6 Advanced wordprocessing  `            >        @ AAAAAAAAAA                                   2    6  Advanced Word-Processing Functions.      6.1     Overview.      This chapter describes some of the more advanced features of     KeyWord which will allow you to create documents with more     complex formats, and to quickly make major changes to a document.      6.2     Line Formatting.  	   
 6.2.1   Introduction.      The layout of the text you create can be changed at any point    
 throughout the document with the Line Format command.  The new     format will apply from the last New Line marker, which will     generally be the start of the current paragraph.  It remains in     force until a new Line Format command is encountered.      The Line Format command can be selected from EDIT mode by     pressing CONTROL with L.   KeySoft will announce, "Line Format     List".   You can then review or change margins, TAB settings,     word wrap, or justification.      The Line Format List is a list of all the current settings     defining the horizontal layout of the document at that point.      You can look through the values contained in this list using the     ARROW keys.  You can make changes by typing a new value and     pressing ENTER.      Inserting a new Line Format command causes a new format to start     at the beginning of the current paragraph and the "New Format"     marker is inserted as the first character of that paragraph.      ! 6.2.2   The Line Format List.  "   # There are 6 topics in the Line Format List, as described in this    $ section.  Reviewing and changing the settings are described in    % section 6.2.4.  &   ' 6.2.3   Left Margin.  (   ) This is the position of the left edge of the text in the final    * printout, counted in columns, or characters, from the extreme    + left printing position.   A left margin of 1 means that the text    , will start printing as far left as the printer can print, if the    - page offset is zero.  The page offset is described in section    . 5.5.1, Printer Set Up.  The left margin will always be set at 1    / when a new file is started.   An initial setting like this is    0 called a "default" value.  1   2    The left margin may have a setting in the range 1 to 100.    6.2.3.1 Right Margin.    This is the position of the right edge of the text relative to    the left margin, counted in columns.  The "default" value of the    right margin is 65 which is suitable for most correspondence.    The right margin may have a setting in the range 20 to 250. The   	 difference between the right and left margin settings must be a   
 minimum of 20 columns. 6.2.3.2 Tabs.    These are a sequence of markers that the printer carriage will   
 jump to in sequence each time a TAB character is encountered.    They work in a similar way to typewriter tabs, allowing    information to be presented in column format.  There are 10 tabs    available.   The position of each tab is measured in columns from    the previous one except in the case of the first tab which is    measured from the left margin.   Each tab is set to a default    value of 5 columns initially.   You can change these values at    any point in the document to suit the immediate needs for column    layouts.    Tab positions which would fall outside the boundary of the right    margin setting are automatically set to zero.  They will remain    at that setting, even if the right margin is subsequently    increased.    6.2.3.3 Indents.    In addition to the normal typewriter tabs described above,    KeySoft allows any of the tabs to be defined as "Indents".     Indents allow you to easily inset a whole paragraph without   ! changing the left margin.  The indent can be thought of as a   " "temporary shift or inset" of the left margin, although you may   # have text, such as a paragraph number, to the left of an indent. $  % To set any particular tab to be an indent tab, type the letter I   & before the tab value.  For instance, typing, say, "I5" after the   ' value of tab 1 was spoken would make tab 1 an indent 5 columns in   ( from the left margin.  With an indent set in this way, all you   ) need do to inset a paragraph by 5 columns is to press the TAB key   * once at the start of the paragraph.  KeySoft will confirm you   + have moved on to "indent 1" and the entire paragraph will be   , indented 5 columns.  Pressing the ENTER    key to force a new line will release the indent, and the text    will continue back at the left margin.    The default value for all tabs in a new document is I5.    INDENT positions which would fall outside the boundary of the    right margin setting are automatically set to zero.   They will    remain at that setting, even if the right margin is subsequently    increased. 	  
