Braille
When you are typing in Computer Braille, this setting determines how you will input dots 7 and 8 if they are required.  If you select 6 dot Braille, you must press SPACE with U before typing any character that requires a dot 7.  For example, in US Computer Braille, "at" sign used in email addresses is written with dots 4-7.  If you have chosen 6 dot entry, press SPACE with U, then dot 4, to write this symbol.
If you choose 8 dot Computer Braille, the BACKSPACE key becomes dot 7, and ENTER becomes dot 8.  So in the "at" sign example, you would press BACKSPACE with dot 4 to write the symbol.  To have the BACKSPACE and ENTER keys to perform their usual functions, simply press SPACE at the same time.  So to perform an ENTER, press ENTER with SPACE.  These keys will act in the usual way in Grade 2 documents.  To select 6 dot Braille, type F.  For 8 dot, type H.
5.6 Review Voice.
To examine the Review Voice settings anywhere in KeySoft, press SPACE with O for the Options Menu, then R.  Press SPACE with E to leave the Review Voice settings and return to your original place in KeySoft.  
The quick key for this function is BACKSPACE with ENTER with R.  
There are four items associated with the Review Voice settings.  These are:
The level of punctuation spoken by the Review Voice;
The manner in which numbers are announced;
The volume of the delete alert tones;
The volume of the error alert tones.  
When you select the Review Voice you are presented with the first of the four items, and you must either accept or change the setting, before moving onto the next item.  
5.6.1 Punctuation level.
To select a different level, press a number between 1 and 5.  The Factory setting is 2.  To leave this option unchanged, just press ENTER.
The way these levels treat punctuation and format indicators is described below.  
Punctuation Level 1.  
All punctuation is ignored except for \.  
Punctuation Level 2.  
This is the factory setting.  The following punctuation is pronounced:
.  & / > < * + ^ [ ] | \ = % $ #  
Punctuation Level 3.  
All punctuation is pronounced except for:  
, . ? ! ; : space, and single quotes within words.  
Punctuation Level 4.  
All punctuation is pronounced except for single spaces between words and single quotes within words.  All special indicators are announced.  Spaces nested between the end of a word and a period, comma, semicolon or colon are also announced.  Capital letters are indicated by raising the pitch.  If the first letter of a word, or all of the word is in capitals, the pitch is raised for the whole word.  If a word contains an unusual mixture of capital and non-capital letters, then the pitch is raised even higher as an alert.  
Punctuation Level 5.  
All text is spelled.  This level is not recommended for reviewing text, but it can be of use for other applications.  When computer Braille or text is being read, capital letters are spoken by announcing "CAP" before the letter.  If the whole word is in capital letters, the spelling of the word is prefixed with the announcement "CAP ALL."  
5.6.2 Number format.
For digits, press D.  For words, press W.  To leave this option unchanged, just press ENTER.  
The Factory setting is words.  For word format, the number 2010 is "spoken as twenty ten," since it is assumed to be a date.  The sequence $20.15 is "spoken as twenty dollars and 15 cents."
If you select the digits option, the number 2010 is spoken digit by digit.  The choice is a matter of personal preference and may depend upon the document with which you are working.  
5.6.3 Delete Alert Tone Volume.
The delete tone sounds when characters are deleted with either the BACKSPACE or any delete option.  The delete tone does not sound when the speech is turned off.  To change the volume of the tone, press a number between 0 and 6.  Zero disables the tone, 6 is loudest.  To leave the setting unchanged, just press ENTER.  The factory setting is 4.  
5.6.4 Error Alert Tone Volume.
The error tone sounds when you press an invalid key combination, or make some other error. It does not sound when the speech is turned off.  To change the volume of the tone, press a number between 0 and 6.  Zero disables the tone, 6 is loudest.  To leave the setting unchanged, just press ENTER.  The factory setting is 4.  
5.6.5 Progress tones
Progress tones are there to let you know a page is loading or a download is progressing normally.  To change the volume of the tone, type a number between 0 and 6.  Zero disables the tone, 6 is loudest.  To leave the setting unchanged, just press ENTER.  The factory setting is 4.  
5.7 
Visual Display.
Using and connecting a visual display is described in Section 2.14. To select visual display,
press SPACE with O, then V for Visual display.  
The options are:
To turn the visual display off press F followed by ENTER;
To send the visual display to the Serial port press S followed by ENTER;
To send the visual display to the Infrared port press I followed by ENTER;
Or just press ENTER to leave the selection unchanged.  
5.8 Next Appointment.
To find your next appointment, press SPACE with O, then N for the "Next appointment" option.  
The appointment details are announced.  When you are finished you are returned to the point at which you selected the Options menu.  See also Section 9.6.2.  
The quick key for this function is ENTER with N.
5.9 Power and Battery Status.
To determine the power and battery status, press SPACE with O, then P.  
It is fully described in Section 2.3.  
5.10  User Guide.
To access the User Guide, press SPACE with O, then U for User Guide.  
Accessing the User Guide is fully described in Section 1.20.  
5.11 
Insertion.
The "Insertion" item only appears on the Options menu when you are in a KeySoft function where insertion is possible.  For example, if you are in the Main Menu, it will not appear, but it will when in a document in KeyWord.  
To insert the time into a document, press SPACE with O, then I, then T.  
 To insert the date into a document, press SPACE with O, then I, then D.  
After choosing to insert the date, you are asked if you want to insert the current date or the printing date.  To insert today's date, press T.  To insert the printing date, press P, and an "Insert date" marker is placed in the document.  When the document is printed, the date on the day of printing is automatically inserted.  
5.11.1 Insert Calculator Result.
Press SPACE with dots 2-3-6 then C to insert the calculator result.  
You are asked if you want to insert the calculator result or the whole calculation.  To insert the result, press R.  To insert the whole calculation, press C.  For example, if the calculation was 3+4=7, pressing R would enter 7 in the document.  
Pressing C would enter "3+4=7" into the document.  
5.11.2 Insert Unicode Character.
Press SPACE with O then I then U to insert a Unicode character.  
After choosing to insert a Unicode character, KeySoft will prompt for the character.  Lets assume you want to enter an "e acute."  Type "e acute" at the prompt for the Unicode character.  KeySoft will respond with the character "cap e acute," so press READ with N to find the next "e acute" character.  When the desired character is announced, press ENTER to insert the character.  
The Quick Key for inserting a Unicode character is BACKSPACE with dots 3-5.
Unicode characters are discussed in more detail in Section 7.20.  
5.12 Repeat and Spell.
To repeat the prompt with the important parts spelled out, press SPACE with O, then S for "Spell."  
You are returned to your original place in KeySoft.  This is like repeating an announcement but with more detail.  See also Section 1.14.  
 The quick key for this function is ENTER with S.  
5.13 
Hear Punctuation.
To reveal the most detail, you can repeat the last prompt with full punctuation and spaces.  To do this, press SPACE with O, then H for "Hear punctuation."  
You are returned to your original place in KeySoft.  See also Section 1.14.  
The quick key for this function is ENTER with H.  
5.14 Change Task.
Changing tasks is described in Section 1.15.  
5.15 Change Speech Volume Rate and Pitch.
The Options Menu reminds you how to change the speech volume, rate and pitch.  The following commands can be used from anywhere in KeySoft: 
	To speak louder, press ENTER with dot 4;
	To speak softer, press ENTER with dot 1;
	To speak faster, press ENTER with dot 6;
	To speak slower, press ENTER with dot 3;
	To increase speech pitch, press ENTER with dot 5;
	To decrease speech pitch, press ENTER with dot 2.  
There are 32 volumes, 16 speeds and 16 pitches, and they change one step at each key press.  


This is the end of the Options Menu.  
5.16 
Editing at a Prompt.
When you type in response to a KeySoft prompt, you can edit your input with KeyWord commands.  For example, you may have typed a document name like "Administration costs," and you want to check your spelling before you press ENTER.  You can review and edit your input with these standard commands:
Read character left, current, or right:	SPACE with dot 3, or 3-6, or 6;
Read word left, current or right:	SPACE with dot 2, or 2-5, or 5;
Read whole entry:	SPACE with dots 1-4;
Delete character before cursor: 	BACKSPACE;
Delete character at cursor:	BACKSPACE with dots 3-6;
Delete word at cursor:	BACKSPACE with dots 2-5;
Delete word before cursor:	BACKSPACE with dot 2;
Delete to end of entry:	BACKSPACE with dots 1-4;
You can also use these commands to edit the last-used entry that KeySoft offers at various points.  For example, you may have two documents named: "Expenses Quarter 1," and "Expenses Quarter 2."  Let's assume you had previously been working with "Expenses Quarter 1."  When you go to open the new document, KeySoft prompts: 
"Document to open? Expenses Quarter 1."
Instead of typing a whole new name, you could use the review and edit commands to change 1 into 2.  
Note that an existing string can be edited only if your first action is a reading or editing command.  If you press even one letter, the whole existing string is replaced by your new entry.  
5.17 
Remote Synthesizer.
Your VoiceNote can act like a Keynote Gold Stand Alone speech synthesizer.  You can then run a screen reader or the desktop version of KeySoft on a desktop PC, using your VoiceNote as its synthesizer.  
The serial communications or Null Modem cable provided with your VoiceNote should be used to connect the PC to your VoiceNote.  If your PC's serial port has a 25 pin connector you will need to use the 9 pin to 25 pin adapter also provided.  Plug the cable into the serial port on the rear of the VoiceNote as described in Section 2.7.  Plug the other end into a serial port on your PC.  
On VoiceNote, at the Main Menu, press R.  KeySoft announces:
"Remote synthesizer ready."
The VoiceNote now acts as a Keynote Stand Alone synthesizer.  You are able to run a screen reader or KeySoft from the desktop keyboard, and VoiceNote speaks.  
VoiceNote cannot be used for its normal functions while it is acting as a synthesizer.  To exit the Remote Synthesizer mode, press SPACE with E and you are returned to the KeySoft Main Menu.  
You should plug in the AC adapter if you intend to use your VoiceNote as a remote synthesizer for an extended period.  
5.18 
Media Player.
The KeySoft Media Player allows you to play music, readings and any other audio in MP3 format, on your VoiceNote.  You can play just about any size of MP3 file from either the VoiceNote itself or a peripheral storage card or disk.  When the track is playing, you can skip back and forward through it, stop, pause or resume the track as you wish.  
Other features include volume control that operates independently of speech, changing tasks with one keystroke, track information and access to some tasks and messages while track is playing.
This section describes the features and their uses in detail.
5.18.1 Loading MP3 files onto the VoiceNote.
You can store MP3 files anywhere you would store any other file.  However as they can be large files, they are probably best stored on an external storage card or disk.  
You can transfer MP3 files to your VoiceNote via ActiveSync, load them directly onto a storage card from a PC card writer, or download them directly off the Internet using the web browser on your VoiceNote.  
5.18.2 How to play an MP3 file.
Opening an MP3 file to play is the same as opening a file anywhere else in KeySoft.  The steps are laid out below.  In this procedure, it is assumed that you know how to select a drive, folder or file from a list.
1) To open the Media Player, either press M at the Main Menu, or press SPACE with dots 2-3-5 then M anywhere.
2) The VoiceNote will display one of the following two prompts:
a) KeySoft prompts "Play media file in which folder? Press ENTER for (folder name)" where the folder name is "General" the first time you use the media player, and after that, it's the last folder accessed.  Go to step 3.
b) KeySoft prompts "Continue playing (name.mp3)?" where name.mp3 is the last file you exited while it was playing.  To start the track playing from the same point it was exited, press Y.  To select a different file, press N and refer to a) above.
3) There are three possible actions at this point:
a) If the folder you want was offered at the prompt, simply press ENTER and go to step 4.
b) If you want a different folder on the same drive as the folder offered, press SPACE and select another folder, then go to step 4.  
c) If the folder you want is on a different drive, press BACKSPACE and select a different drive from the drive list.  Remember that you access a storage card by typing S while in the drive list.  Select a folder from the list of folders, and go to step 4.  
4) KeySoft will prompt for a filename.  Select a file from the list.  The track will then start playing.
5) When the track has finished, KeySoft will prompt, "Play media file in which folder? Press ENTER for (folder name)" where folder name is the last folder accessed.  At this point you can select another file, or exit the media player by pressing SPACE with E.
5.18.3 How to stop a track from playing.
There are three different ways to interrupt a playing track - pause track, stop track, and exit to the main menu.  Of course, these commands apply to when a track is playing.
5.18.3.1 Pause.
To temporarily pause a track, press BACKSPACE with ENTER.  The track will resume when you press either BACKSPACE with ENTER again, or SPACE with G.  
5.18.3.2 Stop Track.
To stop the track and select another, press SPACE with E.  KeySoft will prompt, "Play media file in which folder? Press ENTER for (folder name)" where the foldername is the last folder accessed.
5.18.3.3 Exiting to the Main Menu.
SPACE with dots 1-2-3-4-5-6 will pause the file and exit back to the Main Menu.  When you next enter the Media Player, KeySoft prompts "Continue playing (name.mp3)?" where name.mp3 is the file exited while playing.  To resume the track playing from where it exited, press Y.  To select a different file, press N.  Note: This prompt will not come up if the VoiceNote is reset or the battery runs flat between pausing the track and re-entering the Media Player.  Instead the Media Player will revert to the standard " Play media file in which folder?" prompt.
5.18.4 
Skipping Through a Track.
Sometimes you may want to skip through a track rather than listen to it straight through.  

There are 6 skip commands available.  These skip forwards or backwards by either 1, 5 or ten percent of the total file.
They are:
Skip forward 1% 	SPACE with dot 6
Skip back 1% 	SPACE with dot 3
Skip forward 5% 	SPACE with dot 5
Skip back 5% 	SPACE with dot 2
Skip forward 10% 	SPACE with dot 4
Skip back 10%	SPACE with dot 1
You can use these singly or repeatedly to skip through a track.
5.18.5 Restarting a Track.
If you are part way into a track and want it to start from the beginning, press SPACE with dots 1-2-3.  This is the same command as used elsewhere in KeySoft for returning to the beginning.
5.18.6 Volume Control.
While the media player has the same default volume setting as speech, and uses the standard volume commands of ENTER with dot 4 to increase and ENTER with dot 1 to decrease, it operates separately from the speech volume.
This means that you can turn up the music without concern for the speech volume when the track is finished.  
The default volume is the same as for speech.  However, if you do change the volume of the Media Player, that setting will remain until you change it again or do a reset, in which case it will return to the default.
5.18.7 Information on your MP3 file.
There are two types of information available about your mp3 file as it is playing - track information and elapsed time.  In both cases, the track will pause while you are accessing the information and resume when you press SPACE with E.
5.18.7.1 Track Information.
You can check out file information while playing an MP3.  The list of information available in order is Title, Track Length, Sample rate and bit rate. Time is given as "x hours, x minutes, x seconds."
For example:
Title: Sample.mp3
Track length: 0 hours, 2 minutes, 37 seconds.
Sample rate: 44100 Hertz
Bit rate: 128 kbps.

To access this information, press SPACE with I.  To pass from one item to the next, press either SPACE or ENTER.  To go back to the previous item, press BACKSPACE.  To exit from the information at any point and resume listening to the track, press SPACE with E.
5.18.7.2 	Elapsed time.
You can also find out the elapsed time, that is, how long the track has been playing and the total length of the track.  To access this information, press SPACE with dots 1-5-6, the "wh" contraction.  Time is given as hh:mm:ss.
For example:
"Elapsed time: 0 hours, o minutes, 27 seconds of 0 hours, 2 minutes, 5 seconds."  
5.18.8 Alarms and Prompts.
There are messages and alarms that come up unprompted on the VoiceNote.  The track will pause as these messages are announced and resume afterward.
These include:
Alarm notifications
Card Inserted
Battery low
Occasional warning messages
AC adaptor on/off
5.18.9 
Tasks available when Track is Playing.
While it isn't possible to have an MP3 track playing in the background, it is definitely possible to carry out some routine tasks without having to stop and restart the track.  These are:
* Referencing the User guide;
* Reading the next alarm;
* Looking up the Options menu;
* Turning Braille on/off.
As soon as you press the key combination that accesses the function, the track will pause, and when the task is complete, the track will simply resume playing.
5.18.10 Changing Tasks.
If you wish to interrupt a track and change to a different task, simply press the hotkey combination for the new task, for example BACKSPACE with ENTER then P for Planner.  When you return to the Media Player, KeySoft prompts "Continue playing (name.mp3)?" where name.mp3 is the file exited while playing.  To resume the track from the point it was exited, press Y.  To select a different file, press N.  The hotkey combination for changing back to the Media player is  SPACE with dots 2-3-5, then M.



End of Chapter 5.  




6 Embossing and Printing Documents.
6.1 Overview.
If an embosser or printer is connected to your VoiceNote, you can emboss or print documents and e-mail, as well as parts of the planner and address list.  
The embossing option can be used for either Braille or text documents, the latter being automatically translated before embossing.  Similarly, the print option can be used for text or Braille documents.  
Set up options are provided for both embossers and printers, and the use of test documents is described.  The selection and operation of embossers and printers is outside the scope of this user guide.  
6.2 Setting Up the Embosser or Printer.
You can emboss or print from VoiceNote's serial, parallel or infrared ports.  VoiceNote's serial, parallel and infrared ports were described in Sections 2.7, 2.8 and 2.9 respectively.  Selecting the appropriate port for your embosser or printer hardware is described later, in Section 6.7.6 and 6.7 and 6.9 describe how to set up the VoiceNote to match your embosser or printer set up.  If you are using VoiceNote's serial or parallel port connect the cable to the appropriate port.  Set up the embosser or printer so that it is ready.  
You can print or emboss using VoiceNote's infrared port if you have an IrDA equipped printer or embosser or you have an IrDA compatible accessory such as the JETEYE printer adapter.  If a JETEYE printer adapter is used it also needs to be set up.  VoiceNote's infrared port needs to face the infrared port on the printer or embosser or adapter at a distance of up to three feet (1 meter).  The JETEYE printer adapter's port is at the rounded corner of the housing.  The infrared ports do not have to be lined up exactly because the infrared beam is quite wide.  After a little experimentation, you will be able to determine the most convenient arrangement of equipment that works reliably.  
6.3 Printing a Braille Document.
When a Braille translation is involved during printing or embossing, the page numbers to be embossed or printed may be nominated.  For example, if the Braille document contains 6 pages each marked by "New Page" markers, these same 6 pages can be printed on the ink printer.  This feature may either be on a document-by-document basis or can be set to apply to all newly created documents.  
To access this feature on a document-by-document basis, open the document and go to the Format menu, Ink Print Settings, Translation Options, and move through the list to the "Suppress New Page Markers" item.  Set the "Suppress new page markers" to "No" which means that new page markers in a Braille document will cause new pages in the print document.  
If you want this to be the default setting for all newly created documents, from the Main Menu go to the File Menu, Translate File, Back Translation Options.  The "Suppress New Page Markers" option is the sixth item in this list.  Set it to "No," if you want a one-to-one correspondence between Braille pages marked with a new page marker and the translated print page.  
6.4 Embossing or Printing a Document.
The procedures for printing and embossing are exactly the same, except for the prompts that refer to either "print" or "emboss."  To avoid repetition, we only discuss embossing.  
To emboss a document, start at the KeyWord Menu and select "Emboss a Document."  KeySoft prompts:
"Emboss or Set up embosser?"
The Emboss option leads to a series of prompts to select and emboss a document.  The Set Up option allows the VoiceNote to be matched to the embosser.  
Assuming that the embosser has already been set up, you can proceed to emboss a document.  Press E for Emboss, and KeySoft prompts:
"Folder name? Press Enter for (name)"
If the document you want is not on the current drive, press BACKSPACE and select the new drive, then choose the folder and file names.  KeySoft prompts:
"Embosser ready?"
When you reach the "Embosser Ready?" prompt for the first time in a session, it is a good idea to turn the embosser off, then on again.  This ensures that its memory is cleared, and avoids spurious characters at the top of the page.  
To emboss just one copy of the whole document, press Y for Yes.  Embossing starts and you are returned to the KeyWord menu.  
If an embosser connected to the serial port produces random characters or nothing at all, the communications parameters are wrongly set.  These can be changed from the Embosser Set Up List.  This list is explained in Section 6.7.  
6.5 
Embossing Options.
If you only want to emboss certain pages, or you want several copies, then reply to the "Embosser Ready?" prompt by pressing N for No.  There follows a list of 3 settings that you may want to change.  KeySoft prompts:
"Start page number? Currently first page."
Enter the page number to start embossing from and press ENTER.  The suggested setting is the first page.  To check the page number range for the document, press SPACE with H.  After this setting, KeySoft prompts:
"Finish page number? Currently last page."
Enter the page number to finish embossing at and press ENTER.  The suggested setting is the last page.  KeySoft prompts:
Number of copies? Press Enter for one."
The suggested setting is one.  Type the number of copies you require and press ENTER.  KeySoft prompts:
"Embosser Ready?"
Press Y and the embosser should start immediately.  
KeySoft provides a means of pausing or abandoning output from VoiceNote to an embosser.  However many modern embossers store large amounts of data in their memory.  This allows your VoiceNote to transfer the data almost instantaneously.  Your chances of stopping the transfer of a large amount of information once started are slight.  You are left with the only option of turning off the power to the embosser to flush the unwanted data.  However if your embosser does not have a large memory the ability to pause or abandon embossing is still useful.  To pause or abandon embossing once started you must select the "Emboss a Document" option from the KeyWord menu again.  KeySoft now prompts:
"Embossing (name),"
where name is the name of the document being embossed.  To emboss another document press ENTER.  To pause embossing, press SPACE.  KeySoft prompts:
"Embossing of (name) Paused."
To restart embossing, press SPACE again.  
To abandon embossing the current document, press BACKSPACE with dots 1-4 followed by dots 1-5 to exit.  You are returned to the KeyWord Menu.  
6.6 
Embossing a Group of Documents.
You may wish to emboss or print all documents with a certain group of characters in their names.  To accomplish this, wild card characters can be included in a document name.  Refer to Section 13.12 for details of wild card use.  
As an example, entering the document name "NOTES," followed by the single character wild card, which is SPACE with dots 2-3-6, would cause all these documents to be selected:
NOTES1
NOTES2
NOTES3
You can also emboss or print all the documents in one folder.  To do this, proceed as for a single document, but at the document name prompt, press SPACE with dots 3-5, which is the multi-character wild card.  Remember that HELP provides a convenient list of the options available.  
6.7 The Embosser Set-up List.
When an embosser is first connected to the VoiceNote , the embosser set-up list should be checked and the settings changed if necessary.  You need to know about the paper size, the type of feed, and so on.  If you plan to use an embosser with a serial interface, you will also need to know its serial communications parameters before you can complete the setup.  
Once KeySoft has been set up for the embosser for the first time, it is strongly recommended that you emboss a test document as described in Section 6.7
To check or change the Embosser Set-up List, start at the "Emboss or Set-Up?" prompt and press S for Set up.  KeySoft prompts:
"Embosser Set-Up List".
To move along the list without changing values, press the SPACE bar repeatedly.  To move back along the list without changing values, press the BACKSPACE key repeatedly.  You can change settings by entering an appropriate new setting and pressing ENTER.  The items in the Embosser Set-up List are as follows:
6.7.1 Paper Length and Page Width.
These two prompts are for the length and the width of the paper used in the embosser, measured in embossed lines and cells.  Typical values are 25 and 40, but if you are not absolutely sure, use the test document described in Section 6.8 to determine what these settings should be.  
6.7.2 Use Form Feeds Between Pages.
The factory setting for this item is Yes.
6.7.3 Pause After Each Page.
For automatic sheet feeding or continuous stationery, leave this item at the factory setting of No.  If you have to feed individual sheets into the embosser, you should set it to Yes.  When you are actually using the embosser, load a new sheet when prompted to do so, and press ENTER to continue.  
6.7.4 Does Your Embosser Emboss Both Sides of the Page.
If your embosser embosses both sides of the paper, you should set this item to Yes.  Otherwise, leave it set to the factory setting of "No."  If you want to emboss a particular document single-sided, the appropriate setting should be changed in the Document Layout list, not here.  This is described in Section 7.3.3.8.  
6.7.5 Page Offset.
This defines the position of the left margin of the embossing, in cells from the left edge of the paper.  It is like an overall left margin which affects all embossing.  The factory setting is zero.  Values from 0 to 50 are allowable.  
6.7.6 Embosser Port.
You can select any of the following ports on the back of your VoiceNote as the embosser port:
Parallel port; press P then ENTER;
Serial port; press S then ENTER;
KeyWord confirms this setting by announcing:  "Serial."
Infrared port, press I and ENTER.  KeyWord confirms this setting by announcing:  "Infrared."
If you choose the parallel port or the infrared port, this is the end of the Embosser Set-up List.  Exit the list by pressing SPACE with E, confirm any changes you have made, and you are placed back at the "Emboss or Set-Up?" prompt.  If you have made any changes, you are strongly advised to use the test document to check the embosser set-up.  
If you plan to use an embosser connected to the serial port on the back of the VoiceNote , press S at the "Embosser Port?" prompt.  There are 4 further items in the Embosser Set-up List, relating to the serial connection, as follows.  
6.7.7 
Baud Rate.
You can type a standard baud rate to suit the embosser, or to step through the available rates, press SPACE with the st sign, dots 3-4.  
6.7.8 Parity.
The options are N, E, or O, for None, Even, or Odd parity respectively.  Press ENTER to complete the entry.  
6.7.9 Number of Data Bits.
The options are 7 or 8.  Press ENTER to complete the entry.  
6.7.10 Handshaking.
Responses are S for software handshaking, or H for hardware, then press ENTER to complete the entry.  This setting determines the way in which the embosser instructs KeySoft to start and stop the flow of data so that it can keep up.  Software handshaking is sometimes known as XON/XOFF handshaking.  
This is the end of the Embosser Set-up List for the serial port option.  To exit the list, press SPACE with E.  You are asked to confirm any changes you have made and you are then returned to the "Emboss or Set-Up?" prompt.  If you have made any changes, you should use the test document to check the embosser set-up.  
6.8 Testing the Embosser.
Once KeySoft has been set up for the embosser, it is strongly recommended that you carry out a test.  This can be very instructive because embossers behave in various ways, and may have internal settings which are not obvious.  Common problems are incorrect page length or width settings, which result in lines occasionally overflowing onto the next line, or pages with only one or two lines embossed on them.  
The only foolproof check is a real test.  KeySoft is supplied with two test documents for this purpose, and we strongly recommend that you use them when the embosser is first connected, or if changes are made to its set-up.  
To emboss the first test document, start from the Main Menu and press W for the Word processor, then E for Emboss a document, and E for Emboss.  Select the General folder, and then the document called "Embosser Test A."  Proceed to emboss this single page and examine the result.  The first line consists of a repeated sequence of the letters A to J.  The number of repeats in the top line, plus the last character, indicates how many cells can be embossed across the page.  For example, if there are 3 full repeats, and the last letter is I, you know that 39 cells can be embossed across the width of the page.  
Sometimes an embosser cannot emboss the far left-hand side of the page, and misses the first one or two cells, so you should also check that the first character of the first line is the letter A.  If not, note how many cells are missing and put this number in the Page Offset setting in the Embosser Set-up list.  Then repeat "Embosser Test A" to find the true embossed width of the page.  
Now emboss the second document, called "Embosser Test B."  This consists of two pages, with a number at the beginning of each line.  The lines are numbered sequentially.  Check the number on the last line on the first page, which might be 24, for example.  This is the number of lines that can be embossed on a page.  
Return to the Embosser Set-up list and set the Paper Length and Paper Width to the values determined in the tests.  This completes the Embosser set-up.  You should not need to change the settings in the Embosser Setup List, or carry out the embosser test again, unless a different type of embosser or paper is used.  
6.9 The Printer Set-up List.
This list contains similar items to the embosser set-up list, with some differences.  There is no double-sided option, and there is an additional item called "Printer Type," which determines how the font commands embedded in your text are translated for the printer.  The "standard" option is programmed into KeySoft and this is suitable for most printers if you do not require any special fonts.  If you require Bold and Italics to be printed you should choose a driver appropriate to your printer.  If you want to change the Printer Type, press Y and ENTER, and KeySoft prompts:
"Printer name? Press Enter for (name)"
Select a printer name in the same way as choosing a filename, by pressing SPACE repeatedly to review the list of files and selecting one by pressing ENTER.  Printer Types for a range of popular printers are included in a folder on the KeySoft System Disk called "Printers."  If your printer model is not in the list, it will probably print special fonts correctly if you select "HP DeskJet and LaserJet."
6.10 
Testing the Printer.
There are two printer test documents that may be used to check the printer set-up, in a similar way to the embosser.  You may require sighted assistance to check the results of this test.  
Print the first document, called "Printer Test A."  Check the top line, which consists of the repeated sequence of the digits 1 through 9 and zero.  Use the number of full repeats and the final digit to determine the number of printable columns across the width of the page.  If a number of digits are missing at the start of the line, set the Page Offset to this number and run "Printer Test A" again to determine the printable page width.  
Print the second test document, called "Printer Test B," and count the number of lines that can be printed on a page.  
Return to the Printer Set-up list, and set the Paper Length and Paper Width to the values determined in the tests.  This completes the tests.  You should not need to change the settings in the Printer Setup List, or carry out the printer test again, unless a different type of printer or paper is used.  


End of Chapter 6.  


7 Advanced Word Processing.
This chapter describes some of the advanced features of KeyWord that allow you to create documents with more complex formats, and quickly make extensive changes to a document.  It also discusses the ink-printing of braille documents and handling documents of differing types, such as text or Microsoft Word.
The content of this chapter is probably one of the more involved in the VoiceNote User Guide, but the elegance of KeyWord is such that often the default format settings more than adequately cover document formatting needs.  It is suggested that you read the overview presented in the next section, and confine your initial reading of the remaining sections to areas of specific interest to you.  As you become more familiar with KeyWord, revisit specific sections to maximize your understanding and use of the VoiceNote.
7.1 Overview.
We commence this chapter by defining the difference between "braille" and "text" documents and how the VoiceNote handles them.  A braille document is prepared in essence, for reading on the VoiceNote or embossing.  An ink-print document for presentation in ink-print format.
Because this User Guide concerns the VoiceNote fitted with a braille style keyboard, we assume that you will primarily be working with braille documents.  For this reason, we first consider working with braille documents.  Towards the end of the chapter we consider working with text documents.
First we look at how the format of a braille document is controlled.  Here we consider Line layout, Page settings, and commands for centering and justifying braille.
Next we consider the parameters associated with taking a braille document, and performing the "on-the-fly" translation of this document to provide output to a standard ink printer.
Block commands are then discussed.  We look at the capability to quickly manipulate large blocks of text and generate form letters.
We then consider a number of miscellaneous items that facilitate reviewing document content, and the insertion of the date, time, or calculator result into a document.  The use of binding spaces and the ability to paste address details from the Address List is also discussed.
Saving a document to the same or a different disk drive is considered next, along with abandoning the document without saving changes.  The procedure to save documents as different document types is also discussed.
KeyWord's ability to create and open text documents is looked at next, together with the "on-the-fly" translation of these documents for braille embossing.
Finally, we consider saving and restoring default format settings for a document and Unicode character support for extended characters.
7.2 Document Types.
It is worth remembering that for a VoiceNote fitted with a braille style keyboard, the default factory setting creates all new documents in braille format.  Conversely, for a VoiceNote with a computer style keyboard, the default factory setting creates a text document.  If you don't wish to use these default settings, you have the option of selecting your own desired document type from the Setup Options in the KeyWord menu.
For convention, documents created by VoiceNote and stored in KeyWord Braille format, are referred to as braille documents.  VoiceNote can also create and open documents that have other file types.  For example, text documents, Microsoft Word, Rich Text Format, ASCII, WordPerfect 5.1 for DOS, and KeySoft Version 2 braille and text.
For the purposes of this chapter, the term text document encompasses all file types except braille documents.  That is, KeyWord Text, Microsoft Word, Rich Text Format, ASCII, WordPerfect 5.1, and KeySoft Version 2 Text documents are all considered to be text documents.
Text documents are often created to share information via the ink-print medium, or via a computer screen.  As such, the page and line layout of a text document is often related to standard paper sizes handled by ink-print printers.
Braille documents, on the other hand, are usually created with the intention of being embossed on braille paper, or read on an electronic braille display.
One of KeyWord unique features is the ability to open and create documents of different types.  Documents created on the VoiceNote are predominantly KeyWord Braille documents.  These documents can be "seamlessly" shared with other products in the BrailleNote family, output to a braille embosser, or printed on an ink print printer.  Printing a KeyWord Braille document is as simple as choosing the print option rather than the emboss option from the KeyWord Menu.
KeyWord can save documents to any of the file types listed earlier.  These documents can be reviewed and edited using standard commands.  Because KeyWord can open these differing document types, you can directly open a Microsoft Word document, for example, review and edit its contents, and make a print or braille copy of the document or parts thereof.

