VOICENOTE QT USER GUIDE V5.1 D1.0 (P/N NT212) If you have any questions about this, or any Pulse Data product, please contact the Pulse Data office nearest to you: Pulse Data Humanware 175 Mason Circle Concord, CA 94520, USA phone +1 (800) 722 3393 phone +1 (925) 680 7100 fax +1 (925) 681 4630 email usa@pulsedata.com web www.pulsedata.com Pulse Data Europe 3 Blotts Barn Business Centre Brooks Road, Raunds Northamptonshire NN9 6NS United Kingdom phone +44 (0) 1933 626 000 fax +44 (0)1933 626 204 email europe@pulsedata.com web www.pulsedata.com Pulse Data Australia Pulse Data Australia / Pulse Data Asia Suite 2, 7-11 Railway Street P.O. Box 944, Baulkham Hills, NSW 2153, Australia phone +61 (0) 2 9686 2600 fax +61 (0) 2 9686 2855 email sales@pulsedata.com.au web www.pulsedata.com Corporate Headquarters Pulse Data International Limited 1 Expo Place, P.O. Box 3044 Christchurch, New Zealand phone +64 3 384 4555 fax +64 3 384 4933 email enquiries@pulsedata.com web www.pulsedata.com COPYRIGHT NOTICE All rights reserved. No part of this publication may be reproduced in any form whatsoever without the express written permission of Pulse Data International Limited. Every effort has been made to ensure that the information contained in this manual is correct at the time of issue. Neither Pulse Data International Limited nor its agents assume responsibility for errors or omissions in this information. No liability is assumed for damages resulting from the use of this information. Copyright (c)1999 - 2003 by Pulse Data International Limited, Christchurch, New Zealand. This product complies with the requirements of EMC Directive 89/336/EEC. SUSCEPTIBILITY TO INTERFERENCE There may be temporary degradation of performance when the VoiceNote is subjected to a strong radio-frequency field, electro-static discharge or transient electrical noise. FCC WARNING (USA only) This equipment generates and uses radio frequency energy and if not installed and used properly, in accordance with the manufacturer's instruction, may cause interference to radio and television reception. It has been type tested and found to comply with the limits for a Class B digital device in accordance with Subpart B of Part 15 of FCC Rules and Regulations, which are designed to provide reasonable protection against such interference in a residential installation. However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measures: (1) Reorient the receiving antenna. (2) Relocate the equipment with respect to receiver. (3) Move the equipment away from the receiver . (4) Plug the equipment into a different outlet so that the equipment and receiver are on different branch circuits. If necessary, the user should consult the dealer or an experienced radio/television technician for additional suggestions. The user may find the booklet prepared by the Federal Communication Commission helpful: "How to Identify the Resolve Radio-TV Interference Problems". This booklet is available from the U.S. Government Printing Office, Washington, DC 20402. Stock No. 004-000-00345-4. Shielded cables and certified Class B peripherals must be used on this product. Using unshielded cables or uncertified peripherals may result in this unit not complying with FCC Rules Part 15. Changes or modifications not expressly approved by the manufacturer could void the user's authority to operate this equipment. NOTICE FOR CANADA This Class B digital apparatus meets all requirements of the Canadian Interference-Causing Equipment regulations. MODEM INFORMATION (USA ONLY) This equipment complies with Part 68 of the FCC rules. Located on the equipment is a label that contains, among other information, the FCC registration number and ringer equivalence number (REN). If requested, this information must be provided to the telephone company. The REN is used to determine the quantity of devices which may be connected to the telephone line. Excessive REN's on the telephone line may result in the devices not ringing in response to an incoming call. In most, but not all areas, the sum of the REN's should not exceed five (5.0). To be certain of the number of devices that may be connected to the line, as determined by the total REN's contact the telephone company to determine the maximum REN for the calling area. This equipment cannot be used on the telephone company-provided coin service. Connection to Party Line Service is subject to State Tariffs. If this equipment causes harm to the telephone network, the telephone company will notify you in advance that temporary discontinuance of service may be required. If advance notice isn't practical, the telephone company will notify the customer as soon as possible. Also, you will be advised of your right to file a complaint with the FCC if you believe it is necessary. The telephone company may make changes in its facilities, equipment, operations, or procedures that could affect the operation of the equipment. If this happens, the telephone company will provide advance notice in order for you to make the necessary modifications in order to maintain uninterrupted service. If trouble is experienced with this equipment, please contact: Pulse Data Humanware 175 Mason Circle Concord CA 94520 Phone 800-722-3393 If the trouble is causing harm to the telephone network, the telephone company may request you to remove the equipment from the network until the problem is resolved. This equipment uses the following USOC jacks: RJ11C It is recommended that the customer install an AC surge arrester in the AC outlet to which this device is connected. This is to avoid damaging the equipment caused by local lightening strikes and other electrical surges. This equipment is Hearing-Aid Compatible (HAC). The telephone Consumer Protection Act of 1991 makes it unlawful for any person to use a computer or other electronic device, including fax machines, to send any message unless such message clearly contains in a margin at the top or bottom of each transmitted page or on the first page of the transmission, the date and time it is sent and an identification of the business or other entity, or other individual sending the message and the telephone number of the sending machine or such business, other entity, or individual. (The telephone number provided may not be a 900 number or any other number for which charges exceed local or long-distance transmission charges.) Table of Contents 1 Getting Started. 1-1 1.1 Equipment Checklist. 1-1 1.2 General Features. 1-2 1.3 Software Features. 1-3 1.4 Orientation. 1-5 1.5 Keyboard. 1-5 1.6 Power Switch. 1-6 1.7 Speech. 1-7 1.8 Earphones. 1-7 1.9 KeySoft Concepts. 1-8 1.10 The KeySoft Menus. 1-12 1.11 A First Experience. 1-14 1.12 General Functions. 1-16 1.13 Switching Between Tasks. 1-18 1.14 Keyboard Assistance. 1-19 1.15 Switching Off. 1-19 1.16 Setting Time and Date. 1-20 1.17 User Settings. 1-21 1.18 Electronic User Guide. 1-21 1.19 Where to now. 1-24 2 The VoiceNote Hardware 2-1 2.1 AC Adapter and Battery. 2-1 2.2 Charging the Battery. 2-2 2.3 Checking Power Status. 2-2 2.4 Battery Care. 2-3 2.5 Calibrating the Battery Gauge. 2-3 2.6 Long Term Storage. 2-6 2.7 Using the Serial Port. 2-7 2.8 Using the Parallel Port. 2-7 2.9 Using the Infrared Port. 2-8 2.10 Using the Modem. 2-9 2.11 PC Cards. 2-9 2.12 CompactFlash(tm) Cards 2-10 2.13 External Disk Drive. 2-11 2.14 Using a Visual Display. 2-14 2.15 Remote Synthesizer. 2-16 2.16 Software Upgrades 2-16 2.17 General Care. 2-16 3 The Word Processor. 3-1 3.1 General. 3-1 3.2 Text and Braille. 3-1 3.3 The KeyWord Menu. 3-2 3.4 Documents Folders and Drives. 3-3 3.5 Selecting a Document. 3-4 3.6 Naming a Document. 3-5 3.7 Creating a Document. 3-6 3.8 Reading a Document. 3-6 3.9 Review Commands. 3-9 3.10 Format Indicators. 3-10 3.11 Editing a Document. 3-11 3.12 Searching a Document. 3-14 3.13 Marking Places for Quick Reference. 3-17 3.14 The Spelling Checker. 3-17 3.15 Opening Documents. 3-23 3.16 Large Documents. 3-25 4 The Book Reader. 4-1 4.1 Reading the Sample Book. 4-1 4.2 Additional Reading Commands. 4-1 4.3 Miscellaneous commands. 4-2 4.4 Review Book Opening Options. 4-3 4.5 Reading Books Stored on Other Drives. 4-5 4.6 Exiting KeyBook. 4-6 4.7 Bookshare.org on the VoiceNote. 4-7 5 General Functions - Options Menu. 5-1 5.1 Date. 5-2 5.2 Time Options. 5-2 5.3 Grade for Braille Entry and Keyboard Type. 5-3 5.4 Grade of Braille. 5-4 5.5 Braille Options. 5-4 5.6 Keyboard Settings. 5-5 5.7 Review Voice. 5-6 5.8 Visual Display. 5-7 5.9 Next Appointment. 5-8 5.10 Power and Battery Status. 5-8 5.11 User Guide. 5-8 5.12 Insertion. 5-8 5.13 Repeat and Spell. 5-9 5.14 Hear Punctuation. 5-9 5.15 Change Task. 5-9 5.16 Change Speech Volume Rate and Pitch. 5-10 5.17 Editing at a Prompt. 5-10 5.18 Remote Synthesizer. 5-11 5.19 Media Player. 5-11 6 Embossing and Printing Documents. 6-1 6.1 Overview. 6-1 6.2 Setting Up the Embosser or Printer. 6-1 6.3 Embossing or Printing a Document. 6-2 6.4 Printing a Braille Document. 6-2 6.5 Embossing Options. 6-3 6.6 Embossing a Group of Documents. 6-4 6.7 The Embosser Set-up List. 6-4 6.8 Testing the Embosser. 6-7 6.9 The Printer Set-up List. 6-8 6.10 Testing the Printer. 6-8 7 Advanced Word Processing. 7-1 7.1 Overview. 7-1 7.2 Document Types. 7-1 7.3 Formatting a Text Document. 7-2 7.4 Formatting a Text Document for Embossing. 7-11 7.5 Block Commands. 7-16 7.6 Cursor Movement Modes. 7-22 7.7 Moving to the Start of the Next Line. 7-23 7.8 Moving to the Next Tab. 7-23 7.9 Inserting the Time, Date, or Calculator Result. 7-24 7.10 Binding Spaces. 7-24 7.11 Pasting an Address. 7-24 7.12 Working with Documents on other Drives. 7-24 7.13 Saving a Document. 7-25 7.14 Quitting a Document. 7-26 7.15 Creating Other Documents Types. 7-26 7.16 Braille Documents. 7-27 7.17 Formatting a Braille Document. 7-28 7.18 Initial Format Settings in a Document. 7-35 7.19 Extended Characters. 7-35 8 The Scientific Calculator. 8-1 8.1 Overview. 8-1 8.2 Entering KeyPlus. 8-1 8.3 Entering a Calculation. 8-1 8.4 Basic Operations. 8-3 8.5 Memory Operations. 8-4 8.6 Scientific Operations. 8-5 8.7 Inserting a Result or a Calculation. 8-8 9 The Planner. 9-1 9.2 The KeyPlan Menu. 9-1 9.3 Selecting the Date. 9-2 9.4 Page Layout. 9-3 9.5 Scheduling Appointments. 9-4 9.6 Recurring Appointments. 9-7 9.7 Reviewing the Appointments. 9-10 9.8 Changing an Existing Appointment. 9-12 9.9 Selecting Another Date. 9-14 9.10 Alarms. 9-14 9.11 Embossing and Printing. 9-16 10 The Address List. 10-1 10.1 Introduction. 10-1 10.2 Adding an Address. 10-1 10.3 Looking Up an Address. 10-3 10.4 Changing a Field or Adding More Information. 10-5 10.5 Deleting a Record. 10-5 10.6 Duplicating a Record. 10-5 10.7 Inserting an Address into a Document. 10-6 10.8 Embossing Addresses. 10-7 10.9 Printing Addresses. 10-8 10.10 Templates. 10-8 10.11 Copying Addresses. 10-10 10.12 Selecting an Address List. 10-12 10.13 Creating an Address List. 10-12 10.14 Using KeyList to Manipulate Databases 10-14 11 E-mail. 11-1 11.1 Introduction. 11-1 11.2 What Can KeyMail Do 11-1 11.3 KeyMail Overview. 11-2 11.4 Before You Start 11-4 11.5 Quick Start. 11-4 11.6 Write an E-mail Message. 11-12 11.7 Read E-mail. 11-15 11.8 Connect to a Service. 11-23 11.9 Setup Options. 11-25 12 Web Browser 12-1 12.1 Overview 12-1 12.2 Setting up a Service Provider 12-1 12.3 Changing to another Part of KeySoft 12-1 12.4 Logging on. 12-2 12.5 Navigation 12-3 12.6 Moving from Page to Page or Site to Site 12-5 12.7 Page Management 12-6 12.8 Application Management 12-7 12.9 Favorites 12-9 12.10 History. 12-10 12.11 Downloading files 12-12 12.12 Saving and Refreshing Web Pages. 12-13 12.13 Tables 12-13 13 The File Manager. 13-1 13.1 Introduction. 13-1 13.2 Selecting Files Folders and Drives. 13-2 13.3 Checking the Spelling of Folder or File Names. 13-2 13.4 The Directory Option. 13-2 13.5 Folder Manager. 13-3 13.6 Document and File Types. 13-4 13.7 Copying a File. 13-5 13.8 Erasing a File. 13-6 13.9 Renaming a File. 13-7 13.10 Moving a File. 13-7 13.11 Protecting a File. 13-7 13.12 Groups of Files and Wild Cards. 13-8 13.13 What is a Directory 13-10 13.14 Creating Renaming and Erasing Sub-Directories. 13-13 13.15 File Translation. 13-15 13.16 Translation Menu. 13-16 13.17 Importing Files. 13-16 14 The Utilities Menu. 14-1 14.1 Overview. 14-1 14.2 ActiveSync. 14-1 14.3 Disconnecting. 14-5 14.4 Trouble Shooting ActiveSync. 14-5 14.5 Backup or Restore Files. 14-7 14.6 Pronunciation Dictionary. 14-9 14.7 Date and Time Set. 14-12 14.8 KeySoft Application Programs. 14-13 14.9 Miscellaneous Options 14-13 14.10 Key Management. 14-14 15 Command Summary. 15-1 15.1 General Commands. 15-1 15.2 Wordprocessor. 15-3 15.3 Calculator. 15-9 15.4 Planner. 15-10 15.5 Address List. 15-12 15.6 E-mail. 15-12 15.7 Unicode Characters. 15-13 15.8 Web Browser 15-14 15.9 Stopwatch. 15-15 15.10 Media Player. 15-15 Appendix A User Settings for VoiceNote QT. A-17 Appendix B B-19 Appendix C Java Script and KeyWeb. 20 Appendix D Networking 21 Appendix E Setting up a Database. 25 Appendix F Information on BookShare.org 27 Appendix G KeySync. 28 Appendix H Software Upgrading. H-43 Appendix I Troubleshooting VoiceNote QT. I-1 Appendix J Computer Braille Reference List. J-1 1 Getting Started. Welcome to the VoiceNote QT, an innovative personal productivity system, from Pulse Data International. VoiceNote incorporates a computer style keyboard, high quality responsive speech, and a suite of powerful applications running under the Windows CE operating system, all packaged into a truly portable system. This user guide tells you all about the VoiceNote QT. 1.1 Equipment Checklist. Carefully unpack your VoiceNote. Save the box and packing materials for future use. Your VoiceNote package comprises the following items: VoiceNote QT; AC adapter; Soft slimline carrying case; Earphones; Modem data cable; Serial communications cable; 9 to 25 pin cable adapter; Audio tape containing a "getting started tutorial;" Command summary in embossed Braille; Command summary in ink-print; This User Guide in ink-print; PC software for BrailleNote Family on CD-ROM; Your VoiceNote may also include a modem cable adapter if you live in the UK, Australia or New Zealand. VoiceNote options include the following items: 120 MB/1.44MB Super Disk drive. MicroDrive Storage Cards. BrailleNote GPS. Braille Manual. Multilingual - add on languages including french, german and spanish. Software Maintenance agreements. 1.2 General Features. The VoiceNote is a compact portable Personal Organizer with a computer style keyboard and synthesized speech output. The VoiceNote runs under the Windows CE operating system and incorporates a built-in modem and integrated e-mail software, which is compatible with all of the popular mainstream e-mail protocols. It has standard serial and parallel ports as well as a high-speed infrared port. A Type 2 Compact Flash slot and a Type 2 PC card slot allow for additional storage and Network options. The VoiceNote uses flash memory technology to retain information indefinitely even if the batteries run flat, and its user memory can currently be expanded up to 48 Megabytes. The VoiceNote is a compact portable, talking, Personal Organizer with the following general features: Compact computer style keyboard. Synthesized speech output that is both responsive and accurate. Built-in modem. High speed IrDA infrared port. Standard PC card slot. CompactFlash(tm) card slot Standard 9 pin serial port. Standard 25 pin parallel port. Flash memory technology to retain information indefinitely even if the batteries run flat. User memory expansion capability to 48 Megabytes or greater. Windows CE operating system. Battery or AC Adapter operation, with intelligent battery management. Integrated software, described below. 