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TM d t S e a r c h Document Search and Retrieval Program Version 1.0 User's Manual Copyright (c) 1991 DT Software, Inc. All Rights Reserved. _______ ____|__ | (R) --| | |------------------- | ____|__ | Association of | | |_| Shareware |__| o | Professionals -----| | |--------------------- |___|___| MEMBER Contents 1. Introduction . . . . . . . . . . . . . . . . . . . 3 a. Overview of dtSearch . . . . . . . . . . . . . 3 b. Types of Searches . . . . . . . . . . . . . . 3 c. Installing dtSearch . . . . . . . . . . . . . 5 d. Quick Start . . . . . . . . . . . . . . . . . 5 e. Technical Support . . . . . . . . . . . . . . 9 f. License and Notices . . . . . . . . . . . . . 9 2. General Information about dtSearch . . . . . . . 11 a. How to Use Help . . . . . . . . . . . . . . 11 b. Using Menus . . . . . . . . . . . . . . . . 11 c. Dialog Boxes . . . . . . . . . . . . . . . . 12 d. Selecting a Directory . . . . . . . . . . . 13 e. Selecting Multiple Directories . . . . . . . 14 f. Function Keys . . . . . . . . . . . . . . . 14 g. Using Document Windows . . . . . . . . . . . 15 h. Moving the Cursor in a Document . . . . . . 16 3. Building and Using Document Indexes . . . . . . . 17 a. What is a Document Index? . . . . . . . . . 17 b. The Index Menu . . . . . . . . . . . . . . . 17 c. Creating an Index . . . . . . . . . . . . . 18 d. Updating an Index . . . . . . . . . . . . . 18 e. Compressing an Index . . . . . . . . . . . . 19 f. Deleting an Index . . . . . . . . . . . . . 19 g. Renaming an Index . . . . . . . . . . . . . 19 h. Copying an Index . . . . . . . . . . . . . . 20 i. Recognizing an Existing Index . . . . . . . 20 j. Index Information . . . . . . . . . . . . . 20 k. Index Libraries . . . . . . . . . . . . . . 21 4. Searching for Documents . . . . . . . . . . . . . 22 a. The Search Menu . . . . . . . . . . . . . . 22 b. Index Searches . . . . . . . . . . . . . . . 22 c. Unindexed Search . . . . . . . . . . . . . . 22 d. Combination Search . . . . . . . . . . . . . 23 e. Indexes to Search . . . . . . . . . . . . . 23 f. File Name Filters . . . . . . . . . . . . . 24 g. Displaying Search Results . . . . . . . . . 24 h. Search Reports . . . . . . . . . . . . . . . 24 5. Search Requests . . . . . . . . . . . . . . . . . 26 a. Overview . . . . . . . . . . . . . . . . . . 26 b. Search Terms . . . . . . . . . . . . . . . . 26 c. Phrase Searches . . . . . . . . . . . . . . 27 d. Noise Words . . . . . . . . . . . . . . . . 27 e. AND connector . . . . . . . . . . . . . . . 28 f. OR connector . . . . . . . . . . . . . . . . 28 g. W/N connector . . . . . . . . . . . . . . . 28 h. Segment Searches . . . . . . . . . . . . . . 29 i. Search Macros . . . . . . . . . . . . . . . 30 dtSearch User's Manual 1 6. The File Menu . . . . . . . . . . . . . . . . . . 31 a. The File Menu . . . . . . . . . . . . . . . 31 b. Viewing a File . . . . . . . . . . . . . . . 31 c. Viewing a Directory . . . . . . . . . . . . 31 d. Using the Notepad Editor . . . . . . . . . . 31 e. Saving a File . . . . . . . . . . . . . . . 33 f. Printing a File . . . . . . . . . . . . . . 34 7. Window Functions . . . . . . . . . . . . . . . . 35 a. The Window Menu . . . . . . . . . . . . . . 35 b. Find Text in Document . . . . . . . . . . . 35 c. Find Search Term in Document . . . . . . . . 35 d. Moving and Resizing Windows . . . . . . . . 35 8. Options . . . . . . . . . . . . . . . . . . . . . 37 a. The Options Menu . . . . . . . . . . . . . . 37 b. Monitor Type . . . . . . . . . . . . . . . . 37 c. Screen Colors . . . . . . . . . . . . . . . 37 d. Creating and Editing Macros . . . . . . . . 38 e. Displaying the Print Queue . . . . . . . . . 38 f. Setup Files . . . . . . . . . . . . . . . . 38 9. Program Limits and Requirements . . . . . . . . . 39 10. Error Messages . . . . . . . . . . . . . . . . . 40 11. Index . . . . . . . . . . . . . . . . . . . . . . 45 2 dtSearch User's Manual 1. Introduction a. Overview of dtSearch dtSearch is document search and retrieval program. It will perform both indexed and unindexed searches on collections of documents. A single search request can scan multiple directories, disk drives and document indexes. Search features supported include: * Boolean logic (AND, OR, NOT) * Proximity searches (e.g., "apple" within 5 words of "pear") and phrase searches * Wildcards in any position in a search word (e.g., "*c?pl*"). * Segment searches (e.g., "@ADDRESS contains oak drive") Using dtSearch, you can browse retrieved documents in overlapping windows that allow up to four documents to be viewed simultaneously. A notepad feature allows you to cut and paste text from retrieved documents into a notepad and to edit the notepad using a built-in text editor. dtSearch reads DOS text files and documents created with WordPerfect versions 5.0 and 5.1 and Multimate Advantage II. b. Types of Searches Programs designed to perform searches on large collections of documents usually adopt one of three strategies: * The "brute force" search, which reads every document in a collection in turn. This method requires little advance preparation, but is very slow. * The "indexed" search. A document index is a file that contains information about where in a collection of documents words occur. Once you have created an index for a collection of documents, the index allows you to perform searches on those documents very quickly. * A structured-database search. Instead of searching the full text of documents in the collection, this approach typically searches a small database that describes the documents. For example, a letters database might contain fields for the addressee, author, date, and subject of each letter. dtSearch User's Manual 3 A structured database allows you to perform very specific searches, such as a search for a letter written by a certain person (as opposed to a letter that merely contains the person's name). However, you must prepare the database by entering the information about each document. dtSearch can combine all three types of search, and can do so in a single search request. A user can specify that a search request will * search all or selected documents in one or many directories, * search one or many indexes, and * search all of a document or only a defined segment of a document. Another way search programs differ is in the level of precision they allow in search requests. * "String" searches. The simplest -- and least precise -- type of search is the search for a string of text. In this type of search, you enter a string such as "apple", and the program scans files looking for occurrences of the string. Because these programs do not break the text into words, a search for "apple" will also retrieve "applesauce" and "crabapple". Most DOS shell programs and many small utilities will perform this type of search. * Simple word searches. Other programs, will search for specific words or combinations of words, such as "smith and jones" or "smith and (apple or pear)". Most of these programs also allow "wildcard" characters in search words. Following the convention used in DOS, the "*" usually matches any number of letters, and the "?" usually matches any single character. Thus, "apple*" would match "apple" or "applesauce", and "appl?" would match "apply" or "apple" but not "application". The major limitation of these programs is that they cannot perform searches based on the context of a word in a document. This means that phrase searches (searches for two or more words in exact sequence) and proximity searches (searches for a word within a certain number of words of anther word) are impossible. Thus, you can search for "North" and "America", but not for "North America". * Context searches. The most specific type of search specifies not only the words but their context. This allows you to search for phrases and for words that occur near other words. 4 dtSearch User's Manual For example, you could search for documents containing "North America" within 10 words of "climate". dtSearch performs both simple and context searches. c. Installing dtSearch To install dtSearch on your hard disk, do the following: * Insert the dtSearch disk in drive A. * Enter the command A:INSTALL and press ENTER. * Two boxes will appear: a "From" box showing where INSTALL expects to find the installation files, and a "To" box showing where INSTALL will install dtSearch. (The "To" box will show C:\dtSearch. If you want to use a different drive or directory, press TAB to move the cursor into the "To" box and type in the drive and directory you want.) * Press the F10 key to start installing dtSearch. To run dtSearch, type C:\DTSEARCH\DTSEARCH and press ENTER. NOTES: 1. You can install dtSearch from any disk drive. For example, if you put the dtSearch disk in drive B, just type B:INSTALL instead of A:INSTALL. 