Text documents can be opened or created, and reviewed and edited from the VoiceNote braille style keyboard.  Text may be input using 6 or 8 dot computer braille and VoiceNote provides computer braille tables for both the US and British conventions.  Printing or embossing a text document is as simple as choosing either the printer or embosser option from the KeyWord Menu.
7.3 Formatting a Braille Document.
7.3.1 Introduction.
The format of a braille document, that is a document prepared for reading on the VoiceNote or embossing, is determined by the settings in the Layout List, Page Settings List, and by individual commands for centering and justifying braille text.
The settings associated with taking a braille document, and performing the "on-the-fly" translation of this document to provide output to a ink printer, are determined by the items in the Style of Presentation List, and the Ink-print Settings Menu.
The preparation of "Template documents" for use with the address list and text files is controlled from the Template Menu.
7.3.2 The Format Menu.
Commands and settings to format braille text are grouped under the Format Menu.  To access the Format menu while you are editing a document, press SPACE with "t h e" sign, which is SPACE with dots 2-3-4-6.  As usual with menus, you can review the menu by pressing the SPACE key repeatedly and select an item by pressing ENTER, or just press an initial letter.  For really fast access, many items are also available through Quick Commands.  These are key combinations using SPACE, or BACKSPACE, or ENTER.  The Quick Commands for the Format Menu are listed in the Command Summary, Chapter 15.
In the following discussion a paragraph is defined as a group of words that ends with a new line indicator.  
The Format menu for a braille document comprises the following 7 items:
7.3.2.1 Layout.
This item allows you to review and change options that control the layout or formatting of the braille document, such as tabs, indents, page numbering, etc.  It is described in section 7.3.3.
7.3.2.2 Center a line.
This item centers a line or paragraph.  It is described in section 7.3.5.
7.3.2.3 Right justify a line.
This item aligns a line or paragraph so that each line ends at the right margin.  It is described in section 7.3.6.
7.3.2.4 Style of presentation.
Styles of presentation are used when a braille document is translated and reformatted into a text document, for example, before being printed.  They allow you to control the way paragraphs, headings, etc. are formatted in the text document independently of the braille document's formatting.  They are described in section 7.4.1.
7.3.2.5 Ink-print settings.
This item allows you to review and change options that affect the way a braille document is translated or reformatted as a text document.  It is described in section 7.4.2.
7.3.2.6 Page Settings.
This item allows you to review or change the page layout of the braille document.  It is described in section 7.3.4.
7.3.2.7 Template Menu.
This item contains options that are used when preparing a Template Document for use with the Address List.  This is described in section 10.10.
7.3.3 Layout of a Braille Document.
The Layout option presents a list of settings that determine the layout of a braille document, such as the left and right margins.  You can change a layout setting at any point in a document.  The setting takes effect from the last new line indicator and a new layout indicator appears immediately after the new line indicator to indicate that one or more layout settings have changed at that point.  
Remember that this indicator is never embossed; it is there to indicate that the layout changes at this point.  It is the effect of the layout change that you will see when you emboss the document not the indicator itself.
The New Layout affects only settings that you actually change.  Settings that you do not change continue as they were in the previous paragraph.  A change to a setting applies from that point until the end of the document, or until the same setting is changed again.  Whether or not a setting has been changed in the current paragraph is indicated by the word "changed" or "unchanged" in the prompt for each setting.  For example, if you change the Left Margin, it is announced in the form:
"Left Margin 12.  (changed)".
The word "changed" indicates that settings earlier in the document do not affect the left margin of this or subsequent paragraphs.  For example, a document has a suggested left margin of 10, and it contains 3 paragraphs.  Assume that you change the left margin of the second paragraph to 15, so it is announced as "changed".  The left margin for paragraph 1 is 10, and the left margin for paragraphs 2 and 3 is 15.
If you now set the left margin of the first paragraph to 12, the left margins are 12, 15, and 15 for paragraphs 1, 2 and 3 respectively.  Notice that the margins of the second and third paragraphs have remained at 15.
Now if you need to change the right margin for the whole document, move to the top of the document and use the Layout List to make the change.  The new right margin applies to the whole document.  New Layout does not affect it in the second paragraph because only the Left Margin was changed at that point.
To check or change Layout settings, position the cursor anywhere in the paragraph where you require the change and enter the Format menu by pressing SPACE with "t h e" sign, that is SPACE with dots 2-3-4-6.  Select the "Layout" option and KeySoft announces:
"Layout List".
You can review the settings by pressing SPACE.  Make changes by brailing a new value when the current one is announced, followed by ENTER.  If a setting has been changed in a paragraph, you can clear it so that the setting in the preceding paragraph continues to take effect.  To do this, use the Clear Field command, SPACE with dots 3-5-6.
The Layout List for a braille document consists of the following items:
Indent first line of paragraph.
Indent rest of paragraph.
Tab stops.
Line Spacing.
Emboss page numbers.
Page number position.
Emboss both sides of the paper.
Left margin.
Right margin.
Word wrap.
The items in the Layout List are now discussed.
7.3.3.1 
Indent First Line and Indent Rest of Paragraph.
These settings allow a number of indenting styles to be set up.  For example, they can provide the braille convention of starting each paragraph with two spaces, indent a whole paragraph, or provide a "hanging indent" where the first line of a paragraph starts at the left margin but subsequent lines are indented.  
Indent First Line causes just the first line of each paragraph to be indented from the left margin by a chosen number of cells.  Indent Rest of Paragraph causes all lines in a paragraph, except the first, to be indented by a chosen number of cells.  A whole paragraph can be indented by setting Indent First Line and Indent Rest of Paragraph to the same number of cells.  Remember that if these settings are changed, the changes apply for the remainder of the document or until the settings are changed again.
To change a setting type the required number of cells and press ENTER.  A number sign is not required.
The settings for Indent First Line and Indent Rest of Paragraph are entirely independent of the Tab Settings that can also be used to indent a paragraph.
7.3.3.2 Tabs.
Tabs provide a way of moving the cursor to predetermined positions on the line, and are used primarily to align columns of text.  There are 10 tab stops, numbered 1 to 10.  The first is measured in cells from the left margin, then each subsequent stop is measured from the previous one.  Each tab stop has an initial setting of 3 cells, so the actual positions are 4, 7, 10, 13, etc.
Suppose you are editing and the cursor is at cell 8.  Press SPACE with T to insert a tab indicator, and the cursor will move to the next Tab stop, which is cell 10.  If you then start typing, the text starts at cell 10.  If you do the same on subsequent lines, a column of text is formed, starting at cell 10.
To review the tab stop settings, enter the Format menu by pressing SPACE with "t h e" sign, dots 2-3-4-6 and select the Layout option.  Press NEXT or SPACE repeatedly until "Tab stops" is announced, and press ENTER.  You can then review the tab settings by, once again, pressing SPACE repeatedly.  To determine which column number a particular tab falls on, you can press SPACE with the "w h" sign,  dots 1-5-6 while reviewing the tab list.
When setting up tabs, first determine the number of columns you need and the maximum width each column must be.  Now set Tab 1 to the width of the first column, Tab 2 to the width of the second column, and so on.  If you later need to adjust the width of a particular column, simply change the setting for that particular tab stop.  The width of all other columns remains the same, but if you increase a tab setting, check that you have not pushed a high-numbered tab stop off the page.  To change a Tab stop, move to the tab stop number that you want, as if you were reviewing the setting, then type the required value and press ENTER; a number sign is not required.  Make any other changes you require and then press SPACE with E.
7.3.3.3 Indenting Tabs.
Any tab stop can be defined as an "Indenting Tab".  Indenting tabs allow you to inset either a whole paragraph, or all but the first line of a paragraph.  They are most often used when creating numbered lists and outlines, where the first line of each paragraph starts with a number followed by a tab and the rest of the paragraph is indented underneath that tab.  The indent created by an Indenting Tab applies only to the paragraph containing the Tab.  Forcing a new line by pressing ENTER releases the indent and the text continues back at the left margin.  This is the main difference between Indenting Tabs and indents created using the First Line and Rest of Paragraph Indent settings described in section 7.3.3.1 above.
To set any particular Tab stop to be an Indenting Tab, type the letter I before the value.  For instance, typing: "letter sign (dots 5-6), I, number sign (dots 3-4-5-6) 5", after the value of Tab 1 is announced, makes Tab 1 an indent 5 cells in from the left margin.  With an indent set in this way, you can inset a paragraph by 5 cells by pressing SPACE with T once at the start of the paragraph and the entire paragraph is indented 5 cells.  
7.3.3.4 Semicolon Tabs.
Presenting data in columns within the available page width is not always possible in braille.  Where this is the case, columns are often denoted by a semi-colon and a space.  You could do this by simply typing a semicolon after each column entry, but if you also want to ink-print the document and use columns rather than semicolons in the print-out, Tabs must be used.  To provide for this, a special Semi-colon Tab is available.  This appears as a "Tab" in the braille document that always takes up two cells.  When the document is embossed, a semicolon and a space are embossed.  When the document is ink-printed, the text is lined up in columns.  If you want to use this convention, set each Tab stop by typing the letter S, and no number.
7.3.3.5 Line spacing.
This allows single or double line spacing to be selected.  To change the setting, type S for single, or D for Double.
7.3.3.6 Emboss Page Numbers.
You can choose to have pages automatically numbered or not as you wish.  Press Y or N as required.  If you do not want a number on the first page of a document, turn off the page numbering at the start of the first page, and then turn it on at the start of the second page.
7.3.3.7 Page Number Position.
If you choose to emboss page numbers, they can be placed in one of 6 positions on the page.  You can select the top or bottom line by pressing T or B, then select left, center or right by pressing L, C, or R.  If there is no top or bottom margin to accommodate the page number, the center position is not available, and a clearance of two spaces is put between the page number and the text when the left and right positions are used.
7.3.3.8 Emboss Both Sides.
If you have selected the double-sided option in the Embosser Set-up List, you can choose whether to emboss the current document on one side or both sides of the paper.  This choice is not presented if your embosser is set up as single-sided.  This option would normally be set at the beginning of a document. If you want to change this setting part way through a document, the safest way is to force a new page then change the setting at the beginning of the new page. The results may be unpredictable if the setting is changed in the middle of a page.
7.3.3.9 Left Margin.
This is the position of the left edge of the embossing, counted in cells from the extreme left embossing position.  A left margin of 0 means that embossing starts as far left as the embosser can go.  The left margin is usually set at 0 when a new document is started.  No number sign is needed when entering a value.
7.3.3.10 Right Margin.
This is the position of the right edge of the text, counting back from the last cell position on a line. The assumed value is 0.  No number sign is needed when entering a value.
7.3.3.11 Word Wrap.
This is the process by which text automatically continues on the next line when there is not enough space for another word on the current line.  The initial setting of Word Wrap for a new document is "On" and, unless you plan to write computer programs using KeyWord, you will probably always leave it switched on.  Computer programmers may want to switch it off and use a very large Paper Width setting to avoid carriage returns being inserted automatically in their program lines.
If word wrap is switched off, a beep sounds 10 cells before the right margin is reached, and you must decide where to start a new line by pressing ENTER.  To change the word wrap setting, press N to switch it On or F to switch it Off.
This is the last item in the Layout list.  Methods of reverting to initial settings and changing initial values used for new documents are discussed in section 7.19.
7.3.3.12 Layout Indicator.
When you change one or more layout settings, a New Layout indicator appears at the start of the paragraph to indicate that the layout has changed at that point.  Remember that a paragraph is a group of words that ends with a new line indicator.  You can locate Layout markers with the Find command, SPACE with F, using the search string BACKSPACE with L.  A Layout indicator can be deleted like any other character. This has the effect of canceling all changes made by the new layout, leaving all layout settings the same as they were in the previous paragraph.
7.3.4 Page Settings for a Braille Document.
This group of settings applies to the entire current document.  The Page Settings List contains 5 items, as follows:
First page number.
Paper length.
Paper width.
Top margin.
Bottom margin.
You can change the Page Settings at any point in the document, and the change applies to that whole document.  Enter the Format Menu by pressing SPACE with "t h e" sign, dots 2-3-4-6 and select the "Page settings" option.  KeySoft announces:
"Page Settings list".
This is a list of the current settings for that document.  You can review the values by pressing SPACE repeatedly.  Make changes by typing a new value when the current one is announced, followed by ENTER.  To return to the document, press SPACE with E.  If you have made changes, KeySoft asks:
"Confirm changes?"
Press Y to confirm the new settings, or N to abandon the changes.  You are then returned to the document.
The Page Settings List for a braille document consists of the following 5 items:
7.3.4.1 First Page Number.
This is the number that appears on the first page of the document, if you choose to have your pages numbered.  When you create a new document this is set to 1, but if your document was just one chapter of a larger document, you might want to start numbering at a higher number.
Suppose you had typed a large report as two separate documents.  The first document might contain pages 1 to 12, and the second, pages 13 onward.  The first document would be printed with a "First Page Number" of 1, the second with 13.
7.3.4.2 Paper Length and Width.
These settings define the length and width of the paper that is used when this document is embossed.
Usually you will use your standard braille paper when embossing a document and you will have already set the Page Length and Page Width settings in the Embosser Setup list to the correct values for this braille paper, as discussed in section 6.6.  In this case, leave the Paper Length and Width settings in the Page Settings List set to the standard embosser settings.  If you later change the size of the braille paper you are using in your embosser, you only have to change the settings in the Embosser Setup List.  However, if you always want to use a special Paper Length or Page Width for a particular document, then change the settings for that document here accordingly.
If the Paper Length is set to the standard embosser settings when you review the Page Settings list, the following prompt is announced:
"Paper length?  Using the standard embosser setting of x".
This indicates that the setting is the same as the value in the Embosser Setup list.  If you change the setting here in the Page Settings List, the prompt is:
"Paper length?  l",
where l is the paper length in lines.  In this case the embosser setting is being over-ridden for this document.  To reset the paper length or width to match the value in the Embosser Setup list, use the Clear Field command, SPACE with dots 3-5-6.
7.3.4.3 Top and Bottom Margins.
These are the number of blank lines left at the top and bottom of the page when embossing.  The initial values for a new document are both zero.
These are the last items in the Page Settings list.  The method of changing the initial values is discussed in section 7.19.
7.3.5 Center a Braille Line.
You can position a line of text mid-way between the left and right margins.  To do this, place the cursor anywhere on the line, and press SPACE with dots 2-3-4-6 for the Format menu, then C for Center.  The line of text is centered horizontally.  To maintain the centering effect with long lines, text in excess of 90% of the usable page width overflows onto the next line.  To indicate centered lines a special indicator is placed at the beginning of the line.
Centering applies to the whole of a paragraph.
7.3.6 
Right Justify a Braille Line.
A line of text can be right-justified so that the last character is positioned on the right margin.  To do this, place the cursor anywhere on the line, and press SPACE with dots 2-3-4-6 for the Format menu, then R for Right Justify.  To indicate a right justified lines a special indicator is placed at the beginning of the line.  Right justification applies to the whole of a paragraph.  A line cannot be both centered and right justified; it can only be one or the other.
7.4 Formatting a Braille Document for Ink-printing.
When you compose a braille document, you normally follow braille layout conventions.  However, when you come to ink-print a braille document, or translate it to a text document as described in Chapter 13, you generally want to use different layout conventions for the printed text.  For example, new paragraphs can be indicated differently, attributes such as bold can be used, and even the text itself can be different in places.  You could translate the braille document into a text document, and then use KeyWord to format the text document according to ink-print conventions, before printing it.  That task would soon become tedious, especially if you then modify the braille document and have to repeat the entire process.  You would also have a braille and a text version of the same document, and these could easily get out of step if you make modifications.
KeySoft therefore allows you to control the ink-print layout from within the braille document, so that it can be printed directly and is formatted in ink-print completely independently of its braille formatting.  The Format menu contains two items for this, called: "Style of Presentation", and "Ink-print settings".
7.4.1 Style of Presentation linked with a Braille Document.
KeySoft allows you to indicate various ink-print styles.  These do not affect the layout of the braille document, but when you print it, or translate it to a text document, KeySoft uses the indicated styles to translate the layout from the braille convention to an ink-print convention.  For example, in braille you might have sub-headings on a new line and indented 4 spaces.  In ink-print, however, you might want a sub-heading in bold print with a blank line before and after it.
There are 6 styles of presentation that cover the presentation styles found in most documents.  These are as follows:
Paragraph.
Heading.
Sub-heading.
Outline.
Lines.
Identical to source
To check or change a style, locate the cursor anywhere in the paragraph and press SPACE with dot 2-3-4-6 for the Format menu, then S for Style of presentation.  KeySoft announces the style of the current section of text.  If you wish to leave the Style unchanged, press ENTER.  Alternatively, you can review the available Styles by pressing SPACE repeatedly and choose a new Style by pressing ENTER, or press the initial letter of your choice.  Settings apply from the start of the current paragraph following a New Line indicator, and a change is indicated by a "Style" indicator.
Use the styles by marking the beginning of each part of your document according to its style, whether it is a heading, subheading, paragraphs of text, an outline or numbered list, or just single lines of information, such as the address at the top of a letter.  When you then print or translate the document, the styles are used to reformat each part appropriately.  While the names represent typical uses, the format produced by each style can be altered to suit your taste or purpose.  This is described in section 13.15.9 and section 13.15.10.
Setting styles is best done when you are brailing the document but the style indicators can be added later.  Get into the habit of doing it and you will have perfectly formatted print documents.
The Styles are now described.
7.4.1.1 Paragraph.
This is the initial style for a new document style.  While paragraphs in braille might start on a new line indented by two spaces, paragraphs in a text document might have no indentation, and be separated by a blank line.  While this is the formatting convention for paragraphs, the Back Translation Options described in section 13.15.9, allow you to change it to suit your needs.  A Paragraph Style indicator is placed in the document.
7.4.1.2 Heading.
Regardless of how a heading is formatted in braille, in ink-print two blank lines are placed above and below the heading and it is centered and in bold font.  If a heading takes up more than one line, each subsequent line is also centered and in bold font.  A blank line in braille produces a blank line in ink-print.  The heading style continues until another style indicator changes it, or two or more blank lines are encountered.  In the latter case the style reverts to "Paragraph".  Once again, this is the suggested formatting convention for headings.  It can be changed by altering the Back Translation Options as described in section 13.15.9.  A Heading Style indicator is placed in the document.
7.4.1.3 
Sub-heading.
In ink-print a blank line is left before and after a sub-heading.  The sub-heading is bold, and starts at the left margin.  Sub-headings can take up more than one line, but the first blank line returns the style to "Paragraph".  A Sub-heading Style indicator is placed in the document.
7.4.1.4 Outline.
This style is used where you have numbered paragraphs or an outline.  Usually each item starts on a new line, with subsequent lines belonging to that item being indented.  This format is not retained in ink-print, instead a blank line is left between items whether or not there is a blank line in braille.  Another style indicator or two or more blank lines terminates Outline Style, and in the latter case the style reverts to "Paragraph".  An Outline Style indicator is placed in the document.
7.4.1.5 Lines.
This style is used to show that the text is a series of separate lines all starting at the left margin.  It might be used for the address at the top of a letter, for example.  Each New Line in braille starts a New Line in print.  Each blank line in braille causes a blank line in print.  Another style indicator, or two or more blank lines causes the style to revert to "Paragraph".  A Line Style indicator is placed in the document.
7.4.1.6 Identical to Source.
You can use this style to preserve the formatting of a section in a braille document when it is printed or translated.  This style continues in effect until another style is encountered. An Identical to Source Style indicator is placed in the document.
7.4.2 
Ink-print Settings linked with a Braille Document.
These settings can be used when you are editing a braille document to control the format of the document when it is printed, or translated to a text document.  To access the Ink-print settings menu when you are editing a braille document, press SPACE with dots 2-3-4-6 for the Format menu, then I for Ink-print settings.  You can review the list and select an item in the same way as all KeySoft menus.  The Ink-print settings menu contains the following 6 items:
Layout.
Inclusion.
Start ink-print exclusion.
End ink-print exclusion.
Translation options.
Page settings.
These items are discussed now.
7.4.2.1 Ink-print Layout.
The settings for a braille document, such as left and right margin, are accessed from the Format menu by selecting Layout.  In contrast, when you are preparing a braille document for printing or translation, you may need to check or change the settings that are used for ink-print.  These can be accessed from the Format menu by selecting Ink-print Settings, and then Layout.
The Ink-print Layout list contains a similar group of settings to the braille list, including indents, left and right margins, tabs, page number enabling, line spacing and word wrap, but the values are for ink-print.  The initial values for new documents are Left and Right Margins of 10 columns, or one inch, and Tab Stops of Indent 5.
An additional setting in the Ink-print Layout list is Justification.  This style is used in most printed newspapers and magazines, and spreads the words out so the last character of each line is at the right margin.  It gives the text a tidy appearance, with both sides of the text being straight, but spacing between some words is increased.   It is a matter of preference which way you set this option.  The initial setting is off.  To change the setting, press N for On or F for Off.
Values that you set in the Ink-print Layout are used when your braille document is printed on an ink-print printer, or translated to a text document.  They do not affect the layout of the braille document.
7.4.2.2 Ink-print only Inclusion.
You may want to include text or formatting commands in the ink-print version that are not required in the braille version.  For example, you could add an explanatory note, underline a word, or force a new page.  To do this, select the "Inclusion" option in the Ink-print Settings Menu.  KeySoft prompts:
"Ink-print-only inclusion?"
In response to this prompt, type the text that you want to appear in the ink-print version and press ENTER.  You can also include the following formatting commands:
New line:	press SPACE with "e n" sign, dots 2-6.
New page:	press SPACE with P.
Tab:	press SPACE with T.
Center line:	press ENTER with C.
Right justify line:	press ENTER with R.
Underline:	press ENTER with U.
Font:	Press ENTER with F.
There is a description of the last two items, Underline and Font, in sections 7.18.3 and 7.18.4.
You can review the document for inclusion markers, and delete them like any other character.  To review or edit the text of an inclusion, position the cursor on the inclusion marker and select the Inclusion option again.
7.4.2.3 Ink-print Exclusion.
Conversely, there may be text or formatting commands in the braille document, such as the description of a table layout, which you may want to exclude from the ink-print version.  This is done by marking the start and end of the text or formatting commands you want excluded, as follows:  With the cursor at the required point, select "Start ink-print exclusion" from the Ink-print settings menu.  KeyWord marks the position with a special "Start ink-print exclusion" indicator.  Now type the text or formatting commands that you do not want to appear in the ink-print version, and select "End ink-print exclusion" from the Ink-print Settings Menu.  KeyWord marks the position with a special "End ink-print exclusion" indicator.
Note that you can also add these markers to existing text, if you wish.
7.4.2.4 Translation Options.
This group of 9 settings affects the way in which the current braille document is reformatted when it is translated to a text document or printed on an ink-printer. The Translation option indicator is inserted.  Settings apply from the start of the current paragraph, and can be changed at chosen points throughout the document.  The initial values are covered in section 13.15.9, as well as other translation settings that are not available while editing.
To access the ink-print translation options, select the "Translation options" from the Ink-print Settings Menu.  The settings are as follows:
What type of paragraph boundary is used in the source document?
Interpret larger boundaries as paragraphs also?
New Line translation option?
Convert braille italics to italics font?
Include two spaces between sentences?
Suppress New Page markers?
Include a blank line between items in outline style?
Revert to Paragraph Style After How Many Blank Lines?
Translation find and replace.
The last item allows you to replace a particular formatting sequence with another, as part of the translation process.  For example, the braille document might use 3 spaces anywhere on a line to indicate the start of a new paragraph, and New Line indicators in the text document could replace these.  To set up this sequence, at the "Find?" prompt type:
ENTER with b, three times, followed by ENTER.
this sets up the "Find?" string of 3 spaces, then at the "Replacement for 3 spaces?" prompt type:
SPACE with dots 2,6 followed by ENTER.
this sets up the "Replacement?" string of one New Line.
7.4.2.5 Ink-Print Page Settings.
When you translate a braille document to a text document, or print a braille document on an ink-printer, a group of page settings is used for the entire printed copy or text document.  To access the Ink-print Page Settings, select "Page Settings" from the Ink-print Settings Menu.  KeySoft announces:
"Ink-Print Page settings list."
This is a similar group of settings to the braille list, comprising first page number, paper size, and top and bottom margins.  The initial values for Page Length and Page Width follow the values in the Printer Set-up List, and a prompt indicates if a setting is changed.  The initial top and bottom margins are 6 lines, or one inch, suitable for ink-print.  The Ink-print Page Settings indicator is positioned at the top of the document.
Values that you set here are used in the printed or translated versions of your braille documents, but do not affect embossing.
7.5 Block Commands.
7.5.1 Introduction.
The ability to manipulate blocks of text is an invaluable editing aid because it lets you mark a passage and delete it, move it, or copy it.  This saves typing time and avoids the introduction of new typing errors.  Blocks can be moved from one location to another within a document, copied repeatedly throughout a document, or transferred from one document to another.  A block can be copied from one KeySoft task to another.  For example, you can copy text between the Word Processor, Planner, E-mail and Address List.
A "block" of text means any continuous section of text.  A block can be any size from a single character, a few words, a sentence, a couple of paragraphs, all the way up to an entire document.  You define a block of text by marking one end and then moving the cursor to the other end of the block.  If you want to keep the block marked for future reference you can insert markers at each end of the block.  You can then move or copy the marked block in a three-step procedure:
Step 1)   Move or copy the block to the clipboard.-
Step 2)   Move to where you want to insert the block.
Step 3)   Paste the clipboard to the required place in the text.
The clipboard is simply a temporary storage place for the block of text.  It is provided automatically when you use a command that requires the clipboard.  The word "paste" comes from the old practice of cutting out a section of printed text from its page and pasting it back in a different place.
7.5.2 Block Commands Menu.
This menu provides all the commands needed to mark a block and manipulate it.  These Block Commands are accessed through the Block Commands Menu, which you can enter by pressing SPACE with B.  There are 12 items in the menu, in alphabetical order as follows:
Append block to clipboard,
Copy block to clipboard,
Delete block,
Insert file,
Move block to clipboard,
Paste clipboard,
Read block,
Store block,
Top marker insertion,
Bottom marker insertion,
Erase file and exit Keyword,
Zap, erase the block markers.
Items on the menu can be selected in either of the usual ways.
7.5.3 Marking a Block.
Before performing any block operation, you must define the block.  Marking the top and bottom of the text you wish to manipulate does this, or alternatively you can mark one end of the block of text and move the cursor to the other end of the block you wish to select.  Follow these two steps to mark a block:
Step 1)  Move the cursor onto the first character you want included in the block, enter the Block Commands Menu by pressing SPACE with B, and select the "Top marker insertion" option.  You are returned to the document and a marker appears in the document to indicate the top of the block.
Step 2)  Now move the cursor just past the last character you want included in the block.  You are now ready to enter the Block Commands Menu and move, copy, or delete the block of text.  Alternatively, you can enter a bottom block marker, so that the chosen block remains defined.
Another way of marking a block is with a Quick Mark command.  These commands automatically mark a character, word, sentence, line, paragraph or section.  Just position the cursor, select the Block Menu and use the following commands:
Mark character under cursor,	press SPACE with dots 3-6.
Mark word under cursor,	press SPACE with dots 2-5.
Mark sentence under cursor,	press SPACE with dots 1-4.
Mark paragraph under cursor,	press SPACE with dots 2-3-5-6.
The selection of sentences and paragraphs can be changed to lines and sections by the Reading Mode, as described in section 7.6.
Although it is called "Top of Block" it does not matter which way around you mark a block of text.  Only one block can be marked within a document at a time.  To move the block marker, just mark a different position.  You can check the position of the block marker by reviewing the text with commands such as reading forward a word using SPACE with dot 5.  You can perform other editing functions without affecting the block marker.  It is even saved with a document.
7.5.4 
Read Block.
You can have KeySoft speak a block of text to check that you have marked it correctly.  To read a block, press SPACE with B, for the Block Menu, then R, for "Read".
KeySoft says, "Block read",
speaks the text in the block and returns you to the Block Menu.  Like the other reading commands, you can press BACKSPACE with ENTER at any time to stop the cursor at that point, or press SPACE with E to abandon the reading and move the cursor to its final position.
7.5.5 Copy Block to Clipboard.
This command allows you to copy a block of text to the clipboard.  To do this, first mark the block of text you wish to copy.  Then enter the Block Commands Menu, select the "Copy block to clipboard" option and the marked block of text is copied into the clipboard replacing any text already in there.  The original text and the cursor position, remains unchanged.
Block commands can take a few seconds if a large block of text is involved.
7.5.6 Append Block to Clipboard.
This command is similar to "Copy Block to Clipboard".  The difference is that the marked block of text is added to, or appended to, the current contents of the clipboard instead of replacing it.  This allows you to build up a phrase or a list of items in the clipboard.  To append a block to the clipboard, first mark a block of text.  Then enter the Block Commands Menu, select "Append block to clipboard", and the marked block of text is copied into the clipboard, and placed after any existing contents.  The original text, including the block markers and the position of the cursor remains unchanged.
7.5.7 Move Block to Clipboard.
This command allows you to remove or cut a block of text from its place in the document, and put it into the clipboard.  To do this, first mark the block you wish to move.  Then, enter the Block Commands Menu, select "Move block to clipboard" and the marked block of text is removed from the document and placed in the clipboard replacing any text already there.
7.5.8 Paste Clipboard.
This command allows you to copy the contents of the clipboard into a document.  Before using the "Paste" command, you should have copied or moved the required block of text into the clipboard.  To paste the clipboard, position the cursor at the exact spot that the first character of the text in the clipboard should appear.  This can be in the original document, or you can exit the original document and select another.
Enter the Block Commands Menu, select "Paste block", and the text in the clipboard is inserted at the cursor position.  The cursor is on the first character of the pasted block, and the word under the cursor is spoken.  There is no block marker in the pasted text.
The contents of the clipboard are not be changed by a paste operation.  This allows you to paste the same block of text to various places without needing to copy or move the block to the clipboard again.
The contents of the clipboard are preserved while you carry out any other functions with the VoiceNote.  For example, you can copy a passage to the clipboard, select the Planner, then return to the Word Processor and the clipboard contents is unchanged.
If necessary, the contents of the clipboard are translated to suit the type of document it is being pasted into.  This means that you can directly paste a section of a text document into a braille document, for example, and the text is translated into braille of the grade in use at the insertion point.
7.5.9 Delete Block.
This function completely removes a marked block from your document.  It is useful for deleting large amounts of text.  To delete a block, first mark the block of text you wish to delete.  Then enter the Block Commands Menu and select "Delete block".  KeySoft announces:  "Delete block.  Sure?".  To confirm the deletion, press Y, or, if you decide not to delete the block, press N.
7.5.10 Changes to Text Format.
When you paste a passage into an existing document, make sure that any spaces at the beginning or end are correct.  The most common problems are too few spaces at the beginning, or too many at the end.  The marked block can contain formatting indicators like New Page indicators, and these are copied or moved and pasted with the block.  The exceptions are indicators such as Line Break and Page Break, which are only relevant to the original document.  After doing a Block Move, Copy, Delete, or File Insert, you should check the document layout to ensure that it has not been upset by the block manipulation.
7.5.11 Store Block.
This command allows you to store a block of text in another file, instead of in the clipboard.  The other file may already exist, or you can create it as part of the Store Block process.  To store a block, first mark the block of text you wish to store.  Then press SPACE with B, for the Block menu, followed by S, for "Store".  KeySoft prompts for the drive, folder and name of the file to store the block in.  Select these in the usual way.
If you are storing the block in an existing file, you are offered the options of appending the block to the bottom of the file, or replacing the complete file.
You can store a block of text directly to file of another type if you wish.  This might be a text document when you are editing a braille one, or it could be a Microsoft Word document, for example.  To create a file of another type press BACKSPACE with X repeatedly at the filename prompt until the type of file you are looking for is spoken.  To select an existing file, type its name or use the list of files to find it.  In the list of files you can change the type of the file announced by pressing SPACE with X repeatedly.  To change between braille and computer braille entry at the filename prompt, press SPACE with X repeatedly.  Braille is suitable for entry of KeyWord document names and computer braille is suitable for entering the name of any file.
If you need information about the selection of a directory or filename, you can find this in section 13.12.  When storing to an ASCII file, KeySoft uses the options in the ASCII Translation Set Up List, as described in section 13.15.8.
The process of storing a block does not remove that block, from the current document.
7.5.12 Insert File.
The Insert File command allows you to insert the complete contents of another document into your existing document, at the current cursor position.  This feature is useful if you wish to send the same letter to a number of different people, as described in the next section.  To insert a file, position the cursor at the point where you want the first character of the inserted file to appear, select the Block Menu, and then press I, for "Insert".  KeySoft prompts for the drive, folder and name of the file to insert.  Select these in the usual way.
As well as inserting KeyWord documents you can insert a file of any type supported by KeySoft, for example, a Microsoft Word document.  If you need information about the selection of a directory or filename, you can find this in Section 13.12.  When inserting an ASCII file, KeySoft uses the options setup in the ASCII Translation Set Up List, as described in Section 13.15.8.
After the file insert, the cursor is positioned immediately after the inserted text.  That is, the file is inserted as though it had just been typed.
7.5.13 
Merging Documents.
The Insert File feature is useful for merging a form letter into a number of letters, each addressed to a different person or company.  In fact, this feature makes the preparation of any document that contains some standardized text and layout much easier.  Follow these steps to generate personalized memos:
Step 1)	Prepare a document containing the text that is common to all recipients.
Step 2)	Open another document for the first memo.  Type the first person's name and any personal text.
Step 3)	Now insert the common text in the memo by positioning the cursor at the appropriate point and pressing SPACE with B, then I.  Follow the procedure outlined in the previous section to select the document containing the common text.  Then save this memo, and open another document for the next memo.
7.5.14 Erase File.
This option provides a convenient method of completely removing a file and its contents.  If you are unsure as to whether you wish to delete a particular file you can open the file, and after determining it is no longer needed, delete it using the Erase File option on the Block menu.  This saves you from having to exit the file and delete it using the File Manager.  KeySoft will request confirmation before removing the file.
7.5.15 Zapp Block Markers.
If required, the Block Markers can be removed after a block function has been completed.  To erase, or "zapp", the block markers, enter the Block menu by pressing CONTROL with B, and select the "Zapp" option.  The cursor position remains unaltered.
7.6 
Cursor Movement Modes.
When you are dealing with text organized in sentences and paragraphs then commands to move the cursor by sentence or paragraph are very useful. For example:
SPACE with dot 4 moves the cursor to the beginning of the next sentence.
SPACE with dots 5-6 moves the cursor to the beginning of the next paragraph.
This mode is referred to as Sentence and Paragraph reading mode.
However when working with poetry or lists, for example, moving a line at a time is more useful than moving a sentence.  To allow the most efficient cursor movement for the text you are working with, KeySoft provides 3 cursor movement modes.
From within a document, pressing READ with M repeatedly, until the desired mode is obtained, changes the Cursor modes.  These affect the operation of the SPACE with dot 1, dot 4, dots 2-3 and dots 5-6 reading commands.  They also affect what is spoken by these commands and by the SPACE with dots 1-4 and dots 2-3-5-6 commands.
As previously indicated, the default cursor movement mode is Sentence and Paragraph.  There are two other reading modes that are useful in different situations.  If you select Line Mode, the previous reading commands act as follows:
SPACE with dot 4 reads the next line.
SPACE with dots 5-6 reads the next section.
 In Line Mode, the word "section" has a specific meaning.  The "Current Section" starts at the last blank line before the cursor, and continues until the first blank line after the cursor.  Similarly, the "Next Section" starts at the first blank line after the cursor, and continues until the following blank line.  Line Mode is useful when you are concerned with the layout of the document.  Among other purposes, it's a good way of checking for blank lines.
The third Reading Mode is called Column Mode, and acts as follows:
SPACE with dot 4 moves the cursor down a line but keeping it in the same column.  It reads the current word on this line.
SPACE with dots 5-6, reads the next section.
Column Mode is effective for reviewing text that is laid out in a table.  It allows you to move up or down a column in a table, reading entries one at a time.
Although we have only given two examples, the current Cursor Movement Mode affects all reading commands that relate to sentences and paragraphs.  This is also true for deletion commands.  For instance, in Sentence and Paragraph mode, BACKSPACE with dots 1-4 deletes to the end of the sentence, but in Line Mode it deletes to the end of the line.  The Cursor Movement Mode also affects the Quick Mark commands in the Block Menu.
In summary, to change the Cursor Movement Mode, press SPACE with M.
The mode cycles around with each press, and KeySoft announces the corresponding mode.
7.7 Moving to the Start of the Next Line.
It is possible to move the cursor to the first position on the next line without inserting a New Line in the document.  To do this, press SPACE with dots 4-5.
If speech is on KeySoft says "New Line", or "Line Break", followed by the first word on the next line.
7.8 Moving to the Next Tab.
It is possible to move the cursor to the next tab position without inserting a tab into the document.  To do this, press BACKSPACE with T.
Note that this command jumps to the next tab position, regardless of whether there is actually a tab indicator in the text.
7.9 Inserting the Time Date or Calculator Result.
You can insert the time, date or calculator result directly into a document instead of typing them.  With the cursor in the appropriate place in your current document, enter the Options menu by pressing SPACE with O, and select the "Insertion" option.  In the Insert Menu select Date, Time, or Calculator result as required.
If you select the date, KeySoft prompts:
"Insert today's date or printing date?"
If you press T, KeySoft inserts today's date.  If you press P, KeySoft puts in a special "Insert date" indicator, and the current date is substituted whenever the document is embossed or printed, or when it is used as a template file.

If you select to insert from the Calculator.  KeyPlus prompts:
"Insert result or whole calculation?"
Press R to insert the Result or C to insert the whole calculation.
The most recent result from the calculator is inserted into the document, which saves you having to remember and re-type it.  If you selected C the whole calculation is entered, for example "3 + 7 = 10".
There is one additional item on the "Insertion Menu", named "Unicode character".  This allows the insertion of extended characters from the Unicode character tables.  This feature is discussed further in Section 7.20.
7.10 Binding Spaces.
With word wrap set to On, KeyWord formats paragraphs by breaking lines so that no part of a word exceeds the right margin.  That is, when a whole word does not fit on the remainder of a line, a new line is started.  Occasionally, two words should remain together on the same line.  For example, it would be undesirable for a first initial and a last name, such as T. Brown, to appear on separate lines.
Pressing ENTER with B produces a "binding space", which binds two adjacent words together as if they were a single word.  A binding space prints as a space, but is not considered a word separator.  A binding space indicator is inserted.
7.11 Pasting an Address.
A person's name and address, or other details, can be copied from an address list and inserted into your current document.  This procedure is described in the Chapter about KeyList, section 10.11.
7.12 Working with Documents on other Drives.
While you will usually work with documents on the Flash Disk, KeyWord allows documents to be created or opened directly from any drive available on the VoiceNote.  If you want to open or create a document on a different drive, follow these steps:
From the KeyWord Menu, select Open a Document or Create a Document. At the "Folder name?" prompt, press BACKSPACE.  KeySoft prompts:
"Drive? (Flash Disk)".
Type the name of the required drive, or press SPACE repeatedly to review the list of available drives, and press ENTER to select one.  KeySoft returns to the "Folder name?" prompt.  You can now follow the prompts to select the required folder and document name in the usual manner.  When editing a document on a removable disk or P C card, do not remove the disk or card containing the document until after you return to the KeyWord Menu or the Main Menu.
If you change to a drive other than the Flash Disk, KeySoft reminds you that you are not using the default drive each time you create or open a file.  It does this by prompting for the drive, in addition to the folder and document name prompts.
It is not recommended that you create or save important files on the KeySoft System disk, because the contents of this drive will be lost if the VoiceNote is reset with dots 4-5-6 held down, or if the battery goes completely flat.  This drive should only be used for temporary storage.
7.13 Saving a Document.
Changes to a document are saved automatically when you finish editing it and return to the KeyWord menu or Main Menu.  However, it is good practice to save a document regularly while you are editing it, especially if you are editing the document for a long period of time.  For example, you might delete a significant passage by accident.  You can recover by quitting without saving, as described in the next section, and then opening the document again.  This puts you back to the last version that you saved.
To save the current document, press SPACE with S.  If the document has not been changed since the last time it was saved, KeySoft announces:
"Document has not been modified"
If this message is spoken and you do not wish to continue saving the document, you can return to the Word Processor by pressing SPACE with E.  If the document has been changed, no such message is given.
KeySoft then prompts:
"Document name? (name)"
where (name) is the name of the current document.  You can either overwrite the original document by pressing ENTER or write the changed document to a new name by typing a new document name and pressing ENTER.  If you choose the first option, the new one replaces the old document.  If you choose the second option, a new copy of the document is created under the new name, and the old document remains unchanged.
If you wish to save the document to a different folder, press BACKSPACE at the "Document name" prompt and you will be asked for the Folder name, which can be selected as usual.  
You can also change the type of document at this point.  For example, if you are editing a braille document you can save a copy as a text document or as a Microsoft Word document and so on.  To save a document as another file type, press BACKSPACE with X at the "Document name?" prompt.  Repeat the BACKSPACE with X command until you hear the file format you wish to save in. If you save the document using a different name or file type, KeySoft gives you the option of opening the saved document or continuing to edit the original document.  Importantly the name and file type of the document you are editing does not change if you continue editing the original document.  This is convenient if you want to make copies of the document with different formats without having to re-open the original document.
If you have a large number of documents and the "Flash Disk" is almost full, there may be insufficient space available to save the current document.  In this case you will be given the option of saving to the "KeySoft System Disk" or the Storage Card, or deleting documents in the "Flash Disk" to make room.
7.14 Quitting a Document.
Changes to a document are saved when you press SPACE with S, or automatically as you return to the KeyWord menu or Main Menu.  Sometimes you may need to quit the Word Processor without saving the changes made since the document was last saved.  For example, you may have made some incorrect alterations and want to abandon your changes.
To do this, press BACKSPACE with Q, for Quit.  If changes have been made, KeySoft prompts:
"Lose changes.  Sure?"
If you really wish to quit without saving the document, press Y.  To cancel the command and return to the Word Processor, press N.
7.15 
Creating Other Documents Types.
To create a different type of document, select "Create a Document" from the KeyWord Menu in the normal manner.  Press BACKSPACE with X repeatedly at the filename prompt until the document type you wish to create is spoken.
Successive presses of BACKSPACE with X at the filename prompt, cycles through the document types you can create.  These are:
Braille (Keyword format).
Text (Keyword format).
ASCII Text.
Microsoft Word.
Rich text format.
WordPerfect 5.1 for DOS.
KeySoft version 2 braille.
KeySoft version 2 text.
KeyList Definition file.
Computer Braille Table.
Section 13.6 provides further information on document and file types.
7.16 Text Documents.
So far, we have assumed that our base document is a braille document, written in grade 1 or grade 2 braille, and having about 40 characters per line and 25 lines on a page.  The alternative is a text document written in computer braille and formatted for ink-print, having around 66 printed characters per line and 55 lines on a page, suitable for printing on letter or A4 size paper.
Braille and text documents can be stored in the same folder, so you review all document names when you review the contents of a folder.  Remember that you can check the type of document by pressing SPACE with I when its name is spoken.
7.16.1 
Creating a Text Document.
To create a text document, press BACKSPACE with X repeatedly at the "Document to create?" prompt, until the prompt "Create a text document"  is announced.  Type the document name, and press ENTER.  KeySoft prompts:
"This is a text document.  Computer braille is required. 
Top of document.  Blank"
You may then enter your text into the file using computer braille.  Choose the appropriate US or British computer table from the Braille Options item in the Options Menu.  If you are unfamiliar with computer braille, a brief overview is provided in section 7.17.
7.16.2 Opening Text Documents.
When you receive a document, such as an e-mail or a Microsoft Word document (as an e-mail attachment perhaps) you may find it easier to read and even edit the document as a text document.  The advantages of leaving the document as a text document rather than translating the document into braille are:
It saves initial translation time and effort,
It avoids translation errors,
It eliminates any loss of formatting during translation.
This is especially true if the document is to be exported from the system as a text document, for instance by e-mailing it to sighted people.
7.17 
Computer Braille.
7.17.1 What is Computer Braille.
If you choose to open or create a text document, KeySoft advises:
"This is a text document. Computer braille is required".
If you don't know computer braille don't be put off, because it's not as bad as it sounds.  Computer braille signs for the lower case letters are exactly the same as grade 1.  We'll come back to capitals shortly.
Numbers in computer braille are similar to grade 1 and 2, except that the dots are lowered by one row and no number sign is used.  For example, number 1 becomes lowered A, or dot 2, and number 2 is dots 2-3.  Punctuation marks are certainly different to grade 1 or grade 2.  For example, to obtain a period in US computer braille, press dots 4-6.  In UK computer braille a period is dots 2-5-6.  A full list of Computer braille characters for both the US and United Kingdom conventions is contained in Appendix J.
7.17.2 6-dot or 8-dot Computer Braille
There are two sorts of computer braille: 6-dot and 8-dot.  In 6-dot, a capital letter is obtained by pressing SPACE with U before the letter.  If you press SPACE with U twice, capitals continue until you turn them off by pressing SPACE with U again.
Alternatively, you can employ 8-dot braille.  The two keys that we have been calling BACKSPACE and ENTER are used in 8-dot braille for dot 7 and dot 8 respectively.  These two dots are the bottom two of the 4 by 2 dot cell used for 8-dot braille.  There is no separate capital sign.  Instead, you get upper case by adding dot 7 to each letter sign.  For instance, capital A is dots 1-7.  Since dots 7 and 8 are used for characters in 8-dot braille, the ENTER and BACKSPACE functions have to be obtained in a different way:
For ENTER, 		press SPACE with ENTER, and
For BACKSPACE, 	press SPACE with BACKSPACE.
In all KeySoft commands that use BACKSPACE or ENTER, you must add SPACE if you are using 8-dot braille.  For example, the command to delete the current word is usually BACKSPACE with dots 2-5.  When you are using 8-dot braille, however, you must press SPACE with BACKSPACE with dots 2-5 to delete the current word.
You can choose 6 or 8-dot computer braille through the Options menu.  Press SPACE with O, then K for Keyboard Settings.  Press SPACE repeatedly until KeySoft asks:
"Do you want to be advised when Computer Braille is required?"
You would normally press Y, unless you work exclusively in Computer braille.  KeySoft then prompts:
"Use 6 or 8 dot computer braille?"
Enter 6 or 8 without a number sign.
The last prompt in this list asks you for the computer braille language you wish to use.  The choices are "USA computer braille", or "UK computer braille" and this setting applies to both 6 and 8 dots computer braille.  While the dot combinations for the letters of the alphabet are the same in both languages, the dot combinations for numbers and most punctuation characters is different.  For example, an asterisk is obtained in USA computer braille by pressing dots 1-6.  In UK computer braille an asterisk is dots 3-5.  Appendix J lists the computer braille codes for both languages.
7.18 Formatting a Text Document.
7.18.1 Introduction.
The format of a text document, that is an ink-print style document, is determined by the settings in the Layout List, the Page Settings List, and by individual commands for centering, justifying, underlining, and changing font types.
The settings associated with taking a text document, and performing the "on-the-fly" translation of this document to provide output to a braille embosser, are determined by the items in the Style of Presentation List, and the Braille Settings Menu.
The preparation of "Template documents" for use with the address list and text files is controlled from the Template Menu.
The Format Menu that is presented while you are working on a text document is similar to that for a braille document but there are some differences because text documents are formatted for printing directly on an ink-printer.
In the same way as you can include ink-print formatting information in a braille document that is used when the document is translated, braille formatting information can be included in a text document.
The Format menu for a text document contains the following items:
7.18.1.1 Layout.
This item allows you to review and change options that control the layout or formatting of the text document, such as tabs, indents, page numbering, etc.  It is described in section 7.18.2.
7.18.1.2 Underlining.
This item underlines text.  It is described in section 7.18.3.
7.18.1.3 Font.
This item selects fonts used for text.  It is described in section 7.18.4.
7.18.1.4 Center a line.
This item centers a line or paragraph.   It operates in the same way as the format item for centering a line of braille described in section 7.3.5.
7.18.1.5 Right justify a line.
This item aligns a line or paragraph so that each line ends at the right margin.  It operates in the same way as the format item for right justifying a line of braille described in section 7.3.6.
7.18.1.6 Style of presentation.
Styles of presentation are used when a text document is translated and reformatted into a braille document, for example, before being embossed.  They allow you to control the way paragraphs, headings, etc. are formatted in the braille document independently of the text document's formatting.  They are described in section 7.18.5.
7.18.1.7 Braille settings.
This item allows you to review and change options that affect the way a text document is translated or reformatted as a braille document.  It is described in section 7.18.6.
7.18.1.8 Page settings.
This item allows you to review or change the page layout of the text document.  It contains the same options as the Page settings for braille documents described in section 7.3.4.
7.18.1.9 Template Menu.
This item contains options that are used when preparing a Template Document for use with the Address List.  This is described in section 10.10.
7.18.2 
Layout of a Text Document.
The items in the Layout List for a text document have initial values that are appropriate for ink-printing.  The Left and Right Margins are both set to 10, and the Tab Stops are set to Indent 5.  A justification option is included.  Justification is explained in section 7.4.2.1.  There is, of course, no double-sided printing option.
The Layout List for a text document, together with the factory default settings, is as follows:
Indent first line of paragraph.	Default setting 0.
Indent rest of paragraph.	Default setting 0.
Tab stops.	Default setting Indent 5.
Line Spacing.	Default setting single.
Print page numbers.	Default setting No.
Page number position.	Default setting Bottom Center.
Justification.	Default setting Off.
Left margin.	Default setting 10.
Right margin.	Default setting 10.
Word wrap.	Default setting On.
7.18.3 Underlining.
Underlining can be switched on or off at any point in the text.   When switched on, it continues until an "Underline Off" command is encountered.
To check or change the underline status at any point, press SPACE with dots 2,3,4,6, for the Format menu, and U for Underlining.  KeySoft prompts:
"Underline is off"
Press ENTER to leave it off, N to turn it on, or F to turn it off.  You can underline as you type, by turning it on, typing the word or passage, and then turning it off.  Alternatively, you can place the cursor at appropriate points in existing text and turn underlining on or off.  
An Underline Start indicator is placed in the text at the point where you turn underlining on, and similarly an Underline End indicator is placed at the point where underling is turned off. 

To remove underlining, use the Search command with the search string ENTER with U, N to position the cursor at the Underline On indicator.  Press BACKSPACE with dots 3,6, to delete the indicator.  Repeat the action using the search string ENTER with U, F to remove the Underline Off indicator.
If underlining is on, KeySoft announces:
"Underline on"
each time you press ENTER to start a new line, to avoid large sections of text being underlined unintentionally.
7.18.4 Font.
Most printers can produce special fonts, such as italics, bold, elongated, compressed, and subscripts, to enhance the appearance of a printed document.  KeySoft allows fonts to be changed within a text document.  A single letter is used to select each font.  For instance, I signifies italics, B for bold, E for elongated.  The full listing of fonts for any printer is contained in a document for the selected printer, which can be found in the "Printers" folder on the KeySoft System disk.
Before using the Font commands you should select the driver appropriate to your printer from the Printer Setup in the KeyWord menu.  If the driver is not installed, you will not hear the font type.  For example "Font B" would be spoken, rather than "Bold".
To check or change the font at any point, press SPACE with dots 2-3-4-6 for the Format menu, and F for Font.  KeySoft prompts:
"Font"
Type a letter to select the required font.  KeySoft prompts:
"Font (p) is off"
where (p) is the letter designating the chosen font.  KeySoft describes the font, if it is implemented by the current printer type, as selected in the Printer Set-up list, Section 6.8.  Separate Font Start and Font End indicators are placed in the document.
To turn the font on, press N.  To turn it off, press F.  To leave the font unchanged, press ENTER.
More than one font can apply to a passage of text.  Font commands are announced in the text when the cursor passes over them, and can be deleted like any other character.
7.18.5 
Style of Presentation linked to a Text Document.
You can attach a style to a section of a text document, and this has an effect only when you emboss the document, or translate it to a braille document.  This is the converse of the Styles of Presentation described in section 7.4.1.  The same 6 style names are available, but their actions are suited to formatting a braille document.
To check or change a style, locate the cursor anywhere in the paragraph and press SPACE with dot 2-3-4-6 for the Format menu, then S for Style of presentation.  KeySoft announces the style of the current section of text.  If you wish to leave the Style unchanged, press ENTER.  Alternatively, you can review the available Styles by pressing SPACE repeatedly and choose a new Style by pressing ENTER, or press the initial letter of your choice.  Settings apply from the start of the current paragraph following a New Line indicator, and a "Style" indicator indicates a change.
These styles are as follows:
7.18.5.1 Paragraph.
This is the initial style for new documents.  A section with the "Paragraph" style starts in braille with a new line and an indent of 2 spaces.  Blank lines in print are ignored in braille.  The Paragraph Style indicator is placed in the document. 
7.18.5.2 Heading.
A blank line is placed above and below a heading.  Each new print line starts a new braille line.  A blank line in a heading causes a blank line in braille.  Two or more blank lines in a heading cause the style to revert to "Paragraph".
A heading is centered in braille.  A print line can produce more than one braille line, so a centered heading could fill the page width.  This would destroy the centering effect, so lines longer than 90% of the page width overflow onto the next line.  The Heading Style indicator is placed in the document.
7.18.5.3 Sub-heading.
This style starts in braille with a new line and an indent of 4 spaces.  A sub-heading may contain more than one line, but a single blank line terminates the style and revert to "Paragraph" style. The Sub-heading Style indicator is placed in the document.
7.18.5.4 Outline.
This style is used for simple numbered lists or more complex outlines and produces a first line that starts at the left margin, with the rest of the text indented.  Blank lines in the text are suppressed in braille and two or more blank lines cause the style to revert to "Paragraph". The Outline Style indicator is placed in the document.
7.18.5.5 Lines.
This style is for a series of separate lines all starting at the left margin.  Any overflow onto the following line is indented by 2 spaces.  The "Lines" style might be used to format the address at the top of a letter, for example.  Two or more blank lines causes the style to revert to "Paragraph".  The Lines Style indicator is placed in the document.
7.18.5.6 Identical to Source.
Use this style to preserve the layout of a section in a text document when it is embossed or translated to a braille document.  This style continues in effect until another style is set.  The Identical to Source Style indicator is placed in the document.
7.18.6 Braille Settings linked with a Text Document.
When you are working with a text document, you may want to put in formatting that only has effect when the document is embossed, or translated to a braille document.  This is the purpose of the Braille Settings option in the Format Menu.
To access the Braille settings menu when you are editing a text document, press SPACE with dots 2-3-4-6 for the Format menu, then B for Braille settings.  You can review the list and select an item in the same way as all KeySoft menus.  
The Braille settings menu contains the following 8 items:
Layout.
Inclusion.
Start braille exclusion.
End braille exclusion.
Braille Grade.
Page Settings.
Translation options.
Control Translation

These items are the counterparts of the Ink-print settings available for a braille document.  Most of them are similar to the Ink-print settings discussed in section 7.4.2.  Please refer to that section for a description of the Layout, Inclusion, and Exclusion options.  Bear in mind, that because the settings now relate to a braille page, the values presented are those for embossing.  The initial values for new documents are; Left and Right Margins 0 cells, and Tab Stops of 3.
Remember, values that you set in the Braille Layout are used when your text document is embossed on a braille printer, or translated to a braille document.  They do not affect the layout of the text document.  A change to the Braille Layout is shown in a print document by an indicator.
7.18.6.1 Braille Grade.
When a text document is embossed or translated into a braille document, your Preferred Reading Grade setting is used.  This setting is in the Braille Options item of the Options Menu.  However, you may need to over-ride this grade for a particular passage, for example, if your document contains an e-mail address, you will want computer braille used for the e-mail address when the document is translated into braille.
To have a word or passage appear in a different grade, select the Braille Grade option, select the required grade, type the relevant passage, and then repeat the procedure to restore the grade.  This option can also be used to change the grade into which a passage of existing text is translated.  The Braille Grade setting appears in the document as a special indicator.
7.18.6.2 Braille Page Settings.
This group of settings applies to the entire current text document if it is embossed, and consists of the same 5 items as the Page Settings for a braille document, namely:
First page number.
Paper length.
Paper width.
Top margin.
Bottom margin.
The suggested values for Paper Length and Width follow the values in the Embosser Set-up List, and a prompt indicates if a setting is changed.  A special Braille Page Settings indicator is positioned at the top of the document.
7.18.6.3 
Braille Translation Options.
This group of 11 settings affects the way in which a particular presentation style in a text document appears in the corresponding translated or embossed version.  Settings apply from the start of the current paragraph, and can be changed at chosen points throughout the document.  The initial values are covered in Chapter 13, as well as other translation settings that are not available while editing.
To access the braille translation options in a text document, press SPACE with dots 2-3-4-6 for the Format menu, then B for Braille settings, and T for Translation options.  KeySoft announces:
"Braille translation options list".
The settings are as follows:

What type of paragraph boundary is used in the source document?
Interpret larger boundaries as paragraphs also?
New line translation option?
Convert italics font to braille italics?
Suppress multiple spaces?
Suppress New Page markers?
Ignore Tabs?
Include capital signs?
Suppress blank lines in Outline style?
Revert to paragraph style after how many blank lines?
Translation find and replace.
The last item allows you to replace a particular formatting sequence with another, as part of the translation process.  For example, the text document might use two New Line markers to separate paragraphs, and these could be replaced by 3 spaces in braille.  A Braille Translation Options indicator is placed in the document.  To set up this sequence, at the "Find?" prompt type:
SPACE with dots 2-6, two times, followed by ENTER.
this sets up the "Find?" string of 2 new line markers, then at the "Replacement for 3 spaces?" prompt type:
ENTER with b, 3 times followed by ENTER.
this sets up the "Replacement?" string of 3 Spaces.
7.18.6.4 
Control Translation.
This option provides control over how fractions, Roman numerals, dates, and math appearing in the text document are treated in the corresponding translated or embossed version.
To access the Control translation options in a text document, press SPACE with dots 2-3-4-6 for the Format menu, then B for Braille settings, and C for Control Translator options.  KeySoft announces:
"Translator Control option".
To step through the available options press SPACE with dots 3-4 and press ENTER to select an option.  The available options are:
Fractions On/Off.
Roman Numerals On/Off.
Date On/Off.
Math On/Off.
7.19 Initial Format Settings in a Document.
If you have changed one or more settings in a Layout list, you can reach a point in the document where you want the settings to revert to their initial values.  That is, the value they were at the start of the document.  To do this, ensure that the cursor is at the appropriate place, and from anywhere in the Layout list, press
BACKSPACE with R,
for Revert.  This causes all the settings in the Layout list to revert to the values that they had at the start of the document.
The initial settings that KeySoft uses when you create a new document have been chosen to suit most situations, but you can set up different initial settings if you wish.  For example, you may decide that you want a right margin of 5 cells in all the braille documents you create from now on.  To do this, open or create a braille document, and change the top margin setting in the Layout list.  Then, from anywhere in the Layout list, press BACKSPACE with S.
This saves all the current values including the new right margin, as the initial settings that are used when you create a braille document.
To change the initial Page Settings, alter the required setting and then from anywhere in the Page Settings list, press BACKSPACE with S.  Remember that there are separate initial settings for braille and text documents, which you can change by opening the appropriate document and carrying out this procedure.
7.20  Extended Characters.
7.20.1 What are Extended Characters.
The text characters represented, in the standard 63 dot combination Braille set, or for that matter on the typical QWERTY keyboard, only represent a tiny proportion of the total characters available.  These include currency indicators e.g.  and , accented letters e.g.  and , character sets for other languages such as Arabic and Japanese and a whole range of specialist characters for use in sciences, math, phonetics etc. totaling around 35,000.  Those characters not represented in your standard character set are referred to as the extended character set.
As a way of managing this enormous character set, a standard called Unicode exists.  Unicode assigns a unique numeric code to every character.  This allows for use in coding and programming, formatting, and an easy way to enter characters once you know the character code.  For more information on Unicode Tables, have a look at www.unicode.org.
7.20.2 What would I use these for.
Extended characters are useful in a wide range of situations.
For studying languages, economics, math, just about any subject with its own symbols or characters,
For commercial use, inserting copyright or trademark symbols etc.
For everyday use of words borrowed from other languages, people and place names, correspondence with friends,
You may use certain characters frequently, or just occasionally, and there are various ways you can set up your use of characters depending on the level of usage.
Use of extended characters is not confined to documents.  You may also use them in e-mail addresses, file names, and within the address list etc.
7.20.3 
Inserting Extended Characters.
Unicode characters only work in text documents. Unless you have customized the default setting, all new KeyWord documents default to Grade 2 Braille.  If you wish to use an extended character in a Grade 2 document, you will need to change to computer Braille.
There are three ways to choose from of inserting an extended character that are suitable for different levels of use:
a) Searching and selecting the character from the Unicode tables - For the first or only time you look up a character and if you don't know its code, you will need to do this to search for it.  There are two methods of doing this detailed later in this section.
b) Typing in the character code - This is quick and easy for characters you use occasionally and can remember the code for.
c) Setting up a key combination - assigning a dot combination to the character.  This is a good way to manage frequently used characters.
7.20.4 Insertion By Name.
This search is based on the name of the character, for example "e acute" or "Euro-currency sign".
Follow these steps to insert an extended character using the name search:
1) When the cursor is at the place where you wish to enter the character, press BACKSPACE with dots 3-5.  KeySoft will prompt for the Unicode character.  If you have used this function before, it will offer the previously selected character.  If you want to select it, press ENTER. If not, continue to Step 2.
2) Type in the name, or part of the name, of the character, then press ENTER.
3) KeySoft will respond with a selection, either the character you want or the first one to fit your search criteria.  If it is the one you want, press ENTER.  If not, view the next search match by pressing SPACE with N repeatedly until you do find it and then press ENTER.  This will insert the character.
7.20.4.1 
An Example.
Let's assume you want to enter the word "resume" with the letter "e" showing as "e acute", but you don't know the character code for "e acute".
Type the letter "r", then press BACKSPACE with dots 3-5.  KeySoft will prompt for the Unicode character.  We know that we want to enter an "e acute", so type in "e acute", then press ENTER.  KeySoft will respond with "Cap e acute", and using this as your starting point you can search for all members of the "e acute" character family by pressing SPACE with N.  In this instance "e acute" will be the next character prompted.  Press ENTER, and the extended character for "e acute" will be entered into your document.
Continue typing "sum", then press BACKSPACE with dots 3-5 again to enter the last "e acute".  KeySoft will prompt the previously chosen extended character, which in this instance happens to be "e acute", so you just have to press ENTER, followed by SPACE to complete the word.
7.20.5 Browsing Unicode Tables.
Unicode characters are grouped into tables according to type.  For example, there is a Unicode table for Greek characters, for General Punctuation, for Superscripts etc.  You have the choice of searching for a table then for a character within it. This is useful if you are not sure which character you want but you are aware of its general type.
Follow the steps below to browse for a character using the Unicode tables.
1) When the cursor is at the place where you wish to enter the character, press BACKSPACE with dots 3-5.  KeySoft will prompt for a Unicode character.
2) To browse the list of Unicode tables, press SPACE repeatedly, or BACKSPACE to go back, or type the initial letter of a table name to narrow down the selection and browse from there.
3) When you locate the table you wish to browse, select it by pressing ENTER.
4) At this point you can either browse the whole table by pressing SPACE or BACKSPACE repeatedly, or type the initial letter of a character name to narrow down the selection and browse from there.
Note: While reviewing a table, you can hear the numeric code of the character you are currently viewing by pressing SPACE with I.

