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    CHAPTER 9: ADDING AND MANIPULATING INFORMATION

    This chapter describes the database-management capabilities of HyperPAD
    and how to work with existing database pads. After introducing some of
    the basic concepts--such as how to browse in pads and how to cut, copy,
    and delete information stored in text fields--this chapter will explain
    how to share information with other programs, such as dBASE IV and Word
    Perfect. Finally, we'll take a quick look at the process of building
    hypertext applications with HyperPAD. As you'll see, a hypertext
    application can contain huge volumes of information, but in a structure
    unlike that used to store more traditional types of computerized data.

    We'll assume that you're familiar with the basic skills required to use
    HyperPAD. If you're unable to choose commands from menus, work with
    dialog boxes, move the highlight around the screen with the TAB and
    SHIFT+TAB keys, and open pads from the File menu, please take a few
    minutes to review the material presented in Chapter 2, "Fundamentals of
    Using HyperPAD," before continuing.



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    MANAGING INFORMATION WITH HYPERPAD

    One of the best uses for your personal computer is managing the
    information you need every day at work and at home. The information
    explosion has easily outpaced our ability to keep track of the specific
    information that matters. With their unsurpassed capacity for storing
    and retrieving all kinds of information, today's personal computers have
    become indispensable to anyone who works with information.

    HyperPAD is not meant to be a high-powered database-management system,
    capable of managing the strategic information of a huge business
    enterprise. But it is in fact well suited for the user who needs a
    better handle on personal information, such as names, addresses, to-do
    lists, time-management records, reminders, and details of all kinds.


    HOW HYPERPAD HELPS YOU MANAGE INFORMATION

    HyperPAD is an environment from which you can launch any of your MS-DOS
    or Microsoft Windows programs. Thanks to HyperPAD, you may have stopped
    using the DOS prompt altogether by now, choosing to manage your
    programs, documents, spreadsheets, and other files with HyperPAD's DOS
    Shell.

    In the past, you may have come across a piece of information that you
    wanted to enter into your computer without exiting HyperPAD to launch
    another program. Perhaps you jotted it down on a legal pad or scribbled
    it on a Post-It note and stuck it to your computer screen. Later, when
    you needed the information, maybe it was right at hand.


    Or maybe not. Maybe your reluctance to take the time to run another
    program forced you to lose a vital piece of information or to waste
    valuable time tracking it down. The best thing about HyperPAD's
    database-management capabilities is their convenience. They're always
    there . . . just waiting for you to press a button . . . ready to spring
    into action.



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    HYPERPAD TOOLS FOR MANAGING INFORMATION

    HyperPAD contains several different tools for managing information.
    Before you jump right in and begin adding new information to your pads,
    please take a few moments to review the concepts discussed in this
    subsection.


    PADS

    As you know, pads are the basic type of file that HyperPAD uses to store
    your work. The simplest data-management tasks can be accomplished within
    the structure of a single pad. For example, you can use the Phone pad by
    itself--adding names, addresses, and phone numbers--and then look up
    this information later. The Daily Planner system, on the other hand,
    shows off the benefits of pads that work together.


    PAGES, BACKGROUNDS, AND FIELDS

    Any information in a pad is placed there by the user. The basic
    container of information in HyperPAD is the field, which, as you saw
    earlier in the HyperPAD User's Guide, is a rectangular area of the
    screen in which you can type and edit.

    The Phone pad is a good example of an application designed by the pad
    author to allow you to add and manage information. If you'd like to try
    out some of the concepts presented in this chapter, open the Phone pad
    (or a copy of the Phone pad, if you're eager to experiment without any
    risk to existing information) and work with HyperPAD as we go along. (If
    you plan to build your own database pads or modify the ones that came in
    your package, there are many important concepts you can learn by
    examining the pads that came with HyperPAD. In Chapter 14, you will find
    a detailed discussion of page and background fields.)