2. If you are curious, this is what INSTALL does: dtSearch files are distributed in a "self-extracting archive" file -- a compressed file that uncompresses itself when executed. INSTALL locates this file, creates the "To" directory, and executes the self-extracting archive file. Install does NOT alter the contents of your hard disk in any other way. It will not change your CONFIG.SYS or AUTOEXEC.BAT files. d. Quick Start This section explains very briefly how to perform searches and build document indexes. Before you begin, you should install dtSearch on your hard disk (see "Installing dtSearch"). You should also have some documents to search. dtSearch allows two types of searches: indexed, and unindexed. An indexed search uses a document index to quickly identify documents that satisfy a search request. Before you can do an indexed search, you need an index of the documents you want to dtSearch User's Manual 5 search. An unindexed search scans documents directly, without an index. 1. Searching without an index * Press 'S' to get into the Search menu. * Press 'U' to select "Unindexed search". * Press 'D' to select the directories you want to search. A diagram of all of the directories on the current disk drive will appear. To see another disk drive, press CTRL + the letter of the drive you want. To select a directory, move the cursor to it and press SPACE. To select a directory and its subdirectories, press ENTER. When you are done selecting directories, press the F10 key. * Press 'F' to enter filters selecting the documents you want to search. Type in the filters and press ENTER. Example: to select all files whose names end in ".DOC" or ".TXT", enter "*.DOC *.TXT". * Press 'R' to enter your search request. A search request consists of the words or phrases you want to search for, connected by: AND both words must be present OR at least one of the words must be present NOT the next word must not be present W/5 the words must occur not more than 5 words apart (you can use other numbers, such as W/10, W/20, etc.) Examples: "apple and pear" "apple w/5 pear" "apple and (pear w/5 banana)" * Press 'S' to begin the search. 2. Viewing search results * After a search is complete, a short menu will appear listing options for sorting search results (sorted by name, sorted by number of hits, unsorted, etc.). Pick one of the options, and the results of your search will appear in a window. * To view a document, move the cursor (the highlighted bar in the window listing the documents) to the document you want, press ENTER, and the document will appear in another 6 dtSearch User's Manual window, overlaying the first. To close a window displaying a document or search results, press ESCAPE. * Near the bottom of the screen, the word "Viewing" will appear, followed by the word "SearchResults" and the name of the file you selected. You can have up to five windows open at a time, including the SearchResults window. To move between windows, use the TAB key and the SHIFT-TAB key. The "Viewing" line will list all of the open windows and show which one you are in. * When you are viewing a document or search results, you can: * Move or resize the window -- press F9. Use the cursor keys to move the window and SHIFT + the cursor keys to resize it. Press ENTER to stop moving and resizing. * Print it -- press ALT-F to get into the File menu, "P" to select "Print File", and "P" to print the file. * Copy a block of text into a "notepad", where you can edit it or combine it with text clipped from other documents. (See the "Using the Notepad Editor" section in the manual.) 3. Building a document index First, create an index: * Press 'I' to get into the Index menu. * Press 'C' to select "Create Index". * Press 'N' to enter the name of the index you want to create. Type in the name and press ENTER key. * Press 'D' to enter the directory you want to hold the index. Type in the full directory name (e.g., "C:\DOCINDEX") and press ENTER key. * Press 'C' to create the index. Next, add documents to the index: * Press 'I' to get into the Index menu. * Press 'U' to select "Update Index". * Press 'I' choose the index to update. Move the cursor to the name of the index you want and press ENTER. * Press 'D' to select the directories containing the files you want to index. dtSearch User's Manual 7 A diagram of all of the directories on the current disk drive will appear. To see another disk drive, press CTRL + the letter of the drive you want. To select a directory, move the cursor to it and press SPACE. To select a directory and its subdirectories, press ENTER. When you are done selecting directories, press the F10 key. * Press 'F' to enter filters selecting the documents you want to index. Type in the filters and press ENTER. Example: to select all files whose names end in ".DOC" or ".TXT", enter "*.DOC *.TXT". * If you want the index to be compressed, press 'O' to change the "Compress Index" option from "No" to "Yes". Compressing an index produces a smaller index and faster searches, and is generally a good idea. However, it can take a long time to compress an index, since dtSearch creates a new copy of the entire index when it compresses it. * Press 'U' to begin updating the index. 4. Searching with an index * Press 'S' to get into the Search menu * Press 'I' to select "Indexed Search". The Indexed Search dialog box will appear. * Press 'I' to select the indexes you want to search. A list of all of your indexes will appear. Move the cursor to the ones you want and press ENTER to put an 'X' next to them. Press the F10 key when you are done. * Press 'R' to enter your search request. See "Searching without an index" (above) for a brief discussion of search requests. * Press 'S' to begin the search. * "Viewing search results", above, describes what to do next. 8 dtSearch User's Manual e. Technical Support If you have any questions or comments about dtSearch, please contact: DT Software, Inc. 2101 Crystal Plaza Arcade Suite 231 Arlington, VA 22202 Compuserve: 72607,3323. f. License and Notices Shareware Version License dtSearch is not public domain or "free" software -- it is copyrighted by DT Software, Inc. DT Software, Inc. hereby grants you a limited license to use dtSearch for evaluation purposes for a period not to exceed sixty (60) days. If you continue to use this software after the sixty (60) day evaluation period, you must make a registration payment of $59.00 to DT Software, Inc. This payment will entitle you to receive the current registered version of dtSearch, a printed copy of the manual, notice of updates and upgrades, and technical support (by mail or CompuServe) for one year. You may give (but not sell) complete copies of the evaluation version of dtSearch to others. Shareware distributors may distribute dtSearch in accordance with the terms listed in VENDOR.DOC and SYSOP.DOC. Registered Version License If you are a registered user of dtSearch, you may use the registered version on one computer at a time and make as many backup copies (for your own use only) as you need. U.S. Government Information Use, duplication, or disclosure by the U.S. Government of the computer software and documentation in this package shall be subject to the restricted rights applicable to commercial computer software as set forth in subdivision (b)(3)(ii) of the Rights in Technical Data and Computer Software clause at 252.227-7013 (DFARS 52.227-7013). The contractor/manufacturer is DT Software, Inc., 2101 Crystal Plaza Arcade, Suite 231, Arlington, VA 22202. dtSearch User's Manual 9 ASP Notice DT Software, Inc. is a member of the Association of Shareware Professionals (ASP). ASP wants to make sure that the shareware principle works for you. If you are unable to resolve a shareware-related problem with an ASP member by contacting the member directly, ASP may be able to help. The ASP Ombudsman can help you resolve a dispute or problem with an ASP member, but does not supply technical support for members' products. Please write to the ASP Ombudsman at 545 Grover Road, Muskegon, MI 49442 or send a CompuServe message via CompuServe Mail to ASP Ombudsman 70007,3536. 10 dtSearch User's Manual 2. General Information about dtSearch a. How to Use Help dtSearch offers two kinds of help: * First, there is the help line at the bottom of the screen. When you are in a menu, the help line will briefly explain the purpose of each menu option as you move the cursor to it. When you are viewing documents, directories, help, or search results, the help line will list the function keys available. * Second, if you need more information about a dtSearch feature, you can access the hypertext help system at any time by pressing the F1 key. The help system provides a comprehensive manual, with an index and table of contents, that explains all of the features of dtSearch. When you press F1, an explanation of the current function or menu option will appear. You can use the cursor keys and PgUp and PgDn to scroll the help message. Frequently a help message will contain highlighted cross- references to other help topics. To switch to the cross- reference topic, move the cursor to the highlighted word and press ENTER. To quickly move the cursor to a highlighted topic, press the TAB key. SHIFT-TAB will move the cursor to the previous topic. At the end of each help message you will find three highlighted topics listed: "Help Index" Index of help topics "Contents" Table of contents of help topics "Previous Topic" The topic you last viewed To exit from the help screen, press ESCAPE. b. Using Menus * All