If you are already within the Unicode tables and wish to search for a Unicode character by name, press SPACE with F and you will then return to the "Unicode character?" prompt.  To search again for the next matching Unicode character description for within the Unicode tables, press SPACE with N.  If there are no more matches you will remain on the current Unicode character.  Once you have completed your search, press ENTER to select the Unicode character.
7.20.6 Inserting Characters Using Unicode Codes.
This method is easy if you already know the character code i.e. the numeric code assigned to it.
Follow the steps below to search for a character using the Unicode tables.
1) When the cursor is at the place where you wish to enter the character, press BACKSPACE with dots 3-5.  KeySoft will prompt for a Unicode character.
2) Type the numeric code, and press ENTER.  The character will be inserted into the document. (You can, if you prefer, use the hexadecimal value of the code in the form "0x....").
7.20.7 Assigning Key Combinations to a Unicode Character.
KeySoft allows you to assign a key combination to a Unicode character.  This is an excellent idea for characters you use frequently.
While you may assign any key combination including any of the 63 combinations currently available, it stands to reason that those already representing characters are not such a great choice.  For example, if you assign dots 1,4 to e acute, you will no longer have a lower case c!  To avoid this happening, we suggest you press SPACE with U at the beginning of each key combination.  This shift function accesses a greater range of key combinations using all 8 dots.  The examples given below assume you have chosen to do this.
The following steps outline how to assign a key combination:
1) You are either working in a text/computer Braille document or you need to swap to computer Braille using SPACE with O then G then C.
2) Enter the Unicode Tables with BACKSPACE with dots 3-5, and locate the Unicode character you wish to assign a key combination to using one of the browse and search methods above, only don't press ENTER.
3) When the character is announced, press SPACE with K.  If there is no key combination assigned, it will announce, " (Character) is unassigned. Option" where character in brackets is the actual name of the character.
If a key combination is already assigned, it will announce, "(Character) is assigned to (key combination). Option"  For example,  "E acute is assigned to SPACE with U then dots 1-5-7. Option"
4) Press 'A'.  The prompt, "Assign, key combination to assign to (Character)?" will be spoken.  Press the key combination you wish to assign to the character, and press ENTER.
The prompt, "Assign (key combination) to (character)?" will be spoken.  For example,  "Assign Space with U and Dots 1,5,7 to e acute?"  Press Y for Yes or N for No.  If you press N, you will be returned to the beginning of this step.  If you press Y, you will be returned to the same place in the Unicode tables.  From there you can select another character or exit by pressing SPACE with E.
Note: A Unicode character can have more than one key combination assigned to it.  To toggle through all the currently assigned key combinations, press SPACE.
7.20.7.1 Changing a Macro.
If the Unicode character has already been assigned, at the "Option?" prompt you may press U to unassign or remove it altogether, or R to reassign or change the key combination.
To use either of these functions, follow steps 1 and 2 above. Then:
To Remove or unassign the key combination, press U at this point.  The prompt, "Unassign (Character) from (keystrokes), sure?"  will be spoken.  Press Y for Yes or N for No.   If you press N, you will be returned to the beginning of this step.  If you press Y, you will be returned to the same place in the Unicode tables.  From there you can select another character or exit by pressing SPACE with E. 
To change the key combination, press R at this point.  The prompt, "Reassign, Macro to reassign to Character?"  will be spoken, where character is the name of the character.  Type the new key combination and press ENTER.  The prompt, "Reassign (keystroke) to (character)?" will be spoken.  For example,  "Reassign SHIFT with U with dots 1,5,7 to e acute?"  Press Y for Yes or N for No.   If you press N, you will be returned to the beginning of this step.  If you press Y, you will be returned to the same place in the Unicode tables.  From there you can select another character or exit by pressing SPACE with E.
7.20.8 
How to use Unicode Macros.
Once you have created a key combination as above, you will then no doubt wish to use it in a document, a file name, address listing etc.
To use it, at the point where you wish to insert the Unicode character, press the key combination you assigned to it.  Continue typing as normal.
You may be wondering how this character will appear in braille if you translate or emboss the document.  This is covered in the next section.
7.20.9 Appearance of Unicode Characters in Computer Braille.
You may assign a computer braille dot combination to any extended character, so that when the document is translated to computer braille that dot combination will be used.
Assigning a dot combination follows a similar pattern to assigning a key combination:
Search the Unicode tables for the character to which you wish to assign a dot pattern and when you locate it, press SPACE with D.  Press A to assign a computer braille dot combination.  If the Unicode character has already been assigned you may press R to reassign a dot combination, leaving the original dot combination free.  Assigned dot combinations can be removed by selecting U.  Upon selecting A (assign) or R (reassign) you will be asked to enter the dot combination to assign to the selected Unicode character.  Finally, you will be asked to confirm your dot combination selection.  To confirm the selection, press Y.
Note that multiple Unicode characters can be assigned to one dot combination.  This may be useful if, for example, you use e acute, e breve, and e macron, you could assign a dot combination that for you means "e with an accent", or you might assign the same combination to all vowels that have umlauts.  You can use this feature any way you see fit.
As soon as a "dot pattern" is assigned to a Unicode character, a "Custom" Computer Braille table is automatically added in the "Dictionary" folder.  This file is used in place of the previously selected Computer Braille file.
7.20.10 
Interpreting the Braille Embosser Output.
If you are reading a embossed version of a text document that has been translated to Grade 2, whether you have or haven't assigned a computer Braille dot output combination, you will see the same thing.  
Using the word cafe as an example:  You will observe the letters "caf" on the embossed printout, followed by "dot 4", then the letter "e".  The "dot 4" is the Grade 2 indication for an extended character.
If you are reading a an embossed version of a text document that has been translated to computer braille, you will see a blank cell if the character is unassigned, or the dot combination you assigned to the character in computer braille.
On any computer Braille character you can find out the name of the character by pressing the "Read current Character" command SPACE with dots 3-6, twice.


End of Chapter 7.
8 The Scientific Calculator.
8.1 Overview.
The Scientific Calculator, KeyPlus, can be used for straightforward sums such as addition or division, but is also capable of many more complex operations.  
Both the Nemeth Braille Code for Mathematics and the UK Braille Mathematics Notation are supported for the entry of calculations.  The correct code for your country is automatically selected when you set up your Braille Language as described in Section 5.4.  This chapter describes the operation of the calculator when set to Nemeth code, as used in the USA.  For UK Braille, see the separate Chapter called "8 The Scientific Calculator (UK Version)."
The result of a calculation is announced, and it can also be inserted into a document.  
Remember that you can press SPACE with H for Help at any point.  
8.2 Entering KeyPlus.
You can enter the KeyPlus from the Main Menu by pressing S, or from anywhere in KeySoft through the Task menu by pressing SPACE with to sign, dots 2-3-5 then S.  Your VoiceNote confirms the calculator status when you last left the calculator.  This might be the result of a calculation or part of one you were entering.  Continue entering the calculation or, if a result is announced, starting a new calculation clears the calculator.  To clear the calculator to zero, press SPACE with dots 3-5-6.  Note that this is SPACE with the Nemeth code for zero.  
8.3 Entering a Calculation.
A calculation is entered in the same order as it would be typed or announced, without any spaces.  Numbers are entered using the letters A to J.  You do not need to press a number sign, one is automatically entered for you as soon as you start entering a number.  The four basic operators are represented as follows:
For PLUS, 	press dots 3,4,6;
For MINUS, 	press HYPHEN, which is dots 3,6;
For MULTIPLY, 	press dots 1-6;
For DIVIDE, 	press SLASH, which is dots 4,6.  
For example, to add the numbers 3 and 5, and then subtract 2, you press:
3 + 5 - 2
Press ENTER, for "Equals," and KeyPlus announces the answer, which in this case is:
6.  
Try some simple calculations to get the feel of the calculator.  Remember that the answer is not announced until you have entered the whole calculation and pressed ENTER.  
To enter a decimal point, press dots 4-6.  
The Calculator Help gives a complete list of key combinations.  To get help, press SPACE with H.  You can also check key combinations with the "Key 
Announce" mode, by pressing SPACE with W.  In this mode, pressing a particular key combination causes the resulting function to be announced.  
8.3.1 Reviewing the Calculation.
If you are not sure that you have entered a calculation correctly, you can review the calculation before pressing ENTER.  There are two review commands:
To hear the whole calculation,		press SPACE with dots 1-4;
To hear the last number or operator entered, 	press SPACE with dots 2-5.  
8.3.2 Editing the Calculation.
While entering a calculation you can backspace to delete entries one by one by pressing BACKSPACE one or more times.  If the current calculation started with the result of the previous one, BACKSPACE does not delete that number, because it was calculated rather than typed.  Entering a new calculation clears the last result.  
8.3.3 Calculation Entry Errors.
When you type a calculation, KeyPlus beeps if  you make a mistake, such as:
3 + ?
Press SPACE with H to find the reason.  In this case, KeyPlus announces:
"Value expected."
Other messages indicate different errors.  You may want to review the calculation after an incorrect entry, by pressing SPACE with dots 1-4, to find out where you are.  
8.3.4 
Setting the Calculation Precision.
The maximum number of decimal places that are announced can be set from 0 to 9.  This is done by pressing SPACE with dots 4-6, followed by the desired number of digits.  This does not affect the internal precision of calculations, but only the number of digits that are announced.  
For example, to set the number of decimal places to 4, first press SPACE with dots 4-6.  KeyPlus prompts:
"Decimal places currently (current setting)."
Press 4 and press ENTER.  If you are checking the precision, just press ENTER to leave the current setting unchanged.  
8.4 Basic Operations.
The basic operations provided are:
Addition, Subtraction, Multiplication, Division;
Negation, Percent and Parenthesis.  
8.4.1 Addition, Subtraction, Multiplication and Division.
These operations have the normal order of precedence.  This means that expressions inside brackets are evaluated first, and then division and multiplication are performed, followed by addition and subtraction.  
8.4.2 Parentheses.
Parentheses, or brackets, are used to change the order in which an equation is evaluated.  For example, the equation:
3 + 4 ? 5
is evaluated by adding 3 to the product of 4 and 5.  The answer is 23.  
If you want the addition of 3 and 4 to occur first and the result to be multiplied by 5, insert parentheses around the 3 + 4, as follows:
( 3 + 4 ) ?  5 = 35;
To enter a left parenthesis, press dots 1-2-3-5-6.  
To enter a right parenthesis, press dots 2-3-4-5-6.  
Parentheses can be placed wherever a number can occur.  You can use up to 6 levels.  If you try to open more than 6 levels, or close more than are open, KeyPlus beeps.  
8.4.3 
Negation.
The negation operator is used to enter negative numbers.  It is represented by SPACE with HYPHEN, which is SPACE with dots 3-6, and announced as dots 3-6.  For example, to calculate 5 divided by negative 2, press:
5 ? SPACE with HYPHEN 2
followed by ENTER.  Note that the negation operator is not the same as the subtraction operator, which is just HYPHEN.  
8.4.4 Percent.
The percent operator is used to calculate percentage mark-up or mark-down.  It is a special operator that automatically evaluates the calculation without the need to press ENTER.  To enter the percent operator, press dots 1-4-6.  For example, 
To calculate a 20% mark-up on 56, press:
5 6 + 2 0 % 	which gives the result 67.2;
To calculate a 10% mark-down on 45, press:
4 5 - 1 0 % 	which gives the result 40.5;
To calculate what percentage 17 is of 20, press:
17 ? 20 % 	which gives the result 85;  
	That is, 17 is 85% of 20.  
To calculate 30% of 180, press:
180 ? 30%,	 which gives the result 54.  
8.5 Memory Operations.
There are 10 separate memories for storing conversion factors, partial results, etc.  They are numbered 0 to 9.  The commands for memory number 1, for example, are as follows:
Clear memory 1:		press SPACE with K, then 1;
Store number in memory 1:		press SPACE with S, then 1;
Add to memory 1:		press SPACE with A, then 1;
Recall contents of memory 1:		press SPACE with M, then 1;
Announce contents of memory, 
but do not use in calculation:		press M, then 1.  
These commands is now discussed in more detail.  
8.5.1 
Clear Memory.
This operation clears the particular memory immediately.  For example, to clear memory 5, press SPACE with K, then 5.  KeyPlus announces "Clear memory."  "Clear which memory?," "5." 
8.5.2 Store Memory.
This completes the current calculation and stores the result in a memory.  For example, to calculate the result of  3 + 5 and store it in Memory 4, press :
3 + 5 SPACE with S 4.  
When you press SPACE with S, "Store memory" is announced.  
The resulting value of 8 is stored in memory number 4.  
8.5.3 Add to Memory.
This completes the current calculation and adds the result to the existing contents of a memory.  For instance, after the previous example, Memory 4 contains 8.  Now to calculate 9 divided by 5, and to add the result to Memory 4, press :
9 ? 5 SPACE with A 4.  
When you press SPACE with A, "Accumulate memory" is announced.  
The calculation is evaluated, resulting in 1.8.  This is then added to Memory 4, to give a value in Memory 4 of 9.8.  
8.5.4 Recall Memory.
This is used to recall the value in a memory and insert it into the calculation.  For example, to divide the contents of Memory 4 by 4, and store the result in Memory 1, press:
SPACE with M 4 ? 4 SPACE with S 1.  
When you press SPACE with M, "Recall memory" is announced.  
This calculates 9.8 ? 4 = 2.45, which is stored in Memory 1.  
8.5.5 Announce Memory.
This is used to announce the value in a memory at any time without affecting the current calculation.  For example, if you press:
M 4
KeyPlus replies "Display Memory," "Display which memory?" "4, memory 4, nine point eight." 
but this does not affect any calculation in progress, which can continue.  
8.6 
Scientific Operations.
Trigonometric, logarithmic and exponential functions are available, as well as squares, square roots, powers and roots.  
8.6.1 Trigonometric Functions.
The trigonometric functions can be calculated in either degrees or radians.  To select degrees press SPACE with D, to select radians press SPACE with R.  A setting stays in effect until it is superseded by the another.  
A two-character sequence is used to select a trig function.  Sine, cos and tan are preceded by T, and the inverse functions are preceded by SPACE with T.  KeyPlus announces "Trig," then the name of the function.  So:
For sine:	press T, then S;
For cosine:	press T, then C;
For tangent:	press T, then T;
For arc sine:		press SPACE with T, then S;
For arc cosine:	press SPACE with T, then C;
For arc tangent:	press SPACE with T, then T;
For PI:	press Y.  
For example, to calculate the sine of 30 degrees, press:
SPACE with D T S 3 0
followed by ENTER.  The result "0.5" is announced.  
If the calculator is already set to degrees, it is not necessary to precede the calculation with SPACE with D.  
Note that the function applies only to the number immediately following.  If you wanted to find the sine of the sum of two 15 degree angles, for example,  you must put brackets around the addition follows: 
T S ( 1 5 + 1 5 ) ENTER
The result "0.5" is announced.  
To calculate the Arc Tangent of 2, press:
SPACE with T T 2
followed by ENTER.  The result "63.43495" is announced.  
To calculate the cosine of PI radians divided by 3, press:
SPACE with R T C ( Y ? 3 )
followed by ENTER.  The result "0.5" is announced.  
8.6.2 
Square Roots and Squares.
The "square root" symbol is dots 3-4-5.  
The "squared" symbol is SPACE with dots 3-4-5.  
To calculate the square root of the sum of 3 squared plus 4 squared, press:
dots 3-4-5 ( 3 SPACE with dots 3-4-5 + 4 SPACE with dots 3-4-5 )
followed by ENTER.  The result "5" is announced.  The square root operator precedes its number, while the squared operator occurs after its number, following the written convention.  
8.6.3 Decimal Exponent.
Very large or very small numbers are often expressed in scientific notation as a power of 10.  For example, the number 4000 is equal to 4 ? 1000, which may be written as 4 ? 10 to the power of 3.  This number could be entered into a calculation by pressing:
4 X 3
Similarly, the number 0.05 could be entered by pressing:
5 X SPACE with HYPHEN 2.  
8.6.4 Powers and Roots.
These functions are assigned as follows:
x to the power of y:	dots 4-5;
x to the power of 1/y:	press SPACE with dots 4-5.  
Parentheses can be used where y is a compound expression.  For example, to calculate 2 to the power of 6 + 8, press: 
2 dots 4-5 ( 6 + 8 )
followed by  ENTER.  The result "16,384" is announced.  
For example, to calculate 3 to the power of 4, press:
3 dots 4-5 4
followed by  ENTER.  The result "81" is announced.  
To calculate the cube root of 27, press:
2 7 SPACE with dots 4-5-3
followed by  ENTER.  The result "3" is announced.  
8.6.5 
Logarithmic Functions.
The following log functions are provided:
For log to base e, or natural log:		press N;
For e to the power of:	press SPACE with N;
For log to base 10:	press L;
For 10 to the power of:	press SPACE with L.  
To calculate the log to base e of 10, and save the result in Memory 2, press:
N 1 0 SPACE with S 2
followed by ENTER.  The result "2.302585" is announced.  
Now to calculate e to the power of 2.302585, press:
SPACE with N SPACE with M 2
followed by  ENTER.  The result "10" is announced.  
8.7 Inserting a Result or a Calculation.
Suppose that you are writing a letter, and you want to do a calculation and include the result in the letter.  How would you do that?
You could do the calculation before starting the letter.  Alternatively, you could begin the letter and then use the Task menu to switch from the Word Processor to the calculator, do the sum and then switch back to the letter.  
When you get to the point in the letter where you want to include the result of your calculation, press SPACE with O for the options menu, then I for Insert field, and C to insert from the Calculator.  KeyPlus prompts:
"Insert result or whole calculation?"
Press R to insert the Result or C to insert the whole calculation.  
The most recent result from the calculator are inserted into the document, which saves you having to remember and re-type it.  


End of Chapter 8.  
9 The Planner.
9.1 Introduction.
KeyPlan is a page-per-day planner, which allows you to make notes and reminders for each day of the year.  You can also enter appointments for particular times, reschedule them, and include an audible alarm with any appointment.  
The commands you use with the planner are similar to those used in KeyWord. If you have not used KeySoft before, you may want to practice with a trial document before using the planner.  Planner pages are formatted as Braille documents, and you can use grade 1, grade 2, or Computer Braille as you wish.  
To start the Planner from the Main Menu, use the SPACE and BACKSPACE keys to review the items in the menu, until "Planner" is announced, and then press ENTER.  Alternatively, you can select the Planner from the Main Menu by pressing P.  You can switch directly to the Planner from anywhere in KeySoft by pressing SPACE with dots 2-3-5 then P.  If you leave the Planner by switching directly to another application, such as the Word Processor, then pressing SPACE with dots 2-3-5 then P will return you to the same point in Planner.  
9.2 The KeyPlan Menu.
When you select the Planner, your VoiceNote announces "KeyPlan Menu."  Press SPACE repeatedly to review the 4 choices in this menu, which are as follows:
Open planner;
Emboss planner;
Print planner;
Setup options.  
Like all VoiceNote menus, you can hear the next or previous item by pressing SPACE or BACKSPACE and you can select one of these items by pressing ENTER when it is announced, or press an initial letter.  If you want to make entries in the planner, or review its contents, choose "Open planner."  This option is described first.  
9.3 
Selecting the Date.
9.3.1 Using the Calendar.
When you select the "Open" option, KeyPlan announces:
"Day?  Press Enter for today's date."
You are being presented with a calendar and being offered today's date.  If you press ENTER, you are placed at today's planner page.  You can choose a different date by moving around the calendar, as follows:
By day back or forward, use		SPACE with dot 3 or dot 6;
By week, use	SPACE with dot 2 or dot 5;
By month, use	SPACE with dot 1 or dot 4;
By year, use		SPACE with dots 2-3 or dots 5-6.  
When the required date is announced, press ENTER to select it.  
9.3.2 Entering the Date.
Instead of moving around the calendar to find the required date, you can braille it.  The way you enter dates should agree with the KeySoft date format; either day-month-year, or month-day-year.  You can find which date format is in effect by using the Help command; pressing SPACE with H.  You can check or change the date format with the Utilities option in the Main Menu.  
You can braille a date as:
25 december 01; or
december 25 01.  
depending on the format setting.  To avoid ambiguity you must precede each group of numbers with the number sign, which is dots 3-4-5-6.  
You can use a 3-letter abbreviation for the month, such as:
25 dec 01.  
You can also use numbers separated by a number sign in the form:
#25#12#01.  
If you omit the year, then the current year is assumed.  
When you have selected or brailled the date, press ENTER and you are placed in the required planner page.  If you have selected today's date, the cursor is placed at the beginning of the next appointment for today, if one exists.  This allows you to check your next appointment very quickly.  For other dates, the cursor will be at the top of the page, ahead of any existing entries.  
9.4 
Page Layout.
The planner is laid out as a page-per-day desk planner.  Each day starts on a new page.  The date appears at the beginning of the first line.  It is followed by any general notes or reminders, which are not associated with any particular time.  These can use as many lines as required.  
The scheduled appointments then follow.  Each of these starts on a new line, and begins with a time.  The appointment details follow on the same line.  
When an appointment is scheduled or rescheduled, it is placed on the correct page, and is sorted into time order with other entries.  
You can check the date and day of the week of a planner page by pressing SPACE with dots 1-5-6.  It is announced in the form: "Tuesday, March 24, 2002."
The layout and page settings of the planner can be changed through the Format menu by pressing SPACE with dots 2-3-4-6, then L for "Layout," or P for "Page Settings."
These work in the standard KeySoft manner, except that the Layout applies throughout the current year, like the Page Settings.  A separate KeyPlan file represents each calendar year.  
9.5 Entering Text.
9.5.1 Making Notes on a Page of the Planner.
To make notes on any page of the planner, first select the date.  The cursor is placed ahead of any text that may already be on the page.  If the page is blank, then just start typing.  If there is already text on the page, check that the cursor is in the right place before typing.  You can move the cursor to a different point in the text by using the cursor movement commands.  These are similar to KeyWord commands.  
When you have finished typing an entry, you do not need to press ENTER unless you require a new line.  
If you have selected today's date, the cursor is placed on a scheduled appointment, if one exists.  You can use the cursor movement commands to move the cursor, or you can go to the top of the page by pressing SPACE with dots 1-2-3.  
9.5.2 
Scheduling Appointments.
From any planner page, enter the Appointment menu by pressing 
SPACE with dots 3-4.  
The Appointment menu contains 4 items, namely:
Schedule an appointment;
Reschedule an appointment; or
Cancel an appointment; and
Alarm status.  
You can review the list and select an item by pressing ENTER, or you can press the initial letter of the required item.  There are also Quick Commands for these options.  These are listed in the Command Summary, Section 14.5.  
To schedule an appointment, enter the Appointment menu by pressing SPACE with dots 3-4 and select Schedule by pressing S.  KeyPlan prompts:
"Appointment day? Current."
A calendar is being presented.  If the offered date is correct, just press ENTER.  Otherwise, move around the calendar to the required date, or braille it, and then press ENTER.  The next prompt is:
"Appointment time?"
The way you enter appointment times should agree with the setting of 12 or 24 hour format, which is announced when you press SPACE with H.  You can check or change the time format with the Utilities option in the KeySoft Main Menu.  You can enter a time without using number signs, in the form:
hh:mm
where "hh" is hours and "mm" is minutes, separated by a colon.  You can abbreviate an entry with fewer digits or no colon if it is unambiguous.  In 12 hour format, follow the minutes by a space and then a or p, to denote am and pm.  Press ENTER, and VoiceNote prompts:
"Appointment title?"
Type the reason for this appointment and press ENTER.  The title is inserted in the planner straight after the time.  If necessary, you can add more notes about this appointment after you have finished scheduling it.  

VoiceNote then prompts:
"Do you wish to set an alarm on this appointment?."
If you do not, press N.  If you want to set an alarm, press Y, and your VoiceNote prompts:
"Warning time?  Press Enter for n,"
where "n" is the suggested warning time in minutes.  This feature can be used to sound the audible alarm before the appointment to allow you time to travel to your appointment, for example.  To change the setting, type the required warning time in minutes and press ENTER.  A number sign is optional and the value can be between 0 and 120 minutes.  Your VoiceNote then prompts,
"Appointment scheduled."
The time is inserted in the planner page, on a new line, followed by the title.  The appointment is sorted into the correct time order for the current date, and the cursor is placed just after the new entry.  
To make another entry, use the Appointment menu by pressing SPACE with dots 3-4 again.  You do not need to be in the required place in the planner, because you are prompted for the date and time.  The new entry is sorted into order with existing entries.  You can set as many alarms as you wish.  
9.6 Reviewing the Appointments.
9.6.1 The Review Commands.
Most KeySoft review commands are available in the planner, but two groups of commands are somewhat different:
To read all planner entries for the:
Previous day:		SPACE with dots 2-3;
Current day:		SPACE with dots 2-3-5-6;
Next day:	SPACE with dots 5-6.  
Both scheduled appointments and notes will be announced.  The cursor moves to the top of the new day for previous and next, but does not move for current.  
To read the planner entries within a particular day:
Previous entry:	SPACE with dot 1;
Current entry:	SPACE with dots 1-4;
Next entry:	SPACE with dot 4.  
These actions will read one complete appointment, or a line of notes.  The previous and next commands will move the cursor to the beginning of the new appointment or line.  
Repeated use of the previous or next commands will move the cursor through the planner.  A beep will indicate that there are no more entries to read in the current year.  
To move the cursor to the top or bottom of the current day, press
SPACE with dots 1-2-3, or SPACE with dots 4-5-6.  
To speak continuously, press
SPACE with G.  
To stop VoiceNote speaking at any time, press
BACKSPACE with ENTER.  
To confirm the date of the current planner page, press
	SPACE with dots 1-5-6.  
9.6.2 Checking Your Next Appointment.
You can check your next appointment, whether it is today or on a future day, from any point in KeySoft, without leaving what you are doing.  To do this, press ENTER with N for Next Appointment.  The appointment details are announced.  When you are finished you are returned to the point at which you elected to request details of your next appointment.  
The other way of checking your next appointment for the current day is to enter the planner and select today's date in the calendar.  This places you at your next appointment for the day, if there is one.  
9.6.3 Finding an Appointment.
You may need to find an appointment whose date you have forgotten.  If you remember a word, name or phrase in the text, then you can use the Find command, SPACE with F to find it.  If the text is found, you can hear the details by pressing SPACE with dots 1-4, and you can query the date by pressing SPACE with dots1-5-6.  
The text can appear more than once in the planner, so you may not find the required appointment on the first try.  To continue the search, press SPACE with N.  
9.7 
Editing Appointments.
After you have made entries in the planner, you can edit the text, delete or move it, and change its layout.  Most of the KeySoft commands are available for editing.  For example, SPACE with dots 2-5 reads the word under the cursor, and BACKSPACE with dots 2-5 deletes the word under the cursor.  The Block Commands Menu, obtained by pressing SPACE with B, provides the same marking, cutting and pasting operations, which are available in the Word Processor.  
Like the review commands there are some minor differences.  BACKSPACE with dots 1-4, which in the Word Processor is "delete to end of sentence," or "delete to end of line," depending on the Reading Mode, either cancels the appointment the cursor is in, or deletes to the end of the line if the cursor is in a note.  
9.8 Selecting Another Date.
There are two ways to select another date.  You can return to the calendar, by pressing SPACE with E, and then select or braille the required date, or you can move forwards or backwards to a different date in the current year by using the "Go to" command, SPACE with dots 1-2-6.  When you press SPACE with dots 1-2-6 KeySoft prompts:
"Go where?"
Press F for forwards, or B for back.  Follow this with D, W, or M, to move a day, week or month, and then press ENTER.  You can also put a number and space before the D, W, or M.  For example, to move forward 3 days, use the following:
SPACE with dots 1-2-6, number sign, 3, SPACE, D, ENTER.  
To find where the cursor is currently located, press SPACE with dots 1-5-6.  The day and date is announced, and if the cursor is in an appointment, the appointment time is also announced.  This is also useful for checking the day of the week.  
Today's date and day of the week can be checked from any point in KeySoft through the Options menu by pressing SPACE with O, then D. 
9.9 
Rescheduling and Canceling Appointments.
Once an appointment has been made, you can reschedule it for a different day or time.  Position the cursor anywhere in the required entry, enter the Appointment menu by pressing SPACE with dots 3-4, and select "Reschedule appointment."
You are be presented with the calendar, and VoiceNote prompts:
"Reschedule to which day?  Press Enter for (Current)."
Select the required day, and you are then asked for the new time.  Type a time and press ENTER.  The entry is then rescheduled for the chosen day and time.  
To cancel an appointment, position the cursor anywhere in the required entry, enter the Appointment Menu and select "Cancel appointment."
You are asked to confirm your intention, so press Y.  
You can also cancel an appointment by using the deletion commands to delete its time and text.  
9.10 Alarms.
9.10.1 When Alarms Sound.
An alarm rings at its programmed time, even if the VoiceNote is switched off.  The speaker and the headphones sound the alarm.  Unlike speech, the speaker sounds the alarm even if the headphones are plugged in.  
If not acknowledged, the alarm continues ringing for a length of time called the "Alarm ringing time."  It is then silent until:
the "Alarm repeat time" has elapsed; OR
a key is pressed; OR
the machine is switched on.  
In which case it sounds again.  Section 9.10.4 describes how to review or change the "Alarm ringing time" and the "Alarm repeat time" settings.  The maximum number of times an alarm can cycle is set to 10.  This is to prevent an alarm causing unnecessary battery drain.  
9.10.2 
Acknowledging an Alarm.
If the power is off and the alarm is sounding, there are options available to you as follows:
To cancel the alarm:	press C;
To read details:	press R;
To postpone the alarm for 10 minutes: 	press SPACE.  
To acknowledge an alarm that has sounded, switch the VoiceNote on if it is off, and press BACKSPACE and ENTER together.  
You are then automatically placed in the Alarm menu.  KeySoft :
"Alarm options menu."
The four possible actions may be reviewed by pressing SPACE repeatedly.  Select the one you want by pressing ENTER.  They are:
Cancel the alarm;
Read the alarm details without canceling;
Postpone the alarm.  You are asked how long you wish to postpone the alarm.  

Go to the corresponding appointment in the planner.  The alarm is canceled, and the cursor is placed at the start of the appointment so that you can read its details. 
9.10.3 Alarm Status.
You can review or change the alarm status of an appointment in the planner.  To do this, position the cursor anywhere in the required appointment, enter the Appointment Menu by pressing SPACE with dots 3-4 and select the "Alarm status" option.  
KeySoft indicates whether or not the alarm is set, and asks if you want to change it.  Press Y or N as required.  If you are setting an alarm, you are also asked for the warning time.  Either select the offered time by pressing ENTER, or type a new value and press ENTER.  
9.10.4 
Alarm Set Up.
The ringing and repeat times have the same values for all alarms.  To review or change the values, first move to the KeyPlan menu.  In the KeyPlan Menu select "Setup options" and KeySoft enters the "KeyPlan setup list." 
The first item on the list is alarm volume.  KeyPlan prompts:
"Alarm volume? Currently 25."
To change the alarm volume, type a new value between 5 and 32 where 5 is quietest and 32 is loudest, and press ENTER.  To test the volume, go back to the alarm volume item and press SPACE with T.  
The next item on the list is the alarm ringing time.  KeyPlan :
"Alarm ringing time? Currently 30 seconds,"
This is the length of time an audible alarm sounds before it turns itself off.  To change the value, type the required duration in seconds and press ENTER.  The value can be between 5 and 600.  A number sign is optional.  
The second item in the list is:
"Alarm repeat period? Currently 5 minutes,"
This is the period of time for which an unacknowledged alarm will be silent, before it sounds again.  To change the value, type the required duration in minutes and press ENTER.  The value can be between 1 and 60.  The maximum number of times an alarm can cycle is set to 10.  This is to prevent an alarm causing unnecessary battery drain.  
9.11 Embossing and Printing.
Any part of the planner can be embossed or printed.  This section refers to embossing, but the procedure for printing is the same.  
To emboss part of the planner, first move to the KeyPlan menu, and then select: "Emboss planner."  KeyPlan prompts:
"Emboss or Setup Embosser?"
The Emboss option leads to a series of prompts to select the dates to emboss.  The Set Up option allows the VoiceNote to be set-up to match your embosser.  This is the same as the Set Up option presented when embossing a document and is described in Section 6.7.  If you have already set-up your VoiceNote for embossing documents, you do not need to set it up again.  

Assuming that the embosser has already been set up, you may proceed to emboss part of the planner.  Press E for Emboss, and KeySoft prompts:
"Emboss from which date? Press enter (date),"
You can accept the date suggested, or type a different date, or choose the starting date from the calendar that is being presented.  
The next prompt is:
"Emboss up to and including which date?"
Select a finishing date in the same year.  When "Embosser ready?" is announced, press Y and embossing begins.  
If you want more than one copy, press N, and you are prompted for the number of copies.  Enter a number, press ENTER, and you are placed at the "Embosser ready?" prompt again.  
Press Y and the embosser should start immediately.  To help prevent embossing more copies that you want, KeySoft sets the number of copies to one.  Whenever you want to emboss more than one copy of selected planner pages, press N at the "Embosser Ready?" prompt and change the number of copies as required.  
9.12 Planner Year Files
A separate Planner file represents each calendar year.  The Planner file for a particular year is automatically created the first time the calendar for that year is opened in the planner.  Planner files are stored in the KeyPlan folder on the Flash Disk using a naming convention such as "2001 Planner.kpt," where the number '2001' indicates the calendar year.  
It is important to realize that when selecting another date using the "Go to" command, SPACE with dots 1-2-6, the selected date can only be within the current year.  If you are in the year 2001 Planner, and wish to set or check an appointment in the 2002 Planner, you must exit the 2001 calendar and enter the 2002 calendar.  


End of Chapter 9.  



10 The Address List.
10.1 Introduction.
KeyList is an address list manager.  It allows you to enter addresses, phone numbers and other data against a person's name.  You can review and edit the information, sort it, and copy it to the word processor, KeyWord or the planner, KeyPlan. It is also possible to synchronize your Address List with an MS Outlook Contacts list - see Appendix G for more information on KeySync.
You can enter the Address List from the Main Menu, use the SPACE and BACKSPACE keys to review the items in the menu, until "Address List" is announced, and then press ENTER.  Alternatively, you can select the Address List from the Main Menu by pressing A.
You can switch directly to the Address List from anywhere in KeySoft by pressing SPACE with dots 2-3-5 then A.  If you leave the Address List by switching directly to another application, such as the Word Processor, then pressing BACKSPACE with A then ENTER will return you to the same point in the Address List. 
VoiceNote BT announces "KeyList Menu".  This menu comprises 6 options as follows:
Add address.
Look up address.
Copy addresses.
Emboss addresses.
Print addresses.
Select KeyList file.
The following chapter describes these options.  If you are using KeyList for the first time, the address list is empty until you have added some addresses.
10.2 
Adding an Address.
This option allows you to enter contact details; last name, first name, and a list of other information.  Each item of information, such as a phone number, is called a "field".  Up to 25 fields can be associated with a last name to form a contact "record".
At the KeyList menu, select "Add address".  KeyList prompts:
"Entry list for Address List".
Move to the first item in the list by pressing SPACE, and KeyList prompts you for a Last name.  Type a last name and press ENTER.
You are then prompted for text to enter into the following fields.  For any field other than the last name field, you can enter text or skip the field by pressing SPACE.  The complete list of fields for an address record is as follows:
Last name.
First name.
Middle name.
Title.
Home phone number. 
Business phone number.
Cell phone number.
Home e-mail address.
Business e-mail address.
Home fax number.
Business fax number.
Street address.
Street address line 2.
Street address line 3.
City.
State or county.
Zip or Post Code.
Country.
Business title.
Company name.
Department.
Business street address.
Business street address line 2.
Business street address line 3.
Business city.
Business state.
Business Zip or Post Code.
Business country.
Web page.
Notes.
For each field, type the information and press ENTER. For the Notes field you must press ENTER to select Notes.  You can then write, edit or read the notes.  You are then asked for the next field.  
In general, you can use your Preferred Braille Grade, as set up through the Options menu, for reading or adding list items.  However where your grade is not appropriate, KeyList assumes a lower grade.  For example, for entering the "Zip or Post Code" field grade 1 is assumed.  E-mail addresses must be entered in Computer braille.  Section 10.14 has details about entering e-mail addresses.
Remember that names and addresses may be printed at some stage, so it is good practice to use capital signs as appropriate.  KeySoft will put one in if you don't.
If you enter a telephone number, a number sign isn't needed.  
All fields except Last name are optional, so if you wish to skip a field, just press SPACE to move to the next one.  Should you require a space as the first character in an entry, pressing BACKSPACE with B enters a space for you.
You can review the list by pressing BACKSPACE to move back, or SPACE to move forward.  When you are satisfied, add the new record by pressing SPACE with "e n" sign- dots 2-6.
KeyList confirms, "Record added", and you are returned to the KeyList menu.  If you wish to add another record, press A and repeat the previous procedure.
10.3 
Looking Up an Address.
10.3.1 Searching by Surname.
At the KeyList menu, select "Lookup Address".  KeyList prompts:
"Selection list for Address List".
Move to the first item in the list by pressing SPACE, and KeyList prompts:
"Last name?" 
You are being asked for data which is used to find matching records.  We deal with a simple case, and return to more complex searches later.
For example, you may want to review the records of all people called "Smith".  In this case, type "smith" at the last name prompt, and press ENTER.  The first name and last name of the first person in the address list called "Smith" is announced.  You can move down the list of "Smiths" by pressing SPACE with dots 5-6.  Each press announces his or her first name, followed by the last name, in this case "Smith".  Only records that match the selection list are announced.  A beep indicates when there are no more matching last names.
To review the other fields in a particular record, press SPACE repeatedly.  Only fields containing an entry are announced.  The format of each item comprises of the name of the field, such as "Company name", followed by the entry, such as "Yoyodyne Inc."  The available reading commands are as follows:
To read the previous record:	SPACE with dots 2-3.
To read the current record:	SPACE with dots 2-3-5-6.
To read the next record:  	SPACE with dots 5-6.
To read the previous field:	BACKSPACE or SPACE with dot 1.
To read the next field:  	SPACE or SPACE with dot 4.
To jump to any field:	Press the first letter of the field name.
For example, H for Home phone number, Home e-mail address or Home fax number.
When reviewing a field entry you can use the following commands:
To hear the previous word:  	SPACE with dot 2.
To hear the current word:  	SPACE with dots 2-5
	Press twice to spell current word.
To hear the next word:  	SPACE with dot 5.

When you have finished listening to a selection, you can return to the selection list by pressing SPACE with E.  You are asked for another Last name.  If you have finished searching, you can return to the KeyList menu by pressing SPACE with E again.
10.3.2 Record Matching.
The information which you enter into the Lookup Selection List is used to find matching records.  You may include as much or as little data in the List as you wish.
For example, when looking up a telephone number, you might specify just the person's last name.  To start the search, press ENTER and the first person with that last name is announced.  If necessary, move through the other entries for that last name by pressing SPACE with dots 5-6, until you locate the one with the required first name.  Then press either H or B to move to the home phone number field or business phone number field.
You need only type the first few characters in a field rather than the whole field.  For example, if you just type "S" in the Surname field, you are able to access the records of all people whose surnames begin with "S".
You can search for all people who work for a particular company.  At the lookup selection list, don't specify a surname, but press SPACE repeatedly until you hear the prompt: "Company name?" and then type Yoyodyne Inc., for example, and press ENTER.  You can then use SPACE with dots 5-6 to move through all the people who work for that company.
You can also search for a name fragment within a field, using the multi-character wild card for the unknown first part.  For example, you may remember a company as: "Something and Fox, Incorporated".  If you press SPACE with dots 3-5, followed by "fox" in the company name field, you should have a very short list of records to review.
When setting up the Lookup Selection List, you can move forward and backward through the entries without changing their values.  Press SPACE or BACKSPACE to do this.  To change an entry, just type the required setting.  When the Selection List is to your satisfaction, start the lookup by pressing ENTER and the first match is announced.
For example, you may wish to review all entries in your address list with a last name of Smith that live in the city of Seattle.  To do this type 'Smith' in the last name field, then press SPACE with O until the City field is announced.  Type 'Seattle', and press ENTER.  All records matching your search criteria will be presented.
10.3.3 Clearing a Field.
Any fields used in a Lookup will be offered as a suggestion for the next search, unless you exit to the KeyList Menu between searches.  You may want to blank out a previously-used field so it is not used in the next search.  To do this, move to the required field using SPACE with O and press the Clear Field command, SPACE with dots 3-5-6.
10.4 Changing a Field or Adding More Information.
First we will look at changing an existing field, as would be the case for example, if you wished to change a persons phone number.  From the "Lookup address" option, select the person's record you wish to modify, then move to the field to be changed.  Press
BACKSPACE with dots 1-4,
and you are asked for a new entry for this field.  There are three options here:
Type a new entry and press ENTER.
	Edit the old field that is offered as the suggestion, as described in Sections 5.16.
Clear the field by pressing BACKSPACE with dots 3-5-6, followed by ENTER.
This puts you in an entry list so you can modify or add to any other field as well.  You have the same three options for all the fields and you can change any other field in the record.
The second scenario is where you wish to add an additional field to an existing record.  From the "Lookup address" option, select the person's record you wish to add to, then press BACKSPACE with dots 1-4.  KeySoft will prompt:
"Last name?  Currently (name)"
Press ENTER to accept the name, then use SPACE to move through the list of fields until you hear the field you wish to add.  Type in the required information and press ENTER.  When you are satisfied press SPACE with dots 2-6 and the modified record will be stored. 
10.5 Deleting a Record.
To delete a record, comprising a last name and all its associated fields, use the "Lookup" option.  Move to any field in the record and press
BACKSPACE with dots 2-3-5-6.
You are prompted to make sure, so press Y, and the record is deleted from the address list.
10.6 Duplicating a Record.
You may want to create a new record that is similar to an existing one.  There is often less to type if you duplicate an existing record, and then make the required changes.  You might do this, for example, if two people work for the same company and many of their details are the same.  There is a useful function called "Retrieve last record", which can help here.
Assume that you have just added a new record for someone who works for a particular company, and you want to add another similar record for someone else.  Select the Add Address option and when you get as far as the Last name prompt, select the Block Commands Menu by pressing SPACE with B.  
Note that this is a different menu to the Block Commands menu in KeyWord.  Press SPACE and KeyList prompts:
"Retrieve last record".
KeyList is offering to retrieve the last record you previously added, so press ENTER.  KeyList prompts, "Last name?  Currently Smith".  You now have two identical records, so you should change the fields that are to be different, such as Last name, First Name, and Title.  When you have made the changes, add the new record by pressing SPACE with dots 2-6.
If you need to add other similar records, continue using the retrieve last record command as necessary.  If you want to duplicate an old record, just look it up first, since the retrieve last record command retrieves the last record that was looked up, Added or Copied.
10.7 Inserting an Address into a Document.
You may wish to insert a name and address, from KeyList, into a letter you are typing with KeyWord.  This can be done in two steps as follows:
Copy the address to the clipboard.
Paste the clipboard into the document.
These steps are now described.  Select KeyList and from the KeyList menu, press "L" for Lookup, and locate the person's address.  At any field in this record, select the Block Commands Menu by pressing SPACE with B.  There is only one item in this menu, and if you press SPACE the following message is announced, "Copy record to clip board".  This is the action you require, so press ENTER.
KeyList then prompts, "Template name?"  for the name of the template that determines which fields in the record should be copied, and in which order.  You can create your own templates as described later.   For the moment, select an existing one by press SPACE repeatedly until you hear, "Braille Letterhead template" and press ENTER.
The record that you just looked up is copied to the clipboard.  KeyList announces, "Record copied to clipboard", and you are returned to your place in the record.  The fields that have been copied to the clipboard are formatted in a letterhead style.
Now use KeyWord to create the letter that requires an address.  Place the cursor where you want the address to be inserted and paste the clipboard by pressing SPACE with B, then P.  If you review this document, you will find the selected person's name and address in a letterhead layout.
10.8 Embossing Addresses.
10.8.1 General.
You may want to emboss a name and address or phone number, or a selection of them.  From the KeyList menu select "Emboss addresses".  KeySoft prompts:
"Emboss or Set up embosser?"
If you haven't previously set up the embosser, press S.  The set up procedure is covered in Section 6.6.
To proceed with embossing, press E, and KeySoft prompts:
"Template name"?
10.8.2 Templates for Embossing.
An address record is a series of fields, whereas an embossed page must have a specific format.  So, to emboss address records, you must specify which fields you want to emboss, and how they should be arranged.  This is defined by a template, which is a KeyWord document laid out with the required field names in the required arrangement.  A template may also contain text and formatting information.
There are two main template categories, namely Braille templates and text templates.  To emboss addresses from the address list, you would use a Braille template.  Conversely to print addresses from the address list, you would use a Text template.  The convention used for naming templates, places the word "Braille" in front of the Braille templates.
KeySoft is provided with several ready-made Braille and Text templates for copying, embossing or printing.  There is a "Letterhead template", which produces a letter heading in the form:
Line 1: (first name) space (last name).
Line 2: (street address).
Line 3: (street address, line 2).
Line 4: (city) comma (state) (zip or postal code).
Another ready-made template is called, "Phone List template", and produces a single line for each record in the form:
Line 1: (last name) space (first name)
Line 2: (street address)
Line 3: (street address, line 2)
Tab: (city)
Tab: (business phone number).
A new line is then created.
Line 4: (city)
Line 5: (home phone).
Select a template for your purpose.  If there is no template that suits what you want to do, you can modify or create a template as described in Section 10.10.
10.8.3 Selecting Addresses to Emboss.
After you have selected the template, KeyList , "Selection list for Address List".  If you want to emboss every record, press ENTER.  However, you can select just those addresses you want to emboss.  For example, you might type "Yoyodyne Inc." in the "Company name" field.  When you have set up the required search field, or fields, start the lookup by pressing ENTER.  KeyList announces the number of selected records, and prompts, "Emboss all selected records?"  To do this, press Y.  All the selected addresses are embossed, and you are returned to the KeyList menu.
Alternatively, you have a further opportunity to choose from the selected addresses.  To do this, press N, and you are presented with the first matching record.  If you wish to emboss this record, press ENTER and this record is embossed.  If you do not want to emboss this record, use SPACE with dots 5-6 repeatedly to scan the list, and press ENTER for each record that you do wish to include.
10.9 
Printing Addresses.
The procedure for printing an address list, or a selection of it, is very similar to embossing.  From the KeyList menu, select "Print addresses".  KeySoft prompts:
"Print or Set up printer?"
If you haven't already set up the printer, press S.  The set up procedure is covered in Section 6.8.  To proceed with printing, press P, and follow the prompts to select a template and choose which address records to print.
10.10 Templates.
Templates are used for copying, embossing and printing.  You can use the templates as they are supplied, or you can modify them, or create new ones.  The procedure for creating a new template is described.
10.10.1 Braille and Text Templates.
It is important to note that a template may be a Braille or a text document, and the right one must be used for the purpose.  If you want to emboss a Braille document, or insert into a Braille document, then a Braille template is required.  Conversely, if you want to print, or insert into a text document, then a text template is needed.
10.10.2 Creating a Template.
Suppose that you wish to copy records from an address list into some business letters.  You might want a template that puts your own address at the head of the letter, followed by the date, and then the recipient's name and address.  We will assume that the letters will be Braille documents, which could be printed later.  In this case you will need a Braille template.
From the KeyWord menu, press C to create a new document.  At the "Folder name?" prompt, select "KeyList", which is the folder where templates are kept.  At the prompt: "Document to create?" type a suitable name such as: "Business template".  Unless you specify otherwise a Braille template is created.  If you had wanted a text template, press BACKSPACE with X at the prompt for "Document to create?" until "Create a Braille document" is announced.
Now compose this document in the way you want the record to be formatted.  The layout is for a business letter, so first type your own address, followed by a blank line.
Next, insert the date by pressing SPACE with O, followed by I- then D.  KeySoft prompts, "Insert today's date or printing date?"  Select the Printing Date option by pressing "P".  This causes the date to be updated each time you use the template to emboss or print Address List records.  The Today's Date option inserts today's actual date, that is the date you created the template document.
The text you have typed so far will be reproduced each time you use this template.  Now we want to copy a recipient's first name from the address list.  Place the cursor where you want the name to go, and select the list of available field names as follows:
Select the Template menu by pressing BACKSPACE with ENTER with dots 2-3-4-6, and then select the Insert Field option.
KeySoft prompts, "Insert field from which database?"  Select "KeyList's Address list" by pressing "A".  You are then presented with the "Field selection list".  This is a list of all the field names in an address list.  Press SPACE or BACKSPACE repeatedly to review this list and find the field you want, which in this case is: "First name".  Press ENTER to select it.  You are returned to the document, a "First name field" marker is inserted, and the cursor is placed just after it.  Now when a record is copied into a document using this template, a person's First Name appears in the marked position.
To put a space after the first name, press SPACE.  To include the last name next, follow the same procedure that you used to select the first name, but select the "Last name" field instead.  This places a "Last name field" marker after the space.
Start a new line by pressing ENTER, and continue to compose the recipient's address, using field names from the list.  A template may include whatever punctuation, formatting commands or text that you wish, and these are included with the fields that are specified by the template.
Other layout rules to remember are:
When using a template, KeyList filters out lines that only contain blank fields.  For example, the original record may have a blank "Country" field.  If your template contains a "Country" field name on a line by itself, a blank line will not be generated.

If you want a blank line to be generated when it contains only blank fields, start the line in the template with a marker to indicate "Force Inclusion of Line", by pressing BACKSPACE with ENTER with dots 2-3-4-6- then F.

