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1990-03-20
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|A╔═══════════════╗══════════════════════════════════════════════╔═══════════════╗
|A║ |6Personal Calc|A ║═════════════ ^1Menu Documentation |A═════════════║ |6Personal Calc|A ║
|A╚═══════════════╝══════════════════════════════════════════════╚═══════════════╝
^Cby
^CDoug Harrison
Menu Documentation
==================
This section discusses Personal Calc commands. For more information on
selecting commands, see the Getting Started file. If you're just starting
out, you may want to simply press F1 to bring up the menu bar, then use the
cursor keys to highlight the command you want. Shortcuts are available for
many commands, and these are listed on the pull-down menus and in the Personal
Calc Menu Reference Sheet file.
File
----
The File Commands let you save and retrieve worksheets.
File New
File New erases the current worksheet from memory and the restores default
worksheet settings. If the worksheet has been altered somehow, you will first
be asked whether or not you wish to save it. If you don't save your work at
this point or cancel the operation, it will be lost forever, so be careful!
File Open
File Open loads a worksheet from disk, erasing the current worksheet (Personal
Calc supports editing only one worksheet at a time). As with File New, you
will have a chance to save the current worksheet if it has changed since the
last save or has never been saved. Use the File Selector dialog box to move
around the DOS drive/directory system and to select the file you wish to open.
File Open is for loading PCW files (native Personal Calc files with the
extension, PCW); to load a Lotus 123 file, see File Import/Export below, and
for complete details, see Lotus 123 Files and Personal Calc at the end of this
file.
File Save
File Save saves the current worksheet to disk, under the name with which it
was loaded, without presenting the File Selector. You may overwrite the
existing file, or automatically rename the previous version with a BAK
extension. If the worksheet is brand new and has not been previously saved,
File Save functions like File Save As.
File Save As
File Save As displays the File Selector and lets you save the current
worksheet under a different name (or give it a name if it has not been saved
previously).
File Merge
File Merge loads a range of cells from a worksheet on disk created with the
File Save Range command. File Merge neither clears the current worksheet nor
alters the worksheet configuration settings. File Merge pulls in the range of
cells from the worksheet file, beginning at the location of the cell pointer
in the current worksheet (overwriting this area of the current worksheet).
Cell references in formulas are adjusted as if the range had been moved from
its location in the original worksheet to its location in the current one.
File Save Range
File Save Range saves a range of cells to a disk file without saving the
worksheet defaults, printer settings, and so forth. Only the cell information
is saved. Use the File Merge function to retrieve a file saved using File
Save Range.
File Import/Export
File Import/Export's sub-menu lets you load or save a file formatted according
to the Lotus 123 Release 1 (WKS) or 2 (WK1) specification. In general PC
provides adequate conversion and from these formats, but there are some
limitations which are described in detail in the Lotus 1-2-3 Files and
Personal Calc section at the end of this file.
File Print
File Print displays the Print dialog box for entering printing options (enter
printer control codes with the Options Printer command).
PC allows two title lines, which will be printed on the first page, and header
and footer lines, which are printed on each page. These lines use the
following system of control codes:
Code Action
---- ------
&l Left-justify what follows
&c Center what follows
&r Right-justify what follows
&d Current Date
&t Current Time
&f File name
&p Page number
&& Print
'&'
For example, a header such as "&lp. &p&c&f&r&d, which PC will expand to
something like the following:
p. 1 filename 1/1/90.
You may also specify if PC should print row numbers and column names, display
formulas as text or values, use condensed print, and print in Draft or Final
print. (Some features will only work if you correctly set the control codes
using Options Printer).
To change the print margins, select the Set Margins button in the File Print
dialog box. The Set Margins dialog box lets you set left, right, top, and
bottom margins and lines per page. Most printers use 66 lines/page (although
some laser printers use 60, with a mandatory 3-line top and bottom margin).
The left and right margins define the number of characters of white space on
either side of the page (at 10 cpi, 1/2 inch would be 5 characters), while the
top and bottom margins control the number of lines of white space separating
the worksheet data from the page borders (at 6 lpi, 1/2 inch would be 3
lines).
