Note: This document is a translation of the German koma script manual
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4.10. Note Paper The note paper is the first page and therefore the signboard of each letter. In business scope often preprinted forms are used, that already contains elements like the letter head with the sender’s information and logo. KOMA-Script provides to position these elements independent. With this it is not only possible to replicate the note paper directly, but also to complete the destined fields instantaneously. The independent position is provided by pseudo-lengths (see section 4.2 from page 141
onward). A schematic display of the note page and the used variable is shown by figure 4.9 . Thereby the names of the variables are printed boldly for better distinction from the commands and their arguments. Following pages are different from the note paper. Following pages in the meaning of this manual are all letter pages but the first one. foldmarks=selection Foldmarks or folding marks are tiny horizontal rules at the left margin or tiny vertical rules at the top margin. KOMA-Script currently provides three configurable horizontal folding marks and one configurable vertical folding mark. Additionally it provides a horizontal hole puncher mark, also known as page middle mark. This additional mark cannot be moved vertically. This option activates or deactivates folding marks for vertical two-, three- or four-panel folding, and a single horizontal folding, of the letter, whereby the folding need not result in equal-sized parts. The position of the four horizontal and the single vertical marks are configurable via pseudo-lengths (see section 22.1.1 from
page 416 onwards). The user has a choice: Either one may use the standard values for simple switches, as described in table 2.5 , page 38 , to activate or deactivate at once all configured folding marks on the left and upper edges of the paper; or v2.97e one may specify by one or more letters, as listed 158 Chapter 4. firsthead fromname ,
,
,
,
,
firstfoot backaddress specialmail \begin{letter}{addressee} location yourref ,
,
,
,
,
,
\opening{opening term} letter body \closing{closing term} signature Figure 4.9.: schematic display of the note paper with the most important commands and variables for the drafted elements
159 Chapter 4. Table 4.3.: Combinable values for the configuration of folding marks with option foldmarks B activate upper horizontal foldmark on left paper edge b deactivate upper horizontal foldmark on left paper edge H activate all horizontal folding marks on left paper edge h deactivate all horizontal folding marks on left paper edge L activate left vertical foldmark on upper paper edge l deactivate left vertical foldmark on upper paper edge M activate middle horizontal foldmark on left paper edge m deactivate middle horizontal foldmark on left paper edge P activate punch or center mark on left paper edge p deactivate punch or center mark on left paper edge T activate lower horizontal foldmark on left paper edge t deactivate lower horizontal foldmark on left paper edge V activate all vertical folding marks on upper paper edge v deactivate all vertical folding marks on upper paper edge in table 4.3 , the use of the individual folding marks independently. Also in the latter case the folding marks will only be shown if they have not been switched off generally with one of false , off, or no. The exact positioning of the folding marks is specified in the user settings, that is, the lco files (see section 4.21 from page 194
onward) chosen for a letter. Default values are true and TBMPL. Example: Assume that you would like to deactivate all folding marks except the punching mark. This you can accomplish with, for example: \KOMAoptions{foldmarks=blmt} as long as the defaults have not been changed previously. If some changes might have been made before, a safer method should be used. This changes our example a little bit: \documentclass[foldmarks=true,foldmarks=blmtP, version=last]{scrlttr2} \usepackage[english]{babel} \begin{document} \begin{letter}{% Joana Public\\ Hillside 1\\ 12345 Public-City% } \opening{Dear chairman,} the last general meeting was about one year ago. I want to remind you, that the constitution of our club advises you to make a general meeting every
160 Chapter 4. Figure 4.10.: result of a small letter with addressee, open- ing, text, closing, postscript, distribution list, enclosure, and hole puncher mark (the date is a default of DIN-letters) Joana Public Hillside 1 12345 Public-City June 17, 2016 Dear chairman, the last general meeting was about one year ago. I want to remind you, that the constitution of our club advises you to make a general meeting every six month. Because of this I expect the executive board to detain such a meeting immediately. Expecting an invitation PS: I hope you accept this as an friendly demand note. Enclosure: Compendium of the constitution with the general meeting paragraphs. cc: executive board all members six month. Because of this I expect the executive board to detain such a meeting immediately. \closing{Expecting an invitation} \ps PS: I hope you accept this as an friendly demand note. \setkomavar*{enclseparator}{Enclosure} \encl{Compendium of the constitution with the general meeting paragraphs.} \cc{executive board\\all members} \end{letter} \end{document} The result is shown in figure 4.10 . The color of the folding mark may be changed using v2.97c using the commands \setkomafont and \addtokomafont (see
