Advanced Formatting Techniques

Advanced Ami Pro for OS/2

Customizing Bullets and Numbering

• Click where you want to place the bullet• Select Edit Insert and choose Bullet • Click on the type of bullet required• Click OK

Shortcut: Click on the Insert bullet icon to insert bullets

Bullets are inserted as part of the text,

not as part of a paragraph style

Bullets, numbers or text will be entered in the order specified in the Modify Style dialog box

Using Revision Marks• Identify and keep track of text you have inserted,

deleted, or changed– Select Tools Revision Marking to

display the Revision Marking dialog box – Select Options to set revision options– Select Review Revisions to display the

Review Revision Marking dialog box

Using the Notes Function• Notes act as messages, reminders or comments

about a document• A note can be inserted the main body text, in

headers or footers, in a text frame, a table, or a footnote

• To set Note defaults:– Select Tools User Setup to display

the User Setup dialog box– Select the Main tab

• To insert a Note:– Select Edit Insert Note to display

a blank note

Shortcut: Select the Insert note SmartIcon to open a blank note

Inserting Special Symbols• Use character sets to enter special

symbols, or characters and numbers from other countries in your documents– Character sets are code pages supported by

Ami Pro and defined as character sets– Each of these special characters has a number assigned to it

ranging from 1 to 255– Press the ALT key followed by the number

assigned to that symbol– Use the numbers on the numeric

keypad to enter numbers

Styles

Advanced Ami Pro for OS/2

• A file used as a template to format a document so that text and pictures can be inserted

• Determines the initial appearance of a document• Ami Pro provides style sheets for reports,

documents, tables, labels and envelopes• Style sheets contain paragraph styles which contain

text formatting information for the style• You can modify style sheets and paragraph styles to

suit your requirements

Style Sheet Concepts

Using Style Sheets

• Use style sheets to:– Apply formatting such as indention, tabs, or

bullets using a single function key or mouse click

– Assign individual paragraph styles to different paragraphs within a document

– Ami Pro’s default style sheet is _DEFAULT.STY

– The default is applied to each new document unless you specify another style sheet

• To assign a new style sheet:– Select New from the File menu– Select a Style sheet for the new document– Select the OK button to close the dialog box

and display the new document

The Style list displays the paragraph styles available with the style you have chosen, along with a list of function keys to access them

Assigning Paragraph Styles Using the Style Status Button

• To assign a paragraph style:– Place the insertion point in the paragraph

where you want to apply the style– Click on the Style Status button to display

the Style list– Select the style required

Hint: To apply styles you use regularly, use the function keys next to the style name in the Styles list. Simply select the paragraph and press the function key!

Note: The whole paragraph will be affected when you use the Styles list

to assign a paragraph style. To apply a style to part of a paragraph, use the Text menu or SmartIcons to apply formatting

Using Fast Format to Apply Formatting• To change formatting without creating a new

style, use the Fast Format feature– Position the insertion point in the paragraph with the paragraph style

you want to use– Choose Fast Format from the Text menu– Select the options required– Select part of the paragraph where you want

to apply the paragraph style and release the mouse button

– Switch off Fast Format by selecting the command from the Text menu or pressing CTRL+T again

Select Text Fast Format or press CTRL+T to reveal the Fast Format dialog box

Creating and Modifying Paragraph Styles

• To create a paragraph style based on existing text:– Select the text– Select Style Create to display the Create

Style dialog box– Enter a name for the style– Choose the Selected Text option and

select Create

Note: The new paragraph style will be assigned to the next available function key in the Style list. If a function key is not available it will be assigned a bullet point and placed at the end of the list

Creating a New Paragraph Style Based on an Existing Style

• To create a paragraph style based on an existing style:– From the Style menu select

Create to display the Create Style dialog box

– Enter a name for the style– Click on the Style radio button

and choose the style you wish to modify

– Choose Modify to display the Modify Style dialog box

– Select the attributes required– Select OK

Select from the tabs to modify other areas of the paragraph style

Overriding Paragraph Styles• Use Ami Pro’s special formatting features to

override paragraph stylesNon-breaking space

- Keeps two or more words on the same linePress CTRL+Spacebar

Line breaks

- Starts a new line without starting a new paragraph

Press CTRL+ENTER

Hyphenation

- Overrides hyphenation by switching it on or off

OR Forces Ami Pro to hyphenate words at specific places

Select Edit Mark Text No Hyphenation

OR

Press CTRL+-

Modifying an Existing Paragraph Style• Use the Modify Style dialog box to modify an

existing paragraph style– Select Style Modify Style to display the Modify Style dialog box– Select from the following options:

