Business Series
Program No.5601-SAD

110198-0

IBM Writing AssistantIBM
personal _tanner

AGM

First Edition (August 1985)
Changes are periodically made to the information herein; these changes
will be incorporated in new editions of the publication.
It is possible that this material may contain references to, or information
about, IBM products (machines and programs), programming, or services
that are not announced in your country. Such references or informationmust not be construed to mean that IBM intends to announce such IBM
products, programming, or Services in your country.
© Copyright International Business Machines Corporation 1984, 1985
© Copyright Software Publishing Corporation 1984
C. Itoh Prowriterrm is a trademark of C. Itoh Electronics. Inc.
NEC TM is a trademark of Nippon Electronic
Okidata TM is a trademark of Okidata Corporation.

About This Book

IBM Writing Assistant is one of a series of easy-to-use
programs in the IBM Assistant Series. This book
explains how you can use the Writing Assistantprogram to create, edit, print, and store documents. If
you are not familiar with the general operation of yourcomputer system, read through the IBM Personal
Computer JX Guide to Operations before beginning.
This book contains nine chapters and one appendix.
The chapters give detailed, step-by-step instructions on
how to use Writing Assistant's features and there is asummary at the end of each chapter. The best way tolearn Writing Assistant is to read through the chapters,
using your own computer to follow along with theexamples.
The appendix contains information on error messages
and corrective actions, and the contents of the example
file used throughout the hook. The Quick Reference
Card summarizes all the functions and special keys usedwith Writing Assistant. Finanlly, there is an index.
The terms disk. diskette. and fixed disk are usedthroughout this hook. Where diskette is used, it applies
to diskette drives and diskettes. Where fixed disk isused, it applies only to the IBM nonremovable fixed
disk drive. Where disk is used, it applies to both fixeddisks and diskettes.

Hi

iv

Contents

Chapter 1. Introduction

About IBM Writing Assistant
How Writing Assistant Works
Chapter 2. Getting Started

1-1

1-1
1-7
2-1

2-I
What You Need to Use Writing Assistant
Making a Backup Copy of the Program
2-2
Diskette
2-5
Using the Setup Program
2-7
Selecting a Printer
2-K
Setting Up a Serial PrinterSwitching Color Off or On
2-9
Installing the Program on a Fixed Disk
2-9
Exiting From the Setup Program .... 2-11
Running Setup From a Fixed Disk .
2-11
Using Writing Assistant with Other
Equipment
2-11Single-Drive Systems
2-11
Fixed Disk Systems
2-12
Color Monitors
2-12
40-Column Mode
Starting Writing Assistant
2-13
The Writing Assistant Main Menu
2-14
Special Keys Used by Writing Assistant
2-15
When You Need Help
2-17
Exiting From Writing Assistant
2-18
Summary
2-19
Chapter 3. Creating and Editing Documents

3-1

Selecting the Type/Edit Function
Creating a New Document
Entering Text
Setting Tabs
Simple Editing
Moving the Cursor

3-1
3-5
3-5
3-7
3-11
3-11

Replacing Characters
Inserting Characters
Removing Characters
Removing a Word or Line
Returning to the Main Menu
Advanced Editing Features
Summary
Chapter 4. Storing and Retrieving Documents

Selecting the Get/Save/Remove Function
Storing the Working Copy
Naming Documents
Saving Documents
Clearing the Working Copy
Listing Files in a Directory
Retrieving a Document
Retrieving Other Text Files
Removing a Document
Summary
Chapter 5. Printing Documents

Before You Print
Selecting the Print Function
Changing Print Menu Items
Printing to Different Printers
Printing a Range of Pages
Printing a Single Page
Indenting the Page
Printing a Document as a File
Using Single Sheet Stationery
Producing Multiple Copies
Choosing the Line Spacing
Printing an Envelope Automatically
Including IBM Filing Assistant Data
Canceling the Print Function
Summary
Chapter 6. More Editing

Searching Through a Document
Partial Phrase Search
Search-and-Replace with Verification
Automatic Search-and-Replace
Using Search to Count Words

vi

3-12
3 -13
3-15
3-16
3-17
3-18
3-19
4-1

4-I
4-2
4-2
4-3
4-5
4-6
4-10
4-12
4-13
4-15
5-1

5-I
5-2
5-4
5-5
5-5
5-7
5-7
5-9
5-10
5-11
5-12
5-12
5-17
5-17
5-17
6-1

6- I
6-4
6-4
6-8
6-9

6-9
Block Editing
Defining a Block
6-10
6-11
Deleting a Block
6-13
Moving a Block
6-16
Copying a Block
6-17
Reusing a Block
6-19
Canceling a Block Operation
6-19
Adjusting a Line of Text
Emphasizing Words or Phrases in a
6-21
Document
Sending Special Codes to Your Printer 6-26
6-26
Starting a New Page When Printing
6-27
Summary
Chapter 7. Changing the Page Layout

Selecting Define Page
Setting and Changing Margins
Left and Right Margins
Top and Bottom Margins
Changing the Page Length
Adding Headings and Footings
Numbering Pages Automatically
Canceling Define Page
Summary

7-1
7-1
7-3
7-3
7-4
7-4
7-6
7-7
7-8
7-8

Chapter 8. Combining Other Files with Documents 8-1

Adding Files to the Working Copy
8-1
Using the JOIN Command
8-4
Adding Graphs
8-5
Creating Form Letters With Filing Assistant 8-7
The IBM Filing Assistant File
8-7
Preparing the Writing AssistantDocument
8-8
Printing the Letters
8-10
Placement of Merged Data
8-14
Summary
8-16
Chapter 9. Checking Spelling in a Document

The Spelling Function
Replacing a Misspelled Word
Adding a Word to the Dictionary
Leaving the Spelling Option
Dictionary Maintenance

9-1
9-2
9-5
9-6
9-6
9-6

vii

Clearing the Personal Dictionary
Editing the Personal Dictionary
Summary
Appendix A. Messages

A-1

Appendix B. Installing Writing Assistanton the Fixed Disk

B- I

Appendix C. Freeing Space on Your IBM
Writing Assistant Diskette

C- I

Index

viii

9-7
9-7
9-8

Index-1

Chapter 1. Introduction

About IBM Writing AssistantWriting Assistant is a computer program that you can
use to prepare, print, and store the documents you needin your daily work or personal life. It produces all kindsof documents—interoffice memos, letters, articles,
financial tables, reports, even books.
Writing Assistant is integrated with the other programsin the IBM Assistant Series. This enables you to create
a form letter and then use addresses stored in an IBM
Filing Assistant data file to personalize each letter.
You can also print a chart created by IBM Graphing
Assistant or a report created with IBM Reporting
Assistant in your documents. Yet Writing Assistant is
so easy to learn that you can actually be producing
documents in just a few minutes.
Writing Assistant operates much like a standard
typewriter, but with many enhancements. When you
begin a document, an image appears on the screen thatshows the top and side boundaries of a piece of paper.
The margins are set for a standard page width andlength. All you have to do is begin typing yourdocument.
You do not need to worry about reaching the end of theline or the bottom of the page—Writing Assistantautomatically moves to the next line when at the end ofa line, and to the next page when at the end of the page.
Best of all, if you make a mistake you just back up andtype over it, or change it using one of Writing

I-1

Assistant's many editing functions. Thus, you can
produce error-free documents in less time than it would
take you with a typewriter. The spelling function of
Writing Assistant is a special feature which allows you
to check the spelling of words in the document of yourworking copy.
Since the Writing Assistant screen is set up to look likea piece of paper, what you see on the screen is, in mostcases, exactly what you get when you print the
document. Thus, it is easy to control the way theprinted copy looks.
Let's look at how some of Writing Assistant's features
were used to prepare a four-page annual report for acompany called Delray World Tours. The title page ofthis report looks like this:

ANNUAL REPORT1982
Delray World Tours

Prepared by
Pressly, White, and Clodfelter
229 Main Street
San Francisco, California

Financial Results Audited by
WRR, Inc.
29 Balloon Drive
Sausalito, California

It is easy to center text on lines using the function key
PF3, Format, to create a page.

I -2

Now look at the second page of this report, which is aletter from the president, as it would appear on the
Writing Assistant screen.

Letter from the President:

Dear Investors,
we are extremely pleased to announce that Delray World Tours
had an all-time record year in 1982. Our sales were roughly
double our target. The primary reason for this performanceis our acquisition of the highly profitable Delray Fun Flights
in June. However, our other trips also has stronger sales
than expected. The chart below provides monthly forecast andactual sales.
*GRAPH Sales.pic.

i4T1111 11.115111111 1 / 1-61111r1I111111fl
1illifllI1C1111T14,112111IIII101111 1111
ANNUAL
FI-Help

Inserting

F

9%

ull

Line 17 of Page 2

Esc-Main Menu

Notice that there is a command in this letter to insert agraph, produced using Graphing Assistant, in the text.
If you were to print this page of the report, thefollowing report would appear.

1-3

Letter from the President:
Dear Investors,
We are extremely pleased to announce that Delray World Tours
had an all-time record year in 1982. Our sales were roughly
double our target. The primary reason for this performanceis our acquisition of the highly profitable Delray Fun
Flights in June. However, our other trips also had stronger
sales than expected. The chart below provides monthly
forecast and actual sales.
MONTHLY SALES IN THOUSANDS
700
600
500
400
300
200
100
a

d i d Mill Id
JASON
A SON D

J

NI Fo

Month

0 Actual

Very truly yours,

John H. Leader
President

The third page of the annual report is a table offinancial results which was created using Writing
Assistant tab stops. Writing Assistant provides two
types of tab stops, making it easy to type columns ofdata lined up by the left-hand character or, for numeric
data, by the decimal points.

1-4

Financial Statement
September 30, 1982

Liabilities

AssetsLand (1)3,462,000
Buildings (2)635,000
Airplanes (3) 7,219.000
Equipment
993,000
Cash (4)1,141,000
Accounts Rec
337,000

Accounts Payable
Loans
Taxes Owed

Total Assets 13,787,000

Total Liabilities 6,518,000

Net Worth

862,000
5,279,000
377,000

7,269,000

Itiliftilici_LUT/11121111fliti3iiiiiiiii4TiLifilit51111111Taitlitiiiijiiiiiiiij
ANNUALEl-Help

Inserting

9% FullLine 3 of Page 3

Esc-Main Menu

The last page of the annual report for Delray World
Tours is a report on 1982 sales commissions.

1982 Commissions (in Hundreds)

Date

PackageAmountAnthony
Burns
Doerr

8/26/82
8/18/82
7/05/82

Delray Fun Flights
Surfing Lessons
Delray Fun Flights
Charter fishing995.0025.00
995.00
55.00

Jones
Mack
MichonPage
Stevens
Tebelskis
Wellington

6/15/82
9/12/82
7/05/82
7/15/82
6/28/82
8/08/82
4/13/82

Delray Fun Flights
Sail Away Adventure
Reef Diving
Diving/Beginners
Snorkeling
Diving/Beginners
Three-Island Tour

579.00
90.00
40.00
40.00
45.00
40.00
873.00Agent

Total:Count:

3,777.00
10111)1111(1[1111T111111111111113.0 1 t fiti141111 1 11115) 11 111 1TAILillitiljitiliili
ANNUAL
FI-Help

9% Full

InsertingLine 17 of Page 2

Esc-Main Menu

This report was produced by IBM Reporting Assistant
and was added directly to the document when the
document was being typed. After a document i. addedor appended, it can be modified just like other lines inthe document. For example, you could use the PF5 key,
Emphasize, to have the headings Agent, Date, Package,
and Amount printed in highlighted type.
Writing Assistant can check your spelling. It can move,delete, and copy blocks of text, and it can search andreplace words and phrases in your documents. It caneven help you when you forget how to do something.

1-6

How Writing Assistant Works
The Writing Assistant program has six main functions.
The following diagram shows how these functions work
together.
GET/SAVE/REMOVEPRINTWRITING ASS!
DOCUMEMS

DEFINE PAGE• U
WORKING
COPY

CLEAR

PRINT
•
_11JJJJJJJ_JJ_ I
JJJ_IJJJ_I_JJJJ▪
JJ JJ JJJ JJJ.JJ JJ
JJJIBM Writing Assistant

You use the Type/Edit function to type a new
document, or to edit an existing document. When you
type a document, Writing Assistant stores it in a
temporary area in your computer's memory that we callthe working copy. When you edit a document, thechanges are made to that working copy only. You can
edit individual characters in the documents, or you can
edit an entire block of text. To make the document orchanges permanent, you must save the working copy on
a disk.

1-7

The Define Page function allows you to modify thestandard settings for paper size and margins, and to add
headings, footings, and page numbers to each printed
page. If you choose Print, you can print the documentin the working copy on the printer connected to yourcomputer system.
The Get/Save/Remove function allows you to retrieve
documents stored on a disk, whether or not they werecreated with Writing Assistant. This function also
allows you to store the working copy on a disk for lateruse or permanently delete a document or other file froma disk. Often, you do not remember the exact spellingof the file you want to get or remove, or you want to be
sure to save the working copy with a name that fits inwith the naming scheme you have been using. You canlist the names of all the files in a particular directory or
disk drive.
Clear erases everything from the working copy, so thatyou can start a new document. Exit lets you leave
Writing Assistant to perform DOS commands or to use
another program.

1-8

This chapter explains how to get started using Writing
Assistant. It describes the equipment you need, shows
how to use a special Setup program to customize theprogram diskette for your computer system, tells how
Writing Assistant works with different equipment, andgives instructions for making a backup copy of the
program diskette. It is very important that you follow
these backup instructions before using the Writing
Assistant program diskette for the first time.
The chapter also explains how to start the program,select functions from the Main Menu, use Writing
Assistant's special keys, and ask for help from the Help
screen. When you have finished reading the chapter,and have followed the instructions, you will be ready to
begin using the Writing Assistant program.

What You Need to Use Writing
Assistant
To use Writing Assistant, you need the following
equipment:
An IBM Personal Computer JX, with at least 128KB ofmemory (more memory will allow a larger document tobe typed), and one diskette drive
An IBM Display• A printer• The IBM JX Disk Operating System (DOS)2-1

411T11:1121Pitlii

Chapter 2. Getting Started

The Writing Assistant package, including the
program diskette and the Sampler diskette•

Several blank, formatted diskettes or a fixed disk forstoring data

Making a Backup Copy of the Program
Diskette
Before you use the Writing Assistant program, you
should make a backup copy of the Writing Assistantprogram diskette. You can only make a copy of thediskette once, so follow the instructions below very
carefully.
If you have a fixed disk, follow the instructions for a
one-diskette drive system.

For a two-diskette drive system
1. The DOS prompt A> should appear on the screen(refer to your Disk Operating System book for
instructions on starting DOS). Then place the
Writing Assistant Sampler diskette (write-protect
removed) in drive A. Then type
BACKUP
Press the Enter key and the following screen willappear.

2-2

IBM Assistant Series
program backup utility
Copyright 1984 IBM Corporation

itlUfltS1:1111W

Copr. 1984 Software Publishing Corp.
1. Have your IBM Assistant program
diskette and a blank,
double density, double-sided
diskette ready.
2. Remove the write-protect tab fromeach diskette.
3. Place the IBM Assistant program
diskette in drive A and theblank diskette in drive B
and press Enter when ready.
Note: If you are not ready for thisoperation, press Esc.

I
2. Place a diskette in drive B (leave the Writing
Assistant Sampler diskette in drive A) and press theEnter key. The diskette is formatted while theWorking message is on the screen, the backup
procedure is under way.
3. When requested, put the Writing Assistant program
diskette in drive A, leaving the blank diskette indrive B.
4. When requested, put the Writing Assistant Sampler
diskette in drive A, again leaving the blank diskettein drive B.
5. When the DOS prompt reappears with a cursor,
remove both diskettes. Label the backup copy witha felt-tipped pen. Write-protect tab the original
Writing Assistant diskette and store it in a safe
place. From now on, work with the backup copy as
your Writing Assistant program diskette.

2-3For a one-diskette drive system
1. The DOS prompt A> should appear on the screen(refer to your IBM Disk Operating System book for
instructions on starting DOS). Then place the
Writing Assistant Sampler diskette (write-protect
removed) in the drive. Then type
BACKUP
Press the Enter key to continue. Follow the
instructions on the screen, which will varydepending on your system.
2. When requested, place the blank diskette in thedrive and press Enter.
3. When requested, place the Writing Assistantprogram diskette in the drive and press Enter.
4. When requested, place the Writing Assistant
Sampler diskette in the drive and press Enter.
5. Be prepared to switch the diskettes several times.
When the DOS prompt A> reappears, remove thelast diskette from the drive, a write-protect theoriginal Writing Assistant diskette, and store it in asafe place. Label the backup copy with a felt-tipped
pen. From now on, work with backup copy as yourWriting Assistant program diskette.

2-4Using the Setup Program
Writing Assistant comes set up to work with an IBM
Personal Computer JX with a Display and the IBM
Graphics printer. If you have a serial printer or a fixed
disk you need to use the Setup program to modify the
Writing Assistant diskette to work properly with yourcomputer system.
To run the Setup program, follow these steps:
1. If your computer is switched off, start DOS before
beginning (refer to your Disk Operating System bookfor instructions on starting DOS). Otherwise, exitfrom whatever program you have been using. You
should see the DOS prompt A on the screen.
2. Insert the Writing Assistant program diskette(write-protect removed) in drive A. Then type
SETUP in response to the prompt. Press the Enter
key to continue. The following screen willappear.

2-5

Copyright 1 984 IBM Corporation
Copr. 198,4 Software Publishing Corp.