section 4.9 , page 53 ) with element foldmark. Default is not change. enlargefirstpage=simple switch The first page of a letter always uses a different page layout. The scrlttr2 class provides a mechanism to calculate height and vertical alignment of header and footer of the first page independently of the following pages. If, as a result, the footer of the first page would reach into the text area, this text area is automatically made smaller using the \enlargethispage 161 Chapter 4. macro. On the other hand, if the text area should become larger, supposing that the footer on the first page allows that, you can use this option. At best, a little more text will then fit on the first page. See also the description of the pseudo-length firstfootvpos on page 423
. This option can take the standard values for simple switches, as listed in table 2.5 , page 38 . Default is false. firsthead=simple switch The
v2.97e letterhead is usually the topmost element of the note paper. This option determines whether the letterhead will be typeset at all. The option accepts the standard values for simple keys, given in table 2.5 at page 38 . Default is for the letterhead to be set. fromalign=method Option fromalign defines the placement of the return address in the letterhead of the first page. Apart from the various options for positioning the return address in the letterhead, there is also the option v2.97e
of adding the return address to the sender’s extension. Further, this option serves as a switch to activate or deactivate the letterhead extensions. If these extensions are deactivated, some other options will have no effect. This will be noted in the explanations of the respective options. Possible values for fromalign are shown in table 4.4 . Default is left. fromrule=position \setkomavar{fromname}[description ]{content } \setkomavar{fromaddress}[description ]{contents } The sender’s name will be determined by variable fromname. Thereby the description (see also table 4.6 , page 167
) will not be used by the predefined letterheads. At the extended letterhead an optional horizontal rule below the name may be selected using fromrule=aftername . Alternatively this rule may be placed below the while sender using fromrule=afteraddress . A summary of all available rule position settings shows table 4.5 . The length of this rule is determined by pseudo-length fromrulewidth. Default for the rule at the extended letterhead is false. But at the standard letterhead the rule will always be placed below the sender’s name. The sender’s address follows below the name. The content of variable fromaddress deter- mines this address. The description (see also table 4.6 ) will not be used at the predefined letterheads The font of the whole address is determined by the element fromaddress. Modifications to this may be defined with element fromname for the sender’s name and with element fromrule for the rule, that may be activated using option fromrule. Nevertheless changing the font style of the rule would make sense. But you may use the elements also to change the color, e. g. color the rule gray instead of black. See [ Ker07 ] for information about colors. Example: Let’s now define the name of the sender at our letter example: 162 Chapter 4. Table 4.4.: Available values for option fromalign to define the position of the from address in the letterhead with scrlttr2 center , centered, middle return address centered; an optional logo will be above the extended return address; letterhead extensions will be activated false , no, off standard design will be used for the return address; the letterhead extensions are deactivated left left-justified return address; an optional logo will be right justified; letterhead exten- sions will be activated locationleft , leftlocation return address is set left-justified in the sender’s extension; a logo, if applicable, will be placed above it; the letterhead is automatically deactivated but can be reactivated using option firsthead. locationright , rightlocation, location return address is set right-justified in the sender’s extension; a logo, if applicable, will be placed above it; the letterhead is automatically deactivated but can be reactivated using option firsthead. right
right-justified return address; an optional logo will be left justified; letterhead exten- sions will be activated Table 4.5.: Possible values of option fromrule for the position of the rule in the from address with scrlttr2
afteraddress , below, on, true, yes rule below the return address aftername rule directly below the sender’s name false
, no, off no rule
