AppleWorks 5 User’s Manual Includes instructions for using your software F O R W I N D O W S 9 5 / N T 4 .
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 contents Navigating AppleWorks Help Using the 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
IV AppleWorks 5 User’s Manual Saving document formatting as templates (stationery) Setting up regular stationery Setting up default stationery Creating stationery Opening stationery Identifying your documents Protecting documents with passwords Importing and exporting documents Closing a document and leaving AppleWorks Printing a document or Help topic 2-10 2-10 2-11 2-11 2-12 2-13 2-14 2-15 2-16 2-16 Chapter 3: Basics Working with windows Viewing windows Arranging windows Going to a page Using the tool
Contents V Using libraries Creating, opening, and saving libraries Working with the library palette Duplicating, deleting, and moving library items Viewing library items Setting preferences 3-17 3-18 3-18 3-19 3-19 3-20 Chapter 4: Text (word processing) When to use a word processing document 4-1 Text basics 4-2 Creating a word processing document or frame 4-2 About the word processing window 4-2 Working with text frames 4-3 Typing text 4-4 Typing equations 4-5 Selecting text 4-5 Cutting, copying, and pa
VI AppleWorks 5 User’s Manual Creating a title page Creating and changing columns Breaking a page or column Scrolling pages Dividing a document into sections Inserting and deleting a section Formatting sections Varying the number of columns on a page Numbering sections Adding footnotes and endnotes Finding and changing text Finding special characters Using writing tools Checking your spelling Hyphenating words Finding synonyms Changing dictionaries Counting words Adding pictures and frames to text Wrapping
Contents VII Copying an object’s attributes Resizing objects Reshaping and smoothing objects Connecting objects Arranging objects Locking objects to prevent changes Creating a master page Adding pages to a draw document Creating custom colors, patterns, gradients, and textures Adding clip art Adding text, spreadsheet, or paint frames Creating links in draw documents 5-11 5-12 5-13 5-13 5-15 5-16 5-17 5-18 5-18 5-19 5-19 5-21 Chapter 6: Painting When to use a painting Painting basics Creating a painting
VIII AppleWorks 5 User’s Manual Creating links in paint documents 6-14 Chapter 7: Spreadsheet When to use a spreadsheet Spreadsheet basics Creating a spreadsheet About the spreadsheet window Working with spreadsheet frames Typing in a spreadsheet Selecting cells and ranges Modifying cell data Editing data Moving data Copying and deleting data Filling a range of cells Formatting cell data Sorting cell data Locking cell data Naming cells and ranges Assigning names to cells Editing and deleting names Using
Contents IX Understanding formulas Cell references in formulas Entering formulas Calculating formula results Making corrections Examples: Entering formulas Working with functions Entering functions Example: Using the AVERAGE function Displaying data in charts (graphs) Making charts Changing chart options Deleting, copying, or moving a chart Enhancing a chart’s appearance Adding pictures or a text frame Creating links in spreadsheet documents 7-21 7-22 7-23 7-24 7-24 7-25 7-26 7-27 7-27 7-28 7-29 7-29 7-30
X AppleWorks 5 User’s Manual Defining calculation and summary fields Adding, changing, and deleting fields Entering data in fields Adding records Changing the tab order Duplicating, deleting, and moving records Moving through records Viewing records Playing movies in multimedia fields Working with rows and columns in List mode Selecting rows and columns Resizing rows and columns Moving columns and formatting data Selecting and hiding records Sorting records Finding information Finding text Finding records
Contents XI Chapter 9: Beyond the basics Creating links Creating book marks Creating document links Editing links Deleting links Going to a specific link Sorting links Using styles About the stylesheet palette Styles in documents and frames Applying a style Creating a style Turning off a style Example: Applying and creating styles Editing styles Copying, pasting, and deleting styles and properties Importing and exporting styles Creating a slide presentation Creating slides Setting up slides Reordering sli
XII AppleWorks 5 User’s Manual Playing a movie Creating and editing custom buttons Using macros Including other applications in your documents (OLE) Understanding Object Linking and Embedding Inserting OLE objects Working with OLE objects 9-27 9-28 9-29 9-30 9-30 9-31 9-32 Chapter 10: Communications When to use a communications document Communications basics What you need Communications terms and concepts Creating a communications document About the communications window Connecting to another computer C
Chapter 1: Introduction This User’s Manual introduces you to the AppleWorks 5 application from Apple Computer, Inc. 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 User’s 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 (see the AppleWorks 5 Installation Manual, or choose AppleWorks Help Contents from the Help menu, and then click New features in AppleWorks).