This is the Setup utility for thefollowing programs from the IBM
Assistant Series,
IBM Writing Assistant

Setup modifies these programo to workwith different equipment, such as aserial printer or a fixed disk.

Choose any option from the Setup menu,
and answer the questions that appear.
if you make a mistake. press Escape toreturn to the Setup menu and try
again.
Press Enter to continue

Press Enter as instructed and the Setup menu appears.

IBM Assistant Setup menu,. Select a printer2.

Set up serial card3.

Turn color off or on

u. Install program on fixed disk

5. Exit to DOS
Selection numbers

2-6

If you are using a printer other than the IBM Graphics
or 80 CPS Matrix Printer, run Setup and choose theSelect a printer function. Type I following Selection
number and then press the Enter key. The following
list of printers appears.

Which printer do you have?
1.
2.
3.
4.
5.
6.
7.
8.
9.

IBM Color Printer
IBM Graphics PrinterC. Itoh
Epson
Epson with Graftrax Plus
IDS
NEC
Okidata
Other

Selection number:Type the number that corresponds to your printer, thenpress the Enter key. Setup then asks you:
DOS device name for that printer:(LPT1:, LPT2:, LPT3:, COM1:, COM2:)Enter one of the LPT choices (followed by a colon) fora parallel printer, or COM1: or COM2: for a serial
printer, then press the Enter key. Setup stores theinformation on the Writing Assistant program diskette.
This assigns your printer to the name PRINTER, whichril 1.11V1S ON

Selecting a Printeris always entered as the default value when printing.
Next you see the message
IBM Writing Assistant-OKand you return to the Setup menu.

Setting Up a Serial PrinterIf you have a serial printer, you need to supply Writing
Assistant with certain information about that printerbefore it can print properly. Writing Assistant uses thisinformation to set up the Asynchronous
Communications Adapter.
To set up a serial printer, choose option 2 on the Setup
program menu. The following questions will appear
one at a time.

Baud rate:(110,150,300,600,
1200,2400,4800,9600)
Parity: (odd,even,none)
Number of data bits: (7 or 8)
Number of stop bits: (1 or 2)
X0N•XOFP protocol: (YIN)baud rate
paritynumber of data bits
number of stop bits
XON/XOFF protocol

2400
odd
8
1
no

After the last question is answered, Setup displays the
OK message and returns to the Setup menu.

Switching Color Off or On
To change the display, select option 3 on the Setup
menu. The program asks you:Type C for color , N for no color:

Type your answer, press the Enter key, and theinformation is stored on the Writing Assistant diskette.
Setup displays the OK message and then returns to the
Setup menu.

Installing the Program on a Fixed Disk
If you have a system with a fixed disk, you can install
Writing Assistant on the fixed disk. Thereafter, you canstart the program from the fixed disk, eliminating theneed to start the program from diskette each time youwant to use it.

I 18V1S ONIAnswer each one appropriately for your printer, andpress the Enter key after each answer. Your printerbook should give you this information or you can callyour dealer for help. Many serial printers work withthe following values:Note: You are only allowed to install the Writing
Assistant program diskette five times using the
Setup program. If you are experiencing disk
failures, such that you need to install Writing
Assistant on your fixed disk several times in a row,
contact your dealer for help before using your limitof allowed installations of the program.
See Appendix B for detailed steps for installing Writing
Assistant on your fixed disk. These steps must be
followed before using option 4 of the Setup menu.

Exiting from the Setup Program
After using any one or more of the Setup options, selectoption 5 to leave the Setup program. The DOS prompt
A> reappears, and you are ready to begin using Writing
Assistant.

Running Setup from a Fixed Disk
If you have already installed Writing Assistant on a
fixed disk, you can run Setup from that disk. Set thedefault drive to the fixed disk before starting Setup.
Any new information you enter is stored on the fixed
disk.

2-10

For the purposes of explanation, this book assumes thatyou are using an IBM Personal Computer JX with an IBM
display, two diskette drives, and an IBM Graphics
printer. If you are using a system with one diskette drive
or a fixed disk, Writing Assistant works slightly
differently. The differences are described in this section.

Single-Drive Systems
Writing Assistant works with a single diskette drive. If
your computer has 128KB of memory, you need tokeep the program diskette in the drive at all times. If
your computer has more than 128KB, you can remove
the program diskette and immediately insert thediskette on which you store your documents. If you dohave only one drive, be sure you use the Setup program
described earlier in this chapter.

Fixed Disk Systems
If you have a fixed disk, you can store your Writing
Assistant documents in any directory on the fixed disk.
This feature allows you to store longer documents.

2-11'318V1 SNUB .

Using Writing Assistant with Other
EquipmentColor Monitors
Writing Assistant works with a color monitor.
The colors used on menus and screens for the
background, foreground, and system prompts are preset
to a combination agreeable to many people, but othercombinations are available. You can cycle through theavailable combinations by pressing Shift—PF3. Whenyou reach a color combination you like, simply leave iton the screen and continue using Writing Assistant.
When working with a document, you can display andprint certain characters, words, or phrases in a specificcolor by pressing the PF5 (Emphasize) key, and typing
the letter that corresponds to the desired color. If you
are using a color monitor, the characters immediately
appear in the chosen color (if possible); if not, they
appear highlighted on the screen, but are printed in thecorrect color. If you specify a color, but are not using acolor printer, the characters are printed in highlighted,
or boldface, print.

40-Column Mode
You can use Writing Assistant in 40-column mode. Any
document you design is considered to be 80 characterswide, whether or not you choose to type item names
across the entire 80 columns. When designing a
document, you can move the cursor to parts of the
document not currently visible by using the Spacebar or
the cursor movement keys. The document scrolls as neede
so that the cursor is always visible. When filling in adocument, you can use the same keys or the Tab key toscroll to items not visible on the screen.

2-12

Starting Writing Assistant
The procedure for starting the Writing Assistantprogram depends on whether or not the computer isalready switched on, and whether you have used the
Setup program to install Writing Assistant on the fixeddisk.
If the computer is switched off, insert the DOS
diskette in drive A and switch the computer on.
Enter the date and time when requested to do so,and press the Enter key. When the DOS prompt
appears, insert the Writing Assistant diskette indrive A. Type G for "go" and press the Enter key.
If the computer is switched on, simply exit from
whatever program you are using. When the DOS
prompt appears, insert the Writing Assistantdiskette in drive A. (Use drive B if drive A issingle-sided. The drive you use becomes the default
drive.) Type G. and press the Enter key.
If you have installed Writing Asssistant on the fixed
disk, make sure the default directory is the directory
where you installed Writing Assistant, type WRITE
and press the Enter key.

2-13

The Writing Assistant Main Menu
The Writing Assistant Main Menu lists the mainfunctions provided by Writing Assistant:

IBM writing AssistantMain Menu

1, Type/Edit
2.

Define page

3.

Print

4,

Get/Save/Remove

5. Clear

9. ExitSelection number:

Copyright 1984 IBM Corporation
Copr. 1984 Software Publishing Corp.
"4---1 Continue

This menu appears when you first start Writing
Assistant, and whenever you press the Escape (Esc)key. The cursor is always positioned in Selection
number. To select a function from this menu, type thenumber that corresponds to the function you want touse, and press Enter.

2-14

Special Keys Used by Writing Assistant
As you work with Writing Assistant and its menus, you
use several special keys to move the cursor and to
perform other desired tasks. These keys are described
below.
Key

What It DoesEnter. On any menu, Enter tells
Writing Assistant to begin or continue
the specified function. When typingor editing, it moves the cursor to thebeginning of the next line.

Esc

Escape. Cancels thc current operation
and returns to the document (if using
the Type/Edit function) or to theMain Menu (if using any of the otherfunctions).

V%)

Tab. When filling in a menu, Tab
moves the cursor forward to the next
item; when typing or editing, it works
like a typewriter Tab key. With theShift key pressed, Tab moves to theprevious tab stop or menu item.
Cursor Left. Moves the cursor one
character to the left.
Cursor Right. Moves the cursor one
character to thc right.
Cursor Up. Moves the cursor up one
line.
Cursor Down. Moves the cursor down
one line.

2-15

Ctrl—

Previous Word. Moves the cursor one
word to the left.

Ctrl--.

Next Word. Moves the cursor one
word to the right.

PgUp

Page UP (Fn- ). Displays theprevious screen of text.

PgDn

Page Down (Fn- ). Displays thefollowing screen of text.

Home

Home. Moves the cursor to the firstcharacter in the line.

End

End (Fn- ). Moves the cursor to thelast character in the line.

Ctrl—Home

Beginning of Document. Moves the
cursor to the beginning of the
document.

Ctrl—EndEnd of Document (Ctrl- Fn- 4 )•Moves the cursor to the end of the
document.
Backspace. Moves the cursor to theleft one space and erases the characterin that location.

When you type or edit a Writing Assistant document,
you use the function keys to the left of the main
keyboard to initiate Writing Assistant's many editing
functions.

2-16

Help screens are available whenever the message
FI-Help appears in the bottom left-hand corner of thescreen. Writing Assistant displays a brief explanationof the current task and how to finish it, along with any
function keys that are currently available.

2-17

itivattinatp

When You Need Help

Exiting From Writing Assistant
When you want to stop using Writing Assistant toperform DOS commands or to run another program,press Esc to return to Writing Assistant's Main Menu.
Type 9 for Selection number, so the screen looks likethis:
IBM Writing AssistantMain Menu

1. Type/Edit

5. Clear

2. Define page
3. Print

9. Exit

4. Get/Save/Remove

Selection number: 9----/ Continue
4.

Press Enter to continue. As you exit from Writing
Assistant, the screen clears. When the DOS prompt
appears on the screen, you can insert the DOS disketteto perform any DOS commands you wish. Or you caninsert another program diskette, type the name of the
new program, and press the Enter key. The newprogram then loads into memory.

2-18

Summary

For 40-column screens, Writing Assistantautomatically scrolls when the cursor nears the leftor right edge of the screen.
•

To use a serial printer, use the Setup program tosupply Writing Assistant with certain needed
information.
To start Writing Assistant from the diskette, firststart DOS from the DOS diskette, then insert the
Writing Assistant program diskette, type G, andpress Enter.
When you need help, you can press PFI when it
appears on the screen to display one of Writing
Assistant's Help screens.
The special keys used with Writing Assistant are:Enter. On any menu, Enter tells
Writing Assistant to begin orcontinue the specified function.
When typing or editing, it moves
the cursor to the beginning of thenext line.
Esc

Escape. Cancels the current
operation and returns to the
document (if using the Type/Editfunction) or to the Main Menu (ifusing any of the other functions).

2-19

ifIJfJLtJitf P'

Press the Shift—PF3 key to review and change thecolor combinations displayed on the screen.

Tab. When filling in a menu, Tab
moves the cursor forward to thenext item; when typing or editing,it works like a typewriter Tab key.
With the Shift key pressed, Tab
moves to the previous tab stop or
menu item.
-

Cursor Left. Moves the cursor one
character to the left.
Cursor Right. Moves the cursor
one character to the right.
Cursor Up. Moves the cursor up
one line.

2-20

44,

Cursor Down. Moves the cursor
down one line.

Ctrl— 4-Previous Word. Moves the cursor
one word to the left.

Ctrl—

Next Word. Moves the cursor one
word to the right.

PgUp

Page Up (Fn- ). Displays theprevious screen of text.

PgDn

Page Down (Fn). Displays
the following screen of text.

Home

Home. Moves the cursor to thefirst character in the line.

End

End (Fn- l ). Moves the cursor
to the last character in the line.

Beginning of Document. Moves the
cursor to the beginning of the
document.

Ctrl—EndEnd of Document(Ctrl—Fn- 1 ). Moves the cursor
to the end of the document.

E--

Backspace. Moves the cursor to
the left one space and erases thecharacter in that location.

2-21:i"ITJItL;111tH

Ctrl—Home

2-22

Chapter 3. Creating and Editing
Documents

This chapter explains how to use the first function on
the Writing Assistant Main Menu, Type/Edit, to create
a new document and to edit an existing document. By
following along with the example used in this chapter,
you will type a typical business letter and make simple
corrections to it.
When you create a new document, Writing Assistant
stores it in a temporary storage area in your computer's
memory called the working copy. If you exit from
Writing Assistant, retrieve a document stored on disk,
use the Clear function, or switch off your computer, thedocument is lost unless you have saved it with the
Get/Save/Remove function. Similarly, when you
retrieve a document from a disk for editing, Writing
Assistant makes a copy of it and places that copy in theworking copy. The changes you make to the document
are made to the working copy only, and have no effecton the version still stored on the disk until you save theworking copy. Get/Save/Remove is discussed in
Chapter 4.

Selecting the Type/Edit Function
To begin the Type/Edit function, start the Writing
Assistant program as explained in Chapter 2, "Getting
Started." When the Main Menu appears, you see thecursor next to the words Selection number Type 1 toindicate that you want to select Type/Edit. The
following screen should appear.

3-1

ca

=I
m
1=1

IBM Writing AssistantMain Menu

1.

Type Edit

2.

Define page

3.

Print

S. Clear

9. Edit

4. Get Save Remove

Selection number: I

4*---J Continue

When you have typed a Selection number, press theEnter key to proceed with the Type/Edit function.
Writing Assistant displays what looks like a new, blankpiece of paper so that you can begin typing a document.

Ii111ill11111.41111211111111131111111114J111111115,11,11,11156111111111111111.111.1
Working Copy Replacing
FI-Help

0% FullLine 1 of Page 1

Esc-Main Menu

As you can see, there are already several items on this"blank" piece of paper. The vertical lines from top tobottom mark the side boundaries of the page, and thehorizontal line across the top marks the top of the page.
The numbered line across the bottom is called the ruler,
and the line below that is called the status line. The
cursor is positioned near the top of the page. Let's takea look at each of these items.
Page Boundaries. The page boundaries mark the top
and sides of a standard 8-1/ 2 by 11 inch sheet ofpaper. When you are working with a document, it isprinted as it appears on the screen. However, you can
only see 22 lines of the document on the screen at any
one time. To see the next part of the document, eitherpress the Cursor Down key to move the cursor downline by line, or press PgDn to display the next screen.
PgUp displays the previous screen, unless you are at the
beginning of the document.

As you move the cursor through the document, a pairof horizontal lines appear to mark the end of one page
and the beginning of another.
Ruler. The ruler, visible when you have a document on
the screen, shows three values:•

The left and right margin settings, shown by a left
bracket (I) and a right bracket (]).
The current tab settings, shown by a T for
typewriter tab or D f or decimal tab.

•

The current column position of the cursor, shown by
a highlighted rectangle at the corresponding column
on the ruler.

Status Line. The status line displays several types of
information:• The name of the document you are working on, or
the words Working Copy if you are typing a new
document.
The amount (shown as a percent) of the available
memory space your document has used. This
amount changes as you add or delete text.
The line number and page number of the current
cursor position. The line and page numbers change
as you move the cursor through the document.
• If you are inserting text, Inserting appears in thestatus line; otherwise, the word Replacing appears.
• If the cursor is positioned on a character that has
been emphasized in some way, such as withhighlighting, this is noted in the status line.
When you enter a special editing function, such as
Search, the status line requests any additional
information needed to complete the operation, suchas what word you want to search for.

3-4

•

When a function cannot be completed because of anerror condition, the status line displays theappropriate error message.

Cursor. The cursor always marks the location where
any characters you type appear. When you begin a new
document, Writing Assistant automatically sets the left
margin at column 10, and the top margin at six. The
cursor automatically appears there. When you begin
typing a document, the first character you type appears
in column 10 of the seventh line. (Writing Assistantcounts the lines of text, rather than lines on the page,and in the status line refers to this first line as line one.)

Creating a New Documentrn

When you have a blank Type/Edit screen in front ofyou, you may start typing. The ruler shows your margin
settings of 10 and 70 and one tab stop at 15. Since you
are not working with an existing file, but creating a new
document, the status line contains the words Working
Copy, and a % Full figure of 0 (zero).

Entering Text
Let's see how easy it is to use Writing Assistant by
typing a letter. Starting from the top of the letter, press
the Enter key four times to allow for a top margin.
Type
October 6, 1983
to date the letter. If you make an error while typing theline, simply press the Backspace key to move the cursor
backwards and delete the error. When you press
Backspace, Writing Assistant moves the cursor one
space to the left, erasing any character in that location.
Retype the correct letter or word.

