Insert menu - Overview

The following items are available:-

· Date

· Page Break

· Columns

· Link marker

· Media

· Object

· Table

· Text File

Insert Record - Copy Record

Located in Insert menu.

To facilitate record/document creation:-

· Insert record - All input/edit fields are blank except the Issue, Date and User fields, the latter holds the logon user name.

· Copy current document - All your data is duplicated and with Issue and Date fields being updated. If the document is not yours and is marked Private then detail is not copied, else duplication with User field change to yours is completed.

Insert Date - Calendar Function

Located in the Insert Menu:-

Insert Date

· Click on the document where you want the date to appear

· On the Insert menu, select Date - the dialogue shows

· Click on Short or Long format

· To change the date select the drop down arrow to reveal the calendar facility.

· Use month buttons for next or prior month

· Click on the heading month to reveal the drop down month selector.

· Click on the heading year to reveal the year spin control - the up or down button

· Click the date under the day heading to set date for insertion.

· Alternatively click on the day, month or year in the edit box and either type new value or use the up or down arrow keys to increment.

· Select Insert button to add to your document.

Insert Page Break - Starts the next section on the next page.

Insert Column is located in Insert menu and has a choice of 2 to 6 to enable text to be formatted similar to that of a newspaper.

· Columns are a particular form of a Table and can be converted to be viewed as such from the Format Column menu.

· To add an extra line within a column just depress the Return key.

· To move between columns use Tab key, or Shift+Tab for backward

· The Ruler indicates that the caret is within a Column and controls the behaviour of text within that column.

Insert Link Marker is located in the Insert menu and is used for

· Marking a target location to be used by Go to link, which can be used to easily locate a particular position within a document.

· Enabling a Jump between Link Markers - enter any number of Link Markers with the same text (capital independent) and click on the first - caret moves to the second, click on second - caret moves to the third. . . . click on last - caret moves to the first. This feature enables Content and document Thread links to function.

· Mail Merge marker - use the Merge Data function to add names and data to replace Link marker text.

Insert - Overview

Located in the Insert menu with the following options:-

· Picture

· Sound

· Video

Insert Picture

Located in the Insert + Media menu and as a button on the Toolbar select Picture to show the Insert Image window.

· Click on a filename to have a look at the image, you can use the up and down arrow keys to view the others.

· To change drive - click on the down arrow in the top drive box and then click on an item from the drop down list.

· To change directory - double click on a folder icon to move up or down the structure and to open the directory and show files.

· Options

· Float over text - the position of the image is independent of text entered when checked, else the image remains as part of the text and moves if additional text is added above

· Save with document - if checked the image data is included as part of the document file else the image is linked to the Image file. When linked an Image may be changed outside of the program and the changes will be seen in the program when next loaded.

· Link to an external editor - if checked, double click on the image in a document will invoke the editor registered with the system for editing images (usually Paint for .bmp).

· Image Borders - when Float over text is selected, text may wrap around a picture with a minimum gap as stated in each box.

· To insert your chosen Picture select the Insert button.

· To cancel just select the button

· To move or resize the image in your document then press the Alt key select and move with the mouse.

Insert Sound

Located in the Insert + Media menu and as a button on the Toolbar select Sound to show the Embed Sound window then Insert an existing File or a Newly Recorded sound.

· Click on a filename to hear a sound file (if preview sound ticked), you can use the up and down arrow keys to hear the others.

· To change drive - click on the down arrow in the top drive box and then click on an item from the drop down list.

· To change directory - double click on a folder icon to move up or down the structure and to open the directory and show files.

· Options

· Float over text - when checked, the position of the sound icon is independent of text, else the sound icon acts just like a character and moves with inserted text.

· Preview Sound - if checked, file selection plays the sound but you then have to wait before selecting Insert button.

· Borders - when Float over text is selected, text may wrap around the icon with a minimum gap as stated in each box.

· Select the Insert button to embed sound file in your document.

· Select New button to Record and Insert sound data.

· the Embed sound window closes and the Sound Object In window shows.

· Ensure microphone is attached to the sound card of your PC and select the RED button to record a sound / voice.

· Use the tape recorder type buttons to replay or other functions as you wish - additional help is available.

· Close the window using either File + Exit or X button and the sound data is embedded in your document file.

· To move or resize the Sound Icon in your document then click and hold whilst moving the mouse, centrally to move or on the black squares in each corner or side to resize.

· To Play the Sound from within a document just double click.

Insert Video

Located in the Insert + Media menu and as a button on the Toolbar select Video to show the Link Video window.

· To change drive - click on the down arrow in the top drive box and then click on an item from the drop down list.

· To change directory - double click on a folder icon to move up or down the structure and to open the directory and show files.

· Option: Float over text - when checked, the position of the Video icon/image is independent of text, else it acts just like a character and moves with adjacent text.

· Borders - when Float over text is selected, text may wrap around the icon/image with a minimum gap stated in each box.

· To insert your chosen Video select a filename and then select the Insert button, to cancel just select the button

· To move or resize the Player Icon in your document then click and hold whilst moving the mouse, centrally to move or on the black squares in each corner or side to resize.

· To Play the Video from within a document just double click.

Insert Object - Overview

Located on the Insert menu and has options to allow an object to:-

· Float over text - the Object's position is independent of entered text and can be moved to any position in a document.

· Included in text - the Object is included within the text and moves with the text just like any character.

Selecting one of the above options enables an object to be inserted (please be patient, reading your PC's registry and resolving the references can take some time) and shows the Insert Object dialogue panel:-

· To Create from File select the option on panel left and then browse to locate a File or type the path and file name, clear or select the Link box to choose between embedding the object or just linking.

· Linking an Object inserts a picture of the file contents into the document, the data is not saved within the document and requires the referenced file to found to enable it's display when the document is loaded, else the locate file dialogue is shown.

· Linked Objects also allow modification external to the program with changes being reflected in the document.

· Not all embedded objects can be saved within the document e.g. Video, so prudence recommended.

Clear or check Display as an Icon and then select OK.

· To Create New select the option on panel left, then an Object Type clear or check Display as an Icon and then select OK.

· The Result box provides information as to the proposed action.

When finished creating the object, click outside the object to focus control on your document.

Insert Table shows a dialogue box to enable the number of Columns and Rows to be chosen by click on the respective box down arrow, alternatively a number may be typed into each box. Select OK to complete the Insert Table function. The Format Table menu option is available when caret is within the Table.

Insert Text File

Located in the Insert menu, activates the Insert Text dialogue.

More Help - available within the dialogue by clicking on the ? button then clicking on the item.

Load a document - just click on the file and then Open button.

Change Drive or directory - If the file is not shown then:-

· In the Look in box, click the down arrow, click the drive, folder or Internet location that contains the document.

· In the folder list, double-click folders until you open the folder that contains the document you want.

Stage 5 and above - if the file is not a WordFile document click the 'Files of type' down arrow to select other file types (Rich Text, Plain Text, Website formats and All files *.* ) to convert and Insert.