AppleWorks 5 User’s Manual Includes instructions for using your software F O R M A C O S
K Apple Computer, Inc. © 1998 Apple Computer, Inc. All rights reserved. Under the copyright laws, this manual may not be copied, in whole or in part, without the written consent of Apple. Your rights to the software are governed by the accompanying software license agreement. The Apple logo is a trademark of Apple Computer, Inc., registered in the U.S. and other countries.
III Contents Chapter 1: Introduction Registration and customer support How to start Using Help and the User’s Manual together Using AppleWorks Help Opening and closing AppleWorks Help Using the Help window Using the AppleWorks onscreen Help index Learning more about onscreen Help Getting additional help Working with AppleWorks What’s a document? Document types Text (word processing) documents Draw documents Paint documents Spreadsheet documents Database documents Communications documents Where to go from
IV AppleWorks 5 User’s Manual Identifying your documents Protecting documents with passwords Importing and exporting documents Converting documents Closing a document and leaving AppleWorks Printing a document or Help topic 2-16 2-17 2-18 2-19 2-20 2-20 Chapter 3: Basics Working with windows Viewing windows Arranging windows Going to a page Using the tool panel Using the button bar Switching button bars Showing, hiding, and positioning the button bar Customizing the button bar Adding and removing button
Contents V Chapter 4: Text (word processing) When to use a word processing document Text basics Creating a word processing document or frame About the word processing window Working with text frames Typing text Typing equations Selecting text Cutting, copying, and pasting text Showing formatting characters Changing text appearance Changing paragraph formats Setting and changing tabs Indenting paragraphs Adding bullets, numbers, and checkboxes to paragraphs Aligning paragraph text Changing line and paragra
VI AppleWorks 5 User’s Manual Finding special characters Using writing tools Checking your spelling Hyphenating words Finding synonyms Changing dictionaries Editing dictionaries Counting words Adding pictures and frames to text Wrapping text around pictures Creating links in word processing documents 4-30 4-30 4-30 4-31 4-32 4-32 4-33 4-33 4-34 4-35 4-36 Chapter 5: Drawing When to use a drawing Drawing basics Creating a drawing About the draw window What are objects? Using the drawing tools Selecting an
Contents VII Chapter 6: Painting When to use a painting Painting basics Creating a painting About the paint window Working with paint frames Working with images Using the painting tools Setting lines, colors, patterns, and textures Overlapping colors and patterns Selecting and moving images Deleting, copying, and duplicating images Magnifying an image Transforming a selection Reshaping a selection Resizing or turning a selection Coloring and tinting images Combining images Adding text and spreadsheets Add
VIII AppleWorks 5 User’s Manual Formatting cell data Sorting cell data Locking cell data Naming cells and ranges Assigning names to cells Editing and deleting names Using named cells in formulas Replacing cell references with named cells Example 1: Using cell names in a formula Example 2: Replacing named cells with cell references Changing cells, rows, and columns Resizing or hiding rows and columns Inserting and deleting cells, rows, and columns Changing the number of rows and columns Adding borders, colo
Contents IX Chapter 8: Database When to use a database Database basics What’s a database? Using Browse, List, Find, and Layout modes Creating a database document Example: Creating a simple database Part 1: Start a new database document Part 2: Define two fields Part 3: Enter two values into the fields Part 4: Make new records Part 5: Finish entering data in the new records Part 6: Close the database Designing a database Defining database fields Adding fields to an existing database Assigning field types C
X AppleWorks 5 User’s Manual Understanding layouts Creating a layout Editing a layout Deleting, duplicating, and renaming a layout Changing the appearance of data Presenting and summarizing data with parts Copying summary data Resizing and deleting parts Creating reports Importing data from other documents Printing a database document Printing labels Closing up space when you print 8-28 8-30 8-32 8-33 8-34 8-36 8-37 8-37 8-38 8-38 8-40 8-40 8-40 Chapter 9: Beyond the basics Creating links Creating book
Contents XI Setting up the database Preparing the merge document Printing the merge documents Merging a FileMaker Pro database Addressing envelopes Using the Envelope Assistant Setting up and creating envelope stationery Addressing envelopes Linking frames Working with movies Adding a movie to a document Setting movie options Playing a movie Editing a movie Creating and editing custom buttons Using macros Using AppleScript with AppleWorks 9-24 9-24 9-25 9-26 9-27 9-27 9-27 9-28 9-29 9-31 9-31 9-31 9-32 9-
XII AppleWorks 5 User’s Manual Chapter 11: AppleWorks and the Internet About the Internet and the Web About browsers Selecting a browser Connecting to the Web Creating a Web page Designing your Web page Creating an HTML file Adding pictures Linking Web pages Saving a document in HTML format Opening and editing HTML files Working with electronic mail Index 11-1 11-2 11-2 11-3 11-3 11-3 11-4 11-5 11-6 11-9 11-10 11-10
Chapter 1: Introduction This User’s Manual introduces you to the AppleWorks application. AppleWorks is an all-in-one software package offering seamless integration of word processing, outlining, presentations, drawing, painting, spreadsheet computation and charting, database management, and communications, including support for HTML and linking to the Internet.
1-2 AppleWorks 5 User’s Manual If Do this You’ve used AppleWorks before Read the rest of this chapter to learn how to use this manual and AppleWorks Help together. Start AppleWorks (see “Starting AppleWorks” on page 2-1 if you need help). Then review the list of new features in AppleWorks 5 (see the AppleWorks 5 Installation Manual, or or Help menu, and choose Appleworks Help Contents from the then click New features in AppleWorks 5.0).
Introduction 1-3 Using AppleWorks Help AppleWorks Help completely documents all AppleWorks features. As you become comfortable working with AppleWorks, you’ll be able to find all the information you need in AppleWorks Help. Opening and closing AppleWorks Help To open Help when AppleWorks is running, first make sure that AppleWorks is the active application (choose AppleWorks from the Application menu at the right of the menu bar).
1-4 AppleWorks 5 User’s Manual Click to see the index Click to see the table of contents Click to move to the next or previous related topic Click to close onscreen Help and leave it running Drag the note icon into a topic, and then type your own notes Type a word you want to find in the index, and then press Return Click to retrace your path through Help Click dotted text to see a definition Click underlined text to jump to a topic or see a list of related topics Note Whenever you open AppleWorks He
Introduction 1-5 In the Help index,* see: E stationery You see this in the manual Type all or part of the index entry, and then press Return AppleWorks displays the index so you can select a topic (if there’s only one topic for the entry, you see the topic) Select the topic you want to see and click Go To Topic. To return to the same place in the index, click again. Note If you’re on the Help Contents page and the keyword you type appears on the Contents page, you jump to that word.
1-6 AppleWorks 5 User’s Manual Getting additional help Here are more ways to learn about AppleWorks: To Do this Take an onscreen tour of the most important AppleWorks features and concepts Choose Introduction to AppleWorks from the or Help menu. Use automated assistance in creating various types of documents (such as newsletters and presentations) Choose New from the File menu, and then select Use Assistant or Stationery.
Introduction 1-7 What’s a document? You use the AppleWorks application to create documents. A document is a computer file in which you enter information. You can create, open, change, save, print, delete, and duplicate documents. When saved, a document appears as an icon on the desktop. When you create a document, it appears in its own window, with the tools needed for that document type. When a document is open, you see its contents (such as a letter or a drawing) displayed in the window.
1-8 AppleWorks 5 User’s Manual Text (word processing) documents Use a word processing document to write a letter, report, story, outline, form letter, or other project that is mostly text. If you want to add a spreadsheet or pictures, you can do so without leaving the word processing document by creating a spreadsheet frame or drawing directly in the letter.
Introduction 1-9 Draw documents Use a draw document for artwork and page layout. A draw document includes objects (such as rectangles, circles, and lines) that you can create, select, move, and modify. If you want to add text, a spreadsheet, or clip art, you can do so in the same document.
1-10 AppleWorks 5 User’s Manual Paint documents Use a paint document primarily for creating illustrations. You can use the same tools you use to create drawings, plus a set of tools for special effects like paintbrush strokes and spray paint. If you want to add a spreadsheet, text, or clip art, you can do so without leaving the paint document.
Introduction 1-11 Spreadsheet documents Use a spreadsheet document to organize numeric information, make calculations, and create professional-looking reports. You can also use a spreadsheet for any type of information (such as a schedule) that you want to present in a columnar format. You can add a headline or pictures, or turn the numbers into charts to aid comprehension, right in the spreadsheet document.
1-12 AppleWorks 5 User’s Manual Database documents Database documents are useful for managing and organizing collections of information, such as address lists, student or customer records, or research notes. In a database document you can accumulate information, sort it, and print attractive reports. You can also perform sophisticated searches to find and work with only the information you want.
Introduction 1-13 Communications documents A communications document is different from other AppleWorks documents. It conducts a communications session between your computer and an online information service, a bulletin board, or another computer. Communications menus and button bar A communications session With a communications document, you can connect to a remote computer and receive, send, and save data.
Chapter 2: Creating, opening, and printing documents This chapter provides basic information about using AppleWorks that in general applies to all document types. These topics are covered: 1 starting and stopping AppleWorks 1 creating and saving documents 1 printing documents For information on working with windows, pages, libraries, and buttons, see chapter 3, “Basics.” For information unique to a particular type of document or frame, see the appropriate chapter in this User’s Manual.
2-2 AppleWorks 5 User’s Manual Type a name to personalize your copy of AppleWorks Press Tab to go to the next line (Company is optional) Important Check your typing carefully. If you find a mistake, press Tab to move through the boxes and correct the error or type the information again. You can’t change the name, company, or serial number after you leave this dialog box unless you reinstall AppleWorks.
Creating, opening, and printing documents 2-3 Creating a blank document In the Help index,* see: E New command You can create a document when you start AppleWorks or when AppleWorks is already running. To create a document when AppleWorks is running, choose New from the File menu. Or, click the appropriate button in the Default button bar. (If you don’t see the button bar, choose Show Button Bar from the Window menu.) If you selected New from the file menu, you see the New Document dialog box.
2-4 AppleWorks 5 User’s Manual When you create a document you see the window for the selected document type. Document name, which you can change The order in which the document was created Document type: WP for Word Processing DR for Draw PT for Paint SS for Spreadsheet DB for Database CM for Communications The margins, page numbering, and display are set up for each type of document. You can change these settings by choosing Document from the Format menu.
Creating, opening, and printing documents 2-5 Select an Assistant You can use other Assistants to help you perform a specific task in a document you’ve already opened. These Assistants are available in certain types of documents only. For example, the Assistant for creating tables is available with draw and word processing documents. To use an Assistant for the current document, choose AppleWorks Assistants from the or Help menu. Select an Assistant, and then click OK.
2-6 AppleWorks 5 User’s Manual An Assistant prompts you to supply information. Based on that information, AppleWorks creates the document for you.
Creating, opening, and printing documents 2-7 Using stationery In the Help index,* see: E stationery, using To use stationery (a template with preformatted settings and options), choose New from the File menu, and then select Use Assistant or Stationery. Choose a category from the pop-up menu, and then select a stationery name from the scrolling list. For information about setting up stationery, see “Saving document formatting as templates (stationery)” on page 2-12.
2-8 AppleWorks 5 User’s Manual Use stationery to create a document using a template such as a letterhead, an envelope, or a fax cover sheet that you customize for your own use. Saving a document In the Help index,* see: E saving E stationery When you finish working with a document, you save it to retain all your changes. You can also save text, draw objects, paint images, formatting, and settings in stationery (templates) that you can later reuse.
Creating, opening, and printing documents 2-9 You see the Save As dialog box the first time you save a document and any time you choose Save As from the File menu. In the Save As dialog box, type a name for the document, and then click Save.
2-10 AppleWorks 5 User’s Manual Opening a document In the Help index,* see: E opening When you open a document, it looks like it did when you last saved it. For information about opening and using stationery, see “Saving document formatting as templates (stationery)” on page 2-12. Note To open a document using drag and drop, click the document icon and drag it on top of the AppleWorks program icon.
Creating, opening, and printing documents 2-11 In the Open dialog box, you can search for a document and choose the type of document you want to open.
