Preparing Tables For Electronic Publishing

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Title:
Preparing Tables For Electronic Publishing
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Fact sheet
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Cilley, Mary L.
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University of Florida Cooperative Extension Service, Institute of Food and Agriculture Sciences, EDIS
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Gainesville, Fla.
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Collected for University of Florida's Institutional Repository by the UFIR Self-Submittal tool. Submitted by Melanie Mercer.
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"Publication date: December 1994."
General Note:
"Circular 1099"

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University of Florida Institutional Repository
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Circular1099 December1994PreparingTablesforElectronicPublishing1 MaryL.CilleyandDennisG.Watson2Thisdocumentexplainstheprotocolsfor preparingtablesforelectronicpublishinginIFAS. FordistributiononCD-ROMandotherelectronic media,documentsneedtobepreparedtocertain standards,usingWordPerfectandtheadd-on electronictoolkit,FAST-WP.(SeeExtensionCircular 1069, FAST-WP:Florida'sAuthoringSystemToolsfor WordPerfect.)Alltablesmustbeformattedin WordPerfect'sColumns/Tablemode.This WordPerfectfeatureprovideselectroniccodesthat markrowsandcells;thesecodesareneededtotake advantageofautomateddocumentprocessingsystems beingdevelopedinIFAS. Newtablesshouldbepreparedattheoutsetin theColumns/Tablemode,usingFAST-WPto facilitatetheprocess.Tablesthatwerecreatedin spreadsheetscanbeimportedintoWordPerfect's Tables/Columnsmode.Tablespreviouslytypedusing tabsorspacesbetweencolumnsneedtobeconverted intotherequiredformat.Thisdocumentprovides instructionsforformattingtablesoriginatingunder thesedifferentcircumstances.DESIGNINGTABLESTablesareusedindocumentstopresentdata concisely,incolumnsandrows,inawaythatwill facilitatemakingcomparisonsordetectingchanges. Typically,tablesareusedtoreportaccuratenumerical data.However,tablesmayalsobeusedtodisplay textwhereatwo-dimensionalgridisanappropriate displaytechnique.(Forexample,seeTable1.) Indesigningtablesforelectronicpublishing, authorsneedtoconsiderthelimitsbothofthelaserprintedpageandofthecomputerscreen.Theseare themajorinformationdeliverymodesavailablefrom CD-ROM. Printondemanddocuments. Documentsmaybe printedondemandfromCD-ROMonaHewlett PackardLaserJetII-compatibleprinter.Thepage sizeislimitedtothe8.5x11inchstandardpapersize. Standardtablewidthsare3.3inches(1column),4.5 inches(1.3columns),and7inches(2columns). Tablesthatneedtorunwiderthan7inchescanbe formattedinlandscapeorientation,usingawidthof 9.5inches.Lengthisnotalimitingfactorforprinted pages,astablescancontinueacrosspagesif necessary. Videodisplay. TheFAIRSCD-ROMsdisplay bothtextandtablesonthecomputerscreeninboxes calledwindows.Thisvideodisplaywindowisnotas longasaprintedpage,andislimitedto75characters inwidth.Thelimitedfontsusedforon-screendisplay maketablestakeupmorespaceonthecomputer screenthantheydoonaprintedpage.Tablesthat arelongerthanawindowcanbescrolledvertically throughthewindow.Tablesthatarewiderthan75 characterswillbedisplayedwithahorizontalscroll option,sothattheycanbeviewedlikespreadsheets. 1.ThisdocumentisCircular1099,FloridaCooperativeExtensionService,InstituteofFoodandAgriculturalSciences,UniversityofFlorida. Publicationdate:December1994. 2.MaryL.Cilley,associateprofessor,AgriculturalEducationandCommunicationDepartment;DennisG.Watson,associateprofessor, AgriculturalEngineeringDepartment;CooperativeExtensionService,InstituteofFoodandAgriculturalSciences,UniversityofFlorida, GainesvilleFL32611. TheInstituteofFoodandAgriculturalSciencesisanequalopportunity/affirmativeactionemployerauthorizedtoprovideresearch,educational informationandotherservicesonlytoindividualsandinstitutionsthatfunctionwithoutregardtorace,color,sex,age,handicap,ornational origin.Forinformationonobtainingotherextensionpublications,contactyourcountyCooperativeExtensionServiceoffice. FloridaCooperativeExtensionService/InstituteofFoodandAgriculturalSciences/UniversityofFlorida/JohnT.Woeste,Dean

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PreparingTablesforElectronicPublishing Page2However,itisgenerallylesssatisfactorytoseepartof Table1. SizesoftablesthatcanbecreatedusingFAST-WPandtheircharacteristics. NominalSize Dimensions Characteristics 1column Width:onefullcolumn(3.33inches). Length:variable,upto9.7inches. Thetableisinsideagraphicsboxwithaparagraphanchor.The boxwillappearassoonaspossibleaftertheboxcode. 2columnWidth:twofullcolumns(7inches). Length:variable,upto9.7inches. Thetableisinsideagraphicsboxwithapageanchor.The defaultpositionforthetableisthetopofthenextpage. 1.3column Width:1.3columns(4.5inches). Length:variable,upto9.7inches. Thetableisinsideagraphicsboxwithapageanchor.The defaultpositionforthetableisthetopofthenextpage,onthe rightsideofthepage. Multi-pageWidth:7inches.Length:morethan onepage,portraitorientation(9.7 inches). Thistablerunsthewidthofthepage,likethepage-widthtable; butthemulti-pagetableisdesignedtorunacrosspagebreaks, andthereforecannotbeplacedinagraphicsbox.Instead, FAST-WPstartsanewpageandturnsofftextcolumnswhena Multi-pagetableisselected.Multi-pagetablesarebestplacedat theendofthetext. Landscape Width:9.5inches.Length:variable, canbelessthanonepageormore thanonepage,landscapeorientation (7.3inches). FAST-WPstartsanewpageandturnsofftextcolumnswhena Landscapetableisselected.Thistableisnotinagraphicsbox, andthereforemayrunlongerthanonepage.Landscapetables arebestplacedattheendofthetext.atableonavideoscreenthantoseesmaller,selfcontainedunitsofinformation.Authorstherefore shouldconsiderbreakinguplargetablesintosmaller unitsofinformation. Tablesvsdatabases. Insomecases,information containedinlongtablescanbebetterpresentedon CD-ROMbyusingarecord-orienteddatabasesuchas dBASEorParadox.Thisstructureallowsusersto quicklyaccessdesiredportionsofthedatabase. FAIRSdatabaseexpertscanprovidemore informationonthissubject.(Call904-392-3196.)CREATINGNEWTABLES WITHFAST-WPWhennewtablesarecreatedinanIFAS electronicdocument,FAST-WPshouldbeusedto createthetabletoinsureinsertionofnecessary formattingcodes.FromtheFAST-WPmenu,choose Graphics,Table,Create .Thenchoosethe appropriatesizeoftablefromthefivechoicesoffered onthemenu.Table1outlinesthecharacteristicsof thesetables. Asanalternateprocedure,tablescanbecreated asseparateWordPerfectdocumentsandimported intothemasterdocument.Fordirections,seethe sectionon``CreatingWordPerfectTablesas IndividualUnits.''DimensionsforTablesWhenFAST-WPisusedtocreateatable,the authoringsystemusesoneoftwobasicstrategies.It eithercreatesagraphicsbox(thestrategyusedfor1column,2-column,and1.3-column-widthtables)orit startsanewpageandturnsofftextcolumns(the strategyusedformulti-pageorlandscapetables). Thesestrategiesarenecessarybecausethetextis beingformattedincolumns,andWordPerfectdoes notallowtablecolumnstogodirectlyundertext columns. Fortablesthatarelessthanonepageinlength, thetableiscreatedinsideagraphicsbox,andthe graphicsboxcaninturnbeplacedwithinthecolumns oftext.However,agraphicsboxcannotbelarger thanonepage,soaboxcannotcontainatablethatis tobecontinuedacrosspages.Atablethatislonger thanonepageshouldbesetupeitherasamulti-page table(forportraitorientation)orasalandscapetable (forlandscapeorientation).Anytablethatneedsto runwiderthan7inchesbecomesalandscapetable, regardlessoftablelength.PlacementofTablesTablesingraphicsboxes. For1-column,2-column, or1.3-column-widthtables,placethecursoratthe beginningoftheparagraphimmediatelyfollowingthe paragraphinwhichthetableisreferenced.Thenuse theFAST-WPmenutocreatethetable.Column-

