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PC-INDEX USER'S GUIDE
Version 3.0
Copyright (c) 1989-90 HELP SOFTWARE
16706 BRADLEY COURT
BELTON, MO 64012
(816) 331-5809
LICENSE AGREEMENT
Copyright: This software product is copyrighted and all rights
reserved by HELP Software.
PC-INDEX is a User Supported (Shareware) product which represents many
hours of hard work. "User Supported" means if you use this product on
a regular basis, you should become a registered user.
User Supported software is distributed in its original, unmodified
form, without charge, via computer user's groups, software libraries,
electronic bulletin boards, and friend to friend sharing, resulting in
a reasonably priced product to the end user.
User Supported software is protected by copyright law to the same
extent as traditionally marketed software products, it is NOT public
domain software.
Registered users will receive a copy of the latest version of PC-INDEX
on disk and a printed manual. Support for WordPerfect, Microsoft
Word, Multimate, Wordstar, and Wordstar 2000 is only available with
the registered version of PC-INDEX. As major revisions or bug fixes
are made available, registered users will be notified by mail.
Liability: The user hereby agrees that regardless of the form of any
claim, liability for any damages or loss incurred because of this
product shall not exceed the registration fee or purchase price.
PC-INDEX Copyright (c) HELP Software 1989-90
16706 Bradley Court Belton, MO 64012 (816) 331-5809
PC-INDEX 3.0
Copyright (C) HELP SOFTWARE
Registration Form:
Remit To: Help Software
16706 Bradley Court
Belton, MO 64012
QTY Description Amount
___ Copie(s) of PC-INDEX 3.0 Disk and Manual ______
@ $45.00 each.
(Missouri Residents please add 6.475% sales tax) ______
Add $3.00 for shipping and handling inside ______
the US.
If outside the US add $6.00 for shipping ______
and handling.
Total ______
For those outside the US please pay by VISA / MC or pay
with a check drawn on a US bank in US dollars.
Payment by: [ ] Check [ ] PO # ____________________________
[ ] Visa/MC _________________ Expiration ____________________
Name: ______________________________________________________
Company: ______________________________________________________
Address: ______________________________________________________
______________________________________________________
______________________________________________________
Work Phone: (____) ___________ Home Phone: (____) __________
Disk Format: 3 1/2" ___ 5 1/4" ___
Word Processor and version Number: ____________________________
TABLE OF CONTENTS
WHAT DOES PC-INDEX DO ?.................................1
GETTING STARTED.........................................3
SYSTEM REQUIREMENTS.....................................4
NEW FEATURES............................................4
INSTALLATION............................................5
QUICK START - EXAMPLES..................................6
Extract Single Words...............................7
Edit Extracted word file...........................8
Build Single Word Index............................9
Extract Phrases...................................12
Build Phrase Index................................13
PROCESSING MULTIPLE FILES TOGETHER.....................16
OTHER FEATURES.........................................20
Turning PC-INDEX on and off.......................20
ON-LINE HELP......................................21
Black and White monitors..........................21
MENU SELECTIONS........................................22
File Menu.........................................22
Edit Menu.........................................30
Option Menu.......................................34
Document Format Menu..............................35
FILE FORMAT INFORMATION................................37
ERROR MESSAGES.........................................38
BUG REPORT FORM........................................41
PC-INDEX SUGGESTION FORM...............................42
INDEX 1 (Single Word Index)............................43
INDEX 2 (Phrase Index).................................45
WHAT DOES PC-INDEX DO ?
PC-INDEX is designed to produce the type of an index that you would
find in the back of a book or reference manual. There are many
options available and two types of indexes that can be created
with PC-INDEX.
Both index types are described here along with a section of that
index type as an example.
1) Single Word Index: An index can be created listing every
occurrence of every single word in a document. Optionally, you can
include only the words you specify, or you can eliminate all
occurrences of the 1000 most common words in the English language.
You can even tell PC-INDEX to only index capitalized words (like
names).
Single Word Index Example:
----- A ----- bottom 9-10, 13
abbreviation 8 box 10, 14
abort 22 boxes 15
absence 8 brackets 8, 18
acceptance 2 BRADLEY 1-2
accordingly 20 breaks 5
accurate 5 brief 11
accurately 5 broken 12
active 8, 15, 18 Brown 4
actual 9, 13 Build 2, 9, 11-12
adapter 20 building 4
add 16-18 builds 14
added 4 built 14
addition 4 bw 20
additional 7
address 7
adhering 2 ----- C -----
adjust 7, 20 calculated 9, 13
advanced 7 call 9
advertising 7 called 9, 13
afford 2 case 7-8, 18-19
AGREEMENT 1-2 cases 15
agrees 2, 7 catch 4
alone 7 cd 5
alpha 7, 15-16, 18-19 CH 16
alphabet 7, 10, 14 chance 6, 18
alphabetical 14, 17-18 chapter 12
alphanumeric 7, 18-19 chapters 12
alternately 8 character 3-4, 15-16, 18-19, 21
apostrophe 16 characters 3, 6, 9, 12-13, 15,
apostrophes 16 18-19
PC-INDEX User's Guide -- Page 1
2) Phrase Index: An index can be generated listing all phrases that
you specify. PC-INDEX will even find phrases that wrap from one line
to another or from one page to another.
Phrase Index Example:
----- A ----- ----- I -----
automatically 21 index 1-22
----- B ----- ----- O -----
Black and White monitor 20 on line help 4
Bradley 1-2 Option Menu 2, 11
build index 2, 9, 11-12 options 3, 6-8, 11, 15-20
----- C ----- ----- Q -----
copyright 1-2, 11, 15, 19-20 Quick Start Example 2, 5
Court 1-2
created 3, 5-6, 8-9, 12-14, 21-22
----- S -----
spinoff list 11, 14, 17-18
----- D ----- system requirements 2-3
Document Format Menu 2
----- W -----
----- E ----- word frequency 4, 11, 14, 20
Edit Extracted word file 2, 6,
8-9, 12, 14, 18
Edit Menu 2, 7, 14-15, 18
Error Messages 2, 20
extract words 2, 6-7, 9, 11-17
----- F -----
File Menu 3, 6, 9, 11-12, 14, 17,
21
----- H -----
HELP Software 1-2, 11, 15, 19-20
PC-INDEX User's Guide -- Page 2
PC-INDEX can also create a list of all unique words and generate a
word frequency report.
PC-INDEX can index any size file. It can even handle multiple files
at once. Related files such as chapters of a book, depositions, or
trial transcripts can be indexed as a group.
PC-INDEX differs significantly from the index feature in most word
processors. Instead of having to mark each word or phrase (as you do
with most word processors), PC-INDEX simply searches your document(s)
for the words or phrases that choose to include.
PC-INDEX supports a number of major word processors. Currently
WordPerfect, Microsoft Word, Wordstar, Wordstar 2000, and Multimate
documents are supported in addition to ASCII files.
GETTING STARTED
Before you use PC-INDEX, be sure to read the README.TXT file for any
recent changes or additions to the program or the documentation.
You can do this by typing the command: TYPE README.TXT
from the command line.
Before using PC-INDEX you should make a complete backup copy of the
PC-INDEX program diskette.
You should have received one manual and one program diskette. The
program diskette should have the following files on it.
PCI.EXE - program file
PCI.DOC - documentation file
PCI.HLP - help file
PCI.INX - help index file
PCI.DEF - default settings file
CUSTOM.SET - custom character set
DISCARD.WRD - list of 1000 most common words
READ.ME - contains latest information about PC-INDEX
ORDER.FRM - order form
SAMPLE1.DOC - sample for multi-file document example
SAMPLE2.DOC - sample for multi-file document example
SAMPLE3.DOC - sample for multi-file document example
There is an example given for each type of index that PC-INDEX will
create. All of the examples use the text in this document to create
the index.