1.3 Software Features. A multi-purpose integrated software package called KeySoft, running under the Windows CE operating system, is especially designed for people with a visual impairment. KeySoft provides the following functions: A word processor, called KeyWord, which is powerful yet surprisingly simple to learn. KeyWord has most of the features of an office word processor, including unlimited text insertion, search and replace, indents, clipboard operations and so on. It can even directly import and export the popular Microsoft Word format documents. An e-mail program, called KeyMail that lets you send and receive electronic mail. KeyMail works using a standard e-mail connection. You can also send and receive attachments with your e-mail. A Browser called KeyWeb that allows you to search and use the world wide web for research, shopping etc. A Media player that plays MP3 format audio files. A calendar, scheduler and planner called KeyPlan. Your entries may include alarms, which sound even if the VoiceNote is switched off. An address list manager, called KeyList, which sorts your entries and allows flexible searching. Addresses can be copied into letters and email. A 10 digit scientific calculator called KeyPlus. Support is provided for both Nemeth and British Braille mathematics. A book reader called KeyBook that enables you to read Braille books, or books in any standard text format including Microsoft Word format. Books opened in KeyBook are protected from accidental editing. A Keyboard Learning function that helps you to learn the keyboard layout and the available quick key functions. A File Manager that allows folder management, and files to be copied, renamed, protected, deleted or translated. A program called ActiveSync that allows the VoiceNote to be viewed and managed on a PC running Microsoft Windows. The VoiceNote can be connected to the PC using the infrared or serial ports. A Remote Synthesizer mode that allows the VoiceNote to act as a speech synthesizer for other computers. You can switch easily between these KeySoft tasks, which are fully integrated so you can transfer information between them. KeySoft has both forward and back translators, so a Braille document can be imported into the VoiceNote and translated automatically into a text document, and vice versa. The VoiceNote can output its display to a remote screen device using the serial or infrared port. Sighted observers or teachers can use the visual display screen to view what is happening on the VoiceNote. A remote screen viewer based on the Palm hand-held computer is also available. Information can be transferred to and from another computer such as a PC or Apple Macintosh or specialized equipment such as a self-contained Optical Character Reader scanning system. You can print via the infrared port if you have access to a printer with an infrared interface. Alternatively, you can print via the parallel or serial port. VoiceNote also allows you to input Braille using the F, D, S and J, K, L keys on the home row of the keyboard. 1.3.1 The Windows CE Operating System. The Windows CE operating system is a modern, powerful operating design designed for small hand-held computers. It supports many technologies such as e-mail, high speed infrared communications, desk top PC synchronization, portable mass storage and more. Hand-held computers have quite different processors from the Pentium type processors incorporated in PC's that run the standard Windows operating system. Standard Windows programs like Microsoft Word and Excel do not run under Windows CE. Furthermore, programs like Pocket Word and Pocket Excel that run on hand-held computers under Windows CE generally require a built-in visual display. Consequently standard Windows CE programs are not suitable for the VoiceNote. 1.4 Orientation. VoiceNote is supplied in a slim line leather carry case and you can operate the VoiceNote while it is in this case. Position the VoiceNote so that the front of the top flap is facing towards you. Lift the flap and fold it back, exposing the keyboard. A panel of netting holds the VoiceNote in place, this runs across the top of the front face, just beyond the keyboard. The speaker is positioned beneath this netting. 1.5 Keyboard. The keyboard has a standard typewriter layout for letters and numbers. To position your hands correctly there are small raised dots on each of the "home" keys, F and J. There is also a raised dot on the I key. The bottom row of keys, from the left, consists of 11 keys as follows: CONTROL, HELP, MENU, FUNCTION, SPACE BAR, REPEAT, SINGLE QUOTE, DELETE, LEFT ARROW, DOWN ARROW, and RIGHT ARROW. The function key has a raised dot on it. On the second row, SHIFT is at the left-hand end and SLASH is the right-most key. The last five keys on the second row are: COMMA, PERIOD, SHIFT, UP ARROW, and SLASH. On the third row, the left-most key is READ and the right-most key is ENTER. Between L and ENTER are the usual SEMI-COLON and APOSTROPHE keys. On the fourth row, TAB is at the left-hand end and the BACKSLASH key is at the right-hand end. The fifth or top row consists of ESCAPE, the numbers 1 through 9, then 0 followed by DASH, EQUALS, and BACKSPACE. To help you locate the number keys, the 3, 7, and 0 keys have raised dots on them. In this User Guide, combination key presses are described in the following way. The instruction: Press READ with T. means that you should hold down the READ key, press the T key briefly, then release both keys. It is important that you fully depress the first key, in this case the READ key, before you press the second key, which is in this case the T key. 1.6 Power Switch. From the front edge of your VoiceNote, move your hand along the left side of the case and towards the rear. You will first notice a raised circle which identifies the earphone socket. Continue to move your left hand towards the rear of your VoiceNote. You will come upon another raised feature surrounding the rocker type Power switch. To switch the VoiceNote on, press the Power switch near the front of the rocker. A power on message is spoken, the content of which will depend on whereabouts in the software the VoiceNote was when you last switched it off. Press the Power switch near the rear of the rocker to switch off. Every time you switch the VoiceNote on, its operation resumes in exactly the same place as it was when you switched it off. If you are not sure if the VoiceNote is on or off, feel the position of the POWER switch. If you don't use the VoiceNote for approximately 10 minutes it will enter hibernate mode, where the power drawn from the battery is the same as if the unit was switched off. Pressing any key will end the hibernate mode, but it is recommended that you momentarily press the ENTER and BACKSPACE keys together to end the hibernate mode. This will avoid the possibility of inserting unwanted characters if a document was open when the unit entered the hibernate mode. If your VoiceNote announces "Battery is low," or does not come to life, you should plug in the AC adapter. The power socket is located at the rear of the VoiceNote on the extreme left. Locate the socket and then the small plug on the end of the AC adapter cable. Plug the small AC adapter plug into the socket. Plug the AC adapter into a wall socket. The message "AC adapter on," is announced to confirm battery charging is in progress. If the VoiceNote does not start, wait 30 seconds or so and try switching it off then on again. If this does not work then press the Reset button, which is located just behind the Power switch. The Reset button is recessed to avoid accidental operation, so you need to use a pointed object to press it. The VoiceNote beeps to confirm that it has been reset. After about 10 seconds KeySoft announces a sign on message and resumes from the Main Menu. 1.7 Speech. Either the built-in loudspeaker at the center back of the VoiceNote or earphones can be used for speech. If the earphones are plugged in, the loudspeaker is automatically disabled. The earphone socket is on the left side of VoiceNote, towards the front. To locate the earphone socket move your hand along the side of the case starting at the front. You first notice a raised circle. This identifies the earphone socket where you plug in your earphones. The speech volume, speed and pitch can all be controlled by keyboard commands. These commands are described fully in Section 1.12.3, but nevertheless it is important to know how to control the volume of the speech right now. To increase the volume press FUNCTION with PERIOD. The FUNCTION key is located immediately to the left of the SPACE BAR. To decrease the volume press FUNCTION with COMMA. To adjust the volume by several levels, hold down the FUNCTION key and repeatedly press either COMMA to decrease or PERIOD to increase the volume. 1.8 Earphones. The earphone set supplied with the VoiceNote is an ear-hugging type, designed to be compact for easy storage and unobtrusive when worn. The earphone set comprises a plug, twin core cable joined together over most of its length, the rest being two separate cables connecting to two earpieces. The cable is supplied from the factory coiled up and tied with a twist tie. To use the earphones, first untwist the tie and uncoil the cable. Next locate one earpiece. It doesn't matter which of the two earpieces you put in each ear because the earpieces are interchangeable. The earpiece consists of a curved flexible rubber piece which, in use, goes behind your ear and a rigid rod to which attaches a round earphone. Plug the plug into the VoiceNote's earphone socket. Put the earpieces on by pulling the curved piece and rod apart slightly and slipping the curved piece over and behind each ear with the earphone in your ear. The earphone can be slid up or down on the rod for comfort and rotated for best fit. Make sure that the curved pieces fit properly over your ears and the earphones sit comfortably. Adjust the volume to a comfortable level after fitting the earphones and while the VoiceNote is speaking. The VoiceNote will also work with a wide range of other popular ear- and headphone styles. 1.9 KeySoft Concepts. Learning to use the VoiceNote is easy because the User Interface is very consistent. Similar operations in different parts of KeySoft are carried out in similar ways. Some of the concepts used in KeySoft will now be described. 1.9.1 Help Messages. At any point in KeySoft you can press the HELP key to hear information about the options that are available. The HELP key is the second key from the left on the bottom row of the keyboard. KeySoft help is context sensitive, which means that you are only given help relevant to your current situation. Remember to press HELP for assistance when you need it. It does not affect your work in any way, and after you have finished listening to the Help message, you are returned to the point at which you selected Help. 1.9.2 Prompts. Whenever KeySoft requires input from you, a brief message called a prompt is announced. The prompt indicates what input is required from you. If you are unsure how to respond, press HELP. Where possible, KeySoft offers reasonable suggested choices. 1.9.3 Repeating Spoken Prompts. If you miss hearing a prompt the first time, don't worry. You can have it repeated by pressing REPEAT. The REPEAT key is immediately to the right of the SPACE BAR. 1.9.4 Menus. KeySoft uses a series of Menus to provide a quick and easy way of performing many complex functions. Each menu contains a list of options from which a selection can be made. For example, the Main Menu allows you to select the Word Processor, Planner, Calculator, and so on. The selection of items is described in Section 1.10.3 1.9.5 Exiting the Current Activity. Another concept used throughout KeySoft is that of exiting what you are doing and taking one step back to the previous option point. You can do this by pressing ESCAPE. It is the top left key on the keyboard. 1.9.6 Automatic Cut-off of Prompts. KeySoft gives detailed spoken prompts and messages to help you learn the system. To prevent these messages slowing down an experienced user, speech is cut off automatically by the next key stroke. 1.9.7 Instant Access. You can switch from one KeySoft task to another with a simple key sequence. For example, you can switch from the Word Processor to the Planner, and then return to the same point in your document. 1.9.8 Braille Documents. KeySoft assumes that you want to create text documents, so that is the suggested choice. A text document can be directly printed, and if you want to send it to an embosser, KeySoft translates it automatically into Braille format. You also have the option of generating Braille documents directly. A Braille document can be embossed, and also can be sent to a printer by means of the automatic translation feature. 1.9.9 The VoiceNote Keyboard. The location of each keyboard key has previously been described. We will now describe the keys with special uses and how to use them. 1.9.10 Modifier Keys. You will already be familiar with the way the SHIFT keys are used; to get the upper case of a letter or the upper character of a numeral or symbol key, you hold down one of the SHIFT keys while you press the letter, numeral or symbol key. In a similar way, the READ, CONTROL, and FUNCTION keys do nothing when pressed on their own but are used to modify the action of another key. The READ, CONTROL and FUNCTION keys, in combination with other keys, are used extensively throughout KeySoft for special operations such as reading the next sentence, deleting a word, or hearing the time, etc. When a command involves pressing READ, CONTROL or FUNCTION in combination with another key, it is expressed like this: Press READ with G. This means, press and hold down the READ key, press the G key briefly, then release both keys. It is important that you fully depress the first key, in this case the READ key, before you press the second key, which in this case is the G key. READ Key The READ key is the left-most key on the third row up, or home row. The READ key is one of the most important keys in the KeySoft system. It is used in combination with other keys for reading text, moving around a document and accessing other KeySoft functions. The READ key is always associated with reviewing or hearing something; it does nothing on its own. CONTROL Key The CONTROL key is the left-most key on the bottom row of the keyboard. The CONTROL key is used with other keys throughout KeySoft to give editing functions such as deleting text, spell checking, etc. It is always associated with changing something, and does nothing on its own. FUNCTION Key The FUNCTION key is the key with the raised dot on it, just to the left of the SPACE BAR. It is labeled Fn. You would normally press the FUNCTION key with your left thumb. The FUNCTION key is used extensively with other keys to obtain special functions such as hearing the time or date, adjusting the voice volume, etc. 1.9.11 Other Keys with Special Uses. ESCAPE key The ESCAPE key is the left-most key on the top row. It is widely used in KeySoft. It lets you take one step back to the last option point. You can use the ESCAPE key to abandon an operation that is partly completed. If you press ESCAPE several times you will return to the Main Menu. TAB key The left-most key on the fourth row up from the bottom. Press TAB to move the cursor to the next Tab position. In the calendar it moves the date by a year. HELP key The HELP key is second from the left on the bottom row of the keyboard. When you press HELP you will hear a help message about the current operation. After the message is finished, KeySoft returns to the point at which help was selected. And the last utterance is repeated. MENU key The MENU key is the third key in from the left on the bottom row of the keyboard. The MENU key returns you directly to KeySoft's Main Menu. From the Main Menu you can then choose the word processor, planner, address list etc. UP and DOWN ARROW keys The DOWN ARROW key is second from the right on the bottom row