Editing Records

The following paragraphs explain how to change the contents of existing fields, find and replace terms within a record and copy or move information between fields.

This section explains how to alter existing records. You can only edit the record currently displayed on screen. Before editing a record, move to it using the browsing and searching methods described in the Searching section. Once the record is displayed, you can:

Alter the text of existing fields (insert, delete or overwrite text).
Insert the date, time, or record numbers.
Add fields to the record.
Find and replace text in a record.
Copy and move text within and between records.

Un-editable Records

By default all records are editable, but individual records can be made un-editable to prevent accidental deletion of data. If you want to make a record un-editable, use the Record drop down menu and click on the Editable option to remove the tick.

"Uneditable" will display in the status bar at the bottom of the record. If you want to edit the record in future, click on Editable in the Record drop down menu again.

Editing a field

To edit or enter data into a field in Calm, place your cursor in the white part of the field and type using your keyboard. Changes to fields are saved, and all new terms are indexed automatically, when you move away from the current record. Calm uses normal Windows text entry conventions therefore if you have used Windows for text entry before, you will find editing Calm fields very straightforward. The following notes may be helpful for those new to text entry in Windows:

As you type, new text is inserted between existing characters, at the insertion point, shown by a flashing vertical bar. To move the insertion point, move the mouse pointer to the new position and click the left-hand mouse button, or use the arrow keys on your keyboard.
To delete text, use the backspace and delete keys.
To overwrite existing text, drag the mouse across the text you want to overwrite, with the left-hand mouse button held down. The text is highlighted. When you start typing, the new text overwrites the selected text.

Some field types are designed to display data in standard formats, for example: Number, Date, Time and Currency. If you type data that Calm cannot understand in one of these field types, a validation message will appear. See the Validation Options section of this manual for more information.

The following table shows a summary of editing keys and their effects:

Key combination Effect

backspace	Delete the character to the left of the insertion point (or delete the selected text).
delete	Delete the character to the right of the insertion point (or delete the selected text).
ctrl+delete	Delete the word to the right of the insertion point (or delete the selected text).
ctrl+c or ctrl+insert	Copy the selected text to the Clipboard (without deleting it) – see Copying and moving text.
ctrl+v or shift+insert	Paste the contents of the Clipboard (insert text previously cut or copied) – see Copying and moving text.
ctrl+x or shift+delete	Cut the selected text (delete it and copy it to the Clipboard) – see Copying and moving text.
ctrl+y	Delete the line containing the insertion point.
alt+backspace	Return the record to its previous unedited state.
insert	Inserts an object appropriate to the current field type (for example, the current date in a Date field).
tab	Move to the next field.
tab+shift	Move to the previous field.
right arrow	Move one character to the right.
shift+right arrow	Select (or extend the selection) one character to the right.
ctrl+shift+right arrow	Select (or extend the selection) one word to the right.
left arrow	Move one character to the left.
shift+left arrow	Select (or extend the selection) one character to the left.
ctrl+shift+left arrow	Select (or extend the selection) one word to the left.
up arrow	Move up one line within a field.
shift+up arrow	Select (or extend the selection) to the same column in the previous line.
down arrow	Move down one line within a field.
shift+down arrow	Select (or extend the selection) to the same column in the next line.
home	Move to the beginning of the line.
shift+home	Select (or extend the selection) to the beginning of the line.
ctrl+home	Move to the beginning of the current field.
ctrl+pgup	Move to the beginning of the first field in the record.
end	Move to the end of the line.
shift+end	Select (or extend the selection) to the end of the line.
ctrl+end	Move to the end of the current field.
ctrl+pgdn	Move to the end of the last field in the record.
shift+f3	Change the case of the selection.

Undoing mistakes

You may revert to the last saved version of the current record using the Undo option available from the Edit drop down menu. The keyboard shortcut for Edit, Undo is alt+backspace. Note that this does not simply undo the last change you made, but reverts to the last saved version of the record. The Edit, Undo option can only undo operations on the current record. If you make a mistake, then move to another record, then try to undo the original mistake, you will only undo the intervening operations – you will have to correct the mistake in the original record manually.

Moving between fields

The default way to move between fields in a Calm record is to use the Tab key to move the cursor from field to field (hold down the shift key to move backwards). However, if the record is very long, it may be quicker to move directly to the required field using the mouse and the vertical scroll bar at the side of the record or the Page Down key on your keyboard.