menus have a cursor that appears as a bar that moves up and down or from side to side when you press the cursor keys. * To select an option, move the cursor to that option and press the ENTER key. * Shortcut: every menu option has a highlighted letter. For example, in the "Search" option, the "S" will be highlighted. To dtSearch User's Manual 11 quickly select an option, press the letter highlighted in that option. * To leave any menu, press the ESCAPE key. * Sometimes a menu option is in brackets. This means that the option is unavailable for some reason. For example, you cannot use the "Window" menu unless you are viewing a document, and you cannot do an index search unless you have created an index. Help on Menu Options * When you move the cursor to a menu option, a description of what that option does will appear at the bottom of the screen. * To get more help on any menu option, press F1. The Menu Bar * The menu bar at the top of the screen is the main menu. Each word listed in the menu bar is the name of a submenu. * If you are viewing a document, you can get into the main menu in three ways: * pressing the F10 key, * holding down the ALT key and releasing it, or * holding down the ALT key and pressing the letter for one of the options in the menu. * To return to viewing a document after entering the main menu, press the ESCAPE key. Pull-down menus Pull-down menus appear in boxes on the screen under the menu bar, with a cursor that moves up and down. To select a menu option, move the cursor to the option desired and press ENTER, or press the highlighted letter for that option. c. Dialog Boxes When you select a menu option to perform an action, such as viewing a document, performing a search, etc., a dialog box will appear. The top half of a dialog box may offer a list of options that you can change. The bottom half will contain several "buttons" that you can select to perform various actions. Select the buttons in the same way that you would select other menu options -- by moving the cursor to the option and pressing ENTER, or by pressing the highlighted letter in the button. Types of Options * Yes/No options. To change a yes/no option, just move the cursor to the option and press ENTER. 12 dtSearch User's Manual * Text options. To change an option, such as a search request, that allows you to enter text, move the cursor to the option and press ENTER. A box will appear containing the current value of the option. You can edit or replace this text using the usual editing keys (Ins, Del, and the cursor keys). When you are done editing the text, press ENTER to save your changes or ESCAPE to restore the previous text. * Radio Buttons. Some options require you to select an item from a list of choices. When you modify these options, a list of choices will appear, like this: ( ) Red ( ) White (*) Blue The dot will appear next to the item that was previously selected. To move the dot, move the cursor to the choice you want and press ENTER. * Check Boxes. Check boxes are similar to radio buttons, and appear when you can select more than one item from a list, such as when you are selecting one or more indexes to search. A list of check boxes looks like this: [X] Banana [ ] Pear [X] Apple The "X" indicates that the item is selected. To select or clear an item, move the cursor to it and press ENTER. When you are done modifying a list of check boxes, press F10 to save your changes. d. Selecting a Directory The Select Directory dialog box displays a diagram of all of the directories on the current disk drive, displayed as a tree. To select a directory, move the cursor to it and press ENTER. To change the disk drive, hold down the control key and press the letter of drive you want. For example, to switch to drive C, press CTRL-C. If you want dtSearch to re-read the tree for a drive, press control and the letter of the drive you are viewing. dtSearch User's Manual 13 e. Selecting Multiple Directories The Select Directories dialog box appears in two situations: when you are specifying directories to search, and when you are specifying directories to index. The dialog box has two parts. On the left is a diagram of all the directories on the current disk drive, displayed as a tree. Next to each directory is a check box ("[ ]" or "[X]") that you can use to select the directory. On the right is a list of disk drives and the number of directories currently selected in each. * To select a directory, move the cursor to it and press SPACE. An "X" will appear in the check box next to the directory, which means that you have selected the directory. The clear the "X", press SPACE again. * To select a directory and its subdirectories, press ENTER instead of SPACE. * To change disk drives, press CTRL + the letter of the drive you want. * When you are done, press the F10 key. The Select Directories dialog box remembers the directory tree for each disk drive. When the dialog box appears, it uses the directory trees that it remembers rather than re-reading every drive (reading the directories for every drive can take a long time). If you want dtSearch to re-read the tree for a drive, press control and the letter of the drive you are viewing. This is useful when you view directories on one floppy disk and then replace it with another, or if you have recently created new directories. f. Function Keys F1 is always the help key. Press F1 at any time for an explanation of the current function or menu option. The following is a description of what the other function keys do: 1. When you are viewing documents or search results: F2 Find Text: find a string of text in the document. F3 Find Search Term: find one of the terms used in your search in the document. 14 dtSearch User's Manual F4 Find Link: find next link to a retrieved document (useful in search reports). F5 Mark text to copy to notepad. F6 Paste text in notepad editor. F7 Switch Window: switch to a different window. F9 Move or Resize Window F10 Menu. When you are viewing documents or search results, press F10 to get into the main menu. Press F10 in the main menu to get back into the document or search results window. 2. When you are viewing a help screen: F2 Find Text: find a string of text in the help document. F4 Find Help Topic: Move the cursor to the next highlighted help topic. F7 View the help message for the word or phrase that the cursor is on. 3. At all other times, F10 is a general "exit" key for all menus and dialog boxes, F1 is the help key, and the other function keys do nothing. g. Using Document Windows Viewed documents, search results, search reports, and directory listings appear inside a "window," a box drawn on the screen. The name of the item being viewed will appear at the top of the window, and the current window number will appear at the bottom left, followed by the page, line, and column position of the cursor. Use the cursor keys and the PgUp and PgDn keys to move the cursor in a window. If you are viewing more than one document at the same time, the windows will overlap. To switch from one window to another, press the F7 key or the TAB key (SHIFT-TAB moves back to the previous window). You can use the Move/Resize function to arrange the windows in a way that is convenient to view. When you are viewing one or more documents, the last line on the screen will display a list of the function keys you can use. Just above will be a line containing the word "Viewing:" and a list of all of the documents that you are viewing. You can have up to five documents on the screen at a time. dtSearch User's Manual 15 h. Moving the Cursor in a Document Moving the Cursor Top of document Home, Home, UP End of document Home, Home, DOWN Start of line Home, LEFT End of line End Top of screen Home, UP or PgUp End of screen Home, DOWN or PgDn Searching Find text F2 Find search term F3 Find help topic F4 Notepad cut and paste Start block F5 Cut block DEL Copy block F5 Paste F6 Other Exit document ESCAPE Help F1 Switch Window F7 Move/Resize Window F9 Menu F10 View document at cursor ENTER 16 dtSearch User's Manual 3. Building and Using Document Indexes a. What is a Document Index? A document index is a database that stores the locations of all of the words in a group of documents, except for noise words. Once you have built an index for a group of documents, dtSearch can use it to perform very fast indexed searches on those documents. A document index is usually about one fourth the size of the original documents, although this may vary considerably depending on the number and kinds of documents in the index. A document index can contain up to 15,000 documents. If you try to add more, you will get an "Index is Full" message. However, you will still be able to reindex documents that are already in the index. When dtSearch reindexes a document that is already in the index, it treats the document as a new document and marks the old version of the document in the index as "obsolete". When you compress an index, obsolete documents are removed. If the total number of documents, including obsolete documents, exceeds 30,000, then you will have to compress the index before you can update it. An index library is a collection of up to 25 