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UNIT 3 WORD PROCESSING

Structure 3.1 Introduction Objectives 3.2 Word Processing 3.2.1 Desk Top Publishibg 3.2.1 Functions of a 3.3 WordS tar Menu and other Components of Display 3.3.1 Opening Menu 3.3.2 Cursor Movement Keys 3.4 Creating a Document File 3.4.1 Saving 3.4.2 Quitting Wordstar 3.4.3 Recalling the File 3.4.4 Marking a Block 3.4.5 Moving the Block 3.4.6 Hiding the Block 3.4.7 Writing a Block into Anorher File 3.4.8 Including a Document into the file being Edited 3.4.9 Reformatting Text 3.4.10 On-Screen Formatting 3.4.1 1 Applying Special Wects 3.4.12 Hud and Replace 3.5 Function Keys 3.6 Spell Check 3.7 Backup 3.8 Printing Using Wordstar 3.9 Dot Commands 3.10 Table of Contents 3.1 1 Indexing a Document 3.12 3.12.1 Preparing aData File 3.12.2 Preparing the Main File 3.12.3 Eaevelop Pritlting 3.13 Summary 3.14 Answers to SAQs

3.11 INTRODUCTION

One of the most popular application of today is word processing. Word processing refers to the use of hardware and a suitable software for creating text (letters, essays, write-up about products by companies, notes, etc.), storing it on a computer file, recalling it, making corrections, underlining, headings and printing. We will study word prcxessing in this unit in more detail. Objectives Akr studying this unit, you should be able to : dt;Cilt w~rdprocessing, the necessity of word processing, disadvantages of typing and enumerate the advantages of word processing, explain some functions performed by a word processor, explain what a DTP package is and list some DTP packages, load WordS tar and explain its menus, Computer Applications - 1 enter text and make corrections while entering, give special ciiects such as bold face, under lining, itaiics, subscript and superscript, change line spacing and reformat text, mark, delete, move and copy a block. write the block to a file and read from I another file, find and replace text, use options such as global, selective replacement, whole word. ignore case. backward search, identify and narrate the functions of function keys, explain spell check operation, and enumerate the advantages of having a backup.

3.2 WORD PROCESSING

In the beginning of this unit we saw what is meant by word processing. Let us see what is the necessity of word processing. Suppose you are working in a company or in a Government office. You have to prepare reports about the activities periodically, prepare write-ups about products, inform the partners about the meetings that the company has to conduct and send list of matters to be discussed in that meeting along with this letter. You also have to send circulars to employcer about matters connected with day-to-ddy running of office. People used to typc such matters earlier. But type-writing is tedious. Corrections are difficult to make. Once you correct ii letter, you may have to retype it. It may be difficult to use already typcd but frequently needed matter again without retyping. With word processing it is possible to create, correct, give special effects and pnnt easily. You can store the often used portions in a file and include it by the strokc oi :1 key in any other document you are typing. An example is shown below. Vasmth Farm Products, Green Avenue, Madras - 36. (known for supply of vegetables, seeds and trees for the past IS years). Grow More Trees You can store the above as a file say "FARM and include it wherever you w'mt just by giving a cormmand. You need not laboriously enter the matter again and again. If you want to print the matter you have entered, electronic type setting (preparing matter for prinung) is available. This is much easler and faster than the old inethd ot manual type setting. ( In manual type setting, lhe person who is preparing the plate wilh characters manually picks up letters. fixes them on a frame and realigns them.) With communications technology also developing fast, we are able to network computers. Once you enter the matter to the computer, you can make it available to any number of readers across the country and cven outside the country through a network. In fiict, one of the leading newspapers "Hindu" and mother computer magazine "Express computers" arc already available to readers on the computer network. These are the adv;ultages of word 1 processing. Today anmber of word processing packages (word processors) are ava~lableTable 3.1 lists them wlth the names of developers. Table 3.1

PACKAGE DEVELOPEWENDOR

MultiMate

MSWORD Microsoft

WordStar Micro Pro

Display wriie IBM

Scriptsit Tandy 42 3.2.1 Desk Top Publishing Word Processing ,- , We studied the advantages of word processing and listed some packages. Sometimes we I have to combine the output of different packages and prepare books or reports. An example of such an operation is as follows : There is a package called spread sheet. You can enter data in the form of rows and columns. From this you can generate a graph. You may have to incorporate this graph into a report which you prepare using a word processor. Some word processors can directly pick up such graphs. Some cannot. To do such operations easily, packages called publishing packages are available. Ventura is one of them. Using a desk top publishing package you can merge outputs of different packages and prepare a file for printing. 3.2.2 Functions of a Word Processor Any word processor performs the following functions. 1) Creating Text Using a word processor, you can enter text into an area of memory (called buffer). 2) Saving Text As you already studied, anything we store in computer memory will be erased when you switch off the computer. If you want to reuse the text, you should save the text you enter into computer memory on hard disk or floppy. A word processor helps youto do that. 3) Editing Text Generally, we are not satisfied with what we enter into a file for the first time. The text entered for the first time often is called a draft. We would like to make corrections in this draft. Correcting and making changes is called editing. A word processor helps you to edit text. While editing, word processor helps you insert text, delete text, move a block of text, (a block may be a number of characters, words, lines or paragraphs) from one place to another in the text.Edfting is the most important function that a word processor performs and its popularity, to a largt: extent, is due to its capabilities of editing, 4) Printing Text Having entered, edited and saved text, you may like to print it. After all, your ultimate aim in entering text may be to print it and send it to somebody. For example, you may enter a letter using a word processor and you may like to send it to somebody. The word processors offer facilities for printing text. If you want, you may instruct the word processor to print multiple copies of your document at one stretch. Ws studied the facilities that are generally available in many word processors. Now, we will proceed to study word processing by using WordStar a word processor developed by IvlicroPro International. You learn things better by actually doing it. So it would be better if you practice the commands on a computer as you read thc text. The versio~ldescribed in this text is WordStar 4.0. At present WordStar 7.0 is coming into use. It has additional facilities and the menus are different since it includes these additional facilities. You may easily learn WordStar 7 if you are familiar with WordStar 4. In fact you may use almost all the commands of WordStar 4 in WordStar 7.

3.3 WORDSTAR MENU AND OTHER COMPONENTS OF DISPLAY

We will assume that the WordStar program is available on the system in the directory WS4 in C disk. Boot the system and log into the directory WS4 by typing in C:\>cd WS4 The system responds with C: \WS4> *pplimtiolls - I Following file prompt enter C: \W54>WS WordStar gets loaded. meopening display is shown in Figure 3.1. The first or top portion of the display is called menu. We will study the menu. -7 YWordStarProfeesional Release 4 I -1I OPENING MENU _I_=1 I D align open a document L align change logged driveldirectory N align open a nondocument C align protect a file P - align print a file E align rename a file I M align merge print a file 0 align copy a file /I I align index a document Y align delete a file T align table of contents F align turn directory off X align exit WordStar Esc align shorthand R align run a DOS command

ADD^ 4.9k AGREE .Ik ASCII.WS 44k BLOCK2 I CHAP1 53k COPY .9k DRSPACCT 3.8k IGNOUSYL 1 LET16 .6k MAIN l.lk NOTREPAI .3k RDDADDR I RDDHBA .9k RDDHBA.BAK Ok SCR 4.5k SURECRM SUREPV 4.4k SURETY .Ik TEST 6.0k UNIT12 UNIT2.1DX 65k UNIT7 35k UNIT8 105k UNIT9 i WSANSM I

Wgyre 3.1 :Opening Menu

3.3.1 opening Menu The menu is called opening menu. The first item is D open a document It tells you that if you press the letter "D" on your keyboard, WordStar would open a document (a document is a letter, report or book). The next portion of the display shows the files and directories tllat are already in the drive with the sflace occupied by them. This is called directory display. A document is a letter or a write-up that we want to enter or edit. A non-document is a series of entries that we may use to stcwe data to be read by particular packages. Onc example, of a non-docunlent is a command file. AUTOEXEC.BAT. The third command on the first column is P Print a file As the name indicates we will use this command ti) print a file. We will postpone the study of next three comn~mtlsa~d turn our atlention to the seventh comnland. X exit WcrdSiar If you press "X". Wordstar would exit and we would go to DOS Prcxnpt, but we won't do it as it. The next coirhand J help would display a help menu. The first conlrnand in the second column is L change logged driveldirectory would helb you to select another directory or drive. The next command is C protect a file As the name indicates, this helps you to prolect a file from overwriting or changing. This command is an example of a toggle. That is if you press C WordStar would prompt you to enter the name of the file. If you enter tile name of the file, system would protect it ~f the file is not already protected. If the file is already protected, WordStar would remove Word hcessing

There are other toggles such as INS key. If you press it once, Wr;rdStar enters insertion mode ( which we will study shortly). If you press it again, WordSm would enter the type over mode. The next command E rename a file helps you to change the name of a file. The next command 0 copy a file mitiates copying a file, to another. The next command Y delete a file helps you to delete a file. The next command F turn directory off would suppress the display of the list of files that WordStar displays below the menu. If you press F, the di~playof files goes off and the command itself would change to F turn directory on Thus, this command is also a toggle. The next command ESC shorthand displayb a short hand menu which is shown below.

