[PS2MR]
Insert one row and copy and then insert another row and copy .
WMN: HDW_115
Dialogue: HDW
[HDWPSUNK]
You mean insert
[PS2MR]
Insert
[HDWPSUNK]
[UNCLEAR] formulae ?
[PS2MR]
That 's right . Over on the other side , erm you 're given a range name . You got a formula . You see a range name , erm , average exchange let's say . So you [UNCLEAR] same address divided by average exchange . If you copy that formula down to the cell below , what would you see ?
[HDWPSUNK]
Erm . Then whatever cell was below average exchange . Erm , it would jump down one , unless you adding
[PS2MR]
That cell address divided by average exchange . The cell below . You copy it down .
[HDWPSUNK]
It down erm , it would come down a different , the wrong figure .
[PS2MR]
So let's , suppose you had C twenty six divided by average exchange . Copy it down you see .
[HDWPSUNK]
E three divided by [UNCLEAR] average exchange .
[PS2MR]
That 's getting on to the right [UNCLEAR] . Yes , not an absolute
[HDWPSUNK]
No .
[PS2MR]
Okay , over to the other side . Erm , erm how do you check whether ho how do you check how much , how big your disk is ?
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
What do you type precisely ?
[HDWPSUNK]
C H two B S blank
[PS2MR]
Right . Okay . How do you find out what memory you 've got ? To develop into your spreadsheet ?
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
Sorry ?
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
Where 's your systems [UNCLEAR] ?
[HDWPSUNK]
Data [UNCLEAR]
[PS2MR]
Data status ?
[HDWPSUNK]
No .
[PS2MR]
Changed your mind on that . Right . Check disk .
[HDWPSUNK]
No , no that 's on the disk . It 's , you go into status
[PS2MR]
Another unanimous [UNCLEAR]
[HDWPSUNK]
[UNCLEAR]
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
What the unanimous decision of the team ?
[HDWPSUNK]
Worksheet status .
[PS2MR]
Worksheet status . Are you happy with that ?
[HDWPSUNK]
Yeah .
[PS2MR]
Happy with that ?
[HDWPSUNK]
Yeah .
[PS2MR]
Happy with that ?
[HDWPSUNK]
Yeah , [UNCLEAR]
[PS2MR]
Yeah , I 'll give you that . Do n't put you off .
[HDWPSUNK]
[PS2MR]
Right , erm how does memory get used in One Two Three , Release Two ?
[HDWPSUNK]
[UNCLEAR]
[HDWPSUNK]
Rapidly .
[HDWPSUNK]
[PS2MR]
It , it may be true , not the answer we need .
[HDWPSUNK]
Is it column blocks ?
[PS2MR]
Column blocks . Okay . Bit more .
[HDWPSUNK]
One
[PS2MR]
What 's the key thing about memory , how it 's used ?
[HDWPSUNK]
It uses up all the gaps in between the gaps .
[PS2MR]
The gaps in between . That 's what I was after . [UNCLEAR] Right . Okay , how does Release Three and want to check the Windows differ ? [UNCLEAR]
[HDWPSUNK]
It does n't use the gap it does n't use up the gaps between erm the distance [UNCLEAR] working [UNCLEAR]
[PS2MR]
Big distances . What defines , what 's a big distance ?
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
That 's right , is it ? When he fills up the gaps within the five hundred and twelve row blocks he gets . Okay . Er , why ca n't you use all of your expanded memory ?
[HDWPSUNK]
[UNCLEAR]
[HDWPSUNK]
Yeah .
[HDWPSUNK]
[UNCLEAR] out the room . I think it 's because it ca n't address it . [UNCLEAR] I went out next .
[PS2MR]
No , you were all in here at the time .
[HDWPSUNK]
[UNCLEAR] on the phone
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
Oh , were you ? Oh , you might have been
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
I [UNCLEAR] but most of you were certainly here .
[HDWPSUNK]
Got as far as you could only use five hundred and forty odd or something was it [UNCLEAR]
[PS2MR]
Saying you could probably only use practically only five hundred K
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
Why ?
[HDWPSUNK]
Because your main memory wo n't take all the expanded memory anyway . Will it ? It will only expand , take something [UNCLEAR]
[PS2MR]
Er , I 'm not with you , sorry ?
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
I 'll pass it across .
[HDWPSUNK]
Could you condense some [UNCLEAR]
[PS2MR]
Yes . When your conventional memory runs up , you ca n't put more into expanded memory . What , wh wh [UNCLEAR] feeling slightly bigger , you get three and a half , but er what goes into conven what goes into conventional memory ? What uses up the conventional memory ?
[HDWPSUNK]
[UNCLEAR] spreadsheet [UNCLEAR]
[PS2MR]
Well , I ca n't deny that . [UNCLEAR]
[HDWPSUNK]
[HDWPSUNK]
[UNCLEAR] like erm , [UNCLEAR] all the extras .