indexes. Most people will only need a few indexes and so will not have to learn about index libraries. By default, dtSearch uses an index library called "IXLIB.ILB". If you need to use more than 25 indexes, then you can create additional index libraries. To build an index of a group of documents: 1. Use the Create Index function in the index menu to create an empty index, and 2. Use the Update Index function to add documents to the index. b. The Index Menu The Index menu lists options to: * create, * update, * compress, * delete, * rename, * copy, * recognize, or * get information about dtSearch User's Manual 17 a document index. It also lists options to create or select an index library. c. Creating an Index To create an index, you need to specify two things: * The name of the index. * The directory to use for the index. The directory should not be one that already exists -- dtSearch will create a new directory for the index (using the name that you supply). If you "create" an index that already exists, you will clear the previously existing index (the documents will, of course, be unaffected). dtSearch will ask you to confirm that you really want to do this. d. Updating an Index To add documents to an existing index, you need to specify the following in the Update Index dialog box: * The name of the index to update, which you can select from a list of all of the indexes that you have created. * The directories containing the documents to add to the index. * The file name filters to use to select documents to add. * Whether you want dtSearch to compress the index after updating. Compressing an index can take a while, especially with very large indexes, but it makes searches much faster. You can also compress an index using the Compress Index option in the Index menu. * Whether you want dtSearch to check all documents already in the index and reindex any that were modified since they were last indexed. After you have specified this information, select the "Update" button to start updating the index. NOTES: 1. You can halt indexing by pressing the ESCAPE key. dtSearch will stop after it finishes indexing the document it is working on. 18 dtSearch User's Manual 2. If you are indexing documents stored on floppy disks, you may find it useful to store the documents on each disk in a subdirectory named after the disk. For example, if you have disks labelled "SMITH" and "JONES", move the documents on the SMITH disk into a directory on the disk called "SMITH", and move the documents on the JONES disk into a directory called "JONES". This will help you to locate the documents after a search. You can see which disk has the documents you want by looking at the directory name in the search results window. 3. dtSearch automatically detects and ignores binary files when it builds document indexes. e. Compressing an Index Compressing an index does two things: (1) it removes obsolete information about documents that have been reindexed, and (2) it reorganizes an index for faster searching. The major disadvantage of compressing an index is that it can take a long time, since dtSearch copies the entire index when it compresses it. You can compress an index by selecting the Compress Index option in the Index menu. You can also tell dtSearch to compress an index after it is done updating it, by setting the Compress Index option in the Update Index dialog box to "Yes". You can halt compression of an index by pressing the ESCAPE key. When you halt compression, dtSearch will restore the index to its uncompressed state. f. Deleting an Index The Delete Index dialog box allows you to erase an index. The original documents will not be affected, but the index will be destroyed. To delete an index, select the index to be deleted and then select the "Delete" button. dtSearch will ask you to confirm that you really want to delete the index. g. Renaming an Index The Rename Index dialog box allows you to change the name of an index. To rename an index, select the index to be renamed, enter the new name for the index, and then select the "Rename" button. The name can be up to 16 letters long. Note that the name of the directory in which the index is stored will not be affected. dtSearch User's Manual 19 h. Copying an Index The Copy Index dialog box allows you to make a copy of an existing index. To copy an index, you need to specify the following: * The name of the index to copy. * The name of the new index to be created. * The directory to store the new index in. Like the directory specified in the "Create Index" function, the directory that you copy an index to should not already exist. If the directory that you specify already contains in index, dtSearch will ask you to confirm that you want the new index to overwrite the old index. (A directory can only contain one index.) i. Recognizing an Existing Index Although dtSearch provides a way to copy indexes, you may in some cases wish to copy indexes using another program and then use dtSearch to search the indexes. For example, if someone created an index and gave you a copy, you might want to just copy the disk or disks using the DOS copy command. However, if you then tried to search that index with dtSearch, the index that you copied would not appear in the "Select Index" list because your copy of dtSearch would not know about the index. The Recognize Index function solves this problem. In the Recognize Index dialog box, select the directory in which the index you copied is stored, enter a name for the index, and then select the "Recognize Index" button. dtSearch will look in the directory for the index and then add it to the list of indexes that you can search or update. j. Index Information The Index Information option in the Index menu provides a way to get the following information about an index: * When it was created * When it was last modified or compressed * How much disk space it occupies * How many words it contains * How many documents it contains The Index Information screen also lists the number of "Obsolete" documents. When dtSearch reindexes a document that is already in 20 dtSearch User's Manual the index, it treats the document as a new document and marks the old version of the document in the index as "obsolete". When you compress an index, obsolete documents are removed. k. Index Libraries An index library is a collection of up to 25 indexes. dtSearch uses index libraries to record the names and locations of document indexes that you create. When you select indexes to search, or pick an index to update, compress, etc., the list of indexes displayed comes from the current index library. If you do not need to use more than 25 indexes, you do not need to worry about index libraries. (25 indexes will hold a total of up to 375,000 documents.) dtSearch starts out with a library called "IXLIB.ILB" that will hold any indexes that you create. If you need to use more than 25 indexes, use the Index Library dialog box to create additional index libraries. * To create a new library, all you have to do is give it a name (8 letters or numbers) and select the Create Library option in the Index Library dialog box. The new library will be empty. You can then create and add documents to the indexes that you want the new library to hold. * To select an existing library, enter the name of the library and select the Select Library option. dtSearch will then load the library you specified and you will have access to all of the indexes that it contains. If you want, you can have a single index appear in multiple libraries. To do this, use Recognize Index, which adds an existing index to the current index library. dtSearch User's Manual 21 4. Searching for Documents a. The Search Menu The Search menu offers three ways to search for documents: * An indexed search -- searches one or more document indexes. * An unindexed search -- scans files in one or more directories. * A "combination" search -- combines both of the above types of searches. Two other functions in the Search menu are: * Search Report -- prepare a search report (a list of all search hits found, in context) based on your most recent search. * Display results of previous search -- dtSearch saves the results of the last 10 searches you have performed. b. Index Searches An index search is the fastest way to search for documents. To start an index search, select the "Search" option in the main menu and then select "Index Search". A dialog box will appear, listing two options: * Request -- enter or modify your search request. * Indexes to Search -- pick the indexes that you want the program to search. At the bottom of the box there will be a "Search" button and a "Cancel" button. Select the Search button to start the search, or select the Cancel button to return to the main menu. c. Unindexed Search In an unindexed search, the program scans every file that you ask it to search, looking for a document that matches your search request. Unindexed searches are much slower than index searches. To start an unindexed search, select the "Search" option in the main menu and then select "Unindexed Search". A dialog box will appear, listing four options: * Request -- enter or modify your search request. * Directories to Search -- pick the directories that you want dtSearch to search. 