The best way to learn how to use PC-INDEX is to work through the
example for the type of index that you want to create. Then try it
with your own document.
PC-INDEX User's Guide -- Page 3
SYSTEM REQUIREMENTS
The minimum requirements for PC-INDEX are 640K of RAM, one floppy disk
drive, and DOS 2.1. A hard disk drive is highly recommended and may
be necessary for larger files.
NEW FEATURES
THE FOLLOWING FEATURES HAVE BEEN ADDED BEGINNING WITH VERSION 2.0
The include and discard word list capacity has been increased from
1000 to 3000 words.
The standard discard word list now contains the 1000 most commonly
used words in the English language. This list was compiled by Brown
University in the 60's. The previous list had 389 words. This change
reduces the size of an index created by PC-INDEX and will eliminate
approximately 2/3 of the words in a document when the discard word
list option is used.
The wildcard character '*' may now be used in searches for include
and discard words. The wildcard character '*' may only be used at the
end of a word. This feature allows you to catch many suffixes with
just one word. For example, if the word 'follow*' were in an include
word list or a discard word list, a match would be found on follow,
follows, follower, followed, following, etc.
Support for several word processors has been added. PC-INDEX now
supports WordPerfect, Microsoft Word, Multimate, Wordstar, and
Wordstar 2000.
The index may now be up to four columns wide. Previous versions
allowed only one or two columns. In addition, you can now control all
margins, the column width, and the number of spaces between columns.
On-line help is now included with PC-INDEX.
A word frequency feature has been added to give you a quick overview
of all unique words and how many times each word was used.
The ability to spin off an include or discard word list from an
extracted word file has been added. This will allow you to create an
ASCII file of all unique words that were extracted from a document.
This file can then be used as an include or discard word list. This
feature will assist you in creating customized include and discard
word lists without spending a great deal of time building them.
THE FOLLOWING FEATURES HAVE BEEN ADDED BEGINNING WITH VERSION 3.0.
The maximum length of a word has been increased from 15 characters to
25.
PC-INDEX User's Guide -- Page 4
Multiple files may be processed at one time by using the Wildcard
characters '*' or '?' in filenames to be processed. This feature will
be of particular interest to anyone that likes to place chapters into
separate files or to anyone that has a number of related files and
would like to process them as a group. This enhancement is explained
in more detail in the section titled Multi-file Processing.
A new option to extract only capitalized words has been added. This
will aid in extracting proper names from the text.
In previous versions of PC-INDEX, all words extracted had to be
converted to all upper case or all lower case. Beginning with version
3.0 an option has been added for no case conversion.
An option to turn indexing on and off within a document has been
added. Users wanting to skip over tables of contents, bibliographies,
or other items may now do so.
INSTALLATION
The installation of PC-INDEX is very simple.
To install PC-INDEX simply copy the files on the PC-INDEX program
diskette to your hard disk or a working floppy.
For example, to install PC-INDEX on a hard disk you might install
it with the program disk in drive A: using the following
commands. (Make sure you are at the C:> prompt.)
md \pci
cd \pci
copy a:*.* c:\pci
The first line "md \pci" creates the directory named "pci". This
directory may be named anything you wish.
The second line "cd \pci" makes the directory pci the current
directory.
The third line copies all files to the pci directory.
To install PC-INDEX on a floppy disk drive, simply format a floppy
disk drive and copy all files to that floppy.
PC-INDEX User's Guide -- Page 5
QUICK START - EXAMPLES
In order to get you up and running as quickly as possible, several
examples have been included to demonstrate the general use of
PC-INDEX.
For all of these examples we will index this documentation which is
contained in the file 'PCI.DOC'.
The PCI.DOC file was created by printing this document to disk. The
best way to prepare a document for use with PC-INDEX is to either
print it to disk or to use the conversion program that come with your
word processor. Either of these two methods will normally preserve
the file formatting needed by PC-INDEX.
If you are using WordPerfect, but don't own the registered version of
PC-INDEX you will need to print your document to disk. Before you
print to disk you will need to select the standard printer. If you
don't, you will probably end up with a lot of unusual words.
Simply saving a file as an ASCII or TEXT file will usually not
preserve the formatting. Form feeds or extra line feeds at the end of
a page, which PC-INDEX needs, will usually be removed.
If you are using one of the document types supported by PC-INDEX,
(i.e. WordPerfect, WORD, Wordstar, etc.) then don't worry about this.
Your documents will be handled differently, and there are more precise
methods for determining where page breaks occur.
There are two types of indexes that PC-INDEX can create for you.
Each index type requires two steps and one has an optional third step.
There is an example for each index type. They are presented in the
following order:
1) Single Word Indexes
2) Phrase Index
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. Both single
word indexes function identically, except for this.
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.
PC-INDEX User's Guide -- Page 6
STEP ONE: Extract Single Words
This option will extract each word in 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 (and incorrect).
Next, select the Extract Single Words option or the Extract
Capitalized 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, and the first page number to use.
For the input filename type 'PCI.DOC' and press enter. For the
output filename type 'PCI.SRT' and press enter. 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). We will leave this setting as it is. Next enter 5 for the
Start Indexing on Page entry, (we want to skip the first 4 pages that
contain the title page, the disclaimer, and the table of contents) and
leave the First Page Number to use setting at 1.
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 5 1 |
+---------------------------------------------------------------+
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.
PC-INDEX User's Guide -- Page 7
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 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 and the number of times that each
word occurred.
+--------------------------------------------------------------+
| File Edit Options Document MARK WORD CNT |
| |
| +---------------------------+ |
| |[*] additional 3 | |
| |[*] abort 1 | |
| |[*] absence 1 | |
| |[*] acceptance 1 | |
| |[*] accordingly 1 | |
| |[*] accurate 1 | |
| |[*] accurately 1 | |
| |[*] active 9 | |
| |[*] actual 2 | |
| |[*] adapter 1 | |
| |[*] add 7 | |
| |[*] added 4 | |
| |[*] addition 1 | |
| |[*] additional 1 | |
| |[*] address 1 | |
| |[*] adhering 1 | |
| |[*] adjust 2 | |
| |[*] advanced 1 | |
| |[*] advertising 1 | |
| |[*] afford 1 | |
| |[*] AGREEMENT 4 | |
| +---------------------------+ |
+--------------------------------------------------------------+
|ESC-end SPACE-mark/clear one entry F2-mark/clear all entries |
|F3-UPPER CASE F4-lower case F5-UPPER lower F6-top F7-next |
+--------------------------------------------------------------+
To the far left of each word are a set of brackets and 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.
PC-INDEX User's Guide -- Page 8
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'.
Most laser printers will only output 60 lines per page. If you will
PC-INDEX User's Guide -- Page 9
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. 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
output to be in. 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 processing 'PCI.SRT'.
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
PC-INDEX User's Guide -- Page 10
index is contained in the text file named 'PCI.NDX'. If you wish to
view the file you can QUIT PC-INDEX and enter 'TYPE PCI.NDX' from the
DOS command line. You could also send the document to the printer by
entering 'TYPE PCI.NDX >PRN' from the command line. Since 'PCI.NDX'
is an ASCII file, you could also load it into almost any word
processor and edit it further if you wish.
INDEX TYPE TWO: PHRASE INDEX
The phrase index feature of PC-INDEX will quickly create an index
listing the page number(s) of all phrases that you provide. You can
create this list using any word processor, or you can use PC-INDEX to
create it for you.
The preferred method of creating the list is to use the Edit Phrase
List option found under the Edit menu. This method is preferred
because many of the requirements of PC-INDEX will be met, since
errors are checked for and prevented.
If you wish to use some other means of creating a phrase list the
following conditions need to be met.
* The file must be an ASCII file
* There must be a carriage return at the end of each line.