[HDWPSUNK]
The additional things .
[PS2MR]
Er , it was n't what I was after .
[HDWPSUNK]
[UNCLEAR] certain things to go [UNCLEAR]
[PS2MR]
Yes . Okay . Yes
[HDWPSUNK]
Like formulae and things
[PS2MR]
So what does n't go into expanded memory , then ?
[HDWPSUNK]
Data .
[HDWPSUNK]
It is the actual text [UNCLEAR] the input bit
[PS2MR]
That 's supposed to go into the expanded memory .
[HDWPSUNK]
Oh .
[PS2MR]
What did I say , does n't go into expanded memory ?
[HDWPSUNK]
Numbers .
[PS2MR]
Well
[HDWPSUNK]
Labels .
[PS2MR]
It 's partly true , but [UNCLEAR]
[HDWPSUNK]
[UNCLEAR]
[HDWPSUNK]
Labels .
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
No . No , I think you 're on the wrong track .
[HDWPSUNK]
Is your conventional memory ?
[PS2MR]
What does , what what only goes into conventional memory not into expanded ?
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
Erm , I 'd better tell you . It 's the sixteen bytes block . That 's the minimum amount of memory that gets used . That is used solely out of conventional . I 'll give you half , anyway . Right , er , [UNCLEAR] same again . Erm . If you find yourself running out of memory , and you 're working on a spreadsheet for a while , what should you do ?
[HDWPSUNK]
[UNCLEAR]
[HDWPSUNK]
Save it and retrieve it .
[PS2MR]
Save it and retrieve it , that 's the one , yes . Right , why 's that ? The other side . [UNCLEAR] . Why should , what does it do , if you save and retrieve ? Or what I want to know is but the question is
[HDWPSUNK]
You take anything that you 've in that you 've erased on it and then put it back in .
[PS2MR]
Yes , when you erase something , it does n't free up the memory straight away . Okay . Erm , when you erm , erase a cell , with range erase . What do you get rid of ?
[HDWPSUNK]
Everything .
[HDWPSUNK]
Just , just [UNCLEAR] typing with any erm [UNCLEAR]
[PS2MR]
You get rid of the format . You get rid of [UNCLEAR] when you do range erase .
[HDWPSUNK]
No , you do n't , no you do n't . Range erase , you just get rid of what 's in the cell . You do n't get rid of the format .
[HDWPSUNK]
[UNCLEAR] memory in .
[PS2MR]
Right . Yes , that 's right . You do n't get rid of the format . Okay , fine very generous there . Er , erm , right .
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
How do you get rid of , what 's the best , what did I say was the best way of getting rid of everything out of the cell ?
[HDWPSUNK]
Copy it all in to
[HDWPSUNK]
Blank cell .
[PS2MR]
Copy a blank cell . That 's blank in what way is it blank ?
[HDWPSUNK]
[UNCLEAR] no formula [UNCLEAR]
[PS2MR]
No , no formula and what else is not
[HDWPSUNK]
[UNCLEAR]
[HDWPSUNK]
Not protected .
[PS2MR]
No protect .
[HDWPSUNK]
No labels .
[PS2MR]
No . No protect , is that what you mean ?
[HDWPSUNK]
Whatever .
[HDWPSUNK]
[HDWPSUNK]
[UNCLEAR] top there .
[PS2MR]
There 's no what at the top ?
[HDWPSUNK]
No Us or
[PS2MR]
No U that be unprotect . Right , and no format . Right , okay . I 'll give you that . Erm . How do you get rid of deadwood ?
[HDWPSUNK]
You chop
[HDWPSUNK]
[PS2MR]
What 's that ?
[HDWPSUNK]
I 'll take a guess at [UNCLEAR] you want and then it [UNCLEAR] deadwood [UNCLEAR]
[PS2MR]
[UNCLEAR]
[HDWPSUNK]
[UNCLEAR] exact part of the spreadsheet ,
[PS2MR]
Can do . That 's one way . How , exactly do you do the extract ? Or what menu options do you choose ?
[HDWPSUNK]
[UNCLEAR] slash [UNCLEAR] range .
[PS2MR]
[UNCLEAR]
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
So the other question enter extract .
[HDWPSUNK]
File name extract it all in one go .
[PS2MR]
[UNCLEAR] file name
[HDWPSUNK]
Formulae or
[HDWPSUNK]
Oh , values or formula .
[HDWPSUNK]
Values
[PS2MR]
Which of the two ?
[HDWPSUNK]
Well , formulae will take the labels and everything . Values will just take the figures . There 's no formulae I know that
[PS2MR]
So which one you want then ?
[HDWPSUNK]
Formula .
[PS2MR]
Formula . Right . Okey-doke . Alright , I 'll give you that . That 's one way of doing it . Er , what 's an another way . Getting rid of deadwood ?
