Hello, I'm the video professor, and you are about to learn software by means of a creative
new concept in the computer industry.
I'll take you step by step through learning your new software package.
On the screen now are some other tapes available in my series.
With them, you can watch and learn at your own speed, stop and practice any time you
want and review topics you don't understand.
I suggest that you view each tape in its entirety, then go back through the lesson with your
computer and your software and practice each step.
All of my tapes are designed to get you up and running quickly.
Once you have viewed and practiced everything that is on these tapes, I think you'll find
your software manual much easier to understand.
And now, let's get started.
Welcome to my introductory tape on LOTUS 1-2-3, a fascinating program.
Before we get started, I'd like to introduce you to my student helper, Pam.
Hello, professor.
Hi Pam.
LOTUS has done an excellent job of maintaining compatibility between its different releases
of 1-2-3.
The basics are the same whether you have LOTUS 1-2-3, Release 2.01, Release 2.2 or Release
3.
We will be showing Release 2.01 in this tape.
You can still learn the basics and be ready for either upgrade.
All the commands will be the same in this lesson regardless of which release of LOTUS
you have.
The screen for Release 2.2 and 3.0 will look slightly different from ours because of the
added capabilities.
Release 2.01 and 2.2 only work with one sheet and there is no sheet letter on the screen.
Some commands are new to Release 2.2 and or 3.
We will point out the differences in our lesson as they appear.
The range search command, for example.
When you are choosing commands, these additional choices will appear on your menus.
We will get to the new commands in our level 3 and above.
Release 2.2 has a valuable new feature not available in 2.01 or 3.
When you choose certain commands, a settings sheet shows on the screen.
This allows you to see the choices you have made for a command.
Now that we have seen the major differences in how the screens will look on different
releases of LOTUS 1-2-3, let's talk about your computer.
The system requirements for LOTUS 1-2-3 Release 2.2 are at least 320 kilobytes of free random
access memory and at least two floppy disk drives or a hard disk drive.
3.0 must have a hard drive and running under DOS at least one megabyte of random access
memory and running under OS 2, you must have at least three and a half megs of random access
memory, but four megs is recommended.
I can't see your computer, so I have to assume that LOTUS 1-2-3 is installed properly for
your system and you know whether you are using a dual floppy system or one with a hard disk.
If you are not sure about this, please take the time to read the getting started manual
supplied with your LOTUS program.
It will tell you about the installment of your system.
If you have to stop the tape and come back later, we will understand.
If you are on a dual floppy system, you should have the LOTUS system disk in drive A and
a disk for storing your spreadsheets in drive B.
If you are using a computer with a hard disk, you should be logged into the subdirectory
where LOTUS 1-2-3 is located.
Some possible examples include LOTUS 1-2-3 and 1-2-3-R3.
I will assume that you are all set and you have an A prompt or C prompt on the screen.
All you need to do is type LOTUS and press enter.
The LOTUS Access System menu is now being loaded into the memory of the computer.
This screen is called the LOTUS Access System menu.
We are not going to waste much time here, but take a minute to read the information.
Once you have read it, notice that 1-2-3 is highlighted in the upper left corner of the
screen.
You will learn more about menu selection in a few minutes, so for now just press enter
to start 1-2-3.
And don't worry if your screen is slightly different.
Release 3 does not have the print graph option.
You print graphs through 1-2-3, but that is a later video.
By the way, while we are waiting for this program to load, perhaps you might like to
know what LOTUS and 1-2-3 all mean.
Well LOTUS is the name of the company.
Its full name is LOTUS Development Corporation.
Each of the numbers 1, 2, and 3 stands for the three functions this program will perform
for you.
The program is referred to as an integrated program because it will allow you to create
spreadsheets which are similar to accountant's worksheets, but they have a memory.
Then you can create graphs from the information in the spreadsheet.
Graphs and pie charts are great tools for showing business information.
Finally you can create a database in 1-2-3.
A database is a way of collecting information and then sorting it like you would in a phone
book.
The wonderful thing about 1-2-3's database is that if you know how to use the spreadsheet,
the database is very easy to learn.
We won't be learning about graphics or the database today because the spreadsheet is the
foundation for the other two parts of the program.
This is where we have been headed, the screen where you do most of your work.
Let's take a look around and see what this all means.
See the letters A through H on the screen?
These are called columns.