 6.2.3.4 Word Wrap.    This is the process by which text automatically continues on the   
 next line when there is insufficient space to fit another word on    the current line.   Word Wrap can be switched on or off.   The    default setting 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 use a very large    right margin setting, and switch off word wrap to avoid carriage    returns being inserted automatically in their program lines.    If word wrap is switched off, a beep sounds 10 columns before the    right margin is reached and you must decide where to insert a    carriage return by pressing the ENTER key.   To change the word    wrap setting, press "N" to switch it "ON" or "F" to switch it    "OFF".    6.2.3.5 Justification.    This is the style of layout used in most newspapers and magazines    where the words are spread out so that the last character of the    last word on each line is at the right margin.   It gives the     text a more tidy appearance with both sides of the text being   ! straight, but causes increased spacing between some words to   " achieve this.   It is a matter of personal preference which way   # you set this option.   The default setting is "Justification   $ OFF".   To change the setting press "N" to switch it "ON" or "F"   % to switch it "OFF". &  ' 6.2.4   Line Format Markers. (  ) When there is a change to a Line Format, a marker is placed in   * the text.   If you read through that section of text with the   + Review Voice set to punctuation level 4, the New Format marker   , will be announced.  This message is not printed in your document,   - but the appropriate changes in format will take place at that   . point. /  0    6.2.5   Reviewing or Changing the Line Format. To review or    change the current Line Format setting anywhere in a document,    follow these steps:    Position the cursor at  the point you wish  to review the   Line Format settings or make changes.    Press CONTROL with L (for Line format).   	         KeySoft prompts:  "Line Format List".  The Line  
 Format List is a similar list to the Printer Set-Up List.    It is a listing of values which can be altered or left the   same as appropriate. 
   Press the RIGHT ARROW key.             KeySoft prompts:  "Left Margin? 1"    Enter a new value and press ENTER, or press RIGHT ARROW key   to move on.            KeySoft prompts:  "Right Margin? 65"    Enter a new value  and press ENTER, or  press RIGHT ARROW   key to move on.               KeySoft prompts:  "Tab 1? I5"    Enter a new value  and press ENTER, or  press RIGHT ARROW   key to move on.  To check the actual column number of any   TAB, press  READ   with  Q after  the TAB  size  has been  spoken.    ! Change any or all of the tab settings in this way.  After  " the tab values have been changed or skipped over, #  $     KeySoft prompts:  "Word Wrap? Currently on" %  & Options are N for on or F for off. '  ( Enter a new setting and press ENTER, or press RIGHT ARROW  ) key to move on. *  +   KeySoft prompts:  "Justification? Currently off" ,  -    Options are N for on or F for off.    Enter a new setting and press ENTER, or press RIGHT ARROW   key to move on.              KeySoft prompts:  "End of List"    You can use the LEFT ARROW key to move back along the list   to check all values. 	  
 Press the ESCAPE key  to return to the  document when you   have finished reviewing the Line Format settings.  If you   have made changes,  
           KeySoft prompts:  "Confirm changes?"    Press Y to confirm you wish to adopt the new settings, or   press N to revert to the original settings.    You are then returned to the document.    If you do not make any changes, no New Format marker will be    entered in the document.    6.2.6   Changing an Existing Line Format Setting.    To change an existing Line Format setting, follow these steps:    Position the cursor on top of  the "New Format" marker or   anywhere in the paragraph at which you want changes to   commence.  (The Search Command may be used if necessary to   locate "New Format" markers.  The text string to search for    is CONTROL with L.) !  " Press CONTROL with L. #  $         KeySoft prompts:  "Line Format List" %  & Review and change some or all values in the same way as  ' outlined in 6.2.4. (  ) Press the ESCAPE key when you  have finished changing the  * Line Format settings. +  ,         KeySoft prompts:  "Confirm changes?" -  .    Press Y to confirm you wish to adopt the new settings, or   press N to revert to the original settings.    You are then returned to the document.      You can change one margin or any of the tabs and leave the other    items unchanged by skipping over them with the ARROW keys.    Any format changes made will commence from the previous New Line   	 marker, and the "New Format" marker will always be placed after   
 that New Line marker.  The new Line Format will remain in force    until another Line Format change is encountered.   
 You can have any number of Line Format changes throughout the    document.    6.2.7   Deleting Line Format Commands.    A Line Format command may be deleted just like any other    character if you decide you want to abandon that particular    format.   Follow these steps to delete a Line Format command:    Position the cursor on top of the "New Format" marker you   wish to delete.  The Search Command may be used to locate   "New Format" markers.    Press READ with COMMA to check that the cursor is positioned   on the "New Format" marker.    Press CONTROL with COMMA to delete the marker.    6.2.8   Changing and Restoring the Default Setting.    ! The standard Factory default settings for the Line Format List   " are: #  $ Left Margin                 1 % Right Margin               65 & Tabs                       I5 ' Word Wrap                  On ( Justification              Off )  * If desired, you may define and store a different default set of   + values which better suits your particular requirements. Once   , defined, this new default set will be adopted whenever a new   - document is created, unless a new set is defined within the   . document or until a further new default set is established. /  0    To store the current Line Format as a new default set, enter the    Line Format List (by pressing CONTROL with L) and    Press CONTROL with S (for Store).    Press ESCAPE to resume editing.    To restore the current default Line Format settings within a    document after typing text with different settings, enter the   	 Line Format List and 
   Press CONTROL with R (for Restore).   
