smartcat manual

Welcome to the SmartCAT user manual!

To get a printed version or if you have any other needs, please call Cheetah International Technical Support at 1-800-869-6986 Ext. 2.If your PDF Reader supports bookmarks, enable them on the left to view the interactive Table of Contents. Alternatively, you can click on the Table of Contents entries in the manual itself.Thank you for using SmartCAT and for your continued support!

Do not print this page. The manual is designed to be printed double-sided.

Professional

User ManualDecember 2010 – Updated for 3.5

Information in this document, including URL and other Internet Web site references, is subject to change without notice. Unless otherwise noted, the example companies, organizations, products, domain names, e-mail addresses, logos, people, places and events depicted herein are fictitious, and no association with any real company, organization, product, domain name, e-mail address, logo, person, place or event is intended or should be inferred. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Cheetah International.

The information contained herein is the latest available at the time of printing and has been checked for both accuracy and reliability. Cheetah International, Inc. assumes no responsibility or liability for the contents of this manual or the results of the use thereof. Cheetah International, Inc. reserves the right to modify the contents without prior notice. The publication and dissemination of the enclosed information confer no license, by implication or otherwise, to any copyright, trademark, patent or patent rights owned by Cheetah International, Inc.

All of Cheetah International’s product names are trademarks or registered trademarks of Cheetah International, Inc. Other brand and product names are trademarks or registered trademarks of their respective holders.

Cheetah International may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Cheetah International, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property.

Please remember: You must accept the License Agreement before you can use this product. SmartCAT is licensed as a single product. Its component parts may not be separated for use on more than one computer. If you do not accept the terms of the License Agreement, you should promptly return the product for a refund. Do not make illegal copies. For further details, please refer to the License Agreement.

To view the SmartCAT User Manual and Quick Start Guide on a computer, you must have a .PDF reader such as Adobe Reader or Foxit Reader installed. The User Manual and Quick Start guides are installed on your hard drive in the Docs folder under the SmartCAT folder (C:\SmartCAT\Docs). The manuals are in a special format called PDF (Portable Document File). You must have a .PDF reader such as Adobe Reader or Foxit Reader installed. Both programs are free and available for download on their respective websites. This user manual and the Quick Start Guide are also available directly from the CD.

SmartCAT was conceived of and developed as a result of the collaborative efforts of many talented people; both Cheetah International’s employees and customers. Our thanks go to everyone whose hard work and dedication made SmartCAT possible.

http://get.adobe.com/reader/

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SmartCAT

Professional Manual

Copyright © 2003-2010 Cheetah International, Inc. All Rights Reserved.

No part of this book may be reproduced, stored in a retrieval system, or transcribed, in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without prior written permission of the publisher.

Printed in the United States of America.

TABLE OF CONTENTS

CHAPTER 1 Introduction.......................................... 1 1.1 Overview............................................ 2 1.2 Resources and Assistance................. 2

1.2.1 In-Program Help [F1]....................... 2 1.2.2 Technical Support Hot Line............. 2

1.3 Conventions Used In This User Manual........................................................ 3

1.3.1 Menu Paths and Keystrokes............. 3 1.3.2 Sticky Notes..................................... 4

1.4 Contacting Cheetah.......................... 4

CHAPTER 2 Installation........................................... 5 2.1 System Requirements....................... 6 2.2 Downloading and Installing............. 6

2.2.1 Downloading.................................... 6 2.2.2 Installing........................................... 7 2.2.3 Installer Features............................ 10

2.3 Licensing SmartCAT...................... 11 2.3.1 Licensing over the phone............... 12 2.3.2 Licensing Process........................... 12

2.4 Uninstalling SmartCAT................. 13 2.4.1 Terminating The License................ 13 2.4.2 Removing SmartCAT From The Computer.................................................... 14

2.5 Moving a license between computers. ....................................................................15

CHAPTER 3 Configuring SmartCAT...................... 17 3.1 Your Steno Writer........................... 18 3.2 The Setup Menu.............................. 18

3.2.1 Editing Prefs................................... 18

3.2.2 Edit Speaker Ids............................. 18 3.2.3 Speller............................................ 19 3.2.4 Audio.............................................. 19 3.2.5 Realtime Options............................ 19 3.2.6 Theory Settings/Translation Options. . .....................................................................19 3.2.7 Number Formatting........................ 19 3.2.8 Hotkeys.......................................... 19 3.2.9 Turbokeys....................................... 19 3.2.10 License Manager.......................... 19 3.2.11 Logging........................................ 20

3.3 Printer Setup................................... 20 3.3.1 Printer Installation.......................... 20

3.4 WordNet Setup................................ 21

CHAPTER 4 Getting Started.................................... 23 4.1 The Transcription Process............. 24 4.2 Elements in SmartCAT.................. 25

4.2.1 Starting SmartCAT......................... 25 4.2.2 The SmartCAT Main Menu............ 25 4.2.3 The SmartCAT Job Menu............... 27 4.2.4 The Title Bar.................................. 33 4.2.5 The Menu Bar............................... 33 4.2.6 The Format Toolbar........................ 36 4.2.7 Status Bar....................................... 39 4.2.8 Using The Mouse........................... 40 4.2.9 Dialog Boxes.................................. 41 4.2.10 Text Boxes.................................... 42 4.2.11 List Boxes..................................... 42 4.2.12 Drop-down boxes......................... 43 4.2.13 Check Boxes................................ 43 4.2.14 Option (Radio) Buttons................ 43 4.2.15 Spin Boxes................................... 44 4.2.16 The Context Menu........................ 44 4.2.17 Choosing Commands................... 46

4.3 Managing Files................................ 48

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TABLE OF CONTENTSSMARTCAT PROFESSIONAL USER MANUAL

CHEETAH INTERNATIONAL

4.3.1 Folders............................................ 48 4.3.2 How to Rename a Job File through SmartCAT................................................... 49 4.3.3 Deleting Files................................. 49 4.3.4 Creating A New Work Folder......... 49 4.3.5 Changing Folders........................... 51 4.3.6 Sorting............................................ 51

4.4 Exiting SmartCAT.......................... 52

CHAPTER 5 Style Sheets......................................... 53 5.1 The "default" style sheet................ 54

5.1.1 Creating a Custom Style Sheet....... 54

5.2 Import TurboCAT Style Sheet....... 55 5.3 Applying Style Sheets..................... 56 5.4 Job Properties................................. 56

5.4.1 Job Properties Information............. 57 5.4.2 Customizing Job Properties........... 58

CHAPTER 6 Importing............................................ 73 6.1 Importing TurboCAT Transcripts 74 6.2 Importing .RTF Transcript Files... 75 6.3 Importing ASCII Transcripts (.TXT / .PRT)........................................... 76 6.4 Importing Notes.............................. 76 6.5 Importing TurboCAT Dictionaries 76

CHAPTER 7 Working With Notes........................... 77 7.1 Importing Notes.............................. 78

7.1.1 Files................................................ 78 7.1.2 From Diskettes............................... 79

7.2 Splitting Notes................................. 81 7.2.1 The Split Notes Screen................... 82 7.2.2 Marking Sections........................... 83 7.2.3 Naming Sections............................ 84 7.2.4 Adding Sections............................. 84 7.2.5 Saving Marked Sections................. 85 7.2.6 Transcribing Split Notes................. 85

7.2.7 Additional Help.............................. 85 7.2.8 Leaving Split Notes........................ 85

7.3 Extracting Notes............................. 86 7.4 Batch Notes Translation................. 86

7.4.1 Identifying Dictionaries................. 86 7.4.2 Translating The Notes File............. 87 7.4.3 Notes in Split Screen...................... 88

CHAPTER 8 Realtime.............................................. 89 8.1 Advantages Of Realtime................. 90 8.2 Equipment Required...................... 90 8.3 Realtime Setup................................ 90

8.3.1 Connecting the Steno Machine / Realtime Options........................................ 90 8.3.2 Other Realtime Options................. 93 8.3.3 Connecting The Writer................... 93

8.4 Starting A New Realtime Job......... 94 8.5 Starting And Stopping Realtime Translation............................................... 96

8.5.1 Starting Realtime In An Existing Transcript................................................... 96 8.5.2 Stopping Realtime.......................... 96 8.5.3 Split Screen.................................... 97 8.5.4 Timestamps.................................... 97

8.6 Phonetic Translations..................... 99 8.7 Theory/Translation Settings........ 102

8.7.1 Theory Settings............................ 102 8.7.2 Other Translation Options............ 103

8.8 Number Formatting..................... 105 8.8.1 Number Formatting Options........ 106 8.8.2 Number Triggers.......................... 107 8.8.3 Trigger “Stacking”....................... 109 8.8.4 Number Formatting Using Tokens 110

8.9 Oneshots......................................... 111 8.9.1 Sample Oneshots.......................... 112

8.10 Using RealEdit™......................... 115 8.10.1 The RealEdit™ Dictionary......... 116 8.10.2 Sample RealEdit™ Dictionary – REALEDIT-3.2.DIC................................ 117

8.11 Realtime Output.......................... 118

IV CHEETAH INTERNATIONAL

TABLE OF CONTENTS SMARTCAT PROFESSIONAL USER MANUAL

8.11.1 Setting Up Realtime Output....... 118 8.11.2 Client Format.............................. 119 8.11.3 Connection Settings................... 120 8.11.4 Suspending Realtime Output to Client Stations.......................................... 121

8.12 Realtime Output Clients............ 121 8.12.1 Total Access............................... 121 8.12.2 TCP/IP Output............................ 122 8.12.3 CaseView................................... 122 8.12.4 Livenote(RTF):........................... 123 8.12.5 Summation(RTF):...................... 123 8.12.6 Binder(Plain):............................. 123 8.12.7 As Keyboard (Output to a Text Program):................................................. 124 8.12.8 Bridge......................................... 124

8.13 Projectors And LCD Panels....... 125 8.14 Audio Support............................. 125

8.14.1 Overview.................................... 125 8.14.2 Audio Preferences...................... 127 8.14.3 Recording And Playing.............. 128 8.14.4 Synchronizing............................ 129 8.14.5 Troubleshooting Audio............... 130 8.14.6 Audio Backup and Recovery...... 132

8.15 Auto-Briefs.................................. 132 8.15.1 Auto-Brief Options..................... 133 8.15.2 Viewing Auto-briefs in Realtime 134

CHAPTER 9 Editing.............................................. 136 9.1 Opening a Transcript for Editing 137

9.1.1 The Transcript Editor Screen....... 137

9.2 Editing Preferences....................... 138 9.2.1 Editor............................................ 139 9.2.2 Columns Options.......................... 143 9.2.3 Customizing SmartCAT Colors.... 143

9.3 Zoom / Enlarge Display................ 146 9.4 Editing (Typing) Modes................ 147

9.4.1 Insert............................................. 147 9.4.2 Typeover....................................... 147 9.4.3 Turbokeys Mode.......................... 147

9.5 Customizable Editing Keystrokes 148 9.5.1 Turbokeys..................................... 148

9.5.2 Hotkeys........................................ 149 9.5.3 Oneshots....................................... 155

9.6 Include (Get) Files....................... 155 9.6.1 Creating........................................ 155 9.6.2 Using............................................ 156 9.6.3 Auto Include................................. 157

9.7 Insert/Remove Page Break.......... 157 9.8 Picklists.......................................... 157

9.8.1 Creating Picklists......................... 158 9.8.2 Multi-line Picklists....................... 158 9.8.3 Using Picklist “Markers”............. 159

9.9 PreEdit........................................... 160 9.10 Moving Around In The Editor... 161

9.10.1 Moving The Cursor.................... 161 9.10.2 Go to........................................... 163 9.10.3 Finding Text............................... 164 9.10.4 Bookmarks................................. 165

9.11 Conflicts and Untranslates......... 167 9.11.1 Scan To Next Conflict/Untranslate..... 167 9.11.2 Conflicts..................................... 167 9.11.3 Untranslates................................ 168

9.12 Viewing Notes (Steno)................. 168 9.12.1 Working With Notes................... 169

9.13 Paragraph Types......................... 169 9.13.1 Changing Paragraph Types........ 170 9.13.2 Paragraph Formatting................. 171 9.13.3 The Witness Paragraph............... 171

9.14 Typing And Editing..................... 172 9.14.1 Adding Blank Lines................... 172 9.14.2 Selecting Text............................. 172 9.14.3 Swap Words................................ 172 9.14.4 Splitting And Joining Paragraphs 173 9.14.5 Capitalization............................. 173 9.14.6 Stitching And Hyphenation........ 173 9.14.7 Formatting Numbers.................. 174 9.14.8 Replacing Text........................... 175 9.14.9 Smart Punctuation...................... 175 9.14.10 Text Attributes.......................... 177 9.14.11 Redaction.................................. 178

9.15 Globals......................................... 180 9.15.1 Text Globals............................... 180

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9.15.2 Steno Globals............................. 182 9.15.3 Saving Globals........................... 183 9.15.4 Loading Globals......................... 184 9.15.5 Editing Global Tables................. 184

9.16 Deleting Text................................ 186 9.16.1 Deleting Single Character.......... 186 9.16.2 Deleting Single Words............... 186 9.16.3 Deleting A Single Line............... 186 9.16.4 Deleting To The End Of A Line. 187 9.16.5 Deleting Several Lines............... 187

9.17 Correcting Accidents.................. 187 9.17.1 CTRL + Z (Undo)...................... 187

9.18 Cut, Copy, and Paste.................. 187 9.18.1 Cutting Text................................ 187 9.18.2 Copying Text.............................. 187 9.18.3 Pasting Text................................ 188

9.19 Electronic Signature Image....... 188 9.19.1 Creating a signature image......... 188 9.19.2 Attaching the image to a job (or style sheet)........................................................ 189 9.19.3 Placing the image on your page. 190

9.20 Modifying Text Format.............. 190 9.20.1 Text Format................................ 191

9.21 Numbering Questions................. 193 9.21.1 Removing Question Numbers.... 194

9.22 SpellCheck................................... 194 9.22.1 Batch SpellCheck....................... 195 9.22.2 Standard SpellCheck.................. 197 9.22.3 Check Current Word................... 198 9.22.4 Double Word / Paragraph Check 199 9.22.5 Spelling Options......................... 200 9.22.6 Custom Spelling Dictionaries.... 202 9.22.7 Adding Words To The Lexicons. 202 9.22.8 Removing Words........................ 203

9.23 WordNet Dictionary Lookup..... 203 9.23.1 Using the WordNet dialog.......... 204

9.24 Saving and Exiting...................... 205 9.24.1 Saving Changes.......................... 205 9.24.2 Leaving The Transcript Editor.. . 205

CHAPTER 10 Finishing Tools / Printing................ 206

10.1 Indexing....................................... 207 10.1.1 Index Types................................ 207 10.1.2 Marking Index Items.................. 207 10.1.3 Editing Indexed Items................ 208 10.1.4 Index Marks............................... 209 10.1.5 Generating The Index................. 209 10.1.6 Index Error Messages................. 210

10.2 Making a Keyword Index.......... 210 10.2.1 Entering Keywords..................... 211 10.2.2 Removing Keywords.................. 211 10.2.3 Saving The List of Keywords..... 211 10.2.4 Loading A Saved Keyword List. 212 10.2.5 Displaying The Keyword Index. 212 10.2.6 Printing The Keyword Index...... 212 10.2.7 Saving The Keyword Index....... 212

10.3 Generating A Concordance........ 213 10.3.1 Excluding Words From The Concordance............................................. 214 10.3.2 Printing The Concordance.......... 215 10.3.3 Saving The Concordance........... 216

10.4 Printing........................................ 217 10.4.1 Printing Transcripts.................... 217 10.4.2 Print Dialog Options.................. 219 10.4.3 Print Preview – Single / Multiple Pages Per Sheet........................................ 220 10.4.4 Printing to .pdf........................... 223

10.5 Troubleshooting / Print Management........................................... 223

10.5.1 Printing a transcript produces unexpected results.................................... 223 10.5.2 Print Queue Manager................. 223

10.6 Exporting..................................... 225 10.6.1 ASCII Transcripts....................... 225 10.6.2 Dictionaries................................ 227

10.7 Save a Copy As............................ 228 10.7.1 JOB............................................. 228 10.7.2 RTF............................................. 228 10.7.3 RTF (Notes)................................ 229 10.7.4 Text............................................. 230 10.7.5 HTML........................................ 230

10.8 E-Mailing Files (With Outlook® or Thunderbird®)...................................... 232

VI CHEETAH INTERNATIONAL


CHAPTER 11 Dictionaries...................................... 234 11.1 Import a TurboCAT Dictionary 235 11.2 Opening Dictionaries.................. 236 11.3 Creating New Dictionaries......... 236 11.4 Saving Changes And Exiting The Dictionary............................................... 237

11.4.1 Dictionary Backup Feature......... 237

11.5 Dictionary Save a Copy As / Exporting................................................ 238

11.5.1 Steps To Export.......................... 238

11.6 Printing a Dictionary.................. 239 11.7 Merging Dictionaries.................. 240 11.8 Dictionary Maintenance............. 241

11.8.1 Locating Dictionary Entries....... 241 11.8.2 Adding New Entries................... 242 11.8.3 Editing Existing Entries............. 242 11.8.4 Check Spelling........................... 243 11.8.5 Sorting Dictionary Entries.......... 244 11.8.6 Tagging Dictionary Entries........ 244 11.8.7 Dictionary Filters....................... 246

11.9 Tokens And Special Entries........ 248 11.9.1 Punctuation Tokens.................... 248 11.9.2 Quotes........................................ 249 11.9.3 Hard Spaces................................ 249 11.9.4 Prefixes....................................... 249 11.9.5 Suffixes....................................... 250 11.9.6 Bookmarks................................. 250 11.9.7 Literals........................................ 250 11.9.8 Paragraph Tokens....................... 251 11.9.9 Attribute Tokens......................... 252 11.9.10 Finger Spelling......................... 253 11.9.11 Spacing Between Stitched Words With the <NULL> Token......................... 255 11.9.12 The “Autoinclude” <Get> Token.... ...................................................................255 11.9.13 The Realtime Output <SUSPEND> Token........................................................ 255 11.9.14 Speaker ID tokens.................... 256

CHAPTER 12 Utilities.............................................. 258

12.1 ASCII Import and Cleanup Tool 259 12.2 Unarchiving (Restoring) TurboCAT Files......................................................... 261 12.3 Backups, Archiving & Transferring Jobs......................................................... 262

12.3.1 Backup Feature.......................... 262 12.3.2 Auto Save................................... 262 12.3.3 Manually backing up your files. 263 12.3.4 File Compression....................... 270 12.3.5 Locating and Viewing Jobs or Other Files.......................................................... 271 12.3.6 Transferring Files....................... 271

12.4 PDF995........................................ 272 12.4.1 Installing..................................... 272

12.5 Signature995................................ 273 12.6 WordNet...................................... 274 12.7 Logging........................................ 275

12.7.1 Level of Detail........................... 275

12.8 Crash Assistance......................... 275

CHAPTER 13 Keystrokes......................................... 276 13.1 SmartCAT Keystroke Layout.... 277 13.2 Turbokeys.................................... 279 13.3 Transcript Editor Keystrokes.... 281 13.4 Dictionary Editor Keystrokes.... 283

CHAPTER 14 The Computer System...................... 284 14.1 Internal / External Storage........ 285

14.1.1 Maintaining Storage Media........ 285

14.2 Input Devices............................... 287 14.3 Monitor / LCD Screen................ 287

CHAPTER 15 Using Windows®.............................. 288 15.1 Windows® Terms........................ 289 15.2 The Search Companion.............. 295

15.2.1 Search for beginners................... 295

VII

15.2.2 Advanced searching................... 296

15.3 Useful Windows® Shortcuts ..... 296 15.4 Mouse & Keyboard in Windows®.. . ..................................................................296

15.4.1 Using The Mouse....................... 297 15.4.2 Using The Keyboard.................. 298

15.5 Basic Windows® Functions....... 298 15.6 Windows Vista®.......................... 300 15.7 Windows 7®................................ 303

CHAPTER 16 Quick Reference............................... 304

CHAPTER 17 TurboCAT Migration....................... 308

17.1 Control Lines............................... 309 17.2 Importing your Phonetics Dictionary............................................... 310 17.3 Importing the RealEdit™ Dictionary............................................... 311 17.4 Importing a Dictionary.............. 312 17.5 Importing TurboCAT Transcripts and Style Sheets..................................... 313

Glossary............................................ 314

Figures.............................................. 320

Index of Tables................................. 325

Index................................................. 326

VIII CHEETAH INTERNATIONAL


CHAPTER 1 INTRODUCTION

CHAPTER 1

Introduction

Welcome to SmartCAT™, the professional transcription software from Cheetah International®.

SmartCAT simplifies the process of producing professional transcripts: from reading your steno notes to editing transcripts and finally, printing the finished product. SmartCAT lets you produce a transcript in Realtime, maintain and use multiple steno-to-English dictionaries, export transcripts to several different formats, generate concordances, and much, much more!

In This Chapter...

1.1 Overview .......................................................................................................................... 2 1.2 Resources and Assistance ............................................................................................... 2 1.3 Conventions Used In This User Manual ....................................................................... 3 1.4 Contacting Cheetah ........................................................................................................ 4

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SMARTCAT PROFESSIONAL USER MANUAL


1.1 OverviewSmartCAT runs on a personal computer with a 600MHz or faster processor and the Microsoft Windows® operating system. Because SmartCAT is Windows®-based, you have the flexibility to run other software programs, such as word processors, when you're not using the system for Realtime transcription. If you run SmartCAT on a computer with Microsoft Windows XP®, Windows Vista®, or Windows 7® you will need more RAM and a slightly faster processor.

To get the most out of your SmartCAT system, you need a basic familiarity with the Microsoft Windows® operating system installed on your computer. For more information on using these operating systems, please refer to your Microsoft Windows® Manual and computer manual. For your convenience, a short Windows® overview is included in Chapter 15 of this manual.

Since SmartCAT is specifically designed to meet the needs of our customers, we are always interested in your input. If you have comments or suggestions to improve SmartCAT or how it may better suit your needs, let us know. We are available to take your calls 24 hours a day, 365 days a year at (800)869-6986, or contact Technical Support via email at [email protected]. Please leave a detailed description of suggestions for improvements and/or any problems encountered.

1.2 Resources and AssistanceWe designed SmartCAT to be as easy to use as it is powerful and flexible. To help you get the most out of SmartCAT as quickly and easily as possible, we provide you with several resources for getting the help you may need. You are already using one of the most valuable help tools provided with any software: the User Manual, but other resources are available for immediate assistance as well:

1.2.1 In-Program Help [F1]

From virtually anywhere in SmartCAT, pressing [F1] opens the SmartCAT in-program help system. Once open, you can move through the help text by using the Contents and Index features, or by clicking your mouse on the various topics. The in-program help contains many pictures and hands-on demonstrations of how to use certain features. In addition, each dialog box has a Help button. When clicked, the help file will open to the appropriate page.

1.2.2 Technical Support Hot Line

If you have a current software maintenance contract, you may call the Technical Support Line, 24 hours a day, 7 days a week, 365 days a year. The number to call is: (800) 869-6986.

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mailto:[email protected]


You may also call the technical support line if you have no current maintenance agreement, but note there is a service fee charged for each call. Please have a major credit card handy if you require service and do not have a current contract.

You can address questions electronically through Cheetah's Technical Support group by using electronic mail. Address questions to [email protected] and a technician will answer as soon as possible. For our off-maintenance customers, the same charges apply.

You can also access the Cheetah Users' online forums at www.cheetahinternational.com. There are forums for both on-maintenance and off-maintenance users. Contact Cheetah Technical Support or visit www.cheetahinternational.com for further information.

To reduce the amount of time on the telephone, to speed troubleshooting and to assist the technician in the troubleshooting process, try to have the following basic information available:

➔ Your System/Customer number.

➔ Your version of SmartCAT. To find the version number, click Help, then About. The version number is located at the bottom left of the About SmartCAT screen.

➔ Make and model of your computer.

➔ Operating system (e.g. Windows® 95/98/NT/2000/XP/Vista/7).

➔ Description of the problem (as detailed as possible).

➔ Other pertinent information you feel may help, including the steps you've already performed to remedy the problem.

1.3 Conventions Used In This User Manual

1.3.1 Menu Paths and Keystrokes

The following conventions are used to clarify steps you must perform:

Example: Edit [Alt+E] → Index [X] → Insert Index Entry [I]

Menu → OptionsMouse actions are indicated by italics, and separated with an arrow. They are always accompanied by the keystrokes that perform the same function.

[Keystrokes] Keyboard actions are indicated with italics surrounded by square brackets.

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http://www.cheetahinternational.com/

http://www.cheetahinternational.com/



1.3.2 Sticky Notes

If you see a sticky note, read it. These are filled with useful (and sometimes critical) information.

1.4 Contacting CheetahFor inquiries regarding sales or customer service, please use the following information to contact Cheetah International, Inc.

Sales inquiries:

Cheetah International, Inc.

Phone: 877-333-2287 (in the US)

Phone: 303-468-7575 (Canadian callers)

Fax: 720-293-0017

Email: [email protected]

Customer Support inquiries:

655 Broadway Suite 600 Denver, CO 80203

Phone: 800-869-6986

Email: [email protected]

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Critical Sticky NoteSticky Note



CHAPTER 2 INSTALLATION

CHAPTER 2

Installation

In order to use SmartCAT you'll need to install and license it. This chapter covers downloading, installing, licensing, uninstalling and moving SmartCAT to another computer.

In This Chapter...

2.1 System Requirements ..................................................................................................... 6 2.2 Downloading and Installing ........................................................................................... 6 2.3 Licensing SmartCAT .................................................................................................... 11 2.4 Uninstalling SmartCAT ................................................................................................ 13 2.5 Moving a license between computers .......................................................................... 15

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2.1 System RequirementsIn order for SmartCAT to operate efficiently, your computer system must meet certain minimum requirements:

➔ A personal computer with a Pentium processor with a minimum speed of 600 MHz for Windows XP® and 1.2GHz for Vista or 7.

➔ The Microsoft Windows® operating system (Windows 98 and newer).

➔ A minimum of 64 MB of RAM memory, 512 MB if using Windows® 2000, XP. 2 GB+ for Windows® Vista and 7 (3 GB+ recommended).

➔ A Compact Disc drive is required if installing from a CD; a 3.5” floppy drive is strongly recommended. A floppy drive can be internal or external (USB).

➔ A hard disk drive with a minimum of 800 MB free (10 GB for XP and 80 GB for Vista and 7); more is recommended, especially if recording audio.

➔ A sound card and a microphone is required if recording audio.

➔ A minimum of one serial (COM) port or USB to Serial adapter (consult with technical support for recommended brands) with one available USB port.

➔ A minimum of one printer (LPT or USB) port.

➔ A mouse.

If you're not sure whether your computer meets minimum requirements, look at the specifications in the manual that came with the computer, have a local computer technician look at it, or call Cheetah International's technical hotline for assistance.

2.2 Downloading and Installing

2.2.1 Downloading

Before you install SmartCAT, you must download the installer from the website.

1) Go to http://www.cheetahinternational.com/English/Support/Downloads.php

2) Choose the appropriate installer and click on the link provided.

3) Fill out the information on the Restricted Access page.

4) Click Get File.

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http://www.cheetahinternational.com/English/Support/Downloads.php


5) Choose whether you want to Run or Save the installer from the website. (Figure 1)

If you choose to save the file (which is helpful if you want to install SmartCAT on a second computer, or if you want a copy of the installer in case you need to reinstall later) you need to specify where you want it to go.

We recommend saving the file to your Desktop for easy access.

2.2.2 Installing

You can install SmartCAT from a CD obtained from Cheetah International, Inc. or from a downloaded installer file obtained from the website (see Section 2.2.1).

From CD

Insert the CD into your CD/DVD drive. The SmartCAT installer should auto-start and the Installer Splash Screen will display. Move on to the License Agreement section on the next page.

From Download

When the installer has finished downloading, the Orange Cheetah Icon will appear wherever you have saved it. Double-click this icon to run the installer. (Figure 2)

If you chose to 'Run' the installer before downloading, it will start the install process as soon as it has finished downloading.

In Windows XP®, you will receive a Security Warning once you run the installer (Figure 3). If you have downloaded this file from the Cheetah International website, or are running a program from a CD you received from Cheetah International, then it is safe to select 'Run'. Otherwise, exercise caution.

In Windows Vista®, the User Account Control is designed to prevent unauthorized programs from accessing your computer. When you run the installer, you may see this screen.(Figure 4)

When this prompt appears, the rest of your screen will dim and become unusable. you must click an option to continue.

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Figure 3: Installer Security Warning

Figure 1: Security Warning

Figure 2: SmartCAT

Installer Icon


If you have downloaded this file from the Cheetah International website, or are running a program from a CD you received from Cheetah International, then it is safe to select 'Allow'. Otherwise, exercise caution.

Installer Splash

The first screen to appear is the Installer Splash Screen. (Figure 5)

License Agreement

After the splash screen, the EULA screen will automatically appear. Please read the license agreement, then click the I Agree button to continue. (Figure 6)

Components

Here you can specify whether or not you want desktop shortcuts. You can also choose to install the PDF creator (see Section 12.4) and/or WordNet (see Section 12.6).(Figure 7)

Install SmartCAT, Copy Extras

Installs SmartCAT and will copy the support files for the extra utilities such as WordNet and PDF995.

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Figure 4: Windows® Vista User Account Control

Figure 7: Components

Figure 5: Cheetah Installer Splash

Figure 6: License Agreement


Install SmartCAT, Copy and Install Extras

Installs SmartCAT and the extra utilities such as WordNet and PDF995.

Install SmartCAT, No Extras (Lightweight)

Installs SmartCAT only.

Custom

Allows you to pick and choose which features you want to install or copy.

Release Notes

New features and changes to the SmartCAT software are listed here. If you would like, you can read through them. If you choose not to read the release notes now, they are included in the help file for future reference. Click “Cool! Next >” to continue. (Figure 8)

Destination Folder

Click on the Install button to actually install the program. This will install SmartCAT to the default folder. It is strongly advised that you install SmartCat to the default folder. (Figure 9)

If you have chosen to install the extras, they will now begin their own install process. Follow the prompts for each.

Install Complete

When the installation has complete the installer will say, “Completed”. Click Close to finish the installation (Figure 10).

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Figure 9: Install Destination Folder

Figure 10: Install Complete

Figure 8: Release Notes


2.2.3 Installer Features

The SmartCAT Installer installs several Start Menu shortcuts, including links to the Quick Start Guide, Update, and Home pages. It also creates a SmartCAT icon at the top of the Start menu, and any other SmartCAT utilities will go into this program group as well.

Icons and file associations

The installer establishes the Work Directory as a System folder with a recognizable icon that will appear throughout Windows® (in some of the smaller views it just looks like a green cheetah face).

The installer also makes a shortcut to the work directory on the Desktop. It will also remove any other SmartCAT shortcuts (e.g. SmartCAT _Beta, SmartCAT _Update, etc.), since the main SmartCAT shortcut is all you need.

Also, the installer establishes the work directory in the user's "Places Bar". Other types of SmartCAT files get their own icons as shown in Figure 13.

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Figure 11: SmartCAT in Start Menu

Figure 12: SmartCAT Icons


Send To → SC Work Directory

Send To → SC Work Directory is available from the right-click menu. Use this to copy a file from anywhere on your computer (e.g. My Documents) to your Work Directory.

SmartCAT Relocalizer Utility This can be found in C:\SmartCAT\Utils. When run, it will re-establish all of the file associations, set up the registry appropriately, set up the work directory, etc. This utility is extremely handy if you back up your SmartCAT directory and copy it onto another computer, or if you log into Windows® under a different user name.

2.3 Licensing SmartCATFollow the following steps to obtain the license key for your software:

1) Copy the Reference Code number into an e-mail.

2) Address the e-mail to [email protected].

3) You will receive an e-mail back with a License key number.

4) Copy the License key number in the box and click the OK button.

The License Key only needs to be entered once. From this point forward you can double-click on the desktop icon and run SmartCAT.

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Figure 15: SmartCAT Relocalizer

Figure 13: Icons and File Associations

License key emails are processed only during the hours of 7 AM and 10 PM mountain time, Monday through Friday.

Figure 14: Send to SC Work Directory w/ Right-Click


2.3.1 Licensing over the phone

You can register SmartCAT via the telephone if you do not have access to e-mail. Call 800-869-6986, option 2, when you are ready to enter the License Code, and we'll get you taken care of.

2.3.2 Licensing Process

1) Double-click on the SmartCAT icon appearing on the Windows®

Desktop.

2) SmartCAT automatically creates a user directory for you.

3) After creating the user directory, the SmartCAT for Windows® dialog box opens:

4) The registration screen displays two fields:

a. A 24-digit number called the registration Reference Code.

b. The second field is for the registration License Key.

5) Email the Reference Code to [email protected] or call the technical support telephone number, (800) 869-6986 x2 to receive your unique license key. Have the 24-digit number available when calling, as well as your System Number. You need both numbers for licensing and registration confirmation.

6) After registration is complete, the main menu pops up and you are ready to get started. See Section 4.2.2 for more on the main menu.

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Figure 16: Registration Screen



2.4 Uninstalling SmartCATEXTREMELY IMPORTANT!

BE SURE IMPORTANT FILES ARE BACKED UP PRIOR TO PERFORMING THE UNINSTALL PROCEDURE. ONCE THE RECYCLE BIN IS EMPTIED, FILES AND FOLDERS ARE UNRECOVERABLE.

IMPORTANT: Always read the procedures thoroughly and understand them first before performing them. Failure to read and understand all steps can result in permanent deletion of important files such as transcripts and dictionaries. Back up important files. Once the procedure is completed, Cheetah International Inc. cannot assist in recovering files that were not backed up. If you need assistance, contact Cheetah International technical support.

To permanently remove SmartCAT and the license, perform the following procedure:

2.4.1 Terminating The License

1) Open the License Manager by clicking on Setup [Alt+S] → License Manager [M].

2) Click License [Alt+L] → Terminate [T]. (Figure 17)

3) The “Terminate Products” dialog box appears. (Figure 18)

4) Click Terminate.

5) You are asked if you're sure you wish to terminate the license. Select Yes or No. (Figure 19)

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Figure 19: Terminate Confirmation Dialog

Figure 18: Terminate SmartCAT License

Figure 17: Terminate License Option

We recommend technical assistance with the termination code in order to be able to re-license SmartCAT later. Call the technical support hot line at 1-800-869-6986 x2.


6) A second window appears giving you one last chance to back out. If you are absolutely sure, click OK.

7) A third window appears with a 40-digit termination code. Call or e-mail Technical Support and give us this number. We will confirm and record the license termination. This is required should you desire to re-license SmartCAT on the same computer or if you install SmartCAT on another computer. (Figure 20)

8) Click OK and the license is permanently terminated. SmartCAT will not run on this computer unless a new license code is generated.

2.4.2 Removing SmartCAT From The Computer

1) Be sure SmartCAT is not running. If it is, save and close any open transcripts or dictionaries.

2) Make backups of your working directories. (During uninstall, the uninstaller will move your work directory to the desktop, just in case you need the files for later.)

3) At the Windows® Desktop, click Start [Windows Key] → Settings [S] → Control Panel[C] (or Control Panel from the XP-Style Menu) In the Control Panel , double-click the Add/Remove Programs icon. (Figure 21)

4) Scroll through the list of programs until you see SmartCAT.

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Figure 21: Control Panel In Category View

Figure 20: Termination Code Dialog


5) Click Remove. (Figure 22)

6) Follow the directions to remove SmartCAT.

7) Once SmartCAT is removed, close the Control Panel.

2.5 Moving a license between computersSource computer: The computer that currently has the active SmartCAT license on it.

Destination computer: The computer to which you would like to move the license.

Example: You are using SmartCAT on your desktop computer at home, and you want to temporarily transfer your license to your laptop so you can take it to work. In this case, the source computer is your desktop computer, and the destination computer is your laptop.

1) Ensure that SmartCAT is installed on the Destination computer. When you double-click the SmartCAT icon, you will get a pop-up screen with a 24-digit reference code and a space for a license key. Carefully write down the 24-digit reference code and double-check it, but leave the window open. (Figure 23)

2) Take the reference code to the Source computer. Ensure that SmartCAT is not running. Run the Sheriff License Administrator (Start [Windows Key] → All Programs [P] → SmartCAT [S] → License Tools [L then Enter]). (Figure 24)

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Figure 24: Sheriff Administrator

Figure 23: Move License Registration

Figure 22: Add or Remove Programs Dialog

Uninstalling SmartCAT using the Add/Remove procedure does not remove your folder of files. It only removes the SmartCAT program. Your files are left intact.


3) Click License [Alt+L] → Move [M]. (Figure 25)

4) Select the proper software from the list under “Product Name”. (There is most likely only one, and it is most likely labeled “SmartCAT for Windows”). Click the Move button. (Figure 26)

(Note: 'licence' is spelled that way intentionally, as Sheriff is a Canadian program.)

5) A new window will pop up. You will be prompted to enter the 24-digit reference code from the Destination computer. Carefully enter it and click Generate. Carefully write down and double-check the 40-digit License Key that is now displayed. After this point, SmartCAT will no longer be operational on the Source computer. Leave the window open until you are certain the process is completed successfully.

6) Return to the Destination computer and enter the 40-digit license key in the proper box. Double-check it, and then hit OK. SmartCAT will now be operational on the Destination computer. To switch the license back to the first computer, simply repeat the process switching the Source and Destination computer.

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Figure 27: Move License Reference Code Dialog

Figure 25: License Move

Option

Figure 26: Move Licence Dialog

CHAPTER 3 CONFIGURING SMARTCAT

CHAPTER 3

Configuring SmartCAT

You must configure and set up SmartCAT in order to work efficiently. Important items such as the steno writer you use and the port it’s connected to, if you output to a CIC (Computer Integrated Courtroom) program such as CaseView®, and style sheets are just a few of the items you need to consider.

The following pages describe many of the items requiring set up prior to using SmartCAT for the first time.

Style Sheets have many options to set and require a chapter of their own. Chapter 5 covers Style Sheets in detail.

In This Chapter...

3.1 Your Steno Writer ......................................................................................................... 18 3.2 The Setup Menu ............................................................................................................ 18 3.3 Printer Setup ................................................................................................................. 20 3.4 WordNet Setup .............................................................................................................. 21

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3.1 Your Steno WriterSince you'll probably be using a steno machine to write the raw notes into SmartCAT, you want to set it up first thing.

To start a Realtime session, SmartCAT must know the type of steno machine you use and where it is connected to your computer.

Your computer may also have an interface port known as a Universal Serial Bus (USB). The USB port could be in addition to the serial ports, or may have replaced the serial ports altogether on the latest computers. If so, it may be possible to use the USB port with an adapter in order to use the steno machine.

If you’re using Windows® XP/Vista/7 with a newer computer, you may not have any serial ports available. You must use a USB adapter to provide the necessary connection for your steno machine. Realtime is covered in depth in Chapter 8.

Some computers (mostly laptops) also use another type of port, the PCMCIA. Adapters that fit into this port look like thick credit cards. Adapters are made for many types of connections. If you need a PCMCIA port adapter card, be sure it has the type of connection that interfaces with your steno machine. Some newer laptops come with an Express card slot instead of PCMCIA. Be sure you know what your computer will have if you are considering purchasing a new laptop.

It is best to confirm the type of ports available on your computer, and especially if you're going to purchase a new computer. If you are unfamiliar with computer ports, check with your local computer dealer to determine the best solution for your situation.

3.2 The Setup MenuClick on Setup [ALT+S] at the job menu to access the Setup drop-down menu.

To select an option in Setup, click on the option you want or press the underlined letter for the option.

3.2.1 E diting Prefs

Set your editing preferences, column display and color settings here. This is covered in depth in Section 9.2.

3.2.2 Edit Speaker Ids

This is where you can store Speaker ID information for your Speaker ID tokens. This is covered in depth in Section 11.9.14.

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Figure 28: Setup Menu


3.2.3 S peller

Set your Spellcheck options here. This is covered in depth in Section 9.22.5.

3.2.4 A udio

Set your audio recording / playback options here. This is covered in depth in Section 8.14.

3.2.5 R ealtime Options

This is where you setup your steno machine to work with Realtime, setup Realtime output, set your RealEdit™ dictionary and more. This is covered in depth in Section 8.3.

3.2.6 T heory Settings/Translation Options

This is where you change how SmartCAT translates strokes according to particular Realtime steno. This is covered in depth in Section 8.7.

3.2.7 N umber Formatting

Numbers can be formatted according to whichever of these number formats is “active.” Number formats are “activated” either by stroking special number formatting tokens, or automatically when certain “trigger” words are translated. This is covered in depth in Section 8.8.

3.2.8 H otkeys

Hotkeys are written as a series of keystrokes. When SmartCAT executes a hotkey, it does so exactly as though you had pressed that sequence of keystrokes on your keyboard. SmartCAT provides you with a list of default hotkeys which you can use, or you can create new hotkeys to meet your specific needs. This is where you would view and edit your hotkeys. They are covered in depth in Section 9.5.2.

3.2.9 Turbokeys

Turbokeys let you edit your transcripts while keeping your hands on the keyboard's home row, without frequently using the [Alt] or [Ctrl] keys. This is where you would view and edit your Turbokeys. They are covered in depth in Section 9.5.1.

3.2.10 License Manager

The license manager is a tool that is able to move or terminate your SmartCAT license. It is highly recommended that you avoid using this tool without the guidance of a Cheetah International support technician.

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3.2.11 L ogging

SmartCAT contains a logging feature which can aid in the event of an unexpected program crash or error. This menu option toggles exactly how detailed a record SmartCAT keeps of its own processes. Usually, this should be set to Normal. Do not alter this unless otherwise instructed by a Cheetah International support technician.

3.3 Printer Setup

3.3.1 Printer Installation

➔ Follow the manufacturer's installation instructions for your printer. This is very important. If you do not follow these instructions, your printer may not function correctly.

➔ Most printers these days connect to your computer via a USB cable. Older printers are usually connected with a parallel cable. Check your printer's documentation to see which connection your printer uses.

➔ After installation is complete a printer icon will be added to your Printers folder and it will become usable.

Printer Drivers

Print Drivers are the software that control an installed printer. Each make and model of printer may have its own unique set of print drivers. Print Drivers allow your Windows® programs, such as SmartCAT, to work with your printer. Because the print drivers handle the communication between a program and the printer, programs can interact with a variety of printers. With SmartCAT, any printer can be used. The previous statement is made in general. Cheetah International has not tested every make and model of printer with SmartCAT. Cheetah International makes no warranty either specific or implied about the use of any printer with any version of SmartCAT.

Specify a default printer

To open the Printers folder in Windows XP®, click on the Start button, point to Settings, and then click on the Printers menu option. A check mark appears in the upper left corner of a printer icon in the Printers folder. If you have more than one printer installed on your computer, the icon with the check mark is the default printer being used by SmartCAT and your other Windows® programs. To change the default printer (if you have more than one installed) right-click the printer you want to use as the default printer, and from the pop-up shortcut menu, click the Set as Default Printer menu option.

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Some printers do not come with the necessary cables and you may need to buy them separately.

Should you have a specific problem installing your printer, please contact your printer manufacturer for assistance.


Printing transcripts, a concordance, a keyword index, or to a PDF is covered in depth in Chapter 10.

3.4 WordNet SetupSome versions of the SmartCAT installer include the 2.1 version of the WordNet installer as a convenience, so you may already have it installed. If you do not have WordNet installed, you can run the installer located on your computer here: C:\SmartCAT\Util\Wordnet or you can download it from Princeton's website at:

http://wordnet.princeton.edu/obtain

You will need to download the current version of WordNet 2.1 for Windows® and install it from there. Please be sure to read the license agreement when you install WordNet.

Information about using the WordNet Dictionary Lookup Tool is covered in Section 9.23.

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CHAPTER 4 GETTING STARTED

CHAPTER 4

Getting Started

It is important to familiarize yourself with SmartCAT and gain a basic knowledge of Windows®. An abbreviated introductory tutorial follows, providing a quick introduction to a few of the SmartCAT commands. It contains valuable information on using the keyboard and mouse, and general information that is useful as you begin using SmartCAT. Check out Chapter 15 for general Windows® usage.

In This Chapter...

4.1 The Transcription Process ........................................................................................... 24 4.2 Elements in SmartCAT ................................................................................................ 25 4.3 Managing Files .............................................................................................................. 48 4.4 Exiting SmartCAT ........................................................................................................ 52

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4.1 The Transcription ProcessAlthough SmartCAT is a comprehensive CAT (Computer Aided Transcription) software package, the primary function is to assist in the editing and production of finished transcripts from your electronic steno notes.

Transcription from start to finish is a basic, four-step process:

Reading Notes

First, copy your electronic steno notes from your writer onto your computer’s hard drive. This moves your steno notes to a place where SmartCAT can quickly and easily work with them. It also converts the steno notes to a format SmartCAT works with. Reading notes files is explained in more detail in Chapter 7.

In order to read in your steno, SmartCAT must know what type of writer the notes are from. This tells SmartCAT what format the notes are in, and what the notes must be read from (e.g. floppy diskette, flash card, or SD card).

Translating Notes

Once you read your steno notes into the computer, you will need to translate them into English. Translating (transcribing) is the process of converting steno notes to English text. A detailed explanation of translating notes is found in Section 7.4.

To translate notes, you need a permanent (main) dictionary assigned in a style sheet. For more information on dictionaries, refer to Chapter 11. If you do not have a dictionary already created, creating a new dictionary is explained in Section 11.3.

Editing

Once you translate the notes, you must edit the English transcript to resolve conflicts, define untranslated steno, enter litigants' names, correct mis-strokes, etc. The Transcript Editor is explained in full detail in Chapter 9.

Output

When you finish editing the text of a transcript, you will probably want to either print it out or export it as an ASCII or PDF. This is generally the final step in the process of transcription. Printing transcripts is explained in detail in Section 10.4. Exporting is also explained in this chapter, in Section 10.6.

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4.2 Elements in SmartCATThis chapter describes some basic concepts behind SmartCAT to help you get started. A Windows® overview can be found in Chapter 15.

4.2.1 Starting SmartCAT

To run SmartCAT from the desktop, locate the SmartCAT icon appearing on the Desktop or click Start [Windows key] → Programs [P]→ SmartCAT [S]. (Figure 29)

4.2.2 The SmartCAT Main Menu

When you run SmartCAT, the first screen to appear is the main menu. You can disable this screen- then you would go straight to the job menu. Here you can access SmartCAT’s main functions.

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Figure 30: SmartCAT Main Menu

Figure 29: SmartCAT

Icon


Job Menu

Selecting "J" or clicking the Job Menu button from the main menu will take you to your job menu (Figure 31). If you would like to change the foreground or background color of the job menu, go to the Editing Preferences (Section 9.2.3 ).

Realtime

Selecting "R" or clicking the Realtime button from the main menu will create a new job so that you can begin Realtime.

Files in Work Directory

Selecting "W" or clicking the Work Directory button from the main menu will open up your work directory as a Windows® Explorer folder. This is useful, for instance, if you wanted easy access to all your SmartCAT files to archive them to a CD.

Help!

Selecting "H" or clicking the Help button from the main menu will open up the SmartCAT help file.

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Figure 31: Job Menu


Dictionary

Selecting "D" or clicking the Dictionary button from the main menu allows you to edit into a dictionary.

Import Notes

Selecting "I" or clicking the Import Notes button from the main menu opens up a window to import notes from your writer.

Style Sheet

Selecting "S" or clicking the Style Sheet button from the main menu opens a list of your style sheets.

Quick Start Guide

Selecting "Q" or clicking the Quick Start Guide button from the main menu opens the included SmartCAT Quick Start Guide.

Do Not Show Main Menu on Startup

Selecting this check box will make SmartCAT, on subsequent openings, skip the main menu and go directly to the job menu. This disables the main menu only at startup . You can always access the main menu’s functions by pressing [F10] from the job menu.

If you are already accustomed to SmartCAT opening straight to the job menu, you might want to check this option. If you have fond memories of the TurboCAT startup screen, try the main menu out for a few days. You might find it makes you more productive!

4.2.3 The SmartCAT Job Menu

The job menu is essentially a listing of all the SmartCAT transcripts that are in the current working directory. In addition to editing into a job from here, you are able to move, copy, rename, delete, mark complete, etc..

The job menu also shows any job dictionary assigned to each transcript, the number of pages and steno notes, which style sheet each job is using, the date the job was created, the date the job was last edited, whether or not the transcript has an audio file, and the date the job was marked complete.

Job Menu options are available in Editing Preferences [Ctrl+Q]:

Editor Tab

• Use check boxes to select jobs on the job menu

• Make grid lines invisible

Columns Tab

Here you can select which job menu columns you'd like to show/hide.

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Colors

• Near the bottom of this list you can set the text and background color of your job menu.

Job Menu Actions

You can select several jobs to perform an action on (copy, mark Complete, etc.). If you have the "check boxes" option set in the Editing Preferences, you can use those. Otherwise, you can hold down the Control key and click on multiple jobs, following the Windows convention. You can also, of course, use the arrow keys and the space bar instead of the mouse.

These actions can be executed with their keystrokes, through the right-click context menu, or by going to File [Alt+F] → Job Menu Actions [U].

• Import Notes [Ctrl+I]

• New Job [INS]

• Select/Unselect Job(s) [Ctrl+Space]

• Remove Selection [ESC]

• Select All Jobs [Ctrl+Shift+A]

• Edit Job [ENTER], [Ctrl+E]

• Translate Job [Ctrl+T]

• Rename [Ctrl+R]

• Job Dictionary [Ctrl+J]

• Job Properties [Ctrl+P], [Ctrl+Enter]

• Delete Job(s) [DEL]

• Move Job(s) to Folder [Ctrl+M]

• Copy Job(s) to Folder [Ctrl+C]

• Send jobs to a CD/DVD [Ctrl+S]

• Mark Job(s) Complete [Ctrl+K]

• Unmark Job(s) Complete [Ctrl+U]

• Select All Jobs [Ctrl+Shift+A]

• Open Backup → [Ctrl+B]

• Refresh Job menu [Ctrl+W]

• Change Work Directory [Ctrl+D]

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Import Notes

This opens the Import Notes dialog so you can bring notes into a job, from what your writer had stored on a disc. See CHAPTER 7 on Reading Notes for more information.

Creating a New Job

There are many ways to create a new job. The simplest is from the Job Menu: hit the [Insert] key, type the name, and hit [Enter].

Selecting Jobs

To interact with only one job, simply use the movement keys to highlight the job you want.

To select more than one job, you can hold down the Control key while you're clicking. Alternately, you can use Control with the arrow keys, and hit the Space bar when you want to select the file you've moved to. If you decide that you don't want to work with the files you have selected, hit the Escape key to make the selection disappear. If you need to do something with all of the jobs in your work directory, hit [Control+Shift+A] to select them all.

If using the Control, Space, and Arrow keys is inconvenient for you, you can display check boxes that you can click on. You can go into the Editing Preferences to change this setting.

Editing Into a Job

To edit into a job, hit the Enter key, or hit [Ctrl+E].

Translating a Job

To translate (transcribe) a job from the Job Menu, highlight the job, then hit [Ctrl+T]. You can also right-click on the job, and select Transcribe Job from the context menu. Or, you can use the menus: click on Tools [Alt-T] → Transcribe notes [R].

See the section 7.4.2 on Transcribing Notes for more information.

Deleting or Renaming a Job

See Section 4.3 for instructions.

Job Dictionary

If you highlight a job in the Job Menu, and hit [Ctrl+J], you can add or change that job's job dictionary. Simply type the name of the new or existing job dictionary, and hit [ENTER].

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Figure 32: Job Dictionary


Job Properties

Hitting [Ctrl+P] or [Ctrl+Enter] from the job menu will open the highlighted job's job properties.

Copying or Moving a Job to Other Folders

To copy/move one or more jobs:

• Select the jobs in the job menu

• Hit Ctrl+C to copy or Ctrl+M to move

• Navigate to and select the destination folder

• Hit OK and the jobs will be copied or moved.

Sending Files to be Burned to Disc

Sending jobs to your CD/DVD burner works slightly differently. First, you must have Windows XP or higher, and you must have a CD/DVD-R drive in order to burn discs. To archive your jobs to a CD/DVD:

1. Put a blank disc in the drive, and select the jobs in the Job Menu.

2. Hit [Ctrl+S].

3. You will see a message come up near the bottom of the screen, saying you have files waiting to be written. Click on the message.

4. A Windows file browser window will appear, listing the files you've sent.

5. Click on File → Write these files to CD (or Burn to disc in Windows 7).

6. The Write (Burn) Files wizard will come up. Follow the prompts to name your disc (today's date is a good idea) and burn the files onto it.

7. It is a very wise move to write the date and contents with a felt tip pen on the CD when it's done burning. ONLY use a felt tip pen to do this.

Marking Jobs Complete

In the job menu you can mark a job complete when you are finished working on it. To do this:

• Select the job in the job menu.

• Hit Ctrl+K or Right-Click → Mark Complete.

To unmark a job complete: Select the job and press Ctrl+U. Also, you can select multiple jobs and mark them all complete at the same time.

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Retrieving Job Backups

You can retrieve a job's backup copy while in the job menu. To do this:

1) Select the job and hit Ctrl+B or click File [Alt+F] → Job Menu Actions [U] → Open Backup [B].

2) Select the backup you wish to retrieve.

3) If this backup is a good copy, you'll need to save it to your work directory over the original or as a copy. To do this:

◦ Click File [Alt+F] → Save a copy as [A].

◦ Change the Save In field to your work directory.

◦ Rename the job and click Save.

Refreshing the Job Menu

SmartCAT contains a Refresh Job Window Option under the View Menu. By selecting View [Alt+V] → Refresh Job Window [W], the menu will update the listing of job files it finds in your work directory.

You can also select it from the context menu by right-clicking on a job, or by hitting [Ctrl-W] as shown in the Job Menu's instruction panel.

This option is used most often when copying files to the Work Directory while SmartCAT is open. To save time and memory, SmartCAT only checks your work directory when it displays the Job Menu (at startup or when returning to the job menu from a job). If you copy files into your work directory while SmartCAT is running, you must refresh the Job Menu in order for your new files to appear on the list.

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Figure 34: Right-Click Job MenuFigure 33: Refresh Job Window


Changing the Work Directory

To change the current work directory, press [Ctrl+W], go to File [Alt+F] → Work Directory…[W] menu option.

The “Browse for Folder” dialog box opens.

To choose a particular directory, just click on it so that it's highlighted, and then click [OK]. If you click Cancel or hit Escape, SmartCAT will automatically take you back "home" to your default work directory. We call this the "ruby slippers trick".

Multiple Job Select

You can select several jobs to perform an action on (copy, mark complete, etc.). If you have the "check boxes" option set in the Editing Preferences you can use those, otherwise you can hold down the Control key and click on multiple jobs, following the Windows convention. You can also, of course, use the arrow keys and the space bar instead of the mouse.

Job Menu Instruction Panel

The instruction panel displays the actions available to you while in the job menu. You can show/hide this panel by hitting the “/” key or going to View [Alt+V] → show/hide instruction panel [I]. Options displayed in this panel vary depending on the job menu check box setting in the editing preferences.

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Figure 35: Work Directory

Figure 36: Browse for Work dir


4.2.4 The Title Bar

The screen provides a lot of information at a glance. First is the Title Bar. The title bar tells you the working directory and transcript you currently have open.

The title bar indicates the currently working directory and transcript if one is open for editing. Changing to a different working directory will change the title bar. You can use this to know exactly where you are currently working on the computer. If you are editing a transcript, and changes have been made that haven't been saved yet, there will be an asterisk (*) just after the file name. If you have a dictionary in use (e.g. for making globals), that will also be noted.

4.2.5 The Menu Bar

Below the title bar is the menu bar. The menu bar provides access to the SmartCAT menu commands. The standard menu bar options are:

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Figure 38: Menu Bar

Figure 37: Title Bar


File Edit ViewLeft click on this to work with directories, open, close, save, and print files.

Presents you with the various functions for use while editing transcripts, notes, and/or dictionaries.

Change how the transcript is viewed on the screen.

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Figure 39: File Menu

Figure 40: Edit Menu

Figure 41: View Menu


Dictionary Realtime AudioCreate new dictionaries, edit, merge, remove entries and more.

Stop and start Realtime. Control Audio functions (play, record, etc.) and setup audio options.

Tools Setup HelpSeveral items here to import files, unarchive, redact, run SpellCheck, and much more.