There are 256 columns in 1-2-3.
They are labeled A through IV.
In release 3 you also have sheets.
They are indicated by a letter in the upper left hand corner.
They are labeled A through IV.
Multiple worksheets will be discussed in a later lesson.
The numbers down the left side of the screen are called rows.
There are 8,192 rows in 1-2-3 and they are numbered 1 through 8,192.
Seven lines running up and down between each column and back and forth across each row.
Think of a spreadsheet as an accountant's worksheet or a ledger pad.
You may have used one of them before.
In fact there are over 2 million places to enter information in 1-2-3 and each of these
places is called a cell.
A cell is the intersection of a column and a row.
Notice the highlighted area at the intersection of column A and row 1.
This is called the current cell.
Think of the cell pointer as your pencil and the current cell as the area you will write
in.
Look in the top left corner of the screen.
This whole area above the spreadsheet is called the control panel.
Notice that A1 is displayed there.
This is the current cell address.
In release 3 the sheet letter is before the cell location.
So you have A, a colon, and A1 instead of just A1 in release 2.
As you move around in the spreadsheet the current cell address will always be displayed
right there.
See the little blinking square?
That is the cursor.
Here is a closer look at the cursor.
The cursor moves to the control panel as soon as you begin to type and is used for editing
cell entries before placing them in the spreadsheet.
This is the mode indicator.
It tells you what's going on.
Right now it says ready.
That means hey you I'm ready for some input.
I'll point out the different messages in the mode indicator as we go along.
Down in the left hand corner the date and time are displayed.
Well Pam are you ready to move along?
Sure professor let's go.
The first thing we'll learn is how to move around in 1, 2, 3.
See the arrows on the numeric keypad?
They help us move the cell pointer.
Now press the right arrow a few times.
See the cell pointer jumps from cell to cell.
Now let's press the left arrow a few times and look what happens.
Professor this H cell in the far corner is that as far as we can get the cell pointer
to move?
Good question Pam.
New columns will appear at the right side of the screen.
Think of the screen as a window that allows you to view a portion of the spreadsheet.
The same thing happens when you move up and down on the spreadsheet.
Now press the down arrow key a few times.
In fact hold it down for a few seconds and watch how fast the rows scroll into view.
Also watch the numbers on the A prompt as they move so quickly.
Find the home key just above the left arrow.
Press it and watch what happens.
Professor the cell pointer moved back to cell A1.
Now press the page up or down key two or three times each.
This allows you to scroll a whole screen full or 20 rows at a time.
Up or down whichever direction you want to go.
Just push the button.
Now press the home key again to return to A1.
Next we'll go to the right a full screen.
Hold down the control key and press the right arrow.
Did you see the screen jump to the right eight full columns.
Go back to the left by pressing control left arrow.
If you have a problem just hit the home key to get back to A1.
If not press home key again.
See how easy that is.
We're going to learn how to go to any cell in your spreadsheet so look at the function
keys.
Oh by the way did you find that piece of plastic that fits over the top of the function keys.
That is the template and tells you what each function key is used for.
If you don't have it on your keyboard put me on hold and find it.
The function key F5 is used to go to any cell in the spreadsheet.
Press the function key F5.
Look up in the control panel.
Notice that one two three is asking you to type the cell address you want to go to.
All you do is type the column first and the row second and press enter.
Try it.
Type L56 and press enter.
If you make a mistake just press the backspace key to fix it and continue typing.
There look at the cell pointer.
It is sitting at L56.
Now press the home key to return the cell pointer to A1.
Let's talk about cell entries next.
There are only three things you can enter in a one two three spreadsheet.
Labels a label is text numbers and formulas.
Let's start by entering some text.
Why don't we type your first name.
See your name appear in the control panel as you type.
If you make a mistake fix it by pressing the backspace key and continue typing.
Now press enter.
Look at that.
Your name appeared in cell A1 and it is also next to the cell address in the control panel.
Everything you enter in one two three will appear in both places.
Results appear in the control panel and the results appear in the spreadsheet.
Do you see the extra character in front of your name in the control panel.
That is a label alignment character.
One two three places words in the left side of the cell unless you tell it otherwise.
To see what this is all about press the down arrow key one time and enter the word bill.
If you are still unsure about this don't worry about it.
You'll get more comfortable with the process the more you use it.