[HDWPSUNK]
Clearing columns and rows . If you 've done a diagonal . You should be able to clear all columns the rows to the right of your [UNCLEAR]
[PS2MR]
Oh , right , erase
[HDWPSUNK]
Coming down , yeah
[PS2MR]
all those different ranges
[HDWPSUNK]
Yeah .
[PS2MR]
would you say ? Right . Okey-dokey . Erm , I ca n't think of any questions there . Er , how can you have eight K more memory than most of you seem to have ?
[HDWPSUNK]
[UNCLEAR] rather than print the erm
[HDWPSUNK]
Yeah . Without getting the print wrong .
[PS2MR]
How do you
[HDWPSUNK]
[UNCLEAR] One Two Three , [UNCLEAR]
[PS2MR]
Right , that 's it . Good . Right . Okey-doke . That 's the end of the competition . Picked the right one on that one as well , did n't I ? Most of them were wrong on this one [UNCLEAR] Right . [UNCLEAR] I missed some questions out [UNCLEAR] Right . Linking files , copying data from one file to another in various ways . [UNCLEAR] Erm so , there 's various methods , we 'll go into specific methods in a minute , but er , when you are passing data from one file to another , you ought to use passing and receiving areas . This is the same , in the same way that we had passing and receiving areas , of passing data from one part of a spreadsheet to another part of a spreadsheet . Erm , so you bring all the data down , passing over the simple formulae and then do one copy . So file combine is the method . You 've had a look at that before . Combine at range , try and arrange all the files into another file . You only need to one file combine , that 's one advantage , instead of three , so it 's about three times quicker . But er , there 's also an advantage of passing and receiving areas as there is before . Er , all to keep in clear order where information was going to and from . Erm , instead of you can combine directly a range from one file into another file . You can also er , another method , you could while you 're working on this file , use extract to save that range of that file to a separate file , and then when you retrieve this file you can com you combine this file here . This small file to there . So you can either go that way or you go direct . Erm , the advantage of this way is it tends to confuse [UNCLEAR] most of the time , but it 's a lot quicker . It only takes half a second to save that relatively small range . That small file , and it only takes half a second to combine that relatively small file to there . But it might take half a minute to combine this range from this relatively large file . So in terms of overall computer speed , that method could be quicker , but I do n't recommend you use it actually , because it 's risky . It 's risky in the sense that you change this file . You save it , but you forget to extract that range to a separate file . And then go to this file , and then you combine in this file here to there , and you do n't realize it 's an old copy . That 's a risk , that 's where you get the wrong answers .
[HDWPSUNK]
When you , when you expect that that [UNCLEAR] that that takes the [UNCLEAR] copy back in the old file .
[PS2MR]
Oh , it does . When you do file extract , just er , saving part , it 's not removing it from this .
[HDWPSUNK]
Its copying it though .
[PS2MR]
Just copying it , yes . Like you do a file save . When you do a file save . Your file does n't disappear . Right , now , the specific methods , file combine , is one method . Er , file combine has its problems , though . Anybody had any problems with file combine ?
[HDWPSUNK]
Yeah .
[PS2MR]
What 's the problem you had ?
[HDWPSUNK]
[UNCLEAR] the [UNCLEAR] that , sometimes you can get combine figures with , with file display , but it does n't combine correctly , or [UNCLEAR] edit properly , or edit formulae [UNCLEAR]
[PS2MR]
Formulae . Right that 's the problem . Formulae . Er , let's look at this spreadsheet here . I 've got an input number there . A number on the grid . In that cell I 've got a formula , just multiply the number above by the number of the left . Then got a label and then got another formula in a cell . I want to copy those four numbers into another file . So you each give those four cells a range name , which I have already done . Range name , create data . It 's not my normal name if you notice , but the name those four cells data , okey-doke . And er , I 'll save the file , and er , I want to copy that data , let's say to here . Put the cell point in there . If I do a file combine and then copy and then just part of the file , so it 's name you 'll specify the range . What range ? It 's the range the range name data . So I 'll type that in . Now what 's the name of the file ? Well , the file is called F C V. Press enter , and there 's the hundred , that 's fine , but this should have a thirty in it , it 's got a zero in it . The reason being is that it 's copied for formula across , see at the top F eight time E nine , and that formula has gone and recalculated straight away . It 's multiplied a hundred above by a blank cell on the left and you get zero . So that 's why , it 's copied the formulas across . I did n't want the formulae . I was just wanted the numbers
[HDWPSUNK]
[UNCLEAR] menu .
