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Lotus Smart Suite General TipsLAST UPDATED: 08 Mar 2009 17:03:55 -0600
General tips 1-2-3 Freelance graphics WordPro
General tipsPRESS ALT-F4 CLOSING A SMARTSUITE DIALOG BOX MOVING BETWEEN WINDOWS IN SMARTSUITE INSTALLING ALL OF SMARTSUITE CREATING A NEW DISK FOR SMARTSUITE FILES ELIMINATING SUITESTART QUIETING THE SMARTCENTER DRAWERS WORKING WITH SMARTSUITE INFOBOXES USING KEY STROKES IN A SMARTSUITE DIALOG BOX MAKE A GROUP UPDATING FROM A DISTANCE REVERSE COLORS FILE DELETION SELECT THIS MUCH SIZE THEM ALL MORE FONTS FOR DROP CAPS WEEKDAYS ONLY Y2K 1-2-3 QUESTIONS HOW TO GET RID OF THE SMARTSUITE REGISTRATION REMINDER WORKING WITH SMARTSUITE PROPERTIES CREATING A NEW FOLDER FOR YOUR SMARTSUITE DOCUMENTS
1-2-3CELL FILLINGS 1-2-3 DRAG AND DROP NAMING RANGES THAT INTERSECT IN 1-2-3 WORKSHEETS DRAG DATA TO 1-2-3 CHANGING TEXT COLOR IN 1-2-3 CELLS ONE FORMULA, MULTIPLE CELLS NAMING YOUR WORKSHEETS IN 1-2-3 SET 1-2-3 TO FOUR-DIGIT YEARS USING THE OLD 1-2-3 MENU QUICK SUMS USING THE 1-2-3 FORMULA MARKER IMPORTING A TEXT FILE INTO 1-2-3 NUMERIC FIELDS IN AN APPROACH DATABASE FINDING THE SERIAL DATE IN 1-2-3 Working with time formats in 1-2-3 ADDING COLOR TO 1-2-3 WORKSHEETS FINDING THE MAXIMUM VALUE IN A 1-2-3 RANGE MOVING BETWEEN WORKSHEETS IN A 1-2-3 WORKBOOK CHANGING THE MARKER SYMBOL IN 1-2-3 LINE CHARTS PRINTING 1-2-3 CHARTS DRAGGING CELLS FROM 1-2-3 TO WORD PRO DOCUMENTS SELECTING A DESIGNER FRAME IN 1-2-3 WORKSHEETS SLANTING HEADER TEXT IN 1-2-3 WORKING WITH TITLES IN 1-2-3 PASTING CELLS IN 1-2-3 OPENING A BLANK WORKSHEET IN 1-2-3 USING A TEXT BOX IN 1-2-3 PRINTING MULTIPLE 1-2-3 WORKSHEETS MODIFYING 1-2-3 CHART COLORS USING GALLERY STYLES IN YOUR 1-2-3 WORKSHEETS ROUNDING NUMBERS IN 1-2-3 LIMITATIONS ON 1-2-3 RANGE NAMES CHANGING ROW HEIGHT IN 1-2-3 WORKING WITH DOLLAR FORMATS IN 1-2-3 SOME KEYBOARD SHORTCUTS FOR 1-2-3 WORKING WITH CHARTS IN 1-2-3 GETTING THE TOTALS IN 1-2-3 DISPLAYING DAYS IN 1-2-3 DESIGNING 1-2-3 WORKSHEETS WITH DESIGNER FRAMES MOVING TO A NEW 1-2-3 WORKSHEET MAKE IT ABSOLUTE
Freelance graphicsDRAWING IN FREELANCE GRAPHICS ANIMATING CLIPART ON A FREELANCE GRAPHICS SLIDE IMPORTING BMP PICTURES INTO FREELANCE GRAPHICS SLIDE STARS ON YOUR SLIDES PICK A COLOR CAPTURE YOUR SCREEN REUSING YOUR SLIDES DRAG IN A PICTURE USING PICTURES AS BULLETS IN FREELANCE GRAPHICS SLID ATTACHING SOUND TO A CLIPART PICTURE IN FREELANCE ADDING A CONTROL PANEL TO FREELANCE GRAPHICS SLIDES ADD YOUR OWN PICTURES TO THE FREELANCE GRAPHICS CLIPART LIBRARY PLACING A LOGO ON EVERY FREELANCE GRAPHICS SLIDE CHANGING THE ANIMATION SEQUENCE OF FREELANCE GRAPHICS OBJECTS PASTING PICTURES INTO FREELANCE GRAPHICS CHARTS RUNNING A FREELANCE GRAPHICS SLIDE SHOW FROM THE DESKTOP HIDING FREELANCE GRAPHICS OBJECTS A FREELANCE GRAPHICS SLIDE ANIMATION RELOCATING FREELANCE GRAPHICS SLIDE SHOWS USING FREELANCE GRAPHICS LAYOUTS USING OUTLINER IN FREELANCE GRAPHICS DRAGGING TEXT IN FREELANCE GRAPHICS SLIDES SPACING OBJECTS ON A FREELANCE GRAPHICS SLIDE CHANGE THEM ALL
WordProGO TO PAGE WHATEVER OPEN FIND AND REPLACE IN THE LINEUP BORDER THIS START WITH A BLANK SLIDE GET YOUR FILES BACK GRAMMAR MY WAY ADD WORDS NOW NOTE THIS ANY WIDTH YOU WANT DISPLAYING ALL FILE TYPES IN THE WORD PRO OPEN DIAL ACCESSING WORD PRO DOCUMENT STATISTICS CHANGING THE WORD PRO DEFAULT FOLDER COMPLETE CONTROL REPLACE THE PAGE BREAK SHOW MISSPELLINGS MAKE A PAGE SELECT AND DELETE USE A SUBSCRIPT GO TO A PAGE BLUE TEXT TYPE OVER THE TEXT WORKING WITH WORD PROS AUTOMATIC NUMBERING OPTION INSERTING SYMBOLS WITH CHARACTER MAP INSTALLING THE WORD PRO GRAMMAR CHECKER JUST A TOUCH VERTICAL TEXT WHAT GOES FIRST ALL THE SAME ANIMATED WINGDINGS FONT CHANGES CONVERTING TEXT TO A TABLE IN WORD PRO DOCUMENTS PLACING WORD PRO TEXT IN THE CENTER OF THE DOCUMENT INSERTING A WATERMARK IN WORD PRO DOCUMENTS HOW TO SPECIFY INDEX ENTRIES IN WORD PRO DOCUMENTS SETTING THE AUTOMATIC SAVE TIME IN WORD PRO SETTING THE UNDO LEVEL IN WORD PRO WORKING WITH SPECIAL SYMBOLS IN WORD PRO MOVING TO A NEW PAGE IN WORD PRO DOCUMENTS A WORD PRO GRAMMAR LOOPHOLE USING NUMERIC TABS IN WORD PRO DOCUMENTS CHECK YOUR FORMATTING IN WORD PRO DOCUMENTS EDITING WORD PRO DOCUMENTS USING WORD PROS SMARTCORRECT FEATURE TO CORRECT COMMON TYPOS CHANGING THE WORD PRO DEFAULT FONT SETTING WORD PROS PARAGRAPH SPACING USING SHORT FILE NAMES FOR WORD PRO DOCUMENTS USING SINGLE-LETTER SMARTCORRECT ENTRIES IN WORD PRO SOME WORD PRO KEYBOARD SHORTCUTS CHANGING FONT SIZE IN WORD PRO DOCUMENTS INSERTING A PICTURE INTO A WORD PRO DOCUMENT USING UNDO IN WORD PRO DOCUMENTS SET UP A WORD PRO FORM LETTER USING CLICK HERE BLOCKS CHANGING THE LINE SPACING IN A WORD PRO DOCUMENT USING TEXT FRAMES IN WORD PRO DOCUMENTS DELETING TEXT THE EASY WAY IN WORD PRO DOCUMENTS TURNING OFF WORD PROS WELCOME SCREEN SELECTING TEXT IN WORD PRO AUTOMATIC NUMBERING COPY WITH THE MOUSE SELECTIVE REGROUPING
PRESS ALT-F4"Many people seem unaware of the fact that you can very quickly close any active Windows 95 or 98 program by simply pressing Alt-F4. This works for SmartSuite programs as well as all true Windows 95 programs." Alt-F4 does indeed shut down all Windows programs. The only potential problem with using Alt-F4 is that you might unintentionally start to shut down Windows. If this should happen, just click No when the shutdown dialog box appears.
CLOSING A SMARTSUITE DIALOG BOXAlthough we always tell people to click the Close box to close a dialog box, this isn't the only way to do the job. Elliot is correct--you can close an open dialog box (Infobox) by pressing Alt-F4. You can also press Alt-Spacebar and then press C.
MOVING BETWEEN WINDOWS IN SMARTSUITE"I commonly work with several documents open in Word Pro and 1-2-3. I discovered that in all SmartSuite programs, you can move between windows by simply pressing Ctrl-Tab." If you'd like to check this one out, run Word Pro, 1-2-3, or Freelance Graphics and open at least two documents. Now press Ctrl-Tab to switch to the next open document.
INSTALLING ALL OF SMARTSUITE"When I installed SmartSuite, I chose Typical without thinking much about it. I assumed that a Typical install would provide everything I need. Only later did I discover that many features were missing. "If you really want to make sure you install everything you might want to use, choose Custom rather than Typical. When the installation process begins, select each application and click Customize. Now you can select all the elements you want for each application." That is correct--by default SmartSuite doesn't install all its features. Fortunately, you can add them at a later time. To do this, just insert your SmartSuite disc into the CD-ROM drive. The disc should open automatically. Click Install to get started, then follow through as suggested, selecting whatever components you need.
CREATING A NEW DISK FOR SMARTSUITE FILES"I saw a program recently that creates a separate drive letter for Word Pro, 1-2-3, and other files. The program assigns the data folder to drive X:. This way, you can keep track of your files more easily. My friend uses this program, and to make a backup of her SmartSuite data files, she simply copies all of drive X: to drive A:. She doesn't know where the program came from because her IS people installed it. Do you know where I can find this program?" This is really a Windows (or MS-DOS) question, but here's the story--you don't need to buy a program. Run Windows Explorer to go to the root folder. Right-click autoexec.bat and choose Edit. Add to the existing code subst X: C:\lotus\work\wordpro and choose File, Save. If your data is in a different folder, substitute your path for the one shown. Now restart your computer--you will find your data on drive X:. If you have no autoexec.bat file in your root folder, right-click the folder pane in Windows Explorer, choose New, Text Document, and name the new document autoexec.bat. When Explorer asks if you're sure about changing the extension, press Enter. Now enter subst X: C:\lotus\work\wordpro and choose File, Save. Restart your computer to activate the changes.
ELIMINATING SUITESTART"When I first installed SmartSuite about a month ago, I really liked having SuiteStart in the taskbar. Now I find it a bit of a pain. It takes up too much room and isn't worth the trouble. How do I eliminate it?" Right-click in SuiteStart and choose Exit. Now right-click Start and choose Open. When the Start menu opens, double-click Programs. Next, double-click Startup and delete SuiteStart. Hold down the Shift key and click the Close box in the Startup folder to close all open Start menu windows. The next time you start your computer, StartSuite won't appear.
QUIETING THE SMARTCENTER DRAWERS"I am a new SmartSuite user, and I love it. My only complaint is the horrible noise the SmartCenter drawers make when they open and close. I had to turn down the speakers when using SmartSuite. Is there a way to get rid of this sound?" Yes, there is a way, and it's a good thing, too. Click Lotus, and choose SmartCenter Properties. When the SmartCenter Properties dialog box opens, click the Effects tab. You will begin with the default Open Drawer in the Event list box. Click the arrow at the right side of the Sound list box and choose None. Now click the arrow at the right side of the Event list box to expand the list. Select the next event and then select None for its sound. Continue until you have eliminated all the sounds, then click OK to close the dialog box and save your changes.
WORKING WITH SMARTSUITE INFOBOXESWe recently pointed out that you can leave a property dialog box open when you need to work with several settings in a document. Here is another suggestion about how to use the various SmartSuite Properties dialog boxes. "When you need to continue working with a Properties dialog box, you can double-click the title bar and reduce the size of the Properties dialog box, then just tuck it away in a convenient location until you want to use it again. This saves a lot of work when you need to access the Properties dialog box frequently." Indeed, this does save some time and work. If you want to give this a try, just open any Properties dialog box--you can do this quickly by either clicking the diamond-shaped icon on your menu bar, or by selecting an object, then clicking it and choosing Properties. When the Properties dialog box appears, double-click its title bar. It shrinks, and you can move it off to the side. To expand it back to its full size, just double-click the title bar again.
USING KEY STROKES IN A SMARTSUITE DIALOG BOXIf you prefer, you can work with SmartSuite dialog boxes without using the mouse. Suppose you're using Word Pro, and you decide to change some text. You could press Alt-Enter to open the Properties dialog box. The dialog box should open at Font, Attribute, And Color. If it doesn't, just press the right and left arrows on your keyboard to select the correct tab. Now press the Tab key once. This will get you into the Font Name list. You can use your keyboard's up and down arrows to scroll through the list. When you find what you want, press Enter. To set the font size, press Tab to get to the Size list and use the arrow keys to choose a size. Press Enter to accept your choice and press Tab to get to the Attributes list. Make a selection with the arrow keys again. When you finish making all your selections, press Alt-F4 to close the dialog box.
MAKE A GROUP"It's nice to be able to group pictures together in Freelance Graphics. When they are grouped together, you can move or size them all together. But what can you do about text in a slide? It would sometimes be nice to group text, too." Actually, there's nothing to keep you from grouping text along with pictures. Freelance Graphics lets you group objects--and text and pictures are both objects. Try this: Run Freelance Graphics and open a blank slide. Now click ClipArt and select a picture to insert. Next click Drawing and Text. When the Tools toolbar opens, click the Text tool (its icon is ABC) and use the mouse to draw a place for the text. After you enter the text, click OK. Now click the text to select it, then hold down Shift while you click the ClipArt picture. With both selected, choose Collection, Group. This groups the text and the picture together. When you size this new group, both the text and the picture resize.