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    ORGANIZING AND LOCATING INFORMATION

    This section tells you how to manage information in an existing database
    pad. In the course of this section, you will learn how to:

        0  Browse though a pad and its stored information

        0  Add information to a field

        0  Erase information from a field

        0  Copy information from one field to another

        0  Search for information stored in a pad

        0  Sort records of data by one or more background fields

        0  Query a database so that only selected pages are displayed


    BROWSING INFORMATION IN PADS

    Everyone looks up information. When you need a phone number, you can
    just pick up a phone book and page through it until you find the name
    and phone number you need.

    HyperPAD is very similar. First, use the Open command from the File menu
    (ALT+F, O) to find a database pad that stores the information you want
    to browse. Once you arrive, just press PGUP to move backward or PGDN to
    move forward through the pages in your pad. To move to the first page in
    the pad, press CTRL+PGUP. To move to the end of the pad, press
    CTRL+PGDN.

    If you're using a mouse, look around on the screen for buttons to take
    you places. In pads like Phone and Index, there are buttons centered at
    the bottom of your screen that you can point to and click on to take you
    to the previous and next pages in the pad.

    Next, you'll learn how to add and change information in pads.


    ADDING AND EDITING INFORMATION

    Keeping your important records up to date is easy when you use a
    personal computer to manage information. If you're a saleswoman and you
    receive a phone referral, press a few keystrokes and the name is on your
    PC. If one of your best customers moves out of your territory, press a
    different key and his or her name is removed from your records.



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    HyperPAD makes it easy to add information to pads. Just keep one
    important principle in mind: You should store each individual record of
    data on a separate page.

    For example, a customer named Abbott should be on one page, a customer
    named Beckinridge on the next page, and an attorney named Zachary on a
    page somewhere near the end of the pad.


    To add a new, blank page to a pad:

    Press F3.

    That's all there is to it! (Since you'll add new pages so often,
    HyperPAD offers this shortcut to allow you to add a page with little
    effort. A slightly longer method would be to choose the New Page command
    [ALT+E, N] from the Edit menu.)

 Ŀ
                                                                        
  **** The Printed Documentation has a picture or screen shot here **** 
                                                                        
 
    

    Now that you have a new page to work with, you're ready to begin
    entering information. (Don't worry if you make mistakes--you'll learn
    how to correct them in this section.)



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    To move to a field and then enter information:

    1.  TAB to the field.

    2.  Press F2 to remove the highlight from the field so you can begin
    typing.

    3.  Begin typing into the field.

    If you make a mistake, just press BACKSPACE to erase it.

    4.  To add information to another field, repeat steps 1-3 above.

    After entering information into a field, you may decide to delete it or
    change it in some way. A friend's phone number may have changed, or
    perhaps you made a typing mistake when you first entered the record into
    your database.


    To delete information from a field:

    1.  TAB to the field.

    2.  Press F2 to unhighlight the field.

    3.  Use the arrow keys to move to the first character you want to
    change.

    4.  Hold down the SHIFT key while you press one of the arrow keys.

    You'll know that the text is selected because text that's selected
    becomes highlighted.

    5.  When you've selected the text you want to delete, press DEL.

    HyperPAD erases the selected text from the field.

    Use a similar procedure to copy text from one field to another. Instead
    of pressing DEL, you'll use the Copy Text and Paste Text commands, both
    found on the Edit menu, to copy and then paste the selection.



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    To copy text from one field to another:

    1.  TAB to the field.

    2.  Press F2 to unhighlight the field.

    3.  Select the text you want to copy, using the technique described in
    the previous procedure.

    4.  When you've selected the text you want to copy, select Copy Text
    from the Edit menu. (The shortcut for Copy Text is CTRL+C.)

    5.  TAB to a different field.

    6.  Select Paste Text from the Edit menu. (Or use a shortcut--CTRL+V or
    SHIFT+INSERT.)

    HyperPAD pastes the selection into the field.