[PS2MR]
There is n't an option unfortunately , erm , er , one potential solution er , which may well work , is to use file , combine add instead of copy , let's have a go with that one . Add main range data file F C V and ah , there we 've got the right numbers , a hundred and a thirty . Look in the top left , there 's no formulae . Not that we want it , just the number , that 's fine . Er , what we have n't got though , is a label there . There was a label in that cell , er file combine add , does n't copy labels . It does n't copy formulae , it does n't copy labels either . But if , if you do n't need labels , then file combine add is an acceptable way of coping the data across .
[HDWPSUNK]
I just want to tell you , time I done that [UNCLEAR] done that on a number of spreadsheets compared with the same [UNCLEAR] label on one , on one
[PS2MR]
Yeah , that had a label in the cell , if I had A B C in that cell . If I was to do a file combine add again . File , combine add take range . Take F C V. It does n't know I 've written the A B C ,
[HDWPSUNK]
Right .
[PS2MR]
so it , any , whenever I have a cell , put a label in
[HDWPSUNK]
Oh .
[PS2MR]
it or a formula in it . What it also does , as you see , is it adds what you combine combining two of what 's on the spreadsheet . So it 's got two hundred there now . So before you do a file combine add , you need to erase first , and then do the file combine add . So that it does n't add the numbers to what 's on the screen . Now , if you do want labels , as well as the numbers . What you doing to do ? Well , this is the solution . You set recalculation to manual , first . You put a slash , worksheet , global recalculation and manual and then you do your file combine copy again . File . Combine . Copy . Name range . Data , and F C V then file . Right , so there 's all the right numbers , and the label . Still copy the formulas across , you notice . But the formulas have n't calculated yet . [UNCLEAR] sorted out in your calculator , as soon as you combine them . What I need to do therefore , is get rid of the formulae , just leave the numbers there . How do you do that ?
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
Er , how do I get rid of these formulae , that one and that one , but leave the numbers there ?
[HDWPSUNK]
Or some value .
[PS2MR]
Something value , yes .
[HDWPSUNK]
Erm .
[HDWPSUNK]
Range value .
[PS2MR]
Range value , yes , that 's it . You do slash range value . It works just like copy does . With one difference . What 's the difference ? Exactly the same as copy , but there 's one difference .
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
The way copy works .
[HDWPSUNK]
[UNCLEAR] copy [UNCLEAR]
[PS2MR]
Anything said at the back . Yes , it is .
[HDWPSUNK]
It does n't copy the formulae .
[PS2MR]
It does n't copy the formulae . Yes , that 's the difference between copy and range value . So , erm , highlight what you want to copy , which is that , and then ask where do you want to copy to . So where should I copy to ?
[HDWPSUNK]
Same place .
[PS2MR]
The same place , that 's it . Normally when you copy , you copy somewhere different , er , which I could do , but er , I 'm gon na copy it to the same place . So I just press enter .
[HDWPSUNK]
If you copy it to a different place , does it leave the blank formulas
[PS2MR]
In the original place , yes .
[HDWPSUNK]
[UNCLEAR] somewhere else .
[PS2MR]
Use the second one just with the numbers , that 's right , yes . But I 've copied over to the same place , what it seems to be doing provided the cell pointed out , you 're looking at the top left . You do n't see the formulae any more , just the number if there 's one there . So that 's the solution . You set recalculation to manual , do the file from my own copy and then use range value to remove formulae So that 's the file combining method . Getting data across We 'll go on to another another way of getting data across from one file to another is with a special type of formula . Like this one at the top . If I type that formula in a cell on a spreadsheet . What 's the two [UNCLEAR] the name of the file , two greater than [UNCLEAR] the cell address and it er , gets to the data from that cell and that other file . Have you ever done , used these formulae . Anybody used them ? By linking formulae . You 've used them
[HDWPSUNK]
Linking files together .
[PS2MR]
For linking files together . Right , and there 's various pros and cons to be aware of . So that 's rather good . So let's demonstrate first of all how they work . I 've got a file named sales one . Here it is , and erm , leave these [UNCLEAR] er , on this row er twenty five , I 've got a total sales figures , and it 's that total sales figure there that I want to pass across into another file . Let me save this file . That 's the cell C twenty five that bears the total . [UNCLEAR] I 've got a file called income two , and let me just erase what 's here first of all . Right , so we 'll type a formula into this cell , this is where I want the total sales figure to be . So type plus two less thans , the name of the file , which is sales one , two greater thans , and a cell address , C twenty five and then enter and that number one five four is , you got from that file sales one , in cell C twenty five , and I can copy that formula to the right , just like any other formula , I can copy it . Erm , there we go , and er , we copy right C twenty five [UNCLEAR] E twenty five , that 's it . Let me save this file . Letting me go back to the sales file . Have to change some of the numbers . Right , let's save the file . Let's retrieve the , the er , other file back again , and as soon as you retrieve it , updated it , [UNCLEAR] data from the other file . So , as you retrieve it , it 's updated the file . That sounds very good . You did n't have to press any buttons , it just did it .
