Advanced Formatting Techniques

Advanced Formatting Techniques Advanced Ami Pro for OS/2

Customizing Bullets and Numbering Bullets are inserted as part of the text, not as part of a paragraph style Click where you want to place the bullet Select Edit Insert and choose Bullet Click on the type of bullet required Click OK Bullets, numbers or text will be entered in the order specified in the Modify Style dialog box Shortcut: Click on the Insert bullet icon to insert bullets

Using Revision Marks • Identify and keep track of text you have inserted, deleted, or changed • Select Tools Revision Marking to display the Revision Marking dialog box • Select Options to set revision options • Select Review Revisions to display the Review Revision Marking dialog box

Using the Notes Function • Notes act as messages, reminders or comments about a document • A note can be inserted the main body text, in headers or footers, in a text frame, a table, or a footnote • To set Note defaults: • Select Tools User Setup to display the User Setup dialog box • Select the Main tab • To insert a Note: • Select Edit Insert Note to display a blank note Shortcut: Select the Insert note SmartIcon to open a blank note

Inserting Special Symbols Use character sets to enter special symbols, or characters and numbers from other countries in your documents Character sets are code pages supported by Ami Pro and defined as character sets Each of these special characters has a number assigned to it ranging from 1 to 255 Press the ALT key followed by the number assigned to that symbol Use the numbers on the numeric keypad to enter numbers

Styles Advanced Ami Pro for OS/2

Style Sheet Concepts • A file used as a template to format a document so that text and pictures can be inserted • Determines the initial appearance of a document • Ami Pro provides style sheets for reports, documents, tables, labels and envelopes • Style sheets contain paragraph styles which contain text formatting information for the style • You can modify style sheets and paragraph styles to suit your requirements

Using Style Sheets Use style sheets to: Apply formatting such as indention, tabs, or bullets using a single function key or mouse click Assign individual paragraph styles to different paragraphs within a document Ami Pro’s default style sheet is _DEFAULT.STY The default is applied to each new document unless you specify another style sheet To assign a new style sheet: Select New from the File menu Select a Style sheet for the new document Select the OK button to close the dialog box and display the new document The Style list displays the paragraph styles available with the style you have chosen, along with a list of function keys to access them

Assigning Paragraph Styles Using the Style Status Button Hint: To apply styles you use regularly, use the function keys next to the style name in the Styles list. Simply select the paragraph and press the function key! To assign a paragraph style: Place the insertion point in the paragraph where you want to apply the style Click on the Style Status button to display the Style list Select the style required Note: The whole paragraph will be affected when you use the Styles list to assign a paragraph style. To apply a style to part of a paragraph, use the Text menu or SmartIcons to apply formatting

Using Fast Format to Apply Formatting To change formatting without creating a new style, use the Fast Format feature Position the insertion point in the paragraph with the paragraph style you want to use Choose Fast Format from the Text menu Select the options required Select part of the paragraph where you want to apply the paragraph style and release the mouse button Switch off Fast Format by selecting the command from the Text menu or pressing CTRL+T again Select Text Fast Format or press CTRL+T to reveal the Fast Format dialog box

Creating and Modifying Paragraph Styles • To create a paragraph style based on existing text: • Select the text • Select Style Create to display the Create Style dialog box • Enter a name for the style • Choose the Selected Text option and select Create Note: The new paragraph style will be assigned to the next available function key in the Style list. If a function key is not available it will be assigned a bullet point and placed at the end of the list

Creating a New Paragraph Style Based on an Existing Style To create a paragraph style based on an existing style: From the Style menu select Create to display the Create Style dialog box Enter a name for the style Click on the Style radio button and choose the style you wish to modify Choose Modify to display the Modify Style dialog box Select the attributes required Select OK Select from the tabs to modify other areas of the paragraph style

Overriding Paragraph Styles Non-breaking space - Keeps two or more words on the same line Press CTRL+Spacebar Line breaks - Starts a new line without starting a new paragraph Use Ami Pro’s special formatting features to override paragraph styles Press CTRL+ENTER Hyphenation - Overrides hyphenation by switching it on or off OR Forces Ami Pro to hyphenate words at specific places Select Edit Mark Text No Hyphenation OR Press CTRL+-