* No phrase may be longer than 70 characters.
* No more than 3000 phrases may be used at one time.
* The phrases must be in sorted order (case insensitive)
Creating a Phrase List:
One technique for creating a complete list of phrases is to start with
a list of all unique words used in a document and build phrases from
them. PC-INDEX can help you do much of this. By using the Extract
Single Words function and then the Spinoff Unique Words function, you
can quickly create a complete listing of all words in your document
and write them to an ASCII file.
After this list is created you may edit the words using a word
processor or the Edit Phrase List feature of PC-INDEX. If you use PC-
INDEX to do this the list will be kept in sorted order as you convert
the words to phrases.
More information on spinning off unique words is available under the
File Menu section later in this manual.
For this example we will create a short list of phrases to index.
Select Edit Phrase List from the Edit menu. There are currently no
phrases listed here.
PC-INDEX User's Guide -- Page 11
Press F4 to begin adding phrases. You should see a new window appear.
Add the following phrases to the list:
Black and White monitor
Build Index
Copyright
Document Format Menu
Edit Extracted Word File
Edit Menu
Error Messages
Examples
Extract Words
File Menu
Help Software
index
on line help
Option Menu
PC-INDEX User's Guide
Quick Start
Spinoff List
System Requirements
Word Frequency
You do not need to enter the phrases in sorted order, PC-INDEX will
sort them for you.
Note: None of the phrases will appear on the screen until you are
finished adding them. By pressing ESCape or F10 you will quit the Add
/ Edit function and all the phrases that you added will appear.
Add more phrases if you wish, but this should be enough phrases to
give you a good idea how this function works. Press ESCape or F10
again. You will be informed that the list has changed and asked if
you want to save it. Press Y to save the list.
STEP ONE: Extract Phrases
To begin using PC-INDEX type PCI and press enter.
This option will extract all phrases that you provided and record them
in sorted order along with the page number that they occur on.
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 Phrases option from the FILE menu, by using
the cursor keys and pressing ENTER. You should now see a new window
PC-INDEX User's Guide -- Page 12
asking you for an input filename, an output filename, the page size,
the first page number to start indexing on, and the first page number
to use.
For the input filename type 'PCI.DOC' and press enter. For the
output filename type 'PCI.SRT' and press enter. 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). We will leave this setting as it is. Next enter 5 for the
Start Indexing on Page entry, (we want to skip the first 4 pages that
contain the title page, the disclaimer, and the table of contents) and
leave the First Page Number to use setting at 1.
The completed window should look something 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 5 1 |
+---------------------------------------------------------------+
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.
This process should only take a few seconds for PCI.DOC.
STEP TWO: Build Phrase Index
The second and final step 'Build Phrase Index' is found under the FILE
menu. This step takes the file created by the 'Extract Phrases'
selection and creates the final index.
Select 'Build Phrase 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 phrases. 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'.
PC-INDEX User's Guide -- Page 13
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 Phrases'.
Most laser printers will only output 60 lines per page. If you will
be printing the index on 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. 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
output to be in. You will be able to produce an index up to four
columns wide if your phrases are small enough. An example of a two
column phrase 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 calculated
by PC-INDEX and is equal to the longest phrase that you entered. The
maximum is 99 characters.
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 |
+------------------------------------------------------------+
PC-INDEX User's Guide -- Page 14
When you have finished entering the filenames and other information,
press F10 to begin processing 'PCI.SRT'.
You should see a status box which tells you the number of phrases to
be processed, the number of phrases 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 QUIT PC-INDEX and enter 'TYPE PCI.NDX' from the
DOS command line. You could also send the document to the printer by
entering 'TYPE PCI.NDX >PRN' from the command line. Since 'PCI.NDX'
is an ASCII file, you could also load it into almost any word
processor and edit it further if you wish.
PC-INDEX User's Guide -- Page 15
PROCESSING MULTIPLE FILES TOGETHER
PC-INDEX has the ability to process a group of files together and
create just one index for all of them. This feature should be very
useful for writers that put chapters into separate files and for
attorneys that have a number of depositions or trial transcripts
relating to the same case.
The process to create an index for multiple files is the same for
single words and phrases. For an example we will work through a
single word index.
To begin select Extract Single Words from the File menu. There are
three sample files supplied with PC-INDEX for the sole purpose of
demonstrating Multi-File Processing. They are SAMPLE1.DOC,
SAMPLE2.DOC, and SAMPLE3.DOC. These sample files are ASCII files so
select ASCII from the Document menu.
PC-INDEX examines the Input File Name to see if any wildcard
characters ('*' or '?') are used. If a wildcard character is used
anywhere in the filename, PC-INDEX will check to see if there are any
matching files. If there are matching files, PC-INDEX will get all of
the filenames that match, sort them, and display them.
For our example, enter SAMPLE*.DOC as the input filename and
SAMPLE.SRT as the output filename. When the files are processed
together, all of the output is placed into one file.
These files are all ASCII files and they were all created using 60
lines per page. Enter 60 as the Page Size and leave the other
settings as they are.
If you need to skip over the first few pages of a document and enter a
number for Start Indexing on Page, then those pages will only be
skipped for the first document. All other documents will begin
processing on page one.
The completed screen should look something like this:
+---------------------------------------------------------------+
| |
| Input File Name: (Name of Document to process) |
| SAMPLE*.DOC |
| |
| Output File Name: |
| SAMPLE.SRT |
| |
| Page Size Start Indexing on Page First Page Number to use|
| 60 1 1 |
+---------------------------------------------------------------+
Press F10 when you have completed this screen.
PC-INDEX User's Guide -- Page 16
The next screen you see will be the Multi-File Processing screen. If
you don't see this screen then you have done something wrong.
The first entry is for a Wildcard Description Filename. This file is
where PC-INDEX will store the information it needs to complete a
multi-file index. For this example we'll call it SAMPLE.
The next entry is for the type of prefix you want (if any). A prefix
is a string that will be placed in front of the page numbers to
indicate what file or chapter the word or phrase occurred in.
There are three ways to set the prefix. Use Filename for Prefix, Use
Prefix String, and No Prefix.
1) Use Filename for Prefix will use all or part of the filename as a
prefix. For example, if you use the filename for a prefix your index
entries may look like the following:
absolute SAMPLE1.23-SAMPLE1.57, SAMPLE2.14, SAMPLE2.20,
SAMPLE3.92
To select the Use Filename for Prefix option position the cursor in
front of that option and press the spacebar. The cursor will move to
the right in an area with hyphens and a period. There is one hyphen
for each character available in a filename. To use any position in
the filename for a prefix you must place an asterisk '*' in that
position. For example, with the files that we have selected (SAMPLE1,
SAMPLE2, and SAMPLE3), here are some examples along with the prefixes
that would result:
Filename Resulting Prefixes
Entries
*******-.--- SAMPLE1 SAMPLE2 SAMPLE3
***-----.--- SAM SAM SAM
************ SAMPLE1.DOC SAMPLE2.DOC SAMPLE3.DOC
***---*-.--- SAM1 SAM2 SAM3
There is quite a bit of flexibility here. You need to keep in mind
that the filenames will be sorted in alphabetical order and they will
also be processed in that order.
2) Use Prefix String will allow you to enter one string and that
string will be used as the prefix for all files. Later you will have
a chance to edit the prefixes so that each file will have a unique
prefix.
3) Use No Prefix will list only the page numbers by themselves.
For this example select the Use Filename for Prefix entry and place an
asterisk over the first seven hyphens.
The next section of the screen asks you for a few more pieces of
PC-INDEX User's Guide -- Page 17
information. The first one is the character to separate the prefix
from the page number. This character can be any character you wish to
use, but you must use a character (even if it is a space). This
character separates the prefix from the page numbers and will help
increase the readability of your index.