Many options to set your preferences, including Realtime setup.

A help guide to assist in answering many of your questions.

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Figure 42: Dictionary Menu

Figure 43: Realtime Menu

Figure 44: Audio Menu

Figure 45: Tools Menu

Figure 46: Setup Menu

Figure 47: Help Menu


4.2.6 The Format Toolbar

The format toolbar presents you with icons to make it easy to perform several functions while editing the transcript.

While editing in the transcript, select text using the mouse or keyboard, then click on one of the icons to quickly execute the function.The format icons are:

Open Job

Opens your current directory to select a job.

Save

Saves your current job.

Print

Prints the job with your default print settings ignoring redactions.

Print with Redaction

Prints the job with your default print settings while concealing redactions.

New Job

Creates a blank job.

New Dictionary

Creates a blank dictionary.

Open Dictionary

Opens your current directory to select a dictionary.

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Cut

Represented by the scissors icon. This icon cuts text out of the transcript and places it on the Windows® clipboard for later use using the Paste feature.

Copy

Copies the selected text into the clipboard for later use with the Paste feature.

Paste

Copies the text put into the clipboard into a new location.

Bold

Makes the selected text bold. Selecting the text again and clicking on the Bold icon again changes the text back to normal.

Italicize

Italicizes selected text. Selecting again changes text back to normal.

Underline

Selected text is underlined after clicking on this icon. Clicking it again normalizes the text.

Redaction Pen

Turns the cursor into the redaction pen, so you can select text to be redacted. More info found in Section 9.14.11 .

The next three icons are used to change paragraph alignment:

Left Justified

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Makes text line up on the left side of the paragraph.

Centered

Makes the text centered within the margins of the transcript.

Right Justified

Makes text line up on the right side of the paragraph.

The last three icons give you a quick way to find and/or replace text:

Find

Type text to search for in the dialog box, then choose options on how to search, such as case sensitive, top to bottom, etc.

Find Next

Continue searching for the text specified when you performed the find function.

Replace

Search for, then replace text by in the text you wish to find in the first dialog box, then replace with text typed into the Replace dialog box.

The last four buttons and the bar at the end are audio controls for use with recording and playing back audio from Realtime:

Play

To start an audio playing while edited into a transcript, the cursor can follow along with the audio if the tag-along option is enabled. Pressing play while audio is playing will cause it to stop.

Stop

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To stop audio from either playing or recording.

Pause

To temporarily pause audio from playing or recording.

Record

To start audio recording while Realtime is running.

Microphone volume level

This bar will move up and down to show that SmartCAT is receiving input from the microphone. The bar will turn from gray to colored when the record button is pressed.

4.2.7 Status Bar

When a transcript is open, the status bar appears at the bottom of the transcript edit screen. The status bar provides a lot of information about the current transcript loaded in the edit window:

➔ The Page, Line, and Column numbers the cursor is currently positioned at and the total number of pages and lines in the transcript (ABS stands for “absolute”).

➔ The Steno stroke the cursor is currently on and total number of strokes in the transcript.

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Figure 51: Strokes Current/Total

Figure 50: Absolute Page Current/Total

Absolute Line Current/Total

Figure 49: Page Number Line Number Current/Total

Figure 48: Status Bar


➔ If timecodes are available for the current word.

➔ If Realtime and/or Audio Recording are running.

➔ Current typing mode (Turbokey, Insert, or Typeover) and current character number the cursor is on. (the cursor will also change depending on which typing mode is the current one)

4.2.8 Using The Mouse

Another feature of SmartCAT, not available with TurboCAT, is the ability to use the computer mouse.

The mouse allows you to "click" on menus, options, etc. without having to use multiple keystrokes on the keyboard. The mouse may have two or three buttons on top which are tapped to execute specific functions and commands. To use the mouse, rest it on a flat surface or a mouse pad and your wrist resting on the desk surface. Put the palm of your hand over the mouse with your index and middle fingers resting lightly on the mouse buttons. As you move the mouse on the flat surface, a corresponding pointer moves on the computer screen.

When using the mouse, there are some terms you need to understand:

➔ Point - positioning the mouse arrow or pointer over the specific command, button, or icon.

➔ Click - tapping one of the mouse buttons.

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Figure 52: Job Time/Audio Time Figure 53: No Time codes

In the case of a laptop, the "mouse" may be a flat pad somewhere on the keyboard. To move the pointer, you lightly move your finger on the flat pad surface. In some cases, tapping on the flat pad performs the same function as left clicking, while other keyboards have separate buttons near the pad to tap. Check your computer manual for the correct operation of the mouse.

Figure 54: RT and REC in Status Bar

Figure 55: Typing Modes in Status Bar


➔ Left-Click - tapping once on the left mouse button. Used interchangeably with Click.

➔ Right-Click - tapping once on the right mouse button.

➔ Double-click - tapping twice on the left mouse button.

➔ Drag - pressing and holding the mouse button while moving the pointer to a specific location, then releasing the button.

The mouse pointer changes appearance, depending on the function being performed and where the pointer is positioned.

4.2.9 Dialog Boxes

A dialog box contains one or more of the following elements: text boxes, list boxes, check boxes, option buttons, spin boxes, and command buttons.

Some dialog boxes provide a set of options. These options are contained on separate tabs. For example, the Job Properties dialog box contains a tab at the top of the dialog box with the word Page on it. To the right of that tab are several more tabs; Margins, Header/Footer, Boxes/Lines, Text, and Dictionaries. To make a tab active using the mouse, position the arrow pointer on the desired tab then click the left mouse button. If you are using the keyboard, press [Ctrl+Tab].

To choose options from a dialog box with the mouse, position the arrow pointer on the desired option, then click the left mouse button. If you are using the keyboard, press the [Tab] key to move the insertion point forward from option to option. Press [Shift + Tab] key to move the insertion point backward from option to option. When an option is selected, it will appear either in reverse video (white letters on blue background in these examples) or surrounded by a dashed box called a marquee.

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Figure 56: Job Properties Dialog


4.2.10 Text Boxes

Some options in a dialog box require text to be entered. For example, if you wish to identify the Witness and Scopist, boxes to the right of Witness: and Scopist: options in the Job Properties dialog box require you to type in the names of the Witness and Scopist, respectively. In a text box, you key text or edit existing text. Edit text in a text box in the same manner as normal text. Use the left and right arrow keys on the keyboard to move the insertion point without deleting text, and use the Delete key or Backspace key to delete text.

4.2.11 List Boxes

Some dialog boxes, such as the Open dialog box, may contain a list box.

To make a selection from a list box with the mouse, move the arrow pointer to the desired option and click the left mouse button. Some list boxes may contain a scroll bar. This scroll bar is used to move through the list if there are more files in the last than what the list box can appear at one time. To move through the list, position the arrow pointer on the up or down scroll triangle and hold down the left mouse button. You can also move the scroll bar up or down by clicking and holding the left mouse button down on the scroll bar and moving the mouse forwards or backwards.

To select a file from the list with the keyboard, move the insertion point into the box by holding down the Alt key and pressing the underlined letter of the desired option. Press the up and/or down arrow keys on the keyboard to move through the list.

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Figure 57: Open Dialog


4.2.12 Drop-down boxes

In some dialog boxes where there is not enough room for a list box, list of options are inserted in a drop-down list box. Options that contain a drop-down list box appear with a down-pointing triangle. For example, the Open dialog box in Figure 58 contains the drop-down list for locating a directory. To display the list, click the down-pointing triangle to the right of the “Look in:” box. If you are using the keyboard, press [Alt+I], then press the down cursor key.

4.2.13 Check Boxes

Some dialog boxes contain options preceded by a box. A check mark may or may not appear in the box. The Editing Preferences dialog box in the Setup Menu is a good example, showing a variety of check boxes. If a check mark appears in the box, the option is active (turned on). If there is no check mark in the check box, the option is inactive (turned off). Any number of check boxes can be active. For example, in the Editing Preferences dialog box, you can insert a check mark in any or all of the boxes and those options will be active. To make a check box active or inactive with the mouse, position the tip of the arrow pointer in the check box, then click the left mouse button. If you are using the keyboard, press Alt + the underlined letter of the desired option.

4.2.14 Option (Radio) Buttons

In the Job Properties dialog box, the options for Page Number Position are preceded by option (radio) buttons. Only one option button can be selected at one time. When an option button is selected, a dark circle (bullet hole) appears in the button. To select an option button with the mouse, position the tip of the arrow pointer inside the option button, then click the left mouse button.

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Some check boxes do not have an underlined letter. In those cases, you can use the mouse or the space bar to check or uncheck the box.

Figure 59: Radio Buttons

Figure 58: Drop-down list for "Look in:"

4.2.15 Spin Boxes

Some options in a dialog box contain measurements or numbers that can be increased or decreased. These options are generally located in a spin box. For example, the Boxes/Lines dialog box contains a variety of spin boxes. To increase a number in a spin box, position the tip of the arrow pointer on the up-pointing arrow to the right of the desired option, then click the left mouse button. To decrease the number, click the down-pointing arrow.

4.2.16 The Context Menu

While in the editor, another menu is available, the context menu.

A context menu is a menu which gives you options. Depending on where you bring it up, you can bring up the context menu you in one of several ways:

➔ You can right click. For example, right clicking on text brings up the text context menu. (Figure 64) Right-clicking in the Job Menu brings up options for that job.

➔ Right-clicking on steno notes in the window brings up the steno notes context menu. (Figure 62)

➔ You can also bring up a context menu with the menu key. (Figure 61)

This key can also be assigned to a Turbokey with <MENU> or as part of a Hotkey with ®<MENU>. For example, you could assign it to the H key to resemble TurboCAT “Home” menu functionality.

Menu Button Display Options

You can have the menu button set to bring up one of two menus while in the editor, one is the SmartCAT context menu (Figure 64) the other is a 'TC “Home” menu' (Figure 63) which brings up a replica of the home menu from TurboCAT. Set the desired menu in Editing Preferences covered in Section 9.2.1 . This option does not effect what happens when you use the mouse to right click in the document, only what happens when you press the menu key, or when you press a Turbokey or Hotkey with the menu token in it.

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Figure 62: Notes Context Menu

Figure 61: Context Menu

Key

Figure 60: Spin Box Example

Figure 63: TC Home Menu

Context menu options:Copy [C], Cut [T], Paste [P]

These perform the same operations as the C, X, and V Turbokeys. Note that Copy and Cut are only available if you have text selected.

Delete [D]

This deletes selected text as if you had pressed the <DELETE> key. This option is only available with text selected.

Add Header [H] (or Footer [F]) starting here

These options will bring up the 'add new header' or 'add new footer' window with the current page selected (does the same thing as [F11] or [F12]).

Para Format [A]

This will bring up the paragraph formatting option allowing you to override the indentation or other paragraph attributes (e.g. line spacing) for the current paragraph (same as the menu option under Edit).

Page Number Format [N]

This will allow you to start or stop renumbering pages, starting on the current page (same as the menu option under Edit).

Insert index entry [E]

Creates a new index entry from the currently highlighted/selected text (same as Edit[Alt+E] → Index[X] → Insert Entry[I])

Insert Index Mark [M]

Creates a location mark in in the transcript which lets SmartCAT know where to put indices when building them. Same as Edit [Alt+E] → Index[X] → Insert Mark[M].

Create Bookmark [B]

Bookmarks the currently highlighted/selected text (same as [F4]).

Spell Check This Word [K]

Spell checks the currently selected word(s). This is the same as pressing [Alt+F9].

Change Paragraph Type [G]

Allows you to select a different paragraph type for the current paragraph.

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Figure 64: Context Menu


4.2.17 Choosing Commands

In SmartCAT, several methods are used to choose commands. A command is an instruction that tells SmartCAT to do something. You choose commands using one of the following methods:

➔ Click a toolbar button with the mouse.

➔ Choose a command from a menu.

➔ Use shortcut keys.

➔ Use a shortcut menu.

Choosing Commands On Toolbars

SmartCAT provides several toolbars containing buttons for common tasks. Generally, toolbars are visible unless your system is customized. The first toolbar is the Menu toolbar. There are no icons in this toolbar, only text. Clicking on each word opens a drop-down menu.

The toolbar below the Menu toolbar is called the Standard toolbar. Beneath the Standard toolbar is the Formatting toolbar.

To choose a command from a toolbar, position the tip of the arrow pointer on a button, then click the left mouse button. For example, to print the transcript currently loaded in the transcript edit screen, position the tip of the arrow pointer on the Print button on the Standard toolbar then click the left mouse button.

Choosing Commands On The Menu Bar

The menu bar at the top of the SmartCAT screen contains a variety of options you can use to format a SmartCAT transcript or complete file management tasks. SmartCAT features are grouped logically into options that appear on the menu bar. For example, features that allow you to work with transcript files are grouped in the File option. Either the mouse or the keyboard can be used to make choices from the menu bar or make a choice at a dialog box.

To use the mouse to make a choice from the menu bar, move the pointer to the menu bar. Position the tip of the arrow pointer on the desired option then click the left mouse button.

To use the keyboard, press the Alt key to make the menu bar active. Options on the menu bar appear with an underline below one of the letters. To choose an option from the menu bar, key the underlined letter of the desired option, or move the insertion point with the left or right arrow keys to the option desired then press Enter. This causes a drop-down menu to appear. For example, to display the File drop-down menu using the mouse, position the arrow pointer on File on the menu bar, and then click the left mouse button. To display the file drop-down menu using the keyboard, press and hold the Alt key and F key on the keyboard for File.

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Choosing Commands From Drop-Down Menus

To choose a command from a drop-down menu with the mouse, position the arrow pointer on the desired option, then click the left mouse button. Drag the arrow pointer to the desired option, then click the left mouse button. To make a selection from the drop-down menu from the keyboard, press the Alt key then key the underlined letter of the desired option. At the drop-down menu, click the underlined letter of the desired option. If you

want to close a drop-down menu without making a choice, click in the transcript screen outside the drop-down menu; or, press the ESC key twice.

Some menu options may be grayed out (dimmed). When an option is grayed out, it is currently not available. For example, if you choose the Edit option from the menu bar, the Edit drop-down menu appears with several grayed out options including Undo and Find. If text is selected before the Edit drop-down menu is displayed, these options are available and appear in black.

Some menu options are preceded by a check mark. The check mark indicates that the option is currently active. To make an option inactive (turn it off) using the mouse, position the arrow pointer on the option, then click the left mouse button. To make an option inactive (turn it off) with the keyboard, key the underlined letter of the option.

If an option from a drop-down menu appears followed by an ellipsis (…), a dialog box will appear when that option is chosen. The dialog box provides a variety of options to let you specify how a command is to be carried out. For example, if you choose File, then Open Job, the Open dialog box appears. Or, if you choose Setup, then Realtime Options from the menu bar, the Realtime Options dialog box appears.

Command Buttons

In the Page Setup box (Figure 65), the boxes at the bottom of the dialog box are command buttons. A command button is used to execute or cancel a command. Some command buttons appear with an ellipsis (…). A command button appearing with an ellipsis will open another dialog box. Most dialog boxes have an OK and Cancel button to accept or cancel any changes, respectively. To choose a command button with the mouse, position the arrow on the desired button, then click the left mouse button. To choose a command button with the keyboard, press the Tab key until the desired command button appears with the marquee (dashed line outline) then press the Enter key.

Choosing Commands With Shortcut Keys

The left side of a drop-down menu contains a list of options. Some of the options may have shortcut keys associated with the option.

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Figure 65: Dialog With Command Buttons

Figure 66: Menu with Shortcut Keys


For example, the Shortcut Key, [Ctrl+V] in the edit drop-down menu, Figure 66 is a shortcut to paste text from the clipboard that was previously copied, (using the [Ctrl+C] shortcut key). To use the shortcut keys to choose a command, press and hold down the CTRL key, key the letter for the command, then release the CTRL key.

Accelerators

Throughout SmartCAT's menus and dialog boxes you will see certain letter underlined. These letters are known as accelerators. For menus, press the accelerator key to select that option. For dialog boxes, press Alt+Accelerator key to select the option. In (Figure 67), pressing [G] in the edit menu will open the Change Paragraph Type dialog box and pressing [A] will open the Paragraph Format dialog box.

4.3 Managing Files

4.3.1 Folders

In a paper driven office, files are kept in filing cabinets. In an ideal "paperless" office, files are kept on computers. Of course, there are no ideal offices, so offices usually have paper and computers.

Think of the hard drive as a filing cabinet with large numbers of drawers. Within those drawers are hanging file folders. Let's call those hanging files as folders. You put manila folders into the hanging file folders. Those we'll call subfolders. Finally, transcripts, concordances, indexes, and more are placed into those subfolders. These are the files.

To stay organized in a paper office, you probably have drawers for courts, law offices, or other clients. You may have hanging files, manila folders and the paper files themselves.

You can be as organized, if not better organized, using the capabilities of Windows® and SmartCAT. To work efficiently in SmartCAT, it is recommended you create working folders for your clients. When you work for a specific client, all you have to do is change to their folder. All the work you do will then be saved there, making it easier to locate important files later on.

Any valid Windows® name for a working folder is usable in SmartCAT. One folder is automatically created for you when you run SmartCAT the first time. This folder is located in C:\SmartCAT\Users\YOUR NAME, where “YOUR NAME” is your computer’s user name (which you set up when you first get your computer. If you never specified a user name, it will likely be called “owner” or “default”.)

Folders can be created anywhere on the computer hard drive; but it is highly recommended that subfolders are created within the C:\SmartCAT\Users folder. This way, it is easy to keep track of clients and jobs without hunting throughout your hard drive.

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Figure 67: Accelerator Sample


4.3.2 How to Rename a Job File through SmartCAT

1) Select/highlight a job on the job menu.

2) Go to File [Alt+F] → Job Menu Actions [U] → Rename Job File[R]. A dialog will pop up. Simply start typing the new name of the file; do not add the ".job" at the end.

3) Click OK [Enter], to complete the renaming of the job.

4.3.3 Deleting Files

To delete a file from the job menu, select the file or multiple files to delete and press [Delete] or click File [Alt+F] → Delete Job [O]. The following confirmation box pops up. (Figure 69)

Clicking Yes will delete the job file and any associated notes. The files will be placed in the Windows® Recycle Bin if later you need to recover it.

SmartCAT can also delete all associated backup files. (Figure 70)

It will also delete the associated audio file (if any). (Figure 71)

4.3.4 Creating A New Work Folder

It is easy to create sub-folders for use in SmartCAT and just as easy to use them.

1) Open the SmartCAT Work Directory. The easiest way is to double-click the “green cheetah-face” icon on your desktop.

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Figure 69: Delete Job Confirmation Dialog

Figure 68: Rename Job File Dialog

Figure 70: Delete Backups Confirmation Figure 71: Delete Audio Confirmation


2) The contents of the work directory folder will display. (Figure 72)

3) If you have “File and Folder Tasks” visible on the left hand panel, you can simply click the “Make new folder” button. Otherwise, using the right mouse button, right click in a blank white area of the right-hand pane. A drop-down list appears with several options. Click on New [N] → Folder [F]. (Figure 73)

4) The new folder is created and the name is highlighted just next to the icon.(Figure 74)

5) Type a name for the new folder- you can name it anything you wish- then press [Enter].

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Figure 72: SmartCAT Work Directory

Figure 73: Create New Folder

Figure 74: New Folder


6) Once the folder is created, start SmartCAT and change to the folder by following the directions in the following section.

4.3.5 Changing Folders

The current drive and work folder are displayed at the top of the SmartCAT window, in the Title Bar. To change folders:

1) Click on File [Alt+F] → Work Directory [W].

2) A Browse for Folder dialog box opens, listing all the folders on the current disk drive. (Figure 75)

3) Locate the folder you wish to use. Use the [+] and [-] buttons to expand and collapse folders.

4) Click on the folder, or arrow to it, to highlight it. Press OK [Enter].

5) The “Ruby Slippers” Trick: If you hit Cancel [Escape] while in the Browse for Folder dialog, you will be brought back to your SmartCAT Work Directory.

4.3.6 Sorting

After using SmartCAT for a while, your transcript list will grow larger and larger. As it grows, you may want to sort your jobs in order to locate them by certain attributes. For example, you may want to list jobs by the most recent revision date so the newest are always listed from the top down.

You can sort jobs at the job menu in several different ways:

Alphabetically

To sort alphabetically, in ascending order (a to z), click on the Name column at the job menu. To sort in descending order (z to a), again click on the Name column. The files immediately change their order.

Dictionaries

To sort jobs by job dictionaries used, ascending (a to z), click on the Dict column at the job menu. To sort in descending order, again click on the Dict column. The files change their order.

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Figure 75: Browse for Work Directory


Pages

To sort by number of pages in the transcripts, click on the Pages column. To reverse the order, click once again on the Pages column.

Notes

Click on the Notes column to sort by number of notes in transcripts. Reverse the order by clicking on the Notes column again.

Style Sheet

To sort by style sheet, click on the Style column. To reverse the sort order, click on the Style column once again.

Created On

To sort by the date jobs were created, click on the Created On column. Again, reverse the order by clicking on the Created On column a second time.

Last Revised

Click the Revised On column to sort by revised dates and reverse the order by clicking on the Revised On column a second time.

Audio

A dot appears to indicate the presence of an audio file (no dot, no audio). Sort your jobs based on whether or not they have audio files by clicking on the Audio column, and reverse the order by clicking on the Audio column again. This will group the jobs with audio together.

4.4 Exiting SmartCATWhen you finish using SmartCAT and want to exit or turn off the computer, you must completely exit the program first. To exit from the job menu, press [F10] to return to the Main Menu, then press [F10] again to exit the program. Always use Windows®' Start menu, not the power button, to turn the computer off.

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WARNING! Never turn off your computer while SmartCAT is running! Doing so could cause file corruption or damage to the program. If the program is damaged, it requires re-installation. If files are corrupted, there is a chance they may not be recoverable.

CHAPTER 5 STYLE SHEETS

CHAPTER 5

Style Sheets

In SmartCAT, there are two types of style sheets: style sheets and Job Properties. Style sheets are default settings which are copied to Job Properties when a job is first created. After its initial creation, each job retains its own unique style sheet which is called the Job Properties. Changes made to Job Properties will remain solely in the job itself. Changes made to a style sheet will not affect jobs that have already been created.

In short:Style Sheets are global, Job properties are job-specific.

If you make changes in a style sheet, it will apply to all future jobs you make with that style sheet (but not jobs you've already done). Changes to a job's Job Properties affect only the current job you're working in.

In This Chapter...

5.1 The "default" style sheet .............................................................................................. 54 5.2 Import TurboCAT Style Sheet ..................................................................................... 55 5.3 Applying Style Sheets ................................................................................................... 56 5.4 Job Properties ............................................................................................................... 56

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5.1 The "default" style sheetSmartCAT includes a style sheet template called "default". This style sheet template comes with the program and is used for Job Properties or to create other custom style sheet templates. You are not limited to the number of custom style sheet templates that can be created.

To access the "default" (or any) style sheet, click on File [Alt+F] → Open Style Sheet... [H]. Click on the name of the style sheet you want to open in the list box and click OK [Enter].

5.1.1 Creating a Custom Style Sheet

The best way to create a new style sheet (or update an existing one) is to adjust a single job and then create a style sheet from it. To do that:

1) From the job menu, double-click on the “Horse” job.

2) File [Alt+F] → Job Properties [T], or just [Ctrl+T], to bring up the Job Properties. (Figure 76)

3) (If you are creating an entirely new style sheet, you can skip this step.) Select the style sheet you'd like to change in the Active Style Sheet. Click the Apply Style Sheet to Job button. (Figure 77)

4) Adjust the Job Properties to fit your needs and tastes. Use File [Alt+F] → Print Preview [V] to view your changes as you make them. Sometimes, this will involve making a change and viewing it several times to tweak the settings just so.

5) Once the single job looks just right, bring the Job Properties back up (File [Alt+F] → Job Properties [T], or just [Ctrl+T), and click on the Save To A Style Sheet button. Make sure the correct style sheet is named in the little dialog that comes up, and click OK [Enter]. (Figure 78)

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Figure 78: Naming A New Style Sheet

Changes made to a style sheet after a job is created do not affect existing jobs using the same style sheet. Go to the Job Properties and choose the style sheet and click the Apply Style Sheet to Job button. This will reformat the transcript to reflect the applied style sheet settings.

Figure 76: Style Sheets Dialog

Figure 77: Active Style Sheet


5.2 Import TurboCAT Style SheetA useful function included in SmartCAT is importing TurboCAT style sheets. This is for previous users of TurboCAT who have upgraded to SmartCAT. The imported style sheet retains the settings from TurboCAT and can be applied to new transcripts as well as previously created transcripts in SmartCAT.

To import a TurboCAT style sheet:

1) Click File [Alt+F] → Import [M] → Import Style Sheet [S]. (Figure 79)

2) Navigate to the appropriate directory. Click on the style sheet and click Open. (Figure 80)

3) The Save As dialog box opens. Type in a name. It can be the same as the original, or you can give a new name.(Figure 81)

4) Click Save and the style sheet is saved in your SmartCAT Styles directory.

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Figure 80: Choosing The Style Sheet

Figure 79: Importing TurboCAT Style Sheets

Figure 81: Naming The Imported Style Sheet


5.3 Applying Style SheetsTo apply a style sheet to a job already created:

1) Open the job.

2) Click File [Alt+F] → Properties [T], or hit [Ctrl+T].

3) Choose the style sheet from the drop down list. (Figure 82)

4) Click Apply Style Sheet to Job and click OK [Enter].

5.4 Job PropertiesIn SmartCAT, each job contains its own style sheet, otherwise known as the Job Properties. The Job Properties are created from the default style sheet, an imported TurboCAT style sheet, or others created within SmartCAT. When a job is created, the New Job dialog box allows you to choose a style sheet. If you have created customized style sheets, you can choose from a list of them, or choose the default. You will see the name of the style sheet in the job menu.

When the job is saved, it remembers the style settings copied from the style sheet. If you have changed the Job Properties for that job, those are saved as well.

For example, when a job is created, a style sheet is associated with the job. Once the job is created, the style sheet used to create the Job Properties is listed in the job menu. The Job Properties are available for modifications to that job and do not affect the style sheet they were created from, or other jobs, even though they may have used the same style sheet.

To open the Job Properties, edit into the job and press File [Alt+F] → Job Properties [T] or [Ctrl+T]. The Job Properties open and the Information screen for the job is displayed.

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Figure 83: Jobs and Style sheets

Figure 82: Selecting A Style Sheet


To distinguish between a Job Properties style sheet or style sheet template, SmartCAT displays two types of information screens:

➔ The Info tab for Job Properties displays information for the particular job.

➔ The Info tab of a style sheet contains only the location of this template file, the default job zoom size, and the Save As button for creating a brand new style sheet.

The following pages describe setting up Job Properties. Except for the Info tab everything discussed applies equally to both style sheets and to Job Properties.

To set or change job properties from inside the transcript editor, click File [Alt+F] → Job Properties [T] or hit [Ctrl+T].

5.4.1 Job Properties Information

The Info tab on the Job Properties screen displays information about the transcript highlighted in the job menu or currently open in the Transcript Editor. You can view the location of the transcript, witnesses, scopist’s names, digital signature image, audio, a job dictionary assigned to the transcript, and the style sheet used for the transcript.

The Audio field shows the location of the associated audio file. To change/specify the location, click the […] button and navigate to the audio file. See Section 8.14 for further information.

The Image field shows the location of the electronic signature image file. See Section 9.19 for further information.

The Info tab displays information on the number of pages, word, strokes, conflicts, and untranslates in the transcript. This is also the place to add job dictionaries, change the active style sheet, make a new style sheet from these settings, and reformat a job with changes that are made in the Job Properties tabs.

To add a job dictionary:

1) Click on the arrow to view a list of dictionaries

2) Click on the dictionary you wish to use.

To change the active style sheet:

1) Click on the drop-down arrow next to the Style Sheet field to view a list of available style sheets.

2) Click on the style sheet you want to make active and click OK.

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Figure 84: Job Properties Info Tab

The job does not have to be open in the editor in order to change settings and options in the job properties.


5.4.2 Customizing Job Properties

SmartCAT provides a wide variety of options and settings to make working and printing with transcripts easier and more efficient. You can change properties associated with a job to reflect the requirements of judges, courts, lawyers and other clients.

Page Setup Screen

The page setup screen is where you set paper size, the page to begin numbering on printed pages and where the page number is located on the page. In Page setup, you:

Choose paper size

The standard business size, 8.5” X 11” is the SmartCAT default, but you can change both width and height by clicking in the spin boxes and typing new numbers to match the size of paper you are using.

Choose The Page Number

Generally, if using a cover or title page, you may want to start page numbering on page 2 and begin page numbers with the number 2. “Page number begins on page” represents the actual, absolute page number, so if you have renumbered your transcript to begin on page 100, and you want page numbers to begin printing on actual page 2 (page 101 of the transcript), then put page 2 in that box.

To change which page and the page number to begin with, click in the boxes and type the numbers you require.

Page Number Positioning

Select one of six areas (or None) to display the page number in the printed transcript.

Margin Settings

The Margin tab displays settings for margin widths, columns to display and print, and the position of the columns relative to the transcript text.

Margins

Margins are controlled by clicking in the spin boxes and typing the size of the margin (in inches) that you need for your transcript.

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Figure 85: Job Properties Page Tab

Figure 86: Job Properties Margin Tab


Margins define the boundaries within where text appears on the page. For instance, a left margin of 1.00” determines that text begins one inch from the left edge of the paper. A right margin of 1.00” means text will print no closer than one inch to the right-hand edge of the paper.

Margin sizes are determined by your specifications, the number and size of columns on the left and right sides of the text, and the amount of text in a header and footer. The difference between top and bottom margins should fall somewhere between 8.5 and 9.5. For example, if your top margin is 1.0 and your bottom margin is 1.0, then it is 11 (height of a page) minus 1 (top) minus 1 (bottom) equals 9.

Condensed margin settings are located in the Condensed Tab.

Characters Per Line

You can specify a number of how many characters per line SmartCAT will display. If the number of characters per line is too large for the page, SmartCAT will show a warning:

You can either choose to reduce the font size, reduce the left margin, or reduce the number of characters per line to make the text fit on the page.

Headers/Footers From Edge

Choose how far from the bottom or top edge of the paper for Footers and Headers to begin; the larger the number, the further from the edge. The minimum is one-tenth of an inch (a setting of 0.1).

Left/Right Margins

Determine what columns to display in the left and right margins and the position for each column.

You can choose to display Line Numbers, Absolute Line Numbers, Timestamps, or the Time Elapsed. To choose the columns, select the information you want printed from the drop-down menu. For example, you can click on Starting Timestamp in First position, then Line Number for the second position, and none for the third position in the left margin. Then choose Absolute Line Numbers for the first position, Ending Timestamps in the second position and none for the third position for the right margin.

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Figure 87: Job Properties Settings Conflict


You can also choose the interval on which the margin printing should happen with the Every field. For example, if you only wanted to print a timestamp every fifth line, you could set it to Every 5 Lines.

There are many possible combinations of positions and types of columns to display. Choose only the options you need for the transcript. If all options and columns are selected, it's nearly guaranteed that you won't like the result.

Margin Printing begins on Page

Near the bottom of the Margin tab, there is a field to set what page begins printing the margin columns. For instance, typing a "2" in the Margin Printing Begins on Page field tells SmartCAT to print the margin columns to page two and higher, and that page 1 does not get the margin columns printed on it. This is the absolute page, NOT the relative page.

Headers and Footers

Headers and Footers are easy to set up in SmartCAT. The Header/Footer screen in Job Properties shows six blank boxes where text is typed in depending on the position on the page where you want a header or footer to appear.

For example: You want a header to appear in the center top of the page and two footers to appear on the left and right sides of the page.

Type the header text in the top center dialog box, then the first footer text in left bottom box and the second footer in the right bottom box.

Use text sparingly in headers and footers, or the text could run into the transcript area of the page. To use long headers or footers, you must change the page’s margin settings. For default margins and paper size, headers and footers 3 lines long or less are recommended.

Header/Footer Begins Printing on page

This option determines what page the Headers and Footers will begin printing on. This is the absolute page, NOT the relative page.

Header and Footer Tokens

SmartCAT has the ability to use Tokens in its Headers and Footers, so that Pages, Total Pages, File Creation Date and Witness will display dynamically.

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Figure 88: Header/Footer Tab

These are accepted tokens:

$P = Current Page

$N = Total Pages

$W = Witness

$D = File Creation Date

$T = Starting Timecode

$O = Offset (elapsed time)

 and <B-> = Bold on and off

<_> and <_-> = Underline on and off

 and <I-> = Italics on and off

<SPKID1> = Speaker Ids (See Section 11.9.14)

Witness can be defined in the Info tab of the Job Properties, or when the job is created.

For the example in Figure 89, $P will be replaced with the current page number and $N with the total number of pages:

Current Page will display the relative page number, but Total Pages can only show the absolute (actual) number of total pages. If your relative page number goes higher than your total number of absolute pages, you may see something like this:

In this case, SmartCAT can only report the real total number of pages. One way you could work around this is by adding the needed number of blank pages at the end of the job (if you renumber the first page to 99, add 99 blank pages), then just don't print those pages!

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Figure 89: Header/Footer Tokens

Figure 91: Example of Relative/Absolute Page Overflow

Figure 90: Page $P of $N - Example of Token Output


Multiple Headers

SmartCAT has the ability to add many headers/footers, and to print/export those headers on line 1 of the transcript.

Adding Headers/Footers

Press [F11] for a header, or [F12] for a footer.

Or go to Edit [Alt+E] → Header [H] (footers [R]) → Add header (footer) here [A].

Or you can right-click on any page and select “Add Header (Footer) starting here”, which opens up the Add Header (Footer) dialog.

Previous header

This will show (in the little window below) whichever header is on the previous pages (depending on which Alignment button is pressed).

Alignment [Alt+L,C,R]

Choose whether to left-, center-, or right-justify your new header.

Enabled [Alt+E]

This check box will usually be on. It just means you want to use this header at this place in your transcript. Only uncheck this option if you don't want to include this particular header in the transcript.

(ABS) Start Page [Alt+P]

This is the ABSOLUTE page number where the header should begin.

New Header

Type the text of the header in this box.

Multiple lines [Alt+M]

If you need a multi-line header (up to 3 lines), check this box. It will expand the field. If you have a 'regular' header present in your style sheet/job properties, this option is disabled.

Editing Headers/Footers

To view and edit your existing headers/footers, you can go to Edit [Alt+E] → Header [H] → Edit existing header [E], or you can also access them via the setup button in the Multi-Header/Footer tab of the Job Properties.

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Figure 92: Add Header Dialog


The Setup window has columns Page, Use, and Left, Center, and Right.

The Page column indicates which page the header/footer starts on (this is absolute page number, so if you start the numbering the pages of your transcript at page 100, to start headers on page 101, you would have to select to begin on page 2).

The Use column indicates whether or not the header is active or not. The Enable/Disable Selected buttons toggle this. The above example shows that this header is currently active and will print Center aligned starting on the first page of the job.

The next three columns: Left, Center, and Right, indicate what text is entered for a left, centered, or right aligned header (or footer). You can have text for all three columns enabled at the same time, but if you have two or more of the same alignment enabled at the same time, each subsequent header will take the place of the prior headers.

It's important to note here that if you have a header aligned a certain way, then your next header is aligned differently (for example, on the right if the previous was left), it will not automatically remove the previous one (i.e., you will have both a left and a center/right header). If this isn't what you want, you will need to insert a blank header with same alignment after the previous to turn it off.

Click the Edit button to change a header (or footer) and the edit dialog box will display. (Figure 94) Here you can edit the alignment, the start page, the text, whether or not the text has multiple lines, and whether or not the header (or footer) is enabled.

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Figure 93: Multi-Header Setup


Transcript Boxes

The Boxes tab gives the SmartCAT user complete control of transcript boxes. If you are required to have a box surrounding the transcript, all you need are the measurements required by the State, Federal, or local agency. You can make boxes with single or double lines in any combination you wish. Line widths and placement are adjustable on the page and you can see how the box will print using Print Preview. Boxes for condensed printing are controlled in the Condensed Tab.

Position

In the Boxes screen (Figure 95):

Type in the number, in inches, for the sides of the box. You can also click on the spin arrows to change the position of each line.

Line Type

Choose the type of line you wish to use: None, Single, or Double. Again, choose the type of line for each side of the transcript box.

Line Weight (Thickness)

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Figure 96: Box Lines of Varying Widths/Thickness

Figure 95: Boxes Tab

Figure 94: Edit Current Header Dialog


Choose the thickness for each line of the box by either typing a number in the spin box or clicking on the up-or-down arrows to change the settings. Numbers less than 1.5 are identical; they default to 1.

Box Printing begins on Page

Set which page on which the box settings will begin printing. This is the absolute page, NOT the relative page.

Text Formatting

Click the Text tab to set text preferences.

Period Following Q&A

Choose this option to place a period after the “Q” beginning question paragraphs, and the “A” that begins answer paragraphs.

Spaces Before/After “Q”

In the first box, enter the number of spaces to precede your question symbol. In the second box, enter the number of spaces to follow your question symbol. If you have a period following your “Q,” it is counted in this setting as a space.

Spaces Before/After “A”

In the first box, enter the number of spaces to precede your answer symbol. In the second box, enter the number of spaces to follow your answer symbol. If you have a period following your “A,” it is counted by this setting as a space.

Q&A ¶ Subsequent Line Indent

Determines how many spaces to indent the second and each subsequent line of your Question and Answer paragraphs.

Colloquy ¶ 1st/Subsequent Line Indent

Determines the indent for the first line of a Colloquy paragraph. The second number is the indent of all subsequent lines for the paragraph.

Continuation ¶ 1st/Subsequent Line Indent

Determines the indent for the first line of a Continuation paragraph. The second number is the indent of all subsequent lines of the paragraph.

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Figure 97: Text Tab

Figure 96 shows double lines on top (0 thick) and left (1.5 thick), and single lines on right (1.5 thick) and bottom (0 thick).


Paren ¶ 1st/Subsequent Line Indent

Determines the indent for the first line of Parenthetical paragraphs. The second number is the indent of all subsequent lines in the paragraph.

Paren II ¶ 1st/Subsequent Line Indent

Determines the indent for the first line of Parenthetical II paragraphs. The second number is the indent of all subsequent lines in the paragraph.

Readback ¶ 1st/Subsequent Line Indent

Determines the indent for the first line of Readback paragraphs. The second number is the indent of all subsequent lines in the paragraph.

Readback ¶ Right Indent

Determines the number of spaces to indent Readback paragraphs from the right margin.

Bolded

Placing a check in this check box will bold every paragraph of that type.

Font Size

To change the font size of the transcript, click on the arrow next to font size and choose the size. The default is set to 12 and sizes range from six to fifteen.

Font Type

You can choose between Courier New, Lucida Console or DejaVu Sans Mono. This is a matter of preference. Lucida Console offers slightly darker text.

Line Spacing / Lines Per Page

Click in the drop down box to change the line spacing of your transcript. Currently, SmartCAT supports line spacing of 10 to 50 lines per page. Line spacing does not affect index spacing.

Index Spacing

Click in the radio buttons to change the line spacing in an index from single, double, or triple. Index spacing does not affect line spacing. They are independent of each other, even though both are in the same document.

Tab Spacing

Type a number in this field to tell SmartCAT how many spaces are inserted when the [Tab] key is pressed on the keyboard.

Margin Spacing

Margin spaces are set here to determine how far from the text your margin columns will appear. Spacing can be set from 1 to 99. It is recommended to keep spacing 5 or less.

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Changing font size does not affect lines per page. Also note that font size is not the same as screen display size, which is described in Section 9.2.


# Lines in Page Up/Down

This is used to determine how many lines the cursor moves when pressing the [PageUp] or [PageDown] keys on the keyboard. For example, if 12 is used as the number of lines, then pressing the [PageUp] or [PageDown] keys will move the cursor 12 lines up or down. Continuing to press the keys moves the cursor the same number of lines each time. The higher the number, the more lines the cursor will move.

Indexing

Click the next to last tab in the Job Properties to go to the index setup. This page is where you set up indices for inclusion in transcripts.

Use

In order to use an index, the check box beside the index number must be checked. If no boxes are checked, the index will not print within the transcript.

Index Names

Type in the title for the index created. The text typed can appear as a centered header above the actual index. This text can be up to 50 characters in length.

There are two types of indexes in SmartCAT: standard and folded.

Standard Index

A standard index displays the page number of each indexed item. (Figure 99)

Folded Index

A folded index generally will contain more than two columns and will generally only display page numbers.(Figure 100)

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Figure 100: Folded Index Example

Figure 99: Standard Index Example

Figure 98: Indexing Tab


Setup

Clicking the Setup button produces the following screen:

Number of Columns

Up to seven columns are available for each index. The columns used are counted from left to right with the letter designation starting with A. For example, in the Index Setup dialog box shown in Figure 101, two columns are chosen, and the Column Header boxes, A and B, are filled in with the words PAGE and LINE. Had four columns been chosen, the first four columns would have become active. (Figure 102) In this case, the header names for four columns are filled in, and the first active column remains A. No matter how many columns are used, A is always the first (left-most) column listed.

Column Header

After the number of columns needed is selected, the header name should be typed in that will appear at the top of that column. Each header, and the column below it, can be up to eight characters wide and the header is centered in the column. When the index is generated, the page or line number appears under the appropriate header, centered.

Column Display

Each active column has the option of displaying page, line, absolute line, time stamp, or offset information. Select one of the options from the drop down menu for each column.

Show display numbers on 1st (not last) line

If the index text of entry is multiple lines long, checking this option will move the page and line numbers to the first line of text. Unchecking it will display the numbers on the last line of text.

"Text of Entry" Column header

This field is to put a label above the index text entries on the same level as the column headers, for example "Description" in an exhibit index.

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Figure 102: Folded Index Setup with Four Columns

Figure 101: Index Set Up


The following options affect the way the index is displayed:

1st/Subsequent Indent

The first number entered is the indent for the first line of the index descriptions, while the second number is the indent for all subsequent lines. For example, if this were set to 0/5, the first line of any multiple line descriptions will be on the left margin and subsequent lines will indent five spaces, as below.

Right Indent

The number of spaces of indentation you want the entire index to have from the right hand side of the page.

Show Headers

The Index and Column headers can be turned on or off. This is especially useful if you use special formatting (bold, underline, italics) in your index or column headers.

Show Periods

This option displays the dot leaders between index entries and their page numbers (as in the example above). When this is unchecked, the dot leaders are not displayed.

# Number Entries

This option will automatically number all of the entries in the index sequentially. Index entries can be automatically numbered with numbers only. When using this option, you can specify the starting number or tell it to use the Identifier Number.

Add A Blank Line Between Entries

Each index entry will be separated by a blank line.

Sort By Number In Text Of Entry

The index will scan for the first number in the text of each index entry and sort according to that number. This is especially useful for indexing exhibits.

Sort Alphabetically

The index will sort the entries alphabetically.

No Sorting

The index will display the index entries in the order they are found in the transcript.

Sort by ID field

The index will sort the entries by their IDs.

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Figure 103: Subsequently Indented Index


Dictionaries

The Dictionary tab of the Job Properties is where dictionaries are assigned for use when translating jobs, and provide access to the Theory Settings/Translation Options dialog (discussed in Section 3.2.6).

Click the Dictionary tab at the top of Job Properties to move to the Dictionary Settings page.

Assigning Dictionaries

SmartCAT allows the use of several dictionaries to use for translating notes. The dictionary settings page shows which dictionaries are available for use and which are already in use.

To assign dictionaries to a job:

1) Click on a dictionary in the Available column that you wish to use.

2) Click Add to move the dictionary to the In Use column.

3) The dictionary moves from the Available column to the In Use column.

Removing Dictionaries

1) Click on the dictionary in the In Use column.

2) Click Remove.

3) The dictionary moves to the Available column.

Prioritizing Dictionaries

You can prioritize the dictionary order, telling SmartCAT which dictionaries to look at in a specific sequence. Highlight the dictionary you wish to move in the In Use column, then click on the Up or Down buttons to move the dictionary higher or lower in the list.

For example: you have four dictionaries assigned in the In Use column; Demo1, Demo2, Demo3, and Demo4, in that order. You want to make Demo2 the primary dictionary to use for translating a job. Click on Demo2 to highlight it, then click Up to move the dictionary to the top of the list.

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Figure 104:Dictionary Selection

Clicking on Add or Remove does not physically add or remove a dictionary in the work directory. Add/Remove only tells SmartCAT which dictionaries are assigned for use by the job.


Displaying/Printing All Uppercase

One other item in the Dictionary tab is the option to display or print in all capitals. This option tells SmartCAT to display or print the entire transcript in uppercase letters, whether it translated this way or not. Any lowercase characters will be displayed/printed in uppercase.

Condensed Options

SmartCAT offers options in addition to the standard setup for printing condensed transcripts (aka minis). These options are available in the Condensed tab of your job properties and style sheet. To print a condensed transcript, go to File [Alt+F] → Print Preview [V] and hit 2, 4 or 6. See Section 10.4.3 for info.

– Condensed Page Layout –

Begin printing condensed pages on page __ of the transcript

Tell SmartCAT on which page you would like to start printing condensed. For example, you would set this to '2' if you want the first page to print on a sheet by itself if it's the title page.

Reset all condensed settings

Press this to reset all condensed settings back to their defaults.

Use exterior margins (with page borders)

Checked: It removes the margin from between the pages and inserts a border to delineate the pages.

Unchecked: Each page is a replica of a full transcript page including margins and boxes. This is the way SmartCAT functions by default.

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Do not specify your main dictionary as your job dictionary for the job. This will cause it to be listed twice. SmartCAT will generate a warning and remove the dictionary as the job dictionary if you do so.

Figure 105: Condensed Options


One header per sheet

Setting this will print one header per printed sheet as opposed to one header per transcript page.

One footer per sheet

Setting this will print one footer per printed sheet as opposed to one footer per transcript page.

Margin

Adjust the margin spacing around all four pages if “Use exterior margins” is checked. If not checked, it will adjust the margin spacing around each page. These are the only settings that affect the condensed margins.

Box Pos

Adjust the printed box position that goes around each page when “Use exterior margins” is not checked. These are the only settings that affect the condensed boxes.

– Font Selection –

Automatic (largest font that fits)

When checked, SmartCAT will automatically use the largest font size that will fit. Automatic font sizes are only available when 'Use exterior margins' is unchecked.

Automatic Settings

• Remove Double Spacing – when checked, this will allow you to remove double spacing and do one of the following:

When there are single spaced lines:

◦ Shrink the font for those lines

◦ Shrink the font for those sub pages

◦ Shrink the font for those condensed sheets

Remove Double Spacing allows the Automatic font size to remove the spacing between double-spaced lines.

Manual Settings

• Condensed font size – set the font size manually for the condensed transcript

• Condensed font face – set the font face manually for the condensed transcript

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CHAPTER 6 IMPORTING

CHAPTER 6

Importing

Importing is the process of bringing something into SmartCAT from an outside source such as ASCII transcripts and steno notes.

In This Chapter...

6.1 Importing TurboCAT Transcripts .............................................................................. 74 6.2 Importing .RTF Transcript Files ................................................................................. 75 6.3 Importing ASCII Transcripts (.TXT / .PRT) ............................................................. 76 6.4 Importing Notes ............................................................................................................ 76 6.5 Importing TurboCAT Dictionaries ............................................................................. 76

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CHAPTER 6 IMPORTING

6.1 Importing TurboCAT TranscriptsIf your transcript is in a TurboCAT archive you will need to unarchive it before you can import it. Refer to section 12.2 for instructions on how to unarchive a TurboCAT transcript.

1) Click on File [Alt+F] → Import [M] → Import Transcript [T].

2) In the Open window, click on the arrow on the right side of the Look In dialog box. (Figure 107)

3) Click on the drive containing the file, locate the folder you wish to open, then double-click on that folder.

4) Locate the desired transcript to import, then click on that file to highlight.

5) Click Open.

6) A new dialog box, New Job, opens. (Figure 108)

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Figure 107: Locating TurboCAT Transcript To Import

Figure 106:Import Transcript Menu Option

CHAPTER 6 IMPORTING

7) Fill in the information. You can type in a new name for the Job, add a witness name, scopist, and the name of an audio file if there is one associated with the job. You also choose the job dictionary for the job and assign a style sheet.

8) Click OK.

9) The job is created and appears on the SmartCAT job menu.

10) Highlight the job by clicking on it with the mouse.

11) Press [Enter] or double-click to open the transcript. You can alternatively open the transcript file by clicking on File [Alt+F] → Open Job [J]. When the Open dialog window opens, click on the desired job, then click the Open button to finish opening the transcript.

6.2 Importing .RTF Transcript FilesOccasionally, you may need to import RTF/CRE files into SmartCAT. Importing these files is much like importing a TurboCAT transcript. Follow the instructions above, and after step 4, click the drop-down arrow in the Files of Type drop-down list and choose the format you wish to import.

Follow the rest of the directions as above to import and open the file.

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Figure 108: Import Transcript New Job Dialog Box

In order to assign a job dictionary for the job you must type the name you wish to use as the new job dictionary, import a dictionary, or create a new dictionary prior to assigning a dictionary to this job. Please follow the instructions found later in this section to import a dictionary, or go to Chapter 11 for instructions on creating dictionaries.

CHAPTER 6 IMPORTING

6.3 Importing ASCII Transcripts (.TXT / .PRT)To import an ASCII transcript select “Import ASCII transcript” from the “Tools” menu, it will prompt you to select a file.

Once you've selected a file, click Open. It will open the ASCII import tool. See the ASCII import tool instructions in Section 12.1.

6.4 Importing NotesImporting notes is covered in depth in Section 7.1.

6.5 Importing TurboCAT Dictionaries1) At the SmartCAT job menu, click File [Alt+F] →

Import [M] → Import dictionary [D].

2) Click on the arrow to the right of the Open dialog box, then click on the drive where the dictionary is located.

3) Click on the dictionary name or continue clicking on folders until the proper one is located, finally clicking on the dictionary name. Change the files of type to the desired type. The options here are: .RTF, .DIC and .JOB.

4) Click Open. The dictionary imports into your SmartCAT working directory.

Importing the dictionary may take a few moments as it processes. The new dictionary is automatically saved in your default work directory, UNLESS you purposely change folders to save it in a different folder other than the default.

5) After the dictionary is imported, you can open it for editing, adding or deleting entries, or any other operation involving the dictionary. See Chapter 11.

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Figure 109: Import Dictionary from File Menu

CHAPTER 7 WORKING WITH NOTES

CHAPTER 7

Working With Notes

Working with notes includes importing, splitting, extracting, translating and editing. This chapter explains the process of working with notes from beginning to end.

In This Chapter...

7.1 Importing Notes ............................................................................................................ 78 7.2 Splitting Notes ............................................................................................................... 81 7.3 Extracting Notes ........................................................................................................... 86 7.4 Batch Notes Translation ............................................................................................... 86

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7.1 Importing NotesTo bring in Notes from any location, click on the Tools [Alt+T] → Import Steno Notes… [N] menu option or the File [Alt+F] → Import [M] → Import Steno Notes… [N] menu option (they both do the same thing).

Notes can be imported from the following locations:

7.1.1 Files

Use this option to choose an existing RTF/CRE notes file, a TurboCAT .not file, or a Mira .sgstn note file from a folder on the computer, memory card, or diskette.

Use the button to display the Open dialog box and then choose the notes file. Then click Open.

(Figure 112)

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Figure 112: Open Dialog showing RTF/CRE Files Figure 111: Import Notes Dialog Showing File Formats

Figure 110: Import Notes Menu Option for Tools Menu


Once you have selected the notes file, click the [OK] button to bring up the New Job dialog box.

The New Job dialog appears and will name the job the current date by default (or job date if available). You can now change the name of the job, such as to the witness' name or the date the transcript was taken. Make sure that the correct style sheet is selected (usually "Master") and then click the [OK] button to finish importing the file.

7.1.2 From DiskettesUse this option to choose a notes file from a diskette created by your steno writer (not including Mira .sgstn note files). Choose the steno machine that you used to create the diskette from the drop down list. Choose the drive letter from the Drive drop down list (most likely A:\) that contains the diskette with the notes. Click the [OK] button to import the file.

The Create Job from Diskette dialog box opens.

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Figure 114: Imports Notes Dialog Showing Diskette

Figure 113: New Job Dialog


The window is laid out with options on the left and information on the right. Here are the components:

Number of Jobs on DiskThe number of jobs that are on this diskette.

Available Jobs

Lists the jobs available on this disk.

Showing Job

Which job is selected and being shown on the right.

Number of Files to Read

How many files to read from the disk.

If, for example, there are 7 jobs on the disk, and you want to read jobs 1 through 4 you would choose Currently Showing Job: 1 and Number of Jobs to Read 4. If you wanted to read jobs 2 through 6 from the disk, you would choose Currently Showing Job: 2 and Number of Jobs to Read 5. All of the jobs read at once will be imported into one SmartCAT job. This is used as a method of combining jobs.

Read Job

Pressing this or [Enter] will take you to the next step of importing notes into SmartCAT, which is New Job.

Currently Selected Job

Shows the notes for the currently selected job.

Created On

The creation date of the notes file, according to the diskette you used. This field may not appear if the diskette lists a blank or invalid creation date or your writer doesn't keep track of job creation date. You can choose to use this for the job name and/or the creation date in the job menu.

Use this date for job name

Will use the date this job was created according to the diskette as the SmartCAT job name.

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Figure 115: Create Job Form Diskette Dialog


Use this date for job date

Will use the date this job was created according to the diskette as the SmartCAT job date.

Strokes

How many strokes for the current job showing.

New Job The new job dialog appears (Figure 116) and will name the job the current date by default. (This will be the notes file's creation date, if you'd selected so in the Import Notes dialog.) You can now change the name of the job, such as to the witness' name or the date the transcript was taken. Make sure that the correct style sheet is selected (usually "Master") and then click the [OK] button to finish importing the file.

After you read in the notes, the next step is to transcribe them. Help for translating notes files is later in this chapter.

7.2 Splitting NotesThe Split Notes utility lets you select portions of notes files and create separate notes files containing only the specified portions. When you split out separate notes files, the original notes file is not changed.

Say you took a job in which some parts are marked confidential, or perhaps there were many different items on the calendar that day. You may be called upon to transcribe only the unsealed testimony. The Split Notes screen lets you mark specific parts of the

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Figure 117: Split Notes Dialog



notes file and write them to a separate notes file. This lets you translate and edit only the specified testimony.

To run the Split Notes utility, highlight the transcript for the notes you want to split by clicking on it. Click on Tools [Alt+T] → Split Notes [S] to open Split Notes.

The left side of the screen lists the notes, one stroke per line. Each stroke has a stroke number in the left margin.

The cursor is a highlighted bar across the current stroke.

The right side of the screen is the area where you copy selected portions of the notes file. You give each portion a name, and you can see the stroke numbers selected.

The search feature allows you to type in a steno stroke and search for that stroke.

There is also a check mark option to match steno strokes exactly when performing a search.

7.2.1 The Split Notes Screen

While in the Split Notes utility, you can easily move around the screen by using the mouse and/or keyboard.

Press the Up and Down arrow keys to move the cursor one stroke at a time, or PageUp and PageDown to move up or down by one screen full of notes. Move to the top of the notes file by pressing [Ctrl+PageDown], to the end of the file by pressing [Ctrl+PageDown].

To select notes using the mouse, click on the first From stroke number, then, while continuing to hold down the mouse button, drag down the screen to the To stroke number. Once selected, click on the Right pointing arrow (>) on the right side of the screen to copy the strokes into a new job. SmartCAT automatically gives the selection a name of Job1. To rename the split note file, click in the Job Name box and type in a new name. You’ll notice the From and To boxes automatically fill in with the first and last strokes selected.

Another way to select multiple strokes is to click in the notes window to highlight the first stroke, then press and hold the Shift key and use the arrow keys to move through the notes file. Continue doing this until all strokes you need are selected.

To quickly find any steno stroke or group of strokes, click in the Search dialog box.

Type the steno to search for, separating each stroke with a slash, then click Search or press Enter to begin the search. When entering the steno, you can type steno, or type in English

text and SmartCAT will do its best to phonetically convert it to steno for you.

Once you’ve performed a steno find, you can click Search again to repeat the find.

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Click on the Match Exactly check box option to perform a search for steno that matches exactly what you put in the search field. This will prevent a search from finding your steno that may be within another stroke.