Modifying an Existing Paragraph Style Font Change typeface, size, color and format Alignment Modify paragraph alignment Spacing Modify spacing attributes of the paragraph style Breaks Determine page breaks for the paragraph style Bullets/Numbers Add bullets and numbering Lines Determine the style, length, and color of lines Table Change the format of tables in the paragraph style Use the Modify Style dialog box to modify an existing paragraph style Select Style Modify Style to display the Modify Style dialog box Select from the following options: Shortcut: Click on the Modify Paragraph Style SmartIcon to open the Modify Style dialog box

Creating New Style Sheets Ami Pro saves new styles (or modified styles) with the document in which they are created New or modified styles can be made available to other documents To create a new style sheet: Choose Save as a Style Sheet from the Style menu Complete the boxes and select options as required Click OK to close the dialog box Style sheet names can be up to eight characters long and should be followed by .STY to identify them as an Ami Pro style sheet Warning: When you create or modify a style sheet it is attached to the current document and will not affect other documents. If you save a new style to a new or current style sheet or to a new style sheet all documents containing the style will be affected

Creating Automated Style Sheets Automated style sheets use a macro to automatically insert information into appropriate locations within a document Select File New and select a style sheet Modify the text in the Personal Information dialog box if required Select OK to insert the information in an untitled document Enter information specific to the document you are creating in the Optional Information dialog box Select OK to insert the personal and options information into an untitled document Note: These dialog boxes will change in appearance depending on the style sheet you are using

Using Automated Style Sheets • From the File menu, select New and choose the style sheet you want from the New dialog box • Make sure that With contents and Run macro are selected and choose OK • The macro that is associated with the style sheet will be displayed and any default information you have supplied will be displayed in the Personal Information dialog box

Fields Advanced Ami Pro for OS/2

Background Field Concepts • Fields inserted into a document are like hidden codes • What you see in the document is the effect of the code • Insert a field representing the system date so that each time you open a document containing the date field the date is automatically updated Hint: You can use fields to automatically generate a table of contents or index

What are Power Fields? • Tools which allow you to automate tasks • Ami Pro comes with several pre-defined power fields to carry out everyday tasks • Access Power Fields via the Insert Power Field dialog box • Some pre-defined instructions are macro commands, whilst others offer a choice of format settings • Create your own custom power fields Note: Power Fields themselves are not displayed - only the results of the Power Field instructions are displayed

Using Pre-defined Power Fields • To insert a pre-defined Power Field: • Select Edit Power Fields Insert to display the Insert Power Fields dialog box • Select a Power Field from the Fields list box • Specify a format for the Power Field in the Options list box • Select OK or press ENTER to insert the Power Field Hint: To display Power Fields in a document select Show Power Fields from the View menu

Inserting a New Power Field • To insert a new Power Field: • Select Edit Power Fields Insert to display the Power Fields dialog box • To add an additional syntax to the power field: • Place the insertion point in the Insert text box after the power field instruction and enter the syntax • Any further power field instructions must be typed into the Insert text box • To save the new Power Field: • Select the Save button to display the Save Power Field dialog box • Enter a name for the New Power Field andchoose OK Any text added to the power field must be typed within quotation marks (“”)

Editing and Displaying Power Fields Note: Instructions for each Power Field are displayed between left and right angle brackets (< >) • To display a Power Field: • Select Show Power Fields from the View menu • The Power Field instructions are displayed in the document • Use copy, move, drag and drop, or delete to edit the Power Field whilst it is displayed in the document • To edit a Power Field: • Select Edit Power Fields Insert to display the Insert Power Fields dialog box • Click on the Previous Field or Next Field buttons to display the Power Field you want to edit • Make any changes to the power field in the Insert text box and select OK Remember: To display the new results of the Power Field, save the document or update the power field! Click on the Insert Power Fields icon to open the Insert Power Fields dialog box!