3-5

To continue with the letter, press Enter four more times
to move the cursor down another four lines. Type theinside address for the letter:
Mr. and Mrs. Harvey Wellington
11379 Pioneer Drive
Ridgewood, CA 97706

After typing the zip code, press the Enter key twice.
Now type the salutation:
Dear Mr. and Mrs. Wellington,

and press Enter two more times. You are ready to
begin typing the body of the letter.
As you type the body of the letter, you do not need topress the Enter key when you reach the end of a line;
keep typing and Writing Assistant automatically places
the next word you type at the beginning of the next
line. This feature, called word wrap, allows you to typeyour document very quickly, without paying attention
to the length of each line. When you reach the end of aparagraph, however, press the Enter key twice to leave
a blank line before the next paragraph.
Type in the following paragraphs. Remember you do
not need to press Enter at the end of each line, justbetween paragraphs.
Enclosed are the tickets for your charter
flight to Delray the first week of December.
You will find vouchers for your condominiumand car rental in the folder with theairplane tickets.
I am also enclosing a brochure and price list
for tours, excursions, and sports instruction
available once you reach the city. Please
let me know, either before or after you

arrive, if you would like to book any ofthese activities.
The next paragraph in this letter uses tab stops, which
are explained below.
3-6Setting Tabs
Only one tab is set automatically by Writing Assistantin a new document. That tab is set for a normal
five-space paragraph indentation. You can set othertabs quickly and easily, and you can change them as
many times as needed in a single document.
Writing Assistant recognizes two kinds of tabs:
typewriter tabs, represented on the ruler by a T, anddecimal tabs, represented by a D. Typewriter tabs
work just like the tabs on a typewriter—you press the
Tab key to move to the tab stop, then start typing atthat location.
Decimal tabs work a little differently. You press the
Tab key to move to the tab stop, but characters thatyou type are placed to the left of that stop until adecimal point is typed; after that, any characters typed
are placed to the right of the tab stop. This type of tablines up the decimal points in a column of numbers foryou.
The last paragraph of the letter to the Wellingtons
contains a few sample prices. You want it to look like
this:
Here are some sample prices:
Scuba Diving
Yacht TourTwo day Excursion
Historical Home Tour

15.00
32.50
124.958.50

Since there is already a tab at column five, let's enter
the package descriptions at that column, and set a newtab stop at column 45 for the price column. The letter
sholud still be on your screen, so press the PF4 key to set
the new tab. When Writing Assistant prompts you toenter the new tab settings, use the cursor left key tomove the cursor to column 45, and type D to set a
decimal tab there. The new tab shows up immediately
on the ruler.

3-7

fl
rn
2M.
rn
m

I am also enclosing a brochure and price list for tours,
excursions, and sports instruction available once you reachthe city. Please let me know, either before or after you
arrive, if you would lake to book any of these actxvxttes.

Type in tabs IT or D): then press 40--J

Press the Enter key to store the new tab and return tothe document. Then, press the Enter key again to leave
a blank line after the last paragraph you typed. Typethe following sentence:
Here are some sample prices:and press Enter twice. Next, press the Tab key to moveto the first tab stop, and type
Scuba Diving

Press the Tab key again to move to the second tab stop,and type
15.00
Notice that the price is entered so that the decimal
point appears at the tab stop. Now follow the sameprocedure to enter the next three lines:
Yacht Tour

Two Day Excursion
Historical Home Tour

32.50
124.95
8.50

The following screen should appear.

3-8

Ridgewood, CA 97706
Dear Mr. and Mrs. Wellington,
Enclosed are the tickets for your charter flight to Delray
the first week of December. You will find vouchers for yourcondominium and car rental in the folder with the airplanetickets.
I am also enclosing a brochure and price list for tours,
excursions, and spOrts instruction available once you reachthe city. Please let me know, either before or after you
arrive, if you would lake to book any of these activities.
Here are some'sample prices:
Scuba Diving
Yacht TourTwo day Excursion
Historical Home Tour

15.00
32.50
124.958.50

1111111.111(111JI1111211111111131111111144LLW+141511I11111161iiitoli]lillikol
LETTER1
F1-Help

Replacing

2% FullLine 30 of Page 1

Esc-Main Menu

If you want to clear a tab, press the PF4 key, move thecursor to the position on the ruler where the T or D
appears, and press the Spacebar. Then press Enter toreturn to the document.
Finish the letter to the Wellingtons by pressing Enter toleave a blank line and then typing this last sentence:
We hope you will enjoy your trip to ourbeautiful city.

Press the Enter key twice to move the cursor down twolines, and type the closing:
Very truly yours,
If you were to print this letter, it would look just theway it does on the screen.

Delray world Tours
1111 Goddard Drive
De I r aY FL 33432

October 13, 1982

Mr. and Mrs. Harvey Wellington
11379 Pioneer Drive.
Ridgewood, CA 97706
Dear Harvey and Jill,
Enclosed are the tickets for your charter flight to Delray the
first week of December. You will find vouchers for yourcondominium and car rental In the folder with the airplanetickets.
I am also enclosing a brochure and price list for tours,
excursions, and sports instruction available once you reachthe city. Please let me know. either before or after you
arrive, if you would like to book any of these activities.

Here are some sample prices.
scuba Diving
Yacht TourTwo day Excursion
Historical Home Tour

15.00
32.50
124.95
8.50

We hope you will en2oy your trip to our beautiful :sty.
Sincerely yours,

Carolyn Jones
Hooking Agent

3-10Simple Editing
As you type a document, it is quite likely that you will
occasionally make typing errors, or simply change yourmind about what you want to say. You have alreadylearned how to use the Backspace key to erase
characters. However, it may not be convenient to use
the Backspace key every time you need to makechanges in your document. The next few sections show
you how to make simple editing changes.

Moving the Cursor
When you need to correct an error located earlier in thetext, you need to first move the cursor to the error
location. The cursor movement keys are located on the
numeric keypad.
Cursor Left. Moves the cursor one
character to the left.
Cursor Right. Moves the cursor one
character to the right.
Cursor Up. Moves the cursor up one line.

4,

Cursor Down. Moves the cursor down one
line.

Ctrl— .0-- Previous Word. Moves the cursor one
word to the left.
Ctrl—

Next Word. Moves the cursor one word to
the right.

The cursor can be moved more than one space or line ata time by using one of the special control keys.

3-11

rn

rrl

)2.

Ctrl—Home

Beginning of Document. Moves tothe beginning of the document.

Ctrl—EndEnd of Document(Ctrl—Fn- I ). Moves to the endof the document.
Beginning of Line. Moves to thebeginning of the current line.

Home
End

End of Line (Fn- 4 ). Moves tothe end of the current line.

Replacing Characters
To replace text in the document, move the cursor to thefirst character you want to replace, and-type thereplacement. If the replacement has fewer charactersthan the original text, you need to remove the leftover
characters. If it has more characters, you need to insert
the characters that would not fit.
For example, to replace the word condominium with theword hotel, move the cursor to the c in condominium,
and type the word hotel. At this point, the paragraphlooks like this:Enclosed are the tickets for your charter flight to Delray
the first week of December. You will find vouchers for yourhotelminium and car rental in the folder with the airplanetickets.

Working Copy Replacing
Fl-Help

9% FullLine 17 of Page 1

Esc-Main Menu

Notice that the six letters, minium, are left over fromcondominium, since the two words are not the samelength. The cursor should be on the first leftover letter,m, so simply press the Delete (Del) key six times to

3-12

remove the unneeded characters. Now the paragraphlooks like this:Enclosed are the tickets for your charter flight to Delray
the first week of Decamber. You will find vouchers for yourhotel and car rental in the folder with the airplanetickets.
I am also enclosing a brochure and price list for tours,

Working Copy Replacing
FI-Help

2% Fullline 17 of Page I

Esc-Main Menu

Inserting Characters
To insert text in the middle of a document, move thecursor to the position where you want to start theinsertion, and press the Insert (Ins) key. Notice thatthe cursor changes from a blinking underscore to a
blinking rectangle, and the message Inserting appearson the status line. All you have to do is type thematerial you want to insert. When you have typed
everything you want to insert, press Ins again to stop
inserting.
Suppose you want to insert the word travel just before
the word vouchers in the first paragraph:
Enclosed are the tickets for your charter flight to Delray
the first week of December. You will find vouchers for yourhotel and car rental in the folder with the airplanetickets.
I am also enclosing a brochure and price list for tours,

Working Copy Replacing
FI-Help

2% fullLine 16 of Page 1

Esc-Main Menu

3-13

First, move the cursor to the v in vouchers, then press
Ins. The screen looks like this:Enclosed are the tickets for your charter flight to Delray
the first week of December. You will find vouchers for yourhotel and car rental in the folder with the airplane tickets.
I am also enclosing a brochure and price list for tours,

111111111[11A1T1111211111111131iiiiiii1411111111t51111111140iiirltvilifiLli

Working Copy Inserting
FI-Help

2% FullLine 16 of Page 1

Esc-Main Menu

There is now a message on the status line to indicatethat you are inserting text, and the cursor is a blinking
rectangle rather than an underline. Now type the word
travel, and press the Spacebar once to leave a space
between it and the next word. The paragraph now
looks like this:Enclosed are the tickets for your charter flight to Delray
the first week of December. You will find travel vouchersfor your hotel and car rental in the folder with the airplanetickets.

1111111111&LUUT11112. 1111111113111111111411111111151111111116111111111piliflid
Working Copy Inserting
FI-Help

2% FullLine 16 of Page 1

Esc-Main Menu

Since travel is the only word you want to insert, pressthe Ins key again to finish the insertion. Notice that themessage Inserting disappears from the status line.
Note: Many people choose to stay in insert mode
at all times, so that they never type over text theywant to keep. Writing Assistant's editing functions
work the same in either insert or replacement mode.

Removing Characters
To remove one or more characters from yourdocument, move the cursor to the first character thatyou want to remove and press the Del key. Press Del
repeatedly to remove more than one character. Eachcharacter to the right of the deleted character
automatically moves to the left to fill up the empty
space, and Writing Assistant adjusts the wordwrap forthe rest of the paragraph, if necessary.
Suppose you want to remove the word charter from thefirst sentence of the letter:
Enclosed are the tickets for your charter flight to Delray
the first week of December. You will find travel vouchersfor your hotel and car rental in the folder with the airplanetickets.

IiitiilitualiTililz[1111111131111111114111r1L511111(ItipitirtipilifiltI
Working Copy Replacing
FI-Help

2% FullLine 15 of Page 1

Esc-Main Menu

To do that, move the cursor to the space preceding theword charter, and press the Del key eight times, so thatthe paragraph looks like this:Enclosed are the tickets for your flight to Delray the firstweek of December. You will find travel vouchers for yourhotel and car rent..l in the folder with the airplane tickets.
I am also enclosing a brochure and price list for tours,

1111111111[11AAT11112111111111311111littoltiltittsitilltit46111titilt]1iliiill
Working Copy Replacing
FI-Help

2% FullLine 15 of Page 1

Esc-Main Menu

3-15

Removing a Word or LineYou can quickly remove the word the cursor is on bypressing the PF6 key. The characters to the right of theword move to the left to fill up the empty space.
For example, in the letter you have been working with,suppose you want to change the words Mr. and Mrs.
Wellington to the more informal Harvey and Jill. First,
move the cursor to the M in Mr.
Dear Mr. and Mrs. Wellington,
Enclosed are the tickets for your flight to Delray the firstweek of December. You will find travel vouchers for yourhotel and car rental in the folder with the airplane tickets.
I am also enclosing a brochure and price list for tours,
lititilitt[1114T11112itilliiiiviiii/1114411111111511119111461111111tivitlilial
Working Copy Replacing
Fl-Help

2% FullLine 13 of Page 1

Esc-Main Menu

Press F6 four times to erase the rest of the salutation:
Dear
Enclosed are the tickets for your flight to Delray the firstweek of December. You will find travel vouchers for yourhotel and car rental in the folder with the airplane tickets.
I am also enclosing a brochure and price list for tours,

Working Copy Replacing
Fl-Help

2% Full
Esc-Main Menu

Now type the first names, Harvey andLine 13 of Page 1

Dear Harvey and Jill,
Enclosed are the tickets for your flight to Delray the firstweek of December.

You will find travel vouchers for yourhotel and car rental in the folder with the airplane ticket;.
I am also enclosing a brochure and price last for tours,

1111911ILLIIIIT11112.111111111311111111411111111151111111146111,411111141111
pWorking Copy Replacing
FI-Help

1

2N FullLine '1 cf lige

Esc-Main Menu

You can also remove an entire line by moving the
cursor anywhere in that line and pressing theShift—PF6. The lines below move up to fill in the empty
space.

Returning to the Main Menu
You can return to the Main Menu at any time while
entering or editing a document by pressing Esc. The
document you have been working with remains in theworking copy, unless you use the Clear function, theGet document option of the Get/Save/Remove
function, the Exit function, or switch off yourcomputer. To return to the document, simply selectType/Edit from the Main Menu.
Leave the letter you have just typed in the working
copy. In Chapter 4 you will use the Get/Save/Remove
function to store this document on the Sampler
diskette.
Note: If you wish to stop working with theexamples at this time, look ahead in the first part ofChapter 4 to learn how to save your working copy
before switching off the computer or using anotherprogram.

Advanced Editing Features
Writing Assistant provides a number of other editing
functions that allow you to perform the following
functions:• Search for any word or phrase
Search for a word or phrase and automaticallyreplace it with another word or phrase
Delete, move, or copy a block of text
Center a line
Underline words or print in highlighted type
• Insert a stored document into your document, even
if that document was produced by another word
processor
Merge data from an IBM Filing Assistant file into
your document
Insert an IBM Graphing Assistant graph, or an IBM
Reporting Assistant report• Find and correct misspelled words.
These features, plus others, are described in Chapters 5,
6, 8 and 9.

3-18

Summary
Use the Type/Edit function to type a new
document, or edit an existing document.
Editing keys:
4-

Cursor Left. Moves the cursor
one character to the left.
Cursor Right. Moves the cursor
one character to the right.
Cursor Up. Moves the cursor up
one line.
Cursor Down. Moves the cursor
down one line.

Ctrl-i-

Previous Word. Moves the cursor
one word to the left.

Ctrl—

Next Word. Moves the cursor
one word to the right.

PF1

Help. Displays the Type/Edit
Help screen.

PF4

Set Tabs. Allows you to set or
clear tab stops.

PF6

Delete Word. Removes the word
at the current cursor position.

Shift—PF6

Delete Line. Removes the line
where the cursor is currently
located.

3-19

Backspace. Moves the cursor one
character to the left, erasing thecharacter in that position.

3-20

Home

Beginning of Line. Moves the
cursor to the beginning of the
line.

End

End of line. (Fn- ). Moves the
cursor to the end of the line.

Ctrl—Home

Beginning of Document. Moves
the cursor to the beginning of the
document.

Ctrl—EndEnd of Document.
(Ctrl—Fn- 1 ). Moves the cursor
to the end of the document.

PgDn

Next Page. (Fn- ). Displays thenext screen of the document.

PgUp

Previous Page. (Fn).
Displays the previous screen of the
document.

InsertInsert. Begins inserting charactersat the current cursor position.
Press the Insert key again to end
the insertion.

DeleteDelete. Removes the character at
the current cursor position.

(=Li)

Tab. Moves the cursor to the next
tab stop. With the Shift key
pressed, it moves the cursor to
the previous tab stop.

4-JEnter. On a menu, it tells
Writing Assistant to begin orcontinue with the specified
function; in Type/Edit, it moves
the cursor to the beginning of thenext line.

Esc

Escape. From Type/Edit, returns
to the Main Menu; from one of
the special editing functions, it
returns to normal editing.

C2

m
m

rn
rrs

0

3-21

3-22

Chapter 4. Storing and Retrieving
Documents

This chapter explains how to use the Get/Save/Remove
function to manage the documents and other files thatare stored on disk. By following the examples, you willsave the letter you typed in the previous chapter onto
the Sampler diskette. Using Get/Save/Remove you cansave the working copy, retrieve a document or othertext file, or remove any file. If you wish, you can list
the files in a specified directory or drive before
performing any of these functions.

To begin the Get/Save/Remove function, return to theMain Menu (press Esc if necessary) and type 4 in the
Selection number item. Insert the Sampler diskette indrive B. Press the Enter key to continue, and Writing
Assistant displays the Get/Save/Remove Menu.

4-1: i 101311/38 01'

Selecting the Get/Save/Remove Function

Get/Save/Remove Menu

1. Get document
2. Save document
3. Remove file

Selection number:
Directory or file name:Esc-Main Menu

0—

4

ContinueThis menu asks for the function you want to performand for either the name of the file with which toperform that function, or the name of the directory to
list.

Storing the Working Copy
You use the Save document option to store the working
copy on a disk. Until you use this option, the documentthat you have typed into the working copy only exists inthe computer's memory; if you switch off the computer
system, you lose the document.

Naming Documents
Writing Assistant documents can be stored on any disk
device properly connected to your computer. The mostcommon disk devices are diskette drives and fixed disk
drives.
To the computer, Writing Assistant documents look justlike other files. They can be managed with DOS, andcan co-exist on disks with other files. The conventions
for naming document files are the same as for otherfiles. For a description of file naming, see your DOS
book.
A document name typically has two components: thename of the drive or directory and the name of the
document itself. The two parts are separated by acolon (:). For example, A:MEMO refers to the
document named MEMO stored on whatever diskette isin drive A. If you use a filename on its own, without apreceding drive name (for example, INTRO) Writing
Assistant assumes the file is on the diskette in thedefault drive (drive A unless you have changed it).

Let's store the letter you typed earlier—we will call it
CHARTER—on the Sampler diskette in drive B.
Select the Save document option from theGet/Save/Remove Menu by typing 2. Press the Tab
key to move the cursor to the Directory or file nameitem. Type B:CHARTER and press the Enter key.

4-3

:A31U13d/3 H01'

Saving DocumentsGet/Save/Remove Menu

1. Get document
2. Save document
3. Remove file

Selection number: 2
Directory or file name: B:CHAPTEP

Esc-Main Menu

4E—j Continue

After the document has been saved onto the Sampler
diskette, the Main Menu reappears. The document
remains in the working copy even when you save it. By
selecting the Type/Edit option from the Main Menu,
you can continue editing the same document. To entera different document, you must first clear the working
copy, as explained later in this chapter.
It is important, especially if you are working on alengthy document, to save it frequently (every half hour
is a good rule of thumb). You can easily lose
information if there is a power outage, or through someinadvertent error like clearing the working copy by
mistake. We also suggest that you keep a duplicate
diskette copy of any lengthy document, in case theoriginal disk becomes damaged or worn out. Use the
DOS DISKCOPY command to make a backup copy ofan entire disk full of documents.
You can edit and then save your document as manytimes as you need. If you have previously saved a fileor if the filename already exists in the directory or drivewhose name you specified, Writing Assistant warns youthat it is about to write over the copy on disk:

WARNING

6:ANNUAL ABOUT TO BE OVERWRITTEN

Press Esc to cancel this operation

Press the Enter key to replace the version stored on
disk. If you do not want to write over that version,press Esc to return to the Main Menu. Then save theworking copy under a different name or in a different
directory.
If the document in the working copy was previously
retrieved from disk, Writing Assistant automaticallyenters its name in the Save working copy as item. This
saves you time when editing and restoring documents.