WordStar Professional Release 4 SHORTHAND MENU

d~splayandlor change definitions

result from last QM or AKM math @ today's date formatted result from last QM or AKM math ! current time last "QM math equation

It displays a number of letters dong with a short description of their contents. (For example, in the above display, the key "1" contains Yours Tmely and to recognise its contents, I have added "Ym')If you press any key listed in the short Rand menu, WordStar enters the corresponding information at the current cursor position. (We will shortly study the cursor and cursor movement keys.) WordStar provides some of these short hand functions. You nlay also define a group of characters of your choice in the Escape menu with a single character name. Go to ESC menu by pressing Esc. Press the key for that name and WordStar inserts the information corresponding to it in the current cursor position. You can insert the current date in a file. This function will be useful to you. Let us see how to do this. Press Esc key. WordStar displays short hand menu. Locate the character @ in the menu. This key, if pressed, inserts current date in the current cursor position and WordStar leaves short hand menu. Sometimes you may press Esc by mistake. Wordstar displays short hand menu. If you do not want to use the menu, press Esc key again. WordStar lelves the menu. . Computer SAQ 1 a) What is word processing ? b) What are the advantages of word processing ? .c) Mention a few word processing packages ? d) What is a DTP ? e) List the functions performed by a word processor ?

SAQ 2 a) When you enter text, where does it get stored fust ? b) What is meant by saving ? c) Matis a menu ? d) Fill up the following : Operation Command Open a document ...... Open a nondocument Print Index Table of contents Exit WordStar Help SAQ 3 a) What is a toggle ? b) Give two examples of a toggle in WordStar ? c) What purpose does a short hand menu perform ? d) How will you enter short hand menu ?

3.3.2 Cursor Movement Keys As in DOS mode, you car1 see a cursor once you open a file in WordStar. As you enter letters, cursor moves to the next position. (The position of the cursor at any moment is called the current cursor position.) You can move the cursor to right any psilion ln the file, by using the cursor n~ovementkeys. These keys are located at the left hand side of your PC's keyhoard. They are left mow key, riglit arrow key, up arrow key and down arrow key. There are some more cursor movement keys such as PGDN and PGUP which move the cursor by one screenful down or up. Please remember that you can move the cursor to a place in file only if you have entered something (including 1)larlks) in that place. The following are some more cursor movement keys. (In the following commands, + sign denotes that kdep pressi~~gCTRL kev and press the Character(s).) Cl-RL+E Moves cursor one line up. CTRL + X Moves cursor one line down. i rRri +S Moves cursor one character to the left. CTRL 6 !9 Moves cursor one character to the right. CTR!. - A Moves cursor to the beginning of previous word. CTRL + F Moves cursor to the beginning of next word. Word Processing CTRL + R Moves cursor to the beginning of the screen. CTRL + C Moves cursor to the end of screen. CTRL+Q+C Moves cursor to the end of file. CTRL + Q + R Moves cursor to the beghming of file. Tl~c.next command is R run a DOS command If you press R, WordStar temporarily exits, and the system displays DOS prompt as a

You may type in a DOS command. DOS executes that conlxnand. Enter EXIT and you again enter WordStar. which displays tl~emenu again. We just studied the opening menu briefly. The next portion of display is the directory. Just below the openirig menu, you will see a line startirig with DIRECTORY. This shows the current drive and directory. In our case it is DIRECTORY Drive C:\WS4 Below this, WorJStar displays the narnes of files and sub-directories and their sizes. The , directories are listed first followed by files. If you are going to create a new file, you may turn directory off by pressing F. This suppresses directory listing and the screen is less congested to look at.

3.4 CREATING A DOCUMENT FILE

Having studied various items in the opening menu, let us see how to open a new file. For the present, we will open a document file. The command to choose is D open a document. Choose this conlmand by pressing "B" In response to this, \IrordStar displays the screen of Figure 3.2. Study it carefully. It gives you illstructions (i) to open a new file far entering a text, or (ii) to open existing file for editing.

D WordStar Professional Release 4

Type the name of the document to create or change. il~cludedrive and directory if they are different from current. , The directory, if on, displays the names of existing files you may change. To create a new document, type a new name and press Enter. Document to open ? f done AU cancel "R repeat l left AD right I Delchar "G char AY all AX directory AP literal I AA wd If AF wd rt l AH left AT word

DIRECTORY Drive C:\WS4 17M free lk ADDR 4.9k AGREE .Ik ASCII.WS 4.4k BLOCK2 23k CHAP1 53k COPY .9k DRSPACCT 3.8k IGNOUSYL l.lk LET16 .6k MAIN l.lk NOTREPAI .3k RDDADDR .9k RDDHBA .9k RDDHBA.BAK 2.0k SCR 4.5k SURECRM 4.4k SUREPV 4.4k SURETY .Ik TEST ' 6.0k UNIT12 .lk UNIT2.IDX 65k UNIT7 35k UNIT8 105k UNIT9 .lk WS4.NSM

Ergurn 3.2 :WordSLz-r Screen for Opening a Document If you enter the name ot the file that already exists and press return key, WordStar loads the file from disk into buffer. It then d~spiaysthe first screen of text along with the Edit inenu of Figure 3 3. To crcale a new file enter a nanle, tl~atdoes not exist, say "TREES". WordStw displays can't find.that file. Create a new one [YIN) ? ~~*~ppli~~-3 This messaEe only informs that you are creating a new file. Sometimes, you may like to edit an existing 11lebut entered its name wrongly. You realize it half way though entering the name. In this case you may correct it by backspacing and entering correctly. In case you want to change your mind and decide to do a diffcreht operation such as printing a file, keep the CTRL key pressed and enter U. This is denoted as "U in Figure 3.2. "U is an important key which helps you to cancel any command you entered in the middle. To alert yw, WordStar displays the above message. In this case, we want to create a file, so enter "Y". Wordstar displays the edit menu of Figure 3.3.

D WordStar Professional Release 4 C:TREES PO1 LO1 GO1 Insert Align

I CURSOR SCROLL ERASE OTHER MENUS * UP "W up AG char AJ help "0 onscreen format AX down "Z down "T word I tab "K block & save down "R up screen "Y line AV turn insert off "P print controls AS left AC down Del Char "8 align paragraph, "Q quick functions screen "U unerase AN split the line Esc shotthand "L findfreplace again

TREES < Trees are wonderfull gift of nature. You can find a number of trees in your place if it is a small village. But in cities, man has cut all trees and built massive concrete structures. This has resulted in increase in temperature. Even trees in thick forests are being cut, sold and in its place, houses are built. <

Display Center ChkRest ChkWord Del Blk HideBlk MoveBlk CopyBlk BegBlk 1 End Blk 1 Help 2 Undo 3 Undrlin 4 Bold 5 Delline 6 DelWord 7 Align 8 Ruler 9 Save 0 Done This display consists of the following : i) A Status Line :It shows the current drive, file name, the current page, line and column of the document we have opened at which the cursor is at present. It also shows the mode in which we are operating. The mode is "insert". In this mode whatever we type is entercd ;it the cursor position. "Align" mode aligns text on thc 1~11 and right hand sides. i) a status lilw

iii j ruler line, iv) space for text and vj bottom display of function kcys ;111d their functio~ls. iij Help Menu :Wc will closely study the llelp rner~usince it will bc useful if we ilrc familiar wiUi the itenls in the tnenu.