CELL FILLINGS"I recently ran across something in 1-2-3 I thought might be worth passing along. I found I could type a 1 into cell A1, then drag the cell diagonally to fill as many cells as I wanted with sequential numbers." Let's look at what Mark is talking about. Type 1 into cell A1. Now move the mouse over A1 until the cursor turns to a double arrow (vertical and horizontal). Drag the mouse diagonally to J25. What you'll get is columns of numbers with 1 to 25 in column A, 51 to 75 in column B, 76 to 100 in column C, and so on, up to 250 in cell J25.
NOTE THISMost people use Freelance Graphics' Speaker Notes option when running their practice sessions. To use this utility, start the slide show. Right-click the current slide and choose Speaker Notes. When the Speaker Note dialog box opens, type in your notes and click OK to close the dialog box. After you reach the end of your slide show, choose Page, Open Speaker Note. When the Speaker Note dialog box opens, you'll see the note for the current slide. To view the other notes, click either the forward or the back arrow in the Speaker Note dialog box. Clicking forward moves you to the next slide in the sequence and clicking the back arrow moves you to the previous slide. When you finish with the Speaker Note dialog box, click OK to close it.
GO TO PAGE WHATEVER"I have quite a few very long Word Pro documents. Is there an easy way to get to a specific page? It takes forever using Page Down and so forth." What you need is Word Pro's Go To command. Let's say you want to get to page 25 in your long document. Just open the document and choose Edit, Go To. When the Go To dialog box opens, type 25 and click OK to close the dialog box and navigate to page 25. If you prefer using keystrokes, you can press Ctrl-G to open the Go To dialog box.
OPEN FIND AND REPLACE"When you have Find And Replace open in Word Pro, it disappears when you open another document. If you need Find And Replace in the new document, you'll have to open it there." To see what is going, run Word Pro and open two documents. In one of the documents, press Ctrl-F to open Find And Replace. Now choose Window and select the second document. The Find And Replace dialog box disappears. If you want to use it in the second document, you'll need to press Ctrl-F again.
1-2-3 DRAG AND DROP"I know how to use drag and drop in Word Pro, but is there a way to use it in 1-2-3?" Yes, there sure is. To see how it works in 1-2-3, enter some numbers into cells A1 and A2. Now select both cells and move the mouse pointer slowly toward the edge of the selected cells. Just as you cross into the selected area, the cursor turns into a small hand icon. When this happens, press the mouse button and drag the two cells to a new location. Release the mouse button to complete your drag and drop.
IN THE LINEUP"Is there a way to make all the objects on a slide line up in Freelance Graphics? I would like to insert three ClipArt pictures and have the bottom of all the pictures line up across the slide. What I do now is draw a line across the bottom of the slide where I want the pictures to line up, then drag the pictures to the line. Then I delete the line. Although this method works, I suspect there might be an easier way." There is definitely an easier way to line up objects in Freelance Graphics. Try this: Place your ClipArt pictures on the slide, then drag one of the pictures to where you want them. Now click one of the pictures to select it. Next press and hold Shift while you select the remaining pictures. Now choose Collection, Align. When the Align Objects dialog box opens, select Align Bottoms and click OK to close the dialog box and record your selection. The objects now all align to the level of the picture closest to the bottom of the slide.
BORDER THIS"To add a border to existing Word Pro text, you can select the text and then press Alt-Enter to open the Text Properties dialog box. Click the Color And Line Style tab (it's the one with the blue, yellow, and red lines) and under Lines Around Paragraph, click the type of border you want to apply. After you make your selections, close the dialog box (click the close box in the upper right corner)."
START WITH A BLANK SLIDE"When you start Freelance Graphics, you always end up with some slide template. I sometimes would like to start with a completely blank white slide. Is this possible?" Although Freelance Graphics offers a large number of templates, it is certainly possible to start with a completely blank slide. To do this, run Freelance Graphics. When the Welcome to Lotus Freelance Graphics dialog box opens, click the Create A New Presentation Using SmartMaster tab. Under 1. Select A Content Topic, select No Content Topic. Under 2. Select A Look, click Blank, then click OK to close the dialog box. Freelance Graphics now opens the New Page dialog box. In this dialog box, select Blank Page and click OK to close the dialog box and apply your selection. Freelance Graphics now opens a completely blank white slide.
GET YOUR FILES BACK"I recently started using Word Pro. If I accidentally delete a Word Pro file, how can I get it back? Is it gone forever?" Deleted files aren't necessarily gone forever, because they get temporarily stored in the Windows 95/98 Recycle Bin. So although you can't recover deleted files from within Word Pro, you can restore them from the Recycle Bin. To recover your file, go to the Windows 95/98 desktop and double-click the Recycle Bin. When the Recycle Bin window opens, locate your deleted file and select it. Now choose File, Restore to restore your deleted file to its original position.
GRAMMAR MY WAY?Is there some way to make the Word Pro Grammar Checker a bit less stringent. Yes, there is. You can make the grammar checker work almost any way you want it to work. To set up the grammar checker, run Word Pro and choose Edit, Check Grammar. When the Grammar Check toolbar appears at the top of the Word Pro window, click Options. When the Options dialog box opens, click the Grammatical Style tab. Now, what do you want the grammar checker to check? Do you want to ignore split infinitives? If so, click the arrow at the right side of the Flag Split Infinitives list box and select Never from the list. You can also tell Word Pro to check--or not check--for repeated sentence openers, too many prepositional phrases, and so forth. After you make all of your selections in Grammatical Style, click the Rules tab. In the Rules section, you can tell Word Pro which rules you want to use and which you'd rather ignore. Just scroll down through the list and see which ones you want. Once you've made all of your selections, click OK to close the dialog box and apply your selections to current and future documents.
NOTE THIS"I like to practice my presentations before a small but friendly audience, and I always take notes of audience comments during the practice sessions. Is it possible to write my notes using the Freelance Graphics software?" There is an option in Freelance Graphics called Speaker Notes. To use this option during one of your practice sessions, right-click your current slide and choose Speaker Notes. When the Speaker Note dialog box opens, simply type your notes, then click OK to close the dialog box and save them. When you want to view your notes, choose Page, Open Speaker Note. When the Speaker Note dialog box opens, you'll see the note for the current slide. To view the other notes (and slides), click the forward or back arrow in the Speaker Note dialog box. Clicking the forward arrow navigates to the next slide in the sequence, and Freelance Graphics displays both the slide and the note for that slide. To move to a previous slide, click the back arrow. When you're finished with the Speaker Note dialog box, click OK to close it.
ADD WORDS NOW"I recently started using Freelance Graphics to make technical presentations, and I use a lot of technical jargon. Is there any way to add a list of these words to the dictionary all at once, instead of having to add words as they get tagged by the spelling checker?" Yes, there is. Run Freelance Graphics and choose Edit, Check Spelling. When the Spell Check dialog box opens, click Edit Dictionary. Click in the New Word entry box and enter your new word. Click Add to place the word into the user dictionary. Repeat until you run out of words (or get tired). If you attempt to add a word that already exists in the main dictionary, Spell Check lets you know by opening a dialog box. When you finish adding words, click OK to get back to the Spell Check dialog box. Click OK again to close Spell Check.
ANY WIDTH YOU WANT"I need to use a two-column format in Word Pro for some newsletters. Is there any way to make one column wider than the other?" You can set the column widths to almost anything you want. First let's look at how to set up a two-column document. Run Word Pro, right-click the page, and choose Page Properties. When the Properties dialog box opens, click the Columns tab (its icon resembles a small newspaper page). Now use the spin box to tell Word Pro you want a two-column document. Click the close box (the X in the upper right corner) to save your changes and close the dialog box. If you don't want the two columns set to the same width, just go to the ruler and drag the columns to whatever size you want. If you cant see the ruler, choose View, Show/Hide, Ruler.
STARS ON YOUR SLIDES"Some time back, you ran a tip on how to start a Freelance Graphics slide show with blinking stars. Could you cover this again?" The original tip discussed how to put several slides in a loop to keep the stars blinking. But if you just want to use a single slide of blinking stars to start your show, you don't have to bother with the loop. Run Freelance Graphics and open a completely blank slide. Right-click the slide and choose Page Properties. When the Properties dialog box opens, click the Color, Pattern, And Line Style tab. Now click the arrow at the right side of the Pattern list box to expand the list, and choose the solid pattern. Expand the Pattern color list box now and choose Black. Close the Properties dialog box now (click the X in the upper right corner). Now you can get those stars going. First bring up the floating toolbar by clicking the Drawing and Text box on the left of the screen. Click the oval tool and draw a small oval or circle on the slide. With the oval still selected, right-click one of the corner boxes and choose Circle/Ellipse Properties. When the dialog box opens, click the arrow at the right side of the Pattern Box and make it black. Now click the arrow at the right side of the Pattern Color list box and select white. Close the dialog box (click the Close box) and right-click the circle again. This time, you need to choose Change Default Properties. When the dialog box appears, informing you this will now become the default for this figure, click OK to continue. Continue adding stars. Since you set the default to white ovals, all the ovals you draw from this point on will be white. Right-click the star you just drew and choose Copy. Next, press Ctrl-V to paste the copied star. The pasted star appears over the original star. Use the mouse to drag it to a new location. Continue pasting stars and dragging them to random positions on your slide. After you finish drawing stars, press Ctrl-A to select all the stars. Right-click a star and choose Circle/Ellipse Properties. When the dialog box opens, click the Screen Show tab (the icon is a small movie projector). Select the radio button labeled Display Page First, Then Display Object. Select the After radio button and enter zero (0) seconds. Click the arrow at the right side of the Transition list box and select Dissolve. Close the dialog box (click Close). To see how your blinking stars look, press Alt-F10 to run the slide show. If all is well, the stars start blinking on as soon as the show starts. The more random your stars, the better the slide looks. You may also want to place some unanimated stars on the slide. This way, an entire field of stars appears as soon as you run the slide, and then the animated stars begin blinking on.
PICK A COLORHere is a Word Pro question "I was recently asked to produce a Word Pro document that needs color borders. I would also like to make these borders rather thick. Can you discuss how to set border colors and widths in one of your tips?" You can easily choose both color and line widths for your Word Pro borders. After you open a document in Word Pro, right-click the page and choose Page Properties. When the Properties dialog box opens, click the Color, Pattern, And Line Style tab. Now click the type of border you want to use. Click the arrow at the right side of the Line Style list box and select the type of line you'd like to use for your border. To set the line width, click the arrow at the right side of the Line Width list box. The list displays line widths up to 8 points. If you want your border wider than this, click Other. This opens the Line Width dialog box. Use the spin box to set your line width, then click OK to apply your setting and close the dialog box. Now you're ready to set the border color. Click the arrow at the right side of the Line Color list box and select your color. After you have made all your selections, click the Close box (the X in the upper right corner of the dialog box) to dismiss Properties.
UPDATING FROM A DISTANCENetworking question: "I just discovered that I am going to be spending some time on the road with my SmartSuite-equipped laptop computer. Can you tell me how to go about dialing up my office network? The IS people tell me they can set up the network, but I need some advice on how to keep my SmartSuite files current." Okay, Val. Before you leave town, copy the files you want to keep updated into a briefcase on your desktop computer. To do this, drag the briefcase to the system drive. Now drag your SmartSuite data files to the briefcase on your desktop computer. Keep in mind that the briefcase is on the desktop computer, the computer you will be calling. When you're on the road, call the system and double-click the briefcase to open it. Next, select the files you need to update and choose Briefcase, Update Selection. Once this is done, you can disconnect from the remote computer. We suggest that you test all this before you leave town. As soon as you have it all set up, call your system using the telephone to make sure everything is working. Go ahead and check out the briefcase over this short-distance connection. You don't want to finish working out problems when you're 1000 miles away.
SIZE THEM ALLFreelance Graphics tip: "I often place a small group of objects on a slide and then size them and set their locations with respect to each other. Once I have done all this work, I don't want to redo everything just because I decide all the objects in the group need a size change. So after I get all the placement done, I press Ctrl-A to select all the objects. Then I use the mouse to size all the objects at once. "In case you have added some objects you don't want included in the sizing, click one of the objects to size, then hold down Shift while you click the other objects you want to size. You can also select all the objects you want to include in the group and then choose Drawing (or Collection), Group."
MORE FONTS FOR DROP CAPSWord Pro tip: "I use Word Pro for creating brochures as well as other business documents. One technique I use to enhance my brochures is the drop cap. Also, I have found that I can make a document look even better by using more than one font for the drop caps. For example, I might use Arial for the first drop cap, then use Courier for the second one. I also make sure not to use the same font for the drop cap and the rest of the sentence. If the sentence is Arial, I use a Courier drop cap." To see what Len is talking about, open a blank Word Pro document and enter a sentence in the default font. Now select the first character of the sentence and choose Create, Drop Cap. When the Drop Cap dialog box opens, click OK to accept the default and close the dialog box. Now select the letter again, and choose Text, Font & Color. When the dialog box opens, select a new font for your drop cap. What Len says is true: You can often enhance a document by using multiple fonts. You can also overdo it; we suggest that you use only two fonts in any given document.
WEEKDAYS ONLY"I often use 1-2-3's automatic fill option when developing worksheets. For example, I enter Monday in cell A1, Tuesday in cell B1 and then select cells A1 and B2 and drag to the right to fill the other cells with the rest of the week. "This has worked well for me, but recently I ran into a problem. I entered into cells A1 through A6 the following: 6/1/99 "When I selected all the cells and dragged downward, all I got was the same dates repeated over and over again. What is happening here? I was expecting 1-2-3 to fill the cells with all the weekdays of the month." Autofill is a great option, and we use it frequently. The problem with the dates is that 1-2-3 has no way of knowing you want the weekdays. The way to do the weekdays is to enter a start date--for example: 6/1/99 and then select that cell along with all the other cells you want to use. For example, if you enter 6/1/99 into cell A1, you could select cells A1 through A22 to cover all the weekdays in June 1999. With the necessary cells selected, choose Range, Fill. When the Fill dialog box opens, select Dates. Then select the radio button labeled Weekday and click OK to close the dialog box and fill the selected cells.