Font Change typeface, size, color and format

Alignment Modify paragraph alignment

Spacing Modify spacing attributes of the paragraph style

Breaks Determine page breaks for the paragraph style

Bullets/Numbers Add bullets and numbering

Lines Determine the style, length, and color of lines

Table Change the format of tables in the paragraph style

Shortcut: Click on the Modify Paragraph Style SmartIcon to open the Modify Style dialog box

Creating New Style Sheets• Ami Pro saves new styles (or modified styles) with the

document in which they are created • New or modified styles can be made available to other

documents

• To create a new style sheet:– Choose Save as a Style Sheet from

the Style menu– Complete the boxes and select

options as required– Click OK to close the dialog box

Style sheet names can be up to eight characters long and should be followed by .STY to identify them as an Ami Pro style sheet

Warning: When you create or modify a style sheet it is attached to the current document and will not affect other documents. If you save a new style to a new or current style sheet or to a new style sheet all documents containing the style will be affected

Creating Automated Style Sheets• Automated style sheets use a macro to

automatically insert information into appropriate locations within a document – Select File New and select a style sheet– Modify the text in the Personal

Information dialog box if required– Select OK to insert the information in an

untitled document– Enter information specific to the

document you are creating in the Optional Information dialog box

– Select OK to insert the personal and options information into an untitled document

Note: These dialog boxes will change in appearance depending on the style sheet you are using

Using Automated Style Sheets

• From the File menu, select New and choose the style sheet you want from the New dialog box

• Make sure that With contents and Run macro are selected and choose OK

• The macro that is associated with the style sheet will be displayed and any default information you have supplied will be displayed in the Personal Information dialog box

Fields

Advanced Ami Pro for OS/2

Background Field Concepts

• Fields inserted into a document are like hidden codes

• What you see in the document is the effect of the code

• Insert a field representing the system date so that each time you open a document containing the date field the date is automatically updated

Hint: You can use fields to automatically generate a table of contents or index

What are Power Fields?• Tools which allow you to automate tasks • Ami Pro comes with several pre-defined power fields to carry out everyday tasks • Access Power Fields via the Insert Power Field dialog box • Some pre-defined instructions are macro commands, whilst others offer a choice

of format settings• Create your own custom power fields

Note: Power Fields themselves are not displayed - only the results of the Power Field instructions are displayed

Hint: To display Power Fields in a document select Show Power Fields from the View menu

Using Pre-defined Power Fields

• To insert a pre-defined Power Field:– Select Edit Power Fields Insert to display the

Insert Power Fields dialog box– Select a Power Field from the Fields

list box– Specify a format for the Power Field in

the Options list box– Select OK or press ENTER to insert

the Power Field

Inserting a New Power Field• To insert a new Power Field:

– Select Edit Power Fields Insert to display the Power Fields dialog box

• To add an additional syntax to the power field:

– Place the insertion point in the Insert text box after the power field instruction and enter the syntax

– Any further power field instructions must be typed into the Insert text box

• To save the new Power Field: – Select the Save button to display the

Save Power Field dialog box– Enter a name for the New Power Field and

choose OK

Any text added to the power field must be typed within quotation marks (“”)

Editing and Displaying Power Fields• To display a Power Field:

– Select Show Power Fields from the View menu – The Power Field instructions are displayed

in the document– Use copy, move, drag and drop, or delete

to edit the Power Field whilst it is displayed in the document

• To edit a Power Field:– Select Edit Power Fields Insert to display

the Insert Power Fields dialog box– Click on the Previous Field or Next Field

buttons to display the Power Field you want to edit– Make any changes to the power field in the Insert

text box and select OK

Note: Instructions for each Power Field are displayed between left and right angle brackets (< >)

Remember: To display the new results of the Power Field, save the document or update the power field!

Click on the Insert Power Fields icon to open the Insert Power Fields dialog box!