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, click in the AppleWorks window. Then press F1 to display the Contents screen, or choose a command from the Help menu.
1-4 AppleWorks 5 User’s Manual Using the Help contents When you open AppleWorks Help, you see a list of Help topics, much like the table of contents in a book. Click to see the index Click to search for specific words in the AppleWorks Help topics Click any time to return to the contents window Double-click a book icon to see a list of subtopics Double-click a topic you want to see Navigating AppleWorks Help When you select a topic, you see the AppleWorks Help window.
Introduction 1-5 Click to print the current topic Click to retrace your path through Help Click to minimize onscreen Help and le Click to see the index Click to see the table of contents Click to move to the next or previous related topic Click dotted text to see a definition Click underlined text to jump to a topic or see a list of related topics Tip To see a sequential list of topics you’ve viewed, choose Display History Window from the Help window’s Options menu.
1-6 AppleWorks 5 User’s Manual You see this in the User’s Manual In the Help index,* see: E frames Type all or part of the index entry Then double-click the entry to select it You see a list of topics (if there’s only one topic for that entry, you see the topic) Double-click a topic you want to see To return to the same place in the index, click the button. Index from the Help menu and type the first few letters of the entry. Double-click the * Choose entry and then double-click a topic.
Introduction 1-7 Learning more about onscreen Help Refer to AppleWorks Help for more tips on locating information and customizing onscreen Help.
1-8 AppleWorks 5 User’s Manual Working with AppleWorks With the AppleWorks application, you can do all the jobs you perform most often on a personal computer: word processing, outlining, drawing and painting, presentations, spreadsheet computation and charting, database management, and telecommunications. The rest of this chapter describes the different types of work you can do with AppleWorks. First go through the introductory material (both in print and onscreen) that you received with your computer.
Introduction 1-9 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.
1-10 AppleWorks 5 User’s Manual 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.
Introduction 1-11 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.
1-12 AppleWorks 5 User’s Manual Spreadsheet menus and button bar Entry bar Add data to a spreadsheet document Chart Create a chart to add clarity or show data in perspective See chapter 7, “Spreadsheet,” for information about what you can do with spreadsheet documents and spreadsheet frames. Database documents Database documents are useful for managing and organizing collections of information, such as address lists, student or customer records, or research notes.
Introduction 1-13 Database menus and button bar Database controls Clip art Enter names and addresses in a database document Alphabetize the list and add a picture See chapter 8, “Database,” for more information about database documents. Communications documents A communications document is different from other AppleWorks documents. It uses the HyperTerminal application to connect your computer to an online information service, a bulletin board, or another computer.
1-14 AppleWorks 5 User’s Manual Where to go from here Now you’re ready to start AppleWorks and create some documents of your own. If you haven’t looked over the section “How to start” on page 1-1, do so now. It shows you how to use the User’s Manual and the onscreen Help system together to find information. Then go to “Starting AppleWorks” on page 2-1.
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 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.
Creating, opening, and printing documents 2-3 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.
2-4 AppleWorks 5 User’s Manual 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 Help menu in the AppleWorks window. Select an Assistant, and then click OK.
Creating, opening, and printing documents 2-5 An Assistant prompts you to supply information. Based on that information, AppleWorks creates the document for you.
2-6 AppleWorks 5 User’s Manual Select a stationery document A description for the currently selected stationery appears here 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.
Creating, opening, and printing documents 2-7 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. See “Saving document formatting as templates (stationery)” on page 2-10. To save a document, click Save As from the File menu.
2-8 AppleWorks 5 User’s Manual After you save a document for the first time, you can: 1 resave it periodically to keep your work up to date 1 save it with a different name to create two identical documents 1 make a backup copy regularly to protect your data 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 2-10.