163 Chapter 4. \documentclass[foldmarks=true,foldmarks=blmtP, fromalign=false, version=last]{scrlttr2} \usepackage[english]{babel} \begin{document} \setkomavar{fromname}{John Public} \setkomavar{fromaddress}{Valley 2\\ 54321 Public-Village} \setkomavar{fromphone}{0\,12\,34~56\,78} \setkomavar{fromemail}{Peter@Public.invalid} \setkomavar{fromlogo}{\includegraphics{musterlogo}} \begin{letter}{% Joana Public\\ Hillside 1\\ 12345 Public-City% } \opening{Dear chairman,} the last general meeting was about one year ago. I want to remind you, that the constitution of our club advises you to make a general meeting every six month. Because of this I expect the executive board to detain such a meeting immediately. \closing{Expecting an invitation} \ps PS: I hope you accept this as an friendly demand note. \setkomavar*{enclseparator}{Enclosure} \encl{Compendium of the constitution with the general meeting paragraphs.} \cc{executive board\\all members} \end{letter} \end{document} First of all not the extended but the standard letterhead has been used. The result is shown at the left side of figure 4.11 . The right side shows almost the same letter but with fromalign=center and therefore with the extended letterhead. You may see, that this variation is without any rule. For the first time figure 4.11 also shows a signature below the closing phrase. This has been generated automatically from the sender’s name. More information about configuration of the signature may be found in section 4.20 from page 192
onward. Now, the letter with extended letterhead should use option fromrule to print a rule below the sender’s name: \documentclass[foldmarks=true,foldmarks=blmtP, fromalign=center,fromrule=aftername, version=last]{scrlttr2} 164 Chapter 4. John Public Valley 2
54321 Public-Village John Public, Valley 2, 54321 Public-Village Joana Public Hillside 1 12345 Public-City June 17, 2016 Dear chairman, the last general meeting was about one year ago. I want to remind you, that the constitution of our club advises you to make a general meeting every six month. Because of this I expect the executive board to detain such a meeting immediately. Expecting an invitation John Public PS: I hope you accept this as an friendly demand note. Enclosure: Compendium of the constitution with the general meeting paragraphs. cc: executive board all members John Public Valley 2
54321 Public-Village John Public, Valley 2, 54321 Public-Village Joana Public Hillside 1 12345 Public-City June 17, 2016 Dear chairman, the last general meeting was about one year ago. I want to remind you, that the constitution of our club advises you to make a general meeting every six month. Because of this I expect the executive board to detain such a meeting immediately. Expecting an invitation John Public PS: I hope you accept this as an friendly demand note. Enclosure: Compendium of the constitution with the general meeting paragraphs. cc: executive board all members Figure 4.11.: result of a small letter with sender, addressee, opening, text, closing, postscript, distribu- tion list, and enclosure (date and folding marks are defaults of DIN-letters): at left one the standard letterhead using fromalign=false, at right one the extended letterhead using fromalign=center \usepackage[english]{babel} \begin{document} \setkomavar{fromname}{John Public} \setkomavar{fromaddress}{Valley 2\\ 54321 Public-Village} \begin{letter}{% Joana Public\\ Hillside 1\\ 12345 Public-City% } \opening{Dear chairman,} the last general meeting was about one year ago. I want to remind you, that the constitution of our club advises you to make a general meeting every six month. Because of this I expect the executive board to detain such a meeting immediately. \closing{Expecting an invitation} \ps PS: I hope you accept this as an friendly
165 Chapter 4. John Public Valley 2
54321 Public-Village John Public, Valley 2, 54321 Public-Village Joana Public Hillside 1 12345 Public-City June 17, 2016 Dear chairman, the last general meeting was about one year ago. I want to remind you, that the constitution of our club advises you to make a general meeting every six month. Because of this I expect the executive board to detain such a meeting immediately. Expecting an invitation John Public PS: I hope you accept this as an friendly demand note. Enclosure: Compendium of the constitution with the general meeting paragraphs. cc: executive board all members John Public Valley 2
54321 Public-Village John Public, Valley 2, 54321 Public-Village Joana Public Hillside 1 12345 Public-City June 17, 2016 Dear chairman, the last general meeting was about one year ago. I want to remind you, that the constitution of our club advises you to make a general meeting every six month. Because of this I expect the executive board to detain such a meeting immediately. Expecting an invitation John Public PS: I hope you accept this as an friendly demand note. Enclosure: Compendium of the constitution with the general meeting paragraphs. cc: executive board all members Figure 4.12.: result of a small letter with sender, separation rule, addressee, opening, text, closing, signature, postscript, distribution list, enclosure and puncher hole mark (the date is a default of DIN-letters): at left one the standard letterhead using fromalign=false, at right one the extended letterhead using fromalign=center demand note. \setkomavar*{enclseparator}{Enclosure} \encl{Compendium of the constitution with the general meeting paragraphs.