Updating and Locking Fields Beware: If a document contains a large number of power fields, updating them can take a long time! • To update Power Fields: • Select Power Fields from the Edit menu and select Update All to update all the fields, or Update to update a single field OR • Click on the Update selected power fields or the Update All power fields icon • To lock Power Fields: • Select Edit Power Fields Insert to display the Insert Power Fields dialog box • Click on the Lock check box • Click on the Cancel button. Ami Pro does not allow you to select the OK button when you choose to Lock a power field Hint: Select Auto run in the Insert Power Fields dialog box to update all fields each time a document is opened. This includes any Locked fields!

AutoRun and Power Fields • The Auto run command means that all fields will be updated each time you open the document • From the Edit drop down menu, select the Power Fields command • From the sub-menu, select Insert to display the Insert Power Fields dialog box • Click on the Auto run check box to select it • To close the dialog box, click on the Cancel button • NOTE: Ami Pro does not allow you to select the OK button when you choose the Auto run command • If Auto run is selected, Ami Pro will also update locked fields each time a document is opened NOTE: If you have multiple power fields in a document, updating them each time you open the document can be time consuming!

Time and Date Insertion • Inserting a date or time field into a document can be a useful way of keeping a document up-to-date • To insert a Date or Time field: • Select Edit Insert Date/Time to display the Insert Date/Time dialog box • Select the date or time format you require from the Insert options list Select a date and time format from the Style options list • Select OK or press ENTER

Using a Query Power Field • A Query Power Field may be used to prompt the user for information when the power field is activated Talk to me!

Document Information Power Fields • Used to insert the creation date of a document Hi, I’m Three!

Using External Power Fields • A Power Field which runs another file, such as a 1-2-3 spreadsheet and prompts for a file name

Using Programming Power Fields • To use the If Power Field to evaluate a condition • For example, when customizing a thank you letter, you can evaluate which adjective is used to thank a donor for a gift

Using Mark Text Power Fields • Used to insert the contents of a bookmark into a document

Using a String Power Field • Used to convert lower case letters to upper case letters

Using Master Documents What is a Master Document? Made of up multiple documents Allows you to print multiple single documents as one document with consecutive page numbers, footnotes and outline paragraphs, and a table of contents and index To create a master document: Create the separate Ami Pro documents you want to include in the master document Create a master document source file and identify the Ami Pro documents you want to include in the master document Create the master document by generating numbers, a table of contents, or an index The single documents which combine to make the master document can still be printed and edited separately Master Document

Creating a Master Document To create a master document: Select File Master Document to display the Master Document dialog box Select Master document numbers from the Generate section Select the directory and drive Select the files you want to include in the master document file and add them to the Master document files list box Select OK Note: Make sure you select the documents in the order you want them numbered in the master document Remember: Any editing or changes to page numbering in the master document files, will not be reflected in the master document. To regenerate the numbers or update the master document, select one of the options in the Generate section of the Master Document dialog box

Generating a Table of Contents To generate a Table of contents: Select File Master Document to display the Master Document dialog box Select Table of contents Click on TOC Options to display the Table of Contents dialog box and enter a file name Select Options to display the TOC Options dialog box Assign TOC levels to the paragraph styles listed Select any other options andselect OK Use Promote or Demote until the paragraph styles appear under the TOC level required Note: To create a table of contents for a document other than a master document, select Generate TOC from the Tools

Creating Index Entries Shortcut: Click on the Insert index mark icon to mark text To create index entries: Select the first section of text you want to reference as an index entry Select Edit Mark Text Index Entry to open the Mark Index Entry dialog box Edit the text in the Primary text box Click in the Secondary text box to create a secondary index entry Choose any other options and select the Mark button to create the index entry To display index entries in the document, select View Show Power Fields Note: Page numbers will always be placed next to a secondary index entry if one is available

Creating an Index To create an index: Select File Master Document to display the Master Document dialog box Select Index to open the Index dialog box and enter a name for the file Select Include alphabetical separators to place letters in front of the index entries Select OK to generate the index Remember: If you edit the document you must regenerate the index to ensure it is updated Note: To create an index for a document other than a master document, select Tools Generate Index