2-12 AppleWorks 5 User’s Manual Linking to other documents In the Help index,* see: E links E URL buttons When you plan to use an AppleWorks document onscreen or on the Internet or World Wide Web, you can create a link (a connection or jump) from an area in a document to a: 1 different document 1 different area of the same document 1 Uniform Resource Locator (URL), the address of a document, application, or other information on the Internet You select the text, object (such as a graphic object in a drawi
Creating, opening, and printing documents 2-13 To assign a category to a regular stationery document: 1. Choose Document Summary from the File menu. 2. Type a brief label in the Category box, and enter any other summary information you want to save with the stationery. If you don’t provide a category label, AppleWorks assigns the stationery document to the None category. 3. Click OK.
2-14 AppleWorks 5 User’s Manual 2. Select the folder into which you want to save the stationery. 1 If you’re creating default stationery, or if you plan to open stationery from the New Document dialog box, save the stationery in the AppleWorks Stationery folder in the AppleWorks 5 folder. 1 If you’re setting up regular stationery to open from the Open dialog box, you can save the stationery in any folder. 3. Type a name for the document.
Creating, opening, and printing documents 2-15 Opening stationery When you open a stationery (template) document, AppleWorks opens it as a new, untitled document, and the original document remains unaffected. You change the document as necessary and then assign it a new name when you save it. To open default stationery: 1. Choose New from the File menu. 2. Select the type of document to open (such as Word Processing or Drawing), and then click OK.
2-16 AppleWorks 5 User’s Manual Identifying your documents In the Help index,* see: E Document Summary Info command Save a description of your document when you want to include notes to yourself about the document’s contents or when you plan to save the document as regular stationery. (See “Saving document formatting as templates (stationery)” on page 2-12.) To save a description of a document, choose Document Summary from the File menu, and then type the information.
Creating, opening, and printing documents 2-17 Protecting documents with passwords In the Help index,* see: E passwords You can protect a document or stationery by setting a password, which you (and other users) must type before you can open the document or stationery using AppleWorks. 1. Choose Document Summary from the File menu. 2. Click Set Password, type a password (up to 255 characters of letters, numbers, or symbols), and then click OK. 3.
2-18 AppleWorks 5 User’s Manual Importing and exporting documents In the Help index,* see: E exchanging data You can share AppleWorks documents with other applications by importing to or exporting from AppleWorks documents. To import and export documents, the AppleWorks application uses translators, special files that translate information for many popular software applications. These files, which come with AppleWorks, are in your AppleWorks Translators folder.
Creating, opening, and printing documents 2-19 To Do this Insert an entire document, such as clip art (commercially produced graphics) into an AppleWorks document Use one of the following methods: 1 1 In the AppleWorks document, click where you want to insert the file, and then click on the Default button bar, or choose Insert from the File menu. In the Insert dialog box, select the file type from the Show pop-up menu, choose the file, and then click Insert.
2-20 AppleWorks 5 User’s Manual 2. Locate and select the files (or folders that contain the files) to convert. 3. Drag the selected items to the Convert Documents script icon in the AppleWorks Scripts folder. 4. If you see an alert, click OK. You see converted files, with the .CWK filename extension, in their original folder. Closing a document and leaving AppleWorks Always close documents and windows before you leave AppleWorks or turn off your computer.
Creating, opening, and printing documents 2-21 Before you print, you can preview a document on the screen and make necessary adjustments. To Do this Choose a printer Select a printer using the Chooser. Change the page orientation, In AppleWorks, choose Page Setup from the File menu. page size, and other print settings Preview a draw, spreadsheet, database, or paint document on the screen In AppleWorks, choose Page View from the Window menu.
Chapter 3: Basics This chapter provides basic information about working with windows and documents; using libraries to store drawings, images, frames, and text that you can reuse later; and using the button bar to speed up your work. The information in this chapter applies in general to all document types. For information unique to a particular document type, see the appropriate chapter in this manual. All features, including procedures and shortcuts, are described completely in onscreen Help.
3-2 AppleWorks 5 User’s Manual Viewing windows In the Help index,* see: E viewing documents You can view a window and its contents in different ways. For example, to see a drawing in detail, you can enlarge your view of it (zoom in). When you finish, zoom out to return to its original size. To Do this Zoom in or out, or choose a zoom percentage Click to zoom in, click to zoom out, or click the zoom percentage box and select a percentage.
Basics 3-3 Arranging windows In the Help index,* see: E Stack Windows command AppleWorks can tile or stack open document windows so they are arranged neatly on the screen. To Do this Example Tile windows in Click on the a grid Default button bar, or choose Tile Windows from the Window menu. Tiled windows Stack windows Choose Stack Windows so they are from the Window layered, with the menu.
3-4 AppleWorks 5 User’s Manual Using the tool panel In the Help index,* see: E tools The tool panel contains icons that represent the tools used to work in AppleWorks. You use these tools to paint images, draw objects and frames (a special type of object), and change the appearance of objects and frames. (For more information on frames, see the next section.
Basics 3-5 Using the button bar In the Help index,* see: E button bars When you open an AppleWorks document, you see the button bar at the top of the document window (below the menu bar). The button bar saves time by providing shortcuts to activities that would otherwise take several steps to complete. The button bar is preset to include buttons for some common AppleWorks actions.
3-6 AppleWorks 5 User’s Manual Showing, hiding, and positioning the button bar AppleWorks is preset to show the button bar above the document window. To hide or show the button bar, choose Hide Button Bar or Show Button Bar from the Window menu. You can position the button bar above, below, or to the left or right of the document window, or as a floating palette. To change the button bar, drag it so it becomes a free-floating palette.
Basics 3-7 Adding and removing buttons In the Help index,* see: E buttons To add or remove buttons, choose Edit Button Bars from the menu on the button bar. In the Edit Button Bars dialog box, choose the name of the button bar you want to edit, and then click Modify. In the dialog box, add and remove buttons, and then click OK.
3-8 AppleWorks 5 User’s Manual Using palettes In the Help index,* see: E palettes, types E palettes, using A palette is a window with options you can apply to documents, frames, and objects. You can open, collapse, and expand palettes, such as the fill, pen, library, and stylesheet palettes.
Basics 3-9 Use the To For more information, see Library palette Add AppleWorks clip art to a “Using libraries” on page 3-18 document, or store items that you want to reuse Mail merge palette Merge database information “Merging data into documents (mail with a word processing or merge)” on page 9-22 spreadsheet document, or a text frame in a draw document Stylesheet palette Create, apply, and edit styles for formatting text, paragraphs, spreadsheets, outlines, and graphic objects “Using styles” on
3-10 AppleWorks 5 User’s Manual Working in an AppleWorks document This section describes methods you can use to work with most AppleWorks documents. Cutting, copying, and pasting In AppleWorks you can cut, copy, and paste text, objects, or images within a document or frame, between AppleWorks documents, and between an AppleWorks document and another application’s document.
Basics 3-11 To use drag and drop to copy items between documents and applications: 1 Select text, objects, images, or spreadsheet cells and then drag them to another AppleWorks document, or to another application that supports drag and drop. 1 Select text or spreadsheet cells and drag them to the desktop. You see a text clipping (a file you can drag to another document or application). 1 Select draw objects or paint images and drag them to the desktop.
3-12 AppleWorks 5 User’s Manual Previewing pages for printing In the Help index,* see: E pages, viewing E Show Margins command You can preview a document on the screen in page view before actually printing it. In page view, you see the margins, headers, footers, and page numbers, if there are any. For information on printing a document, see “Printing a document or Help topic” on page 2-20. Word processing documents always appear in page view.
Basics 3-13 Normal view Page view Using rulers In the Help index,* see: E rulers Change between text and graphics rulers The text ruler and graphics ruler help you measure and align text, objects, and frames. You can show one ruler at a time. To show or hide a ruler, choose Show Rulers or Hide Rulers from the Window menu. To change the ruler settings, choose Rulers from the Format menu, and then select the settings you want in the Rulers dialog box.
3-14 AppleWorks 5 User’s Manual Creating headers and footers In the Help index,* see: E headers You can have a document display the same information at the top or bottom of every page in a header or footer. To create a header or footer, choose Insert Header or Insert Footer from the Format menu.
Basics 3-15 The header displays the same text at the top of each page Title page contains no header or footer The footer displays the page number You see the header and footer on the page when you print and on the screen when you’re in page view. See “Previewing pages for printing” on page 3-12 for more information. To remove a header or footer, choose Remove Header or Remove Footer from the Format menu.
3-16 AppleWorks 5 User’s Manual Adding a date or time In the Help index,* see: E headers E Insert Date command You can display the current date or time on any page of a document. AppleWorks updates the date and time with the current date and time when you close and reopen the document. To change the format for the date, see “Setting preferences” on page 3-21. Important Dates and times in this documentation are shown in U.S formats, using U.S. conventions.
Basics 3-17 To repeat the page number on every page of a document, put it inside a header or footer. See “Creating headers and footers” on page 3-14. To insert Do this Example The current page number or page count in a text frame or word processing document Place the insertion point in the document or frame and choose Insert Page # from the Edit menu. Then select Page Number to insert the page number, or Document Page Count to insert the total number of pages in the document.
3-18 AppleWorks 5 User’s Manual To change the margins for a document, choose Document from the Format menu to show the Document dialog box. Type the margin widths you want in the Top, Bottom, Left, and Right margin boxes, and then click OK. To show or hide the margins and page guides, select or deselect Show margins and Show page guides in the Document dialog box. These options are available only when page view is on. (To turn on page view, choose Page View from the Window menu.
Basics 3-19 Click to close the library Click to collapse or expand the library Drag the selection from the library into the document Scroll to see more items Click to see fewer options Creating, opening, and saving libraries In the Help index,* see: E libraries, creating E libraries, opening You create and open libraries as you do other AppleWorks documents. To From the File menu, choose Create a library Library, and then choose New.
3-20 AppleWorks 5 User’s Manual Tip You can open libraries more quickly if you store them in the AppleWorks Libraries folder. If a library is in the AppleWorks Libraries folder (in the same folder as the AppleWorks application), you can open that library by choosing Library from the File menu, and then choosing the name of the library.
Basics 3-21 To Move items between libraries Select the object(s) and from the library palette’s Edit menu, choose Cut or Copy, and then open the other library and choose Paste from that library palette’s Edit menu. Or you can drag library items between libraries. Viewing library items In the Help index,* see: E libraries, palette Choose a command from the library palette’s View menu to change the way items are shown on the library palette.
3-22 AppleWorks 5 User’s Manual Choose the category of options you want to set Set options to customize the way you work in AppleWorks Click to use the current settings whenever you create a document In the Help index,* see: E email E WorldScript Note If you’re using the WorldScript application, you see additional options in the Preferences dialog box. For more information, see onscreen Help.
Chapter 4: Text (word processing) This chapter explains how to work with text to produce attractive, professional word processing documents. All text features, including procedures, buttons, and troubleshooting, are described completely in onscreen Help. When to use a word processing document Create a word processing document when you want to write and format text.
4-2 AppleWorks 5 User’s Manual Text basics You can work with text in a word processing document or in a text frame. In either case, you use the same techniques, tools, and commands to enter and format the text. Creating a word processing document or frame In the Help index,* see: E frames, creating E opening To Do this Create a blank word processing document Choose New from the File menu, click Word Processing, and then click OK Or, click on the Default button bar.
Text (word processing) 4-3 About the word processing window In the Help index,* see: E drawing, tools E rulers E word processing When you open a word processing document, you see the word processing menu bar, button bar, text ruler, page guides, and the insertion point. The insertion point is a short, blinking vertical line that shows where text appears when you type or insert text.
4-4 AppleWorks 5 User’s Manual When you draw a text frame in a word processing, draw, spreadsheet, or database document, you can move, resize, or reshape the text frame. Select the arrow pointer on the tool panel and select the text frame. To resize or reshape the text frame, click a corner handle and drag it to a new position.
Text (word processing) 4-5 To Do this Insert a non-breaking space to keep two words on the same line Hold down the Option key and press the Space bar. Delete the character to the left of the insertion point Press Delete. Typing equations In the Help index,* see: E Equation Editor You can use Equation Editor to add equations to an AppleWorks word processing document or frame. (Equation Editor, an application by Design Science, Inc., is installed on your hard disk with AppleWorks.
4-6 AppleWorks 5 User’s Manual You can also select text by using the following methods: To Do this Select a word Click twice on the word. Select a line Place the pointer in the line and click three times. Select a paragraph Place the pointer in the paragraph and click four times. Extend a selected range of text Hold down the Shift key, move the pointer, and click. Select everything in a document or frame Choose Select All from the Edit menu.
