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QuickWords
Need to quickly insert the same items multiple
times?
QuickWords are an easy way to insert
- letterheads, favorite mailing and return
addresses, and signature blocks
- "boilerplate" text
- graphics and logos
- WordPerfect structures (such as tables)
and codes (such as watermarks, headers and footers, tab sets,
counters, and styles)
- any mix of the above
See also -
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Overview
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In WordPerfect 8 and later versions, you can use a QuickWord to instantly insert
blocks of material.
QuickWords are not just for words: There are many things for which you can use a QuickWord.
For example, you can insert -
If you need to use the same material again
in the current document or future documents, consider using QuickWords
to speed up your work and help eliminate typing and
formatting errors.
Basically, a QuickWord is a small text
abbreviation -- a few unique,
easy-to-remember characters, typically preceded by a special
character such as a backslash (\MyName) or by any other rarely
used character (~Joe or `123).
QuickWords expand automatically into
whatever you have assigned to the QuickWord when you type it
into a document and follow it with a space, tab, or hard return.
[You can optionally expand all QuickWords in the document
at once at a later time with a shipping macro; see here.
Or you can expand just a single QuickWord using a macro assigned
to a menu, toolbar button, or shortcut key; see here.]
QuickWords are stored in their own special
QuickWords template, so they are available
in any document. They can be "migrated"
to other computers or versions of WordPerfect. |
How to create
and use QuickWords
- To create a QuickWord, first set up the
material you wish to quickly insert later in the current (or
future) document. This typically includes a contiguous block
of text -- even several long paragraphs -- along with any desired
WordPerfect formatting or graphics, but it can be just a formatting
element such as the codes for a special watermark, footer, table,
etc. This is the material the QuickWord will insert in a document
any time you need it.
- It is sometimes useful to do this in a new,
blank document (unless you also want to also "capture"
some material in the current document). For example, you could
type several "boilerplate" paragraphs, complete with
formatting. Or you could set up your letter's entire closing
(even with a scanned graphic signature "anchored" to
the closing's paragraph; see the tip
below). Use any styles or other formatting you wish, even tables
or columns.
- Select the text, graphics, and any related
codes using the Reveal Codes window to ensure you capture everything
for the new QuickWord.
- Selection may be easier in Reveal Codes if
you place the insertion cursor just to the left of the material
-- particularly any relevant codes -- and then hold down the
<Shift> key while you press the <Right Arrow> key
to select the material. Some find this easier and more accurate
than using a mouse to select text with adjacent codes
- If you are selecting format codes,
you may need to include any "Off" codes as well as
"On" codes. Some formatting in WordPerfect is achieved
by bracketing the material by an On/Off code-pair. Bold, Italics,
Highlighting, and similar formatting are examples of this. Be
sure to select both codes of the code-pair.
- Click Tools, QuickWords, and give the
new QuickWord a name (in the first field, just above the drop
list of existing QuickWords).
- You should precede the QuickWord's name (technically,
an abbreviation) with a backslash (e.g., \draft or \copy)
or other unique and little-used character (such as a tilde, ~)
to help prevent possible confusion with the same characters used
elsewhere in the document, when you type the QuickWord. Preceding
characters are not required but they are highly recommended.
- Click on Add Entry to add the QuickWord
to the list.
- Click the Options button and select "Expand
as text with Formatting."
- From WordPerfect's Help: "When you expand
text as plain text, you can insert a QuickWord in a document
other than the one where it was created, and the QuickWord text
will look the same as the other text in that document. When you
expand text as formatted text [as recommended here], you can
insert a QuickWord in a document and include the formatting and
graphics that appeared with the QuickWord when you created it."
- Important:
If you are using WordPerct 10 or later version, and choose the
"Expand as plain text" option, be sure to aslo
enable the new feature available in those versions in
Tools, Settings, Environment: "Use WordPerfect 9 text
selection." If this setting is disabled (i.e., not ticked)
during QuickWord creation you might find that some of
your newly created QWs expand with an extra hard return in them.
If this happens, see Footnote
2 here about this bug and how to work around it.
