Lotus Smartsuite Tips

REMEMBER IT WELL

[Open the To Do section of your Organizer file; and for each task you want to add to the list, double-click theTo Do page and fill in the relevant information.] Is there a task that you have to do on aregular basis? Perhaps you have to prepare notes for Thursday's meeting every Wednesdayafternoon. If so, set up a repeating appointment, so you won't have to enter this task over andover on your To Do list.

After entering the details of the task in the Edit Task dialog box, click on Repeat. (Or, if thetask is already created, right-mouse click it on the To Do page and select Repeat.) Now justfill in the appropriate options. For the meeting preparation described above, you would selectWeekly, Every, and Wednesday under Repeats. You then need to tell Organizer for howmany weeks you'd like to repeat this appointment. In this case, you could select Until andenter an ending date, or you could select For and set the number of weeks. Either way, whenyou're finished, make sure the description in the Your Selection box matches what you had inmind. Click on OK, and Organizer helps you remember that task over and over.

OPEN DOCUMENT, INSERT FOOTNOTE

Word Pro's footnote options make it easier than ever to add numbered notes to the bottom of your document pages. Once these notes have been added to the page, you're free to edit, delete, and insert them at will. Word Pro makes all the necessary adjustments.

To insert a footnote, place the cursor exactly where you'd like the footnote reference and select Create|Footnote/Endnote. By default, Create Footnote and Bottom of Page will be selected. Click on OK, and the cursor will jump to the bottom of the document page, next to the appropriate reference number. Type your note, and then click anywhere on the page to exit the footnote area. Or, to return to the exact location of the reference number (within the document), select Create|Footnote/Endnote, select Return to Reference, and click on OK.

Editing a footnote is the same as editing any other text in the document. Just click on the footnote to place the cursor there and type in your changes.

Want to get rid of a footnote altogether? Select the reference number within the document and press the Delete key on your keyboard. Word Pro will readjust the numbering of the remaining footnotes to account for the loss. The same holds true for inserting a note between two existing notes. Word Pro readjusts the numbering accordingly.

SO MANY OPTIONS, SO LITTLE FOOTNOTES

In our last tip, we told you how to add footnotes to your Word Pro documents. [Place the cursor where you'd like the footnote reference and select Create|Footnote/Endnote; with Create Footnote and Bottom of Page selected, click on OK, then type your note.] There are a number of more advanced options you can set for footnote, such as resetting the numbering on each page, or adjusting the line that separates them from the text on the page.

Would you like to reset the footnote numbering at "1" on each page? Word Pro can do it without a problem. Right-mouse click on any footnote and select Footnote Options, or click on the Options button in the Footnote dialog box. On the Numbering tab, next to Reset Footnote Numbers on Each, select Page. Also make sure that Bottom of Page is selected for the first option on that tab.

Before clicking on OK, select the Separators tab and reset the size and spacing of that line above your footnotes. Select Custom length, and then set the Indent From Left, Space Above, and Space Below options. Now click on OK.

WHAT IF 5 CAME BEFORE 4?

Did you just realize that page 5 would work much better before page 4 in your Freelance presentation? No problem. Rearranging these slides is a simple click-and-drag operation.

Click the on Page Sorter tab to view all the pages in your presentation. To move a slide, click and drag it to where you want it--between two slides or at the end or beginning of the presentation. A gray, vertical line will appear to indicate where the slide will be inserted. Let go, and Freelance inserts the slide, adjusting the numbering of all the slides accordingly.

You can also move more than one slide at a time. Hold down Shift as you click on each slide you want to move, then click and drag the whole group to a new location and let go.

HEAD FOR THE PAGE BORDER

Do you see dotted lines around each page of your Freelance presentation? They may indicate the recommended drawing area, or the printable area, depending on how this option has been set. Don't see any lines? We'll show you how to display them.

Select View|Set View Preferences, and under Show page borders, you'll see the settings we just mentioned. Select Printable Area and click on OK to display dotted lines around the section of each page that will print (determined by your printer). If you plan to print your presentation, it is very important to keep everything within these lines as you work--anything outside will be cut off when you print.

Open the same dialog box, select Recommended Drawing Area, and click on OK; you'll see that the lines move in to create a uniform margin around the page. This is the area that Freelance recommends you stay within (again, if you plan to print the presentation), so that you can switch among most printers without cutting off any of your presentation.

Don't plan to print your presentation? Leave None selected in the Set View Preferences dialog box, and feel free to spread out across the entire area outlined by the page background.

DOCUMENT MASTER-Y, PART 1 OF 2

If you have a number of Word Pro documents that you'd like to see function as one--for printing purposes and to set up a table of contents--you'll love Word Pro's master document feature. Set up the master, add documents to it, and Word Pro places a link to each in a separate division. The result acts as one large file, while each part can still function on its own.

Decide which file will serve as the master (probably the one you want to appear first within it). Open this file, select Create|Master Document, click on Add, and select the next file to be part of the master. Click on Open, then continue to add files in this manner until the list is complete. (Make sure the files appear in the order in which you'd like them to print.) Click on OK, and Word Pro places copies of each "external" file in its own division within the master. (If you don't see the division tabs, select View|Set View Preferences, select Show Divider Tabs, and click on OK.) Save the master document, and you can now print it as one file.

Need to make a change to one of the external documents (under its own name)? Go ahead. The changes will show up in the master as well. You can also make changes to a file from within the master. Just switch to that file's division, make your changes, and click on Save. In the External Divisions dialog box that pops up, click on Save again, and the changes are sent out to the original file.

In our next tip, we'll show you how to create a table of contents for your master document.

DOCUMENT MASTER-Y, PART 2 OF 2

In our last tip, we showed you how to set up a master document in Word Pro. [Open the document that will serve as the master and select Create|Master Document; click on Add, select the next file to be part of the master, click on Open, repeat these steps until the list is complete; then click on OK.]

Now let's create a table of contents. It's easiest if all of the documents that are part of the master were created using the same style sheet, as in chapters of a book. If not, you'll need to make sure that the text you want to use for the TOC entries has the same paragraph style across every document. You'll see why in a minute.

Select Create|Other Document Part|Table of Contents, and the Table of Contents Assistant appears to walk you through the process. On the first tab, select a look for the TOC and the leader for each entry. Click on Next, then click Next again to skip over Step 2 (assuming you want a TOC for the entire document, placed at the beginning, in a separate division--if not, you'll need to change these options).

In Step 3--and this is the tricky part--select the paragraph style(s) that Word Pro should use to create the entries, using the button arrows to adjust their level on the TOC. (See why the entries from each division of the master have to use the same paragraph style?) Assuming you leave Heading 1 as the first level of the TOC, Word Pro will take the text that uses this paragraph style from each document within the master and use it to create the first level of TOC entries. If Heading 2 is at the second level, it will use text of this style to create the next level of entries, and so on. (Obviously, styles in the None column won't appear in the TOC at all.) Click on Done, and Word Pro sets up your table of contents. Now save the master and print it, complete with TOC!

LOOK, MA, NO MATH! PART 1 OF 5

Need to figure out how much you need to save to reach a particular goal, or how much a loan is going to cost you? Some simple 1-2-3 @Functions can help. Just set up a formula, fill in the blanks, and 1-2-3 does all the math. If you're new to @Functions, managing your own money is a great way to learn, as you'll see over the next five tips.

In today's tip, we'll show you how to calculate monthly loan payments, using @PAYMT. Its format is:
@PAYMT(principal;interest;term[type;future_value])
Let's set up a quick example. On a blank worksheet, type the following labels in cells A1, A2, A3, and A5, respectively:
Principle
Interest Rate
Term
Monthly Payment

Next, type the principal, yearly interest and term (in years) in cells B1, B2, and B3, respectively. Finally, type the following in cell B5, and press Enter:
@PAYMT(B1,B2/12,B3*12)

The result is your monthly payment. (The last two arguments [in brackets] are optional, and are unnecessary in this case. Also, notice B2 is divided by 12 to reflect a monthly interest rate; and the term is expressed as B3*12 to indicate months.) So for example, the monthly payment on a $150,000 loan over 30 years at 8.0% is $1101.

In our next tip, we'll show you how much interest you pay over the life of a loan.

LOOK, MA, NO MATH! PART 2 OF 5

Want to know how much interest you'll pay over the life of a loan? If you dare, use 1-2-3's @IPAYMT function to find out. Its format is:
@IPAYMT(principal;interest;term;start_period;[end_period;type;future value])

f you followed yesterday's tip, you should have a worksheet with the following labels in cells A1, A2, A3, and A5, respectively:
Principle
Interest Rate
Term
Monthly Payment
with the corresponding values (your information) in cells B1, B2, and B3; and this formula in cell B5 to calculate the monthly payment:
@PAYMT(principal;interest;term)

Now to see about that total interest. Type the label
Interest Cost
in cell A6, then type this formula in cell B6, and press Enter:
@IPAYMT(B1,B2/12,B3*12,1,B3*12)
The fourth argument, 1, is the start_period; the fifth, B3*12, is the loan's last payment (end_period). The interest is expressed as B2/12 to indicate a monthly rate; the term and end_period as B3*12 to express these values in months.

The result is your total interest. So for example, the *interest* on a $150,000 loan over 30 years is more than $246,000!

In our next tip, we'll show you how much you have to put away for your child's college tuition.