Text (word processing) 4-7 To show formatting characters, choose Preferences from the Edit menu, choose Text from the Topic pop-up menu, and then select Show Invisibles. To hide formatting characters, deselect Show Invisibles. To show or hide formatting characters as you work, click on the Default button bar, or type 2-; (semicolon). For more information, see “Setting preferences” on page 3-21. Space character Tab character Return character Note Formatting characters never appear in the printed document.
4-8 AppleWorks 5 User’s Manual In the Help index,* see: E styles To change Select the text or frame and choose The style A style from the button bar pop-up menu on the Tip You can create styles—combinations of formatting information—and apply the styles to text with a single click using the stylesheet palette. (To show the stylesheet palette, click on the Default button bar, or choose Show Stylesheet from the Window menu.
Text (word processing) 4-9 Line-spacing controls Paragraph and outline labels Alignment controls Column controls Tab markers Left margin marker (drag top part only) First-line indent and left margin marker First-line indent marker (drag bottom part only) Right margin marker To display the Paragraph dialog box, choose Paragraph from the Format menu.
4-10 AppleWorks 5 User’s Manual Setting and changing tabs In the Help index,* see: E tabbing Use tabs when you create tables or need to control how text aligns (lines up) in a document. The text ruler has preset left tabs every one-half inch. (Preset tabs do not appear on the ruler.) You can move the tabs to different locations, remove tabs, add tabs, and use different tab alignments. When you set tabs, any preset tabs to the right of the tabs you set remain effective.
Text (word processing) 4-11 Indenting paragraphs In the Help index,* see: E indentation To change the indentation for a paragraph, position the insertion point in the paragraph and drag the first-line indent marker , left margin marker , or right margin marker to a new position on the text ruler.
4-12 AppleWorks 5 User’s Manual To create a list, select one or more paragraphs and click the pop-up menu on the text ruler and choose a paragraph style. Or choose Paragraph from the Format menu, and choose a paragraph style, such as Bullet, Check Box, or Numeric from the pop-up menu, and then click OK. If you don’t see the paragraph label on your text, type a number (such as .25) for Left Indent in the Paragraph dialog box.
Text (word processing) 4-13 Changing line and paragraph spacing In the Help index,* see: E paragraphs To set line spacing, click the decrease-spacing or increase-spacing control on the ruler, or the alignment buttons on the button bar. Line-spacing indicator Increase-spacing control Decrease-spacing control Single-spaced text Spacing increased to 1.5 lines Tip Double-click the line-spacing indicator to display the Paragraph dialog box and change the unit of measure.
4-14 AppleWorks 5 User’s Manual Copying text ruler settings In the Help index,* see: E rulers After setting tabs, indents, and line and paragraph spacing, apply these settings to new or existing paragraphs by copying and applying the ruler. 1 To copy the ruler, place the insertion point in a paragraph that has the formats you want, and click Ruler from the Format menu.
Text (word processing) 4-15 AppleWorks provides three preset outlines for you to use. You can modify the preset outline or create new outline styles. For information on modifying styles, see “Modifying an outline style” on page 4-19. To create a style, see “Using styles” on page 9-5. Harvard format Legal format Diamond format You can add an outline at any point in a text document or frame by choosing an outline label from the pop-up menu on the text ruler.
4-16 AppleWorks 5 User’s Manual Creating an outline In the Help index,* see: E topics, outlines To create an outline, choose an outline label from the pop-up menu, and then type the first topic. To add another topic at the same level as the current topic, press Return. To add another topic indented to the left or to the right of the current topic, choose New Topic Left or New Topic Right from the Outline menu.
Text (word processing) 4-17 Modifying and removing outline labels To change the outline label for specific topics, select the topics and choose the format you want from the pop-up menu. Harvard labels Diamond labels To remove an outline label (such as the Roman numeral in a line of a Harvard-style outline), select one or more lines and choose None from the pop-up menu.
4-18 AppleWorks 5 User’s Manual Collapsing and expanding outline topics In the Help index,* see: E collapsing You can collapse (hide) or expand (show) subtopics to highlight main ideas or show more details.
Text (word processing) 4-19 Modifying an outline style You modify an outline style by changing its properties (formatting options) in the stylesheet palette. For more information about working with styles and the stylesheet palette, see “About the stylesheet palette” on page 9-6. In the Help index,* see: E styles E styles, editing To modify an outline style: 1. Click on the Default button bar, or choose Show Stylesheet from the Window menu. 2. Click Edit on the stylesheet palette.
4-20 AppleWorks 5 User’s Manual Tab stops Tabbed table Table in a spreadsheet frame Use any of the following methods to make a table: To make a table Do this By setting tabs Use the pointer to drag tab stops to the text ruler. See “Setting and changing tabs” on page 4-10. To convert the tabbed table to a spreadsheet frame, select the text in the table and click on the button bar. See “Using the button bar” on page 3-5.
Text (word processing) 4-21 Creating a title page In the Help index,* see: E cover pages If you’ve added a header or footer to a word processing document, you can create a title page so that the header or footer doesn’t print on the first page. To create a title page, choose Section from the Format menu. In the Section dialog box, select Title Page, and then click OK. For information on creating more than one title page in a document, see “Dividing a document into sections” on page 4-24.
4-22 AppleWorks 5 User’s Manual Click to subtract columns Click to add columns Shows the number of columns Important If your document already contains columns of variable width, clicking the increase-columns or decrease-columns control changes them to equal width. You can change a column’s width and the space between two columns by using the mouse to drag the column guide (border).
Text (word processing) 4-23 Breaking a page or column In the Help index,* see: E columns, breaks in Each page is preset to break (end) at the bottom of the page. Text continues at the top of the next page or column. You can end the page or column before it fills up by inserting a break at the insertion point. To set a page or column break, position the insertion point where you want the break, and then choose Insert Column Break or Insert Page Break from the Format menu.
4-24 AppleWorks 5 User’s Manual Dividing a document into sections In the Help index,* see: E sections In AppleWorks, sections in documents act like chapters in books: each section can have a different format. You can change its header and footer text, page numbering, and number of columns. You can also place a special title page with no header or footer at the start of a section (see “Creating a title page” on page 4-21).
Text (word processing) 4-25 Inserting and deleting a section To insert or delete a section, click on the Default button bar, or type 2-; (semicolon) to display the formatting characters. Then: In the Help index,* see: E breaks E deleting, text E sections To Do this Insert a section Choose Insert Section Break from the Format menu. You see a section break character where you inserted the section. When page guides are visible, you see a section break line at the end of each section.
4-26 AppleWorks 5 User’s Manual Shows the number of the section you’re formatting To Do this Set where the section begins Select an option from the Start Section pop-up menu. Change the starting page number for a section Select Restart Page Number and type the starting page number for the current section. Make the header and footer information different from the previous section Select Different For This Section.
Text (word processing) 4-27 Varying the number of columns on a page In the Help index,* see: E sections If you add more than one section to a page, you can vary the number of columns on the page. For example, to create a page with one column on the top half of the page and two columns on the bottom half, add a second section to the page by selecting Insert Section Break from the Format menu and setting the section to start on a new line, and then add another column to that section.
4-28 AppleWorks 5 User’s Manual To insert the section number, the page number, or the total number of pages in the section or document, choose Insert Page # from the Edit menu. Then select an option in the Insert Page Number dialog box. To assign letters or Roman numerals instead of numbers to a section, select an option from the Representation pop-up menu.
Text (word processing) 4-29 To set options for footnotes and endnotes in the Document dialog box, choose Document from the Format menu. Then: To Do this in the Document dialog box Change all the footnotes in the document to Select At Bottom of Page or At End of Document. endnotes, or change all the endnotes to footnotes Use footnote characters other than numbers (such as † or *) Deselect Automatic Numbering. Start numbering footnotes at a number other than 1 Type a number for Start At.
4-30 AppleWorks 5 User’s Manual Once you close the Find/Change dialog box, you can find the text for which you last searched by choosing Find/Change from the Edit menu and then Find Again. Finding special characters In the Help index,* see: E hidden characters You can search for special formatting characters, such as return characters, tab characters, and symbols for column breaks, the same way you search for regular text. You can also search for special text such as dates, times, and page numbers.
Text (word processing) 4-31 Once you choose either command, the Spelling dialog box appears and AppleWorks begins checking for questionable words. The spelling checker verifies the words you are checking in the main dictionary, which is installed with AppleWorks, and any installed user dictionaries. If it does not find a word, it suggests alternatives. If the spelling of the word in question is correct (such as the spelling of someone’s name), you can add the word to a user dictionary by clicking Learn.
4-32 AppleWorks 5 User’s Manual Finding synonyms In the Help index,* see: E synonyms When you’re searching for the best word, you can look up synonyms— words of similar meaning—in the onscreen thesaurus that is provided with AppleWorks. The AppleWorks thesaurus is a collection of more than 220,000 words organized by synonyms. To find a synonym, select a word, choose Writing Tools from the Edit menu, and then choose Thesaurus. You see the Thesaurus dialog box.
Text (word processing) 4-33 Editing dictionaries In the Help index,* see: E modifying dictionaries E selecting dictionaries To edit words in your user or hyphenation dictionaries, choose Writing Tools from the Edit menu, and then choose Edit User Dictionary or Edit Hyphenation Dictionary. In the dialog box, you can edit dictionary entries, import dictionary entries from a text file, or export the contents of a dictionary to a text file. For more information, see onscreen Help.
4-34 AppleWorks 5 User’s Manual Adding pictures and frames to text In the Help index,* see: E artwork, text E drawing, tools E libraries, overview There are two ways to place pictures and frames—such as clip art, spreadsheets, drawings, and paintings—in a word processing document. You can insert them as inline objects, so that they move along, or flow, with your text, or place them as independent objects that float on the page and are not affected by the text.
Text (word processing) 4-35 Once you add an object, you can change how it’s placed in text. To change Do this A floating object to an inline object Select the arrow pointer in the tool panel and select the floating object. Choose Cut or Copy from the Edit menu, and then select the text tool in the tool panel. Then place the insertion point in the text and choose Paste from the Edit menu. An inline object to a floating object Select the text tool in the tool panel and select the inline object.
4-36 AppleWorks 5 User’s Manual To Do this Wrap text around a picture in a word processing document Place the picture in your document as an object (see the previous section). Click the picture to select it, and then choose Text Wrap from the Options menu. To wrap text around the contours of the object, choose Irregular. The number in the Gutter box determines how close the wrap is to the object. You can also click on the Default button bar for an irregular wrap.
Chapter 5: Drawing This chapter describes what you can do with the AppleWorks drawing tools. All draw features, including procedures, shortcuts, and troubleshooting, are described completely in onscreen Help. When to use a drawing Use a drawing whenever you want to create simple shapes, such as rectangles, circles, lines, and polygons. You can combine these simple shapes to create designs—such as a map or a quick sketch—in any type of document except a communications document.
5-2 AppleWorks 5 User’s Manual Creating a drawing In the Help index,* see: E documents, creating E documents, opening To Do this Create a blank draw document Choose New from the File menu, select Drawing, and then click OK. Example Or, click on the Default button bar. (If you don’t see the button bar, choose Show Button Bar from the Window menu.
Drawing 5-3 What are objects? In the Help index,* see: E objects, creating A drawing is made of objects—separate elements such as rectangles, lines, and text, as well as paint and spreadsheet frames. Think of a drawing as a collage in which you create and arrange objects of various shapes, sizes, and colors. When you overlap objects, the hidden parts still exist. Every object has a border (which you can hide) and a fill (the area within the border). Another type of object is a frame.
5-4 AppleWorks 5 User’s Manual Use the remaining tools in the tool panel to create and change different types of objects. In the Help index,* see: E drawing, tools E selecting objects Click to work with frames and objects Click to select a tool Hold down the mouse button as you drag the tool Use this tool To draw Line tool Diagonal or straight lines. To make straight lines, hold down Shift as you drag the tool. Rectangle tool Rectangles. To draw squares, hold down Shift as you drag the tool.
Drawing 5-5 As you use the drawing tools, keep the following tips in mind: To Do this Limit movement of the line, arc, Hold down Shift as you draw. (Holding down Shift also polygon, bezigon, and regular limits the movement of the arrow pointer as you polygon tools to 45º, 90º, and 180º move selected objects.) Set the number of sides on a regular polygon Select the regular polygon tool and choose Polygon Sides from the Edit menu. Type the number of sides (from 3 to 40), and then click OK.