Illere are five columns in thc :iiLnu to help you identilj~function.\ will) caplic>~ls 1) Cursor 2) Scroll The first one contains the conullands to move the cursor mund the file. The second Word Processing one contains the ct-lmmandsto kcroll text IScrolling is bringing in more text thal what your screen displays). The third culu~nncurllains conmunds to erase characters, words or lines. The fourth column contaius commands fix other functions : 1) "J invokes help n~enu 2) AI moves tl~ccursor to tabs, or predetermined columns 3) AVturns insert mode on (if already off) pr off (If nlready t~n) 3)AB aligns paragraphs ;iccordiog to new margins or line pacing we may set 5) ANsplit the line 6)"L repeats the rind and replace command whicl~we will study later. ?lie Li~slt'our coluir~sconlains co1ru11,ands which perform thi: respective actions. We will be study~ngnlosl of these commands one by one when dealing with them. Fifth columi contrius commands lo invoke other menus. Each of these commands in these maws, nlay display hrther inf(3rmation about commands or menus. One thing to nole i~houtthese commands is that they in turn lilay display a help menu each. From thrit wc can choose ;I function we need. Thus, we see that WordSlar is user friendiy, since it lcriclics you how to usc it while you work with it. iii) ku~erline : You can see Ule ruler line just below the help menu, It shows the margins md,tab slops. (A t;~hslop is a predelermiued position to which yc;\u c;ul move the cur,sor I)y pressi~lgtl~c Tab key mru-ked.) You may reset lefl and right margins as well ;IS pos~tionand nuruher oCTab stops. (We will learn this a little later.) The ruler line ch;u~gcsia lengt!~accordingly. Tl~ctah stops denoted by "1" oh the ruler line also clu111gc iv) Space for text : Be1o:v 1l1o ruler lint is the space for text. In our case it is ernpty since we are yet to enter alylhing into it. We niay increase this space by chatlging help level, wliicli would either partially or Fully suppress the help menu. v> Bottom help menu : At the bottom of the screen, we find help information about function keys F1, F2, etc.. You may find these keys on lhe top row on some keyboards and at the left hand portion on some others. Just look at it. For each key designated as 1,2,3. etc., thcre are two functions specified one above the other. If you press just the furiction key, the function specified at the bottorn is invoked. If you press the function key with shift key, the function at top is invoked. We will study Inore details later. Entering Text Let us now start entering text. Enter the following text. TREES Trees are wonderfull gift of nature. Yo9 can find a number of trees in your place if it is a small village. But in cities, man has cut all trees and buitt massive concrete structures. This has resulted in increase in temp- erature. Even trees in thick forests are being cut, sold and in its place, houses are built. While entering you will note that if a word is longer than the available space in the line, Wordstar automatically brings it to the next line adjusting blanks between words accordingly. This is called word wrap - around. Suppose you have enlered a word wrongly and realized it halfway through entering the word or after entering it. You may press backspace key. The cursor moves to the left by one character erasing the last cl~aracter.Keep the key pressed as long as needed to rub off the wrong word. You do not have to press any key to move the cursor to new line after the present line you are entering is full. But, if you press enter key it creates a line feed. If you do so, you can see the less than "< " sign at the right extreme of display. You should press enter only after completing a paragraph. The character at the right extreme of display is called a flag character. The flag character on different lines may be different. Let us study the various flag characters. "Hard" carriage return (<) : You pressed RETURN key to end a paragraph here. Computer Appliartioar -I No flag character "Soft" c'miage return : Word wrap broke tile line here + Text on this line extends beyond the right edge of the screen. Empty screen space beyond the end of the document. This line contains a dot command. 1 The dot command on this line will work best at the top of a page. : The dot command on this line affects printing only. SAQ 4 a) What portions does screen display contain when Wordstar displays edit menu '! b) What are function keys ? c) List the functions of function keys without shift key and with shift key. d) How will you recall an old file in the main menu?

When you load WordStar, the operating system allocates an area in the memory called buffer. When you enter text, WordStar puts it in the buffer memory. You should write the text in buffer into the disk for permanent record. It is called saving. 3.4.1 Saving There are two ways of saving. i) Saving and coming back to the edit menu with the document still in buffer. You can do this by pressing "KS or by depressing F9 key. ii) The second method of saving is to press "KD (Save and done). You may alternately press F10. I preter pressing the function keys since it is easier. In this case WordStar saves the file and displays main menu. You may wonder why you should have two methods of saving. Suppose, you are entering a long text and power fails. Whatever you have entered would be lost since it is in RAM. So you should save text periodically and should be able to restore entry of text. "KS (or F9) key allows this. This saves the file in hard disk and places the cursor in the place where it was while saving. You may resume entering data. Suppose, you have completed entry of text. "KD (F10) helps you to save the file and come to the main menu. So use "KS (F9) to save dunng editing or text entry operation and "KD (F10) after completing data entry. 3.4.2 Quitting WordStar We have just created a file, entered text into it and saved the file. Use "KD (F10) to save and WordStar displays main menu. This means Wordstar has saved the file successfully. In Lhe main menu press X to exit WordStar. Now, DOS displays its prompt. Other way of saving and exiting WordStar is the "KX command. 3.4.3 Recalling the File We have loaded WordStar, entered text, saved it and quit WordStar. Let us now load WordStar, recall the file and edit it. i) Load WordStar by entering WS at the DOS prompt. WordStar gets loaded, displays the main menu consisting of status bar, file directo~yand help menu regarding function keys. ii) Press D to open a document file. iii) WordStar displays the menu in Figure 3.2. Read the display carefully. It tells you how to enter file name. Carefully look at the directory where Wordstar displays file names alphabetically, You may type the file name TREE and press enter. But there is also a Word Yrocessing simplcr way. Use the dowxi arrow, right, left arrow keys to move the cursor to various file names. Watch the space for file name. You will find as you place the cursor on a i file name WS displays it in the space. Select the file name TREE and press return. Now this file is loaded. Let us have a look at it and see what corrections we have to ni'lke. Note the following : 1) The paragraph beginning is not indented. Watch the ruler line and see if the word - ." "Insert" is displayed. If not press "INS" key. This means WordStar is in insert mode and whatever you type will be inserted at cursor position. With the cursor at line 1 column 1, press the "Tab" bey marked. WordStar provides a single indent for beginnixig of a paragraph. 2) Look at the word wonderfull. It is misspelt. Take the cursor (by pressing the right arrow key) to the exlra character "1" and press "DEL" key or CTRLffi key (see the "Erase" coIumn on menu giving you this information). 3) The next mistake is finda. You have to provide a space between find aud a. Take the ' cursor to "a" in finda and press space bar. WordStar provides space. Please note that WordStar would erase "a" if "insert" is not ON. 4) We notice that, if we shift the last sentence after "concrete structures", the flow of the text would be better. Press CTRL + X to bring the cursor one line at a time. (Please note WordStar menu displays the information regarding which key to press to delete a character or a word in "CURSOR" help column.) By using CTRL + F you may move the cursor forward one word at a time. Bring it to the beginning of the word "Even". Now we are going to mark a block. 3.4.4 Marking a Block Look at the edit menu and locate block and save. The letters to be pressed are "K. WordStar displays block and save inenu. It also tells you that you have to press "B" for beginning of a block. Do so. WordStar displays a highlighted B. Take the cursor to after the period in the word "built" press CTRL + K. Now, WordStar highlights the block you have marked. (Note in the word BLOCK the first letter B and the last letter is K. So we have to press CTRL + B and CTRL + K for beginning and end of the block respectively.) Let us proceed lo move the block. 3.4.5 Moving the Block Take Uie cursor to after the period following the word "structures". Insert space after the period after this word. To move or copy text to a particular location in the file, you have to take the cursor to that location and issue appropriate commands. Press CTRL + K to invoke the block menu and locate the character for moving the block. It is "V". Press "V". Now WordStar has moved the block to the place which we think is appropriate. Having completed the move operation, let us "Hide" the block or remove marking the block. 3.4.6 Hiding the Block Press "K and find out the key for hiding which is "H". Press it and WordStar removes the highlight.

