13 Files and Folders This chapter contains the following topics: Working with File Formats. File Management Tasks. File and Folder Names. Types of File Formats. Accessing File and Folder Commands. The File Dialog. Basic File Management. Advanced File Management. Shortcut Keys for File Management. Working with More Than One Document. Changing the Default Folder. Working with File Utilities. Restoring a File. Working with Zip Files. Writing Files to a CD. Working with Files and Folders In Kurzweil 1000, you can choose how you want to work with files on your system. In making that determination there are a few questions to consider: Do you want to learn how to save, close, and open files manually, or do you want all files that are open when you exit the system to reload automatically upon restarting? Are you the only one using the system, or are there other users? Will you be creating documents that you do not want other users to freely access? If you want documents to load automatically upon starting the system, you can enable the AutoLoad feature. This is often a good choice for new users, as it simplifies file management. In this case, you will not need to save files upon exiting. This also means, however, that your documents are freely accessible to anyone who starts Kurzweil 1000 on your system, unless your system has multiple user accounts and passwords. If you do not use AutoLoad, you must save, close, and open files manually. If you try to exit when files are open, the system asks if you want to save any files that have unsaved changes. Your files will not load automatically when you start Kurzweil 1000 in this case; you must open each file individually. For more on the AutoLoad feature, go to Chapter 12, Working with Settings. File Management Tasks If you’ve decided not to use AutoLoad, you’ll probably be using the following functions most often: File Save. When you save a file, you are keeping the document for later use. You typically save a document after you’ve scanned or typed it. As you work in a document, you periodically save it to keep any changes you’ve made, including bookmarks or formatting you’ve added. File Open. You can open any file that you’ve previously created or saved. This includes files that you’ve typed or scanned using Kurzweil 1000, as well as documents created in other applications. Once you’ve opened a file, you can read it, add to it by scanning more pages, or edit it by typing. File Close. When you are done working with a file, you can close it to keep it from cluttering your workspace. If you’ve made changes that you haven’t saved, Kurzweil 1000 warns you before you close the file. Closing a file without saving causes you to lose all of your changes. File Print. You can print a file to either a standard printer or a Braille embosser. Changing folders. You can move around within folders on your system. Kurzweil 1000 provides the following folders: Articles. Books. General. Letters. Magazines. Manuals. Online. Recipes. Temporary. These folders are normally located in the folder named, "Kurzweil Educational Systems" under your "My Documents" folder. You do not need to use these folders. You can choose to store documents in any folder you like, and you can create new folders as you work. As you get practice with file management, you’ll also be performing these tasks: Deleting files and folders. Copying and moving files and folders. Creating new folders. Creating and managing lists of favorite files and folders. Kurzweil 1000 lets you maintain lists of favorite files and folders. When you perform file management tasks, you can limit your selection range to just your favorites list, instead of going through all the files and folders on your system. File and Folder Names File names can include letters, numbers, and spaces. They cannot include the following characters: Forward or backward slash. Question mark. Asterisk. Colon. Quotation mark or apostrophe. Less than or greater than sign. Straight line (SHIFT+BACKSLASH). You cannot use the colon and backslash characters as part of a folder name. However, you can use the colon as part of the drive specification, and the backslash to separate the names of folders in a hierarchy. Types of File Formats If you are unsure how to choose a file format, consider how you’ll be using the documents you create. You can usually pick the best format based on the kinds of applications you use to open and edit documents. The guidelines here describe three formats, although many other formats are available for opening and saving files. KES Format If Kurzweil 1000 is your primary document handling application, save files in the default Kurzweil 1000 KES format. Kurzweil 1000 always converts documents to this format before opening them. Using KES lets you open files as quickly as possible. Additionally, .kes is the only format that preserves bookmarks, images, and layout information. A KES file has a name followed by a period and the letters KES, such as Report.kes. RTF Format If you often use a word processor or desktop publishing package to edit or format documents, you may want to save them in the format specific to that application. You can save files in a variety of word processing formats. If you distribute documents to people who use different word processors, a good choice is RTF (Rich Text Format). RTF files have embedded information about fonts, styles, and end of paragraph markers. Most kinds of word processors can create or open RTF files. An RTF file has a name followed by a period and the letters RTF, such as Present.rtf. Text Format If you want to open your documents in other applications but are not sure what format to use, the best choice may be plain ASCII text. An ASCII text file contains just unformatted characters. This is a good choice if, for example, you want to run the file through a text-to-Braille conversion program, or paste the text of the document into an e-mail message. You can also open ASCII files in most word processors, although such files do not have any formatting information. An ASCII file has a name followed by a period and the letters TXT, such as Mineral.txt. HTML Format Hypertext Markup Language (HTML) is the file format used for World Wide Web pages. There are couple of situations in which you may want to save your file in this format: If you intend on using the file for Web access. Or as a study tool or a dynamic table of contents if you have embedded multi-level bookmarks in the document. In this case, when you save the file in HTML format, Kurzweil 1000 extracts the bookmark descriptions and converts them into live links. By selecting the link, you can go directly to the text which has been bookmarked. For more information about multi-level bookmarks, go to Chapter 5, Document Navigation Tools and Methods. An HTML file has a name followed by a period and the letters HTM, such as Story.htm. DAISY Format DAISY is the leading international standard format that libraries for the disabled use. It supports digital text, recorded speech, indexing and bookmarking. DAISY file names are followed by a period and the letters OPF. When you download DAISY files to Kurzweil 1000, the program preserves page bookmarks for your navigation convenience. You can have Kurzweil 1000 read downloaded DAISY files, but you cannot edit or overwrite them. You can also save any type of file as a text-only DAISY (version 3.0) file. Kurzweil 1000 preserves text along with Bookmarks, Links, Notes and tables. Note: You can also save