    You'll often copy information from one field to another. Keep in mind
    that you can copy information from a field to:

        0  A field on the same page in the same pad

        0  A field on a different page in the same pad

        0  A field in an entirely different pad

    In the two previous procedures, you learned one way to select text. A
    block of selected text can be as small as one character or as large as
    the whole field. Since selecting text is something you'll do so often,
    here's a table with shortcuts you can take when working with selected
    text.

    Action:                       Result:
    ------------------------------------------------------------------------
    SHIFT+left/right arrow keys   Selects one character at a time.

    CTRL+SHIFT+left arrow key     Selects the word to the left of the cursor

    CTRL+SHIFT+right arrow key    Selects the word to the right of the
                                  cursor

    Point to a word and           Selects a word with the mouse
    double-click

    Point to a line, press        Selects a line with the mouse
    SHIFT, then double-click



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    Before learning how to search for information in a pad, you may want to
    review the following table of navigation keys that help you quickly move
    around pages and fields.

    Press this key:      To:
    ----------------------------------------------------
    TAB                  Go to the next field

    SHIFT+TAB            Go to the previous field

    F2                   Start editing a field

    Arrow keys           Move the cursor within a field

    ENTER                Insert a new line

    HOME                 Go to the start of a line in the field

    END                  Go to the end of a line in the field

    CTRL+HOME            Go to the first character in the field

    CTRL+MINUS           Go to the first character in the next word

    CTRL+PLUS            Go to the first character in the previous word

    PLUS (keypad)        Go to the next portion of text in a field

    MINUS (keypad)       Go to the previous portion of text in a field


    The following keystrokes delete text without requiring you to select it:

    Press this key:     To:
    -------------------------------------------------------
    DEL, BACKSPACE      Delete one character at a time

    CTRL+D              Delete an entire line

    CTRL+DEL            Deletes from the cursor to the end of the line

    CTRL+BACKSPACE      Deletes the word to the left of the cursor



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    SEARCHING FOR INFORMATION

    After you've entered and edited information in one of your pads, you
    still haven't done much more than would be possible with an electric
    typewriter. Your information is neatly arranged so anyone can read it.
    However, when you use HyperPAD's tools to search for information in
    pads, you move beyond mere typing and begin to tap the PC's potential
    for information management.

    This section explains how to use two of the commands on the Database
    menu--Find and Query--to hunt down the information you need.

    If you had to press PGUP and PGDN repeatedly to look for a specific
    piece of data in a pad, you'd soon become frustrated and annoyed with
    your PC. Fortunately, HyperPAD provides basic database functions that
    let you quickly find names and phrases in your pads.

    Use the Find command whenever you want HyperPAD to locate a word or
    phrase and take you immediately to the page it's on. HyperPAD even
    highlights the word or phrase on the screen. If you want, you can then
    press a single keystroke and HyperPAD jumps to the next occurrence of
    the word or phrase.



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    To find information in a pad:

    1.  Select Find from the Database menu (ALT+D, F).

    HyperPAD opens the message box and prompts you for the information
    necessary to carry out your search.

 Ŀ
                                                                        
  **** The Printed Documentation has a picture or screen shot here **** 
                                                                        
 
    

    2.  Type the word or phrase you want HyperPAD to find.

    3.  Press ENTER.

    HyperPAD takes you to the first occurrence of the word or phrase,
    changing pages if necessary.

    4.  To tell HyperPAD to take you to the next occurrence, press ENTER.
    Press ENTER repeatedly to view every occurrence of the word or phrase in
    the pad.

    5.  To close the message box, press F4.



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    HOW HYPERPAD FINDS INFORMATION

    HyperPAD begins its search with the fields on the current page, starting
    with background fields and then looking in page fields. If it doesn't
    find what it's looking for, it moves on to the next page, searching
    background fields first and then page fields.

    The search continues in this way until each field in the pad has been
    searched. If HyperPAD arrives back at the original page without finding
    the word or phrase, it will beep--a signal that the word or phrase is
    not in any field in the pad.

    Notes:

    When HyperPAD finds the text it's looking for, it highlights the text
    for you. If you begin typing immediately after a successful Find
    command, you will replace the found text with whatever you type.