Clearing the Working Copy
When you finish working on a document and havesaved it on a disk, you use the Clear function to delete
the contents of the working copy in order to type a new
document. The Clear function also restores default

A! WHO

Press 1
0---1 to continue

margins, tabs, headings, and footings. Since you havealready saved your letter, let's clear the working copy.
To select the Clear function, first return to the Main
Menu (press the Esc key, if necessary) and type 5 for
the Selection number item. Press the Enter key tocontinue. If there is currently something in the working
copy and the latest changes have not been saved,
Writing Assistant displays a warning.

WARNING

WORKING COPY ABOUT TO BE CLEAREDLATEST CHANGES NOT SAVED
Press Esc to cancel this operation
Press 411— to continue

Press the Enter key. Writing Assistant clears the
document from the working copy. If you do not wish
to clear the contents of the working copy, press the Esc
key to cancel the Clear operation.

Listing Files in a Directory
Often you do not remember the exact spelling of thefile you want to get or remove, or you want to be sure

to save the working copy with a name that fits in with
the naming scheme you have been using. The
Get/Save/Remove function allows you to list the files
in the directory you want to use. After choosing a
Get/Save/Remove menu option. you can list a
directory by typing the directory (or drive) name in the
Directory or file name item. For example. let's look at
the files on the Sampler diskette. From the Main
Menu, select option 4 to display the Get/Save/Remove
Menu.
Any option on the Get/Save/Remove Menu allows you
to list the files in a director), or disk, but you will thenhe prompted for a filename to continue the chosen
option. For example. if you select the Save function
and you enter a directory in the Directory or file nameitem. Writing Assistant lists the files in the specified
directory and then prompts you for the name underwhich to save the working copy.

MMMIM

Let's choose the Get document option. Type 1 andpress the Tab key. At the prompt for a Directory or file
name. type B:. so your screen looks like this.

4-7

Get/Save/Remove Menu

1. Get document
2. Save document
3. Remove file

Selection number: 1
Directory or file name: 8:

Esc-Hain Menu

4--1Continue

Press the Enter key and Writing Assistant displays thelist of files on the disk in drive B, prompting you for thename of the file to get at the same time.

Directory listing of B:

ANNUALMEMO
LETTER1
ARTICLE
ORDER
NAME
EXTRA
STAFF
SALES, PIC

Name of document to get: B:

10--- Continue

If you have more files on the disk than can be shown on
one screen, press the PgDn key to see a listing of theadditional files.
You can also list a subset of a directory by using thespecial characters * or ?. For example, *.MEM lists all
the files ending with the extension .MEM, and FILE.?
lists all files named FILE with a one-character
extension.
To continue with the function you have requested,
enter the filename and press the Enter key. If you do
not want to continue, perhaps because the document
you want to get is not in the specified directory, press
the Esc key to return to the Main Menu.
For now, leave your screen as it is. The next section
explains how to retrieve a document into your working
copy.

4-9

311
1 111 /381IN

Esc-Main Menu

Retrieving a Document
You use the Get document option to retrieve a
previously-stored document from disk, whether or notthat document was created with Writing Assistant.
When you retrieve a document, Writing Assistantmakes a copy of it and places that copy in the working
copy. You can then edit the copy or print it. Any
editing changes take effect on the document in theworking copy. The version that is still on the disk
remains the same until you save the working copy.
Let's retrieve the document named MEMO from the
Sampler diskette. If you have been following theexamples shown in this chapter, you should alreadyhave the Get Document option displayed on yourscreen. Type B:MEMO for the Directory or file nameitem.
Directory listing of B:

ANNUALMEMO
LETTER'ARTICLE
ORDER
NAME
EXTRA
STAFF
SALES_PIC

Name of document to get: B:MEMO

Esc-Main Menu---1 Continue
4Press the Enter key to continue.
If there is already a document in the working copy thathas not been saved since the last changes were made,Writing Assistant warns that it is about to write over
the working copy.

WARNING

WORKING COPY ABOUT TO BE OVERWRITTENLATEST CHANGES NOT SAVED
Press Esc to cancel this operation

If you do not want to lose the current version in theworking copy, press Esc to cancel the retrieval. Savethe contents of the working copy and then use the Get
document option again. If you do not care to save thecontents of the working copy, press the Enter key to go
ahead and replace the working copy with the document
retrieved from disk.
If you precede the filename with a directory other thanthe directory that is listed, Writing Assistant goes
directly to that new directory to find the document.
Otherwise, Writing Assistant looks for the document in
the directory whose files are listed. When the
document is found, Writing Assistant makes a copy ofit and places that copy in the working copy. When
Writing Assistant has retrieved MEMO, it displays thefirst part on the screen.

4-11:101H 1311/ 31101

Press 4.-- to continue

To:John Leader
President

From:

Carolyn Jones
Marketing Mgr.

Date: Sept 30, 1983

Subject: Plan for 1984 Ad Campaign

Attached is the preliminary plan for MOT's advertising plans
for the next fiscal year. Note the increased exposure in
mainland newspapers, to publicize our expansion to East Coast
charter routes. Also note the focus on our newimage--"hassle-free vacation planning". This ties in withour contracts to act as agents for several individual charter

1111111111 Lu ilTIIIITI1(111111311/111111411111(1115j11111)1101111111jtaffil d
MEMO
FI-Help

Replacing

2% FullLine 1 of Page 1

Esc-Main Menu

You can begin editing MEMO or press Esc to return to
the Main Menu and select another function.

Retrieving Other Text FilesThe Get document option algo retrieves documents thatwere not originally created by Writing Assistant, aslong as they are standard ASCII text files. However, it
will take longer to retrieve a document that was notproduced with Writing Assistant.
To retrieve a non-Writing Assistant document, you use
the Get document option exactly as if you wereretrieving a Writing Assistant document. Writing
Assistant preserves the margin settings of the original
document if at all possible, but replaces any
nonprintable characters, such as those used to indicate
special formatting instructions, with spaces. You may
have to edit the document once it is in the working copy
in order to have it formatted the way you want it.

4-12

Removing a Document
You use the Remove file option to permanently erase adocument or other file from a disk. Be very sure thatyou want to remove the document or file that you
specify, because there is no recovery once the function
is complete. (This is another good reason for keeping
backup copies of all of your documents.)
Let's remove the document named EXTRA from the
Sampler diskette. First, return to the Main Menu (press
Esc if necessary). Type 4 for the Selection number
item, and press the Enter key to continue. Writing
Assistant displays the Get/Save/Remove Menu:
Get/Save/Remove Menu

1. Get document
2. Save document
Remove file

:A 318 138 /3 H01'i

3.

Selection number:
Directory or file name:Esc-Main Menu

ContinueType 3 for the Selection number item, and B:EXTRA
for the Directory or file name item.

Get Save Remove Menu

1. Get document
2. Save oocument
3. Remove file

Selection number: 3
Directory or file name: 8:EXTRA

Esc-Main Menu--J Continue
4,Press the Enter key and Writing Assistant warns youthat it is going to remove the document:

WARNING

B:EXTRA ABOUT TO BE REMOVED

Press Esc to cancel this operation
Press 4--1 to continue

4-14

Press the Enter key to complete the remove operation.
Writing Assistant permanently removes the documentfrom the diskette and returns to the Main Menu. If you
now list the files on drive B, you can see that EXTRA
has been removed.
Warning: Once you remove a document or file,
there is no way to recover it. Make sure you reallywant to delete it permanently from the disk before
using this function.

Summary
The Get/Save/Remove function has three options:— Get document retrieves a document or other text
file from disk to the working copy
Save document stores the working copy on disk
Remove file permanently erases a document orother file from disk
Enter a directory name in the Get/Save/Remove
Menu to list the files in that directory.
Save your documents frequently, and keep duplicate
copies of important or lengthy documents.
Make sure you have no further need for a file before
you remove it.

4-15:1Alffiltilt111JV

-

4-16

Chapter 5. Printing Documents

This chapter explains how to use the Print function to
produce a paper copy of the document in the working
copy or to create a text file by printing to a disk.
Writing Assistant prints to any printer that is properly
connected to your computer system. By selecting
different print options, you can print the entire
document, a single page, or a range of pages. If you
choose, Writing Assistant can print multiple copies ofthe entire document or of selected pages.
Other options allow you to print an envelope from theaddress in a letter or pause at the end of each page toinsert a new piece of paper. You can also single-spaceor double-space your document or shift the entire
printed page to the right to allow for variations in theposition of your printer's left margin.
The examples in this chapter show you how to print
documents from the Sampler diskette. Your printershould be switched on and properly connected to yourcomputer.

Before You Print
A document must be in the working copy before it canbe printed. Let's print the document named LETTER].
that is stored on the Writing Assistant Sampler diskette.
Press Esc to.return to the Main Menu, and select the
Get/Save/Remove option. Choose the Get document
option, and type B:LETTERI in the Directory or filename item. When you press the Enter key, Writing
Assistant retrieves the document and displays the firstpart of it.

5-ISelecting the Print Function
To begin the Print function, return to the Main Menu
by pressing the Esc key. Type 3 in the Selection
number item, and press the Enter key to continue. The
Print Menu appears next:
Print Menu

From page: 1
To page: 1
Print to: PRINTER
Pause between pages ry Ni

N

Number of copies: 1
Single;Double;Envelope (S D I)
Indent: 0

IBM Filing Assistant file name•Esc-Main . Menu

This menu requests information about your printer andabout how you want the document printed. If you want
to use the default values shown for these options, press
the Enter key without making any changes. If you are
printing with a parallel printer such as an IBM Graphics
Printer, you can print the letter without making any
change to this menu. Just press the Enter key and Writing
Assistant tells you to get your printer ready.

5-2

Position the papter in your printerPress 4*-- 1 to continue

Make sure that the paper is aligned properly in yourprinter, and press the Enter key to begin printing.
When LETTER1 is printed, it should look like the letteron the following page.

o

I

kJ

October 6, 1983

0

O I

0I
0
0
0
0
0
0
0
0
0
0
0
0

0
0
0

0
0

0
0
0
0
0
0
O

0
Mr. and Mrs. William Anthony

O

2119 Dixon Drive So.

0

Renton, WA 98055

00Dear Mr. and Mrs. Anthony:0
Enclosed are your tickets for your charter flight to Delray
the second week of January.

You will find vouchers for yourcondominium and car rental in the folder with the airplanetickets.

0
0
0
0
0

I am also enclosing a brochure and price list for tours,
excursions, and sports instruction available on Delray itself.
Please let me know, either before or after you arrive, if you
would like to book any of these activities.

0

O
O
0

We hope you will enjoy your trip to our beautiful city.

O
Very truly yours,O
0
Carolyn Jones
Booking Agent0

If you are printing to some other printer, you may needto modify the Print to item. The next section explains
when and how to modify the items on the Print Menu.

Changing Print Menu Items
To change any of the print options, press the Tab key
to move the cursor to that item and type the desired
value. You can change as many items on the menu as
you need.
When you have made all the desired changes, press theEnter key and Writing Assistant asks you to get yourprinter ready.

5-4

Printing to Different Printers
Writing Assistant prints to any printer properly
connected to your computer system. If you are using aparallel printer, such as an IBM Graphics Printer, you
can use the default values shown on the Print Menu.
If you use a serial printer, you need to use the Setup
program, explained in Chapter 2, to provide
information Writing Assistant needs to properly use
your printer, and to assign the correct serial attachment
DOS device name to the name PRINTER.
If you happen to have more than one printer, or are
temporarily using a different printer, you can switchfrom one to the other by changing the contents of the
Print To item on the Print Menu. In this case, youenter the DOS device name (LPT1:, LPT2:, COM1:, orCOM2:) for the printer that has not been assigned thename PRINTER. See Chapter 2 for an explanation of
how to assign device names.

Printing a Range of Pages
When working with a multiple-page document, you may
sometimes want to print a single page from that
document, or a range of pages. Most often, that is
because you have corrected one page and want toreprint it, or because you have made changes part way
through the document and do not want to reprint theunchanged pages. The From page and To page items areused to print selected pages.
The default value for From page is the first page in the
document, and the default value for To page is the last
page in the document. If you want to start printing
somewhere other than page 1, enter the number of thefirst page you want to print in the From page item. If
you want to stop printing before the end of the

5-5document, enter the number of the last page you wantto print in the To page item.
The page numbers you enter in these menu items are
absolute page numbers. The first page printed is page
1, the second page printed is page 2, and so forth. They
do not correspond to the page number you may assignin the footing. Ordinarily, they do correspond to thepage numbers shown in the status line of the working
copy.
For example, if you want to print pages 3 through 7 ofa 10-page document, enter the following information in
the Print Menu:
Print Menu

From page: 3
To page: 7
Print to: PRINTER
Pause between pages CI Ni: N
Number of copies: I
S, nole Double Envelope (S D E/: S
Indent: 0

IBM filing Assistant file name:Esc-Main Menu

Continue

Then press the Enter key and Writing Assistant prints
pages 3, 4, 5, 6, and 7 of the document.

5-6

Printing a Single Page
If you want to print only one page of a multiple-page
document, enter that page number in both the From
page and To page items. For instance, if you want toprint just page 4 from the same 10-page document,
enter 4 for both the From page and To page items.

Indenting the Page
Some printers begin printing very close to the left edgeof the paper, not leaving an adequate margin on the left
side of a standard document. To counteract thisproblem, Writing Assistant shifts the entire page to theright as many spaces as you wish. You specify this shift
by entering the desired number of spaces in the Indentitem.
For example, suppose when you printed the letter
earlier in this chapter it came out looking like thefollowing letter.

5-7

Delray World Tours
1111 Goddard Drive
Delray, FL 33432

October 6, 1982

Mr. and Mrs. William Anthony
2119 Dixon Drive So.
Renton, WA 98055

Dear Mr. and Mrs. Anthony:

Enclosed are your tickets for your charter flight to Delray
the second week of January. You will find vouchers for yourcondominium and car rental in the folder with the airplanetickets.

I am also enclosing a brochure and price list for tours,
excursions, and sports instruction available on Delray itself.
Please let me know, either before or after you arrive, if you
would like to book any of these activities.

We hope you will enjoy your trip to our beautiful city.

Very truly yours,

Carolyn Jones
Booking AgentAs you can see, the letter has a much larger rightmargin than left margin, even though the margins
within the document are set to be nearly equal. What
you would want in this case is to move the letter andmargins to the right about six spaces so it is centered on
the page. To do that, you would enter 6 for the Indent
item and continue as usual.

5-8Delray World Tours
1111 Goddard Drive
Delray, FL 33432

October 6, 1982

Mr. and Mrs. William Anthony
2119 Dixon Drive So.
Renton, WA 98055

Dear Mr. and Mrs. Anthony:

Enclosed are your tickets for your charter flight to Delray
the second week of January. You will find vouchers for yourcondominium and car rental in the folder with the airplanetickets.

I am also enclosing a brochure and price list for tours,
excursions, and sports instruction available on Delray itself.
Please let me know, either before or after you arrive, if you
would like to book any of these activities.

We hope you will enjoy your trip to our beautiful city.

Very truly yours,

Carolyn Jones
Booking Agent

The instructions you enter in the Print Menu arepermanently stored on the disk when you save thisletter, so any time in the future you print the letter, it
will be printed with the same indentation unless youchange it.

Printing a Document as a File
You can print to a disk file by entering the directory
name (A:, B:, etc.) and a filename in the Print to item.
Writing Assistant prints the document to the file on the
5-9

-v
a
as

disk, including any added documents from the other
Assistant Series products, just as it would appear on
paper. This feature converts your document to an
ASCII text file, which might be required if you want toaccess it with another word processor or transfer it toanother machine over a communications link.
Note: If you have added a graph to a documentthat you print to disk, the graph will not print
properly from the disk file. Graphs only print
properly when printed by Writing Assistant.

Using Single Sheet Stationery
If you are using single sheet paper, you need to modify
the Pause between pages item so that Writing Assistantpauses at the end of each page to allow you to insert a
new sheet of paper. All you have to do is enter V for
Pause between pages before starting to print. When
Writing Assistant reaches the end of each page it
displays a message.

5-10

Put a new page in your printerPress 4-- to continue

When you have changed the paper, press the Enter key
to print the next sheet.

Producing Multiple Copies
You might want to print a duplicate copy of some ofyour documents, rather than relying on a copying
machine. To print more than one copy of a document,
enter the desired number in the Number of copies item.
Writing Assistant prints that many copies before
returning to the Main Menu.
If you request more than one copy of a multiple-page
document, Writing Assistant prints the entire document
once, then prints the second copy, and so on until therequested number of copies has been printed.

Choosing the Line Spacing
The Single/Double/Envelope option determines
whether your document is double-spaced or
single-spaced, and allows you to print an address on an
envelope without retyping it.
If you want to print a document single-spaced, leave thedefault value of S for this option. When you press theEnter key, Writing Assistant prints the document,
single spacing from line to line.
If you want to print a document double-spaced, type D
for this option. When you press the Enter key, Writing
Assistant prints the document, double spacing betweenlines. (If there are blank lines in the document, twoblank lines will be printed for each of them.)