Just type it in and press enter.
See the word bill in cell A2.
It also appears in the control panel preceded by the label alignment character.
How about typing bill again and centering at this time.
Press the down arrow key and move the cell pointer to A3.
Type a carrot.
The word bill and press enter.
See the word is centered in the cell.
Notice that the carrot appears in the control panel but not in the cell.
Go ahead on your own enter bill again only this time make it right aligned using a double
quote as a label alignment character.
The results should look like our screen does now.
Numbers are always aligned at the right side of the cell and you can't change their alignment.
If you type a label alignment character in front of a number Lotus thinks it is a label
and won't perform calculations with it.
We're going to erase part of our spreadsheet next and this means you will need to know
how to use one two three's menus.
Menus provide you with simple ways to perform tasks in one two three.
All you need to do is pick the option you want from the menu and one two three performs
a task for you.
As an example we will need to erase some of the cell entries we have made and we'll select
options from menus to do this.
Let's erase your name at A1 okay.
Start by moving the cell pointer to A1.
You could press the home key to get there.
Now we use the slash key to bring up one two three's menu for this operation.
Press the slash key and look in the control panel.
This is the main one two three menu.
Each word on the top line is a selectable option.
Notice that worksheet is highlighted.
If you press the right arrow key the next option is highlighted.
Did you notice that the words in the second row changed when you press the right arrow
key.
The second row shows the menu or task that you will get if you select the highlighted
menu option from the top row.
Practice a little by pressing the right arrow and left arrow keys and watching the messages
and menus on the second menu row change as you highlight each main menu option.
There are many tasks that can be performed using one two three's menus and it may seem
difficult at first to know what to pick next.
I'll take time now to talk about some of these tasks.
If you select worksheet from the main menu you are presented with a menu that you can
use for the following.
Insert inserts new rows or columns in the spreadsheet.
Delete removes rows or columns.
Erase is used to clear the worksheet on the screen so you can start working on a new one.
Column is used to change the width of columns and I didn't discuss all the options found
under worksheet.
The rest will be covered in a later lesson.
The next main menu option is range.
Use range when you want to erase part of the spreadsheet or change the appearance of numbers
to dollars and cents by selecting the format option.
The erase option is the most important because you use it to erase part of the current spreadsheet.
You will use it in this class.
Copy is used to duplicate the contents of a cell.
You will use it to copy formulas from one cell to another.
File is used to save and retrieve the spreadsheets you create in one two three.
Print is used to print the current spreadsheet.
As you work with one two three the menus will become very easy to use.
A good exercise is to move the highlight around the menus and select different options.
Then read the message or menu that is shown on the second line.
The manual that comes with one two three has an illustrated guide that shows the layering
of all the menus.
You may want to spend some time studying it.
Now how do you select an option from the menu?
One way is to highlight the option you want and press enter.
Go ahead and follow along.
Point to range with the right arrow key and press enter.
There we are in the range menu.
There is another quicker way of selecting a menu option.
You simply type the first letter of the option you want.
Let's select the next option by typing its first letter.
The option we want is erase.
So press E to select it.
That's all there is to using menus.
We will finish this task in a minute.
Right now let's see how we escape from a menu.
Press the escape key to get out of this task.
Go ahead and press escape again.
Now we're out of this task.
Now press escape again.
See you are back at the range menu.
Press it again and you are back at the main menu.
If you press it again you will be returned to the spreadsheet and no menu will be displayed.
There that was easy.
We need to erase cell A1 next so press slash to bring up the menu and press R to select
range from the main menu.
The range menu should be on the screen now.
Good press E to select erase.
Notice that the suggested range is A1 dot dot A1.
The two dots mean through.
So you see 123 is suggesting that you erase A1 through A1 and coincidentally that is what
we want to erase.
Of course we knew that.
That's why we put the cell pointer there first.
Go ahead and press you guessed it enter.
Now let's erase the word bill at A2.
To do this press the down arrow key once.
Press slash to bring up the menu.
Press R for the range and E for erase and enter to finish.
That is great.
The next thing we need to talk about is ranges.
There are all examples of valid ranges.
A range can be a single cell or any group of cells.
The only rule is that all ranges be rectangular.
These are examples of invalid ranges.
123 won't even allow you to highlight ranges that are not rectangular or unconnected.