Part of a line in a template can be marked with suppression markers.  If the field or fields between the markers are blank, everything between the markers is suppressed when the template is used.  To insert these markers, press BACKSPACE with ENTER with dots 2-3-4-6 for the Template menu, and choose Start or End Conditional Suppression.  For an example of the use of suppression markers, see the "Letterhead Template"  in the KeyList directory.

To put a comment line in a template, start the line with a comment marker.  To do this, press BACKSPACE with ENTER with dots 2-3-4-6 for the Template menu, and choose: "Mark comment line".  The contents of the comment line are not included when the template is used.

Records can be printed to fill the page, in a layout suitable for a phone list.  Alternatively, they can be printed one per page, to suit envelopes and form letters.  In the latter case, a "New Page" marker is required at the end of the template.
When you have finished the template, you can review it as you would review a normal document.  Markers are spoken with character or word review commands.  In the template, fields appears to have a particular length, but the actual field lengths are substituted when you use the template.  For example, the "First name" field appears to be 13 characters long in the template, but only 4 characters result if the address list field contains the name "John".
If you create a new template, or modify an existing one, you should check the resulting layout to ensure that it is what you intended.  You can do this by copying a record into the clipboard, using the new template, and pasting the clipboard into a blank document.  You can then review the layout.
10.11 Copying Addresses.
KeyList allows you to copy a sub-set of the address list, such as all people who work for Yoyodyne Inc., into a chosen file.  At the KeyList menu select "Copy addresses".  KeyList prompts:
"Copy addresses to a document or an address list?"
You have the option of copying the addresses to a KeyWord document, or to another address list file used by KeyList or KeyMail.
10.11.1 
Copying to a Text or Braille Document.
To copy to a document, press "D", and you hear prompts for a destination folder name and document name.  Select an existing Braille or text document, or create a new one.
When you have entered the destination document name, you are prompted, "Template name?"  This determines the fields to be copied and their format on the page.  The offered template is either a Braille or a text document, to match the type of destination document you have chosen.  To accept the suggested template, press ENTER, or press SPACE repeatedly to review the list of available templates, and choose one by pressing ENTER.
You are then placed in the KeyList Lookup function, at the prompt: "Selection list for Address Notebook".  If you want to copy every record, press ENTER.  However, you also have the opportunity to select just those addresses you want to copy, if they have something in common.  For example, in the "Company name" field you might type "Yoyodyne Inc."  When you have set up the required search field, or fields, start the lookup by pressing ENTER.  KeyList announces the number of selected records, and asks, "Copy all selected records?"  To do this, press Y.
All the selected records are copied to the destination document, and you are returned to the KeyList menu.  Alternatively, you have a further opportunity to choose from the selected addresses.  To do this, press N, and you are presented with the first matching record.  If you press ENTER this record is added to the document.  If you do not want to include this record, use SPACE with dots 5-6 to scan the list, and press ENTER for each record you wish to include.
10.11.2 Copying to an Address List File.
You can also copy addresses to another address list file, rather than to a document as just described.  At the KeyList menu select "Copy addresses".  Your VoiceNote BT prompts:
"Copy addresses to a document or an address list?"
To copy to an address list file, press "A", and your VoiceNote BT prompts for a destination folder name and file name.  Select an existing address list.  If you need to select a different drive or folder, press BACKSPACE.
There are now two possibilities; either the source and the destination files have the same number of fields and the same field names, or there are differences.
The first case applies when you are copying records to a file with an identical structure to the source file.  KeySoft advises, "All fields match.  Review field mapping list?"  You would normally press N here, and you are placed at the Selection List, from where you may select the required records, as described in the previous section about copying to a document.
Alternatively, if the source and destination structures are different,  KeySoft tells you how many field names match, and queries, "Review field mapping list?"  If you press N at this point, KeySoft copies only those fields which have matching field names in the destination file.
However, if you want to specify how each field in the source file is mapped to the destination file, press Y.  KeySoft presents a "Field Mapping List" containing pairs of field names.  The first of each pair is a field name from the source file, and the second is a matching field name in the destination file, if a match exists.  To change a mapping, review the field mapping list by pressing SPACE or BACKSPACE repeatedly and select a source field name by pressing ENTER.  You are presented with a field selection list containing all the field names in a destination record.  Review this list and pick the corresponding field name by pressing ENTER.  You can then continue to review the field mapping list, making changes as required.  To prevent a field being copied, use the Clear Field command, SPACE with dots 3-5-6, when the field name is announced.  When the field mapping list is to your satisfaction, press SPACE with E and you can proceed to select the required records to copy, as described previously.
10.12 Selecting an Address List.
KeySoft is installed with a blank address file called: "Address List".  Its name is announced when you select, "Add address", or "Lookup address".
To select a different address list, or to verify which address list is currently selected, select the "Select KeyList file" option in the KeyList Menu.  You are prompted for a folder and file name.  Select the folder and file in any of the usual ways.  The selected file remains current until deliberately changed.  If the file selected is not of the Address List type then you are prompted to verify the selection when you enter KeyList.
10.13 Creating an Address List.
For easy to follow step by step instructions on how to create a database, go to Appendix E - Setting up a database.
Each address list has an associated KeyList definition file that defines the fields that are contained in an address record.  The definition file for the standard "Address List" may be found in the KeyList folder and is named "Address List.klt".

When you first enter details into the Address List, an associated database volume is created within the "Keylist.cdb" file that is stored in the KeyList folder on the Flash Disk.  The entries you place in the Address List are stored within this database file.
We recommend caution in working with database definition files.  If consider you have the necessary skills and you wish to experiment with creating your own variant of the "Address List", we suggest that you first make a copy of the existing Address List definitions file and that you modify this copied file.  In this way you will always have the original Address List definition file to fall back on.
	From the File Manager copy the file named "Address List" from the KeyList folder on the Flash Disk to the General folder on the Flash Disk.	
	Use Keyword to open the Address List file you have copied into the General Folder.  We suggest you set KeyWord to line reading mode, by pressing SPACE with M until "line reading mode" is announced.
We'll now consider the task of modifying this file so that the associated database is named "Phone List", and the definition file only contains fields for "Last Name", "First name", and "Phone".  Now, let's take a closer look at the original address list definitions file that we have just opened.
You will find that the file contains some 33 lines of information.  The syntax of each line determines it function.
The first line of the file contains the word "database", followed by the words "Address List".  We want to create a definition file called "Phone List", so replace "Address List" with "Phone List", leaving the word "database" at the start of the line 1.
The second line contains the number "24".  Leave this unchanged.
The next 27 lines define each field as it appears in the Address List.  Each line starts with a unique number, but the order in which the fields appear in the database is determined by their relative line position, not the number used to identify the line.
Delete the lines starting with "16420" and "16419".  These lines represent the fields "Middle Name" and "Title" in the original definition file.
Position the cursor at the start of the line numbered "14856" and place a "Top of Block" marker.  Next position the cursor to the start of the line numbered "24594", enter the Block Menu and select "Delete Block".
You should now be left with a file that contains 9 lines.  Modify the line starting with "14857" so that the text between the quotes is "Phone" rather than the original "Home phone number".  It is important that the word "Phone" is placed inside quotation marks.
The final form of your modified file should be:
database Phone List
24
14865, name, autocap, "Last name"
14854, name autocap, "First name"
14857, phone, autonum, "Phone"
24594, concat, "14865, 14854"
24595, concat, "14854, 14865"
announcement order 14854, 14865
sort order 24594, 24595
Once you are happy with the contents of the modified file, exit the file, and from the File Command Menu, rename it to "Phone List".  Ignore the message that there is no database associated with the file.  Copy the "Phone List" definition file back into the KeyList folder.
All you have to do now is go to the Address List menu, and select the "Phone List" file as you address file.  You can than add entries to your new phone list.  When you first try to add an entry into the phone list you will be asked to confirm the creation of the associated database within the "Keylist.cdb" file.
The address list database used in KeySoft is a powerful structure and Pulse Data will release further information regarding the creation of alternative databases.
10.13.1 Using KeyList to Manipulate Databases
KeyList is not restricted to looking up or adding to an address list.  It can also be used to manipulate any of the databases in the KeyList folder.  To do this, select the folder and name of the required database using the "Select KeyList file" option in the KeyList menu as described in Section 10.12 above.
You can now use KeyList to Lookup or Add to the selected database in the usual way, as if it were an address list.
When you have finished reviewing or updating a database, remember to re-select the Address List in the KeyList folder for future use.

End of Chapter 10.


11 E-mail.

11.1 Introduction.
This chapter introduces KeyMail, the VoiceNote's user friendly e-mail package that lets you send, receive and manage your e-mail.
If you are new to the world of electronic telecommunications you may wonder what e-mail is.  That is, apart for being short for electronic mail.  Essentially e-mail is just the electronic equivalent of paper mail but it is faster and cheaper than ordinary mail.  It takes minutes or hours rather than days to reach its destination even when the destination is on the other side of the world. 
In order to send and receive e-mail, computers need to have a set of rules, or a protocol, that determines how the information is sent.  VoiceNote's e-mail program, KeyMail, uses the popular POP (Post Office Protocol) e-mail format. This protocol has become the "industry standard," which ensures easy connection to the majority of Internet Service Providers.
We commence this chapter by describing in general terms, what KeyMail can do.  We then take an overview of the KeyMail package, and follow this with getting started with KeyMail from a first time perspective.  Following this, is a fuller description of KeyMail and its component parts.
11.2 What Can KeyMail Do?
The KeyMail e-mail program enables you to access mainstream e-mail services and communicate with e-mail users worldwide.
KeyMail provides you with the following capabilities. 
	KeyMail enables you to communicate with people using many different popular e-mail programs like Microsoft Outlook or Outlook Express, Eudora, and Lotus cc:Mail.
	KeyMail guides you through the steps of addressing and composing an e-mail message, connecting to an e-mail service provider, sending e-mail and receiving e-mail.
	KeyMail helps you organize your e-mail so you can find them easily using electronic folders, and it enables you to set up your preferred e-mail options. 
	KeyMail handles attachments to e-mail.  It understands the very popular Microsoft Word document formats so you can read Word documents attached to your e-mail. Microsoft Word format is the de facto standard word processor file format.  You can also attach Word compatible documents to your out-going e-mail. 
	KeyMail eliminates the routine task of appending your name and e-mail address, and facilitates responding to an e-mail message.  Replying to a message automatically creates a new message with the address and subject line filled in, and the message area contains the text of the original message.
With a built-in modem and KeyMail software, VoiceNote provides everything you need to join the connected world of e-mail. 
11.3 KeyMail Overview.
KeyMail is accessed from the Main Menu, and may be quickly entered by typing E.  This takes you to the KeyMail Menu, which contains 4 items.  These are: 
Write an e-mail.
Read e-mail.
Connect to a service.
Set up options.
11.3.1 Write E-mail.
Choose "Write an e-mail" when you wish to send a new message to one or more people.  You can enter their e-mail address manually, or more conveniently, choose them from your KeyList address list.  KeyMail steps you painlessly through the various options that include the following items:
main recipient or recipients.
carbon copy  recipient or recipients.
blind carbon copy  recipient or recipients.
subject.
and whether you wish to send any file attachments.  
You can then create, review, spell check, and edit the text of your e-mail message using the same friendly commands used in the KeyWord word processor.  At this point you may choose to send your e-mail, with or without saving a copy, or save it as a Draft, so that you can return to it at a later time.  You may also emboss or print a copy of your e-mail.
11.3.2 
Reading E-mail.
To read e-mail stored on your system, choose "Read E-mail".  You can check for new messages before you start, or read messages stored from previous sessions.  KeyMail uses a series of folders to organize your mail, and you can add folders of your own to streamline the filing of your mail.  KeyMail guides you through selecting the desired folder, and provides tools for replying to e-mail, and forwarding e-mail, with and without the original text and/or attachments included.  E-mails can be marked for further action, such as moving or copying to another folder, sending to the Trash folder, or printing and embossing.
11.3.3 Checking for E-mail.
To check for new e-mail, choose "Connect to a Service".  KeyMail prompts you through the necessary steps, and provides feedback about the status of the connection and mail download.  If you have any unsent mail, this is also sent at this time.
11.3.4 Setup Options.
Choose "Set up options" to define the details of your connection to your Service Provider.  You can set up multiple connection profiles to facilitate connection to different service providers, or to handle different telephone connection numbers as you travel around the country or world.  Using the Receive options you can choose not to delete messages from your service provider after they have been downloaded, leaving them available to be downloaded to another computer.  A size limit can also be set on e-mails to be downloaded, and if exceeded, an alert will be given.  The Address list set up allows you to define which address list to use, if you have more than one, and to tell it your own name and e-mail address so these can be included in e-mail you send.
11.4 
Before You Start.
Before you can send and receive e-mail, you need to set up an e-mail account with an Internet Service Provider, or ISP for short.  If you already have an e-mail account, check the details below of what you require to set up KeyMail.  For those unfamiliar with Internet Service Providers, your ISP can be thought of as providing a similar service to telephone banking, only instead of shuffling money, your ISP handles your e-mail.
First you have to choose a Service Provider (ISP) and establish with them what your e-mail address and log on password will be.  They also need to provide you details of what telephone number you need to call, and the address of their send and receive mail boxes.  A typical example of these various items may be:
Service User Name:  	Murray_Thorn
Service Password:  	Cheeky
Service Provider Phone No:  	961 5050
Service Provider Pop Server address:  	pop.clear.net.nz
Service Provider SMTP Server address:  	smtp.clear.net.nz
Depending on your Service Provider, you may also have a separate E-mail User Name and E-mail Password, in addition to that required to establish the initial connection to the Service Provider.
In some cases you may require other information such a DNS address.  Either ask your Service Provider for details on setting up a Windows CE machine, or contact your VoiceNote dealer.
In the next section we will guide you through how to enter these details into your Directory of Services profile, and setup your Address List to include your name and e-mail address.  Once this is done, you will be ready to send and receive e-mail.  
11.5 Quick Start.
This section gets you started using e-mail as soon as possible.  The Quick Start section is followed by a full discussion of KeyMail so that you can get the most out of KeyMail.  You should read the whole chapter to understand the full capability of KeyMail.
The first exercise is to enter your name and e-mail address so that KeyMail can automatically include this in any e-mail that you send.  Secondly, we will set up your Directory of Services profile.  Finally, we will then compose and send an e-mail message to yourself, and follow this by checking your mail and hopefully receiving back your own message!
Don't panic if you make a mistake while entering information into a field.  KeySoft allows easy editing of incorrect entries, and the next section provides some hints for correcting these errors.
11.5.1 Correcting Input Errors.
Unless you are extremely accurate, it is highly likely that you will input an incorrect key stroke or two while you are filling in the various details.  KeySoft has a number of editing and review commands that greatly facilitate correcting such problems.  Get into the habit of frequently using KeySoft Help, SPACE with H.  It often provides a valuable source of information relevant to what you are trying to do.
Some fields require you to use Computer Braille, so you need to be aware of the default Computer Braille settings.  The "@" sign used in e-mail addresses is a case in point.  For 6 dot US Computer Braille the "@" sign is generated by pressing SPACE with U, followed by dot 4.  For 6 dot United Kingdom Computer Braille the "@" sign is generated by pressing SPACE with U, followed by dots 2-3-4-6.
If you notice a mistake while typing in, use BACKSPACE to take out the last character.  To review an e-mail address, hear it spoken by pressing SPACE with dots 2-5.  Pressing this combination again, causes the address to be spelt.  You can move forwards and back through an entry using SPACE with dots 6, or 3.
Section 5.16 provides further discussion on editing at a prompt.
11.5.2 Set Up Your Address Details.
Before you can send your first e-mail you have to enter your name and e-mail address.  To do this we go to the KeyMail Setup Options and choose the Address List option.
Step 1)	Press SPACE with dots 1-2-3-4-5-6 to go to the Main Menu and select KeyMail.
Step 2)  	KeySoft announces "KeyMail Menu".  Select Set Up Options from the KeyMail menu.  
Step 3)  	KeySoft announces "KeyMail Set Up Menu".  Select Address List from this menu.  
Step 4)  	KeySoft prompts "Address list filename?" and reminds you that computer braille is required.  If the prompted file name is "Address List", press ENTER.  Otherwise select the file with SPACE and press ENTER. 

Step 5)  	KeySoft prompts "Your name?"  Type in the name by which you wish to be known, and press ENTER.
Step 6)  	KeySoft prompts "Your E-mail Address?"  Type in your full e-mail address, for example; Murray_Thorn@Clear.net.nz, then press ENTER.  You are then returned to the KeyMail Setup Menu.  Computer Braille must be used for this entry.  Use KeySoft's help, SPACE with H to hear the keystrokes required to generate  the "@" sign and other common computer braille characters.
11.5.3 Setup Directory of Services.
As discussed in Section 11.4, to send and receive e-mail you need access to an Internet Service Provider, or I S P for short.  When you open an account with an I S P you need to obtain details of the service.  Before you can connect to an e-mail service the details of the service must be loaded into KeySoft.
Before you can add an entry to the Directory of Services you need to know the following details of your service provider:
Phone number.
Your Service User Name.
Your Service Password.
POP server.
SMTP server.
If you are connecting to an e-mail service through a corporate network, or a shared e-mail service,  you may also need to know your e-mail User Name and e-mail password.
Depending on whether or not a DNS address is automatically assigned, you may also have to specify a DNS address.  There may be two DNS address settings, a primary one and a secondary one.  Ask your Service Provider for details, or contact your VoiceNote dealer. 
Step 1) 	Press SPACE with dots 1-2-3-4-5-6 to go to the Main Menu and select KeyMail.
Step 2)  	KeySoft announces "KeyMail Menu".  Select Set Up Options from the KeyMail menu.  KeySoft announces "KeyMail Set Up Menu."  Select Directory of Services.
Step 3)  	KeySoft announces "Directory of Services Menu".  Select Add a Service.  KeySoft announces "Entry List for Directory of Services".
Step 4)  	KeySoft now steps you through a list of details of the service so that you can enter details for each item.  KeySoft queries Service Name? Enter a meaningful name for this service and press ENTER. For example it may be the name of your Service Provider, such as "MindSpring".
Step 5)  	The next item enables you to choose which modem you want to use for this service.  The built-in modem is the PC Tel Soft Modem.  You could also use an external modem connected to the serial port.  This is described as "Hayes compatible on COM1".  You may also install a PCMCIA modem in the PCMCIA slot.  Press SPACE with dots -,4 to step through the list of available options.  Press ENTER to make your choice of modem. 
Step 6)  	You are now prompted to enter the phone number of the service.  Type the phone number and press ENTER.
Step 7)  	KeySoft prompts "Service User Name?" and reminds you that computer braille is required.  Enter the service name, for example Murray_Thorn.  Depending on your ISP, the capitalization of letters within your Service ID may be important, as it may be used as part of your log on security.
Step 8)  	KeySoft prompts "Service Password?"  Type your password using Computer Braille and press ENTER.  For greater security, you can leave this blank and you will be prompted for the password each time you connect.  The password is echoed while you are entering it and may be reviewed and edited before you press ENTER.  Once entered it is announced as 5 asterisks instead of the actual password.
Step 9)  	You are prompted for your "E-mail User Name?" and reminded that computer braille is required.  Depending on your Service Provider, you  may or may not have to fill in this field.  Either press ENTER to leave this field blank or enter an address.
Step 10)  	KeySoft prompts "E-mail Password?"  As discussed in step 9, leave this blank by pressing ENTER if you have a personal account.  Type your password using Computer Braille and press ENTER.  The password is not echoed when you press ENTER.  A string of asterisks is announced instead of the actual setting.
Step 11)  	KeySoft now queries "POP Server?"  Enter the POP server address.  For example a POP server address might be pop.clear.net.nz.  You can also enter an I/P address in this field, but this is an unusual requirement.  Computer Braille is required for this entry.  For a period, press dots 4-6.
Step 12)  	Next KeySoft queries "SMTP Server?"  Enter the SMTP server address.  For example a SMTP server address might be smtp.clear.net.nz. You can also enter an I/P address in this field, but this is not a usual requirement.  Computer Braille is required for this entry.  For a "period" press dots 4-6.  You can also enter an I/P address in this field, but this is not a usual requirement.
Step 13)	A number of optional fields follow.  These fields would usually not be required, or there settings would be left at there default settings.  The following field are presented:
"SMTP authentication required?"	Increasingly, ISP's expect users to verify their user name and address on the SMTP server before allowing them to proceed.  The VoiceNote is set up to automatically provide your username and password if you have turned this feature on. Set to No.  Press Y to turn on.  
	"Log onto Network"	This is used only when connecting to another computer rather than an ISP.  Set to no unless told otherwise.
	"Use software compression"	Set to yes unless told otherwise by your ISP or VoiceNote distributor.
	"Use IP header compression"	Set to yes unless told otherwise by your ISP or VoiceNote distributor.
	"Primary DNS address"	Leave blank if ISP's equipment automatically assigns a DNS address.  The DNS address is in the form of 4 numbers separated by periods.  Computer braille is expected.  Use dots 4-6 for period.
"Secondary DNS address"	Leave blank if ISP's equipment automatically assigns a DNS address.  The DNS address is in the form of 4 numbers separated by periods.  Computer braille is expected.  Use dots 4-6 for period.
	"Wait for dial tone"	Normally set to yes.  Set to no if VoiceNote reports that it can't detect carrier
Step 14)  	Press SPACE with E and KeySoft prompts "Add this record?"  Type Y to save this record in the list of services .  KeySoft confirms your choice by announcing "Yes, record added" and returns to the Directory of Services Menu.
11.5.4 
Send an E-mail - Quick Start.
In the following exercise you send an e-mail to yourself.
Step 1)	Press SPACE with dots 1-2-3-4-5-6 to go to the Main Menu and select KeyMail.
Step 2)  	KeySoft announces "KeyMail Menu".  Select Write an E-mail from the KeyMail menu.  
Step 3)  	KeySoft now asks you who to send your first message to, prompting: "Send to?"  Type in your e-mail address, for example: Murray_Thorn@Clear.net.nz.  Later we will discuss adding addresses to the KeyList menu, so you can simply choose your recipient from the Address List.  Press SPACE with H to obtain help on typing the e-mail address.
Step 4) 	KeySoft now prompts "Also send to?".  Press ENTER to send to a single address.
Step 5) 	A prompt: "Copy to?" is announced.  Press ENTER to skip.
Step 6) 	A prompt: "Blind copy to?" is announced.  Again press ENTER to skip.
Step 7) 	The prompt "Subject?" is announced.  Type "Test Message" and press ENTER.
Step 8) 	KeySoft then queries "Attach a file to this e-mail?"  This is an advanced feature that we explain later so press N.
Step 9) 	KeySoft prompts "E-mail message, Top of document, Blank" and you are placed at the top of a new document in KeyWord where you can type, review and edit your e-mail message.  When you are happy with it press SPACE with E to exit and continue to the next stage.
Step 10) 	KeySoft prompts "Ready to send this e-mail?".  Press Y, and KeySoft confirms yes. 
Step 11) 	KeySoft now prompts "Save a copy?"  Type N for simplicity and this puts your e-mail in the Outbox ready for sending.
Step 12) 	Connect your VoiceNote to a  telephone line by plugging one end of the modem cable into the VoiceNote's modem socket and the other end into telephone line socket in the wall.  When you have done so, type SPACE with E to exit KeyMail.  KeyMail advises that there is one e-mail in the Outbox and asks "Send now?"  Type Y and the e-mail will be sent.
Congratulations.  Your e-mail message is on its way. 
11.5.5 Read E-mail - Quick Start.
In the following exercise we connect to your ISP, download your e-mail to the Inbox where e-mails are initially stored in your VoiceNote, and then read your e-mail.  Follow this procedure to read your first e-mail.  
Step 1)	Connect your VoiceNote to a  telephone line by plugging one end of the communications cable into the VoiceNote's modem socket and the other end into telephone line socket in the wall.
Step 2)	Press SPACE with dots 1-2-3-4-5-6 to go to the Main Menu and select KeyMail.
Step 3)  	KeySoft announces "KeyMail Menu".  Select Read E-mail from the KeyMail menu.  
Step 4)  	KeySoft prompts "Read from which folder."  "Press ENTER for Inbox."  Press ENTER to select Inbox.  KeySoft queries "Check for new e-mail?"  
	Type Y.  KeySoft prompts "Service to call?", press ENTER for suggested service".  To call the offered service name, just press ENTER.   If the correct service name was not prompted, press SPACE repeatedly to find the required service.  When you have found it, press ENTER.
Step 5)  	KeySoft announces the message "dialing", and  you should hear the dialing process followed by whistling noises as your modem connects with the modem at your ISP.
Step 6)	KeySoft reports the progress of the connection and mail checking sequence by speaking the appropriate message as each significant stage of the operation is completed.  The typical sequence of messages, assuming you have one new message to receive and no outgoing e-mail to send, is:
	Dialing.
	Connected.
	Logging On.
	Logon Successful.
	Connected.
	There is 1 e-mail on Server.
	Checking for new messages.
	There is 1 new e-mail.
	Receiving 1.
	There is no e-mail to send.
	Disconnected.
Step 7)	KeySoft places its focus on the first of the new messages just received into the Inbox and announces its subject.  To read the e-mail message, press ENTER.  To find out who it is from, the date it was sent, etc., press SPACE.
Step 8)	KeySoft prompts "Top of Document", and you are placed at the top of the e-mail message.  Use the normal KeyWord commands to read and review the message.  When you have finished reading, press SPACE with E to exit the document.
Step 9)	KeySoft prompts "Move this e-mail to which folder?"  Press  SPACE with E to ignore this prompt, and KeySoft returns to the Inbox.
For a complete description of how to read, organize and manage E-mail, refer to Section 11.7 of this chapter.
11.6 Write an E-mail Message.
KeyMail provides all of the important functions of the popular e-mail programs available today.   If you have used any of these programs you have a head start because you will recognize most of the essential aspects of e-mail.  KeyMail guides you through the process of addressing, writing an e-mail message and attaching files to e-mail.  
There is some essential detail that you must provide, like who you want to send the e-mail to, but there are also much detail that is optional.  The following discussion guides you through all of the available options. 
When addressing e-mail using KeyMail you select addresses from an address list.  KeyMail provides a way of setting up you own personal address details which are used specifically by KeyMail.  See Section 11.9.5.  This information is needed so that KeyMail can add your details to your out going e-mail.  Then your e-mail correspondents have a return address for their reply.
Remember that if you need help with your available options at any point press SPACE with H .
Step 1) 	Type SPACE with dots 1-2-3-4-5-6 to go to the Main Menu and select KeyMail from the menu.  Select Write an E-mail from the KeyMail menu.
Step 2)	KeySoft now asks who to send your message to, prompting: "Send to?"  Type  the first few letters , or the whole name, of the person you want to send the e-mail to and press ENTER.  KeySoft looks for entries in the address list with matching first names.  If it finds a match, it announces the first name and surname of the matching record, continuing at step 3. 
	If two or more records are found, it reports "X records selected."  where X is the number of records, and queries "Send to all selected addresses?"  If yes, type Y.  KeySoft continues at step 4).
	If you don't want to send to both (or all) of them, type N.  KeySoft confirms no and announces the first name and surname of the first matching record.  Press ENTER to send to this person.  To skip this person type SPACE with dots 5-6. KeySoft announces the first name and surname of the next matching address and as before you can add this address by typing ENTER or skip it by typing SPACE with dots 5-6.  If you select an address KeySoft announces "Address added" to confirm your selection.   
	If KeySoft fails to find a match, it reports "Cannot find name in the address list." where name is the name you typed.  You can edit name and try again.
	A person may have more than one e-mail address, in which case, you get to choose which address to use.
	Other options available when entering an e-mail address, are:
	Type in the e-mail address, rather than the persons name.
	Look up the person in the address list by pressing BACKSPACE with L.  This takes you to the selection list.
Step 3) 	KeySoft now prompts "Also send to?".  The same options as are discussed in step 2 are available.  Press ENTER to skip adding another address here.
Step 4) 	A prompt: "Copy to?" is announced.  Type a name as discussed in step 2 or press ENTER to skip.
Step 5) 	A prompt: "Blind copy to?" is announced.  Again you can type a name as discussed in step 2 or press ENTER to skip. 
	You may be wondering what blind copy is?  It is a copy of an e-mail that is sent without being marked with all "send to" and "copy to" addresses.  Consequently the recipient does not know who else has been sent a copy.
Step 6) 	The prompt "Subject?" is announced.  Type a word or phrase that encapsulates the topic of your e-mail and press ENTER.
Step 7) 	KeySoft then queries "Attach a file to this e-mail?"  If no press ENTER or type N and KeySoft continues at the next step.  If yes type y. KeySoft announces "Folder name? Press ENTER for General."  
	Press BACKSPACE if you want to select another drive. KeySoft announces "Drive? Press ENTER for suggested drive."  The suggested drive is the last drive used or the one originally suggested by KeySoft, for example, Flash Disk. You can select another drive by selecting one from the Drive List.  At the "Drive?" prompt press SPACE to review the Drive List as for any list and select the drive you want.  
	You are now asked "File to attach?"  Press SPACE to access the file list.  KeySoft prompts "List of KeySoft files in folder name folder."  Review the list and select the file you want.  KeySoft now queries whether you want to attach the file in its current format.  For example, KeySoft might query  "Attach this KeyWord document in a different file type?"  If you type Y for Yes, KeySoft queries "Attach as a Microsoft Word file?".  
Press ENTER to accept this option.  To choose a different file type press SPACE with dots 3-4.  The available file types are: Microsoft Word, ASCII text, Plain Braille file, Rich Text Format (RTF) and WordPerfect 5.1.  KeySoft now prompts "Attach another file?".  You can now proceed to attach another file by typing Y for yes.  KeySoft continues at the beginning of this step.  
	When you have finished attaching files press N.  KeySoft continues at the next step.
Step 8) 	The prompts "E-mail message", "Top of document" and "Blank" are presented.  You are placed at the top of a new document in KeyWord where you can type, review and edit your e-mail message, using your preferred Braille grade.  When you are happy with it SPACE with E to exit KeyWord. 
Step 9) 	Now the prompt "Ready to send this e-mail?" is announced.  If you are press y.  If not press N and you will be returned to the "send to" prompt.  You may review the details you previously entered.  KeySoft now prompts "Save a copy?"  Type N to send the e-mail without retaining a copy.  Type Y to send the e-mail and to save a copy of the e-mail message.  KeySoft queries which folder to use.  Select the folder from existing ones or create a new folder.  KeySoft returns to the KeyMail menu.
	There are 4 other options available at the "Ready to send this e-mail?" prompt.
	To save the e-mail as a Draft, press D.  This saves the e-mail in the "Draft" folder, where it can be retrieved from at a later time.
	To Print, press P.
	To Emboss, press E.
	To abandon this e-mail without sending, press SPACE with E.
	KeySoft saves your outgoing e-mail in a special folder, called the Outbox.  When you connect to your ISP you are able to send your e-mail to the outside world.
11.7 
Read E-mail.
The "Read E-Mail" option on the KeyMail menu is likely to be the most frequently used feature of the VoiceNote's e-mail system.  Using this option you can download new e-mail, read e-mail stored in the KeyMail filing system, including those sent by yourself, organize your e-mail into folders, and send unwanted e-mail to the "Trash" folder.
KeyMail guides you through processes such as reading or detaching e-mail file attachments, moving or copying e-mail to other folders, and provides options for replying to, and forwarding e-mail.  E-mail may also be printed or embossed.  KeyMail allows you to perform these options on a one-by-one basis, or you can mark individual e-mail for later action.
Next we take an overview of the philosophy behind KeyMail's "Read E-mail" design, then we take a detailed look at each of the available features.
11.7.1 Overview.
KeyMail organizes your messages by sorting them into folders.  These folders are located within the KeyMail system, and are not part of the normal folder structure of KeySoft.  Initially, KeyMail provides 7 internal folders.  These are Inbox, Outbox, Sent, Received, All, Draft and Trash.  It is highly recommended that you create at least 2 folders of your own. Your folders could simply be called Mail In and Mail Out.
Incoming mail is automatically placed  in the Inbox.  When you have read an e-mail , KeyMail will prompt you to move the e-mail to another folder.  This folder must be one that you have created, or the Trash folder, and could for example be your Mail In folder.  Items moved from the Inbox also appear in the Received folder.  A link to this e-mail also appears in the All folder.  It is important to understand that if an e-mail stays in the Inbox, it does not appear in either the Received or All folders.
The Outbox stores your outgoing e-mail messages until they have been sent.  At the point where you are about to send your e-mail message, KeyMail asks if you wish to save a copy.  If you answer yes, you are prompted for the folder into which to save the e-mail.  Again, this must be a folder you have created, and could be your Mail out folder.  E-mail saved in a folder prior to sending will also appear in the Sent folder.  A link to this e-mail is also placed in the All folder.  It is important to realize that sent e-mails only appear in the Sent and All folders if you have saved them to one of your folders.
The Draft folder is used to hold messages that have been started, but are not ready to be sent, and the Trash folder stores any e-mails deleted from the system.
New mail is automatically placed in the Inbox and is stored in the order it is received.  If you choose to read the Inbox, KeyMail asks whether you wish to check for new mail before placing you in the Inbox at the last item received.
KeyMail encourages you to organize your e-mail as you read.  Once a message has been read from the Inbox, you are prompted to move the message from the Inbox to another folder.  In this way you keep the number of items in your Inbox and the VoiceNote to a manageable number, and you are able to organize your e-mail under useful categories.  E-mail within a folder can be marked, either on an individual basis, or alternatively all items can be marked.  This handy feature allows you to move, copy, delete, print or emboss marked e-mails as a group without having to repeat the procedure for each e-mail.
Reading or detaching file attachments received with e-mail is easy with KeyMail.  Document attachments can be read without detaching, or they may be detached and saved in the normal KeySoft folders so that they can be accessed from KeyWord.
The E-mail Action Menu can be invoked from within any KeyMail folder, or while reading an e-mail, and provides tools for replying to e-mail, forwarding an e-mail onto another person or group of people, moving, copying, deleting, printing and embossing e-mail.
11.7.2 Download and Read E-mail.
The following steps are required to connect to your Internet Service Provider (ISP), download your e-mail to the Inbox where e-mails are initially stored, and then read your e-mail.
Step 1)	Connect your VoiceNote to a  telephone line by plugging one end of the communications cable into the VoiceNote's modem socket and the other end into telephone line socket in the wall.
Step 2)	Press SPACE with dots 1-2-3-4-5-6to go to the Main Menu and select KeyMail.
Step 3)  	KeySoft announces "KeyMail Menu".  Select Read E-mail from the KeyMail menu.  
Step 4)  	KeySoft prompts "Read from which folder."  "Press ENTER for Inbox."  Press ENTER to select Inbox.  KeySoft queries "Check for new e-mail?"  Type Y.  KeySoft prompts "Service to call?", press ENTER for suggested service".  To call the offered service name, just press ENTER.   If the correct service name was not prompted, press SPACE repeatedly to find the required service.  When you have found it, press ENTER.
Step 5)  	KeySoft announces the message "dialing", and  you should hear the dialing process followed by whistling noises as your modem connects with the modem at your ISP.
Step 6)	KeySoft reports the progress of the connection and mail checking sequence by announcing the appropriate message as each significant stage of the operation is completed.  The typical sequence of messages, assuming you have one new message to receive and no outgoing e-mail to send, is:
	Dialing.
	Connected.
	Logging On.
	Logon Successful.
	Connected.
	There is 1 e-mail on Server.
	Checking for new messages.
	There is 1 new e-mail.
	Receiving 1.
	There is no e-mail to send.
	Disconnected.
Step 7)	KeySoft places its focus on the first of the new messages just received into the Inbox.  To review the fields associated with the E-mail press SPACE to advance through the fields, or BACKSPACE to move back through the fields.
	Each e-mail entry in a folder consists of a number of fields, depending on whether the e-mail has any attachments, and how many there are.  The first field presented is the Subject, followed by who the message was received from.  Next the date and time the message was received is given, followed by a field for each attachment, if they are present.  Finally, a list of who the e-mail was to and copied to, followed by the date and time the message was sent in the time zone it was sent from.
	For simplicity, we will ignore the fact that your e-mail may have an attachment, and just open the e-mail to be read.  File attachments are discussed in Section 11.7.4.
Step 8)	To read the e-mail, press ENTER at any field other than an attachment field.
Step 9)	KeySoft prompts "Top of Document", and you are placed at the top of the e-mail message.  Use the normal KeyWord commands to read and review the message.  When you have finished reading, press SPACE with E to exit the document.
Step 10)	KeySoft prompts "Move this e-mail to which folder?"  Type "Mail", and KeySoft will advise that the folder doesn't exist and ask that you confirm its creation. Press  y, and KeySoft will advise that one e-mail has been moved.  If you want to leave the e-mail in the in-box press SPACE with E.  You are then returned to the Inbox, where you can review and read your next e-mail.
	The following section provides instructions on how to move around the e-mail within the Inbox, or any folder.  Section 11.7.5 discusses Folder Management, the Mail folder created earlier, you may either rename or delete it from the KeyMail folder system.
11.7.3 Reviewing E-mail.
When you enter any folder, the focus is on the last item read in that folder.  You can move up and down the items in a folder, and read the key fields associated with each item.  If desired, you can also read the e-mail message, and if present, any attachment.
Each e-mail entry in a folder consists of a number of fields, depending on whether the e-mail has any attachments, and how many there are.  The first field presented is the Subject, followed by either who the message was received from, or who the message was sent to.  Next the date and time the e-mail was put into the folder is given, then by a field for each attachment, followed by 'To' 'CC' and date sent if applicable..
KeyMail provides the following commands to review e-mail within a folder:
	To read the selected e-mail, press Enter.
	To exit the e-mail message, press SPACE with E.
	To move to the next field, press SPACE.  To move back to the previous field, press BACKSPACE.
	To move to the next e-mail, press SPACE with dots 5-6.  To move back to the previous e-mail, press SPACE with dots 2-3.
	To move this e-mail to the "Trash" folder, press BACKSPACE with dots 2-3-5-6.
	To mark an e-mail for further action, press SPACE with M.
To search for a subject, name or date, press SPACE with F.
To select the E-mail Action Menu, press SPACE with dots 2-6, either in the folder or in the e-mail message.  See Section 11.7.7.
To move forward or back a day, press BACKSPACE with dot 6 or dot 3.
To move forward or back a week, press BACKSPACE with dot 5 or dot 2.
To move forward or back a month, press BACKSPACE with dot 4 or dot 1.
To move forward or back a year, press BACKSPACE with dots 5-6 or dots 2-3.
To move to the first e-mail in a folder, press SPACE with dots 1-2-3.
To move to the last e-mail in a folder, press SPACE with dots 4-5-6.
To determine the number of e-mails in the folder press SPACE with I.  This command is also available at the list of folders.
11.7.4 Attachments.
If the e-mail being reviewed has one or more attachments, these appear as fields in the e-mail entry in the Inbox.  Move forward or back through the fields with the SPACE and BACKSPACE keys.  KeySoft announces "Attachment 1 name", "Attachment 2 name", and so on, depending on the number of attachments.
Press ENTER on the desired Attachment, and KeySoft asks you to confirm whether you wish to detach or read the file.  To read the attachment, press R.  To detach, press D.
Choosing Read, places you at the top of the attached document.  KeySoft's normal review commands may then be used to read the file.  Press SPACE with E to exit the attachment, and you are returned to the folder from which you opened the attachment.
Choosing  the "Detach"  option, causes KeySoft to prompt the attachment file type, and ask whether you wish to detach the file as a KeyWord document.
For example, if the attachment was a Microsoft Word document, KeySoft would prompt:
	"Attachment is a Microsoft Word file.  Detach as a KeyWord document?"
To have the file converted to a KeyWord Text Document, press Y.  To leave the attachment as a Microsoft Word file, press N.  To have the file converted to a KeyWord Braille Document, press B.
11.7.5 Folder Management.
Organizing your e-mail requires that you give some thought to what folders you need to efficiently categorize your e-mail.  New folders can easily be created at any prompt to name a folder, by simply typing in a new folder name.  If the folder doesn't already exist you will be prompted to confirm the creation of a new folder.
The following options are available at the "Folder Name" prompt:
To select the folder press ENTER.
To move forward or back through the list of existing folders, press SPACE, or BACKSPACE.
In the "list of folders", the following commands are available:
To delete a folder, press BACKSPACE with dots 2-3-5-6.
To rename a folder, press ENTER with R.
To determine the number of e-mails in the folder press SPACE with I.
To jump to folders starting with a particular letter, press that letter.
11.7.6 Marking E-mail.
E-mail within a folder may be marked for future action.  The marking can either be applied to all e-mail in the folder, or on a individual basis.  E-mail marking is extremely useful when you are organizing your e-mail, as it allows you to perform common actions on a number of files.  For example, if you while reading your new e-mails you decide that a number of them can be deleted, these e-mail may be marked.  Before exiting the folder you can move all the marked e-mails to the Trash folder by pressing BACKSPACE with dots 2-3-5-6.
To mark individual e-mail, press SPACE with M.  To mark all files in the folder, press SPACE with dots 2-6 to open the "E-mail Action Menu", and choose the mark all files option.
E-mail marking only applies while you are in the folder.  When you exit the folder the marking is turned off.
11.7.7 E-mail Action Menu.
The E-mail Action Menu is available when you are reviewing e-mail within a folder, and is entered by pressing SPACE with dots 2-6.  The options available from the menu depend on the folder you are reviewing.
Invoking the E-mail Action Menu within the Inbox, or when reviewing an e-mail you have received, presents the following options:
Reply:	Used to send an answer to the person who sent you the message.  Choosing this option presents further choices, and after you have chosen the appropriate action, KeyMail creates a new message with the address and subject line filled in.  The additional options available after choosing Reply are:
	Reply to sender only:
	If you receive a message that has been sent to a group of people you can send a reply to all members of the group as well as the sender, or just to the sender of the message.  Answering Y to this option, restricts your reply to the sender.
	Include copy of original e-mail:
	Answering Y to this prompt causes KeySoft to include a copy of the original e-mail text in the message area.
	Include original e-mail attachments:
	Answering Y to this prompt causes KeySoft to include a copy of the original e-mail attachments with the reply.
Forward:	Used to send an e-mail message you have received to another person or group.  Choosing this option presents further choices and input fields to be entered.  After you have done the appropriate action, KeyMail  creates a new message with the subject line filled in, and the message area will contain the forwarded e-mail. You can then enter your message ahead of the forwarded e-mail.  The additional option available after choosing Forward  is:
	Include the original e-mails attachments:
	Answering Y to this prompt causes KeySoft to include a copy of the original e-mail attachments with the forwarded message.
	You are then presented with the standard prompts for writing an e-mail, such as: Send to?, Also Send to?, Copy to?, and so on.  From this point, proceed on as if you were preparing and sending a standard e-mail message.
Move e-mail to another folder:
	Choose this option to move the selected, or marked,  e-mail to the folder of your choice.  Either select the folder by pressing SPACE, then ENTER, or type in the name of the folder.  If the folder does not already exist you are asked to confirm the creation of a new folder.
	This may take a significant time if you are moving a large number of e-mails. 
Copy e-mail to another folder:
	Choose this option to copy the selected, or marked, e-mail to the folder of your choice.  This leaves the original in the current folder.  Either select the folder by pressing SPACE, then ENTER, or type in the name of the folder.  If the folder does not already exist you are asked to confirm the creation of a new folder.
	This may take a significant time if you are copying a large number of e-mails.
Delete e-mail from this folder:
Choose this option to delete the selected, or marked, e-mail from the current folder.  The deleted e-mail is moved to the "Trash" folder.
	This may take a significant time if you are deleting a large number of e-mails.
Print e-mail:
	Choose this option to print an ink copy of the selected e-mail.
Emboss e-mail:
	Choose this option to emboss a copy of the selected e-mail on a Braille printer.
Mark all e-mail:
	This is a useful feature if you want to perform an action on all e-mail within the current folder.  For example you may wish to copy the contents of the folder to another folder.  If you wanted to do this, first "Mark all e-mail", then choose the "Copy e-mail to another folder option" from the E-mail Action Menu.
Invoking the E-mail Action Menu within, for example, the Sent folder, causes the "Reply" and "Delete e-mail from this folder" options to be suppressed.  A new item, "Move to Trash" will appear on the menu in addition to the other standard items.
11.7.8 
Trash Folder.
The Trash folder is used as a temporary storage folder for e-mails deleted from any of the KeyMail folders.  When you exit KeyMail and return to the Main Menu, KeySoft advises if there are any e-mail in the "Trash" folder and ask if you want to empty the trash.
To empty the trash, press y.  To Review the Trash folder, press R.  Pressing Y permanently deletes all e-mail(s) from the Trash folder.  Pressing R allows you to review the items.  The following options are then available:
To review each e-mail by moving through the fields,  press SPACE to move to the next field.  To move back to the previous field, press BACKSPACE.
To move to the next e-mail, press SPACE with dots 5-6.  To move back to the previous e-mail, press SPACE with dots 2-3.
To delete the e-mail being reviewed, press BACKSPACE with dots 2-3-,5-6.
To restore e-mail in the "Trash" folder to their original folders, press SPACE with dots 2-6 to enter the 'Trash Folder Menu".  From this menu you may choose the option to "Restore e-mail to original folders".
Typing N at the prompt to empty trash returns you to the Main Menu, and leaves the items in the "Trash" folder.
11.8 Connect to a Service.
Connect to a Service connects you to your chosen Internet Service Provider (ISP), checks for new e-mail, and sends any e-mails in the Outbox.  You are prompted through the steps required, and feedback is provided as to the status of the connection and mail download.  If you have any unsent mail, this is 
also sent at this time.
From the KeyMail menu select "Connect to a service".  KeySoft prompts, "Service to call?" followed by the name of the last service accessed.  You now have 3 options, as follows:
To call the offered service name, just press ENTER.
To review the Directory of Services and find the service you require, press SPACE repeatedly.  When you have found it, press ENTER.
Type all, or just the first few letters, of the required service, and press ENTER.  If your entry matches more than one service name, KeySoft announces the number of matches and place you at the first matching service name.  Use SPACE with dots 5-6 to move to the next match, or SPACE with dots 2-3 to move back and make a selection by pressing ENTER.
When you press ENTER, the modem starts dialing.  You can hear the dialing process through the loudspeaker in an external modem, or through the VoiceNote speaker with the internal modem and some PC card modems.  You should then hear the ringing tone, followed by whistling noises as your modem converses with the modem at the other end.
When the two modems have achieved communication, the whistling noises stop and KeySoft generally reports, "Connected".
You should now be connected to the selected ISP.  If your Service Name and Service Password were pre-programmed into the Directory of Services, these are transmitted automatically to the service.  KeySoft confirms this process by reporting "Logging On" before sending your Service Name and Service Password, and "Logon Successful", followed by "Connected".  You are now on-line to your ISP.
If you have not added your Service Name and/or Service Password to the Directory of Services then you must respond yourself to enter these details at the appropriate time.  In this case, you hear a message requesting your Service Name and Password before the dialing process begins.  Using Computer braille, type the required information when it is requested, and you should be "on-line" to the required service.  Unless you are concerned about security, it is suggested that you automate the process by entering your Service Name and Service Password into the Directory of Services for your ISP.
If you wish to terminate the call at any stage, press SPACE with E.  KeySoft will abandon the e-mail session after completion of the current operation, or hang-up immediately.
Following a successful connection, KeySoft then checks for any new mail, and either announce that there is no new mail, or the number of new mail messages waiting to be downloaded.  If there are new messages, these are now downloaded, and KeySoft reports when each new message is being received.  You can press ENTER at any time during the download 
process to hear the status of the download.  During this process the VoiceNote beeps once every few seconds indicating it is busy.
Download status announces the percentage complete, the size of the e-mail currently being downloaded and the percentage complete of the total e-mails waiting to be downloaded.  It is useful to check the status during downloads of long messages, as it provides an indication that the download is progressing satisfactorily.

The maximum size for any e-mail to downloaded without prompting for User intervention is initially set to 50K, or approximately 50,000 characters.  Any e-mail bigger than this setting causes KeySoft to prompt:
"This e-mail is larger than the maximum size allowed.  Option?"
The following options are available at this point:
Continue to download:	Press ENTER.
Skip this e-mail:	Press S.
Delete this e-mail from server:	Press D.
Hear information about the e-mail:	Press I.
This announces who the e-mail is from and the subject.
Download only the first 10 lines,
but leave all on the server:	Press T.
Download 10 lines and delete
from server:	Press A.
Change the size limit:	Press L.
When all new messages have been downloaded, KeySoft then checks to see if there are any messages in the Outbox waiting to be sent.  KeySoft then either announces that there is no e-mail to send, or the number of messages to be sent.
During the sending process VoiceNote beeps once every few seconds indicating it is busy.  At completion of sending your messages, KeySoft announces "Disconnected" and you are returned to the KeyMail Menu.
11.9 Setup Options.
Selecting Setup Options from the KeyMail menu presents the KeyMail Setup Menu which provides 4 options; "Directory of Services", "Receive Options", "Address List", and "Free Database Space."
"Directory of Services" allows you to define connection details for connecting to your Internet Service Provider (ISP), and provides options for both adding a new service or looking up and modifying an existing service.
"Receive Options" allow you to choose whether or not your mail is deleted from your mail box at the ISP, after you have downloaded it to the VoiceNote.  It also allows you to set the size limit for automatic download.
"Address List" Setup allows you to input the name and e-mail address of the current user.  This information is included in any e-mail you send, and must be provided before you can send any e-mail.

