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author | Karl Berry <karl@freefriends.org> | 2006-01-09 00:45:48 +0000 |
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committer | Karl Berry <karl@freefriends.org> | 2006-01-09 00:45:48 +0000 |
commit | 5dc602d16c5be2fd035b254ca23484a90aebd6dc (patch) | |
tree | 72efb15fba318cc2096a8cc6999ed3fa0bff317d /Master/texmf-dist/doc/texsis/base/TXSletr.doc | |
parent | b4fc5f639874db951177ec539299d20908adb654 (diff) |
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diff --git a/Master/texmf-dist/doc/texsis/base/TXSletr.doc b/Master/texmf-dist/doc/texsis/base/TXSletr.doc new file mode 100644 index 00000000000..4451a3c304b --- /dev/null +++ b/Master/texmf-dist/doc/texsis/base/TXSletr.doc @@ -0,0 +1,588 @@ +%% file: TXSletr.doc - Letters and Memos - TeXsis 2.18 +%% @(#) $Id: TXSletr.doc,v 18.3 2000/06/01 21:54:30 myers Exp $ +%======================================================================* +% (C) Copyright 1989, 1992, 1994, 1997 by Eric Myers and Frank E. Paige +% This file is a part of TeXsis. Distribution and/or modifications +% are allowed under the terms of the LaTeX Project Public License (LPPL). +% See the file COPYING or ftp://ftp.texsis.org/texsis/LPPL +%======================================================================* +\ifx\undefined\bs \texsis\input TXSdocM.doc\input Manual.aux\draft\fi + + +\section{Letters, Memos and Referee Reports \label{sect.letr}} + + The commands \CS{letter}, \cs{memo}, \cs{referee} and +\cs{formLetters} invoke special styles for producing letters or +memos. +The letter formats follow closely the letter format given in +Appendix~E of \TeXbook, although there are some differences and some +additions. +\index{letters} + + +\subsection{Letters} + + \CS{letter} is designed for typing basic business-style letters +on letterhead stationary. It uses the following commands: +\description{~closing\qquad}\clump + +\itm{\CS{letter}} +Initialize the letter format. + +\itm{\CS{dated}\arg{date}} +Sets the current date to be \meta{date} rather than today's date. +This redefines \cs{today} to be the date you give. If omitted, +\cs{today} just gives the current date. + +\itm{\CS{withEnvelope}} +Signals that an envelope should also be printed. +See Section~\use{sect.env} to find out how this works. + +\itm{\CS{letterhead}\arg{phone-ext}} +Puts the date and phone number \<phone-ext> at the top of the page, so +that it will appear near the letterhead when the letter is printed on +your institutional stationary. + +\itm{\CS{address}} +The name and address of the recipient should follow, in \cs{obeylines} +format. The first line is used as the name of the addressee in a running +headline for pages after the first. + +\itm{\CS{body}} +Begins the body of the letter. The line immediately below this should +be the opening salutation, (e.g. ``Dear Ann Landers,''). + +\itm{\CS{closing}} +Begins the closing material, in \cs{obeylines} format. The first line +following is the closing salutation (e.g. "Sincerely Yours,") and the +second is the sender's name. When the letter is printed, room is left +for a signature. Optional additional lines can be added after the name +for the sender's title, or similar information. + +\itm{\CS{annotations}} +Optional annotations follow, in \cs{obeylines} format. + +\itm{\CS{cc}} +Carbon copy. A "cc:" and the names following are printed, +properly aligned. + +\itm{\CS{Encl}} +Enclosure. This is like \CS{cc} but "Encl:" is printed +for a list of enclosures. + +\itm{\CS{ps}} +Optional postscript follows. This is not in \cs{obeylines} format. + +\itm{\CS{endletter}\qquad} +Ends the letter. You can say \cs{bye} instead. +\enddescription + +The \CS{letter} document format automatically sets up a running headline +for all pages after the first, containing the addressee's name (taken +from the first line following \cs{address}), the date, and the page +number. If you wish, you can turn off these running headlines by saying +\cs{nopagenumbers}. If you want to change the name of the addressee you +can simply redefine the macro called \CS{addressee} anytime after +\cs{address} has been used (using \cs{gdef}, so that the re-definition +exists outside of the group used to enclose the address). Or, if you +don't want the person's name used at all, simply redefine \CS{addressee} +to be empty, like so: |\gdef\addressee{}|. + +\bigskip + + The use of some of these macros is illustrated by the following +example: +\TeXexample +\texsis +\letter +\dated{1 April 1999} +\letterhead{7734} +\address +Prof.