of the keyboard, and the UP ARROW is the key immediately above it. They are used in Menus, Lists and Directories to advance to the next item in the list or to back up to the previous item. Press UP ARROW to move vertically up a document page, back a week in the calendar, or back a field in the address list. Press DOWN ARROW to move vertically down a document page, forward a week in the calendar, and forward a field in the Address List. The UP and DOWN ARROW keys may be used in combination with the FUNCTION key to obtain functions called PAGE UP and PAGE DOWN. To obtain PAGE UP, hold down the FUNCTION key, just to the left of the SPACE bar, and press UP ARROW. PAGE UP is used to move back one page in a document. It is also used in the KeyPlan planner to move back one day, and in the calendar to move back a month. To obtain PAGE DOWN, hold down the FUNCTION key with DOWN ARROW. PAGE DOWN is used to move down one page in a document. It is also used in the KeyPlan planner to move forward one day, and in the calendar to move forward a month. LEFT and RIGHT ARROW keys The LEFT ARROW key is the third from the right on the bottom row of the keyboard, and the RIGHT ARROW key is the first key from the right on the bottom row. Press the LEFT ARROW to move back one character in a document, back a day in the calendar, and back a record in the Address List. Press the RIGHT ARROW to move forward one character in a document, forward a day in the calendar, and forward a record in the Address List. The LEFT and RIGHT ARROW keys may be used in combination with the FUNCTION key to obtain functions called HOME and END. The HOME function provides a quick and convenient way of returning to the start of a line, menu, or list. Similarly, the END function positions you at the end of a line, menu, or list. ENTER key The ENTER key is the right-most key on the home row. When you are typing a document, press ENTER to start a new line at the left margin. The ENTER key is used throughout KeySoft to enter responses to prompts for information, such as a filename or page number. BACKSPACE key BACKSPACE is the top right key on the keyboard. Press BACKSPACE to delete the last character you pressed. In a Menu, BACKSPACE will take you back one item in the Menu. REPEAT key The REPEAT key is the key just to the right of the SPACE bar. Used to repeat the last spoken prompt. DELETE key The DELETE key is the third key to the right of the SPACE bar. It is used to delete the character at the cursor. CAPS LOCK There is no physical Caps Lock key on the keyboard. To turn Caps Lock on so that all letters are typed in capitals, or upper case, press CONTROL with SHIFT. That is, press and hold down the CONTROL key, press either of the SHIFT keys momentarily and then release both keys. KeySoft will say, "Caps Lock On." All letters typed will now be in capitals, or upper case. To turn Caps Lock off, just press and release one of the SHIFT keys on its own. KeySoft will say, "Caps Lock off." Caps Lock will also turn off if you use a SHIFT key to type a capital letter. 1.10 The KeySoft Menus. 1.10.1 Structure. The entry point to KeySoft is the Main Menu, which contains thirteen items. You can listen to each of these items in turn, and select one. When you have done this, you are generally presented with another menu. The system may extend to 3 or 4 levels of sub-menu. This structure is an important aspect of KeySoft. Items are grouped together for easy location, so a huge range of functions can be found from one starting point, the Main Menu. For example, if you start at the Main Menu and choose the Word processor option, you are presented with the KeyWord menu. This contains the following items: Create a document, Open a document, Emboss a document, and Print a document. These all relate to word-processing. If you choose to Emboss a document, you are presented with a further choice of Embossing, or Setting up the embosser, and so on. Now let's see how the Main Menu works. 1.10.2 Reviewing the Main Menu. To start with, go to the Main Menu by pressing the MENU key. This is the third key in from the left on the bottom row of the keyboard. KeySoft will announce: "Main Menu." To hear the first item of the Main Menu, press the SPACE bar or the DOWN ARROW key on the keyboard. KeySoft announces: "Wordprocessor." You could select the Word processor at this point, but our present object is to review all the items in the Main Menu. So, press SPACE or DOWN ARROW repeatedly, pausing to listen to each of the other twelve options in the menu, which are: Planner; Address List; E-mail; Internet; Media Player; Book Reader; Scientific Calculator; "File Manager," which allows files to be copied, translated, etc; "Utilities," which is a group of general purpose functions; "Remote Synthesizer," which makes the VoiceNote act as a speech synthesizer for other computers; "Keyboard Learn," which helps you to learn the keyboard functions. " For Information press READ with I, which provides information about the VoiceNote such as serial numbers and software versions. For the Options Menu, press FUNCTION with O, anywhere, which is a reminder of how to access the Options Menu. The final announcement is: "End of Menu." Having stepped forward along the menu by pressing SPACE or DOWN ARROW repeatedly, you can step back by pressing the BACKSPACE or UP ARROW repeatedly. If you don't want to hear a complete announcement, you can cut it off and move to the next item by pressing SPACE or BACKSPACE or the DOWN and UP ARROW keys. This speech cut-off occurs at all points in KeySoft. 1.10.3 Selecting from the Main Menu. When KeySoft announces the option you want, press the ENTER key. The exceptions are Information and Options Menu, where you need to press a modifier key with the initial to access them. Don't worry about getting in over your head, because you can always back out of a selection by pressing the ESCAPE key. When you have selected an item from the Main Menu, you are generally presented with another menu, from which you can again select an item. To hear a Help message describing your options at any point, press HELP. To return to the previous menu, press ESCAPE. To go directly to the Main Menu, press MENU. 1.10.4 Keyboard shortcuts. At first, you can use SPACE or DOWN ARROW to move forward, or BACKSPACE or UP ARROW to move back through the menu items and select a choice by pressing ENTER. When you are more familiar with KeySoft, you can move quickly around the menus by pressing the first letter of each selection. For example, if you were at the Main Menu and you wanted to go to the Word processor and Open a document, you could press W, then O. You can do this as quickly as you can type. 1.11 A First Experience. 1.11.1 General. Most people hate reading user guides. They would much rather just have a go, on the presumption that if the product is any good, it should be obvious how it works. If that's you, then this is your section. We'll go through two simple demonstrations: in the first we'll create a basic word processor document, and in the second we'll do an addition with the calculator. You should only need the simple commands that have been introduced so far. If you are not keen on jumping in at the deep end, don't panic. It's not essential to follow these demonstrations, because after this part we'll revert to normal manual mode, and describe in detail all the wonderful things that the VoiceNote can do. 1.11.2 Writing a Simple Document. The aim of this first exercise is to write a very simple document with the word processor. To reach a common starting point, go to the Main Menu by pressing MENU. Your VoiceNote announces: "Main menu." To get to the word processor, press W. Your VoiceNote announces: "KeyWord menu." To Create a document, press C, for Create, and your VoiceNote announces: "Folder name? Press ENTER for General," KeySoft is asking which part of its filing system you want to use, and is offering the "General" folder. This is fine for now, so follow the prompt and press ENTER. KeySoft then prompts: "Document to create?" You are being asked to provide a name for the new document, so type a name such as: "test." When you have typed the name, press ENTER. Your VoiceNote announces: "Top of document. Blank." This means that you have created a new document, and the cursor is sitting at the top of it. You are now free to type whatever you like. For this demo we'll limit ourselves to: "This is a test of my new VoiceNote." Each word is spoken when the space bar is pressed. That's all we'll write for now. To finish this little exercise, press ESCAPE. Your VoiceNote announces: "KeyWord menu." You are back at the Word processor menu, and your new document has been automatically saved. If you press ESCAPE again you arrive back where you started, at the Main Menu. 1.11.3 Trying Out the Calculator. You might also like to try out the Calculator, which you can do without any extensive knowledge of the VoiceNote. From the Main Menu, go to the Scientific Calculator by pressing S. You hear: "KeyPlus. Zero." This means that the Calculator is ready. If someone has previously used the Calculator and a different number is announced, you can clear it by pressing CONTROL with I. Let's try calculating 2 + 3. The "+" function is obtained by pressing the EQUALS key. You don't have use SHIFT to obtain the "+" function. To calculate the result, press ENTER. Your VoiceNote should confirm that the answer is indeed "5." To complete the exercise, press ESCAPE to return to the Main Menu. 1.12 General Functions. Some useful general functions are available wherever you are in KeySoft. These functions may be accessed from the Options Menu, but are often more conveniently accessible using a Quick Command. The Quick Commands typically use the FUNCTION key in combination with another key. The READ, CONTROL and SHIFT keys are also used in some Quick Command combinations. You could be using the Word processor, or using the Calculator, or reading a menu. After using one of these functions you are returned to the place you were at previously. The Options Menu contains three additional items that are not available by using the Quick Command key combinations. Pressing FUNCTION with O anywhere in KeySoft will access the Options Menu. You will hear: "Options menu." The Options Menu can then be reviewed by pressing the UP and DOWN ARROW keys on the keyboard. The Options Menu comprises a long list of items. Only some of the items are relevant at this point but the complete list is provided so you know what to expect when you read the menu. Where applicable, the equivalent Quick Command is also given. The Options Menu contains the following items: Date; FUNCTION with D Time; FUNCTION with T Grade for Braille entry and keyboard type; CONTROL with G Braille options; Keyboard settings; FUNCTION with K Review voice; FUNCTION with R Visual display; Next appointment; FUNCTION with N Power and battery status; READ with ESCAPE User guide; READ with HELP Insertion; FUNCTION with I Spell. Repeat and spell; FUNCTION with L Hear punctuation. Repeat with maximum punctuation; FUNCTION with P Change task; FUNCTION with S Web Disconnect; ... and finally the speech settings, a list of 6 items that tell you how to adjust the volume, speed and pitch of KeySoft's speech. The "Insertion" item is announced only when it is appropriate to insert such things as the date or time such as in KeyWord. To select an item, move through the menu until the required item is spoken, and then press ENTER. Alternatively, from anywhere in the Options menu, press the initial letter of your choice. This does not apply to the speech settings, the commands for which are summarized at the end of the Option Menu. The Quick Commands for the Options Menu are also listed in the Command Summary. We will deal with some of the items in the Options menu now. All the functions in the Options Menu are detailed in Chapter 5. 1.12.1 Setting the Keyboard Voice. The first of these settings determines how KeySoft speaks what you type. Press FUNCTION with K for Keyboard Voice. KeySoft announces: "Keyboard voice? Words." The options are as follows: To turn off speech altogether, press F followed by ENTER; To spell words as they are typed, press S followed by ENTER; To speak whole words, press W followed by ENTER; To both spell and speak words, press B followed by ENTER; Or just press ENTER to leave the selection unchanged. The suggested setting is "Words". If you are learning to type, you may prefer the Spell option or the Both option. If you can type quickly, you might select the Words option, or turn off speech altogether. You can press HELP for a reminder of these options. Two further Keyboard settings are then presented, relating to when Braille input is required from the keyboard. These items will not be discussed here. Press ESCAPE to leave the Keyboard Settings. 1.12.2 Repeating an Announcement. As we have already mentioned, you can get KeySoft to say a prompt again by pressing REPEAT if you didn't quite catch it. To repeat the prompt with the important parts spelled out, press FUNCTION with L. To reveal the most detail, you can repeat the last prompt with full punctuation and spaces. To do this, press FUNCTION with P. After either command you are returned to your original place in KeySoft. 1.12.3 Setting Volume Speech Speed and Pitch. The characteristics of the VoiceNote's voice can be changed anywhere in KeySoft, as follows: For higher volume, press FUNCTION with PERIOD; For lower volume, press FUNCTION with COMMA; For faster speech, press FUNCTION with EQUALS; For slower speech, press FUNCTION with DASH; For higher pitch, press FUNCTION with SHIFT with EQUALS; For lower pitch, press FUNCTION with SHIFT with DASH. There are 32 volumes, 16 speeds and 16 pitches, and they change one step at each key press. A reminder of the commands is given in the Options Menu, at the end of the list. 1.12.4 Power and Battery Status. The VoiceNote Power and Battery status can be obtained at any time. Press READ with ESCAPE. KeySoft announces the battery charge level as a percentage of fully charged, and whether the AC Adapter is On or Off. 1.13 Switching Between Tasks. KeySoft allows you to switch directly from one KeySoft task to another without returning to the Main Menu. You can switch between the Word processor, Scientific Calculator, Planner, Address List, E-mail, Internet, Media Player and Book Reader. For example, if you are writing a document and you need an address, you can switch directly to the Address List, look up the address, and then return to the Word processor. You are placed back at the same point in your document. To access the Task Menu, hold down FUNCTION and press S, then to cycle through the list of available programs, press S repeatedly and when you get to the task you want, release the FUNCTION key. You may do the same thing using READ with TAB instead, pressing ENTER to confirm your selection. The following hotkeys are also available for changing tasks: To select the Word processor, press FUNCTION with 4; To select the Calculator, press FUNCTION with 5; To select the Planner, press FUNCTION with 6; To select the Address List, press FUNCTION with 7; To select the E-mail system, press FUNCTION with 8; To select the Internet browser, press FUNCTION with 0 (as in Zero) To select the Book Reader, press FUNCTION with 9. To select the Media Player, press FUNCTION with S, S repeatedly. 1.14 Keyboard Assistance. There are two ways of getting help with keyboard input. The first is available from the Main Menu, and is called Keyboard Learn". In Keyboard Learn, as you press each key, or key combination, KeySoft speaks its function. For example pressing FUNCTION with T will give the response "display the time." The second mode works in the Word processor, Web browser, Calculator, Planner and Book Reader. It is called Announce Key mode, and can be entered by pressing READ with A. The A stands for "Announce." In addition to speaking letters and signs, the function of any key or key combination is spoken. For example, in the Word processor, READ with L says: "Forward one word," without causing any further action. Announce Key mode is helpful for learning the commands in KeySoft. You can exit either mode by pressing ESCAPE. 