LOOK, MA, NO MATH! PART 4 OF 5

Want to know how much money you'll end up with in a savings account after making regular deposits over a certain period of time? 1-2-3's @FVAL function can help. Its format is:
@FVAL(payments;interest;term;[type;present_value])

On a blank worksheet, type the following labels in cells A1, A2, A3, and A5, respectively:
Monthly Deposit
Interest Rate
Term
Future Value

Next, type your monthly deposit, your account's yearly interest rate, and the number of years you'll be saving in cells B1, B2, and B3, respectively. Finally, type the following formula in cell B5, and press Enter:
@FVAL(B1,B2/12,B3*12)

The result is the amount of money you'll have after those years of saving. (The last two arguments [in brackets] are optional and are unnecessary in this case. Also, notice the interest rate is divided by 12 to express a monthly rate; and the term is multiplied by 12 to reflect this value in months.) That means if you put away $300 a month in an account bearing 5.5% interest, you'll have $47,852 after 10 years. See what a difference a small monthly sacrifice makes over the long haul?

LOOK, MA, NO MATH! PART 5 OF 5

In our last tip, we showed you how much savings you'd have after making regular deposits over a period of time using 1-2-3's @FVAL function. Want to calculate how much you'll have if you're already starting with a certain amount? Again, you'll use the @FVAL function, but now you'll need to enter a few more arguments. In our last tip, you used @FVAL's basic format:
@FVAL(payments;interest;term)
But actually, the full format is:
@FVAL(payments;interest;term[type;present_value])

Those last two arguments in brackets are optional but, in the case we'll show today, necessary. (Present value is the amount of money you're starting with; type indicates the annuity approach--0 is an ordinary annuity approach, meaning the payment is due at the end of each period.)

On a blank worksheet, type the following labels in cells A1, A2, A3, A4, and A6, respectively:
Monthly Deposit
Interest Rate
Term
Initial Amount
Future Value

Next, type your monthly deposit, your account's yearly interest rate, the number of years you'll be saving, and the amount you'll be starting with in cells B1, B2, and B3, respectively. Finally, type the following formula in cell B5, and press Enter:
@FVAL(B1,B2/12,B3*12,0,B4)

The result is the amount of money you'll have after those years of deposits, given a certain amount (from cell B4) already in the account. So if you started with $10,000 in an account that bears 5.5% interest, and added $300 a month for the next ten years, you'd end up with $65,163.

SSUM-ING IT UP

Want to see how the numbers in an Approach field add up? For example, if you have a customer database with a Total Sale field on each record, you might want to see the total of all these sales (total revenue) at a glance. Show that running total in a calculated field right on your data entry form.

In Design mode, select Create|Field Definition. On the first blank line, type a name for the field, such as "Total Revenue"; then under Data Type, click the down arrow, scroll up, and select Calculated.

Now for the formula. In the lower half of the dialog box (which dropped down when you chose the Calculated data type), double-click on SSum in the lower of the two lists under Functions, then double-click in the field you'd like to total under the lower of the two boxes under Fields. In our example, the Formula would read:
SSum( "Total Sale")

(The 'X' will disappear from the checkered flag to indicate that the formula iscomplete.)

Click on OK, then drag and drop the new field from the Add Field dialog box onto your data entry form. And presto--there's the total you wanted to see! (You'll see it in Design or Preview mode, but not in Browse mode.)

LEAVE THE MATH TO APPROACH

Do you need to express a calculated value on your Approach form? For example, you might have three fields--Quantity, Unit Cost, and Total Sale--where the value in the third field is the product of the first two. You certainly don't want to calculate this value by hand every time you enter a new record. Set the Total Sale field up as a calculated field, and Approach will do the math for you.

In the Field Definition dialog box (in Design mode, select Create|Field Definition), select Calculated for the Data Type of your Total Sale field. The lower half of the dialog box will drop down to display the Define Formula commands.

Now just set up the formula to reflect the calculation you'd like that field to perform. In this case, you want it to multiply the Quantity and Unit Cost fields. So under the lower of the two boxes under Fields, double-click in the Quantity field; then double-click on the "*" Operator; and finally, double-click in the Unit Cost field (again, in the lower box under Field). The Formula will now read:
Quantity * Unit Cost

(The 'X' will disappear from the checkered flag to indicate that the formula iscomplete.)

Click on OK, then drag and drop the new field from the Add Field dialog box onto your data entry form. The product of the Quantity and Unit Cost field will now appear in the Total Sale field of each record.

GET PERSONAL WITH ORGANIZER, PART 1 OF 3

If you use an Organizer file to manage your time, remember that you aren't stuck with the plain-looking file Organizer uses by default. You can customize this file to match your personality.

The first thing you notice when you open an Organizer file are the tabs. A navy Calendar tab, a turquoise To Do tab, a burgundy Address tab; these colors are fine, but why settle? Change them, as well as the names on the tabs, to match your idea of perfection. (Changes affect individual files only.)

Suppose you'd rather the Calendar divider tab were purple and read, "My Schedule." Select Section|Customize, select Calendar in the list of tabs, and pick the color purple you want to use in the drop-down palette under Color. Click on Rename, type
My Schedule
on the New Name line, and click on OK. Repeat these steps for every tab you want to change.

Before closing the Customize dialog box, you have a decision to make about those tabs. Should Organizer adjust the size of each to fit its name? Or should it make all tabs the same size (the size of the longest name)? If you prefer the latter, click on the Book tab and deselect the Size to Name option. While you're there, notice that you can adjust the Overlap and Width of the tabs. Click on OK to make your changes stick.

GET PERSONAL WITH ORGANIZER, PART 2 OF 3

If you use an Organizer file to manage your time, remember that you aren't stuck with the plain-looking file Organizer uses by default. You can customize this file to match your personality.

To get really personal, add a photo to the front or back of any divider tab. Right-mouse click on that tab (or the front or back page of the file) and select Picture. Select Front or Back, depending on where you want the picture. Next, select File, click on Browse, navigate your way to the picture you want to use, and click on Open.

Finally, set the Sizing and Position options for the picture. The Whole Page option spreads the picture across the entire page; selecting Logo Area places the picture on the top half of the page. You can even click the Align button and set the exact placement options. If you've selected a photo, under Sizing, make sure Maintain Aspect Ratio and Fit to Page are selected; that way, you'll see the whole picture on the page, but it won't be distorted. Click on OK, and your Organizer file just got a bit more personal.

GET PERSONAL WITH ORGANIZER, PART 3 OF 3

If you use an Organizer file to manage your time, remember that you aren't stuck with the plain-looking file Organizer uses by default. You can customize this file to match your personality.

You're probably getting good and tired of that plain, gray binder. So change it. (Changes affect the current file only.) Right-mouse click on the binder, select Customize, and click on the Book tab. Under Binder, choose a new Color (and Texture, if you want).

Want to change the color of the front page (on the back side of the Lotus logo) or back page? Click on the Sections tab, select Front page or Back page in the Tabs list, and select a new Color. Click on OK to see your changes.

WORD PRO'S GOT YOUR NUMBERS

Want to use 1-2-3's computing capabilities from within your Word Pro document? Create a workbook there using all of 1-2-3's tools, without ever venturing into 1-2-3. Huh?

Really. After saving your Word Pro file, place the cursor where you want the workbook, select Create|Object, and under Object type, select Lotus 1-2-3 97 Workbook. Click on OK, and a mini spreadsheet appears on your document. Now take a look at all the Word Pro, er, we mean 1-2-3 icons and commands at the top of the screen. They've traded places with Word Pro's commands! As long as you're working within the framed spreadsheet, it appears as though you're actually in 1-2-3. When you finish editing the workbook, click anywhere outside its frame and Word Pro's tools reappear like magic.

CONNECT WORD PRO TABLE CELLS

So you say you've just created a gorgeous Word Pro table, but there are a few cells you'd like to combine into a larger usable space? (In other words, you want to remove the lines between them, and be able to type across their combined width.) You could open the Properties dialog box and adjust the "Lines around cells," but that only solves the visual half of the problem. To combine multiple cells into one, both visually and functionally, use the Connect Cells command.

Select the cells you want to connect, then pull down the Table menu and choose Connect Cells. (The text from each cell [if any] will appear as a separate paragraph in the new, larger cell.)

Change your mind? No problem. Splitting the now-larger cell back into its original parts is just as easy. Select it, and under Table, choose Disconnect Cell.

WORD PRO FILLS IN THE BLANKS

Need to fill a Word Pro table's column or row headings with sequential data, such as days of the week or months of the year? Don't waste time typing them yourself. Let SmartFill fill them in for you.

Suppose you want to list the months of the year across the top row of your table. First type
January
in the cell where you want it. Next, holding down Ctrl, move your pointer over the lower right corner of that cell until it changes to an arrow with four arrows pointing down and to the right. Click and drag from that corner across the cells you'd like to fill (again, making sure those four arrows are part of your cursor). Bada-boom, bada-bing--SmartFill fills in the rest of the months! (Note: You can use the same technique to fill cells vertically.)

2, 4, 6, 8... WHO DO WE APPRECIATE

In our last tip, we showed you how Word Pro's SmartFill command fills sequential table cells, such as months of the year. After typing the first cell's contents, hold down Ctrl as you click and drag from that cell's lower right corner (the pointer will change to an arrow with four smaller arrows) across the range of cells you'd like to fill.