22 dtSearch User's Manual * File Name Filters -- dtSearch will only search files matching the file name filters that you specify. (See "File Name Filters", below.) At the bottom of the box there will be a "Search" button and a "Cancel" button. Select the Search button to start the search, or select the Cancel button to return to the main menu. d. Combination Search A combination search allows you to combine an index search and an unindexed search in a single search request. To start a combination search, select the "Search" option in the main menu and then select "Combination Search". A dialog box will appear, listing the following options: * Request -- enter or modify your search request. * Indexes to Search -- pick the indexes that you want the program to search. * Directories to Search -- pick the directories that you want dtSearch to search. * File Name Filters -- dtSearch will only search files matching the file name filters that you specify. (See "File Name Filters", below.) At the bottom of the box there will be a "Search" button and a "Cancel" button. Select the Search button to start the search, or select the Cancel button to return to the main menu. e. Indexes to Search In an Index Search or a Combination Search, select the "Indexes to Search" option to tell dtSearch which indexes you want to search. When you select "Indexes to Search", a list of all of the indexes that you have created will appear with check boxes ("[ ]" and "[X]") next to them. An "[X]" next to an index means that the index will be searched. * To check or clear a box, move the cursor to the index name and press the ENTER key. * When you are done, press F10 to save your changes to the list. * If you want to restore the list to the way it was before you started changing it, press the ESCAPE key. dtSearch User's Manual 23 f. File Name Filters A file name filter is a pattern, like "*.*", "*.DOC", or "FILE??10.DAT", that you can use to tell dtSearch which files you want it to search or index in a directory. For example, if you have a directory of word processing files, and want to search all of the files beginning with "SMITH" and having the extension "DOC", you would use the filter "SMITH*.DOC". A "?" matches any single character, so "SMITH?.DOC" would match "SMITH1.DOC", but not "SMITH123.DOC". An asterisk ("*") in a file name filter matches any number of characters, so "SMITH*.DOC" would match "SMITH001.DOC", "SMITHAAA.DOC", etc. If you want to use more than one filter, just list the filters, separated by spaces. Example: SMITH*.DOC, JONES*.DOC, *.DAT g. Displaying Search Results After a search is complete, the "Display Search Results" menu will appear, listing several different ways to display the results of your search: * Sorted by name, in alphabetical order * Sorted by numeric name, in numeric order (that is, so that "9.TXT" will be before "10.TXT") * Sorted by number of hits (descending order) * Unsorted -- displays documents in the order they were found * Do not display -- return to menu without viewing search results. h. Search Reports A search report lists each hit found in each document and up to 99 lines before and after it. To create a search report, * Perform the search that you want the report to be based on. * Select the way you want the search results sorted from the Display Search Results menu. The documents retrieved by your search will appear, sorted as you requested. * Press F10 to get into the main menu. * Press 'S' to get into the Search menu. * Select the "Prepare Search Report" option in the Search Menu. * In the Search Report dialog box, select the number of lines of context you want surrounding each hit, and then select the "Report" button. 24 dtSearch User's Manual Preparing a search report may take a while since dtSearch has to scan every document retrieved to get the text to display. When you are viewing a search report, you can see all of a document by moving the cursor to the name of the document and pressing ENTER. The F4 ("Find Link") key will move the cursor to the next document name. dtSearch User's Manual 25 5. Search Requests a. Overview A search request consists of a group of words, phrases, or macros linked by connectors such as "AND" and "OR" that indicate the relationship between them. If you use more than one connector, you should use parenthesis to indicate precisely what you want to search for. For example, apple and pear or orange could mean "(apple and pear) or orange", or it could mean "apple and (pear or orange)". dtSearch supports the following connectors: AND Both words must be present OR Either word can be present W/n First word must occur within n words of the second. NOT What follows the NOT must not be present. Additionally, the CONTAINS and TO connectors are used for segment searches. b. Search Terms A search term is simply one of the words in your search request. Some words, such as "if" and "the", are defined as "noise words" because they are so common. Noise words cannot be used as search terms. Connectors, such as "AND" and "OR", also cannot be used as search terms. A search term can contain the "wildcard" characters "*" and "?". A "?" in a word matches any single character, and a "*" matches any number of characters. The wildcard characters can be in any position in a word. For example: appl* would match apple, application, etc. *cipl* would match principle, participle, etc. Use of the "*" wildcard character near the beginning of a word will slow searches somewhat. 26 dtSearch User's Manual To handle plurals, an "s" at the end of a word is always ignored. Thus, a search for "cats" would find both "cat" and "cats". Punctuation inside of a search word is treated as a space. Thus, "can't" would be treated as "can t" (two words) and "1843(a)(2)(ii)" would become "1843 a 2 ii" (four words). dtSearch uses two built in search words to mark the beginning and end of a file -- XFIRSTWORD and XLASTWORD. The terms are useful if you want to limit a search to the beginning or end of a file. For example, "apple w/10 XLASTWORD" would search for the word "apple" within 10 words of the end of a document. c. Phrase Searches A search term can consist of several words, such as "first class mail". A search for this phrase would retrieve only files containing the words "first", "class", and "mail" in exactly the order specified. If a phrase contains a noise word, then you cannot search for it as a phrase, since the noise word will not be found. For example, you could not search for the phrase "statue of liberty", since the noise word "of" will not be in the index. Instead, use the W/ connector to search for "statue w/2 liberty". d. Noise Words A "noise" word is a word, such as "the" or "if", that is so common that is not useful in searches. To save space and time, such words are ignored in all searches. You can modify the list of words defined as noise words, by editing the file "NOISE.DAT". You can use the Notepad Editor in dtSearch to edit NOISE.DAT, or you can use your word processor. If you use your word processor, make sure that you save the file as a DOS text file so that dtSearch can read it. The words in NOISE.DAT do not have to be an any particular order, and can include "wild card" characters such as * and ?. However, noise words may not begin with wild card characters. Each index has its own copy of NOISE.DAT. Changes you make to NOISE.DAT will be included in future indexes you create but not in existing indexes. dtSearch User's Manual 27 e. AND connector Use the AND connector in a search request to connect two expressions, both of which must be found in any document retrieved. For example: * "apple and pear" would retrieve any document that contained both words. * "(apple or banana) and (pear w/5 grape)" would retrieve any document that (1) contained either the word "apple" or the word "banana", and (2) contained the word "pear" within 5 words of the word "grape". f. OR connector Use the OR connector in a search request to connect two expressions, at least one of which must be found in any document retrieved. For example, "apple or pear" would retrieve any document that contained "apple", "pear", or both words. g. W/N connector Use the w/N connector in a search request to specify that one word or phrase must occur within N words of the other. For example, "apple w/5 pear" would retrieve any document that contained the word "apple" within 5 words of "pear". The following are some examples of search requests using the w/N connector: * (apple or pear) w/5 banana: either "apple" or "pear" must occur within 5 words of "banana". * (apple w/5 banana) w/10 pear: "apple" must occur within 5 words of "banana", and "pear" must occur within 10 words of both. * (apple and banana) w/10 pear: both "apple" and "banana" must occur within 10 words of pear. Some types of complex expressions using the w/N connector will produce ambiguous results and should not be used. In general, at least one of the two expressions connected by w/N must be a single word or phrase or a group of words and phrases connected by the "OR" connector. For example: * (apple and banana) w/10 (pear or grape): both "apple" and "banana" must occur within 10 words of either "pear" or "grape". * (apple and banana) w/10 orange tree: both "apple" and "banana" must occur within 10 words of the phrase "orange tree". 