"Free Database Space"  This function reclaims database space that has been expanded by unwanted email.  If unwanted emails are only deleted when the database is out of memory, the space does not automatically become free again.  The "Free database space" software shrinks the database back to the smallest size capable of storing the e-mails remaining in the database.
To use the utility, simply go to the e-mail set-up menu, and select the item "Free database space".  After running, the utility will report how much space has been freed. 
11.10 Directory of Services.
To select Directory of Services, first select KeyMail from the Main Menu, then select Setup Options.  You are presented with the KeyMail Setup Menu and Directory of Services is the first item on this menu.
There are two options on this menu; Add a Service, and Look up a Service.
Add a Service is used to set up connection details for a new Service.  For example, you may want to use more than one service provider, or  access your ISP from different locations.  Accessing from different locations often requires at least a change to the connection phone number, and this is most conveniently handled by adding a new service.
Look up a Service allows you to review the connection details for an existing service connection, and modify individual fields as appropriate.
Information relating to a particular Service entry is stored in a "Record", and each record has a number of "Fields" which contain the details for that record. KeySoft provides commands for moving between records and reviewing the fields with in them.  To move to the next record, press SPACE with dots 5-6.  To move back to the previous record, press SPACE with dots 2-3.  Within a record you can use the SPACE and BACKSPACE keys to move forward or back through the list of fields.
The next two sections provide detailed information on Adding a Service and Looking up a Service.
11.10.1 
Add a Service.
To send and receive e-mail you need access to an Internet Service Provider (ISP).  When you open an account with an I S P you need to obtain details of the service.  Before you can connect to an e-mail service the details of the service must be loaded into KeySoft.
To add a service you need to know the following minimum details of your service provider:
Phone number.
Service User Name.
Service Password.
POP server.
SMTP server.
If you are connecting to an e-mail service through a corporate network, or shared e-mail service, you may also need to know your e-mail ID and e-mail password. 
Depending on whether or not a DNS address is automatically assigned, you may also have to specify a DNS address.  There may be two DNS address settings, a primary one and a secondary one.  Ask your ISP for details, or contact your VoiceNote dealer. 
Step 1) 	Press SPACE with dots 1-2-3-4-5-6to go to the Main Menu and select KeyMail.
Step 2)  	KeySoft announces "KeyMail Menu".  Select Set Up Options from the KeyMail menu.  KeySoft announces "KeyMail Set Up Menu."  Select Directory of Services.
Step 3)  	KeySoft announces "Directory of Services Menu".  Select Add a Service.  KeySoft announces "Entry List for Directory of Services".
Step 4)  	KeySoft now steps you through a list of details of the service so that can enter details for each item.  KeySoft queries Service Name? Enter the name you wish this service to be called and press ENTER.  Typically you would use the name of your ISP, and perhaps where you are calling from.  For example, "Earthlink from home". 
Step 5)  	The next item enables you to choose which modem you want to use for this service.  The built-in modem is the "PC Tel Soft Modem".  You could also use an external modem connected to the serial port.  This is described as "Hayes compatible on COM1".  You could also install a PCMCIA modem in the PCMCIA slot.  Press SPACE with dots 3-4 to step through the list of available modems.  Press ENTER to make your choice of modem. 
Step 6)  	You are now prompted to enter the phone number of the service.  Type the phone number and press ENTER.  If you need to access an outside line, add the appropriate number to the front of the phone number.  For a pause character use a "comma".  For standard Braille input, a number sign is automatically put in for you.  If you need to disable "call waiting" this required character(s) should precede the phone number.
Step 7)  	KeySoft prompts "Service User Name?" and reminds you that computer braille is required.  Enter the service user name, for example mickey.mouse.  Typically this is the part of your e-mail address that precedes the "@" sign.
Step 8)  	KeySoft prompts "Service Password?"   For greater security, you can leave this blank and you will be prompted for the password each time you connect.  Alternatively, type your password and press ENTER.  The password is echoed as you type it.  Remember that passwords are often case sensitive, so it is important that you enter the password exactly as you have chosen or been given.
Step 9)  	You are prompted for your "E-mail User Name?" and reminded that computer braille is required.  Your Service Provider will advise if you need to enter information in this field.  This field is sometimes needed when you are calling in from places other than your local connection to your Service provider.
Step 10)  	KeySoft prompts "E-mail Password?"  Leave this blank if you did not enter information against the "E-mail User Name" prompt described in step 9.  If you do need to enter a password, the comments discussed under step 8 apply.
Step 11)  	KeySoft now queries "POP Server?"  Enter the POP server address.  For example a POP server address might be POP.pulsedata.com.  The POP server address defines the path via which you receive mail from your ISP.
Step 12)  	Next KeySoft queries "SMTP Server?"  Enter the SMTP server address.  For example a SMTP server address might be SMTP.pulsedata.com.  The SMTP server address defines the path via which you send mail to your ISP.

Step 13)	A number of optional fields follow.  These fields would usually not be required, or there settings would be left at there default settings.  The following field are presented:
	"Log onto Network"	This is used only when connecting to another computer rather than an ISP.  Set to no unless told otherwise.
	"Use software compression"	Set to Yes unless told otherwise by your ISP or VoiceNote distributor.
	"Use IP header compression"	Set to Yes unless told otherwise by your ISP or VoiceNote distributor.
	"Primary DNS address"	Leave blank if ISP's equipment automatically assigns a DNS address.  The DNS address is in the form of 4 numbers separated by periods.  Computer braille is expected.  Use dots 4-6 for period.
	"Secondary DNS address"	Leave blank if ISP's equipment automatically assigns a DNS address.  The DNS address is in the form of 4 numbers separated by periods.  Computer braille is expected.  Use dots 4-6 for period.
	"Wait for dial tone"	Normally set to yes.  Set to no if VoiceNote reports that it can't detect carrier
Step 14)  	You can review your list of entries with the BACKSPACE and SPACE keys.  When you are happy with the entries, press SPACE with E to exit the list and KeySoft prompts "Add this record?"  Type Y to save this record in the list of services .  KeySoft confirms your choice by announcing yes, "Record added" and returns to the Directory of Services Menu.
11.10.2 Lookup a Service.
To look up a service to check details of the service or to change details use the Look up a Service item in the Directory of Services Menu. 
Step 1) 	Press SPACE with dots 1-2-3-4-5-6 to go to the Main Menu and select KeyMail.
Step 2)  	KeySoft announces "KeyMail Menu".  Select Setup Options from the KeyMail menu.  KeySoft announces "KeyMail Setup Menu."  Select Directory of Services.
Step 3)  	KeySoft announces "Directory of Services Menu".  Select Look Up a Service.  KeySoft queries "Service to Look Up?" 
Step 4)  	To lookup all services, press Enter.  Use SPACE with dots 5-6, to move to the next service entry, and SPACE with dots 2-3 to move to the previous entry. Alternatively type part or all of the service name, then press Enter.  If your entry matches more than one service name, KeySoft announces the number of matches and places you at the first matching service name.  Use SPACE with dots 5-6 to move to the next match, or SPACE with dots 2-3 to move back, and make a selection by pressing ENTER.
Step 5)  	KeySoft steps you through the list of details of the nominated service so that can check the details of each item.  If you want to change any field, press BACKSPACE with dots 1-4.  This takes you into an entry mode where all fields are presented and you can enter or change any field.  Press ENTER when you have finished modify a field and the next field will be presented.  Space with E takes you back to the review option.
	To make a duplicate copy of a Directory of Services record you can use the same technique as discussed in Section 10.6 for duplicating address list records.   This provides a quick and convenient way of duplicating a record, and then perhaps modifying the Service Name and Phone Number fields.  For example, your first record may be named "Earthlink" and your second "Earthlink from work".  To call from work, the phone number may require the addition of a 9 in front to access an outside line.
	The service record list comprises the following items:
	Service Name.  
	Modem to Use.
	Phone Number.
	Service User Name.
	Service Password.
	E-mail User Name.
	E-mail Password.
	POP Server.
	SMTP Server.
	Log onto Network.
	Use software compression.
	Use IP header compression.
	Primary DNS address.
	Secondary DNS address.
	Wait for dial tone.
Step 6)  	When you are happy with the entries, press SPACE with E to exit the record, and if you changed any details KeySoft prompts "Add this record?"  Type Y to save this record in the list of services or N if you do not want to save your changes.
If you want to delete a service record, select the service you wish to remove, and press BACKSPACE with dots 2-3-5-6.
11.10.3 Receive Options.
To select Receive Options, first select  KeyMail from the Main Menu, then select Setup Options.  You are presented with the KeyMail Setup Menu and Receive Options is the second item on this menu.
Selecting Receive Options places you in the E-mail Receive Options Setup List, which contains two items
At the first item, KeySoft prompts:
"Delete e-mail from service after receiving?, currently Yes or No"
For the usual option of having each e-mail deleted from your service account after it has been successfully received, press Y.  To leave it on the service so that, for example, it can be received by another computer, press N.  This feature can be useful if you wish to keep a complete record of your received e-mail on another computer, and are using your VoiceNote to download your messages while you are traveling.
At the second item, KeySoft prompts:
"Size limit for automatic download of e-mail? Currently 50K" 
The default setting is 50K.  Press SPACE with H to obtain help on entering the size limit.
To exit the Receive Options list, press SPACE with E and you are returned to the KeyMail Setup Menu.
11.10.4 
Address List.
Before you can send an e-mail, KeyMail requires that you enter your name and e-mail address.  This name and  e-mail address is included in any e-mail you send, so that the recipient knows the source of the e-mail and the return address of the sender.
These name and e-mail address details are separate from any similar information you may enter in  your KeyList address book.
To setup KeyMail's address requirements we go to the KeyMail Setup Options and choose the Address List.

Step 1)  	KeySoft prompts "Address list filename?" and reminds you that computer braille is required.  If the prompted file name is "Address List", press ENTER.  Otherwise select the file with SPACE and press ENTER.  
Step 2)  	KeySoft prompts "Your name?"  Type in the name by which you wish to be known, and press ENTER.
Step 3)  	KeySoft prompts "Your E-mail Address?"  Type in your full e-mail address, for example; Murray_Thorn@Clear.net.nz, then press ENTER.  You are then returned to the KeyMail Setup Menu.  Computer Braille must be used for this entry.  Use KeySoft's help, SPACE with H to hear the keystrokes required to generate  the "@" sign, appropriate to your Braille language.


End of Chapter 11.

12 Web Browser.
12.1 Overview
KeyWeb has all the same basic features as Internet Explorer.  You can browse the web, use a search engine, download files or read a page online and work through forms.  KeyWeb can also be used to open and read locally stored html files, such as a saved web page.
This chapter is designed to demonstrate the features and commands of  KeyWeb, and the ways it makes the Internet accessible for users of the BrailleNote family of products.  To learn more about how the Internet works, we suggest that you investigate the various tutorials available that are designed to aid persons who are blind or visually impaired in learning to use the Internet and all its accompanying features.
12.2 Setting up a Service Provider.
KeyWeb uses the same Service Provider as set up in KeyMail.  Any changes to settings are made in the KeyMail menu.  
Information on how to set up a Service Provider is in Chapter 11, about KeyMail.  If you already use KeyMail, you shouldn't have to do anything more to your Service Provider settings.  
Please note that if you are using a network connection, this is treated as a service provider and can be selected from the list of service providers available on you VoiceNote.  
12.3 Changing to another Part of KeySoft.
As is standard in KeySoft, you can jump in and out of KeyWeb to go to other applications such as KeyMail, KeyWord etc.  The hot key combination for changing to KeyWeb is BACKSPACE with ENTER with I.  For more information on the Task list, see Section 1.16, Switching Between Tasks.
If you are using a phone line connection and jump to another task, KeyWeb will ask if you wish to stay connected.  If you jump into KeyMail while still connected, you can then use the same connection to check your e-mail.  Likewise if you wish to return to KeyWeb from KeyMail, you can continue to use the same connection.  
If you jump to another task, perhaps to paste new contact information into the Address list, you will also stay connected, and you can return to KeyWeb when you have finished, using the hot key above.  You will be returned to the same page you left.  
When using a network connection, you will automatically stay connected until you choose to disconnect.
12.3.1 Disconnecting from outside KeyWeb.
If you have left KeyWeb while still connected to the Internet, and you decide that you don't wish to return to either KeyWeb or KeyMail, you can disconnect from right where you are.  Simply press SPACE with O to access the Options Menu, and then select Web Disconnect.  This option only appears in the Options Menu when you are connected to the Internet.
12.4 Logging on.
A URL is the location address of a web page; for example, www.pulsedata.com, or Flash Disk\My Favorites\pulse.  
The first prompt announced when you select KeyWeb from the Main Menu is a request for a URL.  At this point you have several options.  You can either:
Select the homepage, which is the URL offered;
Type a URL;
Select a URL from your favorites. See Section 12.9 for more details on how to do that;
Select a URL from the history list.  See Section 12.10 for more details.
Having made a selection, press ENTER.  KeySoft prompts for a service provider.  If you only have one set up for your email, this one will be offered from the very first time you use KeyWeb.  If you have several service providers, it will offer the last one used.  To change service provider, press SPACE at the prompt and select another one in the usual way.
During the page loading process, you may hear a series of beeps unless you have turned them off; these are progress tones, designed to let you know something is happening while the page is loading.  You may also get this information by pressing SPACE with H.  Doing this will show you through Braille and speech output what percentage of the page has loaded.  When the page is loaded, KeyWeb will begin speaking the words in the top line of the page.  
12.4.1 Progress tones.
Progress tones are there to let you know a page is loading or a download is progressing normally.  You can control their volume or turn them off altogether.  To do this, go to the Options Menu, Review Voice by pressing SPACE with O then R.  Press SPACE repeatedly to reach the Progress Tone Volume option.  Type a number between 0 and 6.  Zero disables the tone, 6 is loudest.  To leave the setting unchanged, just press ENTER.  The factory setting is 4.
12.5 Navigation.
12.5.1 Moving around a Page.
Apart from the "move by" commands outlined below, KeyWeb uses the same commands as the Book Reader for moving through a page.  These commands are in the Command Summary and are also covered in the Book Reader chapter of the User Guide.
There are different ways you can review or move across a web page:
You can read it, using the standard KeySoft Read commands.  
You can skip across it from hyperlink to hyperlink, referred to in KeyWeb as simply "links";
You can move through it reviewing another page element such as input controls, headings or frames.  
Or you can combine these in any way that works for you.  In this chapter, we refer to links, frames, headings and input controls collectively as "page elements."
12.5.1.1 Moving by text 
This function allows you to move from section to section of non-linked text.  You can set a minimum number of characters for KeyWeb to search for.
For example, if the minimum size is 50, KeyWeb will find the next section of text that is 50 or greater characters long, and skip to the beginning of it ready for you to read.  The larger the minimum number, the larger the section KeyWeb will skip to.
This is useful when reviewing news or magazine sites, research sites, or anywhere where you just want to get to the information.
The key commands are:
Move to next section of text: ENTER with dots 5-6, 
Move to previous section of text: ENTER with dots 2-3. 
Note: These commands are similar to move by paragraph but use ENTER instead of SPACE.
To set the minimum size of the section of text, there is an option in the display settings:  "Text section size? "
This is the minimum number of characters that defines a text section.  Enter the number and press ENTER.  The factory setting is 50.
12.5.2 
Links
Links will take you to another place, either in the same page or website, or somewhere else entirely.  They also can lead to downloads, documents, etc.  Moving from link to link is a very useful way to review or use many types of sites.  Great for reviewing search results on a search engine, a menu page or frame, the homepage of a large site etc.  
12.5.2.1 Moving by Link
Moving by Link is always available to you in KeyWeb, so you can use it in conjunction with moving by another type of page element.  
To move from link to link, use BACKSPACE to move backwards and SPACE to move forwards.  Alternatively, press the initial letter of the link to move directly to it, or to an alphabetized list that you can SPACE through quickly to get to it.  You will notice that links are identified by a small beep just before the name of the link.
12.5.2.2 Selecting a Link.
You can follow the link you are on by pressing ENTER.
12.5.3 Other Page Elements.
The other three types of page elements you can use to move around the page are Input control, Heading or Frame.  You can toggle through these types of page elements using the commands listed below.  The default setting is input control.  Because these page elements share a separate set of movement commands to links, you can use whichever one you have selected in conjunction with links.  You can select links in the same manner as well; the command is included in the list below.
What follows is a brief description of each page element and how it is used.
Input control:  Input controls are basically fields where you can type in text, or some other form of entry is required.  They include text form fields, check boxes, radio buttons, buttons, combo boxes and list boxes.  Almost all forms are made up of a combination of these types of fields.  Handling forms is discussed in section 12.7.1.
Heading:  Headings that are labeled as such in html, as opposed to pictures of text.  Headings usually cover the topics on a page and are a good way of finding out what the page is about.
Frame:  Many web pages are divided into frames.  They are basically windows within the page usually dividing the page into subjects or groups of links etc.  This is a high level search and a good way of skipping around a page quickly to get a sense of what it is about.
12.5.4 
Commands for Moving by Element.
These are the commands used to move around the page by element:
Move to next element:  SPACE with dots 4-6
Move to previous element:  SPACE with dots 1-3
Current element:  Space with dots 1-3-4-6
Change move type:  SPACE with T
Link:  L
Input Control:  I
Heading:  H
Frame:  F
Once you are on an element, you can read from that point.  For example, having moved by frame to Frame 2, you can then press SPACE with dots 1-2-4-5 for a speech read-out of the contents of that frame.  If ever in doubt, 
press SPACE with H.
12.6 Moving from Page to Page or Site to Site.
If you wish to move on to another site at any point, simply press ENTER with O.  KeyWeb will prompt:
"Press ENTER for (current URL)"
At this point you have four options:
1) To select the current URL, press ENTER.
2) Type in a new URL or favorite name and press ENTER.
3) Go to list of favorites by pressing SPACE.
4) Go to a saved web page by either typing the \pathname with a back slash in front of it, or pressing SPACE and then SPACE with T to go into directory mode, and locate it that way.  Even if you make a selection that is not online, your Internet connection will stay connected. 
For pages and sites previously visited in the same session, you can use the forward and back commands ENTER with F and ENTER with B to move between them.
12.7 Page Management.
12.7.1 Handling Forms.
To fill out forms you need to be in "move by input control" mode, as forms are made up of input controls such as form fields, combo or list boxes, check boxes buttons and radio buttons.  
When on an input control, it is not always clear what needs to be input.  There are two ways to deal with this:  
1) Set the "Automatically read input control prompts" to on.  This mode will announce most of the prompts, or labels, that explain the purpose of the input control.  NOTE:  Some prompts may be coded in such a way that they cannot be read at all.
2) The alternative way is for when you are working with the "Automatically read input control prompts" mode set to off.  Simply press SPACE with R to read the prompt.  
Please Note:  There are some forms of java script that cannot be detected by any current screen reader or adapted browser, including KeyWeb, that are occasionally used to label input controls. See Appendix C for more details.
12.7.1.1 Filling in a text field
To fill in a text field, type the information in computer Braille, e.g. user name, search criteria etc.  Any existing text can be deleted by pressing BACKSPACE with dots 1-4.  You can edit or delete what you have written in the usual way.  Once you are happy with your input, press ENTER, and your text will be submitted.  Note that you have to press ENTER before your input will be accepted.  If you change your mind and don't wish to submit the contents of the field after all, you can either delete it all out BACKSPACE with dots 1-4, or if there is a reset button, move to it using SPACE with dots 4-6 and press ENTER there.  If the form has more than one text field, you may need to move between them using SPACE with dots 4-6 instead.
12.7.1.2 Selecting from selection lists.
In KeyWeb, selection list is the term used for combo boxes and list boxes.  These are the input fields that allow you to make a selection from a list, and sometimes to type in your own entry if none of the list items is appropriate.  
Once you are in the selection list field, you can select an item by pressing SPACE and BACKSPACE to go down and up the list.  Alternatively, in some selection lists you can type the initial letter and press it repeatedly until your selection displays.  This is useful in lists of countries or states, for example, where you know the item you are looking for.
Having selected an item,  simply use SPACE with dots 1-3 or 4-6 to move on, and your selection will be entered.  
12.7.1.3 Selecting buttons and check boxes
To click on a button, check a box or select a radio button, press ENTER.  KeyWeb will announce "click" or "check" or "pressed" respectively.  
12.8 Application Management.
Most application management happens from the Internet Options menu.  This is accessible when you are in KeyWeb, either on a web page or a locally stored document, by pressing ENTER with M.  These are the available options:
- Open HTML file
- Set current page as home page
- Go to home page
- Internet file management
	- Clear cookies
	- Delete temporary files
	- Erase browser history
- Display settings
	- Hide images without descriptions
	- Automatically read input control prompts
	- Default language for web pages
- Print current web page
Here is each of these options in more detail:
12.8.1 Open html files
For opening a locally stored document, such as a saved web page.  
12.8.2 Set Current Page to Home Page.
 Your home page is the one that is always presented at the URL prompt.  When you first enter KeyWeb, the home page is set to www.pulsedata.com\keyweb.  To change this to a home page of your choice, go to that page in the usual manner, and then select this option off the menu.  
12.8.3 Go to home page.
No matter where you are on the internet, when you select this option you will go straight to your homepage.  
12.8.4 Internet File Management
The three items on this sub menu all involve managing cached files i.e. files that save themselves to your VoiceNote: 
12.8.4.1 Clear Cookies
Cookies are small files that are uploaded to your computer or VoiceNote by web pages.  They serve a wide range of functions, but they can build up and from time to time, it pays to delete them all.  Select this option to do so.  
12.8.4.2 Delete temporary files
Same as with cookies, web pages upload various files to your VoiceNote and they build up over time.  Select this option to delete them all.  
12.8.4.3 Erase browser history
 This clears all of the URL's and files that are listed in KeyWeb's history.  Very useful for teachers and students or other people who share equipment, or simply if you end up with a lot of URL's you will never look at again.  
12.8.5 Display Settings
These settings determine the extra information that will be announced as you read a web page.  
12.8.5.1 Hide images without descriptions? Y/N
Visual images may have a label called an alt tag, which describes in words what the image portrays e.g. Child playing with Dog, back view of VoiceNote etc.  Images without these alt tags are not a lot of use and in this option you can choose Y to ignore them altogether.  The default setting is N.  The exception is when an image is used as a link, in which case it will be treated as a link and not an image, regardless of how this setting is set.  
12.8.5.2 Automatically read input control prompts? Y/N
When this is set to Y for yes, KeyWeb names all of the input control types as it reads them, such as text boxes, radio buttons, check buttons, tables, etc.  To turn this feature off, press N.  
12.8.5.3 Default language for web pages.
If a page is written in a foreign language such as French or German, it may have a hidden html code that indicates this.  If this is the case, and you have that language on your VoiceNote, KeyWeb will automatically convert the page to that language.  If the page does not have a code marker, you can listen to it and read it using the English setting, or change it to another language in the usual way, again assuming you have that language on your VoiceNote.  
12.8.5.4 Text section size
This was described in section 12.5.1.2.  Type a minimum number of characters for the "Move by Text Size" function.  Factory setting is 50.
12.9 
Favorites.
You can type in the name of a favorite and, assuming that the favorite exists, that page will be loaded.
Pressing SPACE when at the address prompt takes you to a folder / file prompting layer from where you can choose an existing favorite to load.
12.9.1 Adding a favorite.
To add a favorite to your favorites folder, you have to be on the page, online.  Go to the Favorites Menu by pressing ENTER with dots 2-3-5, and press SPACE until you get to "Add to Favorites?"  Press ENTER.
KeyWeb will ask you to confirm the name and offer the URL.  At this point you can rename your favorite to something shorter, such as "pulse" for www.pulsedata.com or "yahoo" for mail.yahoo.com.  If so, type in the name of your choice before pressing ENTER.  When you next review your Favorites list, the page will announce as the name you chose.
12.9.2 Selecting a Favorite.
The simple way to do this is to press the SPACE bar at the URL prompt.  This will take you to the List of Favorites in your Favorites folder.  You can either review them by pressing SPACE repeatedly and pressing ENTER to select one, or simply type the initial letter of the name and press ENTER when it is announced.
12.9.3 Organizing Favorites.
You can organize your Favorites in exactly the same way as you would normally organize files and sub-directories in KeySoft, as discussed in Chapter 13.  Move, change, rename or delete favorites just as you would any other files.  The difference is that instead of KeyWord file format files being the default file type, it becomes html.  This means that while in My Favorites, KeyWeb will only announce URL's, unless you use the SPACE with X command in which case you can then also choose between txt and html file types.
12.10 
History
 History is a record of all the web addresses or local file paths (referred to as URL) you have accessed using the browser, with an upper limit of 300.  
To access your history, press ENTER with dots 2-3-6 (lower h).  
To go the history list, press SPACE with dots 5-6.  
To navigate to a page listed in the history, select it from the history list using SPACE and BACKSPACE, then press ENTER.  Alternatively, use the SPACE with F find command to locate the history item in the list then press ENTER.
12.10.1 History Records.
Each history record consists of the following information:
Date when last visited - self explanatory;
URL - the whole address path for the page e.g. http://www.pulsedata.com/index.cfm/8,html;
Title - the title given to a particular page;
Domain - the base web address for a page, e.g. www.pulsedata.com;
12.10.2 Sorting history records
You can change the way in which a history is presented by sorting by day or by domain.  
A search by day will sort all the fields in a record by date and time order, then by domain.  A search by domain will sort all fields by domain, then date and time.  
To toggle the sort mode press SPACE with S.  The factory setting is by day, and if you change it, the system will always default to the setting you last made, whichever it is.  
12.10.3 Reviewing History.
Having established a sorting order for the history records, you may then want to review them.  You can do this in two ways - by record or by field.  Reviewing by record will take you from record to record in the order defined by the sort.  Use SPACE with dots 5-6 to review forwards and SPACE with dots 2-3 to review back.
Review fields within a record by using SPACE for forwards and BACKSPACE for back.  
Other history commands are listed in the command summary, or by pressing SPACE with E while in the history.
12.10.4 
Pop Up Dialog Boxes.
KeyWeb is 'sitting' on Internet Explorer, and from time to time, Internet Explorer will open a dialog box.  You will know this because KeyWeb will announce its title and the fact that it is a dialog box.  Wherever possible, the same navigation keystrokes are used as for the rest of KeyWeb.  The difference is that at every text input field, you need to press ENTER to submit your input.  You then move to the next one using SPACE.
The final entry will almost always be a button control with a label such as YES, NO, OK, or CANCEL.  Move to the appropriate button and press ENTER to click on it.  Where you end up from there will depend on what the dialog box was for.  
12.11 Saving and Refreshing Web Pages.
It is possible to save a web page to your VoiceNote for reading offline.  When you are on the page, simply press SPACE with S, select a folder in which to store the page, and it is saved for future reference.  
If you are on a web page with a changing content, you may wish to refresh it. When you are on the page, simply press ENTER with R.
12.12 Downloading files.
Downloading files to the VoiceNote is easy.  
You can use this feature to download:
Software upgrades directly onto your VoiceNote;
Books;
Bank Statements;
...and other files that you may wish to use on your VoiceNote, assuming they are compatible.  You can also download files for moving to a PC via ActiveSync later.  However, please heed the following warning before making any downloads.
WARNING: Only Pulse Data's proprietary software can run on the VoiceNote.  KeyWeb does not limit the type of file you can download but we strongly advise you not to try and run executables on your VoiceNote, including those designed to run on Windows CE.  Neither Pulse Data International nor any of its agents are responsible for damage resulting from downloading unsupported software or files on a BrailleNote or VoiceNote product.
12.12.1 
How to Download a file.
Follow these steps to download a file off an internet site.
1) When you are on the download link or button, press ENTER.  KeySoft will prompt:  "Download file into which folder?"
2) Select a folder in the usual way, or press BACKSPACE and select a drive.  To select a storage card, press S in the drive list.
3) When you have selected a folder, KeySoft will prompt: "Download filename? Press ENTER for (filename)"  where the filename is the current name of the file to download.  Press ENTER, or to change the name of the file at this point, type a new name (without a file extension which is automatically added) and press ENTER.   
When the download is complete, you will be returned to a blank page.  You can then use the go back or forward commands to return to the web page you were previously in, or press ENTER with O to choose another page.  
Note:  Please remember that the entire available memory of the FlashDisk is 14MB at most.  If you attempt to download a file that is too big for the VoiceNote to receive, you can abort the download by pressing SPACE with E during the download process.  To find out the status of a download at any time, press SPACE with H.  And remember, you can download large files to a storage card instead of the Flash Disk.
12.13 Tables.
Tables are a common occurrence on web pages, and are used for everything from setting out items for sale to laying out records in online banking.
KeyWeb has a Table Mode just for navigating tables.
Press SPACE with M to get into table mode.  While in table mode, you can find out what cell you are in.  Press SPACE with dots 1-5-6 and KeyWeb will announce your row and column co-ordinates.
The cursor moves through a table by row, then by column.  Use the SPACE and BACKSPACE commands to move forward and back through the cells.


End of Chapter 12.

13 The File Manager.
13.1 Introduction. 
A file is the name given to any organized information stored in an electronic form.  File types stored by the VoiceNote are word processor documents, e-mail attachments, address lists, dictionaries, and so on.  The File Manager provides tools for manipulating and organizing files using folders and a directory structure.  
To select the File Manager, go to the Main Menu and press F.  KeySoft announces: 
"File Manager menu"
As always you can review the options in the menu by pressing SPACE and BACKSPACE, followed by ENTER to select an item, or just press an initial letter.  The File Manager comprises the following items:
Directory:		To check all the files in a folder.  
Copy File:	To copy a file.  
Erase File:		To erase any file.  
Rename File:		To change the name of a file.  
Move File:	To move a file from one location to another.  
Protection:		To protect or unprotect any file.  Once a file is protected, it cannot be accidentally erased or altered without first unprotecting it.  
Translate File:	Firstly, to translate a Braille file to a text file, or vice versa.  Also, to change a file format from KeySoft to, for example, ASCII or Microsoft Word and from these formats into KeySoft.  The discussion about file translation starts at Section 13.13.
Secondly, to import a file that is in some other format, for example, ASCII or Microsoft Word into the VoiceNote format.  The file may be on a disk or storage card or brought in through the serial port.  
Thirdly, to export a document from VoiceNote's KeySoft format into some other format; for example, ASCII or Microsoft Word format.  The file may be written to a disk or storage card or sent out through the serial port.  
Folder Manager.	To create, rename or erase a folder.  
13.2 
Selecting Files Folders and Drives.
Documents, folders and drives were discussed in Section 3.5.  Remember documents are just special types of files and they can be handled in the same way as far as the File Manager is concerned.  
When you choose an option from the File Manager menu, such as Copy File, you are first asked to select the drive.  The selection of a drive was discussed in Section 4.5. The selection of a folder and file follows the same procedure as discussed in Section 3.6.
There is another way of selecting a drive in KeySoft generally, which is not restricted to the File Manager.  If you are at a prompt for a filename or folder name, and you have not had the opportunity to select a drive, then press BACKSPACE.  KeySoft prompts:
"Drive?  Press Enter for (Last drive used)"
You can choose a drive, and then follow the prompts to select a folder and file.  
13.3 Checking the Spelling of Folder or File Names.
Folder or file names can be easily checked with speech.  When KeySoft speaks the name of a file or folder, you can repeat the name by pressing SPACE with R.  Any punctuation and spaces within the name are not usually spoken.  If you wish to hear the file or folder name spoken with punctuation and spaces included, press SPACE with O, then H.  To check the exact spelling of a file or folder name, press SPACE with O, then S.  
13.4 The Directory Option.  
To obtain information about a file, folder or drive, use the Directory option.  From the File Manager menu, press D for Directory and KeySoft announces:
"Drive?  (Last drive used)"
You can select the drive and then the folder as usual.  KeySoft then announces a list of files in the selected folder.  Review the list in the usual way.  Let us say that you are reviewing the files in a folder, and the filename "Frank" has been spoken.  If you type SPACE with I, KeySoft provides information about the file.  That might typically be as follows:
"Braille document. Size: 945.  Last modified: Saturday 24 May 2002, at 8:21 PM.  Unprotected"  
At the point where KeySoft prompts "List of folders" on a particular drive, you can request information about the selected drive by pressing SPACE with I.  This might typically be as follows:
"Disk name: (name).  (number) characters free.  Disk size: (number) characters"
Similarly, you can obtain details as to when a folder was created by stepping through the list of folders presented after the "List of folders" prompt is spoken.  Then when your desired folder is presented, press SPACE with I.  
For details on how to view sub-directories, see Section 13.14
13.5 Folder Manager.
The Folder Manager allows you to create, rename or delete folders and sub-directories.  From the File Manager menu press F, for Folder Manager.  You can review the options in the usual way.  You can also select an option in the usual way by pressing SPACE or just press the initial letter of the option name.  
13.5.1 Creating a Folder.
From the Folder Manager menu, press C, for Create a Folder.  KeySoft prompts:
"Create folder on which drive?  Press Enter for (Suggested drive)"
Select the required drive, and KeySoft prompts:
"New folder name?" 
Type the new name, of up to 250 characters and press ENTER.  A new, empty folder is created, and you are returned to the Folder Manager menu.  
Note that this is not the only place you can create a folder.  You can create a folder at most "folder name" prompts just by typing a new name.  
For instructions on how to create a sub-directory, see Section 13.14.1  
13.5.2 Renaming a Folder.
From the Folder Manager menu, press R, for Rename.  KeySoft prompts:
"Rename folder on which drive?  Press Enter for (Suggested drive)"
Select the drive, and then the folder.  KeySoft prompts:
"New name for (original name)?"
Type in the new name and press ENTER, or use the prompt editing commands as discussed in Section 5.16 to modify the original name, and press ENTER.  The name is changed and you are returned to the Folder Manager menu.  
For instructions on how to rename a sub-directory, see Section 13.14.2  
13.5.3 
Erasing a Folder.
Before a folder can be removed, all files in it must be erased.  If the folder is not empty, KeySoft does not allow it to be erased.  From the Folder Manager menu, press E, for Erase.  KeySoft prompts for a drive, and then for a folder.  Select the folder you wish to erase and press ENTER.  KeySoft prompts:
"Folder to erase?"
Press Y to confirm this.  The folder is erased, and you are returned to the Folder Manager menu.  
For instructions on how to erase a sub-directory, see Section 13.14.3  
13.6 	Document and File Types.
When announcing information about a file, KeySoft announces the file type in addition to the size and date, etc.  The file type indicates what type of information the file contains and whether it is a Braille document, a Microsoft Word document, an address list and so on.  It determines how the information contained in a file is to be interpreted by KeySoft.  KeyWord, for example, recognizes certain file types and interprets these file types to extract meaningful information.  In the VoiceNote file system, files can contain information that can be interpreted in all manner of different ways.  In KeySoft, files which contain text or Braille are called documents.  
The following document or file types are supported by KeySoft:
Braille Document:		A document type where the contents are interpreted as Braille characters and symbols;
Microsoft Word:	The Microsoft Word, word processor document format;
Rich text format:	A standard word processor format that converts formatting to instructions that other programs, including compatible Microsoft programs, can read and interpret;
Word Perfect 5.1:	A file type used by the Word Perfect 5.1 word processor;
KeySoft version 2 Braille:	This is the Braille document format of version two of KeySoft, the version used by the Braille Companion;
KeySoft version 2 text:	This is the text document format of version two of KeySoft, the version used by the DOS versions of KeySoft Companion, the KeyNote Companion and the Braille Companion;

ASCII text.	An ASCII text document contains only ASCII characters.  It allows only very simple formatting using, for example, tab characters;
UNICODE text.	A standard character encoding format that supports international languages;
Plain Braille.	A standard form of Braille.  
When reviewing a folder in the File Manager, KeySoft's default setting only lists files that are likely to contain text.  This prevents system files from "cluttering" the list of files and limits the accidental deletion of system files.  
KeySoft also provides the option to view all files in the folder.  To select this option press SPACE with X when the prompt "List of files in (folder name)" is announced.  There are two additional file views available.  These are:
"List of all, including hidden, files in KeyList folder" and
"List of KeySoft files in KeyList folder"
Each time you repeat the SPACE with X key sequence a different type of file view is presented.  
13.7 Copying a File.
This option allows any file to be copied to another folder or drive.  You can also copy within a folder.  
A file is often copied so it can be used as the basis for a similar document or as a template.  You might also copy an important file to another disk for security.  
Copying is a process of duplication, it does not remove the original file.  If you wish to do this, see Section 13.10.  During the process, prompts use the terms "Source" and "Destination," which refer to the original file and its copy, respectively.  
To copy a file, start from the File Manager menu and press C.  KeySoft prompts:
"Source drive?  Press Enter for (suggested drive)"
Follow the procedure as previously described; select the required drive, and answer the subsequent prompts for folder and file name.  The file is initially assumed to be a KeySoft type meaning that it may only be in Braille.  To type the name of any file, remembering you must type the name in computer Braille, press SPACE with X.  The first time you press SPACE with X, KeySoft announces the current entry type.  The second and subsequent times, KeySoft changes the entry type.  In the list of files, SPACE with X can be used to narrow or widen the list of options as described in Section 13.6.  
After a source filename has been selected, KeySoft prompts:
"Destination drive?  Press Enter for (suggested drive)"
The choices of destination drive and folder are made in exactly the same way as in choosing the Source Filename.  
The destination file name is the same as the source file name except if a file is copied within the same folder.  Then the words "Copy of" are put in front of the filename to differentiate it from the original file.  You can, of course, rename this file as described in Section 13.9 below.  
When a selection has been made, copying commences and after a few seconds you are returned to the File Manager menu.  
If the chosen Destination File name already exists in the destination folder, KeySoft prompts:
"(File name) already exists.  Replace?"
KeySoft is asking if you want to replace the existing file.  Remember that it cannot be recovered later if you change your mind.  If you do want to replace it, press Y.  Pressing N returns you to the File Manager menu without the file being copied.  
13.8 Erasing a File.
To conserve disk space, or to make file management easier, you may wish to erase files you no longer need.  The Erase File option accomplishes this.  
From the File Manager menu, press E to select the Erase File option.  KeySoft prompts:
"Erase file from Drive? Press Enter for (suggested drive)"
Choose a disk, folder name, and filename in the same way you would choose a file to copy, as described in the previous section.  When a file has been chosen for erasing,  KeySoft prompts:
"Erase (filename). Sure?"
This is your last chance to abandon this destructive process.  Press Y to erase the file, or N to abandon the operation.  
NOTE:  Protected files cannot be erased until they are first "unprotected," as described in Section 13.10.  In addition, files on some back up disk drives cannot be erased until the write protection on the disk is disabled.  This depends on the actual disk drive used; some drives have a write protect tab like the common 3.5 inch floppy disks and LS120 Super Disks but other miniature drives use a program option.  If the disk has a write protect tab on the disk, move the write protection tab to the "unprotected" position.  
13.9 
Renaming a File.
The names of files often have to be changed as their contents alter with editing, or to avoid confusion with other files.  This can be done using the Rename File option.  From the File Manager menu, press R, for Rename.  KeySoft prompts:
"Rename File on which Drive? Press Enter for (suggested drive)"
Select the drive, and follow the prompts for folder and file.  Once a file has been selected, KeySoft prompts:  
"New name for (filename)?"
Type the new filename or edit the existing filename and press ENTER.  Editing the existing filename is the same as prompt editing commands as discussed in Section 5.16.  Providing the file is not protected, the name is changed, and you are returned to the File Manager menu.  
13.10 Moving a File.
With this option you can move a file from one folder/directory/drive to another in one action.  This is different to the Copy file option in that it does not leave a copy of the file in the source folder.  Otherwise it is almost the same procedure.  
To select the Move File option, start from the File Manager menu and press M.  KeySoft will announce:
"Source Drive?  Press ENTER for (suggested drive)"
Locate and select the file you wish to move in the usual way.  When you select the file, KeySoft will announce:
"Destination Drive?  Press Enter for (suggested drive)"
Locate the destination folder or directory.  When you select it, KeySoft will announce:
"One file moved.  File Manager menu"
As the prompt says, you are back in the File Manager menu.  
13.11 Protecting a File.
Files can be protected against accidental erasure.  Once a file is protected, it cannot be changed or erased without first removing the protection.  It can however, be moved.  This protection scheme is not foolproof, since the process of formatting a disk, removes its entire contents regardless of file protection.  For floppy disks and the LS120 Super Disk, only protection of the entire disk with the write protection tab can prevent formatting.  The main purpose of protecting files is to avoid accidentally erasing them or copying over them with a new file.  It also prevents alteration by editing.  
To select the Protect File option, start from the File Manager menu and press P.  KeySoft prompts:
"Protect File on which Drive? Press Enter for (suggested drive)"
Select the file to protect in the same way as choosing a file to copy, erase or rename.  Once a file has been selected, KeySoft prompts:
"(Filename) is unprotected"
or protected, as appropriate.  Press P to protect, or U to unprotect, and you are returned to the File Manager menu.  
13.12 Groups of Files and Wild Cards.
Often you may want to copy a group of related files, such as all letters to a particular company.  You could do this one file at a time, but it is slow if there are more than 2 or 3 files.  
To speed things up, KeySoft allows the use of two "wild card" characters to specify a group of files with related names.  
Any single character can specified by SPACE with dots 2-3-6.  For example, the filename:
NOTES, followed by SPACE with dots 2-3-6,
would select all the following files:
NOTES1;
NOTES2;
NOTES3.  
You can use the single character wild card more than once.  For example, the filename:
NOTES, followed by SPACE with dots 2-3-6, twice,
would select NOTES13 and NOTES24, but would ignore NOTES7.  
The second wild card is SPACE with dots 3-5.  This is the multi-character wild card, used to represent any group of characters.  For example, the filename:
SCIENCE, followed by SPACE with dots 3-5 would select all the following files:
SCIENCE NOTES - JAN;
SCIENCE;
SCIENCE3.  
To Copy, Erase, or Protect a group of related files, include the appropriate wild card characters in the filename that you enter at a "Filename?" or "Document name" prompt.  Use Help, SPACE with H to remind you of the commands.  
To select every file in a folder, use just the multi-character wild card, SPACE with dots 3-5, as the file name.  You might do this to copy the entire contents of one folder to another folder.  If you save the copies in the same directory, KeySoft prefixes "Copy of" to the filename of each copy.  
When using wildcards KeySoft gives the opportunity to confirm each file individually or to let KeySoft operate on all files without interruption.  KeySoft prompts: 
"Confirm each file?"  
You can select Y to confirm each file individually, or N to for KeySoft to perform the operation without interruption.  If you select "confirm each file," KeySoft requests confirmation for each file before completing the operation and moving onto the next file.  
For example, when using wildcards to erase files, KeySoft prompts:
"(Number)files were selected.  Confirm each file?"
where number is the number of files.  If you press Y, KeySoft prompts for each file:
"OK to erase (filename)"
where filename is a matching filename.  Y confirms the action for this file, N cancels the action for this file and A confirms the action for this and all the other matching files.  
13.13 What is a Directory.
The idea of folders was introduced very early on in this user guide because this provides a convenient way to organize documents.  When used in one layer only, we call them folders.  However when folders are organized in a tree structure with any number of levels, we refer to them as directories.  The distinction is not in what they are but in how they are used.  It might help to think in terms of being in "folder mode" i.e. one layer, or "directory mode" i.e. several layers.  Folder mode is the standard folder management mode in which the VoiceNote operates.  The reason for having two modes is to make management simpler.  If you never intend to use the directory structure, folder mode saves having to type slashes at prompts.  If you do have a directory tree of several layers, folder mode will give you the topmost layer of directories only.  You can then swap to directory structure to work in the sub-directories of the selected directory.  
 The directory structure is particularly relevant when importing or exporting files.  For instance, you might want to import a file from an external Super Disk drive.  The disk might be organized as a directory tree with several sub-directories.  
If you find yourself comparing this with how MS Windows Explorer works, it pays to be aware that you cannot view the sub-directories and files in a directory in the same list.  For example, if you are listing the sub-directories in a directory, no files will be listed.  If you list the files in the directory, no sub-directories will be listed.  
 name.  This initial slash represents the "root" directory, which contains all the other directories on this drive.  The root is called the "parent" of the directories "beneath" it.  
A typical directory name starts with the slash, followed by a directory name followed by one or more sub-directory names separated by "/".  For example, a directory name on a Super Disk connected to the PC card slot might be: "/storage card/my documents/correspondence".  Or a directory on the FlashDisk might be /flashdisk/general/letters.  
What does this mean?  The name can be broken down into the following parts:
The first slash which is the root;
"FlashDisk" is a sub-directory of the root directory.  In this case it is the FlashDisk drive;
The next "slash" is just a separator;
"General" is the name of a sub-directory of the "flashdisk" directory.  Its parent is "flashdisk;"
The next "slash" is another separator; 
"letters" is the name of a sub-directory of the "general" directory.  Its parent is "general."  
This naming convention allows us to find a document or file in any directory structure.  
13.13.1 
You can choose to use directories at any prompt for a folder name, not just in the File Manager.  For example, from the File Manager Menu select Copy File and then select a drive such as the Flash Disk.  KeySoft prompts:
"Source folder name?  press Enter for (Last used folder)"
If you now press SPACE with T, KeySoft replies, for example:
"Source directory name?  / (Last used folder)"
where "/ (Last used folder)", is the last used directory.  
You can select directories in exactly the same way when using the File Manager, Directory option.  
13.13.2 
Accessing Files in Another Directory.
Following on from the previous section, there are two basic ways to choose a different directory at this point.  You could type the full name, using dots 3-4 for the slash symbol.  This can be rather prone to errors, especially if you are not sure of the arrangement of the directories.  
Alternatively, you can browse the directory structure to find what you want.  This is rather like using KeySoft's menus.  You can move "down" by selecting a sub-directory from a list, or move "up" by selecting the parent.  Let's see how this works.  For the purposes of this example, we will assume that we are currently in the "/General" directory on the Flash disk and we wish to go to the "/KeyMail/Attachments" directory.  You could be at any "Foldername?" prompt on KeySoft, although the exact prompts will vary.  The example is taken from the Open a File function in KeyWord.  At the prompt, press SPACE with T.  
At the "Directory name?  Press ENTER for /General" prompt, press SPACE with dots 2-3 to move up to the parent directory.  KeySoft announces:
"Directory name?  Press ENTER for /"
This is a list of sub-directories of Flash Disk, which you can review by pressing SPACE with dot 4 or dot 1.  Now we want to move to the "KeyMail" directory.  Press SPACE with dot 4 repeatedly to explore the root directory, and at some point "KeyMail" is announced.  Press ENTER to select it, and KeySoft prompts:
"Directory name? Press ENTER for /KeyMail."  
Press SPACE with dot 4 to view the sub-directories of the "KeyMail" directory.  KeySoft prompts:
"Sub-directories of Flash Disk/KeyMail."
Press SPACE with dot 4 to explore this directory, and "Attachments" is announced.  Press ENTER to select it, and KeySoft prompts:
"Directory name? Press ENTER for /KeyMail/attachments."  
Press ENTER.  You have reached your goal.  See what happens when you press SPACE with dot 4 to review this directory.  There are no more sub-directories.  Press SPACE with dot 1 to go back up to the "attachments" sub-directory.  
You can press ENTER, putting you at the familiar "Document/File to Open?" prompt.  You might now review this directory for files.  Unless you have saved attachments using e-mail, there will be no files.  
There are short cuts for moving up and down while you are reviewing a directory.  To move DOWN into a sub-directory, press SPACE with dots 5-6 when the sub-directory name is announced.  This is similar to pressing ENTER, except that you skip the "Directory name" prompt, and are placed at the beginning of the list of sub-directories of the selected sub-directory.  To move UP to the parent directory of the sub-directory you are reviewing, press SPACE with dots 2-3.  This is like selecting the parent directory, except that it takes you back to where you came from, rather than to the beginning of a list.  
Directories are one of the most demanding concepts to master.  Finding files in a complex directory structure can be difficult.  Remember to change to directories when prompted for a folder name.  Remember too, to press SPACE with dot 4 when prompted for the source directory name before selecting a directory.  The shortcut commands to move UP and DOWN are handy when exploring the whole directory tree.  
13.13.3 Relationship Between Folders and Directories.
All folders are directories in the root directory of a drive, with the exception of the folder called "None," which is the root directory itself.  Sub-directories below this level are not accessible in folder mode.  
13.14  Creating Renaming and Erasing Sub-Directories.
It is possible to create, rename and erase any sub-directories using a variation on the same processes for creating, renaming and erasing folders.  This is because, as discussed before, they are basically one and the same, only used in a different way.  It is important to know how to do this if you find that you cannot erase a seemingly empty folder, as it almost definitely contains sub-directories that are not visible in that view.  
Three procedures are listed below in a step by step format.  You may notice that the prompts refer to both folders and directories, but it still works!  Please note also that if you wish to create a sub-directory that is deeper than root level, for example /general/recipes/brownies, please note that this whole "branch"  will be announced at prompts that include "/foldername."  
13.14.1 Creating a Sub-Directory.
1. From the Main Menu, press F for File Manager and then F for Folder Manager.  
2. Press C for Create a folder, then select a drive.  
3. At the "New Folder name?" prompt, press SPACE with T.  The New Folder prompt will repeat.  
4. Press SPACE and search through the sub-directories (folders) until you find the one in which you want to set up the sub-directory using SPACE with dot 1 or 4 to drill up and down if necessary, and select it by pressing ENTER.  KeySoft will prompt "New Folder name?  Press ENTER for /foldername" where foldername is the name of the currently selected directory.  
5. Type the name you wish to give the sub-directory without a / before it, and press ENTER.  KeySoft will prompt "Directory does not exist.  Create new directory?"  
6. Press Y for Yes.  KeySoft announces: "Folder created.  Folder Manager menu"  You are back in the folder manager menu.  
13.14.2 Renaming a Sub-Directory.
1. From the Main Menu, press F for File Manager and then F for Folder Manager.  
2. Press R for Rename a folder, then select a drive.  
3. At the "Folder to Rename?" prompt, press SPACE with T.  The Rename Folder prompt will repeat.  
4. Press SPACE and search through the sub-directories (folders) until you find the one in which you want to set up the sub-directory using the SPACE with dot 1 or dot 4 to drill up and down if necessary, and select it by pressing ENTER.  KeySoft will prompt "Folder to Rename?  Press ENTER for /foldername" where foldername is the name of the currently selected directory.  Press ENTER.  
5. KeySoft will prompt "New Name for /directoryname?"  where directoryname is actually the parent directory of the one you have selected.  Type the new sub-directory name and it will update that, not the parent directory.  
6. Press ENTER to complete the renaming.  KeySoft will return you to the Folder Manager menu.  
13.14.3 Erasing a Sub-Directory.
Remember you can only erase an empty folder or sub-directory.  If a sub-directory refuses to erase, check to see if it has any sub-directories beneath it first.  
1. From the Main Menu, press F for File Manager and then F for Folder Manager.  
2. Press E for Erase a folder, then select a drive.  
3. At the "Folder to Erase?" prompt, press SPACE with T.  KeySoft will prompt "Directory to Erase?"
4. Press SPACE and locate the sub-directory you wish to erase, using the SPACE with dot 1 or 4 to drill up and down directory paths if necessary.  
5. When you have found it, press ENTER.  KeySoft will prompt: "Directory to erase?  Press ENTER for /directoryname" where directoryname is the selected sub-directory.  KeySoft will repeat the directory name and ask "Sure?."  Press Y and the erasure will be completed, then you will be returned to the Folder Manager menu.  If the sub-directory is not empty, KeySoft will let you know and then return you to the Folder Manager menu without making any changes.  Should this happen, return to the beginning of this procedure and at step 4, go down another layer into the directory to check if there are any sub-directories in it.  You can also press SPACE with X to check if there are any files, but to erase these you will have to go to the Erase File option off the File Manager Menu.  