For this example leave this entry as it is.
Next you are asked whether or not you want to start each chapter with
page one. This option gives you the ability to control whether you
want the page numbers to be contiguous (keep on going from 1) or to
start each file or chapter with page 1.
For this example select Y. We want to begin numbering each chapter
with one.
The completed screen should look something like this:
+---- Multi- File Processing --------------------------------+
| |
| Wildcard Description Filename |
| SAMPLE |
| |
| |
| Prefix String |
| +-------------------------------------------------+ |
| | X Use Filename for Prefix: *******-.--- | |
| | | |
| | Use Prefix String: | |
| | | |
| | No Prefix: | |
| +-------------------------------------------------+ |
| Character to separate prefix from page number: . |
| Start Each Chapter with Page one (Y/N): Y |
| |
+--------------------------------------------------------------+
Press F10 when you have completed this screen.
The next screen should like the screen below. PC-INDEX has searched
for all matching filenames and displayed them along with the prefix
that you selected, the separate character, the restart flag, and the
first / each flag. The start pagenum entry will always be zero at
this point since PC-INDEX hasn't processed the files yet. PC-INDEX
will fill in these entries later.
At this point you can delete complete lines so that PC-INDEX will not
process individual files. You can also edit individual lines to
change the prefix, the separate character, or the restart flag. The
filename and the start pagenum cannot be changed.
Please note that the filenames are sorted in alphabetical order and
PC-INDEX User's Guide -- Page 18
this is also the order that they will be processed in. There is
nothing that you can do here to alter the order that the files will be
processed in. If this order is not acceptable you will need to rename
your files.
For this example, just leave the entries as they are.
FILENAME PREFIX CHAR RESTART START PAGENUM 3
+---------------------------------------------------------------+
| |
| |
| |
| |
| |
| |
| |
|SAMPLE1.DOC SAMPLE1 . Y 0 |
|SAMPLE2.DOC SAMPLE2 . Y 0 |
|SAMPLE3.DOC SAMPLE3 . Y 0 |
|<end of list> |
| |
| |
| |
+---------------------------------------------------------------+
Press ESCape or F10 to continue.
PC-INDEX will begin processing the first file in the list immediately.
It will also display the name of the file it is currently processing.
For this example the processing should only take a few seconds.
The next step is to build the index. Select Build Single Word Index
from the File menu. The build single word index function is the same
here as it is for processing just one file except for one difference.
You will need to enter the name of the Wildcard Description File that
was just created so that PC-INDEX will know how to process the index.
PC-INDEX User's Guide -- Page 19
When completed your screen should look something like this:
+------------------------------------------------------------+
| Input File Name: |
| SAMPLE.SRT |
| |
| Output File Name: |
| SAMPLE.NDX |
| |
| Wildcard Description File: (Leave blank if not needed) |
| SAMPLE |
| |
| Page Size Page Width (Columns) Number of Columns |
| 66 80 77 2 |
| Column Width Space Between Columns Top Margin |
| 35 2 5 |
| Bottom Margin Left Margin Right Margin |
| 5 5 0 |
+------------------------------------------------------------+
Press F10 to complete the index.
You may want to experiment with some of the options to see what types
of results you can get.
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 'SAMPLE.NDX'. If you wish
to view the file you can QUIT PC-INDEX and enter 'TYPE SAMPLE.NDX'
from the DOS command line. You could also send the document to the
printer by entering 'TYPE SAMPLE.NDX >PRN' from the command line.
Since 'SAMPLE.NDX' is an ASCII file, you could also load it into
almost any word processor and edit it further if you wish.
OTHER FEATURES
There are three other features available within PC-INDEX that really
don't fall into any other section so they are explained here. Those
features are turning PC-INDEX on and off within a document, on-line
help, and using a black and white monitor.
Turning PC-INDEX on and off
PC-INDEX can be turned on and off from within a document. This can be
useful in allowing you to skip over tables of contents,
bibliographies, charts, tables, etc., while keeping the page numbers
correct.
To turn PC-INDEX off type "pcindexoff" within the document. When PC-
INDEX reads the command, processing will continue, but no words or
phrases will be saved until "pcindexon" is encountered.
These commands may be either upper or lower case commands, but there
PC-INDEX User's Guide -- Page 20
cannot be any spaces in the word. Each command must also have a space
before and after it or be on a line by itself.
ON-LINE HELP
On-line help is available in PC-INDEX. Press F1 and a menu will be
displayed listing all areas that help is available for. Just select
the type of help that you want to see and press enter. Most of the
help is taken straight out of the manual.
Black and White Monitors
Using PC-INDEX with a black and white monitor: If you are using a
computer which has a black and white monitor, but uses a color video
adapter, (such as a laptop computer) you may have trouble reading the
screen in some places. PC-INDEX has a black and white option. If you
enter 'PCI bw' when you start PC-INDEX, then PC-INDEX will know that
you have a black and white monitor and will adjust the colors
accordingly.
PC-INDEX User's Guide -- Page 21
MENU SELECTIONS
The following section gives a brief description of all menu choices.
The main menu consists of four menus, FILE, EDIT, OPTIONS, and
DOCUMENT.
FILE menu:
The FILE menu has nine available selections: Extract Single Words,
Extract Capitalized Words, Build Single Word Index, Word Frequency,
Spinoff Unique Words, Extract Phrases, Build Phrase Index, Save
Settings, and Quit.
+---------------------------------------------------------------+
| File Edit Options Document |
| +-------------------------------------+ |
| | Extract Single Words | |
| | Extract Capitalized Words | |
| | Build Single Word Index | |
| | Word Frequency | |
| | Spinoff Unique Words | |
| +-------------------------------------+ |
| | Extract Phrases | |
| | Build Phrase Index | |
| +-------------------------------------+ |
| | Save Settings | |
| | Quit | |
| +-------------------------------------+ |
| |
| |
| PC-INDEX 3.0-Index Generator Copyright 1989-90 Help Software |
+---------------------------------------------------------------+
This menu is broken down into three categories. The first category is
single word functions, the second section contains phrase functions,
and the last is for saving settings and quitting.
Extract Single Words
Extract Single Words is the first item in the menu. It is also the
first step performed in creating a single word index. It's function
is to extract each individual word from the document and record it.
This option will extract all words in the document, one at a time, and
record them in sorted order along with the page number that they occur
on.
Before you begin with the Extract Words selection, you need to select
the proper document type from the Document menu and you need to check
the options in the Option menu. For more information, see the Option
PC-INDEX User's Guide -- Page 22
menu description later in this section.
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, and the first page number
to use.
For the input filename, enter the name of the document that you want
to index and press enter. For the output filename type any name you
want and press enter. The output file is not the index, but a sorted
list of all words in the document and the page numbers that they occur
on. It is recommended that you use the same name as the document with
'.srt' as the extension.
The entry for page size is only used if you are using a Text or
ASCII file. If you are using a word processor supported directly by
PC-INDEX then you can ignore this entry. For a list of word
processors supported by PC-INDEX, look in the Document menu.
The next entry is Start Indexing on Page. This entry allows you to
skip a few pages at the beginning of a document before the indexing
starts. This will let you skip a title page, table of contents, or
anything else at the beginning of a document that you don't want to
index.
The First Page Number to use setting will determine what page number
PC-INDEX will use as the first page number. This entry can be used
with the Start Indexing on Page setting so that you can start indexing
on page four, but the first page number will be page one.
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|
| 66 4 1 |
+---------------------------------------------------------------+
When you have finished entering the filenames and other
information, press F10 to begin processing.
Extract Capitalized Words
The Extract Capitalized Words selection works in exactly the same
manner as Extract Single Words, except that it only extracts
capitalized words (like names).