~D. Knuth +Stanford University +Stanford, CA~94305 +\gdef\addressee{Knuth, the \TeX\ God} +\body +Dear Prof.~Knuth: + + We enclose the documentation and source code for a \TeX\ +macro package which we have developed for physics papers. + +\closing +Sincerely yours, +Eric Myers +Frank E.~Paige +\ps This stuff is also available by anonymous ftp. +\endletter +|endTeXexample + +By default the closing material is indented about 3.5 inches. +The actual amount is set by \CS{longindent}, which you can change. +You should put the change on the same line as the \CS{closing}, +like so:\index{letters!adjusting size} +\TeXexample +\closing\longindent=0pt +Sincerely yours, +Joe User +|endTeXexample +\noindent +This example puts the closing material flush with the left margin. You +should not put \CS{longindent}|=0pt| on the line following, because +\CS{closing} uses that line as the closing salutation (like +``Sincerely,''). + +The default ``letterhead'' created by \CS{letterhead} is pretty plain -- +it just puts the date and phone number at the top of the page. The +idea is that you can put your own office letterhead stationary in the +printer and when you print the letter on this paper the date and phone +number will be in an appropriate position.\Footnote*{If you can't put +stationary in your printer you can copy it onto stationary with a +copying machine.} +Alternatively, you can create a different letterhead macro to actually +print a letterhead at the top of the page. The physics department at +Excited State University could have a custom |\ESUletterhead| macro +which prints their logo and letterhead (it should still take a phone +number as an argument, to make it easier to switch between +|\ESUletterhead| and |\letterhead|.) These kind of custom macro +definitions should be put in a local site file, as described in +Appendix~\use{install}. + + If a letter is somewhat too short or too long to fit on a page, +its length can be adjusted indirectly by changing the width of the text. +To do this insert \CS{letterwidth}\arg{width} immediately after +\cs{letter} to set the width of the text. +Not only does this change the \cs{hsize} to the size you specify, but it +also adjusts the margins and centers the text appropriately (so it is +preferable to simply changing the \cs{hsize}). + +\bigskip + +A simple Unix shell script called \idx{{\tt letr}} is included with +the current \TeXsis\ distribution to make it easier to compose +letters. +Saying +\TeXexample +letr -m Hutu |endTeXexample will create a template file |Hutu.tex|, if +there is not already a file by that name, and then start you editing +the file. +It then automatically runs your file through \TeXsis, and the envelope +file too if it exists (see the next section). +The |-m| flag, which is optional, should tell your printer to go into +``manual feed'' mode to wait for you to feed in your own stationary. +(Manual feed mode is always selected for an envelope printed by |letr|.) + + Keep in mind that this only works on Unix and the script +has to be executable and exist in your ``path''. Ask a local wizard +for help if you don't know what this means. + + +%======================================================================* + +\subsection{Envelopes \label{sect.env}} + +Many laser printers can print on envelopes, as long as you arrange to +put the address and return address in the right place, and print the +material in ``landscape'' mode (turned 90\degree\ on the page). +The simplest way to do this is to simply say \CS{withEnvelope} at the +beginning of your file, after the \cs{letter}. +When you run your letter through \TeXsis, it will then create a file +with the same name but an extension of |.env|, which contains the +commands to print the envelope. +Run {\sl that} file through \TeXsis\ and print the output in landscape +mode and you will get your envelope. +If you are using |dvips| the appropriate command is +\example +|dvips -m -t landscape myfile.dvi| +\endexample +The ``|-t landscape|'' rotates the output, while the ``|-m|'' puts the +printer in manual feed mode so that you can feed in the envelope. + +You will have to figure out how your printer wants the envelopes to be +fed to it. +Some take the envelope down the middle, while others want it over to +one side or another. +You can adjust for different envelope sizes, or shift the position of +the printing over a bit to make it easier to feed in the envelope, by +changing the parameters \CS{EnvlWidth}, \CS{EnvlHeight}, and +\CS{ENvlVoffset}. The default values are +\TeXexample +\newdimen\EnvlWidth \EnvlWidth=24cm +\newdimen\EnvlHeight \EnvlHeight=10.5cm +\newdimen\EnvlVoffset \EnvlVoffset=1.25in +|endTeXexample + +The actual printing of the envelope is done by the macro +\CS{MakeEnvelope}, which takes two arguments. +The first is the address, while the second is the return address. +Line endings in either are respected, or you can use \cs{n} to cause a +line break. + +Saying \CS{withEnvelope} simply causes a \CS{MakeEnvelope} command to +be written to the |.env| file when you say \cs{endletter} or \cs{bye}. +You can edit that file before your run it through \TeXsis\ if you +don't like the form of the address or return address. +Alternatively, \CS{withEnvelope} will use the two macros +\CS{theSignature} and \CS{ReturnAddress} to construct the return +address. +The default value for \CS{theSignature} is taken to be the name +appearing after the closing salutation, below \cs{closing}. +If you want to change it to something else you should include a new +definition {\em after} the \cs{closing}, using |\gdef|. +For example, +\TeXexample +\closing +Sincerely yours, +Joe User +\gdef\theSignature{Joe's Mamma} +|endTeXexample +This would use ``Joe's Mamma'' as the name on the return address, +even though ``Joe User'' would appear in the closing of the letter. + + + +%======================================================================* +\pagecheck{0.5\vsize} + +\subsection{Memos \label{sect.memo}} + + Saying \CS{memo} sets up a special format for memoranda, +including a header at the top of the page with the name of your +organization and the word "MEMORANDUM". The organization name defaults +to \cs{ORGANIZATION}, which you can change if you like simply by +saying \index{memos} +\example +|\def|\cs{ORGANIZATION}\arg{name} +\endexample +(This can be done once in the file |TXSsite.tex| before compiling +\TeXsis, as described in +Appendix~\use{install},\index{memos!customization} or you can explicitly +put the name of your organization in your file.) The commands for the +memo format are: +\description{Xendmemo\quad}\clump +% +\itm{\CS{memo}} +Initialize \TeXsis\ for memo format. +% +\itm{\CS{faxmemo}} +A document format similar to \CS{memo}, but for faxes. +Included in the header is a space to enter the number of pages sent. +A return fax number is also included if it is defined in +\CS{FaxNumber}. +% +\itm{\CS{Date}} +Prints the word "{\twelvess Date:}" and the date, which must be on the +same line. If no date is given, then the current date is used, as given +by \cs{today}. If you would rather have the date in the upper right hand +corner, as in a letter, use |\letterdate| instead of \CS{Date}. +% +\itm{\CS{To}} +Prints the word "{\twelvess To:}" and the name(s) which follow. +% +\itm{\CS{From}} +Prints the word "{\twelvess From:}" and the name(s) which follow +%. +\itm{\CS{Subj}} +Prints the word "{\twelvess Subject:}" and the subject which +follows. The subject may be several lines long. The first line +of the subject field is used in a running headline at the top of +all pages following the first. +% +\itm{\CS{FAX}} +Prints ``{\twelvess FAX \#:},'' for entering a fax telephone number. +% +\itm{\cs{n}} +New line for |\To|, |\From|, or |\Subj|. +% +\itm{\CS{nopagenumbers}} +Turns off the running subject headlines and the page numbers. +This must be typed after |\memo| since it is redefined by the +memo format. +% +\itm{\CS{Text}} +Begins the text of the memo. You can also say \cs{body}. +% +\itm{\CS{annotations}\qquad} +Optional annotations follow, in \cs{obeylines} format. +% +\itm{\CS{cc}} +Carbon copy. A "cc:" and the names following it are printed, +properly aligned in \cs{obeylines} format. +% +\itm{\CS{Distribution}\qquad} +This is like \CS{cc} but prints "Distribution:" instead. +% +\itm{\CS{Encl}} +This is like \CS{cc} but prints "Encl:" instead, as for letters. +% +\itm{\CS{ps}} +Optional postscript follows. This is not in \cs{obeylines} format. +% +\itm{\CS{endmemo}} +Ends the memo. You can say \cs{bye} instead. +\enddescription + + All of these commands with mixed case names have synonyms which are +the same name but in all lower case letters. The use of the \cs{memo} +format is illustrated by the following example: +\TeXexample +|smalltt\memo +\To \TeXsis\ Users +\From E. Myers and F.E. Paige +\Date +\Subj \TeXsis\ 2.18 +\text + \TeXsis\ 2.18 is now available. The new version adds +several features and corrects various bugs. +\Distribution +A. Blake +I. Harrity +B. Nichols +\endmemo +|endTeXexample + +If the memo is longer than one page a headline containing the subject +and page number is put across the top