REVERSE COLORSHere is a Lotus 1-2-3 tip: "I have found that one good way to make my 1-2-3 worksheets look better for presentations is to reverse the color in some cells. What I do is set the cells to red and then set the font color to white or yellow." Let's take a look at what Pete is talking about. Open a blank worksheet and select cells A1, B1, C1, and D1. Now choose Range, Range Properties. When the Properties dialog box opens, click the Color, Pattern, And Line Style tab. Under Interior, click the arrow at the right side of the Pattern list box. From the list, select the Solid pattern. Click the arrow at the right side of the Pattern Color list and select Red. To set the text color, click the arrow at the right side of the Text Color list box and select White from the list. Finally, enter some numbers in the newly colored red cells. The numbers should appear in white against the red background.
FILE DELETIONHere is a Word Pro question we see frequently. : "Is there an easy way to delete unnecessary files without leaving Word Pro? I often choose File, Open to open a document and notice that I have a bunch of files I no longer need. I then run Windows Explorer to delete those files." All you have to do to delete a file in the Open dialog box is select the file and press Delete. This works in all the SmartSuite programs. Don't use this method to delete temporary files, as you might accidentally delete a file the program needs to use. If you want to delete leftover temporary files, close the program and use Windows Explorer.
SELECT THIS MUCHSeveral readers have asked if there is an easy way to select large amounts of text in Word Pro documents. Here is a technique reader Bob W. sent in that is very easy to use: "I have found that the easiest way to select any amount of text in Word Pro is to use a combination of the Shift key and the mouse. You can click the mouse where you want the selection to begin and then scroll through your document using the scroll bars. When you reach the correct spot, press and hold down Shift while you click the end of the text you want to select. "You can even select the entire document if you click at the beginning of the document and then move to the bottom of the document using the scroll bars. When you get to the bottom of the document, press Shift and click the document."
ONE FORMULA, MULTIPLE CELLSHere is a 1-2-3 question: "I know you can copy formulas to multiple cells, but is there any way to enter a formula into multiple cells simultaneously?" Yes, you can enter a formula into as many related cells as necessary, more or less simultaneously. All you have to do is enter the formula into the first cell and then select the remaining cells into which you want to enter the formula. Next choose Range, Fill. When the Fill dialog box opens, select Fill By Example. Click OK to close the dialog box and enter the formula into the selected cells.
SELECTIVE REGROUPINGA few months ago, we published a tip describing how to select and regroup small parts of an ungrouped ClipArt picture to create a new, custom picture. Several readers have reported problems with this procedure, so let's take a look at some of the problems you might encounter when trying to select small parts of an ungrouped picture. Although you can click some of the parts of an ungrouped ClipArt picture, some are simply too small to select. One way to help yourself out is to enlarge the ClipArt as much as possible before you ungroup it. Many of the readers who had a problem were trying to work with a picture that was simply too small. After you have made all your selections and created your grouped picture, you can set the size to whatever you need. Since it is much easier to work with a larger picture, you can also zoom in to make the whole slide larger. Just choose View, Zoom, End. Repeat if necessary. After you finish with your picture, choose View, Zoom To Full Page. As we suggested in the original tip, you can also use the mouse to draw a rectangle around an area of interest. This selects all the parts of the ClipArt encompassed by the rectangle. Now choose Drawing, Group to group the selected components. Check to see if all the components are in the group. If they are, you can go ahead and reposition the newly ungrouped portions. If not, draw a rectangle around the area that contains the ungrouped components of the object you want to group and then choose Drawing, Group to group any of these remaining components. You may need to do this several times to pick up all the small components.
AUTOMATIC NUMBERINGHere is a Word Pro question: "I like using Word Pro's automatic numbering feature. I have one question, though. Is there a way to skip a line without losing the number sequence? For example, can I number lines 1, 2, 3 and then skip a line and still continue numbering at line 4?" As you have probably already noticed, you can click the Number button in the Word Pro toolbar to toggle the numbering off, and then click the button again to turn numbering back on; when you do, the numbers begin with number 1 all over again. But you can skip a line and keep the numbering correct as follows: Start numbering by clicking the Number icon in the Word Pro toolbar. Type your text (in the example below, we typed "This is line one"). If you wish the subsequent line to be blank, press Return and then click the Skip Bullet/Number button (it looks like a bulleted list with an X in the center position). Press Return again, then click the Skip Bullet/Number button again. Resume typing your numbered list items. Here's how it looks onscreen (insert a blank line where it says ENTER BLANK LINE HERE): 1. This is line one Of course, when you're finished with your numbered list, click the Number button to turn off numbering.
COPY WITH THE MOUSEWord Pro tip: "I have never seen this mentioned in a tip, but you can copy text in Word Pro very quickly if you simply select the text and right-click the selection. When the menu opens, choose Copy. Now move the mouse to the location where you want to paste the text you just copied. When the menu opens, choose Paste." Correct--we all tend to forget about that right mouse button.
JUST A TOUCHFreelance Graphics question: "Some time back, I saw an article on Freelance Graphics that talked about a way to move drawing objects in very small increments. Could you discuss this? I can't get the mouse to place some of my drawing objects exactly where I need them." Try this: Run Freelance Graphics and click Drawing & Text. Now click the Oval tool and draw a small oval. Select the oval and press the right arrow key. You'll find that you can hold down the arrow key to move the oval all the way across the slide very quickly. If you press the arrow key once, the oval will move a very amount. You can use the four arrow keys to position your drawing objects very precisely.
VERTICAL TEXTHere is a Lotus 1-2-3 question: "Do you know of an easy way to put vertical text in a 1-2-3 cell? I need to make some vertical titles down the side of the worksheet." This frequently asked questions is one of those operations people tend to assume is complex, when in fact it is very easy to do. Vertical text in 1-2-3 is a matter of alignment. When you enter data into a 1-2-3 cell, it appears in the format set for that cell. Of course, the default is left-aligned, horizontal text. When you need vertical text in a cell (or group of cells), click the cell(s) and choose Range, Range Properties. When the Properties dialog box opens, click the Alignment tab (its icon shows an image of centered text). Next click the arrow at the right side of the Orientation list box to expand the list. Choose Vertical, then click the Close box (the X in the upper right corner) to dismiss the dialog box.
WHAT GOES FIRST?If you have ever had a problem with a mathematical formula in 1-2-3, you probably entered the values in the wrong order. For example, if you enter 6 + 4 * 12 1-2-3 displays 54. But if you enter (6 + 4) * 12 1-2-3 displays 120. Which answer is correct? Both are correct--it's all in how you enter the numbers. In both cases, 1-2-3 did exactly what we asked it to do. In the first example, we asked 1-2-3 to calculate 48 + 6 (4 X 12 + 6). In the second case, we told 1-2-3 to add 6 and 4 and then multiply by 12. The differences occur because of the way 1-2-3 handles mathematical precedence. Division and multiplication come first, then addition and subtraction. As a guide, here is the order of precedence in 1-2-3: Exponentiation
ALL THE SAMEHere is a Freelance Graphics tip: When you use this method to equalize ClipArt size, you select all the objects and choose Collection, Object Size, Equal. Note that you can't equalize a mixture of drawings and ClipArt.
REUSING YOUR SLIDESIs it possible to copy slides from an old Freelance Graphics presentation into a new presentation. You can do this quite easily, Chung. If you have an existing slide show that contains a slide you could use, why not use it? There is no point in spending time re-creating a slide you already have. Run Freelance Graphics and open your new slide show. Choose File, Copy Pages From Other Files. When the Select Presentation dialog box opens, click the file from which you want to copy, then click Open. The Copy Pages From Other Files dialog box opens and displays slides from the other presentation. Click the slide (or slides) you want to use and click Add. When the Add Pages dialog box opens, click the appropriate radio button to place your copied slide in the new show and click OK. Don't worry too much about selecting the location at this point--you can always rearrange your slides later. Back in the Copy Pages From Other Files dialog box, you can select more slides and repeat the described procedure, or click Close if you're finished.
USE A SUBSCRIPTHere is a Word Pro question: "I now have some new documents to do at work that require chemical symbols. I can use the standard type for this (H2O, H2SO4, and so forth), but I would rather use subscripts. Could you cover how to do this in Word Pro?" Sure can. If you have very many to do, it's a bit labor intensive. You select the first character you want in subscript and press Alt-Enter to open the Text Properties dialog box. When the dialog box opens, click the Font, Attributes, And Color tab (its icon is AZ). Under attributes, select Subscript. Leave the dialog box open, select a new number to convert to subscript, and select Subscript again. Repeat this procedure for each character you want to convert to a subscript.
GO TO A PAGEHere is a Word Pro question: "I have several very long documents written in Word Pro. It's a pain getting around in these documents. Is there some way to get to a specific page quickly without adding any kind of bookmarks?" You can use Go To to get to any page you want. Just press Ctrl-G and click the page you want to visit. Click OK to close the dialog box and navigate to your selection. Note that Go To uses the first few words on the page as a title.
CAPTURE YOUR SCREENLotus ScreenCam tip: "I often teach short (but thorough) classes on basic computer use, and I find Lotus ScreenCam an indispensable tool for these classes. If you have never tried ScreenCam, you should take a look at how it works. You can record screen activity and sounds. You can even record your voice if you have a microphone attached to your computer." Correct--ScreenCam is a fun (and useful) utility. To check it out, locate the Lotus ScreenCam 97 icon to run the program (click Start, Programs, Lotus SmartSuite and go from there). When ScreenCam opens, click the Record button, then click OK. The program begins recording. Try this: Run Word Pro and open a blank document. Type a word or two and choose File, Save As. When the Save As dialog box opens, type a name for the file and click Save. Next choose File, Exit to close Word Pro. Now click the ScreenCam Stop button to stop recording. Finally, click the Play button to watch and hear (if you have a microphone) your recording. If you want to save your recording, choose File, Save As and give the file a name. Click Save to save the file and close the dialog box. When you're finished with your ScreenCam session, choose File, Exit to close the program.
BLUE TEXT?1-2-3 question: "I would like all my worksheets to have dark blue text in white cells. Is there some way to set this as a default, or do I have to set the color for each worksheet?" You can change the 1-2-3 defaults. Run 1-2-3 and open a blank worksheet. Now choose File, User Setup, 1-2-3 Preferences. When the 1-2-3 Preferences dialog box opens, click the New Workbook Defaults tab. Now click the arrow at the right side of the Text Color list box and select a new color. Click OK to apply your selection and close the dialog box.
TYPE OVER THE TEXT"When you add new text to a Word Pro document, you just click where you want to add the text. But what do you do if you want to type over existing text?" By default, Word Pro starts in Insert mode. This means all characters to the right of the insertion point move to the right as you type. To type over the characters to the right of the insertion point, press Insert. The Insert key acts as a toggle--press to turn off Insert mode, and press again to turn the mode back on.
COMPLETE CONTROLFreelance Graphics slide show tips: "I find the easiest way to control a Freelance Graphics slide show is to use the keyboard. This is much easier than trying to deal with a mouse in a darkened room. Here is a list of the keys I commonly use during a presentation: To start the slide show at the first slide, press Alt-F10. "You can also press Esc to open the Screen Show Pages dialog box. In this dialog box, you can select a page to go to and then click Go To Page. If necessary, you can also click Quit Screen Show to terminate the show."
QUICK SUMS1-2-3 tips: "If you use the Sum button in 1-2-3's toolbar, you can very easily get sums for multiple rows and columns." To see how this works, enter some numbers in cells A1 through C3. We entered 1, 2, 3 in cells A1 through A3, B1 through B3, and C1 through C3. Using this as an example, select cells D1 through D3 with the mouse. Now press and hold Ctrl while you select cells A4 through C4. Next click the Sum button (its icon shows 1 + 2 = 3--vertically). At this point, if you used our sample numbers, 1-2-3 displays 6 in cells A1 through C3 and 3, 6, and 9 in cells D1, D2, D3.
REPLACE THE PAGE BREAK"Is there a way to turn the standard page break into a hard page break? I often like the page break to stay exactly where it is and not change if I add or delete text." There is no problem replacing a soft page break with a hard page break--just go to the bottom of the page in question, click right above the existing page break, and press Ctrl-Enter. This places the hard page break at the end of your current page.
SHOW MISSPELLINGSWord Pro question: "When I first installed SmartSuite 97, Word Pro showed all the misspelled words highlighted in green. Now the misspelled words don't get marked at all. How do I get the highlighting to reappear as I type?" To set up Word Pro so it highlights misspelled words as you type, run Word Pro and open a blank document. Now choose View, Set View Preferences. When the View Preferences dialog box opens, click the Show tab. Next select the Show Misspelled Words check box, then click OK to apply your setting and close the dialog box. To test your setting, type snarg and press Space. Unless snarg is in your dictionary (which we doubt), Word Pro highlights the word.
MAKE A PAGE"If you would like to experiment with creating a Web page, you don't need to buy any special software--you can use Freelance Graphics. All you have to do is create a slide and choose File, Save As. When the Save As dialog box opens, type a name and click the arrow at the right side of the Save As Type list box to expand the list. Select World Wide Web Presentation (HTM) and then click Save to save your new file and close the Save As dialog box. "Now you can open your new file in Netscape, Microsoft Internet Explorer, or whatever Internet browser you use." Note that you can also save Word Pro documents as Web page (HTML) files.
SELECT AND DELETE"A few days ago, I decided to place a drawing in a Word Pro document. I then changed my mind and discovered that I couldn't get rid of the frame I'd placed on the page. I couldn't find any way to select the frame for deletion. Please discuss this in a SmartSuite tip." Let's start at the beginning. Run Word Pro and open a blank document. Now choose Create, Drawing. As George points out, this inserts a frame onto the document page. Let's suppose you decide to draw a rectangle inside the frame. Then you click away from the frame to deselect it. The only thing showing on the page now is the rectangle you drew. To delete the frame and its contents, right-click the rectangle and choose Delete Frame.