    After you use the Find command, the message box remains on-screen. To
    move the cursor back into the message box, press ALT+F4. If you want,
    type a different find statement into the message box and press ENTER to
    execute the statement. For a complete discussion of the many things you
    can do with the message box, see Chapter 15 in this User's Guide.


    SPECIAL TYPES OF SEARCHES

    As you know, when you choose the Find command, HyperPAD places the
    cursor in the message box and waits for you to enter the text you want
    to find. If you prefer, you can edit the find command before pressing
    ENTER. By changing the syntax of the Find command before pressing ENTER,
    you can change the results of the command.

    First, you can restrict the search to a single background field, as in
    the following example:

    find "New York" in field "City"

    You can also tell HyperPAD to search for an entire word and to bypass
    any occurrences of the text within another word. For example, the
    statement

    find whole "Law"

    will find "Law" in the title "L. A. Law," but the same statement will
    not find "law" in the sentence "My wife is a lawyer."



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    Finally, you can instruct HyperPAD to search for one of many items.

    For example, the statement

    find "New York", "Los Angeles", "Seattle"
    will cause HyperPAD to search for "New York" or "Los Angeles" or
    "Seattle" as it moves through the fields in your pad.

    For a complete discussion of the Find command, see Chapter 11 in the
    PADtalk Reference Guide.


    USING THE QUERY COMMAND

    When using a pad that contains a large number of pages, it sometimes
    helps to restrict your work to a limited set of pages. For example, if
    you're using HyperPAD to keep records pertaining to contract management,
    you might want to work with only those pages describing contracts worth
    $250,000 or more.

    The Query command allows you to specify criteria that pages must match,
    excluding from your view those pages that don't match. Using the Query
    command, you could display only those customers in the Phone pad whose
    offices are in Minnesota or select only those individuals who own a
    certain type of life insurance policy.



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    To query a pad:

    1.  Select Query from the Database menu (ALT+D, Q).

    The Query Criteria dialog box, shown here, is displayed.

 Ŀ
                                                                        
  **** The Printed Documentation has a picture or screen shot here **** 
                                                                        
 
    

    2.  TAB into the Operator column and move to a row containing a field
    that will be part of your query.

    3.  Press SPACE repeatedly to select one of the operators from the
    following table:

    Operator:     Page included if the value is:
    -------------------------------------------------------
    is            Found in the specified field

    is not        Found in the specified field

    <             Less than the value of the specified field

    >             Greater than the value of the specified field

    <=            Less than or equal to the value of the specified field

    >=            Greater than or equal to the value of the specified field

    is in         Contained somewhere within the text of the field

    is not in     Not contained somewhere within the text of the field



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    4.  After selecting an operator for a field, TAB into the Value column
    and enter a value against which the content of the background field will
    be compared.

    5.  Repeat steps 3 and 4 for each background field you want to include
    in your query.

    6.  Once you have finished selecting operators and entering values into
    the Query Criteria dialog box, select <<Ok>> to begin the query.

    Notes:

    HyperPAD displays only the names of the background fields in the Query
    Criteria dialog box. You cannot use the values of page fields in your
    queries.

    If you make a mistake when filling out the Query Criteria dialog box,
    select <Clear>. HyperPAD will remove all specified values.

    By leaving <not included>  as the value of a field, you are in effect
    telling HyperPAD to ignore a given field when the query is carried out.


    SORTING INFORMATION

    After you build a database pad with more than a few pages, you'll
    probably find yourself wishing you could group certain pages together.

    Let's say you're using the Project pad to keep track of 20 or 30
    commitments made by three or four different people in several different
    departments. Since HyperPAD does not automatically sort your pages,
    instead leaving them in the order in which they were originally entered,
    you need a way to group your pages by date, by name, or by department.

    To sort pages in a pad, simply choose Sort from the Database menu and
    fill out the Sort dialog box that appears. The following procedure shows
    you how.



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    To sort all pages having a single background:

    1.  Select the Sort command from the Database menu (ALT+D, S).

    The Sort dialog box, shown here, appears.