- If you want the QuickWord to expand as
you type it (the typical case), make
sure the "Expand QuickWords ... " box is checked at
the bottom of the QW dialog box.
- To use a QuickWord, just type the QW (plus
a space, <Tab>, or <Enter> key) on the page where
you want it to begin. (See Notes
and tips below.)
- To revise a QuickWord, open a new blank document and type the QuickWord.
When it expands, make your revisions (Reveal Codes can help here).
Delete the old QuickWord in Tools, QuickWords. Then select the
entire block of revised materia and create a QuickWord of the
same name.
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Notes
and tips
1.
If you have not checked the "Expand QuickWords..."
box at the bottom of the QuickWord dialog box, the QuickWord
won't expand. However, you can expand
all QuickWords at once by playing the EXPNDALL.WCM shipping macro,
usually located in your default or supplemental macro folder
(see Tools, Settings, Files, Merge/Macro for these locations).
2. QuickWords
will not expand if you have a macro toolbar or a merge
toolbar showing on any open document (even if empty). You can run the macro Abbrev.wcm to force a QuickWord
expansion immediately. You can also use the EXPNDALL.WCM macro
to expand all QuickWords later.
3.
QuickWords (specifically, their abbreviations) are "words"
and therefore need to be separated from preceding characters
with a space, tab, indent, etc. Otherwise they will not normally
expand when you follow the QuickWord with a space, tab, or hard
return.
HOWEVER, you can work around this if you need
to produce a QuickWord expansion in the middle of a string of
characters, such as in a mathematical formula.
You will need to (a) create the QuickWord
as described above (using the "Expand as text with Formatting"
option), then (b) create a one-line macro with
this command in it:
AbbreviationExpand (AbbreviationName:
"\2"; Template: QuickWords!)
In this example, the QuickWord abbreviation
"\abc" (without quotes) was previously created to produce
a superscripted 2. You can, of course, use any QuickWord in the
macro command, as long as you use the syntax shown and specify
the QuickWord abbreviation's name.
- To copy this macro code to your WordPerfect
program, see here.
- You can then assign this macro to a keystroke
combination, toolbar button, or menu, as described here.
This will make it very easy to use in a document.
- For additional macro code to automatically
delete any "bracketing" [Font] and [Font Size]
codes that might be imported with the QuickWord (and thereby
conflict with the current font and size in effect at that location,
see Footnote 1 below.
- See also the tip
below which uses a more robust macro (ReplWithQW)
to expand multiple instances of a QuickWord in a document, after
the final draft is completed.
4. All your QuickWords are stored in a
special template (see "Managing and
troubleshooting your QuickWords" below). They are not
stored in the document (.wpd) you are working on at the moment.
Like any computer file, this file can be damaged, so it is wise
to back it up frequently. |
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Miscellaneous
Tips for using QuickWords
See also "Managing
and troubleshooting your QuickWords" below.
 Use
a leading "special character" in QuickWord abbreviations.
If you click on Tools>QuickWords, you will
see that the samples shipped with some versions of WordPerfect
are preceded by a backslash [\]. This is not essential, but if
there is any chance that your QuickWord abbreviation may also
be acceptable as a word or something that QuickCorrect
might recognize, you are advised to use a leading '\' (or similar
character, such as the tilde [~]) to avoid expansion of the abbreviation.
For example, don't use 'BP' as the QuickWord for 'The patient's
BP was normal'. But you could use '~BP' or even 'PBP,' if it
is an abbreviation that is unlikely to be automatically corrected
by QuickCorrect. [Thanks to Charles Rossiter for this tip.]
Record a macro
to play a QuickWord:
- Click on Tools, Macro, Record;
- give the macro a name;
- position the cursor in the document where
you want the QuickWord to expand (assuming you have set QuickWords
to expand as explained above, under "How to create and use
QuickWords");
- select the QuickWord with Tools, QuickWords;
- click Insert in Text;
- stop the macro recording with the Stop button
on the macro toolbar.
- The macro can then be assigned to a menu,
toolbar button, or shortcut key, as explained here.
Create matching envelopes
for your letterhead.
If you have WordPerfect8 and later, you can
use a QW to insert your custom return address (including
different font sizes and a graphic logo) in the Envelope dialog.