5-6 AppleWorks 5 User’s Manual Selecting and deselecting objects An object (or frame) must be selected before you can move or change it. As soon as you release the mouse button after drawing an object, AppleWorks selects the new object and adds handles. To select a transparent object, click the object’s line or border Handles indicate an object is selected An object remains selected until you deselect it or select another object. To Do this Deselect an object Click anywhere outside the object.
Drawing 5-7 Using the graphics ruler and grids The graphics grid, graphics ruler, and autogrid (an alignment feature that helps you draw or move objects in precise increments) help you size, position, and align objects in a draw document. Graphics ruler Dotted lines move with the pointer Graphics grid Pointer You can change the ruler settings, turn the autogrid off, or hide the graphics grid.
5-8 AppleWorks 5 User’s Manual Moving objects Move selected objects with the pointer, the keyboard, or by using menu commands. Remember that you can usually reverse your most recent action by clicking on the Default button bar, or choosing Undo from the Edit menu. To revert to the most recently saved version of your document, choose Revert from the File menu. Note To move objects freely, without being constrained to the autogrid, choose Turn Autogrid Off from the Options menu.
Drawing 5-9 Remember that you can usually reverse your most recent action by choosing Undo from the Edit menu. To revert to the most recently saved version of your document, choose Revert from the File menu. To Select the object(s) and Duplicate an object Choose Duplicate from the Edit menu. Space duplicates evenly After duplicating the object, move it immediately to a new position. The next duplicate you create appears at the same distance from the last copy.
5-10 AppleWorks 5 User’s Manual Your changes affect selected objects. If you choose from the fill and pen palettes when no objects are selected, AppleWorks applies the settings to the next objects you create.
Drawing 5-11 In the Help index,* see: E styles Tip You can create styles—combinations of formatting information—and then apply the styles with a single click. (To show the stylesheet, click on the Default button bar, or choose Show Stylesheet from the Window menu.) For example, if you create a style called Wide Border, you can apply it to objects and frames any time you want. When you change a style, all the objects with the same style also change.
5-12 AppleWorks 5 User’s Manual Resizing objects To resize one or more objects or frames, use the mouse or AppleWorks commands. In the Help index,* see: E resizing, objects To resize objects by Select the objects and Using the mouse Place the pointer on a handle and hold down the mouse button as you drag a handle. To scale proportionally, hold down Shift as you drag. Specifying a percentage (scaling) Choose Scale By Percent from the Arrange menu.
Drawing 5-13 Reshaping and smoothing objects Use AppleWorks commands and controls to reshape objects and change their curves or angles. See onscreen Help for more ways to reshape objects and curves, as well as how to add and delete control handles and anchor points. To In the Help index,* see: E reshaping Select the object(s) and choose Modify the corners and ends on rectangles and squares Corner Info from the Edit menu (or double-click the object).
5-14 AppleWorks 5 User’s Manual Connecting objects When you want to make an intricate design with many curves or angles, you can connect a series of shapes. You can connect any combination of freehand shapes, polygons, regular polygons, and bezigons. Start by creating the two objects you want to connect. Then select one of the objects and choose Reshape from the Arrange menu. You see anchor points on the object and the reshape pointer.
Drawing 5-15 Arranging objects To align, rotate, flip, or group the objects you draw, or to change how they overlap, select the object or objects to arrange, and then choose a command from the Arrange menu. Start by selecting one or more objects. In the Help index,* see: E objects, arranging To Select the object(s) and choose this command from the Arrange menu Align objects to the autogrid Align to Grid Align objects to each other or distribute space evenly between objects Align Objects.
5-16 AppleWorks 5 User’s Manual Locking objects to prevent changes To protect objects from being changed, or frames from being deleted or moved, lock them. Unlocked objects have black handles Locked objects have dimmed handles In the Help index,* see: E locking To Do this Lock objects Select one or more objects and choose Lock from the Arrange menu. Lock an entire drawing Choose Select All from the Edit menu, and then choose Lock from the Arrange menu.
Drawing 5-17 Creating a master page In the Help index,* see: E master pages E stationery A master page is text or graphic information that repeats on every page of a draw document. Unlike a header or footer, information on a master page can occupy the entire working area of the page, and stays behind everything else on the pages of a document.
5-18 AppleWorks 5 User’s Manual Keep these points in mind: 1 To see master page elements as you work on your document, choose Page View from the Window menu. 1 You can save a document with a master page as stationery, a reusable template. See “Saving document formatting as templates (stationery)” on page 2-12. 1 If you select an object on a normal page (not a master page) and choose Move To Back from the Arrange menu, the object may move out of sight behind an object on the master page.
Drawing 5-19 Adding clip art You can incorporate AppleWorks clip art and other types of art in a drawing. Anything that you add to a drawing becomes an object. In the Help index,* see: E duplicating E Insert command E libraries, overview To Do this Add AppleWorks clip art to a drawing Choose Library from the File menu, choose Open, and then choose a category. In the library palette, select an image and click Use. For more information, see “Using libraries” on page 3-18.
5-20 AppleWorks 5 User’s Manual If you don’t see the tool panel, choose Show Tools from the Window menu. To do this in a draw document In the Help index,* see: E frames, creating Type text Do this Select the text tool and click once in the document. Choose from the Font, Size, and Style menus, and then type your text.
Drawing 5-21 Creating links in draw documents In the Help index,* see: E book marks E links When you plan to use an AppleWorks draw document onscreen, on the Internet, or World Wide Web, you can select an area of the document and create a link (a connection or jump) to a different area of the same document, a different document, or a document or other information on the Internet.
Chapter 6: Painting This chapter describes what you can do with an AppleWorks paint document or paint frame. All paint features, including procedures, buttons, and troubleshooting, are described completely in onscreen Help. When to use a painting Use a painting when you want to create airbrush or brushstroke effects, to tint colors, or to transform shapes (for example, to add perspective to an image), or add special effects (for example, blurring an image).
6-2 AppleWorks 5 User’s Manual In the Help index,* see: E pixels How paintings and drawings differ Drawings are made of objects that can be selected, moved, or changed while retaining their individual identity. For example, when one object in a drawing overlaps another, the back object remains intact. Paintings are made of many separate pixels. Shapes drawn in a painting lose their individual identity and become part of the collection of pixels.
Painting 6-3 Tip If you see a message telling you that the document size has been reduced to fit the available memory, see “Working with large files” on page 6-16. About the paint window When you open a paint document or create a paint frame, you see the paint menus and the tool panel. Paint menus Buttons for common tasks in paint documents and frames Tool panel Working with paint frames In the Help index,* see: E frames, working in E paint frames A paint frame provides a view into a painting.
6-4 AppleWorks 5 User’s Manual Here are some ways to adapt a paint frame to suit your needs: In the Help index,* see: E frames, formatting E frames, working in To Do this Resize a paint frame Select the frame and drag a handle. Open the frame to see more of the painting Select the frame and choose Open Frame from the Window menu. When you open the frame, you see the painting in a new window. The open frame is linked to the original document.
Painting 6-5 To select a tool on the tool panel, click it. Once you select a tool, it stays selected until you choose another tool.
6-6 AppleWorks 5 User’s Manual Setting lines, colors, patterns, and textures In the Help index,* see: E fill palettes E palettes E pen E styles Use the fill and pen palettes to set the fill color and pattern, gradient, or texture, and set the line color, pattern, width, and arrowhead style. Select the fill and pen settings before you paint an image. It’s easier to set them up ahead of time than to change an image once it’s been painted.
Painting 6-7 Tip Save combinations of fill and pen attributes as a style, and then apply the style to change the palette settings in one step. (To open the stylesheet, click on the Default button bar, or choose Show Stylesheet from the Window menu.) For more information on styles, see “Using styles” on page 9-5.
6-8 AppleWorks 5 User’s Manual Selecting and moving images In the Help index,* see: E images, arranging Before you can change an image, you must first select it. To select Do this Example A rectangular area Click the selection rectangle and drag it over the area to select. You can select all or part of an image. The outline of an image Hold down 2 as you drag the selection rectangle around the image you want to select.
Painting 6-9 Deleting, copying, and duplicating images You can delete, copy, or duplicate an entire image, part of an image, or several images at once. Remember that you can usually reverse your most recent action by choosing Undo from the Edit menu. To revert to the most recently saved version of your document, choose Revert from the File menu. In the Help index,* see: E editing, images To Do this Delete an area Select the area and then press Delete.
6-10 AppleWorks 5 User’s Manual Magnifying an image You can change the zoom level (magnification or reduction) of a paint document as it’s displayed in the window. Zoom in to edit pixels In the Help index,* see: E zooming in and out Zoom out to see more of the painting To Do this Zoom out or in Click the zoom-out or zoom-in bottom of the window).
Painting 6-11 Reshaping a selection To reshape a selection, select the area you want to change, choose a command from the Transform menu, and then drag the handles that appear. In the Help index,* see: E transforming To Select the area and choose Slant an image vertically or horizontally Shear Stretch an image in any direction Distort Add the appearance of depth or distance Perspective Example When you finish reshaping, click anywhere outside the selection rectangle.
6-12 AppleWorks 5 User’s Manual Select the area and choose To Resize an image by dragging a handle Resize, and then drag a handle to the size you want Resize an image by specifying a set percentage Scale By Percent, type values for the percentage to enlarge or reduce the selection, and then click OK Example When you finish resizing or turning, click anywhere outside the selection rectangle.
Painting 6-13 To Choose Example (before and after) Lighten or darken each pixel Lighter or Darker, or in a selection click or on the Default button bar When you finish coloring and tinting, click anywhere outside the selection rectangle. Combining images In the Help index,* see: E picking up attributes To combine the colors and patterns of two images, select an image or area and move it over the image whose color and pattern you want to pick up.
6-14 AppleWorks 5 User’s Manual Adding text and spreadsheets In the Help index,* see: E frames, creating E text, frames To add text or a spreadsheet to a paint document: 1. Click the text or spreadsheet tool, move the pointer into the document, and then drag to draw the frame. 2. Choose options from the Font, Size, and Style menus, and then type the text or numbers. 3. When you finish, click outside the frame. The frame contents become part of the painting.
Painting 6-15 Adding clip art You can incorporate AppleWorks clip art and other types of art in a painting. Anything you add to a painting becomes an image made of pixels. In the Help index,* see: E artwork, inserting E copying E libraries, overview To Do this Add AppleWorks clip art to a painting Choose Library from the File menu, choose Open, and then choose a category. In the library palette, select an image and click Use. For more information, see “Using libraries” on page 3-18.
6-16 AppleWorks 5 User’s Manual Working with large files In the Help index,* see: E increasing memory Your computer sets aside a certain amount of memory for AppleWorks. If you’re working on a paint document or other large document, using many graphics, or working on multiple documents, AppleWorks may require more memory than is available. When you need to provide more memory for AppleWorks, you may see one of these messages: 1 Not enough memory to complete this operation.
Creating links in paint documents In the Help index,* see: E book marks E links When you plan to use an AppleWorks paint document (or a document that contains a paint frame) onscreen, on the Internet, or World Wide Web, you can select an area of the document or frame and create a link (a connection or jump) to a different area of the same document, a different document, or a document or other information on the Internet.
Chapter 7: Spreadsheet This chapter describes what you can do with an AppleWorks spreadsheet document or spreadsheet frame. All spreadsheet features, including procedures, buttons, and troubleshooting, are described completely in onscreen Help. When to use a spreadsheet Use a spreadsheet when you want to organize text and numbers in rows and columns.
7-2 AppleWorks 5 User’s Manual In the Help index,* see: E spreadsheets, documents E tables You can also use a spreadsheet to present text in a table. For example, use a spreadsheet document to type a schedule or list, or use a spreadsheet frame to format a table in a word processing document. For more information about using a spreadsheet frame as a text table, see “Creating tables” on page 4-19.
Spreadsheet 7-3 Creating a spreadsheet In the Help index,* see: E New command E spreadsheet frames To create a Do this Blank spreadsheet document Choose New from the File menu, select Spreadsheet, and then click OK. Or, click on the Default button bar. (If you don’t see the button bar, choose Show Button Bar from the Window menu.
7-4 AppleWorks 5 User’s Manual Working with spreadsheet frames In the Help index,* see: E frames, creating E frames, working in A spreadsheet frame provides a view into a spreadsheet. A spreadsheet frame is like any other object. You can move it, resize it, change or delete the border, apply a fill color, or wrap text around it. Within a frame, you have full access to the spreadsheet tools and commands.