1.15 Switching Off. Before you switch off your VoiceNote, it is good practice to return to the Main Menu first. This ensures that the current document is saved. If you don't do this, the current version of your work would be lost if the batteries became discharged. That's fairly unlikely, but it's good insurance for the cost of one key stroke. If you have a disk drive, you should consider backing up your work regularly. It's a common thing to do with any computer. It minimizes the amount of data you could lose should a computer or software "crash" occur. You can backup all your working files by using the Backup function in the Utilities menu, as described in Section 14.7. 1.16 Setting Time and Date. To hear the current day and date spoken, press FUNCTION with D. To hear the current time spoken, press FUNCTION with T. These commands are available from any place within KeySoft. If either the date or the time is incorrect you can set new values and have them announced in your preferred format from the Date and Time Set option in the Utilities Menu. Setting the Date and time requires you to complete the following steps: Remember that on-line help is available at any point by pressing HELP, and that if you wish to leave a spoken value unchanged, just press ENTER to move onto the next item in the list. You may exit the setup list at any point by pressing ESCAPE. Return to the Main Menu by pressing MENU. Press U to go to the Utilities Menu. Press D to go to the Date and Time set option. Choose your preferred date format. For USA format where the date is in the form month/day/year press S, or for UK format where the date is in the form day/month/year press K. Press the ENTER key to complete your entry. Choose your preferred time format, 12 or 24 hour. For a 12 hour clock press "1", for a 24 hour clock press "2", then complete your entry by pressing ENTER. Enter the current time. Press HELP to hear instructions on how to enter the time in the format you have selected. Enter the current date. Press HELP to hear instructions on how to enter the date in the format you have selected. After setting the time and date you will be returned to the Utilities Menu. 1.17 User Settings. VoiceNote provides many user set-able options. As you become more knowledgeable about how VoiceNote works, you can change the way it behaves to better suit your needs. Your VoiceNote supplier will most probably have set the User settings most appropriate to your needs. The following items, will be of principal interest: Speech; volume, rate, and pitch; Time and date set, and in preferred format; Keyboard input voice setting; words, characters, or off; Review or reading voice settings; punctuation settings, numbers or digits; Braille language; US, UK, or Australian; Braille grade for keyboard input; grade 1, or 2; Computer Braille language; US, or UK; Spelling checker dictionary language installed; Address list data base installed; E-mail data base installed. Some of these items have already been covered in this Getting Started chapter, but for convenience, Appendix A provides additional assistance and where appropriate a reference to the relevant section in the User Guide. The next section explains how to use the Electronic User Guide to read a particular section of the user guide. After reading this next section, you could use the Electronic User Guide to read Appendix A, User settings for the VoiceNote. 1.18 Electronic User Guide. The text of the full User Guide is stored in your VoiceNote and is available for reference at any time. It is accessed by pressing READ with HELP. You can look up a topic in the table of contents or index, and read that section of the user guide. When you are finished with that section, you can return to the table of contents or index or exit the user guide. You are returned to your original place in KeySoft when you exit. If you have edited your user guide KeyWord Text files in any way (a practice we do not recommend as it can interfere with the table of contents and index functions) it is important to note that the user guide files are loaded on every reset. This means that to save any edited copies, you should first change the file names so the newly loaded copies do not over write them. To refer to the User Guide press READ with HELP. If this is the very first time you have accessed the Electronic User Guide your VoiceNote announces: "Look up Table of Contents or Index?" Press T to select the Table of Contents or I to select the Index. KeySoft confirms your selection. If you have accessed the user guide before, your VoiceNote announces: "Continue reading (reference)?" where "reference" is the last topic referred to. If you press Y to continue you are returned to that topic. If you press N you go to the table of contents or index. Use SPACE or BACKSPACE to move through the table of contents index, which is in alphabetical order. Press any letter to jump to the items starting with that letter. Once the desired item has been found, press ENTER to select it. If the item has sub-indexes, repeat the selection procedure. Once you have entered the user guide at a particular place, the following review commands are available for reading the content: To read from the start of the previous sentence, press READ with U; To read from the start of the current sentence, press READ with I; To read from the start of the next sentence, press READ with O; To read from the start of the previous paragraph, press READ with 7; To read from the start of the next paragraph, press READ with 8; To skip back one section, press READ with T; To advance one section, press READ with B; To continuously read a section of the User Guide, select your starting point from the Table of Contents or Index as discussed above, then press READ with G. To pause reading, press READ with SPACE. To go back to the Table of Contents or Index press BACKSPACE. To exit the User Guide and return to your original place in KeySoft press ESCAPE. You can issue the review commands while reading is in progress or after it has stopped. If you give a command while reading is in progress, what is currently being spoken is cut off and reading begins immediately from the new position. 1.18.1 Location of User Guide Files As an alternative to accessing the Electronic User Guide through its Table of Contents or Index, you can also read the User Guide as a number of KeyWord documents. Each chapter and appendix is a separate KeyWord text document. As of version 5.0 of KeySoft, you may notice that each file name ends with a two letter code such as bb, bq, vb or vq. This identifies the model type - the first letter is b for BrailleNote or v for VoiceNote, the second letter is b for BT or q for QT, so for your VoiceNote QT the code will be vq. If the code is not correct for your model, contact your distributor. These files are all stored in a folder called "Manual." There is always one of these Manual folders stored on your KeySoft System Disk drive, which matches the version of KeySoft burnt onto your ROM. If you have a KeySoft upgrade on your FlashDisk as well, there will be another Manual folder on your FlashDisk. This one matches the upgrade version of KeySoft. KeySoft is programmed to access the FlashDisk Manual folder if there is one, rather than the System disk folder. So, if you wish to read the User Guide, make changes, or update it off the website, the place to do this is in the FlashDisk Manual folder. And if you have a feeling that the version you are reading does not match the software, it might pay to check which Manual folder you are in. 1.18.1.1 User Guide Version Check. There is a simple version check built into the User Guide from Version 5.0 of KeySoft onwards. Simply access the Index, and select the "Version" entry in the usual way. It should say, " This manual is for the VoiceNote QT using version x.x of KeySoft." If the model name or version is not what you expected, contact your distributor. 1.19 Where to now. By now you should have a basic knowledge of the VoiceNote and KeySoft. Only this chapter, chapter one is recorded as a audio tutorial to get you started. The entire User Guide is stored in the VoiceNote so you can read each chapter at your leisure. The User Guide can be read using your VoiceNote as previously described. A good starting point is to browse through the Table of Contents, as this will provide you with an appreciation of the topics covered in the user guide. Alternatively, the User Guide is available as an optional extra in embossed Braille format. The distributor who sold you your VoiceNote can supply this. Please read the next chapter, which concerns practical matters like the batteries, port connectors and the optional disk drive. To read Chapter 2, follow the procedure discussed in the previous section. You will find Chapter 2 in the Table of Contents so you can select it from there and start reading. After Chapter 2, the remainder of the User Guide is all about KeySoft and you can pick and choose what to read. If you are new to KeySoft, you might want to work through Chapters 3 and 6, which introduce the basic Word processor functions and embossing and printing your documents. You might then want to read Chapter 5, which deals with the functions available via the Options Menu, or Chapter 7 for advanced word processing features. Alternatively, you can read Chapter 8 on the Calculator, Chapter 9 on the Planner, Chapter 10 on the Address List, Chapter 11 on E-mail, or Chapter 12 on the Web Browser, depending on your interest and requirements. Chapter 13 describes use of the File and Folder Manager, and the translation of files from Text to Braille and other formats. Chapter 14 covers the Utilities menu, where topics like using ActiveSync, and backing up and restoring files are discussed. Chapter 15 provides a convenient listing of all the keyboard commands for the BrailleNote. These are categorized under general commands as well as commands for each of the applications of KeySoft. You might find it tedious to read a user guide, but it is full of really good stuff, and it's surprising what sticks in the memory. When people say, "I didn't know you could do that!" it usually means that they didn't read the book. And remember, please make frequent use of HELP. It's a valuable source of information, whatever part of KeySoft you are using. End of Chapter 1 2 The VoiceNote Hardware This chapter discusses battery care, the serial, parallel, infrared and modem port connectors, the optional super-disk drive, PC and CompactFlash cards, installing software upgrades, and use of the remote visual display option. 2.1 AC Adapter and Battery. The VoiceNote can operate from its internal rechargeable battery or from its AC adapter. The length of time you can run the VoiceNote from a fully charged battery is typically over 25 hours before it becomes flat. Activities like printing, e-mailing and communicating using the serial or infrared port increase the drain on the battery. Using the built-in modem also drains the battery more than editing documents. PC cards that draw their power from VoiceNote's battery reduce the available battery life too. The VoiceNote warns you if the battery is getting low. When the battery gauge indicates that the battery is down to 10% full or less the following warning is spoken periodically: "Battery is low." If possible, connect the AC adapter to re-charge the battery now. You typically have about 2 hours of battery life remaining. If the battery continues to run down and becomes nearly flat, KeySoft speaks the following message: "Battery is critical." If you hear this message, you should act within the next 30 seconds or your VoiceNote may switch itself off. The time available to switch off may be as little as 30 seconds but it is typically 15 to 20 minutes if you are not using high current accessories. You have two options. You can connect the AC adapter and carry on working indefinitely, or you can save your current work and switch off. To save your work, just return to the Main Menu. If the VoiceNote switches itself off, it cannot be switched on again until it is powered from the AC adapter. Your VoiceNote automatically manages its power usage to give you the maximum life from the battery. The hibernate mode is entered after approximately 10 minutes of inactivity. Pressing any key will end the hibernate mode, but it is recommended that you momentarily press the CONTROL key to end the hibernate mode. This will avoid the possibility of inserting unwanted characters if a document was open when the unit entered the hibernate mode. You can help by switching off your VoiceNote when you are not going to be using it for a while. Remember that you can switch your VoiceNote off and on without affecting your work in any way, and your VoiceNote resumes from where you were when you switched off. 2.2 Charging the Battery. To charge the battery, simply plug the AC adapter in and the VoiceNote looks after the battery charging itself. If the VoiceNote battery is flat and the AC adapter is connected, the battery is fast charged in about 2 hours. Charging takes less time if the battery is only partially discharged. You can charge the battery and run the VoiceNote simultaneously, although the battery may take longer to charge. You can leave the AC adapter connected indefinitely without any risk of damaging the battery. To connect the AC adapter, locate the power socket on the back of the VoiceNote, near the left-hand corner of the case. Insert the plug on the AC adapter cable into the socket, and plug the AC adapter into a wall socket. The VoiceNote announces: "AC adapter on." The message is spoken even if the VoiceNote is switched off. If this message is not spoken after a second or two, check that the AC supply is switched on, and that the plug on the end of the AC adapter cord is inserted securely into the VoiceNote's power socket. The socket is located at the back of the case on the left. When the battery is charging, if the AC supply is interrupted, or the AC adapter is disconnected the VoiceNote announces: "AC adapter off." This message too, is spoken even if the VoiceNote is switched off. 2.3 Checking Power Status. You can check the state-of-charge of the battery and whether the AC adapter is connected from anywhere in KeySoft by pressing READ with ESCAPE. First, the battery state-of-charge in percent is announced: "Level c percent," where c is the battery's state-of-charge. Then the AC adapter status is announced: "Adapter (status)", where "status" is either "on" or "off". After these messages are spoken, you are returned to your original place in KeySoft. 2.4 Battery Care. Running the battery down periodically does not benefit the battery but it will ensure that the battery gauge is more accurate, as described in the next section. The battery lasts longer if the VoiceNote is used in and stored at the same temperature range that you are comfortable in. If possible, avoid exposing the VoiceNote and its battery to high temperatures. Batteries are particularly temperature sensitive. The battery should only be charged in ambient temperatures from 50 to 104 degrees Fahrenheit or from 10 to 40 degrees Celsius. If the VoiceNote has been exposed to temperatures outside this range, leave it at room temperature for at least half an hour before plugging in the AC adapter. If you want the greatest capacity and longest life out of the battery we recommend that you keep the VoiceNote in a temperature range of 60 to 86 degree Fahrenheit, or 15 to 30 degrees Celsius. Like all rechargeable batteries, as the VoiceNote battery ages its capacity reduces. If your VoiceNote is used every day we expect that the battery will last typically 18 months before the battery's capacity is noticeably lower than it was 18 months before. We recommend that you send the VoiceNote back to an authorized VoiceNote service center to replace the battery. Replacement batteries are expected to last typically 18 months before they too, need replacing. 