See here.
Use a QuickWord to stamp
a document with DRAFT, COPY, etc.
Automatically add your scanned
signature to a .WPD document.
- Scan a printed document that contains your
signature. Use a high resolution for the scan.
- Clip ("crop") just the signature
from the scanned image (probably a .BMP or .JPG image) with any
graphics program (WordPerfect Office's Presentations should do
the job, or use something like PaintShopPro), then insert it
between previously typed closing lines of text ("Sincerely...").
- Position the graphic signature, and then
anchor it to "Character" or "Paragraph" (not
"Page") by right-clicking the image and choosing Position.
(It will then move with the closing if you add or delete text
later.) Right-click again and choose Wrap, Behind text. You can
make final adjustments by right-clicking the image and choosing
Select Box, then use the mouse to drag the image; or you can
right-click the box and use the Position choice to enter numeric
values. When finished positioning the box, click outside it to
deselect it.
- In Reveal Codes, select both the closing
lines of text and the signature's graphic code, and create a
QuickWord from them, as described above.
- From that point on, typing the QuickWord
will insert both the closing and the signature -- all in one
step.
Set repeating tabs with
a QuickWord.
- For example, to quickly set all tabs 0.25
inches apart, click Format, Line, Tab Set.
- In the Tab Set dialog, set the Tab type (usually,
Left), the Tab position (0.25" from the left margin), and
check the Repeat box and set it to every 0.25". Click on
Set to return to the document.
- (Alternatively, you can also record these
first two steps in a macro and assign
the macro to a toolbar button, menu, or keystroke.)
- Finally, follow the directions above to select
the new [Tab Set] code in the Reveal Codes window and assign
it to a QuickWord, such as "\25".
- Whenever you need the new settings, simply
type "\25" (without quotes) followed by a space and
the new tabs will be set. Backspace to delete the extra space.
- See also TabSet25,
a macro that sets left tabs every 0.25 inches, out to 9.75 inches
(the WordPerfect limit).
Use text and counters with
a QuickWord. [For more on counters see here.]
You can automatically and sequentially
number items at the end of a phrase -- and you can even
insert a second type of sequentially numbered list (dark red items
below) into the first list (dark
blue items below). This technique works
like an outline, where deleted or inserted items cause automatic
renumbering of subsequent items. WordPerfect will keep the lists
properly -- and separately -- numbered.
For example -
Interrogatory No. 1.
Did you ever ....
Interrogatory No. 2.
List the people within your division
who ...
Interrogatory No. 3.
State where the manager told ....
Production Request No. 1.
Produce all records in the ...
Interrogatory No. 4.
Do you claim that Mr. X never ...
Production Request No. 2.
If your answer is yes ...
And so forth.
Here's how:
1. Open a new, blank document. Create a single-level
counter for each list item (e.g., one for Interrogatory items
and one for Production items) with Insert, Other, Counter, Create.
Enter a name for the counter in the Create Counter Definition
dialog that pops up, and click OK. When finished creating all
counters, click Close to exit from the Counter Numbering dialog.
2. Then, in the main body of the document,
type the leading text phrase and a space ("Interrogatory...
"), then click Insert, Other, Counter. Choose the new, appropriate
counter from the list and then click Display in Document. This
takes you back to the main document. Make sure the insertion
point is to the right of the new code in Reveal Codes. Then click
Insert, Other, Counter, Increase.
You should now have two codes in the
document,
[Count Disp][Count Inc]
-- in that order.
The idea is to make WordPerfect display the
number, then (internally) increment it for any counter number
that may follow later in the document.
Add a space, colon, hard left indent, etc.,
as desired to separate and/or format the text that will follow
the two counter codes.
3. Here's the part that automates everything:
Make a QuickWord out of the text phrase and
the two codes (and any following spaces or codes) by using Reveal
Codes to place the cursor just in front of (i.e., to the left
of) the text phrase, and then use <Shift>+<RightArrow>
keys to move the cursor to just after (to the right of) the end
of the phrase and codes.