Printing an Envelope AutomaticallyIf you want to print the address from a letter onto an
envelope, type E for the Single/Double/Envelope
option. When you press the Enter key, Writing
Assistant tells you to position your envelope in theprinter. Position the envelope so that the top edge ofthe envelope is at the print head. When you press theEnter key again, the program prints the address
centered on the envelope, 10 lines down and indented
35 spaces.
The address is found as follows: First Writing Assistantlooks for the first line of text starting at the left margin.
If that line ends with at least two digits, Writing
Assistant interprets it as a date and does not print thatline as part of the address. It considers the next
nonblank line to be the first line of the address, andcontinues printing until it reaches the next line with ablank at the left margin (or until it runs out of room on
the envelope.) If the first line is not a date, Writing
Assistant considers it the first line of the address andprints in the same manner.

5-12

Suppose you want to print envelopes for the two lettersshown below. The letter shown on the right(LETTER ) should still be in the working copy (if it isnot, retrieve it from the Sampler diskette). Before you
begin, take a look at the first part of each of the letterson the following pages.
Delray World Tours
1111 Goddard Drive
Delray, FL 33432

October 13, 1983

Mr. and Mrs. Harvey Wellington
11379 Pioneer Drive
Ridgewood, CA 97706
Dear Mr. and Mrs. Wellington:
Enclosed are your tickets for your charter flight to Delray
the second week of January. You will find vouchers for yourcondominium and car rental in the folder with the airplanetickets.
I am also enclosing a brochure and price list for tours.
excursions, and sports instruction available on Delray itself.
Please let me know, either before or after you arrive, if you
would like to book any of these activities.
We hope you will enjoy your trip to our beautiful city
Very truly yours,

Carolyn Jones
Booking Agent

Qi

5-13

October 6, 1982

Mr. and Mrs. William Anthony
2119 Dixon Drive SO.
Renton, WA 98055
Dear Mr. and Mrs. Anthony
Enclosed are your tickets for your charter flight to Delray
the second week of January. You will find vouchers for yourcondominium and car rental in the folder with the airplanetickets.
I am also enclosing a brochure and price list for tours,
excursions, and sports instruction available on Delray itself.
Please let me know, either before or after you arrive, if you
would like to book any of these activities.
We hope you will enjoy your trip to our beautiful city.
Very truly yours,

Carolyn Jones
Booking Agent

Notice that the first three lines and the date line of thisletter will be ignored because they are not at the left
margin. The first line of the letter on the right is thedate line, which ends with a four-digit number, so
Writing Assistant automatically skips that line. It
assumes that the next lines are the address and prints
them on the envelope.
To print the sample envelope for the letter on the right,
return to the Main Menu and type 3 for the Selection
number item. Press the Enter key to go on to the Print
Menu, then move to the Single/Double/Envelope option
and type E.

5-14

Print Menu

From page: 1

To page: 1
Print to: PRINTER
Pause between pages (YiN): N
Number of copies: 1
Single/Double/Envelope (S/O/E): E
Indent: 0

IBM Filing Assistant file name:Esc-Main Menu

44---

Continue

Press the Enter key to continue. When Writing
Assistant displays the following message.

Position the envelope in your printerPress 4.
-- to Continue

insert the envelope into the printer, and press the Enter
key to print the address. The envelope looks like thiswhen it is finished:

Delray World Tours
1111 Goddard Drive
Delray, FL 33432

Mr. and Mrs. William Anthony
2119 Dixon Drive So.
Renton, WA 98055

Including IBM Filing Assistant Data
Using Writing Assistant, you can combine data from an
IBM Filing Assistant file with a document to produce
form letters. You first type a command in the
document at the place where you want data added fromyour Filing Assistant file. Then when selecting theprint options, you enter the name of the Filing Assistantdata file to use. When you use the Print function, thedata prints out at the specified location. Chapter 8
explains how to add Filing Assistant data to a
document.

Canceling the Print Function
To temporarily stop printing at any time, pressing theSpacebar. To resume printing, press the Enter key. You
can stop printing and return to the Main Menu bypressing the Esc key. Writing Assistant completes theline it is on and then returns to the Main Menu.

Summary•

Use the Print function to produce a paper copy of
the working copy, including any added material.
The Print Menu provides the following options:

From page and To page:

Print a range of pages

5-17

Print to:
Changes the printer to which output is directed

Pause between pages:
Allows single sheet printing
Number of copies:
Prints multiple copies of a document

Single/Double/Envelope:
Prints with single spacing (S), double spacing (D), or
prints only the address of a letter for easy envelope
preparation (E).

Indent:Shifts the entire text page, including margins, thespecified number of spaces to the right.
Filing Assistant file name:Enter the name of your Filing Assistant data file

5 -18

Chapter 6. More Editing

The Type/Edit function offers a number of editing
features besides those described in Chapter 3. This
chapter explains these additional features. Additional
editing features allow you to remove, move, and copy a
block of text; search for a word or phrase and, if you
wish, automatically replace it with another word orphrase; center, left-justify, or right-justify a line of text;
and add print enhancements such as highlighting orcolor printing.
In this chapter, you use the document named
ANNUAL from the Sampler diskette. Use the
Get/Save/Remove function to get this document andbring it into the working copy.

Searching Through a Document
Writing Assistant can search through your document tofind a particular word or phrase. To begin a search,press the PF9 key to display the following prompt on thestatus line:
Search for:
Replace with:
Manual or Automatic (M/A):

All you have to do is enter the word or phrase you wantto find in the Search for item. This is called the searchphrase. After you type the search phrase, press theEnter key to begin the search. Writing Assistantsearches through the document, starting immediately
after the current cursor position, and then displays thefirst occurrence of the search phrase.

6-1

Writing Assistant uses the following rules whensearching for the search phrase:•

Spaces before and after the search phrase are
ignored•More than one space between words in the searchphrase is ignored• The search phrase is found regardless of uppercase
and lowercase differences (thus "cat" finds cat, Cat,CAT, and so on.)For example, suppose you want to search for the firstmention of the word Sales in the annual report. First,
move the cursor to the beginning of the document.
Then press the PF9 key to indicate that you want tomake a search. Writing Assistant prompts you for the
search phrase. Type Sales as shown here:

Prepared by
Search for: Sales
Replace with:
Manual or Automatic (M/A): M

Press the Enter key to begin searching. Writing
Assistant finds the first occurrence of the word Sales,
displays that part of the document with the cursor on
the S in Sales, and returns you to normal editing.

we are extremely pleased to announce that Delray world Tours
had an all-time record year in 1982. Our sales were roughly
double our target. The primary reason for this performanceis our acquisition of the highly profitable Delray Fun Flights
in June. However, our other trips also had stronger sales
than expected. The chart below provides monthly forecast andactual sales.
.GRAPH Sales.pico
1 111511.111111411191 1 / 1311111111
1111111111(1111.T1111211111I111311111I1114T11.11
ANNUALF)•Help

Replacing

9% FullLine 8 of Page 2

Esc-Main Menu

To search for the next occurrence of Sales, press the PF9key. Sales is already entered in the Search for item.
Now press the Enter key to have Writing Assistantsearch for the next occurrence of the phrase.
If Writing Assistant reaches the end of the document
before finding a search phrase, a message appears on
the screen:*GRAPH Sales.pic.

foc• Sales
Search phrase was not found
Press 411(— to continue

In that case, press the Enter key to return to theType/Edit function.

Partial Phrase Search
Sometimes you want to search for partial words orpartial phrases in a document. Writing Assistantrecognizes the use of a special symbol .. or ... toindicate unknown characters somewhere in the searchphrase. You may use either two or three periods.
If you enter

Writing Assistant finds

abc..

the next word starting with abc..xyz

the next word ending with xyz..abc..

the next word containing abc in any
position
the next word, no matter what it is

Search-and-Replace with Verification
To search for a word or phrase and replace it withanother word or phrase, start with the same step: press
the PF9 key and enter the search phrase in the Search foritem. Then press the Tab key to move the cursor to the
Replace with item, and enter the phrase, called thereplacement phrase, that you want to substitute for the
search phrase. Press the Enter key to begin the search.
Writing Assistant searches for the first occurrence ofthe search phrase, then asks you if you want to makethe replacement.

6-4

For example, in the document named ANNUAL,
suppose you want to change the month from October toNovember. Press Ctrl—Home to return to thebeginning of the document and then press PF9.

ANNUAL REPORT1982
DELRAY WORLD TOURS

Prepared by

4JanymT-Tri

Search for: Sales
Replacc with:
Manual or Automatic (M,A): M

Type the word October in the Search for item press the
Tab key to move the cursor to the Replace with item,
and type November.

ANNUAL REPORT1982
DELRAY WORLD TOURS

Prepared by

Search for: Octoberkeplace with: November
Manual or Automatic (M/A): M

6-6

Press the Enter key to begin the search. Writing
Assistant finds the first occurrence of the word Octoberand asks if you want to make the replacement.
Notes:
11) Land Includes the airstrip at Delray and the beachfront
office on Highland Beach.
Buildings include the airplane hangar and office(2)
building,(3)
A Boeing 737 was added to the fleet in 1982.
(4)
Cash on hand includes the escrow account for theschedule October charters.

Search for. October
Replace with: November
Replace (Yes No•Quit):

If you want to make the replacement, type Y, andWriting Assistant replaces October with November andsearches for the next occurrence. If you do not want toreplace this instance of October, but want to search forthe next occurrence, type N. If Writing Assistant does
not find another occurrence of the search phrase, it
displays a message that prompts you to press the Enter
key to return to the Type/Edit function. If you want toquit searching and return to the Type/Edit function,
type Q.
Writing Assistant finds a search phrase regardless ofuppercase and lowercase. When Writing Assistantreplaces a word,‘ it replaces it with the capitalization
you use in the replacement phrase.

Automatic Search-and-Replace
Occasionally, you want to replace every occurrence of aphrase with another phrase. This is called an automatic
search-and-replace. In an automatic
search-and-replace, Writing Assistant makes
replacements without asking you for verification.
To specify an automatic search-and-replace, press theF9 key, then enter the search phrase in the Search foritem. Press the Tab key to move the cursor to the
Replace with item, and enter the replacement phrase.
Press the Tab key again to move the cursor to the
Manual or Automatic (M/A) item, and type A to
indicate that you want Writing Assistant to make eachreplacement automatically, without asking you forverification. Then press the Enter key to start the
automatic search-and-replace. (If you need to change
the Search for or Replace with item, press the Tab key
until you are positioned at the prompt you want andthen retype the item.)Writing Assistant searches for every occurrence of thesearch phrase, replacing it automatically with thereplacement phrase. In the status line, Writing
Assistant tallies the number of replacements it makes.
When the last occurrence has been replaced, Writing
Assistant prompts you to press the Enter key to returnto the Type/Edit function.
You should be careful when using an automatic
search-and-replace. It can sometimes be tricky toreverse it if you realize that you did not really want toreplace all occurrences of the Search phrase. You can,if you need to, stop the automatic search-and-replace
operation at any time by pressing the Esc key.

6-8

Using Search to Count Words
You can use the Search function to count the usage of aparticular word or to count the total number of words
in a document.
To count uses of a word or phrase, enter the word orphrase in the Search for item, leave the Replace withitem blank, and set the Manual or Automatic item to A.
Writing Assistant counts the occurrences of the searchphrase throughout the document and displays thenumber in the status line.
To count the total number of words in a document,
enter the special symbol .. or ... in the Search for item,and set Manual or Automatic to A. Writing Assistant
keeps a running total of the number of matches(words). You can cancel the counting at any time bypressing Esc.

Block Editing
There arc times when you want to perform somefunction. such as deleting an entire section or "block"of text at the same time. Writing Assistant allows you
to move, copy. or delete any successive lines of textthat you have marked as a block.

6-9

Defining a Block
You can mark characters, words, or lines as necessary
for a block editing procedure. All you have to do ismove the cursor to the first character that you want tomark. Select a block operation (delete, move or copy)
by pressing the appropriate function key. Writing
Assistant then prompts you to move the cursor to thelast character in the block. As you move the cursor themarked text appears highlighted on the screen. You
can use the cursor movement keys, such as the End key,
the PgDn key, the Enter key and the Cursor Down key
to move the cursor while marking.
If you should want to unmark a block of marked text,
move the cursor back toward the beginning of theblock. All of the marked characters become unmarked,
as shown by the disappearance of the highlighting. Or,
you can press Esc to return to the Type/Edit function,
which unmarks the block in the process.

6-10

Deleting a Block
You should still have the document ANNUAL in theworking copy. Move the cursor to the beginning of the
document, as shown here:

ANNUAL REPORT1982
DELRAY WORLD TOURS

Prepared by

tit III I

I1iiiiIIIIELLLLI1L1121111111113111 111.114i1
Replacing

S; FullLine 1. of Page 1

Esc-Main Menu

Suppose you want to remove a sentence in the letterfrom the President. First, press the PgDn key threetimes to display the first paragraph of the President's
letter. Move the cursor to the beginning of the lastsentence in that paragraph and press the Shift—PF7.

41:011itt1Tie,

ANNUAL
Fl-Help

Writing Assistant highlights that character to show thatit has been marked and prompts you to move the cursor
to the end of the block.

Letter from thrt resident,

Dear Investors,

We are extremely pleal,ed t, anr.,,nTe ,:h4t
r ,uchly

had an all-tIme re,,rd year In
double our target.
acquit,stion,n June

The pr;m41?
theh:gh:yH,wever, our otherthan expected

The •- h,rt

r thr,
f:tAL:. f:,..1c.lya:,, hAd

P1,3ht,
,1:0,

f

t.•

,nd

ill 11111CLUIT1111Z11I I 1 11 $131 111 1 1 14i4T1111111151ffitifq611.11111i13111111111

1Prl

6-12

Now press the Enter key twice and the entire sentence
is marked. Press the PFIO key and Writing Assistant
prompts you to confirm that you want to delete themarked block. The screen looks like this:Letter from the President:

Dear Investors,
We are extremely pleased to announce that Delray World Tours ,had an all-time record year in 1932. Our sales were roughly
double our target. The primary reason for this performanceis our acquisition of the highly profitable Delray Fun Flights
in JUne. However, our other trips also had stronger sales
than expected. The chart below provides monthly forecast andactual sales.

'GRAPH Sales.pic.

iLIIL41111111111

iitilitTbittitlAil)1111It lit

Are you sure (Y/N/)?,If you type Y, the block is removed.

Moving a Block
Writing Assistant also allows you to move a block oftext from one location to another in a document.

Totritture,

For example, let's move the "Prepared by" section of
the annual report so that it appears on the financial
statement page. Move the cursor to the beginning ofline 14 on page one of ANNUAL.

Press the PF7 key. Writing Assistant prompts you tomove the cursor to the end of the block. Press theEnter key five times and the whole section ishighlighted on the screen. Press the PFIO key andWriting Assistant then prompts you to move the cursor
to the new location.

ANNUAL REPORT1982
DELRAY WORLD TOURS

Prepared by
Presslys White s and Clodfelter
229 Main Street
San Francisco, California

Move cursor to new location;then press F10.

Use the Cursor Down key or the PgDn key to move thecursor to the financial statement on page 3 and position
it at the second line under the date.

]Financial Statement
September 30, 1982

IiiiiitillualiTilliviti iiiii3ilivil01111111(5)1111111/1111111111)111111111
Move cursor to new location;then press F10.

Press the PF1O key and the marked block is now inserted
at the cursor position. Go back to page one and insert
five blank lines where the text was removed.

The modified financial statement now looks like this:Financial Statement
September 30, 1982
Prepared by
Pressly, White, and Clodfelter
229 Main Street
San Francisco, California

Liabilities

AssetsLand (1)
Buildings (2)

ANNUAL
F1-Help

3,462,000
635,000

Accounts Payable
Loans

Inserting

9% Full

862,000
5,279,000

Line 17 of Page 3

Esc-Main Menu

Until the move actually takes place, the block to be
moved remains highlighted on the screen in its original
location.

Copying a Block
Copying a block of text is very similar to moving it,
except that the block remains in the original location as
well as appearing in the new location.
To copy a block of text, first position the cursor at the
beginning of the block. Press the PF8 key and Writing
Assistant prompts you to move the cursor to the end of
the block. After you move the cursor to the end of theblock, press PF 10 and Writing Assistant prompts you tomove the cursor to the location where you want theblock copied. After you move the cursor to the desired
location, press PF1O to insert the block at that location.

Reusing a Block
A block that is copied, moved or deleted is also saved ina temporary storage area in the computer's memory
called the reuse buffer. The block remains in the reuse
buffer until it is replaced by another block or thecomputer is turned off. The reuse block feature allows
you to restore a deleted block, insert multiple copies ofa block in a document or move a block from one file toanother.
Suppose you have just deleted a block. If you later
realize that you did not really want to remove the entire
block of text that has been removed, you may be able
to get it back, if the block is still in the reuse buffer.
Move the cursor to the location where you want theblock restored, and press Shift—PF8.
As long as the contents of the reuse buffer are notreplaced, you can also copy the block to various
locations in the document. Simply move the cursor to
the desired location and press Shift—PF8.
You can also insert the contents of the reuse buffer in adifferent document. Retrieve the second document andmove the cursor to the location where you want toinsert the block from the original document. Press
Shift—PF8 to insert the block at the specified location.
The reuse buffer holds a block of about 50 lines of text.
If you attempt to perform a block operation on morethan 50 lines at a time, Writing Assistant displays awarning that the block is too large to save in the reuse
buffer. For example, if you are deleting a large blockfrom a file, the following message appears on thescreen.