SmartFill can also pick up on sequences, such as 2, 4, 6, 8... or 500, 1000, 1500... and so on. Type the contents of the first two cells in your sequence, then select these cells. As you hold down Ctrl, click and drag from the lower right corner of the selection across the row (or down the column) to select all the cells you'd like to fill. Let go, and SmartFill takes care of the rest.

SMARTFILL'S A QUICK LEARNER

In a previous tip, we showed you how Word Pro's SmartFill command fills in table cells with sequential data. After typing the contents of the first cell (or the first two cells, if you want it to recognize a sequence), hold down Ctrl as you click and drag from that cell's lower right corner across the range of cells you'd like to fill (making sure the pointer is an arrow with four smaller arrows). SmartFill has been programmed to recognize the most common sequences, such as days and months, but that doesn't mean it won't learn a new one. Just demonstrate any sequence once, and it becomes a permanent part of SmartFill's repertoire.

To view the sequences SmartFill is programmed to use, select File|User Setup|SmartFill Setup and click on the down arrow under List name. Click on each list to display its contents. Assuming you have a sequence in mind that doesn't appear in this list, click on New List, type a new list name, and click on OK. Click on Add Item, type the first item in the list, click on OK, and so on until the list it complete. Click on OK to close the SmartFill Setup dialog box. From now on, SmartFill can complete your sequence.

IN AND OUT NUMBER FORMATS

Is there a 1-2-3 number format you use frequently (such as a specific date format) that doesn't appear in 1-2-3's status bar list? Then put 'er there. Just the same, you can remove formats you rarely use.

Select Range|Range Properties, and on the third tab from the left, select the Category and Current format of a format you'd like to add to the status bar list. Select Show in Frequently Used List, and that format makes the list.

Removing formats from the list is just as easy. In the same dialog box, select one you'd like to remove and deselect the Show in Frequently Used List option.

IT'S NOT YOUR DEFAULT

If you find yourself adjusting 1-2-3's font and text size every time you create a new workbook, you're making extra work for yourself. Change these defaults so that 1-2-3 starts with them every time.

Select File|User Setup|1-2-3 Preferences and click on the New Workbook Defaults tab. Select a Font name and Size, click on OK, and those settings are stuck like glue to any new workbook (until you change them, of course).

FREELANCE IS DRIPPING BULLETS

If you thought the only place you could use Freelance bullets was smack dab in the middle of a bulleted presentation page, think again. You can use them alongside your table text, too.

Assuming you've already created a table, right-mouse click on the cell (or selected group of cells) containing text you'd like to bullet. Select Cell Properties, click on the third tab from the left, and you'll see an entire page of bullet options. Select the style (wow--look at 'em all), color, and size of the bullet(s) you'd like to use, and voila--bullets inside your table cells.

If you want, get fancy and choose a different bullet for each cell. Or, if you've already gone this route and want to return to a uniform look, you can do that, too. Open the Properties dialog box mentioned above, and select Table in the title bar. As before, click on the third tab from the left and take your pick of bullet options. The settings will overwrite any you've used for individual cells, and your bullets will now appear uniform.

THIS SCREEN SHOW'S GOIN' MOBILE, PART 1 OF 4

Just finish a great presentation that you want to share with a colleague? Even if that person doesn't have Freelance, he or she can still view your presentation as a screen show. Just mail the recipient a compressed version of the Mobile Screen Show Player along with the presentation file. (Note: The recipient must have a 32-bit Windows system in order to use the Player.)

Open the Windows Explorer and navigate your way to COMPNENTS/PLAYER in the main SmartSuite 97 folder. The recipient of your presentation needs the contents of this folder to view the screen show.

Assuming you're communicating via e-mail, first compress the contents of the PLAYER folder using a compression utility (such as WinZip). Then, send the zipped file to the recipient (along with your presentation, probably zipped in its own file).

In our next tip, we'll show you how easy it is for the recipient to set up and use the Mobile Screen Show Player.

THIS SCREEN SHOW'S GOIN' MOBILE, PART 2 OF 4

In our last tip, we introduced the Mobile Screen Show Player, a stand-alone application that allows a person to view Freelance screen shows. If the person to whom you're sending a presentation doesn't have Freelance Graphics, zip the contents of the COMPNENTS/PLAYER folder (in the main SmartSuite 97 folder), and send this compressed file to the recipient along with your presentation.

Of course, the recipient will need instructions for using this application, so here they are:

1. Extract the contents of the compressed file (that contains the Player's files) to any location. For example, you might extract them to a new folder named Player.
2. Double-click on any PRZ file.
3. Point Windows to the location of the LTMOBN11.EXE file (the folder to which you just extracted the files in step 1). And presto! Screen show!

Once the above steps have been followed, the recipient can view a PRZ file simply by double-clicking on it. In our next tip, we'll show you how to navigate your way through a show.

THIS SCREEN SHOW'S GOIN' MOBILE, PART 3 OF 4

In the previous two tips, we showed you how to send someone the Mobile Screen Show Player for viewing Freelance presentations. (Here's a quick review: Zip the contents of the COMPNENTS/PLAYER folder [in the main SmartSuite 9 directory], and send this compressed file to the recipient. On the receiving end, extract the contents of the compressed file to a new folder on your hard drive, double-click on a PRZ file, then point Windows to the location of the Mobile Screen Show Player's files.) No owner of the Mobile Screen Show Player--yourself included--should be without these instructions for navigating the show:
* To advance one page, click anywhere on the screen.
* To jump back a page, right-mouse click on the screen.
* To jump to a particular page in the show, press the Esc key to open the Screen Show Pages dialog box. Select the File name and Page to go to, click on Go To Page, and off you go.

For our last tip on this topic, we'll show you how to use the Player to run multiple presentations as a continuous show.

THIS SCREEN SHOW'S GOIN' MOBILE, PART 4 OF 4

If you have the Mobile Screen Show Player--whether you're the proud owner of SmartSuite 97 or someone has sent you this application--you can run any number of Freelance screen shows back to back, in any order. Running them all at once saves you from having to launch them one at a time.

(In previous tips, we showed you how to send someone the Mobile Screen Show Player for viewing Freelance presentations. Here's a quick review: Zip the contents of the COMPNENTS/PLAYER folder [in the main SmartSuite 9 directory], and send this compressed file to the recipient. On the receiving end, extract the contents of the compressed file to a new folder on your hard drive, double-click on a PRZ file, then point Windows to the location of the Mobile Screen Show Player's files.)

If you have SmartSuite 97, open the Mobile Screen Show Player by selecting Start, Programs, SmartSuite 97 (or whatever you've named this item), Lotus Accessories, Freelance 97 Mobile Screen Show Player. If you have only the stand-alone Player, open it by double-clicking on LTMOBN11.EXE. In the Add Presentation dialog box, select a presentation you'd like to include in your screen show and click on Open. Click on Add, select another presentation for the show, and so on, until the list is complete.

Lights... camera... click... run show! You'll now see one continuous screen show of all the presentations in the list, in that order.

THE UNDO-ABLES

Just make a mistake? Don't worry--with SmartSuite 97, almost nothing is written in stone. The Edit|Undo command is armed and ready to help.

In any of the five major applications, select Edit|Undo or its corresponding icon to undo the last action you performed. (Note: Certain actions cannot be undone. If the Edit|Undo command and icon are grayed out, no go on the undo.) Of course, each SmartSuite application handles the Undo command a bit differently.

Word Pro is the most flexible of the bunch. Select File|User Setup|Word Pro Preferences, and adjust the Undo level (the number of sequential actions that can be undone) to any number you want.

Freelance's Edit|Undo command will undo up to ten most recent actions, while 1-2-3's will undo only the most recent action. On a more flexible note, both Freelance and 1-2-3 allow you to turn the Undo option on or off at will. (Supposedly, turning it off improves performance.) In 1-2-3, select File|User Setup|1-2-3 Preferences, and select or deselect Undo. In Freelance, select File|User Setup|Freelance Preferences, and select Enable or Disable under Undo.

Approach and Organizer are the least flexible undo-ers. Select Edit|Undo in either to undo the most recent action only. As you might expect, neither application provides a means of turning this feature on or off. No big deal, really.

ONE SINGULAR SENSATION-AL WORKBOOK

If you have a bunch of workbooks whose data you'd like to compile into a summary workbook, don't waste time copying all the data by hand. One, it's too much typing; two, if you make changes to the data on the original workbooks, you'll have to make the changes again on the summary. Instead, Paste Link the data from the originals to the summary. It takes only seconds, and all of your data stays current.

Select a range of data you'd like to include on the summary workbook (whether from a separate file, or from another page in the same workbook), then click on the Copy icon. Switch to the summary workbook, click on the top left cell of the range where you'd like to insert this data, then select Edit|Paste Link. Presto--there's your data, complete with any formulas that were part of the selected range. Repeat these steps to add data from as many other workbooks (or pages within the same workbook) as you'd like, and when you're finished, don't forget to save that summary file.

Need to make changes to original workbooks? Go for it. They're linked to the summary workbook, so changes will show up there as well.

ANYONE FOR PIE?

Wish you could express your Approach data pictorially, perhaps in a pie chart? Go right ahead. With Approach's charting capabilities, it's easy as, well, pie.

Suppose you have a sales database, and you want a pie chart that shows each person's sales in relation to the company's total sales. In Design mode, select Create|Chart to invoke the Chart Assistant. Type a name for the view you're about to create; select the type of chart you want to use (in this case, Pie chart); and select a Style, if you wish. Click on Next.