2.5 Calibrating the Battery Gauge. VoiceNote incorporates a battery gauge which is originally calibrated at the Factory. For best performance, the gauge needs to be calibrated periodically as the battery ages during its life. Remember that as the battery ages its capacity reduces. When the battery gauge is calibrated it measures the battery capacity. If the battery's capacity is reduced then the battery gauge over estimates the remaining charge in the battery. The most noticeable sign that the battery gauge needs to be calibrated again is if the "battery is low" warning is closely followed by the "battery is critical" warning. There should be a gap of from one to two hours of continuous operation between these warnings. The battery gauge should never need to be calibrated more than once every two months and usually much less frequently. Note that if the battery goes completely flat, the battery gauge will no longer be accurate, and it will need to be re-calibrated. To calibrate the battery gauge, first fully charge the unit, then run the VoiceNote without the AC adapter until the VoiceNote freezes. Next plug in the AC adapter and completely recharge the battery. To assist with this process, a special "battery drain" mode is included, as discussed in the next section on Support Information Mode. As you discharge the battery you need to ignore the battery warnings and continue to run the battery down. It may be convenient to continue using the VoiceNote normally but make sure you have saved your work once the "battery is critical" warning is given. 2.5.1 Support Information Mode. You can check the battery and battery gauge characteristics using the support information mode. Included is an option to "drain" the battery which assists with re-calibration of the battery fuel gauge. To enter the support information mode from anywhere in KeySoft press FUNCTION with O, followed by READ with I. You can now select the following options: 1) To find out if the battery gauge has been calibrated and is accurate, press A. For example, if the battery gauge is calibrated KeySoft will prompt: "Gauge is accurate." If the gauge is inaccurate, it means that the battery charge level may not be being reported correctly. Refer to item 6 below for instructions on how to re-calibrate the battery gauge. After executing this command you are returned to the Support Information mode. 2) To determine the "Last charge" information for the battery, press B. The reported time indicates the time it took to fully charge the battery after plugging in the AC Adapter. The report is in the form: Last charge: 234 minutes. Completed: Friday, February 9, at 2:47pm. Started: Friday, February 9, at 10:53am. After executing this command you are returned to the Support Information mode. 3) To determine the charge available from the battery, press C. For example, a typical message is: "Nominal available charge 16,640." The higher the value the greater the capacity. After executing this command you are returned to the Support Information mode. 4) To review the last measured discharge count of the battery, press D. The last measured discharge is the learned battery capacity. For example, a typical discharge message is: "Last measured discharge 26,136." The higher the value the greater the capacity available from the battery when it is fully charged. The factory default value is 33,904, which indicates that the gauge is not calibrated. This could happen for example, if the VoiceNote had been in storage for several weeks and the battery had completely discharged. After executing this command you are returned to the Support Information mode. 5) To review the cell voltage critical warning value, press E. This value cannot be changed. After executing this command you are returned to the Support Information mode. 6) The battery "drain" mode is useful for flattening the battery in order to re-calibrate the battery capacity gauge. To have KeySoft continuously repeat the message "I'm talking until my battery goes flat. This repetition is enough to drive me crazy. How about you?", press F. Follow these steps: a) Fully charge your VoiceNote by leaving the Adapter connected for at least 3 hours. Check by pressing READ with ESCAPE that the capacity is displaying 100%. b) Disconnect the AC Adapter from the VoiceNote. c) To start the "battery drain" mode, place the VoiceNote in a place where the message won't indeed "drive you crazy", and allow it to continue until the unit completely freezes. During this process the VoiceNote will first report many times that the "battery is low", eventually followed by "battery is critical". Some time thereafter the unit will freeze. Pressing SPACE while the "battery drain" message is being spoken will announce the time at which the process started, and the elapsed time. d) Re-connect the AC Adapter, and the VoiceNote should restart. The message "AC Adapter On" should be spoken, followed by the message that the "Battery test is completed". To hear details on the battery test, press SPACE. The time taken to Discharge the battery from its fully charged state is given. 7) To determine the capacity inaccurate count, press I. For example, a typical capacity inaccurate count message is: "Capacity inaccurate count 74." The battery inaccurate count is incremented for every partial or full charge -discharge cycle. The higher the count, the greater the likely inaccuracy of the battery gauge. After executing this command you are returned to the Support Information mode. 8) To display information about the last battery discharge time, press L. This value is determined during the "battery drain" process, and indicates the length of time the VoiceNote operated from a fully charged battery to the point where its operation was halted due to the critically low battery condition. After executing this command you are returned to the Support Information mode. 9) To determine the charging status, press S. For example, if the battery is being fast charged, the VoiceNote displays: "Fast charging." After executing this command you are returned to the Support Information mode. 10) To display the temperature range that the battery is in, press T. For example: "Between 20 and 30 degrees C." After executing this command you are returned to the Support Information mode. 11) To display the cell voltage of the battery, press V. For example: "Cell voltage 1.5 Volts" After executing this command you are returned to the Support Information mode. To return to the place where you selected the Options menu, press ESCAPE.. 2.6 Long Term Storage. If you store a VoiceNote for more than two to three weeks, the battery will become completely flat. If the battery was less than fully charged prior to storing the VoiceNote, the time for the battery to become fully flat will be shorter. This is because VoiceNote's battery self discharges internally and because VoiceNote draws a very small amount of current even when it is switched off. The battery gauge will be inaccurate at that point, and if you use this feature, you will need to re-calibrate the gauge as described in Section 2.5. If you intend to leave the VoiceNote switched off for more than a few days, fully charge the battery beforehand, or leave the AC adapter connected if this is convenient. If you intend to store a VoiceNote for more than two to three weeks without the AC adapter connected, ensure your work is saved by returning to the Main Menu, and fully charge the battery before putting the VoiceNote into storage. When you take a VoiceNote out of long-term storage, first connect the AC adapter to recharge the battery. Try switching the VoiceNote on. If it does not resume normally, press the Reset switch with a pointed object. The VoiceNote beeps to confirm that it has been reset. Wait a few seconds while the VoiceNote initializes itself. If the battery has gone quite flat, you will be prompted to reset the time and date and so on. Press ENTER several times if you want to leave that for later or refer to Appendix I which describes the procedure for initializing the VoiceNote. 2.7 Using the Serial Port. Reach beyond the keyboard to the back of your VoiceNote and investigate the layout of the back panel. There is a recessed panel comprising from the right, a modem jack, female 25 pin parallel port, a card slot and a nine pin male port. This nine pin male port is the serial port. The serial port can be used to provide a connection to a visual display, PC or other equipment. You can use the serial port to connect to a terminal, an embosser or printer that has a serial interface, a modem or to other computers to import and export documents and files. You can use the VoiceNote as a remote speech synthesizer by connecting the serial port to a suitable driver. You can also run ActiveSync on a PC and access your VoiceNote through the serial port like an extension of the PC. Your VoiceNote is supplied with a serial cable that has two identical nine pin plugs on each end of the cable. You don't have to identify which is the right end of the cable, either end will do. The connectors can only be plugged in one way. To plug in the connector hold the plug horizontal and push it gently into the socket. If it does not engage turn it through 180 degrees and try again. The cable supplied is called a null modem cable. This cable works with most equipment except external modems. A different cable is needed to communicate with a modem and equipment that emulates a modem. The 9 pin plugs on each end of the serial cable incorporate two locking screws designed to secure the plug when it is plugged in. Use of these screws is recommended to prevent the plug falling out in use. The screws can be tightened and undone by hand. In the usual way, turning them clockwise does them up and turning them anti-clockwise undoes them. Do not over tighten the screws; a light force is sufficient to hold the connector. Don't forget to disconnect the cable when you are done. As a precaution check for anything connected to your VoiceNote before transporting it. 2.8 Using the Parallel Port. To the right of the rear panel is a 25 pin female connector. This is the parallel port. It can be used to connect to an embosser or a printer that has a parallel interface. A compatible cable is supplied with your printer. It is convenient to leave one end of the printer cable connected to the printer. The other end can be plugged into the VoiceNote when required. The 25 pin plug is similar to the 9 pin plug but the plug is much longer. It too can only be plugged in one way. To plug in the connector, hold it horizontally and try pushing it gently into the socket. If it does not engage turn it through 180 degrees and try again. Use the locking screws to prevent the plug falling out in use. The screws can be tightened and undone by hand. In the usual way, turning them clockwise does them up and turning them anti-clockwise undoes them. Do not over tighten the screws; a light force is sufficient to hold the connector. 2.9 Using the Infrared Port. The infrared port is located at the rear of your VoiceNote on the right, directly behind the ENTER key. Run your hand across the back of the VoiceNote on the extreme right and you will feel a vertical channel. The infrared port communicates through a window that is located in the channel. VoiceNote's infrared port conforms to the Infrared Data Association specification for infrared communications. This standard is called "IrDA" for short. This is a new type of infrared communications that can work up to a high speed. VoiceNote's infrared port can be used for printing or for communicating with a remote visual display. You can also run ActiveSync on a PC and access your VoiceNote through the Infrared port like an extension of the PC. Using the infrared port, you can print to a printer equipped with an infrared port. You can also print to a printer that is connected to an IrDA compatible accessory such as the JET EYE printer adapter. This adapter is normally connected between a PC and a printer without an infrared port. Embossing and printing using the infrared port is described in Section 6.7.6. To communicate with a remote visual display using the infrared connection, an IrDA compatible port is needed on the PC. The JET EYE PC is an accessory that provides such a port. It is designed to be used in conjunction with a PC or a lap top computer, plugging into a serial port on the host computer. Terminal software running on the PC enables the PC's screen to display output from the infrared port of the VoiceNote. This provides a sighted teacher with a text display matching the VoiceNote activity. Using VoiceNote's infrared port to communicate with a remote visual display is described in Section 2.13.2. IrDA compatible infrared communications work over a distance of up to at least three feet (1 meter) for standard power devices and up to at least eight inches (200 millimeters) for low power devices. The VoiceNote is a standard power device. The host's and VoiceNote's infrared ports must face each other but they do not have to be lined up exactly because the infrared beam is quite wide. After a little experimentation, you will be able to determine the most convenient arrangement of equipment that works reliably. 2.10 Using the Modem. The internal modem can be used for sending and receiving e-mail. A modem jack is located on the right of the rear panel. Your VoiceNote is supplied with a modem cable for connecting VoiceNote's modem to a phone line. If you live in UK, Australia or New Zealand, an adapter that plugs into a standard BT type phone jack is also supplied with your VoiceNote. The modem cable plugs into the adapter and the adapter plugs into a phone jack. The modem cable has a phone type plug at either end the cable. Insert one plug into the VoiceNote modem jack and the other end into a phone jack. To do this, locate the locking clip on one side of the plug. Orient this side to the bottom of the modem jack, engage the plug in the socket and push the plug home. A latch holds the plug that should hold when the cable is lightly pulled. To unplug, squeeze the clip in towards the plug and pull the cable. The case bottom is scalloped under the modem jack so that you can easily get your fingertip under the clip. When the plug is unclipped it releases freely. Don't forget to disconnect the cable when you are done. As a precaution check for anything connected to your VoiceNote before transporting it. 2.11 PC Cards. 2.11.1 General. The VoiceNote has a slot for plug-in PC cards or so called PCMCIA cards. These cards are about the size of a credit card, only thicker. As well as allowing you to use PC cards for extra data storage, the card slot enables accessories compatible with the VoiceNote to be added. For example, the Super-Disk drive is a standard disk drive accessory. Instead of a plug, it has a card attached to a cable, and by inserting the card you are effectively plugging in the accessory. To find out what PC card accessories are available or will become available call your VoiceNote distributor. CompactFlash(tm) cards can be used in the PC card slot as well as in the dedicated Compact Flash slot in the rear panel, see Section 2.11.3. An adapter is available into which you slide the card before inserting it into the slot as described below. Feel along the right-hand edge of the VoiceNote and you will find a horizontal slot. The card eject button is located in a recess behind the slot. The PC card slot can be used for an external disk drive, IBM micro drive, ATA memory card or other accessory. 