Creating, opening, and printing documents 2-9 Choose a folder or disk to see Move up one level in the folder hierarchy documents and folders in that location Create a new folder in the selected folder or drive Selected folder or drive Show or hide file and folder details Contents of the selected folder or drive (double-click a folder to select it) Type the name of the document to open (or double-click its icon) Choose the file type for the document to open (such as GIF) Choose the type of document to ope
2-10 AppleWorks 5 User’s Manual You select the text, object (such as a graphic object in a drawing), spreadsheet cell, paint image, or frame from which to create the link, and then specify the location to link to. For more information, see “Creating links” on page 9-1. To create a link to information on the Internet, see “Linking Web pages” on page 11-5.
Creating, opening, and printing documents 2-11 3. Click OK. Your label shows in the Category pop-up menu in the New Document dialog box (click Use Assistant or Stationery to see the Category pop-up menu). For more information about entering document summary information, see “Identifying your documents” on page 2-13.
2-12 AppleWorks 5 User’s Manual Type a name for the document Choose the AppleWorks Stationery file format 4. 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 (which is 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. 5.
Creating, opening, and printing documents 2-13 You can open regular stationery from the New Document dialog box or from the Open dialog box. To open regular stationery from the In the Help index,* see: E stationery, using Do this New Document dialog box Choose New from the File menu, and then select Use Assistant or Stationery. Choose a category from the Category pop-up menu, select the stationery name in the scrolling list, and then click OK.
2-14 AppleWorks 5 User’s Manual What you enter for Appears in the New Document dialog box as the Title Document name (in the scrolling list) Category Category name Description Document’s description Note You can enter more than one category. For example, if you enter Business, Home, Education, the document appears in the Business category, the Home category, and the Education category.
Creating, opening, and printing documents 2-15 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 5 folder.
2-16 AppleWorks 5 User’s Manual Closing a document and leaving AppleWorks Always close documents and windows before you leave AppleWorks or turn off your computer. To In the Help index,* see: E closing E Exit command Do this Close a document Choose Close from the File menu. Close all documents Hold down the Alt key while you choose Close from the File menu. Leave AppleWorks Choose Exit from the File 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 User’s Manual. All features, including procedures and shortcuts, are described completely in onscreen Help.
3-2 AppleWorks 5 User’s Manual When you work with objects and frames, this code changes to show the type of menus currently available Displays information as you move the pointer over a tool or menu command Current date and time “Modified” means you have unsaved changes When you record or play a macro, you see REC or PLAY here Tip As you work in AppleWorks, click the right mouse button to see a menu of appropriate commands.
Basics 3-3 Arranging windows In the Help index,* see: E Cascade command AppleWorks can tile or cascade open document windows so they are arranged neatly on the screen. To Do this Tile windows in a grid Click on the Default button bar, or choose Tile from Example the Window menu. Tiled windows Cascade (layer) windows Choose Cascade from the Window menu. Cascaded windows Arrange minimized AppleWorks documents neatly at the bottom of the AppleWorks window Choose Arrange Icons from the Window menu.
3-4 AppleWorks 5 User’s Manual Going to a page In the Help index,* see: E going to a page To go directly to a page, double-click the page indicator at the bottom of the window, type the number of the page you want, and then click OK. If you don’t see the page indicator, choose Page View from the Window menu.
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 AppleWorks provides specialized button bars. For example, the Assistant button bar includes all the Assistants for the document type. To switch to a specialized button bar, choose the name of the button bar you want to display from the menu on the button bar. 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.
Basics 3-7 Select a category from which you want to add or remove buttons Shows a brief description of the button’s purpose when you click a button Double-click a button to add it to the button bar Select a button to add or remove and then click to add or remove the selected button Note The buttons you see in the button bar depend on the type of document or frame you’re working in. For example, you see the button for rotating objects 90 degrees only when you’re working in a paint document or frame.