Updating and Locking Fields• To update Power Fields:

– Select Power Fields from the Edit menu and select Update All to update all the fields, or Update to update a single field

OR– Click on the Update selected power fields

or the Update All power fields icon

• To lock Power Fields:– Select Edit Power Fields Insert to display the Insert Power

Fields dialog box– Click on the Lock check box – Click on the Cancel button. Ami Pro does not allow you

to select the OK button when you choose to Lock a power field

Beware: If a document contains a large number of power fields, updating them can take a long time!

Hint: Select Auto run in the Insert Power Fields dialog box to update all fields each time a document is opened. This includes any Locked fields!

AutoRun and Power Fields

• The Auto run command means that all fields will be updated each time you open the document– From the Edit drop down menu, select the Power Fields command– From the sub-menu, select Insert to display the Insert Power Fields

dialog box– Click on the Auto run check box to select it– To close the dialog box, click on the Cancel button– NOTE: Ami Pro does not allow you to select the OK button when you

choose the Auto run command– If Auto run is selected, Ami Pro will also update locked fields each

time a document is opened

NOTE: If you have multiple power fields in a document, updating them each time you open the document can be time consuming!

Time and Date Insertion• Inserting a date or time field into a document

can be a useful way of keeping a document up-to-date

• To insert a Date or Time field:– Select Edit Insert Date/Time to display the

Insert Date/Time dialog box– Select the date or time format you require

from the Insert options list Select a date and time format from the Style options list

– Select OK or press ENTER

Using a Query Power Field

• A Query Power Field may be used to prompt the user for information when the power field is activated

Talk to me!

Document Information Power Fields

• Used to insert the creation date of a document

Hi, I’m Three!

Using External Power Fields

• A Power Field which runs another file, such as a 1-2-3 spreadsheet and prompts for a file name

Using Programming Power Fields

• To use the If Power Field to evaluate a condition

• For example, when customizing a thank you letter, you can evaluate which adjective is used to thank a donor for a gift

Using Mark Text Power Fields

• Used to insert the contents of a bookmark into a document

Using a String Power Field

• Used to convert lower case letters to upper case letters

Using Master DocumentsWhat is a Master Document?

Made of up multiple documentsAllows you to print multiple single documents as

one document with consecutive page numbers, footnotes and outline paragraphs, and a table of contents and index

To create a master document: Create the separate Ami Pro documents you want

to include in the master documentCreate a master document source file and

identify the Ami Pro documents you want to include in the master document

Create the master document by generating numbers, a table of contents, or an index

The single documents which combine to make the master document can still be printed and edited separately

MasterDocument

Creating a Master Document• To create a master document:

– Select File Master Document to display the Master Document dialog box

– Select Master document numbers from the Generate section

– Select the directory and drive – Select the files you want to include in the

master document file and add them to the Master document files list box

– Select OK

Note: Make sure you select the documents in the order you want them numbered in the master document

Remember: Any editing or changes to page numbering in the master document files, will not be reflected in the master document. To regenerate the numbers or update the master document, select one of the options in the Generate section of the Master Document dialog box

Generating a Table of Contents• To generate a Table of contents:

– Select File Master Document to display the Master Document dialog box

– Select Table of contents– Click on TOC Options to display the

Table of Contents dialog box and enter a file name

– Select Options to display the TOC Options dialog box

– Assign TOC levels to the paragraph styles listed

– Select any other options andselect OK

Use Promote or Demote until the paragraph styles appear under the TOC level requiredNote: To create a table of

contents for a document other than a master document, select Generate TOC from the Tools

Creating Index Entries• To create index entries:

– Select the first section of text you want to reference as an index entry

– Select Edit Mark Text Index Entry to open the Mark Index Entry dialog box

– Edit the text in the Primary text box– Click in the Secondary text box to create a

secondary index entry– Choose any other options and select the Mark

button to create the index entry – To display index entries in the document, select

View Show Power Fields

Shortcut: Click on the Insert index mark icon to mark text

Note: Page numbers will always be placed next to a secondary index entry if one is available

Creating an Index• To create an index:

– Select File Master Document to display the Master Document dialog box

– Select Index to open the Index dialog box and enter a name for the file

– Select Include alphabetical separators to place letters in front of the index entries

– Select OK to generate the index

Note: To create an index for a document other than a master document, select Tools Generate Index

Remember: If you edit the document you must regenerate the index to ensure it is updated