Spreadsheet 7-5 As you work with spreadsheet frames, keep the following points in mind: 1 You can’t change or open any type of frame in a paint document. See “Adding text and spreadsheets” on page 6-14 for more information. 1 You can link two or more spreadsheet frames in a document. See “Linking frames” on page 9-29. Typing in a spreadsheet In the Help index,* see: E entering spreadsheet data E spreadsheets, documents Each cell in a spreadsheet can contain numbers, words, or formulas.
7-6 AppleWorks 5 User’s Manual Address of upper-left cell in the selected range Address of selected cell The selected cell has a heavy border AppleWorks highlights the selected cell range To Do this Select a cell range Hold down the mouse button and drag the pointer over the cells you want to select. Select a cell range Hold down the mouse button and drag the pointer over the cells you want to select. Select an entire row or column Click the row or column heading.
Spreadsheet 7-7 To Do this Check spelling Choose Writing Tools from the Edit menu and then choose Check Document Spelling. Find and change cell data Choose Find/Change from the Edit menu and then choose Find/ Change. Type in the Find and Change boxes, and then click Find Next or Change All. Find data that matches a selection Select a cell or text, choose Find/Change from the Edit menu, and then choose Find Selection.
7-8 AppleWorks 5 User’s Manual Copying and deleting data Copy and delete procedures are the same throughout AppleWorks. The AppleWorks spreadsheet also provides other methods to copy and delete data. In the Help index,* see: E entering spreadsheet data To Do this Copy or cut cell contents and formatting Select the cells you want to work with. Then, on the Default button bar, click to copy or to cut (or choose Copy or Cut from the Edit menu).
Spreadsheet 7-9 In the Help index,* see: E filling cells To copy cell contents—including formulas—into adjacent cells, drag to select the cells with the data to duplicate and continue dragging down or to the right over the cells you want to fill. Then choose Fill Down or Fill Right from the Calculate menu.
7-10 AppleWorks 5 User’s Manual You can also copy a cell’s formatting or specify a default font to be used in the entire spreadsheet. To Do this Change text appearance or alignment Select the cells you want to change. Choose Font, Size, Style, Text Color, or Alignment from the Format menu and then choose a formatting option from the appropriate submenu (or use the pop-up menus and buttons on the button bar).
Spreadsheet 7-11 Tip AppleWorks comes with preset table styles that you can use to change a In the Help index,* see: E styles cell’s formatting and appearance in one step. For example, you can apply a style to format the data, highlight the titles, and apply colors to the rows. Start by creating a small spreadsheet and entering some data. Then click on the Default button bar (or choose Show Stylesheet from the Window menu) to display the stylesheet.
7-12 AppleWorks 5 User’s Manual Before sorting After sorting on first order key (A2) only After sorting on first order key A2, second order key B2, and third order key C2 Locking cell data In the Help index,* see: E locking Protect data or formulas from accidental changes by locking cells. To lock a cell or a range of cells, select the cells, then choose Lock Cells from the Options menu. To unlock a protected cell or cell range, select the cells and then choose Unlock Cells from the Options menu.
Spreadsheet 7-13 Assigning names to cells To name cells, choose commands from the . menu in the entry bar To Do this Example Name a cell or cell range Select the cells to name and choose Define Name from the menu. Type a name in the dialog box, and then click Define. Name cells or ranges using Select all of the cells to row and column titles name (include both row and you’ve already typed column headings in the selection) and choose Auto Name from the menu in the entry bar.
7-14 AppleWorks 5 User’s Manual Note When you edit a name, AppleWorks updates all of the formulas that use the name you edited. Using named cells in formulas In the Help index,* see: E formulas, spreadsheet E named cells and ranges Once you’ve named cells and ranges, you can use the names in place of cell addresses in formulas. You can also use a name in a formula before it has been defined to refer to a particular cell or range.
Spreadsheet 7-15 To Do this Replace cell addresses with Select the cell or range that holds the formula you want to work named cells or ranges in with. Choose Replace References from the menu in the entry formulas bar. Then deselect the cell addresses that you want to exclude from replacement with named cells or ranges and click Replace. Example 1: Using cell names in a formula This example shows you how to name two cells and use the names in a formula. 1.
7-16 AppleWorks 5 User’s Manual 9. Select cell B3 and type an equal sign (=). 10. Choose Income from the 11. Choose Expenses from the menu in the entry bar and type a minus sign (-). menu in the entry bar and press Enter. The formula contains the named cells Income and Expenses. Example 2: Replacing named cells with cell references This example shows you how to replace the named cells you defined in Example 1 with cell references. 1.
Spreadsheet 7-17 Changing cells, rows, and columns There are several features that control how you display and work with data in rows and columns. You can resize, hide, insert, and delete rows and columns. Resizing or hiding rows and columns In the Help index,* see: E hiding E resizing, spreadsheet cells To resize all the rows or columns in a range by the same amount, start by selecting multiple rows or columns. Then specify a size or use the mouse.
7-18 AppleWorks 5 User’s Manual Inserting and deleting cells, rows, and columns Important When you delete a cell, column, or row, you also delete its data. In the Help index,* see: E spreadsheets, arranging To insert or delete an entire row or column, click one or more headings to select rows or columns, and then on the Default button bar, click to insert cells or click to delete cells. You can also choose Insert Cells or Delete Cells from the Calculate menu.
Spreadsheet 7-19 Adding borders, colors, and patterns to cells In the Help index,* see: E borders, spreadsheet cells E spreadsheets, formatting E styles You can add borders, colors, and patterns to one or more cells, or to entire rows or columns. To add a border, color, or pattern, start by selecting the cells, rows, or columns you want to change. (If you need to use the tool panel, choose Show Tools from the Window menu.
7-20 AppleWorks 5 User’s Manual Adding and removing page breaks Spreadsheet pages break automatically when the page is full. In the Help index,* see: E pages, breaks To Do this Add page breaks manually that occur before the automatic page breaks Select the cell, row, or columns where you want the page to end. Then choose Add Page Break from the Options menu. AppleWorks marks the break with a dotted line.
Spreadsheet 7-21 Printing a spreadsheet document You can control various aspects of how your spreadsheet document prints. In the Help index,* see: E printing, spreadsheets E Set Print Range command To print Choose Row and column titles on every page Lock Title Position from the Options menu The range of cells that you specify, rather than all formatted cells and cells that contain data Set Print Range from the Options menu.
7-22 AppleWorks 5 User’s Manual Formulas can be simple or very complex, with many parts. All of these are legitimate (and simple) formulas: This formula Does this =B6+B8 Adds the values in cells B6 and B8 =E9*3.5 Multiplies the value in cell E9 by 3.5, a constant (fixed value) that you supply =Shares*Price Multiplies the values in two named cells (see “Naming cells and ranges” on page 7-12) =“California” Places a text constant (California) in a cell =SUM(D4..
Spreadsheet 7-23 Circular references Avoid circular references in a spreadsheet. A circular Circular reference reference occurs when two or more cells refer to each other—for example when cell A1 contains =B2*3 and cell B2 contains =A1+4. A circular reference also occurs when a cell refers to itself, for example, in the formula A10=SUM(A1..A10). AppleWorks marks cells that contain circular references with bullets.
7-24 AppleWorks 5 User’s Manual To Do this Example Enter a reference to a cell range Drag to select the range that you want to refer to. The reference to the cell range appears at the insertion point in the formula. Then enclose the range in parentheses. =SUM(B1..C1) Or type the addresses of the cell at the upper left of the range and the cell at the lower right with two dots between them and enclose the range in parentheses.
Spreadsheet 7-25 Making corrections In the Help index,* see: E formulas, spreadsheet E resizing, spreadsheet cells E troubleshooting If you see ### in a cell, it means the column is too narrow to display the number. To widen the column, select the column and then increase its width by choosing Column Width from the Format menu. Type a width, and then click OK. For more information on changing the size of a column, see “Resizing or hiding rows and columns” on page 7-17.
7-26 AppleWorks 5 User’s Manual 2. Click cell B3, type an equal sign (=) in the entry bar, and then click cells A1, A2, and C1. AppleWorks inserts the addition operator (+) between each cell reference. Your spreadsheet should look like this: Address of the selected cell Entry bar Operators Formula The formula’s result goes in the selected cell To change the formula, for example to use a different operator, use the text editing techniques described in “Editing data” on page 7-6. 3.
Spreadsheet 7-27 AppleWorks provides over 100 functions in nine general categories. A complete list of these functions is in onscreen Help.
7-28 AppleWorks 5 User’s Manual Select the sample values Cell address of result Function Replace the sample values Click to cancel or confirm entry Tip If you know the name and format of a function, you can type it, rather than paste it, in the entry bar. Example: Using the AVERAGE function This example shows how to use the AVERAGE function to calculate the average of three numbers. 1. In your spreadsheet, type 74, 88, and 93 in cells A1, B1, and C1. 2. Click cell D1 to select it.
Spreadsheet 7-29 Cell range The result Displaying data in charts (graphs) In the Help index,* see: E charts, creating A chart (or graph) shows graphic relationships and trends among data. You can chart data in a spreadsheet frame as well as in a spreadsheet document. Data Line chart Making charts In the Help index,* see: E charts, creating E charts, modifying To make a chart, select a cell range and then choose Make Chart from the Options menu.
7-30 AppleWorks 5 User’s Manual Changing chart options In the Help index,* see: E charts, creating You can change the way data is plotted as well as the appearance of a chart’s elements (the title, axes, series, series labels, or series symbols). Each type of chart (this one is an X-Y scatter chart) contains most of the same elements.
Spreadsheet 7-31 Note AppleWorks provides numerous techniques for setting and changing the chart’s elements. You can experiment with the various techniques for working with chart elements described in onscreen Help. If you don’t like the results, click on the Default button bar, or choose Undo from the Edit menu. You can also choose Revert from the File menu, or delete the chart and make a new one. Deleting, copying, or moving a chart A chart is an object that you can delete, cut, copy, move, or resize.
7-32 AppleWorks 5 User’s Manual Enhancing a chart’s appearance Because a spreadsheet chart is an object, you can change the chart’s appearance by selecting all or part of it and using the fill and pen palettes and text formatting commands.
Spreadsheet 7-33 Choose Show Tools from the Window menu to display the tool panel, then try some of the following techniques using the fill and pen palettes. (For information on using the pen and fill palettes, see “Changing lines, borders, colors, patterns, and textures” on page 5-9.) The effect you achieve varies with the type of chart. Feel free to experiment. If you don’t like the results, use Undo in the Edit menu or Revert in the File menu, or delete the chart and make a new one.
7-34 AppleWorks 5 User’s Manual Note Pictures (and frames) are layered on top of the spreadsheet. You can’t place a picture in the entry bar or directly in a spreadsheet cell. Add clip art from an AppleWorks library Draw a rectangle and fill it with a gradient Type in a text frame, rotate the frame, and drag it over the rectangle Start by choosing Show Tools from the Window menu to display the tool panel.
Spreadsheet 7-35 For information on In the Help index,* see: Copying and pasting pictures in a spreadsheet E Copy command Inserting (importing) pictures created in another application E Insert command Creating links in spreadsheet documents In the Help index,* see: E book marks E links When you plan to use an AppleWorks spreadsheet document (or a document that contains a spreadsheet frame) onscreen or on the Internet or World Wide Web, you can select an area of the document or frame and create a lin
Chapter 8: Database This chapter describes how to design an AppleWorks database document to help you manage information. AppleWorks makes it easy for you to create a database, enter your data, format it in different layouts, and present custom reports. Once a database contains records, you can search through and sort them, change the data they contain, and design and print a report of some or all of the data.
8-2 AppleWorks 5 User’s Manual What’s a database? In the Help index,* see: E databases, documents A database is a collection of related information, or data, which you can sort, search through, and print as needed. Using a database, you can organize and analyze information in various ways so that you understand its significance. These are the elements that make up a database.
Database 8-3 In Find mode, you search for specific records to work with In Layout mode, you design the way you want the data to appear when viewed or printed Creating a database document In the Help index,* see: E documents, creating Note You can’t create a database document within another document. To create a database document when AppleWorks is running, choose New from the File menu. In the New Document dialog box, select Database, and then click OK. Or, click on the Default button bar.