of all pages after the first. If +the subject is longer than one line only the first line of the subject +is used in this headline. You can easily change what is used as this +subject line by changing the definition of the macro \CS{subjectline} +anywhere in the body of the memo. For example, although the subject of +your memo might be simply ``Annual Report,'' you might make the headline +more specific by defining: +\TeXexample +\def\subjectline{Annual Activity Report for Buckaroo Banzai} +|endTeXexample +\nobreak\noindent +Then this longer title will appear with the page number on all pages +after +the first. + + +%======================================================================* +\subsection{Referee Reports} + + The \CS{referee} format creates a document very much like a +\cs{memo}, although there are some important differences. +\index{referee reports} +Referee reports are supposed to be confidential, so instead of +printing the name of your organization at the top of the first +page it puts the words ``Referee Report.'' In the +\CS{referee} format you can use the same commands that are used in +the \cs{memo} format, such as |\To| and |\Date|, but if you use +\cs{From} a warning message will be printed on your screen. (This +is only a warning, it still does what it has been asked to do!) + +\bottomfigure{Referee} +\begingroup +\def\resetcounters{\relax} % don't globally change the section number +\line{\hfil +\tightboxit{\hbox{\vbox to 11cm{\leftskip=1cm +\referee\ninepoint\hsize=8.5cm\rightskip=1cm +\centerline{{\twelvepoint\bf Referee Report}} +\bigskip +\memoitem{DATE:} 1 April 2001 +\memoitem{TITLE:} \TeXsis\ -- \TeX\ Macros for Physicists +\memoitem{AUTHORS:} E.~Myers and F.E.~Paige +\memoitem{MANUSCRIPT:} LP-3105 +\text +This is pretty good, but it's too long +for Physical Review Letters. +\vfill}}} +\hfil} +\endgroup +\caption{Sample Referee Report} +\endfigure + + + There are also some additional commands for the referee +report format: +\description{~authors\qquad}\clump +% +\itm{\cs{title}} +The title of the paper being reviewed should follow this on the +same line. This is similar to |\Subj| in the memo format. +% +\itm{\cs{author}} +Prints ``{\twelvess AUTHOR:}'' and the name that follows on the +same line. +% +\itm{\cs{authors}} +Same as \cs{author} for a paper with more than one author. +% +\itm{\CS{MSref}} +Prints ``{\twelvess MANUSCRIPT:}'' and the manuscript reference number +which follows. +\enddescription + + The text of the report should begin with \cs{text} or +\cs{body}, just as for a memo, and the whole document should end +with |\endmemo| or \cs{bye}. An example of the referee report +format is given by the following: +\TeXexample +\referee +\date 1 April 1999 +\title \TeXsis\ -- \TeX\ Macros for Physicists +\authors E.~Myers and F.E.~Paige +\MSref LP-3105 +\text +This is pretty good, but it's too long +for Physical Review Letters. +\bye +|endTeXexample +This produces a report which looks something like \Fig{Referee} + + + +%======================================================================* +\subsection{Form Letters \label{sect.form}} + + The \CS{formLetters} layout makes it simple to send +identical or similar letters to a list of people. +\index{form letters}\index{letters|see{form letters}} +\index{mail merge|see{form letters}} +The body of the form letter is stored in one file using the standard +\TeXsis\ letter format, while the control commands and a list of +addresses are put in a second file. The body of the letter should begin +with \cs{body} and end with \cs{endletter}, and it can contain an +arbitrary number of control sequences defined for each recipient. It +can make use of all the features of the letter format. For example, +the letter body might contain the following + +\TeXexample +|smalltt\body +Dear \Whoever: + +\if P\Job + I wish to apply for a postdoctoral position +\else\if F\Job + I wish to apply for a faculty position +\else + I wish to apply for a postdoctoral or faculty position +\fi\fi +at your institution. Enclosed you will find my curriculum vitae, +a list of publications, and ... + +\closing +Sincerely yours, +Joe Postdoc +\Encl +Publication list +Curriculum vita +\endletter % don't say \bye here! +|endTeXexample +This example addresses the letter to |\Whoever|, and it uses the +first text if |\Job| is |P|, the second if |\Job| is |F|, and the +third otherwise. Thus form letters are very flexible. + + The mailing list file initializes the form letter macros and +contains the list of addresses. \TeXsis\ should be run on this file, not +on the file containing the body of the letter! For the example above it +would have the form: +\TeXexample|smalltt +\texsis +\formLetters{\letterhead{7734}}{letterbody.tex} + +\BL Prof.