Editing a Document - the Documentation Editor

Entering Text

When you create a new document, the appropriate standard heading for the document class automatically appears. If you like, you can enter text for individual headings. Headings that are not used are suppressed from the help screen display.

To insert text between chapter headings or existing texts, choose Insert or F5. This takes you into a separate editing area where you can then enter a text. When you have finished entering your text, choose End Insertion or F5. This returns you to the original screen. The text you entered is now integrated into the existing text.

If you simply want to insert short passages into gaps or add text to the end of your document, you can do this directly. Use the ENTER key to start a new paragraph.

You can select passages of text by double-clicking with the mouse on the first and last characters. The first and last characters of the selected text string are displayed in round brackets in the status line of the editor. On selected text you can perform the following functions:

• Delete

• Cut and Paste

• Copy and Paste.

• You can place selected text in three user clipboards (Display with Goto  User Clipboard) and include the stored text elsewhere in your document, or in another document ( Include  Clipboard).

You can display the text entered to check the formatting on the screen. You can do this even before you have saved your text. Use the function Document  Screen Output for this.

Using the Clipboard

If you want to copy longer pieces of text into other documents, you can use the user clipboard 1, 2 or 3. Proceed as follows:

1. Proceed as follows: Select the text section which you want to copy, by double-clicking on the first, and then on the last line. The selected lines are highlighted and the first and the last character is displayed at the bottom of the screen in brackets.

2. Choose Edit  Selected Area  User Clipboard  Clipboard_1 (or Clipboard_2 or Clipboard_3). The selected text is copied onto the specified clipboard and is kept there until another text is copied to the same clipboard.

3. Position the cursor in the destination document at the position at which the text is to be inserted, and choose Include  Clipboard  User Clipboard  Clipboard_1 (or Clipboard_2 or Clipboard_3). The text is inserted.

Formatting

When you create a document, it is linked automatically to a standard style sheet. Formats for paragraphs and characters are defined here. The style sheets are managed by a separate maintenance transaction ( Tools  Word Processing  Styles).

To see which formats are available in the standard style, select Format  Character... or Paragraphs. To find out how a particular format is defined, position your cursor on the format you are interested in and choose Attribute.

Use character formats to highlight areas of text through use of a particular font. To format an area of text:

1. Select the block of text by double-clicking with the mouse on the first and last characters.

2. Select Format  Character to obtain a selection list of available fonts.

3. Position the cursor on the format you require and activate Select.

If you know which format you require, you can of course make the necessary entries by hand. Note that the format on the screen can differ from the print format.

The following character formats are used by SAP:

• <ZH> Emphasis

• <LS> Menu options/functions (emboldened for F1-help)

• <LB> User entries

Paragraph formats format a section of text until the beginning of the next paragraph format. The procedure is as follows:

1. Select the paragraph you require by double-clicking anywhere within the paragraph.

2. Select Format  Paragraphs to obtain a list of available paragraph formats that can be selected.

3. Position the cursor on the paragraph you require and activate Select.

If you know the paragraph tag you require, you can overwrite the existing tag in the field to the left of the text input area. To start a new paragraph, press ENTER. A new paragraph with the same format as the previous paragraph is created.

The following paragraph formats are used by SAP:

AS standard paragraph

• B1 First level list of equal elements with indentation of following lines

  AL Paragraph following B1 and N1

  • B2 Second level list of equal elements with indentation of following lines

    BL Paragraph following B2 and N2

• N1 Ordered list at the first level and indentation of following lines

  • N2 Ordered list at the second level with indentation of following lines

When you use the paragraph format N1 or N2, you have to initialize the counter after completing the list (for example, when printing several documents or if there are several lists within a single document), otherwise the counter is continually incremented.

1. Enter /: in the paragraph column.

2. Enter RESET N1 or RESET N2 in the adjoining text area.

Save

When saving you can choose in which editing status you want to store the document:

• Raw version

  To save, either select the Save pushbutton in the standard toolbar or Document  Save in Raw Version in the menu bar.

• Active Version

  To save, either select the pushbutton Save Active in the application toolbar or Document  Save  Active Version in the menu bar.

If the edited object is not yet contained in a change request, you are prompted in a dialog box to enter a change request, or to select one from a list (F4 possible entries, or pushbutton User Requests).