8-4 AppleWorks 5 User’s Manual Part 1: Start a new database document 1. If AppleWorks isn’t running, start AppleWorks as described in “Starting AppleWorks” on page 2-1. on the Default button bar. (Or, choose New from the File menu. In the New Document dialog box, select Database, and then click OK.) 2. Click You see the Define Database Fields dialog box, where you set up database fields. New field names appear here Type the field names here Select a field type here Part 2: Define two fields 1.
Database 8-5 Type field values here Field names Part 3: Enter two values into the fields 1. Click in the Continent field and type Europe. If the entire record becomes highlighted, it means you clicked outside the field. To select a field, click inside the field borders. Don’t click the field name. 2. Press Tab or click in the Country field and type France. The first record looks like this Part 4: Make new records 1. Click on the Default button bar, or choose New Record from the Edit menu.
8-6 AppleWorks 5 User’s Manual Part 6: Close the database Note You may want to save your example database and use it to practice other database operations described in this chapter and in onscreen Help. For example, you could try adding different field types, changing the layout of the fields, and searching for specific records.
Database 8-7 Tip When you design a database that holds names and addresses, you can start quickly by using the Address List Assistant, and then changing the database as needed. For more information about using Assistants, see “Using an Assistant” on page 2-4. Defining database fields In the Help index,* see: E fields, defining Once you plan the design of a database, the next step is to define the fields to store the data.
8-8 AppleWorks 5 User’s Manual Assigning field types In the Help index,* see: E fields, types To assign a field type to a field, choose from the Field Type pop-up menu in the Define Database Fields dialog box. Field types affect the way you enter and use your data. Tip Use a text field (or a field that holds text, such as a pop-up menu) for postal codes so you can sort addresses by postal code number. If the postal code is a number field, AppleWorks ignores leading zeros.
Database 8-9 Use this field type To Radio Buttons Choose among options Check Box Select or deselect the field Serial Number Have AppleWorks assign a unique, sequential number to the field in each record Value List Choose from a scrolling list of preset values, or enter a different value Multimedia Display a picture, movie, or library object. A picture in a multimedia field is stored with the database document.
8-10 AppleWorks 5 User’s Manual Checking or entering data automatically In the Help index,* see: E fields, defining AppleWorks can enter or check data when you create records. For example, you may want the data in a number field to be unique and within a certain range. To set up a field for data checking or automatic entry, select the field from the list in the Define Database Fields dialog box and click Options. You see the options available for the type of field you selected.
Database 8-11 For complete information on every field type available in AppleWorks, see onscreen Help. Defining calculation and summary fields In the Help index,* see: E formulas, database You define a field type as a calculation or summary field when you want the value in the field to be the result of a formula. A formula can include values from one or more other fields in the database, operators, functions, and constant values.
8-12 AppleWorks 5 User’s Manual You enter a formula for a calculation or summary field just as you do for a spreadsheet cell. (See “Working with formulas” on page 7-21.) The type of operation a formula performs depends on the field type of the values it calculates and whether the formula’s field type is calculation or summary. 1 Use a calculation field to calculate a value from values in other fields in the current record.
Database 8-13 Entering data in fields In the Help index,* see: E fields, changing E fields, entering data E fields, navigating When you finish defining the database fields, you see them displayed in Browse mode in a standard layout, in the order you created them. You can now start entering data. You enter data in Browse mode (or List mode, when you select List from the Layout menu) by selecting a field and typing a value in it.
8-14 AppleWorks 5 User’s Manual To Do this Enter a name in a name field For names that you want to sort by the last word in the field, type the first and last name (for example, Jane Adams sorts by Adams). For names that end with a title, type Option-space between the last name and the title (for example, James Smith Jr. sorts by Smith). For names that you want to sort by the first word in the field, type @ at the beginning of the field (for example, @Treetop Books sorts by Treetop).
Database 8-15 Changing the tab order In the Help index,* see: E tabbing The tab order is the order in which you move from one field to the next when you press Tab in Browse mode. The tab order is preset to the order in which you place the fields on the layout. Changing the tab order does not rearrange the fields—it simply changes the order of field selection when you press Tab. To change the tab order, choose Browse from the Layout menu, and then choose Tab Order.
8-16 AppleWorks 5 User’s Manual To Delete a record Select the record to duplicate, delete, or move, and then Choose Delete Record from the Edit menu. If you change your mind, before you do anything else, click on the Default button bar, or choose Undo from the Edit menu to restore the record. Temporarily delete a record that Click on the Default button bar, or choose Cut from the you want to move or paste back Edit menu.
Database 8-17 Viewing records In the Help index,* see: E records, viewing You can view records in various ways to suit your needs. To Do this View records in a continuous list Select Browse from the Layout menu, and then choose Show Multiple. (If Show Multiple is dimmed, deselect Page View from the Window menu first.) View records in rows and fields in columns Select List from the Layout menu.
8-18 AppleWorks 5 User’s Manual Note You can also add a movie to an entire document. For more information, see “Working with movies” on page 9-31. Working with rows and columns in List mode In the Help index,* see: E List mode List mode allows you to view and work with many records at once. In List mode, you see all the fields in your database in a columnar layout. To work in List mode, choose List from the Layout menu.
Database 8-19 To select Do this Example of selected area Multiple fields Drag the pointer across the fields. (If the first field in your selection is a pop-up menu or a checkbox field, press Option as you drag.) Note To change the appearance of text in selected rows and columns in List mode, see “Moving columns and formatting data” on page 8-20. (For more information about text attributes, see “Changing text appearance” on page 4-7.
8-20 AppleWorks 5 User’s Manual Moving columns and formatting data As you work in List mode, you can change the position of a column or the appearance of data in a column or row. In the Help index,* see: E List mode To Do this Move a column Move the pointer to the column heading. The pointer changes to this . Drag the column to the new position.
Database 8-21 Selecting and hiding records In the Help index,* see: E status panel, databases You can select and hide individual records or a range of records in Browse mode or List mode. Hidden records are not printed, sorted, or included in summary calculations. To Do this Select a record Click anywhere in the record, outside of a field.
8-22 AppleWorks 5 User’s Manual To Do this Deselect records in a selection, or select noncontiguous records 2-click the record. Show all records Click on the Default button bar (or choose Show All Records from the Organize menu). Example Sorting records In the Help index,* see: E records, sorting You can sort records alphabetically or numerically based on the fields you specify. You can also save a set of sort criteria (called a named sort) for reuse.
Database 8-23 Click to move fields between the Field List and the Sort Order list Click to clear the Sort Order list Order of fields from first to last Select fields to sort by; field names move to the Sort Order list Type a name for the sort Select sort order for selected fields Records are sorted by State, then by Customer To From the Sort Use a named sort The named sort Change the sort order Edit Sort. Select a named sort from the list and click Modify.
8-24 AppleWorks 5 User’s Manual Finding information There may be times when you want to view, update, or print a specific group of records. To find information in a database, you can search for particular text, create a find request to search for records that meet your criteria, or write a formula to select records that match the formula’s result. Finding text In the Help index,* see: E finding text E find requests To find text within a field, choose Find/Change from the Edit menu.
Database 8-25 To narrow your search, you can use relational operators (such as < and >), enter values in multiple fields, or require that a record meet either one set of search criteria or another. There are many ways to combine different search methods. The following table provides some common examples. In the Help index,* see: E New Request command E operators For example, to find In Find mode, do this in the find request Only records that contain a specific value Type or select the value.
8-26 AppleWorks 5 User’s Manual As you work with find requests, keep the following tips in mind: 1 You can save and reuse a find request by creating a named search. For more information, see “Saving a find request (named search),” next. 1 Pop-up menus, radio buttons, or checkbox fields are initially excluded from a find request. If you select a value for a find request and then change your mind, you can still exclude the value. To exclude a Do this in the find request Pop-up menu Choose Don’t Care.
Database 8-27 Matching records In the Help index,* see: E matching records For complex searches, use the Match Records feature in Browse mode or List mode. When you match records, you enter a formula in a field to use for the search. AppleWorks selects records that match the result of the formula. When you find records, AppleWorks shows the records it finds and hides the rest. When you match records, AppleWorks selects the matching records and leaves all other records in the document open on the screen.
8-28 AppleWorks 5 User’s Manual In Browse or List mode, To match records choose Match Records from that contain the Organize menu, and then Example formula A specific value in Click the NUMTOTEXT(number) a pop-up menu or function and replace number by radio button field selecting it and clicking the field name. Click the = operator, and then type the value in double quotation marks. A selected or deselected checkbox field Click the field name and click the = operator.
Database 8-29 To edit the current database layout, choose Layout from the Layout menu. Add graphics and text Drawing tools Field labels and fields become objects in a layout You can create five types of layouts in the New Layout dialog box. Layout type Description Standard Contains all the fields created for the database, stacked vertically, in the order you created them Example Field names to the left of each field Duplicate Creates a copy of the layout you’re currently using.
8-30 AppleWorks 5 User’s Manual Layout type Description Columnar report Shows and prints fields in columns. Example (You can also use List mode to Fields are arranged horizontally see data in columns, by choosing List from the Layout menu. See “Working with rows and columns in List mode” on page 8-18.
Database 8-31 New layout names are added to the bottom of the Layout menu and the bottom of the Layout pop-up menu. You can quickly change the layout of your data in Browse mode by selecting a different layout name from either menu. Selecting a layout Columnar layouts To create a columnar layout, click Columnar report in the New Layout dialog box, and then click OK. Move the field names to the Field Order list, in the order you want them to appear, and then click OK.
8-32 AppleWorks 5 User’s Manual Tip To create labels quickly, create your database and then use the Create Labels Assistant. Choose AppleWorks Assistants from the or Help menu, choose Create Labels, and then click OK. For more information about Assistants, see “Using an Assistant” on page 2-4. Editing a layout To change the arrangement and appearance of data, you must be in Layout mode. You can use the tool panel to make changes.
Database 8-33 To Do this Add a picture Use one of the following methods: 1 1 1 1 1 1 Choose Library from the File menu, choose Open, and then choose a category. In the library palette, select an item, and then click Use. For more information, see “Using libraries” on page 3-18. Copy and paste a picture from a different document. Click on the Default button bar, or choose Insert from the File menu, and then select the picture file using the Insert dialog box.
8-34 AppleWorks 5 User’s Manual Changing the appearance of data While you work in Layout mode, you can change the way text, numbers, dates, times, and multimedia values appear in Browse mode and List mode and when you print. You can work with layouts as they are or change them to suit specific purposes. Start by choosing Layout from the Layout menu.
Database 8-35 Note To change a field’s format in one step, you can create styles (combinations of formatting information). For example, create a style called Highlight, and then apply it to selected fields (objects) when you’re working in Layout mode. When you change a style, all the fields with the same style also change. To create styles, click on the Default button bar, or choose Show Stylesheet from the Window menu. For more information, see “Using styles” on page 9-5.
8-36 AppleWorks 5 User’s Manual Presenting and summarizing data with parts In the Help index,* see: E layouts, parts for E summaries, database You use database parts to present and summarize data on the screen and when printed. A standard layout has one part—a body—which contains the data from all current records. Other parts you can add are a header, sub-summaries, grand summaries (leading and trailing), and a footer.
Database 8-37 Keep the following points in mind: 1 A header or footer part differs from a page header or footer. A page header or footer is text or pictures that appears at the top or bottom of a page in any AppleWorks document (except communications). It appears on every page of a document, (unless you create a title page in a word processing document using the Section command). A header or footer part appears on every page of a database document.
8-38 AppleWorks 5 User’s Manual Creating reports Using named searches, named sorts, and layouts you have already created, you can make reports that find and reorder records and print the result. For example, you might want to set up a report to print the California addresses from your database on Avery 5164 mailing labels. To create a report, choose New Report from the Report pop-up menu.
Database 8-39 1 insert information from another AppleWorks database. AppleWorks pastes the whole database into the current database. 1 insert information from saved ASCII, DBF, DIF, or SYLK formats. You select the fields to insert from the other database. Any changes you make in AppleWorks affect only the AppleWorks document into which you import or insert the data. The document that the data comes from remains unchanged.
8-40 AppleWorks 5 User’s Manual Note You can import a FileMaker Pro database document into AppleWorks. To do so, export (save) the FileMaker Pro document as a DIF document. Then, import (open) the DIF document with AppleWorks. You can also or import an AppleWorks document with FileMaker Pro. To do so, export (save) the AppleWorks document as a DIF document, and then import (open) the DIF document with FileMaker Pro.