Let's see how we highlight a range of cells by erasing the rest of the cells on your spreadsheet
that contains entries.
Cells A3 and A4 both need to be erased.
Let's start by moving the cell pointer to A3.
Remember how to bring up the menu.
That's right.
Press slash, press R for range and E for erase.
And here we should be back to the range to erase prompt.
The dots between A3 and A3 indicate through as I mentioned before.
And they also mean the cell pointer is anchored which allows you to expand it to highlight
a range of cells.
Press the down arrow key once to see what I mean.
The range to erase is A3 through A4.
What do you think you will do to finish the command, Pam?
That's right.
Press enter.
There.
We have a nice clean work area to start creating a real spreadsheet.
Look at this spreadsheet for CAM's cookie cutters.
We're going to create this spreadsheet and let 1, 2, 3 calculate the totals for us.
Let's see.
We'll need to type CAM's cookie cutters in B1.
Place the cell pointer in B1 and enter CAM's cookie cutters.
Whoops.
That sticks clear over into column D. Do you suppose that creates a problem?
No it doesn't.
The contents of the cell will display even if it is too wide for the cell.
The only thing you have to do is make sure you don't type anything in cell C1 or D1 because
those entries will cover up the part of B1 extending beyond the boundary of the cell.
Move the cell pointer to B2 and let's type the days of the week beginning with Monday
across row 2.
Before you get ahead of me by pressing enter I want to show you a shortcut.
Type Monday as usual but instead of pressing enter press the right arrow key.
Notice that the text appeared in the cell and the cell pointer moved one cell to the
right which is where we are going to enter our next day.
Go ahead enter the rest of the weekdays just as Pam is doing and move the cell pointer
to A3 when you are done.
Next let's add the names of CAM's favorite cookie cutters Bill, Mary and Liz in column
A. Use the same method we did with the days of the week but use the down arrow key instead.
Press enter after Liz to leave our cursor there.
I noticed that the words Wednesday and Thursday in row 2 bump into each other and Bill, Mary
and Liz are pretty short entries.
Let's make column A narrower just for looks.
Let's see the cell pointer needs to be in column A that's good.
Bring up the menu remember press slash.
Next we need to select worksheet from this menu by typing a W. That brings up the worksheet
menu select column by typing a C. The next menu suggest set width, reset width, hide
or display.
Press an S to select set width.
Reset width returns the current column width to the normal or default setting of 9 if it
has previously been changed.
In releases 2.2 and 3 you have an added option column range.
Reset and the other two options will be covered in another lesson.
We could calculate the column's width necessary to display the longest word in column A. But
let's do it the easy way simply press the left arrow key until the column is only one
character wider than the word Mary.
You should end up with a column width of 5.
There press enter to finish and return to the spreadsheet.
Next we need to spread the days of the week apart.
So let's make the global column width wider.
This affects all the columns in the spreadsheet at the same time.
Are you ready?
Here we go.
From the menu type W to select worksheet and G to select global type C to select column
width.
Yes 1 2 3 wants to know the column width again.
Remember how we use the left arrow key to set the width for column A. Press the right
arrow key until the column is 11 characters wide and finished with enter.
There the days of the week look nicer.
Professor do we have to reset the width of column A since we changed the global column
width.
No Pam we don't.
Global column width settings don't affect those columns that we set individually.
Let's enter the number of cookies each of the cookie cutters cut on Monday.
Move the cursor to B3 and enter 251 and don't forget to press the down arrow key instead
of enter so you can move to B4 and finish the cell entry in one keystroke.
Don't worry if you don't remember just yet it will come soon enough.
Next enter 184 in B4 and 322 in B5.
The next step is to type total in A6 so that we know what the numbers in row 6 mean.
The important thing is that you remember to begin with an A plus and use the address of
the cells where the numbers are instead of the numbers themselves.
Let's enter the formula now.
You need to make sure the cell pointer is sitting where you want your answer.
In this case we need to place it in B6.
Begin by typing plus then type B3 and another plus, B4 another plus and B5.
Look in the control panel and make sure your formula is the same as ours.
If it isn't use the backspace key to correct it.
When you are satisfied press enter.
Wow did you see how fast 123 added those numbers together?
Let's take a look at all the information we have available to us about the current cell.
Up here in the control panel you can see the current cell address and right next to it
is the formula exactly as you entered it.