All steno from the cursor position to the first occurrence of the stroke you search for becomes highlighted. Any subsequent searches will continue highlighting strokes unless you change the cursor position by clicking once again within the steno window to select a new stroke number.

7.2.2 Marking Sections

In order to split groups of notes, you must first add (or mark) the notes to a “section.” You can mark up to nine sections of notes. Each section corresponds to a new notes file.

To add a group of notes to a section, click on the first stroke in the group. This highlights the stroke. Next, press [Shift+Down Arrow] and continue holding Shift while pressing the Down Arrow to move the cursor through the strokes until you come to the last stroke in the group you wish to create. The strokes are highlighted as you move the cursor. When the group of notes you want to split is highlighted, click on the right-pointing arrow of the section in which you want to add the notes. The number of the section you select appears to the right of each stroke.

For example, to mark strokes 100-250 as section one, put the cursor on stroke 100 and press [S]. Move the cursor down to stroke 250 with PageDown. Strokes 100 through 250 will be highlighted. Press [1] and lines 100-250 are added to section one.

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If you have large numbers of strokes to mark in a section, you can quickly mark those strokes by pressing [Shift+Page Down]. Pressing the PageDown key marks many strokes at one time, rather than one stroke per Down Arrow key press.


7.2.3 Naming Sections

Once note segments to split are marked, you must name the sections. The names you give to sections are file names the notes file(s) will have when they are created.

To specify names for each section, click in the Job Name dialog box and type in a new name for the section.

7.2.4 Adding Sections

In Split Notes, the right side of the window displays the names of each section you have marked and the from and to strokes in each section.

You can add additional note segments to a section, add whole new sections, and also remove sections.

To add a notes segment:

1) Select the segment to add.

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Figure 118: Split Notes Dialog showing Sections

SmartCAT automatically names each section as Job1, Job2…Job9. You must rename each section if you wish them to correlate them with your original transcript.

If you start marking a section but wish to cancel the selection, press [Escape].

2) Click on the right pointing (>) arrow.

3) To remove a notes segment, click on the left pointing (<) arrow.

7.2.5 Saving Marked Sections

Once all the note segments to split are marked and you have named each section, you are ready to save the sections to files. Click OK and the individual files are saved in your working directory. The file names also appear on the job menu.

To cancel the Split Notes utility, click Cancel and SmartCAT returns to the job menu.

7.2.6 Transcribing Split Notes

After performing the Split Notes utility, transcribe the notes files from Steno into English and edit them.

To translate the notes file, click on Tools [Alt+T] → Transcribe Notes [R].

After clicking on Transcribe Notes, a window appears listing numbers and percentages of translates, untranslates, conflicts, and pages. (Figure 122)

Click OK to complete the translation, then open the file for editing.

7.2.7 Additional Help

In Split Notes, as is the case throughout SmartCAT, pressing [F1] opens context sensitive help. You can also get specific help on marking strokes in sections and a list of keystroke shortcuts.

7.2.8 Leaving Split Notes

To exit Split Notes, click Cancel if you do not wish to save your work, or click OK to save the files and exit.

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Figure 120: Transcribe Notes Menu Option

Figure 119: Marked Sections Saved in the Job Menu

Do not transcribe notes from inside a job. Transcribe from the job menu.


7.3 Extracting NotesSmartCAT text files (transcripts) contain both text and the steno notes that generated the text.

Do the following to extract notes from a text file:

1) At the job menu, select the text file.

2) Click Tools [Alt+T] → Split Notes [S].

3) Perform a split notes operation, but instead of selecting multiple sections, select all the notes in the file and create one notes file.

7.4 Batch Notes TranslationOnce you import a notes file, it requires translating to create an English transcript.

7.4.1 Identifying Dictionaries

To translate the notes file, you must first specify a dictionary to translate against. This may already be done via your style sheet.

To identify a dictionary before translating notes files:

1) Highlight the notes file on the job menu.

2) Click on File [Alt+F] → Job Properties [T].

3) This opens the Job Properties menu.

4) Click on the Down arrow next to the Job Dictionary drop-down field. You will see a list of dictionaries currently in your working directory.

5) Choose the dictionary to use for the translation by clicking on its name. Remember, do not set this to be your main dictionary! If you select a dictionary that is already set to be used (via the Style Sheet), SmartCAT will give you an error message when you attempt to start Realtime or attempt a Steno Global:

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6) Click OK to close the Job Properties.

7.4.2 Translating The Notes File

To translate a notes file:

1) Highlight the job name (that has at least 1 in the “Notes” column) on the job menu.

2) Click Tools [Alt+T] → Transcribe Notes [R]. The notes file is translated using the dictionaries specified in the style sheet.

CAUTION: If you tell SmartCAT to translate a notes file, and you see a warning message, this means the job is already translated. To cancel translation, press [N]. To replace an existing text file, press [Y]. If you have done any editing in the existing text file, pressing [Y] will throw away all of your editing changes.

The Translating Window

While you translate, the computer keeps track of several important statistics and displays them in the Translating window as shown in Figure 122. The numbers change as the translation process progresses, giving you an idea how far along the translation is.

Once the transcription is complete, you will the Translation Complete window. (Figure 123)

This window displays the total number of matches (translates), the number of

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Figure 123: Translation Complete

Figure 122: Translation Progress Dialog

Figure 121: Duplicate Dictionary Error


strokes not found (untranslates), the total number of unresolved conflicts, and the percentages of each.

The Translation Complete window also displays the total number of pages in the transcript.

Automatic [a/an] Conflict Resolution

SmartCAT automatically differentiates between the word “a” and the word “an” if you write them the same way. For SmartCAT to automatically resolve this conflict, both words must be in your dictionary as two separate entries with the same steno, creating a conflict. If the word following the [a/an] conflict begins with a vowel, SmartCAT automatically chooses “an,” otherwise it chooses “a.” There are certain situations where this automatic conflict resolution does not work. These are some examples of where this vowel rule does not apply.

➔ It is an honor to meet you.

➔ It was a unified effort.

You must edit these exceptions manually or phrase them together into your dictionary. Since the [a/an] resolution only works specifically on this conflict, it will not affect phrases ending in “a” or “an,” such as “is a” or “in a.” They will be properly capitalized if at the beginning of a sentence.

Automatic Punctuation

Frequently, you may stroke a new paragraph without stroking any ending punctuation for the previous sentence. In these circumstances, SmartCAT will automatically insert the appropriate punctuation before starting the new paragraph. SmartCAT will automatically insert a question mark at the end of a “question” paragraph, and will insert a period at the end of all other paragraph types. Paragraph types are described in the table in Section 9.13.

7.4.3 Notes in Split Screen

When you create a text file by translating steno notes, or when you create a file in Realtime, the steno is “embedded” in the transcript file. This provides the ability to access the steno from within the transcript file. To view the steno from the Transcript Editor, press the [ESC] key. This “splits” the screen, with the text in the left half and steno on the right half. Refer to Section 9.12.1 for further information on editing in the steno window.

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You do not need any special settings in SmartCAT for this conflict resolution to work.

CHAPTER 8 REALTIME

CHAPTER 8

Realtime

What is Realtime?

When you write in Realtime, your steno writer is connected to a computer running SmartCAT and your strokes are translated as you write them, virtually instantaneously. Realtime translation is used in courtrooms, for closed captioning, for display to the deaf and hard-of-hearing, and more. Realtime is only available in the Professional version of SmartCAT.

In This Chapter...

8.1 Advantages Of Realtime ............................................................................................... 90 8.2 Equipment Required .................................................................................................... 90 8.3 Realtime Setup .............................................................................................................. 90 8.4 Starting A New Realtime Job ....................................................................................... 94 8.5 Starting And Stopping Realtime Translation ............................................................. 96 8.6 Phonetic Translations ................................................................................................... 99 8.7 Theory/Translation Settings ...................................................................................... 102 8.8 Number Formatting ................................................................................................... 105 8.9 Oneshots ....................................................................................................................... 111 8.10 Using RealEdit™ ....................................................................................................... 115 8.11 Realtime Output ........................................................................................................ 118 8.12 Realtime Output Clients .......................................................................................... 121 8.13 Projectors And LCD Panels ..................................................................................... 125 8.14 Audio Support ........................................................................................................... 125 8.15 Auto-Briefs ................................................................................................................ 132

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CHAPTER 8 REALTIME

8.1 Advantages Of RealtimeUsing Realtime, conflicts can be corrected automatically with Automatic Conflict Resolution (described in Section ). You can correct untranslates, misspellings, and other problems right from the steno keyboard.

When you write in Realtime, speech is instantly displayed as text. This lets anyone viewing the Realtime screen to reference the transcript without having to wait for a printed transcript.

Court reporters running Realtime can connect to computers running litigation support software, sending a transcript to one or more computers at one time.

8.2 Equipment RequiredDuring Realtime, your steno writer is connected to a serial port (COM port) on a computer running SmartCAT.

The following list is the minimum required hardware for running Realtime:

1) A Realtime-capable writer,

2) the correct cable for your writer type,

3) and a computer with at least one serial port and SmartCAT software installed.

4) If you wish to send Realtime output to CIC client stations using serial cables, you must have a second serial port.

(If you are not sure whether your writer is Realtime-capable or what type of Realtime cable you need, refer to Steno Writer Features located in Section 3.1.)

For Realtime, Cheetah recommends having 1 Gb of system RAM for efficiency.

8.3 Realtime Setup

8.3.1 Connecting the Steno Machine / Realtime Options

1) Make sure the computer and steno machine are OFF.

2) Turn your computer on.

3) Find and identify a serial port on your computer that is not in use. Look for a nine-pin male connector on the back of your computer. If you have none, you’ll need to go to a local computer store and purchase an approved USB-to-serial adapter or PCMCIA-to-serial adapter card. Contact Cheetah International support for approved brands.

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4) Once you’ve identified the port and connected your machine to the computer, turn the steno machine on.

5) Allow the computer to complete the boot-up process, then double-click on the SmartCAT icon and start SmartCAT.

6) Click on Setup [Alt+S] → Realtime Options [R]. The Realtime Options dialog box opens. (Figure 124)

7) Choose your steno machine from the list by clicking on the drop-down arrow to the right of the Steno dialog field. Highlight your machine by clicking on it.

8) After selecting your steno machine, click the Setup button next to the writer list.

9) The Config COM Port window opens (Figure 125) for setting port configuration options. The COM port is where you connected the steno machine cable to the computer. On the computer, it may be designated as COM1, Serial 1, or may be unmarked.

10) Select the port (COM1, COM2, etc.) from the drop-down menu by clicking on the drop-down arrow on the right side of the dialog box.

11) Consult your steno writer manual to select the baud rate (communications speed that your steno machine is set to talk to the computer), byte size, parity, and stop bits. These can be left at their default settings.

12) Use the drop-down dialog boxes to set each COM port parameter to match those of your steno machine. Click OK.

General Troubleshooting Tips for Steno Machines

Here are some troubleshooting tips to try if you cannot get the writer to communicate with SmartCAT.

1) If the first COM port you select doesn't work, try selecting another COM port. Try COM2, COM3 or COM4. Next, look for another serial port on the back of your computer (if available), and go through the process again.

2) You can use the Windows® Device Manager to see the serial ports available:

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Figure 125: Communications Port Settings

Figure 124: Realtime Options showing writer choices

CHAPTER 8 REALTIME

a) Go to the Start menu and right-click on My Computer. Click on Properties.

b) When the Properties window opens, select the Device Manager tab.

c) In Device Manager, click on the plus in the box in front of the Ports item to expand it.

d) Double-click on each COM port and check its status and check for resource conflicts.

3) If you know someone using court-reporting software, try your machine on their computer or borrow their steno machine and try it with SmartCAT.

4) Have your steno machine cable checked to be sure no wires are broken. If the cable is frequently connected and disconnected, stress is placed on the cable, generally at the connector. This stress causes the small wires inside the cable to break. If another cable is available, use it to try to get the steno machine working.

5) If your steno machine still does not communicate with SmartCAT, either consult with a computer expert or call Cheetah International’s Technical Support Hotline at (800) 869-6986, option 2 for further assistance.

6) Many laptop computers have an option to connect an external, larger screen size monitor. The connector on the back of the laptop, at first glance, appears similar to the nine-pin serial connector. They are of equal size, but the monitor connector is female and there are 15 holes in it.

7) Use the interface cable that came with your steno machine or purchase one specifically for your machine. You must use this cable or an EXACT pin-to-pin duplicate of this cable. Just because a cable fits between your computer and steno machine does not mean it has the correct pin-out.

8) If you have a computer with a 25-pin serial port and your interface cable is 9-pin, you’ll need to purchase a 9-pin male to 25-pin female serial adapter plug.

9) Some newer laptop computers have only one COM port available, and most have none. Adapters are available that convert the serial cable to USB, Express Card or PCMCIA. Consult with a local computer dealer to purchase an adapter.

10) The default settings for the COM port configuration generally work for the steno machine you’ve selected. Try the machine first to see if it works. If not, you’ll need to consult your manual for the correct settings.

11) The COM port and steno machine parameters must match each other in order for the computer and steno machine to talk to each other. Consult your steno machine manual for the correct parameters.

12) If you are unable to get your steno machine to work with SmartCAT, call the technical support hotline for further assistance.

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8.3.2 Other Realtime Options

Realtime Output

You may need to send Realtime text to a judge’s, lawyer’s or other computer. See section 8.11 for information on Realtime Output.

Choosing RealEdit ™ Dictionaries

Using RealEdit™ is covered in depth in Section 8.10.

8.3.3 Connecting The Writer

Follow these steps to connect your writer to your computer before starting Realtime:

1) Turn your steno writer and the computer OFF.

2) Connect the correct Realtime cable to your writer.

3) Connect the Realtime cable to a serial port (COM port) on your computer or to a USB-to-Serial or PCMCIA adapter.

4) Turn the writer ON then turn the computer ON.

5) Enter 6-10 strokes to “wake up” the writer. If the writer is a Transcriptor X, press the “BOLT” button.

Adjusting Your Steno Writer

The Realtime notes display feature lets you know if your writer needs adjustment. In a properly adjusted steno writer, paper notes will exactly match what is displayed on the screen. If you see any discrepancies, the writer may need adjustment, or service. Consult the manual that comes with your steno writer for instructions on adjusting the stroke depth and “pickup mechanism.”

Check with your writer manufacturer frequently to make sure you have the most current firmware and drivers for your writer. Also, be sure to have your writer serviced one a year.

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Using most writers for Realtime cuts their battery life in half. You should use an AC outlet and the power adapter plug that comes with your steno machine during Realtime whenever possible. This is also true for laptop computers. Instead of running on the battery, use AC outlet power.

CHAPTER 8 REALTIME

8.4 Starting A New Realtime JobTo start a new Realtime job:

1) From the main menu, hit 'R':

Or, from the job menu, click on the File → New Job menu option, or hit the Insert key.

Either method opens up the New Job dialog box.

2) Fill in information pertinent to the job, and make sure the Start Realtime check box is checked.

3) New jobs are automatically named using the current date. If it is the first job of the day, the suffix “-a” is added. The second job is the date and a suffix of “-b” and so on.

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Prior to creating a new job, be sure your steno machine is connected and set up properly (Setup → Realtime Options).

Figure 126: Main Menu

Figure 127: File → New Job

CHAPTER 8 REALTIME

4) You can name your transcript anything by clicking in the Name field and typing the job name. After naming the job:

a) Type a Witness name, if needed.

b) Type the name of your Scopist if you use one.

c) Click Edit Speaker IDs [Alt+I] to enter Edit Speaker IDs for this job.

d) Type the name of the audio file if you will be using the audio record/playback function and want to use a different name than the job file.

e) Choose a Job Dictionary if desired.

f) Select a style sheet if different from the default.

5) Click OK.

6) Select a job dictionary to use for Realtime translation.

7) Check Start Realtime.

8) Click OK.

9) SmartCAT establishes communication with your steno machine.

10) If you selected an existing file, the file opens. Otherwise, a blank area appears, waiting for Realtime to begin.

To delete a stroke, stroke the asterisk key. To delete a multi-stroke entry, stroke the asterisk key one time for each stroke to be deleted. You may stroke the asterisk key as many times as necessary to delete the desired number of strokes. This does, of course, depend on your Theory Options- see Section 8.7.1.

Realtime Tagalong

As you are writing in Realtime the cursor will “tagalong” with the transcript. You can enable/disable the tagalong with [Shift+F10]. When you do, SmartCAT will display Realtime Tagalong On/Off in the title bar (Table 1). By default, the line which the cursor is on stays in the center of the screen. This option will prevent the cursor from going below half-way down the screen so that your eyes can stay in the same position while you're writing or editing. You can turn the centering off in the Editing Preferences [Ctrl+Q] → Cursor Line Centered → Unless in Realtime + Tagalong [Alt+G]. Editing Preferences are further explained in Section 9.2.

Table 1 – Realtime Tagalong Status

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While in Realtime mode, strokes pressed on the steno machine will be inserted at the end of the file.

To familiarize yourself with Realtime, listen to an audio tape or television program and stroke what is being said.

CHAPTER 8 REALTIME

Simplifying The Screen For Audience Viewing

The editor screen contains a lot of information in columns, including text, line numbers, timestamps, etc. If you output to a video projection system for an audience, you may not want all the information displayed while writing in Realtime.

To remove the information during the session:

1) Click Setup [Alt+S] → Editing Preferences [E] or hit [Ctrl+Q].

2) Click on the Columns tab.

3) Choose None for each column you do not want to display. You control the columns displayed by choosing what you want to show. Hit OK when done.

4) You may also want to turn off toolbars in the View menu.

8.5 Starting And Stopping Realtime TranslationBefore you can start Realtime, you must make sure the proper Realtime writer type and port are selected in the SmartCAT Device Setup (described in Section 8.3). You must also connect your writer to your computer at the serial port you specified in the Device Setup using the correct cable for your writer type. For more information on connecting your writer to your computer, see Section 8.3.

8.5.1 Starting Realtime In An Existing Transcript

When you start Realtime in an existing text file, your Realtime text is attached to the end of that file.

To add Realtime text to the end of an existing file, follow these steps:

1) Connect the steno writer.

2) Give it any “wake up” strokes (if necessary).

3) Go to the job menu.

4) Highlight the file you want to attach Realtime text to, then open it by double clicking on the job or pressing [Enter].

5) Click Realtime [Alt+R] → Start Realtime [Enter] to begin Realtime.

8.5.2 Stopping Realtime

To stop Realtime, click Realtime [Alt+R] → Stop Realtime [I], or simply hit [F10] to stop Realtime, save the file, and exit.

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With some steno writers, starting Realtime causes the machine to dump all or some of its stored data. This can potentially be hundreds of pages. To avoid this, always start a new job on the steno writer, or, in the case of a StenoRAM, erase the RAM before starting Realtime.

CHAPTER 8 REALTIME

8.5.3 Split Screen

Split Screen lets you view your steno notes scrolling on the right-hand side of the screen during Realtime translation.

To View Steno During Realtime:

1) Create a new job or edit into an existing job.

2) Start Realtime.

3) Hit [Esc]. Hitting [F5] will shift SmartCAT's focus to the notes window.

4) When you see steno displayed, press [Shift+F10] to go into tag-along mode. The cursor tracks with text as you write.

You can also set the option to display Notes automatically whenever you start a Realtime session:

1) Click Setup [Alt+S] → Realtime Options [R].

2) Click in the check box “Enable Realtime Steno Display.“

8.5.4 Timestamps

Timestamps are numbers assigned to each line in the transcript as it is written in Realtime Later, while editing, it is easy to go to a precise line in the transcript by clicking Edit [Alt+E] → Go To [O] → Timecodes [T], and typing in the time.

When in Realtime, SmartCAT attaches timestamps to each translated word or phrase. These times are optionally displayed in the SmartCAT Transcript Editor, printed on the final transcript, included in ASCII files, or used to synchronize testimony to a videotape.

Timestamps are a more accurate way to reference testimony than using page and line numbers. For example, if an attorney is viewing a rough copy of your Realtime transcript and references testimony on page 51, line 17, that testimony will probably move to a

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Figure 129: Display Notes / Split Screen

CHAPTER 8 REALTIME

different page and line number after the transcript is edited and a title page and/or indexes are added. This leaves a reference on the record that is incorrect. With timestamps, the attorney can reference the time, such as 01:04:12, which does not change, regardless of subsequent editing.

Printing Timestamps

SmartCAT uses the internal computer clock to timestamp your Realtime text. Using the internal clock provides an easy way to keep track of testimony because it’s stamped in the transcript at the same time as the time of day.

To show timestamps in your final product (printing, ASCII, etc.):

1) Go to Job Properties [Ctrl+T] → Margin.

2) Click left or right margin drop-down options to insert timestamps in the column positions where you want them to appear.

3) Click back to the Info tab.

4) Click the Save to a Style Sheet button, type in the name of the style sheet (new or existing), and hit [Enter].

5) Click OK.

Once Timestamp options are set and saved in the style sheet, SmartCAT uses the setting each time you run Realtime.

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Figure 130: Timestamp Display in Second Position

You may need to adjust margin settings to include timestamps and any other columns in the printed transcript. Use the Print Preview feature to view the way your transcript will print.

CHAPTER 8 REALTIME

Viewing Timestamps in the Transcript Editor

To view timestamps on the Transcript Editor screen:

1) Click Setup → Editing Preferences [Ctrl+Q].

2) Click the Columns tab.

3) Click in the drop-down fields to choose where to display timestamps. You can choose to display Starting Timestamps, Ending Timestamps, or both.

8.6 Phonetic TranslationsNo matter how large your dictionary, or how accurately you write, you will probably have occasional untranslates. SmartCAT has a feature to let you automatically “translate” untranslated steno phonetically.

SmartCAT compares untranslated steno to a phonetics table that you customize to your theory.

A phoneticized untranslate is displayed without the curly braces that normally surround untranslates, but is highlighted.

For example, if the steno /SKWREUPL is not in your dictionary, but your phonetics table has entries like:

SKWR J

EU I

-PL M

Translation without phonetic translation produces the following:

...and you said {SKWREUPL} opened the door?

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Figure 131: Setting Time Stamp Columns

If the timestamp columns are chosen, but no timestamps appear, the transcript file most likely does not have timestamps attached. This may occur if a TurboCAT file is imported or a SmartCAT transcript is imported from a writer's disk.

CHAPTER 8 REALTIME

Translation with phonetic translation produces:

...and you said JIM opened the door?

If you used that stroke for the word “gym,” it would also show up as “JIM,” but that is much easier for the average reader to understand than “{SKWREUPL}”.

It is a good idea to phoneticize your untranslates if anyone unfamiliar with steno will view your Realtime output.

For ease of editing, phoneticized words do count as untranslates (i.e. they are cursor stops). You can easily make them return to their untranslate form by selecting Tools [Alt+T] → Dephoneticize Transcript [H].

Enabling Phonetic Translations

Refer to Section 8.6 for enabling/disabling phonetic translations.

Customizing Phonetics Dictionaries

A phonetics table is a SmartCAT dictionary file. The file extension used is .PHN. There is no limit to the amount of entries it may contain. It should be opened and edited in the SmartCAT dictionary editor. A default phonetics dictionary, default.phn, is installed with SmartCAT.

A phonetics dictionary lists steno keys and their corresponding English sound. When SmartCAT phoneticizes one stroke, it might use several entries in the phonetics table.

To indicate final consonants (as opposed to initial consonants), you may put a hyphen at the beginning of the steno (as shown in the tables below). There is no special order to the entries.

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Sample DEFAULT.PHN Phonetics Dictionary

Copyright (C)1993-2009 Cheetah International, Inc. For use with Cheetah products only.

Initial ConsonantsSE Z

SR V

SKWR J

TPH N

TPHR FL

TP F

TKPW G

TK D

KWR Y

KH CH

KW Q

PH M

PHR PL

PW B

HR L

Word Endings-PLT MENT

-PLTS MENTS

G ING

GS TION

GSZ TIONS

EUFPL ISM

EUFPL ISMS

-SZ SES

FPD CHED

FPS CHES

FPG CHING

FR FER

-PBGD NGED

SPW INT

-TD TED

Final Consonants*F V

FP CH

-PL M

-PBLG J

-PB N

BGS X

BG K

-TSDZ TH

VowelsAEU A

AOU U

AOEU I

AOE EE

AO OO

OEU OI

OE O

EU I

Table 2 – Phonetics Dictionary Entry Samples

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8.7 Theory/Translation Settings

8.7.1 Theory Settings

Use * for Correction

With this option checked, stroking the asterisk on your writer will ignore the preceding stroke. Unchecked, the asterisk stroke is treated like any other steno stroke. Using the asterisk for corrections, the previous stroke is not deleted. The corrected steno can still be seen in your notes.

When translated, the previous stroke is ignored. The asterisk key can be used as part of a longer stroke (such as /HA*F for “have”), regardless of how this option is set.

Multiple * Delete Multiple Strokes

This option corrects multiple strokes when you press the asterisk key on your writer multiple times. For

example, if you mis-stroke a three-stroke word, you can stroke the asterisk three times to remove the whole word. If this option is unchecked, only the last single stroke is corrected with the asterisk.

Treat R* and *R as Normal *

Some reporters commonly stroke the /R key (either initial or final) by accident when they stroke the asterisk. Checking this option treats this stroke as a plain asterisk (as if the /R weren't there) when stroking the asterisk for correction. If unchecked, /R* and /*R are treated like any other steno stroke.

*/* (double *) Creates a New Paragraph

This setting can only be used if the “Use * for correction” option or the “Multiple * delete multiple strokes” option is unchecked. With this option checked, pressing the asterisk twice will start a new Continuation paragraph.

Number Bar Auto translates as Numbers

This option automatically translates any numbers stroked using the number bar even if there is not an entry for the stroke in your dictionary. If there is an entry in your dictionary, that entry takes precedence and the stroke is not automatically translated as a number.

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Figure 132: Theory Settings

Don't set this option if the “Use * for correction” option is not checked.

*/* and multiple * for delete are mutually exclusive.

CHAPTER 8 REALTIME

Automatically translated numbers are translated without any spaces between them. For example, if you use the number bar and stroke 1, 2, 3, etc., they appear as “123”, not as “1 2 3”. If this option is unchecked, strokes with the number bar act like any other steno stroke and appear as untranslates if they are not defined in the dictionary.

Ignore Number bar in all strokes

This option will ignore all occurrences of the number bar while translating notes of your transcripts, as if it was never pressed.

Resolve an/and Conflict

If “an” and “and” are stroked the same way, check this option. Both words must be defined in your dictionary using the same steno, and they must be the only two defined for that steno. When translating, if the word following the conflict begins with a vowel, “an” is automatically chosen, otherwise “and” is chosen. They will be properly capitalized if at the beginning of a sentence.

Stitch With Lower Case

Check this option to capitalize the first letter of “stitched” words; all others will be lower case. If unchecked, all letters in a stitched word will be upper case. See below.

Checked: S-m-i-t-h

Unchecked: S-M-I-T-H

8.7.2 Other Translation Options

Phonetics Options

Click on a bullet option to tell SmartCAT whether to phoneticize in uppercase, lowercase, or not at all.

Phoneticize Untranslates in UPPER CASE

Choosing this option allows SmartCAT to phoneticize untranslates and displays them in all UPPER CASE letters.

Phoneticize Untranslates in Lower Case

Choose this option if you want SmartCAT to phoneticize untranslates in all lower case letters.

Don’t Phoneticize Untranslates

Choose this option, and SmartCAT won't phoneticize untranslates. All untranslates appear as untranslates, steno and all.

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Figure 133: Other Translation Options

CHAPTER 8 REALTIME

Choosing a Phonetics Dictionary

While in the Theory Settings / Translation Options dialog box, you can choose the phonetics dictionary you wish to use.

To set the phonetics dictionary:

1) Click on the ellipsis (…) next to the Phonetics Dictionary dialog field.

2) The Open dialog box opens.

3) Navigate to the folder containing the phonetics dictionary you wish to use.

4) Click on the phonetics dictionary (default extension is .phn). The Phonetics Dictionary is selected.

5) Click Open. The phonetics dictionary appears in the dialog field.

Creating a Phonetics Dictionary

You can create a phonetics dictionary with the following steps:

1) Create a new dictionary: File [Alt+F] → New Dictionary [I].

2) Add entries to your phonetics dictionary as needed.

3) Hit File [Alt+F] → Save s copy as [A], changing the Save As Type to Phonetics Dictionary, and hit save.

You could also import your TurboCAT phonetics dictionary. See Section 11.1.

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Figure 134: Open Phonetic Dictionary

CHAPTER 8 REALTIME

8.8 Number FormattingYou can select numbers within your transcript, either digits or written text, and change the way the numbers are displayed. Simply highlight or select the number and press # [Shift+3]. The number format dialog will come up and display the options appropriate for the number of digits selected.

With Intelligent Number Formatting, SmartCAT can automatically format numbers to customize the way you want numbers to appear in the transcript.

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Figure 135: Format Number Dialog

CHAPTER 8 REALTIME

8.8.1 Number Formatting Options

Access number formatting options by clicking Setup [Alt+S] → Number Formatting... [N] or by using the Number Formatting Setup Button in Realtime Options.

Numbers can be formatted according to whichever of these number formats is active. Number formats are activated either by stroking special number formatting tokens, or automatically when certain trigger words are translated (described later in this section).

Disable All translation number formatting

If this option is checked, none of the number formatting options in this window will work. This allows you to have your options remain saved even if you don't want to use automatic number formatting for a certain job.

Always use auto-number formatting

If this option is checked, it will attempt to format all numbers as 'auto' numbers if no trigger applies.

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Figure 136: Number Formatting Options

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Use Digits for numbers

Controls when to switch from using words (e.g., ten) to using digits (e.g., 11) for automatically formatted numbers. The default setting is 11, meaning that eleven is the first number written with digits.

Use Commas for 5 or more digits

Simply enough, any number with 5 or more digits will be separated by commas (e.g., "10,000").

Use unit words instead of 0 starting with

This setting controls when to start using a units word at the end of a number (e.g., 100 million) instead of putting the entire number in digits (e.g., 100,000,000).

Phone number options

With this option checked, the text in front of the area code is put there regardless of whether there is a 1 in front of the phone number. With this option unchecked, the text is only included if the 1 is there.

Time Formatting Options

Zero Fill hour puts a zero in front of hour numbers that are single digit.

24-hour time formats time to appear 00:00 to 23:59.

Date Formatting Options

Zero Fill dates puts a zero in front of date numbers that are single digit.

Date separator character allows you to choose what character that will separate your date values.

8.8.2 Number Triggers

A trigger word is a word that, when translated, causes SmartCAT to automatically set a number format for subsequently translated numbers. This lets you be sure that numbers will be correctly formatted without having to write any special strokes or add any new entries to your dictionary. For example, if the word 'phone' is set as a trigger for the Phone number format, then when SmartCAT translates “My phone number is...” it will see the word 'phone', set the number format for a telephone number, and automatically format the number that follows as a phone number.

The Automatic Realtime Number Format Triggers

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Figure 137: Trigger Dialog

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list is broken into three parts: Word, Format, and Expiration. The Word is the text trigger that causes SmartCAT to set a number format. The Format is the number format that the word triggers. The Expiration is when the number format for that trigger is canceled. For example, if a number formatting trigger is set to expire In Two Paragraphs, then after SmartCAT sees that two paragraphs have gone by, that trigger is no longer active. If no triggers are active, SmartCAT will format numbers using the default auto number format.

To delete an entry from the list, select the entry and click the Remove button.

To add a new trigger to the list, click the Add New button. This opens the Trigger dialog box:

In the Word field, type the trigger word to add. Press [Tab] to move to the Format field and hit the down arrow to select the number format for the trigger word you entered.

Then, press [Tab] again to move to the Expiration field. Click on the black drop down arrow to select the drop down menu option to expire the trigger.

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Figure 138: Trigger Dialog with Format Drop Down

Figure 139: Trigger with Expiration Drop down

CHAPTER 8 REALTIME

8.8.3 Trigger “Stacking”

If SmartCAT sees a new trigger word before the previous trigger word expires, the two number formats will stack. This means that both number formats are active. SmartCAT will format all numbers according to the first trigger unless a number is not valid for the first trigger, in which case it will format the number according to the second trigger. You can have several number formats stacked in this way.

For example, in the sentence “What time did you drive past that address?”, there are two potential number format triggers: time and address. If the next number you write is 1234, it will automatically be formatted as 12:34, because this is a valid time. However, if the next number you write is 5634, it will automatically be formatted as 5634 (assuming your Address trigger is set to the All Numerals number format), because this is not a valid time but any number is a valid address.

Numbers formatted with the Realtime Number Formatting option are also sent to Realtime output. Check the box to turn on Realtime Number Formatting. Once Realtime number formatting is enabled, SmartCAT can automatically format the numbers you stroke in one of 15 different number formats. The table lists the different number formats that SmartCAT can use:

Number Format DescriptionAll Numerals Formats up to 15 digits as all numerals without special formatting. For example: 1234

As Written Turns off number auto-formatting. Numbers will be translated as they are written.

Auto Formats any number as either all text, all digits, or a combination of text and digits.

Date Formats numbers, 3 to 8 digits, as a date. Uses the date separator and zero-fill option defined in your Number Formatting Options. For example: 01/11/69

Dollars Formats up to 15 digits as dollars. Inserts a dollar sign before the number and uses comma separators. For example: $1,234

Dollars and CentsFormats numbers as dollars and cents. Inserts a dollar sign before the number and uses comma separators. If you don’t stroke cents, SmartCAT inserts “.00” at the end of the number automatically. For example: $12.34

Lower Case Roman Formats numbers up to 3,999 as lower case roman numerals. For example: mccxxxiv

Numerals with Commas Formats numbers with commas. For example: 1,234

Ordinal Numbers Formats up to 15 digits as ordinal numbers. For example: 1,234th

Phone Formats 7-, 10-, or 11-digit numbers as phone numbers.

Social Security Number Formats nine digit numbers as social security numbers. For example: 123-45-6789

TimeFormats up to 4 digits as a time by inserting a colon in the appropriate position. It will not format invalid times, but will accept military time (00:00 - 23:59) as valid. For example: 12:34

Upper Case Roman Formats numbers up to 3,999 as upper case roman numerals. For example: MCCXXXIV

Words Converts up to 15 digits to words. For example: One thousand two hundred thirty-four

Zip Code Formats 5 or 9 digits as a zip code. For example: 12345-6789Table 3 – Intelligent Number Formatting

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During Realtime, numbers are formatted according to whichever of these number formats is “active”. Number formats are “activated” either by stroking special number formatting tokens, or automatically when certain “trigger” words are translated (described earlier in this section).

8.8.4 Number Formatting Using Tokens

There are several dictionary entries that automatically format numbers during Realtime translation. When you stroke one of these number formatting tokens, it tells SmartCAT how to format all subsequently stroked numbers (i.e., as phone number, zip code, date, etc.)

Before you can use these number format tokens, you must add them to your dictionary. The following table lists the number formatting tokens. You may use the suggested sample steno or any steno you want. These tokens can be added to your permanent dictionary or to a job dictionary.

SAMPLE STENOTOKEN(ENGLISH DEFINITION)

FORMAT

AL / TPHUPL <#> All Numerals

TPHO / TPHUPL <#none> As Written

AUT / TPHUPL <#auto> AutoTKAEUT / TPHUPL <#date> Date Toggle (see following note)

TKAEUT / TPHUPL / 1# <#date1> Date1 (see following note)

TKAEUT / TPHUPL / 2# <#date2> Date2 (see following note)TKAEUT / TPHUPL / 3# <#date3> Date3 (see following note)DZ <#$> DollarsSEPBTS <#$cents> Dollars and CentsHRO / ROEPL <#l> (lower case “L”) Lower Case Roman

-RBGS / ROEPL <#,> Numerals with CommasORD / TPHUPL <#st> Ordinal Numbers

TPOPB / TPHUPL <#phone> Phone

SORB / TPHUPL <#ssn> Social Security Number

TAOEUPL / TPHUPL <#time> TimeUP / ROEPL <#L> Upper Case Roman

WORD / TPHUPL <#words> Words

SEUP / TPHUPL <#zip> Zip CodeTable 4 – Number Formatting With Tokens

Once you stroke a number-formatting token, SmartCAT will try to format all subsequent numbers to that format until you stroke a different number formatting token. This is useful if you know that a certain type of number is coming up. For example, If an attorney asks a witness “What is your phone number,” you know that the next number you write will be a phone number. Before the witness gives the number, you can stroke your steno for the token <#phone>. The next series of numbers you stroke will automatically be formatted as a phone number. You can even define dictionary entries that will handle number

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formatting without requiring you to make any extra strokes. For example, you can define the steno:

TPOPB/TPHUPL/STPH

as:

phone number<?><#phone>

Because the speaker is asking for a phone number, it is assumed that the next number you stroke will need to be formatted as a phone number. This dictionary entry automatically sets the phone number format without you having to separately stroke that token.

Some number formatting tokens will only be able to format numbers of a certain length. For example, the token <#ssn>, which formats numbers to be social security numbers, will only work on numbers that have nine digits. If you don’t stroke the right number of digits for the format you specified, SmartCAT will format numbers using the default “Auto” number format. You can customize the “Auto” number format in your Editing Preferences (described in Section 9.2).

8.9 Oneshots“Oneshots” are dictionary entries that perform a single editing function (such as resolving a conflict, capping the last word or deleting a word) during Realtime.

Oneshot dictionary entries can go in any of your dictionaries. They always begin with <EDIT>, followed by the keystrokes you want the Oneshot to execute. The syntax for keystrokes in Oneshots is exactly the same as the syntax for keystrokes in Hotkeys. In many ways, Oneshots work just like Hotkeys, except they are used from your writer.

When you stroke the steno for a Oneshot entry, the <EDIT> at the beginning of the Oneshot tells SmartCAT that this entry is a Oneshot and to go into Edit mode. SmartCAT then executes each keystroke in the Oneshot as though you had pressed that key on your computer keyboard. Oneshots can interact with dialog boxes provided they are written in Hotkey syntax. For example, the following oneshot is written in hotkey syntax. It will change this paragraph's type to Answer.

<EDIT>®<ALT-E>ga®<ENTER>

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Once you have stroked a number formatting token, you cannot undo it with the asterisk key on your writer.

WARNING! You should not use a Scopist to edit during Realtime if you use Oneshots. Oneshots often change the cursor’s position which can cause a Scopist to make editing changes in the wrong place.

You cannot use the asterisk to erase a Oneshot or to remove the stroke before it.

CHAPTER 8 REALTIME

8.9.1 Sample Oneshots

The following are the Oneshots automatically included with the SmartCAT software in a dictionary called oneshots-3.2.dic located in your work directory. The list of SmartCAT sample Oneshots is provided in the following tables. You may find some of these sample Oneshots useful. You can also create as many new Oneshots as best suits your needs.

If you would like to use the default oneshots dictionary, make sure “oneshots-3.2” is listed in the “In-Use” column under the Dictionary tab in your style sheet (see Section 5.4.2 ).

Preceding Word(s)

The Oneshots in Table 5 deal with the word(s) immediately preceding the Oneshot. Some entries are duplicated giving extra steno options.

Steno Function Definition*UPBD Underlines last word <EDIT><S-F9>Ej<C-U>s<ESC>TK*L Deletes last word <EDIT><S-F9>Ejd<BACK>s<ESC>PWA* Attaches the last two words

together<EDIT><S-F9>j<BACK>

SKWOET Quotes last “word” <EDIT><S-F9>Ejs"s<ESC>1bg# Quotes last “word” <EDIT><S-F9>Ejs"s<ESC>2bg# Quotes last “two words” <EDIT><S-F9>Ejjss"s<ESC>3bg# Quotes “last three words” <EDIT><S-F9>Ejjjsss"s<ESC>4bg# “Quotes last four words” <EDIT><S-F9>Ejjjjssss"s<ESC>1d# Stitched that last w-o-r-d <EDIT><S-F9>Ejs-s<ESC>2d# Dashes last two-words <EDIT><S-F9>Ejjss-s<ESC>3d# Dashes last-three-words <EDIT><S-F9>Ejjjsss-s<ESC>4d# Dashes-last-four-words <EDIT><S-F9>Ejjjjssss-s<ESC>K*P Capitalizes last Word <EDIT><S-F9>Ej<C-F5>s<ESC>k6# Capitalizes last Word <EDIT><S-F9>Ej<C-F5>s<ESC>k7# Capitalizes last Two Words <EDIT><S-F9>Ejjss<C-F5>s<ESC>k8# Capitalizes Last Three

Words<EDIT><S-F9>Ejjjsss<C-F5>s<ESC>

k9# Capitalizes Last Four Words <EDIT><S-F9>Ejjjjssss<C-F5>s<ESC>KEU6# Text globals last word and

capitalizes it<EDIT>®<SHIFT-F9>jst®<CTRL-K>®<ENTER>

KEU7# Text globals last two words and capitalizes them

<EDIT>®<SHIFT-F9>jjsst®<CTRL-K>®<ENTER>

KEU8# Text globals last three words and capitalizes them

<EDIT>®<SHIFT-F9>jjjssst®<CTRL-K>®<ENTER>

KEU9# Text globals last four words and capitalizes them

<EDIT>®<SHIFT-F9>jjjjsssst®<CTRL-K>®<ENTER>

Table 5 – Oneshots for preceding words

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Numbers

These Oneshots deal with numbers and must be used immediately following the number.

Steno Function DefinitionPH*D Formats last entry into $ format, e.g. 500 = $500 <EDIT>®<SHIFT-F9>js#$®<ENTER>T*D e.g. 1,000 = $1,000 <EDIT><S-F9>jja$<S-F9><END>P*D e.g. 3,200,500 = $3,200,500 <EDIT><S-F9>jjja$<S-F9><END>TKHRRS Formats last entry into $ and cents, e.g. 500 = $5.00 <EDIT>®<SHIFT-F9>js#c®<ENTER>AEP Puts apostrophe in for year <EDIT><S-F9>E<C-F7><C-F7><C-F7>a'/ESS Social Security format <EDIT><S-F9>j<C-F8><C-F8><C-F8>a-<C-

F8><C-F8>-/ET*PL Time format <EDIT><S-F9>E<C-F7><C-F7><C-F7>a:/ETL/TL Telephone format (with/without area code) <EDIT>®<SHIFT-F9>js#p®<ENTER>

Table 6 – Oneshots for numbers

Resolving Last Conflict

These Oneshots deal with resolving the last conflict.

Steno Function Definition1r# Choose first word of conflict <EDIT><S-F9>EN1s<ESC>2r# Choose second word of conflict <EDIT><S-F9>EN2s<ESC>3r# Choose third word of conflict <EDIT><S-F9>EN3s<ESC>4r# Choose fourth word of conflict <EDIT><S-F9>EN4s<ESC>

Table 7 – Oneshots To Resolve Conflicts

Change The Last Untranslated Stroke

These Oneshots deal with the last untranslated stroke.

Steno Function DefinitionSA*P Deletes the last untranslate <EDIT><S-F9>ENds<ESC>TP*BGS Replaces the last untranslate with the last

word written<EDIT><S-F9>Ejx<BACK>ENsvEs<ESC>

TPBGS/TPBGS Replaces the last untranslate and the next word with the last word written

<EDIT><S-F9>Ejx<BACK>ENjssvEs<ESC>

TWBGS Replaces the last untranslate with the last two words written

<EDIT><S-F9>Ejjssx<BACK>ENsvEs<ESC>

THRBGS Replaces the last untranslate with the last three words written

<EDIT><S-F9>Ejjjsssx<BACK>ENsvEs<ESC>

STPH* Changes last untranslate to a Question paragraph <Q>

<EDIT>®<SHIFT-F9>ENr<Q>®<ENTER>

STPHFPLT Changes last untranslate to an Answer paragraph <A>

<EDIT>®<SHIFT-F9>ENr<A>®<ENTER>

T*G Text globals the last untranslate with the last word written

<EDIT>®<SHIFT-F9>Ej®<CTRL-X>Nt®<CTRL-V>®<ENTER>

Table 8 – Oneshots for Untranslates

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Other Useful OneshotsSteno Function DefinitionSKA*EP Cancel select mode <EDIT>s<ESC>KHRRB Clear Auto-Briefs Windows <EDIT><CS-B>S*F Saves file <EDIT><F9>KOPLD Changes the last period to a comma <EDIT>®<SHIFT-F9>f<.>®<ALT-U>®<ENTER>j,P*RD Changes the last comma to a period <EDIT>®<SHIFT-F9>f<,>®<ALT-U>®<ENTER>j.

Table 9 – Miscellaneous Oneshots

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8.10 Using RealEdit™

RealEdit™ lets you edit your Realtime text directly from the steno keyboard. Using RealEdit™, you write strokes on your writer, but SmartCAT interprets them as keys being pressed on your computer keyboard.

To use RealEdit™, a Realtime job must be running. Go into RealEdit™ by stroking the steno for a dictionary entry defined as <START-EDIT>. If you do not have a stroke defined as <START-EDIT> in your permanent

dictionary, you must add one before you can use RealEdit™. (Adding new dictionary entries is described in Section 11.8.2.)

When you stroke <START-EDIT>, the abbreviation “RT” in the status bar of the Transcript Editor screen changes to “RE”, reminding you that you are in RealEdit™ mode. SmartCAT stops looking at your permanent dictionaries and instead only translates against your RealEdit™ dictionary.

To use a RealEdit™ Dictionary, it must first be selected in Realtime options.

To select a RealEdit™ dictionary:

1) Click Setup [Alt+S] → Realtime Options [R], the Realtime Options box will appear:

2) In the Realtime options box, locate the Realedit™ dictionary field.

3) Click the ellipses to the right of the field. [...]

4) A Realtime options dialog box opens.

5) Choose the Realedit™ dictionary you wish to use.

6) Click Open.

7) Click OK to save the choice in Realtime Options and close the Realtime Options dialog box.

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Figure 141: Open RealEdit™ Dictionary

Figure 140: RealEdit™ Dictionary is Set

WARNING! You should not use a Scopist to edit during Realtime if you use RealEdit™. Editing with RealEdit™

often changes the cursor’s position, causing a Scopist to make editing changes in the wrong place.

CHAPTER 8 REALTIME

Entries in your RealEdit™ Dictionary correspond to keys on your computer keyboard. When you stroke an entry in the REALEDIT.DIC dictionary, SmartCAT interprets that stroke as though you pressed a key on your computer keyboard. For example, when you are in RealEdit™ mode and you stroke A (assuming you are using SmartCAT’s sample REALEDIT-3.2.RED dictionary), SmartCAT translates that as the letter 'a'. This is interpreted as though you pressed the A key on your keyboard.

To return to normal Realtime, stroke the steno for an entry in your RealEdit™ dictionary defined as <START-REALTIME>. (In the sample RealEdit™ Dictionary, stroke the steno /RT to return to Realtime) SmartCAT returns to using your permanent dictionaries.

8.10.1 The RealEdit™ Dictionary

The syntax for keystrokes in the REALEDIT-3.2.RED dictionary is exactly the same as the syntax for keystrokes in Hotkeys. To use SmartCAT’s sample RealEdit™ Dictionary, or any dictionary, you must define the dictionary in Realtime Options as discussed before. The sample dictionary, REALEDIT-3.2.RED, is located in your user directory, and a

backup is in C:\SmartCAT\Demo.

The following entries are included in the sample RealEdit™

Dictionary installed with your SmartCAT software. You can change the steno to best match your steno theory.

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IMPORTANT! Your RealEdit™ dictionary must have at least one entry defined as <START-REALTIME>. That stroke is the only way, short of stopping Realtime, to return to normal Realtime from RealEdit™.

WARNING! You cannot have conflicts in the RealEdit™ dictionary. If you do, both entries are ignored. You can only have single-stroke definitions in the RealEdit dictionary.

CHAPTER 8 REALTIME

8.10.2 Sample RealEdit™ Dictionary – REALEDIT-3.2.DIC

Steno Definition Steno Definition#e# ®<ALT-E> O* O#eu# ®<ALT-I> P p#u# ®<ALT-U> P* P* ®<BACK> PH m*E E PH* M*EU I PHEPB ®<MENU>*U U PAOEUP |*UP ®<PGUP> POS '-RBGS , PRE*PB )0# 0 PREPB (0## ®<ALT-O> PW b1# 1 PW* B1## ®<ALT-S> PWRA*BG >1#e# ®<ALT-Z> PWRABG <1kwr## ®<ALT-J> R r1r## ®<ALT-V> R* R2# 2 RT <START-REALTIME>23## ®<ALT-F> S s23h## ®<ALT-N> S* S2k# ®<ALT-D> S*E Z2k3w## ®<ALT-G> S*EPBT %3# 3 SE z3## ®<ALT-P> SKAP ®<ESC>34## ®<ALT-M> SKWR j3w## ®<ALT-B> SKWR* J4# 4 SPA ®<SPACE>4## ®<ALT-H> SPAE*US ^4r## ®<ALT-L> SPEL ®<ALT-F9>5# 5 SR v5## ®<ALT-A> SR* V6# 6 STPH ?7# 7 T t8# 8 T* T9# 9 TAB ®<TAB>A a TAOEUP ®<CTRL-F4>A* A TE*PB ®<F10>APLSD & TEULD ~DZ $ TK dE e TK* DEPBT ®<ENTER> TKO*UPB ®<PGDN>EU i TKOUPB ®<DOWN>

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Steno Definition Steno DefinitionFPLT . TKPW gH h TKPW* GH* H TP fHAOEUF - TP* FHR l TPH nHR* L TPH* NK k TPHUPL #K* K TURB ®<SHIFT-F9>KAP ®<CTRL-K> U uKO*L ; UP ®<UP>KOL : W wKP x W* WKP* X k## ®<ALT-K>KR c k3## ®<ALT-X>KR* C kr## ®<ALT-C>KW q kw## ®<ALT-Q>KW* Q kwr## ®<ALT-Y>KWOET " r## ®<ALT-R>KWR y t## ®<ALT-T>KWR* Y w## ®<ALT-W>O o

Table 10 – RealEdit™ Dictionary Sample Entries

8.11 Realtime OutputIMPORTANT:

SmartCAT will show an error message if it cannot connect to an output system when Output is enabled.

Even though it cannot connect to the output system, Realtime input will start after hitting [OK], as though no Realtime output option was selected. Still, it is best to disable Realtime output if you're not using it, by unchecking the "enable Realtime output" check box.

8.11.1 Setting Up Realtime Output

Using special CIC (Computer Integrated Courtroom) equipment, SmartCAT can send Realtime text to other computers in the room. As your steno is translated into English and displayed in Realtime by SmartCAT, the text is simultaneously transmitted to each client computer.

To output to someone's litigation software:

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Figure 142: Realtime Output Failed

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1. To set up SmartCAT to output to litigation software, click on the Setup [Alt+S] → Realtime Options…[R] menu option, to open the Realtime Options dialog box.

2. Then, click the Add button in the Output section.

Description

This is simply your name for this particular connection. Type in whatever you'd like to call it- the name of the client, perhaps, or just the type of connection. You will need to choose a different description for each Realtime Output connection.

8.11.2 Client Format

This is the "meat" of the output: which format SmartCAT will need to send the Realtime Output in. It can be a type of software such as CaseView or Bridge, or a special destination such as the keyboard or a file. Each individual format has its own set of options, which will show when you choose that format. For information about each client format, see section 8.12 on Realtime Output Clients.

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Figure 143: Realtime Options

Figure 144: Add Realtime Ouput

CHAPTER 8 REALTIME

Choose the appropriate format option from the drop-down list.

8.11.3 Connection Settings

The connection setting is the medium in which SmartCAT will communicate with the Output client. Each client format (discussed above) has its own connection settings, though most formats share the same three options (Serial Port, Ethernet Port, and File). For more information on which connection settings belong with which client format, see section 8.12 on Realtime Output Clients.

Serial Port

The traditional connection for any kind of Realtime activity, and still the default for most of the Output formats. You can select the serial port on your computer that is connected to the client computer, and select the baud rate as well, though this is best left at the default values.

Ethernet Port

You can also send your Realtime Output across a network. Just fill in the host and port information; this will generally be given to you by your client. This connection is the default for the TCP/IP client format.

Host: The IP address of the computer you are trying to connect to. (e.g. 192.168.2.100 or www.domainname.com) Port: The port the output system is listening on. Refer to your provider for this information.

File

Still a third option for most of the available client formats is to send the Output to a file. This is especially useful if you are taking a job that will be read later by your client, in whichever format they need. You can even send your Realtime data to a file that is on a remote server. Several CIC systems can read from a file on a file share, allowing you to use this option to distribute realtime output to many clients over a local network.

Keyboard

This connection setting is reserved for the "As Keyboard" format. The Output will be sent to whichever program you have open while you're running Realtime, as if you had typed the words in the keyboard.

To aid you in sending the cleanest output possible, SmartCAT holds a few strokes from being output. You ccan set Realtime to flush its output after a certain amount of idle time, in the Realtime Options dialog. When you stop Realtime, SmartCAT will flush all strokes out to the client system.

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8.11.4 Suspending Realtime Output to Client Stations

SmartCAT lets you temporarily suspend realtime output to output client stations while continuing to input Realtime text to your "host" computer. This feature lets you transcribe conferences "in chambers" or other "off the record" dialog without having to stop and later restart Realtime.

Three dictionary entries (called "tokens") let you easily tell SmarCAT when to suspend realtime output and when to continue again: <SUSPEND ON> , <SUSPEND OFF> , and <SUSPEND>.

For more information on these dictionary entries, see Section 11.9.13.

8.12 Realtime Output Clients

8.12.1 Total Access

Click on the Setup button to the right of the chosen Output option to open the Settings dialog box.

Case Name:

The "case name" is the subdirectory that your realtime text file will be kept in on each Total Access client computer.

TAC Name:

This is the file name of the realtime text file.

Password:

Each Total Access transcript generated can be password protected, allowing access only to authorized parties.

Connection Settings:

Total Access gives you the option to output your Realtime via serial port, ethernet port, or to a file. See the descriptions in the Realtime Output topic for more information about each of these. Serial Port is still the most common type of connection, and thus is the default.

Refreshing Total Access Client Stations

If you have a scopist editing the Realtime text as it comes in, or if you take advantage of breaks in the proceedings to edit the text yourself, you can easily update the text on Total Access client systems' computers. This is called "refreshing" the client systems.

IMPORTANT: When you're using Total Access over a network, refreshing the client systems takes twenty to thirty seconds, depending on the size of the Realtime text file

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Figure 145: Total Access Setup

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and the type of network. However, If you are connected to Total Access using serial cables, this can take up to fifteen minutes for a 200 page file.

8.12.2 TCP/IP Output

Note that TCP/IP output is text-only; special features like paragraph types are ignored.


The TCP/IP format gives you the option to output your Realtime via serial port, ethernet port, or to a file. See the descriptions in the Realtime Output topic for more information about each of these. Though you do have these options, it would be a rare case indeed when you used something other than a standard IP address and port number. Thus, "ethernet port" is the default.

8.12.3 CaseView

Indent Lines:

Indents all lines according to the SmartCAT transcript's job properties.

Allow Recipient to Save File:

Allows the Caseview user to save a copy of the transcript.

Starting Page Number:

Useful for, e.g., the second day of a trial. Similar to the effect of the similar setting on the Page tab of the Job Properties.

Send Timestamps:

Displays the timestamps for the transcript in Caseview.

Max Marked Lines:

The maximum number of lines that the Caseview user can mark in their software. Exceeding this number will prompt an error message. Setting this to 0 allows an unlimited number of marked lines.


The Caseview format gives you the option to output your Realtime via serial port, ethernet port, or to a file. See the descriptions in the Realtime Output topic for more information about each of these. Serial Port is still the most common type of connection, and thus is the default.

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Figure 146: TCP/IP Setup

Figure 147: Realtime CaseView Setup

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8.12.4 Livenote(RTF):

This is a legacy format, for working with older Livenote systems that used an RTF-CRE format, rather than the now-standard Caseview format.


The Livenote format gives you the option to output your Realtime via serial port, ethernet port, or to a file. See the descriptions in the Realtime Output topic for more information about each of these. Serial Port is still the most common type of connection, and thus is the default.

8.12.5 Summation(RTF):

This is a legacy format, for working with older Summation systems that used an RTF-CRE format, rather than the now-standard Caseview format.


The Summation format gives you the option to output your Realtime via serial port, ethernet port, or to a file. See the descriptions in the Realtime Output topic for more information about each of these. Serial Port is still the most common type of connection, and thus is the default.

8.12.6 Binder(Plain):

This is a legacy format, for working with older Binder systems that used a plain-text format.