00
6-17

If your intention is to remove that block of text
permanently from the document, and you are sure you
have no further use for it, type Y to remove it anyway.
If you are trying to move or copy a block that is toolarge to fit in the reuse buffer, type N to have Writing
Assistant return the cursor to the end of the labeled
block. Reduce the size of the block and try again.
If the reuse buffer is empty and you press Shift—PFS,
Writing Assistant displays a warning message:

Prepared by
111111111[1111Tiliiiiiiiiiii i3J'01""4P 11111151111IIIITiolly11131111,11i1

No te x t 1.o reuse
Press 1,--J to continue

You must complete a block operation in order for a
block to be saved in the reuse buffer. In order to copy
a block to another document, for example, you must
perform a block operation on the original document.
You can place a block in the reuse buffer withoutchanging your original document by using the moveblock function. Mark the block and press the PF10 key.
When you are prompted to move the cursor to the new

6-18

location, leave the cursor where it is, and press PF10.
This, in effect, moves the block to itself while saving
the block in the reuse buffer. The original document isunchanged and you can proceed to retrieve the second
document.

Canceling a Block Operation
You can cancel a block operation at any time bypressing Esc. Doing so returns you to the Type/Editfunction.

Adjusting a Line of Text
Once a line of text is entered in a document, you canadjust its position with respect to the left and rightmargins. Simply move the cursor to the line you wantto adjust, and press the PF3 key. Writing Assistanthighlights the line and prompts you on the status line
for the way you want it adjusted:

1111111111[1114.1111111Iiiittipiti
Left Center Right (L.C'R):

Type one of the following choices:L

To move the line so the first character in the line
is at the left margin

C

To center the text between the left and rightmarginsR

To move the line so the last character in the line
is at the right margin

As soon as you type your choice, Writing Assistantmakes the desired adjustment and redisplays the line.
For example, the two-line financial statement title inthe document ANNUAL should be centered on the
page. Move the cursor to the first line of the title.
Press the FF3 key and Writing Assistant displays theadjustment prompt.

'Financial Statement
September 30, 1982
Prepared by
Pressly, White, and Clodfelter
229 Main Street
San Francisco, California

AssetsLand (1)
Buildings (2)Liabilities
3,462,000
635,000

Accounts Payable
Loans

862,000
5,279,000

1111 1111~111JL{1.LLLZLIt.1f111L31511 }111l4T111~11 ► 1~~iiili11J~,tL~1~I„JiiI~jIIIJ

Left Center Right (L/C/R):

Notice that the line where the cursor is located ishighlighted on the screen. Now type C to indicate thatyou want to center the line within the margins. Writing
Assistant immediately redisplays the centered line.
Repeat the procedure for the other line in the title.

The screen should appear as follows:

Financial Statement
September 30, 1982
Prepared by
Pressly, White, and Clodfelter
229 ilain Street
San Francisco, California

AssetsLand (1)
Buildings (2)Liabilities
3,462,000
635,000

Accounts Payable
Loans

862,000
5,279,000
11011111.11311111111i.

ANNUAL

Fl-Help

InsertingI

I

9% FullLine 3 of Page 3

Esc-Main Menu

Emphasizing Words or Phrases in a
Document

6-21

413finagle

Writing Assistant allows you to emphasize certain
words or phrases in several ways: You can highlightand underline on the screen and in the printed output.
You can display words in red, green, and blue on thescreen, and you can print them in color if you have a color
printer. These capabilities are provided by Writing
Assistant.

To emphasize a character, move the cursor to thecharacter and press the PF5 key. Writing Assistant thenprompts you for the type of emphasis you want:
Letter from the President:

Dear Investors,
we are extremely pleased to announce that Delray world Tours
had an all-time record year an 1982. Our sales were roughly
double our target. The primary reason for this performanceis our acquisition of the highly profitable Delray Fun Flights
in June.
However, our other trips also had stronger sales
than expected. The chart below provides monthly forecast andactual sales.
*GRAPH Sales.pic*

1111111111[1111T11141111f1111311111 11114T11111111511111111T1111111111111111k01
Underline Highlight Normal Red Green Blue (U/H/N/R/G/B); Press F10 to stop.

Press the letter that corresponds to the choice you
want. To emphasize an entire word or more, hold down
the key that corresponds to the choice you want. Coloredcharacters appear in the selected color (ordouble-intensity, if the color is the same as the
background), while boldfacing appears in yellow andunderlining appears in light blue.

6-22

For example, suppose you want to print the title Annual
Report in boldface type. First, move the cursor to the
A in Annual and press the PF5 key.

ANNUAL REPORT1982
DELRAY WORLD TOURS

Prepared by

Underline Highlight Normal Red Green Blue (U/HIN/R;G "8); Press FlO to stop

6-23

Now hold down the H key until the entire title ishighlighted.

ANNUAL REPORT_198?
DELRAY WORLD TOURS

Prepared by

Underline Highlight Normal Red Green Blue (U/H/N/R/G.8); Press FIO to stop.

6-24

If you press PF 10 and then move the cursor back acharacter, you can see that the status line identifies thechosen emphasis for the character the cursor is on.

AUNUAL PEPOPTDELWAY

TC.UPS;' $ ! .• A : y

1.1ITI_LLL2111 1 1 1 1
ANNUAL
1,—. Help:7.•p.l:7.•i::

Iiiii iiii4T1111111 151 1 11 1 1 1 l'61 !Lift/11.1hiqht vc.:1.

t

Esc Mai, Menu

If you use the Print function to print ANNUAL, thetitle is printed in boldface print.
A character or set of characters can be both boldfaced
and underlined or in color and underlined. You cannot,
however, boldface a character that is printed in color.
If you do not want a character or set of charactersboldfaced or underlined, press Esc to return to theType/Edit function.

Sending Special Codes to Your PrinterSome printers can receive and execute special control
codes which change the style or size of print. For
example, some printers have a variety of type widths.
Consult your printer book to find out your printer's
capabilities and the control codes it recognizes.
You can send any control codes recognized by yourprinter by entering the following command at thelocation in your document where you want a special
printing mode to begin:*PRINTER codel, code2,*

The codes in the command are the ASCII decimalequivalents for the desired control code. At the end of
the text that you wish to have affected by that control
code, you should send the code that ends thatenhancement.
For example, suppose you want to print the word veryin a document in double-wide mode on an IBM Graphics
Printer. You would enter the command*PRINTER 14*
just before the word very. Then, after very, you would
enter the command*PRINTER 20*
to return to normal printing. The command can beabbreviated to *P 20*.

Starting a New Page When Printing
If you wish to start printing a new page at any point inyour document, simply type the command

6-26

*NEW PAGE*. The line following the command will
begin on the next page of the printed output. The
command can be abbreviated to *N*.

Summary•

Use the Type/Edit function to perform any of
Writing Assistant's additional editing features.

• The following special keys can be used to performthe additional editing functions.

Shift—PF7

Delete Block. Prompts you tomove cursor to end of block you
want deleted

PF7

Move Block. Prompts you tomove cursor to end of block you
want to move to anotherlocation

PF8

Copy Block. Prompts you tomove cursor to end of block you
want to copy to another location

Shift—PF8

Reuse Block. If there is a blockin the reuse buffer, places a
copy of that block at the cursor
location

PFIO

Continue. Executes block
operation or search or returns to
the document.

PF9

Search. Searches for a phrase
and, if requested, replaces itwith another

6-27

-

Leave Manual or Automatic
at M to verify eachreplacement-

Change Manual or Automatic
to A to replace all
occurrences without asking
for confirmation-

Leave Replace with blank tosearch for a word or phrase
and count occurrencesabc..

Entered in a search phrase, finds
any word starting with abc..xyzEntered in the search phrase,finds any word ending with xyz..abc..

Finds any words containing abc
in any position
Counts all the words in the
document(Either .. or ... can be used.)

PF3

Adjust. Centers, left-justifies, orright-justifies the line containing
the cursor

PF5Emphasize. Allows you to selectprinter enhancements, such as
highlighting, underlining andprinting in colors*NEW PAGE*

Starts a new page when printing*PRINTER code* Sends the listed code to theprinter to alter printing modes

6-28

Chapter 7. Changing the Page Layout

This chapter explains how to use the Define Page
function to change the way a document looks. Using
Define Page, you can specify a page length other than
11 inches, change the size of the top, bottom, left or
right margins, add a heading or footing to each page,
and automatically number pages according to yourfavorite numbering scheme.
Any changes that you make with this function are
immediately made in the working copy, so that you stillsee exactly what you will get when the document isprinted. When you save the working copy on a disk,
the information specified with this function is saved aspart of the document.
The examples in this chapter use the documents
ARTICLE and ANNUAL from the Sampler diskette.
You can print out the modified documents if yourprinter is switched on and properly connected to yourcomputer.

Selecting Define Page
To begin the Define page function, return to the Main
Menu (press Esc if necessary), type 2 in the Selection
number item, and press the Enter key to display the
Define Page Menu.

7-1

Define Page Menu

Left margin: 10
Right margin: 70
Top margin: 6
Bottom margin: C
Page length: 66
HeadingLine 1:
Line 2:
FootingLine 1:
Line 2:

Esc -Main Menu

4*--- Continue

The values shown in this menu are called the default
values. Writing Assistant automatically uses them for a
document unless you enter different values.
To change one of the menu values, press the Tab key tomove the cursor to that item and type the new value.
You can change any or all of the items whenever thismenu is displayed. When you have made all the desiredchanges, press the Enter key to store the changes andreturn to the working copy, where you immediately see
the changes you have made.
When you clear the working copy or retrieve anotherdocument, Writing Assistant clears any values you haveentered in this menu and restores the default values.

-v
a)

r

Setting and Changing Margins

C

The margin settings work exactly like those on a
typewriter. For instance, top and bottom margins set at
6 allow six blank lines or about an inch of space at the
top and bottom of your page. If you change themargins for a document already in the working copy,
Writing Assistant reformats the document so that it fits
between the new margins.

Left and Right Margins
The Left margin and Right margin items set the positionof the left and right margins, and thus determine thewidth of the printing on each line.
The default settings for the left and right margins on an
80-column monitor are 10 and 70, respectively. For a
40-column monitor, the default settings are 10 for theleft margin and 47 for the right. The minimum setting
on either monitor for the left margin is 1, and the
maximum setting for the right margin is 78. A value
must be entered for each margin, and the value of theleft margin must be less than the value of the rightmargin.
Let's change the margins for the document ARTICLE
so that the width of each line is only 30 characters.
First, retrieve the document ARTICLE from the
Sampler diskette into the working copy. Then return to
the Main Menu and select the Define page option again.
When the Define Page menu is displayed, the cursor ispositioned in the Left margin item. Type 25 to change
the Left margin item. Press the Tab key to move thecursor to the Right margin item and type 55.

7-3

Define Page Menu

Left margin: 25
Right margin: 55
Top margin: 6
Bottom margin: 6
Page length: 66
HeadingLine 1: Word Processors and the Common ColdLine 2:
Footing
Pad e 1

Line I: Rader Watson
Line 2:

Esc-Main Menu

c.ontinue

Press the Enter key to return to the document, which
has been reformatted to fit between the new margins.

Top and Bottom Margins
The Top margin and Bottom margin items determine thesize of those margins, including the heading and footing
if any are defined. The default settings are 6 and 6, a
standard size for most documents. The maximum sizefor each margin is 19, and the sum of the two margins
must be less than the page length.

Changing the Page Length
The Page length item defines the length of each page,
including the top and bottom margins. The default
page length of 66 is correct for most printers if you areprinting on standard 8-1/2 x 11 computer paper. If
you are using shorter or longer paper, you need tomodify this value.
For example, if you want ARTICLE to be printed on
half-sheet size (8-1/2 x 5-1/2 inch) paper, we need toreduce the Page length item to 33. Press the Esc key toreturn to the Main Menu and type 2 to display the
Define Page Menu. Press the Tab key to move thecursor to the Page length item and type 33 to change
the page length.
Define Page Menu

left margin: 25
Right margin: 55
Top margin: 6
Bottom margin: 6
Page length: 33
HeadingLine I: Word PrO(e!,cOrS and the Common ColdLine 2:
PoutingLine I: Rader Watson

Page 1

Lina•

Es, -Main Menu

44—

Continue

Press the Enter key to store the changes in thecomputer's memory and return to the working copy. If
you review the document, you can see that each page is
now only 33 lines long, including the top and bottom
margins of six lines each. If you print the document,each page takes up about 5-1/2 inches.
To accurately figure the page length for a page longer
or shorter than 1 1 inches, measure the paper from top

edge to bottom edge, and multiply that value in inches
by the number of lines per inch that your printer prints.
If you want a document to be one continuous page,
with no page breaks, set Page length equal to 0.

Adding Headings and Footings
You can have Writing Assistant print a standard
heading on the top of each page of the document or afooting at the bottom of each page, or both a heading
and footing. Up to two lines are allowed for each. The
heading is centered, both horizontally and vertically, inthe top margin. Likewise, the footing is centered in thebottom margin.
Let's retrieve the sample document named ANNUAL
from the Sampler diskette and add a heading that will
identify each page as part of a preliminary copy. Whenthe document is in the working copy, return to the Main
Menu, select the Define Page function, and press theEnter key. When the Define Page Menu appears, press
the Tab key five times to move the cursor to Line 1 of
the Heading item, and type the following phrase:
1982 Annual Report - First Draft

If you want to add a second line for the heading, press
the Tab key to move to Line 2 and type a second
heading line. Press the Enter key to return to theworking copy. The first page will show the heading you
just entered.

7-6

1982 Annual Report - First Draft

ANNUAL REPORT1982
OELRAY WORLD TOURS

Prepared by

11111111/[11141111411111111131111111110-1111111151111111Th111111111111111111
ANNUAL
F1-Help

ReplacingJ

9% FullLine 1 of Page 1

Esc-Main Menu

If you print the document, the heading appears in the
top margin on every page. To add a footing, you enter
up to two lines in the Footing item on the menu. You
can enter both heading and footing at the.same time,along with any other changes you want to make to theDefine Page Menu.

Numbering Pages Automatically
You can have Writing Assistant automatically number
the pages in a document by entering the starting page
number in a Footing line. If Writing Assistant finds a
number in the footing, it assumes that it is a page
number, and increases it by one for each new page. (Ifthere is more than one number in the footing, Writing
Assistant assumes that the last number is the page
number.)7-7

For example, if you type Page I, the first three pages ofthe document will be numbered Page I , Page 2, andPage 3.
On the other hand, if you type Page A-I, the first three
pages of the document will he numbered Page A- I ,Page A-2, and Page A-3.
Other examples are:Footing

Page Numbers

Page 16

Page 16, Page 17, etc.

Page 2.1.1

Page 2.1.1. Page 2.1.2. etc.

Canceling Define Page
You can press the Esc key at any time to leave theDefine Page Menu and return to the Main Menu.
However, any changes that you have specified will not
be made in the working copy. To make the changes
you have entered you must press the Enter key to leavethis function.

Summary
Use the Define page function to determine the page
size and layout of a document.
Set the Page length to determine the length of eachpage:
66 (default) for standard }{-I /2 x 11 paper
0 or blank for one continuous page

7-8

m
r
a

Make sure to leave top and bottom margins large
enough to accommodate any headings and footingsentered.
Set left and right margins from I to 78.
•

Headings and footings can be up to two lines each;they are centered in the top and bottom margin,respectively.

•

Automatic page numbers can be specified byentering the starting number anywhere in thefooting.

7-9

7-10

Chapter 8. Combining Other Files with
Documents

This chapter explains how to add material from othersources into Writing Assistant documents. Writing
Assistant can use files from the other IBM Assistantprograms: Filing Assistant, Reporting Assistant, andGraphing Assistant, as well as ASCII files. Using Filing
Assistant data, you can even produce form letters forselected groups of people.
The Sampler diskette contains a sample Filing Assistantfile, and a variety of sample documents. The examples
in this chapter show you how to produce form letterswith the file data, and how to add a stored document toanother document.
There are several ways to add material from othersources to your Writing Assistant documents: You can
use the Shift—PF5 keys to add the contents of a file to
the working copy, or the JOIN command to add files
when printing. To add one or more graphs to yourWriting Assistant document, you use the GRAPH
command. These operations are described in thefollowing sections.

Adding Files to the Working Copy
Writing Assistant allows you to combine any text filewith a document by appending a disk file to the
document in the working copy. This feature makes it
possible to insert standard material, commonly calledboilerplate, or a report produced by Reporting

8-1

C-3
O
rIl
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Assistant. When the appended file is in the working
copy, it can be edited just as if you had typed it.
To append a disk file to the working copy, first movethe cursor to the line where you want to add material
from another file. Press Shift—PF5. When Writing
Assistant asks you for the name of the document toappend, enter the filename (with a directory name, if
needed) and press the Enter key. Writing Assistantretrieves the file and appends it at the line occupied by
the cursor. If the margins of the appended document
are different from the margins for the working copy,
the appended document is reformatted to fit themargins of the working copy.
For example, let's append the document named NAME
from the Sampler diskette into the annual report. First,
retrieve the document ANNUAL into the working
copy. Then, move the cursor to the blank line threelines below the signature line of the letter from thepresident:

Very truly yours,

John H. Leader
President

ANNUALF.„-Help

8-2

ReplacingI

1
Esc-Main Menu

9, FullLine 43 of Page 2

Now press Shift—PF5 and Writing Assistant asks you
for the name of the document to append. Type
B:NAME after the prompt. Press the Enter key tocontinue. Writing Assistant retrieves NAME from thediskette, and inserts it on the line occupied by the
cursor. The screen looks like this when the document
has been appended:

Very truly yours,

John H. Leader

President

P S.