PC-INDEX User's Guide -- Page 23
Build Single Word Index
Build Single Word Index is the final step in creating a single word
index. It takes the file created by the 'Extract Single Words'
selection and edited by the 'Edit Extracted Word File' selection and
creates an index.
Select 'Build Single Word Index' from the FILE menu. You will be
asked for the input file and output file. Enter the name of the
extracted word file that you created with the Extract Words process.
This file should have '.SRT' as the filename extension.
Next you will be asked what name you want to use for the output file.
This is the filename that the actual index will be called. It is
recommended that you use the original document name with the extension
'.NDX'.
The Wildcard Description file is only used if you are processing a
group of files together. If you indexed a group of files then use the
same wildcard description filename here. It contains information that
PC-INDEX needs to complete the index.
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'.
Most laser printers will only output 60 lines per page. If you will
be printing the index on a laser printer, you will probably 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 of 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. This number (required width) must
be smaller than the Page Width setting or an error will occur.
Next, PC-INDEX asks you the number of columns you would like the
output to be in. 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.
PC-INDEX User's Guide -- Page 24
The completed input window should look like this:
+---------------------------------------------------------------+
| Input File Name: |
| pci.srt |
| |
| Output File Name: |
| pci.ndx |
| |
| Wildcard Description File Name: (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 processing.
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.
When this is finished, you will be returned to the main menu and the
completed index is contained in the text file that you named. If you
wish to view the file you can QUIT PC-INDEX and enter 'TYPE filename'
from the DOS command line, where filename is the name you gave the
index file. You could also send the document to the printer by
entering 'TYPE filename >PRN' from the command line. Since the index
is an ASCII file, you could also load it into almost any word
processor and edit it further if you wish.
Word Frequency
Word Frequency builds a word frequency list. This file contains all
unique words in alphabetical order and the number of times that each
word was used. This file is built from an extracted single word file.
If you want a complete listing of all words, be sure to extract words
using the 'Don't use any Word List' option (found in the Options
menu).
Enter the name of the extracted word file that you want to process for
the Input File Name. If you have not already created an extracted
single word file, then you will need to do this first.
Enter any name you want for the output file name. This file will
PC-INDEX User's Guide -- Page 25
be an ASCII text file when finished. For consistency, it is
recommended that you use the document name with the extension '.frq'.
The minimum word count that you are asked for will allow you to set a
minimum number of occurrences for a word to be included in the word
frequency file. In other words, if you want only the most frequently
used words in the word frequency list, you might enter 20 or some
other large number in the Minimum Word Count entry. This way only
words occurring 20 or more times would be included in the word
frequency list.
Spinoff List
Spinoff List creates an ASCII text file of words from an extracted
single word file. This can be particularly helpful when you are
creating a customized include word list or discard word list.
This option will quickly go through an extracted word file and
write out all unique words to a file. This file can then be used as
either an include or discard word list. By editing the file with the
Edit Extracted word file (found under the Edit Menu) you can mark or
un-mark unique words. Then when you spin off a list you can spin off
either the marked words or the un-marked words.
First select Spinoff List from the File menu. Enter the Input
File Name. It must be an extracted single word file.
Next enter the Output File Name. This will be an ASCII file and
you may name it whatever you wish.
Finally enter 'a' or 'i' to spin off either active or inactive
words. Press F10 and processing will begin.
If you plan to use this file as an include word list or a discard word
list you will probably want to use '.WRD' as the filename extension.
You can change the default file names that PC-INDEX uses for include
and discard word lists by using the Edit Word List Filenames under the
Edit menu.
Extract Phrases
Extract Phrases will search through a document and find all
occurrences of a list of phrases. It is the first step performed in
creating a phrase index. It's function is to extract each individual
phrase from a document and record it.
Before you begin with the Extract Phrases selection, you need to
select the proper document type from the Document menu.
Select the Extract Phrases 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,
PC-INDEX User's Guide -- Page 26
the first page number to start indexing on, and the first page number
to use.
For the input filename, enter the name of the document that you want
to index and press enter. For the output filename type any name you
want and press enter.
The output file is not the index, but a sorted list of all phrases in
the document and the page numbers that they occur on. It is
recommended that you use the same name as the document with '.srt' as
the extension.
The entry for page size is only used if you are using a Text or ASCII
file. If you use a word processor supported directly by PC-INDEX then
you can ignore this entry. For a list of word processors supported by
PC-INDEX, look in the Document menu.
The next entry is Start Indexing on Page. This entry allows you to
skip a few pages at the beginning of a document before the indexing
starts. This will let you skip a title page, table of contents, or
anything else that you don't want to index.
The First Page Number to use setting will determine what page number
PC-INDEX will use as the first page number. This entry can be used
with the Start Indexing on Page setting so that you can start indexing
on page four, but the first page number will be page one.
The completed window should look like something 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|
| 66 4 1 |
+---------------------------------------------------------------+
When you have finished entering the filenames and other information,
press F10 to begin processing.
Build Phrase Index
Build Phrase Index is the final step in creating a phrase index.
Build Phrase Index takes the file created by the 'Extract Phrases'
selection and creates the phrase index.
Select 'Build Phrase Index' from the FILE menu. You will be asked for
the input file and output file. Enter the name of the extracted word
PC-INDEX User's Guide -- Page 27
file that you created with the Extract Words process. This file
should have '.SRT' as the filename extension.
Next you will be asked what name you want to use for the output file.
This is the filename that the actual index will be called. It is
recommended that you use the original document name with the extension
'.NDX'.
The Wildcard Description file is only used if you are processing a
group of files together. If you indexed a group of files then use the
same wildcard description filename here. It contains information that
PC-INDEX needs to complete the index.
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'.
Most laser printers will only output 60 lines per page. If you will
be printing the index on a laser printer, you will probably 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 of 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. This number (required width) must
be smaller than the Page Width setting or an error will occur.
Next, PC-INDEX asks you the number of columns you would like the
output to be in. You will be able to produce an index up to four
columns wide if your columns are small enough. An example of a two
column phrase 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 equal to the
longest phrase in the phrase list that you used, and the maximum is
99.
The number of spaces between columns can range from 1 to 9.
Next fill in the top, bottom, left, and right margins to the
settings that you wish.
PC-INDEX User's Guide -- Page 28
The completed input window should look something like this:
+---------------------------------------------------------------+
| Input File Name: |
| pci.srt |
| |
| Output File Name: |
| pci.ndx |
| |
| Wildcard Description File Name: (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 processing .
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.
When this is finished, you will be returned to the main menu and the
completed index is contained in the text file that you named. If you
wish to view the file you can QUIT PC-INDEX and enter 'TYPE filename'
from the DOS command line, where filename is the name you gave the
file. You could also send the document to the printer by entering
'TYPE filename >PRN' from the command line. Since the index is an
ASCII file, you could also load it into most word processors and edit
it further if you wish.
Save Settings
Save Settings saves the current settings in the OPTIONS and DOCUMENT
menus. It will also save all numeric settings in the various dialogue
boxes and save the word list filenames.
Quit
Quit exits PC-INDEX and returns you to the DOS prompt.
PC-INDEX User's Guide -- Page 29
EDIT menu:
The EDIT menu has six available selections: Edit Custom Character
Set, Edit Discard Word File, Edit Include Word File, Edit Phrase File,
Edit Extracted Word File, and Edit Word List Filename.
+--------------------------------------------------------------+
|File Edit Options Document |
| +--------------------------+ |
| |Edit Custom Character Set | |
| |Edit Discard Word File | |
| |Edit Include Word File | |
| |Edit Phrase List | |
| |Edit Extracted Word file | |
| |Edit Word List Filenames | |
| +--------------------------+ |
| |
| |
| |
| |
|PC-INDEX 3.0-Index Generator Copyright 1989-90 Help Software |
+--------------------------------------------------------------+
Edit Custom character set:
The custom character set is a list of characters that will be allowed
to be part of a word. This feature gives you a great deal of
flexibility in determining what characters a word can contain. For
instance you will obviously want to include all alphabetical
characters, but you may or may not want numbers, hyphens, apostrophes,
or other punctuation characters to be allowed in a word.