Macros Advanced Ami Pro for OS/2

What are Macros? Note: By default, macro files are placed in the AMIPRO\MACROS directory Note: The .SMM extension is added to macro filenames automatically A series of commands which are carried out automatically Useful for automating tasks which you carry out frequently Note: If you make a mistake, you must re-record all the actions

Recording Macros • Select Tools Macros • Click on Record.... to open the Record Macro dialog box • Enter a name for the macro • To assign Shortcut keys to play back themacro, enter the key combination in the Playback shortcut keys text box • Click on OK to record the macro • Carry out the actions you wish to record • Click on Recording... in the Status bar to stop recording and save the macro

Running Macros Manually Note: You can use CTRL with most keys for the shortcut. You must type the actual alphanumeric characters, with no spaces, for example CTRL+S To play a macro: Select Tools Macros Click on Playback.... to open the Record Macro dialog box Locate the macro in the Macros list box To assign Shortcut keys to play back the macro, enter the key combination you want to use in the Playback shortcut keys text box Click on OK to play back the macro and carry out the task assigned to it Warning: You cannot use the Function keys to create a key combination, even though the Help screen uses one as an example!!

Running Macros Automatically • From the Tools drop down menu, select Macros • Click on Edit • Which displays the Edit macro dialog box • Click on Assign • Which opens the Assign Macro to run Automatically dialog box • If you wish to run the macro when the file opens • Click on the File open button, and in the drop down list box alongside, locate the desired macro • If you wish to run the macro when the file closes • Click on the File close button, and in the drop down list box alongside, locate the desired macro • Click on the OK button

Recording Quick Macros Remember: Each time you record a new Quick Macro, the contents of the UNTITLED.SMM file are overwritten with the new macro Use Quick Macros to automate a task you use only occasionally, or only want to use in one document Ami Pro records the Quick Macro to the file UNTITLED.SMM To record a Quick Macro: Select Tools Macros Click on Quick Record Carry out the actions you wish to record Click on the Recording... message in the Status Bar to stop recording To play back the Quick Macro Select Tools Macros Quick Playback

Assigning a Shortcut Key to a Quick Macro • You can assign shortcut key combinations to Quick Macros, which can be used as an alternative to accessing them via the menus • From the Tools drop down menu, select Macros • Click on Record • Click on the Options button • The Quick Record Macro Options dialog box opens which allows you to assign shortcut key

Merge, Labels and Envelopes Advanced Ami Pro for OS/2

What is Mail Merge? • Merge can be used to combine data such as names and addresses with information contained in an Ami Pro document, such as a letter or report • For example, Merge can be used to send a standard letter to many people with the added facility of personalizing each letter with the individuals name and address • To perform a Merge you require a merge data file and a merge document file

Creating a Data File • To create a data file: • Select File Merge and choose Option 1 • Select New and enter a name for the file in the Name merge data file dialog box • In the Create Data File dialog box enter field names • Select Options to specify field and record delimiters Note: Field names should be specified so that the data is easy to refer to. They do not need to be entered in the order in which they will appear in the merge document

Entering Information into a Data File Moves back one record Moves forward one record Moves to the last recordin the data file Moves to the first recordin the data file • To enter data: • Place the cursor in the first text box of the Data File dialog box • Enter data for the first field and press Tab • Click on the Add button to create a new, blank record Note: Each time you add a record, a new blank index card is displayed. Information is displayed in the tab dividers at the top of each index card to identify records

Creating a Merge File • To create a merge file: • Open the file you want to use as the merge document file • Select the merge data file • Assign the data file to the merge document file • Insert the merge fields into the merge document file • Either print the new merged document, or save the merged document as a new file Data File New Combined File Merge File

Merging Data and Document Files Merges the documents and prints a copy of each resulting document • To merge data and document files: • Choose Option 3 in the Welcome to Merge dialog box • Select Options from the Merge dialog box • Select Print Options from the Print Opts dialog box • Select OK to print, display, or save the documents Merges and previews each resulting document before printing Merges the documents and saves the results to a specified Ami Pro document

Advanced Formatting Techniques