2.11.2 Installing and Un-installing PC Cards. PC or PCMCIA cards can be installed only one way. A polarizing key prevents a card from being fully plugged in if it is the wrong way up. A simple strategy for finding the correct orientation is to just try gently plugging it in. If it engages, gently push it home. If it stops with a "clunk" with the card protruding some 10 mm from the slot, take it out, invert it and try again. You can also identify the correct orientation by touch. The front of the PC card is the short edge on which there are many indentations along its entire length. Hold the front edge away from you. Run your fingers along this edge and just around the corners, where you will find some polarizing ridges. If the card is facing upward, there will be two ridges on the right-hand side. The groove between them can be detected with your fingernail. On the left, there will be one ridge. If necessary, turn the card over so that there are two ridges on the right and one on the left. You could label the PC card once you have identified the correct orientation. PC cards can be installed with the VoiceNote switched on. When you do so the VoiceNote announces: "Card inserted." To remove a PC card, firmly push the PC card eject button. Remember it is located behind the PC card slot. This disengages the card from its connector and pushes the card out about a quarter of an inch. Always use the eject button even if the card has a cable with a grip. You can now pull the PC card completely out of the slot. If the card is unplugged with the power on, VoiceNote announces: "Card removed." 2.11.3 Accessing files on the PC Card. The PC card slot is treated as a drive by KeySoft, where it is listed as Storage card. (Storage card also covers the external disk drive as it plugs into the same slot.) To access files on the PC Card, at any file prompt, go to the drive list and press S for Storage card. Proceed as normal. 2.12 CompactFlash(tm) Cards A CompactFlash(tm) card is 3.5cm by 4cm, about the size of a matchbook. Like the PC card, it provides considerable extra data storage, and cards come in a large range of capacities running into several gigabytes. 2.12.1 General. The VoiceNote has a card slot for CompactFlash cards. This slot is located in the rear panel between the serial and parallel ports. As well as allowing you to use CompactFlash cards for extra data storage, the CompactFlash card slot can be used for an external disk drive, IBM micro drive, CF memory card or other accessory that has a CompactFlash card plug. CompactFlash cards can be used in the PC card slot as well. An adapter is available into which you slide the CompactFlash card before inserting it into the PC card slot as described in Section 2.11.1. 2.12.2 Installing and Un-installing CompactFlash(tm) cards. Unlike a PC Card, the CompactFlash card is wider than it is long, so it is important to orient the card correctly, as attempting to plug the shorter side in may damage the pins in the back of the slot. Also, a polarizing key prevents a card from being fully plugged in if it is the wrong way up. A simple strategy for finding the correct orientation is to just try gently plugging it in. If it engages, gently push it home. If it stops with a "clunk" with the card protruding some 10 mm from the slot, take it out, invert it and try again. You can also identify most CompactFlash card's correct orientation by touch. The front of the Compact Flash card is the longer side that has two rows of pin sized indentations. The bottom side of most CompactFlash cards have a slight grip ridge along the opposite edge. You could label the CompactFlash card once you have identified the correct orientation. Compact cards can be installed with the VoiceNote switched on. When you do so the VoiceNote announces: "Card inserted." To remove a Compact Flash card, hold the card firmly and pull it out. There is a recess in the VoiceNote's casing below the card slot to allow room for a thumb or finger. Most CompactFlash cards have a grip ridge that makes them easier to grasp. If the card is unplugged with the power on, VoiceNote announces: "Card removed." 2.12.3 Accessing files on the CompactFlash Card. The CompactFlash card slot is treated as a drive by KeySoft. To access files on the CompactFlash Card, at any file prompt, go to the drive list and press C for CompactFlash. Proceed as normal. 2.13 External Disk Drive. VoiceNote supports the LS120 Super-Disk Drive as an accessory. The Super-Disk is a high density storage drive. It can store up to 120 Megabytes of information on a floppy disk which is the same size as the standard 3.5 inch disk. It can also read standard 3.5 inch floppy disks. There are technical differences between the various LS120 drives available. Only the drive recommended by Pulse Data International should be used in conjunction with VoiceNote. Pulse Data has tested and approved the PCMCIA Travel 120 Super-Disk drive made by Accurite Technologies Inc for use with the VoiceNote. The Travel 120 supports three disk formats: 720 Kbytes. 1.2 Mbytes. 120Mbytes. The first two formats are compatible with standard 3.5 inch floppy disks. You need LS120 diskettes to store information in high density format. The Travel 120 disk drive is small and light. There is an opening in the front of the drive where the disks are inserted. A cable comes out of the back of the case and there is a socket for the power adapter. The cable has a bulge which is a noise filter. The cable terminates in a PCMCIA interface card. Disks are ejected electronically. This means that you cannot remove a disk unless the drive is powered on. WARNING: Do not turn off your VoiceNote when the Super-Disk's motor is running. This could result in the loss of files on the Super-Disk diskette. If you have initiated an operation that results in the Super-Disk being accessed, wait until the Super-Disk motor stops then switch off your VoiceNote. 2.13.1 Key Features. Size: 0.67 x 4.0 x 6.1 inches or 17 x 102 x 155mm. Weight: 10.4 oz. or 295 grams. 2.13.2 Uses for an External Disk Drive. The disk drive is ideal for situations where floppy disks are an easy form of file transfer between a PC and the VoiceNote, such as a school classroom. You can also use a disk drive to: ? back up valuable data, for example, an address list, e-mail or general documents. VoiceNote's internal storage system is designed to minimize the risk of data loss. Nonetheless, it is unwise to rely on VoiceNote to retain the only copy of your valuable documents indefinitely. You might even accidentally delete valuable documents yourself. Backing up your electronic documents is good practice. It helps minimize the cost of re-instating lost documents. A backup option is provided in the Utilities Menu. ? store bulky documents or files such as e-mail attachments. That is, to provide mass storage. Using an external disk drive as a mass storage device allows you to off load or archive information from your VoiceNote to free up memory space. ? exchange files with other computers, for example, electronic books. You can exchange information with other computers using a Super-Disk drive. To do this you save information to a standard 3.5 inch floppy diskette using the usual PC format for this type of diskette. The storage is limited to 1.44 Mbytes. Anyone with a standard floppy disk drive is then able to read it. You can also read a 3.5 inch floppy diskette produced by someone else on a Windows PC. 2.13.3 Installing the Travel 120 SuperDisk. The Travel 120 must be used in conjunction with a power adapter. Insert the plug on the end of the power adapter's cable into the back of the Travel 120 drive and plug the adapter itself into a wall socket. Next take the PCMCIA interface card at the end of the main cable and insert it into the PCMCIA slot on the right side of the VoiceNote. You can connect the Travel 120 at any time. You do not have to turn the VoiceNote off first. If the VoiceNote is on, KeySoft announces a message confirming "card inserted." Similarly, a "card removed" message is announced when the drive is un-installed. The Super-Disk drive appears in VoiceNote's drive list as a "Storage Card" once it has been installed. 2.13.4 Inserting a diskette. To insert a diskette first orient the diskette. Find the edge which has the shutter. Gently push that edge into the front of the Travel 120. The front is the opposite end to the end with the cables coming out of it. Push the diskette until it clicks home inside the drive. To eject the diskette press the button on the front right of the disk drive lightly. The button is rectangular and it has a tactile action when you push it. The diskette is ejected electronically just enough to be able to hold the disk. Grasp the diskette and pull it completely from the drive. 2.13.5 Care of the Travel 120 Super-Disk. The Travel 120 Super-Disk drive can be used over a temperature range of 40 to 131 degrees F or 4 to 55 degrees C. Avoid over heating it. For example, do not leave the Travel 120 in a vehicle in full summer sunlight. The storage medium in a floppy diskette is a delicate coated disk inside a protective plastic jacket. A shutter covers the access hole when the diskette is removed from the disk drive. The shutter is only retracted when the disk is in use. Do not open the shutter or touch the surface of the diskette. This is likely to permanently damage the diskette. Use only pre-formatted diskettes in the Super-Disk drive. 2.14 Using a Visual Display. VoiceNote can provide a text output to the serial port or infrared ports that reflects what the VoiceNote speaks. The text output can be displayed by a visual display. Sighted observers or teachers can use the visual display screen to view KeySoft's prompts and help messages, and your text if you are typing a document. The visual display can be a terminal or a PC, lap top or hand-held computer running terminal emulation software. The terminal or terminal emulation software must emulate a DEC VT100 or an ANSI terminal. For PC's running Windows 95/98, "HyperTerminal", provided as part of the communications accessories for Windows 95/98, can be used as the terminal software. To facilitate the use of HyperTerminal as the remote Visual Display for the VoiceNote, a program shortcut is provided on the "Software for BrailleNote Family CD" supplied as part of the VoiceNote package. The visual display can be connected to either the serial port using the serial communications cable provided with the VoiceNote or "connected" using the infrared port. The infrared port connects using a beam of infrared radiation that can be broken if the beam is interrupted. This is why we call it a connection. When connected to the remote display, the VoiceNote provides a display suitable for a sighted teacher or assistant. What is displayed remotely corresponds to the VoiceNote's local activity, that is, what the user is hearing. The preceding Section 2.7 describes the use of the serial port and Section 2.9 describes the use of the infrared port. 2.14.1 Connecting a Visual Display to the Serial Port. In the following discussion when we refer to a terminal, we mean either a dedicated terminal or a PC running terminal emulation software. The following procedure might require the help of a technician if the terminal is unfamiliar to you. The procedure involves connecting the VoiceNote to the terminal using a cable and setting up the terminal to communicate at a certain speed and format. This can be done manually for some terminals. Or if the terminal is intelligent, done by the terminal itself as it automatically detects the serial speed and format. The necessary settings are: bit rate: 38400 bps. parity: none. data bits: 8. stop bits: 1. To connect VoiceNote's serial port to a terminal, first plug one end of the serial communications cable into the serial port as described in Section 2.7. Plug the other end of the cable into a mating socket on the terminal. If the terminal has a 25 pin D type connector instead, use the 9 pin to 25 pin adapter. Ensure the terminal is switched on. Finally, direct the VoiceNote to drive the serial port by selecting the remote visual display output as described in Section 2.14.3 below. Now, when the VoiceNote speaks something such as a prompt the terminal should also display the corresponding prompt. If the terminal responds when the connected VoiceNote announces something but the terminal's display is not intelligible then the speed and/or format are probably not right. Correct the settings and retry. 2.14.2 Connecting a Remote Visual Display using the Infrared Port. A suitable remote visual display for use with the infrared port is either a portable computer or a PC equipped with an IrDA port. Although there are many IrDA devices available, they are not all compatible. Check first that the computer has an IrDA compatible port. The following procedure might require the help of a technician if the equipment is unfamiliar to you. First set up the terminal software on the computer to receive its input from its infrared port. Next, position the computer so the infrared port on VoiceNote is facing the infrared port on the remote display device. Finally, direct the VoiceNote to send display output to the infrared port as described below. 2.14.3 Turning the Visual Display On and Off. The last step to provide a visual display to have your VoiceNote send text to the serial or infrared outputs. Press FUNCTION with O, then V for Visual display. KeySoft announces: "Visual display, Currently off". The options are: To turn the visual display on press N then ENTER. To send the visual display to the Serial port press S then ENTER. To send the visual display to the Infrared port press I then ENTER. Or just press ENTER to leave the selection unchanged. To turn the visual display off press F then ENTER. Use the serial port if you are using a standard computer terminal or a PC running a terminal emulator program. Use the infrared port if you are using a desktop or notepad PC with an infrared port and running a terminal emulator program. 2.15 Remote Synthesizer. Your VoiceNote can act like a Keynote Gold Stand Alone speech synthesizer. You can then run a screen reader, for example Window Eyes, JAWS, or HAL on a desktop PC, using the VoiceNote as its speech. The serial communications or null modem cable provided with your VoiceNote should be used to connect it with your PC. If your PC's serial port has a 25 pin connector you will need to use the 9 pin to 25 pin adapter also provided. Plug the cable into the serial port on the rear of VoiceNote as described in Section 2.7. Plug the other end into a serial port on your PC. On VoiceNote, at the Main Menu, press R. KeySoft announces: "Remote Synthesizer ready". The VoiceNote now acts as a Keynote Stand Alone synthesizer. You are able to run a screen reader or KeySoft from the desktop keyboard, and VoiceNote speaks. VoiceNote cannot be used for its normal functions while it is acting as a synthesizer. To exit the Remote Synthesizer mode, press ESCAPE and you are returned to the KeySoft Main Menu. You should plug in the AC adapter if you intend to use your VoiceNote as a remote synthesizer for an extended period. 2.16 Software Upgrades From time-to-time, upgrades will be available for the KeySoft software suite used in the VoiceNote. The procedure for installing these upgrades is detailed in Appendix H. 2.17 General Care. Apart from the periodically re-calibrating the battery gauge and cleaning the case, the VoiceNote needs no special maintenance. The internal battery should last typically 18 months before needing replacement and this must be done by an authorized service agent. Keep beverages like tea and coffee away from the VoiceNote. Periodically wipe the case down with a damp cloth. Don't use any cleaning compounds. End of Chapter 2. 