[HDWPSUNK]
Should n't that be a range name instead of a cell address ?
[PS2MR]
Er , well , yes , we 'll come to that . Wh why might you want to do that ?
[HDWPSUNK]
[UNCLEAR] of spreadsheets are
[PS2MR]
Sorry ?
[HDWPSUNK]
Well , a group of spreadsheets [UNCLEAR]
[PS2MR]
You put re you would want to put range names on the cell . Instead of C twenty five , you have a range name . Is that what you mean ?
[HDWPSUNK]
Yeah , well I manually combine at the moment the range names . A number of range names from a number of
[PS2MR]
You file combine ?
[HDWPSUNK]
Yeah .
[PS2MR]
Oh , I think what you 're trying to say is can you combine a whole range and not just one cell . Right . Well , I 'll come back to that . Let me go back to er the inco er the sales file . Let's say we 're gon na research a number of products . The product er F write [UNCLEAR] numbers . Here we go . Save it away . Let's retrieve the other one back again [UNCLEAR] the numbers
[HDWPSUNK]
[UNCLEAR] absolute type
[PS2MR]
That 's right , erm , I can save it with the row on the other files , but the total is now on row twenty six , but this is still referring to the same cells , C twenty five .
[HDWPSUNK]
Oh .
[PS2MR]
The row twenty five is no now contains a dash blind . Erm , so that 's not very good . Erm , at least I spotted it here , and I can rea realize what the problem is . Change that to a twenty six and then copy this er right . But , er , you might not have spotted it , and furthermore , you might have er , referred to another row that contains numbers . Here it was obvious that something was wrong , because you saw a dash . But you could have er , be er could now be referring to a different row that happens to have the same numbers in . Might not seen obviously wrong . So , therefore you get wrong answers . So , this is a big risk with these highlighted formulas , if you do it this way . Of course , we 're always going to be inserting and deleting and moving things about , so , er , the risk of this happening will be very high . But there is a solution , and that 's to use range names . So let's go back to the file again . Er , I could name that cell with a range name , that cell there , the first cell . [UNCLEAR] range name create , erm , in fact , I 've already done it . Th this cell , erm , C twenty six , I 've named cell zero one . That cell there . Name cell zero one . Cell zero two . Name that one . E twenty six , I 've named zero three , and so on . That 's my normal naming convention , my normal naming convention is use the first two letters W L. W I 've explained , and L stands for linking . So you have to create a range name for each cell that you 're going to link . Let's go back to the other file er , I 'm going to put a range name in , cell zero one on that one . Cell zero two on that one . Right , so I , I 've put , got the range names on the first two , but not on the others . Let's save this file and then retrieve the er , other one back again . Let's insert yet another product . Type in the numbers save it , retrieve the other one back again . So at least the first two cells are still picking up the right two numbers , because we used the range names , we 've inserted a row on the other file , but er , we 're still [UNCLEAR] about range names [UNCLEAR] found where those cells are . Whereas here and in that range name it 's still referring to row twenty six . So that 's the solution . Use the range names when you file [UNCLEAR] formulae .
[HDWPSUNK]
Sorry . I want to erm , go ahead and put files [UNCLEAR] formulae information three files one point one down [UNCLEAR]
[PS2MR]
Yes ,
[HDWPSUNK]
Can I do that ?
[PS2MR]
yes , you can have diff different opening formulae with a different part name in it . Yes , but no not into the one cell . You have to bring the two separate cells into [UNCLEAR]
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
fourth cell , total number .
[HDWPSUNK]
Yeah .
[PS2MR]
Erm . You ca n't link a whole range to a whole range , you can only have to one cell . So this a thing you wo n't like about it , is that if you 've got er , thirteen columns and ten rows , that means you have to create hundred and thirty range names , which you wo n't enjoy doing . Erm , but you really need to do it , cos the risk of things going wrong are very high , you do n't Right , let's file [UNCLEAR] I wanted to say a fe a few things about One Two Three Release Three , cos there are some differences on the Windows products . When you retrieve the linked file one two three , release three of four , it does n't automatically update itself , and it does here . So what do you need to do in order to release three or four ? One thing you can do , is do file admin link [UNCLEAR] and that goes and gets the data from the file on the disk . It takes it then . But I do n't use it , er , because it 's incredibly slow . It can measure it and wait hours . If you 've got a , if you 're linked to a big file and you got a lot of linking formulae , you can wait hours for it to finish . So you want to avoid it at all costs in release three of four . So what should you do ? Well , in release three of four you can have more than one file open at the same time . Let me show you . Here 's the first file that I 've got , this is the sales file , and , to bring the second file into memory in this , this One Two Three Release Three , you do file open . That leaves this file in memory , but brings another one into memory . Er , might as well move the next one in and that cell 's got a file linking formulae which is [UNCLEAR] updated cos of the files in the memory . Let's just create a window , so we can see both files on the screen at the same time . Right , so in the lower window , we 've got the sales file , and the upper window we 've got the income file . The linking formulae in that cell . If I change a number here , you 'll notice , si since I change that number here it recalculates through to the other file . The two files are in memory . When you change one , the other automatically recalculates through . So if you need to pass data across from one file to another in release three or four , they do n't convert the files and then they , data transfers across virtually easy Any questions on that . Right , er , we got tea or coffee or a soft drink
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
[UNCLEAR] Ten , fifteen minutes . How long do you need ? Well , a little bit about managing your files . Is there a tape recorder in here somewhere ?