In the spreadsheet you can see the results of the formula.
So anytime you see a number in a spreadsheet you put the cell pointer on it and look up
in the control panel to figure out where that number came from, if it was typed or the result
of a formula.
Now that you know how to enter labels, numbers and formulas let's make our spreadsheet look
like the one on the screen.
You can pause if you would like and type the numbers for the other days of the week on
your own.
I'll show you the complete screen so you can verify your progress.
We have all the numbers filled in for a whole week of cookie cutting.
Shall we see what we would like to do next?
You guessed it, we are going to write the formulas that add up the remaining four columns
of numbers.
One of the nicest things about 123 is the copy command.
It allows us to copy formulas instead of writing them over for each column or row of numbers
we want added up.
Well we can copy that formula for Tuesday also.
Let's do that next.
First make sure the cell pointer is on the cell you want to copy, B6.
Bring up the menu and select copy.
Are you still needing help with the procedure?
Remember press a slash to bring up the menu and C to select copy.
This is the prompt you will see in the control panel.
123 wants to know what you want to copy.
Well we want to copy the formula in B6 so we'll press enter to confirm the copy from
range.
123 wants to know where to copy the formula to.
Let's just copy it into C6.
So press the right arrow key one time.
Did you notice that the cell address changed in the control panel when you moved the cell
pointer?
Again if you are a Release 3 user, your control panel is a little different.
Instead of C6 it says A colon C6.
Ignore the A colon for right now.
So let's press enter.
See how column C just got added?
This is great isn't it?
Yes but is there some way we can copy the formula into more than one column at a time?
Very alert Pam, yes we can.
Why don't we copy the formula into Wednesday, Thursday and Fridays total cells.
If the cell pointer is not on C6, move it there before you do anything else.
Let's begin by bringing up the menu.
Press a slash, select copy by typing C. Again 123 wants to know the range to copy from and
will confirm the current cell by pressing enter.
The range to copy to is a little different this time because we want to copy the formula
into more than one cell.
See how 123 has suggested a cell address to copy or formula to?
We need to move the cell pointer one cell to the right again.
So press the right arrow again.
This locates the cell pointer in D6.
If we pressed enter the formula would be copied to this column.
But remember we want it to copy into Thursdays and Fridays columns also.
The period key is how you anchor the cell pointer.
Anchoring means locking the cell pointer on one cell so you can expand it to include other
cells.
Let's now anchor the cell pointer.
Press the period key and notice that the cell address in the control panel displays D6 dot
dot D6.
Now that the cell pointer is anchored, press the right arrow key two times and watch it
expand to include E6 and F6.
This tells 123 to copy the formula into all three cells at once.
Press enter to finish and watch 123 add those columns up.
You know we haven't taken time to save this work of art yet.
Let's do that next.
Remember your spreadsheets must be saved to the disk or they will be lost when you quit
123.
As usual if we want to do anything other than enter information, we need to bring up the
menu so press slash and select file from the menu by pressing F. 123 wants to know what
to do with the file so press S to select save.
This is where we give our file a name.
There are very specific rules for naming files and they are governed by DOS.
If you know how to use DOS you already know the rules for naming files.
All you need to know is that file names can be made up of letters and numbers.
They may not contain spaces and they can be from one to eight characters long.
123 adds a three character extension to the file name.
The extension is WK1.
Release three adds an extension WK3.
Give this file the name cut up by typing it in the control panel and pressing enter.
Your file has just been saved on the disk.
You should do this often when you work with 123.
Remember you can't save a file too often.
Professor, what happens to my file the next time I save it?
Each time you save a file it is copied over the top of the earlier version that is on
the disk.
After we make some more changes we'll save the file again to keep the difference between
the first save and the subsequent save.
Shall we do some more design work?
This illustration shows our next step totaling each cookie cutter's daily work.
See the totals in column G. Let's add this column to our spreadsheet.
First move the cell pointer to cell G2 and type total followed by the down arrow which
enters the word total and moves the cell pointer to G3.
Next we will add up each person's cut cookies for the week.
We could write a formula like this one but you can see that this requires lots of typing.
Imagine typing a formula that adds a hundred cells together.
That would take a long time.
So 123 has a better way.
123 has over 50 functions you can use to help make formulas easier to write and use.
The sum function pictured here is a good example of the way a function works.
The at sign tells 123 that you are going to use a function.