3 The Word Processor. 3.1 General. This chapter introduces the basics of KeyWord, the word processor part of KeySoft, and describes how to create, read and edit a document. Advanced aspects of KeyWord, including creating documents with more complex formats, and quickly making extensive changes to a document, are covered in Chapter 7. 3.1.1 What is a Word Processor? A word processor is like a sophisticated typewriter. The difference is that you do not have to get the document right first time. You can add, delete and change things to your heart's content, and all the time your work is stored in VoiceNote's memory. You only need emboss or print your document when you are entirely satisfied with it. There are other advantages too. You can make changes at a later date, and you can keep all the various versions. It's easy to make copies of documents, and filing and retrieving is much simpler than with hard copy. Besides writing documents, KeyWord is useful just for reading documents such as e-mailed documents that have originated elsewhere. 3.2 Text and Braille. When you start to compose a document, KeyWord assumes that you want to do it in text, so the layout and format are for a print page, suitable for printing directly. This doesn't mean that you are committed to a text document, however. You can send it to an embosser and KeySoft automatically translates it into a suitable format. Alternatively, you have the option of creating a Braille document directly, with a layout and format for a Braille page. A Braille document requires the use of the F-D, S and J-K-L keys to input the Braille characters, which is discussed in Section 7.16.1. A Braille document may be embossed directly or printed using automatic Braille-to-text translation. Unlike some other word processors, KeyWord allows you to work with the layout of a document as it will be printed or embossed. This means that you are working with the actual layout while you are editing, and you do not have to make allowances for any effects of formatting commands. KeyWord allows you to format a document for printing and independently format the same document for embossing. The two sets of formatting controls are independent. Consequently the layout of a document, either text or Braille, can be precisely controlled without making changes between printing and embossing. The document remains unchanged when you send it to a printer or embosser. 3.3 The KeyWord Menu. To select the word processing functions, start from the Main Menu and press SPACE repeatedly until "Word processor" is spoken, and then press ENTER. Alternatively, just press W. KeySoft prompts: "KeyWord Menu." Press SPACE to hear the first item in the KeyWord Menu, which is: "Create a document." As the prompt suggests, you use this option when you want to create a new document. Press SPACE again, and KeySoft announces the second item, which is: "Open a document." You use the Open option to read an existing document, or to make changes to one. Press SPACE again, and KeySoft speaks the third item in the KeyWord menu, which is: "Emboss a document." You choose this item once a document had been created and edited, and you are ready to emboss it. Press SPACE again, and KeySoft speaks the final item in this menu, which is: "Print a document." You choose this item to print a document on an ink printer. As with the Main Menu, you can review the KeyWord Menu by pressing SPACE or BACKSPACE, and you can select an item by pressing ENTER. Alternatively, you can select an item directly from the KeyWord Menu by pressing the initial letter, such as E for Emboss a document. In this chapter we concentrate just on opening and editing a document. Embossing and printing are covered in Chapter 6. 3.4 Documents Folders and Drives. 3.4.1 Documents. Documents are the most common type of file you will use on the VoiceNote. You must give each document a unique name enabling KeySoft to distinguish one document from another. For example, when you use KeyWord to write a letter, that letter is stored as a document. Every document name should indicate what type of information it contains. A document name can be up to 250 characters long, including spaces. It cannot contain the following characters: \ / : * ? " < > | 3.4.2 Folders. When you have been using your VoiceNote for a while you could very easily accumulate several hundred documents, and it could become tedious to find any particular one. To make life easier, documents can be organized into groups called Folders. Initially, there are folders named General, and My Books, together with a number of others which KeySoft uses. Besides these, you can create as many new Folders as you wish. If you have a lot of files to organize and are comfortable with the concept, you might want to create a directory structure of folders, where there is more than one layer of folders. Details about how to do this and all other aspects of folder and folder management are covered in Chapter 11. Folders can contain both Braille and text documents. A folder name can be up to 250 characters long, including spaces. It cannot contain the following characters: \ / : * ? " < > | 3.4.3 Drives. Documents can be stored by different pieces of hardware in the VoiceNote, called disk drives, or just drives. VoiceNote incorporates a type of memory called Flash memory. The associated drive is referred to as a Flash Disk. It provides fast, secure storage retaining its contents even if the battery is flat. It is the memory you normally use to save your documents. You can copy, rename, erase or edit and re-save documents to the Flash Disk. Another drive is the KeySoft System Disk. This drive stores information installed in the Factory. This includes the main operating software, User Guide, and a sample book. Information installed at the Factory is retained even if the battery goes flat, but user information stored in the KeySoft System Disk will be lost. It is therefore not recommended that you save documents in the KeySoft System Disk but you can open documents like the sample book, and the VoiceNote user guide that are stored in it. If you do save documents in the KeySoft System Disk, be aware that they will be lost if the battery goes flat or you do a Reset with the J,K and L keys held down. You can add other drives like a memory card or the optional Super-Disk drive. These drives plug into the PC card slot as described in Section 2.12. If you plug another drive into the PC card slot it is referred to as a Storage Card. 3.4.4 Changing the Current Drive. There is a way of selecting a drive in KeySoft generally, which is not restricted to the KeyWord. If you are at a prompt for a filename or folder name, and you have not had the opportunity to select a drive, then press BACKSPACE, or UP ARROW. KeySoft prompts: "Drive? press Enter for (Last drive used)." To step through the list of available drives press SPACE or DOWN ARROW. The list comprises the Flash Disk and KeySoft System Disk. If you have installed a Super-Disk then Storage Card is also included. Press ENTER to select a drive. 3.5 Selecting a Document. Several documents are provided with KeySoft. If you want to read one of them, how do you select it? From the KeyWord menu, select Open a document. KeyWord prompts: "Folder name? Press Enter for name," where the name is really the name of the last folder used. To select a document you must first select the appropriate folder. There are three different methods of doing this: Option 1: To select the offered folder, just press ENTER. This is the folder that was last used. Option 2: To look through the list of available folders, press SPACE or DOWN ARROW repeatedly. When the name of the folder you require is announced, select it by pressing ENTER. You can move back along the list, by pressing BACKSPACE or UP ARROW repeatedly. While scanning the list you can quickly relocate to an alphabetical position in the list by pressing a letter. For example, pressing t puts you at the beginning of the list of folders starting with t. If you keep on pressing t, you cycle through all the names starting with that letter. Option 3: Type the name of the folder you require, and press ENTER. With this method, remember that you may have to type as many as 250 characters to exactly match the name. You can change the current drive by pressing BACKSPACE or CONTROL with D at the "Folder name?" prompt. The Flash Disk is assumed here. If another drive was previously selected, a drive prompt is given as described in Section 3.4.4 above. When you have selected a folder, KeyWord asks: "Document to open? (name)," where the word "name" between the brackets is really the name of the last document you accessed. Just like folder selection, the same three methods are available for selecting a document. Select the offered document by just pressing ENTER, or review the list of documents by pressing SPACE repeatedly and select a document by pressing ENTER, or type the document name and press ENTER. This selection procedure is significant because it is general throughout KeySoft, and is not restricted to just opening a document. Whether you use the SPACE or DOWN ARROW key to scan through a list of folders or documents is a matter of personal preference. Similarly, you may use either the BACKSPACE or UP ARROW key to move back through a list. If you are opening an ASCII text file, or a plain Braille document you will be prompted to review the options associated with the opening and subsequent saving of the document. Section 3.16 discusses the options given when opening such documents. 3.6 Naming a Document. In the next section we talk about creating a document, but first we discuss names. Each document must have a unique, meaningful name so that it can be stored and later retrieved by specifying its name. You can use whatever name you like, with up to 250 characters and spaces. It cannot contain the following characters: \ / : * ? " < > | If you have several documents on a similar subject, you may find it helpful to put the common part of the name first. For example, you might have: "Club minutes, January," "Club minutes, February," and so on. These document names would be grouped together alphabetically for easy location. If the months are put first, the documents are scattered through the list of documents. Documents can be grouped into folders to make them easier to find. As an example, the documents just mentioned might all be put into a folder called "Club minutes 2001." The rules for naming a folder are the same as for naming a document. Some characters are reserved and you may not use them in a document name. They are: \ / : " < > | * and ? 3.7 Creating a Document. We now create a trial document. From the Main Menu, select the Word Processor option. From the KeyWord menu select "Create a document." KeySoft prompts: "Folder name? Press Enter for General." The General folder is fine, so press ENTER to accept KeySoft's suggestion. You are then asked: "Document to create?" Type in the name: "Sample," with or without a capital sign as you wish, and press ENTER. KeySoft says: "Top of Document. Blank." You are now at the top left-hand corner of an empty text document. Without worrying about mistakes, type half a dozen sentences. Each word is spoken only when you have pressed the space bar to complete the word. You can change the Keyboard Voice so that KeySoft speaks each letter as it is pressed, or both words and letters, or nothing at all. How to change the Keyboard Voice was discussed in Section 1.12.1. You may also notice that you can type indefinitely without worrying about the right margin. This is because KeyWord automatically starts a new line if it cannot fit another word onto the current line. This process is known as word wrapping. Start a new paragraph by pressing ENTER to start a new line, and type a few more sentences. When you have finished typing, press ESCAPE. Your document is saved, and you are returned to the KeyWord menu. 3.8 Reading a Document. We now discuss the various commands for reading a document. We recommend you open your "Sample" document, or the "Demonstration Document" that comes with KeySoft, so that you can practice using the reading commands. The "Demonstration Document" is found in the "General" folder. Open the document as explained in Section 3.5. Note: If you are ever unsure which document you are reading, press READ with CONTROL with I. This will announce the name of the document. When you are reading sentences or paragraphs, you may be simply listening to the text, or checking it in detail for errors. You can choose to hear the amount of detail you require by setting the punctuation level. You may also choose whether numbers are spoken as words or as digits. You use the keyboard to enter commands when listening to VoiceNote's speech. To listen to a document without stopping, press READ with G, for Go. KeySoft continues reading to the end of the document unless you stop by pressing READ with SPACE. You can start and stop as you wish with these two commands. To return to the top of the document, press READ with T. KeySoft says: "Top of document," and announces the first word of the document. To jump directly to the end of the document, press READ with B. Experiment with the Go, Stop, Beginning and End commands until you are happy that you understand their effects. There are several other important commands for moving around the text. These additional commands are arranged in groups of three on each row of the keyboard centered on the comma, K, I and 8 column of keys. These are all used in conjunction with the READ key. For example, try the commands for reading characters: To move back a character and read it, press READ with M; To read the current character, press READ with comma; To move forward a character and read it, press READ with period. This convention also applies to reading whole words, as follows: To move back a word and read it, press READ with J; To read the current word, press READ with K; To move forward a word and read it, press READ with L. You may be able to guess the next triplet of commands: To move back a sentence and read it, press READ with U; To read the current sentence, press READ with I; To move forward a sentence and read it, press READ with O. A similar convention applies for previous, current, and next paragraphs: To move back a paragraph and read it, press READ with 7; To read the current paragraph, press READ with 8; To move forward a paragraph and read it, press READ with 9. You can follow a sentence or paragraph read command with another sentence or paragraph read command to immediately change the prose being read. Try reading your "Sample" document or the "Demonstration Document" with these commands. You can refresh your memory by pressing HELP, and opening the Review Commands list. Alternatively you can enter the Announce Key mode by pressing READ with A and practice the review keystrokes. When using several review commands one after the other, you do not have to wait for speech to finish, nor do you have to release the READ key after each command. Here is an example where we move back several words and then move forward a character at a time. First press, and hold down, the READ key. Now, with the READ key held down, press J several times, to move back several words. With the READ key still down, press PERIOD several times to move forward several characters. Finally release the READ key. The CONTROL key operates in the same way when it is used for deleting and formatting text as described later. You will find this feature very convenient to use. 3.8.1 Review Voice. The Review Voice settings determine when KeySoft speaks and how much detail KeySoft includes when reading. The Review Voice settings can be accessed by pressing FUNCTION with R, anywhere in KeySoft. KeySoft prompts: "Punctuation level? Currently (number)" where the word "number" shown in brackets is really an actual number from 1 to 5. At level 1, no punctuation is announced. At level 5, all characters are spelt out, along with all punctuation. The default setting is 2. The intermediate levels are described in Appendix C. This setting applies whenever you are editing or reviewing documents or text. To leave the setting unchanged, press ENTER. To select a particular punctuation level, press a number from 1 to 5, then press ENTER. KeySoft then prompts: "Number Format? Currently (Words)" where the word shown in brackets is really the currently selected option either Words or Digits. The options are W, for numbers spoken as words, or D, for numbers spoken digit by digit. If you select the word format, the number 1942 is spoken as "nineteen forty two," since it is assumed to be a date. The sequence $25.15 is spoken as "twenty five dollars and fifteen cents." If you select the digits option, the number 1942 is spoken as "one, nine, four, two." The choice is a matter of personal preference. To leave a setting unchanged, just press ENTER, or press W or D for the option you prefer, followed by ENTER. You are returned to the point at which you selected the Review Voice settings. 