Now, with the phrase and counter codes and
any formatting codes selected, click on Tools, QuickWords. Give
the QW an easy-to-remember abbreviation, such as "\Int"
(without quotes) for "Interrogatory."
4. Repeat steps 2 and 3 for the other list
item. Use the other counter, of course, and give the QuickWord
a different name (e.g., "\Prod" [without quotes]).
Note that when you create QuickWords, you
should make sure that the "Expand QuickWords when you type
them" box is enabled, and the Option button's "Expand
as text with formatting" is selected.
Now, when you need the items, just type the
QuickWord for them, plus a space, tab, or hard return. The QW
will expand and the counter will number the item. You can add
or delete a counter item, or insert a counter of the second type
between a sequence of the first type, and WordPerfect will keep
them properly -- and separately -- numbered.
Globally replace text or
symbols with QuickWords, then expand them as needed.
Assuming you have disabled (un-ticked)
the box, "Expand QuickWords when you type them" in
Tools, QuickWords, you can use the shipping macro, EXPNDALL.WCM,
to expand them all at once. (You should find this macro in one
of the folders listed in Tools, Settings, Files, Merge/Macro.
If it is located there, simply type "EXPNDALL" in the
File name field in the dialog box that appears when you click
on Tools, Macro, Play.)
Related tips:
Using Edit, Find and Replace you can first
replace an existing character, word, or symbol anywhere in a
document with a QuickWord abbreviation (e.g., \MyLogo), then
expand all the QuickWord abbreviations throughout the document
with EXPNDALL.WCM.
Note: EXPNDALL
only works if the QuickWords are individual items and not
part of a word; that is, the QuickWord abbreviation must be separated
from other text characters. Still, this is a quick way to replace,
for example, a text character or number (or a symbol) with a
highly formatted item -- such as a math symbol in a different
font and size, or a specially formatted corporate or product
name -- that you have previously created as a QuickWord.
Alternative:
For a macro that can find an existing character, word,
or symbol wherever it appears in a document and replace it with
an expanded QuickWord -- all in one step -- see ReplWithQW.
[Since QuickWords are stored in their own special template, they
will be available in all documents for the same version of WordPerfect
on the same system. See the next section for information on migrating
your QuickWords to another version of WordPerfect.]
Use a QuickWord where
a macro won't work.
Some things cannot be recorded in a macro,
such as creating custom graphics or text box sizes. They must
be hand-coded by a macro writer.
But there is an easy way to insert complicated
structures (such as custom text boxes):
Open Reveal Codes and select the structure
(e.g., the [Box] code) and create a QuickWord from the selected
item. Typing the QuickWord abbreviation later will insert the
item at the cursor location. You can even select adjacent format
codes and/or text along with the structure itself. A single QuickWord
can contain all of these items.
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Managing and
troubleshooting your QuickWords
- Problems with QuickWords? Your QuickWords template file might have become corrupted.
Here are some things you can try.
- First, you may be able to salvage the old
QuickWords template file. Note that your QuickWords are stored
in their own special template file (see next items below),
which can be renamed/backed up the same way as the standard
default template. WordPerfect will then create a new, virgin
copy the next time it loads. But try repairing it using the
methods here.
- You might be able to export your QuickWords
using the methods below, then you can simply delete the QuickWords
template file. (Here
is a Corel page (Answer ID 755943) that lists the default
locations of the QuickWords template file. Make a back up before
deleting the file. WordPerfect will then create a new, virgin
one when you next load WordPerfect. Then import the old QuickWords
into the new file.
- Note that if you have set a new location
for your standard default template
(as shown in Tools, Settings, Files, Templates) then the
QuickWords template will be stored in that location, not in the
default location mentioned on the Corel
page.
- If you cannot find the template file (it
has a .wpt filename extension) or the Windows folder seems to
be empty, this might be because of a setting in Windows itself.
See here.
- Back up your
QuickWords from time to time. QuickWords
are stored in their own template file, QWnnxx.WPT, in the
same folder as the default template as shown in Tools, Settings,
Files, Template. [Here, "nn" is the WordPerfect version
number (e.g., 8, 9 ... 12, 13, etc.) and "xx" is the
language ("EN" for all English language versions).]