Database 8-41 So that space closes as you intended, make sure that: 1 fields don’t touch each other 1 you align fields first (select the objects to align and choose Align Objects from the Arrange menu) 1 fields to close up are the exact same size
Chapter 9: Beyond the basics Use the features covered in this chapter to help you make the most of AppleWorks. With these features, you can combine different document types, make presentations, automate the way you work, create book marks in areas of a document you want to return to, create links to a different document, include other applications in your documents, and easily share data with other documents and applications.
9-2 AppleWorks 5 User’s Manual Creating book marks Tip To create a book mark quickly, select the text, object, cell, frame, or paint image. Then click book mark and click OK. on the Default button bar. Type a name for the To create a book mark: In the Help index,* see: E book marks 1. Select the text, object, cell, frame, or paint image in which to place the book mark. 2. Choose Show Links Palette from the Window menu. 3. Choose Book Marks from the pop-up menu on the links palette.
Beyond the basics 9-3 The pointer changes to when you move it over a link. If the link is text, the text appears underlined. Tip To create a document link quickly, select the text, a spreadsheet cell, paint image, frame, or object. Then click on the Default button bar. Type a name for the document link, select a document, and click OK. To create a document link: 1. Select the text, a spreadsheet cell, paint image, frame, or object to create the link from. 2.
9-4 AppleWorks 5 User’s Manual Editing links In the Help index,* see: E links When you edit a book mark or document link using the Links menu in the links palette, the contents of the document containing the book mark or link remain unchanged. To edit a link: 1. Open the document containing the book mark or link to edit. 2. Choose Show Links Palette from the Window menu. 3. From the pop-up menu on the links palette, choose the type of link to edit. 4. Click the name of the book mark or link to edit.
Beyond the basics 9-5 Going to a specific link In the Help index,* see: E links To go to the location of a specific book mark or link within a document: 1. Open the document containing the book mark or link to go to. 2. Choose Show Links Palette from the Window menu. 3. From the pop-up menu on the links palette, choose the type of link to go to. 4. Click the name in the list, and then choose Go to Link (for the selected link type) from the Links menu.
9-6 AppleWorks 5 User’s Manual After Before About the stylesheet palette You use the stylesheet palette to create, edit, and apply styles. Some style types are more complex than others. For example, outline and table styles contain a series of substyles with their own set of properties (formatting options). To show the stylesheet palette, click on the Default button bar (or choose Show Stylesheet from the Window menu).
Beyond the basics 9-7 The four style types are represented by symbols on the stylesheet palette. Style type and symbol Basic (No symbol) Description Formats text, numbers, objects, and spreadsheet cells. Sets paint fill and pen attributes. Basic styles contain all style information except paragraph formatting information. Paragraph Formats entire paragraphs (line spacing, alignment, indents, tabs, and labels).
9-8 AppleWorks 5 User’s Manual Styles in documents and frames You can use styles in frames and in every document type except communications.
Beyond the basics 9-9 Applying a style In the Help index,* see: E styles, using To apply a style using the pop-up menu, place the insertion point in a paragraph (or select several paragraphs) and choose a style. (If you don’t see the pop-up menu, choose Show Button Bar from the Window menu.) If you select a style before typing, the next text you type uses the selected style.
9-10 AppleWorks 5 User’s Manual To restore a selection to its default state, choose Default on the pop-up menu. (For spreadsheets choose Default SS.) To restore an item to its original state, choose Unapply Style from the Edit menu on the stylesheet palette. (The name of the command varies depending on the style you applied.) Note You can set up AppleWorks to apply several styles at once.
Beyond the basics 9-11 Type a name for your style Select the type of style you want to create Click to use the properties of the item selected in your document Choose None if you don’t want the new style to assume any preset formatting options, or choose a style to acquire that style’s properties You see the pointer for editing styles when you exit the New Style dialog box (unless you selected Inherit document selection format). If you want to edit the style now, see “Editing styles” on page 9-15.
9-12 AppleWorks 5 User’s Manual Example: Applying and creating styles In this example, you type some text and format it with three styles, including two custom styles you add to the stylesheet palette. You also remove a style from some text in your document. Part 1: Type some text and apply a preset style 1. Open a new word processing document (as described in “Starting AppleWorks” on page 2-1). 2. Type Camping Supplies, and then press Return three times. 3.
Beyond the basics 9-13 Part 2: Add a basic style to the stylesheet palette 1. Click on the Default button bar (or choose Show Stylesheet from the Window menu). 2. Click the New button on the stylesheet palette. 3. In the New Style dialog box, type Bold, Italic in the Style name box. 4. Set the following options in the New Style dialog box: 1 Select Basic for Style type. 1 Choose None from the Based on pop-up menu. 1 Deselect Inherit document selection format, if it is selected. 5. Click OK. 6.
9-14 AppleWorks 5 User’s Manual 3. Set the following options in the New Style dialog box: 1 Select Paragraph for Style type. 1 Choose None from the Based on pop-up menu. 1 Deselect Inherit document selection format, if it is selected. 4. Click OK. 5. Click the center alignment control above the ruler. 6. Click on the Default button bar (or choose Bold from the Style menu). 7. Choose 18-point from the pop-up menu or from the Size menu at the top of the screen. 8. Click Done on the stylesheet palette.
Beyond the basics 9-15 Part 5: Remove a style 1. Select the words at the campsite. 2. Click on the Default button bar to show the stylesheet palette. 3. Choose Unapply Bold, Italic from the Edit menu on the stylesheet palette. Editing styles In the Help index,* see: E styles, editing You can instantly change the format of an entire document by editing styles. When you edit a style, all the text, objects, or cells that use that style are updated.
9-16 AppleWorks 5 User’s Manual If you’re editing an outline or table (spreadsheet) style, select each substyle you want to edit before choosing any commands or clicking controls. Click a triangle to display substyles Select a substyle to edit Properties of the substyle 3D Table 1 When you’re finished editing the style, click Done. Note If you click in the document or select a non-formatting menu command (such as Print in the File menu), you can no longer edit the style.
Beyond the basics 9-17 Copying, pasting, and deleting styles and properties In the Help index,* see: E styles, editing You can duplicate and delete styles, and move them between documents. You can also cut or copy properties and move them to another style. Note You cannot cut or delete a style that is in use. Start by clicking on the Default button bar (or choosing Show Stylesheet from the Window menu) to show the stylesheet palette. Then click the Edit button on the stylesheet palette.
9-18 AppleWorks 5 User’s Manual To import or export styles, start by clicking on the Default button bar (or choosing Show Stylesheet from the Window menu) to display the stylesheet palette. To Do this Export styles to a file Choose Export Styles from the stylesheet palette’s File menu. In the dialog box, click the styles to export, and then click OK. Type a name, select a location for the export file, and then click Save.
Beyond the basics 9-19 In a word processing document, the number of slides matches the number of pages. For all other document types, you need to set the number of slides you want to include in your presentation. For this type of document Do this Draw Choose Document from the Format menu, and then type the number of pages (one page per slide) across and down. The slide show is preset to run across first and then down.
9-20 AppleWorks 5 User’s Manual To set slide options, choose Slide Show from the Window menu. In the Slide Show dialog box, change options to customize your slide show, and click Done.
Beyond the basics 9-21 Reordering slides Once you’ve created a slide show, you can reorder the slides. To change the order of your slides, choose Slide Show from the Window menu. In the Slide Show dialog box, drag a slide up or down. The pointer changes to a double arrow Showing the slides using one computer In the Help index,* see: E slide shows, running To show your slide presentation, choose Slide Show from the Window menu. In the Slide Show dialog box, click Start.
9-22 AppleWorks 5 User’s Manual 2. On the computer from which you’re controlling the slide show, open the AppleWorks Scripts folder (in the AppleWorks 5 folder), and then double-click the Remote Slide Show script icon. 3. On the Slide Remote palette, click . 4.
Beyond the basics 9-23 Field data to merge Placeholder Database Result of mail merge Merge document To merge data, follow these general steps: 1. Set up a database. You can have a database of names and addresses, items and prices, clients and facts about them, or any other categories of information you want to merge with text. Be sure to save the database. Mail merge only works with database documents that are saved to disk. 2. Prepare a merge document or frame.
9-24 AppleWorks 5 User’s Manual Setting up the database In the Help index,* see: E databases, documents E found set E sorting You can use data from an existing AppleWorks database document, or create a new database document. Keep the following in mind: 1 Determine how the data will appear in the merge document and define the database fields accordingly. For example, to create a form letter with a salutation that includes a person’s first name, create separate fields for the first and last name.
Beyond the basics 9-25 Shows the current database Select to show merged data, or deselect to show merge field names Select the field you want to insert into the merge document Click an arrow to show the merged data from the next or previous record Click to insert the selected field into the merge document Click to print the merge document Click to switch databases Merged data Merge document You can move the mail merge palette around the window as you work to view the merge document.
9-26 AppleWorks 5 User’s Manual Merging a FileMaker Pro database In the Help index,* see: E FileMaker Pro You can convert a FileMaker Pro database into an AppleWorks database, and then merge the data with an AppleWorks word processing or spreadsheet document or frame. Use the Mail Merge script (a script is a command that performs one action or sequence of actions). 1. Open the AppleWorks Scripts folder (in the AppleWorks 5 folder), and then double-click the Mail Merge script icon. 2.
Beyond the basics 9-27 Addressing envelopes If your printer can be set up to print on envelopes, you can address envelopes in AppleWorks. If you can’t print directly on envelopes, you may want to print your addresses on address labels. See “Printing labels” on page 8-40. Using the Envelope Assistant In the Help index,* see: E Assistants Use the Envelope Assistant if you want AppleWorks to step you through addressing an envelope that you can print.
9-28 AppleWorks 5 User’s Manual To create the envelope stationery, click the text tool , click in the document where you want the beginning of the sending address to go, and then type an address or placeholder text. Be sure to press Return at the end of every line of text. You may have to resize the address by dragging its handles. Repeat to place text for the return address. Address text frame Choose Save As from the File menu and save the document as stationery.
Beyond the basics 9-29 Linking frames In the Help index,* see: E layering information E frames, linking You can link a series of text, paint, or spreadsheet frames to break up information that’s normally confined to one area of a document. You can then move and resize frames to control the layout of your document.
9-30 AppleWorks 5 User’s Manual Continue indicator Linked spreadsheet frames Continue indicator Linked paint frames In the Help index,* see: E frames, formatting E frames, linking When you create linked frames, keep in mind the following: 1 You can create linked frames in a word processing, spreadsheet, draw, or database (in Layout mode) document but you can’t link frames in a paint document. 1 You can link frames of the same type, but you can’t link frames of different types.
Beyond the basics 9-31 Viewing empty frames Empty linked text frames do not show when you are adding new ones. You can add a border by selecting the frame and choosing a width from the pen width palette. Working with movies In the Help index,* see: E movies, in documents If you have the QuickTime extension installed in your system, you can add movies to your documents, play them on the screen, and make simple changes.
9-32 AppleWorks 5 User’s Manual Playing a movie Click the control badge (double-click the control badge in text documents) to play a movie from beginning to end, in segments, or only a selected part. You can also play a movie at different rates of speed. Handle Control badge Click the control badge to see the movie control bar A movie control bar appears on QuickTime movies.
Beyond the basics 9-33 Creating and editing custom buttons In the Help index,* see: E button bars Custom buttons reduce tasks, such as opening a file or checking the spelling of a document, to a single step. You can create a custom button to run a sequence of actions, and then add that button to the button bar. For information on using the button bar, see “Using the button bar” on page 3-5. AppleWorks is preset to show the button bar at the top of the document window (below the menu bar).
9-34 AppleWorks 5 User’s Manual To set the task that the button performs, choose an option from the When button pressed pop-up menu. To make the button From the When button pressed pop-up menu, choose Play a macro Play Macro. Enter the name of the macro you want the button to play. Open a document Open Document. Click Select Document, select the document you want the button to open, and then click Open. Open another application Launch Application.
Beyond the basics 9-35 Using AppleScript with AppleWorks The AppleScript application is a system software extension that automates tasks and procedures on computers and in many applications using Apple events. AppleScript is included with the System 7.5 software. If you have an earlier system version (System 7.0 or 7.1), you can license AppleScript separately. AppleWorks provides several sample scripts, such as a script for converting documents from other applications to AppleWorks format.