28 dtSearch User's Manual The following are examples of ambiguous search requests: * (apple and banana) w/10 (pear and grape): ambiguous * (apple w/10 banana) w/10 (pear and grape): ambiguous h. Segment Searches A segment search is a search request that must be satisfied within a certain defined segment of a document. The segment is defined by words or phrases at the beginning and end of the segment. The form of a segment definition is: <begin> TO <end>, where <begin> is the word or phrase that defines the start of the segment, and <end> is the word or phrase that defines the end of the segment. The only connector allowed in the <begin> and <end> expressions in a segment definition is OR. Examples: * name to address: the segment begins with "name" and ends with "address". * name to (address or xlastword): the segment begins with "name" and ends with "address" or the end of the file. To search for an expression within a segment, use the CONTAINS connector. The expression in front of CONTAINS is the segment definition, and the expression following CONTAINS is what you are searching for. Examples: * (name to address) contains john smith * (address to phone) contains (oak w/10 lane) Segment searches work well with documents that are broken into standardized segments. For example, a group of employee records might be in a standardized documents formatted like this: NAME: John Doe ADDRESS: 123 Oak Lane PHONE NUMBER: 555-1234 SOCIAL SECURITY NUMBER 000-00-000 etc. You can name segments using macros. In the above example, you could use the following macros: @NAME: (name to address) @ADDRESS: (address to phone number) @PHONE: (phone number to social security number) dtSearch User's Manual 29 Then you could do a segment search like this: (@NAME contains John Doe) and (@ADDRESS contains Oak) i. Search Macros A macro is a way to abbreviate a search request that you use frequently. A macro has two parts: a name, which is what you type into the "Search Request" box, and the expansion, which is what the macro is expanded to. For example, if you defined the macro "@IRC" to mean "internal revenue code", and then searched for "standard deduction w/3 @IRC", dtSearch would search for "standard deduction w/3 internal revenue code". A macro name must begin with the "at" sign ("@") -- this is how dtSearch distinguishes macro names from ordinary words in a search request. A macro may contain anything that may be put in a search request. To create or edit a macro, use the Edit Macros option in the Options menu. Macros can be useful for: * Abbreviating long names or phrases that you use frequently * Abbreviating segment definitions in Segment Searches 30 dtSearch User's Manual 6. The File Menu a. The File Menu The File Menu lists options to * browse documents, * list files in a directory, * edit a notepad file, * print a document, or * exit dtSearch. b. Viewing a File To view a file, specify the name of the file to view and select the "View" button. The document will appear in a window. Use the cursor keys, PgUp, PgDn, etc., to browse in a document once it is displayed. c. Viewing a Directory To view a directory, use the "View Directory" dialog box: (1) Select the directory you want to see using the "Directory to View" option. This option allows you to pick the directory you want from a tree diagram of all of the directories on the current disk drive. (2) Specify the file name filter (such as "*.*", "*.DOC", etc.) you want dtSearch to use when it lists the files. (3) Select the "List Files" button. A list of the files matching the filter will appear in a window. This window works in the same way that the "Search Results" window works. You can: * scroll the list up and down using the cursor keys; * view any file or directory in the list by moving the cursor to it and pressing enter; and * cut and paste from the list to the notepad. d. Using the Notepad Editor The Notepad Editor allows you to cut, paste, and edit information collected from any document or list of documents. Editing a Notepad dtSearch User's Manual 31 A notepad file is a standard DOS text file. To edit a notepad file, select "Edit Notepad" from the File Menu. The Edit Notepad dialog box will appear. Enter the name of the notepad that you want to edit and select the "Edit" button. The notepad file will appear, displayed in a document window. The Notepad Editor provides limited editing capabilities, intended mainly for jotting down notes to accompany text clipped from documents. In the notepad editor, you can move the cursor around using all of the functions available in a document window. You can also type new text into the window. The status line will display "Ins" or "Typ" to indicate whether you are in insert or typeover mode. The INS key switches between insert and typeover mode. The DEL key deletes a single character. When you are done editing a notepad, use the "Save File" option in the File menu to save it. Cutting and Pasting You can move or copy text between document windows using the cut and paste feature. You can also use the cut and paste feature to move text within a notepad file. Copying text: To copy text, start with the cursor at the beginning of the text you want to copy. Press the F5 ("Mark") key to mark your place in the document. Then move the cursor to the end of the text you want to copy and press F5 again. dtSearch will store the text you marked. Pasting text: To retrieve the text you marked, you need to be in the Notepad Editor. If a notepad window is already open, you can move to it with the F7 ("Switch Window") key. If not, select "Edit Notepad" from the File Menu to open a notepad window. Move the cursor to the place in the notepad where you want the text to appear and press F6 ("Paste") to retrieve the text. Cutting text: To cut text from a document, start with the cursor at the beginning of the text you want to copy. Press the F5 ("Mark") key to mark your place in the document. Then move the cursor to the end of the text you want to copy and press DEL. dtSearch will delete the text that you marked. You can then "paste" the text into a notepad using the F6 key. 32 dtSearch User's Manual e. Saving a File The "Save File" option in the File menu will create a DOS text file containing a copy of the text displayed in any document window. It is useful in two situations: * After you are done editing a notepad file, use Save File to save your changes. * You can use Save File to save a copy of a document retrieved in a search, a list of documents retrieved in a search, or a search report. The Save File dialog box contains two options and three buttons. The options are: (1) the name of the file to write, and (2) whether you want dtSearch to make a backup copy of the file. If you have set the automatic backup option to "Yes", dtSearch will preserve the previous version of the file you are saving in a file with the extension ".BAK". The buttons are: Save Save file Exit Save file AND exit the window Cancel Return to menu without saving NOTES: 1. Save File does NOT preserve special formatting codes. If the document you are viewing contains any special formatting codes, Save File will not copy these to the file. For example, suppose that you did a search of WordPerfect files and retrieved a document, "LETTER.TXT", and then, while viewing the document, saved it under the name "COPY.TXT". The file COPY.TXT would not be a WordPerfect file. COPY.TXT would be a DOS text file containing the text of LETTER.TXT. 2. Protected file types. To make sure that you do not accidentally destroy your original documents with the Save File feature, Save File will NOT overwrite files that it recognizes as having special formats. For example, if you were viewing the WordPerfect file LETTER.TXT and tried to use Save File with the name "LETTER.TXT", dtSearch would check the existing file LETTER.TXT, discover that it is a WordPerfect file, and display an error message, "Cannot write over protected file." dtSearch will NOT destroy the existing WordPerfect file LETTER.TXT. dtSearch User's Manual 33 f. Printing a File The "Print File" option in the File Menu will send the contents of the current document window to the printer. You can use Print File to print documents, search results, and search reports. When you select Print File, the Print File dialog box will appear. The Print File dialog box allows you to set page length, width, and margins, and to select the printer you want to use, if you have more than one. To begin printing, select the "Print" button in the Print File dialog box. A "Preparing print job" message will appear while dtSearch formats the contents of the document window for printing. To allow you to continue working while a document is printing, dtSearch uses a "print queue". When you ask for a document to be printed, that document is added to the print queue. When dtSearch is not busy performing a search or building an index, it checks the print queue for documents that need to be printed, and prints