[HDWPSUNK]
[UNCLEAR] has got it
[HDWPSUNK]
By the wall here .
[PS2MR]
Oh , right . That 's why you 're quiet over there , is it ? So a bit about managing your files . Er , you should n't put too many files in one directory , cos then you ca n't find them , when you 're looking for a file . You see a whole list of files you ca n't retrieve , you get a whole list of appearing . And , er , you probably retrieve half a dozen files before you find the one that you want . Has this happened to you from time to time ? You ca n't remember what you called a certain file , and
[HDWPSUNK]
Yeah .
[PS2MR]
it looks like it might be that one , got to try that one . Not the one . Er , is it this one ? No . No , it 's not that one . You can retrieve quite a few , wa waste a lot of time , anyway . Erm , what you want to do is to create lots of directories and put different sets of files in different directories . Are you familiar with directories ?
[HDWPSUNK]
Yeah .
[PS2MR]
DOS . Making directories . Erm , the analogy is the filing cabinets . Er , you would n't have a great big stack of paper in the corner of the room . [UNCLEAR] Well , er , if you did , then if you were looking for something , you could n't find where it was , you know , you 'd have to delve in , and you take ages to find whatever you 're looking for . But er , if you file everything away in filing cabinets , then er , you can go to the right filing cabinet , open the right drawer , maybe there 's some folders in there . Pick out the right folder , if it 's got a tab on it . Then maybe between various other pieces of paper , you find the one that you 're after . And , find thing quickly . Erm . So . Erm , you want to put your own computer files in directories in the same way . You ever created a directory ?
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
How do you do it ?
[HDWPSUNK]
Erm , you have created a sub with DOS .
[PS2MR]
Created a sub-directory , right .
[HDWPSUNK]
In erm , DOS , do you do M D
[PS2MR]
M D , that 's right
[HDWPSUNK]
space , back-slash
[PS2MR]
What does M D stand for ?
[HDWPSUNK]
Main directory
[PS2MR]
You , if you get the C prompt . You 've seen the C prompt , have you ?
[HDWPSUNK]
Mhm .
[PS2MR]
And , you wanted to create a , a sub-directory off the root directories known as root directories [UNCLEAR] you would type M D space suppose you wanted to create a directory named put , [UNCLEAR] put your budgets in . Keep them in , [UNCLEAR] press enter . So that creates a sub-directory , off your root directory , called put . You may have a list of directories as well , off the root directory , and then you 've got a directory called One Two Three [UNCLEAR] One Two Three programs in .
[HDWPSUNK]
Mhm .
[PS2MR]
And you may have some other directories . Then if you 've got one called DOS . Put the DOS programs in there
[HDWPSUNK]
[UNCLEAR] All that , all I can do is pick a file out of my [UNCLEAR] come under One Two Three , but if you do that in Lotus you have to do the one two three first .
[HDWPSUNK]
No , you can create a separate sub-directory . I 've got one two three and a black-slash
[HDWPSUNK]
But if you put two three
[HDWPSUNK]
and I put in in the sub-directory .
[HDWPSUNK]
[UNCLEAR]
[HDWPSUNK]
Yeah , that 's what I mean , you have to do it on one two three .
[HDWPSUNK]
No .
[HDWPSUNK]
No , when you do make directories , you just put [UNCLEAR] you would n't save it into
[HDWPSUNK]
[UNCLEAR] Oh , I think it
[HDWPSUNK]
Saving it into one two three
[HDWPSUNK]
[UNCLEAR] Yes , but once you , once you automatically .
[HDWPSUNK]
Yeah .
[PS2MR]
How do you get into DOS ? If you 're in One Two Three of that [UNCLEAR] suppose you wanted to make a directory .
[HDWPSUNK]
[UNCLEAR] use it .
[PS2MR]
How do you get into DOS ?
[HDWPSUNK]
We have to go out
[HDWPSUNK]
I 'd exit out
[HDWPSUNK]
Yeah .
[PS2MR]
You could quit . Yeah .