} \cc{executive board\\all members} \end{letter} \end{document} The result may be found at the right side of figure 4.12 . In difference to this, the left letter has been set once again with the standard letter head, that does not react on the additional option. An important note concerns the sender’s address: within the sender’s address, parts such as street, P.O. Box, state, country, etc., are separated with a double backslash. Depending on how the sender’s address is used, this double backslash will be interpreted differently and therefore is not strictly always a line break. Paragraphs, vertical spacing and the like are usually not allowed within the sender’s address declaration. One has to have very good knowledge of scrlttr2 to use things like those mentioned above, intelligently. Another point to note is the 166 Chapter 4. one should most certainly set the variables for return address (see variable backaddress, page 173
) and signature (see variable signature, page 192
) oneself. symbolicnames=simple switch fromphone=simple switch frommobilephone=simple switch fromfax=simple switch fromemail=simple switch fromurl=simple switch \setkomavar{fromphone}[description ]{content } \setkomavar{frommobilephone}[description ]{content } \setkomavar{fromfax}[description ]{content } \setkomavar{fromemail}[description ]{content } \setkomavar{fromurl}[description ]{content } \setkomavar{phoneseparator}[description ]{content } \setkomavar{mobilephoneseparator}[description ]{content } \setkomavar{faxseparator}[description ]{content } \setkomavar{emailseparator}[description ]{content } \setkomavar{urlseparator}[description ]{content } Whether or not a telephone number, a mobile v3.12 telephone number, a fax number, an e-mail address, or a sender’s URL should be set as part of the letterhead may be configured by the options fromphone, fromfax, fromemail, and fromurl. Any standard value for simple switches from table 2.5 , page 38
may be assigned to these options. Default is false for all of them. The contents depends on the corresponding variable. The default of the description or title of each variable may be found in table 4.6 . The separators, that will be inserted between description and content , may be found in table 4.7 . You may v3.12 change the defaults for the description of the separator variables at once using option symbolicnames. The option understands the values for simple switches from table 2.5 , page 38
. Switching on the option replaces the descriptions from the language depending terms \emailname , \faxname, \mobilephonename, and \phonename into symbols of the package marvosym. Also the colon will be removed from the content of the separator variables. And in this case the description and the content of the URL separator will be empty. Note, that you have to load package marvosym on your own, if you switch on symbolicnames first time after \begin{document}.
this also in the letterhead. Furthermore the separation rule should be placed below the letterhead. So he uses the corresponding options and defines the content of the needed variables: \documentclass[foldmarks=true,foldmarks=blmtP, fromalign=false,fromrule=afteraddress, fromphone,fromemail,
167 Chapter 4. Table 4.6.: Predefined descriptions of the variables of the letterhead (the description and contents of the separator variables may be found at table 4.7 fromemail \usekomavar*{emailseparator}\usekomavar{emailseparator} fromfax
\usekomavar*{faxseparator}\usekomavar{faxseparator} frommobilephone v3.12 \usekomavar*{mobilephoneseparator}\usekomavar{mobilephoneseparator} fromname \headfromname fromphone \usekomavar*{phoneseparator}\usekomavar{phoneseparator} fromurl \usekomavar*{urlseparator}\usekomavar{urlseparator} Table 4.7.: Predefined de-
scrip- tion
and con-
tent of the
sepa- rators
at the letter-
head with-
out option
symbolicnames variable name description content
emailseparator \emailname :˜ faxseparator \faxname :˜ mobilephoneseparator \mobilephonename \usekomavaer{phoneseparator} phoneseparator \phonename :˜ urlseparator \wwwname :˜
168 Chapter 4. version=last]{scrlttr2} \usepackage[english]{babel} \begin{document} \setkomavar{fromname}{John Public} \setkomavar{fromaddress}{Valley 2\\ 54321 Public-Village} \setkomavar{fromphone}{0\,12\,34~56\,78} \setkomavar{fromemail}{Peter@Public.invalid} \begin{letter}{% Joana Public\\ Hillside 1\\ 12345 Public-City% } \opening{Dear chairman,} the last general meeting was about one year ago. I want to remind you, that the constitution of our club advises you to make a general meeting every six month. Because of this I expect the executive board to detain such a meeting immediately. \closing{Expecting an invitation} \ps PS: I hope you accept this as an friendly demand note. \setkomavar*{enclseparator}{Enclosure} \encl{Compendium of the constitution with the general meeting paragraphs.} \cc{executive board\\all members} \end{letter} \end{document} Nevertheless the result at the left side of figure 4.13 is not disillusioning: the options are ignored. That’s the case because the additional variables and options will be used at the extended letterhead only. So option fromalign has to be used, like done at the right letter of figure 4.13 . \documentclass[foldmarks=true,foldmarks=blmtP, fromalign=center,fromrule=afteraddress, fromphone,fromemail, version=last]{scrlttr2} \usepackage[english]{babel} \begin{document} \setkomavar{fromname}{John Public} \setkomavar{fromaddress}{Valley 2\\ 54321 Public-Village} \setkomavar{fromphone}{0\,12\,34~56\,78} \setkomavar{fromemail}{Peter@Public.invalid} \begin{letter}{%