documents as DAISY Audio files using the Create Audio File utility. To use this utility, choose Utilities from the File menu, and then choose Create Audio File (ALT+F+U+T). For more information, go to Chapter 14, File Portability. Other Available Formats In addition to the formats described in the previous section, Kurzweil 1000 supports the following formats: Braille, Grade 2. MS Excel 5.0. MS Word for Windows WordPerfect for Windows 6.1. To hear additional file formats, select Other in the File dialog’s Format box. Kurzweil 1000 supports over 100 other formats. Accessing File and Folder Commands You can access file and folder commands using the menu bar, shortcut keys. You can also access file and folder commands from the keypad. For more information, you can either download the document, Using the Keypad to Access Kurzweil 1000, from the Kurzweil Educational Systems website—www.kurzweiledu.com—or refer to Appendix E, Using the Keypad to Access Kurzweil 1000, in the Online Manual. The File and Folder Menus You can perform file management tasks using the File and Folder menus. File is the first menu in the menu bar. The Folder menu appears to the right of the File menu when no document is open, or to the right of the Edit menu when a document is open for reading. All items in the File and Folder menus have mnemonics, and some items in the File menu have keyboard shortcuts. To access the File menu, press ALT+F. To access the Folder menu, use ALT+L. The File Dialog Kurzweil 1000 provides two user interfaces for the File dialog: Traditional Kurzweil1000. Microsoft Common File Dialog. To use this interface, you must select the Common File dialog option in the Configuration Settings. For details, go to Chapter 12, Working with Settings. Refer to Microsoft documentation for information about the Common File Dialog. Notes: When using the Common File Dialog interface, you won’t be able to: change the sort order of file lists, spell file names using CONTROL+L, nor listen to the list of names you selected using CONTROL+Y. When you save files in another format, you’ll have access only to the conversions that are in your preferred list and that have known extensions. Commands that require folder names, such as Delete Folder and Change Folder, as well as Move and Copy File, use the Traditional Kurzweil 1000 File dialogs. The Kurzweil 1000 File Dialog Most file management tasks use the same File dialog. This dialog has the following components: A tree view of folders on your system (mnemonic ALT+I). A list view of files in the current folder (ALT+L). A text box to enter file names or paths (ALT+N). You can use question marks and asterisks as wildcards in this box. You can also use CONTROL+E for immediate expansion of files and folders in this text box. A format list (ALT+T), containing various types of files. This list is available only when you are saving a file. A Sort By list (ALT+S). OK (ALT+O) and Cancel (ALT+C) commands. The position of your cursor when you first open the File dialog depends on the task you are performing. If the response for the task is the name of an existing file, your cursor will be in the list view of files. If the response is a name for a new file, your cursor will be in the text box. If the response is a folder name, your cursor will be in the tree view of folders. The number of files you can select at one time also depends on what you are doing. For example, you can select multiple files at once for deletion. Notes: • Enabling the Verbosity event called Position of an Item in a List allows you to identify an item within a file list more easily. This event is located on the Event list box in the Verbosity Settings tab (ALT+T+Y). • By default Kurzweil 1000 does not announce your position within treeviews. If desired, you can enable this event, called Position of an Item in a Treeview, in the Event list box of Verbosity Settings tab (ALT+T+Y). File Dialog Tasks You’ll access the file dialog for all of the following tasks: File Open. In this case, you are in the file list (the second control) when you first access the dialog. When opening a file, you can use this dialog to select as many files as you wish. File Delete. In this case, you are in the file list (the second control) when you first access the dialog. You can specify as many files for deletion as you wish. File Save (and Save As). In this case, you are in the text box (the third control) when you first access the dialog. Folder Change. In this case, you are in the folder tree (the first control) when you first access the dialog. You can specify the single folder to which you are changing. Folder Delete. In this case, you are in the folder tree (the first control) when you first access the dialog. You can specify as many folders for deletion as you wish. File Copy, Move, and Merge utilities. In this case, your cursor is in the folder tree and you can specify source and destination files or folders. Using the File Dialog Most of the components in the File dialog are found elsewhere in the Kurzweil 1000 interface. For example, the file list works in the same way as any other list, except that it is not circular. That is, after selecting the last item in the file list, the DOWN ARROW does not bring you back to the first item. The Sort list and folder tree, however, require further explanation. The Sort By Command The Sort By command sorts the order of the files in the Files list. Available options are: Name (Ascending) Name (Descending) Modification Date (Ascending) Modification Date (Descending) Extension (Ascending) Extension (Descending) Size (Ascending) Size (Descending) Pressing CONTROL+S from within the File list causes the Sort list to cycle through its options. Changing the sort order causes any selections in the file list, as well as your cursor position in the list, to be lost. Sort order is a saved setting. Navigating the Folder Tree The Folder Tree works differently than other kinds of lists because it presents folders in a level-based "tree view," where subfolders are "indented branches." When you first enter the folder tree, the current folder is selected. To go to the first subfolder of the current folder: Use the RIGHT ARROW key. The ENTER key may also work, but only if a folder name cannot be a valid response for the task that you are doing. To go to the folder containing the current folder: Use the LEFT ARROW or BACKSPACE key. To go to the previous or next folder at the current level: Use the UP/DOWN ARROW keys which move your cursor to the previous or next folder that shares the same containing folder, in other words, that is the same level as that of the current folder. If you are at the top of a given level, you’ll hear, “top of list.” In this case, use the LEFT ARROW to move up to the container level. To go to the first or last item at the same level: Use the HOME or END key. To go to the first or last item in the tree view: Use CONTROL+HOME or CONTROL+END. To navigate by typing a letter: Type a letter to move to the first folder whose name begins with that letter. Tap the letter to move through all the folders on the current device whose name begins with that letter. Making Selections in the File Dialog To select a folder: Navigate to the desired folder, then press the ENTER key. To select one or more files within a folder: 1. Navigate to the desired folder, then press the TAB key. Your cursor is in a list view that contains all the files in the currently selected folder. 