There are 256 possible characters and any character except a space can
be valid in a word. To allow or disallow a character simply position
it under the highlight bar and press the spacebar.
If a character is not valid in a word then PC-INDEX assumes that a new
word begins there. There are a few cases which you need to plan for.
For instance, the way PC-INDEX comes configured, hyphens and
apostrophes will not be included in a word. Words like wouldn't and
couldn't will not be kept together. If this is going to be a problem
for you, then use the custom character set and mark the hyphen and
apostrophe and any other character which may cause a problem for you.
PC-INDEX User's Guide -- Page 30
+--------------------------------------------------------------+
|File Edit Options Document MARK CH DEC DES|
| +----------------------+ |
| | [*] W 87 | |
| | [*] X 88 | |
| | [*] Y 89 | |
| | [*] Z 90 | |
| | [ ] [ 91 | |
| | [ ] \ 92 | |
| | [ ] ] 93 | |
| | [ ] ^ 94 | |
| | [ ] _ 95 | |
| | [ ] ' 96 | |
| | [*] a 97 | |
| | [*] b 98 | |
| | [*] c 99 | |
| | [*] d 100 | |
| | [*] e 101 | |
| | [*] f 102 | |
| | [*] g 103 | |
| | [*] h 104 | |
| | [*] i 105 | |
| | [*] j 106 | |
| | [*] k 107 | |
+------------------------------------+----------------------+--+
|SPACE-mark/clear PgUp PgDn Home End-position cursor ESC-end |
|F2-save/end F4-mark alpha F5-mark numbers |
+--------------------------------------------------------------+
Press F2 when you are ready to save the modified custom character
list. If you need to mark all letters or numbers, F4 and F5 will
do this for you quickly.
EDIT Discard word file
The Discard word file contains a list of words which can be searched
during the Extract words selection. If the 'Use Discard Word List'
option is selected from the options menu, when a word is extracted
from a document, the Discard word file is searched. If a match is
found then the extracted word will be discarded and will not be
included in the index. All other words will be included.
Over 1000 words are included in the Discard word list right now. Many
words are words like a, and, the, if, or, etc. You may want to take a
look at the words currently in the list to see if they meet your
needs.
By using the EDIT Discard word file, you can add, edit, or delete
words from the list to customize it. Up to 3000 words can be included
in the list.
PC-INDEX User's Guide -- Page 31
+---------------------------------------------------------------+
| File Edit Options Document DISCARD WORD LIST 1033 |
| +----------------------+|
| | a ||
| | ability ||
| | able ||
| | about ||
| | above ||
| | accept ||
| | accepted ||
| | across ||
| | actually ||
| | after ||
| | again ||
| | ago ||
| | agree ||
| | agreed ||
| | ahead ||
| | all ||
| | allow ||
| | allowable ||
| | allowed ||
| | allowing ||
| | allows ||
| +----------------------+|
| PgUp PgDn Home End - position cursor ESC-end |
| F2-save/end F3-edit word F4-add word F5-delete word |
+---------------------------------------------------------------+
By pressing F3, you will be allowed to edit the word that is under the
highlight bar. By pressing F4, you will be allowed to add words to
the list. As you add new words to the list, they will be inserted in
the correct place so that the list remains in alphabetical order. You
can have up to 3000 words in the discard word list. Press F2 when you
are ready to save the modified discard word list.
EDIT Include word file
The Include word file contains a list of words which can be searched
during the Extract words selection. If the Use Include Word List
option is selected from the options menu, when a word is extracted
from a document, the Include word file is searched. If a match is
found then the extracted word will be included in the index.
There are no words included in the Include word list as it ships. By
using the EDIT Include word file option, you can add, edit, or delete
words from the list to customize it. Up to 3000 words can be included
in the list.
There is a shortcut you can use to create a customized include word
list very easily. By using the Spinoff List option (under the file
PC-INDEX User's Guide -- Page 32
menu) you can quickly spin off a list of unique words in alphabetical
order. This list can then be used as an include word list or a
discard word list.
See the Spinoff List option for more information.
Edit Phrase List
The Phrase List file contains a list of phrases which will be searched
during the Extract Phrases selection. As PC-INDEX processes the
document, the Phrase List file is continuously searched. If a match
is found then the extracted phrase will be included in the index.
There are no phrases in the phrase list as it ships. By using the
EDIT Phrase List option, you can add, edit, or delete phrases from the
list to customize it. Up to 3000 phrases can be included in the list.
EDIT Extracted word file
This is an optional step in creating a single word index. It gives
you a chance to fine tune the 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).
After selecting Edit Extracted word file from the Edit Menu. Enter
the name of the extracted word file that you want to edit. This may
take a few seconds to load.
On the far left you will see a set of brackets with an asterisk. The
asterisk means that the word is active and will be included in the
index. By pressing the spacebar you can toggle individual words
between active and inactive. With this technique you can quickly cut
out words that you don't want to include.
By pressing F2 you can toggle all words between being active and
inactive. This function will allow you to clear all entries and then
go through the list and mark only the words that you want. By using
this technique along with the Spinoff List option, you can quickly and
easily create an include word file or a discard word file.
By pressing F3 you can change individual words to all upper case, by
pressing F4 you can change individual words to all lower case, and by
pressing F5 you can change individual words so that the first
character is upper case and the rest of the word is lower case.
The Edit Extracted Word File function will load a maximum of 1000
unique words at one time. If you have a very large file, it may be
larger than 1000 words. If that is the case, then PC-INDEX will only
PC-INDEX User's Guide -- Page 33
load the first 1000 unique words. By pressing F7, you can move
through the file so that you can edit the entire file. F6 will move
you back to the beginning of the file.
Edit Word List Filenames
PC-INDEX allows you to change the names of the INCLUDE, DISCARD, and
PHRASE lists that it uses. This way you can use a word processor or
PC-INDEX to create new lists without destroying existing lists or
having to constantly rename the files. Select Edit Word List
Filenames from the Edit Menu and you will see a window that looks like
this:
+--- Edit Word List Filenames -------------------------------+
| |
| Discard Word List Filename: |
| DISCARD.WRD |
| |
| Include Word List Filename: |
| INCLUDE.WRD |
| |
| Phrase List Filename: |
| PHRASE.WRD |
+--------------------------------------------------------------+
You can now select the filename that you want to change and type in
any name that you wish.
OPTIONS menu
The OPTIONS menu has eight available selections. There are three
basic groups of selections: case conversion, compare list, and
eliminate duplicates.
+-------------------------------------------------------------+
|File Edit Options Document |
| +--------------------------------------+ |
| |/No Conversion | |
| | Convert words to UPPER CASE | |
| | Convert words to lower case | |
| | Convert words to UPPER & lower case | |
| +--------------------------------------+ |
| | Don't Use any Word List | |
| |/Use Discard Word List | |
| | Use Include Word List | |
| +--------------------------------------+ |
| |/Eliminate Duplicate Words | |
| +--------------------------------------+ |
| |
PC-INDEX User's Guide -- Page 34
|PC-INDEX 3.0-Index Generator Copyright 1989-90 Help Software|
+-------------------------------------------------------------+
The first group of options determines what case the characters will be
converted to when written to disk.
For consistency, PC-INDEX can convert all words to be the same case as
they are being extracted. If you want to do any conversion, you have
three choices. Convert words to UPPER CASE will convert all words to
upper case, Convert words to lower case will convert all words to
lower case, and Convert words to UPPER & lower case will convert the
first letter in the word to upper case and the rest of the word to
lower case. If you select No Conversion then no conversion will take
place.