3-8 AppleWorks 5 User’s Manual Click to close the palette (Ctrl+click closes all open palettes) Drag the palette onto the working area to keep it open while you work Click to view the palette and select an option Use the To For more information, see Fill palettes Fill an object with a color, pattern, gradient, or texture “Changing the appearance of objects” on page 5-9 Pen palettes Change the color, pattern, or width of a line or an object’s border, or add arrowheads to a line Library palette Ad
Basics 3-9 Working with frames In the Help index,* see: E frames, tools E frames, creating In AppleWorks, you can add different types of information (spreadsheet data, text, and paint images) to the same document. These different types of information are stored in special objects called frames. A frame is an object that acts like a window to another type of document. You can draw frames in every type of document.
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 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 2-16. Word processing documents always appear in page view.
3-12 AppleWorks 5 User’s Manual Normal view Page view Using rulers In the Help index,* see: E 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.
Basics 3-13 Type or insert header text here Type or insert footer text here In headers and footers you can: 1 type text 1 use the text ruler to set indentation, tabs, justification, and line spacing 1 include other elements such as a page number, date, or graphics For example, you can create a header to display a chapter title at the top of each page, and create a footer to display the current page number at the bottom of each page.
3-14 AppleWorks 5 User’s Manual 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 3-11 for more information. To remove a header or footer, choose Remove Header or Remove Footer from the Format menu. Note You can divide a word processing document into sections, each with its own distinct header and footer. See “Dividing a document into sections” on page 4-22.
Basics 3-15 To insert Do this Example A fixed date or time (one Hold down Alt as you choose that does not update when Insert Date or Insert Time from the you close and reopen the Edit menu. document) in a text frame, word processing document, header, or footer Numbering pages In the Help index,* see: E Insert Page # command You can display the current page number or page count on any page of a document. The page number is updated when you add or remove pages, or change the starting page number.
3-16 AppleWorks 5 User’s Manual To set the starting page number, choose Document from the Format menu, enter a number for Start at Page in the Document dialog box, and then click OK. You can also number sections in a word processing document. See “Numbering sections” on page 4-25. Setting margins AppleWorks presets the margins for each type of document. In the Help index,* see: E Show Margins command For these document types Margins are set to Word processing 1 inch on all sides Spreadsheet 0.
Basics 3-17 Portrait orients the page so it’s tall Landscape orients the page so it’s wide Note Page Setup options may vary with different systems or printers. For more information about Print Setup options, see the documentation that comes with your computer and printer. Using libraries In the Help index,* see: E libraries, overview A library is a palette that stores items you can reuse in a document. Libraries are useful if you want to store copies of items you’ve created.
3-18 AppleWorks 5 User’s Manual Creating, opening, and saving libraries You create and open libraries as you do other AppleWorks documents. In the Help index,* see: E libraries, creating E libraries, opening To From the File menu, choose Create a library Library, and then choose New. AppleWorks opens a new library and names it Library, followed by a number. Open a library Library, and then choose a library from the submenu.
Basics 3-19 To Do this Find a library item If necessary, click the triangle in the lower-left corner of the library palette to expand the palette. Type the item’s name (or a partial name) in the Name box, and then click Find. Rename a library item If necessary, click the triangle in the lower-left corner of the library palette to expand the palette. Select the item in the library palette, type a new name in the Name box, and then click Rename.
3-20 AppleWorks 5 User’s Manual To From the library palette’s View menu, choose Set the number of rows (when you View Options, and then type numbers for Rows and Columns view by name) and columns (when you view by object) on a library palette Setting preferences In the Help index,* see: E preferences You can customize AppleWorks by setting options in the Preferences dialog box. Some options you set apply to the current document only, and others apply to new documents you create.
Basics 3-21 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 From the Topic pop-up menu, choose To set preferences for General General display of alerts, warnings, settings for saved documents, and startup settings Text The preset font for new documents, character display (smart quotes, invisible formatting characters, and character spacing), and date format Graphics Object selec
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 Word processing menus Buttons for common tasks in word processing documents and text frames Text ruler Margin Text insertion point Page guides Text in a word processing document looks the same on the screen as it does when it’s printed. Working with text frames In the Help index,* see: E frames, creating E frames, working in E text, tool Use a text frame when you want to add a block of text to a spreadsheet, draw, or paint document, or to a database document in Layout mode.