 Press ESCAPE to resume editing.    6.3     Page Formatting.    6.3.1   Introduction    The Page Format command allows the document page length and the    size of the top and bottom margins to be defined.  You may also    choose to number your pages or not and specify the page number to    appear on the first page.    The Page Format command can be selected from the EDIT mode by    pressing CONTROL with P anywhere in the document.  KeySoft will    announce "Page Format List".   You can review the values    contained in this list using the ARROW keys in the same way as    for the Line Format List.    The Page Format applies to the entire document, and there can    only be one setting.   If you change it at any point, this     changes the page format of the whole document. !  " 6.3.2   The Page Format List. #  $ There are 6 items in the Page Format List, as described in this   % section.  Reviewing and changing the settings are described in   & section 6.3.3. 6.3.2.1 Paper Length. '  ( This is the length of the paper to be used in the printer,   ) measured in single spaced printed lines.  The correct setting is   * necessary if you want the pagination of your document to be   + preserved.  Otherwise, the setting only affects the distance down   , the page that text will be printed.  The default setting for   - paper length is 66 lines,    which is correct for 11 inch (standard size) paper.  You can    change this by typing in the new value after the prompt.   Most    printers print six lines per vertical inch.    6.3.2.2 Top Margin.    This is the number of blank lines to be inserted at the top of    the text when printing.  The default setting is 3, equivalent to    a half inch top margin.  If your printer is not able to print   	 close to the top of the page, you may wish to decrease the top   
 margin setting.     6.3.2.3 Bottom margin. 
   This is the number of blank lines to be inserted at the bottom of    each page on printout.   The default setting is 8.   To obtain a    one inch bottom margin, set the Bottom Margin to 6.    6.3.2.4 Page Numbering.    You may choose to have pages automatically numbered or not as you    wish.  The page number is printed centered at the bottom of the    page.    6.3.2.5 First Page Number.    This is the number which will appear on the first page of the    document, if you choose to have your pages numbered.   The    default setting is 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 typed a large report as three separate documents. The   ! first document might contain pages 1 to 10, the second 11 to 25,   " and the third from page 26 onwards.  The first document would be   # printed with a "First Page Number" of 1, the second with 11, and   $ the third with 26. %  & 6.3.2.6 Line spacing. '  ( This allows double or single line spacing to be selected.  The   ) default setting is single. *  + 6.3.3   Reviewing or Changing the Page Format List. ,  - To review or change the current Page Format setting for a   . document, follow these steps: /  0 Press CONTROL with P (for Page). 1  2            KeySoft prompts: "Page Format List"    The Page Format List is structured in exactly the same way   as the Line Format List.    Press RIGHT ARROW key.            KeySoft prompts:  "Paper Length? 66"   	 Enter a new value and press ENTER, or press RIGHT ARROW key  
 to move on.             KeySoft prompts:  "Top Margin? 3" 
   Enter a new value  and press ENTER, or  press RIGHT ARROW   key to move on.            KeySoft prompts:  "Bottom Margin? 8"    Enter a new value and press ENTER, or press RIGHT ARROW key   to move on.     KeySoft prompts:  "Page Numbering?  Currently off"    Options are N for on or F for off.    Enter a new setting and press ENTER, or press RIGHT ARROW   key to move on.          KeySoft prompts:  "First Page Number? 1"    Enter a new value  and press ENTER, or  press RIGHT ARROW    key to move on. !  " KeySoft prompts:  "Line Spacing?  Currently single" #  $ Options are S for Single or D for Double. %  & Enter a new setting and press ENTER, or press RIGHT ARROW  ' key to move on. (  )           KeySoft prompts:  "End of List" *  + 	   You can use the LEFT ARROW key to move back along the list 	  to check all values.	  	  Press the ESCAPE key when you finished reviewing the Page 	  Format setting.  If you have made changes,	  	          KeySoft prompts:  "Confirm changes?"	  	  Press Y to confirm you wish to adopt the new settings, or 	 	 press N to revert to the original settings.	 
 	  You are then returned to the document.	  	 