2. Use the UP/DOWN ARROW, PAGE UP/PAGE DOWN, HOME, and END keys to move in the list, or type the first letter of a name to move to the file. To select multiple contiguous files: Press the SHIFT key and a movement key to add to the current selection. To select multiple folders or files in any order: Hold down the CONTROL key as you move through the list. When you hear an item to add to the selection, press the SPACEBAR. To specify folders or files using the text box: You can type a file or folder name into the text box. You can use wildcard characters, where an asterisk matches zero or more characters, and a question mark matches exactly one character. Press CONTROL+E to expand the contents of the box. You can enter multiple file or folder names by separating them with semicolons. Shortcut Keys for the File Dialog CONTROL+C to copy the selected folder or file. CONTROL+X to cut the selected folder or file. CONTROL+V to paste the selected folder or file you just copied or cut. CONTROL+A to select all of the files in the file list. If you would like to look at the properties of a file or a group of files, select them, then type a Question mark, or press ALT+ENTER. The folder tree view and the file list view each contains a context menu. To bring up the context menu, press your keyboard’s Menu key, or press SHIFT+F10. You can create new folders, cut, copy, paste, delete, rename, and get file properties using the context menu. Basic File Management Opening a File of Any Format 1. Open the File dialog using one of the following methods: Choose Open from the File menu (mnemonics ALT+F+O). Or press the shortcut keys CONTROL+O for File Open. The File dialog appears with your cursor in a list of all the files that are in the current folder. 2. Select a file using one or a combination of the following methods: Press the UP/DOWN ARROW keys to move through the list. When you hear the name of the file you want to open, press ENTER. You can also use the SHIFT+UP/DOWN ARROW keys to select multiple files for opening. If you want a file in another folder, press SHIFT+TAB or ALT+I to move to the folder tree view. Select the desired folder, then press TAB to go to the file list in the selected folder. If you prefer, you can press ALT+N to go directly to the File Name text box and type the file name. Notes: • To have the system try to complete a path for you, type the partial path name followed by CONTROL+E. For example, if you type C:\My, the system would probably complete the name as C:\My Documents\. The cursor is positioned after the last backslash in the path. • Kurzweil 1000 opens Adobe PDF files automatically. If you are using the FineReader 7 engine, you will have to provide a password. Opening Files with Different Formats If you try to open a file with a format other than those it understands based on their extensions, Kurzweil 1000 attempts to determine the format. If it is unable to do so, a dialog box appears with your cursor in a list of possible format converters. Use the UP/DOWN ARROW keys to move among the format converters. When you hear the name of the desired converter, press ENTER. To close the dialog box without choosing a format converter, press ESCAPE. The format converter list is available only if you are using the menu method. Notes: • If you have Microsoft Word for Windows installed on your computer, Kurzweil 1000 uses Word’s file converters to open unsupported file types. If Word does not have a converter for the file type you are trying to open, the internal converters are used. • You can only open password-protected PDF files if the FineReader OCR engine is selected in the Recognition Settings tab page. • If you are opening a multi-page document, for example a PDF file, you can stop the recognition process by pressing ESCAPE. You can later resume recognition by pressing F9. When you suspend recognition, you cannot use the Rerecognize, Insert or Rescan functions until you have either closed the document or resumed recognition. Opening Large Files Very large files in formats other than KESI may take a long time to open. While waiting for a file to open, you can press any keyboard key to hear how many pages have been converted to KESI. You can stop the conversion and read only the already converted pages by pressing the ESCAPE key. Opening Grade 2 Braille Files Kurzweil 1000 can perform reverse braille translation on Grade 2 Braille files. The conversion is performed automatically when you open a file with any of these extensions: BRL, BRF, and BFM. Note: If the Active Speech setting in the Configuration tab page is set to either Disabled or Messages Only, as it might be if you are using a Braille screen reader, Kurzweil 1000 prompts you as to whether or not you want to perform the conversion. Opening Multiple Image Files Kurzweil 1000 can open multiple image files, that is, files with extensions of PCX, DCX, or TIFF. If you select a number of these files to open, Kurzweil 1000 recognizes each one as a separate page in a single document. This is true only if all of the selected files are image files. If at least one is not an image file, then the program opens each of the files as a separate document. Opening a File Using the KESI Virtual Printer™ There are file formats that the Kurzweil 1000 is unable to convert. If, however, you have an application on your system that understands a file format that the Kurzweil 1000 does not understand, and if that application can print, then Kurzweil 1000 may be able to open it using the "KESI Virtual Printer." Although accessible from the Print menu, the KESI Virtual Printer is a print driver which, instead of printing a file, creates an image file. There are two ways in which you can use this print driver. To open a file automatically: Simply open any file, for example, a PDF file. Kurzweil 1000 attempts to launch the application that, according to your system’s registry, can print that file. Usually that application is Adobe Acrobat. Once the application is open, it automatically prints the entire file, using the KESI Virtual Printer. When printing is complete, Kurzweil 1000 automatically begins recognizing the image file. When done, it deletes the image file. To open the file using the KESI Virtual Printer and a screen reader: There is a second way to use the KESI Virtual Printer. 1. Using a screen reader, run the application that understands the file that you want to read in Kurzweil 1000. 2. Using the Print Setup, Print Properties, or Print dialog, select the KESI Virtual Printer option as the printer. Then print. Kurzweil 1000 automatically opens, if it isn’t already, creates the image file, recognizes it, then deletes it. Notes About the KESI Virtual Printer Kurzweil 1000 uses a file called CvtToTiff.dat, which is in the same folder as your settings files, to help determine what files the Virtual Printer can open. By default, this file contains a list of image format extensions, and PDF. Lines beginning with semicolons are comments. You can add more image format extensions to the CvtToTiff.dat file. However, you must have an application on your system that controls the printing of files with the extension you add. Opening Recently Opened Files Kurzweil 1000 keeps track of up to 10 of the files you have opened in a session. Their file names appear in the Recently Opened submenu from the File menu (ALT+F+Y), and their mnemonics are 1 through 9, 1 being the most recently opened file. The number one is also designated for the tenth item. Note: Kurzweil 1000 updates the list every time you open or save