Now it's time to define your chart. Select a field under "Show a new slice for" (in our case, Salesperson); then select the data the slices should show. In our case, the right side of the Step 2 dialog box would read: Each slice shows the "sum" in database "Sales" of Field "Amount." Click on Done, and there's your chart, complete with its own legend.

THE ABC'S AND XY'S OF APPROACH CHARTS

In our last tip, we showed you how to set up an Approach pie chart: In Design mode, select Create|Chart, select Pie chart in Step 1 of the Chart Assistant, then define the pie in Step 2. If you'd prefer to create a bar chart, you'll need to complete two more steps: defining the x- and y- axes.

In Step 1 of the Chart Assistant, name your chart view and select Bar Chart next to Layout. In Step 2, choose the field you'd like along the x-axis. For example, if you wanted to show the total sales of each member of your staff (a bar for each person), you'd select the Salesperson field.

Click on Next and now choose the field that should appear along the y-axis--in other words, what data the bars will compare. In this case, we want to compare the Amount field total for each salesperson, so we'd select Amount under Y-Axis Field and click on Add; then we'd select Sum from the "Chart the" dropdown list. (If you wanted Approach to look at data from more than one field for each salesperson, you'd select a field under Y-Axis Field, click on Add, and so on, until the list was complete.)

Click on Done (we'll discuss the series tab in the next tip), and there's your chart.

A SERI-ES APPROACH TO COOKIE CHARTING

In our last tip, we showed you how to set up a bar chart in Approach: In Design mode, select Create|Chart, then complete the first three steps of the Chart Assistant to define your chart. The Step 4: Series tab deserves a little more explanation.

Suppose you were using a bar chart to plot your company's total sales by month, with the months along the x-axis, and the total sales along the y-axis. Simple enough. But now what if your company sells three types of cookies, and you want to see the sales of each of cookie by month. Now you need the series tab.

After completing the first three steps of the Chart Assistant, click on Next. On the Series tab, select Show a New Series For, then choose a Field for the series (in this example, Cookie Type). Leave Default selected under Group By (this means Approach will create a new bar for each value in the Cookie Type field). Click on Done and you'll have a graph that shows three bars--one for each cookie type--for each month, complete with a legend to indicate which color bar represents which cookie. Peanut butter fudge wins it every time.

THREE STEPS TO BETTER-LOOKING APPROACH GRAPHS, PART 1 OF 3

In previous tips, we showed you how to set up a chart in Approach: In Design mode, select Create|Chart, complete the Chart Assistant dialog box, and the chart appears on its own view. Now, let's look at some ways to tweak a chart's appearance, such as adding a title or changing the location of the legend.

Let's start with the title. In Design mode, right-mouse click on the word "Title" on your chart view and select Title. Under Line 1, type your title of choice (use Line 2 and Line 3, too, if you have a lot to say). On the other hand, if you think the View tab says it all, and you don't care to use a title, deselect Show Title.

Now for that legend. With the Properties dialog box still open, click on the legend. (Or right-mouse click on the legend and select Legend.) On the Options tab, select the radio button that corresponds to your legend location of choice, keeping in mind that certain choices may affect the size of your chart. And if you'd rather be really picky about where your legend sits on the page, click and drag it to any location you please.

In our next tip, we'll show you how to change the look of a graph's elements.

THREE STEPS TO BETTER-LOOKING APPROACH GRAPHS, PART 2 OF 3

In previous tips, we showed you how to set up a chart in Approach: In Design mode, select Create|Chart, complete the Chart Assistant dialog box, and the chart appears on its own view. Now, we're looking at ways to tweak a chart's appearance, such as changing the colors and outlines of graph elements.

Is there a slice of a pie chart, or a bar on a bar graph, that you'd rather see dressed in lavender blue? Right-mouse click on it and select Series to display six appearance-changing options. Select the color you have in mind under Pattern Color. If you prefer, go all out and choose a new Pattern for that slice or bar; then set its colors under Pattern Color and Background.

Under Line, select any color, width, and style for the outline of that pie slice or bar. Much better.

THREE STEPS TO BETTER-LOOKING APPROACH GRAPHS, PART 3 OF 3

In previous tips, we showed you how to set up a chart in Approach: In Design mode, select Create|Chart, complete the Chart Assistant dialog box, and the chart appears on its own view. Now, we're looking at ways to tweak a chart's appearance, such as changing a pie chart's labels.

By default, Approach places the identity of each slice of a pie chart in a legend. But if there aren't too many slices in your pie, you might want to see these identities along with the numerical labels, alongside the pie slices. Then you'd see, for example, "John 28%" (on two lines) next to the blue slice of your company's sales pie. You can accomplish this change in two steps.

First, remove the legend: Right-mouse click on it, select Legend, and deselect Show Legend. Now add the slice labels. With the Properties dialog box still open, click on one of the pie labels; and on the Options tab, select Show Slice Labels. Mission accomplished.

While you're in the Properties dialog box, if you prefer to see the actual value of each slice, as opposed to the percentage it represents, select Show Value Labels and deselect Show Percent Labels. What the heck, leave 'em both selected. As far as Approach is concerned, you can never have too much data!

THE INCREDIBLE, SHRINKING PROPERTIES BOX

The nice thing about SmartSuite 97's Properties dialog boxes is that they're live. In other words, you can leave them open as you make changes. So you probably do--for example, as you work in Design mode in Approach.

Fine. Great. So what's this tip about anyway? Well, that darn Properties dialog box always ends up in the way, and we'd like to offer a solution: Minimize it. You won't find a minimize caption button in the upper left corner of the Properties dialog box, the way you do with adult-size windows, but try double-clicking its title bar.

Not only is something that small easier to get out of the way, but it's so small that you won't often need to. To return to a full-size box, double-click on the title bar once again.

DIVISION CLONING

Here's a handy thing: You can save any Word Pro document division as a stand-alone file. The original stays put while Word Pro saves a copy of it as a new file.

Open the file that contains the division you want to save and switch to that division. Select File, Document Properties, Division (or right-mouse click on the division tab and select Division Properties) and click on the Save As File button. Complete the File name and Description fields, click on Save, and a clone of that division now stands on its own .LWP feet. Its file name even appears on the original division tab.

DIVISION CURRENT-CY

In our last tip, we showed you how to save a copy of a document division as its own file: Right-mouse click on the division tab, select Division Properties, click on the Save As File button. Once you have two copies of this division floating around, you need to decide whether you want to keep them both current or not.

By default, Word Pro sets up the copy of the division (in its own file) as a protected, read-only file. So if you want to make changes to it, do so in the original; then when you save the file, click on Save in the Save External Divisions dialog box to save the changes to the copy as well.

You can make changes to either version without affecting the other. To change only the original, make your changes, deselect the link to its copy in the Save External Divisions dialog box, and then click on Save. To change the stand-alone copy, save it under another name to remove its read-only attribute, then make your changes and save the file. Of course, it will no longer be linked to the original.

2001: A DATE ODYSSEY

In 1-2-3, you can express the year of a date using only two digits. But as the 21st century approaches, how does 1-2-3 know whether you want to precede those numbers by 19 or 20?

By default, 1-2-3 will assume that if you enter a year of 00 through 49, you mean the year 2000-whatever. Years entered as 50 through 99 are assumed to be in the 20th century.

If, for some reason, you want 1-2-3 to assume that all two-digit years are preceded by 19, just make a simple setting change. Select File, User Setup, 1-2-3 Preferences. On the General tab, deselect Interpret Entry of Years 00-49 as 21st Century and click on OK.

1-2-3 REVEALS YOUR YEARS

In our last tip, we told you that by default, 1-2-3 assumes dates entered as 00-49 to be 20nn, while dates entered as 50-99 are assumed to be 19nn. If you work with a wide range of dates from both centuries, there's another setting you may want to consider selecting.

Select File, User Setup, 1-2-3 Preferences, and on the General tab, select Set Dates to Always Display 4-digit Years. Click on OK, and 1-2-3 now displays all dates using four digits. This setting makes it easy to confirm that 1-2-3 has interpreted every date correctly. A difference of 100 years can really mess up a calculation!

OLE MOLEY, PART 1 OF 6

One of the conveniences offered by SmartSuite 97 is that you can copy and paste information from one application into another. The question is, do you want that information linked or embedded at its destination? Here's the scoop on object linking and embedding (OLE):

Linking places an exact copy of cut or copied information wherever you paste it. Changes made to the original show up on the linked copy as well--the linked copy is simply a window into the original. You should use linking when you want two separate copies of the information to remain identical; for example, your original 1-2-3 workbook and its copy in your Freelance presentation.

Embedding splits the pasted information from the original. It places the information (now an object) and the tools of the source application inside the destination file. Use embedding when you don't need the pasted object and the original to remain identical (and don't mind a larger file size).

OLE MOLEY, PART 2 OF 6

In our last tip, we told you the difference between linking and embedding. Linking keeps the original and the pasted copy identical; to edit linked information, you'll need to go back to the source. Embedding splits the original from its source, bringing the source application's commands along with it. (Note: Always save the file from which you're copying an object before pasting it into another location.)

Once you've copied (or cut) the information you want to link or embed to the clipboard and you arrive at the destination application, you'll need to know which command to choose. Let's take a closer look at Word Pro's OLE (object linking and embedding) commands.