The Binder format gives you the option to output your Realtime via serial port, ethernet port, or to a file. See the descriptions in the Realtime Output topic for more information about each of these. Serial Port is still the most common type of connection, and thus is the default.

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Figure 148: LiveNote Setup

Figure 149: Summation Setup

Figure 150: Binder Setup

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8.12.7 As Keyboard (Output to a Text Program):

You can send your Realtime output to a text program, such as Word, Notepad, Realtime Coach, or any other program that you can type in. Just set the Realtime Options Output line to "As Keyboard", start Realtime, and then start the program you wish to write text into. As long as that program is "focused" (in front of any other windows, such as the SmartCAT window), the text will output to that program, and show up on your screen as if you were using the computer's keyboard to type. You can even use Oneshots! SmartCAT will automatically "focus" itself when you write a oneshot, then return to the background when the oneshot activity is complete.


When you are sending your Realtime text to the keyboard, that is the only kind of connection you could possibly have. Thus, the "keyboard" connection is set, and greyed out so that you cannot change it.

8.12.8 Bridge

Allow recipient to save file:

Allows the Realtime session to be saved on the Bridge computer.

Indent lines:

Lines will be indented in Bridge just as they are in SmartCAT.

Send edits to client when made:

When an edit is made in SmartCAT, such as text replacement or conflict resolution, the edit is sent to and updated on the Bridge computer.

Refresh transcript when global changes are made:

When a global change is made in SmartCAT, such as text or steno global, the entire transcript is refreshed on the Bridge computer.

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Figure 152: Realtime Bridge Setup

Figure 151: As Keyboard Setup

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Refresh Bridge manually

To refresh the Bridge output manually by keystroke, press [Ctrl+Shift+F]. Any edits or global changes will be sent to and updated on the Bridge computer. You can also create a Oneshot with this keystroke to refresh the Bridge output from your steno keyboard.

Connection Settings: The Binder format gives you the option to output your Realtime via serial port, ethernet port, or to a file. See the descriptions in the Realtime Output topic for more information about each of these. Serial Port is still the most common type of connection, and thus is the default.

8.13 Projectors And LCD PanelsIf you are doing Realtime for a large group, your computer screen probably isn’t large enough for everyone to read. There are projectors available that connect to a computer just like a normal computer monitor. You can also use a device known as an LCD panel (also called an LCD plate or LCD palette) that sits on an overhead projector. Devices like these can often be rented at major hotels and convention centers.

To get the most out of these large display devices follow the suggestions below.

➔ Dim the lights if possible.

➔ Make sure the device works properly with the computer. Most notebook computers have VGA/S-Video output connectors.

➔ For color LCD panels, allow time before the session begins to adjust the colors.

8.14 Audio Support

8.14.1 Overview

SmartCAT has the capability to digitally record synchronized audio files as you write in Realtime. You can synchronize the recorded audio with the Realtime transcript through the use of time codes, then play back the audio as the transcript is edited.

Hardware Required

In order to use the audio support functions, you must have the necessary hardware installed on your computer. There are three pieces of hardware required to operate the audio functions:

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IMPORTANT! Your computer must have a sound card installed in order to use the audio support functions in SmartCAT. This includes any required sound drivers for recording and playback. Please check with your local computer dealer or the vendor you purchased the computer from if you have questions regarding installing a sound card and/or necessary drivers. The computer must also have a hard drive capable of holding the large audio files created when recording.

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➔ sound card

➔ microphone

➔ speaker(s)

A sound card is a specialized computer component allowing you to record and play back digital audio files. Sound cards are internal boards that may be an integrated part of the computer motherboard or an add-on board that must first be installed (if your sound card is an add-on to your computer, make sure you have the proper drivers installed to run it).

To record digital audio, a microphone must be connected to the sound card microphone input jack. Some laptop computers have microphones built directly into the computer; however, it is recommended that the built-in microphone be disabled (turned off), and an external microphone used for the best sound quality possible.

The sound card jacks are generally located on the back or side of the computer. Consult your computer and/or sound card owner’s manual to locate and identify the jacks. Plug the microphone into the correct jack prior to the recording session.

Make sure the microphone volume control, called a "fader," is at the maximum position and there is a check mark in the Select check box. (Figure 153)

To hear the digital audio playback, you must have at least one speaker. On laptop computers with built-in sound cards, there is generally at least one speaker installed. If not, or if the computer is a desktop computer, you will need to add speakers. Plug the speaker connector into the output jack of the sound card, be sure power is available and speaker power is turned on.

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Figure 153: Recording Control Console

Most laptops will come with all of the components already built-in, however, laptops are not usually designed for high-quality audio recording, which often results in scratchy or otherwise poor-sounding audio. Better quality external microphones, sound cards, and speakers can all be purchased to be used as add-ons for your laptop. For suggestions on specific brands and models, please call our technical support line.

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Audio Files

Audio is recorded as a digital file in .wav format, compatible with the Windows® operating system. Since files are Windows® compatible, they can be played using the Windows®

Media Player or other programs that play .wav files, including SmartCAT.

It's important to note that audio files recorded with SmartCAT are actually a separate file from the job itself, and when you copy, back up or move the job file, you need to be aware that if you want the audio you will have to bring it along separately

8.14.2 Audio Preferences

Before you use the audio record and playback features, you should set up the Audio Preferences in SmartCAT.

Click Audio [Alt+A] → Setup [S] to open the audio dialog box. (Figure 154)

There are several items to choose in this dialog box.

Turn off Tagalong when Audio Playback starts [Shift+F10]

This check box will prevent the cursor from "tagging along" with the audio as it is played. Your cursor will stay in position as the audio plays. [Shift+F10] will enable/disable the audio playback tagalong but has no effect on the Realtime tagalong.

Recording Quality

Select the quality of audio to record while in Realtime.

The amount of hard drive space required depends on the quality of recorded audio. The higher the quality, the more drive space that is used. It is recommended to try Standard quality to preserve drive space. If the quality of audio is not to your liking, try selecting High or Highest.

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Figure 154: Audio Setup Dialog Box

Instead of using the built-in microphone in a laptop computer, purchase an external microphone of medium to high quality. Using the built-in microphone deteriorates the quality and volume level of audio recorded. An external microphone provides for best positioning, better quality and higher volume level.

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Audio Recording Meter Visible

Choose when you would like to have the recording meter display on the toolbar. The meter indicates how much sound is being picked up by the microphone. When not recording, this bar (on the far right of the Standard Toolbar) will show gray bars; those bars show in color while audio is being recorded.

Drive Statistics

If you have more than one hard drive installed on your computer, choose the hard drive you wish to use. To choose the hard drive, click on the drop-down arrow, then click on the drive letter.

Other Fields

The rest of the drive statistics fields display the amount of drive space available and the number of hours of audio that may be recorded.

8.14.3 Recording And Playing

To record an audio file, you must first begin a Realtime session:

1) Create a new job.

2) Assign a name for the audio file in the AUDIO field. (or leave it as the default). (Figure 155)

3) Start Realtime.

4) Click on the Audio [Alt+A] menu.

5) Select Record [R], or press [Alt+F5] to begin recording.

When the Realtime session is complete:

6) Press [Alt+F2] to stop recording, or click Audio [Alt+A] → Stop [S].

Playing Recorded Audio

To play the audio file, synchronized with the transcript file:

1) Open the transcript in the editor.

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Figure 155: Naming Audio Files

Never record audio unless Realtime is running!

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2) Press [Alt+F1] or click Audio [Alt+A] → Play [P].

An audio file must be associated with the transcript. If there is no audio file associated with the transcript, an error message appears:

8.14.4 Synchronizing

Synchronization may be required if the audio file begins recording with a timecode of 00:00:00.00 (HH:MM:SS:FF) while the transcript records timecode using time of day (based on the computer clock). In order to do this, the file must be created in Realtime.

Go to Audio [Alt+A] → Timecodes [T] to open the Timecode Editor. (Figure 157)

In Figure 157, the Realtime transcript (job timecode) started at 11:28:59, while the audio timecode always starts at 00:00:00:00. This is the initial sync SmartCAT will do at the beginning of audio recording.

If you take a break during a Realtime session, when you resume, the audio timecode and the job timecodes may be out of sync. You can minimize this by stopping the recording during breaks.

The status bar of SmartCAT will tell you both the current job timecode and audio timecode at any point in the transcript.

If the timecodes become out of sync after a break in the transcript, go to the last word before the break, note the

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Figure 158: Audio Timecode Editor

Figure 159: Timecode status bar

Figure 157: Job Audio Timecodes Editor

Figure 156: No Audio File Error Message

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timecodes, then go to the first word after the break, and note the timecodes. This is where the discrepancy may occur.

Open the Timecode editor by going to Audio [Alt+A] → Timecodes [T], then select the offset you want to edit, and click Edit. The audio and job timecodes may need to be altered if the offset does not match up exactly.

8.14.5 Troubleshooting Audio

If you have trouble recording, playing back, hearing or synchronizing audio files, try the following troubleshooting items:

Audio Not Recording

Check the following items:

1) Is a sound card installed? SmartCAT requires a sound card to be installed in order to record and playback audio files. Consult a local computer store to have a sound card installed.

2) Do you have a built-in microphone or an external microphone connected? You must have a microphone in order to record audio. Laptop computers generally have a built-in microphone. If there is a built-in microphone, make sure it is working. In Windows®, use the Sound Recorder to test the microphone. If it records in Sound Recorder, there is another problem. If it does not record, there is either a problem with the microphone itself or a problem with Windows® and the microphone interface. If you are using an external microphone, be sure it is connected to the microphone input on the sound card, and that it is in good working condition (i.e. no frayed or broken wires, no broken connectors, etc.).

3) In the Windows® audio setup, be sure the microphone input “fader” is all the way up and the check box Select is checked. (Figure 160)

4) If you are using Windows 98® one of your Media Control Interface (MCI) devices may not be functioning properly.

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Figure 160: Windows® Recording Control Properties

Check your computer time on a regular basis to make sure it is accurate. The built-in computer clock can gain or lose time, making it more difficult to locate the correct area in the transcript. Consult your Windows® manual for more information on checking and setting computer time.

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a) To verify that Media Control Interface (MCI) devices are functioning properly, follow these steps:

1) Click Start → Settings → Control Panel.

2) Double-click Multimedia.

3) Double-click Media Control Devices.

4) Click Wave Audio Device (Media Control).

5) Click Properties.

6) Click Use This Media Control Device.

7) Click OK.

8) Repeat steps 4-5 for MIDI Sequencer Device (Media Control) and Motion Video Device (Media Control).

9) Click OK.

10) Close the Control Panel.

11) Restart Windows®.

No Audio During Playback

If you are sure the audio recorded correctly, but you cannot hear it, try the following:

1) If you are using external speakers, check to be sure they are turned on and plugged in to the speaker output jack on the sound card.

2) Check to be sure the speaker volume control is not turned all the way down. (Figure 161)

3) Check to be sure the Windows® volume control is not turned all the way down. If there is a speaker icon in the system tray of the Windows® desktop, click on it to open the volume control fader. Make sure the Mute check box is not checked.

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Figure 162: Audio Mixer Control

Figure 161: Volume Control Fader

Consult your operating system manual to determine how to open the Mixer Control window.

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4) If you do not have a speaker icon, you will need to open the Windows® Audio Mixer.

8.14.6 Audio Backup and Recovery

When you start any audio (play or record), SmartCAT spawns an external program that handles the playing/recording/saving of the audio.

In the event of a unexpected closing of SmartCAT the external program notices and after a short while prompts you (if recording) to stop and save the audio or to restart SmartCAT. If you're saving audio and SmartCAT goes away, it pops open a little box telling you audio is still saving.

Simply put, your audio will continue to record and/or save even if SmartCAT goes away.

8.15 Auto-BriefsWhen the Auto-Brief window is up, SmartCAT will attempt to automatically make briefs for you. It scans for duplicate sets of steno, where you stroke several consecutive strokes in a row the same way, more than once. It will try to create a non-conflicting entry for it and put it in a separate auto-brief dictionary for this job.

When you close the job you will be asked if you would like to save the auto-brief dictionary. It is named “<jobname>-autobriefs.dic” where <jobname> is the name of the SmartCAT job you are working in. It will then save the dictionary and mark the used briefs as “used” and any unused briefs “temporary”. You can merge the newly created auto-brief dictionary into your main dictionary if desired. Merging dictionaries is covered in Section 11.7.

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Figure 163: Auto-Brief Window

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8.15.1 Auto-Brief Options

Setup [Alt+S] → Auto-briefing options [B]

Find unused briefs in my dictionaries

If this is checked, SmartCAT will search your dictionary for entries that match the brief suggestion. This is good for alerting you when you have a stroke already defined that you aren't using. SmartCat will only translate from auto-briefs you can see, or that you've already used which have been hidden through use (see below), although it may create more than will fit in your window.

Show a maximum of [ ] entries

Tells SmartCAT to display a maximum of that many auto-brief suggestions during Realtime.

Create briefs for a minimum of [ ] strokes

This is where you define how many strokes to include in a “set”. For example, if you set it to 3, auto-briefs will only be suggested if it sees a 3-stroke “set” more than once.

Hide briefs if used more than [ ] times

Set how many times a brief will be used until it's hidden in the auto-briefs list. If this is set to 0 a used brief will never be hidden.

Use the last [ ] strokes to find briefs

Set the number of strokes to use to find briefs. If you find opening the auto-brief window takes too long in a job with a lot of strokes already in it, you can lower this number to only look at the last X number of strokes in the job.

Brief creation type

Set your 1st, 2nd and 3rd preference to one of these options:

➔ Double a stroke – Creates a two stroke entry which has the same steno doubled as the steno for this brief.

➔ Single stroke combination – Creates a one stroke entry which uses the left half of one stroke and the right half of a different stroke.

➔ Two different strokes – Creates a two-stroke entry which uses two completely different strokes.

➔ None – This will not create a brief.

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Figure 164: Auto-Brief Options

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8.15.2 Viewing Auto-briefs in Realtime

If you want to see the auto-briefs window during Realtime, go to Realtime [Alt+R] → Auto-briefs [A] → Show/hide window [S].You can also check the box in your Realtime options to show auto-briefs, and your auto-brief window will be shown whenever you start Realtime.

If you want to clear the unused briefs from the window go to Realtime [Alt+R] → Auto-briefs [A] → Clear unused briefs [C] or [Ctrl+Shift+B]. This will let you see any other briefs that don't fit in your window presently, cleared briefs are marked as 'to be deleted' in your auto-brief dictionary. You can also create a one-shot to access this command. One-shots are covered in Section 9.5.3.

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Figure 165: Show/Hide Auto-briefs window

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CHAPTER 9

Editing

This chapter covers the process of editing a transcript, all the functions needed to transform a raw translation into a finished product, and all of the shortcuts, and helpful functions SmartCAT provides for quickly fixing up and finishing a transcript.

In This Chapter...

9.1 Opening a Transcript for Editing 1369.2 Editing Preferences ....................... 1379.3 Zoom / Enlarge Display ................ 1459.4 Editing (Typing) Modes ................ 1469.5 Customizable Editing Keystrokes 1479.6 Include (Get) Files ....................... 1549.7 Insert/Remove Page Break .......... 1569.8 Picklists .......................................... 1569.9 PreEdit ........................................... 1599.10 Moving Around In The Editor ... 1609.11 Conflicts and Untranslates ......... 1669.12 Viewing Notes (Steno) ................. 167

9.13 Paragraph Types ......................... 1689.14 Typing And Editing ..................... 1719.15 Globals ......................................... 1799.16 Deleting Text ................................ 1859.17 Correcting Accidents .................. 1869.18 Cut, Copy, and Paste .................. 1869.19 Electronic Signature Image ....... 1879.20 Modifying Text Format .............. 1899.21 Numbering Questions ................. 1929.22 SpellCheck ................................... 1939.23 WordNet Dictionary Lookup ..... 2029.24 Saving and Exiting ...................... 204

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9.1 Opening a Transcript for EditingTo open a transcript:

1) Go to the job menu.

2) Either double-click on the job name, or highlight the job and hit [Enter] or [Ctrl+T].

a) You may also type the first few letters of a job's name to move the highlighting to a job matching that text.

b) You can also use the up and down arrow keys to move to a different job.

3) The document opens in the transcript editor screen.

9.1.1 The Transcript Editor Screen

Once the transcript is open, the Transcript Editor screen is displayed.

The top of your window (commonly called the “title bar”) shows the location and name of the file in square brackets. If you've made changes since the file was last saved, an asterisk will appear next to the file name. Adjacent to the file name will appear useful information (like when the job is saving or loading, or when something that will take a while is happening).

Directly below the title bar is the menu bar, which contains several menus that can be dropped down to perform many of the functions in SmartCAT.

Below that is the “toolbar”. It contains a set of buttons which can be clicked on to perform common actions. If you hover your mouse over the buttons, it will show a description of

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Figure 166: Transcript Editor Screen

CHAPTER 9 EDITING

what action that button performs. The toolbar can be turned on and off from the view menu with View [Alt+V] → Standard Toolbar [S].

The bottom line (called the “Status bar”) shows:

➔ The line number the cursor is currently on.

➔ Which page you are on.

➔ The number of strokes and which stroke you are on.

➔ Whether timestamps exist for the current word.

➔ The current editing mode (see 9.4).

➔ Any other statuses that might be applicable (Realtime, RealEdit™, Audio recording etc.).

The status bar can be turned on and off from the menu with View [Alt+V] → Status Bar [B].

To the left and right of the transcript in the main central window, you can have “Display Columns.” These can display a variety of information, including the transcript line number, timestamps, and paragraph type (see Section 9.2.2 for detailed descriptions).

If you have your steno notes displayed they will appear in a window of their own to the right of the transcript window. You can open and close the notes window with View [Alt+V] → Notes Window [T] or by simply pressing [Esc].

9.2 Editing PreferencesThere are several editing preference options to set, allowing you to determine the way the transcript appears on the screen, the way some keys behave while editing and the way certain functions work.

To change your editing preferences in the Editing Preferences window:

1) Click Setup [Alt+S] → Editing Preferences [E] or press [Ctrl+Q].

2) Change the options you wish to change. Check boxes can be checked or unchecked, radio buttons allow you to select from a list of options, and some options let you type in a number or whatever you'd like.

3) When you’re finished setting the preferences, click OK at the bottom of the window to save the changes and exit the Editing Preferences.

4) If you wish to cancel and exit the preferences window without saving the changes, click Cancel [Esc] at the bottom of the window. This will ignore all changes you've made while this window was open.

5) Switch to the next screens- Columns or Colors- by clicking on the appropriate tab, or hitting [Ctrl+Tab] to switch tabs.

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9.2.1 Editor

The first tab of Edit Preferences is Editor. It provides a list of checkboxes and options.

Features with square boxes are “check boxes.” You can choose to turn on or off each feature with a check box. A check means the feature is on, a blank box means the feature is off. You can either left click on the option or hold down the [Alt] key and press the underlined letter to check or uncheck a checkbox.

Features with round dots are called “Radio buttons.” Radio buttons force you to pick one option in a group. When you check one dot in a group, it will un-select the other options in that group. You can click on a radio button option or hit [Alt] plus the option's underlined letter to select it.

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Figure 167: Editing Preferences - Editor

CHAPTER 9 EDITING

Some features simply provide a box for you to type in. You can click in these boxes and type an appropriate value.

Show Hard Spaces / Smart Periods [Alt+H]

A "hard space" is a space that acts as a "joiner". Two words separated by a hard space will always stick together (across lines) as though they were just one word. If this option is checked, SmartCAT will display hard spaces as carets ^. Otherwise, hard spaces will appear as normal spaces. Hard spaces will be shown as normal spaces in the printed transcript (or print preview), no matter how this option is set.

There are two types of periods, Smart and Normal. A Smart period is used when an automatic punctuation gets inserted into the transcript by inserting a <.> token or by using the period Turbokey. After every Smart period, two spaces will be inserted and the following word will be capitalized. A Normal period is normally used for an abbreviation (as in a.m. or Mr.), and is inserted into the transcript by typing a period in insert mode, or by translation/replacement from a non-token period Nothing in particular will be added and it will be treated like a letter for most purposes. With this option checked, you can tell which periods are which in a transcript: a Smart period will be displayed on the screen as a • whereas a Normal period will remain looking like a period.

This option only affects the appearance of the spaces on the screen. Hard spaces are never printed, and Smart periods will always appear to look Normal.

Mark this check box if you wish to make hard spaces and smart periods visible while editing.

Uncheck this option to turn the feature off, showing hard spaces as just spaces and smart periods as just periods.

Spaces Displayed As . [Alt+S]

Checking this option turns on the feature to allow you to view all spaces (except hard spaces) as dots. It does not appear in the printed transcript.

Uncheck to turn the option off.

Para Symbol at Para End [Alt+P]

Checking this option allows the paragraph symbol (¶) to be displayed in the transcript. It does not appear on the printed transcript.

Uncheck to turn the option off.

Insert Mode Auto-Off [Alt+I]

When this option is checked any cursor movement keys, steno/text global, and replace will automatically turn off the Insert mode and return to you to Turbokeys mode. If the “Enter Starts New Paragraph” option is not checked, then pressing the Enter key also turns off the Insert mode.

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Arrows Move Word to Word [Alt+W]

Checking this option allows you to use the arrow (cursor) keys to move the cursor one word at a time. If unchecked, the arrow keys move the cursor one character at a time. If checked, pressing Ctrl + an arrow key will move the cursor one letter at a time. Checking this option does not affect any other cursor movement keys.

Enter Starts New Paragraph [Alt+E]

If this option is checked, pressing the Enter key begins a new paragraph on the next line.

Smart Word Endings [Alt+M]

If this option is checked, the tilde character (~) will produce smart word endings when translated - see .

Uncheck to use ~ as only a delete-space.

Add Punct when splitting para [Alt+U]

If this option is checked, creating a new paragraph (via steno, or while editing) will automatically insert relevant punctuation at the end of the previous paragraph. This will be a period, unless the paragraph is a Question or Parenthetical paragraph, in which case it will get a question mark (?) or a period and parentheses, respectively. If you later change the paragraph's type, the automatic punctuation will change appropriately.

Cursor Line Centered [Alt+O]

Checking this option will keep the line which the cursor is on in the center of the screen. This option will prevent the cursor from going below half-way down the screen so that your eyes can stay in the same postion while you're editing. The centered line can have a different color (see the Colors tab section 9.2.3) so it catches the eye.

Unless in Realtime + Tagalong [Alt+G]

If this option is checked, the cursor line will be centered unless you are running Realtime, and the cursor is 'tagging along' with what you're writing (see Chapter 8). This allows the whole screen to be used while Realtiming.

Auto Save

SmartCAT also will automatically save the file you're working on periodically, with no input from you. Just go to the Editing Preferences and set the Auto Save interval as you please. When you're editing, SmartCAT will save the file you're working on each time that many minutes has passed. The default setting is 3 minutes. If you ever need to recover a file you'd been working on, the very most recent copy will be "job-name.job.bkp", right in your work directory. You can open it, and then save it to the original job name.

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Figure 168: Autosave at 3 min.

CHAPTER 9 EDITING

Scopist

Type the name of a scopist here, if used, or leave it blank. This is completely optional.

"Scan to Next" Options

Pressing the N key on the keyboard while in Turbokeys mode scans to certain areas of the transcript. Choose the options here to stop on conflicts, untranslates, and bookmarks. Any combination of options is allowed. Choose one, two, or all three. Using the All checkbox will automatically check each of the other three. This is particularly useful when working with hotkeys. Unchecking any of the conflict/untranslate/bookmark boxes will automatically uncheck the “All” box.

Pre-Edit Options

Pre-editing a transcript can save time and improve efficiency by cleaning up untranslates and conflicts prior to the start of text editing.

The radio buttons allows you to select your method of resolving untranslates in your pre-edit pass. You may either Steno Global, Text Global, or Replace untranslates in your pre-edit pass (or skip them).

Menu Button Displays

This option controls what happens when you hit the [MENU] button on your keyboard. The menu button is shown in Figure 169.

Pressing it brings up either the context menu (what happens when you right click in your transcript editor, see Section 4.2.16 for more) or a replica of the TurboCAT “Home” menu, depending on what you have selected for this option.

Export Space Option

Click in the option field and type the number of spaces that are desired on the left hand side of the transcript when exporting transcripts to any of the three ASCII text formats (Page Image ASCII, Summation, or Amicus.)

This feature provides for additional margin space on the left side of the transcript for binding in book form or for punching holes for use in a ring type binder.

Job Menu Options Use checkboxes to select jobs on the job menu

Will enable/disable the ability to use checkboxes to select jobs in the job menu.

Make grid lines invisible

Will show/hide the grid lines in the job menu.

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Figure 169: Menu Key

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9.2.2 Columns Options

Click on the Columns tab to set options for the transcript editor and job menu.

Transcript Editor Columns

Options here are for what you would like to appear on either side of the transcript while editing. The options are:

➔ None – This column is unused.

➔ Para Type – This shows a narrow column displaying the paragraph type symbol at the beginning of each paragraph (subsequent lines of a paragraph display nothing in this column).

➔ Beginning/Ending Timestamp – Shows the first or last timestamp of a given line, if any.

➔ Beginning/Ending Offset – Shows the first or last elapsed time of a line if any (elapsed time is how much time SmartCAT calculates has passed from the beginning of the transcript, as distinct from Timestamp, which is what time of day something happened).

➔ Line Number - This shows the number of each line with text on it starting from the top of each page (regardless of their single/double spaced).

➔ Abs. Line Number – This shows the number of each line with text on it starting from the top of the document (regardless of single/double spaced).

➔ Line Space Number – This shows the actual transcript lines that you would print in a normal document (one per double spaced line, starting at the top of each page).

Note that the columns chosen here are only displayed in the transcript editor view and are not necessarily printed. To print columns, you must go to Job Properties for the transcript and choose the columns in the Margins tab. This is explained in more detail in the section on Job Properties in 5.4.

Job Menu Columns

Place a check in each box to show the corresponding column in the job menu. When unchecked, the column is not visible.

9.2.3 Customizing SmartCAT Colors

SmartCAT is installed with a default color set designed for clarity and eye comfort. However, you can easily customize virtually all of SmartCAT’s colors to best suit your monitor type and personal preferences.

To change SmartCAT’s colors:

1) Click on Setup [Alt+S] → Editing Preferences [E] (or hit [Ctrl+Q]).

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2) Click on the Colors tab at the top of the Editing Preferences screen.

3) The Colors setup screen opens (Figure 170).

Figure 170: Editing Preferences - Colors

4) To change colors of a background screen element to be the same as the “Normal” color setting, check the “Background normal (no highlighting)” check box for that line. Note in particular the last line, “Centerline highlighting.”

5) To change colors of a screen element to something else, click on the Text or Background color buttons for the colors you wish to change. There are several ways to choose new colors from the color picker window (Figure 171). Click in one of the color boxes listed under Basic colors or click in the color picker window and drag the mouse cursor through the colors until you get the color you prefer. You

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may also click and drag the mouse cursor in the color slider bar to the right of the color picker window. Notice the Color/Solid box changes colors as you slide the cursor in the slider bar.

6) Click OK to close the color picker window after making the color choice. Click Apply to view the changes, continuing in this manner until all colors are set to your preference.

7) Once colors are changed to your satisfaction, click Save As to save the settings to a file. You can save several different color files, then load as you need them.

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Figure 172: Saving Color Settings

Figure 171: Color Picker Window

You must have a transcript open to view the color changes when you click the Apply button. Color changes do occur without a transcript open, but you won’t see the changes until a transcript is open.

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8) When you save the settings, you will be asked to give the color set a name. Type the name of the color set and click Save.

9) To load a color set, click Load. The color dialog box opens, showing a list of saved color files. Choose the file to load, then click Open.

➔ Note that several color sets come with SmartCAT, feel free to load these color sets and see if any of them are exactly or close to the colors you would like to use. It could save you some time over setting everything up from scratch on your own.

10) Click Apply to apply the new color scheme.

11) To return to the default SmartCAT color scheme, click Default, then Apply.

9.3 Zoom / Enlarge DisplayAnother feature in SmartCAT to aid in reading small laptop screens is the Zoom Display mode.

To change the display screen magnification:

1) Click View [Alt+V] → Zoom [Z]

2) Choose the magnification level desired.

3) The screen contents increase or decrease in size depending on the amount of magnification chosen.

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Figure 173: Display Zoom Settings

Changing the screen magnification may cause some columns to "disappear". To view those columns, you may need to use the scroll bar at the bottom of the screen to move left or right.

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9.4 Editing (Typing) ModesThere are three typing modes you use for editing: Insert, Typeover, and Turbokeys The current typing mode is displayed in the status bar of the bottom right of the Transcript Editor screen, and the cursor changes for each typing mode.

9.4.1 Insert

Insert mode lets you type new text. If the cursor runs into existing text, that text moves to make room for the new text. (cursor will look like a pipe | )

To change to Insert mode:

➔ From Turbokeys mode: Press [Insert], or [A].

➔ From Typeover mode: Press [Insert].

➔ From any typing mode: Press [Ctrl+F3].

9.4.2 Typeover

Typeover mode lets you type new text; however, unlike Insert mode, if the cursor runs into existing text that text is overwritten (cursor will look like an underscore _ )

To change to Typeover mode:

➔ From Turbokeys mode, Press [/].

➔ From Insert mode, Press [Insert].

➔ From any typing mode, Press [Ctrl+F4].

9.4.3 Turbokeys Mode

Turbokeys mode allows you to edit transcripts while keeping your hands on the keyboard home row, without frequently using the Alt or Ctrl keys. In Turbokeys mode, your keys do not type characters; instead, they execute many Transcript Editor commands. (cursor will look like a square block ■)

To change to Turbokeys mode:

➔ From Typeover or Insert mode, Press [/].

➔ From any typing mode, Press [Shift+F9].

For a list of Turbokey commands and a Turbokey reference sheet that can be printed, see Section 13.2.

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9.5 Customizable Editing Keystrokes

9.5.1 Turbokeys

SmartCAT allows you to change the definitions of Turbokeys used in the Transcript Editor.

To customize Turbokey definitions:

1) Click Setup [Alt+S] → Turbokeys [U].

2) The Turbokey screen opens:

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Figure 174: Turbokey Editing Screen

WARNING! Changing TurboKey definitions may change the way your Hotkeys and Oneshots (Section 8.9) work.

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3) This screen lists the Turbokeys used in SmartCAT.

➔ The Turbokey definitions are listed alphabetically, lower case letters first, (i.e., the key pressed alone, without the [Shift] key), then the definitions for upper case Turbokeys (keys pressed with the [Shift] key).

➔ Each Turbokey is shown as a letter under the Key column, followed by the keystroke in the Command column.

➔ Keystroke command definitions always begin with the left open-angle bracket < followed by the keystroke sequence, then ending with the right open-angle bracket >.

➔ In a Turbokey definition, “C-” indicates the [Ctrl]key is pressed with the key (e.g., <C-T> means Ctrl+T). Similarly, “S-” indicates Shift and “A-” indicates Alt. (e.g., <S-F9> means [Shift+F9], <A-G> indicates [Alt+G] and <CS-3> means [Ctrl+Shift+3].)

➔ If a key doesn't have a definition, it will be marked as << empty >>.

4) To exit the Turbokeys Definitions screen and save your changes, click OK. To leave the Turbokey Definition screen without saving your changes, click Cancel.

Turbokey Recorder

The Turbokey recorder makes it easy to create your own Turbokeys. To use the Turbokey recorder:

1) Click Setup [Alt+S] → Turbokeys [U].

2) Choose a letter not currently in use by clicking on that letter.

3) For example, if a key is marked with << empty >>, it is open for a new custom Turbokey.

4) Click Record [Alt+R] to begin recording the Turbokey.

5) When the Turbokey recording is complete, press [Ctrl + ALT + F10] (all at the same time) to stop the recorder.

6) The Turbokey is automatically recorded to the assigned letter in the list.

9.5.2 Hotkeys

Hotkeys are programmable shortcuts, allowing the editing of transcripts more quickly and efficiently. SmartCAT provides the ability to define your own set of shortcut keys.

Default hotkeys are provided in SmartCAT for your use, or you can easily program your own.

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You cannot use the Caps Lock key in a Turbokey.

Turbokeys can also be written in Hotkey syntax. They can interact with dialog boxes only if they are written this way. See section 9.5.2 for Hotkey syntax.

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If you know the exact sequence of keystrokes to execute a certain set of instructions, you can type the keystrokes into the Hotkey list. You can also use a special program built into SmartCAT called the Hotkey recorder. When the recorder is activated, it records all keystrokes made on the keyboard. The keystroke sequence is assigned to a 3-key combination you define. You can then use the 3-key combination to perform complicated operations normally requiring multiple keystrokes on the keyboard.

To execute a Hotkey, press [Ctrl + Alt] plus a letter key or [Shift + Alt] plus the letter corresponding to the Hotkey you want to use. You can define up to 52 Hotkeys.

If a key doesn't have a definition, it will marked as << empty >>.

Writing Your Own Hotkeys

Although SmartCAT has a set of preprogrammed Hotkeys, you may have a better or more efficient way to perform some operations. SmartCAT provides a couple of ways to redefine the default Hotkey list and/or create your own:

➔ Use the Hotkey recorder to record the keystrokes as you type them.

➔ You can edit the default Hotkey list by opening the list and manually adding or deleting keystrokes.

Hotkey Syntax

In order for a Hotkey to work properly, keystrokes must be written in a certain format that SmartCAT understands. The letters, numbers and symbols on the keyboard are entered in a Hotkey without special formatting. However, some keystrokes (such as PageUp) do not have a symbol and require a special way of representing that keystroke in SmartCAT. This is called Syntax.

Hotkey tokens must begin with a registered symbol (®) followed by the correct syntax. The symbol is automatically created if you use the hotkey recorder (described later in this section). If you wish to write a hotkey using the hotkey editor, you can easily insert the Registered symbol. To do this hit [Alt+R] while in the hotkey window, or press the register symbol button.

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Figure 176: Hotkeys Window

Figure 175: Hotkeys Menu Option

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The registered trademark symbol is required before each syntax entry. For example: ®<SHIFT-F9>®<ALT-E>gc®<ENTER>

If you need your hotkey to “pause” or wait for a second you can insert a copyright symbol (©) To do so type [Alt+0169].

The following table lists the proper syntax required when writing the keys for a hotkey:

Key Hotkey SyntaxRight ®<RIGHT>Left ®<LEFT>Up ®<UP>Down ®<DOWN>PageUp ®<PGUP>PageDn ®<PGDN>End ®<END>Del ®<DEL>Ins ®<INS>Enter ®<ENTER>Backspace ®<BACK>Escape ®<ESCAPE>F1 - F10 ®<F1> - ®<F10>Control ®<CTRL-Shift ®<SHIFT-Control+Shift ®<CS-® ALT+R

Table 11 – Hotkey Syntax Table

Each hotkey has a 400 character size limit. If you exceed this limit, SmartCAT will pop up a dialog telling you so when you hit OK or [Enter].

Sample Hotkeys

The following Hotkeys are included in the Hotkey list when SmartCAT is installed. These keys may be useful to you as is, or you can use the Hotkey editor to modify the Hotkey or replace it completely with one of your own.

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Figure 177: Hotkey Error

You cannot use the Caps Lock key in a HotKey.

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Keystroke Hotkey SyntaxCTRL+ALT+A ®<ALT-E>ga®<ENTER>

Changes current paragraph to an Answer Paragraph.

CTRL+ALT+B ®<SHIFT-F9>®<CTRL-Q>cn®<ENTER>®<F2> Sets editing preferences to turn on the scan to next conflict and resolution, then automatically scans to the next.

CTRL+ALT+C ®<SHIFT-F9>®<ALT-E>gc®<ENTER> Changes the current paragraph to a Colloquy Paragraph.

CTRL+ALT+D ®<SHIFT-F9>®<CTRL-_>®<CTRL-F3>ed®<SHIFT-F9> Adds the suffix “ed” to the end of the current word.

CTRL+ALT+F ®<SHIFT-F9>®<CTRL-Q>n®<ENTER>®<F2>®<CTRL-Q>n®<ENTER> Scans for the next conflict.

CTRL+ALT+G ®<SHIFT-F9>®<CTRL-_>®<CTRL-F3>ing®<SHIFT-F9> Adds the suffix “ing” to the end of the current word.

CTRL+ALT+H ®<SHIFT-F9>f|®<ENTER>3 Finds the next conflict and resolves it to the third option.

CTRL+ALT+I ®<SHIFT-F9>®<CTRL-H>j;..®<CTRL-_>a^--®<SHIFT-F9>®<RIGHT>®<CTRL-H>®<RIGHT>®<CTRL-F6>®<INS>--^®<SHIFT-F9>® Places dashes at the end of the current paragraph, then starts the next paragraph with dashes.

CTRL+ALT+J ®<SHIFT-F9>k®<BACK>j Joins the current word to the next word.

CTRL+ALT+K ®<SHIFT-F9>r®<RIGHT>®<BACK>®<ENTER> Removes the last letter of the current word.

CTRL+ALT+L ®<SHIFT-F9>bseu®<SHIFT-F9> Underlines the entire current line of text.

CTRL+ALT+M ®<SHIFT-F9>mba®<TAB>®<SHIFT-F9> Adds a tab at the beginning of the next line.

CTRL+ALT+N ®<SHIFT-F9>®<CTRL-_>®<CTRL-F3>ness®<SHIFT-F9> Adds the suffix “ness” to the end of the current word.

CTRL+ALT+O ®<SHIFT-F9>f|®<ENTER>1 Finds the next conflict and resolves it to option 1.

CTRL+ALT+P << empty >>CTRL+ALT+Q ®<SHIFT-F9>®<ALT-E>gq®<ENTER>

Changes the current paragraph to a Question Paragraph.

CTRL+ALT+R ®<SHIFT-F9>®<CTRL-_>®<CTRL-F3>er®<SHIFT-F9> Adds the suffix “er” to the end of the current word.

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Keystroke Hotkey SyntaxCTRL+ALT+S ®<SHIFT-F9>®<CTRL-_>®<CTRL-F3>s®<SHIFT-F9>

Adds the suffix “s” to the end of the current word.

CTRL+ALT+T ®<SHIFT-F9>f|®<ENTER>2 Finds the next conflict and resolves it to Option 2.

CTRL+ALT+U ®<SHIFT-F9>®<CTRL-Q>c®<ENTER>®<F2>®<CTRL-Q>c®<ENTER> Scans to the next untranslate.

CTRL+ALT+V ®<SHIFT-F9>y®<ALT-E>gc®<ENTER>®<CTRL-F3>THE®<SPACE>WITNESS:®<SPACE>®<SPACE>®<SHIFT-F9> Starts a new paragraph starting with the current word and inserts “THE WITNESS:”

CTRL+ALT+W ®<SHIFT-F9>y®<ALT-E>gc®<ENTER>®<CTRL-F3>ATTY1:®<SPACE>®<SPACE>®<SHIFT-F9> Starts a new paragraph starting with the current word and inserts “ATTY1:”

CTRL+ALT+X << empty >>CTRL+ALT+Y ®<SHIFT-F9>y®<ALT-E>gc®<ENTER>®<CTRL-

F3>ATTY2:®<SPACE>®<SPACE>®<SHIFT-F9> Starts a new paragraph starting with the current word and inserts “ATTY2:”

CTRL+ALT+Z ®<SHIFT-F9>®<CTRL-I>®<ALT-E>g*®<ENTER>®<CTRL-F3>EXAMINATION®<DOWN>®<CTRL-I>®<UP>®<CTRL-F3>BY®<SPACE>{ATTY}®<UP>®<F3>®<SHIFT-F9> Inserts two lines above the current line with the word “EXAMINATION” centered on the first line and “BY {ATTY}” at the margin of the second line.

Table 12 – Sample Hotkeys

Hotkey Recorder

The hotkey recorder makes it easy to create your own hotkeys. To use the hotkey recorder:

1) Click Setup [Alt+S] → Hotkeys [H] or [Ctrl+A] to open the Hotkey window. (Figure 178)

2) Choose a letter not currently in use by clicking on that letter.

3) For example, in Figure 178, the letters B and F have no hotkeys assigned to them. “B” is highlighted, indicating it is selected for recording/editing.

4) Click Record [Alt+R] to begin recording the hotkey.

5) When the hotkey recording is complete, press [Ctrl + ALT + F10] (all at the same time) to stop the recorder.

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To record, edit and use the second set of hotkeys, click on the Shift+Alt tab at the top of the Hotkey window.

Although you can edit the hotkey if a mistake is made while recording, it is best to practice the keystrokes you will use prior to recording, in order to prevent those mistakes from occurring. Practice the keystrokes several times, then continue with recording the hotkey.

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6) The hotkey is automatically recorded to the assigned letter in the list.

Editing Hotkeys

If you used the hotkey recorder to create a hotkey and wish to edit that hotkey:

1) Click Setup [Alt+S] → Hotkeys [H] or [Ctrl+A] to open the Hotkey window.

2) Select the appropriate Hotkey to edit by clicking on it to highlight it, then click the Edit button. This opens an editor dialog box:

3) Change the command syntax as needed.

4) Click OK to save the edit to the hotkey list.

OR

5) Click Cancel to cancel the operation, or Help for further assistance while in the editor dialog box.

Exporting/Importing Hotkeys

SmartCAT is generally licensed for one computer, but you have the capability of moving that license to a second computer.

If SmartCAT is installed on one computer and you have a customized set of hotkeys, you do not have to record the hotkeys again for use on a second computer. SmartCAT provides the ability to export the hotkeys, then import to the second computer.

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Figure 179: Hotkey Editor Dialog Box

Figure 178: Hotkey Editor

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To perform the export and import functions:

1) Click Setup [Alt+S] → Hotkeys [H] or [Ctrl+A]

2) Click Export to export the hotkeys from the first computer.

3) A Save As dialog box opens:(Figure 180)

4) Choose a location to save the hotkey file.

5) Click Save and the hotkey.hot file is saved to the location you specify.

6) Copy the hotkey.hot file to a floppy disk, CD, Flash/Thumb drive, or send the file via email to another location.

7) At the second computer, open SmartCAT.

8) Import the hotkey.hot file by clicking on Setup [Alt+S] → Hotkeys [H] or [Ctrl+A], then Import.

9) The import dialog box opens.(Figure 181)

10) Locate the hotkey.hot file.

11) Highlight it by clicking on it.

12) Click Open.

13) The hotkey.hot file is automatically imported and saved on the computer.

9.5.3 Oneshots

“Oneshots” are dictionary entries that perform a single editing function (such as resolving a conflict, capping the last word or deleting a word) during Realtime. Oneshots are covered in depth in Section 8.9.

9.6 Include (Get) Files

9.6.1 Creating

Include/get files contain boilerplate text that you use over and over again, such as a title or certificate page. It is more efficient to create and save often-used text as an include file, then insert it into your transcripts. This is much quicker and more efficient than retyping

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Figure 181: Import Hotkeys

Figure 180: Hotkey Exporting

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the text each time. You may change some details in each template as you need, such as names and dates. Once created, the template is ready for your use.

To create include (get) files:

1) Open a new, blank job by clicking on File [Alt+F] → New Job [B].

2) Type the name of the file you wish to create.

➔ For example, a title page might be called “_title”. (An often used trick is to use an underscore for the beginning of the name of the job. This allows the include jobs to be grouped together at the end of the job menu, out of the way. However, feel free to name files however you'd like.)

3) Click OK to save the new job.

4) Click File [Alt+F] → Open Job [J].

5) Once in the Transcript Editor, type the text of the template.

6) Save by pressing [F10], click File [Alt+F] → Save [S] or Save a Copy As [A].

7) These files can easily be imported from TurboCAT as well, through the Tools menu [Alt+T].

9.6.2 Using

To insert an include while editing a transcript:

1) Put the cursor at the place in the job where you want the include to be.

2) Click Edit [Alt+E] → Include (Get) File…[D] (Figure 182) to get the Open dialog box.

3) The open file dialog box opens, asking for the name of the file. (Figure 183)

4) Click on or type the name of the file.

5) Click the Open button or press [Enter].

6) The Include Job dialog box opens. (Figure 184)

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Figure 183: Locating and Opening a Get File

Figure 182: Include(Get) File

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7) Select the options you'd like to use, then hit OK. The defaults will bring in all of the file, with all the available features. The options are:

a) Select part of a file, based on absolute lines or pages.

b) Include steno notes, headers, bookmarks and/or index entries (if they exist in the file).

8) Click OK.

9) The include is inserted into the text of the transcript.

9.6.3 Auto Include

Refer to section 11.9.12 for more about auto-includes and using the GET token.

9.7 Insert/Remove Page BreakTo Insert:

1) Place the cursor in the position where you want to insert the break.

2) Click File [Alt+F] → Insert/Remove Page Break [B].

To Remove:

1) Place the cursor at the beginning of the paragraph just below the page break or at the end of the paragraph just above the page break.

2) Click File [Alt+F] → Insert/Remove Page Break [B].

9.8 PicklistsPicklists are lists of common items frequently used in a transcript. A picklist can be a list of attorneys, courthouses, counties, states, or other items that are common to each other.

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Figure 184: Include Options

Tip: This is also a way to join two jobs together by including one at the end of another.

Warning: Timecodes will not be included if you are inserting a job into the middle or at the end if the timecodes will conflict.

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9.8.1 Creating Picklists

To create a picklist file:

1) Click File [Alt+F] → New Picklist… [K].

2) This opens the Save As window.

3) Type the name of the new picklist, such as counties.pik, states.pik, etc.

4) Click Save.

5) Windows® Notepad opens. Notepad is a simple text file editor.

6) Begin typing items after the PICKLIST line to include in the list. You can have as many items in the list as you wish, one per line. There is a 120-character maximum for each line.(Figure 186)

7) When finished typing in the list of items, click File → Save to save the picklist file.

9.8.2 Multi-line Picklists

To create a picklist file of multi-line items (such as addresses):

1) Click File [Alt+F] → New Picklist… [K] from the menu.

2) For each item, type a title (must be preceded by an exclamation point).

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Figure 186: Picklist of Counties

Figure 185: Picklist Save As Dialog

Blank lines between entries or at the end of the list do not affect a picklist with one entry per line. Blank lines are ignored when SmartCAT displays the items in a picklist.

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3) Under each title, type the information you want to copy into the transcript when you pick that title. Figure 187 is an example of a picklist file called Lawyers.

4) When you are finished typing your multiple-line entries, click File → Save to save the multiple-line picklist file.

In a picklist with multiple-line entries, you cannot separate entries with blank lines. This is because you may want blank lines as part of an address or other type of multi-line item.

When the picklist is displayed, it displays only the titles (indicated by the exclamation points) of each multiple-line item. In this example, it will display Sam and Lawyers. When you choose a title, all the information under that title (but not including the title) is copied into your transcript.

Insert Picklists vs. Typeover Picklists

When creating a multi-line picklist, the first line of the picklist file can either read “PICKLIST” or “PICKLIST_INSERT”. This affects how the “picked” text is inserted into the transcript.

If the first line is “PICKLIST_INSERT” it's expected that the first line of the inserted entry will appear where the picklist marker appears, and a new blank line will be created for the rest of the lines of the picklist entry.

If the first line is “PICKLIST” the text of the entry is inserted in “typeover” mode. This means each of the lines will type over the same section of the lines below them. This is useful if for example you want to have a section of information “fill in” a box you create around the picklist marker.

9.8.3 Using Picklist “Markers”

Once you set up a picklist, you can open the list from any transcript or include file by inserting a special “marker.” Picklist markers are entered as the filename (without the .pik extension) of the picklist file, preceded by an ampersand (&) and enclosed in curly braces. For example, a picklist marker that opens the picklist file COUNTIES.pik is written as:

{&COUNTIES}

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Figure 187: Lawyers Picklist

Figure 188: Picklist Marker

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When you are in Turbokeys mode and the cursor is placed on a picklist marker:

1) Open the picklist by pressing the [Space bar] on the keyboard.

2) Pressing the space bar causes a dialog box called Picklist Select opens, listing the items or titles in the picklist.

3) Click on the item you want, or use the arrow keys or the first letter of the item to select it, then click OK or press [ENTER].

4) The item is inserted into the transcript.

9.9 PreEditPreEdit is a utility to quickly pass through a transcript, correcting untranslates, conflicts, or both, prior to text editing. This saves time in the editing process because conflicts and untranslates will already be corrected so you can concentrate on more important editing matters such as spelling, punctuation, and the words themselves. The PreEdit Options are located in the Editing Preferences window [Ctrl-Q]. (Figure 190)

Access PreEdit through the Tools Menu [Alt+T] → Pre-Edit Transcript [P].

PreEdit scans the transcript for an untranslate, selects it, then automatically brings up either the Steno Global, Text Global or Replace dialog box to make corrections, depending on which option is set in the Editing Preferences. Info on Globals can be found in Section 9.15

If set to scan for conflicts, PreEdit displays a message each time it encounters a conflict. To resolve the conflict, click on the corresponding word or words (or hit the number of the word you want it to resolve to) and SmartCAT corrects the conflict and moves on to the next word. You can skip to the next conflict/untranslate by clicking on the Skip button, or cancel PreEdit by clicking on Cancel.

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Figure 190: PreEdit Options

Figure 189: Selecting Multi-Line Picklist Item

PreEdit always starts at the beginning of the transcript. If you skip some conflicts or untranslates, then click OK or Cancel to close the PreEdit window, the next time you perform a PreEdit on the same transcript, SmartCAT starts at the first conflict or untranslate it encounters, not at the point where you stopped.

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9.10 Moving Around In The Editor

9.10.1 Moving The Cursor

A comprehensive keyboard layout is available in Section 13.1. You can print this page for reference.

Moving Left/Right One Character

In Turbokeys mode, press [Shift+J] to move left one character or space and [Shift+K] to move right one character or space.

If the “Arrows Move Word to Word” option in Editing Preferences is unchecked, the Left and Right arrow keys also move one character at a time. If that option is checked, then press [Ctrl] plus the arrow keys to move one character at a time.

To position the cursor on a paragraph symbol (in the left margin), place the cursor at the beginning of the first word of a paragraph and move one space to the left.

No matter which typing mode you are in or how your Editing Preferences are set, pressing [Ctrl+F7] moves the cursor one character to the left and pressing [Ctrl+F8] moves the cursor one character to the right.

Moving Left/Right One Word

In Turbokeys mode, press [J] to move left one word and [K] to move right one word.

If the “Arrows Move Word to Word” option in Editing Preferences is checked, the Left and Right arrow keys also move from word to word. If that option is unchecked, then press [Ctrl] plus the arrow keys to move one word at a time.

To position the cursor on a paragraph symbol (in the left margin), place the cursor at the beginning of the first word of a paragraph and move one space to the left.

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Figure 191: Resolving a Conflict in PreEdit

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No matter what typing mode you are in or how your Editing Preferences are set, pressing [Ctrl+F9] moves the cursor one word to the left and pressing [Ctrl+F10] moves the cursor one word to the right.

Moving To The End Of A Word

Press [Ctrl+Dash] (- or hyphen) to move the cursor to the space or punctuation mark immediately following the current word. This is useful if you need to add something to the end of a word.

Moving To The Beginning/End Of A Line

In Turbokey mode, press [B] to move to the beginning of the current line and [E] to move to the end of the line.

No matter what typing mode you are in, pressing [F3] moves the cursor to the beginning of the current line and pressing [End] moves the cursor to the end of the line.

Moving Up/Down One Line

In Turbokey mode, press [I] to move up one line and [M] to move down one line.

No matter what typing mode you are in, pressing the [Up] arrow moves the cursor up one line and pressing the [Down] arrow key moves down one line.

Moving Up/Down One Screen

In Turbokey mode, press [Shift+I] to move up one screen and [Shift+M] to move down one screen.

No matter what typing mode you are in, pressing [Page Up] moves the cursor up one page and pressing [Page Down] moves down one page.

Moving To The Previous/Next Paragraph

Press [Ctrl+H] to move the cursor to the beginning of the next paragraph, or [Ctrl+Shift+H] to move to the beginning of the previous paragraph.

Beginning/End Of Transcript

In Turbokey mode, press [Shift+B] to move to the beginning of the file and [Shift+E] to move to the end of the file.

No matter what typing mode you are in, pressing [Ctrl+Page Up] moves the cursor to the beginning of the file and pressing [Ctrl+Page Down] moves the cursor to the end of the file.

Find The Next Conflict/Untranslate

In TurboKey mode, press [N] to quickly jump to the next conflict, untranslate or bookmark and press [Shift+N] to jump to the previous conflict, untranslate or bookmark.

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No matter what typing mode you are in, pressing [F2] moves the cursor to the next conflict, untranslate or bookmark and pressing [Ctrl+F2] moves the cursor to the previous conflict, untranslate or bookmark.

You can scan to a user created conflict even when it's translated from a <GET> token, or even if it's inserted by typing it in insert mode.

This feature stops on conflicts only, untranslates only, bookmarks only or all three depending on how you set the “Scan to Next Options” in your Editing Preferences. For more information on Editing Preferences see Section 9.2.

Find The Next/Previous Number

Scan to the next number in the transcript by pressing [Ctrl+3] and scan to the previous number by pressing [Ctrl+Shift+3].

9.10.2 Go to

To quickly move about the Transcript Editor screen, you have several options: Page/Line…, Line in file…, and Timecode.

The Go to menu options help you quickly move the cursor to any page, line, or timecode in a file. To use the Go to menu option:

1) Edit into a transcript.

2) Click Edit [Alt+E] → Go to [O].

3) Pick an option:

4) Go page/line [P]. (Figure 193)

5) Go to line in file [L]. (Figure 194)

6) Go to timecode [T]. (Figure 195)

7) Fill in the page and line numbers or timecode in hours, minutes and seconds.

8) Click OK or press [Enter] to move to the specified location.

In the first option the page and line numbers referred to are “absolute” page number (ABS page at the bottom) and the line number on that page.

The line number entered for the second option is an “absolute line number.” Absolute line numbers are line numbers that

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Figure 193: Go To Page/Line

Figure 192: Go to Selection in Edit Menu

Figure 194: Go To Line in File

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increment through to the end of the file. By default, absolute line numbers are displayed in the right margin of the Transcript Editor screen.

The third option, Go to timecode, uses time-of-day timecode to move through the transcript. If a transcript has timecodes and is visible, you can quickly find an area of the transcript by time of day timecode.

Type the hours, minutes, and seconds into the fields, then click OK. SmartCAT takes you to the line matching the specified timecode. You must type in hours, minutes and seconds in order for SmartCAT to locate the area you want. Times should be as close as possible to the area you wish to find, especially the hours and minutes. A number in the seconds field will find the area as near as possible to that time. For example: you are looking for an area close to 15:08:17 (3:08:17 P.M.). In the hours field, type 15, in the minutes field, 08, and 01 in the seconds field. This will take you within a few words of the exact place you are searching for.

Timecode is written in universal time, otherwise known as military time. It is based on a twenty-four-hour clock. Times from just after midnight to just before noon (A.M.) are written as 0100, 0200, 0900, etc. Times just after noon until just before midnight (P.M.) are written as 1300, 1400, 1500, etc. Colons are added in SmartCAT to separate hours, minutes, and seconds.

9.10.3 Finding Text

To quickly move the cursor to a specific word or phrase, press [Ctrl+F] (or [F] in Turbokey mode). This opens the Find dialog box. (Figure 196)

Type the word or phrase you want to find in the Find What field, and press Enter to initiate the search. SmartCAT starts the search from the current cursor position.

You can search for paragraphs by entering the token for the paragraph type to find (i.e., enter “<A>” in the Find What field to search for an Answer paragraph). Paragraph tokens are listed in Section 11.9.8.

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Figure 196: Find Text Dialog Box

Figure 195: Go To Timecode

Check your computer time on a regular basis to make sure it is accurate. The built-in computer clock can gain or lose time, making it more difficult to locate the correct area in the transcript. Consult your Windows® manual for more information on checking and setting computer time.

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The Find dialog box also lets you set options prior to beginning the search. Press [Alt] plus the underlined letter in each option to check or uncheck it. You can also use the mouse and click on the appropriate option.

Match whole word only

When you check this option, SmartCAT searches for a word which matches what you typed in. For example, if you enter “cat” in the Find What field, it will not stop on the “cat” in “catastrophe.”

Match case

When you check this option, SmartCAT searches for text that exactly matches the capitalization of the text you entered. For example, if you enter “State” in the Find What field, it will not stop on “state.”

Up

If this bullet option is selected, SmartCAT searches for the text you specified from the current cursor position, backward towards the beginning of the file.