You must specify a range to be printed. If you selected a range before
invoking File Print, that range specification will appear in the "Range"
editable field. Otherwise, the range containing all the spreadsheet data
appears in this field. You may enter a named range, if you prefer.
File Save as Text
File Save as Text essentially prints a worksheet to a disk file, which you may
print from the DOS command line or load into a word processor. All of the
File Print options are available except Draft vs. Final.
File DOS Shell
If there is enough free memory, File DOS Shell invokes a copy of COMMAND.COM,
so that you may use the DOS command line without permanently leaving PC. (It
is still a good idea to save your work before invoking File DOS Shell, just in
case.) Type EXIT at the DOS prompt to return to PC with your worksheet
intact. PC first searches for COMMAND.COM using the SHELL and then the PATH
environmental variables (see the DOS manual for details).
File Quit
File Quit exits Personal Calc, returning you to DOS. PC will ask if you want
to cancel or save if the current worksheet has changed since the last save.
Edit
----
The Edit commands let you rearrange cells on the worksheet. The commands are
all range-oriented, and if no range is already selected, PC considers the
active cell a one-cell range.
Edit Copy
Edit Copy copies ranges from one location to another. Select the source range
to copy, enter Copy mode, select the destination range for pasting (in most
cases, simply move the cell pointer to the upper-left corner of the
destination), and press Enter (or choose Edit Paste).
Since PC remains in Copy mode after pasting the range, you can copy the range
to several locations. You may also make several copies of the source range to
a single destination range (if the numbers of rows and columns for the
destination are even multiples of those for the source). PC displays the
sizes of both ranges in the cell reference area.
To exit Copy mode, press Esc.
Edit Cut
Edit Cut is similar to Edit Copy, but Edit Cut is for moving a range. In Cut
mode, and as with Copy mode, you move the cell pointer to the upper-left
corner of the destination range and press Enter (or choose Edit Paste) to
complete the operation. Edit Cut only allows one Paste, and no multiple
copies within a destination.
Edit Paste
Edit Paste completes Edit Copy and Cut, and is only available in Cut or Copy
mode. Pressing Enter is the same as selecting Edit Paste.
Adjusting Cell References
Whenever you copy or move a range containing formulas, or move a range that
contains cells that are referenced by formulas, it is necessary for PC to make
certain adjustments to cell references. For example, you may have 10 cells in
column B that refer to the cells immediately to their left. So in cell B1,
you enter =A1+1. Instead of entering this formula manually in cells B2-B10,
you would place the cell pointer in cell B1, choose Edit Copy, select the
range B2:B10 (or B1:B10), and choose Edit Paste. PC would copy the formula in
B1 through the range, such that B2 would contain =A2+1, B3 would contain
=A3+1, and so on. This saves time and reduces errors.
When you move a range, it is often desirable for cell references to point to
the same cells after the move. Cells outside the source range referring to
cells inside the source must be adjusted to refer to the destination range.
Conversely, cells inside the source range that refer to cells outside the
source range should continue to point to those cells; they should not be
adjusted as with Edit Copy.
Absolute and partially-absolute cell and range references defeat these rules
for copy operations only, since there is no distinction between relative and
absolute cell addressing for move operations.
Edit Insert
Edit Insert inserts rows and columns into the worksheet, shifting cells either
down or right, respectively. Edit Insert assumes partial insertion, which is
a major difference which 1-2-3 users should note; you may insert whole rows
and columns or confine the insertion to a certain range of cells.
To insert one row of cells at row 10 limited to columns B-E, select the range
B10:E10, then choose Edit Insert, and select Shift Cells Down. To have
inserted two rows over the same range, you would have extended the range to
B10:E11. Inserting columns is like inserting rows, except that column widths
are appropriately adjusted.
The ability to partially Edit Insert is important to understand, since many
spreadsheet programs do not provide partial operation; they limit insertions
to entire rows and columns. If you are used to this limitation, remember that
with Personal Calc you must extend the selection to encompass the entire row
or column to insert whole rows or columns (use Ctrl-Space and Shift-Space).