a file. If a file no longer exists or is still open, its name will not appear on the list. Finding and Opening a File There may be times when you are unable to remember where you placed or how you named a file. There may be other times when you want to locate all files in your system that pertain to a particular topic. For these situations, there is the Find and Open feature on the File menu. This opens the Find and Open dialog. In general, you specify words you want to search, specify the folder in which you want to conduct the search, and specify other criteria, such as searching through the contents or file names. You then press ENTER to run the search. When complete, the resulting files appear in the Results list along with checkboxes for you to select the files you want to open. Press ENTER to close the dialog and open the checked files. The contents of the Find and Open dialog are: • The Words to Search for combo box. Type any keywords or a partial file name. Do not enter common words, such as “and,” or “the.” The box also contains a list of up to ten keywords from previous searches. Use the UP and DOWN ARROWS to retrieve a word or phrase from the list. • The text box, Look Under. Here, type the path name of the folder in which you want to search. If you are not sure where the folder is located, type a question mark. A folder tree appears in which you can navigate and select the desired folder. If you are unsure of the exact folder names, you can use an asterisk or press CONTROL+E. Kurzweil 1000 attempts to complete the name for you. • The list box, Look at. Select Contents to search for the keywords in the contents of files. Select File Name to find the keywords in the file names. • The Case Sensitivity list box. Select Enabled to have Kurzweil 1000 find only those files that contain the words that match the exact case you specified for the search. For instance, if you request a search for the verb march with no capital letters, and you enable Case Sensitivity, Kurzweil 1000 will return files that contain that word, but not ones that contain the month March with a capital M. • The Match Requirements list box. Select All to search for files that match all the words you specified. Select One or More to match one or more of the words. • The Results checkbox list. After the search, the resulting files are listed here with checkboxes. Select the checkboxes of the desired files. You can cancel a search and exit from this dialog any time by pressing ESCAPE. If a search has begun, the first press of the ALT key cancels the search. To exit the Find and Open dialog, press ESCAPE again. Note: The Find and Open feature does not search in ZIP files or folders. Closing a File 1. Do one of the following: Open the File menu and choose Close (mnemonics ALT+F+C). Or press the F4 key. If you haven’t changed the file, it closes immediately. If there are changes, Kurzweil 1000 asks if you want to save them. 2. Press ENTER to save the changes and close the file. Press TAB to go to No, then press ENTER to close the file without saving. To Cancel the close request and return to the document, press ESCAPE. Saving a New Document as a File To perform a simple file save: 1. While in the open document, do one of the following: Open the File menu and choose Save (mnemonics ALT+F+S). Or use the shortcut CONTROL+S. The File dialog appears with your cursor in a text box that lets you enter a file name. Kurzweil 1000 suggests a default name based on a phrase at the beginning of the document. At the end of the file name is the default file format .kes. 2. You can either type a new name or leave the default, then press ENTER. To save the file in a folder other than the current folder: 1. Open the File menu and choose Save As (mnemonics ALT+F+A). 2. In the File dialog, do one of the following: Type the entire path name in the File Name text box. Or press SHIFT+TAB to go to the Folder tree and navigate to the desired folder. 3. Press ENTER when you are done. To specify a particular file format for the document: 1. Open the File menu and choose Save As (mnemonics ALT+F+A). 2. In the File dialog, go to the Current Format list (ALT+T). 3. Use the UP/DOWN ARROW keys to hear the available file formats, and stop when you reach the desired one to select. Or you can jump to a particular format by typing the first character of its name. The File dialog contains the most commonly used formats (such as Braille Grade 2, DAISY, HTML, KES, MS Word, RTF, and Text) and the option, Other. Selecting Other and pressing ENTER opens a separate dialog with a longer list of formats. Select the desired format. Press ENTER or CONTROL+O to apply your selection and return to the File dialog. 4. Press ENTER when you are done with the File dialog. Saving an Existing File with its Name and Format After saving a file for the first time, you can save changes to the file without using the File dialog. To save an existing document with its current name and format: Open the File menu and choose Save (ALT+F+S). Or use the shortcut, CONTROL+S, for Save. Saving an Existing File with Another Name or Format After saving a file for the first time, you can access the File dialog box again to save the file with a new name or format. The older file version with its original name and format remains on the system. If you save an existing document to its original name and file type, the file is saved to its original folder. This is not necessarily the current folder. If you change the name or file type, check the Folder tree list to be sure that the appropriate folder is selected. You can save files in the following formats: Braille, Grade 2. DAISY (3.0). HTML. HTML 3. KES. MS Excel 5.0. MS Word for Windows 9. RTF. Text. WordPerfect for Windows 6.1. Other. Select this option to hear and choose other file formats. In the Select a Format list use the UP/DOWN ARROW key. To save an existing file with a new name or format: 1. With the cursor in the desired document, open the File menu and choose Save As (mnemonics ALT+F+A). The File dialog opens. Your cursor is in the File Name text box, containing the current name and format for the document. 2. Type a new name and/or different extension. You can also go to the Current Format list (ALT+T) to select a different extension. 3. Press ENTER. Saving Partial Documents You can save selected text or a range of pages in a document. To save selected text as a new document: 1. With the desired document open, select the text you want to save. 2. Open the File menu and choose Save Partially (ALT+F+T). The Save Partially dialog opens and indicates that you want to save the selection. 3. Press ENTER to confirm the selection. The File dialog opens with your cursor in the File Name text box. 4. Type a new name and/or different extension. You can also go to the Current Format list (ALT+T) to select a different extension. 5. Press ENTER. To save a range of pages as a new document: 1. With the cursor in the desired document, open the File menu and choose Save Partially (ALT+F+T). The Save Partially dialog opens with the cursor in the From page range box. The From and To boxes display the first page number of your document and the last page, respectively. By default, Kurzweil 1000 saves all of the pages. Note: If you have user-defined page numbering, such as preliminary pages, in your document, Kurzweil 1000 uses the user page number for the first page of the new document. 2. Type the page number From which you want to begin the partial save. 3. TAB to the To box and type the ending page number. 