4-4 AppleWorks 5 User’s Manual Drag a handle to resize or reshape the text frame Draw document with a text frame Note If you create a text frame and then click outside the frame before you enter text, the frame disappears. Typing text In the Help index,* see: E deleting, text E text, shortcuts E undoing actions To type text, place the pointer where you want the text and click the mouse. Then: To Do this Type a paragraph Begin typing the text.
Text (word processing) 4-5 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 drive with AppleWorks.) To add an equation at the insertion point of a text document or frame, choose Insert Equation from the Edit menu. You see the equation editor, which you can use to add the mathematical components to build the equation.
4-6 AppleWorks 5 User’s Manual To Do this Select everything in a document or frame Choose Select All from the Edit menu. Select a text frame as an object Select the arrow pointer and click the text frame. (When you select a text frame as an object, you can change the appearance of the text inside. Changes you make while a text frame is selected affect all the text in the frame.
Text (word processing) 4-7 Space character Tab character Return character Note Formatting characters never appear in the printed document. Changing text appearance In the Help index,* see: E modifying text You can change the appearance of text in your document by applying different fonts, type sizes, and colors. To change the appearance of characters, you can apply various text attributes using commands in the word processing menus or button bar.
4-8 AppleWorks 5 User’s Manual In the Help index,* see: E styles 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.) For example, if you create a style called Bold, Italic, you can apply it to text any time you want. When you change a style, all the text with the same style also changes.
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 marker First-line indent and left margin 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 Tip for hanging indents After setting up your tabs, you can set apart hanging indents by typing a character, such as a number or bullet, in the margin to the left of the paragraph. (To type a bullet, hold down Alt and then type 0149 on the keypad.) Press Tab, and then begin typing the paragraph. To type other special characters, use the Windows Character Map. For more information, see the documentation that comes with your computer.
4-12 AppleWorks 5 User’s Manual Aligning paragraph text In the Help index,* see: E text, alignment To align a paragraph, place the insertion point in the paragraph and click an alignment control on the ruler. Aligned left Centered Justified Aligned right 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.
Text (word processing) 4-13 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.
4-14 AppleWorks 5 User’s Manual 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. To format existing text as an outline, select the text and choose an outline label. When you’re finished typing the outline, you can begin typing paragraphs again by choosing a paragraph label from the pop-up menu on the text ruler.
Text (word processing) 4-15 Unlabeled line 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.
4-16 AppleWorks 5 User’s Manual Rearranging outline topics To move topics Do this In the Help index,* see: E topics Left or right between outline levels Example (before and after) Select the topic and choose Move Left or Move Right from the Outline menu. Move Left And subtopics up or down in the outline Up one level Select the topic and choose Move Above or Move Below from the Outline menu. You can also drag topic labels up and down to reorder topics.
Text (word processing) 4-17 To Do this Example (before and after) Expand the current topic or an entire outline to a specific level Click in the topic or select the entire outline. Choose Expand To from the Outline menu, and then type a number in the dialog box. Outline expanded to level 2 subtopics Outline fully expanded Collapse or Select all the topics in the expand all topics outline, hold down Alt and in an outline choose Collapse All or Expand All from the Outline menu.
4-18 AppleWorks 5 User’s Manual Creating tables In the Help index,* see: E Assistants E spreadsheets, tool E tables There are several ways to create a table in AppleWorks word processing documents.
Text (word processing) 4-19 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. By creating a spreadsheet frame Select the spreadsheet tool from the tool panel and drag the spreadsheet pointer diagonally.
4-20 AppleWorks 5 User’s Manual Creating and changing columns In the Help index,* see: E columns, text You can arrange text in multiple columns on every page of a document. As you type, text flows from the end of one column to the beginning of the next. When you make changes to the width or number of columns, the text adjusts accordingly. Note You can set up different column formats from page to page, or on the same page, using sections.
Text (word processing) 4-21 You can change a column’s width and the space between two columns by using the mouse to drag the column guide (border). To Do this Example Change a column’s width Press Alt and move the pointer precisely over a column guide until the pointer looks like this . Then press the mouse button Before and drag right or left.