 6.3.4   Changing and Restoring the Default Setting.	  	  The standard Factory default settings for the Page Format List  	  are:	  	  Paper Length             66	  Top Margin                3	  Bottom Margin             8	  Page Numbering          OFF	  First Page Number         1	  Line Spacing            Single	  	  If desired, you may define and store a different default set  	  which better suits your particular requirements.  Once defined,  	  this new default set will be adopted for all new documents unless  	  a new set is defined within the document or until a further new  	  default set is established. To store the current Page Format as a  	  new default set, enter the Page Format List (by pressing CONTROL  	  with P) and	   	 ! Press CONTROL with S (for Store).	 " 	 # Press ESCAPE to resume editing.	 $ 	 % To restore the current default Page Format in a document after  	 & changing the settings within that document, enter the Page Format  	 ' List and	 ( 	 ) Press CONTROL with R (for Restore).	 * 	 + Press ESCAPE to resume editing.	 , 	 - 
   6.4     Block Commands.
  
  6.4.1   Introduction.
  
  The ability to manipulate blocks of text is an invaluable editing  
  aid because it lets you mark a passage of text 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 may be copied from one KeySoft option to  
  another.  For example, you may copy text between the  
  Wordprocessor, Diary, and Address List, and from the KeyTerm  
 
 screen.
  
  A "block" of text means any continuous section of text.  A block  
  can be any size from a few words, a sentence, a couple of  
  paragraphs, all the way up to an entire document.  You may define  
  a block of text by inserting special markers.  You may then move  
  or copy the marked block in a two-step procedure:
  
  Step 1. Move or copy the block to the clipboard.
  
  Step 2. 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  
  which 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.
  
  6.4.2   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 may enter by pressing CONTROL with  
 $ B.  There are 11 items in the menu, presented in alphabetical  
 % order as follows:
 & 
 ' Append block to clipboard,
 ( Bottom marker insertion,
 ) Copy block to clipboard,
 * Delete block,
 + Erase block markers,
 , Insert file,
 - Move block to clipboard,
 . Paste clipboard,
 / Read block,
 0 Store block, and
 1 Top marker insertion.
 2    Items on the menu may be selected either by using the RIGHT and    LEFT ARROW keys followed by ENTER, or by typing the first letter    of the required selection.  For example, pressing "I" would    access the Insert File command.    6.4.3   Marking a Block.    Before performing any block operation, you must define the block.     This is done by putting markers at the top and bottom of the text   	 you wish to manipulate.  Follow these two steps to mark a block: 
   Step 1.To mark the top of the block, move the cursor onto the   first character of the block, and press CONTROL with B  
 to enter the Block Commands Menu.  Then press T, for   Top, to insert the top block marker.  KeySoft will   confirm, "Top of Block", and you will be returned to   edit mode.    Step 2.To mark the bottom of the block, move the cursor just   past the last character you want included in the block,   and press CONTROL with B to enter the Block Commands   Menu.  Then press B, for Bottom, to insert the bottom   block marker.  KeySoft will confirm, "Bottom of Block",   and you will be returned to edit mode.    Only one block may be marked within a file at a time.  To change    the position of either block marker, just set a new one.  For    example, if you set a new top marker, the old top marker will be    removed.  You may check the exact position of block markers by    reading the text with character or word review commands, such as    LEFT ARROW, or READ with K.     You may perform other editing functions without affecting the   ! block markers.  Block markers are saved with a document. "  # 6.4.4   Marking Sections Of Text. $  % In addition to marking a block by manually inserting the top and   & bottom markers, you may automatically mark the current word,   ' sentence, line, paragraph, or 10 line block by using the   ( corresponding review command while at the Block Commands Menu. )  * For example, to mark the current sentence, first ensure that you   + are in Text Access mode by pressing READ with X.  Enter the Block   , Commands Menu by pressing CONTROL with B, and mark the current   - sentence by pressing READ with I.  KeySoft will say "Sentence   . marked", and you will be returned to the    Block Commands Menu.  You may now use any of other block commands    to copy, store or read the paragraph you have marked.    The marking commands are as follows:    In Text Access mode enter the Block Commands menu by   pressing CONTROL with B and:    To mark the current word, press READ with K. 	 To mark the current sentence, press READ with I. 