Please note the following : I) Instead of pressing "KB and "KK you may press Shift + F9 and Shift + F10 respectively. Find out the information at the right extreme of the bottom of the screen dtsplay which says for "Beg Blk" press shift + F9 and for "End Blk press shift + F10. Note that F9 can save if shift is not pressed. And F10 saves and leaves edit if shift is not pressed. 2) If you mark another block, WordStar hides the block you marked. 3) You may copy the marked block either by issuing the "KC command or by pressing Shift + F8. We studied block operations in the preceding sub-sections. Using the move block command, we moved the marked block only within the file. Similarly, we used the copy command to copy a marked block from one place of the file to another. It is possible to write a marked block into moth-er file. Let us see how to do it. C~p~@rAp~~~--13.4.7 Writing a Block into Another File First mark Ehe block with CTRL + B and CTRL + K. Then enter CTRL + W. Woratar prompts you to enter hafile name info which you want to write tbe block as folluws, Specify a file name where the marked block is to be stored on disk.

A done I Backspace or AHerase left I "X move cursor to directory "U cancel I Del erase i

DIRECTORY Drive C:\WS4 17M free .Ik ADDR 4.9k AGREE .Ik ASCII.WS 4.4k BLOCK2 23k CHAP1 53k COPY .9k DRSPACCT 3.8k IGNOUSYL l.lk LET16 .6k MAIN 1. 1k NOTREPAI .3k RDDADDR .9k RDDHBA .9k RDDHBA.BAK 2.0k SCR 4.5k SURECRM 4.4k SUREPV 4.4k SURETY .Ik TEST 6.Ok UNIT12 .Ik UNIT2.1DX 65k UNIT7 35k UNIT8 105k UNIT9 .Ik WS4.NSM

Enter the name of the file into which you want to write the marked block. WordSlar writes the block into the file you specified. You may also include a file into the document you are editing. Let us see how to do it. 3.4.8 Including a Document into the File being Edited i) Take the cursor to the point where you want to include another document and save the file once by pressing F9 key. The present version of the file is saved. In case you include a wrong file, you may abandon the document and open the document again to do further editing. ii) Press ENTER to create a few lines of blank. iii) Issue you CTRL+KR. WordStar prompts you to enter the file name which you want to include at the current position. It displays Specify the name of the document that you wish to insert into the file being edited. If no drive is specified, the logged drive will be used. Docw ment? A done I Backspace or AHerase left 1 "X move cursor to directory "U cancel I Del erase I

DIR~CTORY Drive C:\WS4 17M free .Ik ADDR 4.9k AGREE .Ik ASCII.WS 4.4k BLOCK2 23k CHAP1 53k COPY .9k DRSPACCT 3.8k IGNOUSYL l.lk LET16 .6k MAIN 1.l k NOTREPAI .3k RDDADDR .9k RDDHBA .9k RDDHBA.BAK 2.0k SCR 4.5k SURECRM 4.4k SLIREPV 4.4k SLIRETY .Ik TEST 6.0k UNIT12 .Ik UNIT2.1DX 65k UNIT7 35k UNIT8 105k UNIT9 .Ik WS4.NSFJ Enter the @me of the document and press ENTER. WordStar includes the file at the currrent cursor position. You may edit and adjust the text to delete extra blanks you have included at step (ii). Save the document if you are satisfied that the new document is properly inserted into the file. x SAQ 5 Word Promring a) How will you mark a block ? b) How will you delete a block ? c) How will you copy a block to another place ? d) How will you move a block to another place ?

Let us see how to reformat the text. 3.4.9 Reformatting Text Before going into reformatting, let us understand left margin, right margin, top margin and bottom margin. Figure 2.4 illustrates these concepts. Left margin and right margin are number of blank spaces you leave at the left and right of page respectively. Top and bottom margins are number of lines you leave at top and bottom respectively. Page length is the number of lines of text in a page. Different word processors have different default values for these values. You may also change the default settings by using the commands in on-screen format menu. 3.4.10 On-Screen Formatting We print most of the documents we word process. The print out is called a hard copy. Today's printers (dot matrix printers, laser printers and ink jet printers or desk jet printers) allow you to print text in boldface or underline text or print it in italics or in smaller characters. These are called special effects. In on-screen formatting whatever effect you give to the text, you will be able to see it on the screen. In off screen formatting, when you give special effects, WordStar displays special characters which correspond to the special effect. For example, if you apply boldface to "Tree is man's friend, you will see on the screen AB Tree is man's friendhB If you underline the same text using off screen formatting the print out will look as follow. ASTress is man's friend AS In on-screen formatting WordStar displays the bold faced text as follows : Tree is man's friend. Using on-screen formatting we will centre headings, change the right and left margins and spacing between lines. We will first set the left and right margins. Press AOand WordStar displays the on-screen format menu. To select right margin, press R, WordStar displays. Enter new right margin : Enter 60 and press retum. To set the left margin, press AOL.Wordstar displays Enter new left margin: Enter 5 and press return, The mler line now changes to reflect the new left and right margins, but the text format remains the same with right margin 65 and left margin 1. To set the line spacing to 2, enter AOS.(Note that you dc~not have to remember what key to press for changing line spacing or for setting left or right margin. WordStar helps you by displaying help information in the form of on screen formatting menu). Having fixed the new settings, let us reformat text. The command is ABor F7 key. Take the cursor to the beginning of the paragraph and press "B or F7 key. Let us now give special effects to the.text. Special effects :The following are some special effec$, we would like to give to our text. i) Boldface ( BNlting a portion of the text darker) ii) Under lining text, i~i) Printing in italics, 1 Computer Applicatiom - I ivj Subscript (in A1, 1 is the subscript), v) ' Superscript (we use this to raise some quantity to a power). For example in 52, 2 is the superscript). Let us now apply these special effects to our file "trees". 3.4.11 Applying Special Effects On the main menu, press D. When WordStar prompts Enter the name of the document to open : enter Trees Wordstar loads the file into the buffer and displays it. Move the cursor to the beginning of heading "Trees". Press F4. Move the cursor by pressing "S to the end of the word "Trees". Press F4 (or "PB). Now you can see "B on both sides of the word "Trees". Press "OC to centre the heading. WordStar centres the heading "Trees". Move the cursor to the next line by pressing "X and move it to the beginning of "Nature" Press "PS. Move the cursor to the end of the word and again press APS.Now the word "Nature" will look as follows "SNatureAS. When you print the file "trees", WordStar prints the heading in boldface and underlines the word "Nature". Next, let us see how to print something in italics. Use the cursor movement keys and bring it to the word "But". Press "PY and move the cursor to the end of the word "structures" and again press APY.You will see "Y before "But" and after "structures". Now, let us apply subscript and superscripts. At the end of passage press enter key twice. Then enter the character "A". After A enter "PV, 2 and then again "PY. When you print this document, WS would print the information you just entered as Ak, 2 is the subscript. Enter B in the next line followed by "PT 3 and "PT. If you print the document, WordStar would print as B~. In this 3 is superscript. 3.4.12 Find and Replace Suppose you have prepared a long text. Suppose you have made a mistake in spelling a word which occurs many times in the text. You have to locate that word and correct it wherever it occurs. WordStar provides the facility of find and replace. It is available in quick functions menu. On the edit menu, press "Q to invoke quick functions. Look at the menu and locate the key for find and replace. It is A. Press A. WordStar displays lhe following menu. Find what ? J done I Backspace or AHerase left "lJ cancel I del erase. Enter increse the word you have misspelt and press return WordS tar displays : Replace with ? Enter '"increase" the correct spelling. WordStar displays the following to get more informaaon from us. Options(s?? W whole words U ignore ca;: B look backwards ? wild cards A align G from boginning or end N replace without asking R rest

By tlt?~fht question, WordStar wants to find out, if the word you want to locate is part of some 01bt-r word. (For example, "trouble" in "troublesome" is not a whole word. If "trouble" IS entered hl the text as a separate word it is a whole word.) WordStar asks the third question to find out if it should look backwards from the present Word Pmembg cursor position or should look forward. For backward enter "B". The second question is to find out if Wordstar should look for "trouble" or "TROUBLE".If you instruct it to ignore case by entering U it would look for "trouble" entered in both lower and upper case. Otherwise it would look for only "trouble" and not for (capitals) TROUBLE. The next question Words tar asks is : Replace without asking ? (YIN) If you enter "Y" WordStar replaces all occurrences of the word with the word you enter without waiting for your confiition. If you enter "N", whenever WordStar ftnds a match, it asks for your contirmation by displaying. Replace YIN ? at the right-hand top of display. It replaces the word only if you enter "Y". If you enter "N", it leaves the word without replacing. You can use this facility to replace words selectively. SAQ 6 a) What command ieformats text ? b) What do you understand by on-screen formatting and off-screen formatting ? c) How will you underline, boldface and print in italics ?