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PreparingTablesforElectronicPublishing Page3widthtableswillappearatthepositionwherethey werecreated,unlesstheyaretoolongtofitinthe verticalspaceremaininginthatcolumn,inwhichcase theywillmovetothetopofthenextcolumn.Twocolumnand1.3-column-widthtableswillappearatthe topofthenextpage.Ifthetablepositionneedstobe adjusted,refertothesectionofthiscircularon ``AdjustingthePositionofTableBoxes.'' Multi-pageandlandscapetables. Whenmulti-page andlandscapetablesarecreatedfromtheFAST-WP menu,theauthoringsystemstartsanewpageand turnsofftextcolumns.Itisrecommendedthatthese twotypesoftablesbeplacedattheendofthetext. Ifthesetablesneedtobeplacedinthemiddleofa document,placethecursorattheendofatextpage tocreatethetable.ThenusetheFAST-WPmenuto startanewpageandturncolumnsonagainatthe endofthetable.StartingaTableDefinitionWhenFAST-WPisusedtocreateatable,the authoringsystemrunsaseriesofWordPerfectmacros thattakecareofsomebasicformattingstepsin creatingatable.Themacroswillthenreturn WordPerfecttoyourmanualcontrolforyoutodefine acustomizedtable. First,themacroseithercreateagraphicsboxin thesizeyouhavechosenfromtheFAST-WPmenu, ortheystartanewpageandturnofftextcolumns, dependingonthetypeoftabletobecreated.Next themacrosenterstylecodeschosenfromthe FASTWP31.STYmenu.ThestyleTableOisused withagraphicsboxandthestyleTablePisusedwith multi-pageandlandscapetables.Eitherstylesetsthe fontforthetableto9pointSwissRoman,asans-serif fontthatissmallerthanthefontusedforthebodyof thedocument.Ifatableboxisused,astyleforthe tabletitle(CaptionO)isinsertedundertheitemfor boxcaptioninWordPerfect'sfiguredefinitionmenu, allowingthispositiontobeusedforthetabletitle. Finally,themacroscallWordPerfect'sColumns/Table featuretosetupthetable. Themacroswillstopatthepointwhere WordPerfectdisplaysapromptatthebottomofthe screenaskinghowmanycolumnsyouwantthetable tohave.Fromthispoint,youneedtoenter WordPerfectcommandsmanuallytoconstructthe table.Stepsyouwillneedtotakearedescribedin thefollowingsectionsofthisdocument. NOTE: Ifyouarecreatinga1-column,2-column, Asinglerowofheadings,formatA: Variety PlantingDate HarvestDate Asinglerowofheadings,formatB: Variety Planting Date Harvest Date Figure1. Exampleofcountingrows.Theseheadings formthreecolumnsandonerow,whetherinformatAorB.or1.3-columntable,rememberthatyouareinsidea graphicsbox.YouwillneedtopressExit(F7)several times,firsttoreturntotheTableDefinitionmenu, thentoreturntothetexteditingscreen.The contentsofthetableboxwillnotdisplayonthe screenwhenyouareinthetexteditingmode,butcan beseeninviewdocumentmode.Toseethecontents ofatableboxoranyothergraphicsbox,usethe FAST-WPmenutochooseFile,Viewdocument(or usetheWordPerfectcommand:Shift-F7,V).DEFININGTABLESTRUCTUREThebasicprocedureincreatingatableisfirstto setupthebasictablestructure,thenenterthedata. Withrespecttostructure,tablesconsistofcolumns, whichrunvertically,androws,whichrunhorizontally. Theintersectionofcolumnsandrowscreatescellsin atwo-dimensionalgrid.ColumnsWhentheWordPerfectpromptappearsatthe bottomofthescreen,askingforthenumberof columnsyouwantinthetable.Countcolumnsby movinghorizontally(lefttoright)acrossarow.Ifthe numberofcolumnsvariesindifferentpartsofthe table,itgenerallyworksbesttocountthenumberof columnsintherowwiththemostcolumns.Afterthe basictablestructurehasbeencreated,youcanedit thestructuretojoincellsorsplitcellsasneededto accommodatevariationsinthenumberofcolumns.RowsAfteryouenterthenumberofcolumns,the WordPerfectmenuwillaskforthenumberofrows. Countvertically,toptobottom.Includeonerowfor thetabletitleandonerowfortablefootnotes,if theseexist.

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PreparingTablesforElectronicPublishing Page4Whencountingrowsforthe Variety Planting Date Harvest Date Yield Lbs./Acre Kg/Hectare Figure2. Thissampleconsistsoffivecolumnsandtworows(because "Yield"and"Lbs./Acre"fortwodifferentrows). Figure3. WordPerfect'sscreentoedittablestructure.Notethemenuatthe bottomofthescreen.columnheadings,counthowmany levels ofheadingsthereare.Thisis notnecessarilythesameasthe numberoflinesusedbyaheadingin aparticularprintout.Longheadings maybestackedverticallytofit availablespace,butwithmore horizontalspaceavailable,these headingscouldoccupyasingleline. Countoneheadingasonerow, regardlessofsuchstacking.(See Figure1foranexample.)Onlyif thecolumnheadsincludetruetwolevelheadings,asshowninFigure2, doesthecountforheadingsbecome tworows.Alternatively,youcould counttheheadingsinFigure2as onerowandsplittherow.(Seethe sectionon``JoiningandSplitting Cells.'') Usethesamelogicforcounting rowsfordataentryashasbeendescribedforcounting rowsforcolumnheads.Donotcountrulesorblank linesasarow.Ifthetableistobequitelong,you canestimatethenumberofrowsandadjustthecount later.(Seethesectionon``ChangingtheNumberof RowsorColumns.'')WordPerfect'sTableGridAfteryouspecifythenumberofcolumnsandthe numberofrowsforatable,youwillseeagridonthe screenshowingthecolumnsandrowsyouhave created(Figure3).WordPerfectaddsdividinglines betweencolumnsandrows,andtheselinesintersect toformboxesor``cells''forthetablecontents. Youcandeletethelinesofthetablegridlaterif youwish.Duringtheconstructionofthetable,itis helpfultoleavethegridvisible.TABLESTRUCTUREVS TABLECONTENTSWithintheColumns/Tablefeature,WordPerfect hastwoeditingmodes,oneforcreatingand manipulatingthecellsthatformthetablestructure, andoneforenteringdata,thatis,placing alphanumericcharactersinthecells.Whenyousee amenuatthebottomofthescreentitled``Table Edit,''suchasthatshowninFigure3,youareinthe modetomanipulatetablestructure.Inthismode, theentirecellthatthecursoroccupieswillbe highlightedwithacontrastingbackgroundcolor.In TableEditmode,youcanadjustthetablestructure modewithcommandslistedatthebottomofthe screen,butyoucannotentertextinthecells. Youcangobackandforthbetweenmodes.Press Exit(F7)tochangefromadjustingthestructureto enteringdata,andchoosetheColumns/Table command(Alt-F7)tochangefromenteringdatato manipulatingstructure.Byswitchingmodes,youcan addordeletecolumnsandrowsorfine-tunethecell structureatanytime,sothetablestructuredoesnot havetobeinfinalformbeforeyouenterdata.EDITINGTABLESTRUCTUREWhenyoucreateatable,afteryouspecifythe numberofcolumnsandrows,youareintheTable Editmode,asshowninFigure3.Youcanmake choicesfromthemenuatthebottomofthescreento changethewidthofcolumns,joincells,add justificationcodestocellsorcolumns,ormakeother adjustmentstotablestructure.HeaderRowsThefirstthingtodoaftercreatingatablegridis tospecifythenumberofrowstobemarkedas headers.Counttherowforthetabletitleplusrows usedforcolumnheadings.

