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Quick Guides – Exporting Documents in Justis 5
Exporting allows you to save all or part of a document from a Justis 5 database as a file, optionally retaining the formatting, that can be used in your own word processor.
Only text can be exported, not images or graphical tables.
Exporting from the Document Screen
If you have a document displayed, just click the File menu and select Export…. Then click "Document" in the Exporting Document dialog box. You can also choose to export text that you have selected with your mouse, or a range of pages.
Options
Retain Carriage Returns
Select this option if you want to retain the layout of the document as it appears in Justis 5. You may have to adjust the font size in your word processor in order to make the line length fit your page width.
However, for the best results in a word processor, do not select this option; the text will then re-flow properly as you alter the font size or margin settings in your word processor.
Export Selected Fields
You do not have to export the entire document - you can choose the fields that you want to retain.
Click the Fields button and choose the fields that you want.
If you export selected fields, then you will not be able to select Rich Text Format (RTF).
Specifying Folder and File Name
After choosing the options that you want, click the OK button in the Exporting Documents dialog box, and specify a name and location for your export file.
Exporting as RTF
If you want to export in Rich Text Format (RTF) (so that you retain the typeface, font size and colour, alignment, bold, and italics), click the down arrow to the right of the File name text box, and click Rich Text Format (*.rtf).
Copy and Paste
If you only want to use part of a document, there is no need to export a file - you can copy text directly from a Justis 5 document. Hold down the left button of your mouse, and drag slowly over the text that you want to copy - this will highlight the selected text. Use the Ctrl+C key combination to copy the selected text to the Windows clipboard (you can also use the right-click pop-up menu or the Copy option on the Edit menu).
Open or switch to your word processor, and use either the Ctrl+V key combination or the Paste option on the Edit menu to paste the text into your own document. Depending on your word processor, the text will be copied and pasted either as plain, unformatted text or as Rich Text Format, retaining the alignment, typeface, bold, italics and colours. The Paste Special… option on the Edit menu will probably allow you to choose between unformatted text and Rich Text Format.
The right-click pop-up menu also contains an option for exporting to a file, which can be either unformatted text or Rich Text Format.
Exporting from the Profiles Screen
The Profiles screen displays a list of documents that have been retrieved by a search, and allows you to export more than one document at a time. To export just one document, click its profile. If you want to export more than one document, hold down the Ctrl key while clicking the profiles. Then click the File menu and select Export…. Click either "All Documents" or "Selected Documents" in the Exporting Profiles dialog box.
Restricting Export Functions
The System Administrator (or the user of a stand-alone computer) can restrict all exports to a specified folder, and specify a maximum number of whole documents that can be exported. These restrictions apply to all users, and can be implemented from the Admin tab of the Preferences dialog box, which is accessed from the Tools menu.
4th October 2006