4. Press ENTER to confirm the selection. The File dialog opens with your cursor in the File Name text box. The default file format for the new document is the Kurzweil 1000 .kes file format. 5. Type a new name. To hear the current file format and/or to select a different file format, press ALT+T. 6. Press ENTER. Notes About File Formats and Extensions If you select a format from the Other format list, that format is automatically added to the File dialog that appears when you use the Save As feature. You can delete any item from the Current Format list, except Other by using the DELETE key on the keyboard. KES or TXT, are Kurzweil 1000 system standards. If you delete them, they reappear the next time you open the File dialog. If you type a file name without an extension in the File Name text box, Kurzweil 1000 updates it to include an extension when you select a file format in the File Format list. If you type a file name with an extension, the system uses the extension to save the file, regardless of any format choice you make using the Format list. If you change the file format in the Format list, but do not change the file extension in the File Name text box and the extension matches the original file format, the system saves the file in the format you selected in the Format list, and ignores the extension in the text box. Printing a Document To open the Print dialog and print a document: 1. With the cursor in the desired open document, open the Print dialog using one of the following methods: Open the File menu and choose Print (mnemonics ALT+F+P). Or use the shortcut CONTROL+P. The Print dialog opens with your cursor in the Printer list. If there is more than one printer connected to the system, you can use this list to select one. 2. Press ENTER. By default, Kurzweil 1000 prints All the pages in the document. To specify a range of pages: 1. In the Print dialog, go to the Print Range list (ALT+G). 2. Use the UP/DOWN ARROW keys to select Pages. 3. Go to the From box (ALT+F) to specify the first page to print. 4. Go to the To box (ALT+T) to specify the last page to print. 5. Press ENTER if you are done. To specify a selection of text: 1. In the desired document, select the text you want to print. 2. Open the Print dialog. 3. Go to the Print Range list (ALT+G), the Selection option is selected. 4. Press ENTER if you are done. To print a page including its images: 1. Open the Print dialog, and go to the Use Images list (ALT+I). 2. Press the UP/DOWN ARROW key to select Yes. 3. Press ENTER if you are done. Note: Printing images, unlike printing recognized text, can decrease the legibility of your document, and may slow down the scanning and printing processes. To print multiple copies: 1. Open the Print dialog, and go to the Number of Copies text box (ALT+C). 2. Type a number from 1 to 99, inclusive. 3. Press ENTER if you are done. Modifying Printer Properties The Printer Properties dialog contains properties that may be important to you when you are printing a document. These include changing the font size and page margins, or specifying paper source and page orientation. Once set, you can save these properties in a settings file, so you should not have to visit this dialog very often. To access the Printer Properties dialog: 1. Open the File menu and choose Print (ALT+F+P). 2. Be sure Braille Conversion is disabled in the Print dialog. 3. Go to the Properties option (ALT+R). 4. Make the desired modifications and press ENTER to apply your changes and return to the Print dialog. 5. Press ENTER again to close the Print dialog. You can also press ESCAPE to Cancel changes and/or cancel the print task. To specify the print font for the document: The first component in the Printer Properties dialog is the Single Font list (ALT+S). 1. Use the UP/DOWN ARROW keys to enable or disable this option. If you enable Single Font, you can select the print font for the document. By default, it is disabled and Kurzweil 1000 uses the fonts that match those specified in the document being printed. 2. In Single Font Enabled mode, press TAB to go to the first of the Font controls, the Name list from which you can select the typeface to use for printing. 3. Press TAB again to go to the Size list to select the print size, in points. 4. Press TAB again to go to the Bold list, and TAB again to the Italic list box. Use the arrow keys to enable or disable bold or italic text. To modify magnification: Note: This option is available only when Single Font is Disabled. When you magnify text, Kurzweil 1000 changes the size of all of the text being printed. 1. In the Printer Properties dialog TAB to Magnification (mnemonics ALT+M). 2. Use the UP/DOWN ARROW keys on the keyboard to select a magnification value from 1 to 8, or type the value you want. To change print margins: 1. In the Printer Properties dialog TAB to the desired margin. mnemonics ALT+L for Left margin, ALT+T for Top, ALT+R for Right, and ALT+B for Bottom margin. 2. Type units in inches or in centimeters, depending upon the units setting in the Scanner Margins dialog. The default values are 1.0 for top and bottom, 1.25 for left and right. To change print orientation: In the Printer Properties dialog TAB to the Orientation list box (ALT+O). Then, select Portrait or Landscape. To select the paper source or paper size: In the Printer Properties dialog TAB to Paper Source (ALT+P), Paper Size (ALT+I). The contents of these lists depend on the selected printer. To change the line spacing: In the Printer Properties dialog TAB to Line Spacing (ALT+A). Select between single spacing, 1.5, and double spacing. Changing the Current Folder The current folder is the default folder that Kurzweil 1000 uses when saving files. To change folders, choose Change from the Folder menu (mnemonics ALT+L+C). The File dialog opens with your cursor in the Folder tree. Use the arrow keys on the keyboard to move among the folder names. When you hear the name of the folder you want, press ENTER. Changing the Home Document Folder The Kurzweil 1000 considers one folder on your computer to be its Home Document Folder. You can find out what the Kurzweil 1000 is using as your home folder, and potentially change it. This feature is available only if no files are open. To find your Home Document folder and change it: 1. Close all open documents. 2. Select Document Home from the Folder menu (mnemonics ALT+L+H). A dialog opens, and the system voice tells you the path name for your document home and asks if you want to change it. 3. If you want to change the document home, press ENTER for Yes. Otherwise, press ESCAPE to cancel and close the dialog. If you answered Yes, the File dialog box opens with your cursor in the File Name text box. 4. Type in the name of a new folder, or select an existing folder by pressing SHIFT+TAB until your cursor is in the Folder tree. Navigate to the desired folder name. 5. Press ENTER. Once you have done so, Kurzweil 1000 creates a new folder if that’s what you specified. If the folder you selected has not been used before as a home folder, the various subfolders that Kurzweil 1000 normally provides are created beneath it, and the manuals are copied into the Manuals folder. Note: If you are on a computer that allows for multiple users, and has different logins for each user, each user can have his or her own document home. Obtaining File Management Status File management status includes the name of the current folder and the name of the open