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PreparingTablesforElectronicPublishing Page5Rowsmarkedasheaderswillstayinviewwhen Variety Planting Date Harvest Date Yield Lbs./Acre Kg./Hectare Figure6. Tablecolumnheadsareshownastheywillprintafterformatting withjustificationandverticalalignmentcodesfromtheTableEditmenu. Figure4. Cellshavebeenblockedacrossthetoprowandwillbejoinedbyuse ofthemenuatthebottomofthescreen.Thiswillmakeaspaceforthetabletitle. Figure5. Splittingandjoiningcellstoaccommodatecolumnheads.tablecontentsarescrolledinavideodisplaywindow fromtheFAIRSCD-ROM.Also,headerrowswill repeatonthenextpageofaprinteddocumentifthe tableiscontinuedacrosspages.(Therepeated headersarenotvisibleinTextEditmode,butcanbe seeninViewDocumentmode.)Becauseyouare formattingthedocumentformultipledeliverymodes, thenumberofheaderrowsshould bespecifiedinalltables,regardless oftablesize. Tosetthenumberofheader rows,press 4 or h (highlighted charactersinthemenudisplayatthe bottomoftheTableEditscreen). AfteryouchooseHeader,enterthe numberofheaderrows.Thecursor mustbeinsidethetablegrid,butit doesnothavetobeinanyparticular row.WordPerfect5.1countsheader rowsfromthetopofthetable, regardlessofwherethecursorisin thetablewhentheheadercommand isentered.Joiningand SplittingCellsToplacethetabletitleinthe toprow,youwillneedtojoincells acrosstherow.Also,thetablemay havecolumnheadersthatspanmore thanonecolumn,requiringcellsto bejoined. Tojoincells,workinTableEdit mode.Blockthecellstobejoined, thenpress 7 or j forJoin,andpress y foryes.Adjacentcellscanbe joinedeitherhorizontallyor vertically.Cellscanbesplitby choosing 8 or s fromthemenuatthe bottomoftheTableEditscreen. Figure4showstheprocessof joiningcellsacrossthetoprowto makeaspaceforthetabletitle. Figure5illustratesjoiningcellsto createastructureforthecolumn headsshowninFigure2andFigure 6. InFigure4,thecellsacrossthetoprowbeen blockedinTableEditmode.Whenthecommandto joincellsisexecuted(J,Y),theverticallinebetween thecellswillberemoved,asshowninFigure5. Figure5showsfurthermanipulationofcell structure.Cellsarebeingjoinedbothverticallyand

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PreparingTablesforElectronicPublishing Page6horizontallytoaccommodatethesplit-levelheadings forthesamplecolumnheadsshowninFigure2. ThestructureshowninFigure5canbeachieved eitheroftwoways:1)jointwocellsverticallyover eachofthefirstthreecolumns,thenjointwocells horizontallyoverthelasttwocolumns,or2)splita portionofthesecondrowtomaketworowsacross thelasttwocolumns,thenjointhetopcellsofthe secondrowoverthelasttwocolumns.Ifthesecond methodistobeused,thecolumnheadscanbe countedasonerowwhenthetableiscreated. InFigure6,thejoiningofcellshasbeen completed,thelineacrossthebottomoftheheader rowshasbeenchangedtoadoubleline,thecolumn widthshavebeenadjusted,columnheadshavebeen added,andjustificationcommandshavebeenentered. Theheadsforcolumns2-5arecenteredhorizontally, andtheheadsforcolumns1-3arecenteredvertically.AdjustingColumnWidthsTherearetwowaystoadjustcolumnwidthsfor tables.Thefirstwayisfaster,thesecondismore precise.Inmostinstances,thefirstmethodwill suffice. Method1. InTableEditmode,placethecursor inanycellinthecolumnyouwanttochange.Press toincreasethewidthofthe column.Whenyoumakeacolumnwiderthisway, cellstotherightoftheexpandedcolumnare decreased.Presstodecreasethe widthofthecolumn. Method2. Todefinewidthsofcolumnsmore precisely,placethecursorinacellyouwantto change.FromtheTableEditmenu,chooseitems 2, (Format), 2 (Column),and( 1)Width,inthatorder. Enterthedesiredwidthininchesorotherunitsof measurebeingused.JustifyingCellContentTojustifycontentsofcells,itispreferabletoadd justificationcodestotablesintheTableEditmode ratherthanusetheWordPerfecttexteditingcodes (suchas Shift-F6 forCenter).IntheTableEdit modeyoucanjustifyentirecolumnsorblocksof adjacentcellsatonetime.Theproceduretojustify cellcontentsinTableEditmodeisasfollows: 1.Selectthecell(s)tobejustified.Tojustifya singlecellorafullcolumn,placethecursorin thecell(orcolumn)tobejustified.Ifagroupof adjacentcellsaretobeformatted,blockthecells tobeaffected. 2.FromtheTableEditmenuatthebottomofthe screen,choose 2 (Format). 3.FromtheTableEditmenu(whichwillchange witheachnewchoiceyoumake),select 1 (Cell) toformatasinglecellorablockedgroupofcells, orchoose 3 (Column)toformatafullcolumn. 4.Choose 3 (Justify). 5.Choosethetypeofjustificationfromthemenu: left,center,right,full,anddecimalalign. Youcanaddjustificationcommandseitherbefore orafteryouhaveentereddatainthecells.Ifyou havebeenenteringdata,youmustpressAlt-F7to bringuptheTableEditmenuatthebottomofthe screen.VerticalAlignmentIfyouwishtoalignthecontentsofacell vertically,useWordPerfect'sTableEditmenuatthe bottomofthescreen,andmakethefollowing selectionsinthisorder: 2 (Format), 1 (Cell),and 4 (Verticalalignment).Finally,choosetop,bottom,or centeredfromthemenuatthebottomofthescreen.BoldCodesBoldcodescanbeenteredtoacellorblockof cellsbychoosingthefollowingcommandsfromthe TableEditmenu:Format,Cell,Attributes, Appearance,Bold.IfyouusetheF6boldcodeina table,enterthiscodefromtheDocumentEditing screenandbesurethatthecodestartsandends withinthesamecell.WhenanF6boldcodeis carriedacrosscellboundaries,itinterfereswith subsequentdocumentprocessing.ChangingtheNumber ofRowsorColumnsIntheTableEditmode,therearetwowaysto addanddeleterowsandcolumnstotables:1)usethe InsertkeyandtheDeletekey,or2)edittheSize option(Option1atthebottomofthescreen).

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PreparingTablesforElectronicPublishing Page7 WordPerfectCodes Comments {Columns/Tables} EnterTableEditmode(Alt-F7) {Block} Turnonblock {Home/End} Blocktoendofline 3 Choose Lines 4 Choose Bottom 2 Choose Single {Down} Movecursordown {Block} Turnonblock {Home}{Home}{Left} Blocklefttobeginningofline 3 Choose Lines 3 Choose Top 1 Choose None Figure7. Codestocleanupdoublelinesbelowheaders incontinuedtables.InsertandDeleteToaddrowsorcolumnswiththeInsertkey,press ,thenselectRowsorColumnsfromthemenu atthebottomofthescreen.Enterthenumberof rowsorcolumnstoinsert.Newrowsareaddedjust abovetherowwherethecursorislocated,andnew columnsareaddedtotheleftofthecursor.Rowsor columnsthatareinsertedthiswayareformattedjust liketheroworcolumnthecursorisonwhenthe commandisgiven. TodeleterowsorcolumnswiththeDeletekey, placethecursorinthefirstroworcolumntobe deletedandpress.Youcanspecifymore thanoneroworcolumntobedeleted.Rowsor columnswillbedeletedstartingatthecursorposition andmovingforward.Youcanalsoblockrowsor columns,thenpresstodeletecellsalongwith anytextinthecells.EditingtheTableSizeAnotherwaytochangethenumberofrowsor columnsistousetheSizeoptionintheTableEdit menu(SeeFigure3).Press S or 1 tochooseSize; thenchooseRowsorColumns;thenspecifyhow manyrowsorcolumnsyouwantthetabletohave. Notethatthisisthe total numberofrowsorcolumns, notthenumberofnewrowsorcolumnyouwantto add.Ifyougiveanumberthatishigherthanthe currentnumberofrows,newrowswillbeaddedat thebottomofthetable.Newcolumnswillbeadded ontheright.Ifyougiveanumberthanislowerthan thecurrentnumberofrowsorcolumns,rowsor columnswillbedeleted.EditingTableLinesWordPerfectplacesadoublelinearoundthe outsideofthetable,andasinglelinebetweenrows andcolumns.Theappearanceoflinescanbe changedintheTableEditingmode.Atypicalchange wouldbetocreateadoublelineaftertheheader rows.CreatingaDoubleLineSupposeyouwantthelinebelowtheheadersto beadoubleline.Placethecursorinheaderrow,in thecellattheleft.Ifthereismorethanoneheader row,choosethelowestrow.WorkinginTableEdit mode,followthesesteps: Turnontheblock: Alt-F4orF-12 Blocktotheendoftherow: End ChooseLines: 3 or L ChooseBottom: 4 or B ChooseDouble: 4 or DCleaningupDoubleLinesIfyoucreateadoublelineatthebottomofthe headerrow,thelowerlinewillprintheavierthanthe firstlinebecauseitisoverprintingthetoplineofthe nextrow.Tomakethedoublerulelookcleaner,you canblockthefirstrow below theheaderandmake thefollowingselectionsfromthemenuatthebottom ofthescreen: Lines: 3 or L Top: 3 or T None: 1 or N Iftablesarelongerthanonepage,theheavier linebelowtheheaderwillreappearafterthefirst page.Ifyouwanttocleanupthedoublelineon subsequentpages,youneedtoaddasinglelineatthe bottomofcellsinthelastrowonapageandspecify None fortoplinesincellsatthetopofanewpage. TheseriesofcodesisshowninFigure7. ThesequenceofcommandsgiveninFigure7can besavedasamacroforrepeateduse.Writethe macrofromwithinatable,inTextEditmode.(Press Ctrl-F10tostartandendamacrodefinition.)Touse themacro,placethecursorintheleft-handcolumnof thelastrowonapageandthenrunthemacro.