Down

If this bullet option is selected, SmartCAT searches for the text you specified from the current cursor position, forward towards the end of the file.

Repeat Last Find

If you have performed a find, you can press [Ctrl+L] (or [L] in Turbokeys), to repeat the last Find What command. You will not have to retype the word you are looking for or change the options.

You can also press [Ctrl+Shift+L] ([Shift+L] in Turbokeys), to find the previous instance of what you were searching for.

9.10.4 Bookmarks

Bookmarks are electronic placeholders that are located and moved to quickly in a transcript. For example, in a 200-page job, page three might need referencing periodically. Placing a bookmark on page three allows a quick way to move to that location in the transcript.

Adding Bookmarks

To insert a bookmark:

1) Select the text to bookmark.(Figure 197)

2) Click Edit [Alt+E] → Bookmark [M]

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Figure 197: Selected Text

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3) Select Create Here [C] or press [Ctrl+F4].

4) The Bookmark Create dialog box opens. (Figure 198)

5) Selected text appears as the bookmark name. You can delete this text and type any text in the field to better describe the bookmark.

6) Click OK [Enter].

7) The bookmarked text changes color in the transcript to let you know it is a bookmark.

Moving To A Bookmark

To quickly move the cursor to a bookmark:

1) Click Edit [Alt+E] → Find [F] or [Ctrl+E].

2) The Bookmark Find Dialog box opens. (Figure 200)

3) Bookmarks are listed in the Bookmark Find Dialog box.

4) Highlight a bookmark by clicking on it using the mouse.

5) When the bookmark is selected, press Enter or click OK.

6) The cursor moves to the location of the bookmark in the text.

Removing Bookmarks

To remove a bookmark:

1) Press [Ctrl+E].

2) The Bookmark dialog box opens.

3) Select the bookmark to remove by clicking on it.

4) Click Remove.

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Figure 199: Bookmarked Text

Figure 198: Bookmark Dialog Box

Figure 200: Bookmark Find Window

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9.11 Conflicts and Untranslates

9.11.1 Scan To Next Conflict/Untranslate

In Turbokeys mode, press [N] to quickly jump to the next conflict or untranslate, and press [Shift+N] to jump to the previous conflict or untranslate. Regardless of the typing mode, pressing [F2] moves the cursor to the next conflict or untranslate, and pressing [Ctrl+F2] moves the cursor to the previous conflict or untranslate.

This feature stops on conflicts only, untranslates only or both depending on how the “Scan to Next Options” is set in the Editing Preferences explained in Section 9.2.1 .

9.11.2 Conflicts

Resolving Conflicts

Conflicts occur when you have more than one dictionary definition for the same steno outline.

For example, in your dictionary you may have three separate entries for the words, “there” “their” and “they’re,” all with the same steno. This is common because all three words sound exactly alike when spoken.

When SmartCAT translates conflicts, it displays them in the Transcript Editor as conflicting English entries, separated by vertical bars and enclosed in square brackets. For example:

[there|their|they’re]

To resolve a conflict in the Transcript Editor, put the cursor anywhere on the conflict and, in Turbokeys mode, press the number of the entry you want. For example, to resolve the above conflict with the second word “their,” press 2 in Turbokeys. The text “[there|their|they’re]” is instantly replaced with “their.”

Restoring Conflicts

Once you have resolved a conflict, it is easily restored by placing the cursor on the resolved word and pressing 0 (zero). This will unresolve the conflict, bringing up all the conflict choices again, you may then select a different choice. You may also re-resolve a conflict to a different choice without unresolving it first, by simply hitting the number of the choice you meant. Note that unresolving and re-resolving a conflict only works on conflicts which are actually translated, conflicts which you type in with insert mode, cannot be re- or unresolved.

Highlighting Resolved Conflicts

SmartCAT automatically highlights resolved conflicts to help you keep track of what conflicts are resolved automatically. Note this only applies to conflicts are translated from your dictionaries not words you typed into your transcript in insert mode.

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9.11.3 Untranslates

You “resolve” an untranslate by replacing or globaling the untranslate to what it should have been see Section 9.14.8 for information on replacing and see Section 9.15 for information on globals.

9.12 Viewing Notes (Steno)When you create a text file by translating steno notes, or when you create a file in Realtime, the steno is “embedded” in the transcript file. This provides the ability to access the steno from within the transcript file.

To view the steno from the Transcript Editor, press the [ESC] key or go to View [Alt+V] → Notes Windows[T]. This “splits” the screen, with the text on the left and steno on the right.

When you press [ESC] to split the screen, the cursor remains in the text window. All of the Transcript Editor’s functions continue to work normally. As you move the cursor in the text, the corresponding steno is selected.

You can hit [F5] to put your cursor in the notes window, moving up and down and left and right will highlight steno strokes, find will find steno in the transcript, the [MENU] key will bring up the list of steno actions etc, you may hit [F5] again to return your cursor to the transcript. If the notes window is not currently visible, it will make the notes window visible before putting your cursor in it.

Press [ESC] or View [Alt+V] → Notes Window [T] again to return to full-screen text editing.

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Figure 201: Steno Notes Display in the Editor

The editor screen and the notes screen change colors depending on which screen is currently active. For example, when the editor screen is active (text editing), the notes screen is a different color (as set by you in the Editing Preferences). In Figure 201, notice the text editor background color is teal, while the notes background color is a purple.

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9.12.1 Working With Notes

When you're showing your notes, you can right-click a note and perform various operations on it, you can also put your cursor in the notes window with [F5] and use the context menu key to bring up the notes context menu. (Figure 202)

Show entries (Query) [ Ctrl+Q]

This brings up the Show Entries dialog, which will tell you exactly how a stroke transcribed, and which dictionary it came from. This is especially useful for discovering why something isn't transcribing correctly.

Find Steno [Ctrl+F]

This works just like Find in the text of a transcript, except that it finds steno.

Repeat Last Steno find (down) [Ctrl+L]

This works just like Repeat Last Find in the text of a transcript, except that it finds steno.

Repeat Last Steno find (up) [Ctrl+Shift+L]

This works just like Repeat Last Find in the text of a transcript, except that it finds steno.

Add Entries [Ctrl+A]

Add a dictionary entry for the selected steno. First enter the English, then choose which dictionary to put it into.

Delete Entries [Ctrl+D]

Delete all the dictionary entries, from all associated dictionaries, for the selected steno. This will delete the chosen outline from ALL your dictionaries – Please use caution!

Remove Number Bar from Stroke [Ctrl+U]

This will only show up if you're highlighting a number stroke. It allows you to see the steno as it would be without the number bar.

9.13 Paragraph TypesIn SmartCAT transcripts there are 10 different paragraph types, most of which can be customized. In the Transcript Editor, each paragraph type is indicated by a letter or symbol in the left margin of the first line. The following table lists each paragraph type that is in the left margin of the Transcript Editor.

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Figure 202: Notes Context Menu

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Paragraph Type Indicator DescriptionQuestion Q Used for questions, this paragraph type automatically inserts “Q” on

the first line.Answer A Used for answers, this paragraph type automatically inserts “A” on the

first line.Colloquy C This paragraph is used for normal dialog.Continuation $ This paragraph is used as the subsequent paragraph when Questions

or Answers are too long for a single paragraph.Margin M The first and all subsequent lines of this paragraph type are on the left

margin.Readback R This paragraph is used for sections of the transcript read by the

reporter. It is the only paragraph type with a right margin.Parenthetical 1 P This paragraph is generally used for non-spoken information such as

the time of adjournment or lunch breaks.Parenthetical 2 Pt This is an additional paragraph generally used for non-spoken

information such as the time of adjournment or lunch breaks.Centered * This paragraph centers the text on the page.Index I This paragraph type is created when you generate an index.

Table 13 – Paragraph Types

Paragraph types are customizable in the text format of your style sheet (described in Section 5.4.2 ) except for Margin and Centered paragraphs.

9.13.1 Changing Paragraph Types

To change from one paragraph type to another (such as changing from a Margin paragraph to a Centered paragraph):

1) Click Edit [Alt+E] → Change para type [G].

2) This opens a list of the paragraph types. (Figure 203)

3) Press the radio button (or press the underlined letter of) of the paragraph type you want.

4) Click OK or press [Enter].

You can change multiple paragraphs to the same type by selecting the paragraphs (selecting text is discussed in Section 9.14.2), then changing paragraph types using the method above. Each paragraph you select is changed to the type you specify.

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Figure 203: Change Paragraph Type

The ‘Q’ and ‘A’ symbols automatically inserted into the text by Question and Answer paragraphs are not treated as normal text. If you want to remove the ‘Q’ or ‘A’ from the beginning of a paragraph, you should change the paragraph to a type other than Question or Answer. To change the position of the ‘Q’ or ‘A,’ you should change the “Spaces Before/After Q & A” options in the text format. (For information on changing the text format, see Section 5.4.2 .)

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9.13.2 Paragraph Formatting

To change the format of a paragraph in SmartCAT, move the cursor to the paragraph to be changed and click on the Edit [Alt+E] → Para Format... [A] menu option.

The Paragraph Formatting dialog box opens. The changes made in this dialog box only apply to the paragraph or paragraphs selected or containing your cursor.

Indentation

➔ First - Number of spaces to indent the first line of the paragraph.

➔ Left - Number of spaces to indent the left margin of the paragraph.

➔ Right - Number of spaces to indent the right margin of the paragraph.

Line Spacing

Changes the spacing for the paragraph. This setting does not affect the line spacing of an index.

Alignment

This allows you to left [Alt+L], center [Alt+C] or right [Alt+R] justify the paragraph.

Stick to Next

Checking this option causes the current line to “stick” to the first line of the following paragraph so they will both remain on the same page.

9.13.3 The Witness Paragraph

If you have an Answer paragraph you want to change to a “Witness” designation (or vice-versa), you can easily change it. Place the cursor anywhere in the Answer paragraph and press [Ctrl+W] (or [W] in Turbokeys). SmartCAT changes the Answer paragraph to a Colloquy paragraph with “THE WITNESS:” at the beginning. For example:

A. Your Honor, do I have to answer that question?

becomes:

THE WITNESS: Your Honor, do I have to answer that question?

This also works the other way; turning a Witness paragraph into an Answer paragraph, and deleting the words "THE WITNESS".

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Figure 204: Paragraph Formatting

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9.14 Typing And Editing

9.14.1 Adding Blank Lines

The three commands you might need to create blank lines are:

Insert Line [Ctrl+I]:

This will insert a new margin paragraph above the current paragraph.

Split paragraph [Ctrl+Y] ([Y] in turbokeys):

This will split the paragraph at the current cursor location. The following paragraph will generally be either continuation paragraph style or the same paragraph style as the paragraph that it was split from. You may use split paragraph to create blank lines by putting your cursor at the end of the paragraph and splitting.

Add Line [Enter]:

This will add a blank margin paragraph starting at the cursor position.

9.14.2 Selecting Text

Some functions in the Transcript Editor (such as automatic hyphenation, cutting text, and copying text) require you to first select the text to edit.

To select text (while in insert mode), press [Ctrl+S] (or, in Turbokeys mode, press [S]). You can also use the mouse, but is recommended to use [S]. The current word or words and phrases change color to indicate the selected text. Press [Ctrl+S], or [S] again to select the next word, or use any cursor movement keys, the “Find” command, or the “Go To” command (described in Section 9.10.2 and 9.10.3, respectively) to move the cursor. All of the text between the first selection and the current cursor position is selected. Selected text is highlighted in a different color.

To select a paragraph token in the left margin of the Transcript Editor, place the cursor at the beginning of the first word of a paragraph and move to the left by pressing [Ctrl+Left] until you reach the paragraph break. Then press [S] to select the paragraph token. This lets you keep the paragraph type token with the text you select.

To select an entire transcript, press [Ctrl+Page Up] to move to the top. Press [Ctrl+S] to begin selecting, then press [Ctrl+Page Down] to move to the end of the transcript.

To cancel a selection, press [Esc].

9.14.3 Swap Words

The swap words command in SmartCAT is used to correct two words that appear in reverse order. To swap two words, put the cursor on the first word and press [Ctrl+O] (or [O] in Turbokeys). SmartCAT swaps the current word with the word to it's right.

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9.14.4 Splitting And Joining Paragraphs

To split a paragraph, put the cursor where you want to split it and press [Ctrl+Y] (or [Y] in Turbokeys). The new paragraph is the same type as the original paragraph unless you split a Question or Answer, in which case, the new paragraph will be a Continuation paragraph.

To join two paragraphs, place the cursor at the beginning of the second paragraph and press [Ctrl+J].

9.14.5 Capitalization

To change the capitalization of the word the cursor is on, press [Ctrl+K] (while in any typing mode). This command is a three-way toggle between all lower case, initial cap, and all caps. For example, using [Ctrl+K], the word “state” changes to “State,” then to “STATE,” finally returning to “state.”

If you select a phrase before pressing [Ctrl+K], it will toggle the first word with the others changing to match the first word. For example, the sentence “To whom do I address the box?” will change to:

➔ TO WHOM DO I ADDRESS THE BOX?

➔ to whom do I address the box?

➔ To Whom Do I Address the box?

Pressing [Ctrl+F5] changes a word or phrase to initial caps. Pressing [Ctrl+F6] changes a word or phrase to all lower case.

[Ctrl-K] also works for stitched words.

9.14.6 Stitching And Hyphenation

The word stitching means spelling out a word with dashes, like this:

S-t-i-t-c-h-i-n-g

To stitch a word, place the cursor on the word to stitch (do not select the word) and press - (minus key on the keyboard). If a word is already stitched, pressing [-] unstitches it.

To hyphenate two or more words, select the words (described earlier in this section) and press [-]. All of the selected words will be hyphenated. For example: five year old becomes five-year-old.

If the phrase is already hyphenated, selecting the phrase and pressing [-] removes the hyphens.

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Certain words (such as “I,” “Mr.,” and “Dr.”) will not change to lower case. Additionally, words such as “the”, “for”, “of”, “a”, “an”, and “and” will not change to initial caps when part of a selection.

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9.14.7 Formatting Numbers

SmartCAT lets you quickly format numbers in your transcript. You can format numbers written as digits (i.e., 12) as text (i.e., twelve) or as a combination of the two.

Highlight or select the number, then hit the Number sign [#] this will bring up the number formatting box, allowing you to select one of the number formatting types, you can hit the underlined letter of the format you want then click on OK or press [Enter].

The Format Number dialog box displays all possible combinations and formats for the numbers you selected. Choose a format by pressing the highlighted letter of your choice.

The options displayed by the Format Number dialog box depend on the text you have selected. For example, if you select the phrase “eighty-five thousand seven hundred twelve” you will be given a “Zip Code” option (since zip codes can have five digits), but you will not see the “Phone Number” option (since phone numbers cannot have only five digits).

After you select the appropriate choice, the formatted number will replace the text you selected.

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Figure 205: Format Numbers Dialog

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9.14.8 Replacing Text

To replace a word or phrase:

1) Place the cursor on the word to replace (or select a phrase) and press [Ctrl+R] (or [R] in Turbokeys).

2) The Replace dialog box opens.

3) Type the new text in the Replace With field.

4) Choose the options for replacing text, such as Match whole word only and/or Match case and the direction, either up or down (you can hit [Alt] plus the underlined letter to select the options rather than clicking, if you prefer).

5) Click Replace or hit [Enter] to change a single occurrence of the word or phrase, or click Replace All or hit [Alt+A] to change all occurrences in the transcript.

6) The Replace With field will contain the original text, except highlighted. When text is highlighted, that means if you start typing, you will overwrite it. If you just want to add (for example) a suffix to a word, hit the [End] or [Enter] key, then start typing. You will not overwrite the text.

9.14.9 Smart Punctuation

SmartCAT Smart Punctuation lets you quickly add, remove, or change punctuation by automatically handling placement, spacing, and capitalization.

Typing Punctuation

To add punctuation to a word, put the cursor on the word and, in Turbokeys, press a punctuation key. The punctuation mark you press appears in the correct position immediately following the word the cursor is on. SmartCAT automatically adds the appropriate number of spaces at the end of the word and capitalizes the next word if necessary. The following table lists the punctuation keys and their automatic formatting.

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Figure 206: Replace Text Dialog

To easily add a suffix to the end of a word, open the Replace dialog box. Hit [Enter] to move to the end of the replacement and type the suffix, then hit [Enter] again.

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Key Action. (period) 2 spaces, cap next word, goes inside quotes, (comma) 1 space, no cap, goes outside quotes? (interrogatory) 2 spaces, cap next word, goes outside quotes! (exclamation point) 2 spaces, cap next word, goes outside quotes: (colon) 2 spaces, cap next word, goes outside quotes; (semicolon) 1 space, no cap, goes outside quotes’ (apostrophe) (no text selected) plural/possessive 3-way toggle’ (apostrophe) (text selected) adds/removes single quotes around selected text" (quotes) adds/removes quotes on current word or selection( (left parenthesis) adds/removes parentheses on current word or selection) (right parenthesis) same as left parentheses

Table 14 – Punctuation Types

Deleting Punctuation

To delete a punctuation mark, put the cursor on the word that precedes the punctuation mark and press that punctuation key. For example, if the punctuation mark to delete is a period, put the cursor on the word that precedes the period and press the [.] (period) key.

When you delete punctuation, extra spaces are removed if necessary and the first letter of the word following the deleted punctuation becomes lower case.

Changing Punctuation

To change a punctuation mark, put the cursor on the word that precedes the punctuation mark to change and press the new punctuation. For example, to replace a period with an exclamation point, put the cursor on the word that precedes the period and press the ! key.

When you change punctuation, the subsequent spacing and capitalization is automatically corrected.

Plurals And Possessives

Pressing the apostrophe [’] key when the cursor is on a word that ends in “s” toggles from plural to possessive to plural-possessive. For example, cats becomes cat’s; cat’s becomes cats’; cats’ becomes cats.

This function only works without text selected (but it can be highlighted). If the apostrophe is pressed with text selected, SmartCAT adds single quotes around the selected text.

Adding Quotation Marks

To enclose a word or phrase in quotation marks, select the text to surround and press quotes [“] for double quotes. You can also remove quotation marks by selecting the quoted text and pressing [“].

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Adding Parentheses

To enclose a word or phrase in parentheses, select the text to surround and press open paren [(]. To remove parentheses, select the parenthetical text and press [(]. You may also use close parentheses.

Surrounding Text With Commas

To surround text with commas, select (highlight) the text and press [,] (comma). To remove commas, select the text again and press [,] (comma).

9.14.10 Text Attributes

SmartCAT has the ability to boldface, underline, italicize, superscript, and subscript text. These are called “text attributes.” Text that has one or more of these attributes displays those attributes in the Transcript Editor main screen as they will print. One benefit of Windows®-based software over DOS-based software (such as SmartCAT vs. TurboCAT) is that Windows®-based software has the ability to show these text attributes on-screen.

Bold [Ctrl+B]

To BOLD a character, word, or phrase, move the cursor to the item and highlight or select it. Then click Edit [Alt+E] → Character Attributes [U] → Bold [B]. To quickly make your selection bold, highlight the selection then click the B icon in the Editor Format Toolbar. To remove the bold attribute from text, select the bold text and click the B icon once again. You may also simply press [Ctrl+B].

Underline [Ctrl+U]

To underline a character, word, or phrase, move the cursor to the character, word or phrase and highlight or select it. Then click Edit [Alt+E] → Character Attributes [U] → Underline [U]. A quick way to underline is to highlight or select the text, then click on the U icon in the Editor Format Toolbar. To remove the attribute from text, select the text and click the U icon on the toolbar once again. You may also simply hit [Ctrl+U].

Italics [Shift+F6]

To italicize a character, word or phrase, move the cursor to the character, word or phrase and highlight or select it. Then click Edit [Alt+E]→ Character Attributes [U] → Italics [I]. A quick way is to highlight or select the word, then click the / icon on the Editor Format Toolbar. To remove the italics attribute from text, select the italicized text and click the / icon on the toolbar once again. You may also simply use [Shift+F6].

Superscript and Subscript [Shift+F5]

To super or subscript a letter or number, put the cursor on the character, then click on Edit [Alt+E] → Character attributes [U] → Super/Sub-script [S]. The highlighted text changes to superscript. To change to subscript, click Edit [Alt+E] → Character attributes [U] → Super/Sub-script [S] The text changes to subscript. You may also simply hit [Shift+F5].

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Normal Text

To return a selection of text to normal (removing all attributes, such as bold and italics), select it then click Edit [Alt+E] → Character Attributes [U] → Normal [N]. This will remove all bold/italics/underline as well as super and sub scripting.

9.14.11 Redaction

Redaction is the process of hiding or obscuring certain pieces of information. Usually this is done for the sake of privacy (e.g., social security numbers in publicly accessible documents) or for security (e.g., the military will redact troop locations).

In SmartCAT, there are several ways to redact sections of text, depending on your needs.

The Redaction Pen

When you turn on the redaction pen (either from the toolbar, or from the Tools [Alt+T] → Redaction Pen [E] menu drop down), your mouse cursor becomes a 'redaction pen.'

You can use the mouse point to left click and drag. Any sections of the text you highlight this way become redacted (indicated by the text showing in the editor as struck through).

If you start dragging your mouse on already redacted text, the redaction pen will instead un-redact a given section.

Once you've finished redacting, click on the redaction pen icon on the toolbar, or uncheck the menu option to turn off the redaction pen.

Redacting selected text

You can redact (or unredact) your currently highlighted or selected text with Edit [Alt+E] → Char Attributes [U] → Redact Selection [R].

Redacting from your steno machine

You can create a steno define for the tokens <RED> and <RED-> to start and stop redacting text. You can also have pre-redacted definitions by putting the <RED>/<RED-> tokens around an entry.

Printing redacted transcripts

When printing (or generating an ASCII or PDF) you can either generated it 'redacted' or 'unredacted.'

Redacted text appears as a black strip taking the place of the text on a printed page or PDF, and as a series of X's in an ASCII. If you print a document 'unredacted' it will print with all

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Figure 208: Redacted Text

Figure 207: Redaction

Pen

SmartCAT can combine text attributes; however, text cannot be both superscripted and subscripted.

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the redacted sections intact and readable. (This allows you to print 'censored' and 'uncensored' versions of the transcripts for different purposes.)

To print (or print a PDF), your whole document redacted, use the red printer icon in the toolbar, or go to File [Alt+F] → Print [P] → Print Whole Document Redacted [R].

To print (or print a PDF) your whole document un-redacted, use the white printer icon in the toolbar, or go to File [Alt+F] → Print [P] → Print Whole Document [P].

To print a section of a document go to File [Alt+F] → Print [P] → Print a Range of pages [G], you can select not only a range of pages to print, but also whether or not to print the redaction.

Select 'Conceal Redacted text so it cannot be read' when prompted for your page range, then hit OK and print as normal. Redacted text will be replaced with a black strip.

Generating a redacted ASCII

To generate a redacted ASCII, Go to File [Alt+F] → Export [E] → Page Image Ascii [I] and select 'Conceal Redacted text so it cannot be read' when prompted for your page range, then hit OK and save as normal. Redacted text will be replaced with X's.

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Figure 210: Redacted Text In an ASCII

Figure 209: Printed Transcript with Redacted Text

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9.15 Globals

9.15.1 Text Globals

A text global is a change to a word or phrase that can affect all occurrences of that word or phrase throughout the transcript. This is useful for changing generic speaker IDs to proper names (such as changing the speaker ID "ATTY1" to "Ms. Jones"). Because this does not affect your dictionary, the next job you translate will again use the generic speaker ID, "ATTY1," which you can then change to a different attorney's name. Text globals only replace the English text in a file. The steno has no bearing on what is replaced.

When text globaling words such as “the” or “a” only whole instances of the word will be globaled. If you global just the “the” in the word “theater” it will replace every instance of “the” in the transcript.

To text global a word or phrase, select the text to be globaled, and press the [Ctrl+Enter] or simply [T] (in TurboKeys mode). If you have selected text (using the [S] key) you can also press the [Enter] key.

This opens the Text Global dialog: (Figure 211)

The current word or selected text is automatically displayed in the Change: field. Start typing to overwrite the text in the 'To:' field. If you want to keep the original word and simply insert text at the end, press the [Enter] key and the cursor will jump to the end of the word.

If you need to change the capitalization of the 'To:' field, simply press [Ctrl+K] and the capitalization of the word will toggle from all CAPS to lowercase, to initial capped. Next, set any options you want (described below) and click the OK button or press [Enter] to change the text throughout the transcript.

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To select text global options, press the [Alt] key plus the underlined letter of the option you want.

Figure 211: Text Global Dialog

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Verify Each Change [Alt+V]

If this option is checked, SmartCAT will stop on each occurrence of the Change: text, and ask you to confirm the change with the following dialog box. When you are asked to confirm the change:

➔ Click the [YES] button to replace this occurrence and go to the next.

➔ Click [NO] to ignore this occurrence and scan to the next.

➔ Click [ALL] to change all remaining occurrences in the transcript.

➔ Click [CANCEL] to cancel the global and ignore the remaining occurrences.

Case Sensitive [Alt+C]

When you check this option, SmartCAT will only change text that exactly matches the capitalization of the text in the Change: field. For example, if you enter "State" in the Change field, it will not change the word "state."

Here to End of File [Alt+H]

When this option is selected, SmartCAT will do the global change from your current position to the end of the file. Text above the cursor will not be changed. This is the default selected option.

Entire File [Alt+E]

When this option is selected, SmartCAT will do the global change throughout the entire file, regardless of your current position.

Skip [Alt+S]

This option will ignore the currently highlighted word when executing the Text Global. This option is only available during PreEdit.

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Figure 212: Verify Change Dialog

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9.15.2 Steno Globals

A steno global is a change to a word or phrase that can affect all occurrences of that word or phrase in a transcript. Unlike text globals (explained above), steno globals can also add entries to your dictionary. Steno globals are most useful for changing untranslates in your transcript to English and adding that entry to your dictionary so that the next time you stroke that steno, it will translate correctly.

To steno global a word or phrase, select the text to be globaled, then press [Ctrl+G] or simply [G] (in TurboKeys). This opens the Steno Global dialog. (Figure 213)

Your steno is displayed in the upper-left list box with the steno for the text selected.

To select steno strokes, click on a button to the right that represents the number of strokes to select. A « symbol will appear next to the steno strokes that are to be globaled. The text in the Change: field will change to match your selected steno. Only the first note of your selection will be highlighted.

In the Steno Global dialog, the current word or selected text is displayed in the Change field.

If you see this message in the Change box:

(NO MATCHING TEXT - ONLY A DICTIONARY ENTRY WILL BE DONE)

The last stroke selected in the upper-left is part of a multiple-stroke outline. Use the buttons to the right to select the number of strokes needed.

Start typing to overwrite the text in the To field, or press the [Enter] key first to move the cursor to the end of the field to keep what's in the To field and add text to the end. Finally, set any options you want (described below) and click the OK button or hit [Enter] to begin the global.

To select steno global options, press the [Alt] key plus the underlined letter of the option you want.

Steno globals have the same options as text globals, and there are also two extra options regarding dictionary entries:

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Figure 213: Steno Global Dialog

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Add to Dictionary [Alt+A]

If this option is checked, the steno chosen in the list box is added to your dictionary and defined as the English entered in the To: field. When you enter the global, the "Add to Which Dictionary?" dialog appears. (Figure 214)

This dialog lists the dictionaries in the job style sheet. Click on the dictionary you want the entry in or press the numeral that corresponds to the dictionary number to the left of the dictionary. An entry can only be added to one dictionary at a time.

Delete Old Entry [Alt+O]

If this is option checked, SmartCAT will automatically delete all other entries with this steno from the dictionary which you are adding the global to (it does nothing if the "add to dictionary" option is unselected or if you cancel out of the 'add to which dictionary' dialog).

9.15.3 Saving Globals

SmartCAT allows you to save your globals to a global file. This is useful if you apply globals to files on another computer, or if you want to save a file’s globals but want to delete the text file itself.

To save globals to a file:

1) Click Edit [Alt+E] → Globals [S]→ Save to a File [S]

2) A Save As dialog window opens.

3) Type a name for the file you wish to save, or click on a file displayed in the window to write over that file.

4) Click Save and your global file is saved. Global files automatically have the file extension .TGL.

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Figure 215: Saving Globals from the Edit Menu

Figure 214: Dictionary Selection Dialog

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9.15.4 Loading Globals

To apply globals from one file to the current file:

1) Click Edit [Alt+E] → Globals [S] → Load from file [L]

2) A File Selection dialog box opens. You may change 'Files of type' to either:

➔ .TGL (Table of globals file) to load globals you saved with “Save globals”

➔ .JOB (SmartCAT Transcript file) to load all the globals from a SmartCAT job

3) Click on the desired global file to highlight it.

4) Click Open. This will load all the globals from the selected file, and apply them to the entire file.

9.15.5 Editing Global Tables

SmartCAT lets you view, add, edit, and delete globals from a file’s global table.

To edit the global table:

1) Click Edit [Alt+E] → Globals [S] → Edit Globals [E].

2) The Globals window opens. (Figure 218)

3) You are given options for editing the global file.

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Figure 217: Load Global File from Edit Menu

Figure 216: Save a Global File

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The “From” column lists the words which were replaced, the “To” column lists words that replaced them, and the “Steno” column displays the steno of words under the “From” column if the global was a steno global. There is never steno displayed for text globals.

Global Edit: Add

The “Add” button in the Global Edit dialog box, brings up the text global dialog. See Section 9.15.1 for more details on Text Globals.

Global Edit: Edit

The “Edit” button brings up the “Edit Global” box. (Figure 219)

This lets you change the 'From' and/or 'To' fields of the global in the global table, without making any changes to your document, this is helpful if you need to change the globals for loading into another document, without changing one that's already complete.

Global Edit: Delete

The “Delete” button removes a global from your global table without making any other changes to your document. This is useful if you wish to move the globals to another job, after this one is complete, and there are some you do not wish to retain.

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Figure 219: Edit Global Dialog

Figure 218: Edit Globals Table

If you Realtime in a job after deleting globals, the deleted global will no longer apply, although if you've added it to your dictionary it may still translate from there.

If you continue to Realtime in a given job after editing a global, it will be applied with the changes.

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Global Edit: Reverse

To reverse globals in the global table:

1) Click Edit [Alt+E] → Globals [S] → Edit Globals [E].

2) Highlight the global you wish to reverse.

3) Click the Reverse button.

Reversing a global will reverse any changes that global made, and remove it from your global table. If you hit Undo (Oops) [Ctrl+Z] and the last action you took was to create a global, it will prompt you to reverse it instead.

9.16 Deleting Text

9.16.1 Deleting Single Character

To delete a single character, put the cursor on the character to delete and press [Del] (or [Shift+D] in Turbokeys). Press [Backspace] to delete the character to the left of the cursor.

If you have text selected and you hit [Del] (or [Shift+D] in Turbokeys). SmartCAT will delete exactly the selected text, no more, no less

9.16.2 Deleting Single Words

To delete a single word, put the cursor on the word to delete and press [Ctrl+D] (or [D] in Turbokeys). This deletes the word and all punctuation and spaces up to the next word.

When the cursor is in the middle of a word, pressing [Ctrl+D] (or [D] in Turbokeys) deletes from the cursor through the end of the word. The text to the left of the cursor is left untouched.

If you delete a word at the beginning of a sentence, the new first word of the sentence is automatically capitalized. If you delete the last word in a sentence, SmartCAT moves the punctuation after that word to the previous word. It will delete extra punctuation as you'd expect it to.

9.16.3 Deleting A Single Line

To delete (or purge) the entire line the cursor is on, press [Ctrl+P] (or [P] in Turbokeys). If the deleted line is the first line of a paragraph, the following line becomes the first line and the first character is capitalized.

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If you reverse a steno global in which you added an entry to your dictionary, the global is reversed in your text, but the dictionary entry is not deleted.

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9.16.4 Deleting To The End Of A Line

To delete everything from the current cursor position to the end of the line, press [Ctrl+End] (or [Shift+P] in Turbokeys). If the cursor is not on the last line of the paragraph, the text from the next line will be pulled up to fill the empty space.

9.16.5 Deleting Several Lines

To delete several lines of text, select all the lines and, press [Del] or Edit [Alt+E] → Insert/Remove Lines [1] → Delete/purge lines [D].

9.17 Correcting Accidents

9.17.1 CTRL + Z (Undo)

If you inadvertently delete, replace or insert text you did not mean to, you can restore the document by pressing [Ctrl+Z] (or [Z] in Turbokeys).

Each time you press [Ctrl+Z], the last editing action is reversed, up to 50. The most recent action is undone first.

If the last action you performed was a global, SmartCAT will ask you if you'd like to reverse the global, instead of just undoing the last change the global made.

9.18 Cut, Copy, and Paste

9.18.1 Cutting Text

When you cut or copy text, it is placed in a temporary holding area called the clipboard. The contents of the clipboard can then be pasted into a different area of the transcript or into another transcript.

Cutting text is useful for moving a block of text from one place in a transcript to another or from one transcript to another. To cut text, first select the text using the mouse or keyboard, then press [Ctrl+X] (or [X] in Turbokeys). The selected text is copied to the clipboard and removed from the transcript.

Next, move the cursor to the area of the transcript where the text is to be reinserted, then press [Ctrl+V] (Paste). For more information about Paste, see Section 9.18.3.

9.18.2 Copying Text

Copying text is useful for copying a block of text from one place in a transcript to another or from one transcript to another. To copy text, first select the text (described earlier in this section), then press [Ctrl+C] (or [C] in Turbokeys). The selected text is copied to the clipboard but is not removed from the transcript.

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The clipboard is saved even when you exit a file, so you can copy a section from one transcript and paste it into another. If you exit SmartCAT, the contents of the clipboard are retained.

9.18.3 Pasting Text

Pasting is the process of inserting the text from the clipboard at the current cursor position. To paste the contents of the clipboard into your transcript, press [Ctrl+V] (or [V] in Turbokeys).

9.19 Electronic Signature ImageSmartCAT can insert an image of your signature into your document, allowing you to electronically "sign" copies of your transcript.

Primarily this is used in a certification page which is placed in a PDF for long term court records.

9.19.1 Creating a signature image

First of all you will need to obtain a digital image of your signature. Generally speaking, there are two ways go go about this.

1) Scanning an image.

a) Write your signature out larger than normal on a clean, white sheet of paper, preferably with a dark marker or Sharpie®.

b) Use a scanner to scan an image of your signature.

c) Clip off extra white space in an image editor.

d) Convert it to a monochrome (black and white) bitmap.

e) Scale it down to an appropriate size to go into the transcript.

2) Use an image editor and write your signature out with the mouse.

a) Create a new, blank, black and white bitmap.

b) Use the mouse (or a stylus) to write your signature out using the 'pencil' tool.

In either case, you'll need to obtain a bitmap (.bmp) image you wish to insert into your document. You'll want to save this to your work directory (Green Cheetah Face).

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When you cut or copy text, any steno and/or timestamps behind the text is lost. When you paste the text back into a transcript, it will not have timestamps or steno for a reference.

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9.19.2 Attaching the image to a job (or style sheet)

To attach the image to a job:

➔ Open the job properties [CTRL-T].

➔ Hit the button at the end of the 'Image' line with the three dots [...].

➔ Highlight your image file and hit Open.

To attach the image to a style sheet:

➔ Open the Style Sheet.

➔ Hit the button at the end of the 'Image' line with the three dots [...].

➔ Highlight your image file and hit Open.

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Figure 221: Attaching an electronic signature

Figure 220: Attaching an electronic signature (Job)

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9.19.3 Placing the image on your page

To place the image in your job (or an include page):

➔ Put your cursor at the spot in your transcript where the lower-left corner of the image should appear.

➔ Go to Edit [Alt+E] → Mark Image Location [K].

➔ You can fine tune the location of your signature by inserting or removing lines above the image mark or spaces before it. It's sometimes easier to make the image mark visible in the editor (with 'Show hard spaces and smart periods' in the editing preferences) before attempting to adjust its position. The image mark shows up as a small right angle mark in this mode. (¬)

Once the image mark has been added to an include file, the mark will be included with the file when it's included into a document. So now you can create a page with your signature already embedded (provided the job uses the same style).

9.20 Modifying Text FormatThe Job Properties Text menu defines how paragraphs are indented, tab spacing, index line spacing and text line spacing. See also Section 5.4.2 .

Changes to the text format in the style sheet do not affect jobs already created. To make changes to the text format of an existing job:

1) Open the job.

2) Press [Ctrl+T] or Click File [Alt+F] → Job Properties [T].

3) Click on the “Text” tab or use [Ctrl+Tab] to select the “Text” tab.

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Figure 222: Image Signature

Your image will show up in the editor (for placement) with the background color from your transcript. To see what it will look like when printed, use print preview.

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9.20.1 Text Format

To change a value:

1) Click into a value field (you may also use [Alt] + the underline letter to jump to a field, and hit [Tab] to jump to the next field).

2) Type a new value or hit [Space] to check or uncheck a checkbox. If the field is a list, you may click on the downward pointing triangle or use the arrow keys to select from the list of options.

Period Following Q&A

Check this option if you want the Q in your questions and A in your answers to be followed by a period.

Spaces Before/After “A”

This setting tells SmartCAT how many spaces come before and follow your answer symbols. For example, if you want the answer symbol to appear in column eight, you should set the first number here to 7 so that there are seven spaces in front of it.

The second number is the number of spaces following your answer symbol before the text of the answer begins.

Spaces Before / After “Q”

This setting tells SmartCAT the number of spaces to come before and after your question symbol. For example, if you want the question symbol to appear in column 8, set the first number to 7 so that there are seven spaces in front of it.

The second number is the number of spaces following your question symbol before the text of the question begins.

Q&A Subsequent Line Indent

This setting tells SmartCAT how many spaces to indent the second line and subsequent lines of your questions and answers.

Colloquy ¶ 1st/Subsequent Line Indent

This setting tells SmartCAT the indent for the first line of Colloquy paragraphs. The second number is the indent for subsequent lines.

Continuation ¶ 1st/Subsequent Line Indent

This setting tells SmartCAT the indent for the first line of Continuation paragraphs. The second number is the indent for subsequent lines.

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Paren ¶ 1st/Subsequent Line Indent

This setting tells SmartCAT the indent for the first line of Parenthetical paragraphs. The second number is the indent for subsequent lines.

Paren II ¶ 1st/Subsequent Line Indent

This setting tells SmartCAT the indent for the first line of Parenthetical II paragraphs. The second number is the indent for subsequent lines.

Readback ¶ 1st/Subsequent Line Indent

This setting tells SmartCAT the indent for the first line of Readback paragraphs. The second number is the indent for subsequent lines.

Readback ¶ Right Indent

This setting tells SmartCAT how many spaces to indent Readback paragraphs from the right margin.

Line Spacing/Lines Per Page

This setting determines the number of lines per page. This value can be between 10 and 50.

Index Line Spacing

This setting determines the spacing between lines of text in an index. Click the appropriate bullet option, single, double, or triple.

Tab Spacing

This number tells SmartCAT how many spaces between tab stops. The default is five spaces. Click in the number field and change the number by typing it in.

Margin Spacing

Margin spacing is the amount of spacing between the transcript and the margin text (line numbers, timestamps, etc.).

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9.21 Numbering QuestionsSmartCAT can sequentially number all questions in the transcript. Using the Number Questions dialog box automatically numbers all question paragraphs.

To number question paragraphs, be sure the transcript is open in the transcript editor.

1) Click Edit [Alt+E] → Question Numbers[Q] → Number Questions [N].

2) The Number Questions dialog box opens (Figure 224) showing several options to customize how numbers are displayed along with a number of other options as listed below:

Parentheses around numbers

Puts parentheses around the number. This makes it easier to see in the transcript. Example: (130.)

Just the number

Numbers appear by themselves with no added punctuation. Example: 130

Colon after number

A colon immediately follows the number. Example: 130:

Variable length number

Each number uses only the space required for the number.

Zero pad number

If you specify the number of digits in a number (see Figure 224), all question numbers display that number of digits. As an example, let's say five is the number of digits you wish to display. Question 130 will look like: 00130. Question 16000 will appear as 16000.

Left justify number

SmartCAT automatically inserts blank spaces to the right of the number according to the number of digits in number specified in the number of digits option (see Figure 224).

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Figure 224: Number Questions Dialog

Figure 223: Number Questions Menu Option

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Right justify number

SmartCAT automatically inserts blank spaces to the left of the number according to the number of digits option.

Use commas

Checking this tells SmartCAT to display numbers four digits and higher with a comma after the thousands place. Example: 15,000.

Starting Number

Specify the number you wish to start with. Default is 1, but you can change to any number you wish.

Spaces after Number

Specify how many spaces after the number before the text of the question appears. Example: two spaces would show like this: Q. (123) Text begins here.

# of digits in number

Specify how many digits you wish to have displayed.

If, during editing, you remove a question or move it to a different section of the transcript, the numbers will be out of sequence. To correct the sequence, remove the question numbers, and perform the Number Questions function again.

Remember: You must choose the options each time you renumber questions.

9.21.1 Removing Question Numbers

If you decide you do not wish to have the questions numbered, click on Edit [Alt+E] → Question Numbers [Q] → Remove Question Numbers [R] in the drop-down menu. This removes all Question paragraph numbers.

9.22 SpellCheckSpell checking in SmartCAT can be done using various methods.

1) Batch SpellCheck – SmartCAT will scan through the transcript and display any suspect words. Tools [Alt+T] → Start Batch Spellcheck of Job[J]

2) Standard SpellCheck – Go through the transcript one suspect word at a time also stopping on double words/paragraphs. Tools [Alt+T] → Check Spelling...[C] or press [Ctrl+M]

3) Single Word SpellCheck – Check the spelling of a highlighted word. [Alt+F9] or Right click → Spell Check This Word.

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# of digits in number is ignored if the “Variable-length number” option is selected.

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9.22.1 Batch SpellCheck

SmartCAT’s Batch SpellCheck function checks for all misspelled words in a transcript, then displays all suspicious words. You can then correct, ignore or add each word to the lexicon. You should run the batch SpellCheck after you have finished editing a transcript.

To batch spellcheck a transcript:

1) Open the document in the Transcript editor.

2) Click Tools [Alt+T] → Start Batch Spellcheck of Job[J]

3) SmartCAT will then scan through the entire job searching for misspelled words. This might take awhile depending on how large the transcript is.

4) The Batch SpellCheck panel then appears above the transcript. (Figure 226)

Suspicious words are listed on the right hand side. The current word is highlighted. Use the arrow keys to move the cursor from word to word. On the far left is a list of options for each word. To select an option, highlight the suspicious word and press the letter just to the left of the option you want.

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Figure 225: SpellCheck Menu Options

Figure 226: Batch Spellcheck Window

SmartCAT uses special dictionaries called LEXICONS. Lexicons are files containing lists of words. These lists may contain specialized words such as medical or legal terms. Section 9.22.7 goes into further detail.

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➔ A – Add to Lexicon : Will add this word to the spelling lexicon as the correct spelling and word will be marked as fixed (struck through).

➔ C – Change All : Will change all instances of this misspelling throughout the transcript. A Change To dialog box will pop up. Type the new spelling of the word in the field and hit Enter. (Figure 227)

➔ I – Ignore All : Will ignore all instances of this misspelling. To clear this job's ignore list, go to Tools[Alt+T] → Clear this job's ignore list [I]. This will remove all of the words you chose to ignore so they will come up in future checks of this job.

➔ L – Lookup Suggestions : If no suggestions are shown in the suggestions area, this will provide you with some for correcting this misspelling. The option to automatically show suggestions is located in Spelling Options (Setup [Alt+S] → Spelling Options [S]). Scanning with “Always Make Suggestions” turned on will take longer. Uncheck that option to speed up the Batch SpellCheck process.

➔ 1-9 To change this instance of the misspelling to one of the suggestions, type the number of the suggestion and it will be changed in the transcript and marked as fixed in the Batch SpellCheck panel.

➔ V – View Next : View the next instance of this misspelling. Also shows how many there are and which one it is showing. Example: (1/6) is showing the first one out of 6 total.

➔ E – Edit Transcript : Will switch focus to the transcript. Press Ctrl+M to switch back to the SpellCheck panel.

➔ X – Exit Spelling : Closes the Batch SpellCheck Panel.

➔ N – Go to next: Go to the next misspelled word in the list.

➔ P – Go to previous: Go to the previous misspelled word in the list.

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Figure 227: Batch Spellcheck Change To...

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9.22.2 Standard SpellCheck

If the cursor is not at the beginning of the transcript, SmartCAT will display a prompt asking if you want to spellcheck from the beginning of the document. This can be turned off, so that spellcheck will always start from your cursor position, in the Speller Setup (see Section 9.22.5). If you want to spellcheck a single word, place the cursor on the word and press [Alt+F9].

To begin the Standard Spell Check process in a document:

1) Open the document in the Transcript editor.

2) Click Tools [Alt+T] → Check Spelling [C] or press [Ctrl+M].

You are presented with the following options:

Suggestions [Tab, Up/Down]

If SmartCAT determines there are alternate spellings or words, it lists them in the Spell Checker dialog box.

To choose suggested spellings or words, click on the word in the word list to highlight it, then click Change.

Ignore this instance [Alt+I]

To leave the word spelled as is, click Ignore. The word, however, will be reported as misspelled the next time it is Spell Checked. This is a good way to skip a word if you want to come back to it later.

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Figure 229: Spell Check Dialog

Figure 228: Start From The Beginning of the Job

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Ignore ALL Instances in this job [Alt+L]

Click this to ignore this and all future instances of the same word during spell check of this job.

Change [Alt+C]

Click to change the transcript text to the contents of the “Change to” box, note that you can either select this from the list of suggestions, or type it in yourself.

Look up in Wordnet dictionary [Alt+W]

Click (or hit [Ctrl+Shift+D]) to look up the word in the 'Change to' field in the Wordnet English language definition box, this requires Wordnet to be installed.

Text Global [Alt+T]

Perform a text global (change all instances) this will bring up the text global dialog with the mispelled word and the contents of the 'change to' field pre-filled.

Add to spellcheck dictionary [Alt+A]

Adds the word to the lexicon, this word will not be found as misspelled in this or any future jobs.

Cancel [Esc]

To cancel the Spellcheck and return to editing.

Help [Alt+H]

Takes you to the Spell Check section of the Help File.

9.22.3 Check Current Word

To check the spelling of a word in the Transcript Editor, Notes or Dictionary Editor, place the cursor on the word to check and press [Alt+F9] or right-click or [Menu] key and select Spell Check this Word.

If the word is misspelled, a list of alternate words appears. (Figure 230)

If the word is correct, a small window appears saying the word is spelled correctly.

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Figure 230: Word Suggestions List

CHAPTER 9 EDITING

9.22.4 Double Word / Paragraph Check

SmartCAT Spellcheck lets you scan transcripts for double Question and Answer paragraphs, double Colloquy paragraphs (with the same speaker ID), double words, and/or misspelled words. Which of these the Spellcheck scans for is set in Spelling Preferences.

To perform a document check, open the transcript and press [Ctrl+M]. Spell Check begins at the current cursor position and continues towards the end of the file. To check the entire file, press [Ctrl+Page Up] to go to the beginning of the file before starting the document check.

When Spellcheck finds a doubled word, it opens a Double Word Found dialog box.

Double Words

When the Spellcheck finds two consecutive words, it stops on the second word and displays the dialog box, Double Word Found. To remove extra words, click Delete Second word [Alt+D], Ignore [Alt+I] to ignore the double word, or Cancel [Alt+C] to return to editing.

Question, Answer, or Colloquy

If Spellcheck finds two consecutive Question, Answer or Colloquy paragraphs, it stops and displays a dialog box:

To correct double paragraphs:

1) Click Edit [Alt+E]

2) SmartCAT returns to the editor to allow changes to the paragraph type.

3) Make appropriate changes using the Edit [Alt+E] → Change Paragraph Type [G] menu.

4) After changing the paragraph type, press [Ctrl+M] to continue with the document check.

5) If the double paragraph is good, click Continue to continue with the document check. (Figure 232)

6) When the Spell Check is complete, SmartCAT will notify you. (Figure 233)

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Figure 231: Double Word Dialog

Figure 232: Double Q/A Paragraph Types

Figure 233: Spell Check Complete

CHAPTER 9 EDITING

9.22.5 Spelling Options

To set up preferences for the Spell Check functions:

1) Click on Setup [Alt+S] → Spelling Options [S].

2) A Speller Option dialog box opens.

3) Click the check boxes (Or press [Alt] and the underlined letters) to select the options you wish to use when performing a Spell Check.

Spelling

These two options tell SmartCAT whether or not to use the lexicon word list or recheck words typed as replacements for words already checked.

➔ If Always suggest corrections is checked, SmartCAT presents a list of suggested words to use as replacements for the current word. Removing the checkmark tells SmartCAT not to open the suggested word list. You will need to type in the correctly spelled word yourself. Having this unchecked significantly speeds up spellcheck. During batch spell check you can hit 'L' to look up suggestions for a particular word.

➔ If Recheck typed replacement is checked, this option tells SmartCAT to check words that have already been replaced. Removing the check mark tells SmartCAT not to recheck the replaced words, saving time if you Spell Check the entire document

again.

Ignore

Checking (or unchecking) the options here tells SmartCAT what words, number, or steno you wish to ignore when performing a Spell Check.

Words with UPPERCASE

If checked, SmartCAT will ignore words that are in uppercase. Uncheck this option to Spell Check words in all UPPERCASE.

Words containing numbers

If checked, any words containing numbers

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Figure 235: Spell Check Options and Dictionary

Figure 234: Setup → Speller

CHAPTER 9 EDITING

(SCR100433AB, for example) in them are ignored. Uncheck to include these words during Spell Check.

Pure numbers

If checked, SmartCAT will ignore any numbers in the document. Uncheck if you wish to Spell Check numbers. These would include zip codes or telephone numbers, for example.

Capitalized words

If checked, any words that are capitalized are ignored. Uncheck to include capitalized words.

Words with mixed case

If checked, SmartCAT ignores words that include both UPPERcase and lowerCASE. Uncheck to include mixed case.

Untranslates

If checked, SmartCAT will ignore any untranslates in the document. Unchecked, the Spell Check will find the untranslates as incorrectly spelled words.

Conflicts

If checked, SmartCAT ignores conflicts. If unchecked, conflicts are included in the Spell Check.

Ctrl-M FindsRepeated words

This option, if checked, locates words repeated in the sentence such as: Test Test Test Test. When Spell Check is used, it asks if you wish to Ignore, Change, or Cancel. If left unchecked, repeated words are skipped over.

Spelling Errors

This option, if checked, will find spelling errors. If left unchecked, spelling errors are ignored.

OtherSplit hyphenated words

Check this option if you wish to have hyphenated words split and checked as two seperate words. Uncheck it to leave hyphenated words alone.

Prompt To Start At Top

Check this option if you want to be prompted to start the spell checking from the top of the transcript instead if the current cursor location.

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CHAPTER 9 EDITING

9.22.6 Custom Spelling Dictionaries

SmartCAT gives you the ability to choose specialized dictionaries. These are different than the dictionaries used for translating Realtime These dictionaries are called lexicons and are used for Spell Checking. This is very useful if, for instance, you have created a document using several medical terms. The normal Spelling Lexicon will not find most medical terms (unless those terms were added). The best way to Spell Check a document using specialized terms is to use a specialized lexicon. Once the terms are checked, you can then go back to Speller Options and change the dictionary back to the spelling lexicon. Then perform a normal Spell Check.

To choose spelling dictionaries:

1) Click Dictionaries in the Spelling Options.(Figure 235)

2) A list of available dictionaries opens. (Figure 236)

3) All spelling dictionaries installed in your SmartCAT user directory appear in the list.

4) Click on the dictionary name to select it.

5) Click OK.

6) After choosing preferences and a dictionary, click OK to close the Speller Option window.

9.22.7 Adding Words To The Lexicons

To add a word to the Spell Check lexicon, click Add to Spellcheck dictionary. The word is automatically added to the currently active lexicon. Be sure you have chosen the correct lexicon to which you wish to add words.

If you have added words to a lexicon but they do not appear or Spell Check does not appear to work correctly, check Speller Options to be sure the right lexicon is selected. If the words still do not appear or are not checked correctly, contact Cheetah International Technical Support for further assistance.

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Figure 236: Available Spelling Dictionaries / Lexicons

Use care when adding words to a dictionary while Spell Checking. The word is added to the dictionary lexicon in current use. This may be confusing if you change dictionaries and the words you thought were entered into a dictionary do not appear while performing a second Spell Check. For example: You change the dictionary to BLACKS, then add the word “test” to the dictionary. You then switch dictionaries to MEDILEX. When performing a second Spell Check, the word test will again appear as misspelled.

CHAPTER 9 EDITING

9.22.8 Removing Words

Follow these steps to delete words from the lexicon:

1) Close SmartCAT.

2) Open Windows® Explorer and navigate to your work directory (The green cheetah face).

3) Locate the lexicon file you are using, it will end in .spl.

4) Double-click on the file to open in a text editor such as WordPad. (or right-click, select Open With, then select Notepad or WordPad).

5) Locate the word(s) to delete.

6) Highlight the word(s) and press the delete key on the keyboard.

7) Click File, then Exit.

8) The text editor tells you the file has changed and asks if you wish to save it.

9) Answer Yes, then click OK.

9.23 WordNet Dictionary LookupWordNet is a tool created by renowned psychologist George Miller at the University of Princeton. It's fundamentally a tool for Natural Language Processing- for making a computer speak English. It also functions quite nicely as a quick and fairly comprehensive English language dictionary, although that wasn't the actual purpose behind its creation. You can read more about WordNet at http://wordnet.princeton.edu

SmartCAT can use an installed WordNet dictionary to look up the definition of any highlighted or selected word using the [Ctrl+Shift+D] key combination. This key combination is available in the editor, the global dialogs, the replace window, and the spell-check dialog.

The [Ctrl+Shift+D] key combination can be set as a Turbokey by setting the definition to <CS-D>, or included in a hotkey with ®<CS-D>.

You can also lookup words in WordNet from the Text Global, Steno Global and Spell Check dialog boxes. Just hit [Alt+W] or [Ctrl+Shift+D].

Some versions of the SmartCAT installer include the 2.1 version of the WordNet installer as a convenience, so you may already have it installed. If you do not have WordNet installed, you can download it from Princeton's website at:


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You can also add words to the lexicon in the same manner. In the text editor, move to the section of the word list (it’s alphabetical) and type the new word. Save the file in the same manner.

CHAPTER 9 EDITING

You will need to download WordNet 2.1 for Windows® (or the current version) and install it from there. Please be sure to read the license agreement when you install WordNet.

9.23.1 Using the WordNet dialog

The WordNet dialog looks like this:

It will come up with the definition(s) of the word you had highlighted or selected.

➔ You can use the up and down arrows, as well as [Page Up] and [Page Down] to scroll the definition box.

➔ You can type a new word in the box and use the 'Lookup' button [Alt+L] to look up the new word.

➔ The 'Synonyms' [Alt+S] button brings up a list of all the synonyms for each definition of the word displayed.

➔ The 'Antonyms' [Alt+A] button brings up a list of all the antonyms for each definition of the word displayed.

➔ The 'Help' [Alt+H] button brings up the help page for using WordNet.

➔ The 'Cancel' [Alt+C] or [Escape] will close the WordNet dialog.

WordNet 2.1 is Copyright 2005 by Princeton University. All rights reserved.

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Figure 237: WordNet Lookup

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9.24 Saving and Exiting

9.24.1 Saving Changes

In the Transcript Editor, you can save your editing changes any time. To save changes without exiting the editor, press [F9], click on the Disk icon in the task bar, or click File [Alt+F] → Save [S] from the menu bar.

9.24.2 Leaving The Transcript Editor

To save the current job and leave the Transcript Editor press [F10].

Quit Without Saving

If you made editing changes you don’t want to keep, you can leave the Transcript Editor screen and discard all changes since the last Autosave (described earlier in this section). To quit without saving, click File [Alt+F] → Close file [C]. A message appears informing you that changes were made to the transcript and asks if you wish to save the changes. Click Yes to save, No to exit without saving, or Cancel to return to the edit screen.

Common Mistakes While Editing

When editing a job and things don’t seem to work correctly, here are a few items to check:

➔ You may be in the wrong one of the three editing modes (see Section 9.4), depending on which key you have pressed.

➔ Check to make sure the CAPSLOCK key is off, In CAPSLOCK mode, a regular key press is interpreted as if you had shift held down.