DRAWING IN FREELANCE GRAPHICS"I have been using Freelance Graphics for only a few months. Until now, I had always used ClipArt and photograph files as graphics. Now I am working on a slide show that requires me to draw several triangles. This is where I started having problems. "When I click the Polygon button and try to draw a triangle, the lines either fail to meet at the last corner of the figure, or I end up with extraneous lines moving away from the triangle. "Let me explain what I'm doing. I draw the first side, then click and draw the second line. Then I move to the end of the first line and click again. Most of the time, when I try to move the mouse away from the triangle, I end up drawing an extra line attached to the triangle. Other times, there is a gap between the two adjacent sides of the triangle. "Is there a good way to draw a triangle in Freelance Graphics?" Triangles are more of a problem than rectangles and circles, but you shouldn't have all those problems. Try this: Select the Polygon tool and draw a vertical line. Now move away from the line a few inches to the right and double-click. Freelance Graphics completes the triangle--and all the points meet perfectly. You can also draw two sides of the triangle and then double-click to insert the third side. If you experiment with this procedure a bit, you'll soon find that drawing triangles is as easy as drawing rectangles.
DRAG DATA TO 1-2-3"I wonder if most 1-2-3 users are aware of the fact that you can drag data from other Windows programs into 1-2-3 worksheets. Perhaps you could address this in one of your tips." You can drag data from most Windows programs into 1-2-3 worksheets. Try this: Run 1-2-3 and open a blank worksheet. Now run Word Pro and open a blank document. Type a column of numbers, like this one: 1 Right-click the Windows 95/98 taskbar and select Tile Windows Horizontally. Next select the numbers in Word Pro and use the mouse to drag the selection to cell A1 in the 1-2-3 worksheet. When you release the mouse button, the column of numbers appears in cells A1 through A5 of the worksheet.
DRAG IN A PICTURE"If you need to use pictures on your Approach forms, you might like to know that you can place a picture into a PicturePlus field by dragging it from Windows Explorer." If you'd like to try this, run Approach and create a new database. Enter a field--anything will do at this point--and click OK. Now choose View, Design, click Draw PicturePlus Fields in the floating toolbar, and use the mouse to draw your new picture field. Next run Windows Explorer. When Explorer opens, right-click a blank spot on the Windows 95/98 taskbar. Choose Tile Windows Horizontally. Now locate a picture file in Explorer and drag its icon to the Approach PicturePlus field.
ANIMATED WINGDINGS?"I would like to use some Wingdings symbols as pictures in a Freelance Graphics slide show. Is there any way to apply animation to a Wingdings picture just as you would ClipArt?" Since Wingdings is a text font, you can animate Wingdings symbols in the same way you animate text in Freelance Graphics. Run Freelance Graphics and open a blank slide. Now click Drawing & Text to open the Tools floating toolbar. Next click the Text tool (the ABC icon) and use the mouse to draw a place for your text. Choose Text, Font & Color in the Freelance Graphics menu. When the dialog box opens, select Wingdings from the Font Name list. Select a size for the new font and close the dialog box (click the Close button in the upper right corner). Let's use the happy-face symbol for our example. Press Shift and press J. Right-click the symbol and choose Text Properties. When the Properties dialog box opens, click the Screen Show tab (the icon resembles a movie projector). Select the Display Page First, Then Display Text radio button. Next, select the After radio button and leave the time at zero seconds. Now right-click the Transition list box, select the transition you'd like to use, and click the Close box to dismiss the dialog box. Finally, to see how the animation will look in a slide show, press Alt-F11 to start running the show.
FONT CHANGES"You have two ways to switch fonts in Word Pro--you can choose Text Properties, or you can choose Text, Font & Color. Either selection opens the Text Properties dialog box. "After you open the Text Properties dialog box, click the Font tab (the one with the small A-Z icon). Make your selection and click the close box (at the top right of the dialog box) to get rid of the dialog box." There is actually a third way to open the Text Properties dialog box--press Alt-Enter.
MAKE IT ABSOLUTE"If I enter standard formulas into a 1-2-3 worksheet, is there an easy way to make them all absolute references later--without having to type in all-new formulas?" You can change the references quite easily. Suppose you have entered @SUM(A1..A5) in cell A7. All you have to do to convert the formula's references to absolute is double-click the cell (A7) and press F4, then Enter. The cell contents change to the absolute reference form of @SUM($A$1..$A$5) You must repeat this procedure with all cells you want to convert to absolute references.
CHANGE THEM ALL"I inherited a slide show I have to use in a presentation. The problem is, I don't like the fonts used to create the slide. This is a long slide show, and I hate the thought of changing fonts on every single slide. I'm hoping there is an easy way. Is there?" Yes, there is an easy way to change the fonts in a Freelance Graphics slide show. A command can do just that job. All you have to do is open the show and choose Presentation, Change Typeface Globally. When you choose this command, Freelance Graphics opens a warning dialog box informing you that all fonts will change, and that style names will change to match. Click OK, since this sounds like just what you need to do.
CHANGING TEXT COLOR IN 1-2-3 CELLS"If you need to change the color of a single cell, the easiest way is to click the Color button in the 1-2-3 status bar. (It's the icon with the vertical color lines on it.) When you click the button, a color selection box will open and you can click on any color you would like to use. The new color will appear only in the selected cell. If you need to change the color of a group of cells, you should select them and then click the Color button."
ACCESSING WORD PRO DOCUMENT STATISTICS"I sometimes like to check on the statistics of the current document in Word Pro. I discovered that you can do this very easily by clicking the file name in the Word Pro status bar. This opens a small pop-up window that contains all the most common document statistics."
ANIMATING CLIPART ON A FREELANCE GRAPHICS SLIDEIf you would like to spruce up one or two of your Freelance Graphics slides, you can make the ClipArt look as if it's being drawn as the slide opens. To do this, run Freelance Graphics and open a blank slide. Click ClipArt and select one that you like. Click OK. Now, choose Group, Ungroup. After you ungroup the ClipArt picture, don't click anywhere else on the slide--this would deselect the picture elements. With all the picture elements still selected, choose Collection, Collection Properties (or Drawing, Drawing Properties--whichever is available on the menu). When the dialog box opens, click the Screen Show tab (its icon is a tiny movie projector). Next, select the Display Page First, Then Display Object and After options. Leave the time box set to zero seconds (the default). The default transition is Appear. For now, leave the default selection and close the dialog box by clicking the close box in the upper-right corner. Press Alt-F10 to view the slide. As you open the slide, the ClipArt will begin to construct itself. If your ClipArt is large and contains many components (and you use a fast computer), the Appear selection may create just the effect you need. However, if the animation is too fast, you can press Ctrl-A to select all the picture elements and choose Collection, Collection Properties again. Now, click the arrow to the right of the Transition list box and select a new effect. It's best to look at several effects to see which is best for your slide show.
CHANGING THE WORD PRO DEFAULT FOLDER"Is there a way to change the folder that Word Pro uses to save and search for your data files? My Word Pro stores all my files in \Lotus\Work\Wordpro. I would like to save all my files in a folder named \Data." Yes, Fran, you can change the folder in which Word Pro saves your files. First, run Word Pro and choose File, User Setup, Word Pro Preferences. When the Word Pro Preferences dialog box opens, click the Locations tab. Click in the Documents entry box and enter your new folder name--in your example, you would enter C:\Data If you're not sure of the name, click Browse and locate a folder. After you select a folder, click OK to close the dialog box and save your new folder selection. >From this point on (until you change it), Word Pro will save all your data files in the new folder. When you choose File, Open, Word Pro will look for files in the new folder.
NAMING RANGES THAT INTERSECT IN 1-2-3 WORKSHEETS"Is it OK to assign names to 1-2-3 cells that belong to a group of already-named cells? I'm concerned that this might cause me a problem later--after the worksheet has become huge." There is no problem with assigning names to any combination of cells. Try this: Open a blank worksheet and add some numbers to a few cells. Now, select the cells and drag to the right. Next, select all these cells and drag them downward. This will fill a sizeable area with numbers. Now, select a few rows across the entire group of filled cells and choose Range, Name. When the Name dialog box opens, type Horizontal and click Add. Now, click OK to close the dialog box and save your choices. Next, select some columns of data in the same range of cells and choose Range, Name again. This time, type p Vertical and click Add, then OK to add the name and close the dialog box. To make sure 1-2-3 has no problem with having intersecting names, go to an empty cell and enter @sum(Horizontal) then go to another empty cell and enter @sum(Vertical) You'll find that both sums work just fine and that 1-2-3 doesn't
pop up any error messages complaining about naming protocol.
IMPORTING BMP PICTURES INTO FREELANCE GRAPHICS SLIDE"I recently needed to place several BMP photographs into a Freelance Graphics presentation. I found that most of the photos looked rather distorted after I placed them in the slide, but they did not appear distorted when I viewed them in my photo graphics program. I told a friend who has used Freelance Graphics for some time about this problem. He said that the pictures were probably too large for the slide and that Freelance Graphics may have automatically reduced the pictures to make them fit. He said that this will cause the distortion. "I then used the photo graphics software to reduce the picture size and re-imported them into Freelance Graphics. This time, they looked fine. "I thought some of your readers might like to know about this solution to a distorted graphics problem." When you import a BMP file that is much too large for the slide, Freelance Graphics will repeatedly reduce its size by 50 percent until it fits on the slide.
WORKING WITH WORD PRO'S AUTOMATIC NUMBERING OPTIONIn June, we published a tip on how to use automatic numbering in Word Pro. In that tip, we suggested that to skip a line, you'd use the Skip Bullet/Number button. "A useful way to skip the number but keep the indent is just to press and hold the Shift key while you press Enter. This will result in the following numbered lines: 1. This is line one (Press Shift-Enter here)
USING THE 1-2-3 FORMULA MARKER"I often deal with rather large worksheets. I find it very helpful to use the formula marker to make it easier to identify cells that contain formulas. "To use the marker, open a blank worksheet and enter a few numbers. Now, enter a formula. Something like @sum(a1..a2) is OK. Next, choose View, Set View Preferences. When the Workbook Properties dialog box opens, click the View tab and then select the Formula Markers check box. Click OK to close the dialog box and save your settings. "With this option enabled, a small gray mark will appear in the lower-left corner of all cells that contain a formula."
INSERTING SYMBOLS WITH CHARACTER MAP"I have had some problems using the Windows 98 Character Map to insert symbols into Word Pro documents. When I send these files to other people, the symbols no longer appear. Is there a way to make sure the symbols stay in place?" The primary reason symbols disappear is that the font used for the symbol isn't loaded on other computers. It is also easy to accidentally reset the font on an inserted symbol. Let's say that you insert a symbol using the Wingdings font, then someone decides to reset the fonts in that portion of the document. Your symbol will disappear. And that other computer may not have Wingdings loaded. In that case, the symbol won't appear. The best approach is to use symbols that appear in the most common fonts as often as possible. To check this out, open a Word Pro document and click where you want a symbol to appear. Now, click Start, Programs, Accessories, System Tools, Character Map (Windows 98). When Character Map opens, click the arrow to the right of the Font list box. Select Courier (or Arial, or whichever font you are using as your default font) and see what symbols you can find that will suit your needs. A symbol selected from the default font is the least likely to be changed. When you locate a symbol to use, double-click it and then click Copy. Now, move to your document and press Ctrl-V to paste it. If you find no symbol in one of the standard fonts that you can use, select the Symbol font. This font will appear on almost all computers. It isn't safe from reformatting, though.
INSTALLING THE WORD PRO GRAMMAR CHECKER"I often read about how to use the grammar checker in Word Pro. But if I choose Edit, Check Grammar, I get a dialog box telling me to install the grammar checker. I don't know where to go from here. I thought the grammar checker was installed when I installed SmartSuite. Can you help?" SmartSuite doesn't install the grammar checker unless you select the Custom Install option. To install the grammar checker, place your SmartSuite CD into the CD-ROM drive. When the SmartSuite 97 opening dialog box appears, click Install. Click Next until you reach the Install Options dialog box. In this dialog box, select the Customize Features-Manual Install option and then click Next. In the Select SmartSuite Applications To Customize dialog box, click Word Pro and then click Customize. Now, select the Grammar Check check box, then select the language (or languages) you want to use with the grammar checker and click OK. When the Back Up Word Pro SmartMaster Sets dialog box opens, click No (you're only adding one item). Click No when asked about backing up any other SmartSuite programs. When asked to select a folder, click Next. Click Yes to begin copying files and then follow through with the installation as usual. When your new installation is finished, you will be asked to restart your computer. After the restart, you can choose Edit, Check Grammar to open your Word Pro grammar checker.
PLACING WORD PRO TEXT IN THE CENTER OF THE DOCUMENT"I need to create some Word Pro documents that have the text placed in the center of the page both vertically and horizontally. I know how to center the text horizontally, but I have been just pressing Enter to move the text down to the middle of the page." You can set the text in the middle of the page with a Word Pro command. Open a document and then select the Center alignment by pressing Ctrl-E. Now, type your text, then right-click the document and choose Page Properties. When the dialog box opens, click the Misc tab. Now, beside Vertical Alignment, select the Center button. Your text will now move to the middle of the page.
IMPORTING A TEXT FILE INTO 1-2-3"I am going to need to import some text files into 1-2-3 worksheets. Is there an easy way to handle this? Can I assign new columns to data after I import it?" The ease with which you can import text files into 1-2-3 worksheets is partially a function of the text file's layout. If the text file consists of columns of data separated by tabs, semicolons, commas, etc., 1-2-3 will handle the job automatically. To check this out, run Notepad (click Start, Programs, Accessories, Notepad) and type something such as the data shown here: Bananas, Apples, Pears, Oranges, Kiwi Now, choose File, Save As and name the file Test.txt. Click Save to save the file and close the Save As dialog box. Next, run 1-2-3 and choose File, Open. Click the arrow to the right of the Files Of Type list box and select Text (TXT; PRN; CSV; DAT; OUT; ASC). Now, locate Test.txt and double-click its icon. When the Text File Options dialog box opens, select the Start A New Column At Each option and make sure the list box reads Comma. If not, click the drop-down arrow beside the list box and select Comma. When you click OK, 1-2-3 will input the file and place each word into a separate column. You should see what your text file uses to separate the columns and make your selection accordingly.