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PreparingTablesforElectronicPublishing Page8Repeatthemacrooneverypagewherethetable continuestothenextpage.DeletingTableLinesFAST-WPoffersseveralmenuoptionsfor deletingtablelines.Theseoptionsarefoundonthe FAST-WPmenuunder Graphics,Table,Deletelines. Toplines. Wherethetabletitleisthetoprowof atable,youcanusetheFAST-WPmenutodelete toplines.Themenuoptiontodeletetoplineswill removethetopandsidelinesfromthetoprowofthe table,todisplaythetitleoutsidethevisibletablegrid. Placethecursorwithinthecellcontainingthetitle beforechoosingthisoptionfromtheFAST-WP menu. Bottomlines. Wherethetablehasfootnotes,these areplacedinthelastrowofthetable.Youcanthen usetheFAST-WPmenutodeletebottomlines.The menuoptiontodeletebottomlineswillremovethe bottomandsidelinesfromthelastrowofthetable, todisplaythefootnotesoutsidethevisiblegrid.Place thecursorwithinthecellcontainingthefootnotes beforechoosingthisoptionfromtheFAST-WP menu. Insidelinesandalllines. Theoptiontodelete insidelines canbeusedwithlargetableswhereyou intendtoshadeeveryotherrow.Theoptionto delete alllines isprovidedincaseitisdesiredto removealllinesfromtablesingraphicsboxes.You mightwishtodeletealllinesforverysmalltables,but generally,theoptiontodeletealllineswillnotbe used. WhenyouusetheFAST-WPmenutodelete insidelinesortodeletealllines,youcanenterthe FAST-WPmenueitherfromthetexteditingscreen orfrominsideatablebox.Ifyouarenotalreadyin atablebox,themacrowillpromptyouforthetable boxnumber. Limitations. Thereareseveralrestrictionsonthe useofFAST-WPmenuoptionstodeletelinesfrom tables,asexplainedinthefollowinglist. 1.Thesemenuselectionstodeletealllinesandto deleteinsidelinesworkonlywithtablesthatare insidegraphicsboxes.Todeletelinesfrommultipageorlandscapetables,whicharenotin graphicsboxes,youwillhavetoenterthe WordPerfectcodesmanually.Thatis,inTable Editmode,blockcellstobeaffected,thenchoose 3 (Lines)fromthemenuatthebottomofthe screen(seeFigure3),andmakethedesired choices. 2.Ifyouwanttodeletelinesinatableina customizedconfiguration,removingsomelines andleavingothers,youwillhavetodoso manually. 3.Ifyouareinsideatableboxwhenyougotothe FAST-WPmenu,youneedtobein Columns/Tablesdataentrymode.Ifyouarein TableEditmode,themenuselectionwillnot work.(ThisisalimitationofWordPerfect. NamedWordPerfectmacros,thetypeusedin FAST-WP,donotrunfromTableEditmode.) Ifthepromptatthebottomofthescreensays TableEdit,pressExit(F7)beforechoosingthe optiontodeletelines. 4.Ifyoudeleteallinsidetablelines,youwillnot havelinesseparatingcolumnheadsfromdata entries.Toaddsuchlines,youcanreplacethe lineatthebottomofthesecellsinTableEdit mode,orunderlinethecolumnheadsinTextEdit mode.UsingShadingInverylargetables,addingshadingtoeveryother rowisatechniquethatmayassistreadability.Also, blocksofcellsmaybeshadedincomplextablesto indicategroupingofinformation.Shadingismore usefulforthevideodisplaythanforprinted documents,becauselaserprintingat300dpidoesnot providehighresolutionshading.Also,shadingthatis satisfactoryonlaser-printedpagestendstofadeand smudgeonxerographiccopies,andinmanycounty officesitisthepracticetodistributexerographic copiesofExtensiondocuments.Authorsareadvised toweightheprosandconsofusingshadingon printedpages.Shadingcanbeaddedtotablesfor videodisplaywithoutplacingshadingontheprinted pages.Authorsshouldincludeanysuchrequestswith thedocumentupontransmittingit. ThereisnooptionontheFAST-WPmenutoadd shadingtocells,butthiscanbedonemanuallyfrom WordPerfect'sTableEditmenu(Figure3).Shading isfoundundertheoptionusedtoedittablelines. Placethecursorinthecelltobeaffected,then choose 3 (Lines)and 8,1 (Shadingon).Toshadean

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PreparingTablesforElectronicPublishing Page9entirerow,blockthecellsintherow,thenchoose ShadingOn. Todeleteshading,placethecursorinthecellto beaffected,orblockadjacentcellstobeaffected, thenchoose 3 (Lines), 8 (Shade),and 2 (Off). WordPerfect'sdefaultsettingforshadingisa10% gray.ThegrayscalecanbeincreasedthroughItem 6(Options)onWordPerfect'sTableEditmenu,but adarkershadingwilltendtoobscurethesmalltype usedintables.ENTERINGDATAINCELLSToenterdataintablecells,youneedtobein WordPerfect'sTextEditmode.Ifyouareinthe TableEditmode,youneedtopresstheExitkey(F7) toswitchtotheTextEditmode.Thentypethe contentsofthetable,onecellatatime.Youdonot needtofigureoutwherelineswillbreak. WordPerfectautomaticallyenterssoftreturnswithin cellsandadjuststhedepthofcellsasneeded.Donot usehardreturnsattheendofentries.Thisadds extraspaceatthebottomofacell.Usethe keytomovetothenextcell.CURSORMOVEMENTTherearespecializedcursorcommandsfor movingwithinatable.Usethekeyorthe RightArrowtomovetotheright.Use ortheLeftArrowtomovetotheleft.UsetheUp ArrowandDownArrowtomoveupanddownfrom onerowtoanother.ADDINGTABLETITLESTherecommendedstylefortabletitlesisshown inthefollowingexample:Table1. CarrotvarietiesforCentralFlorida.Notethatthetablenumberisgivenfirst,inboldtype, followedbyaperiod.Thedescriptivetitlewhich followsalsoendswithaperiod.Mixedcaseisused; thatis,uppercaseisusedfortheinitialletterandfor itemssuchaspropernamesandacronyms(instances whereyouwouldusecapitalsinordinarytext). Insubsequentdocumentprocessing,itis importantthattabletitlesbeassociatedwiththebody ofthetable.Onewaytoassurethisistoenterthe tabletitleasthetoprowofthetable.Alternatively, ifthetableisinagraphicsbox,thetabletitlecanbe handledasafigurecaption.HandlingtheTitle astheTopRowofaTableMulti-pageandlandscapetablesneedtousethis method.Thesamemethodcanbeusedforalltables. Tocreatethetabletitleasthefirstrowofthetable, theprocedureisasfollows. 1.Providearowinthetableforthetitle.Ifyoudid notincludearowforthetitlewhenyoucreated thetablegrid,usetheInsertkeyinTableEdit modetoaddarowatthetopofthetableforthe title. 2.Joinallcellsacrossthetoprow. 3.Set(orreset)thenumberofheaderrowstocount thetitlerowasaheader. 4.Switchtodataentrymode(F7)andtypethetitle inthetoprowofthetable.Startwiththetable number.Turnontheboldcode(pressF6)and typetheword Table,followedbythetable number,followedbyaperiod.Turnoffthebold code(pressF6).Addaspace,thentypethetable title,endingwithaperiod. 5.Withthecursorstillonthetitleline,usethe FAST-WPmenuoptiontoselect Graphics,Table, DeleteLines,TopLines. Thisprocesswilldelete linesaboveandtothesidesofthetitle,togive thetitleamoretraditionalappearanceinthe printeddocument. Notethatifthetablecontinuesacrossapage breakintheprinteddocument,thetitlewillautomaticallyberepeatedatthetopofeachpageofthe table.Itwillnotbepossibletoadd``Continued''to thetitleline,becausethetablenumberandtitlewill repeatexactlyasoriginallyentered.TableTitlesasGraphicsBoxCaptionsWhenyoucreateatablethatis1,2,or1.3 columnswide,thetableisinsideagraphicsbox.If youwish,youcanusetheboxcaptiontoattachatitle tothetable.Inthisprocess,WordPerfectwill automaticallynumberthetables.Followingisthe procedure. 1.Accessthecaptionscreen.