PC will not allow you to shift cells containing data beyond the worksheet
borders; this protects against data loss. For example, if cell A999 contains
a value, PC will not allow insertion of a row in column A.
Edit Delete
Edit Delete is similar to Edit Insert. It deletes the cells involved in the
selection, shifting the remaining cells up or to the left.
Since both Edit Insert and Edit Delete are really range move operations, cell
references are adjusted as described above for range moves.
Format
------
The Format Menu options control the appearance of the worksheet and cells.
These options all operate on a worksheet range, and if no range is selected,
they consider the active cell a one-cell range. Except for Column Width and
global operations, these functions allocate memory for empty cells within the
range. Thus, the size of the range you can format is limited by available
memory. To make a global change in the worksheet format (changing the default
format), select the entire worksheet with Ctrl-Shift-Space. This is a special
case; no new cells will be created; only existing cells will have their
formats altered.
Format Column Width
Columns widths range from 2 to 72 characters. Enter the desired width into
the editable field and select OK.
Format Justification
Format Justification displays a submenu allowing you to choose among left,
center, and right justification for text cells. Numeric and formula cells may
only be right-justified and are not affected by this function. Cells which
are left-justified may "spill over" into adjacent cells to the right
(providing they are empty). If a centered or right-justified cell contains
text longer than the column width, the text display will appear truncated at
the cell margin.
Format Number
Format Number invokes a submenu from which you choose formats for numeric and
formula cells.
General format displays numbers in integer form unless there is a fractional
portion, in which case it eliminates trailing zeros. General format uses
scientific notation when necessary, and if a number still will not fit in the
display area of the cell, PC will fill the cell with pound signs (#). (In
fact, PC displays pound signs whenever the number will not display properly in
the selected number or date/time format.)
All number formats other than General let you set the Precision (the number of
digits to follow the decimal point). For all number formats other than
General, holding the Shift key as you exit the menu with Enter will invoke the
Precision dialog box (otherwise, if you want to alter the precision, you have
to invoke the Precision function separately).
Number formats other than General round to the specified precision, but use
the full 14-digits of precision for calculations. Only General format
suppresses trailing zeros. All formats, including General and Date/Time,
append a blank space to the number, and numbers and formulas may only be
right-justified.
Fixed format lets you specify between 0 and 14 digits to follow the decimal
point. For example, Fixed 4 displays 0 as 0.0000 (always four digits
following the decimal point).
Scientific format is like Fixed, except that numbers are displayed in
scientific notation (as a number between 0 and 10, and a power of ten). For
example, Scientific 3 would show 123456 as 1.235E+005.
Currency format displays commas separating thousands, prefixes a dollar sign,
and displays negative numbers in parentheses.
Comma format is identical to the Currency format, except that it omits the
dollar sign.
Percent format multiplies the number by 100 for display purposes only and
appends a percent character. Thus, a cell containing .1 would display as 10%;
as expected, .1 would be used in calculations.
Format Date/Time
PC provides nine Date/Time formats, which are intended to display the serial
numbers used by the date/time functions. Format Date/Time invokes a submenu
showing the formats. The symbols used are as follows:
Symbol Meaning
d day number
m month number
mmm month abbreviation
yy last two digits of year
h hour
mm minutes
ss seconds
A/P,AM/PM When used, am/pm notation. Otherwise military time is used.
Format Precision
Format Precision lets you specify between 0 and 14 digits to follow the
decimal point (for display purposes only) for all number formats except
General. See Format Number for more on this function.
Format Hide
Format Hide lets you hide cells from view and unhide cells which are hidden.
Although hidden cells aren't displayed in the worksheet, their contents appear
in the formula bar and may be edited as with unhidden cells.
Format Protect
Format Protect lets you protect cells from being edited; functions like Edit
Paste that would affect protected cells, will only execute after PC has
informed you and given you the option to cancel or proceed.