 To mark the current paragraph, press READ with 8.    In Column Access mode, enter the Block Commands menu by  
 pressing CONTROL with B and:    To mark the current word, press READ with K.  To mark the current line, press READ with I.  To mark the current 10 line block, press READ with 8.    NOTE:  A marked word or sentence will include any punctuation    and/or spaces following the text.  A marked line, paragraph or    10-line block will include any punctuation and/or New Lines    following the text.    6.4.5   Erase Block Markers.    If required, the Block Markers can be removed after a block    function has been completed.  To Erase block markers, press    CONTROL with B, then E, for Erase.  The cursor position remains    unaltered.    6.4.6   Read Block.    ! You may read a block to check that the top and bottom markers   " have been correctly defined.  To read a block, press CONTROL with   # B, then R, for Read.  KeySoft will say, "Block read", and then   $ the text in the block, followed by, "End of block", and the   % current word under the cursor. &  ' Like the other reading commands, you can press READ with SPACE at   ( any time to stop the cursor at that point, or press ESCAPE to   ) abandon the reading and return the cursor to its original   * position. +  , If a block has not been marked when the block read command is   - executed, KeySoft will reply with the error message, "Can't find   . two block markers", and you will be returned to the Block   / Commands Menu. 0  1 
   6.4.7   Copy Block to Clipboard.
  
  This command allows you to copy a block of text to the clipboard.   
  To do this, first mark the top and bottom of the block you wish  
  to copy.  Then, from the Block Commands Menu, select "Copy block  
  to clipboard".  The marked block of text will then be copied into  
  the clipboard, and KeySoft will say, "Block copied to clipboard".   
  The original text, including the block markers and the cursor  
  position, will remain unchanged.
 	 
 
 Block commands may take a few seconds to execute if a large block  
  of text is involved.
  
 
 6.4.8   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, from the Block Commands Menu,  
  select "Append block to clipboard".  The marked block of text  
  will then be copied into the clipboard, and placed after any  
  existing contents.  KeySoft will say, "Block appended to  
  clipboard".  The original text, including the block markers and  
  the position of the cursor, will remain unchanged.
  
  6.4.9   Move Block to Clipboard.
  
  This command allows you to remove a block of text from its place  
  in the document, and put it into the clipboard.  To do this,  
  first  mark the top and bottom of the block you wish to move.   
   Then, from the Block Commands Menu, select "Move block to  
 ! clipboard".  The marked block of text will be removed from the  
 " document and placed in the clipboard.  KeySoft will say: "Block  
 # moved to clipboard", and then repeat the current word under the  
 $ cursor.  The cursor position will remain unchanged if it was  
 % outside the block when it was moved.  If it was inside, the  
 & cursor will be placed where the block was.
 ' 
 ( 6.4.10  Paste Clipboard.
 ) 
 * This command allows you to copy the contents of the clipboard  
 + into a document.  Before using the "Paste" command, you should  
 , copy or move the required block of text into the clipboard. Then  
 - position the cursor at the point where you wish to insert the  
 . clipboard contents.  This may be in the original document, or you  
 / may quit editing the original document and select another.  Place  
 0 the cursor at the exact spot that the first character of the  
 1 block should appear.
 2    From the Block Commands Menu, select "Paste block".  The text in    the clipboard will be inserted in the current document, and    KeySoft will say, "Clipboard pasted".    The cursor will now be    on the first character of the pasted block, and the word under    the cursor will be spoken.  There will be no block markers in the    pasted text.    The contents of the clipboard will 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 KeySoft functions.  For example, you may copy a passage    to the clipboard, select the diary, and then return to editing.     The clipboard contents will be unchanged.    6.4.11  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 top and bottom of the block you    wish to delete.  Then, from the Block Commands Menu, select    "Delete block".  KeySoft will say: "Delete block. Sure?"  Press    "Y" to confirm the deletion, or "N" if you have decided not to    delete the block.    The cursor position will remain unchanged if it was outside the    block when it was deleted.  If it was inside, the cursor will be    placed where the block was.    6.4.12  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 may contain formatting characters like New Page   ' markers, and these will remain part of 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. -  . 6.4.13  Store Block. /  0 This command allows you to store a block of text in another file,   1 instead of in the clipboard.  The other file may already exist,   2 or you may create it as part of the Store Block process.  Follow     these steps to store a block:    1Mark the top and bottom of the block you wish to store.    2.Press CONTROL with B, then S, for Store.  KeySoft will   prompt:  "Store block to Drive?"    3.Press the appropriate drive letter, then select the file in   which you want to store the block, in the same way as you  	 select a file to copy to.  (Refer to Section 4.4.) 