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PreparingTablesforElectronicPublishing Page10a.Ifyouhavejustfinishedcreatingthebodyof thetable,pressExit(F7)togettotheTable Definitionmenu.Fromthismenu,select item3,Caption. b.Ifyouhaveexitedatableboxandwantto returntoittoaddacaption,usethe FASTWPmenutoselect Graphics,Table, Edit,Edittitle.Whenpromptedforatable number,enterthenumber.FAST-WPwill takethecursorintothetabledefinition menu,thenintothescreentoenteroredit thetitle(thesameasselectingitem3, Caption,fromtheTableDefinitionmenu). 2.Positionthecursor.YouwillseethatFAST-WP hasenteredafontcode,andWordPerfecthas addedatablenumber,followedbyaperiod.Use therightarrowtomovethecursortotherightof thetablenumberandaddaspace. 3.Typethetabletitle,endingwithaperiod. Notethatthisprocessprovidesautomatic numberingoftables.Ifamulti-pageorlandscape tableinterruptsaseriesoftablesingraphicsboxes, theWordPerfectcounterfortableboxeswillneedto beresetwhenthetableboxesresume.Usethe FAST-WPmenutochoose Graphics,Table,New Number.ADDINGFOOTNOTESTOTABLESIffootnotesareusedwithatable,placethemin thefinalrowofthetablegrid.Joincellsacrossthe row,thenenterthefootnote(s).Iftherearemultiple footnotes,enterthemallinthesametablerow,using ahardreturnbetweennotes. Deletinglines. Ifyouwantthetableboxtoappear toendjustbeforethefootnotes,youcandeletelines fromthelastrowofthetabletogivethiseffect.Use theFAST-WPmenutochoose Graphics,Table, Deletelines,Bottomlines. Footnotesymbols. Therecommendedwaytosignal afootnoteinatableistouseaphrasesuchas``(See Note1)''followingthedatainthecell;thennumber thefootnotesasyoutypetheminthelastrowofthe table,usingnormalsizenumbers,followedbya periodandaspace.Thismethodispreferablefor longtableswherefootnotesmaybehandledas hyperlinkedmaterialforvideodisplay.Alternatively, youcanusesymbolssuchastheasterisk,double asterisk,dagger()anddoubledagger()for footnotereferencesintables,oryoucanuse superscriptletters.Thesesymbolstakeuplessspace, whichcanbeanadvantageintheprinteddocument andadisadvantageinthevideodisplay. Hyperlinksforfootnotes. Tablefootnotescanbe handledashyperlinksforthecomputermonitor display,ifthisisdesired.Inthiscase,isbettertouse afootnotereferencesuchas``SeeNote1''ratherthan asymboltomarkthefootnote,sothatviewerswill haveaclearlyvisiblemarkertoselectwiththemouse. Markthephrase,``SeeNote1,''asahyperlinkto internaltext.EDITINGTABLESWITHFAST-WPIfyouareinthetexteditingscreenandwantto editatable,youcanusetheFAST-WPmenuto quicklyenteratablebox.Ifthetableisnotina graphicsbox,donotusetheFAST-WPmenu,but simplymovethecursorinsidethetabletoperform editingtasks. TousetheFAST-WPmenutoeditatablebox, makethefollowingselectionsfromthemenu: Graphics,Table,Edit. Thenchoosetheitemyou wanttoedit:1)dataorcellstructure,2)boxposition orsize,or3)thetabletitle(caption).WordPerfect willpromptforthenumberofthetableboxtobe edited.Enterthisnumber. Editingdataorcellstructure. Ifyouchoosetoedit dataorcellstructure,themacrowillstopatthepoint whereyouedittablestructure.Ifyouwanttoedit data,pressExit(F7)toswitchtothedataediting mode. Editingboxpositionorsize. Ifyouchoosetoedit theboxpositionorsize,youwillseeascreensuchas thatshowninFigure8.Fromthismenu,youcan controltheboxwidth,thehorizontalposition,andthe verticalpositionoftableboxes.(Seethenextsection on``AdjustingthePositionofTableBoxes.'')ADJUSTINGTHEPOSITION OFTABLEBOXESAsyoueditadocument,youmaywanttomake adjustmentsinpagelayoutthatrequirerepositioning oftables.Therearetwokeystocontrollingthe positionoftablesthatareingraphicsboxes.One methodistoeditthetableboxdescription.The

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PreparingTablesforElectronicPublishing Page11otheristomovethecodethat Figure8. WordPerfect'sTableDefinitionmenu.Toaccessthisscreen,choose Graphics,Table,Edit fromtheFAST-WPmenu(orpressAlt-F9,2,2).describesthetableboxtoadifferent positioninthetext. HINT:Asyouexperimentwith boxplacementonapage,use WordPerfect'sViewDocument optiontoseehowthepagewilllook. FromtheFAST-WPmenu,choose File,ViewDocument.EditingtheTableBox DescriptionToeditthetableboxdescription, makethefollowingselectionsfrom theFAST-WPmenu: Graphics, Table,Edit,Editboxposition .You willseeamenusuchasshownin Figure8.Usethismenutoeditthe horizontalandverticalpositionfor boxesthatuseapageanchor. (FAST-WPautomaticallysetspage anchorsforboxesthataremorethan onecolumnwidewithapageanchor.Boxesthatare asinglecolumnwidearecreatedwithaparagraph anchor,buttheanchortypecanbechanged.)HorizontalPositionEdit HorizontalPosition tochangethewidthora boxand/oritshorizontalpositiononthepage.You wouldusethisoptionprimarilyforatablethatis1.3 columnswide.Youcanmovesuchatablefromthe rightmargin(thedefaultposition)totheleftmargin byeditinghorizontalposition.Youcouldalsoexpand atablethatis1.3columnswideto2columnswideby changingthehorizontalpositionfrom right to full.VerticalPositionWhenagraphicsboxisanchoredtoapage, WordPerfectplacestheboxatthetopofapageby default.(Unlesstheentryforthegraphicsboxisthe firstcodeonapage,theboxwillappearonthetopof the next page.)Edit VerticalPosition tomovethe boxfromthetopofthepagetothebottomofthe pageortosomeotherselectedposition.AnchorTypeWhenyouuseFAST-WPtocreateatablebox thatis2columnsor1.3columnswide,theboxis automaticallycreatedwithapageanchor.Thisis necessarytoallowtheboxtorunacrosscolumns. Also,ifagraphicsboxneedstoappearina specificlocationonapage,suchasthebottomofthe page,theanchortypemustbesetto Page.Witha pageanchor,thegraphicsboxwillstayinthesame positiononthepageregardlessofwhethertextis addedordeleted. Tableboxesthatareonecolumnwidearecreated withananchortypeof Paragraph.Thismeansthat thetableboxwillmaintainitspositioninrelationto text,asifitwerepartofaparagraph,aslongasthere issufficientverticalspacefortheboxtoappearin thatposition.Iftheverticalspaceisnotsufficient, theboxmovestothenextcolumnorthenextpage. However,WordPerfectdoesnotalwaysgivethe optimalverticalspacingforboxeswithaparagraph anchor.Ifyouwanttocontrolthepositionofa column-widthboxthroughthetableboxdefinition menu,youmustfirstchangetheanchortypefrom paragraphtopage. Forexample,sometimesacolumn-widthboxhas roomtofitatthebottomofacolumn,but WordPerfectmovesittothetopofthenextcolumn.