13.15 File Translation.
As well as creating and reading your own documents and books, you may want to exchange information with other people especially using e-mail.  KeyWord can directly open a file of any of the supported types listed in Section 13.6.  KeyWord can also save a file as any of the supported types.  The supported types include Microsoft Word format; the de facto standard for Word Processor document exchange.  The following sections of this chapter are needed only when you specifically want to convert a file without going into KeyWord.  
The Translate File option of the File Manager Menu allows you to take a file in ASCII, or Microsoft Word, or WordPerfect 5.1 and others and translate it so that it can be read or edited on your VoiceNote.  This process of converting a file into KeyWord format is called "importing."  Braille files created by another Braille system can also be imported into KeySoft.  
The Translate File option also works in the other direction as well.  You can take a KeySoft document and translate it to the format used by Microsoft Word, or WordPerfect 5.1, or to ASCII format and other formats.  This is called "exporting."  KeySoft documents can also be exported as Braille files for use by other Braille systems.  
The Translate File option also translates KeySoft Braille documents into text documents, and vice versa.  
Apart from an ASCII set up list which specifies how documents are translated between KeySoft format and ASCII format, there are also set up lists for Braille to text, and text to Braille translation.  These provide a lot of layout flexibility in the translated document if required, but you may not need to change any settings because the default settings have been chosen for typical usage.  
13.16 Translation Menu.
To use the Translation Menu, start from the Main Menu, select the File Manager, and then the "Translate file" option.  The Translation Menu consists of the following items:
Import file;
Export document;
Translate between Braille and text;
ASCII translation options;
Back translation options, Braille to text;
Forward translation options, text to Braille.  
Note that the ASCII translation options apply in the case of ASCII imports and exports including those to or from the serial port.  The serial port options are included in the ASCII translation options.  
The Translation Menu items are now discussed.  
13.17 Importing Files.
From the Translation Menu, press I, to import a file.  KeySoft prompts:
"Import from which device?"
The options are:
To import from a File press F.  Use this option when the file is stored on a plug in card or an external disk drive.  
To import from the Serial port press S.  Use this option when you want to import from a host using the serial cable provided with your VoiceNote.  
13.17.1 Importing from a File.
After selecting "File" as the device to import from, KeySoft prompts:
"Import file from which drive?  Press Enter for (Suggested drive)." 
Select the drive.  KeySoft then prompts:
"Directory name?  press Enter for (Suggested directory).  Computer Braille is required." 
The slash character, dots 3-4, is used to separate the different parts of the directory path name.  Refer to Section 13.13 for a description of directory path name.  
You can accept the suggested directory, or type a new directory path name using computer Braille, or edit the old name.  Alternatively you can press SPACE to review a list of sub-directories of the suggested directory.  Next select the desired file to import when KeySoft prompts:  
"File to import?  Computer Braille is required." 
Remember that you can press SPACE to list of all files in the selected directory.  If the file is of a type unknown to KeySoft, possibly a plain text file, you are asked, "Is this a Braille or text file?"  If you know that the file is a Braille file, press B.  If it is an ASCII text, press T and KeySoft then asks if you want to translate the file into Braille.  Press Y if yes or N if you want to leave the file in text format.  When you have selected the file KeySoft prompts:
"Destination folder name? Press Enter for (Suggested folder)"
Select a folder.  KeySoft prompts:  
"Text (or Braille) document name?"
Next type the name of the destination file and press ENTER.  If the file already exists you are asked if you want to append to it or replace it?  Press A to append or R to replace.  KeySoft imports the file or document and saves it as the destination file in the selected folder.  KeySoft then returns to the Translation Menu.  
13.17.2 Importing from the Serial Port.
After selecting "Serial" as the device to import from, KeySoft prompts:
"Serial.  Is this a Braille or text file?"
If you are importing a text file KeySoft queries:
"Translate into Braille?"
If you press Y to translate a text file into Braille, the file is converted into Braille when it is received.  If you press N the file is left as a text document.  Specify the destination folder name and file name in the usual way.  When you have done that KeySoft queries:  
"Host ready to transmit?"
Check that the host is ready to transmit, and press ENTER or Y on the VoiceNote keyboard.  On the host's keyboard, type any commands required to start transmitting the file.  You should hear a periodic beep as the file is transferred.  When the beeps stop, wait a few seconds and then press SPACE with E.  If the host stops transmitting or does not start KeySoft announces:
"Host has not sent any characters for some time.  To exit press SPACE with E."
If you do exit KeySoft prompts:
"File import complete."
You are returned to the Translation Menu.  
13.17.3 Importing a Foreign Braille File.
Note that while you can import files that are in either North American Braille Computer Code format or in United Kingdom Braille Computer Code format, the importation process does not convert the Braille language of the file.  If your VoiceNote is set to USA Braille and you import a file in UK Braille format, for example, the contents of the file appear strange when you read it with KeyWord.  To read an imported file that is in another Braille language, you can temporarily change the language that your VoiceNote uses, then change it back again when you have finished.  The Braille language your VoiceNote uses can be changed using the Braille Options Settings in the Options Menu as described in Section 5.4.  
13.17.4 Exporting a Document.
To export a document press E, in the Translation Menu.  You can export the document as one of the following document formats:  
Plain Braille file;
Microsoft Word file;
Rich text format file;
Word Perfect file;
KeySoft version two Braille document;
KeySoft version two text document;
ASCII text file.  
The original document remains unchanged.  
Select the drive in the usual way when prompted.  KeySoft then prompts:
"Export document from which folder? Press Enter for (Suggested folder)"
When you have selected the folder KeySoft prompts:
"Document name?  Press Enter for (Suggested filename)." 
Select the document to export.  KeySoft prompts:
"Export to which device?"
The options are:
To export from a File press F.  
To export from the Serial port press S.  
13.17.5 
Exporting to a File.
After selecting "File" as the device to export to, KeySoft prompts:
"Export as an ASCII text file?" 
To export as an ASCII text file press ENTER.  To select another file type, press SPACE with dots 3-4 repeatedly to step through the list of file types that you can export.  The available file types were listed in Section 13.6 above.  When you have selected the file type, select the destination drive.  KeySoft then prompts:
"Destination Drive? Press Enter for (Suggested Drive)"
Press ENTER to accept the offered drive, or browse the available drives by pressing SPACE.  KeySoft then prompts:
"Directory name?  Press Enter for (suggested directory).  Computer Braille is required."
Select the suggested directory or type the path name of another directory.  Remember that the slash character, dots 3-4, is used to separate the different parts of the directory.  Section 13.13.2 describes accessing files in another directory.  
Following selection of the directory, you will be asked to enter the file name to which you want to export the document to.  After the file is exported you are returned to the Translation Menu.  
13.17.6 
Exporting to the Serial Port.
If you select "Serial" as the device to export to, KeySoft confirms your selection announcing:
"Serial cable on COM1."
"COM1" is the 9 pin male connector at the left of the rear panel.  A serial cable is provided with your VoiceNote.  Of course you must connect one end of the cable to COM1 and the other end to a mating connector of a host; most likely a P C.  Both ends of the cable are the same.  The connectors are discussed in Section 2.7.  The Serial Port settings are listed in the ASCII translation options list which is discussed in Section 13.17.8.  Remember that the VoiceNote and host serial port must be set exactly the same to transfer a document.  
When you have selected a device KeySoft prompts:
"Export as a Braille or text file?" 
Press B for Braille or T for a text file.  When you have selected the file type KeySoft queries:  
"Host ready to receive?"
Prepare the host to receive the file and when it is ready press ENTER or press Y.  You hear a periodic beep as the document is transferred.  When the transfer is finished, you are returned to the Translation Menu.  
13.17.7 Translating between Braille and Text.
To translate a document from Braille to text or vice versa, select Translate between Braille and Text from the Translation Menu.  This is useful if, for example, you have written a Braille document which you now intend to print, but before printing, you want to check out the ink-print formatting.  You can translate it into a text document and have it reviewed.  
KeySoft guides you through the translation procedure.  Select the source folder name when prompted by KeySoft.  Either type a folder name and press ENTER, or press SPACE to review the List of Folders.  Alternatively to select a path name, press SPACE with T.  
To change the current drive, press BACKSPACE.  For the Flash Disk, press F.  For the KeySoft System Disk, press K.  If you have a PC card installed you can press S for the Storage Card.  To review the list of drives, press SPACE.  
After you have selected the drive and folder, select the source file.  Either type a file name or select it in the usual way.  
Follow the same procedure to select the destination folder name and enter the destination file name.  
If you type a document name that does not exist, KeySoft asks if you want to create a new document.  Conversely, if the document already exists, you are asked if you want to append the translated document to the end of the existing one, or replace it entirely.  
When you have entered the destination file name, the source document is translated to its complementary format.  That is, a Braille document is translated to text, or vice versa.  The source document remains in its original format, and you are returned to the Translation Menu.  
13.17.8 Reviewing and Setting ASCII Translation Options.
The ASCII translation options are used by KeySoft when translating between KeyWord and ASCII formats including when exporting documents to the Serial Port.  
To review and set ASCII translation options select ASCII Translation Options from the Translation Menu.  Press SPACE to hear the ASCII Translation Options list.  Each item in the list is discussed below.  When you have reviewed the list, you can use BACKSPACE to move back through the list to check the settings.  The current setting is announced for each item.  Remember that you must press ENTER after you have changed the setting.  Press SPACE with E to exit when you are satisfied with your settings.  
Item 1)	Use Line or Paragraph Format.
Press P for Paragraph, or L for Line.  Don't forget to press ENTER to complete the entry.  This option determines the way that lines are terminated during document exporting or file importing.  During document exporting, if the Line option has been selected, a carriage return is added at the end of each line.  If the Paragraph option is selected, a carriage return is added only at the end of each paragraph, giving a line that is as long as the paragraph.  The Line option is usually best when exporting to a communications program.  The Paragraph option is most suitable when exporting a document to a word processor because it allows the text to be reformatted after it is received.  
The Line or Paragraph format option also determines how KeySoft treats each incoming line of text during file importing.  If the Line format option is selected, KeySoft leaves the text unaltered.  In the Paragraph option, KeySoft removes single carriage returns.  This allows the document to be reformatted in KeyWord.  Where there are two or more carriage returns, or a carriage return followed by an indent to indicate a new paragraph, no change is made.  
If you go into KeyWord and insert any hard carriage returns to format the file contents, these will be retained next time the file is opened in the VoiceNote.  
When importing an ASCII file, for example a Braille book, that has a single space in front of each line, the left margin is automatically stripped out so that KeySoft doesn't interpret it as if every line is the start of a new paragraph.  

Item 2)	Extended ASCII Character.
The options are:
To convert extended ASCII characters to standard ASCII characters, press C.  This options removes the high order bit.  It is useful in situations where this bit may be inadvertently set.  
To ignore ASCII characters, press I.  This options removes characters with the high order bit set.  It is useful where graphical symbols have been used extensively.  For example, when boxes have been drawn around text.  
To retain ASCII characters as extended ASCII characters, press R.  Extended ASCII characters are 8 bit characters such as characters in foreign languages or graphical symbols.  In most cases KeySoft can name or use the character.  In other cases the character will be referred to as "character n" where n is the ASCII value of the character.  
Item 3)	Use of End of File Character.
The options are N to turn oN the use of an end of file character, or F to turn OFF and ignore the use of an end of file characters.  This option determines whether an ASCII end of file character (1AH or ^Z) is appended to a document being exported after the end of the text.  In most cases this will cause a communications program to stop receiving text and save it on disk.  
Item 4)	Use of Line Feed Character. 
Press N to turn ON the appending of a line feed  character after a carriage return character is exported.  Press F to turn OFF appending a line feed character.  Appending a line feed character may be required when exporting to a communication program depending on the program.  
Item 5) 	Baud rate.
Type a new baud rate value if you know the standard values or press SPACE with dots 3-4 to cycle through the list of available values.  
Item 6)	Parity.
Press N, E or O, for None, Even or Odd parity respectively.  If you are unsure which setting is correct select none; this is usually preferred for short cables.  
Item 7)	Number of data bits.
Press 7 or 8 for the number of data bits and press ENTER.  Standard ASCII characters use only 7 data bits while extended ASCII characters have 8 bits.  
Item 8)	Handshaking.
The options are S for Software or H for Hardware.  Handshaking determines how the VoiceNote and a host computer control the flow of data from each other.  Handshaking is needed if the VoiceNote or host computer cannot keep up with the flow of data when a high baud rate is selected.  VoiceNote supports both types of handshaking.  You know when it is needed because large blocks of data are lost when exporting documents or importing files.  Try the software option first if information about the host computer is limited.  
Item 9)	Transmit delay.
This is the delay between each character when exporting a document.  It should be zero when using a communications program on the host.  Where a document is being exported directly into a word processor or other program, a value from 1 to 5 may be used to allow the word processor to keep up.  Use the smallest value which does not cause characters to be lost.  
This is the end of the ASCII Translation Options list.  
13.17.9 Reviewing and Setting Back Translation Options.
These are the general settings which are used during the translation of a KeySoft Braille document to a KeySoft text document.  These settings are used throughout KeySoft whenever a document is back translated.  For example, when printing a Braille document or when exporting a Braille document.  The first 6 items and the last item may be over-ridden in a document by changing the Ink-print Translation Options, as described in Section 7.3.2.5.  
To review and change Back Translation Options from Braille to Text, select Back Translation Options from the Translation Menu.  Press SPACE to hear the Braille to Text Translation Set Up List.  Each item in the list is discussed below.  When you have reviewed the list, you can use BACKSPACE to move back through the list to check the settings.  The current setting is spoken for each item.  Note that you must press ENTER after you selected a new setting.  Press SPACE with E to exit when you are satisfied with your settings.  
Item 1)	Type of Paragraph Boundary Used in the Source Document.
The way paragraphs are formatted in Braille is usually different from the way the are formatted in ink-print.  For example,  paragraphs in Braille are commonly indented two spaces whereas paragraphs in ink-print are commonly separated by one or more blank lines.  This option tells KeySoft how to recognize a paragraph in a Braille document so that it can be formatted correctly in the text document.  
KeySoft needs to know what type of paragraph boundary is used in the source document.  It needs to know this in order to correctly interpret where one paragraph ends and the next starts in the Braille document.  There are 3 options, as follows:
1)	For an Indented line, or one or more blank lines, press I.  This is the suggested setting.  For a new paragraph to be started in the destination document, the source document must have either a New Line followed by an indented line, or a blank line.  Single New Line markers which are not followed by an indented line are not taken as the start of a new paragraph and therefore are not passed over into the text document.  
2)	For one or more New line markers, press N.  This setting causes every New Line marker to indicate the end of a paragraph.  
3)	For one or more Blank lines, press B.  Use this option if every line in the source document ends with a New Line marker and paragraphs are indicated by blank lines.  
The way paragraphs are formatted in the resulting text document is not affected by this setting but is determined by the "Paragraph format?" setting below.  
This setting is also used by KeyWord to determine the paragraph boundary when the paragraph reading commands are used.  
Item 2)	New Line Translation Option.
This applies to Heading, Subheading and Lines styles of presentation and determines how New Line markers in a Braille document are translated.  
To leave the line formatting Unchanged, press U.  
To remove New Line markers and thereby Join lines together, press J.  
To expand single New Lines into Blank lines, press B.  This is the suggested setting.  
Item 3)	Convert Braille Italics to Italics Font.
To have Braille italics converted to italics font press Y.  To have italics ignored press N.  
Item 4)	Include Two Spaces Between Sentences. 
In Braille, sentences are usually ended by a period followed by a single space whereas in ink-print sentences are usually ended with a period followed by two spaces.  To have a space after a period in a Braille document converted to two spaces after the period, press Y.  To leave as a single space press N.  
Item 5)	Suppress New Page Markers.
The places where you have forced a new page in a Braille document by pressing SPACE with P are often not the correct places to force a new page in ink-print.  This option excludes New Page markers in the Braille document from the text document.  You can force new pages in the text document by using the Ink-print Inclusion option in the Braille document as described in Section 7.3.2.5.  
Item 6)	Include a Blank Line Between Items in Outline Style.
To save space in Braille, items in an outline may start on the next line, rather than after a blank line.  If this is the case and you want a blank line left in the text document, press Y to turn this option on.  Press N to turn it off.  

Item 7)	Blank Lines Before and After a Heading. 
This sets the number of blank lines which are left in the text document before and after a section of text which has the Heading presentation style.  The factory setting is 2 and 1.  To change the setting, type the new number of blank lines before a heading, a comma and then the new number of blank lines after a heading.  Number signs are not needed.  For example "1,2."  
Item 8)	Heading format.
This sets the format indicators to be inserted at the beginning of each line in a heading in a text document.  These format indicators are: center the line, right justify the line, insert tab, fonts, underline, space, or force new line or new page.  Entering format indicators here is the same as when searching for them.  See Appendix B for details.  The factory setting for the heading format is: "Center line." "Bold on."  
Item 9)	Blank lines Before and After a Sub-heading.
This sets the number of blank lines which will be left in the text document before and after a section of text which has the Subheading presentation style.  The factory setting is 1 and 1.  The same procedure as discussed in Item 7 above is used to change the setting.  
Item 10)	Sub-heading Format.
You can enter the commands to be inserted in the text document at the beginning of each line in the Sub-heading presentation style.  You can use the same format indicators as listed in the Heading Format item above.  There is no factory setting for this item.  
Item 11)	Paragraph Format. 
This item determines the format indicators that are inserted between paragraphs in the text document.  You can enter a combination of New Lines, spaces and tabs.  To enter a New Line press SPACE with dots 2-6.  The default is 2 New Line format indicators.  
Item 12)	Revert to Paragraph Style After How Many Blank Lines.
When either the heading, subheading, outline or line styles of presentation are used, the style will continue in effect until another style is selected or the number of blank lines set here are encountered.  
This is the end of the Braille to text translation setup list.  
13.17.10 
Reviewing and Setting Forward Translation Options.
These are the general settings which are used during translation from a KeySoft text document to a KeySoft Braille document.  These options are used throughout KeySoft wherever a document must be translated into Braille.  The items are generally similar to those for back translation, but there are differences to cater for the direction of translation.  The first 8 items may be over-ridden from within a text document by using the Braille Translation Options, as described in Section 7.1.18.7.  
To review or change the settings in the Forward Translation Options list, select Forward translation options, from the Translation Menu.  The 15 items in the list are as follows:
Item 1)	Type of Paragraph Boundary Used in the Source Document.
KeySoft needs to know this in order to correctly interpret where one paragraph ends and the next starts in the text document.  The options here are the same as for Item 1 in the Back Translation Options.  See Section 13.17.9 above for details.  
Item 2)	New Line Translation.
This applies to Heading, Sub-heading and Lines styles of presentation and determines how New Line markers in a text document are translated into Braille.  There are four options:
To leave the line formatting unchanged, press U;
To remove New Line markers and thereby Join lines together, press J;
To replace New Line markers with two Spaces, press S;
To have new lines in the text document start new lines in the Braille document but remove any blank lines, press B.  This is the factory setting.  
Item 3)	Convert Italics Font to Braille Italics. 
To have italics font converted to Braille italics press Y.  To have italics ignored press N.  
Item 4)	Suppress Multiple Spaces. 
Multiple spaces may be used in a text document between sentences or for visual formatting.  This option can be used to remove these from the Braille document during translation, leaving only one space.  
Item 5)	Suppress New Page Markers. 
The places where a new page has been forced in text are often not the correct places to force a new page in the Braille document.  This option excludes New Page markers in the Braille document from the text document.  
Item 6)	Ignore Tabs. 
If the text document uses tabs extensively for visual formatting, you can have these replaced by a space in the Braille document using this option.  
Item 7)	Include capital signs. 
Usually you would want capital signs included in Braille document, but if you are translating a text document where every word is in capitals, for example, then this option will become very useful.  
Item 8)	Suppress Blank Lines in Outline Style. 
This option enables you to save space in Braille by eliminating blank lines left between items in an outline.  
Item 9)	Blank Lines before and after a Heading. 
This sets the number of blank lines which are left in the Braille document before and after a section of text which has the Heading presentation style.  The factory setting is one before and one line after.  
Item 10)	Heading Format. 
You can enter the format indicators to be inserted in the Braille document at the beginning of each line in the Heading presentation style.  You can include format indicators to center the line, right justify the line, insert tabs, and spaces, or force new lines or new pages.  See Appendix B for details.  The factory setting is: "Center line."  
Item 11)	Blank Lines before and after a Sub-heading. 
This sets the number of blank lines which are left in the Braille document before and after a section which has the Sub-heading presentation style.  The factory setting is one and zero.  
Item 12)	Sub-heading Format. 
You can enter the format indicators to be inserted in the Braille document at the beginning of each line in the Sub-heading presentation style.  You can use the same indicators as listed in the Heading Format item above.  The factory setting is 4 spaces.  To enter a space as the first character in the Sub-heading, press ENTER with B.  
Item 13)	Paragraph Format. New line (two spaces)
This item determines the format indicators which are inserted between paragraphs in the Braille document.  You can enter a combination of New Lines, spaces and tabs.  To enter a New Line press SPACE with dots 2-6.  The factory setting is a New Line followed by 2 spaces.  
Item 14)	Revert to Paragraph Style after how many Blank Lines.
When either the heading, subheading, outline or line styles of presentation are used, the style continues in effect until another style is selected or the number of blank lines set here are encountered.  The factory setting is two.  
Item 15)	Size of Indent for Wrapped Lines in the Lines and Outline Styles. 
Often a line of text in ink-print takes up more than one line in Braille.  Sometimes this makes it difficult to find an item in a list or an outline when reading an embossed copy.  This option does not affect the first line of each item in Braille, but if more than one line has to be used for an item, the second and subsequent lines will be indented by this number of cells.  The factory setting is two.  
This is the end of the Text to Braille options list.  


End of Chapter 13.  



14 The Utilities Menu.
14.1 Overview.
The Utilities Menu provides a number of general-purpose functions.  To enter it, select the "Utilities" option in the Main Menu.  The available operations are as follows:
- Connect to ActiveSync, which allows documents and files to be copied in either direction between a PC and the VoiceNote.
- Synchronization - see Appendix E.
-	Backup or Restore Files, which allows all working files to be backed up or restored to a backup drive.
-	Pronunciation Dictionary, which corrects the pronunciation of unusual words.
-	Date and Time Set, used to reset the internal clock.
-	Application Program, which runs optional KeySoft software.
- Miscellaneous Options, which allows you to select either a Serial or Infrared connection for ActiveSync.
- Key Management - for keeping track of separately purchased KeySoft products.
You can select an item by reviewing the list and pressing ENTER, or by pressing the initial letter of the required item.
14.2 ActiveSync.
The ActiveSync option in the Utilities Menu allows the VoiceNote disk drives to be viewed on a PC with Windows Explorer.
This feature allows file management of your VoiceNote to be performed from the PC.  Files and Folders can be copied, moved, or deleted, just as you would on the normal PC drives.  You can quickly transfer files to and from the VoiceNote using this option. 
The VoiceNote may be connected to the PC via either the serial port, using the serial "Null Modem" communications cable supplied, or the Infrared port.  Before this feature can be used, the ActiveSync program must be installed on the PC.  This program is provided on the "PC Software for BrailleNote Family" CD-ROM supplied with the VoiceNote.  Instructions for installing ActiveSync are also provided on the CD-ROM.
When connected, the VoiceNote appears at level 2 of the tree view in Windows Explorer, under the name "Mobile Device".  KeySoft stores user files and pertinent setup files on the "Flash Disk" drive under various folders that appear at level 3 of the tree view.  The factory set up has 6 folders on the Flash Disk, namely; Dictionaries, General, KeyList, KeyMail, KeyPlan, and My Books.  These folders appear at level 4 of the tree view.  You can move down the tree to the particular folder you wish to view.  Files within the selected folder are shown in the list view, which can be entered by pressing the TAB key on your PC. 
14.3 Serial Port Connection.
Before the ActiveSync feature can be used, the ActiveSync program must be installed on the PC.  This program is provided on the "PC Software for BrailleNote Family" CD-ROM supplied with the VoiceNote.  Instructions for installing ActiveSync are also provided on the CD-ROM.
The following connection procedure is recommended: 
Connect the VoiceNote to the PC using the serial cable provided with the VoiceNote.  The cable has a 9 pin female socket at each end.  Plug one end into the serial port on the VoiceNote.  Plug the other end into the serial port on the PC.
Start ActiveSync on the PC.  A shortcut can be found on the Programs Menu.  Go to the File Menu of the ActiveSync menu bar, select "Connection Settings" and make sure that the item "Allow serial cable or infrared connection to this Comm Port" is checked.  TAB to the combo box that displays the Comm port through which ActiveSync is trying to establish a connection.  Use the Up and Down Arrow keys to select the Comm port that you are using, and then press ENTER on the PC keyboard.  Using these settings, ActiveSync will automatically detect when the VoiceNote is trying to establish a connection via the serial port.
On the VoiceNote, confirm that the serial port is the default port selection for ActiveSync.  Check this by going to "Miscellaneous Options" in the Utilities menu.  Refer to Section 13.7.1 for details on selecting the default communication port for ActiveSync.
From the "Utilities Menu", press C to select  "Connect to ActiveSync" option.  KeySoft announces "Utilities Menu" following execution of this command.
The ActiveSync window on the PC should indicate that the PC is "Connecting" to the VoiceNote.  If the PC has a sound system, you will probably hear an audible cue indicating a successful connection. This process normally takes about 15 to 20 seconds.  When connected, a "New Partnership" dialogue box appears.  Press Down Arrow to select "No" partnership, then press ENTER.
Open Windows Explorer on the PC.  You should then be able to locate the "Mobile Device" on the tree view, below the "Dial Up Networking" item.
14.3.1 Infrared Connection.
The procedure for using ActiveSync via the VoiceNote's Infrared port is similar to that described in Section 13.2.2 for using the serial port.
The following discussion assumes that your PC has an IrDA compatible infrared port and that it is operation is enabled.
First, position the VoiceNote so that the infrared port lines up with that of the PC's.
Start ActiveSync on the PC.  A program shortcut can be found on the Programs Menu under Microsoft ActiveSync.  Go to the File Menu of the ActiveSync menu bar, select "Connection Settings" and make sure that the item "Allow serial cable or infrared connection to this Comm Port" is checked.  TAB to the combo box that displays the Comm port through which ActiveSync is trying to establish a connection.  Use the Up and Down Arrow keys to select the "Infrared (IR)" port, then press ENTER on the PC keyboard.  Using these settings, ActiveSync will automatically detect when the VoiceNote is trying to establish a connection via the infrared port.
On the VoiceNote, confirm that the infrared port is the default port selection for ActiveSync.  Check this by going to "Miscellaneous Options" in the Utilities menu.  Refer to Section 13.7.1 for details on selecting the default communication port for ActiveSync.
From the "Utilities Menu", press C to select  "Connect to ActiveSync" option.  KeySoft announces "Utilities Menu" following execution of this command.
The ActiveSync window on the PC should indicate that the PC is "Connecting" to the VoiceNote.  If the PC has a sound system, you will probably hear an audible cue indicating a successful connection. This process normally takes about 15 to 20 seconds.  When connected, a "New Partnership" dialogue box appears.  Press Down Arrow to select "No" partnership, then press ENTER.
Open Windows Explorer on the PC.  You should then be able to locate the "Mobile Device" on the tree view, below the "Dial Up Networking" item.
14.3.2 
Disconnecting.
The most convenient way to use ActiveSync with a PC is to permanently dedicate a serial or infrared port to it on the PC.  Disconnecting is done by simply removing the serial cable from the VoiceNote, or moving the VoiceNote to break the infrared connection.   Both the PC and VoiceNote emit a short "chirp" when this is done.
To quickly reconnect plug in the cable, or re-align the infrared ports, and select the "Connect to ActiveSync" option in the VoiceNote Utilities Menu.  Following the connection negotiation phase, you are once again presented with the "New Partnership" dialogue on the PC.
14.3.3 Freeing the Ports.
As explained in the previous section, to free the VoiceNote serial or infrared port after using ActiveSync remove the serial cable, or break the infrared connection.
If you need to use the PC's serial or infrared port for another function, go to the File Menu of the ActiveSync menu bar, select "Connection Settings" and un-check the "Allow serial cable or infrared connection to this Comm Port" option.  Remember, that next time you connect, you have to "re-check" this option. 
14.3.4 Trouble Shooting ActiveSync.
To establish a successful connection with ActiveSync, a number of independent factors must be satisfied.  Be prepared to spend time to understand the connection procedure.  With patience you will soon be connecting quickly and reliably.
Difficulties usually center around making a successful connection.  Make sure you follow the recommended connection procedure outlined in Section 13.2.2 for a serial port connection, or Section 13.2.3 for an infrared connection.
When using a serial port connection, make sure you are using the serial cable supplied with the VoiceNote.  Other cables may have the same physical appearance, but may not necessarily have the correct internal connections.
If you have been using the VoiceNote serial or infrared port to drive a remote display, you need to release the port for ActiveSync.  Do this by selecting the Visual Display from the Options Menu, then pressing F and ENTER to turn off the connection.
Similarly, at the PC end, if another program has been using the serial port or infrared port, it is necessary to close the program, or if the program provides facilities to do so, release the port.
14.4 Backup or Restore Files.
You can use the Backup Options in the Utilities Menu to save and restore all KeySoft working files, including word processor and e-mail documents, planner files and address lists.  By default, KeySoft stores these files on the Flash Disk.
It is good housekeeping to backup your files to an alternative storage medium.  This could be an ATA memory card, an IBM MicroDrive, or the external Super Disk drive.  This safeguards your information against loss caused by accidental overwriting or deletion of files and other mishaps.  Once you have made a backup onto your alternative media, you can keep the backup in a safe place, or transfer the files to the hard drive on another computer.  You may use the Restore option to restore your working documents or files in the event of a problem, or to return to an older version.
14.4.1 Backing Up.
From the Utilities menu, select the "Backup or Restore files" option.  KeySoft prompts:
"Do you wish to Backup or Restore files?"
If you want to backup your working files, press B, for Backup.  KeySoft prompts:
"Backup which drive? Press ENTER for Flash Disk."
Press ENTER to backup the Flash Disk.  KeySoft prompts:
"Backup which folder?"
KeySoft assumes you want to backup "All" folders.  You would normally do a complete backup of all folders on the Flash Disk together with their contents.  Alternatively you can backup a folder at a time if you wish.  To backup all folders, press ENTER, or to backup one folder at a time, press SPACE to review the list of folders and press ENTER to select the desired folder.  KeySoft prompts:
"Make backup on which drive? Press ENTER for (suggested drive)."
Backups are normally done to the Storage Card, which is accessed through the PC card slot on the right-hand side of the VoiceNote.  If you are using an ATA memory card to store your backup, and it is not currently inserted, the card should be inserted in the PC card slot at this point.  If you are using the Super-Disk drive, connect the drive to its AC Plug Adapter, insert the card located at the end of the Super-Disk's cable into the PC card slot of the VoiceNote, and place the appropriate disk in the Super-Disk drive.

When you have your drive ready to accept the backup, press ENTER.  KeySoft prompts:
"Make Backup in which Folder? Press ENTER for (suggested folder)."
The suggested folder name is based on the current date, and is in the form "June 10, 2002 backup".  Press ENTER to accept the suggested folder, or press SPACE to review the list of folders on the backup drive.  Alternatively you can type in the name of a folder.  If the folder does not already exist you will be asked to confirm creation of the new folder, press Y to do this.
The time taken for the backup process depends on the number of files being backed up, and VoiceNote continues to beep about once per second during the process.  At the completion of the backup KeySoft confirms the number of files copied to the backup disk, and you are returned to the Utilities menu.
To speed up the backup process you can perform an incremental backup, which only copies files modified since the last backup.  This procedure is described in the next section.
14.4.2 Incremental Backup.
Incremental Backup can be used to reduce the time taken to copy the files to the backup drive.  Only those files changed since the last backup are copied.  You should back up your files into the same folder name used for the previous backup.
From the Utilities menu, select the "Backup or Restore files" option.  KeySoft prompts:
"Do you wish to Backup or Restore files?"
Press B for backup then press I, for Incremental Backup.  KeySoft prompts:
"Backup which drive? Press ENTER for Flash Disk."
Press ENTER to backup the Flash Disk.
From this point on, the procedure is as outlined in Section 13.3.2 for Backing Up.
Given that you are performing an incremental back up to an existing folder, KeySoft requests confirmation before backing up files modified since the previous backup.  Even if you have only created one new file, you will be asked to confirm the replacement of the KeySoft.ksd file that resides in the Dictionaries folder.  Press Y to confirm that you want this system file to be updated.
14.4.3 Restoring Files.
From the Utilities menu, press B to select Backup Options.  KeySoft prompts:
"Do you wish to Backup or Restore files?"
To restore files that have been backed up, press R.  KeySoft prompts:
"Restore from which drive? Press ENTER for Storage Card."
Press ENTER to select the offered backup drive, or select the drive, which has the backup you wish to restore.  KeySoft prompts:
"Folder name?"
Select the folder that you want to restore.  KeySoft prompts:
"Restore to which drive?  Press ENTER for Flash Disk."
Your backup files are copied from the backup disk, and you are returned to the Utilities menu.  VoiceNote continues to beep once per second during the process, and on completion announces the number of files copied.
If a file already exists, you are asked to confirm that you wish to replace the existing file with one on the backup drive.  To replace the existing file press Y, to skip this file press N, to accept all files press A.  Before starting the backup process, you can press SPACE with H to get detailed information on the date and time of creation of a file, and the file size of both the source and destination files. 
Backup and Restore work on the entire contents of a folder. If you want to restore an individual file, you should use the Copy File option in the File Manager described in Section 12.7.
14.5 Pronunciation Dictionary.
The Pronunciation Dictionary allows KeySoft to correctly pronounce unusual words, and to expand abbreviations.  KeySoft's accuracy is superior to most speech products, but proper names or technical words can be corrected by adding a suitably misspelled version to the pronunciation dictionary.
This is done by entering the correct spelling of the word, together with a suitable misspelling.  Before speaking a word, KeySoft searches the pronunciation dictionary and if it finds the word, the misspelled version is spoken instead. Commands are provided to add, delete and change words in the pronunciation dictionary.  Note that words and their misspellings must be entered in Computer Braille, although this is only significant for punctuation marks.
Appendix D contains hints on how to improve pronunciation by misspelling, as well as methods of changing the military rendition of letters, and the names of punctuation characters and Braille dot combinations.
To access the Pronunciation Dictionary, start from the Utilities Menu and press P.  The Pronunciation Dictionary Menu includes the following 3 options:
Add a word.
Change a word.
Delete a word.
14.5.1 Adding Words to the Pronunciation Dictionary.
If KeySoft mis-pronounces a word, you may add it to the Pronunciation Dictionary.  From the Pronunciation Dictionary menu, press A and KeySoft prompts, "Type word to add".  Type the normal spelling of the word, without spaces or numbers, and press ENTER.  
KeySoft then prompts, "Type misspelling".  Type in a misspelling of the word, using only letters and spaces, which gives a correct pronunciation for the word.  Spaces are useful for changing the stress.  Do not press ENTER yet.  To check the new pronunciation, press SPACE with dots 1-4.  If it does not sound correct, change it with the prompt editing commands, or delete it by pressing SPACE with R, and try again.  If it sounds OK, press ENTER.  You are then be returned to the Pronunciation Dictionary Menu.
14.5.2 Changing Words in the Pronunciation Dictionary.
If you are concerned about the pronunciation of a word, you can review the Pronunciation Dictionary to check whether it is included.  If it is, you can change the misspelling to improve the rendition.
From the Pronunciation Dictionary menu, press C.  KeySoft prompts, "Type word to change".  Either type the normal spelling of the word and press ENTER, or review the pronunciation dictionary by pressing SPACE repeatedly and select the word from there.  KeySoft then prompts:
"Type misspelling, press ENTER for (default)".
You can now amend the offered default by using the prompt editing commands, or you can type in a new misspelling.  Before pressing ENTER, listen to the new pronunciation by pressing SPACE with dots 1,4.  If you are not happy with the sound, continue to edit the misspelling until you are satisfied with the pronunciation, and then press ENTER.  The latest misspelling is saved, and you are returned to the Pronunciation Dictionary menu.
14.5.2.1 
Fixing a Mispronunciation.
It is unusual to find a word which is seriously mispronounced, but people's names and foreign words may be exceptions.  Typical problems are a shift in vowel sound, and misplaced stress.  
To correct the way a word is spoken, misspell it phonetically, and use a space to shift the stress.  For example:  
	Change "Mikhail Gorbachov" to "Mikhile Gorba choff."  
	Change "Socrates" to "Socra tees."  
	Change "Taj Mahal" to "Taaj Mah harl."  
14.5.2.2 Substituting a Text String.
There are various reasons why you may wish to put a substitute text string in the Pronunciation Dictionary.  For example, KeySoft correctly announces many acronyms which contain vowels, such as "IBM."  However, a less common acronym may be announced as a word, so you may wish to use the Pronunciation dictionary to change the rendering.  For example:
	Change "ATM" to "A T M," or "automatic teller machine."  
	Change "NaCl" to "N A Cl," or "sodium chloride."  
You can change the way symbols are announced.  For example, KeySoft announces "star" when it encounters the symbol often called "asterisk."  If you prefer to hear "asterisk," you may do this with the Pronunciation Dictionary.  To do this braille an asterisk symbol at the "Type word to add" prompt and then braille the word "asterisk" at the "Type misspelling" prompt.  The pronunciation of the plural of the punctuation name also needs entering.  To do this braille an asterisk symbol followed by an s at the "Type misspelling" prompt and then braille the word "asterisks" at the "Type misspelling" prompt.  
14.5.2.3 Braille Signs.  
You can change the way KeySoft announces the grade 1 and grade 2 signs.  For example, KeySoft announces the dot 3 sign as "apostrophe," but you may prefer to hear "dot 3."  From the Pronunciation Dictionary menu, press A.  KeySoft prompts:  
"Type word to add"
Press the Computer Braille sign for "apostrophe," which happens to be dot 3.  For the misspelling press d o t space 3 remembering that 3 is a lowered C in computer Braille.  
14.5.2.4 Military Call Signs.
Finally, you can change the word which KeySoft says when you press SPACE with dots 3-6, twice to identify an indistinct letter.  For instance, if you prefer to hear "toffee" instead of "tango" when you check the letter T, go to the "Add word" option and press T, followed by an exclamation mark.  For the misspelling, type "toffee."  This now does as you wish, but it does not alter the pronunciation of the word "tango" in normal text.  
You can have fun changing the way things are spoken, but take care!  It can be a source of mystery later on, when you have forgotten that you made the change.
14.5.3 Deleting Words from the Pronunciation Dictionary.
From the Pronunciation Dictionary menu, press D.  KeySoft prompts, "Type word to delete".  Either type the normal spelling of the word and press ENTER, or review the pronunciation dictionary by pressing SPACE repeatedly and select the word from there.  The word is deleted and you are returned to the Pronunciation Dictionary Menu.
14.6 Date and Time Set.
Follow these steps to set KeySoft's internal clock and calendar.  Remember that at each point in the process you can obtain relevant help by pressing SPACE with H.  From the Utilities menu, press D for Date and time set.  KeySoft prompts:
"Date format? Press ENTER for USA."
Type S for USA format, which is: month/day/year, or K for UK format which is: day/month/year. Press ENTER to confirm your selection.  To leave the date format unchanged, just press ENTER.  KeySoft prompts:
"Time format?  Press ENTER for 12 hour."
Type A for 12 hour or B for 24-hour clock format.  To leave the time format unchanged, just press ENTER.  KeySoft prompts:
"Time?  Press ENTER for (current time)."
Enter the time, without number signs, in the form: 	hh:mm where "hh" is hours and "mm" is minutes, separated by a colon.  You may abbreviate an entry with fewer digits and no separator if it is unambiguous.  In 12 hour format, follow the minutes by a space and then "a" or "p", to denote before noon and after noon.  Press ENTER, and you hear:
"Date? Press ENTER for (current date)."
If the date is correct, press ENTER to retain it, or enter a new date.  If USA date format has been selected, enter the date in the form: number sign month, number sign day, number sign year, such as 4 22 00 for April 22, 2000.  If UK date format has been selected, enter the date in the form:  number sign day, number sign month, number sign year, such as 25 10 00 for 25 October 2000.  When you have typed the date, press ENTER.
As an alternative to entering the date, you may move around the calendar until the date you want is announced.  To move forward or back a day at a time press SPACE with dot 6 or 3.  To move a week at a time press SPACE with dot 5 or 2.  To move a month at a time press SPACE with dot 4 or 1.  To move a year at a time press SPACE with dots 5, 6 or 2, 3.  After the date entry is made, you are returned to the Utilities menu.
14.7 KeySoft Application Programs.
This option allows you to run optional software applications written specially for the VoiceNote.  For example, it maybe a Setup program that performs an upgrade to your KeySoft operating software.  To run an applications program, start from the Utilities Menu and press A to select an Applications Program.  KeySoft prompts:
"Run program from which drive?  Press ENTER for (default drive)"
Press ENTER, or use SPACE to select another drive from the drive list.  KeySoft prompts:
"Directory name?  Press ENTER for (default directory)"
Type in the directory name using computer Braille, or use SPACE to select the required directory. KeySoft prompts:
"Program Name?"
Either type the program name using computer Braille, or review the list of programs by pressing SPACE, and press ENTER to complete your entry.  The program is now loaded and you will be prompted for a "Command Line".  Refer to the instructions associated with the Application Program you are running to determine if a Command Line parameter is required.  If you don't have information on this, try pressing ENTER, which will run the program without a command line parameter.  The Application Program immediately starts running.
14.8 
Miscellaneous Options.
The Miscellaneous Options setup list contains two items.  The first allows you to nominate whether the Serial or Infrared port is used for ActiveSync communication.  A low speed serial port option is also provided.  The second option provides a keyboard compatibility mode for users making the transition from Blazie notetakers.
To access the Miscellaneous Options, start from the Utilities Menu and press M.
14.9 ActiveSync Connection.
From the Miscellaneous Options setup list, press SPACE until KeySoft prompts:
ActiveSync Connection? Currently (default)
where the word "default" shown in brackets is the current setting.  The options are:
To connect to ActiveSync using the serial port, press S followed by ENTER.
To connect to ActiveSync using a "low speed" 19,200 baud serial connection, press L followed by ENTER.  This mode is provided to supported older PC's that cannot run the serial port at the 115K baud expected when the S option is chosen.
To connect using the infrared port, press I followed by ENTER.  Depending on the infrared port on your PC, it may be necessary to limit the maximum data rate at the PC to 1 Megabit/second.
For further comment on using the Infrared port, refer to Section 2.9.
14.9.1 Compatibility Mode.
The keyboard compatibility mode is included to ease the transition to the VoiceNote for people used to the command structure of Blazie notetakers
From the Miscellaneous Options setup list, press SPACE until KeySoft prompts:
Compatibility Mode? Currently (default)
where the word "default" shown in brackets is the current setting.  The options are:
To select KeySoft "native" commands press F followed by ENTER.
To turn the keyboard compatibility mode On press N followed by ENTER.
With keyboard compatibility mode On, the BACKSPACE key function of deleting the previous character is duplicated by the command SPACE with B.  The Block Commands menu is then transferred to ENTER with dots 2-3. 
14.10 Key Management.
The purpose of the "Key Management" menu item is to give you access to information about what kind of add-on software products you have installed on your VoiceNote.  There are two options on the Key Management Menu as follows:
Enter a new product key - If you purchase an add on software product, sometimes part of the installation process may require typing in a security code.  This is the place where one would do that.  If it is necessary, instructions for correct usage would be included in the add on software's documentation.
System Options - If you press ENTER at this option, the VoiceNote will announce a list of add-on software products.  This includes extra languages, software maintenance agreements etc.


End of Chapter 14.




15 Command Summary.
15.1 General Commands.
15.1.1 Operating Modes.
Start in one handed mode:	Hold down BACKSPACE while turning On VoiceNote.  VoiceNote remains in one-handed mode until restarted in two-handed mode.  
Start in two-handed mode:	Hold down ENTER while turning On VoiceNote.  
15.1.2 In a Menu or List.
Move forward in a menu or list:	SPACE, or
		SPACE with dot 4.  
Move backward in an menu or list:	BACKSPACE- or
		SPACE with dot 1.  
Select spoken item:	ENTER.  
Jump to item:	Press first letter.  
15.1.3 Options Available at Any Point.
Return to Main Menu:	SPACE with dots 1-2-3-4-5-6.
Exit current option:	SPACE with E or
		SPACE with Z.
Obtain help for current operation:	SPACE with H.
Increase volume of speech:	ENTER with dot 4.
Decrease volume of speech:	ENTER with dot 1.
Speak faster:	ENTER with dot 6.
Speak slower:	ENTER with dot 3.
Raise pitch of speech:	ENTER with dot 5.
Lower pitch of speech:	ENTER with dot 2.  
Stop reading, or
acknowledge alarm:	BACKSPACE with ENTER, or
		SPACE with dots 1-4-6.  
Date announcement:	SPACE with O, D or
	ENTER with D.  
Time announcement:	SPACE with O, T, C or
	ENTER with T.  