Suppose you've just copied information from a 1-2-3 workbook to the clipboard. Now you want to display the information on your Word Pro document. Switch over to the open Word Pro document, select Paste Special under the Edit menu and:

To link the information, select Paste Link to Source and click on OK. To make changes to the information, double-click on the object to open the original 1-2-3 file. Save any changes, and then close the window to return to Word Pro.

To embed the information, select Paste, and then:
* If you wish to represent the object as an icon on your document, select Display as Icon, then click on OK. Double-clicking on the icon opens the information in a separate window that looks like 1-2-3 (but of course, you're still inside the Word Pro file).

* To display the information on the page as is, simply click on OK, leaving Display as Icon unselected. To edit the object, double-click on it. Word Pro's icons and menus will morph into 1-2-3's. Click anywhere outside the object to change them back.

OLE MOLEY, PART 3 OF 6

In a previous tip, we told you the difference between linking and embedding. Linking keeps the original and the pasted copy identical; to edit linked information, you'll need to go back to the source. Embedding splits the original from its source, bringing the source application's commands along with it. (Note: Always save the file from which you're copying an object before pasting it into another location.)

Once you've copied (or cut) the information you want to link or embed to the clipboard and you arrive at the destination application, you'll need to know which command to choose. Let's take a closer look at 1-2-3's OLE (object linking and embedding) commands.

Suppose you've just copied a Freelance chart to the clipboard. Now you want to display the information in a 1-2-3 workbook. Switch over to the 1-2-3 workbook and:

To link the information, either:
• Select Edit, Paste Link. That's the quick way.
• Select Edit, Paste Special; select Paste link to source; and click on OK.

To embed the information, select Edit, Paste Special; select Display as Icon if you don't want to display the actual information on the page; and click on OK. Need to edit the chart? Double-click on the icon or chart, and it opens in a window that looks like Freelance (although you're still inside the 1-2-3 file). Save any changes and close the window.

OLE MOLEY, PART 4 OF 6

In a previous tip, we told you the difference between linking and embedding. Linking keeps the original and the pasted copy identical; to edit linked information, you'll need to go back to the source. Embedding splits the original from its source, bringing the source application's commands along with it. (Note: Always save the file from which you're copying an object before pasting it into another location.)

Once you've copied (or cut) the information you want to link or embed to the clipboard and you arrive at the destination application, you'll need to know which command to choose. Let's take a closer look at Freelance's OLE (object linking and embedding) commands.

Suppose you've copied a 1-2-3 chart to the clipboard and want to include it as part of your Freelance presentation. Switch to the open Freelance file, select Paste Special, choose Paste and:

• To link the chart to the original 1-2-3 file, choose one of the two Lotus Chart Linked options (depending on the colors you want to use; we recommend using Freelance colors, to blend the chart with the current SmartMaster). Click on OK. Changes made to the original will show up on the Freelance copy as well.
• To simply paste the chart (Freelance doesn't give you the option of embedding it as an object), select one of the two Lotus Chart options and click on OK. It's the same as selecting Edit, Paste. (Note: You can embed other object types in Freelance. An example is a Word Pro drawing.)

OLE MOLEY, PART 5 OF 6

In a previous tip, we told you the difference between linking and embedding. Linking keeps the original and the pasted copy identical; to edit linked information, you'll need to go back to the source. Embedding splits the original from its source, bringing the source application's commands along with it. (Note: Always save the file from which you're copying an object before pasting it into another location.)

Once you've copied (or cut) the information you want to link or embed to the clipboard and you arrive at the destination application, you'll need to know which command to choose. Let's take a closer look at Approach's OLE (object linking and embedding) commands.

Approach allows you to link and embed very few object types, one of which is a picture. Suppose you want to paste a Freelance symbol you just customized onto an Approach data entry page. After copying the picture to the clipboard, switch to your Approach file; select Edit, Paste Special; and:

* To link the picture to the original (so that you can make changes to it while keeping an identical copy in your Freelance presentation), select Paste Link and click on OK.

* To embed the picture (in case you want to change it using Freelance's tools but don't care about keeping the original around), select Paste and click on OK.

OLE MOLEY, PART 6 OF 6

In a previous tip, we told you the difference between linking and embedding. Linking keeps the original and the pasted copy identical; to edit linked information, you'll need to go back to the source. Embedding splits the original from its source, bringing the source application's commands along with it. (Note: Always save the file from which you're copying an object before pasting it into another location.)

Once you've copied (or cut) the information you want to link or embed to the clipboard and you arrive at the destination application, you'll need to know which command to choose. Let's take a closer look at Organizer's OLE (object linking and embedding) commands.

Organizer allows you to link or embed an object to one section only: Notepad. After copying the information to the clipboard--let's use a Word Pro drawing chart as an example--switch to the Organizer Notepad page on which you'd like to insert the chart. Click on the page to place the cursor there, select Paste Special under the Edit menu, select Lotus Word Pro 97 Document, and:

* To link the drawing to the original, select Paste link to source and click on OK. Double-click on the object to edit it on the original Word Pro document.

* To embed the chart, select Paste and click on OK. Double-click on the object to bring Word Pro's drawing commands to Organizer.

SCREENCAM DOUBLE FEATURES, PART 1 OF 2

Do you need to record a ScreenCam movie that has a break in the middle, so that it's impossible to record it from beginning to end continuously? For example, suppose you want to film a technique that requires you to restart Windows 95. With previous versions of ScreenCam, it couldn't be done, but ScreenCam 97 is proud to introduce segments. Just record each piece of the film as a segment and join them together into one file.

Record the two parts of the ScreenCam movie separately, saving each under its own name. (Note: Use the same formatting for both files.) When you're finished, select File, Open, and open the file that will be the first segment of the movie. Select File, Open again, but this time choose the file that will become the second segment. Click on Open, and in the dialog box that pops up, select Append onto existing movie. Click on OK.

That's it! The two segments will now function as one movie under the name of the first. Follow these same steps to combine as many files, or segments, as you'd like into one movie. And don't forget to save your changes!

In our next tip, we'll show you how to rearrange and name segments.

SCREENCAM DOUBLE FEATURES, PART 2 OF 2

In our last tip, we showed you how to combine more than one file into a single ScreenCam 97 movie using segments: Open the first file; then select File, Open, and open the next right on top of it; in the dialog box that pops up, select Append onto existing movie. Need to rearrange the segments? Not a problem.

To view the segments of a ScreenCam file, open it, then select Segments under the Edit menu. Under Sequence, you'll see the segments that make up the file, in order. To rearrange them, just use a simple cut-and-paste operation. Highlight the segment you want to move; select Edit, Cut; select the segment that the cut segment will precede; and finally, select Edit, Paste.

While you're at it, you may wish to name your segments for easy identification (the picture and size don't tell you much). Select a segment under Sequence and then type a Menu Label (and a Description, if you wish). Click on the segment to make its label appear.

SIGNED AND SEALED, PART 1 OF 3

Need an envelope for that letter you're writing? Let Word Pro do it for you. A couple of quick clicks, and you're finished.

Assuming you've already typed the recipient's name and address on the letter, select Create, Envelope. In an instant, Word Pro sets up an Envelope document division, complete with the recipient's address on the envelope. To add the return address, click between the two gray lines in the envelope's upper left corner and start typing. (Tip within a tip: If you've filled in the personal information in Word Pro's User Setup dialog box, just click on the Return Address button and click on OK to insert this information.)

(Note: When we created an envelope using any of the letter SmartMasters, Word Pro appeared to double-space the return address. To remove this extra space between lines, right-mouse click on the return address field, select Text Properties, and on the second tab from the left, set the paragraph spacing Below to None.)

If you need to make changes to the address, just click on its field to place the cursor there and type your changes. When you're finished, select File, Save, and you've got yourself an envelope. To print just the envelope, click on Print, then click on Print again; to print both the envelope and the letter, click on Done, select Print under Word Pro's main File menu, and click on Print again.

SIGNED AND SEALED, PART 2 OF 3

In our last tip, we showed you how to create a companion envelope to your Word Pro letter. After completing the letter, select Create, Envelope; fill in the return address; and save your changes. (To get rid of the extra spacing between the lines of the return address, if any; right-mouse click on it, select Text Properties, and on the second tab from the left, set the paragraph spacing Below to None.)

Whenever you select Create, Envelope, a bar of commands appears above the division tabs. (Select Create, Envelope at any time to edit an already-existing envelope.) There, you'll find options for customizing the envelope-making process. For example, you can save oft-used return addresses (or addresses themselves) for easy insertion.

Suppose you switch between two return addresses--home and office--depending on the type of letter you're writing. Save them in Word Pro's return address databank so you won't have to type them in every time. Assuming you've just typed one of these addresses on your letter, click on the Return Address button. Type a name for the address (such as Home) under Available Return Addresses, and click on Add to List.

Repeat these steps for every return address you use. Type a new name under Available Return Addresses, type the corresponding address in the box, and click on Add to List. Click on OK when you're finished. From now on, you can insert a return address on your letter by clicking on Return Address, selecting the address in the list, and clicking OK.

(Tip: Follow these same steps with the Send To Address button for easy address insertion.)

SIGNED AND SEALED, PART 3 OF 3

In our last tip, we showed you how to create a companion envelope to your Word Pro letter. After completing the letter, select Create, Envelope; fill in the return address; and save your changes. (To get rid of the extra spacing between the lines of the return address, if any; right-mouse click on it, select Text Properties, and on the second tab from the left, set the paragraph spacing Below to None.)