The second group of options determines which words will be included in
the extracted word list.
You have three options to determine which words will be included.
Don't Use any Word List: When this option is selected every word in
the document will be included. Common words like 'a', 'and', 'the',
etc. will be indexed using this option.
Use Discard Word List: When the Use Discard Word List option is
selected, PC-INDEX will compare the extracted word to the discard word
list. If a match is found, the extracted word will be discarded and
will not be included in the extracted word list or the index.
Use Include Word List: When the Use Include Word list option is
selected, PC-INDEX will compare the extracted word to the include
word list. If a match is found, the extracted word will be included
in the extracted word list and the index.
The last option is Eliminate Duplicate Words. It will speed up
processing of large files and reduce the size of files produced
by PC-INDEX. When this option is selected any duplicates that
occur on the same page will be deleted.
If you are planning a word frequency file, turn this option off
so that all occurrences of every word will be recorded.
DOCUMENT menu:
If you are using the shareware version of PC-INDEX you will only be
able to index ASCII files. The ability to process files without
converting them to ASCII is only available with the registered version
of PC-INDEX.
PC-INDEX User's Guide -- Page 35
The registered version of PC-INDEX has the ability to process
documents of several popular word processors without any conversion.
If you wish to process Microsoft Word 4.0, Microsoft Word 5.0,
Wordperfect 4.2, 5.0, 5.1, Multimate, Wordstar 2000, or Wordstar
Professional in their original formats, simply select the document
type that you are using and PC-INDEX will process the document without
any conversion.
+---------------------------------------------------------------+
|File Edit Options Document |
| +----------------------+ |
| |/Text (ASCII) | |
| | Microsoft Word 4.0 | |
| | Microsoft Word 5.0 | |
| | Multimate | |
| | Wordperfect 4.2 | |
| | Wordperfect 5.0/5.1 | |
| | Wordstar 2000 Rel 3 | |
| | Wordstar Pro 4.0 | |
| | WordStar Pro 5.0 | |
| +----------------------+ |
| |
| |
| |
| |
| |
|PC-INDEX 3.0-Index Generator Copyright 1989-90 Help Software |
+---------------------------------------------------------------+
PC-INDEX User's Guide -- Page 36
FILE FORMAT INFORMATION:
The file formats of all the files that PC-INDEX creates are explained
below. This is rather technical information and is provided for the
convenience of those who may wish to manipulate PC-INDEX files in a
way not provided by PC-INDEX.
If you come up with something interesting, please let us know, we may
want to included something similar in a future version of PC-INDEX.
All of the actual indexes are straight ASCII files so no information
is given for them. The information here explains how the extracted
word and phrase files are laid out.
Extracted Single Word Files:
active / inactive flag 1 byte 0 = inactive 1 = active
word 26 byte null terminated string
page number 2 byte integer
Extracted Phrase Files:
active / inactive flag 1 byte 0 = inactive 1 = active
phrase number 26 bytes null terminated string. Gives
the number of the phrase used (in
ASCII string format), not the actual
phrase. To get the actual phrase you
must look it up in the original phrase
list. You should take some care to
make sure that the phrase file has not
been modified after the extracted
phrase list was created or your index
will not be accurate.
page number 2 byte integer
PC-INDEX User's Guide -- Page 37
ERROR MESSAGES:
The following list contains some of the error messages you may
encounter while running PC-INDEX.
Can't find Discard word file. - The file 'DISCARD.WRD' could not
be found. If you select the Edit Discard Word File option,
'DISCARD.WRD' should be created automatically and this problem
should not occur.
Can't find Include word file. - The file 'INCLUDE.WRD' could not
be found. If you select the Edit Include Word File option,
'INCLUDE.WRD' should be created automatically and this problem
should not occur.
Can't find Phrase word file. - The file 'PHRASE.WRD' could not
be found. If you select the Edit Phrase Word File option,
'PHRASE.WRD' should be created automatically and this problem
should not occur.
Can't close file 'filename'. - You may have a problem with your
system.
Can't locate the text in this document. - You may have selected the
wrong document format or your document may not have any text.
Can't open custom character set. - The file 'CUSTOM.SET' could
not be found. If you select the Edit Custom Character Set
option, 'CUSTOM.SET' should automatically be created and this
problem should not occur.
Can't open file 'filename'. - The file may not exist. Check to
see if it does or not. You may also not have enough file handles
available. If you have the 'FILES=' setting in your CONFIG.SYS
file set to less than 10 or if you do not have a 'FILES=' setting
you may need to correct it.
Can't open file 'PCI.DEF'. - Try selecting the Save Defaults
option from the FILE menu.
Couldn't save custom character set. - You may have a problem with
your system.
CUSTOM.SET could not be found and could not be created. - You may
have a problem with your system.
File 'filename' already exists. - This is just a warning.
File 'filename' couldn't be created. - Make sure that you have
space available on your disk.
PC-INDEX User's Guide -- Page 38
File 'filename' is not an extracted word file. - The file that
you selected to index is not an extracted word file. If you
continue, the results will be unpredictable at best and you may
crash PC-INDEX.
Information is needed from the wildcard description file 'filename'
and it could not be found. - The wildcard description file does not
exist or you entered the wrong name. The wildcard description file
will be created automatically when you are extracting words or phrases
from a group of files.
Not enough memory to continue ... - There are a number of places
where this message could occur. Make sure that you have 640K of
memory.
Out of memory. - Make sure that you have 640K of memory.
Problem reading extracted word file. - You may have a problem
with your system.
Problem writing to extracted word file. - You may have a problem
with your system.
The page width you have entered is not wide enough to handle the
selections you have chosen. Please modify your selections. - The
printer width you entered is not wide enough to handle the settings
that you entered. You may need to use fewer columns or narrow the
column width somewhat. Experiment with the settings until the
required width (in reverse video) is less than the printer page width.
The Phrase file 'filename1' has been modified after the file
'filename2' was created. - PC-INDEX uses the phrase file to look up
each phrase as it creates the index. If you have edited the phrase
file then the index will not be accurate at all. You will need to run
extract phrases again.
There may not be enough files available. - This is just a warning
that you may have problems later. If you are processing very
large files, PC-INDEX may have to abort in the middle of
extracting the word list if it needs more files than your system
has available. If you have the 'FILES=' setting in your
CONFIG.SYS file set to less than 10 or if you do not have a
'FILES=' setting you may need to correct it.
This is not a Wordperfect 5.0 document. - You have set the
document format as Wordperfect 5.0 and the document that you are
trying to process was not created using Wordperfect 5.0.
Word list file could not be found and could not be created. -
Either the include word file or the discard word file could not
be found or created. You may have a problem with your system.
PC-INDEX User's Guide -- Page 39
Word list file could not be opened. - Either the include word
file or the discard word file could not be found. If you attempt
to edit them using the Edit Discard Word File or Edit Include
Word File options, they will be created automatically.
PC-INDEX User's Guide -- Page 40
PC-INDEX 3.0 Bug Report Form
Name: ______________________________________________________
Company: ______________________________________________________
Address: ______________________________________________________
______________________________________________________
______________________________________________________
Work Phone: (____) _____________ Home Phone: (____) ____________
System Memory ____ Version of DOS ____ Version of PC-INDEX ____
Bug Repeatability: Always ___ Sometimes ___ Rarely ___
Bug Type: Locks up machine ___ Doesn't perform as Documented ___
Bug Description
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
How can the bug be duplicated _______________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
PC-INDEX User's Guide -- Page 41
PC-INDEX Suggestion / Comments Form
Name: ______________________________________________________
Company: ______________________________________________________
Address: ______________________________________________________
______________________________________________________
______________________________________________________
Work Phone: (____) _____________ Home Phone: (____) ____________
Suggestions / Comments: __________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Your comments and suggestions are appreciated. If you don't let us
know how we can make PC-INDEX better, it may never get done.