Go to Stopwatch:	ENTER with W, or SPACE with O, T, W
Keyboard Settings:	SPACE with O, K or
		BACKSPACE with ENTER with K.  
Review Voice:	SPACE with O, R or
		BACKSPACE with ENTER with R.  
Power and Battery status:	SPACE with O, P.  
User Guide:	SPACE with O, U or
		BACKSPACE with ENTER with H.  
Next appointment:	SPACE with O, N or
		ENTER with N.  
Repeat the last message
or prompt:	SPACE with R.  
Repeat the last prompt 
with spelling:	SPACE with O, S or
		ENTER with S.  
Repeat the last prompt
with all punctuation:	SPACE with O, H or
		ENTER with H.  
Options Menu:	SPACE with O.  
15.1.4 Switch Programs.
Switch to another task:	SPACE with dots 2-3-5, or
		SPACE with O, C, or
Go to Wordprocessor:	BACKSPACE with ENTER with W.  
Go to Planner:	BACKSPACE with ENTER with P.  
Go to Address List:	BACKSPACE with ENTER with A.  
Go to E-mail:	BACKSPACE with ENTER with E.  
Go to Book Reader:	BACKSPACE with ENTER with B.  
Go to Calculator:	BACKSPACE with ENTER with S.  
Go to Internet:	BACKSPACE with ENTER with I.  
Go to Braille Terminal:	BACKSPACE with ENTER with T.  
Go to Media Player:	BACKSPACE with ENTER with M.

15.2 
At Folder Name prompt.
Type folder name and press ENTER, or
Cycle forward through folder list:	SPACE.  
Cycle back through folder list:	BACKSPACE.  
Select a directory path:	SPACE with T.  
To move up one directory level:	SPACE with dots 2-3.  
Change Drive:	BACKSPACE.  
15.2.1 At List of Folders prompt.
Cycle forward through folder list:	SPACE.  
Cycle back through folder list:	BACKSPACE.  
Jump to folder name
starting with:	Press first letter.  
Hear disk name and space
available:	SPACE with I.  
Return to "Folder Name?"
prompt:	SPACE with E.  
15.2.2 Within a Folder list.
Return to "Folder Name?"
prompt:	SPACE with E.  
Select prompted "Folder Name:"	ENTER.  
Hear Folder information:	SPACE with I.  
15.2.3 At Document to Create prompt.
Type name of new file and press ENTER, or
Toggle document type to create:	BACKSPACE with X.  
Return to "Folder Name?" prompt:	BACKSPACE.  
15.2.4 
At Document to Open prompt.
Type document name and press ENTER, or
Cycle forward through list of Docs:	SPACE.  
Move back through list of Docs:	BACKSPACE.  
Toggle Document type to view:	SPACE with X.  
Hear document information:	SPACE with I.  
Cycle forward through most
recently opened documents:	SPACE with dots 5-6.  
Cycle back through most
recently opened documents:	SPACE with dots 2-3.  
15.2.5 Other Useful Commands at prompts.
Single-character wild-card:	SPACE with dots 2-3-6.  
Multi-character wild-card:	SPACE with 3-5.  
Clear field:	SPACE with dots 3-5-6.  
Upper case for computer Braille:	SPACE with U.  
15.2.6 Options Menu.
The following items are accessed via the Options Menu, and have not previously been covered under Section 15.1.3.  
Access Options menu:	SPACE with O.  
Grade of Braille:	SPACE with O, G, or
	BACKSPACE with G, or
	Set Grade 1:	BACKSPACE with A.  
	Set Grade 2:	BACKSPACE with B.  
	Set Grade 0:	BACKSPACE with J.  
Braille Options:	SPACE with O, B.  
Visual Display:	SPACE with O, V.  
Insertion:	SPACE with O, I, or
	ENTER with I.  
Thumb keys On/Off toggle:	SPACE with O, F.  
15.3 
Word Processor.
15.3.1 KeyWord text review.
Read continuously:	SPACE with G.  
Stop reading:	BACKSPACE with ENTER, or
	SPACE with dots 1-4-6.  
Top of file:	SPACE with dots 1-2-3.  
Bottom of file:	SPACE with dots 4-5-6.  
Previous character:	SPACE with dot 3.  
Current character:	SPACE with dots 3-6.  
Next character:	SPACE with dot 6.  
Previous word:	SPACE with dot 2.  
Current word:	SPACE with dots 2-5.  
Next word:	SPACE with dot 5.  
Start of line:	SPACE with dots 1-3.  
End of line:	SPACE with dots 4-6.  
Start of next line:	SPACE with dots 4-5.  
Review-only mode:	SPACE with X.  
Check or change Reading Mode:	SPACE with M.  
Check file name:	SPACE with I.  
Open Previous Document:	SPACE with dots 1-2-5-6.  
In Sentence and Paragraph reading Mode, the following commands review sentences and paragraphs.  
Previous sentence:	SPACE with dot 1.  
Current sentence:	SPACE with dots 1-4.  
Next sentence:	SPACE with dot 4.  
Previous paragraph:	SPACE with dots 2-3. 
Current paragraph:	SPACE with dots 2-3-5-6.  
Next paragraph:	SPACE with dots 5-6.  
In Line Mode, the same commands review lines and sections.  
In Column mode, the same commands review the current word on the line above or below and section above or below.  
15.3.2 Other Review Commands.
Find where cursor is:	SPACE with dots 1-5-6.  
Go to:	SPACE with dots 1-2-6.  
Previous page:	SPACE with 1-2-6, then SPACE with dot 1.  
Next page:	SPACE with 1-2-6, then SPACE with dot 4.  
Go to next Tab position:	BACKSPACE with T.  
Define Place Marker:	BACKSPACE with D.  
Jump to Place Marker:	SPACE with J.  
Find:	SPACE with F.  
Find Next Occurrence:	SPACE with N.  
15.3.3 Editing Commands.
Delete menu:	SPACE with D.  
Backspace:	BACKSPACE key.  
Delete current character:	BACKSPACE with dots 3-6, or
		SPACE with D twice, or
		SPACE with dots 2-4-6.  
Delete current word:	BACKSPACE with dots 2-5.  
Delete previous word:	BACKSPACE with dot 2.  
Delete to end of sentence:	BACKSPACE with dots 1-4 in Sentence and paragraph reading mode.  
Delete to end of paragraph:	BACKSPACE with dots 2-3-5-6  in Sentence and paragraph reading mode.  
Delete to end of line:	BACKSPACE with dots 1-4 in Line and Column reading modes.  
Delete to end of section:	BACKSPACE with dots 2-3-5-6  in Line and Column reading modes.  
Delete to end of document:	BACKSPACE with dots 4-5-6.  
Find and replace:	BACKSPACE with F.  
15.3.4 Formatting Commands.
New line:	ENTER.  
New Page:	SPACE with P.  
TAB:	SPACE with T.  
Binding space:	ENTER with B.  
Format menu:	SPACE with dots 2-3-4-6.  
Document Layout:	SPACE with dots 2-3-4-6, L, or
	BACKSPACE with L.  
Style of presentation:	SPACE with dots 2-3-4-6, S, or
		BACKSPACE with S.  
Center line:	SPACE with dots 2-3-4-6, C, or
		ENTER with C.  
Right justify line:	SPACE with dots 2-3-4-6, R, or
		ENTER with R.  
Page settings:	SPACE with dots 2-3-4-6, P, or
		BACKSPACE with P.  
Template Menu:	SPACE with dots 2-3-4-6, T.
Insertion menu:	SPACE with O, I, or
		ENTER with I.  
Insert the Time:	SPACE with O, I, T.  
Insert the Date:	SPACE with O, I, D.  
Insert calculator result:	SPACE with O, I, C.  
15.3.5 Commands used within Braille Documents. 
Ink-print Settings Menu:	Format menu, I.  
Ink-print layout:	Ink-print Settings Menu, L, or
		BACKSPACE with ENTER with L.  
Ink-print only inclusion:	Ink-print Settings Menu, I, or
		BACKSPACE with ENTER with C.  
Start ink-print exclusion:	Ink-print Settings Menu, S, or
		BACKSPACE with ENTER with dots 3-4.  
End ink-print exclusion:	Ink-print Settings Menu, E, or
		BACKSPACE with ENTER with dots 2-6.  
Ink-print translation options:	Ink-print Settings Menu, T, or
		BACKSPACE with ENTER with O.  
Ink-print page settings:	Ink-print Settings Menu, P.  
Font control for translated
or print document:	ENTER with F.  
15.3.6 Commands used within Text Documents.
Underline:	SPACE with dots 2-3-4-6, U, or
		ENTER with U.  
Font:		SPACE with dots 2-3-4-6, F, or
		ENTER with F.  
Braille Settings Menu:	Format menu, B.  
Braille layout:	Braille Settings Menu, L, or
		BACKSPACE with ENTER with L.  
Braille only inclusion:	Braille Settings Menu, I, or
		BACKSPACE with ENTER with C.  
Start Braille exclusion:	Braille Settings Menu, S, or
		BACKSPACE with ENTER with dots 3-4.  
End Braille exclusion:	Braille Settings Menu, E, or
		BACKSPACE with ENTER with dots 2-6.  
Braille page settings:	Braille Settings Menu, P.  
Braille translation options:	Braille Settings Menu, T, or
		BACKSPACE with ENTER with O.  
Braille grade: 	Braille Settings Menu, B, or
		ENTER with G.  
15.3.7 Block Commands.
Block menu:	SPACE with B.  
Append block to clipboard:	Block menu, A.  
Bottom marker insertion:	Block menu, B.  
Copy block to clipboard:	Block menu, C.  
Delete block:	Block menu, D.  
Erase file and exit Keyword:	Block menu, E.  
Insert file:	Block menu, I.  
Move block to clipboard:	Block menu, M.  
Paste clipboard:	Block menu, P.  
Read block:	Block menu, R.  
Store block:	Block menu, S.  
Top marker insertion:	Block menu, T.  
Zap block markers:	Block menu, Z.  

15.3.7.1 Quick Mark commands

Mark character:	Block menu, SPACE with dots 3-6.  
Mark word:	Block menu, SPACE with dots 2-5.  
Mark sentence or line:	Block menu, SPACE with dots 1-4.  
Mark paragraph or section:	Block menu, SPACE with dots 2-3-5-6.  
15.3.8 Miscellaneous KeyWord Commands.
Find where the cursor is:	SPACE with dots 1-5-6.  
Query value of Tab stop:	SPACE with dots 1-5-6.  
Switch document:	SPACE with dots 1-2-5-6.  
Save document:	SPACE with S.  
Quit document:	BACKSPACE with Q.  
15.3.9 Spelling Checker Commands.
Spelling Checker menu:	SPACE with dots 1-6.  
Check from cursor to end
of document	Spell Check menu, C.  
Document check:	Spell Check menu, D.  
Lookup Word in dictionary:	Spell Check menu, L.  
Word check:	Spell Check menu, W.  
Paragraph or section check:	Spell Check menu, P.  
Select Language:	Spell Check menu, S.  
At the Spelling Checker "Option?" prompt, the following are valid:
Review the word:	SPACE with dots 2-5.  
Ignore the word:	I.  
Skip this occurrence of the word:	SPACE with dot 5.  
Add the word to the dictionary:	A.  
Correct the word:	C, new word.  
Review suggested spellings:	S.  
Look up a word in the dictionary:	L.  
Read sentence containing word:	SPACE with dots 1-4.  
Read paragraph containing word:	SPACE with dots 2-3-5-6.  
During Suggested Spelling Review:
Announce original word:	I.  Second press spells word.  
Spell current suggestion:	SPACE with O, then S.  
Use suggestion:	ENTER.  
Return to option prompt:	SPACE with E.  
15.3.10 When Looking up Word in Dictionary.
Spell current word in dictionary:	SPACE with O, then S.  
Announce original word:	I.  
Replace original word:	ENTER.  
15.3.11 Template Commands.
Template Menu:	BACKSPACE with ENTER with dots 2-3-4-6 or Format Menu, T.  
Insert Field:	Template Menu, I, or
		BACKSPACE with I.  
Force inclusion of line:	Template Menu, F.  
Start conditional suppression:	Template Menu, S.  
End conditional suppression:	Template Menu, E.  
Mark comment line:	Template Menu, M.  
15.4 Calculator.
15.4.1 Nemeth Math.
1	A or lowered A, etc.  
Plus:	dots 3-4-6.  
Minus:	HYPHEN, which is dots 3-6.  
Multiplied by: 	dots 1-6.  
Divided by:	SLASH, which is dots 3-4.  
Equals:	ENTER.  
Decimal point:	dots 4-6.  
Negative number: 	SPACE with dots 3-6.  
Percent operator:	dots 1-4-6.  
Left parenthesis:	dots 1-2-3-5-6.  
Right parenthesis:	dots 2-3-4-5-6.  
Set decimal places:	SPACE with dots 4-6.  
Clear calculation:	SPACE with dots 3-5-6.  
Delete last key:	BACKSPACE.  
Announce calculation or result:	SPACE with C.  
Read last number or sign entered:	SPACE with dots 2-5.  
Square root:	dots 3-4-5.  
Squared:	SPACE with dots 3-4-5.  
Decimal exponent:	X.  
Log to base e of:	N.  
e to the power of:	SPACE with N.  
Log to base 10 of:	L.  
10 to the power of:	SPACE with L.  
To the power of:	dots 4-5.  
To the power of 1 divided by:	SPACE with dots 4- 5.  
Degrees:	SPACE with D.  
Radians:	SPACE with R.  
PI:	Y.  
Sine:	T, S.  
Arc sine:	SPACE with T, S.  
Cosine:	T, C.
Arc cosine:	SPACE with T, C.
Tan:	T, T.  
Arc tan:	SPACE with T, T.  
Clear memory:	SPACE with K, then 0 through 9.  
Store memory:	SPACE with S, then 0 through 9.  
Add to memory:	SPACE with A, then 0 through 9.  
Recall memory:	SPACE with M, then 0 through 9.  
Announce memory:	M, then 0 through 9.  
Announce Key Mode:	SPACE with W.  
15.4.2 UK Math.
1	A, etc.  
Plus:	dots 2-3-5.  
Minus:	HYPHEN, which is dots 3-6.  
Multiplied by: 	dots 2-3-6.  
Divided by:	dots 2-5-6.  
Equals:	ENTER.  
Decimal point:	dot 2.  
Negative number: 	SPACE with dots 3-6.  
Percent operator:	P.  
Left parenthesis:	dots 1-2-6. 
Right parenthesis:	dots 3-4-5.  
Set decimal places:	SPACE with dot 2.  
Clear calculation:	BACKSPACE with dots 1-4.  
Delete last key:	BACKSPACE.  
Announce calculation or result:	SPACE with C.  
Read last number or sign entered:	SPACE with dots 2-5.  
Square root:	dots 1-4-6.  
Squared:	dots 2-3.  
Decimal exponent:	X.  
Log to base e of:	N.  
e to the power of:	SPACE with N.  
Log to base 10 of:	L.  
10 to the power of:	SPACE with L.  
To the power of:	dots 3-4-6.  
To the power of 1 divided by:	SPACE with dots 3-4-6.  
Degrees:	SPACE with D.  
Radians:	SPACE with R.  
Pi:	Y.  
Sine:	T, S.  
Arc sine:	SPACE with T, S.  
Cosine:	T, C.  
Arc cosine:	SPACE with T, C.  
Tan:	T, T.  
Arc tan:	SPACE with T, T.  
Clear memory:	SPACE with K, then 0 through 9.  
Store memory:	SPACE with S, then 0 through 9.  
Add to memory:	SPACE with A, then 0 through 9.  
Recall memory:	SPACE with M, then 0 through 9.  
Announce memory:	M, then 0 through 9.  
Announce Calculation Formula:	PREVIOUS with NEXT.  
Announce Key Mode:	SPACE with W.  
15.5 Planner.
15.5.1 Selecting a New Date.
	At the calendar:
Move by day:	SPACE with dot 3 or dot 6.  
Move by week:	SPACE with dot 2 or dot 5.  
Move by month:	SPACE with dot 1 or dot 4. 
Move by year:	SPACE with dots 2-3 or dots 5-6.  
	In a planner page:
Go to a new date:	SPACE with dots 1-2-6, then,
	Select Forward or Back: 	F or B, then,
	Move by day:	D.  
	Move by week:	W.  
	Move by month:	M.  
15.5.2 Reading the Entries.
Previous entry:	SPACE with dot 1.  
Current entry:	SPACE with dots 1-4.  
Next entry:	SPACE with dot 4.  
All entries for previous day:	SPACE with dots 2-3.  
All entries for current day:	SPACE with dots 2-3-5-6.  
All entries for next day:	SPACE with dots 5-6.  
Top of current day:	SPACE with dots 1-2-3.  
Bottom of current day:	SPACE with dots 4-5-6.  
Read continuously:	SPACE with G, or
		SPACE with dots 1-2-4-5.  
Find text string:	SPACE with F.  
Find next occurrence:	SPACE with N.  
Appointment menu:	SPACE with dots 3-4.  
Schedule appointment:	Appointment menu, S, or
		SPACE with dots 2-6.  
Reschedule appointment:	Appointment menu, R, or
		BACKSPACE with R.  
Cancel appointment:	Appointment menu, C, or
		BACKSPACE with dots 1-4.
Alarm set or clear:	Appointment menu, A, or
		BACKSPACE with A.  
Hear next appointment:	SPACE with O, N, or
		ENTER with N.  
15.5.3 Alarms.
Acknowledge alarm:	BACKSPACE with ENTER.  
then:
Read alarm details:	R.  
Cancel alarm:	C.  
Postpone alarm:	P.  
Go to diary entry:	G.  
15.5.4 Miscellaneous Functions.
Move from planner page
to calendar:	SPACE with E.  
Hear the current time:	ENTER with T, or SPACE with O,T,C.  
Hear today's date:	SPACE with O, D.  
Query day and date:	SPACE with dots 1-5-6.  
Announce Key Names:	SPACE with W.  
15.6 
Address List.
15.6.1 Manipulating Records.
Previous record:	SPACE with dots 2-3.  
Current record:	SPACE with dots 2-3-5-6.  
Next record:	SPACE with dots 5-6.  
Previous field:	BACKSPACE.  
Current field:	SPACE with dots 1-4.  
Next field:	SPACE.  
Previous word:	SPACE with dot 2.  
Current word:	SPACE with dots 2-5.  
Next word:	SPACE with dot 5.  
Add a completed record:	SPACE with dots 2-6.  
Change current or other field:	BACKSPACE with dots 1-4.  
Clear current field:	SPACE with dots 3-5-6.  
Delete record:	BACKSPACE with dots 2-3-5-6.  
Copy record to Clipboard:	SPACE with B.  
15.7 E-mail.
15.7.1 In an E-mail Folder.
Read E-mail:	ENTER.  
Next field:	SPACE.  
Previous field:	BACKSPACE.  
Next E-mail:	SPACE with dots 5-6.  
Previous E-mail:	SPACE with dots 2-3.  
Move E-mail to Trash:	BACKSPACE with dots 2-3-5-6.  
Mark E-mail:	SPACE with M.  
Mark All:	SPACE with dots 2-6, then A.  
Search:	SPACE with F.  
E-mail Action Menu:	SPACE with dots 2-6.  
Move forward by day:	BACKSPACE with dot 6.  
Move back a day:	BACKSPACE with dot 3.  
Move forward by week:	BACKSPACE with dot 5.  
Move back a week:	BACKSPACE with dot 2.  
Move forward by month:	BACKSPACE with dot 4.  
Move back a month:	BACKSPACE with dot 1.  
Move forward by year:	BACKSPACE with dots 5-6.  
Move back a year:	BACKSPACE with dots 2-3.  
Move to first e-mail:	SPACE with dots 1-2-3.  
Move to last e-mail:	SPACE with dots 4-5-6.  
15.7.2 
In a List of E-mail Folders.
Select prompted folder:	ENTER.  
Delete folder:	BACKSPACE with dots 2-3-5-6.  
Rename folder:	ENTER with R.  
Announce Number of e-mails:	SPACE with I.  
15.7.3 At Ready to send prompt.
Send e-mail:	Y.  
Return to "Send to?" prompt:	N.  
Save e-mail as a Draft:	D.  
Print e-mail:	P.  
Emboss e-mail:	E.  
Abandon e-mail without sending:	SPACE with E.  
15.7.4 E-mail in Trash Folder.
At "Empty Trash?" prompt,
	Leave items in Trash:	N.  
	Delete items in Trash:	Y.  
	Review items in Trash:	R.  
Options after selecting Review,
	Move to next e-mail:	SPACE with dots 5-6.  
	Move to previous e-mail:	SPACE with dots 2-3.  
	Delete e-mail being
	reviewed:	BACKSPACE with dots 2-3-5-6.  
	Trash Folder Menu:	SPACE with dots 2-6.  
	then,
	Restore e-mail to
	original folder:	R.  
	Empty Trash folder:	E.  
15.8 Unicode Characters.
These commands only function in Text or Computer Braille documents.
Unicode character entry:	BACKSPACE with dots 3-5.  
Select Unicode Table:	SPACE, then ENTER.  
Select Unicode Character:	SPACE or letter, then ENTER.  
Review or change a way a
character is appears in Braille:	Unicode Table, SPACE with D.  
Review or change a macro for
a character:	Unicode Table, SPACE with K.  
15.9 
Web Browser.
Open a new URL:	ENTER with O.  
Go forward one page:	ENTER with F.  
Go back one page:	ENTER with B.  
Save web page:	SPACE with S.  
Refresh Page:	ENTER with R.  
Hear URL contents:	SPACE with dots 3-6.  
Modem disconnect:	SPACE with O then Select from Menu.  
Progress Tone:	SPACE with O then R, select from list.  
Internet Options Menu:	ENTER with M.  
Favorites Menu:	SPACE with dots 2-3-5.  
15.9.1 Move by Element.
"Click" on an item:	ENTER.  
Read Input Control Prompt:	SPACE with R.  
Move to next element:	SPACE with dots 4-6.  
Move to previous element:	SPACE with dots 1-3.  
Current element:	SPACE with dots 1-3-4-6.  
Change move type:	SPACE with T.  
Link:	L.  
Input Control:	I.  
Heading:	H.  
Frame:	F.  
15.9.2 Move from link to link.
Move backwards:	BACKSPACE.  
Move forwards:	SPACE.  
15.9.3 Tables.
Table Mode:	SPACE with M.
Query Cursor Position:	SPACE with dots 1-5-6.
Move forward one cell:	SPACE with dot 4
Move back one cell:	SPACE with dot 1
Move down one row:	SPACE with dots 5-6
Move up one row:	SPACE with dots 2-3
15.9.4 History.
History command list:	ENTER with dots 2-3-6.  
Navigate to current record:	ENTER.  
Next Field:	SPACE.  
Previous field:	BACKSPACE.  
Next History record:	SPACE with dots 5-6.  
Previous History record: 	SPACE with dots 2-3.  
Forward one Day:	BACKSPACE with dot 6.  
Back one Day:	BACKSPACE with dot 3.  
Forward one week:	BACKSPACE with dot 5.  
Back one week:	BACKSPACE with dot 2.  
Previous Domain name:	BACKSPACE with dot 4.  
Next Domain name:	BACKSPACE with dot 1.  
Newest History record:	SPACE with dots 1-2-3.  
Oldest History record:	SPACE with dots 4-5-6.  
Sort by domain/day:	SPACE with S.  
Note: history is presented alphabetically for day or domain.  
15.10 Stopwatch.
Go to StopWatch:	SPACE with O, then T, S
Stop or Start Stopwatch:	SPACE
Set time back to Zero:	BACKSPACE with dots 1-4
Stop stopwatch completely:	SPACE then BACKSPACE with dots 1-4
Hear elapsed time:	SPACE with R
Hear elapsed time again:	L
15.11 Media Player.
Go to Media Player:	BACKSPACE with ENTER with M
Pause track:	BACKSPACE with ENTER
Restart track:	BACKSPACE with ENTER or 
	SPACE with G
Skip forward 1% 	SPACE with dot 6
Skip back 1% 	SPACE with dot 3
Skip forward 5% 	SPACE with dot 5
Skip back 5% 	SPACE with dot 2
Skip forward 10% 	SPACE with dot 4
Skip back 10%	SPACE with dot 1
Elapsed time of total time	SPACE with dots 1-5-6
Track Information	SPACE with I
Stop track and exit	SPACE with E



End of Command Summary.
  


  

Appendix A User Settings for VoiceNote BT.
The following User settings should be set-up and/or checked on the VoiceNote .  
A.1 Speech; volume, rate, and pitch.  
Refer Section 1.12.3.  
A.2 Time and date set, and in preferred format.  
Refer Section 1.17 or Section 13.5.  
A.3 Keyboard input voice setting; words, characters, or off.  
Refer Section 1.12.1.  
A.4 Review or reading voice settings; punctuation settings, numbers or digits.  
Refer Section 3.9.1.  
A.5 Braille language; US, UK, or Australian.  
Refer Section 5.4 then Section 5.4.1.  
A.6 Braille grade for keyboard input; grade 1, 2, or computer braille.  
Refer Section 1.12.1.  
A.7 Calculator Braille code; Nemeth math, or UK math.  
Refer Section 5.4 then Section 5.4.2.  
A.8 Computer braille language; US or UK.  
Refer Section 5.4 then Section 5.4.3.  
A.9 Computer braille; 6 or 8 dot.  
Refer Section 1.12.1.  
A.10 Spelling checker dictionary language installed.
Open the "Demonstration Document" in the "General" folder, and access the spelling checker by pressing SPACE with dots 1-6.  If the spelling dictionary has not been installed you will advised that there is no language currently installed, followed by a prompt to choose the language.  Press SPACE repeatedly until the dictionary name is announced, for example "USA Spelling Dictionary," then press ENTER.  
A.11 
Address list data base installed.  
From the Main Menu select the Address List, then press A to add an address.  You will be advised if the address list data base does not exist, followed by the prompt to create a data base called "Address List."  Press Y to create the data base named "Address List."  
A.12 E-mail data base installed.  
From the Main Menu select the E-mail option, then press S for Setup, and select the "Directory of Services" item from the Setup menu.  Press A to add a service.  You will be advised if the data base for "Directory of Services" does not exist, followed by the prompt to create a data base called "Directory of Services."  Press Y to create the data base.  
You will then be placed in the entry list for the "Directory of Services."  Unless you wish to continue on and setup a "Directory of Services" record, press SPACE with E to exit, and answer N to the prompt "Add this record?"  


End of Appendix A.  


Appendix B Searching for Format Indicators.
If you wish to introduce changes to the layout or presentation of a document, you may need to locate format indicators such as layout indicators, font indicators, underline indicators, etc.  If you want to change the format of paragraphs, you may need to locate new line indicators.
The Find command, SPACE with F, and the Find and Replace command, BACKSPACE with F, can be used to locate any of these format indicators.
The following command sequences may be entered to search for these indicators:
New Line:	SPACE with en sign.
New Page:	SPACE with P.
New Layout:	BACKSPACE with L.
Underline On:	ENTER with U N.
Underline Off:	ENTER with U F.
Font On:	ENTER with T X N.
Font Off:	ENTER with T X F.
Center Line:	ENTER with C.
Right Justify:	ENTER with R.
Indent:	ENTER with I.
Start braille or ink-print exclusion:	BACKSPACE with ENTER with "s-t" sign, dots 3-4.
End braille or ink-print exclusion:	BACKSPACE with ENTER with "e-n" sign, dots 2-6.
Translation Options indicator:	BACKSPACE with ENTER with O.
Text or braille only inclusion:	BACKSPACE with ENTER with I.
Text or braille layout:	BACKSPACE with ENTER with L.
Style of presentation indicator:	BACKSPACE with S.
Template option:	BACKSPACE with ENTER with "the" sign, dots 2-3-4-6.
Change braille grade:	BACKSPACE with G.
The following command sequences may be used to insert Format indicators into a document when entered at the "Replace with?" prompt:
New Line:	SPACE with "e-n" sign, dots 2-6.
New Page:	SPACE with P.
Underline On:	ENTER with U N.
Underline Off:	ENTER with U F.
Font On:	ENTER with T X N.
Font Off:	ENTER with T X F.
Center Line:	ENTER with C.
Right Justify:	ENTER with R.
Start braille or ink-print exclusion:	BACKSPACE with ENTER with "s-t" sign, dots 3-4.
End braille or ink-print exclusion:	BACKSPACE with ENTER with "e-n" sign, dots 2-6.
Style of presentation indicator:	BACKSPACE with S.
Template option:	BACKSPACE with ENTER with "the" sign, dots 2-3-4-6.


End of Appendix B.


Appendix C Java Script and KeyWeb.
JavaScript is one of the computer languages web designers use to create web pages published on the World Wide Web. The language was first invented by Netscape and they and Microsoft have extended and changed the language in small ways to keep up with the evolution of browser software.  Because of this, the version of JavaScript that is part of Windows CE 2.12 and 3 is not the same as the one found on PC based browsers such as Internet Explorer 5.5 or 6.0.  These minor differences can mean that some pages do not work as the web designers intended.  At this stage, there is nothing that can be done by KeyWeb or any other Internet Explorer oriented browser that exists on Windows CE 2.12 or 3.
The following is a quote from MSDN for those who are interested in the technical detail of this issue:
"JavaScript on CE is not completely ECMAScript compliant in the following areas: 
No RegExp support 
No SAFEARRAY support (used for coexistence with VBScript & other languages) 
Scrrun.dll is not supported (Dictionary object, file object, etc.) 
No automatic loading of type libraries (AddTypeLib on IActiveScript not supported) 
Referencing cross window object does not work in CE (i.e. opener.top.location)" 
reference can be found at - http://msdn.microsoft.com/library/default.asp?url=/library/en-us/apcguide/htm/webbrowser_13.asp


End of Appendix C.




Appendix D Networking
The VoiceNote now supports networking for some activities, such as email and web browsing.  As a home user, you may find this useful if:
You have a DSL Internet connection and want to take advantage of the extra speed without having to dialup as well;
You have a modem faster than the VoiceNote's 56k on your PC.
If your PC's modem is 56k or less, there is no speed benefit to using network to get Internet access. However, regardless of your Internet set up, you can also get a faster transfer time with normal ActiveSync activities using an Ethernet connection instead of serial or infrared.  This is discussed after the set up instructions for networking.
D.1  Instructions for setting up Networking.
This networking allows high-speed connection to the Internet for mail and web browsing, and LAN connection for ActiveSync.  However, there are literally dozens of possible network configurations, and several different setups for the VoiceNote.  In a workplace situation, we recommend you involve your network systems administrator in the process.  
This section outlines the setup of the VoiceNote for several common network configurations.
D.2 Required Equipment
1) 	VoiceNote with new Rev G or H board (ie two card slots, built in modem etc.)
2) 	An Ethernet Card (type Socket Low Power Ethernet (LPE) EA2902-139, CF+ R/LP - E) - We recommend you choose one with a ruggedized, ie connected, cable.
3) 	PC with network and ActiveSync
4) 	PDI BNIPConfig.exe program for configuring the BN from the PC.  This program is on the CD you received with the VoiceNote, or you can request it from your Pulse Data distributor.
D.3 Glossary of terms:
BNIPConfig.exe:  PC program written by PDI that sets up the VoiceNote with the network setup of the host PC.
DHCP:  Dynamic Host Configuration Protocol
WINS: Windows Internet Naming Service - Microsoft specific Name.
Number protocol (similar to DNS, but for NetBIOS)
Gateway:  Connection to the Internet through another piece of hardware or software that provides address translation and/or security.


D.4 How to set up:
1) 	This first step is necessary so that the VoiceNote recognizes your PC.
Using the serial or infrared connections, connect to ActiveSync, and in the PC popup, say, "yes" to establish a partnership.  
2) 	In the ActiveSync window, go to the File Menu and select Connection Settings.  Ensure that "Allow network (Ethernet) and Remote Access Service (RAS) server connection with this desktop computer." checkbox is checked.
(Note: If you have a firewall, disable any firewall blocking for the IP address of the VoiceNote (this may require setting a static IP address for the VoiceNote, using the BNIPConfig program, depending on the firewall in use on the network).  
Technical note for systems administrators: See Microsoft knowledge base article Q259369 for details of ports used (ActiveSync uses ports 990, 999, 5678, and 5679 (per Microsoft KB article) to communicate with the VoiceNote. It also uses the Netbios TCP and UDP ports 137 (naming service), 138 (netbios datagram service) and 139 (netbios session service) to communicate with your VoiceNote. If a DNS is used, it will use port 53 for name resolution.)).
3)	 Run BNIPConfig.exe on your PC.  You will find this file on the CD Rom that came with your VoiceNote.  Detect the settings, and program the VoiceNote.
The BNIPConfig program is designed to easily retrieve the network settings of the desktop PC it is run on, and program those same settings into the VoiceNote via a serial or infrared ActiveSync connection.
There are four important networking parameters:
1) 	The IP address of the PC
2)	 If there is a WINS server available
3)	 If there is a DHCP server available
4) 	The IP address of the gateway to the Internet, if one exists.
By pressing the "Get IP Parameters" button, the program will retrieve those parameters, and they will be displayed on the screen.  If there is no DHCP server available, the program will attempt to find a free address for the VoiceNote by "ping-ing" IP addresses similar to the PC it is run on.  The addresses and parameters can be changed manually, and then, by hitting the "Program BN" button, the VoiceNote that is connected via ActiveSync will be programmed with that setup.
If the VoiceNote is not found, or if there is a problem, the message "Could Not Program BN" will be displayed.  If this happens, reset the VoiceNote, reconnect via ActiveSync, and try again.  There is more information on various PC set ups in section D.6. below.  
4) 	Press the reset button with no keys held down.
5) 	From the Main menu, go to Utilities, then the Miscellaneous Options Setup List, and at the ActiveSync Connection option, select E for Ethernet. You are now ready to connect your VoiceNote using Ethernet.
Having gone through this set up process once, you don't have to go through it again.  While ActiveSync connection is set to "Ethernet", and as long as you are connected via the Ethernet cable, everything will behave as normal except a lot faster!
D.5 Using Ethernet Cable for ActiveSync
If you only wish to use Ethernet for a faster ActiveSync connection, follow the instructions above for setting up networking.  The only difference is you don't need a gateway and therefore you don't need to set it up.  Needless to say, if you are going to use Ethernet to connect to ActiveSync for any reason, you will need to connect the VoiceNote to your PC using the ethernet card/cable first.
D.6 Scenarios:
If the process above did not work out, chances are it is to do with the configuration of your PC.  The scenarios below cover most of the common PC configurations for both stand alone and networked PC's. 
a) If you have one PC and only intend to connect to the VoiceNote, such as in an a home user situation (i.e. No DHCP server, no WINS, maybe gateway)
"BNIPConfig.exe" will detect the gateway, and will search for free IP addresses on the network by pinging addresses on the network, starting from the IP address of the host PC.  If you don't have a gateway, you can still use ActiveSync with an Ethernet cable for faster connection, but if you wish to use the Internet, you will need to acquire a gateway solution.  Note:  If another computer is subsequently attached to the network, it MAY take the IP address that the BN has - in that case, one of the addresses will need to be changed, and setup run again.
b) Windows NT/2000 Server running DHCP, WINS:
This is the easiest to set up.  After the partnership has been established, disconnect the serial cable, then on the VoiceNote change the ActiveSync connection type to E for Ethernet.  The BN will be connected to the host computer using ActiveSync over Ethernet.
c) DHCP server, no WINS, maybe gateway:
Typically this is the setup when a DSL or cable modem is providing Internet connection sharing.  If the host PC has been correctly set up, the program "BNIPConfig.exe" will detect the DHCP server and gateway, and program the BN.  The IP address of the host PC will be provided to the BN as the WINS server.  This is important - if the IP address of the PC changes (for whatever reason), the setup will need to be run again.
D.7 
Troubleshooting:

1) 	"Card not recognized" message on inserting Ethernet card into the VoiceNote:
Is the card the correct type?  Many network cards do not work reliably with Windows CE - the Socket Communications LPE card specified above has been tested and approved by Pulse Data, and is the only one that should be used.

2) 	Connection to ActiveSync over Ethernet fails, however, Internet connection (mail, browser etc) via DSL or Cable Modem works:
Is there a firewall program (such as Zone Labs ZoneAlarm, or Norton Personal Firewall) on the PC?  If so, have the appropriate ports been opened?  (See above).
Has "Allow network (Ethernet) and Remote Access Service (RAS) server connection with this desktop computer." been checked in the ActiveSync Connection Settings dialog?

3) 	If you have any troubles with ActiveSync once you have set it up, try deleting the partnership and creating a new one.  This allows you to reset all the settings in ActiveSync.  Alternatively, try a reset on the VoiceNote with no keys held down.


End of Appendix D.

Appendix E Setting up a Database.
This appendix gives simple step by step instructions on how to create your own database, using the address list database as a starting point.  As a safety precaution we recommend you back up your address list database before experimenting with other databases.
1) Open the Word Processor.
2) Go to Create a document
3) Choose the KeyList folder.
4) Press BACKSPACE WITH X to cycle through the types of documents that can be created, until you get to "Create a KeyList definition file".
5) Input the name of your new database and press ENTER.  For example, if you are creating a credit card database, you might call it credit cards.
6) Now you are at the top of a blank document, where you see computer braille is required.
7) From here, we want to insert the KeyList definition file called address list.  Open the Block commands menu by pressing SPACE WITH B.
8) Press I for "insert file." You are prompted, "insert document from drive?"  Select the flash disk.
9) At the folder prompt level, select the KeyList folder.  Press SPACE WITH X until you arrive at list of all files in KeyList. 
10) Now, move down through this list of files in your KeyList folder, until you get to "address list." Press ENTER.  This inserts the file into your newly created word processing document, and places you at the bottom of the file.  Go to the top by pressing SPACE with dots 1-2-3.
11) You will then see "database Address list", followed by $ (dollar sign) P. Remember, dollar sign in computer Braille is dots 1-2-4-6.
12) Delete the words, "Address list", and replace them with the name of your desired database, i.e. credit cards.  Be sure to initial cap the first letter of the first word of your new database name.
13) Now, as you read through the file, you will see that each line begins with a number followed by a comma, then the field name followed by a comma, then the field type followed by a comma, then the field label in quotation marks.
14) Delete the fields you do not want by deleting the line from the number to just past the new paragraph marker, dollar sign p.
15) Leaving a number at the beginning of each new line, change the words in quotes (the field labels) to text that will reflect your database needs.  Be sure to leave only one new paragraph marker, dollar sign p, between each line.  Each new line must begin with a number, and end with a dollar sign p.
For example, If you want to change the field name of "Last name" to "Credit card name", simply move to the L of the words "last name" and delete the word Last, and type in the words "credit card".  Remember, the field label must always be in quotes, with initial caps on the first word of the field label only.
16) Once all editing is done, exit the file by returning to the Main Menu.
17) Move to the address list database.  Select your newly created definition file by pressing SPACE, moving you down through the list of definition files, just as you do in any other folder or file list.  Once you arrive at the newly created definition file, press ENTER.
18) Now, you are in the familiar KeyList menu.
19) Select add address. It will tell you that your database does not exist and ask if you want to create it. Press Y.
20) Now it is time to start filling in those fields you have created, just as you do in your address list database.


End of Appendix E.

Appendix F Information on BookShare.org
At the time of publishing, the Bookshare service is only available to residents of the United States.  Up to date information on Bookshare.org and eligibility to join etc is available from their website: http://www.bookshare.org.

For membership information, go to:
http://www.bookshare.org/web/AboutMembership.html

To join Bookshare.org, go to:
https://www.bookshare.org/web/MembersJoinForm.html

For Frequently Asked Questions about Bookshare.org, go to:
http://www.bookshare.org/web/SupportFAQ.html


End of Appendix F.



Appendix G KeySync.
G.1 KeySync.
KeySync is a utility that allows you to synchronize KeySoft with MS Outlook.  At this stage, it synchronizes the VoiceNote Address list with the Contacts list in MS Outlook.  By synchronize we mean that all the fields in a KeyList Address record on the VoiceNote are paired with the equivalent fields in an MS Outlook Contacts record, and these fields are the ones that synchronize.  
When you activate KeySync, the records from each end are compared to the last time they were synchronized, and any changes will be processed or queried, or ignored, depending on what the changes are.  We will explain this in more detail.
G.1.1 Getting the best out of Synchronization.
Like so many tools, the efficiency of synchronization is as much in the way you use it as in the design.  Synchronization is designed to keep both copies of a record the same.  While it is possible to temporarily override the process on a record by record basis, the ultimate objective of synchronizing is to allow you to keep accurate, matched records, and if that is not what you want to do, perhaps synchronizing is not the way to go.
Synchronizing works best when you do it often, rather than leave the records to build up.  If you do it often, there won't be so many opportunities for conflicts and duplicates, and so it will work quickly without you having to make judgment calls.
The first time you synchronize records, any records that are unique to either KeyList or Outlook will copy themselves to the other system.  Duplicate records will need user intervention, and the length of time this takes will be determined by how many you have.  However, it will never be such a large job again, especially if, as we mentioned before, you synchronize regularly.
G.1.2 How KeySync works.
KeySync works by pairing Outlook and KeyList records with each other.  It initially identifies pairs of records by looking for identical first and last name fields on each side, and creates copies of single records to make them into a pair.  After that, any changes to the pairs are updated when you synchronize.  KeySync works with the whole KeyList address database on the VoiceNote, and on Outlook the main Contacts folder, not including any subfolders or renamed contacts folders or any group or distribution lists set up on Outlook.
KeySync carries out the following functions:
When you add a new address record to either KeyList or Outlook, KeySync will add the record to the other system.  
When you delete an address record in either KeyList or Outlook, KeySync will ask whether you want to delete it from the other system, or restore it.  
Note: When you delete both copies of a record, they are gone for good.
When you make a change to an existing record in either KeyList or Outlook, KeySync will update the other system with the changes.
When you make changes to the same record on both sides, KeySync will detect the conflict and ask you what you want it to do.

Here are some examples:
1) Initially, your friend Andie is in your VoiceNote as Andie Brown, but in Outlook as Andrea Brown.  Both records are synchronized across as the names are not identical, and you can delete whichever one you don't wish to keep at both ends. 
2) You update Kyle Jones' email address on the VoiceNote but not on your PC.  When you run KeySync, it automatically updates Outlook with the new email address.
3) You update a customer's mobile phone number on Outlook, but when you try to ring her while out of the office, you find it is incorrect.  You get the correct number and enter it into KeyList as you have your VoiceNote with you.  When you run KeySync, the conflict will be detected and as you have set KeySync to always ask you about a conflict, you tell it to use the KeySoft copy.
4) On Outlook, you delete the contact record for a supplier that you no longer use.  When you synchronize, KeySync asks if you wish to delete it off KeyList, or restore it to Outlook.  You select the delete option and wipe it completely.
G.1.3 Fields.
Because there are a lot more fields in an Outlook Contacts record than in a KeyList address record, and they have different names, only the fields that are in both systems are synchronized.  The pairs in order of KeyList then Outlook are:
Last Name	Name, Last
First name	Name, First
Middle Name	Name, Middle
Title	Name, Title
Home Phone	Home, Phone
Business Phone 	Business, Phone
Cell Phone	Home, Mobile
Home Email	Email Address
Business Email	Email Address 2
Home Fax 	Home Fax
Business Fax 	Business Fax
Street Address	Home Address
Street Address Line 2	Home Address
Street Address Line 3	Home Address 
City	Home Address City
State or County	Home Address State
Zip or Postcode	Home Address Zip
Home Country	Home Country
Business Title	Job Title
Company Name	Company
Department	Department
Business Street Address	Business Address
Business Street Address Line 2	Business Address 
Business Street Address Line 3	Business Address 
Business City	Business Address City
Business State or County	Business Address State
Business Zip or Postcode	Business Address Zip
Business Country	Business Country
Web Page	Web Page
Notes	Notes
G.1.4 Unused Fields in Outlook.
The fields in an Outlook record that are not synchronized by KeySync are not affected by the synchronizing process. 
G.1.5 Installation of ActiveSync and PC Software.
Because you are transferring data to and from your VoiceNote and PC, you will need to use ActiveSync to set up a connection.  This can be a serial, infrared or Ethernet connection, set up in partnership. 
Follow these steps to set up a partnership. 
1) Connect to ActiveSync in the usual way, and select "Yes" to a partnership.
2) If you are presented with the "Select number of Partnerships" screen, check the box for "Yes, I want to synchronize with only this computer".
3) The Select Synchronization Settings window will display.  Ensure that none of the options are checked, including the MS Outlook and Contacts Options.
4) A dialog box will appear.  Click on Finish. This completes the first part of the setup. 
G.1.6 KeySyncing for the first time.
If you have a sizeable number of addresses on either or both your PC and VoiceNote, the first synchronization could be quite a mission!  KeySync will automatically update records unique to one system, but if you have a lot of duplicate records already, it may take some time.  Duplicate records are discussed in section G.1.10.
G.1.7 Setting up KeySync on your PC.
The software required to set up KeySync on your PC is on the CD Rom that came with your new VoiceNote as of 15 July 2003.  If you are upgrading, there are two ways you can access the PC software needed to set up KeySync on your PC - by downloading it from the internet, or by installing it off the PC Software CD available from your SMA distributor.  Instructions on how to download it from the internet and from where are in the readme.  

1) Put the CD into the CD drive of your PC.  
2) A window will appear with 6 buttons.  Click on the second button labeled "Install KeySync PC Software".
3) The KeySync Setup window appears.  Read the information on it then click on Next.
4) The Destination Folder window appears.  In this window there is a filepath field, in which the filepath C:\Program Files\Pulse Data\KeySync is specified.  Click on Next.  Note: if re-installing KeySync, at this point you will get a dialog box saying "You've specified a folder that already exists..." Click on Yes, bearing in mind that you should have removed the old copy first, and go to step 5.
5) Your PC is now ready to install KeySync.  In the window that appears, click on Next and after a short amount of time, the installation will be complete.  Click on the Finish button.
6) If you are downloading from a CD, the original 6 button window will appear again.  You can either try another option, or click on Exit.