file. To display and hear status information related to file management: Open the Help menu and choose File Management Status (mnemonics ALT+H+F). To stop the status information: Press the ESCAPE key. Advanced File Management Creating a New Folder 1. Open the Folder menu and choose New (mnemonics ALT+L+N). A dialog opens with the cursor in a text box. 2. Type the desired name for the folder, then press ENTER. When you are typing in this box, you can use: Question mark to speak text you’ve entered so far. CONTROL+L to spell text you’ve entered so far. F7 to speak the contents of the text box. To cancel without creating a folder, press TAB until you hear “Cancel,” then press ENTER. Note: You can also create a new folder while you are in any file dialog by using the context menu. Deleting a Folder Kurzweil 1000 lets you delete any folder except the current folder, or folders on a CD-ROM. (If the folder is not empty, you will be warned before the deletion occurs.) To delete a folder: 1. Open the Folder menu and choose Delete (ALT+L+D). The File dialog opens with the cursor in the Folder tree, which describes the directory structure. 2. Use the ARROW keys on the keyboard to move among the folder names. 3. When you hear the name of the folder you want to delete, press ENTER. 4. Press ENTER again at the confirmation message to delete the folder. Note: You can also delete folders from within any File dialog by selecting the folder or folders and doing one of the following: To send the folder(s) to the Recycle Bin for possible recovery, press the DELETE key. To permanently delete the folder(s), press SHIFT+DELETE. Deleting a File You can delete one or more files. To delete a file: 1. Open the File menu and choose Delete (ALT+F+D). The File dialog opens with the cursor in a list that contains all valid files in the current folder. 2. Use the UP/DOWN ARROW keys on the keyboard to move among the file names. 3. When you hear the name of the file you want, press ENTER. 4. Press ENTER again at the confirmation message to delete the file. To delete multiple adjoining files: 1. Open the File menu and choose Delete (ALT+F+D). 2. Select adjoining files by holding down the SHIFT key while you use the arrow keys to move through the files you want to select. Releasing the SHIFT key selects these files. Pressing an arrow key after releasing the SHIFT key deselects the files, except the current one. 3. Press ENTER. A confirmation message tells you how many files you have selected for deletion. 4. Press ENTER again to delete the files. To delete non-adjacent files: 1. Open the File menu and choose Delete (ALT+F+D). 2. Select a file, then hold down the CONTROL key while you use the arrow keys to move in the list. This lets you move without adding to the selection. 3. When you hear a file you want to add to the selection, press the SPACEBAR. Continue to move and select in this manner until all the files you want are selected. To hear the names of all selected files, press CONTROL+Y. 4. Press ENTER. A confirmation message tells you how many files you have selected for deletion. 5. Press ENTER again to delete the files. Note: You can also delete files from within any File dialog by selecting the file or files and doing one of the following: To send the file(s) to the Recycle Bin for possible recovery, press the DELETE key. To permanently delete the file(s), press SHIFT+DELETE. Working with Favorites Lists You can create a custom list of favorite files and folders, and then select from this favorites list when you open files or change directories. This lets you avoid navigating through the file system to find the files you use most often. To add a folder to the Favorite Folders list: Make sure the folder you want to add is the current folder. Open the Folders menu and choose Add to Favorites (mnemonics ALT+L+A). To add a file to the Favorite Files list: Open the file you want to add. Choose Add to Favorites from the File menu (ALT+F+V). To open multiple files from the Favorite list: Use the SHIFT key selection method to select contiguous files in the Favorite list. To select files in any order, hold down the CONTROL key as you move through the list and press SPACEBAR when you hear the name of the file you want. Then press ENTER. To open a file using your Favorites list: When opening a document, you can narrow your choices to files in your Favorites list. 1. Open the File menu and choose Favorites (ALT+F+F). A dialog opens with your cursor in your Favorite Files list. 2. Use the UP/DOWN ARROW keys on the keyboard to move among the file names. 3. When you hear the name of the file you want to open, press ENTER. 4. To close the dialog box without choosing a file, press ESCAPE. To change folders using your Favorites list: 1. Open the Folder menu and choose Favorites (ALT+L+F). A dialog opens with your cursor in your Favorite Folders list. 2. Use the UP/DOWN ARROW keys to move among the folders. 3. When you hear the name of the folder you want, press ENTER. 4. To close the dialog without choosing a folder, press ESCAPE. To delete a file or folder from the Favorites list: 1. Open the Favorites dialog from the File or Folder menu. Press ALT+F+F to remove a file. Press ALT+L+F to remove a folder. 2. Select the item you want to remove. Press the DELETE key on the keyboard, or press TAB until you hear “Delete.” 3. Press ENTER. This action does not remove the file or folder from your system, just from the Favorites list. Accessing File Properties The File Properties dialog enables you to read, and sometimes change, certain file properties. It tells you the size of the document, the date and time it was last modified, and statistics such as page, word and character count. In addition, you can specify whether or not you want others to be able to read and edit it or just read it. There are two ways to access the File Properties dialog, from an open document or from the File dialog. To access File Properties in an open document: Open the File menu and select Properties (mnemonics ALT+F+R). To access File Properties from the File dialog: 1. With no documents open, choose Open from the File menu (ALT+F+O). Your cursor is in the Folder tree view. 2. If the file you want is not in the currently selected folder, use the arrow keys on the keyboard to navigate to the folder you want. 3. Use the TAB key to go to the File list view and use the UP or DOWN ARROW key to select the desired file name. 4. Press question mark on the keyboard to open the File Properties dialog for this file. If you use this method, you’ll still be in the File dialog after you close the File Properties dialog. The File Properties Dialog The File Properties dialog has the following components, as well as the OK and Cancel command buttons. The Size text box (mnemonic S), is read only. This is the file size in bytes. If the selected file is in a ZIP folder, this is the uncompressed file size. When you first open the File Properties dialog, your cursor is in this box. The Date and Time text box (mnemonic T), is read only, and contains the date and time of the last modification. The Description text box (mnemonic P), is available only for files that have been saved in KES format. You can type in an optional description for the file if you want. Note: If you change this box for an open file, Kurzweil 1000 saves the description only if you save the file. The Attribute list box (mnemonic A). Select Normal to enable editing in the file or select Read Only to disable editing in the file. The DOS