Chapter 10: Communications This chapter explains how to use AppleWorks to establish communication between your computer and another computer. All communications features, including procedures, shortcuts, and troubleshooting, are described completely in onscreen Help. When to use a communications document In the Help index,* see: E telecommunications Create a communications document when you want to exchange information with another computer.
10-2 AppleWorks 5 User’s Manual Communications terms and concepts If you’re new to communications, you need to be familiar with the following communications terms and concepts. Term Definition Terminal A screen and keyboard used to communicate with a remote (distant) computer. The remote computer can be as close as the same room or building, or as far away as another country.
Communications 10-3 Creating a communications document In the Help index,* see: E communications documents To create a communications document, choose New from the File menu, click Communications, and then click OK. Or, click on the Default button bar. (If you don’t see the button bar, choose Show Button Bar from the Window menu.) About the communications window All communication between your computer and an online service or another computer appears in the communications window.
10-4 AppleWorks 5 User’s Manual Connecting to another computer with a modem Begin a session by setting up a connection and then placing the call. When you have completed the session, disconnect your computer from the online service or remote computer. In the Help index,* see: E connecting computers To Do this Set up a connection Choose Connection from the Settings menu. When the Connection Settings dialog box appears, make sure Apple Modem Tool is selected from the Method pop-up menu.
Communications 10-5 Choose Wait for Connection from the Session menu and wait for the appropriate incoming call. AppleWorks answers every incoming call after the specified number of rings until you end the session. To end the session, click on the Default button bar, or choose Close Connection from the Session menu.
10-6 AppleWorks 5 User’s Manual Scrollback pane Drag the horizontal pane control to change the size of the scrollback pane Terminal area Important Do not depend on the scrollback pane to save data. As you fill available memory, the oldest contents of the scrollback pane are removed. If you choose Save from the File menu, copies of the scrollback pane you saved earlier are overwritten and data may be lost. To store incoming data safely, capture it directly to a file.
Communications 10-7 Capturing incoming data In the Help index,* see: E capturing data E communications preferences You can capture, or save, all incoming data (not just the contents of the screen and the scrollback pane) in a text file as it’s received. When you capture data, the file is saved on disk—not in memory. You can start capturing data before you connect or while you’re online.
10-8 AppleWorks 5 User’s Manual Copying and pasting a table In the Help index,* see: E Copy Table command If you receive a table of data during a communications session, you can paste it into a spreadsheet so it lines up one item per cell, or into a text document or frame so that the columns line up. To copy a table during a communications session, select the text you want changed to a table (the text must have at least two spaces between columns).
Communications 10-9 Changing communications settings If your modem or the online service requires different settings than the AppleWorks defaults, or if you want to connect directly to another computer without using a modem, you can change the connection, terminal, and file transfer settings. Refer to the manuals that came with your modem and online service to find out which settings you should use.
Chapter 11: AppleWorks and the Internet With AppleWorks, you can open, view, and create documents that contain Hypertext Markup Language (HTML) on the Internet and the World Wide Web (WWW, or Web). You can also create your own HTML files and place them on the Internet and the Web as Web pages, to present information to people using the Web. This chapter describes how to use AppleWorks to set up your computer for use with the Internet, create Web pages, and send and receive electronic mail (email).
11-2 AppleWorks 5 User’s Manual A Web page contains formatting information, which determines how the document looks and how you can use it onscreen. You can use AppleWorks to create and format a Web page without knowing HTML. Create a word processing document that has the information you want on your Web page, and then save the document in HTML format. AppleWorks adds the correct HTML tags and your Web page is ready for delivery to your Web site.
AppleWorks and the Internet 11-3 4. In the Helpers dialog box, click the item in the list that begins with http, and then click Change. 5. In the Add Helper dialog box, click Choose Helper. Locate and select the name of the browser to use, and then click Open. 6. In the Add Helper dialog box, click the close box. 7. With Internet preferences as the current window, choose Save from the File menu, and then choose Close.
11-4 AppleWorks 5 User’s Manual As you create a Web page with AppleWorks, keep the following design tips in mind: 1 Keep your design simple and uncluttered. An orderly design makes it easier to scan the page to find information. 1 Limit the size of your page so that users scroll no more than three screens. 1 Use headings so that users can scan the page and read the portions they want. 1 Consider separating areas of text with horizontal lines. 1 Organize related information in lists.
AppleWorks and the Internet 11-5 3. Create the document with the text and art you want posted to the Web. To Do this Apply a style to text Select the text to format, and then click any style from the stylesheet palette. Apply a type style to text to make the text bold Select the text, and then click to make the text italic. Don’t use underline, or click which is a convention used to indicate a link. Organize information into a numbered or bulleted list pop-up menu.
11-6 AppleWorks 5 User’s Manual 2. Add art as an inline or floating object. You can draw objects or paint frames directly in the document, use art from a library, or insert art from another document. Linking Web pages In the Help index,* see: E Web pages, links to You can create links (connections or jumps) from selected areas in a Web page to a different location in your Web page or to other Web pages. Links can jump to a bookmarked location or to a Uniform Resource Locator (URL).
AppleWorks and the Internet 11-7 You can attach links to selected text, an object, or to paint and spreadsheet frames. To create a link to a URL: 1. Open the Web page document from which to create the link, and then select the item to create the link from. 2. Click on the Internet or Default button bar. (If you don’t see the button bar, choose Show Button Bar from the Window menu.) 3. In the New URL Link dialog box, create a link, and then click OK. Type a name for the link Type the URL address 4.
11-8 AppleWorks 5 User’s Manual To create a link to another document: 1. Open the Web page document from which to create the link, and then select the item to create the link from. 2. On the Internet or Default button bar, click to create a link to another document. 3. In the New Document Link dialog box, create a link, and then click OK. Type a name for the link Select the document to link to 4. To test the link, choose Show Links Palette from the Window menu and make sure Live Links is selected.
AppleWorks and the Internet 11-9 4. To test the link, choose Show Links Palette from the Window menu and make sure Live Links is selected. In an HTML file, the area linked to a book mark appears underlined, and the pointer changes appearance over the underlined area. To view the book mark, double-click the underlined area.
11-10 AppleWorks 5 User’s Manual 3. Type a name for the document followed by the filename extension .cwk, and then click OK. 4. Save the document again and choose HTML from the Save As pop-up menu. 5. Type a name for the file followed by the filename extension .html, and then click OK. Opening and editing HTML files In the Help index,* see: E Web pages, editing When you edit your HTML file or Web page, you open the original AppleWorks word processing document.
I-1 Index Symbols ### error 7-25 • in spreadsheet cells 7-23 A Absolute references 7-22 Active cell 7-3, 7-25 Address Envelope Assistant 9-27 Address labels.
I-2 AppleWorks 5 User’s Manual address for 7-6 borders, adding 7-19 centering data in 7-10 data, in deleting 7-8, 7-18 entering 7-5 sorting 7-11 working with 7-6, 7-7, 7-8 deleting 7-18 filling automatically 7-9 grid 7-3, 7-20, 7-21 inserting 7-18 linking 7-35 locking (protecting) 7-6 names for 7-12 references to described 7-22 entering 7-23 examples 7-25 selecting 7-5 Certificate Assistant 2-6 Chapters, adding to a document.
Index I-3 cell formats 7-10 formulas or values 7-8 references 7-22 charts, spreadsheet 7-29, 7-31 communications data 10-6 database layouts 8-29 records 8-15 summary data 8-37 described 3-10 formats paragraph 4-14 spreadsheet cell 7-10 help text *Help, copying images 6-9 images, colors of 6-6 library items 3-20 objects 5-9 objects, attributes of 5-11 pictures 5-19, 6-15 styles 9-17 tables, from communications sessions 10-8 text from communications documents 3-10 ruler settings for 4-14 selected 4-6 using th
I-4 AppleWorks 5 User’s Manual closing 2-20 creating 2-3–2-8 described 1-7 finding 2-6 importing and exporting 2-18 linking to different or same document 2-12, 9-2 to Uniform Resource Locator (URL) 11-7 opening 2-10 opening linked 9-3 previewing 2-21, 3-12, 6-16 printing 2-20 saving AppleWorks 2-9 formats (stationery) 2-12 in a different file format 2-18 size of paint 6-16 styles 9-8 DR document type 2-4 Drag and drop adding database records 8-14 copying objects 3-10 documents importing 2-18 inserting 2-19
Index I-5 text and changing 4-29 in onscreen Help *Help, searching Flipping images 6-11 objects 5-15 Fonts attributes, changing 4-7 changing in databases 8-20, 8-34 outlines 4-19 spreadsheets 7-10 text 4-7 text frames 4-6, 5-20 default, changing 3-22 displaying in menu 3-22 in paintings 6-14 Footer part.
I-6 AppleWorks 5 User’s Manual Hanging indent 4-11 Hard (non-breaking) space 4-5 Header part.
Index I-7 K Keys, order 7-11 Keywords, in document summary 2-16 Keywords, index 1-4 L Labels mailing creating 2-6, 8-31 described 8-30 printing 8-40 outline 4-15, 4-18 paragraph 4-11 spreadsheet chart 7-30 Labels Assistant 2-6, 8-32 Lasso 6-8, 6-17 Layout mode (database) 8-2, 8-28 Layouts See also Database documents; Fields; Records changing 8-32–8-33 columnar 8-17, 8-18, 8-30, 8-31 creating 8-30, 8-31 deleting 8-33 described 8-28 duplicating 8-33 naming 8-30, 8-33 selecting 8-31 standard 8-36 types of 8-
I-8 AppleWorks 5 User’s Manual Multimedia fields attributes, changing 8-34 described 8-9 moving with database document 8-17 N Name fields 8-8, 8-14, 8-23 Named cells 7-12 cells in formulas 7-14 search 8-26 Naming cells 7-13 documents 2-9 fields 8-3, 8-12 layouts 8-30, 8-33 reports 8-38 searches 8-26 sort sequences 8-22, 8-23 Negative numbers entering 7-5 formatting 7-10 New documents, creating 2-2 Newsletter Assistant 2-6 Non-breaking space 4-5 Number fields 8-8 Numbering footnotes 4-28 outlines 4-15, 4-17
Index I-9 text and spreadsheets in 6-14 tools, using in 6-4 when to use 6-1 zooming images in 6-10 Paint frames See also Frames; Paint documents book marks in 6-17 creating in any document 6-2 draw documents 5-20 spreadsheet documents 7-34 word processing documents 4-34 described 6-3 linking 9-29 links to different or same document 6-17 opening and closing 6-4 painting in 6-4 point of origin 6-4 resizing 6-4 Painting tools 6-5 Paintings and drawings, differences between 6-2 Palettes See also Colors; Gradien
I-10 AppleWorks 5 User’s Manual QuickTime movies. See Movies R Radio button fields described 8-9 finding 8-26, 8-28 Ranges of cells, naming 7-12 Record info fields 8-9 Records See also Database documents; Fields; Layouts adding 8-14 copying or deleting 8-16 described 8-2 duplicating 8-15 finding and matching 8-24–8-27 going to 8-16 hiding 8-21 moving 8-16 numbering of 8-26 selecting 8-21 sorting 8-8, 8-14 viewing 8-17, 8-18, 8-22 Rectangles, drawing 5-4 See also Objects Reduced view.
Index I-11 field labels 8-34 formatting characters 4-6, 11-4 graphics grid 5-7 margins and page guides 3-12, 3-18 palettes 3-3 records 8-22 rulers 3-13 scrollback pane 10-6 spreadsheet chart or frame 7-31 columns and rows 7-17 grid 7-20 headings 7-20 tool panel 3-4 Size, changing.
I-12 AppleWorks 5 User’s Manual cutting, copying, and pasting 4-6 deleting 4-5 finding and changing 4-29 outlines, creating 4-14 pasting 3-10 preferences for 3-22 selecting 4-5 typing, in database fields 8-13 drawings 5-19 paintings 6-14 spreadsheets 7-5 text documents 4-4 word count 4-33 wrapping around pictures 4-35 at end of line 4-4 in spreadsheet cells 7-10 Text clippings 3-11 Text cursor.
Index I-13 W Web pages See also HTML files; Internet; World Wide Web creating 11-4 described 11-3 design tips 11-3 editing 11-10 linking to Uniform Resource Locator (URL) 11-6 opening 11-10 saving 11-10 Web.