At the latest Board of Directors meeting, it was
decided to change the name of Delray World Tours to Holidays
In Delray Beach, to more accurately reflect the business inwhich the company is currently engaged. This document
reflects that name change.

1.1111 1 1 1 CII_LLTILL121111+011.piti f i

ANNUALfl-Help

91. Full

ReplacingLine 46 of Page 2

Esc-Main Menu

You can just as easily use the Shift—PFS keys to append
a Reporting Assistant file or another ASCII text file toa document in the working copy. You may not,however, append a graph to the working copy; the
GRAPH command, explained later in this chapter, isused to add a graph to a Writing Assistant document.

Using the JOIN Command
The JOIN command allows documents to he added to a
Writing Assistant document at printing time, without
adding extra material to the working copy. You would
use the JOIN command rather than Shift—PF5 when the
document(s) to be joined would not fit in the working
copy or when you have no need to edit the joinedmaterial. You can use the JOIN command to add any
number of Reporting Assistant reports, Writing
Assistant documents, or ASCII files. When adding
reports, it is very important to enter 0 (zero) in theLines per page print option of Reporting Assistant.
Refer to your IBM Reporting Assistant book for further
instructions.
You type the JOIN command in the working copy at
the location where you want the added document toappear. The command is:*JOIN name*where name is the name of the document. The
command can be abbreviated as *J name*.
For example, if you want to add a Writing Assistant
document named PRICE stored on the diskette in drive
B to your document when it is printed, you would type
*JOIN B:PRICE*in your document at the point where you want PRICE
included.
When you print the document, make sure the disk
containing the document to be joined is in the proper
drive. When Writing Assistant executes the JOIN
command, it searches for the file on the disk and inserts
it at the correct location, reformatting the added file tofit the margins of the working copy.

8-4

You can use the JOIN command to add Reporting
Assistant reports that have been printed to a disk file.
Simply enter the command:*JOIN reportname*at the location in the document where you want thereport to appear. If the report is more than 80 columns
wide, you need to use the *PRINTER* command(explained in Chapter 6) just before the JOIN
command to send a special character to your printer tocause the printer to print in compressed mode. Then
send another character after the JOIN command toreturn the printer to normal printing mode.
You can join an unlimited number of documents while
printing. This capability is useful when preparing avery large document. You can split it up into several
smaller sections, then print it all together when you areready to print the final copy. To do this, enter therequired *JOIN name* commands at the end of the firstsmall document, making sure they are in the order you
want the sections to appear when printed.

Adding Graphs
You can print a graph created with Graphing Assistantat any location in a document, as long as that graph has
been saved as a picture file (see the Graphing Assistantbook for an explanation of picture files). First, whentyping or editing the document, you type the command:*GRAPH picturefilename*at the location in the document where you want thegraph to be printed. (The command can be abbreviated*G name*.)

8-5

cs
03

rn
rrl
-11

r

For example, to print a graph stored as a picture filewith the name SALES.PIC, you type:*GRAPH SALES.PIC*

at the desired location in the document. The first
asterisk of the GRAPH command will determine theplacement of your graph. If you want to change theposition of the graph, move the command to the left or
right accordingly.
Note: When you print a pie graph as part of adocument, it should be printed on the same printerthat was attached to your system when the graph
was saved as a picture file. Otherwise, the pie might
not be perfectly round.
When Writing Assistant reaches the part of the
document where the graph is to appear, it reads the
picture file and prints it in the correct location. The
printed graph will be approximately 3- 1 / 2 by 4-1/2
inches, occupying 18 lines of the page. If it will not fit
on the current page, Writing Assistant starts a new page
before printing it.
It is a good idea to leave at least 18 blank lines in the
document to accommodate the graph, since that makes
the page breaks shown in the working copy correspondto those that occur in the printed document.
You can print as many graphs in a document as you
wish; just enter the *GRAPH* command wherever you
want the graphs to appear. As Writing Assistantreaches each graph location, it looks for the picture filein the specified drive.

8-6

This section explains how to merge a letter in theworking copy with data from a file created with theFiling Assistant program to produce form letters
automatically. This feature is extremely useful when
preparing personalized letters to people on a large
mailing list.

The IBM Filing Assistant FileThe IBM Filing Assistant program is used to organizeand store information in many different situations. Onevery common use is to keep lists of people, such as
customers, patients, subscribers, employees, and soforth. If you have a list of people and their addresses
stored in a Filing Assistant file, regardless of what otherinformation is stored for those people, you can print
individual letters for all the people on the list, or for any
selected group of people from the list.

8-7

311ItIM:hla

Creating Form Letters With Filing
Assistant

For example, the Writing Assistant Sampler diskettecontains a Filing Assistant file named STAFF. This filecontains personnel information for six sample
employees. The form from the file looks like this:
Last Name:First Name:

Address:
State:

City:

Zip:

Hire Cate:Job Title:
Monthly Salary:

STAFF

Search spec

Page I

FI-Help

Esc-Main Menu

FIU-Continue

By combining the data in this file with a Writing
Assistant document, you can print identical letters toeach person whose name is in the file, to each person
who works in a particular department, or to each person
who lives in a particular town.

Preparing the Writing Assistant Document
Once you have your Filing Assistant data file, you needto prepare the letter that you want to send. Type theletter just as you would a normal document, but
identify each piece of information that is to be readfrom the Filing Assistant file, by entering an asterisk,
an item identifier (either the item name from the form,
or a shortened version of that name), and another*First Name* *Last Name**Address**City*, *State* *Zip*
Dear *First Name*,

There are asterisks surrounding each item that is to beread from the Filing Assistant file, even when several
items appear on one line. Also, both spaces andpunctuation have been inserted where needed.
Now enter the rest of the letter:
We are pleased to announce a new profit
sharing plan that will affect all employees.
Here's the way it works: 10% of profits will
be reserved for employee profit sharing. It
will be allocated to employees based on
their monthly salary at the end of the
fiscal year. Your monthly salary was*Salary* at the end of fiscal 1982, so thatwill be your base for this year's profit
sharing distribution.
We will be distributing the checks at theend of this month.
Very truly yours,

John Adams, Personnel Mgr.

You can insert data from the Filing Assistant filewherever you want in the document, as shown by the*Salary* item in the body of the letter.

8-93ligaMMM

asterisk. Be sure the entire command is contained on
only one line or Writing Assistant will interpret the item
identifier and asterisks as text. For example, suppose
you want to send a form letter to all of the employees in
the file, announcing a new bonus plan. Start byentering the following:Printing the Letters
When you have finished entering the letter, you areready to begin printing the form letters. Return to theMain Menu, type 3 in the Selection number item, andpress the Enter key to continue. Writing Assistantdisplays the Print Menu for you to fill in:
Print Menu

From page: 1
To page: 1
Print to: PRINTER
Pause between pages (f.N): N
Number of copies: 1
Single/Double/Envelope (S/D/E): S
Indent: 0

IBM Filing Assistant file name:Esc -Main Menu

8-10

44---

ContinueFill in these options appropriately, depending on theprinter you are using, the size of the paper, and whether
or not you want to print the letters on single sheet
stationery. When you reach the file name item, enter
the name of the Filing Assistant file (B:STAFF for thisexample).

3N18

Print Menu

From page: 1sTo page: 1
Print to: PRINTER
Pause between pages (Y N): Y
Number of copies: 1
Single Double Envelope (S D E): S
Indent: 0

IBM Filing Assistant file name: B:STAFF

Esc-Main Menu

44---

Continue

When you have filled in all the options on the Print
Menu, insert the Sampler diskette in drive B and press
the Enter key to continue.

Next, Writing Assistant displays the blank form fromthe data file, with the words Search spec at the bottomof the form. You need to fill it in with specifications to
identify which forms from the Filing Assistant file youwant to use to prepare the letters. This allows you toprepare form letters for some special group of people
from the file, such as those who live in Delray Beach or
those who are flight attendants.
Last Name:First Name:

Address:
City:

State:

Zip:

Hire Date:
Job Title:
Monthly Salary:

STAFF

Search spec

Page 1

Fl-Help

Esc-Main Menu

FIO-Continue

Fill in the search specifications just as you would whenworking with Filing Assistant (see Chapter 5 of the
IBM Filing Assistant book if you need an explanationof search specifications). For this example, we shallprint letters for all employees in the file, so leave thefrom blank. Then press the PFIO key to continue.

8-12

Again, Writing Assistant displays the form from theFiling Assistant file, this time with the words Identifier
spec at the bottom of the form:
First Name:

Last Name:
Address:

State:Zip:

MUINIty,City:

Hire Date:
Job Title:
Monthly Salary:

STAFF

Identifier spec

Page 1

Fl-Help

Esc-Main Menu

F10-Continue

You use this form to enter any shortened item namesthat you used in the letter. If you have used the exact
item names from the form in the letter, leave theIdentifier space form blank, and press the PFI 0 key tobegin printing.
To enter a shortened name, use the Tab key to move tothe item, then type the name you used in the letter. For
example, you entered the item identifier of *Salary* inthe letter, but the actual item name on the form is
Monthly Salary. Press the Tab key to move to that
item, and enter Salary.
When you have filled in the names of all items
identified with a different name in the letter (that is the
only one for this example), press PFI 0 to continue. (Ifyou have used the exact item names from the form in
the letter, leave the Identifier spec form blank and pressPF10 to begin printing.) Writing Assistant asks you toposition the paper in your printer, then begins printing
the first letter.
When the first letter has been printed, Writing
Assistant continues to the next letter unless you entered
Y for the Pause between pages item. In that case,Writing Assistant pauses and displays the message:

Put a new page in your printerPress 410 to continue

Follow its instructions and Writing Assistant prints thenext letter, pausing after it is finished for the next sheetof paper, and so on.

Placement of Merged Data
Writing Assistant provides three methods of placing
merged data in your document: left-justified, text
placement, and right-justified.

Left-Justified

For example, if your Filing Assistant file contains theitem "address" which looks like this:RE:-I II(

Ordinarily Writing Assistant places data from yourFiling Assistant file at the position of the left asterisk of
the command. If an item from the file is more than one
line, it prints in your document as more than one line.

ti1200 North State
Ukiah, CA 95482

type*Name**Address*in your document to have the name and address printed
on three lines.

Text Placement
The text method prints an item in paragraph form. If
an item in the data is more than one line, use the text
option to print the item as text, filling lines andwordwrapping when the margin is reached.
For example, if you wished to insert a paragraph of an
employee's work experience, follow the item identifier
with a T in parentheses as shown here:*Experience (T)*When the information is printed in each letter, it iswordwrapped to fit between the margins set in theworking copy.

8-15

Right-Justified
The right-justified option places an item from the Filing
Assistant file in front of the position of the rightasterisk. This option allows you to merge data into acolumn of numbers and have the final column lined up
correctly on the right. To specify right placement,
follow the item identifier with an R in parentheses asshown here:*total cost (R)*This prints the data from the item, such as 25.00, withthe final zero in the same column as the right asterisk.

Summary
You can merge data from any IBM Assistant family
file into a Writing Assistant document.

8-16

Shift—PF5

Append. Prompts for the name ofa file to insert in the working
copy at the cursor position.

*JOIN name*

Inserts the file named "name"where the command appears
when printing. This file can be
another Writing Assistant
document, a Reporting Assistantfile or an ASCII text file.

*GRAPH name*

Inserts the graph named "name"where the command appears
when printing.

To print form letters, follow these steps:
1. Specify the item in the document by entering an
asterisk, an item identifier, and another asterisk,for example, *Name*.
2. Enter the name of the Filing Assistant file in the
IBM Filing Assistant Directory or file name itemon the Print Menu.
3. Fill in the Search spec form with search
specifications that identify the group of forms
you want to use.
4. Fill in the item Identifier spec form with thenames of any items used in the document where
the name is different from the name on the form.

8-17

0
0
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CI)

8-18

Chapter 9. Checking Spelling in a
Document

This chapter shows you how to use Writing Assistant's
built-in spelling checker to check the spelling of words
in the document in the working copy. Writing Assistantchecks each word in the document against its
125,000-word dictionary. When it encounters a wordthat it does not recognize, it displays the word and asks
you what action to take. You can list possible correctspellings of the word and replace the misspelled wordwith the correct spelling, ignore the word and continue
checking, or add the word to the dictionary. These
options are explained in the sections below.
There are a few things you need to remember whenchecking your document with the spelling checker.
First, Writing Assistant cannot find words that are
misused, but are spelled correctly. For example, thewords their and there are often confused. Since bothwords are in the dictionary, they would not be displayed
as misspelled. Occasionally, the misspelled word
actually spells a correct word. For example, if you
accidentally leave the n off then, the resulting word theis considered to be spelled correctly. For these reasons,
you should proofread everything in your document after
you use the spell function.
If you misspell a word so badly that it no longer
resembles the correct spelling, the list of possible
correct spellings may not include the correct word.
You should probably consult a standard dictionary or
use a different word.

9-1

The Spelling Function
You can start checking spelling anywhere in theworking copy by pressing the PF2. Writing
Assistant begins checking at the cursor position andcontinues to the end of the document.
Let's check the spelling in the document named
ORDER from the Sampler diskette. Use the
Get/Save/Remove function to retrieve this file into theworking copy. The cursor should be positioned at the
beginning of the document, as shown in the screen
below.

November 11, 1983

Mr. Darrell Long
4072 Central Way
South City, New Mexico
Dear Sir:
Thank you for your purchase of two copies of Delray: Tropical
ILLIIIIIII[J_ILLTililvItittiii3iitifujjoiiiii111511111 .1161iiit1111)ililfiLLi
ORDER
F1-Help

Replacing

0% Full
Esc-Main Menu

Line 1 of Page 1

Press the PF2 key to begin checking the document. The
status line displays the word Proofing... and on the line
below you see words flashing by as Writing Assistantcompares them with the spellings in the dictionary.
If Writing Assistant finds a word that does not match a
dictionary spelling, it stops and highlights the word inquestion. It also displays a menu of choices:

Tha
Par
wit

I List possible spellings
2 Ignore word, continue scan
3 Word correct, remember andcontinue spell check
4 Word correct, remember andreturn to type/edit

SinEnter choice:

Dee

Escape - Return to Type/Edit
Peggy Burton
Limited Editions

Word Not Found
Darrellies of Delray: Tropicalit be shipped to you

1111
L 117AIM

Mr, Darrell Long
4072 Central Way
SouThe example indicates that the word Darrell has notbeen found in the dictionary. You can select one of thefollowing options by pressing the appropriate number
key:
1.

List possible correct spellings for the word, if
you suspect that the word is spelled incorrectly.
This option allows you to scan a list of words
which might contain the correct word andreplace the misspelled word with the correctspelling.

2.

Ignore the word and continue scanning the text,
if the word is spelled correctly and you do notwant to add it to the dictionary. For example,
Darrell is a proper name that is used only once inthis document. You would probably not want it
to take up space in the dictionary.

3.

Add the word to the dictionary and continue
scanning the text. For example, if the word
appears frequently in your documents and is notin the current dictionary, you probably want to
add the word to the dictionary.

4.

Add the word to the dictionary and stopscanning.

For the purpose of the exercise, type 2 to ignore theword and continue scanning.

9-4

Replacing a Misspelled Word
Next, Writing Assistant indicates that there is a
misspelled word in the letter. One of them is the wordpurchace. To see if the dictionary contains the correctspelling of the word, type 1. At the bottom of yourscreen, the message indicates that the program issearching the dictionary for possible correct spellings.
After a few seconds, a word list appears on the screen
in place of the menu.

Thank you for your purchace of two copies of Delray: Tropical
Paradise. Your autographed editions will be shipped to you
within three weeks

Sincerely,

Peggy Burton
Limited Editions

purchasepurchasedpurchaserpurchases
perchancepurchasers

Use cursor i keys to select a word
Press 40-4 to replace word in text
Escape - Return to Type/Edit

LIIITILICIIIIIJII(VItiiillt311111J1J14,111LfliI19111f;11,16114111111]111414k]
Word Not Found
purchase

The cursor is positioned at the first word in the list. If
this is not the correct spelling, use the Cursor Down
key to move the cursor to the other words on the list.
Since purchase is the correct spelling, move the cursor
to purchase and press the Enter key to replace purchacewith purchase. The selected word replaces the
misspelled word in your working copy and wordwrap is
automatically adjusted. The program continues
checking words in the document.

irllikkri!Eiltliii:

Dear Sir:Adding a Word to the Dictionary
The scan stops again at the word Delray. Suppose that
this is a proper name you use frequently. It is not in the
dictionary, and you wish to add it. Type 3 to add theword and continue the spelling check.
After a few seconds, the scan again stops because thename Peggy has not been found in the dictionary. The
spell checker menu now displays Peggy and prompts
you for an option. Since you know that Peggy iscorrectly spelled, and because it is a name that you may
use often, you want to add the name to the dictionary.
Type 4 to add the name to the dictionary but this time,stop scanning the document, and return to Type/Edit.

Leaving the Spelling Option
If you wish to discontinue checking spelling and return
to your document at any time, even while scanning,
simply press the Esc key.

Dictionary Maintenance
The words you add to the dictionary are stored on thediskette in the default drive, which under normal use
will be the Writing Assistant program diskette. With
continued use, the space on this diskette for saving yourpersonal dictionary will eventually be filled. If thisoccurs you can stop adding words to the dictionary,erase the contents and start all over, or follow theediting procedure.
Additionally, it may be possible to free space on thediskette. See Appendix C for details.