Macros

Advanced Ami Pro for OS/2

What are Macros?• A series of commands which are carried out

automatically• Useful for automating tasks which you carry out

frequently

Note: The .SMM extension is added to macro filenames automatically

Note: By default, macro files are placed in the AMIPRO\MACROS directory

Note: If you make a mistake, you must re-record all the actions

Recording Macros

• Select Tools Macros• Click on Record.... to open the

Record Macro dialog box • Enter a name for the macro • To assign Shortcut keys to play back the

macro, enter the key combination in the Playback shortcut keys text box

• Click on OK to record the macro• Carry out the actions you wish to record• Click on Recording... in the Status bar to stop

recording and save the macro

Running Macros Manually• To play a macro:

– Select Tools Macros– Click on Playback.... to open the Record Macro

dialog box – Locate the macro in the Macros

list box– To assign Shortcut keys to play

back the macro, enter the key combination you want to use in the Playback shortcut keys text box

– Click on OK to play back the macro and carry out the task assigned to it

Note: You can use CTRL with most keys for the shortcut. You must type the actual alphanumeric characters, with no spaces, for example CTRL+S

Warning: You cannot use the Function keys to create a key combination, even though the Help screen uses one as an example!!

Running Macros Automatically

• From the Tools drop down menu, select Macros• Click on Edit

– Which displays the Edit macro dialog box• Click on Assign

– Which opens the Assign Macro to run Automatically dialog box• If you wish to run the macro when the file opens

– Click on the File open button, and in the drop down list box alongside, locate the desired macro

• If you wish to run the macro when the file closes– Click on the File close button, and in the drop down list box

alongside, locate the desired macro• Click on the OK button

Recording Quick Macros

Use Quick Macros to automate a task you use only occasionally, or only want to use in one document

Ami Pro records the Quick Macro to the file UNTITLED.SMM

To record a Quick Macro:Select Tools MacrosClick on Quick RecordCarry out the actions you wish

to recordClick on the Recording... message in the Status Bar to

stop recording

Remember: Each time you record a new Quick Macro, the contents of the UNTITLED.SMM file are overwritten with the new macro

To play back the Quick Macro Select Tools Macros Quick Playback

Assigning a Shortcut Key to a Quick Macro

• You can assign shortcut key combinations to Quick Macros, which can be used as an alternative to accessing them via the menus

• From the Tools drop down menu, select Macros

• Click on Record• Click on the Options button• The Quick Record Macro Options dialog box

opens which allows you to assign shortcut key

Merge, Labels and Envelopes

Advanced Ami Pro for OS/2

What is Mail Merge?

• Merge can be used to combine data such as names and addresses with information contained in an Ami Pro document, such as a letter or report

• For example, Merge can be used to send a standard letter to many people with the added facility of personalizing each letter with the individuals name and address

• To perform a Merge you require a merge data file and a merge document file

Creating a Data File• To create a data file:

– Select File Merge and choose Option 1

– Select New and enter a name for the file in the Name merge data file dialog box

– In the Create Data File dialog box enter field names

– Select Options to specify field and record delimiters

Note: Field names should be specified so that the data is easy to refer to. They do not need to be entered in the order in which they will appear in the merge document

Entering Information into a Data File

• To enter data:– Place the cursor in the first text

box of the Data File dialog box– Enter data for the first field and

press Tab– Click on the Add button to

create a new, blank record

Note: Each time you add a record, a new blank index card is displayed. Information is displayed in the tab dividers at the top of each index card to identify records

Moves back one record Moves forward one record

Moves to the first recordin the data file

Moves to the last recordin the data file

Creating a Merge File• To create a merge file:

– Open the file you want to use as the merge document file

– Select the merge data file– Assign the data file to the

merge document file– Insert the merge fields into the

merge document file– Either print the new merged

document, or save the merged document as a new file

Data FileMerge File

New Combined File

Merging Data and Document Files• To merge data and

document files:– Choose Option 3 in the

Welcome to Merge dialog box– Select Options from the Merge

dialog box– Select Print Options from the

Print Opts dialog box– Select OK to print, display, or

save the documents

Merges the documents and prints a copy of each resulting document

Merges and previews each resulting document before printing

Merges the documents and saves the results to a specified Ami Pro document

Conditional Mail Merging• What is conditional mail merging?

– Allows you to include or exclude records in a merge data file by applying certain conditions to them

– Specify conditions in the Merge Conditions dialog box– Apply multiple conditions using the

And or Or options Click on the Operator field to display the following operators in the &Operator list.