INSERTING A WATERMARK IN WORD PRO DOCUMENTS"I was recently asked if I could add a 'Confidential' watermark to some Word Pro documents. I said that I would try but wasn't sure how to do it. I had no idea how easy it is to add a watermark, and I thought perhaps other readers might be unaware of how this is done." Thanks for the suggestion, Erin. Yes, it is easy to insert a watermark in Word Pro, but the method may not be obvious. So, let's take a look at inserting a watermark. First, run Word Pro and open a blank document. Now, right-click the document and choose Page Properties. When the dialog box opens, click the Watermark tab (its icon looks like a page with a watermark). Now, click the arrow to the right of the Watermark list box and select a watermark from the list. You'll notice that you have many options in the Watermark list. You can also click Browse and search for any picture file that you might want to use as a watermark. After you make a selection, you can click the close box (the X in the upper-right corner) to dismiss the dialog box.
USING PICTURES AS BULLETS IN FREELANCE GRAPHICS SLID"A short time back, you ran a tip on how to use ClipArt pictures as bullets in Freelance Graphics slides. Although you mentioned that it is best to avoid very busy pictures, in fact it is best to avoid using color pictures at all. Very simple black and white pictures look best. You can do OK with single-color pictures--for example, blue on white looks OK in a bullet. Multiple colors almost never look good as bullets." You can choose your own custom bullets in Freelance Graphics. To see how this works, run Freelance Graphics and open a blank slide. Now, add some bulleted text. Select the text and choose Text, Bullets & Numbers. When the dialog box opens, click the arrow to the right of the Style list box and then choose ClipArt from the list. When the ClipArt dialog box opens, double-click the picture you want to use to make it your new bullet. As Susan points out, a single color is probably the best choice. In any case, a multicolored, busy picture is a poor choice. You may also want to increase the size of your new bullet to make it more legible. To do this, click the up arrow in the Size spin box. You can view the bullet as you increase the size, so you can tell when it reaches an acceptable size.
CONVERTING TEXT TO A TABLE IN WORD PRO DOCUMENTS"I sometimes need to convert a text selection to a table. This very seldom seems to work out correctly, unless I want a table with only one column and several rows. Is there an easy way to get existing text to fit into a table?" When you select text and then choose Create, Table, Word Pro will create a table that fits the selection. When you convert a normal paragraph to text, you will most likely get only a single column. If you want a multicolumn table, you'll need to separate the existing text into columns using the Tab key. Now, you'll select the text and choose Create, Table. You will get a column at each of the Tab characters.
ATTACHING SOUND TO A CLIPART PICTURE IN FREELANCE"I would like to attach a sound to ClipArt Picture in a Freelance Graphics slide so the sound will play when I click the picture. Is this possible in Freelance Graphics?" Yes, it is possible, but the method isn't especially obvious. First, run Freelance Graphics and open a blank slide. Next, click ClipArt and select a picture. With the ClipArt in place, double-click the picture to open the Group Properties dialog box. Select the Display Page First, Then Display Object option and leave the time set to the default of zero. In the dialog box, click the arrow beside the Action When Object Is Clicked list box and select Play Sound. When the Play Sound dialog box opens, locate the sound you want to use and double-click its icon. Now, you can close the dialog box (click the X in the upper-right corner) and then press Alt-F10 to view your slide. Click the ClipArt to play your sound selection.
DISPLAYING ALL FILE TYPES IN THE WORD PRO OPEN DIAL"Is there a way to get Word Pro to display all the files in a folder when you choose File, Open (*.* rather than *.LWP)?" You can set this option in the Word Pro Preferences dialog box. To do this, choose File, User Setup, Word Pro Preferences. When the dialog box opens, click the Default Files tab. Now, click in the Default File Open Types (*.lwp, *.sam, ...) text box and replace the current contents with *.* Click OK to close the dialog box and save your settings. Now, when you choose File, Open, the dialog box should display files of all types (*.*).
NAMING YOUR WORKSHEETS IN 1-2-3"It seems to me there should be some easy way to name worksheets in 1-2-3. It is a real pain to have to choose Sheet, Sheet Properties and then enter a new name. Do you know of a quicker way?" We sure do. To rename a sheet, you can simply double-click the tab of the sheet you want to rename, then type the new name and press Enter. If you need the dialog box to set other sheet parameters, right-click the tab and choose Sheet Properties. When the dialog box opens, you can enter a new name and also set fonts, alignment, color, etc.
TURN OFF DRAG AND DROP IN WORD PRO"I supervise several people who use Word Pro. I have had problems with some of the people using (or perhaps overusing) Word Pro's drag-and-drop option. Is there a way to disable drag and drop? If so, this would make my job a bit easier." Yes, you can disable drag and drop. Run Word Pro and choose File, User Setup, Word Pro Preferences. When the Word Pro Preferences dialog box opens, click the General tab (if necessary). Click the checkmark to the right of the Disable list box. Select Drag & Drop from the list to disable it. Click OK to close the dialog box and save your changes. To turn drag and drop on again, repeat the above procedure. The selections in the Disable list box act as toggles--select them once to turn them off and again to turn them back on.
SET 1-2-3 TO FOUR-DIGIT YEARS"The year 2000 is quickly approaching. I have decided to get ready for it by setting my 1-2-3's date default to four-digit years. I think this will make the transition to 2000 much easier for me. It seems to me much better to have dates appear as 2000 rather than just 00. "To change the default, choose File, User Setup, 1-2-3 Preferences. When the 1-2-3 Preferences dialog box opens, click the General tab and select the Set Dates To Always Display 4-Digit Years check box, then click OK to close the dialog box and record your new selection." Note that four-digit years will require a wider cell. So, if you type 8/15/99 in a cell, you may need to make the cell wider to accommodate the new format.
USING THE OLD 1-2-3 MENU"I just found, by accident, that you can still invoke the old traditional Lotus 1-2-3 menu. All you have to do is press the forward slash (/) key and the menu opens. I have my doubts about the usefulness of the old menu, but I find it interesting that it is still available." Yes, the old menu is available by default. If you press / to open the classic menu, you can press Esc to close it. If you would like to turn off the classic menu option, just choose File, User Setup, 1-2-3 Preferences. When the 1-2-3 Preferences dialog box opens, click the Classic Keys tab. Deselect the Display 1-2-3 Classic Menu By Pressing check box and click OK to close the dialog box and apply your settings.
ADDING A CONTROL PANEL TO FREELANCE GRAPHICS SLIDES"I have regularly added the control panel to the slides in my slide shows, but sometimes, when I found that I didn't care for the control panel in a particular slide show, I would always remove it from that show. "I've recently discovered that I can leave the control panel off when I create the show and add one at show time, if needed. To do this, you can right-click a slide (after the show has started) and choose Control Panel, then select the location where you want it to appear. If you reach a point in the show where you no longer need the control panel, right-click the slide and choose Control Panel, Hide to get rid of it."
NUMERIC FIELDS IN AN APPROACH DATABASE"When you create a numeric field in a new Approach database, you need to keep in mind that numbers to the left of a decimal point represent only those numbers, and not the total length of the field. So if you know you will enter numbers such as 1234.567, you need to specify a field length that will handle the maximum number size, including numbers after the decimal point." Let's take a look at how this works. Run Approach and select Blank Database in the Welcome To Lotus Approach dialog box. Click OK to continue. Give the new file a name and click Create to close the dialog box and save your selection. When the Creating New database dialog box opens, name the first field "Number" and then click in the Data Type list box. An arrow will appear at the right side of the list box. Click this arrow to expand the list and select Numeric. Now move to Size and enter the size you want to use. For example, if you expect to input long numbers with three decimal places, you can enter 12.3 and click OK. Now, here is what Sharon was getting at--if you enter 12.3, your entire number is limited to 12 digits, including the decimal point and the numbers after the decimal point. So you can enter 12345678.123. You cannot enter 123456789.123.
HOW TO SPECIFY INDEX ENTRIES IN WORD PRO DOCUMENTSLet's suppose you have a rather long Word Pro document, and you'd like to index it. Load the document, select a word or phrase, and choose Text, Mark Text As, Index Entry. At this point, the Mark Text toolbar will open. Move to the next word or phrase that you want to add to the index and select it. Click Mark in the Mark Text Toolbar, and move to the next phrase. After you have marked all the text you need to get started with an index, click Done to close the toolbar. Now you can create the index. Choose Create, Other Document Part, Index. As you add new words to your index, you can choose Create, Other Document Part, Index, and click Update to update the existing index.
ADD YOUR OWN PICTURES TO THE FREELANCE GRAPHICS CLIPART LIBRARYIs there is a way to add custom drawings to the Freelance Graphics ClipArt library. You can add custom drawings and even photographs to the ClipArt library. To add to the library, run Freelance Graphics and open a blank slide. Now, click Drawing & Text and select a figure. After you make a drawing, color and size it, then select it and choose Create, Add To Library, ClipArt Library. When the Add To ClipArt Library dialog box opens, name the new file Custom and click Open. To check your new addition, click Clip Art and then click the arrow at the right side of the Category list box. Select Custom from the list. Your new addition should now appear. To add a photograph, choose Create, Add Bitmap and make your
selection. Select the picture and follow the procedure discussed
above.
SETTING THE AUTOMATIC SAVE TIME IN WORD PRO"Word Pro automatically saves a document at ten-minute intervals. Is it possible to set this time to five minutes?" Yes, it is. You can set the interval to any value between 1 and 32768. Run Word Pro and choose File, User Setup, Word Pro Preferences. When the Word Pro Preferences dialog box opens, click the General tab. Now, use the spin box at the right of the check box labeled "Automatically time save every" to adjust the time. Make sure "Automatically time save every" is selected and click OK to close the dialog box and apply your new selection.
FINDING THE SERIAL DATE IN 1-2-3"I recently found that I needed to know the serial value of a date. I discovered that it wasn't really necessary to use any formulas to convert the date to serial format; all I had to do was set the cell format to Number, and the date appeared in serial form." Correct. Let's suppose that you enter 1/1/2000 into cell A1. You would like to see the serial number that represents that date. You can click A1 and choose Range, Range Properties. When the Properties dialog box opens, click the Number Format tab--its icon is a pound sign (#). Now, select Number from the Category list. Under Current Format, select General. Click the Close box (the X in the upper right corner) to close the dialog box and apply your selection. Cell A1 will now display 36526--the serial form for 1/1/2000.
PLACING A LOGO ON EVERY FREELANCE GRAPHICS SLIDE"I need to put the company logo in exactly the same place on every slide in a presentation. Is there an easy way to get them all to appear in exactly the same spot on each slide?" You can add a logo to every page. However, you can't use this method to add a logo to blank page layouts. To get a logo to appear on all slides, the best approach is to place the logo in the slide background. When you do this, you eliminate any problems with the logo's location. To check this out, run Freelance Graphics and select one of the slide layouts (anything but blank). Now, choose Presentation, Add A Logo To Every Page. Now, you can add the logo, ClipArt, Bitmap, whatever you want. Size the logo, and place it out of the way. Don't place the logo inside the rectangle outline on the slide. When you finish with your logo, click Done to continue. The logo will not appear on the title slide, but will appear on all the others.
Working with time formats in 1-2-3"When I first started using 1-2-3, I was a little confused about the time format. I found that I could enter time in almost any format using the default cell settings. For example, if I entered 1:00 PM the display would remain at 1:00 PM. "I need to have all the times appear in 24-hour format, regardless of how they were entered. The problem is that you can't set the default format of a column of cells--you have to set the format for the entire sheet. "I found the easiest way to do this is to open a new worksheet, then right-click the row label (A in my case) and choose Range Properties. When the Properties dialog box opens, click the Number Format tab (its icon is #). Under Category, select Time, and then, under Current Format, select 23:59:59. You can now close the dialog box (click the X in the upper right corner)."
SETTING THE UNDO LEVEL IN WORD PRO"I find Word Pro's Undo feature invaluable--probably because I mess up so often; anyway, I found that you can set the Undo level higher if you want. "Run Word Pro and choose File, User Setup, Word Pro Preferences. When the Word Pro Preferences dialog box opens, click the General tab and then locate the 'Undo levels' spin box and set it to a higher value. Click OK to close the dialog box and save your changes. "You can set the Undo level to any value between 0 and 32768. Note that the more Undo levels you specify, the greater the memory requirement for this feature. I find that 15 or 20 levels will take care of even the most horrible disasters."
ADDING COLOR TO 1-2-3 WORKSHEETSIf you would like to add a touch of color to a 1-2-3 worksheet that you plan to show to others, you can change your grid line colors. To do this, run 1-2-3 and choose Sheet, Sheet Properties. When the Properties dialog box opens, click the View tab. Next, click the arrow at the right side of the Grid Lines list box (next to the Grid Lines check box). When the color list expands, select a new color. You can now close the Properties dialog box by clicking the X in the upper corner (the Close box). If you have a color printer and would like to print your colorful new grid lines, choose File, Preview & Page Setup. This will open a preview and a Properties dialog box. Scroll down through the Show list and select Sheet Grid Lines. Now, you can close the dialog box and click the Close box in the upper right corner of the Preview window. Finally, choose File, Print to print your worksheet.
FINDING THE MAXIMUM VALUE IN A 1-2-3 RANGE"I just started using 1-2-3 and I have to work with some large worksheets. I need to know if there is some easy way to find the largest number in a huge column of numbers. Can you help with this?" We sure can. 1-2-3 has a very useful function named @Max that will do exactly what you want. To see how this function works, open a blank worksheet and type: 1 into cells A1 through A5. Now, move to cell A7 and enter @max(a1..a5) Cell A7 will now display 12.