Range
-----
Range Data Fill
Range Data Fill is useful for filling a range of cells with a series of
equally-incremented numbers, including dates. First highlight a range
(remember to press Enter, if needed). Select Range Data Fill (or Ctrl-F),
choose the fill direction (right or down), indicate the type (number or date
code), and if needed, mark the date unit (see below). Enter the starting
value and the increment value; PC adds the increment to a running total (which
begins with the start value) and places these values in the cells.
For a date series, enter the starting date in "m/d/yy" format and an integer
increment. Set the fill type to Date, and choose one of the Date Units: Day,
Weekday, Month, or Year. PC will then fill the range with a set of serial
date values. For example, to fill a range with dates beginning 1/1/90 with
two-week intervals, enter 1/1/90 into the start field, 2 into the increment
field, select Date as the type, and Weekday as the Date Unit. Select OK, and
PC will fill the range. Use a date format to display the numbers as dates.
Range Sort
Use Range Sort to sort a range on a single key by rows or columns. The key
cell indicates the row or column that will be used for comparisons. Enter the
range (if you have not already), choose Ascending or Descending) and By Row or
By Column, the select OK to perform the sort. Cell references are not
adjusted during sorting, and the worksheet is NOT recalculated, even if
Automatic is in effect (this is the only time you will see the "Calc"
indicator in Automatic mode). Press F9 to recalculate the worksheet.
Range Define Name
PC lets you define up to one hundred named cell and range references. You may
use these names in formulas, where they behave exactly like regular cell
references (including adjustment for copying/moving). You may also enter them
into any dialog box field that requires a range specification. Names may be
made up of alphanumeric characters and the underscore; they may not begin with
a number or be the same as function names or cell addresses.
To enter a name, select Range Define Name from the menu. Next enter the text
of the name (for example, SALES_89) and enter the reference into the "Refers
to:" field. The reference may be a single cell or a range, and may use
absolute reference notation (in fact, that is the default). Select OK; if the
name and reference are valid, they disappear from the editable fields and
appear in the list. From that point on, the formula bar uses the name for
references in formulas that match it.
Range Create List
Range Create List helps you document your worksheets. It creates a two-column
vertical list at the cell pointer location (and in the column to the right),
showing range names and their references.
Range Goto
Use Range Goto to quickly move to any cell in the worksheet. If names are
defined, you may select one from the scrollable list in the Range Goto dialog
box. If you goto a range, then PC will select the range and place the cell
pointer in its upper left cell. Select the Home button to return to cell A1.
Options
-------
Options Calculate
This function recalculates the worksheet.
Options Automatic Calculation
This function toggles Automatic Calculation on and off.
Options Natural Order
This function toggles Natural Order calculation on and off. When disabled, PC
uses row by row calculation.
Options Freeze Titles
This function makes it possible to keep row and column headers on the screen
while scrolling through a large spreadsheet. You may freeze only the columns
at and above the cursor, only the rows at and above the cursor, or both. To
freeze both, for example, place the cursor at the lower-left intersection of
the row and column headers (a row above and a column to the left of the upper-
left of the data area) and press Ctrl-T (or Alt-O T), then B for both and
Enter to confirm.
Options Statistics
Options Statistics displays a dialog box containing several pieces of
important information: the file name of the current worksheet (without the
extension), the number of allocated cells, number of cells of each class
(values, labels and formulas), the address of a circular cell reference (if
any, and only if Natural Order is enabled) and the amount of free memory.
Exit the dialog box by pressing Esc.
Options Printer
Options Printer displays a dialog box for entering printer control codes, the
number of characters per line in normal and condensed print, and the PC port
to which the printer is attached.
Refer to you printer manual for the control codes; enter them as decimal
numbers in the range 0-255 separated by commas. Initialize is the string sent
to the printer before every print job; Draft turns on draft quality mode;
Final turns on final quality mode; and Condensed turns on condensed print
mode. For condensed print to work properly, you must enter the correct number
of characters per line in the Chars/line Condensed field. Make sure the value
for Normal print is correct as well. After entering these values, you may
exit the dialog box by pressing OK and do some test printing. Once you are
satisfied that everything's correct, you can save a file called PRINTER.INF by
choosing the Save button in the Options Printer dialog box. PC will read this
file upon subsequent sessions, restoring these parameters to the values you
saved.