them. Thus, you can view documents and perform searches while dtSearch prints documents in its spare time. If you want to cancel a print job or monitor the progress of documents that are printing, use the "Display Print Queue" option in the Options Menu. 34 dtSearch User's Manual 7. Window Functions a. The Window Menu The Window menu lists options to: * find text or search terms * cut and paste text using the notepad * resize or close a window displaying a document b. Find Text in Document Select the Find Text option in the View menu (or press the F2 key) to search for any text in a displayed document. dtSearch will ask you for the text to search for. Type in the text you want to find and press the ENTER key. (Capitalization is ignored.) Since the program will only search for the text after the current cursor position in the document, you may wish to move to the top of the document before beginning a search. c. Find Search Term in Document Select the Find Term option in the Window menu (or press the F3 key) to search for words from your most recent search request in the document that you are currently viewing. For example, if you had searched for "apple and (pear w/5 banana)", pressing the F3 key while viewing a document would cause dtSearch to locate the next occurrence of one of the words "apple", "pear", or "banana" in the document you are viewing. Find Search Term will only find words that match a search request. In the above example, Find Term would only find instances of "pear" within five words of "banana". d. Moving and Resizing Windows When you are viewing multiple documents on the screen, the documents will overlap. You can use the Move/Resize Window function to arrange the windows in a way that is convenient to view them. To move or resize a window, press the F9 key in the window. To move the window, use the cursor keys. To change the size of the window, hold down the SHIFT key and use the cursor keys. When you are done, press the F10 key to save your changes. If you want to restore the window to the way it was before you started moving it, press the ESCAPE key. dtSearch User's Manual 35 36 dtSearch User's Manual 8. Options a. The Options Menu The Options menu allows you to: * Select the type of monitor you have. * Change screen colors. * Edit macros. * Change the tab setting. * Change the keyboard speed. * Display the print queue. * Save your setup to a file. * Read a setup from a file. b. Monitor Type dtSearch keeps a separate table of screen colors for each of four monitor types: Color, Monochrome, VGA Laptop, and CGA Laptop. Each monitor type has a set of default colors that you can change. Use the Select Monitor option in the Options menu to select the monitor type that you want to use. You will see a list of the four monitor types and a fifth option, "Automatic". If you select the Automatic option, dtSearch will decide between the "Color" and "Monochrome" options each time it is run. c. Screen Colors Use the Modify Screen Colors option in the Options menu to change the way dtSearch displays documents and menus. When you select the Modify Screen Colors option, a list of the different screen objects, such as menus and viewed documents, will appear. To change an attribute, move the cursor to it and press ENTER. If you are using a monochrome monitor, a list of possible combinations will appear (e.g., black on white, white on black, underlined, etc.). Move the cursor to the one you want and press ENTER. If you are using a color monitor or an LCD monitor, a box will appear displaying all possible color combinations. Use the cursor keys to select the combination you want, and press F10 when done. dtSearch User's Manual 37 d. Creating and Editing Macros Use the Edit Macros function in the Options menu to create or edit a macro. In the macro editor, type macro names under the "Name" heading and macro expansions under the "Expansion" box. Use the TAB and SHIFT-TAB keys to move between the "Name" and "Expansion columns", and the UP and DOWN arrow keys to move up or down in the macro table. When you are done editing, press F10 to save your changes. If you want to exit without saving your changes, press ESCAPE. e. Displaying the Print Queue Use the Display Print Queue option in the Options menu to monitor the progress of documents that are printing or to cancel a print job. To cancel a print job, move the cursor to it and press the DEL key. dtSearch will ask you to confirm that you really want to cancel the print job. f. Setup Files dtSearch remembers the macros you have created and other preferences you have specified (screen colors, tab size, etc.) in a "setup" file. dtSearch automatically reads this file when it starts running, and automatically saves it when you leave dtSearch. The default name of the file saved is "DTSEARCH.SET". You can create additional setup files using the Save Setup option in the Options menu. When you select Save Setup, a dialog box will appear allowing you to supply the name of the setup file to save. You can change the name "DTSEARCH.SET" to any other name you want to use. You can then read these setup files using the "Read Setup" option in the Options menu, and supplying the new name you used. 38 dtSearch User's Manual 9. Program Limits and Requirements 1. Program limits: Indexes * A single index may contain up to 15,000 documents * A single document may contain up to 60,000 words (about 300 double-spaced pages) * You can have up to 25 indexes in each index library, and you can have an unlimited number of index libraries. * You can have up to 25 macros definitions. * A noise word list can hold up to 200 words. Words after the 200th word in a list will be disregarded. * There is no limit on the number of words in an index or on the number of words starting with a particular letter. 2. Program limits: Searches * A single search request may involve up to 100 words, including wildcard matches. For example, if an index contained 75 words beginning with 's' and 75 words beginning with 't', then you could not search for "s* or t*" * A search word can be up to 16 letters long. * A search request can be up to 180 characters long. * A search will automatically terminate after 500 documents have been retrieved. 3. Program requirements: * dtSearch will run on an IBM-compatible computer with at least 384k of memory available, a hard disk, and DOS version 3.2 or higher. 4. Document Types dtSearch will read DOS Text files and documents created with WordPerfect versions 5.0 and 5.1 and Multimate Advantage II. Documents created by other word processors may contain formatting codes that dtSearch will not recognize. In WordPerfect documents, dtSearch will recognize and display text in footnotes and endnotes and outline numbering. As much as possible, dtSearch attempts to duplicate the pagination, spacing and indenting in the original document. dtSearch User's Manual 39 10. Error Messages "Cannot copy an index onto itself" You have asked dtSearch to copy and index, and either (1) the directory to copy it to is the same as the directory the index currently occupies, or (2) the name of the index to copy is the same as the new name for the copied index. When you copy an index, the name and directory for the new index must be different from the name and directory of the existing index. "Cannot write over protected file type" The Save File option in the File menu creates a DOS text file containing the contents of the current document window. To protect against accidental destruction of original documents, dtSearch considers all files with special formatting codes that it recognizes (such as WordPerfect files) to be "protected". dtSearch will not overwrite such files. "Cannot write ".BAK" files." dtSearch uses the extension ".BAK" to make backup copies of files. Therefore, a file cannot be saved with a name that ends in ".BAK". "Directory xxx already contains index yyy." A directory can only hold one index. If you try to use Create Index to create a second index using the same directory name, this message will appear. "Error(s) in search request -- Parenthesis do not balance" This just means that you have probably left out an opening or closing parenthesis in a search request. "Error(s) in search request -- Missing words" This message appears when you have left one or more words out of a search request. Example: "apple and pear and" "Error(s) in search request -- Illegal use of W/N connector" Some search requests using the W/N connector are ambiguous or impossible to evaluate. See the manual section on the W/N connector for more details. "Index already exists" 40 dtSearch User's Manual If you try to create an index that already exists in a different directory, this message will appear. If you are trying to create a new index, try using a different name for the new index, or (if you don't want the old one) deleting the old index. If you are trying to re-create an existing index, make sure the directory you have selected is the same one that you used to create the original index. "Index is full" An index can hold up to 15,000 documents. If you try to add more than 15,000 documents to an index, you will get this message. (You can still reindex documents already