= (equal to)

< (less than)

> (greater than)

! (not equal to)

<= (less than or equal to)

>= (greater than or equal to)

Using Merge With Labels• To merge to labels:

– Select the labels style sheet required– Select label type. You can select

standard Avery labels if required– Assign a data file to the label document– Insert merge fields into the labels– Select the NextRec Power Field from

the Insert Power Fields dialog box– Copy the fields including the Power

Field to all labels on the sheet

BEWARE: If using a laser printer make sure the labels are laser certified, otherwise you may damage your printer

Select the NextRec power field to indicate you wish to print the next record on a new label

Using Merge With Envelopes• To merge envelopes:

– Select File New and choose Envelope - with return address area from the style sheet list

– Enter details in the Personal Information dialog box

– Assign the merge data file required– Enter the merge fields required into the

envelope style sheet– Select options from the Merge dialog

box and choose OK

Using External Data Files in a Merge• Use data stored in any of the following formats

to perform a merge in Ami Pro:– 1-2-3 for DOS - releases 2.x and 3.x

(.WKS and .WK1)– 1-2-3 for Windows and OS/2

(.WK3, .WK4, and .WG2)– dBase III, III+, and IV– Fixed length ASCII and comma

delimited formats– DIF– Excel for Windows and OS/2 -

releases 2.x and 3.x (.XLS)

Select the application containing the data from the Type of file list box in the Select Merge Data File dialog box

Frames and Graphics

Advanced Ami Pro for OS/2

What are Frames?

• Frames act as containers into which text, pictures, graphics, tables or other documents can be inserted

• Use frames to place text in a margin, insert pictures in a document, or create titles which cover multiple columns on a page

• Frames can be sized and positioned in a document without affecting the main document text

• Format frames by adding lines, background colors and shadows

Inserting a Frame into a Document• To create a frame manually:

– Select Frames Create Frame to display the Create Frame dialog box

– Select the Create Manually button– Click and drag the frame mouse

pointer to create a frame in the document

OR• To create a custom frame:

– Select Frames Create Frame to display the Create Frame dialog box

– Enter measurements for the Width and Height of the frame

– Enter measurements in the Position section

– Click OK to create the custom frame Shortcut: Click on the Frame SmartIcon

Modifying Frames• To modify a frame:

– Select Frame Modify Frame Layout to display the Modify Frame Layout dialog box

– Select the options required

Shortcut: Place the mouse pointer anywhere on a frame and press the right-hand mouse button to open the Modify Frame Layout dialog box

Hint: To modify the frame layout of a frame with a macro assigned to it, press SHIFT or CTRL whilst clicking inside the frame to select it

Change size and position

Change frame type

Modify Lines

Specify column and tab settings

Controlling How Text Wraps Around Frames

• To select how text wraps:– Select Frame Modify

Frame Layout to display the Modify Frame Layout dialog box

– Select from the options in the Text Wrap Around section

Text appears above, below, and to one side of the frame but not behind it. Text flows to the right or left of the frame depending on space

Text flows behind the frame. If the frame is opaque text behind the frame cannot be seen, if the frame is transparent text behind the frame is visible and appears to be inside the frame

Text appears above and below the frame but not on the left, right, or behind the frame

Modifying Frame Placement• To modify frame placement:

– Select Frame Modify Frame Layout to display the Modify Frame Layout dialog box

– Choose from the options in the Placement section

Remains where you place it in the document

Anchors the frame to the text above it in the document

The frame appears as if it were text and is anchored to the character closest to the top, left-hand corner of the frame.

Appears in the same location on each page of the document and become part of the page layout

The frame appears on alternate pages in the document

Changing the Appearance of a Frame• To change the appearance of a frame:

– Select Modify Frame Layout from the Frame drop down menu to display the Modify Frame Layout dialog box

– Select from the options in the Display section

Text or pictures behind the frame will be visible in the document

Text or pictures behind the frame will be hidden behind the frame in the document

Any lines specified in the Lines section will be displayed with square corners

Any lines specified in the Lines

section will be displayed with rounded corners. Click on the up or

down arrows next to this option to determine the amount of rounding applied to the corners

Changing the Size and Position of a Frame

• To change the size and position of a frame:– Select Modify Frame Layout to display the Modify Frame Layout dialog box– Select the Size & Pos. tab

