Automating work with Word Perfect 6.1

• Creating and Applying Styles
• Macros
• Using Templates
• Using Tables
• Merge Functions and Envelopes

A style is a collection of predefined formatting codes, graphics, text, and other elements. By defining or using a set reference, you save time by not reinventing the same format. Creating a library of frequently used styles pays big dividends in the future. Styles can be applied to all or part of a document, so that one document can contain many styles. Styles also have the advantage of allowing you to change all documents that reference the style, just by changing the style.

Types of styles

• Document - Set at beginning for the entire document, can be overridden
• Paragraph - Paired style for entire paragraph
• Character - Paired style with beginning and end point
• Initial style - Set for each document, can be set as default for all documents
• System styles - Built-in settings, can be copied and then changed
• Template styles - collection of styles, macros, and other features

Format some text as you want it and position the cursor within it. Open the document or Template. Choose Format / Styles / Quick create / Enter a name and description / Select Paragraph or Character style / OK

To enter codes directly, follow the steps above, but choose "Create" instead of "Quick Create". In the dialog box, enter the name, description, type, and the codes you want in your style.

Figure 1. Style Entering box.

Editing Styles

After a style is created, it can be changed or deleted by choosing Format / Styles / Select name / edit or delete. Style types can also be changed.To change a system style, choose Format / Styles / select style / Options / Copy / Document / Enter name.

Applying Styles

To apply any style, Press Alt-F8 or Format / Styles and choose the Style name, then click Apply. Each type of style has its own properties. Document styles are not turned off and take effect for all text following the code. Paragraph styles do have On and Off codes and may be applied to existing paragraphs by setting the insertion point within the paragraph and using the above procedure. To apply the style before you type the text, follow the same procedure, but be aware that the paragraph style will continue until the style is inserted. Character styles are also turned On and Off and can be applied to existing text by selecting it first, or entered dynamically by turning on the style, entering the text, setting Enter key to , and turning the style off by pressing Enter. System files can be copied and the copy changed to affect the current document.

Applying Styles to other Documents

After styles have been created, they can be made available to other documents by Opening the Style Editor, selecting the name, Click Options, and click Copy, then To Template. This places the style on the standard template that is the default for new documents. A style library can also be created by Choosing Save As from the Option menu and then retrieved into another document.

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B. Macros

A macro is a collection of keystrokes that perform some function. They are used to automate your work. Before using the macro feature, the current document should be saved.

Creating Macros

1. Choose Tools / Macro / Record (or Press CTRL-F10)
2. Enter Name of Macro. Press Record.
3. Enter Keystrokes to record. Word Perfect does not allow you to use the mouse to move the insertion point or block text.
4. End with Tools / Macro / Record or CTRL-F10.
5. To rerecord a macro, repeat above and specify replace.

Figure 2. Macro Record Box.

Playing a macro

1. Choose Tools / Macro / Play or ALT-F10
2. Enter macro name and click Play
3. A list of macros will appear after selecting the Directory
4. Stop a macro playing by pressing ESC.

Instant Play Macros

Frequently used macros can used with a shortcut key. First create the macro as above then select Edit / Preferences / Keyboard. Choose Create to create a keyboard file, Select a Key on Left / Play a Macro / Assign Macro, and enter the macro name and path. Be sure to select the keyboard you defined and play the macro by pressing the key.

To stop a macro while playing, press ESC.

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C. Using Templates

A template contains the basic format for a document that you then fill in with the text. A template may contain static text, styles, macros, abbreviations, etc. Word Perfect provides several predefined templates that you can use right away. In addition, you can define your own templates. By using templates, all copies of a type of document look the same and formatting mistakes are removed. Templates are Word Perfect files and can be opened, edited and printed like any other file.

Applying Templates

File / Template / Choose a template / fill in the document

Creating and Editing a template

File / Template / Options / Create Template / fill in options / OK / Enter codes

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D. Using Tables

Creating Tables

Position the insertion point to where you want the table Choose Table / Create / Enter number of rows and columns / OK

Entering text and editing

Move to the cell and type. Use tab and shift-tab to move from cell. Insert rows and columns with Choose Table / Insert / Row or Column / Position Delete with DEL key or Table / Delete / Row or Column / Select Cells Delete contents only with Cell Contents.

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E.Merge Functions and Envelopes

Merging involves combining information from data files and form files to create multiple copies of a document. It is typically used in form letters or mailing labels.

Figure 3. Merge Dialog box.

To setup Merge

1. Choose Tools / Merge or Shift+F9.
2. Choose Data. Enter names of fields. OK.Enter Data for fields. Close. Enter filename.
3. Choose Go To Form from Merge bar.
4. Choose Create. Enter form and enter field names by clicking Insert Field on merge bar.
5. Finish with File / Save As / Name the file.

To create envelopes

Choose Merge from the Merge features bar / Merge / Name of datafile / Envelopes / Return Address / Mailing Address / Field / Choose field names / OK Perform Merge by Clicking OK.

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