The word sum is the function's name and the arguments are contained in parentheses.
The argument for the sum function is the range of cells to be summed.
Let's write the formula that will total bill sales for the week using the sum function.
First position the cell pointer on G3 if it isn't there already.
Begin the formula by typing the at sign.
Now type sum.
Don't type any spaces in the formula.
Next we need to type a left parentheses followed by the address of the first cell in the range
that will be summed.
Let's see the cell is B3 so type B3 a period and F3 the last cell in the range we want
summed.
Type a right parentheses to finish the formula and press enter.
See the results appear just like we want it.
Remember how to copy.
We want this formula copied for Mary Liz and the bottom total.
The cell pointer should be at G3 and this is what we want to copy so bring up the menu
by pressing slash followed by a C for copy and 123 wants to know the range to copy from
again so press enter to confirm that you want to copy the contents of G3.
123 wants to know the range to copy to.
Press the down arrow key to move the cell pointer down to cell G4.
This is the beginning of the copy to range.
Anchor the cell pointer again by pressing a period.
Press the down arrow key twice.
This expands the cell pointer to include the range of cells that we want the formula copied
into.
Finish the copy command with enter.
Now that we have made these changes we should save our spreadsheet again.
Remember you can't save a spreadsheet too often.
Let's save it again.
Press slash to bring up the menu.
Press F to select file and S to select save.
See 123 is suggesting that we have our file using the same name as before and sure enough
that's exactly what we're going to do so press enter.
Look at that 123 wants us to confirm that we are going to replace the copy of this file
that is already on the disk.
Let's press R and save our latest version of this spreadsheet.
Here is an important difference between release 2.01 and later releases.
Lotus now gives us a choice of backing up the file if we had already saved it once.
Choose B to make a backup of the old file and save the new file or R to erase the old
file and replace it with a changed version of our spreadsheet.
The backup option is valuable because you will have another version of your work in
case you make a mistake on your latest version.
Let's see what happens when we change a number.
Suppose we type the wrong number for Mary on Wednesday.
All we have to do is put the cell pointer on the incorrect cell and type a new number.
Go ahead move the cell pointer to D4.
Type 954 and watch what happens.
All the numbers in the spreadsheet recalculate themselves instantly.
Move to cell F4 and type 458.
Again we have instant changes to all of our totals.
Any cell you make a change to will change the results in the whole spreadsheet.
Just remember not to type numbers where you have written formulas because the formulas
behind those cells are what causes the results to appear.
You know what this spreadsheet would look better if there were a line separating the
total row from the rest of the rows above it.
We'll need to insert a blank row at row 6 and put a double line across there to make
our spreadsheet look more legible.
This is how to do it.
Move the cell pointer to A6.
Press slash to bring up the menu.
Press W to select worksheet.
Press I to select insert and R to select row.
123 wants to know how many rows to insert.
We only want one so press enter.
By golly there is a new blank row for us to play with.
Next we'll create the double line across the screen using the repeating key.
The backslash key is called the repeating key.
All you do is put the cell pointer in the cell you want filled and press backslash followed
by the character you want to fill the cell.
In this case let's use the equals sign.
Go ahead and do it now.
Naturally you have to press enter or an arrow key to finish the entry.
Did you see that cell fill up with all those little equals signs?
Let's copy the cell we just filled in all the way across to column G. Make sure the
cell pointer is on the cell full of equals signs.
A6 and press slash to bring up the menu.
Press C to select copy and enter to confirm the current cell as the range to copy from.
123 wants the range to copy too.
Move the cell pointer one cell to the right with the right arrow key and anchor it with
the period.
Remember we have to tell 123 that we are going to expand the cell pointer by anchoring it
at the beginning of the copy to range.
Press the right arrow key until the cells in row 6 are highlighted all the way to column
G and press enter to finish.
Notice that the line goes clear across the screen and if you ever change column widths
again the cells will always be filled with a double line because you used the repeating
key to create it.
Did you notice something?
Even though we inserted a new row in our spreadsheet the formulas in this row are still valid.
123 is pretty smart that way.
When you insert or delete rows and columns the formulas address to accommodate their
new position.
Well Pam why don't we print this spreadsheet and see how it looks.
First we better make sure the printer is on and it has paper in it.
If you're ready let's print the spreadsheet.