Enter a measurement in the Width and Height text boxes to determine the size of the frame

Enter a measurement in the Down from top and In from left text boxes to determinethe location of the frame on the page

In the Margins section, enter measurements in the Left, Right, Top, and Bottom text boxes. If you want to set the frame margins to zero, select the Clear Margins option

Changing the Lines, Shadows, and Color of Frames

• To change lines, shadows and colors of frames:– Select Frame Modify Frame Layout from the to display the Modify Frame

Layout dialog box– Select the Line tab

Places a box around the frame

Places a line on the left border of the frame only

Places a line on the right border of the frame only

Places a line on the top border of the frame only

Places a line on the bottom border of the frame only

Click on the down arrow to select options

Select a line from the Style section to determine how the lines will look Select a shadow style

for the frame

Select colorsfor the lines,shadows andbackgroundcolor of theframe

Inserting Columns and Tabs into Frames

• To enter columns and tabs:– Select Frame Modify Frame Layout to display the Modify Frame Layout

dialog box– Click on the Col & Tabs tab

Select the number of columns you want in the frame

Text will be aligned horizontally in a partially filled frame

Determine the amount of space between columns.

Inserts a line between the columns. Choose a style and color for the lines

Select the Clear Tabs button to remove all tabs from a frameSelect the type

of tab required

Enter the location of the tab

Click on the Set Tab button to display the tab marker on the ruler

Using Reverse Text in a Frame• To use reverse text in

a frame:– Select Frame Modify

Frame Layout and select the Lines tab

– Make sure that no options are selected in the Around Frame section

– Select black from the Background color palette and choose OK

– Double click inside the frame and choose Text Font

– Choose white from the color palette and select OK

– Enter the text required

Cancel all options

Select a backgroundcolor

Select a text color

Enter the text required

Inserting Other Objects into Frames

• To insert text into a frame:– Click on the frame to display handles and borders

around the edges– Double click inside the frame and begin typing

• To insert another document into a frame:– Select the frame and choose File Open to display

the Open dialog box– Select the file you wish to insert from the Files list

box and choose the Insert button

• To insert a table into a frame:– Select the frame and choose Tools Tables to

display the Create Table dialog box– Select the options required and choose OK

Importing Pictures• To import a picture into a frame:

– Select File Import Picture to display the Import Picture dialog box

– Select the file type required from the Type of file drop down list

– Click on the picture file you wish to importfrom the Files list box and select OK

Note: Select Copy Image to save the picture as part of the document. If Copy image is not selected, remember to copy or move the document to another directory using the File Management command in the File menu

To hide pictures in a document click this:

To show pictures in a document click this:

Sizing and Cropping Graphics• Change the size of graphics:

– By dragging the frame around the picture to enlarge or reduce it

– By selecting options from the Graphics Scaling dialog box

– By sizing the picture so that changes to the frame will not affect it

– By moving a picture in a frame

• You can crop a picture by removing part of it from view so that only a section of it appears in the document

Note: When you crop graphics, the whole picture remains in the document even though only a section of the picture is visible. This does not necessarily mean it takes up less disk space!

Selecting and Moving Multiple Frames• To select and move multiple frames:

– Select the first frame you wish to move so that handles and borders are displayed

– Press the SHIFT key and select the next frame

– Keeping the SHIFT key depressed, select any other frames you want to move until they are all displayed with handles and borders

– To move the frames, click on one of the selected frames with the right mouse button and drag the frames to the new location

– Release the mouse button

TIP: If you have several frames layered one on top of the other it may be difficult to select individual frames. Try pressing the CTRL key whilst clicking with the left-hand mouse button until the frame you require is selected.

Press SHIFT and click on multiple frames to select them

Bring to Front and Send to Back• Change the order of layered frames by moving them to

the front or the back of the layer

TIP: Make the frames on the top layer transparent, rather than opaque, otherwise text or pictures in the lower frames will be hidden!

