The Business Master (3rd Edition)

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Text File | 1991-08-20 | 14.5 KB | 317 lines

EDIT menu: The EDIT menu has eight available selections: Edit Custom Character Set, Edit Discard Word File, Edit Include Word File, Edit Personal Name File, Edit Phrase File, Edit Extracted Name File, Edit Extracted Word File, and Edit Default Settings List . ┌─────────────────────────────────────────────────────────┐ │ ┌────────────────────────────┐ │ │ │ Edit Custom Character Set │ │ │ │ Edit Discard Word File │ │ │ │ Edit Include Word File │ │ │ │ Edit Personal Name File │ │ │ │ Edit Phrase File │ │ │ │ Edit Extracted Name File │ │ │ │ Edit Extracted Word file │ │ │ │ Edit Default Settings List │ │ │ └────────────────────────────┘ │ │ │ │ │ │ │ └─────────────────────────────────────────────────────────┘ 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 characters available on an IBM compatible computer 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 when that character is found. There are a few special cases which you need to consider before you create an index. 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 edit the custom character set and mark the hyphen and apostrophe and any other character which may cause a problem for you. ┌─────────────────────────────────────────────────────────┐ │ ┌──── Character Set ───┐ │ │ │ │ │ │ │ * 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 │ │ │ └──────────────────────┘ │ └─────────────────────────────────────────────────────────┘ Press F10 when you are ready to save the modified custom character list. EDIT Discard word file The Discard word file contains a list of words which can be searched during the Extract Single Words selection. If the 'Use Discard Word List' option is selected, 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. This eliminates common words like 'a', 'and', 'the', etc from an index. Over 1000 words are included in the Discard word list right now. 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. ┌───────────────────────────────────────────────────────────┐ │ │ │ ┌─ DISCARD WORD LIST ─┐ │ │ │ * a │ │ │ │ * ability │ │ │ │ * able │ │ │ │ * about │ │ │ │ * above │ │ │ │ * accept │ │ │ │ * accepted │ │ │ │ * across │ │ │ │ * actually │ │ │ │ * after │ │ │ │ * again │ │ │ │ * ago │ │ │ │ * agree │ │ │ │ * agreed │ │ │ │ * ahead │ │ │ │ * all │ │ │ │ * allowable │ │ │ │ * allowed │ │ │ │ * allowing │ │ │ │ * allows │ │ │ └──────────────────────┘ │ │ │ └───────────────────────────────────────────────────────────┘ By pressing F4, you will be allowed to edit the word that is under the highlight bar. By pressing F3, 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. 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, 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, all other words will be ignored. 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. Edit Personal Name File The Personal Name File contains over 12,000 first names. This list is used during the Extract Personal Names function. You can add as many names as you want to this list or delete names that you don't want. The only limit to the size of this file is disk space. The procedures for editing this list are the same as editing the include and discard word files. 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 a 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. There are three elements in a phrase, level one, level two, and the search string. Level one and level two are provided to allow headings and sub─headings to be included in an index. The search string is the string of characters that PC─INDEX will be searching for. An example of a heading and sub─heading would be a complete name. A last name would be the heading and a first name would be the sub─heading. This lets you list a group of related items together. For instance, the following entry: Level One Level Two Search String BENSON Brian Brian BENSON Would look like this in the final index: BENSON, Brian 12, 13, 15 If there is more than one sub─heading (more than one person with the surname of BENSON) then the final index would appear like this: BENSON, Brian 12, 13, 15 Courtney 14, 17 Lisa 19 This same technique can be used for sub─categories within categories. For example, the following phrase entries: Level One Level Two Search String Monitors Color Color Monitors Monitors Monochrome Monochrome Monitors Would appear in the index like this: Monitors, Color 15─19 Monochrome 44 The Search String does not have to match the Level One and Level Two Entries. This will give you a lot of flexibility in controlling the appearance of a phrase index. For example, the following phrase entries: Level One Level Two Search String Soft Drinks Diet Colas Diet Pepsi Soft Drinks Colas Coca Cola Would appear in the index like this: Soft Drinks, Colas 14, 17 Diet Colas 55 Notice that the Search Strings Coca Cola and Diet Pepsi are not listed anywhere in the index, but they are the strings that must be found in the document for the phrases to be included in the index. Edit Extracted Name File The Extracted Name file contains the list of names that PC─INDEX found when extracting personal names. This file is actually a phrase file and can be edited using the same methods. 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 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 a phrase 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. In that case, PC─INDEX will only load the first 1000 unique words. By pressing F7, you can load the next 1000 words. F6 will move you back to the beginning of the file. Edit Default Settings List PC─INDEX allows you to change the names of the INCLUDE, DISCARD, PHRASE, and PERSONAL NAME list filenames that it uses as well as the printer port that will be used. This way you can create new lists without destroying existing lists. Select Edit Default Settings List from the Edit Menu and you will see a window that looks like this: ┌─── Edit Word List Filenames ─────────────────────────┐ │ │ │ Discard Word List Filename: │ │ DISCARD.DBF │ │ │ │ Include Word List Filename: │ │ INCLUDE.DBF │ │ │ │ Phrase List Filename: │ │ PHRASE.DBF │ │ │ │ Personal Name List Filename: │ │ NAMES.DBF │ │ │ │ Line Printer Number: │ │ 1 │ └───────────────────────────────────────────────────────┘ You can now select the filename that you want to change and type in any name that you wish.