in the index.) Even if you have less than 15,000 documents, you may still get this message if you have reindexed some documents without compressing the index. When you reindex a document, dtSearch adds information about the new document to the index but does not remove information about the earlier version. For example, if you have 10,000 documents in an index and you reindex them several times without compressing the index, you will get an "Index is full" message because the index will still contain information about obsolete versions of the documents. If you want to see how many obsolete documents are stored in an index, use the "Index Information" option in the Index menu. Use Compress to clean obsolete documents from your index. "Index library is full" An index library can hold a maximum of 25 indexes. If you try to create, copy, or recognize an index when you have reached this limit, you will get this error. Try either deleting any indexes that you do not need, or creating a new index library to use for the new index. "Index too large to fit on drive" You have asked dtSearch to copy an index and there is not enough space for the index on the drive where it is to be copied. "Invalid disk drive" This means that you have asked dtSearch to access a disk drive that does not exist on your computer. "Macro is circular" dtSearch User's Manual 41 A circular macro is one that references itself, directly or through other macros. Such a macro would expand infinitely if used in a search request. "Macro not found" dtSearch assumes that any search term beginning with the "@" character is a macro name. If it does not find a macro with this name, this message appears. "No index selected" You have asked dtSearch to perform an action, such as deleting, renaming, updating, or copying an index, and have not selected the index you want to delete, rename, update, or copy. "No more search terms" You have pressed the Find Search Term (F3) key and there are no more search terms in the document. "No search terms" You have pressed the Find Search Term (F3) key in a document that does not contain any search terms. "No search results found" You have selected the "Display results of previous search" option in the Search menu, and dtSearch did not find any search results to display. "No files retrieved" Your search did not retrieve any documents. "Not enough memory" dtSearch did not have enough memory to perform a requested action. If you have a relatively small amount of memory available, you may get this message when you try to do a search or update an index while you are viewing documents or search results on the screen. Try closing all document windows, which should free enough memory to perform the requested action. Also, try removing some memory-resident programs to free more memory for dtSearch to use. dtSearch needs at least 384k of free memory. 42 dtSearch User's Manual "Not enough space to compress or update index" dtSearch did not find enough disk space available to update or compress an index. Try removing some files from the disk or moving the index to a disk drive with more space available. "Not found" You have used the Find Text (F2) key to search for text in a document, and the text was not found. "Printer error" "Printer out of paper" "Printer not responding" "Printer not selected" "Printer timeout" The printer did not respond correctly when dtSearch tried to print something. Check the cables and make sure the printer is turned on, selected, has paper in it, and is not jammed. dtSearch reports the problem that DOS told it about, but sometimes either the printer or DOS does not report the problem correctly. For example, you may get a "Printer out of paper" error when the printer is not turned on. "Printer queue full -- try again later" dtSearch stores print requests in a queue and prints when it has nothing else to do. If you make a large number of print requests, dtSearch will run out of space to hold them and display this message. Use the Display Print Queue option in the Options menu to see what is in the print queue. "Printer queue is empty" There is nothing in the print queue to display. "Search request is too long" It is possible, using macros, to generate search requests longer than the 180-character maximum. When this happens, you will get a "Search request is too long" error. "Too many words retrieved in index" Your search request contained extremely broad search terms, such as "(r* w/5 s*) and t*", that matched several hundred words in an index. Try using more specific search terms. dtSearch User's Manual 43 "Too many windows open" You can have up to five document windows (including search results and search reports) open at a time. If you try to open a sixth document window, this message will appear. "Unable to access drive" You have asked dtSearch to access a disk drive and there is some problem with the disk drive. Make sure that there is a disk in the drive, that the disk is correctly inserted, and that the drive latch is closed. If you get this message with a hard disk, you may have a problem with your hard disk. "Unable to access directory" "Unable to access input file" "Unable to read notepad file" "Unable to read index library" dtSearch cannot find the file or directory you specified. Check that the file or directory name is correct and that you are using the right disk or disk drive. "Unable to create backup file" "Unable to create directory" "Unable to write file" "Unable to write notepad file" "Unable to open temporary file" "Unable to save index library" "Unable to create index library" dtSearch cannot create the file or directory you specified. Check that the file or directory name is correct and that you are using the right disk or disk drive. These messages may also appear when a disk is full. "Unable to access index" dtSearch was unable to find the index where it was supposed to be. The most likely cause for this message is that part or all of the index was accidentally deleted. You may also get this message if you do not have read/write access to the index. dtSearch needs read/write access to an index, even to search it, and only one user at a time can have such access. 44 dtSearch User's Manual 11. Index AND Connector . . . . . . . 28 Moving and Resizing Association of Shareware Windows . . . . . . . 35 Professionals . . . . 9 Noise Words . . . . . . . . 27 Check Boxes . . . . . . . . 13 Notepad Editor . . . . . . 31 Combination Search . . . . 23 Saving a File . . . . . 33 Compressing an Index . . . 19 Options Menu . . . . . . . 37 CONTAINS connector . . . . 29 OR Connector . . . . . . . 28 Copying an Index . . . . . 20 Overview . . . . . . . . . 3 Creating an Index . . . . . 18 Phrase Searches . . . . . . 27 Deleting an Index . . . . . 19 Print File . . . . . . . . 34 Dialog Boxes . . . . . . . 12 Print Queue . . . . . . . . 38 Directories, Selecting . . 13 Proximity Search . . . . . 28 Directories, Viewing . . . 31 Quick Start . . . . . . . . 5 Displaying Search Results . 24 Radio Buttons . . . . . . . 13 Error Messages . . . . . . 40 Recognizing an Index . . . 20 File Menu . . . . . . . . . 31 Renaming an Index . . . . . 19 Filters . . . . . . . . . . 24 Screen Colors . . . . . . . 37 Find Search Term . . . . . 35 Search Find Text . . . . . . . . . 35 AND Connector . . . . . 28 Function Keys . . . . . . . 14 Combination Search . . . 23 Help . . . . . . . . . . . 11 CONTAINS Connector . . . 29 Index Information . . . . . 20 Index Search . . . . . . 22 Index Libraries . . . . . . 21 Indexes to Search . . . 23 Index Menu . . . . . . . . 17 Macros . . . . . . . 30, 38 Index Search . . . . . . . 22 Noise Words . . . . . . 27 Indexes . . . . . . . . . . 17 OR Connector . . . . . . 28 Compressing an Index . . 19 Phrase Searches . . . . 27 Copying an Index . . . . 20 Search Menu . . . . . . 22 Creating an Index . . . 18 Search Reports . . . . . 24 Deleting an Index . . . 19 Search Requests . . . . 26 Index Information . . . 20 Search Terms . . . . . . 26 Index Libraries . . . . 21 Segment Search . . . . . 29 Index Menu . . . . . . . 17 TO Connector . . . . . . 29 Recognizing an Existing Types of Searches . . . 3 Index . . . . . . . . 20 Unindexed Search . . . . 22 Renaming an Index . . . 19 W/N Connector . . . . . 28 Selecting Indexes to Search Reports . . . . . . 24 Search . . . . . . . 23 Search Requests . . . . . . 26 Updating an Index . . . 18 Search Results . . . . . . 24 Installing dtSearch . . . . 5 Search Terms . . . . . . . 26 License . . . . . . . . . . 9 Segment Search . . . . . . 29 Limits and Requirements . . 39 Setup Files . . . . . . . . 38 Macros . . . . . . . . . . 30 Shareware . . . . . . . . . 9 Creating and Editing . . 38 Technical Support . . . . . 9 Menus . . . . . . . . . . . 11 TO Connector . . . . . . . 29 Unindexed Search . . . . . 22 dtSearch User's Manual 45 Updating an Index . . . . . 18 Viewing a Directory . . . . 31 Viewing a File . . . . . . 31 W/N Connector . . . . . . . 28 Warranty, Disclaimer of . . 9 Window . . . . . . . . . . 15 Cursor Movement . . . . 16 Find Search Term in Window . . . . . . . 35 Find Text in Window . . 35 Move and Resize . . . . 35 Window Menu . . . . . . . . 35 46 dtSearch User's Manual