   You can store a block directly to a DOS file if you wish.  To do    this, press CONTROL with T at the filename prompt.  When KeySoft   
 prompts, "File type. KeySoft or DOS?" press D.  Now enter a DOS    filename in any of the usual ways.  KeySoft will use the options    setup in the Translation menu, as in section 4.9.    If you are storing the block in an existing file, you will be    offered the options of appending the block to the bottom of the    document, or replacing the complete document.    The process of storing a block does not remove that block, or its    markers, from the current document.    6.4.14  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.  Follow these steps to insert a    file:    ! 1.Position the cursor at the point where you want the first  " character of the inserted file to appear. #  $ 2.Press CONTROL with B, then I, for Insert.  KeySoft will  % prompt: "Insert file from Drive?"  Press the appropriate  & drive letter, then select a file in the same way as  ' selecting a file to copy from.  (Refer to Section 4.4.) (  ) You can insert a DOS file if you wish.  To do this, press CONTROL   * with T at the filename prompt, and when KeySoft prompts, "File   + type. KeySoft or DOS?" press D.  Now enter a DOS filename in any   , of the usual ways. -  . When inserting a DOS file, KeySoft uses the options setup in the   / Translation Menu.  (Refer to Section 4.9.) 0  1    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.    6.4.15  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, the preparation of any document which   	 contains some standardized text and layout is made much easier.    
 Follow these steps to generate personalized memos:    Step 1.Prepare a file containing the text which is to be  
 common to all recipients.    Step 2.Open another file 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   CONTROL with B, then I.  Follow the procedure outlined   in the previous section to select the file containing   the common text.  Then save this memo, and open another   file for the next memo.    6.5     Centering Text.    The Center Text command allows you to position a heading or line    of text mid-way between the left and right margins.   Follow    these steps to center text:    Place the  cursor  anywhere on  the  line of  text  to be    centered, then !  " Press CONTROL with C. #  $           KeySoft prompts:  "Center line". %  & The cursor remains positioned at the same point in the line of   ' text. (  ) To remove centering, position the cursor on the Center Text   * marker at the start of the line.  Then press CONTROL with COMMA   + to remove the Center Text marker. ,  -    6.6     Underlining.    Underlining can be switched on or off at any point of the text.      When switched on, underlining will continue until an "Underline    Off" command is encountered.  To avoid underlining large sections    of text inadvertently, each time a New Line is commenced (by    pressing ENTER),              KeySoft prompts:  "Underline on" 	  
 To check or change the underline status at any point:    Press CTRL with U. 
       KeySoft prompts:  "Underline. Currently off"    Press ENTER to leave it off or N to turn it on.    a)   To Underline Text as you Type    Press CONTROL with U followed by N to turn underlining on.    Type the text to be underlined, then press CONTROL with U   followed by F to turn underlining off.    b)   To Underline Existing Text    Move the cursor to the start of the text, then press CONTROL   with U followed by N to turn underlining on.    Move the cursor to the end of the text, then press CONTROL   with U followed by F to turn underlining off.    ! c)   To Remove Underlining "  # Use the Search  command using the  search string "CONTROL  $ with U  N" to  position the  cursor to  the  Underline On  % marker.   Press CONTROL with COMMA to delete the marker. &  ' Use the Search command using the search string "CONTROL with  ( U  F" to position the cursor to the associated Underline Off  ) marker.  Press CONTROL with COMMA to delete the marker. *  + d)   Reviewing Underlining ,  -    KeyWord announces "Underline On" and "Underline Off"   commands when you are reviewing text on a character by   character, or word by word basis.  Reviewing text with the   Review Voice punctuation level set to 4 or 5 will also   announce the positions of Underline commands.    6.7     Right Justify Line.    A line of text may be right-justified so that the last character   	 is positioned on the right margin.   For example, you may wish to   
 type the date at the top of a letter and position it so that it    is in the top right hand corner.   
