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1990-08-05
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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
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.
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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).
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.
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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.
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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
be an ASCII text file when finished. For consistency, it is
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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,
the first page number to start indexing on, and the first page number
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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
file that you created with the Extract Words process. This file
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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'.
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