SAQ 7 a) How will you print subscript and superscript ? b) What command finds a particular text ? c) What command finds and replaces text? d) What options does Wordstar provide for find and replace command ?

I i 3.5 FUNCTION KEYS i - - I I Vb'e briefly studied the functions performed by the function keys marked F1, F2, F3 etc., WordStar displays the information regarding what key performs which function in the bqttom help menu. You can see numbers 1,2,3, ...,0. These denote function keys F1 to F10 respectively. Let us see the first item from left which is Display 1 Help This means that F1 key, if pressed alone (without shift key), would display help information. If pressed along with shift key F1 key switches on display of control characters for special effects (if the display is OFF) and switches off such display (if it is already ON). The second item is Center 2 Undo This means F2 key, if pressed alone would unerase the last character or line or block of text deleted. If pressed with shift key, F2 would center the text in the current line (remember current line is the line at which the cursor lies). You can similarly identify the function of other keys. If pressed alone the function key performs the function specified at the bottom If pressed with shift, it performs llie function specified on top. After using these keys for sometime, you will be able to remember these functions and correspondixig keys, so that you can use them fast. Computer ApplrcMhm -I 3.6 SPELL CHECK

WordStar checks the spellings using its wsspell.ovr program. I1 reads a word in your documeot, checks one of the three dictio~lariesit maintklins. If it is not able lo match a word. it displays the word and also suggests corrections nwking them as 1,2,3, ..., etc. You may accept any suggestion you consider valid by pressing its serial number. If you do not want to accept, you can press I to ignore suggestion. In some cases, it is not able to make any suggestions. In these cases, you may press "Eto enter correction and WordStar allows you to enter the correction, accepts it and replaces the word in error with ycur entry. After you accept the correction, or ignore the error or enter correction WordStar proceeds to the next word and so on. After checking the complete document, WordStar places the cursor at the end of file, Save the document so that the corrections you made are incorporated into the file. Now, let us proceed to spell check our file TREES.You have lo open the file spell check it. In the edit menu locate the quick functions key. Press "Q.WordStar displays the quick function menu. Locate the item "check rest". The character to be pressed is "QL. If you do so Woratar starts checking the spelling cf each word. In cur file TREES we have misspelt the word wonderfull. WordStar displays spelling check menu as follows.

I QL C:TREES Wordstar Professional Release 4 1 C:TREES PO1 LO3 C13 Insert Align SPELLING CHECK

I ignore, check next word E enter corrections A add to personal directory T turn auto-align on B bypass this time only G global replacement is off

Word: "wonderfull" Suggestibns: 1 wonderful

TREES Trees are yyonderfull gift of nature. \(ou can find a nimber of trees In your place if it is a small village. But in cities, man has cut all trees and built massive concrete structures. This has resulted in increase in temperature. Even trees in thick forests are being cut, sold and in its place, houses are built.

Display Center ChkRest ChkWord Del Blk HideBlk MoveBlk CopyBlk BegBlk 1 End Blk I 11 Help 2 pndo 3 Unclrlin 4 Bold IDeiUne 6 DelWod ,Align 8 Ru!er OSave 0 Done / In the above WordStar displays the word it considers wrong and gives it suggests a correctiork. You may takeLmy of SAGactions. This display consists of the following : The WofdStar lists above by pressing the appropriate key. Press 1 to select wonderful. WordStarreplaccs "wtmderfull" with "wonderful". In some cases, Wordstar locates a word which it thinks is misspelt and is not able to correct it. In that case, by pressing "E" we can enter a correct spelling. WordStar replaces that word with the word we entered. Allern~rively,we may press I to ignore the error. Wordstar proceeds further. Sometimes you may want to check if the spelling of a word you just entered is correct. All word l'mdng that ym have to do is to hove the cursa on Lo the word and press shift + F4 ( the keys for I checking word). WordStar would tell you if you have correctly spelt the word or not. I WordStar also suggests you correctiot~s.If you accept its suggestion, by pressing "a", WordSfar replaces the word with its suggestion. If you do not want to accept its suggestion and quit spell check, enter CTRL + U. After completing spell check WordStar displays the cursor at the end of the file. I While writing text, we may commit spelling mistakes. While entering, these mistakes are carried to the computer file. We may make additional mistakes while enteri.lg. We have to carefully go through the text and correct such mistakes. While doing so, we may miss some of them WordStar helps us to detect and correct errors by its spell check facility. Let us see how WordStar does this. It main&aiils three dictionaries with the following file names : i) a dictionary of about 10,000 words called INTERNAL.DC1, ii) a lilrge dictionary M.AIN.DCT of about 70,000 words, and iii) PERSONAL.DCT. The third one does not come with WordStar but is created md used to Hdld Words that we consider valid while doing spell check. Savc the file to retain the cdrrections done by WordStar as well a.by you. Note i) Wt should not fully depend on spell cbeck to correct the text since WordStar passes a wtong word with right spelling. It suggests correction only if there is spelling mistake. If there is a grammatical error, WordStar does rtat detect it. Suppose there is a sentence He say he would come. in your file. WordStar passes all words itl this stftttefim, since there is no spelling mistake in any word. Let us try to understand this further. Suppose you want to enter "I said he would do it anyway but actually entered I set he would it do anywayn WordStar will not find any mistake, since set is spelt correctly even though you wanted to enter " said ". Similarly, WordStar would not point out the interchanging of the words " it " and "do". So even after you spell check a file, you have to read the text and check for such errors. ii) If a word in text. is not available in the dictionary, WordStar flags it as an error even though it is spell correctly. (Proper names are examples of this category.) You may add this word to the personal dictionary PERSONAL.DCT by pressing "A" when WordSfar suggests corrections for such a word. If WordStar encounters the word sagain. it passes that word. iii) You have to save the file after spell check. Then only WordStar incorporates corrections in the file. iv) You may interrupt spell check by pressing "U key. Edit the file or perform any operation you want. Then press "QL to check the rest of the file. v) If the file that you are spell checking is long, you may take long time to complete checking. There may be a power failure or some other interruption while you are performing spell check. So, depending upon the length of the file and whether you have an uninterrupted power supply or not, interrupt the spell check once or twice (by entering CTRL + U), save the file and start spell check again with chock rest facility. SAQ 8 a) What are the dictionaries that WordStar uses for spelling check ? b) What commarid sfarts spell check operation ? c) How will you interrupt spell checkin the middle ? d) How will you enter correction when you are in spell check operation ? Computer Applicatiom - I S A Q 9 a) How will you ignore the spelling misae indicated by spell check during the spell check operation ? b) You have to save the file after spell check is over to effect corrections. (TrueFalse) c) WordS tar marks the proper nouns as error ? (TrueFalse) d) WordStar does not indicate grammatical errors (TrueFalse).

3.7 BACKUP

We studied that we enter text into buffer area in memory. To make a permanent record, we save the file. Suppose you have entered text and saved it as a file; let us call this version 1. Suppose you recall the file, make changes and save it. Let us call this changed file as version 2. When you save version 2, WordStar saves version 1 with the filename and with extension BAK For example, our file TREES will be saved as TREES arid version 1 as TREES .B AK. Why does Wordstar save the earlier version as TREES.BAK? Suppose we make a mistake and erase thepresent version during editing, the BAK file is available for us. Using the rename option, in the main menu, we can rename the file as TREES and edit it again. (Please note that WordStar does not allow you to edit a file with extension BAK.) In addition to the .BAK file that WordStar maintains on disk, we should copy the file on to a floppy and preserve this copy called a backup. It is better to copy the file as frequently as possible and maintain the backup up-to-date so that we do not lose any time in editing the file to get the latest copy, You should take frequent backup of not only WordS tar files but also any data you are entering apd programs that you are developing.This saves valuable time in the case of loss ofdata &I hard disk due to any reason. Another imphrtant point is Ulat you should save your file as frequently as possible. This will ensure that the data you lose is minimum if the system stops working (called hanging). Some word processors automatically save the file you are working with at pre set intervals. (You may choose this interval by invoking appropriate facilities of the word processor. This facility is called auto save.) We studied v#uious operations in word processing using WordStar. We have to print most of the files, that we enter and edit. So, let us study how to print data using WordStar.