Make sure the frame on the top layer is transparent so that text in the lower frames is visible

Select Bring to Front from the Frame menu or click on the Bring frame to front SmartIcon

Select Send to Back from the Frame menu or click on the Send frame to back SmartIcon

Data Exchange

Advanced Ami Pro for OS/2

The Clipboard Concept

• The Clipboard is an area of memory in which items can be stored

• Only one item at a time is stored on the Clipboard• When you Cut or Copy a new item to the Clipboard, the

previous Clipboard contents are erased

The OS/2 ClipboardDATA DATA

Copying vs. Cutting Data

• Copying copies the selected item(s)• Cutting moves the selected item(s)

Remember the Cut and Copy keyboard shortcuts

COPY CTRL+C

CUT CTRL+X

Pasting Data

• Copies the information contained within the Clipboard to the location of the insertion point within Ami Pro

NOTE: The program that you are pasting the data into must understand the format of the information stored on the Clipboard

NOTE: You may paste information contained within the Clipboard as many times as you like and it will still remain on the Clipboard!

Drag and Dropping to Move (or Copy) Text or Data

• When you select text and/or graphics within Ami Pro, the selected item(s) can be dragged to another part of the document and then dropped to move the selected item to a new location

NOTE: Depress the CTRL key to copy an item as opposed to move it when using drag and drop

Copying or Moving Data from One Ami Pro File to Another

• The use of the Clipboard make is easy to copy or move selected data from one Ami Pro document to another

What is Dynamic Data Exchange (DDE)?

• You can share information across applications using DDE (Dynamic Data Exchange)

• The files used to create a link are known as the server and the client– The server is the file which stores the original

information– The client is the file that stores a copy of the information

Creating a Link Between Two Applications

• In order to create a successful DDE link, the applications must be able to communicate properly in order to ensure the information is displayed correctly

• As such, you must have both the client and server applications open when you are working on the linked information

• Linked information must be edited in the server application, i.e. the application in which it was created

Automatic vs. Manual Updating of DDE Links

• To update the information contained within a DDE link– Click on the Link Options command, under the Edit

drop menu, to open the Link Options dialog box– Select the link you wish to update, and click on the

Update button– The data will now be updated from the Client source file

Remember that both server and client applications must both be open for DDE to work properly

Customization

Advanced Ami Pro for OS/2

Customizing Ami Pro

• You can customize certain features in Ami Pro:– Create your own SmartIcon sets– Create your own SmartIcons– Set defaults using the User Setup dialog

box– Document viewing preferences

Now it looks the way I want it!

Customizing SmartIcons

• Customizing SmartIcon sets allows you to have your most frequently used functions immediately accessible from the screen with a simple mouse click

• You can customize SmartIcons in the following ways:– Choose whether or not SmartIcons are displayed– Choose which set of SmartIcons is displayed– Choose where the SmartIcons are displayed on the

screen– Choose the size of the SmartIcons– Select the order of the SmartIcons– Modify SmartIcon sets

Locating and Sizing SmartIcons on the Screen

• From the Tools menu choose SmartIcons• Click on the Position button to display the

drop down list• Choose a position for the SmartIcons• You can choose to display them at the top,

bottom, left, or right of the window• You can also display a Floating Set, which

allows you to position the set anywhere on the screen

Controlling the SmartIcon Set Display Order

• You can use the SmartIcons dialog box to rearrange the order of icons– Position the mouse pointer over the icon you wish to

move– Click and hold down the left mouse button– Drag the icon to the new position– Release the mouse button

• You may also:-– Position a floating set of SmartIcons– Choose the size of SmartIcons– Adjust the size of a floating set of SmartIcons

Modifying the SmartIcon Sets

• From the Tools menu choose SmartIcons– The SmartIcons dialog box is displayed

• Options include:– Add– Move– Group– Remove

Customizing the Ami Pro Interface• From the View drop down menu, select View Preferences

– Select the Main or Clean Screen tab and customize the options required– Click OK

These options are available in the Main tab:

Column guides Margins in colorPictures Tabs & returnsMarks NotesOutline buttons Table gridlinesTable row/column headings Vertical rulerHorizontal scroll bar Custom view

These options are available in

the Clean Screen tab:

Title barMenuSmartIconsStatus barVertical scroll barHorizontal scroll barReturn icon

Creating SmartIcons• Create new SmartIcons to run your own macros• You can base your icon design on an existing

icon, or design one completely from scratch• To create a SmartIcon:

– Select Tools SmartIcons to display the SmartIcons dialog box

– Click on Edit Icon to display the Edit Icon dialog box – Click on Create New Icon to display the Save as new

SmartIcon dialog box – Type a name for the new icon– Click on OK