Options Worksheet
Options Worksheet lets you save your current configuration to a file called
PC.CFG, which PC reads file at startup. PC uses this file to set the
configuration for the following: calculation modes, printer titles,
header/footer, margins, draft/final, row/column headings, condensed print,
default format and justification, and default column width.
Help
----
The Help menu contains a variety of topics for online reference. In order to
provide help, PC must be able to access the Help file, so make sure PC.HLP is
located in the same directory as PC.EXE. Use PageUp and PageDown to view the
Help file.
Lotus 123 files and Personal Calc
---------------------------------
To load a 123 file, select File Import/Export. A pop-up menu will appear.
Click on Load WKS/WK1 and choose a file with the file selector. The process
of saving Lotus files is similar.
PC was never intended to be a Lotus 123 clone; therefore, not every Lotus
concept is supported. Print ranges, sort ranges, regression ranges, and other
concepts have no parallels in PC, and are ignored when reading Lotus files.
PC does not include them when writing Lotus files, either.
Here's a list of what PC does support:
automatic recalculation flag, recalculation order mode (PC does not support
column by, column recalculation, so this is limited to natural and row by
row), named cell (123 Release 2 only) and range references, 123 window 1
definition (includes frozen rows/columns, cell pointer position, etc. 123's
second window isn't supported), column widths, default format, most 123
formats are converted into equivalent PC formats, cell protection and hiding,
blank, numeric, label, and formula cells, 123 macros are useless to PC;
however, they are just labels and will thus be imported and exported
without change.
When writing a Release 1 file, PC converts any single-cell named references to
equivalent range references, since 123 Release 1 only supports named ranges.
123 doesn't support absolute named references (at least in the actual
definition), so this attribute is lost when writing 123 files. Also, when
recreating formulas for display, 123 matches named references to explicit
references, disregarding any absolute attributes of the explicit references.
PC takes this distinction seriously, so 123 named references may not match
formulas imported into PC. (123 named reference ABCD = A1 does not match
$A1+1 when imported into PC). This has no effect on formula evaluation,
moving cells, and so forth.
123 allows you to specify a range in which the first range endpoint points to
a cell above or to the left of the second one. PC doesn't allow this, as it
can lead to very creative errors, so PC will reverse the endpoints of such
references. This applies to formulas as well. This has no effect on formula
evaluation.
PC is forgiving when translation errors occur; instead of crashing, it will
display an alert indicating the cell in which the error occurred, and you will
have the option to abort or continue. Two errors are possible:
trying to load a cell outside PC's boundaries, and
formula translation error.
When PC is unable to load or save a 123 formula, the cell is converted to a
either a numeric or label cell whose value is the current formula value.
Labels are created for 123 Release 2 formulas returning string values. The
actual formula information is lost. String constants in 123 Release 2
formulas will always cause a translation error.
PC supports the following 123 functions:
All mathematical operators (+, -, <=, etc.) 123's ^ operator is converted to
PC's POW function @ROUND, @MOD, @ABS, @INT, @ROWS, @COLS @SQR, @EXP, @LN, @LOG
@SIN, @COS, @TAN, @ASIN, @ACOS, @ATAN, @ATAN2, @PI @SUM, @AVG, @VAR, @STD,
@COUNT, @MAX, @MIN, @RAND @IF, #AND#, #OR#, #NOT#, @TRUE, @FALSE, @ISNA,
@ISERR @NA, @ERR @VLOOKUP, @HLOOKUP, @INDEX, @CHOOSE @PV, @FV, @TERM, @PMT,
@RATE @DATE, @TIME, @YEAR, @MONTH, @DAY, @HOUR, @MINUTE, @SECOND, @TODAY, @NOW
When working with 123 files, you need to remember that some PC functions use a
different number of arguments, a different convention in sign or magnitude, or
the arguments occur in a different order. In general, PC completely accounts
for these functions, but under some scenarios, there may be side effects:
#AND#, #OR# 123 uses these in expressions like A1<2#AND#A2>A1; PC would
convert this to AND(A1<2,A2>A1). However, 1#AND#2#AND#3 would be converted to
AND(1,AND(2,3)). The "inner AND" isn't necessary, and you might want to
change it by hand.