3.8 PRINTING USING WORDSTAR

To print a file, you have to save it and go to main menu. Press P to print. WordStar asks you Name of the file to print ? You may enter the name of the file and press return. Alternatively, you may move the cursor using down mow key, left and right arrow keys, to Ule file name (in the directory display that WordStar gives below the menu) you want to print and press return. WordStar asks you Number of copies ? If you want to print only one copy of the document, press return. If you want to print two copies enter 2 and press return. WordStar displays Starting page ? If you want to print from the first page press enter. If you want to print from a particular page enter the page number. For example, if you want to print from page 5 enter 5. WordStar asks Ending page ? If you want to print the whole document press enter. If you want to print up to a particular page just enter that page number. WordStar asks Pause between ? We mostly print documents in single sheets. In this case, as soon as printing on a sheet is over, we should insert a new sheet, align it properly and then print. To enable us to do that WordStar can pause printing till you insert paper, adjust it and then press "C" (for Continue). WordStar does this if you press Y for the question above. Sometimes, we print files on continuous sheets. In this case, we need not pause printing between pages. So you can press N. Wordstar prints continuously. WordStar asks the next question Form feed between pages ? Aftcr printing, you may like the paper to be released from printer. If so, press Y. After printing a page, paper is released and moved out of the roller in the printer. The next question is Nondocument ? (YIN). [f you are printing a document file enter N. Otherwise enter Y. Wordstar asks the last question Name of the printer ? Many manufacturers manufacture printers. Each printer needs a specific software called device driver for proper operation of the printer. To select a correct device driver for the printcr you are using, you have to enter the name of the printer. To aid you in selecting the printer, WordStar displays printer names also below the question. Move the cursor to the printer name you are using and press return. Actual printing operation now begins. If you are printing on single sheets, WordStar prints a page and displays the main menu. Press P. WordStar displays the following C to continue? You can insert a new sheet adjust it and press C. WordStar continues printing. After WordStar prints up to the last page of the document, or up to the page you have specified it displays main menu. We studied printing using WordStar. Next .we will study dot commands.

3.9 DOT COMMANDS

We studied the various WordStar commands to perform different functions. We issue these commands while in main menu, edit menu, various other menus or while printing. There are some commands called dot commands. We can put them as part of our file. (We should enter the dot commands in one line with a dot in the first column of the line.) While printing the file dot commands become effective and perform the respective functions. Thus, most of the dot commands are print time commands. There are some pitfalls in entering dot commands. Suppose you have entered a sentence at the end of which you enter a period ".". If you leave a space between the last word of the sentencc and the period, the period may go to the beginning of next line if WordStar wraps the word around. This line would be taken as a dot command. While printing, WordStar does not print this line. So you should be careful and avoid such mistakes. Let us see how to enter dot commands. Edit the file TREES. Please note the end of screen display. WordStar does not display any tlag character wherever you have not pressed the ENTER key. At the end of paragraph you should have pressed ENTER key. The flag character for this lineis" ". When you start entering a dot command (with a dot in the first column), the last column of display changes to "?'. After you complete entry of the dot command, it changes to ":". Now let us study some dot commands. .op Command When we print letters or any other document of not more than one page length, we may not like to have page number on the letter. We can suppress page numbers using .op command. Here is how we do it. Take the cursor to the first column of first line. You may do this by "QR command. Once there, press ANto insert a blank line. (It is better to enter dot commands on a blank line.) Enter a dot followed by op. (No blanks please.) If you print this letter, no page number appears at bottom. Computer Applicatiom - I Dot commands for . While printing you may like to have different page layouts for different portions of text. It is easier to do this formatting with dot commands rather than by changing the layout using "0 commands (such as "OS, "OR, "OL, etc.). The following dot commanh are used for formatting while printing. I! i .Is n - changes the line spacing to n, where n is replaced by y number 0 - 9. .lm n - changes left margin to n columns. e1 .rm n - changes right margin to n columns. .bm ) - changes bottom margin. .tm ) - changes top margin. .pl n - changes page length to n lines.

.pn rn - when you want page numbers to start from " m" from a particular page enter this command in 1111~beginning of this page. .pa - Starts a new page starti~lgfrom this line. This is called a page break. As soon as we complete entry of this command, you will see a page break (a line of "------"s) in the next line. We studied how to enter text, save, recall, edit and print. We also studied the dot conman&. When you hse WordStar for preparing reports and books, you may have to prepare contents (a list of topics and their starting page numbers). 'Ihis block also has a content. You may also like to prepare an index which is a list of words you choose with their page numbers. Wordstar arranges them in alphabetical order. Contents help the reader to locate a topic of his choice and read it and index helps the reader to locate where a particular word appears. We will see how to prepare table of contents fmt and then pmeed to indexing. SAQ 10 a) WordStar saves the earlier version of a file in a file with extension.... h) Can you edit .BAK file using WordStar ? c) What conlmand starts printing ? d) How will you print pages 10 to 15 of a document ? e) What is a flag character '? f) What is the flag character for dot command ?

3.10 TABLE OF CONTENTS

To prepare a table of contents, you have to mark the text that is to appear in the contents. Follow the following steps. i) Open the file UNIT2 (let us assume we want to prepare table of contents for the file UNIT2) and place the cursor in the beginning of text. Move it to the beginning of the title or sub-title you want to appear in the contents. Enter .IT in the first column. Follow the same procedure, mark all titles and sub titles and I save the file. ii) Press 'T' in the opening menu. WordStar responds with a screen in which the following question appears Table of contents for what document? WordStar also displays information about the table of contents command and how to enter the responsp for the above question. Enter UNIT2. WordStar further ask you Stanl,,lrl page ? Enter the-smhng page if you want to start from some page of the document. If not press ENTER. WordStar asks, -. .- --

Ending page ? Press ENTER if you want up to thc cnd, else, the page number up to which you want table of contents. WordStar starts preparing table of contents and displays C:UN 1f2.~0~ PO1 #01 generating table of contents AU cancels in the middle In this display the fust line indicates the file name, page number and page number generated. When it is through, it displays the main menu. In the directory you will see a file UNIT2..TOC. UNIT2 is the file for which you wanted to prepare the table of contents and .TOCis the extension indicating that it is the table of contents file. Edit this file. You will see text in the following pattern : 2.1 Introduction 1 where 1 is thepage number that WordStar automatically took out from text. . Note You have to enter the dpt command .TC before every title or sub title you want to include in the table of contents. If you want to print the file, the lines with dot commands will not print because of the dot in the first column. So block copy a h~adingjust below its present position and enter the dot command .IX. Next we will see how to prepare an index. SAQ 11 a) What does a table of content normally contain ? b) How will you prepare a table of contents ? C) What is the table of contents file for a file MYmLE ? \

3.11 INDEXING A DOCUMENT

There are two steps in indexing a document. i) Edit the document. Entkr APK before all words you want to index. Save the file. ii) In the main menu, press I to index the file. WordStar responds with a screen with information about index command and asks you Document to index ? Enter UNIT2 WordStar asks you Index every word (YIN)? If you want to index all the words in the file, enter Y. If not enter N. WordStar asks you the next question. Starting page ? If you press ENTER, indexing would start from beginning. If not it starts from the page whose number you enter. Oticc you respond to this, the next question is ~ndh~page 7 Jf you press ENTER WordStar would index up to the end of file. If you enter a page nu~~~hcr,Wordstar would index up to that page. After you enter your response, WordStar indexes the document. It displays C:lJNIT2.1DX PI #1 indexing. W ends in the middle of indexing. You will also see the gage number (PI) increasing, as indexing progresses. After completing the indexing, WordStar displays the main menu. If you look at the file directory,you will see the file UNlT2.IDX. This contains thc index. Edit &at file and you will see the index -bfldo=-I (which shows alphabetically the words you have indexed and their corresponding page numbers.) A sample index would look like the following. Accept,29 Accepts,29 According, 20 Accordingly, 21 Add, 29,30,47 Added, 7 Address,36,37,38,39,40 Advantages, 1,2,3,41,44 Ampersands, 36,37, 38, 4 An, 2,3,5,19,22, 30,31,34,35,36,37,38,39,40,41,42,43,48 Back, 22 Backspace, 22.26 Backspacing, 19 Backup, 1,31,41 Backward, 1.27 Backwards, 27.46 Bypass, 29 Cancels, 35 Candidates, 36 Capabilities, 3 Captions, 20 Columns, 3.20.34.44 Communications, 2 CTRL, 7,8,9,10,11,12,13, 14, 15.16, 19,23,24,31,45,46,48 Darker, 25 Datafile, 37.42 Date, 6.7.37.38.45 We studied in detail, the table of contents and indexing. 'These facilities are useful when you are preparing a report or writing a book. We will next study Mail Merge another facility useful for organizations. SAQ 12 a) What does an index contain ? b) What is the index file for MYF'ILE ? c) How will you prepare an index ?