3.8.2 Identifying Indistinctly Spoken Characters. When you read a character by pressing READ with comma, it is sometimes difficult to distinguish between letters that sound similar. If you press READ with comma, twice, KeySoft expands the current character into a word, such as A - Alpha, B - Bravo, etc. 3.8.3 Spelling Out a Word. If you press READ with K, twice, KeySoft spells the current word. 3.9 Review Commands. The following discussion is applicable when reading a document. 3.9.1 Moving to Either End of a Line. You can position to the start of the current line by pressing READ with H. To move to one position past the last word in the line, press READ with semicolon. 3.9.2 Selecting Review-Only Mode. If you are reading a document that you don't wish to alter, you can avoid having to press READ with all the reading commands. To enter this Review-Only Mode, press READ with X. You can then use all the reading commands without needing to press READ. For example, to read the current word, just press K. This mode continues until you press READ with X again or exit the word processor. 3.9.3 What is the Cursor? The cursor is an important concept because many KeyWord commands use the cursor as a reference to determine where to apply the command. It is also very important to understand exactly where the cursor is in your document so that your changes occur as you intend. Otherwise you may find the changes you make are wrong. The cursor is a pointer to a single character in a document. You can tell which character the cursor is on by pressing READ with COMMA. You can use the read current word, sentence and paragraph commands to determine the context of the cursor. Editing takes effect at the cursor position. If you want to edit the document, you must position the cursor at the point you want the change to start. The cursor indicates the position in the document where the next character will appear when it is pressed. The character is inserted at the cursor position and everything to the right, including the cursor, is shifted one character to the right to make room. Pressing BACKSPACE deletes a character immediately to the left of the cursor and everything to the right of the cursor is moved one character to the left to fill the vacant character space. 3.9.4 Moving the Cursor. VoiceNote also allows you to position the cursor using the keyboard. The following discussion describes the cursor positioning commands using the keyboard. When you press READ with M or READ with PERIOD, the cursor moves backward or forward by one character on each press. The character that is spoken is the character under the cursor after the move. After reading the current character, word, sentence or paragraph, the cursor position is unchanged. If you read the previous or next word, the cursor moves to the first character of that word. When you read the previous or next sentence, the cursor moves to the first character of the first word of that sentence, after reading has been completed. Similarly, when you read the previous or next paragraph, the cursor ends up on the first character of that paragraph. You can skip through a document quickly by using the read-next-sentence or read-next-paragraph commands. If you press either of these commands while reading is in progress, KeyWord immediately jumps to the start of the next sentence or paragraph and begins reading from there. Try this by going to the start of your document and skipping through to the end by using READ with O. At any time during reading you can stop the process by pressing READ with SPACE. The cursor is placed on the first character of the last word that was spoken. Alternatively, you can press ESCAPE. In this case KeySoft stops reading, and returns the cursor to where reading began. There are some more advanced cursor movement commands that provide movement by lines rather than sentences, and vertical movement within a document. These commands are explained in Section 7.6. When a new document is created, the cursor is placed at the top left corner of the blank document. When an existing document is opened, the cursor is placed where it was when the document was last accessed. On entry into the document, KeySoft announces the last few words before the cursor, and the word at the cursor position. 3.10 Format Indicators. To tell you how a document is formatted, KeySoft places special format indicators at particular points in a document. These format indicators are spoken. Common format indicators are: LINE BREAK: KeySoft automatically started a new line because there wasn't any more room on the current line. KeySoft automatically word wraps meaning that it starts a new line if it runs out of room on the current line. A line break indicator is inserted into the text showing you where a new line is started. The line break indicator is announced as the name "line break." NEW LINE: A new line was started by pressing ENTER. Often a new line indicator marks the beginning of a new paragraph. The new line indicator is announced as "new line." PAGE BREAK: KeySoft started a new page because the previous page was full in much the same way that word wrap starts a new line when the previous line is full. The page break indicator is announced as "page break." The position of a page break varies as you add or delete lines of text. NEW PAGE: The start of a new page is forced by pressing CONTROL with N. The new page indicator is announced as a "new page." If the cursor is positioned over an indicator, the name of the indicator is announced. The positions of block markers, place markers and a range of other formatting markers described in this chapter and in Chapter 7, are also indicated in a document. The full set of format indicators used by KeyWord is given in Appendix B. 3.11 Editing a Document. We have described how to create a new document and review its contents. This section introduces the basic text editing commands. The most common forms of editing are deleting or inserting characters, words, or sentences. These commands are described here, along with searching, search and replace, defining pages and moving to particular points in a document. Advanced word processing commands are covered in Chapter 7. 3.11.1 Inserting Text. To insert a character, word, sentence, or any amount of text, you need only to position the cursor at the point where you want to insert the text, and start typing. No special command is required because KeyWord is always in the insert mode. Text is inserted at the cursor position. The character which was at the cursor, and all following characters, are moved to the right to make room. Experiment with this by inserting some words in your "Sample" document. 3.11.2 Deleting Text. There are seven different delete commands available with KeyWord, allowing sections of text from one character to the whole document to be deleted. To obtain any of these commands, you must hold down the CONTROL key, and press one of the following six keys: Comma, M, K, J, I, 8, or D. Delete current character - Press CONTROL with COMMA. This deletes the character under the cursor. A short beep is sounded followed by announcement of the new character under the cursor. This command is also available by pressing the DELETE key which is three keys to the right of the SPACE bar. The text to the right of the character is all moved one character to the left to fill the gap. The cursor is now placed on the next character and this character is announced. Delete last character - Press CONTROL with M. This deletes the previous character, that is the last character entered if you are typing. The character deleted is announced followed by a short beep. This command is also available by pressing the BACKSPACE key. Delete current word - Press CONTROL with K. This deletes the word under the cursor together with any following spaces. A short beep is sounded and the text to the right of the word is all moved to the left to fill the gap. The cursor is now on the first character of the next word and this word is announced. If the cursor is on a space, all spaces up to the beginning of the next word are deleted and the cursor is placed on that word. Delete previous word - Press CONTROL with J. The word before the cursor is deleted, together with any following spaces. Delete to end of sentence - Press CONTROL with I. KeySoft prompts you to make sure that you really mean to delete such a significant amount of text. If you press Y, all text will be deleted from the cursor position to the end of the current sentence. The cursor will be placed on the first character of the next sentence. Delete to end of paragraph - Press CONTROL with 8. KeySoft prompts you to make sure that you really mean to delete such a significant amount of text. If you press Y, all text will be deleted from the cursor position to the end of the current paragraph. The cursor is not moved. Delete to end of document - Press CONTROL with D. KeySoft prompts you to make sure that you really mean to delete such a significant amount of text. If you press Y, all text will be deleted from the cursor position to the end of the document. The cursor remains in the same position. There is no specific command to delete all text from a document, but this can easily be done by pressing READ with T to move to the top of the document and then pressing CONTROL with D. Note that the keys used to delete a particular section of text correspond to the commands for reading the same section of text except that the CONTROL key is used in place of the READ key. In summary, the full set of delete commands is: Backspace, press the BACKSPACE key on its own; Delete current character, CONTROL with M, or DELETE; Delete current word, CONTROL with K; Delete previous word, CONTROL with J; Delete to end of sentence, CONTROL with I; Delete to end of paragraph, CONTROL with 8; Delete to end of document, CONTROL with D. In case it is not obvious, if you press one wrong key while you are typing, you should delete the previous character rather than the current one. That is, you want to delete the character to the left of the cursor position, not the blank which is currently under the cursor. For this reason you should use BACKSPACE if you have just made a single typing mistake. BACKSPACE is also used to correct mistakes during entry of filenames, search strings, etc. For the same reason, if you realize that the word you have just typed is wrong when KeySoft echoes it, use the delete-previous-word command to remove it. On reading your document again, you may find a word misspelled. When using speech it is often simpler to delete the word and retype it correctly, followed by a single space, rather than delete one or two characters and correct on a letter by letter basis. Breaking your Document into Pages. Use the following method for breaking your document into pages: Type your text, forcing New Pages manually by pressing CONTROL with N at points where you definitely want a new page to start, such as the start of new chapters. A new page is always started at these points. KeyWord breaks the remaining text into pages automatically, so that the maximum number of lines fit onto each page. When you have finished editing the document, check that it breaks into pages to your satisfaction. You can examine each page break to verify that important text is not split between pages. If you are not satisfied, you can force a new page before a page break by pressing CONTROL with N. To examine each page break, you can move to the start of the next page by using the Go To command, READ with R, followed by PAGE DOWN which is FUNCTION with DOWN ARROW. You can also move back a page at a time by pressing READ with R, followed by PAGE UP which is FUNCTION with UP ARROW. The Go To command is described further in Section 3.12.6. To cancel a new page, move to the position where the New Page indicator is announced, and use the delete-current-character command to delete it. 3.11.3 Checking the Word Count and FileName. If at any time while in a document, you wish to check the file name or word count, press READ with CONTROL with I. This will give you the Information Menu, with two items, Filename and Word Count. Select an option in the usual manner. If you select Filename, the name will be displayed. If you select Word count, KeySoft will display "Please wait..." and after a brief pause, the total word count. 3.12 Searching a Document. The Search Command allows you to find a particular string of text within a large document. The term "string" refers to a sequence of characters which may be part of a word, a whole word, or 2 or 3 words. Searches may be either backwards or forwards from the current cursor position. Press READ with F to initiate the search. KeySoft prompts: "Find, search forward or back?" 3.12.1 Searching Forward. Press F to search forward from the current cursor position. KeySoft prompts: "Forward. Find?" The last string searched for, if any, is offered as a suggestion. Press ENTER to select the suggested text, or type the text string to be found, using the binding space command CONTROL with SPACE to put spaces between words if necessary, and press ENTER. KeySoft starts to search the document. If the text is found, the cursor jumps to the first occurrence of that text. KeySoft says: "Found word." where word is the first word of the text string that was entered. If the text string cannot be found, KeySoft says: "Can not find string." If you want to carry on searching forward for the next occurrence of the same text, press READ with N. In a large document the search may take a few seconds. 3.12.2 Searching Back. You can search back from the current cursor position by pressing B, instead of F, at the "Search Forward or Back" prompt. The rest of the procedure for searching back is the same as that just described for searching forward. 3.12.3 The Search String. The Search string can be up to 50 characters long and it can contain words separated by spaces. Either upper or lower case letters may be used as the search process will locate text regardless of capitalization. It is also possible to search for special indicators such as New Line or New Page markers, printer control markers, underline markers, etc. Refer to Appendix B for information on the way to specify these markers. 3.12.4 Find and Replace. In addition to searching for a particular word or string of characters, you can also replace one string with another. Only whole words are replaced. This is useful, for instance, if you discover you have misspelled a word which is frequently used throughout a lengthy document. The command for F