A variable is a simple way of allowing KWord to modify the document in very specific ways to reflect the changing nature of the document or report.
A variable can be a number (such as a page number, the total number of pages in a document, etc), a selection of words (clients name, product name, the documents filename, etc), a date, a time, or nearly anything you desire.
Once the variable is defined, a placeholder is inserted in the document. KWord will replace this placeholder with the value of that variable each time the placeholder is used.
Variables can either be fixed (which means that once inserted, their value does not change), or variable (where the placeholder is updated by KWord to reflect the current value of the variable).
This chapter will begin with a few examples of commonly used variables (date, time, and page numbers), then detail the remaining variables available to you. Finally, it will detail how to create custom variables for documents.
Many letters, reports and documents contain information about the dates or times they correspond to. The date and time information may establish the creation of a document (which will remain fixed as long as the document is around), or the date and time may serve as a notice of the last date of modification (which would change with each passing day).
KWord allows for both fixed and variable date and time variables in the document.
To insert the date in the document, simply place the cursor in the text box where the date should be inserted and select Insert->Variable->Date from the menubar. This will bring up several selections. To insert the current date, select one of two options: Current date (fixed) and Current date (variable).
Current date (fixed)
Current date (variable)
Once the date has been selected, a dialog box will appear.
The top combo box determines the layout of the variable. Your choices are:
Locale date format
Preformatted date strings
There is a spinbox labeled Correct in Days. You can use this spin box to adjust the date up or down one or more days from the current date.
A preview of the current date string is visible above the OK button. Click OK when the date format string is correct to insert the variable into the document.
There are three additional dates you can insert into your document:
Date of Last Printing
Date of File Creation
Date of File Modification
To insert the time in the document, simply place the cursor in the text box where the time should be inserted and select Insert->Variable->Time from the menubar. This will bring up two selections: Current time (fixed) and Current time (variable).
Current time (fixed)
Current time (variable)
This brings up a dialog box.
The top combo box determines the layout of the variable. The choices are:
Preformatted time strings
. Custom String
A preview of the current time string is visible below the Custom check box. Click OK when the time format string is correct to insert the variable into your document.
Once the time has been inserted into the document, it can be reformatted to a different layout and toggled between fixed and variable times. Simply click once with the right mouse button on the time in the document. A small menu will appear. Select Change Variable To and a submenu will appear. Select your new variable or new layout from the menu and the variable is immediately updated.
Inserting page numbers is easy in KWord.
There are five variables that relate to page numbers: Page Number, Number of Pages,Section. TitleNext Page, and Previous Page.
To insert the current page number, place the cursor where you want the page number and select Insert->Variable->Page->Page Number from the menubar. The page number will be inserted at the current cursor location.
To insert the total number of pages, place the cursor where you want the variable and select Insert->Variable->Page->Number of Pages from the menubar. The total number of pages will be inserted.
To insert the title of the section, place the cursor where you want the variable and select Insert->Variable->Page->Section Title from the menubar. The section title will be inserted.
By selecting Insert->Variable->Page->Next Page from the menubar, a reference to the page number after the current page will be inserted at the current cursor location.
Likewise, by selecting Insert->Variable->Page->Previous Page from the menubar, a reference to the page number before the current page will be inserted at the current cursor location.
You can insert the section title anywhere in your document by selecting Insert->Variable->Page->Section Title from the menubar.
KWord determines the Section title by beginning a search from the top of the current page. The first paragraph with a style of Head 1 is the section title. If there are no paragraphs on the current page, KWord does the same search along on previous pages until it finds a section title.
KWord provides other commonly used variables that you might find useful. This set of variables are specific to the document. You can insert these variables by selecting Insert->Variable->Document Information from the menubar. This will bring up a list of variables. The variables are detailed below.
|Author Name||Joseph User||The name of the author as specified in the Document information box.|
|City||Philadelphia||The city specified in the Document information box.|
|Company||KDE||The company name specified in the Document information box.|
|Country||United States||The country name specified in the Document information box.|
|Directory Name||/home/juser/kword||This is the folder name for the document. The filename is not included in the folder name variable.|
|Directory & Filename||/home/juser/kword/Resume.kwd||The folder and filename of the current file.|
|Document Abstract||This is a current resume.||The document abstract specified in the Document information box.|
|Document Keywords||Resume, job, application||The document keywords specified in the Document information box.|
|Document Subject||My resume.||The document subject line specified in the Document information box.|
|Document Title||My Resume||The document title specified in the Document information box.|
|firstname.lastname@example.org||The email address of the author as specified in the Document information box.|
|Fax||Any valid telephone number||The fax machine number specified in the Document information box.|
|File Name||Resume.kwd||The complete name of the file.|
|File Name without extension||Resume||The filename without the suffix (usually .kwd).|
|Initials||JCU||The initials specified in the authors section of the Document information box.|
|Postal code||Any valid postal code||The postal code specified in the Document information box.|
|Street||123 Main St.||The street address specified in the Document information box.|
|Telephone (work)||Any valid telephone number||The telephone number specified in the Document information box.|
|Telephone (private)||Any valid telephone number||The telephone number specified in the Document information box.|
|Title||Director of Information Systems||The title specified in the authors section of the Document information box.|
Additionially, there are numerous variables under the Statistics submenu for inserting the number of words, lines, frames, etc. These variables should be self explanatory.
KWord has many predefined variables. You may encounter documents where it would be nice to define your own variables for a document.
Using Custom Variables, you can create an unlimited number of variables for each document.
To create a new custom variable, place the cursor at the location in the document to insert the new variable.
Select Insert'->Variable->Custom'->New from the menubar. This will bring up a dialog box.
Enter the variable name and its current value in the text boxes provided.
Click OK to create the new variable name and insert it at the current cursor location. Click Cancel to cancel the creation of the new variable.
It is now possible to insert this new variable at any place in your document.
In order for variables to be useful, you need to be able to give them a value, and be able to change that value easily. To change the value of a variable:
Select Tools->Custom Variables... from the menubar. This will bring up a dialog box.
Each custom variable has a line in this table. The first column is the name of the variable, and the second column is the value.
To change the value of a variables, simply click within the text box to the right of the variable name. Enter the desired value.
When all the changes have been complete, simply click OK and all the variables will be updated.
To insert a new custom variable select Insert->Variable->Custom from the menubar. The custom variable is listed in the submenu. Click on the name of the variable and KWord will insert the variable, with its current value, at the cursor location.
You can tell KWord to update all variable values (to make sure all variables are set to their current values). This is especially important with dates and times.
Simply select Insert->Variable->Refresh All Variables from the menubar .
You can tell KWord to update a single date or time variable value, and leave the others unchanged.
Simply place the mouse pointer over the variable you want to update and click with the right mouse button. Select Change Variable To. A small menu will appear which will show several new date or time formatting options and the option to change either dates or times to fixed or variable time formats. Simply select the new option and this variable will be updated.
|Table of Contents||Expressions|