Night Owl 6

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Text File | 1991-08-20 | 14KB | 272 lines

INDEX TYPE ONE: SINGLE WORD INDEX There are two single word indexes available with PC─INDEX. The first is capable of producing an index on every single word in a document. The second index type will only index capitalized words. Controls are available which allow you to either include only the words you want or to automatically discard common words like 'a','and', 'the', etc. To begin using PC─INDEX type PCI and press enter. STEP ONE: Extract Single Words This option will extract words from a document, one at a time, and record them in sorted order along with the page number that they occur on. Many words like a, and, the, if, of, etc will be eliminated and will not be recorded unless you change the options. First, select Text (ASCII) as the document type from the Document menu. If the wrong document type is selected, results will be unpredictable. Next, select the Extract Single Words option from the FILE menu, by using the cursor keys and pressing ENTER. You should now see a new window asking you for an input filename, an output filename, the page size, the first page number to start indexing on, the first page number to use, and several other options. For the input filename type 'PCI.DOC' and press enter. The output filename 'PCI.SRT' will be entered automatically. You can also press F2 here to display a list of files and select a file from the list. This document was created using 60 lines per page (the standard for letter size paper is usually 66, but to accommodate those with laser printers we used 60 here). Leave this setting as it is. Next enter 4 for the Start Indexing on Page entry, (we want to skip the first 3 pages that contain the title page, the disclaimer, and the table of contents) and begin indexing with the 4th page. Leave the First Page Number to use setting at 1. This will make PC─INDEX skip the first 3 pages, begin indexing on page 5, but use page number one for the first page indexed. The rest of the selections can be broken into two types. Which word list to use and what type of conversion to perform. One selection can be made from the choices in each of the two groups. The three choices on the left determine what words will be included in the index. If you select the first choice, Don't Use Any Word List, all words in the document will be included in the index. If you select the second choice, Use Include Word List, only the words found in the include word list will be indexed. If you select the third choice, Use Discard Word List, all common words in the Discard Word List will automatically be eliminated from the index, all other words will be included. The four choices on the right determine what type of case conversion will be performed on each word, if any. If you select the first option, Perform No Conversion on Word, then all words will be left alone and no conversion will be performed. By selecting Convert Word to UPPER Case or Convert Word to lower case, all words can be converted to all upper or all lower case. If you select Convert Word to UPPER/lower Case, the first letter of each word will be converted to uppercase and the rest of the word will be lower case. The completed window should look like this: ┌───────────────────────────────────────────────────────────────┐ │ Input File Name: (Name of Document to process) │ │ pci.doc │ │ │ │ Output File Name: │ │ pci.srt │ │ │ │ Page Size Start Indexing on Page First Page Number to use │ │ 60 4 1 │ │ │ │ Don't Use Any Word List X Perform No Conversion on Word│ │ │ │ Use Include Word List Convert Word to UPPER Case │ │ │ │ X Use Discard Word List Convert Word to lower Case │ │ │ │ Convert Word to UPPER/lower │ └───────────────────────────────────────────────────────────────┘ When you have finished entering the filenames and other information, press F10 to begin processing 'PCI.DOC'. You should now see a window which gives you the current status and tells you how the processing of PCI.DOC is going. You will be kept informed of how many characters, lines, words, and pages have been processed as well as how many matches have been found. STEP TWO: Edit Extracted word file This step is optional, although you will probably want to use it. It gives you a chance to fine tune the single word index before you complete it. By using this option, you can deactivate words so that they will not be included in the index and change the case of words that are included from lowercase to uppercase and vice versa. Select the 'Edit Extracted word file' option from the EDIT menu. You will be asked for an input filename. PC─INDEX will enter the name of the output file from the Extract Words option, PCI.SRT. Just leave the name alone and press enter. After a few seconds you will see a list of each unique word in PCI.DOC. ┌──────────────────────────────────────────────────────────────┐ │ ┌────────────────┐ │ │ │ * additional │ │ │ │ * abort │ │ │ │ * absence │ │ │ │ * acceptance │ │ │ │ * accordingly │ │ │ │ * accurate │ │ │ │ * accurately │ │ │ │ * active │ │ │ │ * actual │ │ │ │ * adapter │ │ │ │ * add │ │ │ │ * added │ │ │ │ * addition │ │ │ │ * additional │ │ │ │ * address │ │ │ │ * adhering │ │ │ │ * adjust │ │ │ │ * advanced │ │ │ │ * advertising │ │ │ │ * afford │ │ │ │ * AGREEMENT │ │ │ └────────────────┘ │ │ESC─end SPACE─mark/clear one entry F2─mark/clear all F3─UPPER │ │ F4─lower case F5─UPPER lower F6─top F7─next │ └──────────────────────────────────────────────────────────────┘ To the far left of each word is an asterisk. The presence or absence of an asterisk indicates whether or not the word is active. If a word is active, it will be included in the index when it is created. Words can be toggled one at a time between being active and inactive by using the spacebar. The words can also be toggled as a group between being active and inactive by pressing F2. By pressing F2 all words will be alternately set to active or inactive. If you have individual words which need to be different you may change them here. For instance go to the entry 'ASCII'. Since ASCII is an abbreviation it needs to be listed in uppercase. By pressing F3, the entry will be changed immediately to all uppercase if it isn't already. You may have a name which needs to have the first letter uppercase and the rest lowercase. For example go to the entry 'Australia'. By pressing F5 you can change the word from australia to Australia. In the same manner, pressing F4 would change the word to all lower case. If you are processing a large document, you may have more words than the Edit Extracted Word File option will allow you to work with at one time. Edit Extracted Word File allows up to 1000 unique words to be in memory at any one time. If your list contains more than 1000 words, you can get the next group of words by pressing F7. You can continue this process until you have worked with the entire list. You can go back to the first group (the top of the list) by pressing F6. When you are done editing the word list press ESCape to return to the main menu. All changes have already been saved. STEP THREE: Build Single Word Index The third and final step 'Build Single Word Index' is found under the FILE menu. This step takes the file created by the 'Extract Single Words' selection and edited by the 'Edit Extracted Word File' selection and creates the index. Select 'Build Single Word Index' from the FILE menu. You will be asked for the input file and output file. PC─INDEX remembers the name that you gave the file ('PCI.SRT') when you extracted the word list. You should leave this name as it is. Next you will be asked what name you want to use for the output file. This is the name that the actual index will be called. For this example we'll call it 'PCI.NDX'. The next entry is the Wildcard Description File Name. This entry is only used if you are processing several files at the same time. We won't use it here. Next, PC─INDEX wants to know the page length (how many lines per page) you want to use. The default setting is 66 which is the proper setting for letter size paper. If you are using legal size paper, the proper setting would be 88. This number does not need to match the lines per page setting you used when you selected 'Extract Words'. Many laser printers normally output 60 lines per page. If you will be printing the index to a laser printer you will want to set this option to 60. The next item to fill in is the page width. Here you will enter the total number of characters that will fit on one line or your printer. The maximum width accepted by PC─INDEX is 132 characters. The number next to page width in reverse video is the calculated width required for the settings you have selected. Next, PC─INDEX asks you the number of columns you would like the index to be. You will be able to produce an index up to four columns wide. An example of a two column index is included at the end of this document. The column width is the next entry. This entry controls the width of each column in the index. The minimum allowable width is 30 characters and the maximum is 99. The number of spaces between columns can range from 1 to 9 characters. Next fill in the top, bottom, left, and right margins to the settings that you wish. The completed input window should look something like this: ┌───────────────────────────────────────────────────────────────┐ │ Input File Name: │ │ pci.srt │ │ │ │ Output File Name: │ │ pci.ndx │ │ │ │ Wildcard Description File: (Leave blank if not needed) │ │ │ │ Page Size Page Width (Columns) Number of Columns │ │ 66 80 78 2 │ │ Column Width Space Between Columns Top Margin │ │ 30 3 5 │ │ Bottom Margin Left Margin Right Margin │ │ 5 10 5 │ │ │ └───────────────────────────────────────────────────────────────┘ When you have finished entering the filenames and other information, press F10 to begin building the single word index. You should see a status box which tells you the number of words to be processed, the number of words actually processed, the letter of the alphabet currently being processed, percentage completed, and the elapsed time. This process should only take a few seconds for this example. When it is finished, you will be returned to the main menu and the completed index is contained in the text file named 'PCI.NDX'. If you wish to view the file you can select View Index from the File Menu. If you want to print the index to a printer select Print Index from the File Menu. Since 'PCI.NDX' is an ASCII file, you could also load it into almost any word processor and edit it further if you wish.