 Ŀ
                                                                        
  **** The Printed Documentation has a picture or screen shot here **** 
                                                                        
 
    

    2.  TAB into the Background field list box, highlight the background
    field you want to sort by, then press ENTER.

    3.  Select the Ascending or Descending option to indicate whether the
    pages should be sorted first to last or last to first.

    4.  Select one of the Type options.

    Select Text if the field you want to sort by contains text, Numeric if
    the field contains numbers, or Date if the field stores date
    information.

    5.  Select <<Ok>> to start the sort.



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    EXCHANGING INFORMATION WITH OTHER PROGRAMS

    Personal computers operating in isolation from other computers are
    increasingly rare. Chances are good that your PC is connected to a
    network, to a mainframe or minicomputer, or to information services or
    bulletin boards by means of a modem in your system.

    If all computers were manufactured by the same vendor and ran the same
    operating systems and applications, interaction between different
    computers would be a breeze. But in reality, hundreds of vendors
    manufacture thousands of different types of computers, which run tens of
    thousands of different applications.

    As a computer user, you may own and use several software packages.
    Because of the vast number of software packages available, the ability
    to share data between them is increasingly important. HyperPAD offers
    several ways to exchange information between pads and other
    applications. This section will explain how to share your HyperPAD data.


    IMPORTING AND EXPORTING .DBF FILES

    Although there is no single standard for storing information with
    database software, the .DBF standard established by Ashton-Tate's dBASE
    products is close to a universal standard on personal computers. If you
    have information stored in the .DBF format, you can easily import it
    into a pad and begin working with it. You can also export information
    stored in a pad to a .DBF file for use by dBASE III or another program
    that can work with .DBF files.


    To import a .DBF file into a pad:

    1.  Make sure that the user level is set to Painting or higher.

    Please refer to Chapter 3 for the procedure for raising your user level.

    2.  Select Import from the File menu (ALT+F, I).

    3.  Select the DBASE III (.DBF) option in the Import dialog box.

    HyperPAD displays the Import dBASE III dialog box:

    4.  Select a .DBF file in the Import dBASE III dialog box, then select
    <<Ok>> to import the database file.

    Note: When HyperPAD imports a .DBF file, it creates a new background,
    with background fields that match the fields in the database file. Once



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    the file has been imported, HyperPAD displays the last page that was
    imported.


    EXPORTING FROM PADS TO A .DBF DATABASE FILE

    You can easily export the data stored in background fields to a .DBF
    database file. In general, the procedure is nearly the reverse of that
    used to import a .DBF file into HyperPAD.


    To export pad data to a .DBF file:

    1.  Make sure that the user level is set to Painting or higher.

    Please refer to Chapter 3 for the procedure for raising your user level.

    2.  Select Export from the File menu (ALT+F, E).

    3.  Select the DBASE III (.DBF) option in the Export dialog box.

    The Export to DBASE III dialog box, shown here, is displayed. Each
    background field belonging to the open background is displayed in the
    Background field column.

 Ŀ
                                                                        
  **** The Printed Documentation has a picture or screen shot here **** 
                                                                        
 
    

    4.  TAB into the DBF field column, where you can modify the names that
    will be assigned to the fields when the data is exported to .DBF format.

    5.  TAB into the Type column, where you can press SPACE to select  .DBF
    field types.



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    Select Character to create a text field, Numeric to create a field to
    store numbers, Date to store dates, and Memo to create a dBASE III memo
    field.

    6.  Select options in the Width and Dec columns to specify the width of
    the fields to be created and the number of decimals for a numeric field.

    7.  TAB to the Export column to choose which fields to export.

    Press the up and down arrow keys to highlight the Yes/No option for each
    field and then press Y to include the field in the .DBF file or N to
    exclude it from the file.

    8.  Select <<Ok>>.

    A dialog box is displayed, asking you to give a filename to the new file
    that will be created.