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
You could do , but then you have to restart One Two Three and re-retrieve your spreadsheet and all the rest of it . If you choose system from the top menu , that puts you into DOS , but it leaves One Two Three there . So you quickly get back so it 's pointing at my one two three directory , so if I do M D
[HDWPSUNK]
[UNCLEAR] yeah .
[PS2MR]
if I do M D space put here , it will create a sub-directory , below the one two three directory , but if I want [UNCLEAR] as a sub-directory from the roots directory , I have to type M D back-slash put . That would make it off the root directory . Erm . You can also point , well you start , you can point at the root directory , if you wanted to . Do you know how to do that ? At the moment it 's pointing at this one two three directory , back-slash P back-slash one two three [UNCLEAR] Now you point at the root directory
[HDWPSUNK]
You [UNCLEAR] directory
[PS2MR]
You use
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
You do C D sorry , I should have said M D If you want to make a directory off the root directory , you type M D to make directory . If you want to point at another directory , you do C D change directory , and that 's pointing at the root directory there . Er so , when I want to create a directory called put off the root directory . I can do M D space put . I 've got a directory here , now . You may want to put further sub-directories below that , maybe for different years , ninety three , ninety four ninety five . How do you how do you do that ?
[HDWPSUNK]
[UNCLEAR] back-slash one two
[PS2MR]
Do n't you do
[HDWPSUNK]
Do the [UNCLEAR] and then the back-slash and then the [UNCLEAR]
[PS2MR]
Yes , you can do er , you can M D
[HDWPSUNK]
Put .
[PS2MR]
Put M D I can do back-slash [UNCLEAR] got a lot of space put here back-slash ninety three . Or you could you could point to that directory called put first of all . You do C D space put , so you 're pointing at that directory , and then if you do M D ninety three , M D space ninety three , and then I 've created a sub-directory in ninety three , below this directory . You do M D space ninety four , and create that one , and so on . And you can go further down under the ninety three and you may want to create further sub-directories . So , the put is like your filing cabinets . And these directories are like drawers in your filing cabinets and then you 've got further sub-directories still , below that , then er , they 're like folders , within your er , filing cabinet drawer . So you put your files in these different directories and then , when you 're looking for something , er , you 'll find it more easily . If you 're looking for a budget file , for a particular year , and you know where to look . How do you erm , well , to get back into Lotus , type exit , and then enter Hang on right back to the spreadsheet . How do I erm , change it , so that when I do file retrieve , it lists directories in put ninety three .
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
It lists files . If I do file retrieve it , it lists the files in put ninety three . That 's the directory here . How do you do that ?
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
Well , you could type it all .
[HDWPSUNK]
[UNCLEAR] what I do [UNCLEAR] and then I could [UNCLEAR]
[PS2MR]
Sub-directories Er , yes , you could type er , back-slash
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
[UNCLEAR] back-slash put and then press enter , and it lists the sub-directories and you highlight that and press enter and then it would list where the files are in that directory , of course , I have n't got any , we 've just created those directories . Erm , but then ev every time I wanted to retrieve a file from that directory , I 'd have to type in that put and the ninety three and all the rest of it . How can I set it so that , soon as I do file retrieve , it lists the files from that directory ?
[HDWPSUNK]
Worksheet file directory . Put the name of the directory .
[PS2MR]
Erm
[HDWPSUNK]
Not files , yeah the
[PS2MR]
Well ,
[HDWPSUNK]
worksheet directory .
[PS2MR]
You 're almost right
[HDWPSUNK]
Worksheet directory .
[PS2MR]
Erm . The file directory .
[HDWPSUNK]
Yeah .
[PS2MR]
You do file
[HDWPSUNK]
Directory
[PS2MR]
Directory
[HDWPSUNK]
Yeah
[PS2MR]
Here . So the display 'll change the current directories . The current directories , got ta be this one . If I wanted to point at the put directory . Put ninety three . I type that in , press enter . And then if I do file retrieve
[HDWPSUNK]
[UNCLEAR] bring that up and
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
it 's listing files from that directory
[HDWPSUNK]
Yeah .
[PS2MR]
straight away . Sorry ?
[HDWPSUNK]
What I 've done in the past , is erm , for file retrieve and then erm , on top of the original [UNCLEAR] do a slash put and then enter , and that then gives me [UNCLEAR] a sub-file .
[PS2MR]
Basically , it lists the files on that directory , yes . You have to type put every time . Not like saying , if you do this file directory , type the put in , then er , you would n't have to type put in every time you retrieve the file , from the directory .
[HDWPSUNK]
Mm .
[PS2MR]
Right . Let me just put the directory back to where it was . File directory right . [UNCLEAR] Erm . So the advantage of pu putting your files in different directories , is you find things easily . One of the advantages . Probably some others as well here . As regards to various er other chores like deleting a set of files or copying a set of files , if you do n't want the ninety three files any more you just delete all the files in the directory . You do n't have to pick out the ones that are ninety three , cos th they 're all ninety three in that particular directory . Er , another thing that 's useful to do , is to name your files in a particular way . Have a convention for how you name your files . So the maximum length of the file name is , is what ?