9-6

Clearing the Personal Dictionary
To erase the personal dictionary, exit from Writing
Assistant and in response to the DOS prompt, type
ERASE WORDPRF.ADL followed by the Enter key.
This will erase all the words in the personal dictionary
and let you begin again.

If you wish to edit the file you can use Writing
Assistant to do so. However, since the file is saved as
an ASCII file rather than a Writing Assistant file, theprocedure is not obvious. Follow the steps below
exactly:
1. Start Writing Assistant and do not use F2 during
this procedure.
2. Choose Define Page and set the values as follows:
Left margin = 1
Right margin = 78
Top margin = 0
Bottom margin = 0
Page length = 0
3. Press Enter.
4. Press Shift—PFS, and when the Append prompt
appears, type WORDPRF.ADL then press Enter.
5. Now you can delete words, add additional words, orchange existing words in the Personal Dictionary.
6. Press Esc to go to the Main Menu. Select Print. On
the Print Menu, specify Print to: WORDPRF.ADL
and press Enter to store your edited dictionary backon the disk as an ASCII file.
7. Exit from Writing Assistant.

9-7

T011iflaellil:

Editing the Personal DictionarySummary
Press the PF2 key to have Writing Assistant checkthe words in the working copy document against thedictionary. For any words not found in the
dictionary, you can:-List the possible spellings of the word and thenreplace the misspelled word.

-

Continue scanning, with no changes.

-

Add the word to the dictionary and continue
scanning.

-

Add the word to the dictionary and return to theType/Edit function.

— Press Esc at any time to cancel the scan.
— Use the DOS ERASE command to erase thepersonal dictionary named WORDPRF.ADL.

9-8-

Use Writing Assistant to edit WORDPRF.ADL
if you want to remove only some of the words inthe personal dictionary.

-

See Appendix C for details on how to free spaceon the diskette.

Appendix A. Messages

IBM Writing Assistant displays a message whenever it
encounters an error condition. Certain errors are theresult of mistakes made when you entered informationsuch as filling in the Main Menu or Print Menu items.
These messages are displayed in the message area at thebottom of the screen:
Writing AssistantMain Menu

1. Tvpe tOlt

5. Crearuet)ne pdye
3.

Print

4.

isn't Sdve Remove

9. Edlt

Srle(tion number: 8
CM
C/D

I.
C/D
Type 1, 2, 3, 4, 5, or 9

411-1(Ont. ti nUe

Other errors are the result of physical limitations or
problems with certain elements of your computer
system. These messages are displayed on a separate
screen that looks like this:P P 0 fi L E H.

Disk is fullPress Esc to return to the Main Men•:(See manus: Appendix A ,When you encounter one of these messages, simply
locate the message in the list below and take thecorrective action described. Then to resume normal
Writing Assistant operation, press Esc. The messages
Writing Assistant produces and their meanings arelisted in alphabetical order below.

Block is too large to copy

You have marked and tried to copy a block of text thatwill not fit in the reuse buffer. The block buffer will
only hold about 50 lines. Mark the block in smaller
sections to copy the smaller blocks one at a time.

Block is too large to move
You have marked and tried to move a block of text thatwill not fit in the reuse buffer. The reuse buffer will
only hold 50 lines. Mark the block in smaller sections
to move the smaller blocks one at a time.

Block is too large for reuse buffer. Delete anyway?

You have labeled and tried to remove a block of textthat will not fit in the reuse buffer. The reuse buffer
will only hold 50 lines. Type V to remove the block
without saving it in the buffer, or N to return tomarking the block. Mark the block in smaller sections.

Cannot access dictionary

The dictionary is stored on the Writing Assistantprogram diskette. Replace the program diskette in thedefault drive.

Cannot close file

The diskette containing your file has been removed
from the drive. Re-insert the document diskette.

A-3

Cannot create file
"filename"Writing Assistant attempted to store a document on adiskette and was unsuccessful. The probable cause isthat the directory is full. The best solution is to store
the document on a blank, formatted diskette.

Cannot find fileWriting Assistant searches for files in the default
directory (usually drive A), unless you include thedirectory name of the file correctly in the filename item.
If the file you want to use is in drive B, you must
precede the name with B:. Also, make sure you entered
the filename correctly, and that the document disketteis in the drive.
Another possibility is that the diskette in the drive is
not formatted. In this case, format the diskette before
attempting to use it.

Cannot print to the screen
You have entered SCREEN on the Print Menu in the
Print to item. Enter one of the following names:
PRINTER, LPT1:, LPT2:, etc. or the name of a disk
file (see "Changing Print Menu Items" in Chapter 5).

Dictionary is full
There is no room to add additional words to thedictionary unless you remove some of the words you
have previously added.

A-4

Disk is fullWriting Assistant attempted to write to the file andfound that there was no room on the disk. If the disk
has unnecessary documents or files, you could remove
them or use the DOS COPY command to copy them toanother disk and then remove them. Or, you could use
another disk.
Disk is write-protected
Writing Assistant attempted to write on awrite-protected diskette. If your program diskette isinserted, remove it and insert your data diskette.
Document is full
There is no more room in the working copy. Save theworking copy, then enter the rest of the document as a
new document. To combine the two documents whenprinting, insert a JOIN command at the end of the first
document. You could also remove text from theworking copy.
rrlCoDocument is too full to remargin

an

rrl

Your working copy does not have enough room tochange the margins. Make the document smaller before
you adjust the margins.
Document is too large to append
The document you tried to append will not fit in theworking copy. Use the JOIN command to append it
when printing.

A-5

Document is too large to get
You have tried to get a document which was created ona system with more memory. It will not fit in memoryon this system. To get this document, you must return
to a computer with more memory and save thedocument in smaller sections.

Drive is not readyThe diskette drive door is not ready, verify that yourdiskette is properly inserted.
File is maximum size
When you print a form letter, Writing Assistant needs
space to store retrieve specifications and identifier
specifications on the Filing Assistant data diskette.
Remove some forms from the file to create some space.

File name is wrong
You entered an invalid filename. Make sure that the
filename begins with a letter and does not containspaces.

'From' page is too large
The page number you entered in the From page item of
the Print Menu is larger than the number of the last
page of the document. Enter a number smaller than thelast page of the document.

Identifier list is too long
The Filing Assistant file items you have entered in the
Identifier spec will not fit in Writing Assistant's internal
storage space. Make the names in your document

A-6

shorter, for example Zip instead of Zip Code, or use theexact item names for several of the items.

I/O error
There is a physical problem with either the diskette
drive, the drive controller, the diskette or fixed disk.
Some possible causes are:Diskette inserted incorrectly. Remove the diskette,then re-insert it properly.
•

Worn out diskette. After 40-50 hours of use, thediskette may need replacing. Try using a different
diskette.
Fixed disk malfunction. Try reloading your backup
copy of the program and file, or consult yourcomputer dealer for advice.

•

Malfunction. DO NOT USE THIS DISKETTE
AGAIN. Make a copy of your backup diskette,then use that copy. If I/O error persists, take thediskette drive to your IBM Personal Computer
dealer for testing.
00
00

Incorrect margin(s)CID

You have entered incorrect margin information in oneof the following ways:•

The left margin is equal to or greater than the rightmargin. It must be less than the right margin.
The right margin is greater than 78. Make the rightmargin less than or equal to 78.
The left margin is less than 1. Make the left margin
greater than I.

4-7

• You entered a letter instead of a number in one orboth margins. Enter a number.
Margin must be less than 19
You have entered a top or bottom margin that is toolarge. Enter a number smaller than 19 in the Top
margin or Bottom margin item.
No help is available here
There is no Help screen available at this point in the
program. Help is only available from screens displaying
the F1-Help message. Refer to the appropriate sectionof this book for instructions.
No text to reuse
You have pressed Shift—F8 when there is no text in
the reuse buffer.
Page length is too long
You entered a number too large for the Page length
item on the Define Page Menu. Enter a number lower
than 1000, or enter 0 (zero) to print the document as
one continuous page (no page breaks).
Page length is too short
The page length you have entered is not long enough toaccommodate the top and bottom margins. Enter anumber at least one larger than the sum of the top andbottom margins.

A-8

Printer is not ready
You have tried to print and your printer is not ready.
Be sure your printer is switched on and connected toyour computer.

Program to copy not foundThe Writing Assistant diskette is not in the specified
drive. Replace the diskette currently in the drive with
the Writing Assistant diskette or enter the correct drive
name.

Search list is too long
The search specifications you have entered for theFiling Assistant file will not fit in Writing Assistant's
internal storage area. Specify fewer requests in the
search specifications.

Search phrase was not foundThe search phrase you entered was not found in the
document. Check your spelling and search again, orpress Enter to return to the Type/Edit function.
The program must be on the same drive as the Setup
program.
Drive that the two programs are on:
There are two possibilities:
You typed an incorrect drive name. The message
prompts you to enter another drive name where
both Setup and the program file exist. Enter
another drive name if you mistakenly typed anincorrect drive name.

A-9

The programs actually are located on two drives,
perhaps because you mistakenly erased one of thefiles from the disk. In this case, exit to DOS and use
the COPY command to move one program so thatthey both are on the same drive.
This program has already been installed five times
You are only allowed to install the Writing Assistantprogram five times. If you see this message, you havealready reached that limit.
Type 1, 2, or 3
You entered a number for the Selection number of the
Get/Save/Remove menu that is invalid. The number
must be a 1, 2, or 3.
Type 1, 2, 3, 4, 5, or 9
You entered a number for the Selection number of theMain Menu that is invalid. The number must be a 1, 2,
3, 4, 5, or 9.
Writing Assistant already exists on "drive"
You have already installed Writing Assistant in thespecified directory on the fixed disk. Setup will not
replace an existing copy. If you cannot access thatcopy (perhaps because the file has been structurally
damaged), exit to DOS, erase the file, and restart Setup.

A-10

Appendix B. Installing Writing Assistanton the Fixed Disk

1. Exit the Setup program by choosing option 5 toleave the Setup program.
2. Insert the Writing Assistant Sampler diskette(write-protect removed) in drive A.
Note: You must use your original Writing
Assistant Sampler diskette (not your Backup
diskette) to install the program on the fixed disk.
3. Type FIXEDISK and press Enter.
Setup creates a directory named \ ASSIST on the
fixed disk, in which your Assistant program will be
installed as you continue with the steps below. It
also creates a special file in the root directory,
named WRITE.BAT, that makes the program fasterto start from the fixed disk. Make sure you don't
accidentally erase this special file as you work withyour disk.
Then type SETUP in response to the prompt. Pressthe Enter key to continue. The following prompt
appears.

B-1

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appears.

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B-2

5. To install Writing Assistant on your fixed disk,
choose option 4 of the Setup Menu. The program
responds
Drive name for the fixed disk:

Type the following after the prompt:
C: ASSIST
Press the Enter key to continue. Both Reporting
Assistant and Setup are copied to Drive C inpathname ASSIST. You will receive an OK message
and the Setup menu will appear.
6. Select option 5 to exit from the Setup program.
You can, if you wish, install Writing Assistant in any
directory you choose. Just type that directory namewhen Setup asks for the drive name for the fixed disk.
Thereafter, to start the program, make sure the default
directory is the directory in which you installed theprogram, then type WRITE and press the Enter key.

B-3

B-4

Appendix C. Freeing Space on YourIBM Writing Assistant Diskette

Normally the SETUP program is used only once. If
you want to free space to make room for a larger
personal dictionary, do the following:
1. Start DOS.
2. Copy the SETUP program from the IBM Writing
Assistant diskette to a formatted blank diskette byusing the DOS COPY command.
3. After successfully copying the SETUP program to a
blank formatted diskette, erase SETUP.EXE fromthe IBM Writing Assistant diskette by using the
DOS ERASE command.

C-1*41nsurrEP1

Later, if you ever wish to run the SETUP program
again, you must copy the personal dictionary
WORDPRF.ADL to a blank formatted diskette. Thenerase WORDPRF.ADL from the Writing Assistantdiskette and copy SETUP.EXE to the Writing
Assistant diskette. Run SETUP and then erase
SETUP.EXE from the Writing Assistant diskette andrecopy the personal dictionary WORDPRF.ADL fromthe formatted diskette to the Writing Assistant diskette.

C-2

O

Index

A
add
ASCII files 8-3
file to working copy 8-2
files at print time 8-4
add Filing Assistant data 8-7
add word to dictionary 9-6
address retrieval 5-12
adjust line 6-19
append file 8-2
ASCII decimalequivalents 6-26
ASCII file 5-10
asterisk, use of 8-9
automatic page
numbering 7-7

B
Backspace key 2-16, 2-21
backup copyof documents 4-4
of program diskette 2-4
baud rate 2-8
beginning of document 2-16,
2-21

>iC

black-and-white monitor 2-2,
2-9
block editing 6-9
block into reuse buffer 6-18
boilerplate 8-2
boldface 6-21

Ccancelblock operation 6-19
highlight 6-25
print function 5-17
spelling option 9-6
underline 6-25
center text 6-19
change backgroundcolor 2-15
change display 2-9check spelling 9-1
Clear function 4-6
clearing the personal
dictionary 9-7
codes, printer control 6-26
color
on screen 6-21
print 6-21
color monitor 2-9
combining other sources 8-1
compressed mode 8-5
continuous page printing 7-6

Index-1

copy block 6-19
count words 6-9
create document 3-1
Ctrl—Home 2-16, 2-21
cursor movement keys 2-16,
2-20

D
decimal column 8-16
default drive 4-3
default values 5-2
define block 6-9
define page function 7-1
deleteblock 6-11
line 3-16
word 3-16
Delete key 3-20
dictionary maintenance 9-6
directory listing 4-7
document name 4-3
DOS device name 2-8
DOS DISKCOPY
command 4-4
DOS filenames 4-3

move 6-13
move block to new
document 6-19
personal dictionary 9-7
recall 6-17
reuse 6-17
emphasize characters 6-21
End key 2-16, 2-20
Enter key 2-15, 2-19
erase
block 6-11
line 3-16
word 3-16
Escape key 2-15, 2-19, 6-19
exit from program 2-18

F
find word or phrase 6-1
fixed disk 2-10
footing 7-6
form letters 5-17, 8-7
format line 6-19

GE
edit document 3-11
editing 6-I
editing blocks
copy 6-16
delete 6-11

Index-2

Get function 4-7
Get/Save/Remove
function 4-1
global search and replace 6-8graph 8-6
placement 8-6

HK

heading 7-6
help screens 2-18
highlight 6-21
Home key 2-16, 2-20

keyboard 2-13, 2-15

I
IBM Graphics Printer 2-5
IBM 80 CPS Matrix
Printer 2-5
Identifier spec 8-13
indent page 5-7
Insert key 3-20
inserting characters 3-13

J
JOIN command 8-4

left-justify
merged data 6-19
text line 6-19
list files 4-6
load reuse buffer 6-18
locate word or phrase 6-1

M
mailing list 8-7
Main Menu 2-14
marginsbottom 7-4
default settings 7-3
left 7-3
right 7-3
top 7-4
mark block 6-9
merge Filing Assistantdata 8-7
move block 6-13

Index-3

N
name document 4-2
new page 6-28
NEW PAGE command 6-28
next page 2-16, 2-20
number pages 7-7O
one drive
system 2-2, 2-4
one drive
system 2-2, 2-4

Ppage breaks 7-6
Page Down key 2-16, 2-20
page length 7-5
Page Up key 2-16, 2-20
parity 2-8
partial phrase search 6-4
personal dictionary 9-7
PF1 key 2-18, 2-19
PF2 key 9-2
PF3 key 6-19
PF4 key 3-7
PF5 key 6-22
PF6 key 3-16

Index-4

picture file 8-6
pie graph printing 8-6
placement of merged
data 8-14
previous page 2-16, 2-20
print
a range of pages 5-6
a single page 5-7
color 6-21
envelope 5-12, 5-14
Filing Assistant data 5-17
form letters 5-17, 8-10
indented 5-7
large documents 8-5
multiple copies 5-11
report to disk 8-5
single page 5-10
single/double
spaced 5-12
to different printers 5-5
to disk 5-10
PRINTER command 8-5
printer control codes 6-26
put block into reuse
buffer 6-18

R
reformatting 8-4
Remove File option 4-13
remove line 3-17
remove word 3-16
replacing characters 3-12
Reporting Assistant files 8-3,
8-4, 8-5
required equipment 2-2

retrieve document 4-10
reuse block 6-17
reuse buffer
empty 6-18
size limit 6-17
right-justify
merged data 6-19
text line 6-19

S
Sampler diskette 2-2
Save document function 4-2
search 6-1
and replace 6-4
and replace automatic 6-8
for partial phrases 6-4
Search spec 8-12
select printer 2-7
serial printer 2-8
set margins 7-3
set tabs 3-7
Setup procedure 2-4
Shift—PF3 2-12, 2-19, 6-19
Shift—PF5 2-12, 8-1
Shift—PF6 3-17
Shift—PF7 6-11, 6-27
Shift—PF8 6-18, 6-27
single-drive systems 2-11
Spacebar 5-17
special keys 2-15, 2-19
spelling function 9-1
STAFF file 8-8
start new page 6-28
start program 2-14
start Writing Assistant 2-14

stop printing 5-17
store block in reuse
buffer 6-18
store document 4-1

T
Tab key 2-15, 2-20
tabular data 3-7, 8-14
TV set 2-2
two-diskette drive system 2-4

U
underline 6-21

w
wild card search 6-4
wordwrap 3-6, 8-15
working copy 4-6

x
XON/XOFF protocol 2-8

Index-5

Index-6

V

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