Name text box (mnemonic D), is read only. It contains the file’s DOS name (eight characters plus a three-character extension). The Statistics boxes follow. You can get the count for Pages (ALT+P), Words (ALT+W), Paragraphs (ALT+R), and Characters (ALT+C). Note: The Statistics boxes are only available when you open the File Properties from an open document. Remember that you can use the TAB key or the mnemonic keys to move around in the dialog. Pressing ENTER applies any changes, pressing ESCAPE cancels changes and both close the dialog. Accessing Folder Properties There are a couple of ways to access the Folders Properties dialog: To obtain information about the current folder, open the Folder menu and select Properties (ALT +L +R). To obtain information about any folder in your file system, open the File dialog, navigate to and select the desired folder, then type a question mark. The Folder Properties dialog provides you with the following information: Size (mnemonic S) in bytes of all the contents in the folder. The number of files it Contains (mnemonic N). Attribute (mnemonic A) which tells you whether the folder is a normal or read-only folder. You can select Normal to enable editing in the file or select Read Only to disable editing in the file. The DOS Name (mnemonic D) for the file. Shortcut Keys for File Management CONTROL+SHIFT+O to open a text file from a floppy disk. CONTROL+SHIFT+S to save the current document as a text file onto a floppy disk. CONTROL+SHIFT+D to delete a text file from a floppy disk. CONTROL+SHIFT+A to open a KES file from the current folder. CONTROL+SHIFT+H to save the current document as a KES file into the current folder. CONTROL+SHIFT+T to save the current document as a text file into the current folder. CONTROL+SHIFT+E to delete a KES file from the current folder. Working with More Than One Document You can open more than one document file at a time either by choosing Open from the File menu. When you open multiple documents, you can read or edit only one document at a time, the active document. In addition, you can scan into only one document at a time, the scanning document. The active document and the scanning document can be the same document, or different documents. This allows you to scan and read in separate documents at the same time. If you exit with multiple documents open, the system checks for documents that need to be saved, and asks you about them one by one (unless AutoLoad is enabled). If you use the keyboard shut down or power off commands, the system will warn you if you should save any open documents. If the system crashes while multiple documents are open, a restore operation will restore all of them with their correct names and formats. Moving Among Documents The Window menu, located immediately to the left of the Help menu, enables you to move among documents. The mnemonic for the Window menu is ALT+W. The items on this menu are: Next Document. There are two shortcuts you can use for this command: CONTROL+F6 or CONTROL+TAB. Previous Document. You can also use (shortcut CONTROL+SHIFT+F6 or CONTROL+SHIFT+TAB. File list, containing all the documents you have open. The mnemonic for each document name is its number in the list, so the first document has the mnemonic 1, the second has the mnemonic 2, and so on. The names appear in the order in which the files were opened. As you move among documents, Kurzweil 1000 announces the name of the current active document. Changing the Default Folder When Kurzweil 1000 starts for the first time, its default folder is the General folder beneath the Kurzweil Educational Systems folder, in My Documents. When you save a settings file, Kurzweil 1000 also saves the path of the current folder. Because it uses that path only at startup time, the folder setting will have an effect only when it is in the default settings file. To have Kurzweil 1000 always come up in a particular folder, make that folder the current folder. Save settings, specifying default as the settings file name. When you start from then on, it will be in that folder. For details on saving settings files, go to Chapter 12, Working with Settings. Working with File Utilities The File menu’s Utilities submenu (mnemonic U) has three items if no files are open, eight additional items if files are open. The three that are always available are listed first: Copy (mnemonic C). Move (mnemonic M). Merge and Open (mnemonic G). Extract Image (mnemonic E). Extract All Images (mnemonic X). Remove Image from Page (mnemonic R). Remove All Images from File (mnemonic I). Remove Layout Information from File (mnemonic L). Remove Page Headers and Footers (mnemonic H). Create Audio Files (mnemonic T). Audio Spooler Monitor (mnemonic O). Convert Bookmarks to Notes (mnemonic V). This section provides information for all but the last three items on the Utilities submenu. For information about audio files and the Audio Spooler Monitor, go to Chapter 14, File Portability. For more on converting bookmarks to notes, go to Chapter 5, Document Navigation Tools and Methods. Copying Files Copy lets you specify any number of files, or a single folder, to be copied (the source). It then presents the File dialog box for you to select a destination. If you are copying a single file, you can specify a file name, or a folder into which the file should be copied. If you do not specify an extension for the destination file, the extension of the source file is used. If you are copying multiple files, or a folder, you must specify a folder as the destination. The folder need not exist; Kurzweil 1000 will create it if necessary. As the copy proceeds, the system tells you if a file will be overwritten, and asks if you’d like to continue. You can answer Yes, No, All, or Cancel by tabbing to the appropriate button or by pressing its mnemonic. If you choose No (mnemonic N), the copy continues without overwriting that particular file. If you choose Yes (mnemonic Y), the file is overwritten. If you choose All (mnemonic A), the file is overwritten, and you will not be asked again if some other file exists which will be overwritten by the same operation. If you choose Cancel (mnemonic C), the operation stops, although some files may have already been copied. Any file error, such as trying to copy a read-only file, a read-only disk, or a full disk, will terminate the copy operation with an error message. This Copy utility is more powerful than the DOS copy operation, in that you can copy folders, and all of the subfolders under a folder, in one operation. You could copy everything under C:\My Documents to another folder, for example. You can even copy everything on a particular disk to a second disk, providing you have sufficient room on the second disk. Note: You can also copy files using the context menu in any file dialog. Moving Files Move lets you move files or folders to other folders on the same disk, to other disks, or to have different names under their current folders. If you do not specify an extension for the destination file, the extension of the source file is used. Note that on some command line systems, this behaves like RENAME in some circumstances, and like MOVE in others. Note: You can also move and rename folders from within any File dialog by using the context menu. Extracting Images There may be circumstances where you wish to create image files that correspond to the pages in a particular document. You can do so with either Extract Image for a single page or with Extract All Images