 Place the  cursor  anywhere on  the  line of  text  to be   right-justified, then                   Press CONTROL with R.          KeySoft prompts:  "Right Justify Line",    and the cursor remains positioned at the same point in the   line of text.   To remove right justification, position the   cursor on the Right Justify marker at the start of the line.    Then press CONTROL with COMMA to remove the Right Justify   Line marker.      6.8     Binding Spaces.    With word wrap set to On, KeyWord formats paragraphs by breaking    lines such that no part of a word will exceed the right margin.      That is, when a whole word will 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 (T. Brown) to   # appear on separate lines. $  % Pressing CONTROL with the SPACE BAR produces a "binding space"   & which may be used to bind two adjacent words together as if they   ' were a single word.   A binding space prints as a space, but is   ( not considered a word separator. )  * 6.9     Text and Column Access Modes. +  , The normal method of reading through documents is by stepping   - through the text in sentences and paragraphs, this is called Text   . Access mode.   If however you want line oriented access, which is   / particularly useful when you have information    laid out in columns, you need to select Column Access mode.      This mode also allows text to be deleted on a line basis.    Press READ with C to select Column Access.             KeySoft prompts:  "Column access".    to confirm that you are now in Column Access mode.   	 Press READ with X to return to Text Access. 
             KeySoft prompts:  "Text access".   
 6.9.1   Reading Text in Column Access.    In Column Access mode, the "read a sentence" and "read a    paragraph" commands are replaced with "read a line" and "read 10    lines".  You can read back, current, or forward in the same    manner as when you are reading sentences and paragraphs.    The Column Access Read commands are:    Up a Line:  READ with U.Reads one line up from the cursor,   leaves the cursor on the first   character of the first word of that   line.    Current Line:  READ with I.Reads the current line, leaves the   cursor in its original position.    Down a Line:  READ with O.Reads one line down from the   cursor, leaves the cursor on the    first character of the first word  ! of that line. "  # Up 10 Lines:  READ with 7.Reads 10 lines up from the cursor,  $ leaves the cursor on the first  % character of the first word of the  & first line. '  ( Current 10 Lines: READ with 8.Reads 10 lines starting with  ) the current line, leaves the  * cursor on its original  + position. ,  -    Down 10 Lines: READ with 9.Reads 10 lines starting 10 lines   down from the cursor, leaves the   cursor on the first character of   the first word of the first line.    If there are not 10 lines of text to read, the available lines    will be read.  Reading may be stopped in the normal manner by    pressing READ with SPACE.  Reading may be abandoned and the    cursor returned to its original position by pressing ESCAPE. 	  
 6.9.2   Deleting Text in Column Access.    In Column Access mode, the delete to end of sentence and delete   
 to end of paragraph commands are replaced by delete to end of    line and delete 10 lines forward of the cursor.    The Column Access Delete commands are:    Delete to End of Line:  Press CONTROL with I.     KeySoft prompts:  "Delete to end of line.  Sure?"    Press Y to confirm the deletion or N otherwise.    This deletes all text from the cursor position to the next   Line Break or New Line marker.  The marker is also deleted.    The New Line character is not deleted.    Delete 10 Lines:  Press CONTROL with 8.         KeySoft prompts:  "Delete 10 lines. Sure?"     Press Y to confirm the deletion or N otherwise. !  " This deletes 10 lines of text forward from the cursor  # position.  It removes the text and Line Break or New Line  $ markers. %  & To select Text Access mode again at any time,  '  ( Press READ  with X. )  *           KeySoft prompts:  "Text Access" +  , to confirm that you are back in Text Access mode.   Text  - Access mode is automatically reselected when you return . to the KeyWord Menu. /  0    Try changing the format of your document and moving around it by    using the Column Access mode to understand the effects of the    format commands.    6.10    Moving to the Start of the Next Line.    It is possible to jump to the first position on the next line    without inserting a New Line in the document.   	 To do this: 
   Press READ  with ENTER.   
 KeySoft prompts:  "New Line, or Line Break, and the word under    the cursor"    6.11    Moving to the Next Tab.    It is possible to jump to the next TAB position without inserting    a TAB into the document.    To do this:    Press READ  with TAB.       KeySoft prompts:  "The word under the cursor"    Note that this command jumps to the next TAB position, regardless    of whether there is actually a TAB character in the text.    6.12    Inserting the Date.     To include the date in your document, put the cursor where you   ! want the date to be inserted, and press CONTROL with F6. "  # KeySoft will ask, "Insert today's date or printing date?"  If you   $ press "T", KeySoft will insert today's date.  If you press "P",   % KeySoft will put in a special "Insert date" character, and the   & current date will be substituted whenever the document is   ' printed, or when it is used as a template file or script file. (  )    6.13    Inserting the Calculator Result.    The result of a calculation performed by Keyplus can be inserted    in your document, by positioning the cursor where you want the    result to be placed, and then pressing CONTROL with FUNCTION KEY    5.  KeySoft will announce the result as it is inserted.    6.14    Inserting an Address.   	 A person's name and address, or other details, may be copied from   
 an address list and inserted into your current document. This    procedure is described in the chapter about KeyList, section 9.8.   