PC-INDEX User's Guide -- Page 42
----- A ----- ----- E -----
adapter 1, 8, 21 Edit 2, 8-9, 11-12, 15,
alphabet 1, 10, 15, 25, 29 17-18, 20, 22, 24-26,
alphabetical 1, 17-18, 25, 29-34, 36, 38, 40
30, 32-33 edited 9, 24, 39
alphanumeric 1 editing 9, 26
ASCII 3-4, 6-7, 9, 11-12, Error 2, 12, 24, 28, 38
15-16, 20, 23, 25-27, 29, errors 11
35-37 ESCape 9, 12, 19
attorneys 16 example 1-6, 9-11, 13-20, 24,
28
examples 3, 6, 12, 17
----- C ----- extract 2, 5, 7-9, 11-14, 16,
capacity 4 22-28, 31-33, 39
capitalized 1, 5-7, 22-23 Extracted 2, 4-5, 8-9, 12-13,
carriage 11 24-27, 30-33, 35, 37, 39
case 1, 5, 8-9, 11, 16, 20, extracting 5, 39
33-35 extracts 23
chapter 1, 17-18
chapters 1, 3, 5, 16
character 1, 3-4, 16-18, ----- F -----
30-31, 33, 38 feature 3-5, 11, 16, 30
characters 1, 4-5, 7, 10-11, FEATURES 4, 20
13-14, 16, 24, 28, 30, 35 File 2-20, 22-40
color 21 filename 7-8, 13, 16-19,
colors 21 23-30, 34, 38-39
column 4, 10, 14, 20, 24-25, filenames 5, 7, 10, 13,
28-29, 39 15-18, 23, 25-27, 29-30, 34
columns 4, 10, 14, 20, 24-25, frequency 2-4, 12, 22, 25-26,
28-29, 39 35
CONFIG 38-39
configured 30
control 4, 18 ----- H -----
copyright 2, 12, 22, 30, 35-36 help 2-4, 11-12, 18, 20-22,
custom 3, 30-31, 38 30, 35-36
customize 31-33 highlight 30, 32
customized 4, 26, 32 hyphen 17, 30
hyphens 17, 30
----- D -----
deactivate 8, 33 ----- I -----
default 3, 9, 14, 24, 26, 28 index 1-42
Defaults 38 indexed 3, 24, 28, 35
delete 18, 31-33 indexes 1, 6, 37
depositions 3, 16 indexing 5, 7, 13, 16, 23, 27
DISCARD 3-4, 6, 26, 30-35, install 5
38-40 INSTALLATION 5
discarded 31, 35
display 16, 19
----- L -----
laptop 21
laser 7, 9-10, 13-14, 24, 28
PC-INDEX User's Guide -- Page 43
legal 9, 14, 24, 28 ----- S -----
length 4, 9, 14, 24, 28 sample 3, 16-20
lowercase 8-9, 33 SELECTIONS 22, 30, 34, 39
settings 3, 10, 14, 16, 22,
24, 28-29, 39
----- M ----- shareware 35
Margin 10, 14, 20, 25, 29 spinoff 2, 11-12, 22, 26,
margins 4, 10, 14, 24, 28 32-33
mark 3, 8, 26, 30-31, 33 Suggestion 42
marked 26
matches 7, 13
maximum 4, 10, 14, 24, 28, 33 ----- T -----
memory 9, 39, 41 toggle 33
Menu 2, 7-13, 15-16, 19-27, toggled 8
29-35, 38 type 1, 3, 6-7, 11-13, 15,
menus 22, 29 17, 20-23, 25-27, 29, 34,
message 39 36, 41
Messages 2, 12, 38
Microsoft 3-4, 36
monitor 2, 12, 20-21 ----- U -----
Monitors 21 unique 3-4, 8-9, 11, 17, 22,
Multimate 3-4, 36 25-26, 33-34
upper 5, 8, 20, 33-35
uppercase 8-9, 33
----- P -----
PgDn 31-32
PgUp 31-32 ----- V -----
Phrase 2-3, 6, 11, 13-14, 17, VERSION 4-6, 35-37, 41
22, 26-28, 30, 33-34, 37-39 versions 4-5
phrases 2-3, 11-16, 22, video 10, 14, 21, 24, 28, 39
26-27, 33, 39
print 6
printer 6, 10-11, 14-15, 20, ----- W -----
24-25, 28-29, 39 White 2, 12, 20-21
printers 7, 9, 13-14, 24, 28 width 4, 10, 14, 20, 24-25,
printing 6, 10, 14, 24, 28 28-29, 39
PRN 11, 15, 20, 25, 29 wildcard 4-5, 9-10, 14,
16-20, 24-25, 28-29, 39
WordPerfect 3-4, 6, 36, 39
----- Q ----- Wordstar 3-4, 6, 36
QUIT 11-12, 15, 20, 22, 25, 29
quitting 22
----- R -----
RAM 4
registered 6, 35-36
required 10, 14, 24, 28, 39
requirements 2, 4, 11-12
requires 6
PC-INDEX User's Guide -- Page 44
----- A ----- ----- H -----
ASCII 3-4, 6-7, 9, 11-12, 15-16, HELP Software 2, 12, 22, 30,
20, 23, 25-27, 29, 35-37 35-36
automatically 2, 6, 38-40
----- I -----
----- B ----- Installation 5
Black and White monitor 2, 12,
20-21
Bug Report Form 41 ----- L -----
lower case 5, 9, 20, 33-35
----- C -----
Copyright 2, 12, 22, 30, 35-36 ----- M -----
Microsoft Word 3-4, 36
Multimate 3-4, 36
----- D -----
Document Format Menu 2, 12
----- N -----
New Features 4
----- E ----- No Conversion 34-35
Edit Custom Character Set 30, 38
Edit Discard Word File 30-31,
38, 40 ----- O -----
Edit Extracted Word File 2, 8-9, Option Menu 2, 12, 22
12, 24, 26, 30, 33 Other Features 20
Edit Include Word File 30, 32,
38, 40
Edit Menu 2, 8, 11-12, 26, 30, ----- P -----
33-34 Phrase Index 2, 6, 11, 13-14,
Edit Phrase List 11, 30, 33 22, 26-28
Edit Word List Filenames 26, 30, Processing Multiple Files 16
34
Eliminate Duplicate Words 34-35
Error Messages 2, 12, 38 ----- Q -----
Examples 3, 6, 12, 17 Quick Start 2, 6, 12
Extract Capitalized Words 7, Quit 11-12, 15, 17, 20, 22, 25,
22-23 29
Extract Phrases 12-14, 22,
26-27, 33, 39
Extract Single Words 7, 9, 11, ----- S -----
16, 22-24 Save Settings 22, 29
Single Word Index 1, 6, 9, 16,
19, 22, 24, 33
----- F ----- spinoff list 2, 12, 26, 32-33
File Format Information 37 Spinoff Unique Words 11, 22
File Menu 2, 7, 9, 11-13, 16, System Requirements 2, 4, 12
19, 22-24, 26-27, 38
----- T -----
----- G ----- TEXT 3, 5-7, 11-12, 15, 20, 23,
Getting Started 3 25-27, 29, 36, 38
PC-INDEX User's Guide -- Page 45
Turning PC-INDEX on and off 20
----- U -----
UPPER & lower case 34-35
UPPER CASE 5, 33-35
Use Discard Word List 31, 34-35
Use Include Word List 32, 34-35
----- W -----
Word Frequency 2-4, 12, 22,
25-26, 35
WordPerfect 3-4, 6, 36, 39
Wordstar 3-4, 6, 36
Wordstar 2000 3-4, 36
PC-INDEX User's Guide -- Page 46