169 Chapter 4. John Public Valley 2
54321 Public-Village John Public, Valley 2, 54321 Public-Village Joana Public Hillside 1 12345 Public-City June 17, 2016 Dear chairman, the last general meeting was about one year ago. I want to remind you, that the constitution of our club advises you to make a general meeting every six month. Because of this I expect the executive board to detain such a meeting immediately. Expecting an invitation John Public PS: I hope you accept this as an friendly demand note. Enclosure: Compendium of the constitution with the general meeting paragraphs. cc: executive board all members John Public Valley 2
54321 Public-Village Phone: 0 12 34 56 78 Email: Peter@Public.invalid John Public, Valley 2, 54321 Public-Village Joana Public Hillside 1 12345 Public-City June 17, 2016 Dear chairman, the last general meeting was about one year ago. I want to remind you, that the constitution of our club advises you to make a general meeting every six month. Because of this I expect the executive board to detain such a meeting immediately. Expecting an invitation John Public PS: I hope you accept this as an friendly demand note. Enclosure: Compendium of the constitution with the general meeting paragraphs. cc: executive board all members Figure 4.13.: result of a small letter with sender, separation rule, addressee, opening, text, closing, signature, postscript, distribution list, enclosure and puncher hole mark (the date is a default of DIN-letters): at left one the standard letterhead using fromalign=false, at right one the extended letterhead using fromalign=center Joana Public\\ Hillside 1\\ 12345 Public-City% } \opening{Dear chairman,} the last general meeting was about one year ago. I want to remind you, that the constitution of our club advises you to make a general meeting every six month. Because of this I expect the executive board to detain such a meeting immediately. \closing{Expecting an invitation} \ps PS: I hope you accept this as an friendly demand note. \setkomavar*{enclseparator}{Enclosure} \encl{Compendium of the constitution with the general meeting paragraphs.} \cc{executive board\\all members} \end{letter}
170 Chapter 4. John Public Valley 2
54321 Public-Village Phone: 0 12 34 56 78 Email: Peter@Public.invalid John Public, Valley 2, 54321 Public-Village Joana Public Hillside 1 12345 Public-City June 17, 2016 Dear chairman, the last general meeting was about one year ago. I want to remind you, that the constitution of our club advises you to make a general meeting every six month. Because of this I expect the executive board to detain such a meeting immediately. Expecting an invitation John Public PS: I hope you accept this as an friendly demand note. Enclosure: Compendium of the constitution with the general meeting paragraphs. cc: executive board all members John Public Valley 2
54321 Public-Village Phone: 0 12 34 56 78 Email: Peter@Public.invalid John Public, Valley 2, 54321 Public-Village Joana Public Hillside 1 12345 Public-City June 17, 2016 Dear chairman, the last general meeting was about one year ago. I want to remind you, that the constitution of our club advises you to make a general meeting every six month. Because of this I expect the executive board to detain such a meeting immediately. Expecting an invitation John Public PS: I hope you accept this as an friendly demand note. Enclosure: Compendium of the constitution with the general meeting paragraphs. cc: executive board all members Figure 4.14.: result of a small letter with sender, separation rule, addressee, opening, text, closing, signature, postscript, distribution list, enclosure and puncher hole mark (the date is a default of DIN-letters): at left one left aligned letterhead using fromalign=left, at right one right aligned letterhead using fromalign=right \end{document} An arrangement of alternatives with left aligned using fromalign=left and right aligned sender using fromalign=right may be found in figure 4.14 . fromlogo=simple switch \setkomavar{fromlogo}[description ]{content } With option fromlogo you may configure whether or not to use a logo at the letterhead. The option value may be any simple switch from table 2.5 , page 38
. Default is false, that means no logo. The logo itself is defined by the content of variable fromlogo. The description of the logo is empty by default and KOMA-Script does not use it anywhere at the predefined note papers (see also table 4.6 ).
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