Start by moving the cell pointer to A1 and pressing slash to bring up the menu.
Press P to select print and P again to select printer.
If you are a Release 2.2 user you have an added bonus after you choose slash PP.
A print settings screen appears.
When you make choices such as range watch the settings fill up.
Note that some of the settings are preset for you.
Release 2.2 also has a different way of printing through the always add in.
This add in enhances your print out with shading, easier font and printer control and other
options.
Always will be addressed in level 4.
We need to specify the print range so press R to select range.
See 123 is asking us to highlight the range we want to print.
Well we want to print our whole spreadsheet.
The cell pointer is not anchored so press the period and notice the print range say
A1 through A1.
Now press the right arrow key until you get to the column G. Then press the down arrow
key until you get to row 7.
There the whole spreadsheet is highlighted so we can press enter.
You have to press A to select a line.
Printing visible happens but this step adjust the top of the paper so 123 will begin printing
without advancing the paper in the printer first.
Get in the habit of pressing A before printing.
The next step is to press G for go and watch our spreadsheet print.
When the printer is done it won't feed the paper so we need to press P to select page
or use the arrow keys to highlight the page and press enter.
This tells 123 to feed the piece of paper all the way through the printer or do a form
feed if you want to use the technical term.
When we are done printing the print menu is still displayed in the control panel.
Just press Q to select quit and return to the spreadsheet.
Let's erase all the weekly detail from our spreadsheet and save a master copy of it for
future use.
Move the cell pointer to B3.
That's the upper left corner of the range we want to erase.
Next press slash to bring up the menu and press R to select range.
From the range menu press E to select erase.
There is the prompt again.
123 wants us to highlight the range we want to erase so press the right arrow key until
you get to column F and the down arrow key until you get to row 5.
Finish by pressing enter.
Look at all those zeros.
That's good.
Now we have a blank spreadsheet that we can save as a master to be filled in weekly.
Next let's save this spreadsheet and name it master.
Okay professor but what about the original file that we created earlier?
It's saved with the name cut up already Pan.
It will still be there just as we saved it the last time.
Let's go over the procedure again.
Press slash to bring up the menu and press F to select file.
Press S to select save.
There's the file name prompt showing the name of this file.
We want to save a copy called master though so type master.
Did you notice that as soon as you started typing the old file name disappeared from
the file name prompt?
Good.
Now that you have typed the new file name press enter to save the file.
You now have two work files on the disk.
One that is filled in with one week's cookie cuttings and one that is blank to be used
for next week's cuttings.
Remember our discussion about a master spreadsheet?
Well let's erase this spreadsheet even though it is our master.
Let's pretend it is next week.
We have to retrieve master from the disk.
One thing we do need to know first is how to erase a worksheet from the screen.
This enables us to clear our work area so we can create new worksheets.
Start by pressing slash to bring up the menu and pressing W to select worksheet.
From the worksheet menu press E to select erase.
Click up in the control panel again.
One two three wants us to select an answer.
By pressing Y we select yes which will erase the current spreadsheet.
Go ahead and press Y and there we go.
The spreadsheet is blank.
Let's assume it is next week.
We just started one two three and we want to retrieve our master spreadsheet so we can
fill in the weekly cookie cuttings.
Start by pressing slash to bring up the menu.
Press F to select file and R to select retrieve.
Take a look at the control panel.
One two three is asking us for the name of the file we want to retrieve and by gosh it
is showing the names of the files on the disk right there on the line underneath the prompt.
Now all we have to do is highlight master using the arrow keys and press enter to retrieve
it.
Go ahead and do that now.
Well Pam we have learned a lot today.
I think it's time to end this lesson and let you practice what you've learned.
Great.
I think I could use the practice.
We still have to learn how to shut one two three off or quit as the saying goes.
Don't worry about the current spreadsheet.
We haven't entered anything and we have a copy on the disk to use later.
All we have to do is press slash to bring up the menu one last time and press Q to select
quit.
One two three wants us to press a Y to confirm that we want to quit.
Press Y to confirm and we are back at the access system menu.
Next we have to press E to select exit.
Once we get here we can turn our computer off if we want.
Remember Pam if you want to visit with me again just start this tape over and you can
catch up on everything you missed.
See you again whenever you want.
By the way you know I have many instructional tapes on popular software programs.
Happy learning.
Bye bye.