 6.15    Inserting a Field.    When KeyWord is used to create template files and script files, a    special "Field name" character may be inserted in a document.     This function is obtained by pressing CONTROL with A.  The    creation of a template file is discussed in section 9.9, while    the generation of script files is described in section 10.23.    6.16    Changing Type Styles Within a Document.    Most printers have the capability of producing numerous type    styles, such as italics, bold, elongated, compressed, subscripts    and so on.   These special typefaces can enhance the appearance    of a document and to take advantage of this, KeyWord allows    commands to change type styles to be embedded in the text.    For ease of remembering, KeyWord uses a single alphabetical    character to select each type style.  For instance, I signifies    italics, B for bold, E for elongated.   A full listing of type     styles available is contained in Appendix C. !  " Press CONTROL with T to start a new type style. #  $            KeySoft prompts:  "Type style" %  & Type a letter to select the required type style. '  (  KeySoft prompts:  "Type style (p).  Currently off" )  *    where p is the letter designating the chosen type style.   KeySoft will describe the type style if it is implemented in   the current printer driver.    To turn the type style on, press N.   To  turn it off, press   F.  To leave the type style unchanged, press ENTER.    Type Style commands are announced in the text when the cursor    passes over them and can be deleted like any other character, if   	 required. 
   6.17    Changing the Editing Drive or Directory.   
 The default drive for KeySoft is C, and the default directory for    KeyWord documents is \keynote\text.  KeySoft allows files to be    edited directly from any drive and directory available on your    system.  Follow these steps to change the drive or directory you    wish to edit from:    Enter Edit  from  the  KeyWord  Menu.   At  the  "Filename"   prompt, press CONTROL with D.        KeySoft prompts:  "Drive? press ENTER for (Default)".    Type the required drive letter, or use RIGHT and LEFT ARROW   to review the  list of available  drives, and press ENTER to   select one.         KeySoft prompts:  "Directory name?  Press ENTER for            \keynote\text".     You may now follow the prompts to select the required directory     and filename in the usual manner.  When editing a file on a   ! floppy disk or PCMCIA card, do not remove the disk or card   " containing the file until after returning to KeyWord or the Main   # Menu. $  % When printing, you may use the same method to select a document   & from a different drive or directory.  At the prompt for the   ' filename to print, as described in section 5.3, press CONTROL   ( with D, and then select the required drive, directory and   ) filename. *  + If you change the drive or directory, remember that this choice   , becomes the default for editing and printing, until you use   - CONTROL with D to change it again. .  /    6.18    Write File to Disk.    The Write File command causes the current file to be written to    disk.  It is good practice to save a file regularly while    editing, so that a recent version is always on disk.   This    guards against losing work if your computer accidentally loses    power during an editing session.  Follow these steps to write a    file:   	    Press CONTROL with W. 
      KeySoft prompts:  "File has not been modified,"   
 if this is so, and then KeySoft prompts, "Filename?"       Either:     Press ENTER to over-write the old file,       Or:         Type a new filename and press ENTER to write  the changed file to a new name,       Or:         Press CONTROL  with D  to select  another drive  and directory.    Note that if a new filename is entered, this becomes the current    filename, and is used to save the file when you return to the    KeyWord Menu after the editing session.    6.19    Quit Edit.    The Quit Edit command allows you to leave a file without saving    changes made during the current edit session.  If you have used    the Write File command, CONTROL with W, during the session, only     changes made from that time on will be lost. !  "    Press CONTROL with Q. #  $  KeySoft prompts:  "Lose changes. Sure?" if changes have been %                        made, &  '                  or "Abandoning Edit", if not. (  ) If changes have  been made  and you  still wish  to leave  * edit, press Y to confirm your choice.  KeySoft will reply + with "Abandoning Edit", and return to the KeyWord Menu. ,  -    6.20    Insufficient Disk Space.    When a file is being written to disk in edit mode, there may be    insufficient disk space free.  The following options are    available.       Change the drive.       Erase another file to make room. 	  
    Return to Edit  and re-write  sections to reduce  the file     size.   
    Abandon the  changes made  to  the file  during  that edit     session.    End of Chapter 6.      