➔ Make sure the F-Lock key is off, the F-lock key is a special key for certain keyboards which changes the behavior of the Function keys.

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Figure 238: Save Confirmation Dialog

CHAPTER 10 FINISHING TOOLS / PRINTING

CHAPTER 10

Finishing Tools / Printing

This chapter covers indexing, printing, generating a keyword index or concordance and exporting. When you're done editing, this is where you will be.

In This Chapter...

10.1 Indexing ..................................................................................................................... 206 10.2 Making a Keyword Index ........................................................................................ 209 10.3 Generating A Concordance ...................................................................................... 212 10.4 Printing ...................................................................................................................... 216 10.5 Troubleshooting / Print Management ..................................................................... 222 10.6 Exporting ................................................................................................................... 224 10.7 Save a Copy As .......................................................................................................... 227 10.8 E-Mailing Files (With Outlook® or Thunderbird®) ............................................. 231

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10.1 IndexingFor a complete discussion on creating and setting up indices, see Section 5.4.2 .

10.1.1 Index Types

There are two types of indices in SmartCAT: standard and folded.

Standard Index

A standard index contains two columns and displays the Page and Line numbers of the indexed item.

Folded Index

A folded index generally will contain more than two columns and will generally only display page numbers.

10.1.2 Marking Index Items

At times, individual items require indexing. Listed below are the different options available in SmartCAT to mark text for inclusion in an index.

Marking Text

1) Three ways:

a) Click Edit [Alt+E] → Index [X] → Insert Index Entry [I] or

b) Press [Ctrl+N]

c) Right-click on the text and choose Insert Index Entry.

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Figure 239: Index Example

Figure 240: Folded Index Example


2) This opens the Index Entry dialog Box:

3) The Index Entry dialog box gives the option of adding the new index entry into one of the indices set up on the Index tab of the style sheet.

4) Click on the appropriate index.

5) If marked text is not descriptive enough, type a description in the Text of Entry description box first. If nothing is typed into the Text of Entry Description box, selected text is “tagged” and displayed in the index. However, if text is typed in the Text of Entry Description box, the descriptive text typed in takes precedence and is displayed in the index.

6) You have the option to use an Identifier for each entry. For example, if you have multiple entries that fall under the same exhibit or examination, you can use the same identifier for each. This comes in handy if the index is folded.

7) If Link this text to a transcript is checked, the text in the transcript is changed it will be updated in the index as well.

8) Click OK or press [Enter] to create the index entry.

9) If the index is folded, you will be presented with the Index Column dialog box. Here is where you choose which column in the index to put this entry. For example, Cross, Direct, Redirect, Recross.

10.1.3 Editing Indexed Items

To edit, remove, or go to a “tagged” selection of text, click on the Edit[Alt+E] → Index[X] → Edit Index Entries[E] menu option.

This opens the Index Edit dialog box. (Figure 243)

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Figure 241: Insert Index Entry


Click on an index item to edit, remove, or go to it. If you choose to edit an entry, the Index Entry dialog box will open.

10.1.4 Index Marks

Once you have setup your indices, you must tell SmartCAT where to build them. For this you will place an Index Mark at the desired location in the transcript. An Index Mark must be placed on it's own line. Here are the steps:

1) Place your cursor at the desired location.

2) Click Edit[Alt+E] → Index[X] → Insert Mark[M] or Right Click → Insert Index Mark

3) Choose the Index and Click OK or press [Enter].

10.1.5 Generating The Index

To generate an index:

1) Click Tools[Alt+T] → Build Indices[B]

2) The index (or indices) is automatically built at the corresponding Index Mark(s).

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Figure 243: Index Edit Dialog

Figure 244: Insert Index Mark

Figure 242: Edit Index Entries Menu Option


10.1.6 Index Error Messages

The error message in Figure 245 means that there are entries inserted into an index (Index 2, in this case), but no mark has been placed to insert the index into the transcript. To fix this error, you must either insert an Index mark where you want to insert that index, or remove the index entries you have inserted into the index by going to Edit[Alt+E] → Index[X] → Edit Index Entries...[E].

The error message in Figure 246 means that there are index entries for an index that is not enabled in the indexing tab of the job properties. Simply go to the job properties by pressing [Ctrl+T], then click on the Indexing tab, and enable the appropriate index.

10.2 Making a Keyword IndexA keyword index is a list of all occurrences of a given word or phrase, in context, throughout a transcript. This is a useful tool for attorneys, helping them to quickly reference key parts of the testimony.

SmartCAT lets you create a keyword index of unlimited length. You can also create an index of all words in a transcript. This is called a concordance or word index. Generating and printing a concordance is described in more detail in Section 10.3.

SmartCAT's Keyword Index feature is easy to use.

A keyword index lists the page and line numbers for each occurrence of each keyword, along with the complete line of text containing the keyword.

To make a keyword index, you first tell SmartCAT which words or phrases to index.

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Figure 246: Disabled Index Error

Figure 247: Keyword Index Dialog Box

Figure 245: Build Index Error


10.2.1 Entering Keywords

Before you generate the keyword index, you must create a list of words to index. To enter a list of words:

1) Click Tools [Alt+T] → Keyword Index [K].

2) The keyword dialog box opens. (Figure 247)

3) Each keyword can be any word or phrase. Partial words are also allowed as entries. For example, entering the keyword “object” the Keyword Index will find “object,” “objection,” “objects,” etc.

4) Click Add or press [ALT+A] to open the Keyword Add dialog. (Figure 248)

5) Type the keyword in the dialog field.

6) Press ENTER or click OK button.

7) The keyword is added to the list.

8) To cancel the Keyword Add, click Cancel or press [Esc].

10.2.2 Removing Keywords

To remove words or phrases from the list:

1) Highlight the word by clicking on it with the mouse or use the UP or DOWN cursor keys to move to the word you wish to remove.

2) Click Remove or press [Alt+R] and the word is removed from the list.

3) If there are a large number or words and/or phrases in the list, click and drag the scroll bar on the right side of the dialog box to scroll down the list to locate the words or phrases.

4) Alternatively, use the arrow keys or PageUp and PageDown keys to move through the list.

5) Cancel the keyword list operation by clicking Cancel or by pressing [Esc].

10.2.3 Saving The List of Keywords

When you finish entering all your keywords, click OK in the Keyword dialog box or press [Enter] to save and close.

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Figure 248: Adding Keywords / Phrase


10.2.4 Loading A Saved Keyword List

If you have saved a list of keywords for a particular transcript and want to reuse it for this transcript:

1) Open the transcript.

2) Click Tools [Alt+T] → Keyword Index [K]. SmartCAT opens the saved keyword file.

10.2.5 Displaying The Keyword Index

After creating the list of keywords, the Keyword Index is automatically generated. You can then view or print the keyword index file.

To view the keyword file, navigate to your SC Work Directory (Green Cheetah Face), then double-click on the keyword file. The keyword file has the same name as your transcript, but the extension is .kwd.

You may need to tell Windows® which program to open the index with. If this is the case, you will see the following 'Open With' window. (Figure 250)

10.2.6 Printing The Keyword Index

After opening the keyword index file using an editor program such as Wordpad or Notepad, click on File → Print and print your index.

10.2.7 Saving The Keyword Index

The Keyword Index file is automatically saved as an ASCII file. The file name is the same as the transcript the index was created from, but has the extension .kwd.

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Figure 249: Select Keyword Index File

Figure 250: Open With Dialog

A Keyword Index is job specific and cannot be used for multiple transcripts.


10.3 Generating A ConcordanceA concordance, also known as a “word index,” is an alphabetical list of virtually every word in a transcript including the page and line numbers where each word occurs.

To create a concordance of a transcript, click on Tools [Alt+T] → Concordance [O]. This opens the Concordance dialog.

Figure 252: Concordance Menu OptionFigure 253: Concordance Dialog

The Concordance dialog lets you add or remove words to be excluded from the concordance file. Generally, common words such as and, or, the, etc., are excluded from a concordance.

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Figure 251: Keyword Index in Notepad


If you check the “Exclude all numbers” box, then each 'word' which begins with a number will be excluded from the concordance automatically, and do not have to be added to the exclude list one by one.

Once words are added or removed from the exclude list, click OK or press [Enter] to generate the concordance. Click Cancel or press [Esc] to cancel the concordance creation.

This is an example of an entry in a concordance:

car 12:5,9,15; 42:1

Each word is followed by one or more page numbers and the lines on each page where the word appears. The example above indicates that the word “car” is found on page 12, lines 5, 9, and 15; also on page 42, line 1.

10.3.1 Excluding Words From The Concordance

There are several common words that occur in the English language such as “the,” “a,” “an,” etc. You may not want these words included in the concordance. SmartCAT includes a list of several common words to exclude.

To add a word to the exclude list:

1) Click in the Add or Remove dialog field, then type the word to exclude.

2) Click the Add button or press [Alt+A] to add the word to the exclude list.

To remove a word from the list:

1) Click on the word in the list to highlight it.

2) Click the Remove button or press [Alt+R] to remove the word from the exclude list.

To locate words to remove that are further down or up the list, press the Up or Down cursor keys until you locate the word(s) you want to remove. Highlight each word to remove, then click Remove. To quickly move through the list, use the PageUp or PageDown keys or use the mouse by clicking and dragging the slider bar up or down.

After creating and/or editing the exclusion list, you are ready to create the concordance. Here are the next steps:

1) If you wish to create a title for the concordance, type a header in the header dialog field.

2) Click OK or press [Enter].

3) A window opens asking if you would like to open the concordance.

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The exclusion list is not case sensitive. If you put the word “brown” on the exclusion list, it is excluded no matter how it is capitalized in the transcript (“brown,” “Brown,” etc.).


4) Click Yes [Enter] to immediately open the concordance for viewing, or No [Esc] if you wish to wait and open the concordance later.

5) Viewing the concordance now will prompt Windows® to open the file with the program setup to open a .crd file by default. This may be Windows Cardspace®, Notepad or Wordpad. The latter is the the preferred program for viewing concordances. You may have to open WordPad first, then open the concordance from there. That process is explained in the next section.

10.3.2 Printing The Concordance

To print a concordance, use any text editor or word processor that reads ASCII text files. You can use, WordPad, or a word processing program such as Microsoft Word® or Microsoft Works® to name a few. Using a word processor or text editor, you can add titles, change margin settings, text attributes and fonts, or anything you can normally do with a file. Once the concordance is edited to your requirements, use the same text editor to print the concordance.

To print:

1) Start WordPad or other text editor program.

2) Click File → Open.

3) In the Open dialog box, navigate to your SmartCAT working directory.

4) Change the File Type to open to All Files. This allows you to see the .crd concordance files.

5) Click on the file to highlight it.

6) Click OK (or Open) to load the concordance into the editor.

7) Click File → Print to open the Print dialog.

8) Set the desired settings and click Print.

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Figure 254: Open the Concordance?

The filename of the concordance is the same as your transcript name, but has the extension .CRD. This is how you distinguish the concordance from the transcript.


10.3.3 Saving The Concordance

When the concordance is created in SmartCAT, it is automatically saved to your working directory. The extension used is .CRD to distinguish it from other types of files. It has the same name as the transcript from which the concordance was created. If you make any edits to the file in a text editor, you can save the file in that program by clicking File → Save.

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Figure 255: Concordance open in WordPad


10.4 PrintingTo print a transcript or dictionary, a printer must be installed on your computer. The printer must be turned ON, be online, and have paper loaded. If you have not already set up your printer, you must do so before you can print. For directions on setting up your printer and other devices, see the documentation for your printer or contact the printer manufacturer.

Information about printer setup is covered in depth in Section 3.3.

10.4.1 Printing Transcripts

1) To print a transcript, select the job from the job menu and press [Enter]. This opens the job.

2) Once the job is open, go to File [Alt+F] → Print [P].

This opens a sub-menu with the following 5 options:

Print Whole Document...

Prints the entire transcript ignoring redactions.

Print Whole Document Redacted...

Prints the entire transcript concealing redacted text. More info on printing redacted transcripts is found in Section 9.14.11 .

Print a Range of Pages

➔ Opens a window where you can specify a range of pages among other options.

➔ If you check the 'Use absolute' check box, the pages specified will refer to the “sheet of paper” rather than the page number you specified. If

you check the “Conceal redacted text” check box, any text you've marked as 'redacted' (shows up as strike-through in the editor) is printed as a black bar.

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Figure 257: Page Range Dialog

Figure 256: Print Menu


Print Steno Notes Only...

➔ Notes can be printed to look as though they are on tape, just as if they are printed on the steno machine.

➔ To print steno notes:

1) Click File [Alt+F] → Print [P] → Print Steno Notes [N].

2) Type the name of the notes and click Save. To make it easy to locate and print, it is recommended to give the file a name and add the .txt extension, then save it in the My Documents folder. When looking for the file at a later time, it is much easier to find in the My Documents folder rather than going through all the folders to the SC work directory.

3) After a short processing period, the notes text file will open in Windows®

Notepad. If it is a large file, a message may appear saying it is too large to open in NotePad, then provides the option to open in WordPad.

4) Click OK to open the file.

5) Click File → Print to print the notes.

Figure 259 shows a section of steno notes as they appear in WordPad.

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Figure 258: Naming/Saving Notes File For Printing


Print Dictionary

Only accessible while a dictionary is open. This option prints the dictionary in a readable format. It will print what is shown in the dictionary editor. More information about printing dictionaries is covered in Section 11.6. Use a Filter to display what you wish to print. Dictionary Filters are covered in depth in Section 11.8.7.

10.4.2 Print Dialog Options

➔ After you select an option, SmartCAT opens the Print dialog box (except if you wish to select a range of pages as described before).

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Figure 260: Example of a Print Dialog Box

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There are several options available in the Print dialog box. The options available depend on the type of printer you have installed. Figure 260 is for reference only.

Figure 259: Printed Steno Notes


➔ Select the printer you wish to use.

➔ Set the preferences such as paper size, paper tray and other printer settings by clicking the Preferences button. Consult your printer manual for the options available to you.

➔ You cannot set a page range in this dialog. You can only select “All”. If you wish to print a section of the job, select “print a range of pages” from the print menu. This gives you more control over the range.

➔ To print multiple copies, type the number of copies in the field or click on the up or down spin arrows to choose the number of copies.

➔ Choose whether or not to collate the print job. Collating means assembling the document in the proper sequence so the job prints completely from page 1 through page X before printing the next copy. This is a time saving feature so you do not have to go through multiple copies and reorder the copies manually.

➔ After selecting options, press Enter or click Print to begin printing.

10.4.3 Print Preview – Single / Multiple Pages Per Sheet

The print preview shows you how the transcript will look when printed. While in Print Preview, all editing keystrokes and functions are disabled.

1) Click File [Alt+F] → Print Preview [V].

2) The Print Preview screen opens.

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Figure 262: Print Preview

After the transcript is sent to the printer queue, you can continue working in SmartCAT as the job prints.

Figure 261: Print Preview Menu Option


Print Preview Options Printing One Page Per Sheet

The default printing option is one page per sheet. Generally, you do not have to change any options in order to print.

If you have previously set options to print multiple pages per sheet, all you need do is click on the 1 button to change to single page per sheet.

Printing Multiple Pages Per Sheet

To print multiple pages on one sheet of paper:

1) Click on any of the multiple page buttons 2, 4, or 6. This changes the screen, showing how the transcript prints. For example, clicking on the 4 button changes the print option to print four pages on one sheet of paper as shown in Figure 263.

2) Choose how pages appear on the sheet, numbered either down the page, or left to right across the paper. For example, pages one through four, printed left to right, are seen on the paper as 1 and 2 at the top of the sheet and 3 and 4 at the bottom of the sheet. Printing down the sheet of paper is seen as 1 and 3 at the top, 2 and 4 at the bottom.

a) To choose pages numbered down the paper, click on the zigzag patterned button going up and down.

b) To print pages numbered left to right, click the zigzag patterned button going left to right.

If the pages don't fit on one sheet correctly you may need to adjust the job properties. Settings such as margins, font size, margin spacing, and box line position can all affect multi-page printing. If you make adjustments to the job properties for condensing a transcript, it is recommended that you save them to a new style sheet. See Section 5.4 for info on the job properties.

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Figure 263: 4 Pages Per Sheet Shown

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Print condensed using exterior margins

Press the button to use the exterior margin settings from the condensed options in the Job Properties. This will remove the spacing from in between the transcript pages and delineate them with a border.

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Figure 264: Condensed Printing Using Exterior Margins


Changing The Print Preview Magnification

SmartCAT allows you to preview your transcript on screen at three different magnifications: 200%, 100%, and 50%. The different magnifications are useful to see a single page or multiple pages on the screen. For instance, if you’ve selected 6 pages per sheet, you may want to see how those pages will appear when printed. In that case, use the 50% setting by clicking on the 50% button. To check margins, transcript box lines and text formats, view it at the 100% or 200% setting.

Exit Preview Mode

To return to Normal (editor) mode:

1) Click View [Alt+V] → Normal [N] or press [Esc].

2) SmartCAT returns to the normal editor screen.

10.4.4 Printing to .pdf

If you have a .pdf printer driver (such as PDF995® or PDFCreator®) installed, it will show up in your printer list.

Selecting the PDF Printer option and then Clicking Print will export your job directly to a PDF file, to be saved wherever you choose.

10.5 Troubleshooting / Print Management

10.5.1 Printing a transcript produces unexpected results

This could be that the transcript box is printing beginning on a different page than expected, pages are printing one to a sheet of paper rather than four, page numbers are incorrect, etc.

If the print job isn't what is expected, go to the Job Properties menu [Ctrl+T] and make sure properties are set for what is required, such as margins, transcript box sizes and beginning page number. Then go to print preview and make sure the correct options are chosen.

10.5.2 Print Queue Manager

When you print a job, the job is queued, meaning a snapshot of the job is saved, and Windows® controls how the job prints. You can have several jobs in the print queue waiting to print while you continue working on transcripts.

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Figure 266: Select PDF Printer in Printer List w/ Icons

Figure 265: Return to Normal View


The print queue manager lets you control the printing of the queued print jobs. To open the print queue manager, go to the Start menu of Windows®, the Control Panel, click on Printers or Printers and other Hardware, then double-click on the default printer to open the print queue.

The screen lists the jobs queued for printing, including the Document Name, Status (printing or queued), Owner, Progress (how much has printed so far, and the time the print job was begun.)

Removing Jobs From The Queue

This can be done by selecting the job and clicking Document → Cancel. Other options are available here as well. Consult Windows® Help or your Windows® manual to for more information on the print queue.

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Figure 267: Windows® Print Queue Manager

Having too many transcripts in the print queue can cause the computer to slow down. If you notice the computer seems “sluggish”, check to see how many jobs are waiting to print. Wait a few minutes for some jobs to print, and the computer will most likely speed up.

Figure 268: XP Printer List w/ Default Check Marked

Many printers have built-in memory, storing pages ahead of time before they are actually printed. If you want to stop printing, cancel the print job on the printer itself.


10.6 Exporting

10.6.1 ASCII Transcripts

An ASCII can be saved to anywhere on your hard drive, floppy, or flash drive, and then emailed instantly to anywhere in the world. SmartCAT can export the following ASCII formats:

Page Image ASCII

One common type of ASCII text file is called a Page Image ASCII text file. When making a Page Image ASCII file, page and line numbers, spacing, headers, footers and margins appear exactly as they do in your printed transcript. Saving a transcript as a Page Image ASCII is different than saving as other types of files. To save as a Page Image ASCII, you must use the Export function, rather than the Save As function in the File drop-down menu.

To create a Page Image ASCII:

1) Ensure you have the transcript open in the transcript editor.

2) Check your settings in the Job Properties [Ctrl+T] to ensure they are set as you need them to be. Also check the Export Margin Spacing in Editing Preferences [Ctrl+Q].

3) Click File [Alt+F] → Export [E] → Page Image ASCII [I].

4) A Page Range dialog box opens:

5) Choose which pages you wish to export:

All

Export all pages to the ASCII text file.

Current page

Choose this to export only the page which this cursor is on in the transcript.

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Figure 270: Print Page Range

Figure 269: Exporting a Page Image ASCII


Pages

Choose a range of pages to print. For example, you can print pages 4-7, 9-19 and 49, 52, 99, 107, etc. This will print pages 4 through 7, 9 through 19, and individual pages 49, 52, 99, 107.

Use absolute (not relative) page numbers

By checking this you indicate the numbers specified in the pages box refer to the absolute page number (which piece of paper) rather than the number which would be printed on that page.

Conceal Redacted text so it cannot be read

By checking this you indicate any text you've marked as “redacted” (appears as strike-through in the text) should not be readable in the resulting ASCII.

6) After choosing the Page Range options, click OK.

7) A Save As dialog box opens:

8) Type a name for the file or leave as is for the default name.

9) The 'Save as type' field gives two extension options .prt and .txt.

An ASCII with the .txt extension can be read by virtually any computer.

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Figure 271: ASCII Save As Dialog

You can save the file to any location on the hard drive or floppy drive by typing your preferred location in the Save in: field or navigating to the location using standard Windows® navigation.


Amicus

SmartCAT exports to Amicus format also. The steps are identical to Page Image ASCII, except you click File [Alt+F] → Export [E] → Amicus [A].

Summation

SmartCAT also exports to Summation format. Again, the steps are identical to Page Image ASCII, except you click File [Alt+F] → Export [E] → Summation [S].

10.6.2 Dictionaries

SmartCAT has the ability to export dictionaries to several formats. They are covered in depth in Section 11.5.

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Figure 272: Page Image ASCII File


10.7 Save a Copy AsSmartCAT can save files in several different formats. The different formats allow you to select the type of file you or a client prefers.

➔ .job – SmartCAT transcript file

➔ .rtf – Transcript file as a Rich Text Format file

➔ .rtf – Notes file as a Rich Text Format file

➔ .txt – Plain text file

➔ .html – Hyper Text Markup Language file (World Wide Web file)

10.7.1 JOB

.JOB files are the default SmartCAT formatted transcripts. .JOB files are edited in SmartCAT, saved to disk, emailed to other SmartCAT users, and used to print transcripts.

To save a transcript in the default format:

1) Press [F9] while the transcript is open in the transcript editor window.

2) Alternatively, click on File [Alt+F] → Save a Copy As [A].

a) Give the transcript a different name if you wish, to save a copy of the transcript, or leave as is to save with the name already in use.

b) Click Save and the transcript is saved as a SmartCAT transcript file.

10.7.2 RTF

.RTF (Rich Text Format) files are readable by many word processors or can be imported into other CAT programs such as TurboCAT™.

To save a file as .RTF:

1) Be sure the transcript is open in the transcript editor window.

2) Click File [Alt+F] → Save a Copy As [A].

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Figure 273: Saving As SmartCAT .JOB document


3) Click on the drop-down arrow in the Save as type: field to choose the RTF/CRE (Rich Text Format/Court Reporting Extensions) Transcript (*.rtf) option.

4) Click in the File name: field, then type the name of the file. Be sure to include the .rtf extension in the file name.

10.7.3 RTF (Notes)

The other type of .RTF file is used for notes. You can save a notes file as .RTF and copy to a floppy disk or attach as email to send to other CAT software users.

To save notes as an .RTF:

1) Ensure the transcript is open in the transcript editor window.


3) Click on the drop-down arrow in the Save as type: field to choose the RTF/CRE Note (*.rtf) option.

4) Click in the File name: field and type in the name of the file. Be sure to type the .rtf extension in the file name.

5) Click Save and the notes file is saved as RTF.

Understanding RTF/CRE

RTF/CRE is a standard file format for exchanging transcripts, notes files, and dictionaries between different CAT systems. RTF/CRE stands for "Rich Text Format/Court Reporting Extensions." "Rich Text Format" is a standard introduced by Microsoft® in 1987 for exchanging files between different word processors. RTF is supported by most major word processing packages. The "Court Reporting Extensions" are extensions to the RTF file format that supports specific court reporting information, such as steno, timestamps, untranslates, conflicts, indexing, line numbering, and more.

Using RTF/CRE, people on different CAT systems can exchange files without losing the important information that is lost when using ASCII to exchange files (such as steno, paragraphing, boldfacing, indexing information, etc.). This means that a scopist using Eclipse™, for example, can easily work with a reporter using SmartCAT, and vice-versa.

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Figure 275: Saving Notes As RTF

Figure 274: Saving As RTF


Also, two reporters working on the same daily job can exchange job dictionaries, title pages, and so on, making it easier to work together.

Using RTF/CRE, you can also share files between your CAT system and many word processing programs. If an attorney wants an electronic copy of your transcript for review, you don't have to provide an ASCII. Instead, assuming the attorney uses a word processor that supports RTF (such as Microsoft Word™), you can provide an RTF file containing most of the proper formatting, boldfacing, etc.

10.7.4 Text

Text files are plain documents without formatting. Text files are in ASCII file format, generally readable in nearly any available text editor including Windows® Notepad, WordPad, most word processors, and DOS text editors. Saving as a text file does not keep the standard transcript formatting ie; line numbers, headers/footers. If you want just the transcript text, save as text. If you want it to look like a finished transcript, print/export as a Page Image ASCII.

To save a transcript as a text file:

1) Make sure the document is open in the transcript editor window. Click File → Save a Copy As.

2) Click the drop-down arrow in the Save as type: field and choose Text File (*.txt).

3) Give your file a name in the File name dialog field. Include the extension .txt.

4) Click Save and your file is saved to your working directory.

10.7.5 HTML

HTML files are becoming a universal format due to the popularity of the Internet. You can export SmartCAT files as HTML documents. This allows any person with an Internet web browser to open and view the transcript.

To save a transcript as an HTML document:

1) Open the document in the transcript editor.


2) In the drop-down dialog field, choose HTML.

3) In the File name dialog field, type the name of the file and the extension .HTML

4) Click Save and the file is saved as an HTML document.

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5) You can send the document via email or disk to anyone with a web browser and they will be able to open and read the document.

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Figure 276: Example HTML File


10.8 E-Mailing Files (With Outlook® or Thunderbird®)1) Locate the file you wish to email.

2) Right click on the file and move your cursor to Send To and click Mail Recipient.

or

3) Left-click the file and click Edit → Send to → Mail Recipient.

4) Your default email program should open.

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Figure 277: Send To Email Recipient via Right-Click

Figure 278: Outlook® Email Window


5) Type the email address of the recipient, then fill in the subject line and add text to the body of the email just like sending a regular email.

6) Send the email with the attachment to the recipient.

If you have an email provider, such as AOL®, please consult with that provider for specific instructions on how to email.

Due to the large number of email programs, this manual cannot show the process for every single one. Please read the instructions that come with your email program to learn how to attach files. Most email programs also include a help menu that you can use to learn how to attach files.

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Figure 279: Outlook® Send

Button

CHAPTER 11 DICTIONARIES

CHAPTER 11

Dictionaries

Dictionaries are used to translate your steno machine keystrokes into English text and commands on the computer screen. This is accomplished in Realtime (while you are writing with the steno machine), or when transcribing notes into a text transcript.

In This Chapter

11.1 Import a TurboCAT Dictionary ............................................................................ 234 11.2 Opening Dictionaries .............................................................................................. 235 11.3 Creating New Dictionaries ..................................................................................... 235 11.4 Saving Changes And Exiting The Dictionary ....................................................... 236 11.5 Dictionary Save a Copy As / Exporting ................................................................ 237 11.6 Printing a Dictionary .............................................................................................. 238 11.7 Merging Dictionaries .............................................................................................. 239 11.8 Dictionary Maintenance ......................................................................................... 240 11.9 Tokens And Special Entries .................................................................................... 247

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11.1 Import a TurboCAT DictionaryIf you previously used Cheetah International’s CAT program, TurboCAT, you can import and convert your dictionaries into the SmartCAT format.

To import TurboCAT dictionaries:

1) Open SmartCAT.

2) Go to the Job Menu.

3) Click File [Alt+F] → Import [M] → Import Dictionary [D].

4) The Open dialog box appears.

5) Click on the down arrow to the right of the Look In: dialog box.

6) Click the drive where the dictionary is located.

7) Change the Files of Type field to TurboCAT Perm Dictionary .DIC or TurboCAT Job Dictionary .JOB.

8) Click on the dictionary name to import.

9) Click Open [Enter].

10) Wait a few moments as the dictionary imports into SmartCAT.

11) Give the dictionary a new name if you wish by clicking in the File name dialog box and typing in a name. You can keep the original dictionary name by simply clicking on the Save button.

12) Click Save [Enter], then wait a few moments while the dictionary is saved.

13) After the dictionary is saved, it can be opened for editing, adding or deleting entries, or any other operation involving the dictionary.

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Figure 280: Open / Import Dictionary

Importing the dictionary may take a few moments as it is processing. The time it takes to import varies according to the size of the TurboCAT dictionary you are importing.

Figure 281: Saving Imported Dictionaries


11.2 Opening DictionariesTo edit a dictionary, the dictionary must first be opened.

1) Click File [Alt+F] → Open Dictionary [D], Dictionary [Alt+D] → Open Dictionary [O] or click on the Open Dictionary icon in the toolbar. (Figure 282)

2) Select the appropriate dictionary from the Open Dictionary dialog box.

3) Click Open [Enter]. This will open the dictionary in the dictionary editor.

11.3 Creating New Dictionaries1) Click File [Alt+F] → New Dictionary [I] (or Dictionary [Alt+D] → New Dictionary [N]).

A Dictionary Entry dialog box opens. To quickly open the Dictionary Entry dialog box, click on the New Dictionary icon on the job menu toolbar.

2) Type a name for the new dictionary and click on the OK button.

3) A blank dictionary screen opens.

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Figure 286: New Dictionary Name

Figure 285: New Dictionary from

the Toolbar

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Figure 283: Open Dictionary

Figure 282: Open Dictionary from

the Tool bar

Figure 284: Dictionary Editor


11.4 Saving Changes And Exiting The DictionaryAn open dictionary's current saved/unsaved status is indicated by the presence of an asterisk in the title bar. If the open dictionary has been modified and has not been saved, there will be an asterisk in the title bar.

➔ Save changes to the dictionary by pressing [F9], or click File [Alt+F] → Save [S], or File [Alt+F] → Save a Copy As [A].

➔ Pressing [F10] automatically saves any changes and closes the dictionary.

➔ If you choose to close the dictionary without saving, click File [Alt+F] → Close File [C]. If you made entry changes, a dialog box appears, asking if you want to save the file. Choose Yes, No, or Cancel.

It is a good idea to save the dictionary periodically as you edit it to make sure previous changes are saved in the event of power failure or inadvertent shutdowns of the computer system. To save the dictionary without opening the File drop-down menu, click on the disk icon found in the tool bar at the top of the dictionary screen or press [F9].

Click File [Alt+F] → Save a Copy As [A] to save the dictionary with a new name. A Save As dialog box opens. Type a new name for the dictionary in the File Name field and click Save to save the dictionary with its new name.

11.4.1 Dictionary Backup Feature

SmartCAT has the ability to make multiple backups of your dictionaries for you. The backups are created any time you press [F9], [F10] or any time a dictionary is written to. The backups are saved incrementally to a backups folder inside your main work directory.

Inside this folder, it creates backups with the extension "-b##.dic", such as "demo-b00.dic, horse-b01.dic, horse-b02.dic", and so on. The lowest numbered backup will always be the newest version.

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Figure 287: Blank Dictionary Edit Screen

Figure 288: Unsaved

Dictionary


11.5 Dictionary Save a Copy As / ExportingAn existing dictionary in SmartCAT can be exported to the following file formats. Exporting any dictionary leaves the original dictionary intact and creates a copy of the dictionary.

➔ HTML File (*.html) - Saves the dictionary to html format so that the file can be displayed as a web page. This is considered the "prettiest" dictionary export option.

➔ SmartCAT Dictionary File (*.dic) - This is used to make a copy of the dictionary with a different name, or to copy the dictionary to another drive for backup.

➔ Phonetic Dictionary File (*.phn) - Saves the dictionary to a phonetic dictionary file format.

➔ RealEdit™ Dictionary File (*.red) - Saves the dictionary to a RealEdit™ dictionary file format.

➔ RTF/CRE Dictionary File (*.rtf) - Saves the dictionary to an RTF (rich text format) file format, which can be read by most word processing programs.

➔ Text File (*.txt) - Saves the dictionary to a text file format also known as ASCII.

11.5.1 Steps To Export

With the dictionary open, click on the File [Alt+F] → Save a Copy As... [A] menu option. The Save As dialog box opens. (Figure 289)

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Figure 289: Save A Copy As Menu Option


1) Choose the location to save the dictionary to by using the drop down arrow for the Save in: box at the top of the Save As dialog box. Choose the new location for the dictionary. In this example, we are saving the dictionary to the SmartCAT Work Directory “YourName”.

2) Type in a file name if a different name for the dictionary if needed.

3) Change the Save as type to the new file type for the dictionary (.DIC in our example.) (Figure 290)

4) Click the Save button to save the dictionary to the new location with the new name and file type.

11.6 Printing a Dictionary1) Go to File [Alt+F] → Print [P] → Print Dictionary [D].

2) This option prints the dictionary in a readable format. It will print what is shown in the dictionary editor.

3) Use a filter to display what you wish to print. Filters are covered in Section 11.8.7.

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Figure 290: Save as Type Drop Down

Figure 291: A Printed Dictionary


11.7 Merging DictionariesSmartCAT lets you merge dictionaries into each other. To merge two dictionaries, click on the Tools [Alt+T] → Merge Dictionaries... [M] menu option, or the Dictionary [Alt+D] → Merge Dictionaries [M] menu option (They both do the same thing).

The following dialog box opens up:

Select the dictionaries to merge by selecting one dictionary from each box. In Figure 294, the dictionary "Your Temporary Dictionary" will be merged into the "Your Main Dictionary”. To merge these two dictionaries together, click the OK button.

1) When the merge process is complete, you will see a message box. (Figure 295)

2) Click the OK button. The merge process is complete.

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Entries marked 'temporary' or 'delete' will not be moved.

Figure 294: Merge Dictionaries Dialog

Figure 293: Merge Dictionaries in Dictionary Menu

Figure 292: Merge Dictionaries in Tools


11.8 Dictionary Maintenance

11.8.1 Locating Dictionary Entries

While a dictionary is open, click Edit [Alt+E] → Find [F] or [Ctrl+F] to open the Find dialog box. If no matches are found or you reach the end of the dictionary, SmartCAT will let you know with a “No Matches Found” message.

Search for Steno

Click the Steno radio button and enter the steno to search for in the empty Steno field.

Search for Text

Click the Text radio button, enter the text to search for in the empty Text field.

Match Case

Check the “Match case” option to find only those words or steno exactly matching the capitalization as you typed it. For example, if “Match case” is not checked, searching for the English text “Cat” will find “cat” and “CAT”. If it is checked, only “Cat” is found.

Match Whole Word Only

Check the “Match whole word only” option to ignore partial words. For example, if “Whole words only” is not checked, search for the English text “the” finds “their” and “other.” If it is checked, only “the” is found.

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Figure 296: Locating Steno

If your dictionary is very large, filtering may make it easier to locate entries. See Section 11.8.7 to learn how to make and use filters.

Figure 295: Merge Dictionaries Confirmation Dialog


Direction

Click one of the direction radio buttons to choose the direction for the search. Choosing down searches downwards from the current position. Choosing Up searches upwards from the current position.

Repeat The Last Search/Find

Press [L] to repeat the search using the same parameters. You can also click Edit [Alt+E] → Find [F], then click Find Next. Continue pressing [L] or Find Next until the search is complete.

11.8.2 Adding New Entries

1) Add entries to the newly created dictionary by clicking on Dictionary [Alt+D] → Add Entry [A] menu option or by pressing the [Insert] key.

2) The Add entry dialog box opens. (Figure 298)

3) Type the steno (or use the steno writer) for the entry in the Steno: field and type the English text for the steno in the Text: field.

4) Mark the entry as Permanent, Temporary, Used or Deleted.

5) Click OK when finished.

11.8.3 Editing Existing Entries

To edit a dictionary entry:

1) Click on the entry you wish to edit.

2) Click Dictionary [Alt+D] → Edit Entry [E] or press [Enter].

3) The dictionary entry dialog box opens. (Figure 298)

4) Change the steno in the Steno: field.

5) Change the English (if needed) in the Text: field.

6) Click OK to save the edited entry.

7) Click Cancel to cancel the edit operation.

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Figure 299: Edit Entry in Dictionary Menu

Figure 297: Add Entry

Figure 298: Add Entry Dialog Box


Right-Click Editing

To quickly open the Dictionary Entry dialog box, right click on a dictionary entry. This will give you options to Edit, Delete, Insert, or Mark entries. (Figure 300)

11.8.4 Check Spelling

The dictionary editor lets you check the spelling of single entries or scan the entire dictionary for suspect words.

Spell Check The Current Entry

To check the spelling of a word in a dictionary entry, place the cursor on the entry and press [ALT + F9].

If all the words in the entry are spelled correctly, a message appears. (Figure 301)

If a word is suspect, a dialog box opens:

Several options are available to Ignore the entry, Add the entry to the Spell Check lexicon, Change the word, Cancel the operation, or Help.

Type the correct spelling in the Change: field or click on a word in the word list (if any words appear) to correct the entry. Click Change to accept the change.

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Figure 300: Selecting Insert

(Add) Entry

Figure 301: Word Spelled Correctly Message

Figure 302: Dictionary Spell Check


Scan The Dictionary For Misspelled Words

Click Tools [Alt+T] → Check Spelling [C] or press [Ctrl+M] to scan the dictionary for suspect entries. The Spelling dialog box opens as it did when checking a single entry and the same options are available.

11.8.5 Sorting Dictionary Entries

Entries are normally displayed in reverse steno order; the order in which dictionary entries are displayed can be changed. Dictionaries can be sorted in alphabetical order or steno order.

To sort entries in the current dictionary;

1) Click on the Dictionary [Alt+D] menu.

2) Choose the sort method you wish to use:

a) Sort by Steno [S]

b) Sort by Text [T]

3) The new sort order is displayed after the sort process is completed.

11.8.6 Tagging Dictionary Entries

In the Dictionary Editor there are three "tags" you can attach to an entry. A dictionary entry can have only one of these tags attached at a time.

➔ Delete

➔ Trash (Temp)

➔ Used

Delete Tag

To tag an entry to be deleted, select the entry and press [D]. A "D" appears in the middle column to the right of the steno.

The entry is not deleted until you exit and save the dictionary. To unmark an entry tagged to be deleted, press [D] again. The "D" tag to the right of the steno disappears. Dictionary entries that you delete from the Transcript Editor are only tagged like this until you either save the dictionary from the Dictionary Editor, or do a dictionary merge. When you save a dictionary with entries that are marked to be deleted SmartCAT will display a prompt dialog. (Figure 305)

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Figure 303: Sort Option in Dictionary Menu

The sort process may take a short while, depending on the size of your dictionary and the speed of your computer.

Figure 304: Delete Entry Tag


Temp/Trash Tag

A dictionary entry marked as "temp" is used when translating, but is not merged during the dictionary merge process. To tag an entry as trash/temp, select the entry and press [X].

A "T" appears to the right of the steno. To unmark an entry tagged as "temp," press [X] again. The "T" tag to the right of the steno disappears.

Used Tag

A dictionary will have a tendency to accumulate old, unnecessary entries. A dictionary that has a large number of unused entries can slow down your translation and make dictionary maintenance cumbersome. To help strip out the unused entries in a dictionary, SmartCAT automatically marks dictionary entries with "used tags" each time an entry is used during translation (dictionary entries are not marked as 'used' during Realtime).

"Used" tags help you keep track of the dictionary entries you use. They are also used by the "Strip Unused Entries" function. To manually tag an entry as "used", select the entry and press [U].

Strip Unused Entries

After you have been marking entries with "used” tags for about a year, you are ready to strip the unused entries. First, save a copy of the dictionary. Open the dictionary and click Dictionary [Alt+D] → Strip Unused Entries [U].

A window will pop-up asking you if you are sure you want to do this. Press the YES button to begin. SmartCAT displays a progress bar as it goes through your dictionary, keeping track of all "used," "unused," and "deleted" entries.

Stripped entries are saved in a new dictionary called STRIPPED.DIC. This dictionary is saved in the

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If, after you run the "Strip Unused Entries" function, your stripped dictionary does not translate at an acceptable rate, you can merge the stripped entries back into your dictionary. For information see Section 11.7.

Figure 307: Entry Marked as “Used”

Figure 306: Temp/Trash Tag

Figure 305: Purge Entries Confirmation


SmartCAT created working directory. Do not delete the dictionary STRIPPED.DIC until you are absolutely sure that your translation rate is acceptable with your "stripped" main dictionary! If the 'stripped.dic' dictionary already exists, a second warning box will prompt you to choose if you want to replace those unused entries with the new ones.

A third window will display a summary once the stripping is complete.

11.8.7 Dictionary Filters

Dictionary filters are very powerful tools to assist in displaying specific types of entries, sorting entries, locate groups of entries with similar attributes and much more.

To filter dictionary entries, open a dictionary for editing.

Click Dictionary [Alt+D] → Filter Setup [P]. This opens the Dictionary Filter dialog box. (Figure 308)

In the dialog box, check the options to use for filtering.

Many combinations are available for editing or working with dictionary entries. By activating various combinations, it is possible to locate very specific groups of entries.

To activate a specific function in the filter dialog box, click in the square check box to put a check mark in it. To deactivate the function, click in the check box once again to remove the check mark.

Exclude [Alt+X]

Check this box, then choose options for the exclusion. Use the Steno or English Text boxes, then type steno or English text to exclude. Check Conflicts by Steno or Conflicts by English to exclude all steno or English text conflicts.

Steno or English typed in one of the fields exclude that entry from the list if the appropriate Steno or English Text check box is active.

Use in conjunction with Matches Exactly and/or Whole Words Only options to narrow the filtered list even further.

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Figure 308: Dictionary Filter Dialog Box

Experiment with various combinations of check boxes to further refine your filters. The possibilities are virtually endless.


Steno [Alt+S]

Check this box and type the steno entry in the field to the immediate right to filter steno. Use with Match Exactly and/or Whole Words Only options. Use with other options to refine the filter.

English Text [Alt+T]

Activate this box and type English text in the field to the immediate right to filter English text. Use with other options to refine the filter.

Conflicts by Steno [Alt+C]

Check this box to list dictionary conflicts by steno entry. Use with other options such as temp, used, or others to refine the filter even further.

Conflicts by English [Alt+E]

Check this box to list dictionary conflicts by English text. Use with other options such as temp, used, or others to further refine the filter.

Temp. Entries [Alt+P]

Check this box to view temporary entries only. Use in conjunction with exclude, Match Exactly, and other options.

Used [Alt+U]

Check this box to view entries that are tagged as used entries. Use in conjunction with other boxes to refine the filter using Steno or English Text, conflicts, etc.

Tagged Dictionary Entries [Alt+G]

Check this box to view all entries that are tagged. This can also be used in conjunction with other boxes including Steno or English Text, conflicts, used, tagged, etc.

Marked for Deletion [Alt+D]

Check this box to view only entries marked for deletion. This can also be used in conjunction with other boxes including Steno or English Text, conflicts, used, tagged, etc.

Matches Exactly [Alt+M]

Check this box and use in conjunction with other options to refine the list to match exactly with the text or steno entered in the steno or text fields. If left unchecked, all entries appear if any portion of the entry has the steno or English within the entry. Use also for entries that include upper and/or lower case characters.

Whole Words Only [Alt+W]

Check this box and use in conjunction with other options to further refine the list to show only entries that are whole words. For example, if the box is checked, and the filter is set to find the English text Ex, only the entries Ex are listed. If left unchecked, all entries with Ex within the entry are listed. This function is used in conjunction with several other options such as Exclude, temp, and others.

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Turning Filters Off

To return to an unfiltered dictionary entry display, click Dictionary [Alt+D] → Filter off [F]. The dictionary list returns to its original state.

Saving Filters

It is possible to use various filtered entries to refine a dictionary for later editing, creating new or for use as separate job dictionaries when in Realtime.

For example: When filtering, choose the option Temp Entries, without other options, click OK, and only temporary dictionary entries are displayed. Next, open the Dictionary Menu again [Alt+D], then choose Save filtered entries to a dictionary [R]. Give the filtered dictionary a name such as TEMPFILT.DIC (or any name you wish), then click OK. A new dictionary is saved containing only temporary entries.

This is also useful to filter through many thousands of entries to create new dictionaries, including only specific terms such as medical or legal, for example.

You may wish to create different ways to view your dictionaries without creating filters each time. You can create filters as described above, then save the filtered entries as new dictionaries.

11.9 Tokens And Special Entries“Tokens” are dictionary definitions that have a special function (as opposed to entries that are just normal text). Using tokens, you can define dictionary entries that define punctuation, create new paragraphs, underline words, and more.

11.9.1 Punctuation Tokens

SmartCAT uses tokens to define punctuation characters. This is because punctuation marks often require that a certain number of spaces follow them, and may require that the next word be capitalized (as is the case with the period).

The following table lists punctuation tokens and how they work when translated.

Punctuation Token Description<"> Automatic quote mark <:> Colon (no space before, two spaces after, cap next word)

<,> Comma (no space before, one space after)<-> Hyphen (no spaces before or after)<.> <?> <!> End-of-sentence period/question mark/exclamation point (no

space before, two spaces after, cap next word)

<'> Possessive apostrophe (no spaces before, one after)

<;> Semicolon (no space before, one space after)</> Slash (no spaces before or after)

Table 15 – Punctuation Tokens

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A dictionary entry that combines text and punctuation tokens must have the text outside of the tokens’ angle brackets. For example, to put a question mark at the end of “is that correct”, you must write it as:

is that correct<?>

Some punctuation characters should not be written as tokens. In the following examples, the punctuation characters do not behave like normal punctuation and should not be written with angle brackets:

don’t

Mr.

I.B.M.

3:30 p.m.

11.9.2 Quotes

In addition to the basic punctuation characters, SmartCAT also has a special quote token. When the token <"> is translated, a quote is inserted.

Any end-of-sentence punctuation character (period, question mark, or exclamation point) can be combined as a token with a quote mark. For example, the token <?”> inserts a question mark followed by a closing quote, then two spaces and capitalizes the next word.

11.9.3 Hard Spaces

A “hard space” is an “invisible” character. Hard spaces are useful when making dictionary entries that have words that do not split between two lines. A hard space between the words (instead of a normal space) will hold the words together but will still be printed as a normal space. In dictionary entries a hard space is written as the caret character (^). Angle brackets are not necessary around a hard space.

As an example, define the dictionary entry for “et al” with a hard space, like this:

et^al

This assures that both words in “et al” always appear together on the same line when printed.

11.9.4 Prefixes

To create a dictionary entry for a prefix (such as “pre” or “semi”), include a tilde (~) (also called the “delete-space” character) at the end of the entry. For example:

pre~

semi~

This character tells SmartCAT to exclude a space between this and the next word.

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11.9.5 Suffixes

Smart Suffixes aka Smart Word Endings

SmartCAT automatically corrects the spelling of words when suffixes are added during translation. To create a dictionary entry for a suffix (such as "ing" or "ness"), include a tilde (~) (also called the "delete-space" character), at the beginning of the entry. For example:

~ing

~ness

This character tells SmartCAT to exclude a space between this and the previous word.

The Smart Word Endings rules know when to double the final consonant on a word (run + ~ing = running), when to drop a final ‘e’ (take + ~ing = taking) and even when to change an ‘ie’ to a ‘y’ (tie + ~ing = tying). See Section 9.2 for the Smart Word Endings on/off check box setting in Editing Preferences.

“Dumb” Suffixes

Some dictionary entries tie up with preceding text, but they aren’t really suffixes by the rules of English grammar. For these entries, use an alternate delete-space character, the plus sign (+). When “suffixes” are preceded by a plus sign (instead of a tilde), they are treated exactly like the delete-space (~) except that any applicable Smart Word Ending rules are ignored.

Examples of “dumb” suffixes are ‘+out’ (e.g., “layout,” “workout”) or ‘+like’ (e.g., “lifelike,” “childlike”). Since these aren’t genuine suffixes (like “~ly” or “~ing”), they should be defined using the plus sign instead of the tilde.

The plus sign is treated as a delete-space only at the beginning of a dictionary entry. It does not work for prefixes.

11.9.6 Bookmarks

1) To create a bookmark with no text, use: <K>

2) To create a bookmark with specific text, use: <K text>

Bookmarks are covered in depth in Section 9.10.4.

11.9.7 Literals

Although certain characters (such as the angle brackets and backslash) have a special meaning in dictionary definitions, SmartCAT has a way to include these characters as part of dictionary entries. When preceded by a backslash (\) the character becomes a “literal.” This means that the character is inserted as a character and not treated as though it had a

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Smart Word Endings eliminate the need for most derived words (like “taking,” “running,” “tying,” etc.) in your dictionary. However, there are many words that do not fit the standard rules which will need to be added as dictionary entries.

special meaning. For example, if you want a dictionary entry to translate as “<Laughter>,” your dictionary entry would have to be “\<Laughter\>.” because angle brackets are usually used to indicate tokens. The following characters should be added to the dictionary as literals in order to translate properly as characters:

Character Description Non-Literal\ Backslash Designates literals< Left angle-bracket Token delimiter+ Plus sign Delete space when at the beginning of an entry> Right angle-bracket Token delimiter~ Tilde Delete space character

Table 16 – Literals

11.9.8 Paragraph Tokens

Using dictionary entries, SmartCAT can start a new paragraph of any type. The following table lists each paragraph type, it's dictionary entry “token”, and a description.

Paragraph Type

Token Description

Question <Q> Used for questions, this paragraph type automatically inserts “Q” on the 1st line.

Answer <A> Used for answers, this paragraph type automatically inserts “A” on the 1st line.

Colloquy <C> This paragraph type is used for normal dialog.Colloquy with speaker ID

<C:NAME>< Q><C:NAME>Q<C:<SPKID1>>

This creates a Colloquy paragraph with “MR. SMITH: Q.” at the beginning and automatically ends the paragraph with a question mark. You can use any speaker name you want.

Stick to Next <Q+>, <A+>, <C+>, etc... Causes the current line to “stick” to the first line of the following paragraph so they will both remain on the same page.

Continuation <$> This paragraph is used as the subsequent paragraph when Questions or Answers are too long for a single paragraph.

Margin <M> The first and all subsequent lines of this paragraph type are on the left margin.

Readback <R> This paragraph type is used for portions of the transcript read back by the reporter. It is the only paragraph type with a right indent setting.

Parenthetical 1 This paragraph is generally used for non-spoken information such as the time of adjournment or lunch breaks.

Parenthetical 2 <P2> This is an additional paragraph generally used for non-spoken information such as the time of adjournment or lunch breaks.

Centered <*> This paragraph type centers the text on the page.Index This paragraph type is created when you generate an

index.Table 17 – Paragraph Tokens

If a paragraph token is translated but there is no ending punctuation for the previous paragraph, SmartCAT will automatically insert appropriate ending punctuation before starting the new paragraph.

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11.9.9 Attribute Tokens

Here is a list of attribute tokens:

Token Description Start boldface<B-> Stop boldface<_> Start underlining<_-> Stop underlining Start italicizing<I-> Stop italicizing<SPR> Start superscripting<SPR-> Stop superscripting Start subscripting<SUB-> Stop subscripting<N> Back to normal (no attributes) Initial cap the next word<L> Lower case the next letter<RED> Start redacting text<RED-> Stop redacting text

Table 18 – Attribute Tokens

For example, the dictionary entries:

<_>SmartCAT<_-> by Cheetah International<B->

a really<I-> loud noise

H2<SUB->O

SmartCAT<I-><SPR>TM<SPR->

Translate as:

SmartCAT by Cheetah International

a really loud noise

H2O

SmartCATTM

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The upper case token () is useful at the end of dictionary entries such as “Mr.,” “Dr.,” and “Mrs.” since the next word will usually be a capitalized proper name. For example, define “Mr.” as

Mr.^

and the following word will always be initial capped. (The caret (^) is a hard space that will tie the word “Mr.” to the next word.)

The lower case token (<L>) is useful when translating in all capitals, but need to force a single character to be lower case. For example, define the name “McDonald” as

M<L>cDonald

11.9.10 Finger Spelling

Special tokens for finger spelling define each letter of the alphabet, and how words will appear when you spell them out.

Letters for spelling the alphabet are entered with an “S,” followed by a colon, then the letter, all in angle brackets, like this:

<S:A>Spelling mode letter “A”

<S:B>Spelling mode letter “B”

<S:C> Spelling mode letter “C”

Numbers can also be defined as spelling characters, like this:

<S:1> Spelling mode number “1”



When words are spelled out using this alphabet, the characters, by default, come out “stitched.” This means that each character in the word is separated by a hyphen. For example:

S-m-i-t-h

Words spelled using these tokens, by default, translate with an initial capital letter if the Theory option “Stitch with Lower Case” check box is checked in Setup [Alt+S] → Theory Settings/Translation Options [T]. Otherwise, they translate in all capitals.

Another finger spelling token, <SPELL>, changes how words appear when they are spelled out using the spelling alphabet tokens described earlier in this section.

The <SPELL> token changes the character between each letter. This allows the character stitched between letters to be something other than the hyphen. And whether the separator character will follow the last letter.

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The <SPELL> token is written in angle brackets as the word ‘SPELL’ followed by the separator character. For example:

<SPELL-> C-A-T

<SPELL.> C.A.T

<SPELL*> C*A*T

<SPELL> CAT

Capitalization can also be customized. Follow the separator character with a comma and either a ‘C’ to spell in all capitals, an ‘L’ for all lower case, or an ‘I’ for initial caps. To indicate that the last spelled letter should be followed by the separator character, use ‘F’ (for “follow”).

Here are some examples of how different <SPELL> tokens would affect the spelled word “cat:”

<SPELL-,I> C-a-t (Spell using ‘-’ as the separator, and initial capital)

<SPELL> CAT (Spell without a separator character)

<SPELL,I> Cat (Spell without a separator character, and initial capital)

<SPELL.,F> C.A.T. (Spell using ‘.’ as the separator and follow the last letter with the separator character)

<SPELL*,L> c*a*t (Spell using ‘*’ as the separator, and all lower case)

<SPELL,,LF>c,a,t, (Spell using ‘,’ as the separator, all lower case, and follow the last letter with the separator character)

After a <SPELL> token is stroked, all subsequent spelled words will use that format until a different <SPELL> token is stroked.

If several different spelling alphabets are used, precede each letter of each alphabet with the proper <SPELL> formatting token. This will avoid having to stroke a formatting token each time finger spelling is employed. For example, if the steno for normal stitching alphabet is different from the steno for a “no spaces” alphabet, define each letter in the two alphabets with the appropriate <SPELL> token, like this normal stitching alphabet:

/A <SPELL-,I><S:A>

/PW <SPELL-,I><S:B>

/KR <SPELL-,I><S:C>

and this “no spaces” alphabet:

/A* <SPELL><S:A>

/PW* <SPELL><S:B>

/KR* <SPELL><S:C>

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In the last example, the separator character is a comma, so there are two commas in the <SPELL> token: One for the separator character, and one to set off the options. Also, note that both the “lower case” and “follow” options are set just by putting the option characters next to each other.

The <SPELL> stroke can also be embedded in a dictionary entry. For example, the dictionary entry:

state your name<SPELL-,I>

automatically sets up SmartCAT to stitch with hyphens between each letter and an initial capital (e.g., J-o-n-e-s).

11.9.11 Spacing Between Stitched Words With the <NULL> Token

When a blank space is needed between two stitched words, for example:

J-O-H-N S-M-I-T-H

use the <NULL> token. This token tells the computer that the first stitched word is finished, and not to follow the last letter with a hyphen (or any separator character).

11.9.12 The “Autoinclude” <Get> Token

Dictionary entries can be defined to automatically bring include files into your transcripts during translation. These dictionary entries are called “Autoincludes.” Autoinclude tokens are entered in the dictionary as the word “GET” followed by the name of the include file in angle brackets, like this:

<Get _Title>

When this entry is translated, it automatically inserts the file “_TITLE.TXT” from the current work directory into your transcript.

Specify a drive and path for the file to get, like this:

<Get C:\Jane\_Cert>

This gets the file “_CERT.TXT” from the C:\JANE directory regardless of the current work directory.

11.9.13 The Realtime Output <SUSPEND> Token

SmartCAT includes tokens that let you temporarily suspend Realtime output to all "client" stations while continuing to input Realtime text to your "host" computer. This feature lets you transcribe conferences "in chambers" or other "off the record" dialog without stopping and restarting Realtime.

