Help

If you open a database and you’re not sure how to view or use it, choose Help, Using This Database for instructions about using the database. Choose File, Close to close the Help window when you’re done.

Viewing Documents in the View Pane

Most Notes databases offer similar tools for accessing help when viewing the documents in the database. In the view pane (on the right), a set of buttons describe what you see o n-screen—for example, the Title, Modification Date, Resource, and Time. Depending on the database type, you can rearrange, or sort, the documents in the view pane using these buttons.

To arrange documents in the view pane of a database, follow these steps:

1. Click the Title button in the view pane. The document titles appear in alphabetical order, as shown in Figure 12.3. (The database in the figure is based on a Journal template—one in which you can record personal and/or professional information.)< /LI>
2. Click the Modified button in the view pane to arrange the entries by the modification or creation dates, from most recent to least recent.
3. (Optional) If your database lists the name of the last person to modify each document, click the Modified By button to alphabetize the files by those names.

Don’t Miss Any

Some databases display documents by categories, dates, or locations only. You can choose the View, Expand All menu command to make sure you see all documents in the database.

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Figure 12.3 List documents in alphabetical order so you can easily find the one you want.

Manipulating Documents

You can print, cut, edit, or otherwise manipulate many documents in a database, depending on the type of database and whether you have access control to edit or cut documents from it. (See Lesson 13 for more information about access control.) Before you can perform some actions (such as printing), you must select, or mark, the document(s) you want to work with. You select documents in the view pane before you open any document.

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Mark a Document

Marking is a method of designating a document for the next action, such as deleting, editing, or copying. Marking is the same as selecting.

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Open a Document

Open a document by double-clicking the document’s title in the database. You’ll learn more about opening a document in Lesson 15.

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Marking Documents

You mark the document or documents on which you want to perform an action. To mark a document, click in the column to the left of the document title. A check mark appears beside the marked document, as shown in Figure 12.4. To remove the mark from a document, simply click on the check mark.

Figure 12.4 Mark documents on which you want to perform an action.

Printing Marked Documents

You can print the documents you’ve marked without opening them. To print marked documents, follow these steps:

1. Mark the documents you want to print. Then right-click on one of the marked documents, and the shortcut menu appears.
2. Choose Print. The File Print dialog box appears (see Figure 12.5).

Figure 12.5 Tell Notes to print only the marked documents.

1. Choose Print selected documents and choose a Document separation mark from that drop-down list. Choosing this option is the same as placing a page break between the documents. (For more information about printing a document, see Lesson 6.)
2. Click OK to print the selected documents.

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Copy a Document?

The only way to copy a specific document from a database is to right-click the document and choose Copy from the shortcut menu. You can th en paste the document into another database. You also can copy an entire database of documents (see Lesson 13).

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In this lesson, you learned about database templates and how to view and manipulate documents in the view pane. In the next lesson, you’ll learn to copy, scan, and remove a database.

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