WORKING WITH SPECIAL SYMBOLS IN WORD PROSeveral readers have asked us to explain the difference between en dashes and em dashes, and discuss when to use each. So, here goes. An en dash is slightly longer than a hyphen. You ordinarily use an en dash to separate letters and numbers. For example, you would use an en dash in the phrase Figure 1-A. An em dash is even longer than an en dash. You use it to set apart a phrase. For example, you would use em dashes in the phrase "He said--with almost everyone listening--that the speech was over." Not a good example, perhaps, but you get the idea. Now, how do you create en dashes and em dashes? A quick way to enter an en dash is to hold down Alt and enter 0150 using the numeric keypad. To enter an em dash, hold down Alt and enter 0151 If you use these symbols frequently, you can add them to SmartCorrect. First, let's add the en dash. To do this, choose Edit, SmartCorrect. When the SmartCorrect dialog box opens, click Add Entry. Click in SmartCorrect Entry and type three hyphens. Now, press Tab to move to Replacement Text and hold down the Alt key while you type (from the numeric keypad) 0150 and click OK. click Add Entry again and this time, enter two hyphens in 'SmartCorrect entry'. Tab down to 'Replacement text' and hold Alt while you enter 0151 and then click OK. Now, click OK to close the dialog box and apply your changes. Now, you can simply type three hyphens to enter an en dash, or two hyphens to enter an em dash. Someone is sure to ask why we use two hyphens for the em dash. We suggest that you do this because most people are accustomed to entering two hyphens to make an em dash. This is a tradition held over from typewriter days. Note: To enter characters using Alt-Number Pad, you must activate NumLock. If NumLock is off, you can't enter the numbers.
CHANGING THE ANIMATION SEQUENCE OF FREELANCE GRAPHICS OBJECTS"I recently designed a slide that uses object animation. My problem is that I don't like the way Freelance Graphics decided to set the sequence of a group of ClipArt pictures. Is there a way to change the sequence, or do I have to start all over again?" No need to start over. Since you already have the animation set up, open the slide in question and choose Presentation, Sequence Objects On Page. When the Screen Show Sequence Overview dialog box opens, use the mouse to drag object titles into the sequence you want. After you make all the necessary changes, click OK to close the dialog box and apply your new sequence selection. If you don't have a slide available but would like to see what Hugh is talking about, run Freelance Graphics and open a blank slide. Now, click ClipArt and place a few pictures onto the slide. Right-click a picture and choose Group Properties. When the Properties dialog box opens, click the tab with the movie projector icon on it; select the radio buttons labeled "Display page first, then display object" and "After." Leave the default setting of zero and click the arrow at the right side of the Transition list box. Select a transition, then leave the dialog box open and click another ClipArt picture. Now, repeat the above procedure and click another picture. Continue until you have selected animation for all the ClipArt pictures. Still in the Properties dialog box, click Sequence to open the Screen Show Sequence Overview dialog box. Now, you can modify the sequence as described earlier, by dragging the object into a new position on the sequence list. When finished, click OK to continue, then click the Close box to dismiss the Properties dialog box. To see how it looks, choose Presentation, Run Screen Show.
MOVING TO A NEW PAGE IN WORD PRO DOCUMENTS"Is there a way to move through a Word Pro document one page at a time? I don't mean what you get when you press Page Down--this only moves one screen page at a time. I want to move a whole Word Pro page." Yes, you can move a page at a time. Just press Ctrl-Page Down to move to the top of the next Word Pro page. You can use Ctrl-Page Up to move to the top of the previous page.
MOVING BETWEEN WORKSHEETS IN A 1-2-3 WORKBOOK"Here is a 1-2-3 tip I have never seen mentioned. If you are using a workbook that contains multiple worksheets, you can move to the next worksheet by simply pressing Ctrl-Page Up. To move back to a previous worksheet, press Ctrl-Page Down."
CHANGING THE MARKER SYMBOL IN 1-2-3 LINE CHARTS"I often need to make line charts using 1-2-3. I have only recently discovered that it is very easy to change the symbol used for markers, and I thought others might like to know about it. "To change the markers, all you have to do is select a marker and press Alt-Enter to open the Series Properties dialog box. When the dialog box opens, click the Color, Pattern, And Line Style tab (it's the first tab on the left). Now, click the arrow at the right side of the Marker Symbol list box and select a new symbol. Close the dialog box after you are satisfied with your symbol selection. "Note that while you're in the Series Properties dialog box, you can also change the marker color. Just click the arrow at the right side of the Marker Color list box and select a new color. The marker color is most visible when you select a solid marker symbol."
USING WORD PRO'S SMARTCORRECT FEATURE TO CORRECT COMMON TYPOS"I use Word Pro all day every day, and I have found that I often make the same typos over and over again. For example, I often type yoiur because I tend to hit the I key when I move away from the O. To correct these personal typos, I add these words to the SmartCorrect list. With these special words added to the list, I can type along error free." This is definitely a good approach. Let's say you notice that you frequently type something such as yoiur for "your." When it happens, double-click the word (yoiur) to select it and then press Ctrl-C to copy it to the Clipboard. Now, choose Edit. SmartCorrect. When the SmartCorrect dialog box opens, click Add Entry. Click in the entry box labeled SmartCorrect Entry and press Ctrl-V to copy your misspelled word into the entry box. Now, press Tab to move to the Replacement Text entry box and type your Click OK to close the Add SmartCorrect Entry dialog box, then click OK to close the SmartCorrect dialog box and apply your new correction. Note that many of the more common typos are already in the SmartCorrect list. You may notice that you make fewer errors in Word Pro than when you use a typewriter, or a word processor without a SmartCorrect feature.
PRINTING 1-2-3 CHARTSHere is one of those questions that appears regularly: Can I print a chart in 1-2-3 without printing the entire worksheet (or even part of the worksheet)? Yes, you can print only the chart in a 1-2-3 worksheet. To see how it works, run 1-2-3 and open a blank worksheet. Now enter some numbers in cells A1 through A4 and select the cells. Choose Create, Chart and use the mouse to draw the chart area. Size and place the chart, then select it. Choose File, Print. 1-2-3 will print only the chart.
CHANGING THE WORD PRO DEFAULT FONT"I know that you can change the font in a Word Pro document if you choose Text, Properties, or Text, Font & Color and make the change in the Text Properties dialog box. These methods are all right at temporarily changing the font, but is there any way to change the default font (Times New Roman) to a more pleasing font (Arial) permanently?" The easiest approach is to create a new SmartMaster with the font you want to use. Run Word Pro and open a blank document. Press Alt-Enter to open the Text Properties dialog box. When the dialog box opens, click the Font, Attribute, And Color tab. Now, select your new font (Arial in your case). Click the Close box, or press Alt-F4 to close the Properties dialog box. Next, choose File, Save As. When the Save As dialog box opens, click the arrow at the right side of the Save As Type list box. From the list, select Lotus Word Pro SmartMaster (*.mwp), then click in the File Name entry box and enter New. Click Save to save your new SmartMaster and close the Save As dialog box. When the Save As SmartMaster Options dialog box opens, click OK to close the dialog box and continue. Now, close Word Pro and run it again. When the Welcome To Lotus Word Pro dialog box opens, click the Create A New Document From A SmartMaster tab. Now, click your New.mwp SmartMaster and click OK. Word Pro will open with your new default font.
SETTING WORD PRO'S PARAGRAPH SPACING"I know how to change the spacing between lines in Word Pro, but is there a way to change the spacing between paragraphs?" Yes, there is a way to change paragraph spacing. Run Word Pro and open a blank document. Now, type two short paragraphs of text, then select all the text. Press Alt-Enter to open the Text Properties dialog box. When the dialog box opens, click the Alignment tab. Under Paragraph Spacing, you'll see two list boxes labeled Above and Below. You can use these two list boxes to set the spacing above and below a paragraph. So let's say that you want to use one line of space at the end of each paragraph. Click the arrow at the right side of the Below list box and select One Line. If your selection looks OK to you, you can close the dialog box (click the X in the upper right corner, or press Alt-F4).
PASTING PICTURES INTO FREELANCE GRAPHICS CHARTS"I had to create a slide presentation for a large audience of printers. I was looking for a way to paste some kind of impressive picture into the bars of one of my charts, when I happened to think of pasting in some text. I found this worked quite well. To make the pasted text look better, I increased the font size of some text before copying it to the Clipboard." Whatever is in the Clipboard when you do a paste is what you get. Let's look at an example. Run Freelance Graphics and open a blank slide. Now, choose Create Chart. When the Create Chart dialog box opens, accept the default (bar) and click OK. Next, in Edit Data, enter a few numbers (1, 2, 3 will do) and click OK to close the dialog box and continue. Now, select the text you want to use in the chart bars and press Ctrl-C to copy it. You can copy the text from a Word Pro document, or from Notepad, or any text program that you want to use. You can even enter some text into a Freelance Graphics slide and copy it. With the chart in place, right-click a bar and choose Series Properties. When the Series Properties dialog box opens, click the Pictures tab. Click Paste to paste the copied text into the bars. You can now close the Properties dialog box by pressing Alt-F4.
DRAGGING CELLS FROM 1-2-3 TO WORD PRO DOCUMENTS"When I try to drag a few selected cells from a 1-2-3 worksheet to a Word Pro document, I always end up invoking 1-2-3's AutoFill feature instead. Is there some trick to dragging data from 1-2-3 to Word Pro?" There's really no trick. Let's say you have some data in cell A1, and you want to move the data to a Word Pro document. Click cell A1 to select it. Now move the mouse pointer over the edge of the selection until the pointer turns to a hand icon. When this happens, you can press the mouse button and drag your selection to a Word Pro document.
RUNNING A FREELANCE GRAPHICS SLIDE SHOW FROM THE DESKTOP"I would like to start a Freelance Graphics slide show without first running Freelance Graphics and then loading the show. Is there an easy way to do this? I would prefer to be able to just click an icon on the desktop, but this doesn't seem to work." You can run a slide show from a desktop icon. To place the icon on your desktop, run Windows Explorer and go to \Lotus\Work\flg. Use the right mouse button to drag your slide show's icon to the desktop. When you release the mouse button, Windows will open a menu from which you should choose Create Shortcut(s) Here. To run your show, right-click your new shortcut and choose Screen Show. Freelance Graphics will open and start your slide show. After the last slide, the show will close, displaying the Freelance Graphics environment. If you don't want your audience to see this, you could add a simple slide labeled "The End" and just leave it onscreen until the audience exits.
SELECTING A DESIGNER FRAME IN 1-2-3 WORKSHEETS"I sometimes need to produce some outrageously decorative worksheets to make management happy. Although I have been using 1-2-3 for some time now, I only recently noticed that you can choose a designer frame option to help make your worksheet even more gaudy. "As you have surely guessed by now, I personally prefer a plain worksheet, but since management likes a show, the designer frames help provide what they want." If you would like to see how to add a designer frame to one of your worksheets, run 1-2-3 and type a few numbers into cells B1, B2, and B3. Next select these cells and choose Range, Range Properties. When the dialog box opens, click the Color, Pattern, And Line Style tab. At the bottom of this page, you will see a check box labeled Designer Frame. Select this check box, and 1-2-3 will open two additional list boxes, Frame Style and Frame Color. To select a frame style, click the arrow at the right side of the Frame Style list box and select the style you want to apply. Next, click the arrow at the right of the Frame Color list box and select a color for your frame. Now you can click the Close box to dismiss the dialog box and view your new frame.
USING A SCANNED SIGNATURE IN WORD PRO FORM LETTERS"In my business I use many form letters, and I have found that using a scanned signature is a tremendous timesaver. All you have to do is scan your signature and save it as a BMP file. Then you can use Create, Object to insert the signature into your Word Pro document." If you decide to do this, first choose Create, Object. When the
Create Object dialog box opens, select Bitmap Image, then select the
radio button labeled "Create an object from a file". Next click Browse
and locate your signature file. Double-click its icon to select it,
then Although it's very easy to insert your scanned signature into a Word Pro document, some customers may find scanned signatures too impersonal. You also need to make sure you have a very clean scan. In some cases, the background of the scanned signature shows up as a very light gray.
SLANTING HEADER TEXT IN 1-2-3Many people find that slanted text in a 1-2-3 header can enhance some worksheets. If you would like to see how this works, run 1-2-3, then type Test into cell A1 and press Enter. Now click cell A1 to select it and choose Range, Range Properties. When the Properties dialog box opens, click the Alignment tab (its icon resembles centered text). Click the arrow at the right side of the Orientation list box and select the angled text. You can now click the Close box (the X in the upper right corner of Properties) to dismiss the dialog box.
HIDING FREELANCE GRAPHICS OBJECTSWhen you have a number of animated objects in a single Freelance Graphics slide, you can improve the effect if you hide objects you no longer need for your presentation. Let's see how to do this. Run Freelance Graphics and open a blank slide. Now click ClipArt and insert a picture. Now let's animate the picture. Right-click the picture and choose Group Properties. When the Properties dialog box opens, click the Screen Show tab. Select the radio buttons labeled "Display page first, then display object" and After. Next, click the arrow at the right side of the Transition list box and select one of the transitions. Click the X at the upper right corner of the Properties dialog box to close it. Click Drawing & Text. Select the rectangle and use the mouse to draw your rectangle over the ClipArt picture. Right-click the rectangle's border and choose Rectangle Properties. When the Properties dialog box opens, click the Color, Pattern, And Line Style tab. Under Border, click the arrow at the right side of the Style list box. From the list, select None. Under Interior, click the arrow at the right side of the Pattern list box. Select solid black. Next click the arrow at the right side of the Pattern color list box and select the current background color (for this example, select white). Click the Screen Show tab now, and select the radio buttons labeled "Display page first, then display object" and After. For the time delay, enter three seconds. Now click the arrow at the right side of the Transition dialog box and select Appear from the list. To close the Properties dialog box, click the X in the upper right corner. To view the slide show, press Alt-F11. Your ClipArt picture appears (using whatever animation effect you chose). Then, after three seconds, the white rectangle appears over the picture, hiding it from view.