[HDWPSUNK]
Eight
[PS2MR]
Eight characters , that 's right . So you could use different characters of the file name to mean different things . Er , for example , the E A [UNCLEAR] year as part of the file name , like eighty seven . Erm , you may well have got different directories , for the different years . It 's not a good idea to include the year as part of the file name as well , because you might accidentally copy some files into the wrong directory . You might copy the ninety three file by accident into the ninety four directory . And if you 've got the same file names , and you 're doing a copy in DOS , you just overwrite them , and you overwrite the ninety four file with ninety three file there . But if each file has got a unique name , then that ca n't happen , so er , if you copy the all the files in that directory have got nine four as part of the file name , then if it 's got nine three then , er , you wo n't be able to overwrite any files , you have two sets of files in there , and you can sort it out later on . Erm , in this particular spreadsheet system , there 's a number of different files , for different departments . So I 've got the department number . Just the two digit number in this example . There 's the second and the third character of the file name . If it was a s single digit er , department , like department number six . I 'd enter that as zero six . It always takes up the same number of positions in the file name , and that 's useful as you shall see . Erm , I may have budget files , actual files , forecast files . There 's a letter to indicate er , what that , er , is B for budget , A for actual , and F for forecasts . Er , the different types of files perhaps , there 's a , maybe a payroll file , I have a P there , and I have a access file I have an A there . So , when you 're looking for a file , you know you want , oh yes , it 's for er department er thirty six er it 's er payroll file , it 's for nineteen ninety four and it 's budget . Before you start looking for the file , you know what the file name is . So when yo you get a list of the file , you do a file retrieve , they 're all listed in alphabetical order . You can , you alre can very quickly focus in on the one you 're after , and you 'd be sure that was the one , and you retrieve it and it 's there . Very quickly . You do n't have to retrieve any different files . Go searching through long lists of file names to find what you 're after . So that 's one advantage of having a naming convention . You find what you 're looking for quickly . Erm , another advantage is erm , with various er chores , which is copying or deleting files . If I wanted to copy all of the department twenty two files to the , the A disk , the floppy disk . In DOS I could type copy space D twenty two star dot star to A. You familiar with these er the asterisks ? What these mean ? What does an asterisk mean ?
[HDWPSUNK]
The whole file . The whole , whatever 's on that erm . Would be all D twenty two .
[PS2MR]
It would have to begin D twenty two , and anything that follows erm suppose you wanted to delete all the nineteen eighty seven files . What would you type in ? In DOS . You type del , I 'll give you that ? Then what ?
[HDWPSUNK]
Star dot ,
[HDWPSUNK]
Eighty seven .
[HDWPSUNK]
Eighty seven .
[HDWPSUNK]
Eighty seven .
[PS2MR]
Sorry . Wh what eighty-seven ?
[HDWPSUNK]
Whatever it is , the department number , whatever .
[PS2MR]
Well , it 's all dif all different departments . Erm , eighty seven , then what ?
[HDWPSUNK]
Dot star dot star
[PS2MR]
Star dot star .
[HDWPSUNK]
[UNCLEAR] you 've delete your column eighty seven [UNCLEAR] .
[PS2MR]
Erm . Well , it says are you sure . What do you say ?
[HDWPSUNK]
No .
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
That 's an honest answer . It 's not what you normally do , is it ?
[HDWPSUNK]
[UNCLEAR]
[PS2MR]
Er , most people , when they see a question like are you sure , they say , course I 'm sure , yes . And er , that does delete all the nineteen eighty seven files , that 's true . In fact , though , it deletes everything . It 's the same as typing star dot star . Which you probably recognize as being everything . Says are you sure .
[HDWPSUNK]
Mm .
[PS2MR]
Say yes , it deletes everything . So save yourself a bit of time like that . And , so that 's not quite right
[HDWPSUNK]
It deletes star dot eighty seven .
[PS2MR]
Star dot eighty seven . Now as soon as you put the dot , what you 're saying is erm , that 's the extension . These are the last three characters and then into the extension , the they 're probably going to be W K one .
[HDWPSUNK]
Ta take the asterisk out .
[PS2MR]
Er , in erm you need to use another wildcard . Do you know any other wildcards other than an asterisk ?
[HDWPSUNK]
Question mark .
[PS2MR]
Question mark . That 's the one . Now what would you type then . Down
[HDWPSUNK]
One , two , three , four , four questions marks eighty seven .
[PS2MR]
Four question marks eighty seven
[HDWPSUNK]
Question mark .
[PS2MR]
Can do a question mark , I suppose . I suppose in the year I need n't do a star , a star if you wanted to . Er , so what that question mark means is