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PreparingTablesforElectronicPublishing Page12Togettheboxtoappearatthebottomofthepage, trychangingtheanchortypetoapageanchorand thenchangingtheverticalpositionfortheboxto ``bottom.''Thisoftenforcestheboxtoappearonthe desiredpage.MovingtheTableBoxCodeThecodeforagraphicsboxmustappearhigh enoughonapagefortheboxtoactuallyappearon thatpage.Forexample,ifa2-columnboxisto appearatthetopofapage,thegraphicsbox definitioncodemustbeatthetopofthatpageoron aprecedingpage.Ifthegraphicsboxcodeisnotthe firstentryonthepage,theboxwillcarryovertothe nextpage.Ifaboxismorethanonecolumnwide, theboxdefinitioncodemustbeinthefirstcolumnin orderfortheboxtoappearonthesamepageasthe code. Anothercaseinwhichyoumaywishtomovea codeisthis:ifacolumn-widthtableistoolongtofit onthepageatthepositionwhereitwascreated,and itmovestothetopofthenextcolumn,WordPerfect mayaddtoomuchspacebetweenthetableandthe text.Thisproblemcanbesolvedbymovingthetable boxdefinitioncodetothetopofthenextcolumn. Youcanuseblockandmovetomovethetable boxcodetoadifferentpositioninthetext,butthere's asimplerway.LookingattheRevealCodesdisplay, placethecursoronthecodeforthetablebox,press theDeletekey,movethecursortothenewposition, andusethe undelete command(F1,1)torestorethe codetothetextinanewposition.SPECIALCONSIDERATIONSWITH LANDSCAPEANDMULTI-PAGETABLESCreatinglandscapeandmulti-pagetablescan createsomelayoutproblemsinadocumentthatwill requiremanualediting.Thissectiondiscussessome ofthemorecommonsituations.DeletingExtraHardPageCodesIfablankpageappearsbeforeamulti-pageor landscapetable,thedocumentcontainsanextraHard Pagecode.WorkinginRevealCodes,deleteall codesthatlooklikethis:[HPg].Assumingthatyou wantthetabletostartonanewpage,keepthecode thatlookslikethis:[OpenStyle:HardPage].Note thatallHardPagecodesusedinelectronic documentsmustbeinsertedthroughastylecodein orderforthedocumentstobeprocessedfordelivery onCD-ROM.TheFAST-WPmenuselectionto createamulti-pageorlandscapetableaddsthe appropriatestylecodetoforceapagebreak.Ifyou wantthetabletostartinthemiddleofapage,delete thestylethatcontainstheHardPagecodeaswellas any[HPg]codesthatappearimmediatelybeforethe table.MaintainingFullTableWidthYoumayfindithelpfultosettheTablePosition optiontoFull.Thiswillmaintainthewidthofthe overalltabletofitthespacebetweentheleftand rightmarginseventhoughyoureducethewidthof certaincolumns.TosettheTablePosition,startfrom theTableEditmode,andfromthemenuatthe bottomofthescreenchoose 6 (Options).Then choose 3 (PositionofTable)and 4 (Full).(This procedureisnotneededfortablescreatedingraphics boxes,becauseWordPerfectautomaticallysetsthe TablePositiontoFullforsuchtables.)AddingTextafteraLandscapeor Multi-PageTableIftextfollowsalandscapeoramulti-pagetable, youneedtoreturntotheportraitpageorientation andturncolumnsbackon.UsetheFAST-WPmenu tochoose Tools,Startnewpage.Thenchoose Tools, Pageorientation,Portrait .Finallychoose Tools, Columnson.MovingTextaroundaTableSupposethatalandscapeoramulti-pagetable hasbeenplacedinthemiddleofadocument,and texthasbeenaddedordeletedsothatthepagebreak forthetableisnolongercorrect.Inthiscase,itmay beeasiertoblockandmovetextlinesratherthan blockandmovethetable.UsetheRevealCodes displaytomakesurethatyouleavecodessuchasthe styleforanewpageintheproperposition.TheRunningHeadon LandscapePagesAnimprovementofferedbytheupdatedrelease ofFAST-WPisthatwhenalandscapepageis created,therunningheadwillbeautomaticallyreset tofitthenewpagedimensions.However,thefont sizewillbeslightlysmallerforrunningheadson landscapepagesthanfortherunningheadonportrait pages.Becauseoflimitssetbyhardwareand

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PreparingTablesforElectronicPublishing Page13softwareonhowmanyfontscouldbe Table2. Sidemarginsfortablesconstructedoutsidethemasterdocument. TableSize WidthinInches SuggestedSideMargins 1column 3.33inches Left:1inch;Right:4.2inches 2columns7inches Left:0.75inch;Right:0.75inch 1.3columns 4.5inches Left:1inch;Right:2inches Multi-page7inches(portrait) Left:0.75inch;Right:0.75inch Landscape 9.5inches(landscape) Left:0.75inch;Right:0.75inchincludedwithFAST-WP,the10point SwissRomanfontwasnotprovided inlandscapeorientation. WordPerfectwillthereforesubstitute 9pointSwissRoman.Donot attempttoeditthisfont.CREATINGTABLESAS SEPARATEWORDPERFECT FILESItispossibletocreatetablesasseparate WordPerfectentities,thenimportthetablesintoa masterdocument.Thisapproachmightbeused,for example,ifmultipleauthorsarecontributingtablesto adocument,anddifferentpeopleareconstructingthe tables.CreatingtheTableTocreateatableasaseparateentity,followthe fourstepsoutlinedinthenextparagraphs.1.Selectpaperorientation.TheWordPerfectdefaultpagesizeisthe Standardpapersize,8.5x11inches,portrait orientation.Iflandscapeorientationistobeused, youneedtosetthepageorientation.Fromthe FAST-WPmenu,choose Tools,Pageorientation, Landscape.IfFASTWPisnotavailable,usethe WordPerfectcodes Shift-F8,2,7,thenchoose Standardwide.2.Setpagemargins.Usethesamepagemarginsthatwillobtaininthe finaldocumenttomakesurethattableswilldisplayas intendedaftertheyareincorporatedinthemaster document.Forexample,settopandbottommargins toIFASpublicationsstandards,0.6incheach,tosee whentableswillbetoolongtofitonasinglepage. Tosetthetopandbottommargins,eitheruse FASTWPtoinitializethedocument,orsetthese marginsfromWordPerfect'sFormatmenu(Shift-F8, 2,5). Sidemarginswillvary,dependingonwhetheryou arecreating1-column-widthor2-column-widthtables. Table2providessuggestedsidemarginsettingsfor tablesofdifferentwidthsthatarebeingtypedapart fromthefinaldocument.Usingthesemarginswill helpyouseehowthetablewillfitintoitsfinalspace. However,whenatableisimportedintoagraphics box,thetablewidthwillbeautomaticallyadjustedto fitthegraphicsbox.Itisthereforenotessentialthat thewidthoftheoriginaltablematchitsfinalwidth. Tochangesidemargins,useWordPerfect'sFormat menu(Shift-F8,1,7 ).3.TurnontheFAST-WPtablestyle.ThefileFASTWP31.STYshouldbeinstalledon theharddiskintheWordPerfectdirectory,ormust beavailableonafloppydisk.Toretrievethisfile intoaWordPerfectdocument,press Alt-F8,7,then enterthefilenameFASTWP31.STY.(Addthefull pathnameifnecessary.)Usethedownarrowonthe keyboardtohighlightthestyleTableP,andpress toturnonthisstyle.4.Constructthetable.SelecttheWordPerfectColumnsTableoptionby pressing Alt-F7,2. Thenconstructthetableas explainedinthesection,``DefiningTableStructure.''ImportingaSeparateWordPerfect TableintoaDocumentToimportatablethathasbeensavedasa separatedocumentintoamasterdocument,follow thesesteps: 1.Createagraphicsboxinthemasterdocument,if appropriate. 2.Otherwise,startanewpage. 3.Importthetableintothegraphicsboxorontothe cleanpage,asappropriate. Thefollowingparagraphsprovidedetailed instructionsfortheseprocedures.