KeySync has put an icon in your system tray, but otherwise as KeySync is driven from your VoiceNote, there is very little you need to do with it.
G.2 
Resolving conflicts.
Conflicts arise when changes have been made to both the KeyList and Outlook copies of a record since the last synchronization, even if the changes are identical on both systems.  KeySync gives a variety of ways with which you can manage conflicts, either automatically, or on a case by case basis.
Follow these steps to set up what happens when there is a conflict.
1) From the Main Menu, choose Utilities Menu, then S for Synchronization.
2) KeySoft prompts: "KeySync Menu".  There are two menu items, "Synchronize now", and "Options for synchronization".  Select "Options for synchronization".
3) KeySync will prompt: "Action if something has changed on both the PC and in KeySoft? currently (option)" where (option) is one of the options listed and explained below.  These options define what will always happen at a conflict. 
4) To change the setting, press the hotkey for the option of your choice.
These are the options - hotkeys first:
* A - "Ask the user to choose".  Choose this option if you wish to make a judgment call on every conflict individually.
* K - "Choose KeySoft's copy".  Choose this option if you trust the KeyList address list completely over Outlook. 
* P - "Choose the PC's copy".  Choose this option if you trust the Outlook contact list completely over KeyList.
* L - "Leave both unchanged".  Choose this option if you don't wish to synchronize either side at this stage. 
KeySync identifies conflicts before processing them, and if you have selected "Ask the user to choose", KeySync will query all the conflicts first up and only then do the processing.  At this point, KeySync offers the other three options to you - "Choose KeySoft's copy", "Choose the PC's copy", and "Leave both unchanged", to select one, press its hotkey.  The affected record is identified but not the actual cause of the conflict.  If you are sure which copy is the version you wish to keep, select one of the Choose Copy options.  If you are unsure of the cause of the conflict, select "Leave both unchanged", so you can review the two copies later and with that information rerun KeySync and choose the appropriate copy when it happens again.
G.2.1 
How to Synchronize.
Having set up the synchronization at both ends, you can now synchronize your first contacts.
Follow the steps below to perform a KeySync synchronization.
1) From the Main Menu, choose Utilities Menu, then S for Synchronization.
2) KeySoft prompts: "KeySync Menu".  There are two menu items, "Synchronize now", and "Options for synchronization".  Select "Synchronize now". 
3) At this point there are three prompts, either one, some, all or none of which may come up, in the following order:
a)  "A conflict exists for (name).  Option?" where (name) is the First name and Last name of the contact involved. To Choose the KeySoft version, press K.  To choose the PC version, press P.  To leave both copies unchanged and ask again next time, press L.  For more information on conflict resolution, go to section G.2.
b) "(name) has been deleted from the (PC/VoiceNote).  Option?" where name is the first and last name of the deleted contact and PC/VoiceNote is one or the other.  For more information, go to G.2.4 on restoring and deleting items, then go to Step 4.
c) "There appears to be a duplicate for (name).  Option?" where (name) is the First name and Last name of the contact involved.  Go to G.2.2 on how to resolve duplicates, then go to Step 4.
4) KeySync has now presented all the relevant prompts and you have chosen options for them.  The first time you synchronize, a dialog box may pop up on the PC, asking if you wish to synchronize with this particular remote device, with an accompanying announcement from the VoiceNote saying "Please confirm on the PC that it is OK to sync data."  To answer yes, press Enter on your PC.  If you are not using Office XP, go to step 6.
5) If you are using MS Office XP or 2000 with the security pack installed, a second dialog box may display on your PC.  It is a feature of XP that is meant to stop viruses from polling your contacts list, and warns that a program is trying to get into your contacts list.  If you are not using a screen reader, it may seem like the process has hung, but it is a simple routine on the PC to get around the dialog box:
a) Press Tab twice.  This takes you to a check box labeled "Allow access". 
b) Press space bar to check box, then Tab to go to a combo box that has a range of times up to ten minutes.
c) Type 10 to select ten minutes, the maximum time allowed.
d) Tab once again to get to the yes button and press Enter.  You can then proceed.  Unless you have hundreds of contacts to synchronize, ten minutes should be enough time.
6) KeySync will now announce: "Synching contacts, please wait" then proceed to synchronize.  During this process, KeySoft will let you know what is going on with a series of prompts.  When it is complete, KeySync will announce: "Finished synching. x items restored (and/or deleted, KeySync complete. KeySync menu".  Note: Once the synchronization begins, do not interrupt it.
G.2.2 Resolving Duplicates.
Duplicates arise when there is a record on Outlook and one on KeySync with exactly the same first and last name, that have never been synchronized before.  When you first synchronize, you may have many duplicates, after that a duplicate will only occur when you enter duplicate records separately onto the VoiceNote and your PC.  
It may be a situation where you know two people called Joseph Brown, and so the records are not duplicates at all, bearing in mind that the only data that is compared are the first and last names.  Or it may be that they are the same person and therefore you will choose one record or the other from which to make both copies.
Resolving duplicates is handled quite differently to conflicts, because they occur so differently - predictably you may have a lot of duplicates the very first time you synchronize, but hardly any after that, as opposed to conflicts, which only show up once as you get into the synchronizing habit.  For example, there are no global settings for what happens to a duplicate, instead you have a selection of actions available when one shows up. 
What they do have in common though is that the duplicates, like the conflicts, are identified before the actual synchronization process begins.
G.2.3 How to resolve a duplicate.
You have started the synchronization process as described more fully above.  KeySync announces: "There appears to be a duplicate for (name).  Option?" where (name) is the First name and Last name of the contact involved.  
The available options are as follows -hotkeys first:
* K - "Choose KeySoft's copy".  Choose this option if you trust the KeyList address list completely over Outlook. 
* P - "Choose the PC's copy".  Choose this option if you trust the Outlook contact list completely over KeyList.
* B - "Keep both copies".  Choose this option to keep both copies as they are if a) the records are two different people with the same name, or b) they are duplicates but you are not sure which one you wish to choose as the master record.  
* S - "Update all duplicates from KeySoft copies".  Choose this option if, during this synchronization session, you will want this and any subsequent duplicates to be updated on both sides from KeyList.
* C - "Update all duplicates from PC copies".  Choose this option if, during this synchronization session, you will want this and any subsequent duplicates to be updated on both sides from Outlook.
* A - "Keep both copies for all duplicates".  Choose this option if, during this synchronization session, you will want both copies of this and any subsequent duplicates to stay as they are.  
Options B and A, both of which are for keeping copies as they are, behave differently to the conflict option L for "leave both copies unchanged".  Once you select either B or A, KeySync assumes that they are not duplicates but unrelated records, and therefore won't ask you next time.  So, if you chose these options in order to review the copies and decide which one to keep as the synchronized copy, you will have to delete the other copy manually.  The next time you run synchronization, the remaining copy will be synchronized across to the other system.
G.2.4 Restoring and deleting records.
If you delete one copy of a pair of synchronized records, during the synchronization process you will have the opportunity to restore or delete it.  However if both copies are deleted, they are both gone for good.  
At the delete prompt: "(name) has been deleted from the (PC/VoiceNote).  Option?" you can choose from the following options:
R - Restore this item.
D - Delete this item.
A - Always restore deleted items.
E - Always delete deleted items.
Options R and D apply only to the currently mentioned item.  Options A and E apply to all of the items deleted since the last synchronization.  Only select A or E if you are sure that all the changes to that device, be it the VoiceNote or the PC, are the accurate ones.
Because by choosing to delete items, they are then unrecoverable, there are safety messages that appear after you choose options D or E: 
For D - deleting one item, the message reads, "You are about to delete (name).  Are you sure?"  
For E - deleting several items, the message reads, "You are about to delete (x) items.  Are you sure?" where x is the number of items.
Press Y for Yes, or N for No.  If you select Y, the synchronization process continues.  Select N and you will return to the deletion options prompt.
G.2.5 Note on Area Codes.
It is a characteristic of Outlook that if you do not put an area code onto a phone number, it fills in the default country and area code for you, regardless of whether it is correct or not, and while you can change them, you cannot delete these codes entirely, so you have to have these codes even if the number is local.  The phone number fields in KeyList however do not do this, they simply take whatever numeric combination you type into them. This means that if a number in a KeyList record without a country and area code synchronizes to Outlook, Outlook will add the default one at the Outlook end.  And the next time you synchronize, those codes will synchronize back to KeyList.  However if you type a country and area code in KeyList, using a space between each code, Outlook will recognize these and sort them into the appropriate fields.  For example, the number +1 415 8206820 in KeyList will synchronize accurately into Outlook.
G.2.6 Notes on Refreshing Outlook.
The default view in Outlook Contacts is Address Cards.  If Outlook happens to be open when you synchronize, this view does not automatically refresh itself with the new information.  It will however refresh if you swap to a different view then back, restart Outlook, or go to a different part of Outlook and come back to it.
G.2.7 Editing Considerations.
In order for KeySoft and MS Outlook to speak to each other, they need a common language, and that is text.  This means that if you use contracted Braille entry into KeyList on your VoiceNote, you may notice a slight change to the entries after synchronizing that particular record i.e. if that record is changed at the Outlook end.  This is because the contracted Braille has been translated into text, but if you are using contracted Braille as your preferred reading grade, it should appear the same because of the VoiceNote's on the fly translation.  
There are two implications of this process - firstly there may be changes to the way the contracted Braille appears, caused by back and forward translating from braille to text to braille, and secondly when editing any fields.  Instead of editing in contracted Braille, you will need to use computer Braille.
G.3 
File Synchronization.
It is now possible to synchronize files between the VoiceNote and a PC.  This means you can, effectively, keep copies of files on both your VoiceNote and PC at the same time, with a choice of having them updated automatically in either direction, or only when you choose to update them.  For example, if you have a report that you may wish to work on while traveling to work, then on your PC, then on your way home, simply put it into the Synchronized Files folder on either your VoiceNote or PC, and when you ActiveSync, both versions will synchronize to the latest version.

You can do this with a serial or infrared connection as well as with an Ethernet connection.
G.3.1 How to Set Up File Synchronization.
Follow these steps to set up file synchronization between your VoiceNote and your PC.
1) Connect to ActiveSync and say "Yes" to a partnership.  Note: If you already have a partnership set up, in the ActiveSync window on your desktop, go to Tools then Options, and skip to step 3.
2) If you are presented with the "Select number of Partnerships" screen, check the box for "Yes, I want to synchronize with only this computer".
3) The Select Synchronization Settings window will display.  Ensure that the Files options is checked, no others.  Note: KeySync will still function if Files is checked.
4) A dialog box will appear telling you that a synchronized files folder will be set up on your desktop.  Click on the OK button.
5) You are back in the Select Synchronization Settings window.  Click on OK and a window called Set Up Complete appears.  Click on the Finish button.
6) ActiveSync will set up a folder in My Documents called "VoiceNote Synchronized Files", for storing synchronized files.  Likewise, it creates a folder called "Synchronized Files" on the KeySoft System Disk of your VoiceNote.  It is only the files you put into either of these folders that will be synchronized.
7) At this stage you can select how you want the synchronization to operate.  From the Tools menu, select Options, then the Sync Mode tab. You have three choices, they are: Continuous, only at connection, and manually.  Select the one that you prefer.  Stay in this window for the next step.
8) Lastly, you need to turn off the Convert Files function.  This function is set up for hand held PC users, and converts files to formats such as Pocket Word and Excel.  Select the Rules tab in the Options window, and click the Conversion Settings button.  Select the "General" Tab and then uncheck the "Convert Files when..." check box.  Then click on OK.
Your File Synchronization is now set up.
G.3.2 Tip on File Synchronization.
The Synchronization folder on your VoiceNote will set itself up on the KeySoft System disk.  Because of this, during a 4-5-6 reset, any files in this folder will get erased.  They will be restored from the PC folder during the next file synchronization, but any changes made in the interim on your VoiceNote will be lost.  Please bear this in mind when performing a 4-5-6 reset.

End of Appendix G.



Appendix H Software Upgrading.
The KeySoft operating software is permanently programmed into the flash memory on the "KeySoft System Drive."  Upgrades to this software may be accomplished by placing the upgrade software components in appropriate folders on the "Flash Disk," the main User storage drive on the VoiceNote.  
This Appendix describes installing a software upgrade using the Super-Disk drive or a PCMCIA or CompactFlash card.  
H.1 Software Upgrade using the Super-Disk drive or Storage Card.
The Upgrade setup runs from a floppy disk placed in the VoiceNote's Super-Disk drive, or from a storage card.  The setup program automatically installs files to the appropriate directories on the Flash Disk.  
The upgrade typically needs 2MB of free disk space on the Flash Disk.  You can check the amount of free disk space by going to the "Directory" option in the File Manager menu.  Press SPACE to select the "Flash Disk" and then press SPACE with I to announce the amount of free space and the total size of the Flash Disk.  If the free space is less than 2 MB you will need to do some housekeeping before installing the upgrade.  
Please Note:  If you are already running a version of KeySoft from the Flash disk, you will be requested to press Reset with dots 1-2-3 held down until the VoiceNote speaks, and then to run the Setup program again.  
If you have downloaded the Upgrade from the BrailleNote.com web site, follow the instructions given to prepare an Upgrade floppy disk.  If you have downloaded or received the upgrade on a PCMCIA or Compact Flash card, no preparation is necessary.
If using a floppy disk, place it in the Super-Disk drive.  If using a card, insert it into the appropriate card slot.  Select "Application Program" on the Utilities menu, and at the prompt "Run Program from Drive?," press SPACE repeatedly to select the Storage Card, then press ENTER.  At the prompt "Directory Name?," the default directory should be presented as "Slash."  Press ENTER to select this directory, then press SPACE repeatedly to select "Setup."  Press ENTER to run the Setup program.  Press ENTER at the prompt, "Command Line?."  
VoiceNote will now announce:
"Welcome to KeySoft Version X.0x installation.  To start the installation press ENTER, to cancel press SPACE with E."
X represents the version number.  Press ENTER and you will be returned to the Utilities Menu and you should hear the Super-Disk whir for some 30 seconds.  The setup program will advise that Version X.0x installation is complete, and that for the new program to run, you must press the Reset switch.  
Following a successful installation of the upgrade, and a reset of the VoiceNote, KeySoft should restart and you should hear that it is running KeySoft CE Version X.0x, build zzzz.  


End of Appendix H.
Appendix I  Troubleshooting VoiceNote BT.
If the VoiceNote does not respond as you expect, there are a number of things you should check:  
I.1 Make sure that the VoiceNote has power.  
Connect the AC adapter.  The VoiceNote should detect the AC adapter when the adapter is powered on even if the VoiceNote is switched off.   The message "AC adapter on," is normally announced.  
I.2 Switch off then on again.  
If the VoiceNote does not respond, leave the AC adapter connected.  Wait 10 minutes, then try switching the VoiceNote off,  then on again.  
I.3 Resets - The three types and their uses.
i)  Reset Button
Press just the reset button when:
- asked for by an upgrade/new feature installation program to install new drivers and restart KeySoft
- the BN stops responding for any reason (assuming the problem is not that the power is off, or the battery is flat!)
- the BN generally seems to not be its normal self.
Switch the VoiceNote on and gently press the reset switch with a pointed instrument until it clicks.  The VoiceNote should beep immediately.  After about ten seconds silence, a chime should sound and the VoiceNote should speak.  
You will lose data if you have to press reset while a file is open in the word processor or the planner is open or an email is being written and changes have been made and not saved before reset is pressed.  Same in the address list if changes are made to a record and not saved before reset is pressed.
ii)  Reset with 1- 2- 3 held down.
Keys must be held down until you hear the VoiceNote chime.
Runs the original factory-installed software.  Necessary before an upgrade.  Useful if an upgrade or add-on has become corrupted and the BN will not start after a reset due to this.  The data lost will be the same as above.
iii)  Re-initialize with 4-5-6 (Hard Reset)
If KeySoft still does not start, VoiceNote's memory may have been corrupted.  If this has happened, then it is necessary to re-initialize the memory.  Make sure the VoiceNote is switched on.  Hold down keys 4-5-6 and gently press the reset switch with a pointed instrument until it clicks.  The VoiceNote should beep immediately.  Continue to hold down 4-5-6.  After about ten seconds silence, a chime should sound and the VoiceNote should speak.  Release the keys.  KeySoft reports the software version and prompts for the date and time to be set.  
"KeySoft CE, version 3.0x.  Build (number).  The clock needs setting.  Date format.  Press ENTER for USA."
Press ENTER or S for USA format or press K for UK format.  Press HELP at any time if you need help. KeySoft then prompts:  
"Time format.  Press ENTER for 12 hour."
Press 1 for a 12 hour clock, press 2 for the 24 hour clock followed by ENTER.  
"Time?  Press ENTER for (time)."
Press SPACE with H to obtain help on how to set the time.  
"Date?  Press ENTER for (date)."
Press SPACE with H to obtain help on how to set the date.  
Finally KeySoft announces:
"Main Menu."
I.4 Still doesn't start.
Telephone your VoiceNote Distributor for further advice.

End of Appendix I.  

Appendix J Computer Braille Reference List.
The VoiceNote BT supports USA and UK Computer Braille in both 6 dot and 8 dot forms.
This Appendix contains 6 tables which give you the dot combination used for each ASCII character available in each of the supported configurations.  The 6 tables, and their associated section reference, are as follows:
J 1.1)  United States 6 dot Computer Braille - Lower Case
J 1.2)  United States 6 dot Computer Braille - Upper Case
J 1.3)  United States 8 dot Computer Braille
J 2.1)  United Kingdom 6 dot Computer Braille - Lower Case 
J 2.2)  United Kingdom 6 dot Computer Braille - Upper Case 
J 2.3)  United Kingdom 8 dot Computer Braille
Each table has two columns.  The first column contains the actual ASCII character enclosed in single quote marks so that it is read at all punctuation levels.  The second column lists the dots required to obtain this character.  Each table is divided into sections according to the type of character.  For example, the lower case letters are in one section, the digits are in another, and so on.  The sections are divided by a blank line.
Reading of this Appendix may be best accomplished by using KeyWord to select Appendix J from the Manual folder on the "KeySoft System Disk"
To find a particular character, first find the start of the relevant table.  Next set your Reading Mode to the "Line Reading" option, by pressing SPACE with M as many times as necessary.  Now, using the "Read next line" command, which is SPACE with dot 4, start reading the first line of the table.  As soon as you have heard the character name, if it is not the character you are looking for, press SPACE with dot 4 again to cut off the speech and instantly start reading the next line.  If you determine that the character you are looking for is in another section, press SPACE with dots 5-6, to start reading the next section.  Continue skimming through by line or section until you find the character you are looking for.  Now let KeySoft read the whole line, and you will hear the dot combination required to enter this character.  Remember that while skimming through the table you can leave your finger on the SPACE key and tap dot 4 or dots 5-6 to skip to the next line or section.

J 1)	United States Computer Braille.
J 1.1) United States 6 dot Computer Braille - Lower Case
'!'	2,3,4,6
'"'	5 
'#'	3,4,5,6
'$'	1,2,4,6
'%'	1,4,6
'&'	1,2,3,4,6
'''	3
'('	1,2,3,5,6
')'	2,3,4,5,6
'*'	1,6
'+'	3,4,6
','	6
'-'	3,6
'.'	4,6
'/'	3,4
':'	1,5,6
';'	5,6
'<'	1,2,6
'='	1,2,3,4,5,6
'>'	3,4,5
'?'	1,4,5,6
'_'	4,5,6
'`'	4
'{'	2,4,6
'}'	1,2,4,5,6
'|'	1,2,5,6
'~'	4,5

'0'	3,5,6
'1'	2
'2'	2,3
'3'	2,5
'4'	2,5,6
'5'	2,6
'6'	2,3,5
'7'	2,3,5,6
'8'	2,3,6
'9'	3,5

'a'	1
'b'	1,2
'c'	1,4
'd'	1,4,5
'e'	1,5
'f'	1,2,4
'g'	1,2,4,5
'h'	1,2,5
'i'	2,4
'j'	2,4,5
'k'	1,3
'l'	1,2,3
'm'	1,3,4
'n'	1,3,4,5
'o'	1,3,5
'p'	1,2,3,4
'q'	1,2,3,4,5
'r'	1,2,3,5
's'	2,3,4
't'	2,3,4,5
'u'	1,3,6
'v'	1,2,3,6
'w'	2,4,5,6
'x'	1,3,4,6
'y'	1,3,4,5,6
'z'	1,3,5,6
J 1.2)  United States 6 dot Computer Braille Upper Case
The following table shows the combinations which change when a keystroke is immediately preceded by SPACE with U or when Caps Lock has been turned on by pressing SPACE with U twice in succession.
'A'	1
'B'	1,2
'C'	1,4
'D'	1,4,5
'E'	1,5
'F'	1,2,4
'G'	1,2,4,5
'H'	1,2,5
'I'	2,4
'J'	2,4,5
'K'	1,3
'L'	1,2,3
'M'	1,3,4
'N'	1,3,4,5
'O'	1,3,5
'P'	1,2,3,4
'Q'	1,2,3,4,5
'R'	1,2,3,5
'S'	2,3,4
'T'	2,3,4,5
'U'	1,3,6
'V'	1,2,3,6
'W'	2,4,5,6
'X'	1,3,4,6
'Y'	1,3,4,5,6
'Z'	1,3,5,6

'@'	4
'['	2,4,6
'\'	1,2,5,6
']'	1,2,4,5,6
'^'	4,5
'_'	4,5,6
J 1.3) United States 8 dot Computer Braille

'!'	2,3,4,6
'"'	5
'#'	3,4,5,6
'$'	1,2,4,6
'%'	1,4,6
'&'	1,2,3,4,6
'''	3
'('	1,2,3,5,6
')'	2,3,4,5,6
'*'	1,6
'+'	3,4,6
','	6
'-'	3,6
'.'	4,6
'/'	3,4
':'	1,5,6
';'	5,6
'<'	1,2,6
'='	1,2,3,4,5,6
'>'	3,4,5
'?'	1,4,5,6
'@'	4,7
'['	2,4,6,7
'\'	1,2,5,6
']'	1,2,4,5,6
'^'	4,5,7
'_'	4,5,6,7
'_'	4,5,6
'`'	4
'{'	2,4,6
'|'	1,2,5,6
'}'	1,2,4,5,6
'~'	4,5
Delete	8
Delete	1,2,3,4,5,6

'0'	3,5,6
'1'	2
'2'	2,3
'3'	2,5
'4'	2,5,6
'5'	2,6
'6'	2,3,5
'7'	2,3,5,6
'8'	2,3,6
'9'	3,5

'A'	1,7
'B'	1,2,7
'C'	1,4,7
'D'	1,4,5,7
'E'	1,5,7
'F'	1,2,4,7
'G'	1,2,4,5,7
'H'	1,2,5,7
'I'	2,4,7
'J'	2,4,5,7
'K'	1,3,7
'L'	1,2,3,7
'M'	1,3,4,7
'N'	1,3,4,5,7
'O'	1,3,5,7
'P'	1,2,3,4,7
'Q'	1,2,3,4,5,7
'R'	1,2,3,5,7
'S'	2,3,4,7
'T'	2,3,4,5,7
'U'	1,3,6,7
'V'	1,2,3,6,7
'W'	2,4,5,6,7
'X'	1,3,4,6,7
'Y'	1,3,4,5,6,7
'Z'	1,3,5,6,7

'a'	1
'b'	1,2
'c'	1,4
'd'	1,4,5
'e'	1,5
'f'	1,2,4
'g'	1,2,4,5
'h'	1,2,5
'i'	2,4
'j'	2,4,5
'k'	1,3
'l'	1,2,3
'm'	1,3,4
'n'	1,3,4,5
'o'	1,3,5
'p'	1,2,3,4
'q'	1,2,3,4,5
'r'	1,2,3,5
's'	2,3,4
't'	2,3,4,5
'u'	1,3,6
'v'	1,2,3,6
'w'	2,4,5,6
'x'	1,3,4,6
'y'	1,3,4,5,6
'z'	1,3,5,6
J 2)	United Kingdom Computer Braille
J 2.1)	United Kingdom 6 dot Computer Braille Lower Case
'!'	3,4,5,6
'"'	4
'#'	5,6
'$'	4,5,6
'%'	4,6
'&'	1,2,3,4,6
'''	3
'('	4,5
')'	3,4,5
'*'	3,5
'+'	2,3,5
','	2
'-'	3,6
'.'	2,5,6
'/'	3,4
':'	2,5
';'	2,3
'<'	2,3,6
'='	2,3,5,6
'>'	3,5,6
'?'	2,6
'`'	2,3,4,6
'{'	1,2,3,5,6
'|'	5
'}'	2,3,4,5,6
'~'	6
Delete	3,4,6

'0'	1,2,3,4,5,6
'1'	1,6
'2'	1,2,6
'3'	1,4,6
'4'	1,4,5,6
'5'	1,5,6
'6'	1,2,4,6
'7'	1,2,4,5,6
'8'	1,2,5,6
'9'	2,4,6

'a'	1
'b'	1,2
'c'	1,4
'd'	1,4,5
'e'	1,5
'f'	1,2,4
'g'	1,2,4,5
'h'	1,2,5
'i'	2,4
'j'	2,4,5
'k'	1,3
'l'	1,2,3
'm'	1,3,4
'n'	1,3,4,5
'o'	1,3,5
'p'	1,2,3,4
'q'	1,2,3,4,5
'r'	1,2,3,5
's'	2,3,4
't'	2,3,4,5
'u'	1,3,6
'v'	1,2,3,6
'w'	2,4,5,6
'x'	1,3,4,6
'y'	1,3,4,5,6
'z'	1,3,5,6
J 2.2)	United Kingdom 6 dot Computer Braille Upper Case
The following table shows the combinations which change when a keystroke is immediately preceded by SPACE with U or when Caps Lock has been turned on by pressing SPACE with U twice in succession.
'A',	1
'B',	1,2
'C',	1,4
'E',	1,5
'D',	1,4,5
'F',	1,2,4
'G',	1,2,4,5
'H',	1,2,5
'I',	2,4
'J',	2,4,5
'K',	1,3
'L',	1,2,3
'M',	1,3,4
'N',	1,3,4,5
'O',	1,3,5
'P',	1,2,3,4
'Q',	1,2,3,4,5
'R',	1,2,3,5
'S',	2,3,4
'T',	2,3,4,5
'U',	1,3,6
'V',	1,2,3,6
'W',	2,4,5,6
'X',	1,3,4,6
'Y',	1,3,4,5,6
'Z',	1,3,5,6

'@',	2,3,4,6
'[',	1,2,3,5,6
'\',	5
']',	2,3,4,5,6
'^',	6
'_',	3,4,6
J 2.3)	United Kingdom 8 dot Computer Braille


'!'	3,4,5,6
'"'	4
'#'	5,6
'$'	4,5,6
'%'	4,6
'&'	1,2,3,4,6
'''	3
'('	4,5
')'	3,4,5
'*'	3,5
'+'	2,3,5
','	2
'-'	3,6
'.'	2,5,6
'/'	3,4
':'	2,5
';'	2,3
'<'	2,3,6
'='	2,3,5,6
'>'	3,5,6
'?'	2,6
'@'	2,3,4,6,7
'['	1,2,3,5,6,7
'\'	5,7
']'	2,3,4,5,6,7
'^'	6,7
'_'	3,4,6,7
'`'	2,3,4,6
'{'	1,2,3,5,6
'|'	5
'}'	2,3,4,5,6
'~'	6
Delete	3,4,6

'0'	1,2,3,4,5,6
'1'	1,6
'2'	1,2,6
'3'	1,4,6
'4'	1,4,5,6
'5'	1,5,6
'6'	1,2,4,6
'7'	1,2,4,5,6
'8'	1,2,5,6
'9'	2,4,6

'A'	1,7
'B'	1,2,7
'C'	1,4,7
'D'	1,4,5,7
'E'	1,5,7
'F'	1,2,4,7
'G'	1,2,4,5,7
'H'	1,2,5,7
'I'	2,4,7
'J'	2,4,5,7
'K'	1,3,7
'L'	1,2,3,7
'M'	1,3,4,7
'N'	1,3,4,5,7
'O'	1,3,5,7
'P'	1,2,3,4,7
'Q'	1,2,3,4,5,7
'R'	1,2,3,5,7
'S'	2,3,4,7
'T'	2,3,4,5,7
'U'	1,3,6,7
'V'	1,2,3,6,7
'W'	2,4,5,6,7
'X'	1,3,4,6,7
'Y'	1,3,4,5,6,7
'Z'	1,3,5,6,7

'a'	1
'b'	1,2
'c'	1,4
'd'	1,4,5
'e'	1,5
'f'	1,2,4
'g'	1,2,4,5
'h'	1,2,5
'i'	2,4
'j'	2,4,5
'k'	1,3
'l'	1,2,3
'm'	1,3,4
'n'	1,3,4,5
'o'	1,3,5
'p'	1,2,3,4
'q'	1,2,3,4,5
'r'	1,2,3,5
's'	2,3,4
't'	2,3,4,5
'u'	1,3,6
'v'	1,2,3,6
'w'	2,4,5,6
'x'	1,3,4,6
'y'	1,3,4,5,6
'z'	1,3,5,6

''	8
''	4,6,7,8
''	5,6,7,8
''	2,5,6,7,8
''	4,5,6,7,8
''	3,4,7,8
''	1,2,3,4,6,7,8

''	1,2,6,7,8
''	1,6,7,8
''	1,2,3,4,6,8
''	3,8

''	7,8
''	3,7,8

''	1,2,3,4,5,6,7,8
''	4,7,8
''	3,5,7,8
''	4,5,7,8
''	3,4,5,7,8

''	3,4,5,6,8
''	3,6,7,8
''	2,7,8
''	2,3,5,7,8

''	4,6,8
''	4,5,6,8

''	4,8
''	1,5,6,7,8
''	1,4,6,7,8
''	2,4,6,7,8
''	1,4,5,6,7,8

''	5,6,8
''	1,2,4,5,6,7,8
''	1,2,4,6,7,8
''	2,5,7,8
''	3,4,5,6,7,8

''	1,2,5,6,7,8

''	3,6,8
''	4,5,8

''	3,5,8
''	3,4,5,8
'"'	3,4,8
'"'	2,5,6,8

''	2,3,6,7,8
''	2,3,7,8
'?'	2,6,7,8
'P'	3,5,6,7,8
''	2,3,5,6,7,8

'1/2'	2,3,5,8
'1/4'	2,8
''	1,2,3,4,5,8
''	1,2,3,6,8
'='	2,3,4,8
'='	1,2,3,5,8
''	2,4,5,6,8
'='	1,2,3,4,8
''	2,3,4,5,6,8
'n'	5,8
'v'	1,2,3,5,6,8
'('	2,3,4,5,8
')'	1,3,6,8
''	1,3,4,6,8
'n'	1,3,5,8
'e'	1,3,4,5,8

''	1,3,5,6,8
''	1,3,4,5,6,8
''	6,8

'a'	2,3,4,6,8
''	1,8
'G'	1,2,8
'p'	1,4,8
'S'	1,4,5,8
's'	1,5,8
''	1,2,4,8
't'	1,2,4,5,8
'F'	1,2,5,8
'T'	2,4,8
'O'	2,4,5,8
'd'	1,3,8
'8'	1,2,3,8
'f'	1,3,4,8

'+'	1,3,5,6,7,8
''	1,4,6,8
'+'	2,3,4,6,7,8
'+'	2,6,8
'+'	1,3,4,5,6,7,8
'-'	1,2,7,8
'+'	1,4,7,8
'+'	1,5,7,8
''	1,4,5,6,8
'-'	1,7,8
'-'	1,4,5,7,8

'+'	2,4,7,8
''	2,5,8
'+'	1,2,5,7,8
'+'	2,3,8
'+'	2,3,6,8
'-'	1,3,7,8
''	1,2,3,7,8
'+'	1,3,4,5,7,8
''	2,4,6,8
'-'	2,4,5,7,8
'-'	1,3,4,7,8


'+'	1,2,5,6,8
''	1,5,6,8
''	1,2,4,8
'+'	3,5,6,8
'+'	1,3,6,8
'+'	2,3,4,5,7,8
'-'	1,2,3,4,5,7,8
'+'	1,3,4,6,7,8
'-'	1,3,5,7,8

'+'	1,2,4,5,6,8
''	1,2,4,5,7,8
''	1,2,4,6,8
'+'	2,3,5,6,8

'+'	1,2,3,6,7,8
'+'	2,4,5,6,7,8
'+'	2,3,4,7,8
'-'	1,2,3,5,7,8
'-'	1,2,3,4,7,8

''	1,2,3,4,5,6,8
''	1,6,8
''	1,2,6,8
'_'	5,7,8
''	6,7,8
''	3,4,6,7,8
''	1,2,3,5,6,7,8
''	2,3,4,5,6,7,8

Char,255,	3,4,6,8

End of Appendix J.



Index

AC Adapter
connection, 2-2
operating from, 2-1
ActiveSync
about, 14-1
connecting via infrared port, 14-3
connecting via serial port, 14-2
disconnecting from PC, 14-4
releasing port, 14-4
troubleshooting, 14-4
using infrared, 14-12
Address List
about, 10-1
adding an address, 10-2
changing a field, 10-6
clearing a field, 10-6
copy to address list file, 10-13
copy to braille document, 10-13
copy to text document, 10-13
copying a record, 10-7
copying addresses to a file, 10-12
creating an address list, 10-14
deleting a record, 10-6
embossing, 10-8
entry list, 10-2
fields, 10-2
inserting an address into a document, 10-7
look up address, 10-4
manipulating databases, 10-16
menu, 10-1
printing, 10-10
record matching, 10-5
records, 10-1
searching, 10-4
select an address file, 10-14
selection list, 10-4
starting, 10-1
templates, 10-8, 10-10
Advanced word processing
about, 7-1
overview, 7-1
Alarms
about, 9-8
setting up, 9-10
Application program, 14-11
Appointments
editing, 9-7
entering, 9-4
rescheduling and canceling, 9-8
reviewing, 9-5
set alarm, 9-4
ASCII Translation
about, 13-20
baud rate, 13-21
end of file character, 13-21
extended ASCII, 13-21
Handshaking, 13-21
line feed character, 13-21
number data bits, 13-21
paragraph format, 13-20
Parity, 13-21
transmit delay, 13-22
Back translation
about, 13-22
braille italics, 13-23
heading blank lines, 13-24
heading format, 13-24
new line, 13-23
new page markers, 13-23
outline style, 13-23
paragraph boundary, 13-22
paragraph format, 13-24
revert after, 13-24
spaces between sentences, 13-23
sub-heading blank lines, 13-24
sub-heading format, 13-24
Backup
files, 14-5
incremental, 14-6
on Super-Disk, 14-5
Backup or Restore files, 14-5
Battery
about, 2-1
capacity, 1-15
capacity gauge calibration, 2-4
care of, 2-3
charging, 2-2
critical warning, 2-1
draining, 2-4
life expectancy, 2-3
low warning, 2-1
storage, 2-7
Binding space, 7-25
Block commands, 7-17
append a block, 7-19
compatibilty mode, 14-12
copy a block to clipboard, 7-19
delete a block, 7-20
erase file, 7-22
insert a file, 7-21
mark block, 7-18
menu, 7-17
move a block, 7-19
paste to clipboard, 7-19
read a block, 7-19
store a block, 7-20
zapp markers, 7-22
Book reader
about, 4-1
block commands, 4-3
reading commands, 4-1
reading from another drive, 4-6
select another book, 4-3
Book reading, 4-1
Book storage
Advanced, 4-7
Bookreader
Bookshare, 4-8
Bookshare
about, 4-8
downloading from, 4-9
unpacking new book, 4-9
Bottom margin, 7-10
Braille
Options, 5-4
Braille document
about, 7-2
overview, 3-1
Braille grade, 5-3
keyboard, 1-14
Braille keyboard, 1-4
Braille language
calculator, 5-4
selection of, 5-4
Braille layout list, 7-4
Braille page settings, 7-9
Braille settings for text document, 7-36
Braille translation options list, 7-38
Browser, 12-1
Dialog boxes, 12-11
Downloading, 12-11
Favorites, 12-9
General functions, 12-7
History, 12-10
homepage - set, 12-7
Logging on, 12-2
progress tones in brief, 5-7
progress tones in detail, 12-2
Calculator
a first try, 1-12
addition, 8-1
announce key, 8-1
clear, 8-1
correcting input errors, 8-2
cosine, 8-6
decimal exponent, 8-7
decimal places, 8-3
decimal point, 8-1
degrees, 8-6
division, 8-1
edit entry, 8-2
entering a calculation, 8-1
insert calculation, 8-8
insert result, 8-8
inverse trig functions, 8-6
language, 8-1
log functions, 8-8
memory operations, 8-4
multiplication, 8-1
negation, 8-4
Nemeth math code, 8-1
overview, 8-1
parentheses, 8-3
percent, 8-4
PI, 8-6
powers, 8-7
precision, 8-3
radians, 8-6
review calculation, 8-2
roots, 8-7
sine, 8-6
square, 8-7
square root, 8-7
starting, 8-1
subtraction, 8-1
tangent, 8-6
trig functions, 8-6
UK maths code, 8-1
Calendar, 9-2
Capital sign, 7-30
Carry case, 1-4
CD-ROM
BrailleNote family, 14-1
Center line, 7-10
Checklist of equipment, 1-1
Clipboard, 7-17
Column reading mode, 7-23
Command summary
about, 15-1
e-mail, 15-14
Browser general commands, 15-15
Browser history commands, 15-16
Browser move commands, 15-15
Browser table commands, 15-15
Calculator Nemeth, 15-9
e-mail in folder, 15-13
general, 15-1
KeyWord Block, 15-7
KeyWord braille document, 15-7
KeyWord dictionary look up, 15-9
KeyWord editing, 15-6
KeyWord formatting, 15-6
KeyWord miscellaneous, 15-8
KeyWord other review, 15-5
KeyWord spelling checker, 15-8
KeyWord template, 15-9
KeyWord text document, 15-7
KeyWord text review, 15-5
Media Player commands, 15-16
operating modes, 15-1
options available at any point, 15-1
options menu, 15-4
planner alarms, 15-12
planner miscellaneous functions, 15-12
planner new date, 15-11
planner reading, 15-11
address list, 15-13
stopwatch commands, 15-16
UK Maths, 15-10
unicode characters, 15-14
Commands
for moving, 3-7
for reading, 3-7
CompactFlash Cards, 2-11
Compatibility mode, 14-12
Computer braille
introduction to, 7-30
language selection, 5-4
reference list, J-1
use in e-mail addresses, 11-5
Copy
a file, 13-5
addresses, 10-12
block, 7-19
record, 10-7
Copying address list, 10-13
Create a document
Braille, 3-6
Microsoft Word, 7-28
text, 7-28
Create a Document
First try, 1-11
Cursor
concept of, 3-10
moving commands, 3-10
position of, 3-16
relocate position, 3-17
Date
format, 14-10
hear, 5-2
insert, 7-24
set, 14-10
Date and time set, 1-18
Delete text, 3-12
Folder, 3-3
Dictionary
pronunciation, 14-7
spelling, 3-18
Directory
about, 13-9
access file, 13-11
switching, 13-10
Directory of services
field entries, 11-8
Disk drive
description of, 3-3
file operations, 13-2
selecting, 3-4
Document
about, 3-3
braille vs. text, 7-2
creation of, 3-6
editing, 3-12
embossing, 6-2
handling of large, 3-25
naming of, 3-5
opening, 3-22
overview, 3-1
print, 6-2
reading, 3-6
review options at opening, 3-22
saving, 7-26
selection of, 3-4
types, 13-4
Document format list, 7-31
Documentation, 1-1
Double spacing, 7-7
Double-sided embossing, 6-4, 7-8
Downloading using browser, 12-11
Drive
change, 7-25
description of, 3-3
list, 13-2
Load book, 4-7
selection, 4-6
select, 13-2
selection, 3-4
Editing
a document, 3-12
at a prompt, 5-11
delete character, 3-12
delete commands, 3-13
delete last character, 3-12
delete previous word, 3-13
delete to end of document, 3-13
delete to end of paragraph, 3-13
delete to end of sentence, 3-13
delete word, 3-12
quit, 7-27
replacing text, 3-15
E-mail
trash folder, 11-15
All folder, 11-15
Drafts folder, 11-15
free database space, 11-26
Inbox folder, 11-15
maximum message size, 11-25
Outbox folder, 11-15
Received folder, 11-15
Sent folder, 11-15
service name, 11-24
SMTP authentication, 11-8
E-Mail
menu, 11-2
E-mail action
copy, 11-21
delete, 11-22
emboss, 11-22
forward, 11-21
mark all, 11-22
move, 11-21
print, 11-22
reply, 11-20
E-mail user name, 11-7
Embosser
infrared port, 6-5
parallel port, 6-5
serial port, 6-5
set-up, 6-4
test, 6-6
Embossing
about, 6-1
both sides, 7-8
group of documents, 6-4
setting up, 6-1
Embossing options, 6-3
Erase file
from file manager, 13-6
using block commands, 7-22
Erase folder, 13-4
Error Tone
changing, 5-7
Ethernet Connection, D-1
Exclusion from ink-print, 7-15
Exiting current activity, 1-7
Export document
about, 13-17
to a file, 13-18
to serial port, 13-19
Extended characters
about, 7-40
entry by name, 7-41
Interpreting Braille as embossed, 7-46
External Disk Drive, 2-12
Favorites, Internet
Adding, 12-9
Organizing, 12-9
Selecting, 12-9
Features, 1-2
Fields in address list, 10-2
File groups, 13-8
File Manager
about, 13-1
copy file, 13-5
directory, 13-2
erase file, 13-6
file protection, 13-7
menu, 13-1
rename file, 13-7
File synchronization, G-10
File Translation
ASCII options, 13-20
back translation, 13-22
Export document, 13-17
exporting, 13-14
import Braille file, 13-17
import file, 13-15
Import from file, 13-15
Import from serial port, 13-16
importing, 13-14
WordPerfect 5.1, 13-14
File types, 13-4
Files
synchronizing, G-10
Find, 3-14
Find and replace, 3-15
First page number, 7-9
Folder Manager
create folder, 13-3
erase folder, 13-4
rename folder, 13-3
Font, 7-34
Format
Braille document, 7-3
braille document for printing, 7-11
text document, 7-31
text document for embossing, 7-35, 7-36
Format indicator
about, 3-11
Line break, 3-11
New line, 3-11
New page, 3-11
Page break, 3-11
search for, B-1
Format menu
factory settings, 7-39
for braille, 7-3
for text, 7-31
Forward translation
about, 13-25
capital signs, 13-26
heading blank lines, 13-26
heading format, 13-26
indent size, 13-26
italics font, 13-25
multiple spaces, 13-25
new line, 13-25
new page markers, 13-25
outline style, 13-26
paragraph boundary, 13-25
paragraph format, 13-26
revert after, 13-26
sub-heading blank lines, 13-26
sub-heading format, 13-26
Tabs, 13-25
Frames - on web pages
about, 12-4
General care, 2-18
Getting started, 1-1
Go to
another date, 9-7
cursor position, 3-17
Grade of braille, 5-3
Handshaking, 6-4
Hardware
about, 2-1
Hayes compatible modem, 11-7
Heading style, 7-12
braille, 7-35
Headphone socket, 1-6
Headphones, 1-6
Help, 1-7
Hibernate Mode, 1-5
Hyperlinks
about, 12-4
HyperTerminal, 2-15
Identical to Source style, 7-36
text, 7-13
Import file
foreign braille file, 13-17
from file, 13-15
from serial port, 13-16
Inclusion for ink-print, 7-14
Incremental Backup, 14-6
Indent, 7-6
Indenting tab, 7-7
Infrared port, 2-9
Initial settings, 1-19
Ink-print layout for braille, 7-14
Ink-print page settings, 7-16
Ink-print settings for braille document, 7-14
Insert
address, 7-25
calculation, 8-8
calculation result, 7-24
date, 7-24
field, 10-10
time, 7-24
Insert text, 3-12
Insertion, 5-9
Internet connection
disconnecting outside KeyWeb, 12-2
staying online between tasks, 12-1
Internet Options Menu, 12-7
Internet Service Provider, 11-4
ISP, 11-4
JETEYE
PC, 2-9
Printer, 2-9
Justification, 7-14
Justify, right, 7-11
key management, 14-13
Keyboard
compatibility mode, 14-12
Keyboard learn, 1-17
Keyboard settings, 5-5
Keyboard voice, 1-14
KeyBook
about, 4-1
KeyList
about, 10-1
KeyPlan
about, 9-1
menu, 9-1
KeySoft
upgrading, 2-18
KeySync
all, G-1
how it works, G-1
KeyWord, 3-1, 7-1
advanced features, 7-1
menu, 3-2
Layout
for ink-print, 7-33
ink-print for braille document, 7-14
list, 7-4
marker, 7-4
Layout Indicator, 7-9
Left margin, 7-8
Line reading mode, 7-23
Line spacing, 7-7
Lines style
braille, 7-36
text, 7-13
Main Menu
description of, 1-8
reviewing items on, 1-9
selecting from, 1-10
Manual
electronic version, 1-20
Margins, 7-10, 7-33
Marking places, 3-17
Media Player
about, 5-13
accessing tasks, 5-17
alarms, 5-16
Changing tsaks, 5-17
How to play a file, 5-13
messages, automatic, 5-16
playing file, 5-13
restarting track, 5-15
skipping through tracks, 5-15
track information, 5-15
volume control, 5-15
Menu
E-Mail, 11-2
file manager, 13-1
KeyPlan, 9-1
KeyWord, 3-2
Utilities, 14-1
Merge documents, 7-22
Microsoft Word
create document, 7-28
document type, 13-17
translate to/from, 13-14
Modem
about, 2-10
Hayes compatible, 11-27
PC Tel, 11-27
Nemeth Maths Code, 8-1
Networking, D-1
New document, 3-6
Next appointment, 5-8
One handed mode, 1-18
Online forms - Internet
How to fill out, 12-5
Options
embossing, 6-3
Options menu
introduction to, 1-13
list of functions, 5-1
Outline style
braille, 7-35
text, 7-13
Page
number position, 7-8
numbering, 7-7
settings, 7-9
Page settings for ink-print, 7-16
Paper length and width, 7-10
Paragraph style, 7-12
braille, 7-35
Parallel port, 2-8
Password
manually enter service password, 11-24
set up service password, 11-7
Pasting text, 7-19
PC Card
about, 2-10
installing & removing, 2-11
Slot, 2-10
PCMCIA Modem, 11-7
Place Marker
about, 3-17
defining, 3-17
deleting, 3-18
jumping to, 3-17
Planner
about, 9-1
alarms, 9-8
calendar, 9-2
date entry, 9-2
date format, 9-2
date selecting another, 9-7
editing appointments, 9-7
embossing and printing, 9-10
finding an appointment, 9-6
making notes, 9-3
next appointment, 9-6
page layout, 9-3
rescheduling and canceling, 9-8
review commands, 9-5
scheduling appointments, 9-4
year files, 9-11
POP server, 11-7
Power and battery status, 5-8
Power Status, 2-3
Power switch, 1-5
Presentation style, 7-11
Printer
about, 6-1
set-up, 6-7
test, 6-8
use of, 6-1
Prompts
about, 1-7
cutting off, 1-7
hear punctuation, 1-15
repeat and spell, 1-15
repeating, 1-7
pronunciation dictionary
misspelling, 14-8
Pronunciation dictionary
about, 14-7
add word, 14-8
change word, 14-8
delete word, 14-10
Protect file, 13-7
Quick commands, 1-10
Quick mark, 7-18
Quit
editing, 7-27
spell check, 3-21
Reading
review commands, 3-9
Reading modes, 7-23
Synthesizer, 5-12
Remote Synthesizer, 2-17, 5-12
Rename file, 13-7
Rename folder, 13-3
Reset button
in brief, 1-5
types and uses, I-1
Restore files, 14-7
Review commands, 3-9
Review voice
number format, 3-8
punctuation, 3-8
Review-only mode, 3-9
Rich text format, 13-17
Right justify, 7-11
Right margin, 7-8
Save document, 7-26
Search
about, 3-14
search string, 3-15
searching back, 3-14
searching forward, 3-14
Search and replace, 3-15
Semi-colon tab, 7-7
Sentence and paragraph reading mode, 7-23
Serial port, 2-7
Service name, 11-24
Service password
setting up, 11-7
Service user name, 11-7
SMTP server, 11-8
Software upgrade
description of, 2-18
instructions for, H-1
Speech
about, 1-6
hear punctuation, 5-10
military call sign, 3-9
pitch, 5-10
repeat and spell, 5-9
review voice, 3-8
speed, 5-10
spelling of words, 3-9
volume, 5-10
Speech settings, 1-15
Spell checker
about, 3-18
add word to dictionary, 3-19
browse dictionary, 3-21
correct word, 3-19
exiting from, 3-21
ignore word, 3-19
look up word, 3-20
review suggestions, 3-20
review word, 3-19
skip word, 3-19
user dictionary, 3-22
Spell folder or filename, 13-2
stopwatch, 5-2
Stopwatch, 5-2
Style of presentation, 7-11
Sub-Directories
Creating, 13-12
Erasing, 13-13
Renaming, 13-13
Sub-Folders
see Sub-Directories, 13-12
Sub-heading style
braille, 7-35
text, 7-13
SuperDisk
features, 2-12
Switching documents, 3-25
Switching off, 1-18
Switching tasks, 1-16
Synchronization
files, G-10
Synthesizer, 2-17
Tab
go to next, 7-24
indenting, 7-7
regular, 7-6
semi-colon, 7-7
Tables
Navigating online, 12-12
Task switching
documents, 3-25
KeySoft applications, 1-16
Templates
creation and use, 10-10
embossing, 10-8
Text document
about, 7-2
format, 7-31
how to create, 7-28
overview, 3-1
time
stopwatch, 5-2
Time
Display, 5-2
format, 14-10
insert, 7-24
set, 14-10
Time and date set, 1-18
Top margin, 7-10
Translate file
about, 13-14
ASCII, 13-14
between braille and text, 13-19
export to file, 13-18
Microsoft, 13-14
Translation Menu, 13-15
Translation options for braille document, 7-15
Troubleshooting, I-1
UK Maths Code, 8-1
Underline, 7-33
Unicode characters
about, 7-40
computer braille appearance, 7-45
entry by name, 7-41
entry methods, 7-42
interpreting Braille as embossed, 7-46
macros, 7-43
Upgrading KeySoft
description of, 2-18
instructions for, H-1
Upper case, 7-30
User guide, 5-8
User Guide, 1-20
User settings
description of, 1-19
initial setup, A-1
Utilities Menu
about, 14-1
miscellaneous options, 14-12
View all Files, 13-5
Visual Display
about, 2-15
Infrared port, 2-16
serial port, 2-15
serial port settings, 2-15
turning on - off, 2-17
use with HyperTerminal, 2-15
Volume
media player, 5-15
Volume control, 1-6
Volume of delete tone, 5-7
Web page
moving to another page, 12-5
Reading and navigating, 12-3
When, 13-10
Wild cards
file operations, 13-8
when embossing, 6-4
Windows CE, 1-4
Word processor
advanced features, 7-1
description of, 3-1
standard features, 3-1
Word wrap, 7-8
WordPerfect, 13-14







VoiceNote BT User Guide V5.0 D1.0



1-22





6-8


VoiceNote BT User Guide V5.0 D1.0




7-46





8-8





9-12





13-28





15-18





A-2





G-12





H-2





J-18




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