\ John Doe + Department of Physics + University of Nowhere + Nowhere, OK 73019 USA + \V\Whoever{Professor Doe} + \V\Job{F}\EL + +\BL Dr.\ Buckaroo Banzai + Physics Department + The Banzai Institute + Grovers Mill, NJ 08544 + \V\Whoever{Dr.\ Banzai} + \V\Job{P}\EL +... +\endform +\bye +|endTeXexample +\noindent + + The first argument of \cs{formLetters} is something like the usual +\cs{letterhead} macro, with your phone number. Depending on your +letterhead this might have multiple parameters or might even be several +control sequences (all enclosed in a set of curly braces, of course). +The second argument to \cs{formLetters} is the name of the file +containing the body of the letter. The idea is that the stuff in the +first argument gets put into the letter {\it before} the address, while +the body of the letter (read from the file) is what goes after the +address. Each letter begins with \CS{BL} ("Begin Letter") and has the +name of the addressee on the same line and the address on the following +lines. Any ``variables'' used in the letter can be defined using +\cs{V}, which is just an abbreviation for \cs{gdef}. Because \cs{V} is +simply \cs{gdef}, if you omit \cs{V} from an address entry, the value +defined in a previous entry will be used. If necessary, variables can +also be defined before the \CS{BL}. Each address in the mailing list is +ended by \CS{EL} ("End Letter"). When the \CS{EL} is executed it reads +in the file containing the text for the letter and actually produces the +letter. + + Any address in the list can be ignored simply by replacing the +\CS{BL} with \CS{IL} ("Ignore Letter"). In particular, this can be done +by a simple global edit after each batch of letters is made, and the +same file can then be used to send a second mailing by changing \CS{IL} +back to \CS{BL} for a select subset of addresses. + +In earlier versions of \TeXsis\ the +\cs{formLetters} command was called \cs{formletters}. +The first is now prefered, though the second will also be accepted. +Also, as of \TeXsis\ version 2.17 the form letter macros have actually +been moved to the style file {\tt Formletr.txs}. +This style file is \cs{autoload}'ed, so as long as you have that file +on your system you should not notice a difference. + + +\bigskip +\nosechead{Mailing Labels} + + The same address file can be used to produce mailing labels +instead of letters simply by replacing |\formLetters{...}{...}| with +\CS{formLabels}. It is assumed that there are three columns of names and +addresses to fit on standard photocopy machine mailing labels. With the +default parameters nine labels each 1~in.\ high are printed per column +with the top and bottom rows left blank. This can be changed, and the +alignment of the labels can be adjusted, by setting appropriate values +for the following dimensions: +\TeXexample +|smalltt +\fullHsize=8.500in % hsize for label page +\fullVsize=9.999in % vsize for label page +\lblHsize=2.833in % width of standard label +\lblVsize=1.000in % height of standard label +\lblVoffset=0.100in % vertical starting position +\lblHoffset=-0.500in % horizontal starting position +|endTeXexample +Choosing appropriate values may require some experimentation with your +printer and labels. When the correct values are found, they can be +set in the file |TXSsite.tex| before compiling the format (see Appendix~A). + + Please note that earlier versions of \TeXsis\ used +\cs{formlabels} rather than \CS{formLabels}, but the latter is now +prefered. + +\bigskip +\nosechead{Printing Envelopes} + + Instead of printing mailing labels and then peeling these off to +put them on envelopes, it is possible to print addresses from your +mailing list directly onto envelopes, if your printer is capable of +feeding envelopes. To do this, simply use \CS{formEnvelopes} in place +of \CS{formLabels}. Then each address is simply fed into a +\cs{MakeEnvelope} command. +To set the return name and address you can define \cs{theSigature} +and \CS{ReturnAddress}, as in this example: +\TeXexample +\texsis +\def\theSignature{Joe Rockhead} +\def\ReturnAddress{Department of Physics\n + University of Delphi\n + Oracle, UT 65432} +\formEnvelopes +|endTeXexample +You will probably have to print the output in ``landscape'' mode, +and you may want to adjust the size or placement of the envelopes, +as described in Section~\use{sect.env}. + +%>>> EOF TXSletr.doc <<< |