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Using a 1-2-3 Worksheet to Format a Memo Document
You can use the power of the Palmtop's clipboard and 1-2-3's date and string manipulation capabilities to custom format titles and headings in Memo documents. This tutorial shows how to create and use a 1-2-3 template to set up daily titles in a journal.
Journaling is a time-tested activity used to document personal and professional discoveries. The Palmtop is an ideal place to keep a journal because it's simple, fast, powerful:
A journal entry usually begins with the day's date. The Palmtop's date stamp feature makes entering the date simple. However, if you want to indicate the day of the week, you have to type that in. Also, the Palmtop's date stamp only enters the current date. What if you are journaling the previous day's activities, or are planning for future dates? Again, you have to type in these dates.
I found a way around this problem by creating a template for each week's journal entries (see the template graphic beginning on this page). Instead of using Memo to create a static template, I've set my journal template up as a 1-2-3 worksheet. This lets me integrate 1-2-3's date and string manipulation capabilities to vary the dates of each entry. I open the 1-2-3 worksheet and enter the current date. The worksheet automatically adjusts the dates in the template portion of the worksheet. I then use Palmtop's clipboard to copy the template to my Memo journal file. This sets up Sunday through Saturday sections in my journal, with the appropriate date next to each section. The complete template looks like this:
09/22/96 - SUNDAY
* TODO TODAY
* MESSAGES, CALLS
* NOTES (i.e., News, Topic)
09/23/96 - MONDAY
09/24/96 - TUESDAY
09/25/96 - WEDNESDAY
09/26/96 - THURSDAY
09/27/96 - FRIDAY
09/28/96 - SATURDAY
* WEEK IN REVIEW
* NEXT WEEKS GOALS
In this article I walk you through the steps for creating the 1-2-3 template (called DATESTMP.WK1) and show you how to copy it to the journal. In the process of creating this template, you'll learn about some of 1-2-3's date and string manipulation capabilities, a couple of simple 1-2-3 template organization techniques, and some file organization and retrieval techniques.
Creating the 1-2-3 DATESTMP.WK1 file
You can get a copy of DATE- STMP.WK1 from the Nov/Dec 96 issue of The HP Palmtop Paper ON DISK. You can also download it from CompuServe's HPHAND Forum, Library 11, or request it from the author by mail (see details at the end of this article).
By far the quickest way to get DATESTMP.WK1 is to create it by following the steps below. This approach will teach you more about the way 1-2-3 works. The worksheet lets you enter the current date. A formula in the worksheet automatically converts the current date to the date of the nearest Sunday. This nearest-Sunday date is used in the template portion of the spreadsheet.
A1: 'INPUT SECTION:
B2: 'Enter today's date, [Shift][ ] [Fn][DATE]
A4: 'INTERMEDIATE CALC. SECTION:
A6: 'Note: Converts today's date to this Sunday if today
A7: 'is Saturday thru Tues. Otherwise converts today to next
A8: 'Sunday if today is Wednesday through Friday.
A10: 'OUTPUT SECTION IS RANGE NAMED "D".
A11: 'Press [Fn][Copy] and [D] [ENTER] when program
A12: 'asks "Range to copy". Then switch to Memo and press
A18: '* TODO TODAY
A19: '* ACCOMPLISHED
A20: '* MESSAGES, CALLS
A21: '* NOTES (ie News, Topic)
A40: '* WEEK IN REVIEW
A41: '* NEXT WEEK'S GOALS
3. Enter the following formula in cell A5:
Memo screen with DATESTMP journal template copied over. Sunday through Tuesday shown.
Go back to 1-2-3, move the cellpointer to cell A2, and save the file. From now on, when you retrieve the file, the cellpointer should be at cell A2, ready for you to enter a date with the date stamp and set up your Memo file for the week.
On my Palmtop, I renamed DATESTAMP.WK1 as B.WK1 and placed it in the default directory in order to save time and keystrokes in opening this frequently accessed file. You may have noticed that no Lotus macros were used in this worksheet. I did this to keep things simple, but the process of formatting a Memo document could be even more automated using 1-2-3 macros or the Palmtop's system macros.
Keep it small and well organized
Memo documents, like 1-2-3 worksheets, take more memory the larger they get. It also takes you more time to find things in a large document or worksheet. Consequently, it may be desirable to keep the Memo journal document small. This can be done by limiting your journal to only one month of entries, or even one half a month. I keep all my separate journal documents in a subdirectory on my A: drive (A:\DIARY). I use a file naming convention for the documents consisting of: a two digit year number, followed by a two digit month number, followed by a three char month, followed by a number indicating which half of the month the document covers. Thus, the second file for the month of December 1996 would be called 9612DEC2 .DOC. (This naming convention keeps the files sorted chronologically in the subdirectory when viewed with FILER).
If you have your current journal file open in Memo and you want to look up an entry in a prior journal, use Filer's View option. Go to Filer, highlight the file name you want to view and press (F8). You can use the up- and DownArrow keys to page through the document. You could also accumulate these files into a big desktop file for the year and use your desktop word processing program's search capabilities to locate entries.
You might also keep your journal as a NoteTaker file. Every week could be a separate Note, with the date as the Title. You could still use the Lotus template described in this article to format a weeks worth of journal entries in the Note.
Whether you use the Palmtop, a paper notebook, or 3x5 cards, journaling is a great way to keep track of discoveries and important events in your business and personal life. It takes a surprisingly small amount of time to keep up a journal, but the rewards are great. Pull out your Palmtop, press (MEMO), and start typing.
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