3.12 MAIL MERGE

Suppose there is a list of candidates who are taking a particular course in a University. 'The university has their addresses in a file called CONSADDR (address of "Construction Management Course students"). 'Ihe matter to be sent to the candidates is in another file. 'The university wants to send this letter to all these candidates. WordStar provides a facility called mdl merge. Using this, you can pick up the address from the file CONSADDR put it in the beginning of the letter, pick up the matter from another file and print it. You may repeat the same Uling for other addresses also. Let us see how to do it. You have to prepare two files to perform mail merge operation: i) A non-document file to hold addresses to which we want to send the same letter with certain things and addresses only changing. This file is the data file. WordStar prints as many letters as there are addresses in this file. ii) A document file, which we may call the main file. This contains aj the matter that we want to send to all candidates, b) dot commands that control mail merge operation (we will study them in detail shortly), and c) variable names surrounded by a pair of ampersands ("&"). Mail merge word PFoassiog substitutes the variables with values it reads from the data file at the time of printing. Now, let us see how to prepare the data file and main file. 3.12.1 Preparing a Data File i) Load WordStar. 111 the main menu press N to open a nondocument file. Enter CONSADDR for file name. Enter the following addresses : Rarnaswamy, 75 Nehru Nag ar, Madras, 60003 1. Sudha, 83 Sullivan Road, Coimbatore, 641021. Balpir, 33 Sarvodaya Enclave, New Delhi, 110029. Please note the addresses have name, street, city and pincode, i.e., four items. It is important that all addresses have these four items. If the address is short by one item, fill it up with a "," (comma) as follows, Edward. N, , DharapGam, 638656. In this address, there is no street. So insert an extra comma in its place. Save this tile (this file is the data file) and come to main menu. 3.12.2 Preparing the Main File ii) Enter the following in a file "CONSLETR". -0P (This dot command suppresses page numhers. We do not 1 want page number in the letter) .df CONSADDR (This command specifies variables to be read) .rn Name, address, city, pincode (This command reads the variables from datafile in that order.) To Dated 20-1 -96 &Name& &Address& &City& &Pincode& Dear Mr/Ms &Name&, Your contact classes will commence in &city& on 24-3-96 and go up to 28-3-96. Please be prepared for this. The exact venue and other details will be intimated to you by the first week of March, 1996. Yours Sincerely,

(Course - Coordinator) Note that the words Name, Address, City and Pincude are embedded within a pair of ampersands. WordStar will substitute them'respectivel y by name, address, city and pincude that it reads from the file CONSADDR. If the address is short by one item it reads a blank if you specify two commas as explained earlier. iii) In the main menu press M for mail merge. WordStar responds with a menu and asks Document to merge print ? Enter CONSLETR. Here after WordStar asks you question it basically asks for printing a document. The next question is Number of copies ? Press return if you want only one copy of the letter. The next cluestion is Pause between pages (Y/N) ? Enter Y since you may want to insert a fresh sheet each time WordStar completes printing a sheet. The next question is use form feeds (YIN) ? Enter Y. WordStar asks you the next question ' Starting page ? Press ENTER since we have only one page. For the next question Ending page ? 63 Conaplder Applidom - I Press ENTER.Wordstar asks you Nondocument (YIN) ? Press N. In the above procedure we have included the .m command as part of the main file. You may ask WordStar to set the variables to some value by the command .sv (for set variable). An example is .sv dlate, "October 18, 1995" date is the variable name and the data for this variable is specified within double quote$. In this case it is October 18, 1995. Or you may instruct WordStar to ask variable name from you at print time (when WordStar prints it) by including the command

Normally ask variable command is used with a message such as .av "Enter today's date? e.g. October 15, 1996". When WordStar prints the letter, it pauses at this command and displays P= Stop print Enter today's date, e.g., October 15,1996. You can then enter the date in the format specified by mail merge. You may also instruct WordStar to get a special file name from you and include it at the end Qf printidg the document. The commands to include are .av &fname& (Wordstar asks you the file name) Letter in main file. .fi &fname& (WordStar includes the file fname) In this case, WordStar asks for the file name you want to include. If you enter a file name, WordStar includes it where it finds the .fi command. You may also enter the . name of the existing file name in the .fi command without the surrounding ampersands as .fi MYFILE You myinclude drive specification to include files from floppy.

Example .fi A:MYFILE Thus, we can enter in the main file (document file) a series of dot commands only storing the matter in another file. You may either supply values at print time (for variables surrounded by a pair of ampersands) or include the names of files.. Sometimes, you may like to enter the data froin keyboard at print time. In this case you have to use the .av command that we saw above. The Illlain file for reading variab!es from keyboard follows. -0P .an "Enter Name ?", name .an "Enter address;", address .an "Enter City;", city .an "Enter Pincoden, pincode Contents of main file will be as in the earlier example. Note that we have not entered the command .df, since the data comes from keyboard. On myoccasions, organizations have to send letters to different people. For exampile, IGNOU has to ~nda number of letters regarding contact programmes and examinations to all its students. If the students addresses are available in a data file, it is easy to print envelopes to all students using WordStar. Let us see how to do it. 3.1 2.3 Envelope Printing In IL~envelape, the address of the sender and receiver are generally written or typed. For exa~qle,an envelope from IGNOU, mylook as follows TO Mr. Ramana, 13, Nehru. Street, Madras 600 020. From IGNOU, 198, Asiad Village New Delhi 110 049. Now the main file should contain the mail merge commands, the variable names and address of IGNOU as follows .OP .df ADDR .rv name, address, city, pin To &name& &address& &city& &pin& From IGNOU, 198, Asiad Village New Delhi 110 049.

You may mail merge this file MAIN and print envelopes. SAQ 13 a) What is a mail merge operation ? b) What are the files that you have to prepare for mail merge operation ? c) What does a data file contain ? What is the t+ of this file ? d) What does the main file contain ? What is the type of this file ? SAQ 14 a) What is the command that specifies the datafile name ? Give an example ? b) What is the command that instructs the mail merge to get variable at p-t time ? c) How will you instruct mail merge to obtain a file name MYFILE from you at print time and read it for inclusion in the main document? d) What is the command to display "Enter file name: " and get the file name into variable filename ? e) How will you specify a missing data in a data file?