WORKING WITH TITLES IN 1-2-3"Is there an easy way to align a heading across the top of a 1-2-3 worksheet? If possible, I need to have a title with a large font size across the top of a worksheet I am developing." You can align your title quite easily. Let's take a look at an example. Run 1-2-3 and type into cell A1 This is my Worksheet and then press Enter. Let's say you want the title to appear (in a
large type size) in the center of columns A through H. Select A1
through H1 and then choose Range, Range Properties. When the
properties dialog box opens, click the Font, Attribute, And Color tab Now select the Align Across Columns check box, and under Horizontal Alignment, select the center alignment. Your title now appears in your selected typeface and size, in the center of columns A through H. You can click the Properties Close box to dismiss the dialog box.
A WORD PRO GRAMMAR LOOPHOLE"It appears that one of the most common grammatical mistakes is that of adding an apostrophe to words to indicate the plural. For example, you frequently see signs such as 'Soft Drink's Sold Here.' I have discovered that most word processors don't find such errors when you run the grammar checker--and Word Pro is no exception. "I just wanted to point this out, and caution other readers that they need to be careful of this type of error."
PASTING CELLS IN 1-2-3There are a number of ways to copy and paste cells in 1-2-3. Let's say you select a range of cells you want to copy to a new location. You can choose Edit, Copy, or you can press Ctrl-C to copy your selection. Now you can click your new location and simply press Enter to paste the copied range to the new location. Note that you can only use Enter to paste the cells in one new location. If you move to another location and press Enter, nothing happens. However, if you need to paste your copied range to multiple locations, you can click the location and choose Edit, Paste, or press Ctrl-V. This will work as many times as you need to paste copies.
USING NUMERIC TABS IN WORD PRO DOCUMENTS"I need to add numbers to a Word Pro document. I have found that it is almost impossible to get the decimal points properly aligned. Is there some way to align decimal points correctly in Word Pro?" Yes, there is. You can create a numeric tab. Before you can do so, you need to have the ruler visible. If you don't see the ruler in your Word Pro window, choose View, Show/Hide, Ruler. Once the ruler is in place, right-click it and choose Create Numeric Tabs. Now move to the location on the ruler where you would like to place your new tab, and click to create a tab (we suggest near the left side for this example). Press Tab and type your number. Press Enter and press Tab again. Word Pro aligns the decimal points.
CHECK YOUR FORMATTING IN WORD PRO DOCUMENTS"We do all our work in Word Pro, and I have numerous documents submitted to me for editing every day. I have found that many people are very inconsistent about formatting. For example, some people use two spaces between sentences rather than the single space we need. Also, it is very easy to add an extra space between words and very difficult to find the error by inspection. "To check your document's formatting, all you have to do is choose Edit, Check Format. This opens the Format Check toolbar at the top of the Word Pro window (it is similar to the Spell Checker toolbar). You can now choose Skip, Replace, Replace All, and so forth, depending on your needs." The Format Check does do an excellent job of locating hard-to-find errors in a long document.
OPENING A BLANK WORKSHEET IN 1-2-3"I would like 1-2-3 to always open with a blank worksheet. That Welcome To 1-2-3 opening is a waste of time. Is there a way to turn this thing off permanently?" You can choose whether you want the welcome dialog box or a blank
worksheet. Just run 1-2-3 (you will have to put up with the dialog box
this one last time) and choose File, User Setup, 1-2-3 Preferences.
When the 1-2-3 Preferences dialog box opens, click the General tab and
deselect the Show Welcome Dialog check box. Click OK to close the The next time you run 1-2-3, you'll get a blank worksheet.
USING A TEXT BOX IN 1-2-3"I am a former Excel user. I was under the impression that I could create a text box in 1-2-3 just as I did in Excel. However, I don't see any way to do this. Where is the Text tool in 1-2-3?" Indeed, you can use text boxes in 1-2-3. All you have to do is choose Create, Text, then use the mouse to draw your text box. To set the font, size, and other text parameters, click the text box to select it, then press Alt-Enter. When the Properties dialog box opens, make your formatting changes and click the Close box to dismiss the Properties dialog box.
EDITING WORD PRO DOCUMENTSWe all need to do some editing to complete a document. If you use Word Pro, you don't have to print a document and then mark changes--you can let Word Pro mark the changes for you and save some paper. To get Word Pro help with your editing chores, choose Edit, Markup Edits. Type a sentence, then go back and add a word to it. Word Pro shows the new word in a different color and italicized. Next delete a word. The word still appears, but in a different color and with a strike-through mark. Once you have made all your changes, you need to decide which ones to keep and which to ignore. Choose Edit, Review Marked Edits to open the Review toolbar. Click Find Next to move to each marked edits. You can now accept or reject individual changes. When you finish, click Done.
PRINTING MULTIPLE 1-2-3 WORKSHEETS"I just started this job a month ago (my first), and I have to use 1-2-3 almost all day long. I'm learning, but I still don't know all I need to know. Recently, my manager asked me to print 25 copies of a worksheet. I printed one copy and used the copy machine to make more. My manager then told me that copies weren't acceptable--what they wanted was 25 original worksheets. "I was taught to print a worksheet by pressing Ctrl-P, then pressing Enter. Here is my question--is there an easy way to print more than one copy without pressing Ctrl-P-Enter for each copy?" Yes, there is. If you press Ctrl-P, the Print dialog box opens. Don't press Enter at this point. Instead, locate the Number Of Copies spin box and set it to the number you want to print, THEN press Enter. 1-2-3 will print all your copies with no further intervention.
Y2K 1-2-3 QUESTIONSWell, here it is October, so Y2K is getting closer. And to celebrate the approach of this magical year, we are getting many questions about how to protect ourselves (and our 1-2-3 worksheets) from Y2K disaster. Frankly, we don't expect 1-2-3 to be much of a problem. 1-2-3 is Y2K ready, and currently assumes that dates between 00 and 49 refer to 2000 to 2049, and dates between 50 and 99 mean 1950 to 1999. However, if you feel uncomfortable with this, you might want to consider using four-digit years in your 1-2-3 worksheets. To do this, run 1-2-3 and choose File, User Setup, 1-2-3 Preferences. When the 1-2-3 Preferences dialog box opens, select the check box labeled "Set date to always display 4-digit years", then click OK to close the dialog box and save your selection.
HOW TO GET RID OF THE SMARTSUITE REGISTRATION REMINDER"I installed SmartSuite on my old computer about a year ago. Now I have a new computer, and I installed SmartSuite on it. The problem is that SmartSuite keeps reminding me to register, and I have already registered. How can I stop it from always reminding me?" You can get rid of the reminder if you delete its shortcut from the Windows 95 or 98 Startup folder. To do this, right-click Start and choose Open. When the Start Menu window opens, double-click Programs. Under Programs, locate and double-click Startup. Click the Reminder icon and press Delete. To close all the open windows, hold down Shift and click the X in the upper right corner of the Startup folder.
USING SHORT FILE NAMES FOR WORD PRO DOCUMENTS"Here is a tip I stumbled across the hard way--when you save a Word Pro file as text only, you should use a short file name. I say this because you'll often end up using files in text format with programs that don't recognize long file names." Correct. In many cases, we save a file in text format simply because someone needs to read that file with a program that only reads text files. In such a situation, there is a good chance the program can't read long file names. The standard MS-DOS file names are eight-dot-three--that is, eight characters followed by a period and then a three-character extension. You can't use spaces as any of the characters. This means you could use a name such as mytext01.txt but not my text 01.txt To save a file in text format in Word Pro, choose File, Save As. When the Save As dialog box opens, click the arrow at the right side of the Save As Type list box and select Text (*.*). Name your file and click Save.
MODIFYING 1-2-3 CHART COLORS"I need to modify the colors of some of the bars in a column chart I am using. Is there some way to color the bars as you want them, rather than use the colors 1-2-3 picks?" Yes, you can change the color of the bars--but not the color of a single bar, ONLY that of a series. To see how this works, run 1-2-3 and type in A1, A2, and A3: A Now enter into cells B1 through B3: 1 Next, type the following into cells C1 through C3: 4 Select cells A1 through C3 and choose Create, Chart. Use the mouse to draw the chart at the size you wish. You now have two sets of columns (two series). Let's say one is red and the other green. Suppose you don't really like the green series and would like to
change it to blue. Double-click one of the green bars. This opens the
Series Properties dialog box. Click the arrow at the right side of the
Pattern Color list box and select Blue. 1-2-3 turns the green series To close the dialog box, click the X in the upper right corner.
USING SINGLE-LETTER SMARTCORRECT ENTRIES IN WORD PRO"Some time back, you said it was best to avoid single-letter SmartCorrect entries. I recently decided to try using a single-letter entry, and I saw no problem." In some cases, a single letter will fail when you type in a period. This doesn't always happen by any means. If there is a single letter you would like to use in SmartCorrect, go ahead and enter it. We suggest that you test it under all conditions, though. Let's say you use W to enter Word Pro. You should try following the W with a period, a question mark, an exclamation point, and so forth to make sure the entry will work with any punctuation. If it does, great.
WORKING WITH SMARTSUITE PROPERTIES"When you describe how to set a property in a SmartSuite program, you always tell people to close the Properties dialog box to apply the settings. In SmartSuite, the changes take effect immediately. You don't need to close the dialog box first. I like to leave the dialog box open in case I want to make other changes." We suggest that people close the dialog box after a change in
properties simply to get it out of the way. However, Warren is
correct. In most cases, changes take effect immediately--you do not
have to close the dialog box first to see them. In fact, if you can
SOME WORD PRO KEYBOARD SHORTCUTS"I've just discovered two keyboard shortcuts. If you want to move to the beginning of the next sentence, you can press Ctrl-period. And if you want to move to the beginning of the previous sentence, you can press Ctrl-Comma." "You can also move to the beginning of the previous paragraph by pressing Ctrl-up arrow. Pressing Ctrl-down arrow will take you to the beginning of the next paragraph."
CREATING A NEW FOLDER FOR YOUR SMARTSUITE DOCUMENTSAlthough this feature isn't especially obvious, you can easily create a new folder for your SmartSuite documents without leaving the program to go to Windows Explorer. Suppose you decide to save a Word Pro document; you choose File, Save As to open the Save As dialog box. Perhaps you would really rather save this particular document in a new folder. All you have to do is click the Create New Folder button in the Save As toolbar (the folder icon with a gleaming starburst above it). Name your new folder and press Enter. Then double-click on the newly named folder to make it active. In the same Save As dialog box, you can name your file and click Save to save it in the new folder.
USING GALLERY STYLES IN YOUR 1-2-3 WORKSHEETSIf you want to spruce up some of those 1-2-3 worksheets, you may want to check out the Style Gallery. Suppose you have a worksheet you have to print and distribute to a number of people. You want the worksheet to look as impressive as possible. So select the range you want to beautify and choose Range, Range Properties. When the Properties dialog box opens, click the Named style tab (the tab on the far right). Now click Style Gallery and select a style for your worksheet data. After you decide on a style, you can close the dialog box (click the Close box in the upper corner).
CHANGING FONT SIZE IN WORD PRO DOCUMENTS"Sometimes I would like to change the font size in a Word Pro document. To do this, you have to select the text and then press Alt-Enter. Then you have to go to the Font, Attribute, And Color tab. Then you finally get to change the font size. Please tell me there is an easier way." There is an easier way. Select the text and press F4 to increase the font size. To reduce the font size, press Shift-F4. How's that for easy?
ROUNDING NUMBERS IN 1-2-3"If I set the numbers in a 1-2-3 column to one decimal place, what effect will it have on the accuracy of my calculations?" The accuracy of your 1-2-3 calculations will remain the same. If
you would like to confirm this, open 1-2-3 and enter in cells A1
through 2.345 Now move to cell A5 and enter @sum(a1..a3) 1-2-3 will display 7.585 in cell A5. Next, select cells A1 through A3 and choose Range, Range Properties. When the dialog box opens, click the Number Format tab. Under Category, click Number, and under Current Format, click Fixed. Now set the number of decimal places to 1 and close the dialog box (click the X in the upper right corner). Cells A1 through A3 will now display 2.3 but cell A5 will still display 7.585 So the number of decimal places you use makes no difference to the way 1-2-3 performs its calculations.
INSERTING A PICTURE INTO A WORD PRO DOCUMENT"I just started using Word Pro a month ago, and I can't see an easy way to insert ClipArt into a Word Pro document. What I have been doing is putting the ClipArt into Freelance Graphics and then copying it. Then I go to Word Pro and paste the picture into my document. Is there an easier way?" There are several ways to get pictures into Word Pro documents, and you have discovered one of them. An easier way is to click in the Word Pro document where you want a picture to appear and then choose File, Import Picture. When the Import Picture dialog box opens, double-click the picture you want to use. You can also choose Create, Object. When the Create Object dialog box opens, select the "Create an object from a file" radio button, then click Browse to locate the file you want to use.
LIMITATIONS ON 1-2-3 RANGE NAMES"I haven't been using 1-2-3 for very long, but I thought I was doing pretty well--until recently, when I decided to name some ranges. I wanted to name a range "Financial Data for June"--but all I could enter was Financial Data. "Is there something wrong with my installation? A coworker told me that 1-2-3 should accept the name I want to use." No, there's no problem with your installation. And your coworker is mistaken, because 1-2-3 will only accept 15 characters for range names. The phrase Financial Data contains 14 characters (you count spaces, too), so when you type another space, 1-2-3 has reached its limit. You should consider something like FinDatJun as your range name.
USING UNDO IN WORD PRO DOCUMENTS"In a recent tip, you commented that Undo can take care of any mistakes you make--especially if you set Undo to multiple levels. However, you need to tell people that Undo won't work after they save a document. And if you have AutoSave activated, you may not know when your document gets saved." This is not quite the case--saving a document has no effect on Undo, whether you choose File, Save, or Word Pro saves with AutoSave. But if you close your document before you use Undo, the feature certainly won't work when you reload the document. If you choose File, Save As and give the document a new name, Undo will work in the newly named document. However, this process closes the original document, which gets saved as it was when you chose File, Save As. Undo will no longer work in the old document after you reopen it.
