How to Use the PEP DVD Archive
The following PEP Archive study/research aids are covered in this topic:
- Creating a Highlighter
- Highlighting Text
- Clearing Highlighted Text
- Deleting a Highlighter
- Searching your Highlighters
Folio Views 4 allows you to mark passages you want to come back to, to scribble your own notes on passages, highlight text, create Bookmarks and to design your own index of articles on topics that interest you in as Shadow File - just as if you had the paper journals on your desk. The DVD disc has an added advantage that permits you to search your own created data in your study notes and indexes just like you can with the database.
The program stores your original data in a Shadow File -- a personal database that functions like a transparency or shadow overlay on the PEP database. You can write on the transparency without affecting or writing directly on your master archive disc. The Shadow File is automatically opened and the program runs both the PEP database and your overlay database together. Each time you close the program, if you have added data, you will be asked if you wish to save the file. Always answer Yes. - Your data can be saved at any time while working in the program by selecting the Save icon,
NOTE: Any change that you make to the shadow file will only affect the shadow file, not the disc. Reconciliation of your shadow file with the new PEP update will not be possible at this time. There has been a bug in the Folio reconciliation process and awaits correction and our moving to another Folio 4x product. The next update after we get the Folio patch, should allow for Shadow files to be automatically updated so that your personal annotations are maintained .
If you locate a passage you may later want to return to, you can place a bookmark at that location. You can create up to 1000 individually named bookmarks that can be in your shadow file. How to create, use and move bookmarks are described in the following pages.
To create a bookmark, follow these steps:
Put the cursor in the text where you want to place the bookmark.
Click on the Bookmark icon on the Personalize Toolbar to open the Bookmark dialog box.
Type in a meaningful name for the bookmark that you want to add. Names can be up to 127 characters long.
Select Set to save your bookmark.
To return to a passage marked with a bookmark, follow these steps:
Click on the Bookmark icon .
Select the bookmark for the record you want.
Click on the Go To button and go to the exact place in the paper where you placed your bookmark.
To move a bookmark to a new location, follow these steps:
Place the cursor where you want to move the bookmark.
Click on the Bookmark icon .
Select the bookmark that you want to move.
Click on the Move button. The bookmark moves to the new location and the dialog Box closes. The bookmark will now be displayed in the new location when you turn to that bookmark.
You can use highlighters in a shadow file to mark pieces of text in the archive that you want to remember. You can create a different highlighter for different types of information. For example, you can use one color highlighter to mark passages that pertain to one subject, and another to mark passages that pertain to a second subject. Using two different highlighters allows you to go back and locate your marked passages according to the highlighter used. If you choose, you can search only through your highlighters and avoid article text.
To create a type of highlighter, follow these steps:
If you would like to select your own new topic, select Highlighter from the Personalize menu found on the Menu toolbar at the top of your screen.
Select Highlighter and the Highlighter dialog box will open
Click on New and the New Highlighter dialog box will open.
Type a name for the highlighter in the Name field .
Click on the to select the background color, then select OK. The new highlighter will now appear in the list of Highlighters.
(Optional) If you want to format the way the font appears in the text when you highlight it, click on Format and select a new font size and style.
Click on Close to close the Highlighter dialog box. When you click on the Highlighter icon, your customized highlighter appears as an option.
To highlight text, follow these steps:
Drag the cursor over the text that you want to highlight.
Go to the Highlighter toolbar as shown below:
Click on the to select the color coded topic in the Highlighter box that you have created.
In this case, we have selected the yellow highlighter, we have called transference.
But you can use what ever topic and color you want to create. See the instructions above for Creating a Highlighter.
Click on the Highlighter box above to highlight the passage.
To remove the highlighting from a passage of text, follow these steps:
Drag the cursor over the highlighted text that you want to clear.
Select the Remove Highlighter icon located on your toolbar
The highlighting will be cleared from the selected passage.
If you want to remove a type of highlighter, follow these steps:
Select Highlighter from the Personalize menu.
Open the Highlighter Dialog Box
Select the type of highlighter you want to delete.
Click on the Delete button. The highlighter is deleted, and all the text that you have highlighted is cleared.
Once you have created your highlighters you may search all of them at a later stage by using the advanced query dialog using the [ and ] buttons and selecting Highlighter from the list of fields. For further details when in Folio Views and in the Advanced Query dialog, press F1 for Help.
Notes in the Archive work like sticky notes used in books to remind you of important information. You can create one note for any paragraph in the archive. The note appears as a note icon in the left margin. If you choose, you can search only through your notes and avoid article text.
To create a note, follow these steps:
Place the cursor in the paragraph in which you want to attach a note.
Click on the Note icon to open the Note window.
(You can size the window as large as you want.) Type in the text that you want to include in the note.
Now press the ESC key and select YES to save and close the note. A small note icon appears to the left of the paragraph.
To read a note:
Click on the small Note icon in the text, on the left of the paragraph.
The note opens and you can scroll to see all the text. Press ESC to close the note.
To edit an existing note, open it, make your editing changes, then save and close.
To resize an existing note:
Open it and re-size the box.
Then make an editing change in the note, such as adding and deleting a space. When you save and close, the new box size is also saved.
To delete a note, follow these steps:
Place the cursor anywhere in the paragraph that contains the note you want to delete.
Select Personalize from the Menu bar and then click on Remove Note and the note will be deleted.
Once you have created your notes you may search all of them at a later stage by using the Advanced Query dialog using the [ and ] buttons and selecting Note from the list of fields. For further details when in Folio Views and in the Advanced Query dialog, press F1 for Help.
Tagged Paragraphs are a feature of views similar to a highlighter which allows you to temporarily mark a number of paragraphs to be displayed or printed. Tags are used in a special circumstance when you want to collect a set of information from the infobase to be viewed all at once, printed, or exported. After performing this operation, you can quickly clear all tags.
As you move through the infobase, you simply click anywhere in a paragraph and then press Ctrl+T (or select Tag Paragraph from the Edit menu). Once tagged, a paragraph shows a marker as seen below:
Once you have tagged a number of paragraphs, you can easily view them alone as a set.
To view only tagged paragraphs, select Tagged Paragraphs from the View menu
Views will present to you ONLY the information that is tagged. While in this view, it is easy to copy the set of tagged entries to the clipboard for import into another application.
One use for this is, for example, to collect a set of references as you are reading the infobase. You can quickly put together your own bibliographic list by tagging entries in reference sections as you work in the infobase. Then you can use this feature to print out or extract (using Edit->Copy) a bibliographic reference list for your own publication.
To go back to normal viewing mode, select Articles with Hits from the View menu
To print only tagged paragraphs, select Print from the File menu and in the print dialog, select "Tagged Records" on the Print Document tab.