3.13 SUMMARY

One of the most popular applications of computers is word processing. Word processing is preparing, editing, saving and printing text using computers and appropriate software. Today companies and individuals have to prepare reports and letters and send them to different organizations and individuals. In olden days these organizations used . It is not easy to correct typewritten documents without retyping them Word processors help us to correct text easily because we store the text in computer files. It is eaqy to recall a file and correct it. It is also easy to send such documents to different people through computer networks. MultiMate, MSword, Wordstar, Display write and Scriptsit are some wordprocessors. A package is a program that combines text, graphics and charts produced by various packages into a single file and prepare matter for books and reports. Ventura is one such package. Creating, saving, editing and printing are the basic functions that a word processing program performs. WordStar, a program developed by MicroRo international is a popular word processor, When we load Wordstar it displays an opening menu and a file directory. Main menu consists of commands which may display their own menus or display a number of questions one by one to get information from user for further processing of the command. The following are the commands available in main menu of WordStar professional Release 4. D - Open a document N - Open a non-document P - Print a file M- Merge print a file I - Index a document T - Table of contents X - Exit Words tar J - Help L - Change logged driveldirectory C - Protect a file E - Rename a file 0 - Copy a file Y - Delete a file F - firn directory off Esc - Shorthand R - Run a Dos command A documeat file is a file that holds text. A non-document file is a file to hold data for specific purposes such as merge printing. When you open a document, WordStar displays edit menu. It contains commands for cursor movement, scrolling, erase and other commands. mere is one more column that contains commands to invoke further menus. The edit menu has a help menu, a ruler lirle which also shows tab stops, space for text and bottom help menu which lists the functions performed by function keys when pressed with SHIFT aud without SHIFT. When you enter text,.it gets stored in a portion of main memory called buffer. To store it on disk you have to save it using "KS (or F9) or "KD (or F10). You can quit WordStar from opening menu by pressing X. You can recall a file by pressing D in main menu and then entering the file name in response to Wordstar's questions. Or when Wordstar displays the question, move the cursor to the file name in directory display using cursor movement keys and then press enter, We also studied the following operations : 1 i) Marking a block using "KB and "KKI ii) Moving a marked block to current cursor position by "KV command, I iii) Coping marked block to current cursor position by "KC command, I iv) Hiding a block by "KH command, v) Reformatting text using "B or F7 key, I vi) On-screen formatting, 1 vu) Off-screen formatting. I vui) Giving special effects such as boldface ("PI3 or F4 key), underlining ("PS or F3 key), italics ("PY), subscript ("PV) and superscript ("PT). We also studied how to find a word using "QF and fmd and replace a word with "QA. We studied the spell check operation. We saw that spell check helps us to tind out and correct spelling mistakes while it does not in anyway indicate grammatical errors. We saw that Wordstar saves the earlier version in .BAK file. This file can be renamed removing .BAK extension and then edited. Using mail merge we can send the main letter with some variable informatton to people whose addresses are stored in a data file and print labels and envelops. The number of letters is equal the number of data sets in the data file.

3.14 ANSWERS TO SAQs

SAQ 1 a) Word processing is preparing editing, printing, indexing and preparing table of contents using computer hardware and suitable software. b) Advantages of word processing i) Since we store text in a computer file making corrections is easy. ii) Stored text can be printed any number of times. iii) Stored text can be transmitted from one place to another though a computer network. vi) Stored text can be used for modern computer type setting. c) Wordstar d) A DTP is a software which can combine text, graphics and figure from different packages and edit them for printing. e) Functions performed by aword processor i) Creatmg text ii) Editing text iii) Saving text iv) Printing text. More recent word processors incorporate facilities to send the text by fax, telex and EMail. SAQ 2 a) When I enter text, it gets stored in a portion of RAM (called buffer) of the computer. b) Saving is writing the text from RAM into hard disk or floppy. c) A menu is a set of commands that a software displays from which you can choose any command. d) Operation Command letter Open a document D Open a nondocument N Print P Index I Table bf contents T Exit WordStar X Help J SAQ 3 a) A toggle is a command or a key which causes a mode to switch from one to another. b) CTRL + V switches between insert mode and type over mode. In the main menu, E changes the directory display ON from OFF to ON. c) Shorthand menu helps us to insert data like current date and time at cursor position. It also allows you to define text corresponding to alphabets. If you Colaputor Applic press these alphabets, WordStar inserts the corresponding text to the current cursor positic~n. d) I can enter short hand menu from edit menu by pressing ESC key. SAQ 4 a) When WordStar displays edit menu, there are three portions: i) Help menu ii) Ruler line, and iii) Space for text and bottom help menu consisting of information regarding function keys. b) Function keys are keys marked F1 to F10 or F12. Any software stores specified commands corresponding to each function key. c) WordStar stores the following hnctions corresponding to the respective function keys. KEY FUNCTION SHIFT + FUNCTION KEY F1 Help Display F2 Undo Center the text in the line F3 Underline Spell check the rest of file F4 Boldface Spell check the word F5 Delete line Delete marked block F6 Delete word Hide block F7 Fonnat Move the marked block F8 Ruler Copy marked block F9 Save Enter begin block marker F10 Save & done Enter end block marker d) i) Press d. ii) When WordStar displays Document to open ? Enter the name of the file. SAQ 5 a) Take the cursor to the beginning of the block you want to mark. Press CTRL + KB or F8. Take the cursor to the end of block and press CTRL + KK or F9. b) Mark a block. Press "KY to delete the block. c) Mark a block. Take the cursor to the destination of the block. Press AKC. d) Mark a block. Tee the cursor to the &stination.and press "KV SAQ 6 a) CTRL -tB or F7 key reforms text. b) In on-screen formatting you will see text as you have formatted. Suppose, you marked a portion of text to boldface. Wordstar will display it bold. Similarly, if you haw, underlined text, WordStar displays it underlined. In off-scrcen formatting, WordStar displays corresponding control characters on both sides of the text to which you have given special effect. c) To underline text, I will take the cursor to the beginn~llgof text to be underlined, press CTRL -t PS, take the cursor to the euJ of text to be underlined and press CTRL+PS. When WordStar prints this text, the portion embedded between "PS will be underlined. SAQ 7 a) To print subscript surround the subscript with CTRL+PV and to print superscript with CTRL-tPT. b) CTRL + QF finds a particular text. c) GTRL + QA co- fiand replaces text. Word lhcmiq d) WordStar provides the following options for find and replace. U Ignore case, B Look backwards from current cursor position, W Whole words only A align, G Start from beginning or end, N Replace without asking , R rest. SAQ 8 a) WordStar uses the following dictionaries 1NTERNAL.DCT MAIN.DCT PERSONAL.DCT. b) 'QL command starts spell check operation. c) I will press AUto interrupt spellcheck operation. ci) When WordStar displays a word in error, press "Eto enter correction. When WordStar prompts you to enter correction, you may do so. SAQ 9 a) Press I to ignore the mistake indicated by WordStar. b) True. c) True (If the proper noun is not in PERSONAL.DCT). d) True. SAQ 10 a) .BAK b) I cannot edit .BAK file. First I have to rename using R command in the main menu removing .BAK extension. Then I can edit the file. c) P starts printing. d) When WordStar asks Starting page ? I will enter 10. WordStar displays. Ending page ? I will enter 15. e) In a file that we edit, the last column of display at the extreme right displays some characters. They are called flag characters.

f ) The flag character for dot command is :. SAQ 11 a) A table of content contains the entries in the file we have selected and their corresponding page numbers. b) I will enter the dot command .TC in the file containing the headings and the character "#after the heading in the same line. Better approach would be to mark the titles as blocks, copy it to the next line and add the dot command .TC. Since WordStar does not print the line with a dot command, that line would not appear in the print out. c) The table of content file for MYFILE is MYFILE.TOC. SAQ 12 a) An index contains words selected by us and their corresponding page numbers in the text. b) The index file for MYFILE is MYFILE.IDX. Computer Applications - I c) I will edit the file, surround the words to be included in the index with CTRL+PK and save the file. In the main menu, 1will press 1 for indexing. When WordStar prompts with Document to index 7 . I will enter the file name. I will enter suitable responses to other queries. WordStar prepares the index file with the same name and extension .IDX. SAQ 13 a) A mail merge operation is printing mu1 tiple copies of a document (such as a letter) with different information in some portion. Example: a letter with different addresses. b) I have to prepare i) a main document file containing the mail merge commands, variable names surrounded by ampersands in required places and the body of the document. ii) a data file containing diiferent data sets with various values for the variables. c) A data file contains records with values for variables that we specify in the main file. Example : Addresses of people to whom we want to send the same letter. This file is of non-document type. d) The main file contains the i) dot commands for mail merge, 8) variable names surrounded by ampersands, and lii) the matter to be printed in all copies of printout. Main file is a document file.

SAQ 14 a) df is the command that specifies the data file name An example .df ADDR b) The ask variable command .av asks mail merge to get the variable at print time. c) The command is .av "Enter file name", filename Note the double quotes. the comma and the name of the file. d) The following command asks for the file name at print time. .av "Enter file name", file name and the command .fc includes the file name at print time. e) In the data file, Z will include a comma instead of the missing data. Example : Pankaj,,Ashokbhavan, BITS, PILANI.