There are three <SUSPEND> tokens that let you easily tell SmartCAT when to suspend Realtime output and when to resume: <SUSPEND ON>, <SUSPEND OFF>, and <SUSPEND>.

While "suspend mode" is on, your steno continues to translate in Realtime on your computer but output to "client" stations stops.

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If you prefer to use a single dictionary definition to turn suspend mode on and off, the token <SUSPEND> acts as a toggle (i.e., it turns suspend mode on if it’s off, and off if it’s on).

11.9.14 Speaker ID tokens

In the Edit [Alt+E] and Setup [Alt+S] menus of SmartCAT, you can open the Edit Speaker ID [I] dialog, which is where you can store Speaker ID information related to your Speaker ID tokens. In your dictionary, instead of having entries for "Mr. Snew" and "Mr. Screw", you can define the tokens:

<SPKID1>, <SPKID2>, <SPKID3>

and so forth (up to #9). These tokens will directly relate to whichever entries you have in the Edit Speaker ID window and will change whenever you change the ids in the speaker id window.

So, to define a Colloquy with Speaker ID #1, you would define it as:

<C:<SPKID1>>

Speaker IDs are considered to be linked with the tokens if they either transcribed from a dictionary or from a global (text or steno) with the token. If you replace [R] to insert a Speaker ID token, it will put in the associated Speaker ID text, however since it's no longer considered to have a translation, it will not change if you subsequently alter the Edit Speaker ID window.

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Figure 309: Edit Speaker IDs

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Speaker ID tokens will also work in headers, footers and index entries.


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CHAPTER 12 UTILITIES

CHAPTER 12

Utilities

There are a few extra things living under the hood that you may not have known about. They can come in very handy while working in SmartCAT.

In This Chapter...

12.1 ASCII Import and Cleanup Tool ............................................................................. 258 12.2 Unarchiving (Restoring) TurboCAT Files .............................................................. 260 12.3 Backups, Archiving & Transferring Jobs ............................................................... 261 12.4 PDF995 ...................................................................................................................... 271 12.5 Signature995 .............................................................................................................. 272 12.6 WordNet .................................................................................................................... 273 12.7 Logging ...................................................................................................................... 274 12.8 Crash Assistance ....................................................................................................... 274

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12.1 ASCII Import and Cleanup ToolThe ASCII Import Tool allows you to import ASCII Transcripts into SmartCAT. It gives you the ability to make a few edits to the ASCII before you actually import it into SmartCAT.

Access this tool from the Job Menu by clicking File [Alt+F] → Import [M] → Import ASCII Transcript [A]. The Open dialog box will pop up. Choose the ASCII .TXT/.PRT file and click Open [Enter]. SmartCAT will disappear and bring up the import tool.

Select New File

This opens the ASCII file selection menu. Use this to choose a new ASCII file to import.

Remove Page Breaks

This removes all the page breaks from the file (highlighted in blue).

Add [] Spaces after Line #s

This box allows you to add a certain number of spaces to the beginning of each line of the file. If the line has line numbers, the spaces will be added between the line number and the text.

File

This specifies the name and type (if detected) of file.

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Figure 310: ASCII Import Tool


Undo Changes

Undoes all the changes made to the file since the last save.

SAVE!

Saves the file as-is.

Preserve Selected Spaces

This highlights the selected area. Any blank lines which start in the yellow highlighted area will not be removed by the Remove Blank Lines Button.

Remove Blank Lines

This removes all the empty lines from the document. Primarily, this is for converting a double-spaced ASCII to a single spaced one.

Clipping

The four boxes for top/left/right/bottom are for the number of characters (on the left or right) or number of lines (on the top or bottom) to be removed from each page of the document. You cannot remove the top or bottom lines if you do not have recognizable page-breaks.

The Show button will highlight the area which will be kept once the Clip! button is pushed. The Clip! button clips off the area specified.

Conversions Change file Extension to txt

Changes a .prt extension to .txt.

Change file type to Page Image

Converts page breaks to standard ASCII Page breaks, and attempts to double-space the file.

Change file type to Amicus

Converts page breaks to Amicus Page breaks, single spaces the document, and puts the standard Amicus margin on the left.

Change file type to Summation

Converts page breaks to Summation Page breaks, single spaces the document, and puts the standard Summation margin on the left.

Change to SmartCAT File

Converts the ASCII to a SmartCAT job (with current spacing) in your main job menu. Note that you will have to apply any needed clipping. It will properly put page breaks in if they are 'Page Break' style. After you click this button, you will need to name the file and choose the appropriate Style Sheet and click OK. The import tool will close and take you back to the job menu where your newly imported transcript will appear.

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12.2 Unarchiving (Restoring) TurboCAT FilesOne of the nicer features of SmartCAT is that you can actually use it to unarchive a TurboCAT archive. To do this:

1) Click on the Tools [Alt+T] → TC Unarchive [U] menu option. A small pop up window will come up, with two fields, Source and Destination.

2) Click on the button with three dots on it [...] (the one next to the Source field) and browse to the location of your TurboCAT-format archive (usually, this will be your 3-1/2" floppy drive A:). Click OK, and note that the Source field now displays the location of the TurboCAT archive.(Figure 311)

3) Do the same for the Destination field but this time browse to the location in which you want to extract the archived files to.

4) Once both fields are properly filled in, click the OK button to begin the unarchive process.

5) It will ask you to “Make sure Disk 1 is ready”; make sure your floppy disk is in the A: drive (if unarchiving from a floppy disk) and then click OK.

6) It will then ask you if you want to extract the file (Figure 312) for each file in the archive. Click Yes for each file you do want to extract from the TurboCAT archive. Clicking No will not do any harm; it will simply skip the step of extracting that particular file. Continue doing this until you have unarchived all files you require from the disk.

7) This will bring the TurboCAT files out of the archive. To then turn them into SmartCat files, see the appropriate sections: importing jobs 6.1, dictionaries 11.1, style sheets 5.2.

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Figure 311: TurboCAT Unarchive Dialog Box

Figure 312: Unarchive Decision Box

It is recommended that you unarchive the files into a folder used for this purpose only (other than your work directory), so as to practice good digital housekeeping.


12.3 Backups, Archiving & Transferring Jobs

12.3.1 Backup Feature

SmartCAT has the ability to make multiple backups of your jobs for you. The backups are created each time you press [F9], [F10] or close your Job Properties when editing a transcript. The backups are saved incrementally to a backups folder inside your main work directory.

Inside this folder, it creates backups with the extension "-b##.job", such as "horse-b00.job, horse-b01,job, horse-b02.job", and so on. The lowest numbered backup will always be the newest version.

So remember to press [F9] frequently during editing! Don't ever lose your work!

To retrieve a backup:

1) Select the job in the job menu and hit Ctrl+B or click File [Alt+F] → Job Menu Actions [U] → Open Backup [B].

2) Select the backup you wish to retrieve.

3) If this is a good copy, go to File[Alt+F] → Save a Copy as [A] and save it as the original in the Work Directory.

12.3.2 Auto Save

SmartCAT also will automatically save the file you're working on periodically, with no input from you! Just go to the Editing Preferences [Ctrl+Q] and set the AutoSave interval as you please. When you're editing, SmartCAT will save the file you're working on each time that many minutes has passed.

As an added safety feature, SmartCAT will also create a separate file every time it autosaves. If you ever need to recover a file you'd been working on, the very most recent copy will be "job-name.job.bkp". To retrieve this backup file:

1) Select the job in the job menu.

2) Hit Ctrl+B or click File[Alt+F] → Job Menu Actions[U] → Open Backup[B].

3) Select Autosave Backup.

4) If this is a good copy, go to File[Alt+F] → Save a Copy as [A] and save it over the original in the Work Directory.

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Figure 313: File → Job Menu Actions → Open Backup


12.3.3 Manually backing up your files

Since SmartCAT is in the Windows® environment, it has the capability of archiving/backing up jobs to multiple formats, including:

➔ CD-R / DVD-R

➔ 3.5" floppy (not recommended)

➔ USB Flash Drives (Sometimes called a thumb/jump drive or memory stick. It's those little sticks you can put on a key chain.)

➔ External Hard Drive

It is strongly recommended you regularly make backup copies of your transcript and dictionary files. Here are the top two reasons why saving or backing up files is very important:

➔ First, saving the files lets you store your transcripts onto a separate medium other than your hard drive. This means you avoid cluttering your SmartCAT work directory with a lot of jobs you may not need again.

➔ Second, saving recent copies of your dictionaries means that if anything ever happens to a copy of a dictionary on your hard drive, such as mechanical or electrical issues, you can easily restore it. Generally, dictionaries are the most important files on the computer, followed by transcripts. Many reporters’ dictionaries are built over the course of years or decades. It is important to have recent backups of those dictionaries in case of emergencies.

You should back up and save any files used by SmartCAT, as well as all dictionaries. There are several ways to save your files. Choose a method you are most comfortable with.

Selecting Files to Copy

To select a single file in a Windows® Explorer window:

• Single left-click it.

• Press the Down arrow key until it is highlighted.

There are two ways to select multiple files in a Windows® Explorer window:

1) With the mouse

a) Hold down the Ctrl key and single left-click on each file you want to copy.

or

b) Single left-click the first file in a range, hold down the Shift key then single left-click the last file in the range.

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Figure 314: Selecting Files in Your Work Directory

http://thumb-drive.html/

http://thumb-drive.html/

http://XPBurning.htm/


2) With the keyboard

a) Press the Down arrow key until the file you want to copy is selected. Hold down the Ctrl key and press the Down arrow key until you reach the next file you want to copy and press the Space Bar to select it.

or

b) Press the Down arrow key until the file you want to copy is selected. Hold down the Shift key and press the Down arrow key until you reach the last file in the desired range.

CDs / DVDs

The easiest method is to copy or “burn” files onto a writable CD. If your computer is equipped with a CD or DVD burner/writer, you should be able to copy hundreds of files to one or two CDs/DVDs. CDs/DVDs are not sensitive to magnetic fields, so the life span is much longer than diskettes or hard drives. They are however, sensitive to direct sunlight. Do not leave your CDs or DVDs in a place where they are directly exposed to the sun.

If your computer has the capability, copy the entire SmartCAT folder onto a CD or DVD periodically. Doing so allows you to save all system files, including any Hotkeys, Title and Certification include files, Style Sheets, and all other preferences you may have set. If anything happens to the computer, you will save many hours of work by copying the special files back into the SmartCAT folder after restoring your computer.

Consult your computer manual for information on copying and retrieving files from CDs.

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Cheetah International Inc. does not endorse a particular CD creation product. Please choose software that you prefer and are comfortable using.

If you copy files to CDs, it is recommended to separate job files and dictionary files. By copying dictionaries onto a separate CD, you provide added protection to the all-important dictionary files. Plus they will be easier to retrieve if they aren't mixed in with transcripts.


Burning CDs Using the Windows XP ® CD Burning Wizard

1) Insert a blank CD/DVD in the CD/DVD Drive.

2) In the window that appears, select the Open writable CD folder option in the list. (Figure 315)

3) Click the OK button.

4) Locate the files on your computer that you wish to burn to the CD.

Copying the files: Method 1

5) Follow the instructions on selecting files in the above section. Right click on the selected file(s). In the menu that appears, select the Send To option. Then select the CD or DVD Drive in the sub-menu. (Figure 316)

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Figure 315: XP Writable CD Autoplay

Figure 316: XP Send To CD


Copying the files: Method 2

1) Arrange the two windows so that you can see them both on your screen at once. Select the files you want to burn. Click, hold and drag the selected files into the blank space in the CD-Writable folder window.

2) In the window that opened in Step 2, you should see the files waiting to be written to the CD. (Figure 317)

3) Click on the item labeled Write these files to CD in the task pane shown in the left hand side of the window. If you have closed this window, you can open it again by opening My Computer and double-clicking on the CD drive (usually drive D:).

4) In the CD Writing Wizard (Figure 318), fill in the CD name field with the text you want to label the CD. The name cannot be longer than 16 characters.

5) Click the Next button.

6) A progress window will be displayed showing the status of the CD burning operation.

7) Upon successful completion, you will see the completion window. Click the Finish button and you are done!

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Figure 317: Files Ready to be Written to the CD

Figure 318: CD Writing Wizard


Burning Discs in Windows Vista ®

Vista® has the ability to burn data onto blank CDs, as well as blank DVDs. When you insert a blank disc, the following screen will most likely appear. (Figure 319)

1) Click 'Burn files to disc using Windows'. Windows® will then format the disc.

2) Name the disc.

3) Now, just like Windows XP®, we'll open the folder which contains the files we want to burn to disc. Select the files/folder you would like to copy and click the Burn button.

4) The items will copy onto the CD but the disc isn't quite ready yet.

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Figure 319: Vista Autoplay Menu

Figure 320: Vista - Prepare Blank Disc

Figure 321: Burn CD

Button in Vista


5) Click File [Alt+F] → Close Session and the disc will be finalized so it can be read on older Windows® computers.

6) A pop-up will appear in your Notification Area (formerly known as the 'system tray' in XP®), alerting you the disc is being closed. (Figure 324)

7) Another pop-up will alert you when the disc is complete. (Figure 325)

Burning Discs in Windows 7 ®

1) Insert a blank CD or DVD.

2) Close the Autorun Dialog that may pop up.

3) Go into the your SmartCAT work directory or the location of the files you wish to burn.

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Figure 325: Vista - Copying to disc is done

Figure 322: Vista - Copying files to a CD

Figure 324: Vista - Closing Session Notification

Figure 323: Vista - Close Session


4) Follow the steps to select the files you wish to burn as described in the previous section, Selecting Files to Copy.

5) Click the "Burn" button located above the file listing. (Figure 326)

6) Select The "With a CD/DVD player" option in the following window. (Figure 327)

7) Click "Next".

8) This will open another window. Don't close it.

9) You will now have your Work directory open and a burn files to disc window open. At this point you may add any additional files to be burned from any other directory by following steps 4 & 5.

10) When you want to commence burning, go to the “Burn files to disc” window and click the "Burn to disc" button.(Figure 328)

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Figure 326: Burn Button in Windows 7

Figure 327: Windows 7 Burning Options

Figure 328: Windows 7: Burn To Disc Button


11) Enter the name of the disc and set the recording speed (default should be fine). (Figure 329)

12) Click Next.

3 ½” Floppy Disk (A:\)

A floppy disk is a good media for sending jobs and ASCII transcripts to attorneys or other reporters but they aren't recommended for backing up your files.

Flash Drives / Memory Sticks

Instead of using floppy disks, we at Cheetah International recommend using USB flash drives for your day to day transfer of jobs, dictionaries, and other files.

These are also known as "thumb drives", "jump drives", "memory sticks", among other names.

Essentially, it works the same as a floppy drive: You can plug it in (into a USB port, instead of a floppy drive) and it will show up as a drive in your computer (whereas a floppy was always the "A:" drive, a flash drive might show up as the "E:" drive, or the "F:" drive, depending on what has already been used on your computer).

Once it is a drive in your computer, you can copy files to and from it just as you would a floppy drive. A floppy can hold 1.44 Mb of data. The smallest available flash drive can hold 25 times that much data, and there are flash drives that can hold a thousand or more times that much. They are available at any store that carries computer products.

External Hard Drive

An external hard drive works very similar to a flash drive but is much larger in size and storage capacity.

12.3.4 File Compression

You can also use a commercial file compression program to compact many files into a single file that may fit onto a diskette. This is also known as archiving. Which is similar to,

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Figure 330: Thumb Drive

Figure 329: Windows 7: Prepare Disc


but not the same as the TurboCat "archiving" feature. A compression program removes extraneous “white space” in files and saves the text and other information in a compressed file. When the file is once again needed, use the decompress/extract option of the program to expand the file. Any required “white space” is automatically added back in.

Windows XP® and Windows Vista® both have Compression Utilities built-in.

12.3.5 Locating and Viewing Jobs or Other Files

SC Work Directory

When SmartCAT installs it places a SC Work Directory shortcut on your Windows® desktop. It is a green folder with a Cheetah Face on it. This is also know as the “Green Cheetah Face”. Access all of your jobs, dictionaries and more through this shortcut. For more info on the SC Work Directory, see Section 4.2.2 .

My Computer / Windows ® Explorer

On your Windows® desktop you should see a “My Computer” shortcut (“Computer” in Windows Vista® ). Through this shortcut, you can access all of the files on you hard drive (often the C: Drive), floppy drive(A:), CD/DVD Drive, and any other removable media such as a flash drive or SD Card. This feature is also known as Windows® Explorer, file manager, and file browser. The SmartCAT system files are located here: C:\SmartCAT. Your Work Directory is located here C:\SmartCAT\users\yourname.

For further information on using the file system via My Computer, consult the Windows® manual or Help files.

12.3.6 Transferring Files

Copying or moving jobs can be done the following way or from your job menu (Section 4.2.3 ). To copy any file to disk follow the procedure below:

1) Find the files you wish to copy/backup using one of the methods described above.

2) Select the file(s) with one of these methods:

a) Select one file by left-clicking on it.

b) Select multiple files by holding down the [Ctrl] key and left-clicking on multiple files.

c) To select a large group of consecutively listed files:

i. Left-click the first file.

ii. Hold down the [Shift] key.

iii. Left-click the last file.

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If your file is so large that it exceeds one disk, you may have to use a compression program to compress the file(s) to fit on the disk.

Figure 331: "Green Cheetah Face"


3) Click Edit → Copy [Ctrl+C] if you would like to copy the file(s). Click Edit → Cut [Ctrl+X] if you would like to move the file(s).

4) Go to the destination drive/folder and click Edit → Paste [Ctrl+V].

Alternatively, you can select the files then click Edit → Copy to folder or Edit → Move to folder. This will prompt you to browse to the destination folder and click Copy/Move.

12.4 PDF995Now, you can create a PDF-formatted file right from SmartCAT. The installer for a PDF printer will be placed in your SmartCAT Utilities folder.

12.4.1 Installing

Open a My Computer window, double-click on your C:\ drive, then double-click on the SmartCAT folder and then double-click on the Util folder.

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Figure 332: SmartCAT Utilities Folder

Figure 333: PDF 995 Folder


➔ pdf995s.exe - The "Print driver"

➔ ps2pdf995.exe - The "Free converter"

First, double-click the pdf995s.exe to install the print driver. You will see the WinZip Self-Extractor appear momentarily, then the installer will run automatically.

When a PDF995 browser window displays, the first installer is completed. Close the browser window.

Next, double-click on ps2pdf995.exe to install the free converter. You will see another box while the installer runs automatically.

Again, a PDF995 browser window will display when the installer is completed. Close the browser window.

Now, you can "print" any SmartCAT job to a PDF file! See Section 10.4.4 for more PDF printing.

12.5 Signature995With Signature995 you can digitally “sign” your PDF files. The installer file is located in the SmartCAT utilities folder (C:\SmartCAT\util\PDF995). For more info on this utility, after installation see the help documentation.

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Figure 334: PDF995 Setup


12.6 WordNetNow, you can look up a word's definition right from your spell-checker, or even from the transcript! Starting with SmartCAT version 3.1, the installer for the WordNet 'dictionary' will be placed in your SmartCAT Utilities folder if you choose to download the full update from our website. You can also retrieve the WordNet installer from http://wordnet.princeton.edu/obtain.

➔ When you'd like to install it, just open a My Computer window, double-click on your C:\ drive, then double-click on the SmartCAT folder and then double- click on the Util folder.

➔ Now double-click on the WordNet folder.

➔ Run the WordNet file (WordNet-2.1.exe) file by double-clicking on it. Depending on your version of Windows® it may give you an "Unknown Publisher" security warning. At this window click [Run].

➔ At the Winzip Self-Extractor window, click Setup. The files will extract and bring you to a welcome window.

➔ Click Next → Select I Agree → Click Next → Click Next at the Installation Folder screen. WordNet will then be installed and notify you when it has completed. Click [Close].

➔ Go read the license, located at C:\Programfiles\WordNet\license.rtf.

After this you can fire up SmartCat and will have access to the WordNet dictionary through your spell checker, or highlighting/selecting a word and hitting [Ctrl+Shift+D].(Figure 335)

WordNet 2.1 is Copyright 2005 by Princeton University. All rights reserved.

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Figure 335: WordNet Lookup Dialog



12.7 LoggingSmartCAT contains a logging feature which can aid in the event of an unexpected program crash or error.

12.7.1 Level of Detail

This toggles exactly how detailed a record SmartCAT keeps of its own processes. Usually, this should be set to Normal. Do not alter this unless otherwise instructed by Cheetah Technical Support.

12.8 Crash AssistanceIn the unlikely event of a program crash, a code will be generated that can be given to Cheetah Technical Support with details about the crash. This can aid Technical Support in determining the exact cause of the error.

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Figure 337: Fatal Error Dialog

Figure 336: Logging Setup

CHAPTER 13 KEYSTROKES

CHAPTER 13

Keystrokes

Everything in SmartCAT can be accessed/executed with a keystroke. This chapter includes tables and layouts of the keystrokes for all aspects of the program.

In This Chapter

13.1 SmartCAT Keystroke Layout .................................................................................. 276 13.2 Turbokeys .................................................................................................................. 278 13.3 Transcript Editor Keystrokes .................................................................................. 280 13.4 Dictionary Editor Keystrokes .................................................................................. 282

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13.1 SmartCAT Keystroke LayoutThe following figure shows the default keystrokes used in the SmartCAT editor.

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13.2 TurbokeysHere is a list of the default Turbokeys. You can change the Turbokey functions to suit your needs. Customizing Turbokeys is described in more detail in Section 9.5.1.

Turbo Key Definition Absolute Keystroke FunctionA << empty >>a Ctrl+F3 Goes into Insert ModeB Ctrl+PgUp Beginning of fileb F3 Beginning of lineC << empty >>c Ctrl+C Center paragraph / Copy selected textD Delete Delete characterd Ctrl+D Delete wordE Ctrl+PgDn End of filee End End of lineF F12 Add Footerf Ctrl+F Find TextG << empty >>g Ctrl+G Steno globalH F11 Add Headerh <MENU> Home/Edit MenuI PgUp Up one screeni Up Up one line

JCtrl+F7 (also Left or Ctrl+Left depending on your Editing Preferences)

Left one character

jCtrl+F9 (also Left or Ctrl+Left depending on your Editing Preferences)

Left one word

KCtrl+F8 (also Right or Ctrl+Right depending on your Editing Preferences)

Right one character

kCtrl+F10 (also Right or Ctrl+Right depending on your Editing Preferences)

Right one word

L Ctrl+Shift+L Repeat last find, find previous instance l Ctrl+L Repeat last find, find next instance

Table 19 – Turbokey Definitions

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Turbo Key Definition Absolute Keystroke FunctionM PgDn Down one screenm Down Down one lineN Ctrl+F2 Previous conflict or untranslaten F2 Next conflict/untranslateO << empty >>o Ctrl+O Swap wordsP Ctrl+End Purge to end of linep Ctrl+P Purge lineQ << empty >>q CTRL+Q Edit preferencesR << empty >>r Ctrl+R ReplaceS F9 Saves Ctrl+S Select Text ModeT << empty >>t Ctrl+Enter Text globalU << empty >>u Ctrl+U UnderlineV << empty >>v Ctrl+V PasteW << empty >>w Ctrl+W Witness paragraphX << empty >>x Ctrl+X CutY << empty >>Y Ctrl+Y / Enter Split paragraphZ << empty >>z Ctrl+Z Undo (OOPS!)

Table 20 – Turbokey Definitions Continued

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13.3 Transcript Editor Keystrokes

Function Keystroke Turbokey Menu driven Mouse OptionAdd Book Mark F4 Alt+E,M,C Right Click - choose Create

bookmarkBackspace BackBeginning of next line EnterBeginning of file Ctrl+PgUp Shift+B Click at beginning of fileBeginning of line F3 BBookmark menu Ctrl+E Alt+E,M,F Click Edit, Bookmark, FindBoldface Ctrl+B Click BOLDCapitalize word Ctrl+KCenter paragraph Ctrl+C C Alt+E, G, * Edit, Change Para Type, *Clear unused briefs Ctrl+Shift+B Alt+R, A,C Realtime, Auto-briefs, Clear

unused briefsContinuation paragraph

F7 Alt+E,G,$ Edit, Change Para Type, $

Copy Ctrl+C (with text selected)

C (with text selected)

Alt+E, C Drag to highlight, Right Click, COPY

Cut Ctrl+X X Alt+E, T Drag to highlight, Right Click, CUT

Delete character Del Shift+D Drag to highlight, Right Click, DELETE

Delete line (purge) Ctrl+P P Drag to highlight, Right Click, DELETE

Delete to end of line Ctrl+End Shift+P Drag to highlight, Right Click, DELETE

Delete word Ctrl+D D Drag to highlight, Right Click, DELETE

Down one line Down M Click on lineDown one screen PgDn Shift+M Scroll downEdit preferences Ctrl+Q Q Alt+S, E Setup, Editing PrefsEnd of file Ctrl+PgDn Shift+E Scroll down

End of line End E Click at end of lineEnd of word Ctrl+HyphenFind English Ctrl+F F Alt+E, F Click Edit, FindFormat number # Alt+F, R, Alt+T Setup, Number FormattingHelp F1 Alt+H, H Click Help, SmartCAT HelpHop to next paragraph Ctrl+HHotkeys window Ctrl+A Alt+S, H Click Setup, HotkeysIndex tag Ctrl+N Alt+E, X, M Right Click, Insert Index MarkInitial cap word Ctrl+F5Insert line Ctrl+I/ENTERInsert mode Ins / Ctrl+F3 AItalicize Shift+F6 Alt+E, U, I Drag to highlight, Click Italicize

buttonJoin paragraphs Ctrl+JLeft one character Ctrl+F7 (also Left or

Ctrl+Left depending on your Editing Preferences)

Shift+J

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Function Keystroke Turbokey Menu driven Mouse OptionLeft one word Ctrl+F9 (also Left or

Ctrl+Left depending on your Editing Preferences)

J

Lower case word Ctrl+F6Next conflict/untranslate

F2 N

Next number Ctrl+3Undo deletion (oops!) Ctrl+Z Z Alt+E, ENTER Edit, UndoPaste Ctrl+V V Right Click, choose PastePrevious conflict or untranslate

Ctrl+F2 Shift+N

Previous number Ctrl+Shift+3Refresh Bridge Output Ctrl+Shift+F Alt+R, F Realtime, Refresh connected

clientsRepeat last find Ctrl+L LReplace Ctrl+R RResolve conflict 1-9Right one character Ctrl+F8 (also Right or

Ctrl+Right depending on your Editing Preferences)

Shift+K

Right one word Ctrl+F10 (also Right or Ctrl+Right depending on your Editing Preferences)

K

Save and exit F10 Alt+F, S, Alt+F, X File, Save – File, ExitSave F9 Shift+S Alt+F, S File, SaveSelect Text Mode Ctrl+S S Drag to highlightShow software revision

Ctrl+F1 Click Help, choose About

Spell Check Ctrl+MSpell Check word Alt+F9Spell number #Split paragraph Ctrl+Y / Enter YSplit screen Esc EscSplit screen / edit notes

F5 F5 Alt+V, T View, T

Steno global Ctrl+G GStitch word/hyphenate phrase

- (hyphen key)

Superscript/subscript toggle

Shift+F5

Swap words Ctrl+O OTag-along mode (Realtime only)

Shift+F10

Text format Ctrl+T Alt+F,R File, Job Properties, TextText global Ctrl+Enter TTurbokeys on Shift+F9 or /Typeover on Ctrl+F4 /Underline Ctrl+U U Click UUnresolve conflict 0 (zero)Up one line Up I Click lineUp one screen PgUp Shift+I Scroll upWitness paragraph Ctrl+W W

Table 21 – Transcript Editor Keystrokes

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13.4 Dictionary Editor Keystrokes

Function Keystroke(s) Turbokey Menu driven Mouse Option

Add dictionary entry INS Alt+D, A Right Click, choose InsertBeginning of file Ctrl-PgUp Shift+B Scroll upDelete entry Delete Shift+D EDIT, DELETEDown one line Down MDown one screen PgDn Shift+M Edit entry Enter Enter Alt+D, E DICTIONARY, EDIT ENTRYEnd of file Ctrl-PgDn Shift+EFind English Ctrl+F F Alt+F, F Edit, FindFilter a dictionary Alt+D, U Dictionary, Filter SetupFilter Off Alt+D, F Dictionary, Filter OffFilter On Alt+D, A Dictionary, Save As "FILTER ON"Help F1 Alt+H, H Help, SmartCAT HelpQuick save Alt+F, S File, SaveRepeat last find Ctrl+L LSave and exit F10 Alt+F, S, Alt+F, X File, Save / File, ExitSave F9 Alt+F, S or A File, Save or Save a Copy AsSet delete mark D D Right Click, choose Mark DeletedSet trash mark T T Right Click, choose Mark TMPSet used tag U U Right Click, choose Mark USEDShow software revision Ctrl-F1 Alt+H, A Click Help, choose AboutSpell check dictionary Ctrl+MSpell check entry Alt+F9Steno search Ctrl-F or Ctrl-S S, F Alt+E, F Edit, FindText global Ctrl-Enter TUp one line Up I Click on desired lineUp one screen PgUp Shift+M Scroll Up

Table 22 – Dictionary Editor Keystrokes

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CHAPTER 14 THE COMPUTER SYSTEM

CHAPTER 14

The Computer System

The computer contains the processor, built in storage units, and connectors for input/output devices. There are usually two types of computers used: laptop and desktop. Laptop computers usually have most devices built in and are portable using battery and/or plug-in power supplies. Desktop computers are generally larger than laptops and are usually not used for portable computing.

In This Chapter...

14.1 Internal / External Storage ...................................................................................... 284 14.2 Input Devices ............................................................................................................. 286 14.3 Monitor / LCD Screen .............................................................................................. 286

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14.1 Internal / External Storage

Hard Disk / Local Disk (C:\)

SmartCAT is installed on the hard disk aka hard drive, as are your transcripts, jobs, style sheets, etc. This is also where Windows® is installed. As of this writing, hard disks range in size from 250GB to 1000GB.

External Hard Drive

These are very similar to the hard disk built-in to your computer but they sit outside and are plugged in externally. These are ideal for storing large amounts of data or backing up your entire internal hard disk. As of this writing, external hard drives range in size from 250GB to 1000GB.

Floppy Disk Drive (A:\)

Floppies are an older style of disk that hold about 1.44mb of data. These are good for sending ASCII transcripts. Note: Most newer computers do not have built-in floppy drives. External drives are available.

CD/DVD Drive

Most computers come with a drive for reading Compact Discs containing data. Some come with a drive that can also write data to blank CDs or DVDs. These are great for backing up important files such as your transcripts and dictionaries. Do not expose writeable CD's or DVD's to direct sunlight, direct sunlight can fade the inks in between the plastic layers, causing the information to be more difficult for the computer to read.

Card Reader

A card reader is becoming a standard for laptops and some desktops. They read data on memory cards in several different formats including, Memory Stick, Compact Flash, SD Card and more. Refer to your computer's user manual to see which formats your card reader is compatible with.

Flash Drive

Also known as thumb drive, jump drive or USB drive. These are best suited for transferring files from computer to computer because of their

portability. Generally these drives are about the size of a key chain or your thumbs.

14.1.1 Maintaining Storage Media

Your jobs and transcripts are very important to you. That is why you should take a moment and review procedures for maintaining storage media. Read this section carefully.

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As of this writing, flash drives range in size from 512GB to 64GB.


With proper maintenance procedures, your work should remain available to you for years to come.

3 ½” Floppy Disks

➔ Do not expose the disk to extreme heat or cold.

➔ Keep disks away from magnets and magnetic fields; they can erase the information saved on the disk.

➔ Do not wipe or clean the magnetic surface of the disk.

➔ Keep the disk away from food, liquids, and smoke.

➔ Never remove the disk from the disk drive when the drive light is on.

➔ Carry disks in a plastic case to prevent damage to the shutter.

Hard Disks

Perform regular maintenance on your hard disk using the several tools provided by Windows®. Click on Start → All Programs → Accessories → System Tools, then locate each tool you wish to use.

➔ Perform a disk cleanup at least once per month. This rids your hard disk of unnecessary files and provides more disk space.

➔ Perform a disk defragmentation on a regular basis. After frequent use, files become fragmented and scattered throughout the hard disk. Performing a “defrag” makes files whole again, increasing access speed and performance of the hard disk.

Compact Disc s (CD / DVD)

➔ Handle CDs by the edges, not the flat portions. Fingerprints and skin oils cause disruptions on the surface of the CD. These disruptions cause an error when trying to access the data.

➔ If a CD has smudges, fingerprints, etc.; try cleaning the surface by gently buffing the surface with a soft, slightly damp, lint free cloth. Better yet, use wipes specifically made for cleaning the surface of CDs.

USB Flash Drives

➔ Keep the flash drive away from water.

➔ Store in a cool, dry place.

➔ Don't place near a strong magnetic field.

➔ Use the cover to protect it from impact.

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➔ Don't forget to click the safely remove hardware icon near the Windows® clock in the bottom right of your screen before pulling the flash drive.

➔ Scan any data before transferring to the flash drive and ascertain that there isn't a virus in it.

14.2 Input Devices

Mouse

The mouse controls the arrow cursor in Windows®. They come in the form of a touchpad on your laptop or an external “mouse” shaped plastic device. See Section 15.4.1 for more info on using the mouse.

Keyboard

The keyboard is used to input text, characters and to interact with software quickly and easily through the use of shortcuts. It is highly recommended you use the keyboard almost exclusively in SmartCAT. See Section 15.4.2 for more info on using the keyboard.

14.3 Monitor / LCD Screen

The monitor is used to view your work, much like viewing a television screen. It displays the information of a program and the text being input by the keyboard or the steno keyboard. If you are using a laptop the monitor is generally a built-in LCD screen.

Changing Monitor Display Settings

At times, you may wish to change the display settings for your monitor in order to make items on your screen, such as desktop icons, larger or smaller. To change the display settings, follow the procedure below:

1) Right click on the Windows® Desktop. The Desktop Context Menu opens. (Figure 338)

2) Click on Properties. The Display Properties dialog box opens.

3) Click the Settings tab. (Figure 339)

4) Move the Screen resolution slider to your desired setting.

5) Click Apply to preview the new settings.

6) Click OK to accept the changes.

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Figure 339: Display Settings Tab

Figure 338: Desktop Context Menu

CHAPTER 15 USING WINDOWS®

CHAPTER 15

Using Windows®

You’ll find many helpful techniques, hints, and tips using Windows® in this chapter. Many commands and menu items are similar in different versions of Windows® and SmartCAT.

In This Chapter...

15.1 Windows® Terms ...................................................................................................... 288 15.2 The Search Companion ............................................................................................ 294 15.3 Useful Windows® Shortcuts ................................................................................... 295 15.4 Mouse & Keyboard in Windows® .......................................................................... 295 15.5 Basic Windows® Functions ..................................................................................... 297 15.6 Windows Vista® ........................................................................................................ 299 15.7 Windows 7® .............................................................................................................. 302

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15.1 Windows® Terms

Click

When you’re told to ‘click’ an icon, button, or something else, it means to lightly tap and release the left mouse button. Double-click means to tap the left mouse button twice in rapid succession (make sure you don’t move the mouse between clicks).

The left mouse button is the main button. Unless otherwise stated, clicking refers to the left mouse button. Whenever you need to use the right mouse button, the instruction will specifically state to right click. Right-click means click once with the right mouse button. The right mouse button usually provides access to more advanced features and menus.

Pointer

When you move the computer mouse, a small pointer moves on the screen. The pointer is also know as a cursor. You can move the cursor over various items on your desktop or in a program, then use the mouse buttons to interact with those items.

Cursor

Also known as the insertion point. It is the point where the next characters typed from the keyboard will appear on the display screen. The insertion point is usually represented by a blinking vertical line.

Desktop

The Desktop is the full-screen display where all Windows® activity takes place. It's a little like the computer equivalent of a real desktop, where you place everything you’re currently working on. Of course, the Windows® Desktop contains your current work, communications programs (the equivalent of a phone and fax) and other tools needed for work. It also has a wastebasket (the Recycle Bin), filing cabinets and more. A real desktop would have to be very large to hold all this stuff! The Windows® Desktop is where all your computing activity happens. In short, it's the main screen that has all of your shortcut icons.

Dialog boxes

A dialog box is for adjusting settings or providing information needed to run a program. Usually, the box has blank areas that require filling in, called fields. A dialog box asks for information or tells you about something that then requires a response. A good example of this is the Licensing dialog box when you first register SmartCAT. It gives you a long number, then requires you to put another number into the blank field. Other dialog boxes allow you to choose options, type in text, click an OK button, and so forth. Some menu options have three dots, called ellipsis, after the name. The three dots indicate that when you select the menu item a dialog box is going to open.

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Drag-and-drop

In Windows®, you can move items by pointing to them using the mouse cursor. Clicking the left mouse button and keeping it pressed down allows you to drag icons across the screen, move text from one area in a document to another, even change the size of pictures. After moving the icon or text to the new location, release the mouse button and the item is "dropped" at that location. This is called drag-and-drop.

For example, you can reorganize your Desktop by dragging and dropping icons to new locations. Similarly, you can delete a file by dragging and dropping its icon onto the Recycle Bin.

Drop-down menu

Windows® menus usually have sub-menus, indicated by a little down-pointing arrowhead beside the menu option, also known as pop-up, drop-down or cascading menus. When you click on a menu item, a drop-down menu list opens with more options. Clicking on one of those options then opens a new function. In SmartCAT, for example, clicking on Tools opens a drop-down menu list with several more items such as Split Notes, Import Dictionaries and several more.

You may notice that some menu items are "grayed out" and unavailable. This usually means you must do something else before the item is active. For example, in Tools, Concordance is grayed out unless a transcript is open.

Files

Information and data is stored on your computer in files. A file can contain a computer program, a document, a picture, a style sheet and much more.

Folders

Folders are used to store files in an organized manner. A typical computer will have thousands of files, scattered all over the hard disk. To help avoid getting lost in all those files, Windows® lets you organize files into folders. These are the equivalent of folders in a normal filing cabinet, with each folder containing related documents and labeled with names to make it easier to locate all those files. If you’ve used TurboCAT in DOS, you may remember the folders being called directories. They're the same thing, with a different name.

Icons

Icons are the small "pictures" on your Windows® desktop or on various task bars and menu bars. An icon represents something: a program, a folder, a file, or a shortcut to a specific command. When you click on the Cheetah icon, you're telling Windows® to start the SmartCAT program. The computer has been "taught" that the icon represents a shortcut to SmartCAT.

Icons are also used for commands within a program. In SmartCAT, for example, clicking on the blue "folder" icon tells SmartCAT to open the dictionary dialog box in order to locate a dictionary for editing.

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Menu

A menu is a list of functions and options available within Windows® or other programs such as SmartCAT. Windows® Desktop contains one menu, the Start Menu. When you click on a menu, it opens to show other options and functions that are available. Moving the cursor over menu options highlights each one in turn. Click once to open the highlighted menu option.

Open

Open, run, load and start are often used interchangeably. Opening an item means running or starting it. To open an item, double-click it. You can also open it by selecting the item, then pressing [Enter].

When you open or run a program, you start it. When you open (double-click) a file such as a document, you run the program that is associated with it. For example, if you’ve written a letter using Microsoft Word, double-clicking the document icon starts Word, automatically loading and opening the document, ready for editing.

Select

Selecting means to highlight an object. To select an icon, click it once. To select text, say in SmartCAT, click on the first letter of text, then while holding down the mouse button, move the cursor over the rest of the text. This will highlight the text in preparation for another action such as deleting it or moving to another location (see Drag and Drop).

Shortcut

A shortcut makes it easier to open programs or locate files that may be buried several folders deep. Creating a shortcut allows you to quickly open a program or document no matter where it’s located on the hard disk. For example, starting SmartCAT is made easier by using the shortcut that points to the smartcat.exe file in the folder called C:\SmartCAT instead of having to search through the hard drive and folders to find the file every time you want to start SmartCAT, all you need do is double-click on the SmartCAT shortcut. By the way, the shortcut is represented as an icon.

To create a shortcut:

1) Open Windows® Explorer (located in the Start Menu, All Programs, Accessories).

2) If the window hides the whole Desktop, double-click the title bar at the top of the window to make it smaller, making it easier to see some of the Desktop.

3) In Windows® Explorer, click the plus signs through the folders until you find the folder that has the file you're looking for.

4) In the above example, you’d open the C:\SmartCAT folder.

5) Locate the file in the folder and right-click and drag the file onto a vacant spot on the Desktop.

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6) A pop-up menu appears and asks what you want to do.

7) Choose Create Shortcut Here.

You can recognize shortcuts by the little arrow included on the shortcut’s icon. Make sure you don’t confuse shortcuts with the files they point to. For instance, you can make multiple shortcuts to the same file (perhaps one shortcut on your Desktop, another in a folder you often use). Creating a shortcut to the file doesn’t create copies of the file, so you're not wasting space on the hard drive.

If you delete a shortcut, the file is unaffected and remains where it is. Deleting a file that the shortcut points to, however, will cause your shortcut to not work.

Renaming a shortcut does not affect the file. This means you can call your shortcuts just about anything that helps you remember what it is pointing to. To rename a shortcut, right-click, then choose Rename from the pop-up menu. Type in the new name and press Enter.

Start Menu

On the left side of the task bar is the Start Button. Click it to display the Start Menu. In Windows Vista®, the Start button is represented by an orb-like shape with a Windows® logo in the center.

Everything on the Start Menu is customizable, so if you want to change the icons or the way it looks, it's possible.

On the left hand side, you see icons for the Internet and E-mail (you can change these to your browser or favorite email program), and a list of the most commonly used applications. If you find icons on there you want removed, simply right-click on them and choose "Remove from This List". This area also contains the "All Programs" menu explained in depth in the next section.

On the right hand side you will see shortcuts to your personal folders, the Control Panel and other helpful tools.

The All Programs Menu

The All Programs link will show you everything installed on your PC. This is where SmartCAT, SmartCAT utilities, online links and such can be found.

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Figure 340: Windows XP® Start Menu


For convenience, a SmartCAT shortcut will be placed at the very top of this menu, and also there is a Program Group which contains other links related to SmartCAT.

Window

Every program runs within its own window or separate area on your desktop. You can expand a window so it takes up the whole screen, hiding any other programs in the background (called maximizing). You can reduce a window so that it becomes nothing but a button in the task bar (called minimizing). Or you can adjust the size of windows so you can see multiple programs running within their own windows at the same time (simply called sizing, or resizing).

Each document, too, has it's own window. So, if you open up a letter and a memo in your word processor, the word processor will have its own window, and the letter and memo will each have its own window within the word processor’s window. If you close the letter or memo, the word processor will still be open. If you close the word processor, the letter and memo will also be closed.

Task bar

The task bar is the long horizontal bar, usually at the bottom of the Desktop. Note that it can be moved to another edge of the Desktop, so if yours isn't at the bottom, look along the

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Figure 341: SmartCAT Shortcuts in Start Menu


top, left or right edge. It’s basically a toolbar like the ones you see in your applications programs, providing shortcuts to often-used commands with some special features.

The task bar contains the Start button at the left, a time indicator and other small icons at the right, and a long strip of space that is initially empty. In Windows XP®, it also contains a group of items immediately to the right of the Start button known as the quick launch toolbar. These additional icons let you quickly launch programs such as Internet Explorer, Outlook Express e-mail, and SmartCAT. These buttons only need to be clicked once. There’s also an icon to let you quickly hide all open windows so you can see your Desktop. Click it again to re-display the hidden windows.

Whenever you start up a program, such as a word processor or web browser, a rectangular button appears in the task bar, indicating the program is running. You can run many programs at once, each contained in its own window. If you run multiple programs, you may find the program on top (called the ‘active window’) obscures programs behind. The other programs are still running, they’re just not shown on top.

You can use the program buttons in the task bar to see quickly which programs are running. By single-clicking any of the program buttons, you can switch immediately to that program, making it the topmost, active window. Alt+Tab switches between running programs.

Toolbars

Windows® features ‘toolbars’, or task bars. Some versions of Windows® have five toolbars – the task bar, the quick launch bar, the address bar, the links bar and the desktop bar – and you can create your own additional toolbars. The task bar and quick launch bar are initially the only visible toolbars. You can make the others visible by right-clicking in a vacant spot on the task bar, choosing Toolbars from the pop-up menu, and then selecting the toolbar you want to display.

You can move the toolbars around the desktop. The task bar can only be moved to the top or sides of the screen. The other toolbars can be placed anywhere, and resized to suit. When you open the toolbars, they lodge themselves in the task bar, which can soon become crowded. To provide more space, click and drag a toolbar to move it.

You can close a toolbar either by clicking its close box (if visible) or by right-clicking the time in the task bar, choosing toolbars and deselecting the toolbar in the list.

The address bar provides you with an Internet Explorer-style address bar. Type in a web address such as http://www.cheetahinternational.com and press Enter, and your browser will be launched and taken to the site if you are connected to the Internet. Note that if you have a dial-up connection, you may have to connect first.

The links bar gives you a copy of your Internet Explorer links.

The desktop bar shows each item on your Desktop, giving you single-click access to these items even when you have other windows open obscuring the Desktop.

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It is not recommended to be running multiple programs while working in SmartCAT especially while in Realtime.


15.2 The Search CompanionXP®'s Search Companion adds extra oomph to Windows®' file-finding capabilities. It's easy to forget where you placed a file. With Windows XP®, it's just as easy to find it again.

XP®'s Search Companion, is an almost overly friendly, wizard-style search which can track down music, video, pictures, documents, and other files.

You can use the Search Companion in its standard, hand-holding mode or you can switch over to advanced mode to hurry the process along.

15.2.1 Search for beginners

To use Search Companion:

1) Click Start → Search to open Search Companion or [F3] from the Windows® Desktop.

2) Choose the type of search you want to conduct: pictures, music or video; documents; all files and folders (this is a broad search which includes all types of files, including programs, documents and multimedia); computers on your network or people in your contact list; Windows® Help; or information on the Web. The latter two options open the Help and Support Center and a browser-based Web search respectively. The other options stay focused within the Search Companion.

3) Type the search criteria into the boxes provided. The search criteria change depending on the type of search. For example, if you're searching for multimedia files, you can specify whether you're looking for audio, video or images. If you're searching for a document, you can specify the time frame in which it was created and enter any part of the filename which may help identify it.

4) Click Search to start the search.

5) When the search has completed, you can either refine the search or click Yes, Finished Searching to close the search panel and display a task pane.

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Figure 342: Windows XP® Search Companion


15.2.2 Advanced searching

More experienced users will find the Search Companion's step-by-step approach retards their progress. You can switch over to a more powerful and speedy mode:

1) Click Start → Search.

2) Click Change Preferences.

3) Click Change Files And Folders Search Behavior and click Advanced.

4) Use the step-by-step search, or click Change Preferences to set up an advanced search.

The Advanced search lets you locate a file by part of its file name or part of its contents and it lets you nominate where to search on your computer. There are three additional options: When Was It Modified, What Size Is It, and More Advanced Options. Click the double-headed arrow beside any of these to expand the section and fill in the blanks.

15.3 Useful Windows® Shortcuts Windows® provides several shortcut keys to aid in being more efficient and productive. The following are just a few to make life a little easier:

= If your keyboard is Windows® compatible, you will find one or two Windows® () keys. These are located on the left and/or right side of the keyboard, between the CTRL and ALT keys. When using a shortcut key, press and hold the Windows® key down while simultaneously pressing the second key, then release both at the same time.

= Start Menu

+ R = Display the RUN Dialog Box

+ M or D = Minimize all Windows and Reveal the Windows® Desktop

SHIFT + + M = Undo Minimize Windows

+ E = Start the Windows® Explorer

+ F = Open the Windows® Search Companion

+ PAUSE/BREAK key = Display System Properties

15.4 Mouse & Keyboard in Windows®

Many functions in Windows® operate more efficiently with a mouse. A mouse is an input device that sits on a flat surface next to the computer. Laptop computers use a different type of mouse, usually built into the laptop keyboard. The mouse/touchpad is generally a flat area on the laptop where you cause the pointer to move by pressing your finger lightly on the pad and moving the finger to cause the pointer to move.

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15.4.1 Using The Mouse

The mouse allows you to “click” on menus, options, etc. without having to use multiple keystrokes on the keyboard. The mouse may have two or three buttons on top, which are tapped (clicked) to execute specific functions and commands. To use the mouse, rest it on a flat surface or a mouse pad with your wrist resting on the desk surface. Put the palm of your hand over the mouse with your index and middle fingers resting lightly on the mouse buttons. As you move the mouse on the flat surface, a corresponding pointer moves on the computer screen.

When using the mouse, there are some terms you need to understand:

➔ Point - position the mouse arrow or pointer to the specific command, button, or icon.

➔ Click - tapping one of the mouse buttons.

➔ Left - Click - tapping once on the left mouse button. Used interchangeably with Click.

➔ Right - Click - tapping once on the right mouse button.

➔ Double - Click - tapping twice on the left mouse button.

➔ Drag - press and hold the mouse button while moving the pointer to a specific location, then releasing the button.

The mouse pointer changes appearance, depending on the function being performed and where the pointer is positioned.

Move Around Using The Mouse

1) Move the mouse pointer to where you want to place the insertion point.

2) Click the Left mouse button.

Sizing a Window

Do any of the following:

➔ To resize a window, put the mouse pointer on a window edge, click, and drag to the desired size. Clicking on a corner, then dragging will resize both horizontal and vertical sides.

➔ To minimize a window, click the minimize icon at the top right corner of the window.

➔ To maximize a window, click the maximize icon.

➔ To restore a window, click the restore icon.

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➔ To close a window, click the close icon.

Moving A Window

1) Put the mouse pointer on the title bar (at the top of the window).

2) Drag the window to the desired location.

Arranging Windows

1) Right-click a blank area of the task bar (bottom of the Windows® Desktop).

2) Select Cascade, Tile Horizontally or Tile Vertically.

15.4.2 Using The Keyboard

Move left one character

Move right one character

Move up one line

Move down one line

Home Move to the beginning of the line

End Move to the end of the line

Ctrl+PageUp Move to the top of the document

Ctrl+PageDown Move to the end of the document

15.5 Basic Windows® Functions

Opening Windows ® Help & Support Center

1) Click the Start button, then select Help.

2) Double-click the topic you wish to view.

3) Continue to double-click help subtopics to continue searching.

4) Double-click the help topic to view information about your question.

5) Close the Help window by clicking .

Shutting Down Windows ®

1) Click the Start button.

2) Select Turn Off Computer.

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3) Click Turn Off.

Making Selections In A Dialog BoxTAB

Click the tab name to display the options for that tab.

CHECK BOX Click in the check box to check (turn on) or uncheck

(turn off) the option.

OPTION BUTTON Click in the option button to turn on (appears darkened)

or off (blank)

SPIN BOX Type an entry in the spin box. Or click the spin arrows to scroll through the text box values.

LIST BOXClick the item you want in the list.

DROP-DOWN LIST BOX Click the down arrow next to the item to display other

selections. Then click the item you want.

COMMAND BUTTONClick the OK command button to confirm and carry out the command. Click the Cancel button to cancel the command.

Exiting Applications

1) Save all open documents.

2) Select File → Exit.

Delete A File

1) In the file browser, right-click the file you want to delete.

2) Select Delete

3) Click Yes.

Undelete A file

1) Go to the Windows® desktop.

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2) Double-click the Recycle Bin icon.

3) Select the file(s) you want to undelete.

4) Click Restore This Item.

Rename A File

1) In the file browser, right-click the file you want to rename.

2) Select Rename.

3) Type a new name and press Enter.

Copy A File To Another Folder

1) In the file browser, right-click the file you want to copy.

2) Select Copy.

3) Change to the folder where you want to place the file.

4) Right-click in a blank area of the folder and file list.

5) Select Paste.

15.6 Windows Vista®

Differences between Vista ® and XP ®

Windows Vista® is Microsoft®'s newest operating system. There are some differences in how it operates as compared to Windows XP®. One notable difference is during the SmartCAT installation process.

Installer

You will notice, if you download the SmartCAT installer, the icon will have a slightly different look:

It now has a little shield in the bottom right-hand corner. This is a part of Windows®' new User Account Control designed to prevent unauthorized programs from accessing your computer. When you run the installer, you will see this screen:

When this prompt appears, the rest of your screen will dim and become unusable. You must click an option to continue.

If you have downloaded a file from the Cheetah International Website, or are running a program from a CD you received from Cheetah International, then it is safe to select 'Allow'. Otherwise, exercise caution.

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Figure 343: Vista

Installer


Other UAC prompts

You might also receive more User Account Control prompts during normal Windows® use:

When this prompt appears, the rest of your screen will dim and become unusable. you must click on option to continue. Please exercise caution.

Vista Start Menu

The Windows® Start Menu has been redesigned for Windows Vista®. (Figure 345)

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Figure 344: Windows Vista® UAC Prompt

Figure 345: Vista Start Menu


To locate programs, simply click in the "Start Search" box, and type what you're looking for.

If you type "smartcat" into the box, everything containing the word “SmartCAT” will appear in the start menu. Of course, you can always run SmartCAT from your desktop shortcuts.

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Figure 346: Vista Search from Start Menu


15.7 Windows 7®

You will not notice a difference in how SmartCAT functions in Windows 7 compared to Vista. For a full listing of what is new, refer to the Windows 7 user manual. Right away, you will notice a few things different about the Windows layout:

Start Menu

The Start Menu was modified slightly for Windows 7.

Quick Launch / Taskbar

The Start Button, Quick Launch Bar, Taskbar and System Tray were also modified for ease of use.

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Figure 349: Windows 7 System Tray

Figure 348: Windows 7 Taskbar

Figure 347: Windows 7 Start Menu

CHAPTER 16 QUICK REFERENCE

CHAPTER 16

Quick Reference

Create a New Job

Click to create a document based on the default style sheet.

Or

1) Select File [Alt+F] → New Job [B].

2) Select the style sheet to use.

3) Click OK [Enter] button.

Or

1) Press [Insert].

2) Select the style sheet to use.

3) Click OK [Enter] button.

Opening a SmartCAT Job

Highlight it in the job menu and press [ENTER] or double click on it or:

1) Select File [Alt+F] → Open Job [J] or click the Open Job icon.

2) Open the drive and folder containing the transcript. Use the Look In drop-down list to change drives and folder up icon to move up to a higher folder.

3) When you see the file listed, double-click it.

Saving a Job

1) Select File [Alt+F] → Save [S], [F9], [Shift+S] (default Turbokey) or click the disk icon.

2) Select the folder to save the document to.

3) Click Save.

Closing a Document

➔ [F10] or

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➔ File [Alt+F] → Close File [C].

Preview a Document

➔ Select File [Alt+F] → Print Preview [V].

Print a Document

1) Select File [Alt+F] → Print [P] or click .

2) Choose an option ie; Whole Document or Range of Pages.

3) Make any changes to the print options.

4) Click the OK [Enter] button.

View / Edit Job Properties

➔ Ctrl+T while in a job or

➔ File [Alt+F] → Job Properties [T] either while in a job or with the job highlighted in the job menu.

Include (Get) File

1) Put the cursor where you to include the file.

2) Edit [Alt+E] → Include (Get) File [D]

Insert or Remove a Page Break

1) Put the cursor where you like to insert/remove a page break.

2) Select Edit [Alt+E] → Insert/Remove Page Break [B].

Create a New Working Directory

1) In the Save As dialog box or from the open job/dictionary dialog, click 2) Type the name for the new folder.

3) Press [Enter].

How To Check Spelling Of The Entire Document

1) Select Tools [Alt+T] → Check Spelling [C] or hit [Ctrl-M]. You can also batch spell check a job with Tools [Alt-T] → start batch spellcheck of Job [J].

2) To skip this occurrence but stop on the next one, click the Ignore button. To skip all occurrences of this word, click the Ignore All button.

3) To replace the word with one of the suggested spellings, click the spelling in the Suggestions List. Click Change to change this occurrence.

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4) Click Add to Dictionary to add the word to the dictionary.

How To Change The Look Of Text

1) Select the text you want to change.

2) Do any of the following:

a) For bold text, click B. [Ctrl+B]

b) For Italic text, click I. [Shift+F6]

c) For underlined text, click U. [Ctrl+U]

How To Align A Paragraph

1) Click within the paragraph you want to change.

a) To center the text, click align-center.

b) To left-align text, click align-left.

c) To right-align text, click align-right.

Create a New Dictionary

➔ Dictionary [Alt+D] → New Dictionary [N] or

➔ Click the New Dictionary Icon in the toolbar.