For safety's sake, PC will enclose the native AND and OR functions in
parentheses when writing a 123 file. This is necessary because these are not
functions in 123; they are operators. To appreciate the distinction, consider
the PC formula AND(1,2,3)+1. Without placing #AND# in parentheses, it would
be translated to 1#AND#2#AND#3+1 in 123. The last #AND# clause is 3+1, which
completely alters the meaning of the formula. The proper translation is
(1#AND#2#AND#3)+1. Also, AND(1,OR(2,3),4) will be correctly converted to
(1#AND#(2#OR#3)#AND#4).
Exponentiation
PC performs this task through the POW function, while 123 defines the ^^
operator. PC correctly converts functions such as POW(A1+2,A2+3) to
(A1+2)^^(A2+3). However, 123 has a rather serious fault in that it assigns
the unary minus (negation) operator a lower precedence than the exponentiation
operator. This means that the 123 function -2^^4 evaluates to -16; in other
words, the minus sign is not part of the number 2 but rather is an operation
to be applied to the expression 2^^4. This is a particularly difficult
problem to completely account for; fortunately, it is limited to writing 123
files. If you are using the minus sign to negate the first argument of POW,
and this argument is a number, enclose the minus sign and number in
parentheses. That is, instead of writing POW(-2,4), write POW((-2),4). PC
will place parentheses around the argument if it is an expression, such that
POW(-A1,4) becomes (-A1)^^4.
@STD, @VAR 123 computes population standard deviation and variance, while PC
provides a choice between sample and population statistics. PC will convert
the 123 functions to SDEVP and VARP, but it will report an error if you try to
save the sample functions (SDEV, VAR) to a 123 file.
Financial functions
123's financial functions take fewer arguments than PC's; moreover, 123 does
not follow the convention designating cash inflows as positive numbers and
outflows as negative. PC adds the proper arguments and adjusts the sign of an
appropriate argument when necessary. The net effect is to preserve the sign
and magnitude of the function value. For example, the payment argument in @PV
needs to have its sign changed. If it's a number or cell reference, PC will
simply change its sign. However, if it's an expression like "A2+3", PC will
change it to "-(A2+3)." Notice that PC correctly enclosed the expression in
parentheses before making the argument negative. When you save the file, PC
will change the sign again.
All 123 financial functions supported by PC are converted to equivalent PC
functions when importing a 123 file. However, the reverse is not necessarily
true. PC differentiates between ordinary annuities and annuities due. 123
only knows about ordinary annuities, so if you are actually using annuities
due, the distinction is lost upon writing a 123 file. Furthermore, @PV takes
only 3 arguments in 123, omitting the future value argument supported by PC.
Thus, if the value of this argument is anything but 0 in PC, the function will
mean something different in 123. Finally, @RATE in 123 is limited to compound
interest calculations. PC's RATE function, however, fully supports annuity
calculations in addition to simple interest. Thus, any PC RATE function
dealing with annuities will mean something different in 123, as the additional
information is lost in the translation. You won't be warned of these errors,
so please guard against them.
Lookup Functions
The index arguments for these functions all suffer an "off by one" error.
Under Lotus, index begins at 0, whereas under PC, index begins at 1. Thus
when reading a 123 file, PC needs to add one to the index argument. If this
argument is a number, it will simply be incremented by one. However, if it's
anything else, PC will create a new expression of the form "old-expression+1".
Similar transformations are made when writing 123 files. After multiple read-
write cycles, you might find yourself with an index argument that looks like
"A1+1-1+1-1...". Watch out for this; it doesn't hurt anything, but it is
confusing.
One final thing to keep in mind is that apparently not all 123 Release 2
functions are supported by Release 1. Since the Lotus file format
documentation omits this information, PC does no checking while writing
Release 1 files for functions that Release 1 may not support. So, keep this
in mind if you are using a Release 1 type spreadsheet; use only those
functions that your spreadsheet supports.