Lesson 21

Using Advanced Editing Techniques

In this lesson, you learn to check your spelling, reference other pages with doclinks, and add information for the reader in popups.

Checking Spelling

Notes provides a spell checker that you can use to make sure your documents are presentable to others on the network. To check your spelling, follow these steps:

1. With your document in edit mode, choose Edit, Check Spelling. Notes begins the spell check. If Notes finds a questionable word, it highlights the word and displays the Spell Check dialog box shown in Figure 21.1.

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You’re in Luck!

If Notes does not find any misspellings, it displays a message that says No Misspellings Found. Click OK to continue editing your document.

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Figure 21.1 Notes displays any questionable words or spellings.
2. In the Spell Check dialog box, use one of the following techniques to tell Notes what to do about the word in question:

Type the correct spelling in the Replace text box and click Replace.

Select the correct spelling from the Guess list box and click Replace.

Click the Define button to add the word to the dictionary so Notes doesn’t question the spelling again.

Click the Skip button to ignore this particular occurrence of the word.

Click Skip All to ignore all occurrences of this word in this document.

Click Done to quit the spell check.

3. If you choose any of the previous options except Done, Notes carries out your command and continues to check the spelling. Repeat step 2 for each word Notes stops on.
4. When Notes completes the spelling check, it displays the message shown in Figure 21.2. Click OK to close the spell checker.

Referencing Documents

Sometimes you’ll find that several of your documents contain related information and the reader would benefit from viewing both documents. You can include a reference, or doclink, to one document within another document. Then by double-clicking the doclink, the reader can open and view the second document. You can add doclinks to documents within the same database or in different databases.

To reference a document, follow these steps:

1. Place the insertion point in the document to which you want to refer the reader.
2. Choose Edit, Copy As Link, and Notes copies the text to the Clipboard.

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Link

The word “link” comes from the longer “hyperlink,” a term used in programming long before Windows. Both refer to a live connection between two or more documents. When documents have a live connection and the text in the source document changes, the linked text in the destination document is automatically updated to reflect the change.

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3. Open the document in which you want to create the doclink.

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Document Switch

To switch to another document, open the Window menu, choose the name of the database, and open the second document. (Or you can select the name of the document from the Window menu if the document is already open.)

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4. In edit mode, position the insertion point where you want to add the doclink and choose Edit, Paste. Notes inserts the doclink icon, a small page with the corner turned down (see Figure 21.3).
5. (Optional) If necessary, add text to tell the reader how to open the doclink.

Delete Doclink

You can delete a doclink by positioning the insertion point in front of the document icon and pressing the Delete key. You cannot undo a doclink deletion, but you can paste the link again.

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To open a doclink within a document, just double-click the doclink icon. The second document opens immediately. When you finish reading it, choose File, Close to return to the original document.

Adding Definitions and Explanations

Suppose you’ve placed a proposal document in a network database, and you want to provide an explanation of a process you mentioned that you don’t know if everyone on the network will know about. You can add extra information—such as a definition or an explanation of text—to a document by using what Notes calls a popup. Popups are brief messages that appear when the reader clicks on a marked area of text. Figure 21.4 shows a text popup in a document.

Figure 21.4 Add information and interest to your documents with popups.

Follow these steps to add a popup to your document:

1. In edit mode, select the text you want to define or explain.
2. Choose Create, Hotspot, Text Popup. The Properties for HotSpot Popup InfoBox appears (see Figure 21.5).
3. In the Popup text box, enter the text that you want Notes to display when the reader clicks on the marked text. (The text can exceed the window’s size limit.)

Figure 21.5 Enter a description or explanation.
4. (Optional) If you want to mark the selected text, select the Font tab (the second tab in the InfoBox), and you’ll see the options shown in Figure 21.6. Choose a different font, size, style, and/or color.

Figure 21.6 Change the selected text to make it stand out.
5. When you are done, close the InfoBox by clicking the Close (X) button. To view the popup, you must save the document, close it, and then reopen it so that it’s not in edit mode.

To view a popup, the reader clicks on the marked text. The popup remains on-screen as long as the reader holds the mouse button.

In this lesson, you learned to check your spelling, create a doclink reference, and add a text popup to a document. In the next lesson, you will learn to manage document groups.

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