Copying and moving text

Windows programs such as Calm use a temporary storage for information called the Clipboard to copy and move text. You “copy” or “cut” text to the Clipboard, then move to the position where you want to insert it, and tell Calm to “paste” the text stored in the Clipboard to the new position. You can paste the contents of the Clipboard as many times as necessary; you can paste to any editable field in any record, and you can even paste text copied or cut from Calm fields to other Windows programs (such as word processors).
To copy or move text within and between records, select the text and use the Copy(ctrl+c), Cut (ctrl+x) and Paste (ctrl+v) options on the Edit drop down menu.
For example to copy or move text from one field to another:

Select the text you want to copy or move.
On the Edit drop down menu, click Copy to copy the text, or Cut to delete it from its original position, prior to inserting it in the new position.
Move the insertion point to the position to which you want to copy or move the text. If you want to overwrite text in the new position, select the unwanted text.
On the Edit drop down menu, click Paste.
If required, move to another new position and paste a second copy of the text. The contents of the Clipboard are retained until you next copy or cut some information.

Changing case

To change a piece of text from capitals to lower case and in turn to mixed upper and lower case, select the text and press SHIFT+F3 until you achieve the desired style.

Replacing text

Calm provides a quick way to replace all the occurences of one term in one or more records with another term. If you realise, for example, that a word is spelt incorrectly several times in a record, you can correct all the misspellings in that record in one go.

Warning: Replace is a powerful function capable of changing a lot of text in one operation; please take care when using this option.

To replace text within a record:

Move to the required record.
On the Edit drop down menu, click Replace. A dialogue box will appear, as shown below:

Type the text to be replaced in the Search for box. The maximum length of the search text is 256 characters; the search text can include special codes such as \t to represent a tab character and \r\n to represent a line break.
In the Replace with box, type the replacement text.
Select the start and end points for the replacement and any desired options, shown below.
Click OK.

To replace text in all records in the current hitlist:

Search for the records containing the text you wish to replace, using conventional Calm searching techniques.
Click the Hit List drop down menu, click the Find/Replace option; a dialogue box appears, as shown:

Type the text you wish to replace in the Search for box. The maximum length of the search text is 256 characters; the search text can include special codes such as \t to represent a tab character and \r\n to represent a line break.
In the Replace with box, type the replacement text
Use the drop down list at the Only in field box, and tick any desired options (see below)
Click OK

Replace Options

Match case: Select this option box to make sure that only text that is capitalized in exactly the same way as the search text is replaced. For example, to change "Bill" to "William", but to leave "bill" alone, select the Match case box.

Match whole word: Select this option box if you want to make sure that the text is only replaced when it is not part of a longer word. For example, suppose the word "their" was misspelled "thier" in several places in a record. To prevent Calm replacing "thier" in words like "healthier", select the Match whole word box.

Using glossaries/abbreviations

If you find that there are terms or phrases (up to 4,096 characters) that you need to type in very frequently, you can save time by setting up a glossary (an abbreviated form of the term).

Adding/Defining a Glossary

Please note: Only people that are Administrators - set using security in the Admin program - can create glossaries, but everyone on the Calm system can use them. On a network system, this facilitates consistent data entry.

Suppose you were entering addresses of people in London. To set up a glossary L for London:

Type London in the appropriate place in a record (or move to a record that already includes the term)
Select the word London
On the Edit drop down menu, click Glossary. The Glossary dialogue box will appear, as shown:

Type the abbreviated form (e.g. L) in the Glossary name box (the selected text is shown at the bottom of the Glossary window). All existing glossary entries are displayed below the Glossary name box so that you do not use the same entry for two different words
Click Define, then OK

Using a Glossary that has already been defined

When you need to enter text that has been set up as a glossary, type the glossary abbreviation (e.g. L) and press the F3 key on your keyboard
The Glossary term will appear in your text.

Spell checking

It is possible to spell check a field or a whole record in Calm. Calm is supplied with a dictionary file of correct spellings and you are able to add your own words to this file.

To spell check one field:

Place the cursor in the field and right-click, a menu appears, as shown:

Click the Spell-check field option
Any words not included in the dictionary will be highlighted

To spell check all fields in a record:

Place the cursor in any field in the record and right-click, a menu appears, as shown above
Click the Spell-check record option
Any words not included in the dictionary will be highlighted

To add a word to the dictionary:

Highlight the word you wish to add and right-click on it, a menu appears, as shown above
Click the Add word option; this word will now be accepted as a correct spelling i.e. not highlighted, in any future spell checks.