    9.  Enter a valid DOS filename and press ENTER.


    IMPORTING AND EXPORTING DELIMITED ASCII FILES

    If you need to exchange data between HyperPAD and another program that
    is unable to work with .DBF files, your next best choice may be to use
    the delimited ASCII file format. In a delimited ASCII file, database
    records are stored in a format resembling the following:

    "Richard","Thomas","123 Lake Road","Westport","CT"
    "Alycia","Blair","One Brook Lane","San Jose","CA"

    Each line in a delimited ASCII file contains items of information
    enclosed by quotes and separated from one another by a comma.


    To import a delimited ASCII file into a pad:

    1.  Make sure that the user level is set to Painting or higher.

    Please refer to Chapter 3 for the procedure for raising your user level.

    2.  Select Import from the File menu (ALT+F, I).

    3.  Select Delimited ASCII from the Import dialog box.

    4.  Select the filename of the ASCII file to be imported.

    5.  Select <<Ok>>.

    HyperPAD imports the information in the ASCII file, creating a new page
    for each row in the file. Since ASCII files do not have field names,



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    HyperPAD assigns names to the background fields it creates in this
    manner: Field 0, Field 1, Field 2, and so on for as many fields as are
    created.


    To export pages to a delimited ASCII file:

    1.  Make sure that the user level is set to Painting or higher.

    Please refer to Chapter 3 for the procedure for raising your user level.

    2.  Select Export from the File menu (ALT+F, E).

    3.  Select delimited ASCII from the Export dialog box.

    4.  Enter the name you want to use for the new file.

    By default, HyperPAD assigns the delimited ASCII files created with the
    Export command an extension of .TXT.


    IMPORTING AND EXPORTING TEXT FILES

    Finally, you can use HyperPAD to import text files. This capability lets
    you import documents from a word processor like Word Perfect or
    Microsoft Word into HyperPAD. (This feature is particularly useful, for
    example, if you are developing hypertext applications such as help or
    computer-based training systems.)

    If you want to take free-form information stored in fields and export it
    to a text file in order to perform additional tasks upon it with your
    word processor, choose the Text file option in the Export dialog box.

    Note:  You can import and export text only from single fields in
    HyperPAD.


    IMPORTING AND EXPORTING OTHER FILE TYPES

    Since the procedures for importing and exporting information to the
    other file formats supported by HyperPAD are very similar to those
    described immediately above, we will not repeat them in this section. We
    will limit our discussion to a brief description of the other Import and
    Export options and make some suggestions about how you might use these
    options.


    IMPORTING AND EXPORTING .GX2 IMAGES

    Brightbill-Roberts also publishes a family of desktop presentation
    products for creating multimedia screen shows running under DOS. The



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    members of this family--which include Show Partner, Show Partner F/X,
    and PC Partner--create images that use the .GX2 file format.

    If you've used one of these products to capture or create text screens,
    you can import them into your pads for use.

    You can also import .GX2 images created by the CAP utility that came in
    your HyperPAD package. (This utility is described in Appendix 3, "Using
    the CAP Utility.")

    If you've developed screens in HyperPAD and want to use them in your
    Show Partner or Show Partner F/X screen shows, use the Export command to
    export these screens to .GX2.


    IMPORTING AND EXPORTING .BSV IMAGES

    Microsoft QuickBASIC and other versions of the popular BASIC programming
    language use an image file format known as BSAVE, or .BSV. HyperPAD
    imports and exports .BSV files.


    CONCLUSION

    By this point, we've introduced you to a variety of ways in which
    HyperPAD can be used to manage the information on your PC. Since these
    features are part of an environment in which you launch programs, manage
    files, and develop your own personal applications, they're available to
    you anytime that HyperPAD is running.

    You've learned how to add and edit information in fields, how to find
    text in a pad, how to sort the pages in a pad, and how to perform
    queries that enable you to work with a limited set of pages. Finally,
    you learned how to exchange information between HyperPAD and other
    software applications.

    In the next chapter, you'll be introduced to HyperPAD's printing
    features, which offer you another way to use the information stored in
    HyperPAD files.