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PreparingTablesforElectronicPublishing Page141.CreatingaTableBoxIfthetablewillbeshorterthanonepagein length,itneedstogoinsideagraphicsbox.Tocreate graphicsboxesfromtheFAST-WPmenu,usethe followingprocedures. a.1-columnbox.Select Graphics,Table, Import,1-columnbox. Whenyouseeamenu toimportaspreadsheettable(asshownin Figure9),press Exit(F7) threetimesto returnthecursortothedocumentediting screen.Acolumn-widthtableboxwillhave beencreatedinthedocument. b.2-columnbox.Select Graphics,Table, Convert,2-columnbox,Createbox. c.1.3columnbox.Select Graphics,Table, Convert,1.3columnbox,Createbox.2.StartingaNewPageToaddamulti-pageoralandscapetable,move thecursortotheendofthedocument.Fromthe FAST-WPmenu,makethefollowingselections. Foralandscapetable: Tools Pageorientation,Landscape Foramulti-pagetable: Tools,StartNewPage Tools,ColumnsOff3.AddingtheTableIfatableboxhasbeencreated,usetheFASTWPmenutoeditthebox.Select Graphics,Table, Edit,Editboxposition,size,thenenterthebox number.FromtheresultingTableBoxDefinition Menu,selectItem1,Filename.ThenpressF5tolist files,andretrievethefilethatcontainsthetable.The fileshouldconsistofonlyonetable. Toretrieveamulti-pageorlandscapetable,leave thecursoronthenewpagecreatedintheprevious step,pressF5tolistfiles,andretrievethefilethat containsthetableintothecurrentdocument.CONVERTINGTABBEDTABLESTablesthatwerepreviouslyformattedwithtab settingswillneedtobeconvertedtothe Columns/Tablemodeforelectronicpublishing.The WordPerfecttabsettingsmayneedtobeedited beforemakingtheconversion.Followingarethe stepsforconvertingatabbedtabletoColumns/Table format.Mostoftheformattingwillbedonethrough useofWordPerfectfunctionkeycommands,although theFAST-WPmenuwilloffersomeshortcuts.1.Decideontablesize.Decidewhetherthetablewillbe1column,2 columns,or1.3columnswide.Ifthetableisextra wide,itmayneedtobealandscapetable.Ifitruns morethanonepagelong,itneedstobeamulti-page table.2.Positionthetableforprocessing.Onecolumnwidth. Ifthetablewillbeonecolumn wide,placethetablewhereyouwantthetableto appearintheprinteddocument.Usuallythiswould bebetweenparagraphsoratthetopofacolumn. Morethanonecolumnwidth. Ifthetablewillbe morethanonecolumnwide,itneedstobeprepared onapagewheretextcolumnsarenotineffect.To setupsuchasspaceattheendofthedocument,use thefollowingprocedure. 1.Movethecursortotheendofthedocument. 2.UsetheFAST-WP Tools menutosetupanew page,onewheretextcolumnsarenotineffect. a.Foratablethatwillbeinportraitorientation, choose Startnewpage and Columnsoff. b.Foralandscapetable,select Pageorientation, Landscape.Thisprocessautomaticallystarts anewpageandturnsoffcolumns. 3.Copythetableontothenewlycreatedpage. Blockthetable(usingAlt-F4orF12),andusethe Movecommand(Ctrl-F4,1,2)tocopythetable. Movethecursortotheendofthedocument(or totheseconddocumentscreen),andpressEnter toretrievethetable.(Ifyoucopythetablerather thanmoveit,theoriginaltableremainsinthe text.Whentheconversioniscomplete,deletethe oldversionofthetable.)

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PreparingTablesforElectronicPublishing Page15Alternatively,youcoulduseaseconddocument screenaccessedthroughtheShiftcommand(Shift-F3) toworkwiththetable.Ifyouuseaseconddocument screen,copythetablebacktotheendofthemaster documentbeforeyoucarryouttheconversionprocess describedinStep5inthisprocess.3.Formatthetablewithcustomtabs.Fortheconversiontobesuccessful,thetable needstobeformattedwithoneWordPerfecttab code,andonlyonetabcode,betweencolumns. Usinglefttabsettingsonly,spacethecolumns appropriatelyforthewidththetableisintendedto occupy(1column,2columns,or1.3columns).Refer tothesectionofthismanualon``FormattingTables withTabs.''4.Deleteblanklines.Blanklinesbetweenrowsshouldberemoved. Otherwise,theconversionprocesswillturnblank linesintoblankrowsinthetable.5.Convertthetable.Column-widthtable. Placethecursoronthefirst rowofthetable(thefirstrowofcolumnheadings, notthetitleorcaption).FromtheFAST-WPmenu, select Graphics,Table,Convert,1-columnbox. Two-columnand1.3-columntables. Convertinga tablethatspanstwocolumnsrequirestwosteps. First,createanemptyboxwhereyouwantthetable toappear.UsetheFAST-WPmenutochoose Graphics,Table,Convert,2-columnbox (or1.3columnbox), Createbox.Second,gototheendof thedocumentortheseconddocumentscreen,where youhavestoredthetable,andplacethecursoronthe firstlineofthetable.ThenfromtheFAST-WP menuchoose Graphics,Table,Convert,2-columnbox (or1.3-columnbox), Convert.Youwillneedtotell themacrothenumberofthetableboxintowhichyou areimportingthetable. Multi-pageandlandscapetables. Multi-pageand landscapetablesarebestleftattheendofa document.Toconvertthesetables,blocktheentire table,thenusetheFAST-WPmenutochoose Graphics,Table,Convert,andchoosetheappropriate tablesize.6.Adjustthetablestructureasneeded.Refertotheearliersectionofthisdocumenton ``EditingTableStructure.''Youwillprobablyneedto adjustcolumnwidths.Youmayalsowanttojoin cellsoraddjustificationcommandstocellsor columns.7.Addthetabletitle.Addthetitle,eitherasthefirstrowofthetable orasthecaptionforagraphicsbox.Seethemore detailedinstructionsunder``AddingTableTitles.'' Whenyouconverta1-columnor2-columntable fromtheFAST-WPmenu,theconversionprocesswill leavethecursorinsideagraphicsbox.Forsuch tables,whenyouhavefinishededitingthebodyofthe table,youcanenterthetabletitleunderCaptionin theTableDefinitionmenu.Ifyouprefer,youcan blockandmovethetitlefromthetextintothe graphicsbox.(Procedure:Exitthetablebox;block thetabletitle,excludingthewords``Table0,''which canbedeleted;choosetomovetheblockedtext; returntotheFAST-WPmenutoselect Graphics, Table,Edit,Edittitle ;enteraspaceafterthetable number,thenpresstoretrievetheblocked title.)IMPORTINGSPREADSHEETTABLESYoucanimportfilesintoWordPerfectfrom Lotus1,MicrosoftExcel,PlanPerfect,Quattro, andQuattroPro.WordPerfectwillretrieve spreadsheetdataintoeitheroftwoformats:tabbed textortheColumns/Tablesformat.Usuallyyouwill beimportingthetableintoColumns/Tableformat. Bothoptionsarediscussedinthissection.ImportingSpreadsheetData asTablesYoucanusetheFAST-WPmenuasanaidto importingspreadsheetdatadirectlyinto WordPerfect'sColumns/Tableformat.Followingare thestepsinthisprocess.1.Estimatetablesize.Youneedtochoosethewidthyouwantthetable tobewhenimportedintothedocument,andyou needtoknowwhetherthetablewillbelongerthan onepage.Ifthetablewillbemorethanonepagein length,plantochoosethemulti-pageorlandscape