CHANGING ROW HEIGHT IN 1-2-3"Although 1-2-3 automatically sets the height of a row of cells
when you enter data that requires more vertical space, there are times
when you want to set the height manually. Most often, one would select
the row and choose Range, Range Properties. When the dialog box opens,
you click the Basics tab, select the Height radio button, and set the "There is an easier way to set the row height, though. All you have to do is move the mouse over the appropriate row label until the pointer turns to a green double arrow, then drag to increase the row height to the desired dimensions."
A FREELANCE GRAPHICS SLIDE ANIMATION"I am with a company whose primary function is to provide financial
advice. I was asked to make a presentation using Freelance Graphics,
and decided to see if I could create an animation on my start slide
that would show an object growing slowly. I decided to use a picture
of a bag of money from Freelance Graphics ClipArt. Here is how to do "Insert your picture and then reduce its size using the mouse: Click the image to select it and then drag any of the outline squares. Next, choose Group, Properties. When the Properties dialog box opens, click the Screen Show tab (its icon is a small movie projector). Next, click the arrow at the right side of the Transition list box and select Dissolve from the list. Make sure you select the radio button labeled After and then close the dialog box (click the X in the upper right corner). "Now hold down Ctrl and use the mouse to drag away a copy of your
picture. Right-click the copy and choose Object Size, Enlarge 20%.
Next, hold down Ctrl and drag away a copy of the copy. Again,
right-click and choose Object Size, Enlarge 20%. Continue this "To set up the remainder of the animation effect, press Ctrl-A to
select all the objects on the slide. Now choose Collection, Align.
When the Align Objects dialog box opens, select the radio button
labeled Center On A Point. Next, select the check box labeled Center "You can now press Alt-F10 to run your slide. "I chose to use the Dissolve effect because it makes the picture appear to grow slowly. Initially, I tried using one of the Flash effects, but the appearance was more like the object was moving closer to the viewer."
WORKING WITH DOLLAR FORMATS IN 1-2-3"I have a problem with 1-2-3. A few days ago, I entered a column
of financial figures in a worksheet. I put a dollar sign before each
entry. Today, I deleted all that data and wanted to enter plain
numbers with no dollar sign. But now, no matter what I enter, 1-2-3 Actually, there's no problem at all. When you enter a dollar amount
in any cell, 1-2-3 changes that cell's format to Dollar. If you delete
the current number entry and try to enter a number without a dollar
sign, 1-2-3 will supply the dollar sign for you, because it has set To change the cells back to standard format, select the affected
cells and choose Range, Range Format. When the dialog box opens, click
the Number tab (its icon is the pound sign, #). Under Category, click
Number; then, under Current Format, click General. This will set your
format back to the default, and you can enter numbers without a dollar
SET UP A WORD PRO FORM LETTER USING CLICK HERE BLOCKS"If you need to supply a form for others in your office to use, Click Here blocks work quite well. For example, you could design a form letter with the address setup in a specific spot, and the user would see something like this: Click here to type name "Using a method such as this makes sure that everyone follows the same addressing practices. "To add the Name Click Here block, click where you want the name to appear and choose Create, Click Here Block. When the Create Click Here Block dialog box opens, delete the current contents of the Prompt Text entry box and type Click here to type name Then click OK to close the dialog box and apply your Click Here selection. To add the other Click Here blocks, just follow the above procedure. "To save your document as a SmartMaster, choose File, Save As. When
the Save As dialog box opens, click the arrow at the right side of the
Save As Type list box and select Lotus Word Pro SmartMaster (*.mwp).
SOME KEYBOARD SHORTCUTS FOR 1-2-3"I have never seen anyone mention some of the more convenient keyboard shortcuts for 1-2-3. For example, when you enter data in a cell, you can move down to the next cell by pressing the down arrow key. Press the up arrow to move up one cell. To move to the next cell on the right, press the right arrow, and press the left arrow to move to the next cell on the left. "If you want to enter data but don't necessarily want to move to another cell just yet, simply press Enter."
CHANGING THE LINE SPACING IN A WORD PRO DOCUMENT"If you need to change the spacing in a single paragraph, you don't have to select the paragraph--just right-click anywhere in the paragraph and choose Text Properties. When the dialog box opens, click the Alignment tab (it's the second tab from the left). "In the Alignment page, click the arrow at the right of the Line Spacing list box and select the spacing you want to use (Double is the most common). You can now close the dialog box (click the Close box in the upper right corner). "When you want to modify more than one paragraph in a block of text, leave the Properties dialog box open and click the second paragraph. Now select the line spacing you want to use and then click in another paragraph and repeat the process."
RELOCATING FREELANCE GRAPHICS SLIDE SHOWS"When I save your Freelance Graphics slide shows, they always get saved in the c:\lotus\work\flg\ folder. I would much prefer to use a separate folder for my slides--something like c:\Slides. Is it possible to get Freelance Graphics to save your files to a different folder?" Yes, it is possible. First create your new folder. You can do this with Windows Explorer. Just run Explorer and click C:\ in the left pane of the window. Right-click in the right pane and choose New, Folder. Name the folder Slides and press Enter. Run Freelance Graphics and choose File, User Setup, Freelance Preferences. When the dialog box opens, click File Locations. In the Presentations entry box, type c:\Slides. Click OK to close the dialog box and save your new folder selection. Freelance Graphics will now save all your slides in c:\Slides.
USING TEXT FRAMES IN WORD PRO DOCUMENTS"I would like to place a text frame of exactly the same size and in the same position on every page of a Word Pro document. Could you suggest a technique?" Yes, we can. In fact, this particular feature exists in Word Pro. You won't have to resort to any tricky techniques. To place a frame of a specific size in the same spot on all pages, open your document in Word Pro and choose Create, Frame. When the Create Frame dialog box opens, click Size & Place Frame Manually. Use the mouse to draw your new frame. Size and place it where you want it to appear. Next, right-click the frame and choose Frame Properties. When the
dialog box opens, click the Placement tab. Click the arrow at the
right side of the Place Frame list box and choose On All Pages from
the list. To close the dialog box, click the X in the upper right Note that whatever text you enter in one of the frames appears in all the frames. This may not be exactly what you want. If not, you can place a frame on one page and then select it. With the frame selected, choose Edit, Copy. Now move to another page and press Ctrl-V to paste the frame. The pasted frame will be exactly the same size as the one you copied, but you will have to place it manually.
DELETING TEXT THE EASY WAY IN WORD PRO DOCUMENTS"I have discovered a very easy way to delete text and punctuation in a Word Pro document. Suppose you notice during editing that you included Mr. or Ms. before all the names--and you've just been told not to use salutations in this document. You don't have to go through the entire document and delete all the salutations. You can just press Ctrl-F to open the Find & Replace toolbar. "In the Find entry box, type Mr. and leave the Replace With entry box blank (if it isn't blank, delete its contents). Next, click Replace All. When asked if you want to close Find & Replace, click No. Now type Ms. in the Find entry box and, with Replace With still blank, click Replace All. "This time, you can click Yes to close the Find & Replace toolbar. You've now deleted all occurrences of those two words (by replacing them with nothing)."
USING FREELANCE GRAPHICS LAYOUTS"I have been using Freelance Graphics for only a few weeks, and
I have a question about the built-in layouts. The problem is that I
can't find a layout that has everything I need. I found a few that
come close, but are not quite right for the job. It looks like my only You can add text by clicking Drawing & Text. To add ClipArt, click Clip Art. But don't give up on those layouts--you can load one that is close to what you need and then add objects to customize it. You can also move and size objects in a layout. For example, suppose you click in one of the layout frames called "Click here to add clip art" and you select a picture. Once you insert the picture, you can use the mouse to resize the picture and move it to a new location. The same is true of titles and bulleted text lists.
WORKING WITH CHARTS IN 1-2-3"I am having a problem getting 1-2-3 to label a chart properly. It appears that 1-2-3 always interprets two columns of data as data sets. I need to use numbers as labels, and this doesn't appear to work. "For example, say I would like to enter 1 into cells A1 through A5 and then enter 7.25 into cells B1 through B5. Column A is only the label. But when I select both columns and choose Create, Chart, 1-2-3 assumes that both columns are data. How can I convince 1-2-3 to use the first row as labels rather than data?" Since you are entering numbers into both columns, 1-2-3 has no choice but to assume that you want to plot two sets of data. If you enter A into cells A1 through A5, 1-2-3 will assume that the letters are labels, and you'll get the plot you're after. Since 1-2-3 assumes that all alpha characters are labels, all you have to do is enter the numbers as labels. To do this, simply type a single quote character before the number. So you would enter '1 into cells A1 through A5. Select both columns and choose Create, Chart. 1-2-3 will chart only the data in column B and use the contents of column A as labels. The quote mark will not appear in the cells.
USING OUTLINER IN FREELANCE GRAPHICS"I always find it very difficult to see the text on the slides when working in Slide Sorter view. And if I view only the current slide, then that's all I get. The way to see all the text in your slide show so you can check for continuity is to use Outliner View. To do this, choose View, Outliner. This opens a page that looks like a yellow legal pad. The slides appear at the left side and the text appears on the pad. "Note that only text added using Freelance Graphics layouts will appear. If you use the Text tool to insert text onto a slide, that text will not appear. To return to slide view, double-click the slide to which you want to return."
DRAGGING TEXT IN FREELANCE GRAPHICS SLIDES"I recently spent a lot of time getting some text in a Freelance Graphics slide to look just right. Then I decided to drag the text to a Click Here text box, and the text reverted to the plain old ugly text I started with. What is going on here? Am I doing something wrong, or is Freelance Graphics doing something wrong? Why should it change my text?" When you drag text to a Click Here box, it assumes the format of
the box. The best way to handle this is to add the text to the Click
Here box first and then format it. To do this, right-click in the box
and choose Text Properties. When the Properties dialog box opens,
click After you finish formatting your text, you can click the Close box to dismiss the Properties dialog box.
TURNING OFF WORD PRO'S WELCOME SCREEN"How can I set defaults to bypass the SmartSuite Welcome screen? When I load Word Pro, I would like to have Word Pro go directly to a blank document when I start it." You can turn off the Word Pro Welcome screen. Run Word Pro and
choose File, User Setup, Word Pro Preferences. When the Word Pro
Preferences dialog box opens, click the General tab. Now click the
check mark at the right side of the Disable list box. When the list
expands, click Welcome Dialog Box. Click the check mark again to close
the list.
GETTING THE TOTALS IN 1-2-3"Some time ago, you published a tip on typing Total to get 1-2-3
to calculate the sum of several columns. I have been using this method
for a while now, but I recently discovered that you get the same
result if you type Totals. It doesn't matter whether you use Total or To see how this works, run 1-2-3 and type the following into cells
B1 1 2 3 4 Next, into cells C1 through C4, enter: 4 3 2 1 Go to cell A5 and type: Total (or Totals) and 1-2-3 calculates the sums of columns B and C.
SPACING OBJECTS ON A FREELANCE GRAPHICS SLIDE"I have been using Freelance Graphics for only a short time, and I still have a lot to learn. I need to make sure all of the objects on a slide are evenly spaced. Is there a way to get Freelance Graphics to do the spacing for me? I have looked through the commands without finding anything." For the type of spacing you're talking about, what you need is the
ruler. Open your slide and choose View, Show Ruler. Now, let's say
that you want all your objects one inch apart. Grab the first one and
move it so the top edge of the vertical ruler cursor is at 1 and the Just repeat this procedure for all of your objects.
DISPLAYING DAYS IN 1-2-3"I use 1-2-3 and have a question about the way the program displays
dates. What I would like to do is have a column of dates in dd/mm/yy
format. In the column before this one, I would like to have 1-2-3
display the days of the week. This is all I want in this column--just You can display the dates just about any way you want in 1-2-3. To do what you need, first enter the dates into column B. Now select column A and choose Range, Range Properties. When the Properties dialog box opens, click the Number Format tab. Under Category, select Date. Under Current Format, select a single day (Tuesday). Now you can close the dialog box and type in cell A1 =b1 Then grab the cell's handle and drag down. 1-2-3 will now display all your days (in column A) next to the appropriate date in column B.
DESIGNING 1-2-3 WORKSHEETS WITH DESIGNER FRAMESWe recently published a tip on how to use Designer Frames in 1-2-3 worksheets. "Some of the designer frames in 1-2-3 are quite wide. It is helpful to have blank cells around the data so that there is enough room to see the frame--especially if the data is close to the top or left of the worksheet." Let's back up a bit and look at how to add Designer Frames in the first place. Run 1-2-3 and type something into 10 or 12 cells. Select the cells that contain data and choose Range, Range Properties. When the Properties dialog box opens, click the Color, Pattern, And Line Style tab. Select the check box labeled Designer Frame, then select the type of frame you want to use from the Frame Style and Frame Color list boxes. You can click Close to dismiss the dialog box after you make your selections. As suggested, it might be a very good idea to leave a border of empty cells around your frame.
SELECTING TEXT IN WORD PRO"I just changed jobs and word processors. In my old job I used
Microsoft Word, now I use Word Pro. I like Word Pro just fine, but
selecting an entire document derives me nuts. In Word you just press
Ctrl-A to select the document. Now I have to choose Text, Select, Not really. As long as your documents are relatively short, you could press Ctrl-Home to go to the top of the document, and then press Ctrl-Shift-End to go to the bottom of the document and select all the text in the process. If you need to select a paragraph, you can click in the paragraph and press F12. Each time you press F12, Word Pro will select another paragraph.
MOVING TO A NEW 1-2-3 WORKSHEETWhen you use a workbook that contains several worksheets, you may appreciate having a way to move quickly between worksheets. "I almost always use workbooks with at least four or five worksheets. I have found that you can get to a new sheet very quickly with some keystrokes. You press Ctrl-Page Up to move to the next sheet, and Ctrl-Page Down to go back to the previous sheet."
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