Open a Dictionary

➔ Dictionary [Alt+D] → Open Dictionary [O] or

➔ File [Alt+F] → Open Dictionary [D] or

➔ Click the Open Dictionary Icon in the toolbar

Start Realtime

➔ Realtime [Alt+R] → Start Realtime [R]

Stop Realtime

➔ Realtime [Alt+R] → Stop Realtime [I]

Play Audio

➔ Audio [Alt+A] → Play [P] or

➔ [Alt+F1]

Stop Audio

➔ Audio [Alt+A] → Stop [S] or

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➔ [Alt+F2]

Pause Audio

➔ Audio [Alt+A] → Pause [A] or

➔ [Alt+F3]

Resume Audio

➔ Audio [Alt+A] → Resume [E] or

➔ [Alt+F3]

Record Audio

➔ Audio [Alt+A] → Record [R] or

➔ [Alt+F5]

Import Steno Notes

➔ File [Alt+F] → Import [M] → Import Steno Notes [N]

➔ Tools [Alt+T] → Import Steno Notes [N]

Transcribe Notes from Job Menu

➔ Tools [Alt+T] → Transcribe Notes [R]

View/Change Editing Preferences

➔ [Ctrl+Q]

➔ Setup [Alt+S] → Editing Prefs [E]

Get SmartCAT Help

➔ [F1]

➔ Help [Alt+H] → Help [H]

➔ Call Cheetah International at 1-800-869-6986

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CHAPTER 17 TURBOCAT MIGRATION

CHAPTER 17

TurboCAT Migration

We have included extra utilities and notes for TurboCAT users to help ease the transition to SmartCAT.

Rule #1:Try it the way you did it in TurboCAT. Most of SmartCAT's functions are modeled after TurboCAT, so most of the time, doing it (whatever it is) like you did in TurboCAT will produce the same result.

In This Chapter...

17.1 Control Lines ............................................................................................................. 308 17.2 Importing your Phonetics Dictionary ..................................................................... 309 17.3 Importing the RealEdit™ Dictionary ..................................................................... 310 17.4 Importing a Dictionary ............................................................................................. 311 17.5 Importing TurboCAT Transcripts and Style Sheets .............................................. 312

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Figure 350: TurboCAT vs. SmartCAT


17.1 Control Lines"Control lines" were lines inserted into a transcript that preformed useful functions. In SmartCAT "Control Lines" are no longer used. Go to the sections noted for the way to accomplish the same task in SmartCAT as in TurboCAT.

Box #

This control line told TurboCAT to begin printing a box or to change the type of box being printed. When selected this option would ask you to enter a box number (1-3) to print. You were limited to the three box styles and creating a custom box required a long and tedious process. Creating boxes in SmartCAT is simple whether you want a standard box or a custom box. Boxes are setup in the style sheet under the Boxes tab. See Section 5.4.2 .

Change Page #

Pages in SmartCAT can be reformatted from the current page number position. See Section 5.4.2 .

Line Numbers

Printing line numbers is set in the style sheet under the page tab. See Section 5.4.2 .

Don't Print Line Numbers

The option to turn off the printing of line numbers is set in the style sheet under the page tab. See Section 5.4.2 .

Print Page Numbers

The option to start printing page numbers and what page to start on. See Section 5.4.2 .

Don't Print Page Numbers

The option to turn off the printing of page numbers is set in the style sheet under the page tab. See Section 5.4.2 .

Spacing

Line spacing is set in the style sheet under the Text tab. See Section 5.4.2 .

Header

Inserting Header information is done in the style sheet under the Header/Footer tab. See Section 5.4.2 .

Footer

Inserting Footer information is done in the style sheet under the Header/Footer tab. See Section 5.4.2 .

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Suspend

To suspend Realtime, use the suspend token. See Section 11.9.13.

New Page

Use the Edit [Alt+E] → Insert/Remove Page Break [B] menu option. See Section 9.7.

Index

Marking index entries no longer require a control line. Just select the text to be indexed, press [CTRL+N] and choose the index to insert the marked item to. See Section 10.1.

Index Setup

Setting up indices can now be done in the style sheet under the Index tab. See Section 5.4.2 .

17.2 Importing your Phonetics DictionaryThis requires that you have TurboCat installed on your computer. If you do not have TurboCat installed on your computer, you can contact Technical Support (1-800-869-6986) for help.

1) Open Windows® Explorer.

2) Navigate to the Cheetah folder.

3) Locate the file Default.phn.

4) Right click on the file to open the drop-down menu list of utilities.

5) Choose Copy.

6) Navigate to a TurboCAT working directory.

7) Click anywhere in the folder.

8) Right click and choose Paste.

9) The file is copied to the TurboCAT working directory.

10) Right click on “Default.phn”.

11) In the menu list, click Rename.

12) Rename the file to Default.lst.

13) Close Windows® Explorer.

14) Start TurboCAT.

15) Go to the Utilities menu.

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16) Press the letter i (eye) to enter the Import/Convert utility.

17) The file Default.lst is listed in the import file list.

18) Press the letter D to start the ASCII Dictionary conversion.

19) Press the letter C for Cimmaron 1 type dictionary.

20) As the conversion process takes place, TurboCAT returns a message saying no entries were created. This is normal; the dictionary is created.

21) Exit from the Utility menu in TurboCAT and go to the Dictionary menu in TurboCAT.

22) Verify the dictionary “Default” is listed in the column for permanent dictionaries.

23) Exit out of TurboCAT.

24) Start SmartCAT.

25) Import the new dictionary “Default.dic” as you would other TurboCAT dictionaries.

26) At the Save As dialog box, click in the File name: field and type default.phn.

27) Click on the down arrow in the Save as type: field to display the drop-down list of file types.

28) Click on Phonetic Dictionary file (*.phn).

29) Click Save to save the file as default.phn.

30) Choose the default phonetics file in Realtime Options.

17.3 Importing the RealEdit™ Dictionary1) Click on the Tools [Alt+T] → Import Dictionary [D] menu option or the File [Alt+F] →

Import [M] → Import Dictionary [D] Menu option (they do the same thing).

2) The Open dialog box appears:

3) Click on the down arrow to the right of the Look In: dialog box, then click on the drive the where the working directory containing the dictionary to be imported is located on. Find the dictionary in the directory, click on it, and hit Open [Enter].

4) The Save As dialog box opens. Click on Save [Enter] button and wait a few moments while the dictionary is saved with the new name. After the dictionary is saved, it can be opened for editing, adding or deleting entries, or any other operation involving the dictionary. Now that your TurboCAT dictionary is imported, it can be set as the SmartCAT RealEdit™ dictionary. To do this go to Setup [Alt+S] → Realtime Options [R].

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5) Once the Realtime Options box comes up, click on the [...] button next to the RealEdit™

dictionary field.

6) The Open dialog box will come up. Simply select the RealEdit™ dictionary from the list and hit Open [Enter].

7) The name of the RealEdit™ dictionary will now be displayed in the field. Press OK [Enter] to save the changes.

17.4 Importing a Dictionary1) Click on the Tools [Alt+T] → Import Dictionary [D] menu option or the File [Alt+F] →

Import [M] → Import Dictionary [D] Menu option (They do the same thing).

2) The Open dialog box appears.

3) Click on the down arrow to the right of the Look In: dialog box, then click on the drive the where the working directory containing the dictionary to be imported is located on.

4) Click on the dictionary name to import. The name of the Dictionary selected will turn blue. Click on the Open [Enter] button then wait as the dictionary imports into SmartCAT.

5) The Save As dialog box appears. Click on Save [Enter] button and wait a few moments while the dictionary is saved with the new name. After the dictionary is saved, it can be opened for editing, adding or deleting entries, or any other operation involving the dictionary.

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Figure 351: Setting Your RealEdit™ Dictionary


17.5 Importing TurboCAT Transcripts and Style Sheets

Although the steps below show how to import TurboCAT transcripts, the steps are essentially the same to import a style sheet.

1) Click on the Tools [Alt+T] → Import Transcript... [T] menu option or File [Alt+F] → Import [M] → Import Transcript [T] menu option (they both do the same thing).

2) The Open dialog box opens.

3) Use the Look in: drop down box to browse to the location of the TurboCAT work directory that contains the file to import.

4) Select the TurboCAT working directory.

5) Double-click on the working directory to view the contents. Click on the transcript to import and click the Open button.

After choosing the transcript to import, the New Job dialog box appears. Enter the appropriate information for the job being imported.

Click the OK [Enter] button and the job will appear on the job menu. Select the file and press [Ctrl+T] or [Enter] on the computer keyboard to open the transcript.

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Figure 352: New Job from Imported Transcript

GLOSSARY

Glossary

application - A term referring to any software package. Short for “application program,” it usually refers to the entirety of a package. Cheetah International’s transcription software SmartCAT, for example, is an “application” consisting of many individual programs.

ASCII - A virtually universal text file format for PC-compatible computers. ASCII stands for American Standard Code for Information Interchange.

autoinclude - A SmartCAT file (such as a title or certificate page) designed to be copied into each transcript automatically using the <GET> dictionary entry.

autosave - A setting that causes your work in the Transcript Editor to be automatically saved at regular time intervals.

baud - A unit of measurement for the speed of a modem. The higher the modem’s baud rate, the faster that modem can transmit data.

click - To press and release a button on a mouse. See also double-click.

CAT - A type of software package that allows “Computer-Aided Transcription” of electronic steno notes, as well as other utilities for reporters.

check boxes - A type of option that is active if there is a check mark in it. It is inactive if there is no check mark. In SmartCAT, check boxes are checked or unchecked by clicking in the check box.

CIC - Short for “Computer Integrated Courtroom,” this is a type of software designed to let a court reporter transmit testimony in Realtime to several computers at once, and to let litigants view and annotate the testimony. Caseview and LiveNote are two examples.

client - When running CIC software, like Caseview, a computer that is receiving testimony in Realtime.

clipboard - A temporary storage area for text that has been cut or copied. Placing text on the clipboard deletes any text that was previously on it.

command - An action (possibly consisting of a series of other actions) that is performed by a computer program. For example, saving data or closing a window.

concordance - A listing of almost all words in a document, including the page and line numbers where each word occurs.

conflict - When a steno outline has more than one corresponding English dictionary entry.

context sensitive - In SmartCAT, on-line Help is context sensitive, meaning the help screen displayed is relevant to the dialog or screen on your monitor.

313

GLOSSARY

CPU - Central Processing Unit – The heart of the computer.

cursor - Also known as the insertion point. It is the point where the next characters typed from the keyboard will appear on the display screen. The insertion point is usually represented by a blinking vertical line or a small rectangle in SmartCAT.

dialog box - A window that is displayed to request or supply information. A dialog box contains buttons and options which you use to perform a task. They are usually a fixed size.

default (value) - This is a data value that is already in place in a dialogue box or a wizard. If you do not want to use the value, change it.

desktop - The background of your screen, on which windows, icons, and dialogue boxes appear.

dictionary - A dictionary contains steno strokes and the English words, phrases, and/or tokens they represent.

directory - A type of “folder” on a hard disk or diskette that lets you organize files into groups. They are the electronic equivalent to a drawer in a file cabinet.

disc - A round, flat frisbee-like object made of plastic. In this manual, a CD(Compact Disc) or DVD(Digital Video Disc) is referred to as a “Disc”.They can be used a means to store computer data such as your transcripts and dictionaries.

disk (diskette) - Files and directories are stored on the hard disk in your computer or on floppy diskettes. The hard disk is a fixed disk that contains most of your files, A floppy diskette is a removable disk, usually used for long-term storage of old files or to move files between computers.

DOS - An older computer operating system, DOS was the software that controlled the most basic functions of your computer. It has been replaced by Windows® operating systems.

double-click - To press and release a button on a mouse two times rapidly in succession. See also click.

duplex printing - Printing on both sides of a sheet of paper.

field - In SmartCAT’s dialog boxes and other screens, an area reserved for you to type information. In most of SmartCAT’s dialog boxes, pressing [Tab] moves the cursor from field to field.

file - A collection of information that has been given a name and which is stored on a disk. This information can be a document or a program.

folder - Documents and programs are stored in folders, which you can see in My Computer and Windows® Explorer. In versions prior to Windows 95®, folders were called directories.

footer - One or more lines of text that appear at the bottom of most or all pages of a document.

global - In SmartCAT, a type of replace that affects all occurrences of the specified text.

hard space - A hard space is an invisible character used when you do not want words to be split between two lines. For example, you wish to keep the words Mr. and Jones on the same line.

314



GLOSSARY

Adding the hard space between Mr. and Jones assures that both words appear together on the same line when printed. If visible in the editor they appear as a caret ^ symbol.

Hayes-compatible - A style of modem based on the protocol standards of Hayes® brand modems.

header - One or more lines of text that appear at the top of most or all pages of a document.

host - When running CIC software, like Caseview®, the computer you are using to input Realtime text, which is distributing the text to one or more client systems.

hotkeys - Programmable keys, like “macros,” that let you assign sequences of keystrokes to a single Ctrl+Alt or Shift+Alt key.

icon - A small picture which represents something that you can manipulate, such as a folder or a document.

job - In SmartCAT, a series of files associated with a single transcript. All files have the same file name but different extensions.

job dictionary - A dictionary containing entries specific to a particular job or task. Entries in the job dictionary override conflicting entries in other dictionaries.

license - A unique identification number generated to allow the SmartCAT software to run.

log off - To stop using a computer program or a computer system for which you (or someone acting on your behalf) originally logged on. Also see log on.

log on - To provide a user name and a password that identifies you. This is a security measure that stops unauthorized people from using the software. Sometimes you need to log on for different parts of a computer system. Also see log off.

menu - A menu is a list of commands. Click the menu name to see the list of commands.

menu bar - The horizontal bar which contains the names of all the menus. It appears below the title bar.

merging - In SmartCAT, the process of combining the entries in two dictionaries into a single dictionary, automatically removing duplicated entries.

modem - A device attached to the computer (either internally or connected externally with a cable) to allow the transmission of files to another computer’s modem over telephone or cable lines. (See also Hayes-compatible).

mouse - A pointing device that lies on a flat surface and fits into the hand. Moving the mouse results in a corresponding movement of a pointer on the screen. On a laptop computer, the mouse is replaced by a touchpad.

network - A software and hardware package that lets several computers communicate and share data.

oneshot - A type of dictionary entry for use during Realtime, letting you perform single editing functions from your steno writer. Oneshot entries execute a sequence of keystrokes just like Hotkeys.

315



GLOSSARY

ordinal - A number indicating position in a series (1st, 10th, etc.)

pane - A separate area of a window that is split into two or more parts.

parallel port - A type of port on the computer, usually reserved for a printer cable.

pointer - The small marker (often ) on the screen that follows the movement of a mouse (or other pointing device) and indicates which area of the screen will be affected when you press the mouse button. The pointer changes shape during certain tasks. Some common shapes are , ,

and . Also know as a cursor.

progress bar - A “Progress bar” in a dialog box displaying the system’s status in completing its command. For example, when translating steno, the bar moves from 0% to 100%.

print queue - A list of files waiting to be sent to a printer.

query- In SmartCAT, the process of checking all your dictionaries for the English definition(s) of selected steno.

radio button - A type of option in SmartCAT dialog boxes. A radio button’s option is activated when there is “bullet” in the circle. Radio buttons are grouped together and only one option in the group can be checked. When a new radio button is selected, all others are automatically turned off. In SmartCAT, radio buttons are activated by clicking on the appropriate options.

RealEdit™ - A Realtime “mode” in which strokes on your steno writer are interpreted as keystrokes on your computer’s standard keyboard as though you pressed those keys in the Transcript Editor.

Realtime - Near instantaneous computerized translation and display of electronic steno notes.

refresh - When running CIC software, the process of sending an updated copy of the text to all of the client systems.

RTF/CRE - Short for “Rich Text Format/Court Reporting Extensions,” it is a standardized file format specially designed for CAT software. Any file in RTF/CRE format can be read by any CAT system with the ability to import RTF/CRE files, regardless of what type of CAT system the file originated from.

screen saver - A moving picture or pattern that appears on your screen when you have not used the mouse or the keyboard for a specified period of time.

screen shot - A image showing all or part of the computer screen, like the ones used in this manual.

scroll bar - A horizontal or vertical rectangle which has arrows at either end and which contains a box (of varying size). A scroll bar appears when there is too much information to display entirely in a pane or window. Use a scroll bar to move through (scroll) the information that is displayed.

serial port - A type of port on your computer, used by your writer, modem, and other devices. Serial ports are generally either 9 or 25 pins. Modern computers do not have serial ports. USB-to-serial adapters are used to connect hardware with serial cables to new computers.

316



GLOSSARY

server - On most networks, it is the “host” computer that all other networked computers communicate through.

SmartCAT – Cheetah International's full-featured, comprehensive professional transcription software system.

split bar - The line that separates two panes in a window. The line can usually be moved.

steno mark (tape mark) - A mark made on paper notes for quick reference, sometimes saved in your electronic steno notes as well, depending on your writer type.

stitching - A method of spelling in which individual letters are separated by hyphens or other characters. J-A-C-K-S-O-N

sub-menu - A menu of commands opened by selecting an option on another menu.

system administrator - The person responsible for your computer system.

tag-along - A Realtime mode in which the screen automatically scrolls down as you write new text. Also refers to the following along of the cursor when you playback audio in SmartCAT.

task bar - An area, usually at the bottom of the desktop, which contains a button for each program that is running.

timestamp (timecode) - An electronic time optionally attached to each translate of a Realtime text file.

title bar- The horizontal bar at the top of a window that contains the title of the window or dialogue box. On many windows, the title bar also contains the program icon and the Minimize, Maximize/Restore, and Close buttons.

toggle - To switch between two options. Typically, this involves using one button or key to change state, for example between “on” and “off”.

token - A special dictionary entry representing either an attribute given to a word or phrase (e.g. for bold, <_> for underline), a punctuation mark (e.g. <. > for a period, <, > for a comma) the start of a new paragraph (e.g. <Q> for question, <C> for colloquy), or other special functions.

toolbar - A series of shortcut buttons that provide quick access to commands. Usually located directly below the menu bar. Not all windows have a toolbar.

TurboCAT – Cheetah International's original transcription software. The final version ran on DOS and was produced in 2000.

turbokeys - An editing mode in which SmartCAT treats the letters A through Z as commands rather than as characters to be typed.

tree structure - A hierarchical view of the structure of data that allows you to go to items of interest by navigating through the tree.

untranslate - An untranslate occurs when you stroke something for which no corresponding dictionary entry can be found.

317

GLOSSARY

USB to serial adapter - An piece of hardware used to connect a serial device to a USB port. Necessary for connecting an steno machine with a serial cable to a modern computer.

window - A rectangular area on your screen in which you view an application (for example, a word processor) or a document (for example, a document in a word processor). You can open, close, move windows, and change the size of most windows. In Microsoft Windows® you can open several windows at a time, and you can often reduce a window to an icon or enlarge it to fill the entire desktop. See also dialog box, pane.

wizard - A series of related dialog boxes in which you enter information.

318



FIGURES

Figures

Figure 1: Security Warning ................................................ 7Figure 2: SmartCAT Installer Icon ..................................... 7Figure 3: Installer Security Warning .................................. 7Figure 4: Windows® Vista User Account Control ............. 8Figure 5: Cheetah Installer Splash ..................................... 8Figure 6: License Agreement ............................................. 8Figure 7: Components ........................................................ 8Figure 8: Release Notes ...................................................... 9Figure 9: Install Destination Folder ................................... 9Figure 10: Install Complete ................................................ 9Figure 11: SmartCAT in Start Menu ................................ 10Figure 12: SmartCAT Icons .............................................. 10Figure 13: Icons and File Associations ............................ 11Figure 14: Send to SC Work Directory w/ Right-Click .. . 11Figure 15: SmartCAT Relocalizer .................................... 11Figure 16: Registration Screen ......................................... 12Figure 17: Terminate License Option ............................... 13Figure 18: Terminate SmartCAT License ......................... 13Figure 19: Terminate Confirmation Dialog ...................... 13Figure 20: Termination Code Dialog .............................. 14Figure 21: Control Panel In Category View ..................... 14Figure 22: Add or Remove Programs Dialog ................... 15Figure 23: Move License Registration ............................. 15Figure 24: Sheriff Administrator ...................................... 15Figure 25: License Move Option ..................................... 16Figure 26: Move Licence Dialog ..................................... 16Figure 27: Move License Reference Code Dialog ........... 16Figure 28: Setup Menu ..................................................... 18Figure 29: SmartCAT Icon ............................................. 25Figure 30: SmartCAT Main Menu ................................... 25Figure 31: Job Menu ........................................................ 26Figure 32: Job Dictionary ................................................. 29Figure 33: Refresh Job Window ....................................... 31Figure 34: Right-Click Job Menu ..................................... 31Figure 35: Work Directory ............................................... 32

Figure 36: Browse for Work dir ....................................... 32Figure 37: Title Bar .......................................................... 33Figure 38: Menu Bar ........................................................ 33Figure 39: File Menu ........................................................ 34Figure 40: Edit Menu ....................................................... 34Figure 41: View Menu ...................................................... 34Figure 42: Dictionary Menu ............................................. 35Figure 43: Realtime Menu ................................................ 35Figure 44: Audio Menu .................................................... 35Figure 45: Tools Menu ..................................................... 35Figure 46: Setup Menu ..................................................... 35Figure 47: Help Menu ...................................................... 35Figure 48: Status Bar ........................................................ 39Figure 49: Page Number Line Number Current/Total ..... 39Figure 50: Absolute Page Current/Total ........................... 39Figure 51: Strokes Current/Total ...................................... 39Figure 52: Job Time/Audio Time ..................................... 40Figure 53: No Time codes ................................................ 40Figure 54: RT and REC in Status Bar .............................. 40Figure 55: Typing Modes in Status Bar ........................... 40Figure 56: Job Properties Dialog ...................................... 41Figure 57: Open Dialog .................................................... 42Figure 58: Drop-down list for "Look in:" ........................ 43Figure 59: Radio Buttons ................................................. 43Figure 60: Spin Box Example .......................................... 44Figure 61: Context Menu Key ......................................... 44Figure 62: Notes Context Menu ....................................... 44Figure 63: TC Home Menu .............................................. 44Figure 64: Context Menu ................................................. 45Figure 65: Dialog With Command Buttons ..................... 47Figure 66: Menu with Shortcut Keys ............................... 47Figure 67: Accelerator Sample ......................................... 48Figure 68: Rename Job File Dialog .................................. 49Figure 69: Delete Job Confirmation Dialog ..................... 49Figure 70: Delete Backups Confirmation ........................ 49

319



FIGURES

Figure 71: Delete Audio Confirmation ............................ 49Figure 72: SmartCAT Work Directory ............................. 50Figure 73: Create New Folder .......................................... 50Figure 74: New Folder ..................................................... 50Figure 75: Browse for Work Directory ............................ 51Figure 76: Style Sheets Dialog ........................................ 54Figure 77: Active Style Sheet ........................................... 54Figure 78: Naming A New Style Sheet ............................ 54Figure 79: Importing TurboCAT Style Sheets ................. 55Figure 80: Choosing The Style Sheet ............................... 55Figure 81: Naming The Imported Style Sheet ................. 55Figure 82: Selecting A Style Sheet ................................... 56Figure 83: Jobs and Style sheets ...................................... 56Figure 84: Job Properties Info Tab ................................... 57Figure 85: Job Properties Page Tab .................................. 58Figure 86: Job Properties Margin Tab .............................. 58Figure 87: Job Properties Settings Conflict ..................... 59Figure 88: Header/Footer Tab .......................................... 60Figure 89: Header/Footer Tokens .................................... 61Figure 90: Page $P of $N - Example of Token Output .... 61Figure 91: Example of Relative/Absolute Page Overflow . . . 61Figure 92: Add Header Dialog ......................................... 62Figure 93: Multi-Header Setup ........................................ 63Figure 94: Edit Current Header Dialog ............................ 64Figure 95: Boxes Tab ........................................................ 64Figure 96: Box Lines of Varying Widths/Thickness ........ 64Figure 97: Text Tab ........................................................... 65Figure 98: Indexing Tab ................................................... 67Figure 99: Standard Index Example ................................. 67Figure 100: Folded Index Example .................................. 67Figure 101: Index Set Up ................................................. 68Figure 102: Folded Index Setup with Four Columns ....... 68Figure 103: Subsequently Indented Index ........................ 69Figure 104:Dictionary Selection ...................................... 70Figure 105: Condensed Options ....................................... 71Figure 106:Import Transcript Menu Option ..................... 74Figure 107: Locating TurboCAT Transcript To Import .... 74Figure 108: Import Transcript New Job Dialog Box ....... 75Figure 109: Import Dictionary from File Menu ............... 76

Figure 110: Import Notes Menu Option for Tools Menu . 78Figure 111: Import Notes Dialog Showing File Formats . 78Figure 112: Open Dialog showing RTF/CRE Files ........ 78Figure 113: New Job Dialog ............................................. 79Figure 114: Imports Notes Dialog Showing Diskette ...... 79Figure 115: Create Job Form Diskette Dialog ................. 80Figure 116: New Job Dialog ............................................. 81Figure 117: Split Notes Dialog ......................................... 81Figure 118: Split Notes Dialog showing Sections ........... 84Figure 119: Marked Sections Saved in the Job Menu ...... 85Figure 120: Transcribe Notes Menu Option .................... 85Figure 121: Duplicate Dictionary Error ........................... 87Figure 122: Translation Progress Dialog .......................... 87Figure 123: Translation Complete .................................... 87Figure 124: Realtime Options showing writer choices .... 91Figure 125: Communications Port Settings ..................... 91Figure 126: Main Menu .................................................... 94Figure 127: File → New Job ............................................ 94Figure 128: New Job Dialog ............................................ 94Figure 129: Display Notes / Split Screen ......................... 97Figure 130: Timestamp Display in Second Position ........ 98Figure 131: Setting Time Stamp Columns ....................... 99Figure 132: Theory Settings ........................................... 102Figure 133: Other Translation Options .......................... 103Figure 134: Open Phonetic Dictionary .......................... 104Figure 135: Format Number Dialog .............................. 105Figure 136: Number Formatting Options ....................... 106Figure 137: Trigger Dialog ............................................. 107Figure 138: Trigger Dialog with Format Drop Down .... 108Figure 139: Trigger with Expiration Drop down .......... 108Figure 140: RealEdit™ Dictionary is Set ....................... 115Figure 141: Open RealEdit™ Dictionary ....................... 115Figure 142: Realtime Output Failed ............................... 118Figure 143: Realtime Options ........................................ 119Figure 144: Add Realtime Ouput ................................... 119Figure 145: Total Access Setup ...................................... 121Figure 146: TCP/IP Setup .............................................. 122Figure 147: Realtime CaseView Setup .......................... 122Figure 148: LiveNote Setup ........................................... 123Figure 149: Summation Setup ........................................ 123

320



FIGURES

Figure 150: Binder Setup ............................................... 123Figure 151: As Keyboard Setup ..................................... 124Figure 152: Realtime Bridge Setup ................................ 124Figure 153: Recording Control Console ........................ 126Figure 154: Audio Setup Dialog Box ............................. 127Figure 155: Naming Audio Files .................................... 128Figure 156: No Audio File Error Message ..................... 129Figure 157: Job Audio Timecodes Editor ...................... 129Figure 158: Audio Timecode Editor ............................... 129Figure 159: Timecode status bar .................................... 129Figure 160: Windows® Recording Control Properties .. 130Figure 161: Volume Control Fader ................................. 131Figure 162: Audio Mixer Control ................................... 131Figure 163: Auto-Brief Window .................................... 132Figure 164: Auto-Brief Options ..................................... 133Figure 165: Show/Hide Auto-briefs window ................. 134Figure 166: Transcript Editor Screen ............................. 137Figure 167: Editing Preferences - Editor ....................... 139Figure 168: Autosave at 3 min. ...................................... 141Figure 169: Menu Key ................................................... 142Figure 170: Editing Preferences - Colors ....................... 144Figure 171: Color Picker Window ................................. 145Figure 172: Saving Color Settings ................................. 145Figure 173: Display Zoom Settings ............................... 146Figure 174: Turbokey Editing Screen ............................ 148Figure 175: Hotkeys Menu Option ................................ 150Figure 176: Hotkeys Window ........................................ 150Figure 177: Hotkey Error ............................................... 151Figure 178: Hotkey Editor .............................................. 154Figure 179: Hotkey Editor Dialog Box .......................... 154Figure 180: Hotkey Exporting ........................................ 155Figure 181: Import Hotkeys ........................................... 155Figure 182: Include(Get) File ......................................... 156Figure 183: Locating and Opening a Get File ................ 156Figure 184: Include Options ........................................... 157Figure 185: Picklist Save As Dialog ............................. 158Figure 186: Picklist of Counties ..................................... 158Figure 187: Lawyers Picklist .......................................... 159Figure 188: Picklist Marker ............................................ 159Figure 189: Selecting Multi-Line Picklist Item ............. 160

Figure 190: PreEdit Options ........................................... 160Figure 191: Resolving a Conflict in PreEdit .................. 161Figure 192: Go to Selection in Edit Menu ..................... 163Figure 193: Go To Page/Line ......................................... 163Figure 194: Go To Line in File ....................................... 163Figure 195: Go To Timecode .......................................... 164Figure 196: Find Text Dialog Box ................................. 164Figure 197: Selected Text .............................................. 165Figure 198: Bookmark Dialog Box ................................ 166Figure 199: Bookmarked Text ....................................... 166Figure 200: Bookmark Find Window ............................ 166Figure 201: Steno Notes Display in the Editor .............. 168Figure 202: Notes Context Menu ................................... 169Figure 203: Change Paragraph Type .............................. 170Figure 204: Paragraph Formatting ................................. 171Figure 205: Format Numbers Dialog ............................. 174Figure 206: Replace Text Dialog .................................... 175Figure 207: Redaction Pen ............................................. 178Figure 208: Redacted Text .............................................. 178Figure 209: Printed Transcript with Redacted Text ....... 179Figure 210: Redacted Text In an ASCII ......................... 179Figure 211: Text Global Dialog ...................................... 180Figure 212: Verify Change Dialog ................................. 181Figure 213: Steno Global Dialog ................................... 182Figure 214: Dictionary Selection Dialog ....................... 183Figure 215: Saving Globals from the Edit Menu ........... 183Figure 216: Save a Global File ....................................... 184Figure 217: Load Global File from Edit Menu .............. 184Figure 218: Edit Globals Table ...................................... 185Figure 219: Edit Global Dialog ...................................... 185Figure 220: Attaching an electronic signature (Job) ...... 189Figure 221: Attaching an electronic signature ............... 189Figure 222: Image Signature .......................................... 190Figure 223: Number Questions Menu Option ................ 193Figure 224: Number Questions Dialog .......................... 193Figure 225: SpellCheck Menu Options .......................... 195Figure 226: Batch Spellcheck Window .......................... 195Figure 227: Batch Spellcheck Change To... ................... 196Figure 228: Start From The Beginning of the Job ......... 197Figure 229: Spell Check Dialog ..................................... 197

321



FIGURES

Figure 230: Word Suggestions List ................................ 198Figure 231: Double Word Dialog ................................... 199Figure 232: Double Q/A Paragraph Types ..................... 199Figure 233: Spell Check Complete ................................ 199Figure 234: Setup → Speller .......................................... 200Figure 235: Spell Check Options and Dictionary .......... 200Figure 236: Available Spelling Dictionaries / Lexicons 202Figure 237: WordNet Lookup ........................................ 204Figure 238: Save Confirmation Dialog .......................... 205Figure 239: Index Example ............................................ 207Figure 240: Folded Index Example ................................ 207Figure 241: Insert Index Entry ....................................... 208Figure 242: Edit Index Entries Menu Option ................. 209Figure 243: Index Edit Dialog ........................................ 209Figure 244: Insert Index Mark ....................................... 209Figure 245: Build Index Error ........................................ 210Figure 246: Disabled Index Error ................................... 210Figure 247: Keyword Index Dialog Box ........................ 210Figure 248: Adding Keywords / Phrase ......................... 211Figure 249: Select Keyword Index File ......................... 212Figure 250: Open With Dialog ....................................... 212Figure 251: Keyword Index in Notepad ......................... 213Figure 252: Concordance Menu Option ......................... 213Figure 253: Concordance Dialog ................................... 213Figure 254: Open the Concordance? .............................. 215Figure 255: Concordance open in WordPad .................. 216Figure 256: Print Menu .................................................. 217Figure 257: Page Range Dialog .................................... 217Figure 258: Naming/Saving Notes File For Printing ..... 218Figure 259: Printed Steno Notes .................................... 219Figure 260: Example of a Print Dialog Box .................. 219Figure 261: Print Preview Menu Option ........................ 220Figure 262: Print Preview ............................................. 220Figure 263: 4 Pages Per Sheet Shown ............................ 221Figure 264: Condensed Printing Using Exterior Margins .... 222Figure 265: Return to Normal View ............................... 223Figure 266: Select PDF Printer in Printer List w/ Icons 223Figure 267: Windows® Print Queue Manager ............... 224Figure 268: XP Printer List w/ Default Check Marked . 224

Figure 269: Exporting a Page Image ASCII .................. 225Figure 270: Print Page Range ......................................... 225Figure 271: ASCII Save As Dialog ............................... 226Figure 272: Page Image ASCII File ............................... 227Figure 273: Saving As SmartCAT .JOB document ........ 228Figure 274: Saving As RTF ............................................ 229Figure 275: Saving Notes As RTF .................................. 229Figure 276: Example HTML File ................................... 231Figure 277: Send To Email Recipient via Right-Click . . 232Figure 278: Outlook® Email Window ........................... 232Figure 279: Outlook® Send Button ............................... 233Figure 280: Open / Import Dictionary ........................... 235Figure 281: Saving Imported Dictionaries ..................... 235Figure 282: Open Dictionary from the Tool bar ............ 236Figure 283: Open Dictionary .......................................... 236Figure 284: Dictionary Editor ........................................ 236Figure 285: New Dictionary from the Toolbar .............. 236Figure 286: New Dictionary Name ................................ 236Figure 287: Blank Dictionary Edit Screen ..................... 237Figure 288: Unsaved Dictionary .................................... 237Figure 289: Save A Copy As Menu Option .................... 238Figure 290: Save as Type Drop Down ........................... 239Figure 291: A Printed Dictionary ................................... 239Figure 292: Merge Dictionaries in Tools ....................... 240Figure 293: Merge Dictionaries in Dictionary Menu ..... 240Figure 294: Merge Dictionaries Dialog ......................... 240Figure 295: Merge Dictionaries Confirmation Dialog ... 241Figure 296: Locating Steno ............................................ 241Figure 297: Add Entry .................................................... 242Figure 298: Add Entry Dialog Box ................................ 242Figure 299: Edit Entry in Dictionary Menu ................... 242Figure 300: Selecting Insert (Add) Entry ....................... 243Figure 301: Word Spelled Correctly Message ............... 243Figure 302: Dictionary Spell Check ............................... 243Figure 303: Sort Option in Dictionary Menu ................. 244Figure 304: Delete Entry Tag ......................................... 244Figure 305: Purge Entries Confirmation ........................ 245Figure 306: Temp/Trash Tag .......................................... 245Figure 307: Entry Marked as “Used” ............................. 245Figure 308: Dictionary Filter Dialog Box ...................... 246

322



FIGURES

Figure 309: Edit Speaker IDs ......................................... 256Figure 310: ASCII Import Tool ...................................... 259Figure 311: TurboCAT Unarchive Dialog Box .............. 261Figure 312: Unarchive Decision Box ............................. 261Figure 313: File → Job Menu Actions → Open Backup ...... 262Figure 314: Selecting Files in Your Work Directory ...... 263Figure 315: XP Writable CD Autoplay .......................... 265Figure 316: XP Send To CD ........................................... 265Figure 317: Files Ready to be Written to the CD ........... 266Figure 318: CD Writing Wizard ..................................... 266Figure 319: Vista Autoplay Menu .................................. 267Figure 320: Vista - Prepare Blank Disc .......................... 267Figure 321: Burn CD Button in Vista ............................. 267Figure 322: Vista - Copying files to a CD ...................... 268Figure 323: Vista - Close Session .................................. 268Figure 324: Vista - Closing Session Notification ........... 268Figure 325: Vista - Copying to disc is done ................... 268Figure 326: Burn Button in Windows 7 ......................... 269Figure 327: Windows 7 Burning Options ...................... 269Figure 328: Windows 7: Burn To Disc Button ............... 269Figure 329: Windows 7: Prepare Disc ........................... 270Figure 330: Thumb Drive ............................................... 270

Figure 331: "Green Cheetah Face" ................................. 271Figure 332: SmartCAT Utilities Folder .......................... 272Figure 333: PDF 995 Folder ........................................... 272Figure 334: PDF995 Setup ............................................. 273Figure 335: WordNet Lookup Dialog ............................ 274Figure 336: Logging Setup ............................................. 275Figure 337: Fatal Error Dialog ....................................... 275Figure 338: Desktop Context Menu ............................. 287Figure 339: Display Settings Tab ................................... 287Figure 340: Windows XP® Start Menu ......................... 292Figure 341: SmartCAT Shortcuts in Start Menu ............ 293Figure 342: Windows XP® Search Companion ............ 295Figure 343: Vista Installer .............................................. 300Figure 344: Windows Vista® UAC Prompt ................... 301Figure 345: Vista Start Menu ......................................... 301Figure 346: Vista Search from Start Menu .................... 302Figure 347: Windows 7 Start Menu ............................... 303Figure 348: Windows 7 Taskbar ..................................... 303Figure 349: Windows 7 System Tray ............................. 303Figure 350: TurboCAT vs. SmartCAT ............................ 308Figure 351: Setting Your RealEdit™ Dictionary ........... 312Figure 352: New Job from Imported Transcript ............ 313

323



INDEX OF TABLES

Index of Tables

Table 1 – Realtime Tagalong Status ............................................................................................. 95Table 2 – Phonetics Dictionary Entry Samples .......................................................................... 101Table 3 – Intelligent Number Formatting ................................................................................... 109Table 4 – Number Formatting With Tokens ............................................................................... 110Table 5 – Oneshots for preceding words .................................................................................... 112Table 6 – Oneshots for numbers ................................................................................................. 113Table 7 – Oneshots To Resolve Conflicts ................................................................................... 113Table 8 – Oneshots for Untranslates ........................................................................................... 113Table 9 – Miscellaneous Oneshots ............................................................................................. 114Table 10 – RealEdit™ Dictionary Sample Entries ..................................................................... 118Table 11 – Hotkey Syntax Table ................................................................................................. 151Table 12 – Sample Hotkeys ........................................................................................................ 153Table 13 – Paragraph Types ....................................................................................................... 170Table 14 – Punctuation Types ..................................................................................................... 176Table 15 – Punctuation Tokens ................................................................................................... 248Table 16 – Literals ...................................................................................................................... 251Table 17 – Paragraph Tokens ..................................................................................................... 251Table 18 – Attribute Tokens ....................................................................................................... 252Table 19 – Turbokey Definitions ................................................................................................ 279Table 20 – Turbokey Definitions Continued .............................................................................. 280Table 21 – Transcript Editor Keystrokes .................................................................................... 282Table 22 – Dictionary Editor Keystrokes ................................................................................... 283

324



INDEX

Index

— A —accelerators, 48 adding blank lines, 172 adding bookmarks, 165 adding dictionary entries, 242 adding punctuation, 175 advantages of Realtime, 90 alignment, 171 all caps, 71 an/and conflict, 103 answer paragraph, 170 archiving, 262 area code, 107 ASCII,

amicus, 227export space, 142importing, 76page image, 225summation, 227

assigning dictionaries, 70 Asterisk,

for correction, 102for paragraph, 102multiple, 102

attribute tokens, 252 attributes, text, 177 Audio,

backups, 132files, 127hardware, 125meter, 128microphone, 126, 130overview, 125recording / playing, 128setup, 127sound card, 126speakers, 126status bar, 40synchronizing, 129

tagalong, 127troubleshooting, 130

auto save, 141, 262 Auto-Briefs,

clearing unused, 134options, 133overview, 132viewing, 134

automatic a/an resolution, 88 automatic punctuation, 88

— B —Backups,

audio, 132auto save, 262dictionary, 237feature, 262retrieving, 31, 262selecting files, 263

batch spellcheck, 195 batch translation, 86 binder, 123 Blank Lines,

adding, 172inserting, 172split paragraph, 172

bold paragraph types, 66 bold text, 37, 177 Bookmarks,

adding, 165moving to, 166overview, 165removing, 166token, 250

box, See Transcript Boxes, 64 bridge, 124 burn to disc, 30 burning CDs, 264 buttons, 47

325



INDEX

— C —capitalization, 173 caseview, 122 cd burning, 30 centered paragraph, 170 changing paragraph types, 170 changing punctuation, 176 changing the work directory, 32 characters per line, 59 check boxes, 43 Cheetah,

forums, 3sales inquiries, 4support, 3tech support, 4

clearing unused auto-briefs, 134 close without saving, 205 colloquy paragraph, 65, 170 colors in SmartCAT, 143 columns display, 143 combine dictionaries, See Merge Dictionaries, 240 commands, 46 commas, 177 Concordance,

excluding words, 214generating, 213printing, 215saving, 216

Condensed Printing, default, like transcript, 221options, 71printing, 221remove interior spacing, 222settings, 71using exterior margins, 222

Conflicts, a/an conflict resolution, 88find next, 167finding, 162highlighting resolved conflicts, 167Oneshots, 113resolving, 167restoring, 167

conflicts - oneshot, 113 connecting the writer, 93 context menu, 44

continuation paragraph, 65, 170 convert, See Importing, 73 copy text, 37, 187 correcting accidents, 187 Create,

dictionary, 236include (get) files, 155picklists, 158Realtime job, 94style sheet, 54work directory, 49

cursor line centered, 141 customizing keystrokes, 148 cut text, 37, 187

— D —date formatting, 107 Deleting,

jobs, 49punctuation, 176text, 186

deleting jobs, 49 deleting punctuation, 176 deleting text, 186 dialog boxes, 41 Dictionaries,

assigning, 70backups, 237creating, 236exporting, 238identifying for translation, 70, 86importing, 76, 235keystrokes, 283maintenance, 241merging, 240opening, 236printing, 239RealEdit, 93, 116saving and exiting, 237theory settings, 102translation options, 103

Dictionary Maintenance, adding entries, 242editing entries, 242filters, 246locating entries, 241

326



INDEX

sorting entries, 244spellcheck, 243tagging entries, 244tokens and special entries, 248

digital signature, 273 display enlarge/zoom, 146 display in all caps, 71 double paragraph check, 199 double word check, 199 download SmartCAT, 6 drop-down boxes, 43 drop-down menus, 47 dumb suffix, 250

— E —Editing,

bookmarks, 165capitalization, 173commas, 177conflicts, 167cut, copy paste text, 187deleting text, 186formatting numbers, 174from steno keyboard, 155globals, 180hyphenation, 173include (Get) files, 155joining jobs with include, 156modifying text format, 190moving around, 161numbering questions, 193Oops! undo key, 187page break, 157paragraph formatting, 171paragraph types, 169parentheses, 177picklists, 157plurals, 176PreEdit, 160preferences, 138quotes, 176redaction, 178replace text, 175saving and exiting, 205selecting text, 172smart punctuation, 175

spellcheck, 194split paragraphs, 173stitching, 173text attributes, 177transcript editor, 137typing modes, 147untranslates, 168WordNet, 203working with notes, 169zoom / enlarge, 146

editing dictionary entries, 242 editing globals, 184 Editing Modes,

insert mode, 147TurboKeys mode, 147typeover mode, 147

Editing Prefs, colors, 143editor, 139job menu options, 142overview, 138timestamps, 99

Electronic Signature Image, attaching, 189creating, 188overview, 188placing, 190

emailing, 232 English language dictionary, See WordNet, 203 enlarge display, 146 enter starts new paragraph, 141 exiting SmartCAT, 52 Exporting,

ASCII, 225dictionaries, 238save a copy as, 228

— F —file compression, 270 filtering a dictionary, 246 find steno, 169 find text, 38, 164 find the next number, 163 finger spelling, 253 Finishing,

concordance, 213

327



INDEX

emailing, 232exporting, 225indexing, 207keyword index, 210printing, 217save a copy as, 228

flash drive, 270, 285 folded index, 67, 207 font size and type, 66 footers See Headers / Footers, 60

— G —get token, 255 Globals,

editing, 184loading, 184saving, 183steno, 182text, 180

glossary, 314 Go to page, line or timecode, 163

— H —hard space, 249 hardware requirements, 6 Headers / Footers,

bold, 61editing, 62file creation date, 61italicize, 61overview, 60printing, 60spacing, 59timecode, 61tokens, 60underline, 61witness, 61

Help, crash assistance, 275help file, 2

Hotkeys, editing, 154exporting/importing, 154overview, 149recorder, 153samples, 151

syntax, 150writing your own, 150

hyphenation, 173

— I —image, See Electronic Signature Image, 189 Importing,

ASCII, 76, 259dictionary, 312notes, 76RealEdit dictionary, 311RTF, 75TurboCAT dictionaries, 76TurboCAT style sheets, 55, 313TurboCAT transcripts, 74, 313

indentation, 171 index line spacing, 66, 192 Indexing,

editing entries, 208generating, 209inserting entries, 207keyword index, 210marks, 209setup, 67

info tab, 57 insert mode, 40, 147 insert mode auto-off, 140 insert page breaks, 157 Installation,

features, 10from CD, 7from download, 6, 7licensing, 11system requirements, 6uninstalling, 13

installing, 7 instruction panel, 32 italicize text, 37, 177

— J —job dictionary, 29 Job Menu, 26

actions, 28changing work directory, 51colors, 143columns, 143

328



INDEX

copy jobs, 30deleting jobs, 49instruction panel, 32job sort order, 51keystrokes, 28mark jobs complete, 30move jobs, 30multiple job select, 32options, 142refreshing, 31rename job, 49retrieving job backups, 31send files to cd or dvd, 30sorting, 51

Job Properties, all caps, 71customizing, 58dictionaries, 70, 86headers / footers, 60indexing, 67info, 57margins, 58, 98Options, 71overview, 56page number, 43text formatting, 65transcript boxes, 64

Joining Jobs, using Include (GET) File, 156

joining paragraphs, 173

— K —keyboard layout, 277 Keystrokes,

accelerators, 48customizing, 148default turbokeys, 279hotkeys, 149in dictionary, 283in transcript editor, 281keyboard layout, 277oneshots, 155shortcut keys, 47turbokeys, 148underlined letters, 42, 43

Keyword Index,

creating, 210displaying, 212entering keywords, 211loading, 212printing, 212removing keywords, 211saving, 211, 212

— L —lexicons, 202 licensing, 11, 19 Licensing,

moving, 15terminating, 13

line indent, 65, 191 line spacing, 171 lines per page, 66, 192 literals, 250 livenote, 123 loading globals, 184 locating dictionary entries, 241 locating jobs, 271 logging, 20, 275

— M —macros, See Hotkeys, 149 main menu, 25 maintaining a dictionary, 241 maintaining storage media, 285 manual conventions, 3 margin paragraph, 170 Margins,

absolute line numbers, 59line numbers, 59printing, 60spacing, 66, 192

Marking, dictionary entries, 244jobs complete, 30text for indexing, 207

Menu Bar, 46 choosing commands from, 46

menu button, 44, 142 merging dictionaries, 240 microphone volume meter, 39 minuscript, 71

329



INDEX

modifying text format, 190 mouse, 40 moving around in the editor, 161 moving license, 15

— N —new dictionary, 36, 236 new job, 36 new Realtime job, 94 normal text, 178 Notes,

batch translation, 86extracting, 86importing, 76, 78overview, 24search steno, 82split screen, 82, 88splitting, 81translating, 87translation statistics, 87viewing, 168working with, 169

null token, 255 number bar, 102 Number Formatting,

options, 106realtime, 105tokens, 110triggers, 107types, 109

numbering questions, 193 numbers - Oneshots, 113

— O —Oneshots,

realtime, 111samples, 112

OOPS! key, See Undo, 187 open dictionary, 36 open job, 36 opening a transcript, 137 opening dictionary, 236 output as keyboard, 124 output in Realtime, 118

— P —

page breaks, 157 page number, 58 page setup, 58 paper size, 58 9.13.2 Paragraph Formatting, 171

alignment, 171indentation, 171line spacing, 171overview, 171stick to next, 171

paragraph tokens, 251 Paragraph Types,

changing, 170overview, 169witness, 171

parentheses, 177 parenthetical paragraph, 66, 170 paste text, 37, 188 pause audio, 39 PDF, 223 period following Q&A, 65 phone number options, 107 Phonetics,

customizing, 100dictionary, 104enabling, 100options, 103sample table, 101untranslates, 99

Picklists, creating, 158markers, 159multi-line, 158overview, 157

play audio, 38, 128 plurals and possessives, 176 preceding words - Oneshots, 112 PreEdit,

options, 142overview, 160replace, 160steno global, 160text global, 160

Preferences, audio, 127editing, 138job properties, 56

330



INDEX

number formatting, 105phonetics, 103printing, 20, 216Realtime, 90spelling, 200theory settings, 102zoom, 146

prefixes, 249 print, 36 Print Preview,

exit preview, 223intro, 220magnification, 223multiple / condensed, 220options, 221zoom, 223

print with redaction, 36, 178 Printing,

all caps, 71dictionary, 219, 239margin printing, 60minis, 220options, 219overview, 217PDF, 223preview / condensed, See also Condensed

Printing, 220print queue manager, 223printer installation, 20printer setup, 20printing transcripts, 217steno notes, 218timestamps, 98troubleshooting, 223

Punctuation, changing, 176deleting, 176smart punctuation, 175typing, 175

— Q —question paragraph, 170 quick reference, 304 quit without saving, 205 quotation marks, 176 quotes token, 249

— R —radio buttons, 43 range of pages, 217 readback paragraph, 66, 170 RealEdit,

dictionary, 116using, 115

Realtime, audio, 125auto-briefs, 132connecting your writer, 93device setup, 18equipment, 90new job, 94notes display, 93number formatting, 105oneshots, 111output, 93overhead projectors, 125overview, 89RealEdit, 115setup, 90, 91split screen, 97starting, 96starting and stopping, 96status bar, 40steno machine, 90stopping, 96tagalong, 95theory settings, 102timestamps, 97translation options, 103

Realtime Output, as keyboard, 124binder, 123bridge, 124caseview, 122client format, 119clients, 121connection settings, 120overview, 118setup, 118summation, 123suspend token, 255suspending, 121tcp/ip, 122

331



INDEX

total access, 121record audio, 39, 128 recording Hotkeys, 153 recording Turbokeys, 149 redacted ASCII, 179 Redaction,

ascii, 179conceal on ASCII, 226overview, 178printing, 178text, 178the redaction pen, 178token, 178

redaction pen, 37 redaction printing, 36 refresh job menu, 31 remove page breaks, 157 removing bookmarks, 166 renaming jobs, 49 repeat find, 165 replace text, 38, 175 resolving conflicts, 167 retrieving job backups, 31 reverse globals, 186 Rich Text Format, See RTF, 228 Right Click,

See context menu, 44RTF/CRE,

exporting / save a copy as, 228importing, 75understanding, 229

ruby slippers, 51 running SmartCAT, 25

— S —save, 36 Save a Copy As,

html, 230job, 228overview, 228rtf, 228rtf notes, 229text, 230

saving dictionary, 237 saving globals, 183 Scan to next,

conflict/untranslate/bookmark, 162number, 163options, 142

search for files, 295 selecting files to copy, 263 selecting jobs, 29, 32 selecting text, 172 send files to disc, 30 Setup Menu,

Audio, 127Editing Prefs, 18, 138Hotkeys, 149Number Formatting, 106Realtime, 90speaker IDs, 256Spelling, 200Theory Settings / Translation Options, 102Turbokeys, 19, 148

shortcuts, 47, 296 show hard spaces, 140 show smart periods, 140 smart punctuation, 175 smart word endings, 141, 250 SmartCAT,

check boxes, 43commands, 46context menu, 44dialog box, 41elements, 25exiting, 52list boxes, 42main menu, 25menu bar, 33radio buttons, 43spin boxes, 44starting, 25status bar, 39text boxes, 42title bar, 33toolbar, 36

sorting dictionary, 244 sorting jobs, 51 spaces before and after Q/A, 65, 191 spacing between stitched words, 255 Speaker IDs,

in header/footer, 61tokens, 256

332



INDEX

Spellcheck, adding words, 202batch, 195current word, 198custom spelling dictionaries, 202dictionary, 243double word/ paragraph, 199lexicons, 202overview, 194removing words, 203right click, 198setup, 200standard, 197WordNet, 203

spelling, finger, 253 spin boxes, 44 Split Notes,

exiting, 85marking sections, 83moving around, 82naming sections, 84saving sections, 85section information, 84transcribing, 85

split screen, 88, 97 splitting paragraphs, 173 start menu, 292, 301 start Realtime, 96 starting a new Realtime job, 94 starting SmartCAT, 25 Status Bar,

audio, 129column number, 39line number, 39page number, 39strokes, 39timecode, 40

steno globals, 182 Steno Writer,

connecting, 93overview, 18realtime, 90troubleshooting, 91

stick to next, 171 stitching, 173 Stitching,

lower case, 103

stop audio, 38 stop Realtime, 96 Style Sheet,

applying, 56condensed, 71custom, 54default, 54importing, 55job properties, 56

suffixes, 250 summation, 123 super and subscript text, 177 surround text, See Selecting Text, 172 suspend token, 255 suspending realtime, 121 swap words, 172 synchronizing audio, 129 system requirements, 6

— T —tab spacing, 66, 192 tagalong, 95, 127, 141 tcp/ip, 122 technical support, 2 terminating the license, 13 text alignment, 37 Text Attributes,

bold, 177italics, 177normal, 178overview, 177super/subscript, 177underline, 177

text boxes, 42 text formatting, 65 text globals, 180 The Computer System,

CD / DVD, 263, 285, 286flash drive, 263, 270, 285, 286floppy disk, 263, 270, 285, 286hard disk, 285, 286input devices, 287monitor / LCD screen, 287mouse, 40storage, 285

theory settings, 102

333



INDEX

time formatting, 107 Timestamps,

printing, 98realtime, 97viewing, 99

Tokens, attribute, 252autoinclude <GET>, 255bookmarks, 250finger spelling, 253hard spaces, 249header / footer, 60literals, 250null, 255number formatting, 110paragraph, 251prefixes, 249punctuation, 248quotes, 249speaker IDs, 256suffixes, 250suspend, 121, 255

Toolbar, 46 choosing commands from, 46

total access, 121 Transcript Boxes,

begin printing on page, 65line type, 64line weight, 64position, 64

Transcript Editor, all caps, 71colors, 143exiting, 205finding text, 164Go to, 163keystrokes, 281moving around, 161opening a transcript, 137quit without saving, 205saving, 205saving and exiting, 205viewing notes, 168

Transcription, overview, 24

transferring files, 271 transferring jobs, 262

Translating, automatic conflict resolution, 88automatic punctuation, 88batch translation, 86identifying dictionaries, 86notes file, 87options, 103

translating with phonetics, 99 troubleshooting audio, 130 TurboCAT migration, 308 TurboKeys,

customizing, 148editing mode, 147list of defaults, 279recorder, 149

typeover mode, 40, 147 Typing Modes,

status bar, 40

— U —unarchiving, 261 underline text, 37, 177 undo, 187 uninstalling, 13 Untranslates,

editing with Oneshots, 113find next, 167phonetic translation, 99

Utilities, ASCII Import Tool, 259backups, archiving and transferring, 262PDF995, 272unarchiving TurboCAT files, 261WordNet, 274

— V —viewing auto-briefs, 134 viewing notes, 168 viewing timestamps, 99

— W —Windows, 130, 164, 224

7 CD Burning, 268basics, 298dialog boxes, 41

334

INDEX

differences, 300display settings, 287folders, 48keyboard, 298mouse, 297search, 295selecting files, 263shortcuts, 296terms, 289Vista, 300Vista CD Burning, 267Vista start menu, 301Windows 7, 303XP CD Burning, 265

Windows 7, 303 witness paragraph, 171 witness token, 61

word endings, smart, 250 word index, See Concordance, 213 WordNet,

overview, 203setup, 21using, 204

Work Directory, changing, 51changing in job menu, 32creating, 49deleting jobs, 49rename jobs, 49send to, 11

working with notes, 169

— Z —zoom, 146

335



Training

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