for all pages in the file. For either command, be sure you have Keep Images enabled in General Options before scanning so that there is an image associated with each page. With the desired file open, choose Extract Image or Extract All Images from the File Utilities submenu, mnemonics ALT+F+U and letter E or letter X. In the File dialog, specify a name for the file or folder in which the image should go. Kurzweil 1000 stores the images as TIFF files. If you used Extract All Images, the individual files are named using the first five characters from the document name, followed by a four-digit page number, with leading zeroes, if necessary. Once Kurzweil 1000 completes creating the files, it will notify you. Merging Files The Open and Merge Utility lets you select two or more files and merge them together. The files you select must be in formats that do not require recognition, such as .kes or .txt. PDF and TIF are examples of formats that would not work. Note: The formats of the files you select do not need to match. To open and merge files: 1. Open the File menu, then the Utilities submenu, and choose Merge and Open, or press ALT+F, then U, then G. The File dialog opens and the system asks you to select two or more files to merge. To select non-contiguous files, select the first file, hold down the CONTROL key and use the DOWN ARROW until you reach the second file, press SPACEBAR and release the CONTROL key, then press ENTER. 2. Select the files and press the ENTER key. The Reorder Files dialog opens. This dialog allows you to arrange the files in the order you want them to appear in the merged file. The dialog has one list box, which displays the selected files, and four buttons: Up, Down, Enter, and Cancel. 3. To change the order of a file, select it and do one of the following: Press CONTROL+UP ARROW, or CONTROL+U to move the selected item up in the list, swapping it with the item that appears just before it. Press CONTROL+DOWN ARROW, or CONTROL+D to move the selected item down in the list, swapping it with the item that appears just after it. 4. Press ALT to combine the files and open them into a new merged document, or Cancel to close the dialog without making any changes. The merged document opens with the contents of the topmost document from the ordered list displayed first, followed by the contents of the other documents. Removing an Image from a Page Obviously keeping images in a .kes file makes that file larger. You may have a file that has some pages that have images you want to keep, and others you do not. Use this menu item to remove the image associated with the current page. Removing All Images from a File If you no longer need the images associated with the open file, you can use this menu item to significantly reduce the size of the file. All of the images embedded in the file will be removed. Removing Layout Information from a File Layout Information can be retained in .kes files, depending upon the state of the Keep Layout Information setting in the General Settings tab page. If you find that you have no use for this information, that you no longer need to explore the layout of the pages in the file, or identify the location of any words, then you can use this item to significantly reduce the size of your file. Note that layout information cannot be removed from a page that contains an image, so you may want to remove images first. It happens that layout information was written into .kes files beginning with Version 5 of Kurzweil 1000, although that information was not usable in that version, nor is it usable in Version 6 or 7, as the information was incomplete. However, you can use this feature to remove it. Removing Page Headers and Footers Page headers and footers contain repetitive information which tends to interrupt the flow of a document while you are reading. If you are planning to read a document within the Kurzweil 1000, you can simply enable avoidance of headers and footers. However, you may plan to read the document elsewhere, in a product that does not have that feature. If so, this option gives you the ability to remove, rather than simply skip, the repetitive text for the current document. Restoring a File You can restore open files if Kurzweil 1000 terminates in an unexpected way. To restore files, restart Kurzweil 1000. After its standard greeting, you will hear: "Note that the last file was not properly saved. If you would like to restore it, press Accept." Press ENTER on the keyboard to restore the file. The file is restored with its correct name and format. If you enabled AutoLoad, any files you had open at the time of an unexpected system failure will automatically re-open. Working with ZIP Files Kurzweil 1000 treats files with a .zip extension as though they were folders. You can access Zip files through the menu system. You can also use the FIle Management Keypad. For more information on the File Management Keypad, you can either download the document Using the Keypad to Access Kurzweil 1000 from the Kurzweil Educational Systems website—www.kurzweiledu.com— or refer to Appendix E, Using the Keypad to Access Kurzweil 1000 in the Online Manual. If you change folders to a Zip folder, you can access all the files, folders and subfolders it contains. You can list, open, move, delete, or copy files and folders within Zip folders. To create a Zip file: Open the Folder menu and select New. Type the name of the new folder, specifying the extension .zip at the end. To decompress files from an existing Zip folder: Use the Copy utility to copy the desired file to another folder. Note: When opening a password-protected Zip file, Kurzweil 1000 asks for the password. Be sure you ask the Zip file’s creator for the password. To compress a file: Copy it to a folder that has a .zip extension. Use the standard File Open and Save operations to open or save a file within a Zip folder. To find the size of a compressed Zip file: Select the desired file, open its Files Properties dialog and go to the File Size box. Writing Files to a CD If your system has a CD burner and is running Windows 2003, Windows XP or a more recent operating system, you can find the CD Writing Tasks submenu from the Tools menu by pressing ALT+O+C. In addition to adding and writing files to CD, you can check the status, remove files, erase the CD and write a folder directly to the CD bypassing the queue, which is a timesaver when copying CDs. The general procedure follows: 1. Be sure you have a writable CD in the CD burner. 2. If you have multiple CD drives that can write CDs, press L from the CD Writing Tasks submenu to Select a Drive, otherwise go to the next step. 3. Add Files to the queue by pressing A from the CD Writing Tasks submenu. In the File dialog, select the desired folder, file or files. 4. Lastly, Start Writing the files to the CD by pressing W from the CD Writing Tasks submenu. To obtain status before you begin writing to CD, press S from the CD Writing Tasks submenu. You may hear some or all of the following information: total size of the files, whether or not a CD is in the drive, and how much free space is available on the CD. To remove files from the queue, press R from the CD Writing Tasks submenu. To erase all the files from a CD, press E. To write directly to the CD, press D, then select the folder whose contents you want to write directly to the CD. Note: the selected drive is a saveable setting. For information on Saving Settings, go to the subsection entitled Settings Menu in this guide.