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PreparingTablesforElectronicPublishing Page16tablesize.Otherwise,plantousea Figure9. WordPerfect'smenutoimportaspreadsheettable.graphicsboxonecolumnwide,two columnswide,or1.3columnswide). KeepinmindthatFAST-WPwillset thefontforthetableto9pointSwiss Roman.Ifthespreadsheetuses Courierasthebasefont,thetable willbereducedinsizewhenimported intoWordPerfect.2.Selectthepositionforthe table.Decideapproximatelywherein thedocumentyouwantthetableto appear,andpositionthecursor accordingly.Fora1-column,2column,or1.3-columnwidthtable,it issuggestedthatyouplacethecursor atthebeginningoftheparagraph immediatelyfollowingtheparagraph inwhichthetableisreferenced.For amulti-pageorlandscapetable,considerplacingthe tableattheendofthedocument.Thisisthesimplest waytohandletheformat.However,ifyouwantsuch atabletoappearinthemiddleofadocument,place thecursorattheendofatextpage. NOTE: Ifyouwanttorepositionatablelater, refertotheinstructionsunder``AdjustingthePosition ofTableBoxes''and``SpecialConsiderationswith LandscapeandMulti-pageTables.''3.Starttheimportprocedure.UsetheFAST-WPmenutochoose Graphics, Table,Import .Thenchoosethedesiredtablesize. Waitforthemacrotoselectfontsforthetableand caption.Whenthemacrostopsrunning,youwillsee themenushowninFigure9.4.Enterthefilenameofthefiletoberetrieved.Referringtothemenuthatisonscreen(seethe exampleinFigure9),selectitem 1,Filename.As withretrievingtextfilesorgraphicsfiles,youhave twowaystoproceed. Method1. Enterthefullpathname(driveletter, directoryname(s),filename). Method2. PressF5tolistfiles.Proceedasyou wouldtoretrieveatextfile.Youcanenteradrive letterandmovethecursorintothedesireddirectory. Highlightthefilenametoberetrieved,andpress 1.5.Chooserangeofcells.Ifyouwanttoimportonlycertainblocksofcells, nottheentiretable,chooseitem2,Range.Youthen havetwowaystoproceed. Method1. Entertwonumbers,onefortheupper leftcell,oneforthelowerrightcell.Separatethese numbersbyacolon,aperiod,ortwoperiods. Method2. PressF5todisplayalistofnamed ranges,andselectfromthislist.6.Choose``Type.''Selectitem3,Type,fromthemenu.Fromthe menuatthebottomofthepage,choose 1 (Table).If youneglectthisstep,thetablewillnotbeconverted toColumns/Tableformat.(FAST-WPcannotmake thisselectionforyoubecauseWordPerfectrequires thatthefilenamebeenteredbeforeTableTypeis chosen.)7.PerformImport.SelectItem4fromthemenu.

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PreparingTablesforElectronicPublishing Page178.Editthetablestructureasneeded.PressAlt-F7,2,2toeditthetablestructure. Refertodirectionsunder``CreatingNewTables,'' ``EditingTables.''ImportingSpreadsheetDataasTextIfatablewillrequiremuchmanualeditingafter importing,andyouareuncertainwhetheritwillfiton asinglepageornot,youmayprefertoimportthe tableintoWordPerfecttextformat(thatis,asa tabbedtable).Aftereditingthetabbedtable,youwill needtomakethefinalconversionofthetableto Columns/Tableform. Toimportaspreadsheetfileastext,plantowork onacleanpage.Eithermovetoaseconddocument screen(Shift-F3),ormovethecursortotheendof thedocumentandstartanewpage(fromthe FASTWPmenu,select Tools,Startnewpage).If thetablewillbewiderthanonecolumn,turncolumns off(select Tools,Columnsoff ).Ifyouintendto formatalandscapetable,selectthe Landscape page orientationfromthe Tools menu.Thisselection automaticallystartsanewpageandturnscolumnsoff aswellaschoosingLandscapepageorientation. FromtheFAST-WPmenu,choose Graphics, Table,Import.Thenchooseeither Multi-page or Landscape.Theseoptionswillinsertthefontfor tableswithsettingupagraphicsbox.Fromthemenu showninFigure9,performthefollowingsteps. 1.SelectItem1andenterthefilename. 2.Selectitem2andenterranges. 3.SelectItem4toperformtheinput. Byacceptingthedefaultentry,Text,forItem3of themenushowninFigure9,youwillobtainatabbed tablewhenthespreadsheetfileisimported.Youcan editthetableasneeded.Thenfollowtheconversion proceduresoutlinedinthesectionsofthiscircular dealingwith``FormattingTableswithTabs''and ``ConvertingTabbedTables.''FORMATTINGTABLESWITHTABSThefollowinginformationisprovidedfor convertingoldtablesthathavealreadybeenkeyed. Donotcreatenewtablesusingtabs.Rather,usethe FAST-WPmenutocreatenewtablesin Columns/Tableformat.ConversionRequirementsFortablestobeconvertedtoColumns/Table format,thedocumentfileshouldcontainonetab code,andonlyonetabcode,foreachnewcolumn position.Alltabsettingsshouldbeleftaligned. Tabcodeswillbetranslatedtocellcodesinthe tableconversionprocess.Thishasseveral implications. Acustomizedsetoftabsettingswillhavetobe providedforeachtable. Tablesneedonetabcodeandonlyonetabcode, foreachnewcolumnposition.Thereshouldbe onetabstopsetforeachcolumn,withallother tabstopsdeleted. Onlyonetabsettingcommandshouldbeusedfor theentiretable.Ifthetablehasbeensetupby anexperienceduserofWordPerfect,thetable mayhavecenteredtabsettingsforthecolumn headsandothersettingsforthebodyofthetable (alignmentsleft,right,center,oronadecimal). ForpurposesofFAST-WP,useonesetoftab settings,allleftaligned,atthetopofthetable, anddeleteothertabsettingsthroughoutthetable. Ifthereareblankcellsintheright-handcolumn, thereshouldbea[Tab]codebeforethehard returntomarkthepositionofthelastcolumn, eventhoughthecellisempty. Tabsshouldnotbeusedatthebeginningofa linetoindentitemsinthefirstcolumn.Thiswill causeanextracolumntobecreatedinthe convertedtable.The[Tab]codeisneededto generatetheCellcodeintheconversion. Forotherformattingrequirementsfortablestobe converted,seethesectionofthismanual,``Converting TabbedTables.'' Spaces shouldneverbeusedtoaligntext verticallyinatable.Whenspacesareusedtoalign text,thecolumnswillbeevenonlywhenprintingin anonproportionaltypefont(Courierorlineprinter). Ifatablehasbeencreatedwithspaces,itmustbe convertedtoatabbedstructure,whichcanbe convertedtoColumns/Tablemode.

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PreparingTablesforElectronicPublishing Page18EditingTabSettingsTheWordPerfectdefaultfortabsettingsisevery 0.5inch.FAST-WPreplacesthesesettingswithtab settingsevery0.25inch.Thissettingwillprovide excesstabstopsfortables.Toedittabsettings, followtheguidelinesgiveninthissection.ToenterthetabsetmenuSelectFormat(Shift-F8),theninturnselect Line (1)and TabSet( 8).TomoveanexistingtabsettingPlacecursorontabtobemoved.UseCtrl-Arrow tomovethesetting.ToeraseunwantedtabsettingsMethod1. Todeletetabsoneatatime,usethe rightandleftarrowkeystoplacethecursoron individualtabsettingsandpresswiththetab settinghighlighted. Method2. Todeleteallsettingsatonce,movethe cursortoleft(Home,Home,LeftArrow),thenpress Ctrl-End.ToenternewtabsettingsMethod1:Quickanddirty. Positionthecursoron thescalebyusingthearrowkeysorthespacebar. Presswhenthecursoriswhereyouwanta tab. Method2:Useexactmeasures. Typeanumerical measure(thenumberofinchesfromtheleftmargin orfromtheleftofthepage)andpress. Method3:Entertabstopsatregularintervals. Entertheintervalintheform 0,x.Forexample,to placetabsstopsevery3inches,enter 0,3.TochangethetypeofalignmentWordPerfectoffersfouralignmentoptionsfortab settings: L -alignontheleft R -alignontheright C -center,or D -alignonadecimal. Youcanchangethealignmentofanexistingtab settingbyplacingthecursorontheletteronthetab ruler,thenpressingtheletterkeyforthetypeoftab youwant(inthiscase, L).ClearingTemporaryTabSettingsIfyouresettabsinadocumenttoworkwitha table,youneedtodeletethetemporarytabsetting afterthetablehasbeenconvertedtoColumns/Table mode,sothatthissettingdoesnotaffectthe remainderofthedocument.