Whenever you select Create, Envelope, a bar of commands appears above the division tabs. (Select Create, Envelope at any time to edit an already-existing envelope.) There, you'll find options for customizing the envelope-making process. For example, you may wish to use an envelope other than the default size (No. 10).

Before or after addressing the envelope, click on Page Setup. Under Page size, you'll find a list of all the envelope sizes Word Pro knows by heart. Select the one you need and the envelope's size changes instantly. Close the Properties dialog box, save your changes, and print it!

ON-THE-ROAD SHOWS

Need to demonstrate a technique related to the 1-2-3 workbook you're e-mailing? Paste a ScreenCam movie onto the 1-2-3 file. It's like sending along a personal tutor.

Open the ScreenCam file you'd like to attach to the workbook and select Edit, Copy as Object (or press Ctrl-C on your keyboard). Switch to the workbook, place your cursor where you'd like to insert the ScreenCam object, and select Edit, Paste (or press Ctrl-V on your keyboard). Wait a couple of seconds, and a ScreenCam icon appears. To play the movie, double-click on the icon (or right-mouse click on it and select Play). ScreenCam's little control panel even comes along for the ride!

MOVIE FACTS

Want some stats on your ScreenCam file? Check out its Properties. With the file open in your ScreenCam window, select File, Properties. The resulting dialog box includes three tabs of information. The General tab includes such facts as the length of the film and its size, while the Movie Data tab delves into the nitty-gritty specs, such as the film's color depth and movie area. And the Lotus Notes/FX Fields tab? Well, if you use Lotus Notes, you'll know all about the options there.

VARIATIONS ON A DOCUMENT THEME, PART 1 OF 3

If you're about to make changes to a Word Pro document but would like to keep the original (in case you change your mind), save the changes as a VERSION of the original document.

Before making changes, select Create, Version. Enter a Version name, if you want, and type any Editor's remarks for the changes you're about to make. Click on OK, and you won't see anything different on your document. However, you're now working on Version 2 (or whatever you've named it). Make all the changes you want (and save them)--they won't affect the original.

To switch to the original version, select File, Versions; select Original Version; and click on OK. You'll now see a dialog box explaining two things. One, the file is read-only--in other words, look but don't touch. Two, if you want to make changes to it, you'll need to save it under another name first.

You can create as many versions as you'd like of the same document, where each becomes a spin-off of the version just before it. Want to consolidate two of them? Stay tuned for our next tip.

VARIATIONS ON A DOCUMENT THEME, PART 2 OF 3

In our last tip, we showed you how to create versions of the same document: Select Create, Version, and click on OK. To switch to the original, now a read-only file, select File, Versions; select Original Version and click on OK.

Now let's suppose you'd like to consolidate the original and Version 2 (or any two or more versions), keeping some changes but not others. You'd think there would be a Consolidate Versions button right in the Versions dialog box, but there isn't. You have to save each version as a separate file first and then use Word Pro's TeamConsolidate features.

To save the original version as a file, select File, Versions; click on Save as File; name the file--let's call it ORIGINAL.LWP, and click on Save. Version 2 is already a file, under the original filename--let's call it LETTER.LWP.

Open one (usually the older) of the two (or more) files you're comparing. So in this case, you'd open ORIGINAL.LWP. Select File, TeamConsolidate; and in the resulting dialog box, click on Add Files; select the file with which you'd like to consolidate the open file--here, you'd select LETTER.LWP--and click on Open. Repeat these steps to select any other files that will be part of the consolidation. (For example, you might be consolidating three or more versions of the same file.) Assuming you want the consolidation to become a new version of the open file, leave options 2 and 3 alone, and click on OK. Wait a minute while Word Pro does its thing, and the result is a big mess on-screen. No, really, the result is the consolidation of the selected files. In our next tip: working with a consolidated document.

VARIATIONS ON A DOCUMENT THEME, PART 3 OF 3

In our last tip, we showed you how to consolidate two or more files: Select the file with which you'd like to consolidate another (or others); select File, TeamConsolidate; then one at a time, click on Add Files and select a file with which you'd like to consolidate the open file. (Note: If you're consolidating versions of the same file--created by selecting Create, Versions--you'll need to save each under its own name first in the File, Versions dialog box.) Click on OK, and the result is a multicolored document.

Word Pro's done its thing. Additions are in blue, deletions in red. Now it's up to you to go through the document and accept or reject each change. Click on Find Next, and then click on the corresponding button to accept or reject the deletion or insertion. Click on Next Edit, accept or reject the change, and so on. When you finish, don't forget to save your changes, all of which have been consolidated into the "Markup Version" of the starting document.

FAT-FREE-STATS

Need to know how many words or characters are in your Word Pro document (for example, if you're writing an article of a certain length for the company newsletter)? Select Edit, Word Count. Nothing but the simple facts.

If you need further details, such as the number of grueling hours you spent creating the file (especially if you're billing for your time), select File, Document Properties, Document and check out the General tab. Who knew a document could even have that many stats?

HOME BEFORE BUSINESS

If you use your Organizer address book for home addresses more often than you use it for business purposes, switch the order of the Home and Business tabs on every address. That way, you don't always have to select the H tab (or select Home under Organizer's Address menu) to bring that tab to the foreground.

Open the file for which you'd like to set this option, switch to your Address section, then select Address Preferences under the View menu. Under Options, click on the down arrow next to Foreground tab and select Home. Click OK, and you'll find that all the H tabs have taken their rightful place in front of the B's.

IT'S ALL IN HOW YOU VIEW THEM

There are a number of ways to view each entry of your Organizer file's Address section. Depending on how much you need to see at a glance, set the View option to display more or less information.

Pull down the View menu and select Phone to shrink each entry down to a single line with the person's name and phone number only. For a bit more information, try the Contact view. (The Address view is the default.) And for the everything-you-ever-wanted-to-know-about-so-and-so view, select All to expand each entry to fill an entire page.

TWO-BY-TWO, SIDE-BY-SIDE

In our last tip, we showed you how to adjust the amount of information displayed for each entry in your Address section: Pull down the View menu and select one of the first four options. Now, let's look at changing the layout of the entries (in reference to each other) within the section.

By default, Organizer displays each Address entry on the right side of the pages, grouped together by letter. (In other words, you have to click on a letter to access entries that begin with that letter.) But you aren't stuck with this one-per-page, right-side only, same-letter layout. You can change these defaults for any open file using the Address Preferences dialog box.

Open your Address section, select View, Address Preferences, and choose an option next to Start Headings. On Next Page displays addresses on both sides of each page. One After the Other displays addresses continuously, one page after the other (one letter's entries run right into the next, skipping the letters with no entries). So for example, if you select this option and choose the Phone view, all your entries will be condensed into just a few pages (depending on how many you have, of course).

SLIM DOWN YOUR ORGANIZER FILES--PART 1 OF 2

Is your Organizer file getting large and unruly? There are two things you can do to cut down its size: Compact the file, or archive all or a portion of it. In today's tip, compacting.

Compacting ensures that a file is as small as it can be. With the file you want to compact closed (it can't be open, or you won't be able to compact it), select Compact under the File menu. Navigate your way to the file you want to compact, select it, and click on Compact. Click Yes to confirm that you want Organizer to make a backup of the file (*.OLD), and when it finishes the compacting, click on OK. Click on Exit to close the File Compact dialog box. Doesn't that file feel slimmer already?

SLIM DOWN YOUR ORGANIZER FILES--PART 2 OF 2

In our last tip, we told you that you can cut down on the size of your Organizer file by compacting it: Select File, Compact, choose the file you want to compact, and click on Compact. Simple enough. Now, let's look at archiving, another means of slimming down a file.

Archiving stores information from any or all date-based sections of your Organizer file in a separate OR3 file, making the file smaller and easier to manage. You may choose to archive all the information in a section, or only the information before a certain date.

Open the file you want to archive, if it isn't already, and save any changes. Select Archive under the File menu (or press Ctrl-A), and in the resulting dialog box choose the Section you want to archive. Select All or Before (and set the corresponding date), then type a name for the Archive file that's about to be created. Finally, select Compact File After Archive. (If you don't, the original file will remain the same size after archiving.)

Click on OK, and Organizer goes to work making the archive. In the future, you can access archived information by opening the archive file. (Select File, Open and so on.)

(Note: You'll need to repeat these steps for each section you want to archive. To store all archived information from the current file in the same location, simply use the same "Archive file" name for each section.)

PRESENTATION CUE CARDS--PART 1 OF 3

Is someone else going to be delivering your Freelance presentation? Better jot down some notes to make sure that person gets your points across. (Of course, you may also want to make speaker notes for yourself.) You can create speaker notes for any or all of your presentation pages.

Right-mouse-click on any page that deserves some behind-the-scenes explanation and select Create Speaker Note. Type your note and click on OK. Then repeat these steps for all pages that require notes.

If you want to know at a glance whether or not a page has a speaker note, just check the speaker note icon at the top of the screen (the one that looks like an index card). If it has an "abc" across it, that page has a note. To open the note for the current page, click on this icon, or right-mouse-click on the page and select Open Speaker Note.

Once a note is open, you can scroll through all notes in the file using the two speaker note icons (the ones with the left and right arrows). The title bar of the note reflects the page where the note originated.

To delete a speaker note, with the note closed, right-mouse-click on the page, select Delete Speaker Note, and click on OK. (Or choose All Pages and click on OK, to delete all notes in the file.)

WHO'S ZOOMIN' WHO?