- You can then copy this file to another computer
for use on it. But see the next tip, which shows how to preserve
the older version.
- How to migrate your
QuickWords to a new version of WordPerfect:
- Use Windows Explorer to find the new QuickWords
file; for example, QW12EN.WPT for WP12/English (CE, OZ, UK and
US); here's
a Corel page (Answer ID 755943) that lists the default locations
of the QuickWords template file.
- Note that if you have set a new location
for your standard default tempalte
(as shown in Tools, Settings, Files, Templates) then the QuickWords
template will be stored in that location, not the default location
mentioned on the Corel
page.
- If you cannot find the file or the folder
seems to be empty, this might be because of a setting in Windows
itself. See here.
- Right click on this QuickWords file and select
Rename. (For example, if your new version is WordPerfect 12 the
file probably will be QW12EN.WPT for English versions. To the
end of the name add .NEW and hit Enter to rename the file. This
will preserve the new version, which you can restore later by
simply removing the .NEW filename suffix.)
- Find the old QuickWords file (e.g., QW10EN.WPT
for WP10) and copy this file to the same folder that contains
the new version of QuickWords.
- Now you need to rename the file so
that the new version of WordPerfect can recognize it: Right click
on the old QuickWords file (e.g., QW10EN.WPT) and select Rename.
Type the new version file name of the QuickWords file and hit
Enter to rename the file. (For example, if your new version is
WordPerfect 12 you would type in QW12EN.WPT.)
- Launch the new version of WordPerfect. Click
on the Tools menu and select QuickWords to confirm that your
QuickWords were migrated to the new version.
- Use a macro to export / import QuickWords:
See Charles Rossiter's QWManage
macro, downloadable from Charles's site here.
(Or, see here.) It
is designed to -
- A. Create a 2 column table listing all QuickWords
Abbreviations and their Expansions defined in the current, default
and supplemental templates.
B. Restore QuickWords and their expansions from the output of
option A created in a table with 2 columns of Abbreviations and
Expansions."
- For those on a network who wish to "roll
out" a master list of QuickWords to each user:
- Each user has their own QuickWords template
on their own system. So --
- [Quoted from a post
by Charles Rossiter, replying to a user who needed to replicate
a master list of 50 QuickWords on several networked computers:]
"When you run the [QWManage] macro, it creates a 2 by nnn
table of QuickWord abbreviations and their expansions. You could
create such a table for your 50 desired QuickWords. If you now
copy your master QuickWords table to the users' default template
folders, then you can run QWManage.wcm and all your 50 desired
QuickWords will be added to those already available to each user
personally. If it happens that a user has a QuickWord with the
same abbreviation as one of your set of 50, then you will be
warned to choose to save the original or the new QuickWord."
- How to save your QuickWords to a text
file (quoted from Corel's KnowledgeBase).
1. Download the WPLOOK file utility from the following link:
ftp://ftp.corel.com/pub/WordPerfect/wpwin/10/wplook.exe
[Note that WPLOOK.EXE for WordPerfect 10 works for WordPerfect
6.x files and newer. For more on this handy utility see this
thread on WordPerfect Universe.]
2. Save the file to a location you can easily find, for example
the desktop.
3. Once the file is downloaded, click Start, Search.
4. Click "All files and folders".
5. In "Named" type in on of the following files depending
on your version of WordPerfect: QW9EN.WPT (WordPerfect 9), QW10EN.WPT
(WordPerfect 10) or QW11EN.WPT (WordPerfect 11).
6. In "Look In" select "Local Hard Drive(s)".
7. Once the file is found, right click on it, select copy.
8. Close the Search window, go back to the desktop, right click
an empty spot, select paste.
9. Open the WPLOOK program that was downloaded in step 1.
10. Click File, Open.
11. Select the QuickWords file that was copied to the Desktop
in step 8, click open.
12. Click Edit, Extract text from document.
13. Click Extract Text.
14. Close WPLOOK.
- A new file will be created on the Desktop
called: QW9EN.txt (for WordPerfect 9), QW10EN.txt (for WordPerfect
10) or QW11EN.txt (for WordPerfect 11). This file has all the
... information in text file format.
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