Want to get up close and personal with your Word Pro document? Then zoom in a little. This option comes in handy if, for example, you're working with small text or graphics that require a magnified view for fine-tuning.

Pull down the View menu, select Zoom To, then select 150% or 200% in the pop-out menu. To switch back to the view you started with, just select View, Zoom to 100%.

If you have an exact percentage by which you want Word Pro to magnify your page, you can set this option in the View Preferences dialog box. Select View, Zoom To, Other, then adjust the percentage next to Custom level. Click on OK, and Word Pro completes the zoom. From now on, you can zoom to the same magnification by selecting View, Zoom To, Custom Level.

WORD PRO'S WATERFALL EFFECT

If you frequently work with multiple files open in Word Pro, you may find it easier to work with cascading file windows. Then, you can switch to another open file by clicking in any portion of its window, rather than using the Window menu.

To set this option, select Window, Cascade; or click on the middle icon in the upper-right corner of any document window (on the menu bar). To return to a full-screen view of each document, click on the same icon.

If you prefer, Word Pro will open all files as separate windows automatically. Select File, User Setup, Word Pro Preferences and deselect Load Files Maximized. Click on OK, and from now on, any file you open will appear in cascade style.

JUMP BACK, JACK

Word Pro offers a number of options for backing up from your document, to view more of a page on-screen. For example, you might want see how a page will look in print; or in some cases, you'll want to view the page from edge to edge as you work.

Word Pro doesn't have a Print Preview option, per se, but it offers the equivalent. Select View, View Full Page (or click on the icon that looks like a computer screen with a piece of paper on it) to view the entire page on screen at once. Then use your keyboard's Page Down or Page Up keys to scroll up or down the pages of your document. To switch back to the view you started with, select View, Zoom To 100% (or click on the same icon).

If you want to zoom out and still be able to work on your document, the Zoom to Full Page option isn't for you. It's impossible to see anything from that distance. You should instead use the View, Zoom To, Page Width option. Especially with graphics, it's handy to see how the margins play into the overall look of the page. (Again, to switch back to the 100% view, use the View menu's Zoom to 100% option.)

THIS COMMAND IS GIVING ME A SPLITTING WORKBOOK, PART 1 OF 3

Need to see more than one area of a large 1-2-3 workbook on-screen at once? Then split it into two separate panes. After the split, just scroll through the two identical copies of the workbook to view far-apart areas side by side.

Open any 1-2-3 file and you'll see two Split buttons--one at the top of the vertical scroll bar and one on the left of the horizontal scroll bar. (The button has two lines and two arrows on it.) Click on either button and a vertical line appears. For a horizontal split, click on the button on the vertical scroll bar and drag the dotted line down anywhere over the row that should be top in the lower of the two panes. Let go, and 1-2-3 makes the split. For a vertical split, follow these same steps using the button on the horizontal scroll bar. Drop the line on the column that should begin the right-hand pane.

Depending on the direction of your split, the horizontal or vertical scroll bar will now be split in two. Use the separate scroll bars to scroll through one or both panes until the area you want to view is visible on-screen.

Undoing a split is just as easy as creating one. Just click on the button you used to create the split, drag the dotted line over to the far left column, or up to the top row, and let go. (Or select View, Clear Split.) Presto--you're back to your full-window view.

PUT YOUR DOCUMENT BACK IN SORTS

Word Pro's Page Sorter view makes it easy to reorganize a document. Select View, Page Sorter and Word Pro arranges all the pages in your document into groupings (based on sections, page breaks, and divisions). To unstack the pages in a group, click on the plus sign in its upper left corner. Click on the minus sign on any page in the group to restack them.

To reorganize things a bit, click on any collapsed group's gray title bar (the pointer changes and you'll see a red line to the left of the page), drag it to a new location (the red line will indicate where the pages will be inserted), and let go. Word Pro rearranges the entire document to accommodate the change.

BAR TOTALS REVEALED

Tired of scanning over to the y-axis of your Approach or 1-2-3 bar chart to find the actual value of each bar? Then ask to see these values right on the chart.

In 1-2-3 or Approach, right-mouse click on your chart and select Series Labels. (Or, if you already have the chart's InfoBox open, select Series Labels in the title bar's drop-down list.) On the Options tab select Show Value Labels, and the numbers appear at the top (or edge) of each bar.

FREEDOM OF WORKBOOK CHOICE

Did you know you can show up to ten files at the bottom of 1-2-3's File menu? Depending on the number of workbooks you have going at one time, you may want quick access to more than just the five recently opened files 1-2-3 places there by default.

To change the number of recently opened files at the bottom of 1-2-3's File menu, select File, User Setup, 1-2-3 Preferences. On the General tab, adjust the Number of Recent Files to Show under Options, and click on OK.

(Note: If you don't see them all on-screen [that File menu gets pretty long if you opt to display ten files], you may need to adjust your screen resolution using Windows' Display Properties dialog box. For example, we saw only eight files with a screen resolution of 640 by 480; but all ten were visible when we changed it to 800 by 600.)

ZEN AND THE ART OF PRESENTATION POSTING--PART 1 OF 3

Did you know you can post your Freelance presentation on the World Wide Web? First, you'll need to convert it to the correct format. There are two ways to go about it. Either:

1. Select File, Save As
2. Choose World Wide Web Presentation (HTM) next to Save As Type.
3. Click on Graphic Options, select your preferences, and click on OK.
4. Type a File name and click on Save.
5. Choose whether you want to launch a browser to view the files, save the HTML files to an Internet server, or return to Freelance Graphics.

OR:

1. Select File, Internet, Publish as Web Page(s).
2. Click on OK.
3. Set your Publish As Web Page(s) options and click on OK.Steps 4 and 5: Same as above.

Either way, Freelance converts the presentation into .HTM and .GIF files inside a folder that has the same name as the presentation file. (Freelance recommends that you create a new directory for storing all the .HTM and .GIF files associated with a particular presentation and does so for you by default.)

ZEN AND THE ART OF PRESENTATION POSTING--PART 2 OF 3

In a previous tip, we showed you how to save your Freelance presentation as a Web presentation: With that file open, select File, Internet, Publish As Web Page(s), and complete the steps as Freelance walks you through the rest of the process. The question is, how do you view that presentation as it will appear on the Web? You have the option to view the pages in a browser window upon first creating the Web presentation, but after that, you're left wondering how to get back inside.

In a My Computer or Windows Explorer window, navigate your way to the folder in which you saved the Web presentation. (Most likely, this folder will have the same name as the original file and be located in SmartSuite's WORK\FLG folder.) Inside, you'll find a sea of *.htm and *.gif files. Double-click on the *.htm file with the name you used to create the Web presentation--not the ones with numbers and/or letters added to the name--and the presentation springs to life in your browser window.

ZEN AND THE ART OF PRESENTATION POSTING--PART 3 OF 3

If you followed our two previous tips, you've saved a Freelance presentation in the proper format for posting on the World Wide Web. (With the file open, select File, Internet, Publish As Web Page(s), and complete the steps as Freelance walks you through the rest of the process.) You've also opened the presentation in a browser window by double-clicking on the *.htm file (in a Windows Explorer or My Computer window) with the exact name you used to save the Web presentation.

So what happens if you don't like what you see in that browser window, and want to change some options? For example, you may not want your speaker notes on there after all. Or you may decide you want to include your e-mail address. The easiest way to change any of the options you set in the Publish As Web Page(s) dialog box is to start over.

With your Freelance presentation open, select File, Internet, Publish As Web Page(s), choose your new options, and give your Web presentation the same name as last time. When Freelance asks if you want to overwrite the old files, click on Yes. When it finishes, click on OK to launch the Web pages in a browser window. Much better.

CTRL YOUR FILES

Tired of using the Window menu to switch among open files in a SmartSuite application? Try the keyboard way. Just press Ctrl-Tab to switch to the next open file. It's just like using Alt-Tab to rotate through open Windows applications.

To rotate through lots of open files (within the active application), hold down Ctrl and press the Tab key continuously. When the name of the file you want appears in the title bar, let go.

FLIP-PY CLIP ART

Is there a picture you'd like to use in your Freelance presentation--if only it were flipped around the other way? No problem. Just ask Freelance to flip it for you.

Start by inserting the picture in the normal, everyday way: Click on the Clip Art button, select a Category and a picture, then click on OK. With the picture still selected on your presentation page, select Group, Flip, and in the pop-out menu, select Left-Right or Top-Bottom. Cool, eh?

MISTAKES IN LIGHTS

Word Pro has an automatic spell checking option that catches spelling mistakes as you type. Each time you misspell a word (or use a word that isn't in Word Pro's dictionary), the little ABC button in the status bar turns color. The problem is, unless you're watching the status bar as you work, you won't notice the color change. If you're one who likes to fix misspellings as you go, call upon the Show Misspelled Words option. It'll call your attention to a mistake the minute you make it.

Click on the ABC button in Word Pro's status bar and select Show Misspelled Words. Type something incorrectly, press the Spacebar, and watch as the word turns a nice shade of blue. Fix the mistake, and the highlighting disappears. (Tip: If at some point you find this feature a distraction, you can always turn it off. Simply click on the ABC button and select Hide Misspelled Words.)

COLOR YOUR MISTAKES BEAUTIFUL

In our last tip, we showed you how to make Word Pro highlight your spelling mistakes as you type: Click on the ABC button in the status bar and select Show Misspelled Words. Want to change the color it uses to highlight your mistakes? You can choose from an entire palette of colors.

Click on the icon that looks like a book with ABC written on it to display the Spell Check bar. Click on the Options button, and in the resulting dialog box, you'll see a box of color next to Color for Unrecognized Words. Click on the down arrow next to the currently selected color, select any color in the drop-down palette, and click on OK. (Click on Done to close the Spell Check bar.) From now on, any misspellings will light up with a new hue!

SMARTEN UP SMARTCORRECT

Word Pro's SmartCorrect feature corrects the most common spelling mistakes for you as you type. For example, if you type "acceptence" and then press the spacebar, Word Pro automatically changes it to "acceptance."

Is there a word you frequently misspell that SmartCorrect doesn't fix? Then add it to SmartCorrect's list of misspellings. Select Edit, SmartCorrect, and in the resulting dialog box, you'll see a list of all the mistakes SmartCorrect knows how to fix. Click on the Add Entry button, and under "SmartCorrect entry," type your common misspelling. Then, under "Replacement text," type the correct spelling. Click OK, and you'll never have to fix that mistake again (that is, as long as you're in Word Pro).

BIRD'S-EYE APPROACH VIEWS

Want to step back a bit from that Approach view? Especially with reports and charts, the default 100-percent zoom is a bit awkward, allowing you to see only one section of the view at a time. If you want to see the whole page on screen at once--or at least the portion that displays what you need--adjust the zoom.

In Design mode, look at the right side of the status bar. See the button that reads 100%? Click on it, and pick any zoom you want in the pop-up menu. Start with 75 percent, but if that still doesn't back you up enough, go for 50. To switch back to the 100-percent view, just select it in the same menu.

(Tips: If you're in Print Preview--select File, Print Preview--where the default zoom is 85 percent, you can zoom in or out using the method above or by clicking the left and right mouse buttons, respectively. In Design or Print Preview mode, you can zoom in or out using the View, Zoom In; View Zoom Out; or View, Zoom To commands.)

NEED A DATE?

Want to date a particular view of your Approach file, such as a report or chart? Every time you open, preview, or print the file, Approach can update the date information, so it always stays current.

The instructions vary depending on the type of view to which you're adding the date. For a chart view, select Chart, Insert, Today's Date. When the date appears, you can click and drag it anywhere you want on the page, just as you would any object.

To insert a date on a report, first select the Header or Footer panel, depending on where you'd like the date to appear. (Tip: Select View, Show Panel Labels, if they aren't already displayed; then click on the Header or Footer label.) Select Panel, Insert, Today's Date. As with a chart view, you can click and drag the date anywhere you want. Just don't drag it into an area other than the header or footer, or you'll end up with an entire column of dates!

FILL-IN-THE-BLANK DIAGRAMS

Clip art isn't the only type of artwork you can add to a Freelance presentation. Freelance Graphics comes loaded with a whole series of ready-made diagrams, so you can illustrate important points without a lot of design work.

Open the presentation page to which you'd like to insert a diagram and then select Create, Drawing/Diagram. In the Add Diagram dialog box, click OK, making sure "Use a ready-made diagram" is selected. (Alternatively, click the Clip Art button to the left of your page and select Diagram in the View box.)

For a rolling preview of all your choices, click on the Scan bar--the one with four arrows on it, at the bottom of the "Add Clip Art..." dialog box. When you see a category you like, click on the Scan bar to stop the previews. (Of course, you can also navigate your way to a diagram manually by selecting any category.) Use the single left- or right-arrows on either side of the Scan bar to scroll through the diagrams, select the one you want, and click OK.

Back on your presentation page, click any of the "type text" instructions to add your own text in that location. Just enter what you want it to say, then click outside the text box. Repeat these steps to complete the diagram, and you're done. A lot easier than doing all that drawing and coloring from scratch, eh?

SAY IT WITH STYLE

In our last tip, we showed you how to add one of Freelance'sready-made diagrams to a presentation page: Select Create,Drawing/Diagram, click OK, select a category, select a diagram, andclick OK. To add your own text, click any "type text" instruction andstart typing. Don't like the font or color Freelance uses for yourtext? Then change it to something a little more stylish.

Right-click the diagram and select Group Properties. On the 'aZ' tab,select a font and size (and attributes, if you wish) for the text.The change appears immediately, right on the diagram. If you don'tlike the look, select something else in the Properties dialog boxuntil you do. Close the Properties dialog box and don't forget tosave your changes.

MIX-AND-MATCH DIAGRAM TEXT

In a previous tip, we showed you how to add one of Freelance'sready-made diagrams to a presentation page: Select Create,Drawing/Diagram, click OK, select a Category, select a diagram, andclick OK. (To add your own text, click a "type text" instruction andstart typing.) And in our last tip, we showed you how to change thelook of the text for the entire diagram: Right-click on the diagram,select Group Properties, and on the 'aZ' tab, take your pick ofoptions. But what if you don't want all the text to look the same? Noproblem. Each piece of text in the diagram can sport a unique look.

With the diagram selected, click on the text you want to change andplace the cursor inside its text box. Select the text you want tomake over--all of it or even just a single letter--and then use thestatus bar's pop-up menus to select a font and size for the selectedtext. Repeat these steps to change other pieces of text in thediagram, and be sure to save your changes when you're done.

NO MORE MOUSE-ING AROUND

Need to select consecutive sentences or paragraphs in a Word Prodocument? Don't waste time dragging that mouse around. Word Prooffers some keyboard shortcuts that get your highlighting chores donein a snap.

To highlight a sentence, place the cursor anywhere in the sentenceand press F11. Press F11 again to highlight the following sentence,and so on--even if the sentences span multiple paragraphs. (Tip: Ifyou want to go in the reverse direction, press Shift-F11 to highlightthe sentence and again for the previous sentence, and so on.)

To highlight the current paragraph, place the cursor anywhere in theparagraph and press F12. Press F12 again to highlight the nextconsecutive paragraph, and so on. (Tip: As with selecting sentences,use Shift-F12 to select paragraphs in the reverse direction.)

OBJECT HIDE-AND-SEEK, PART 1 OF 2

Is there an object on your 1-2-3 workbook that you want to keep outof sight for a while? Then hide it. Right-mouse click the object,select the Properties command, and on the Basics tab, select Hide.Instantly, the object vanishes.

Now the trick is getting it back. Select Edit, Go To, and under "Typeof object," select the type you want to redisplay, such as "Drawnobject" or "OLE object." Select the exact object in the list underNames and click Go To. With the hidden object now highlighted, holdthe mouse pointer over one of its frame handles until a four-pointarrow appears. Right-click, select the Properties command, and on theBasics tab, deselect Hide. It's ba-ack.

OBJECT HIDE-AND-SEEK, PART 2 OF 2

In our last tip, we showed you how to hide an individual object onyour 1-2-3 workbook: Right-click the object; select Properties; andon the Basics tab, select Hide. (To get it back, select Edit, Go To;select a type of object; select the exact object; and click Go To.Hold the mouse pointer over a frame handle of the selected object,and when a four-point arrow appears, right-click and select theProperties command. On the Basics tab, deselect Hide.)

Want to hide every object in your workbook? You could select everyobject on the workbook by hand (hold down Shift as you click on eachone) and then follow the steps above; but it's even easier to hideevery object in one fell swoop.

Select File, Workbook Properties and on the View tab, deselect"Charts, maps and drawings." Click OK, and every graphic objectdisappears from the workbook. To make them reappear, follow thesesame steps and reselect the "Charts, maps and drawings" option.

1-2-3 ASCENDS TO THE 'ABC' CHALLENGE

If you've just entered a large range of data for a 1-2-3 worksheet,and decide you'd like it in alphabetical order, don't start cuttingand pasting rows of data from one place to the next. 1-2-3 canarrange it all for you.

Suppose you've created a table displaying quarterly sales figures,where the row headings are names of salespeople and the columnheadings list each quarter. You've already filled in data for 20employees, but now you realize you'd better arrange it by name inalphabetical order, to be diplomatic.

Select the entire table, including row titles, column headings, andall data in between. Select Range, Sort, and in the resulting dialogbox, select the column in which the names of the salespeople appear(under Available columns). Click on the button with the right-arrowsto add this column to the "Sort by" box. Make sure "Header at top" isselected (assuming you included the column headings in yourselection), select Ascending under Sort order, and click OK. Back inyour spreadsheet, you'll find the names of the salespeople inalphabetical order, with the corresponding data next to each. Surebeats all that cutting and pasting!

BOOKMARK 'EM, DAN-O, PART 1 OF 2

When you're creating that long Word Pro document, you're bound tocome across points that you'd like to go back to, perhaps to check afact or rework an awkward sentence. Mark these spots with bookmarks,so you can jump back to them at the press of a button.

To create a bookmark, place the cursor where you'd like it and selectCreate, Bookmark. Type a name for it under "Bookmark name" and clickMark.

You can also create a bookmark that marks an area of text or anobject. Select the text or object first and then follow the stepsabove to create the bookmark. Once the bookmark is created, you canedit its contents the same way you edit text in a document (afterall, this text is still part of the document).

There are two ways to jump directly to a bookmark:

1. Select Create, Bookmark, select the bookmark you want in the"Current bookmark" list, and click Go To.
2. Click the page status button in the status bar--the one that reads"Page X" on the right side--or select Edit, Go To. In the Go Todialog box, select Bookmark in the dropdown list, select the bookmarkyou want to go to, and click OK.