4-22 AppleWorks 5 User’s Manual Tip To show or hide formatting characters quickly, click on the Default button bar, or type Ctrl+; (semicolon). To remove a break, click at the beginning of the line that follows the break and press Backspace. Scrolling pages In the Help index,* see: E pages, guides In a multiple-page word processing document, you can scroll pages from side to side, or one page on top of the next. To change how the pages scroll, choose Document from the Format menu.
Text (word processing) 4-23 USIMOD Loem ipsum dolor sit amet, cibsectetyer aduouscubg ekut, sed diam nonummy nibh euismod tincidunt ut laoreet dolore magna aliquam erat volutpat. Ut wisi enim ad minim beniam, quis nostrud exerci tation ullamcor suscipit lobortisnisl ut aliquip ex easden commodo cosequat. Duis autem vel eum iriure dolor in hendrerit in bulputate velit esse molestie consequat, vel illum dolore eu feugiat facilsis at vero eros et acc et iusto odio.
4-24 AppleWorks 5 User’s Manual Note You cannot insert a section with the Section dialog box. For information on inserting a section, see “Inserting and deleting a section” on page 4-23. 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.
Text (word processing) 4-25 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 (set the section to start on a new line), and then add another column to that section.
4-26 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) 4-27 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.
4-28 AppleWorks 5 User’s Manual If you leave the Change to box empty, clicking any change button deletes the text that is found. 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.
Text (word processing) 4-29 Checking your spelling You can check all the text in the document, or text that you select. In the Help index,* see: E spelling To check Do this All the text in the document Click on the Default button bar, or choose Writing Tools from the Edit menu, and then choose Check Document Spelling. A selection Select the text or text frame you want to check. Click on the Default button bar, or choose Writing Tools from the Edit menu, and then choose Check Selection Spelling.
4-30 AppleWorks 5 User’s Manual Tip If you need to check the spelling in a communications document, you can copy and paste the text into a word processing document, and then check spelling there. Or, save your communications document as text, then reopen that text file as a word processing document. Hyphenating words In the Help index,* see: E Auto-Hyphenate command You can use automatic hyphenation to prevent entire words from moving to the next line. You can also change where words hyphenate.
Text (word processing) 4-31 Changing dictionaries In the Help index,* see: E dictionaries To install and select additional dictionary, hyphenation, and thesaurus files, choose Writing Tools from the Edit menu, and then choose Select Dictionaries. You can also create and select different user dictionaries for specialized terms or proper nouns that don’t appear in the main dictionary. For more instructions on changing dictionaries, see onscreen Help.
4-32 AppleWorks 5 User’s Manual To insert an inline or a floating object in a document, first show the tool panel (choose Show Tools from the Window menu if the tool panel is hidden). Then: To insert Do this An inline object in text Select the text tool in the tool panel, and then place the insertion point in the text before you paste or insert the object. A floating object to a document Select the arrow pointer in the tool panel, and then paste or insert the object.
Text (word processing) 4-33 Picture placed as an object with text wrapped around it To Do this Wrap text around a picture Place the picture in your document as an object (see the previous in a word processing section). Click the picture to select it, and then choose Text Wrap document 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.
4-34 AppleWorks 5 User’s Manual Creating links in word processing documents In the Help index,* see: E book marks E links When you plan to use an AppleWorks word processing document (or a document that contains a text frame) onscreen or on the Internet, 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 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 Drawing basics You use the same tools and commands any time you work with the drawing tools. 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 Draw menus Buttons for common tasks in draw documents and frames Tool panel Working area with graphics grid 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.
5-4 AppleWorks 5 User’s Manual You use the first four tools in the tool panel to work with frames and objects. For more information, see “Working with frames” on page 3-9. Use the remaining tools in the tool panel to create and change different types of 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.
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. Handles indicate an object is selected To select a transparent object, click the object’s line or border 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 Note To move objects freely, without being constrained to the autogrid, choose Turn Autogrid Off from the Options menu. In the Help index,* see: E object size palette E positioning objects To move Select the object(s) and Any object, including a frame Hold down the mouse button while dragging the object to the new position. (Don’t drag a handle. If you do, you’ll resize the object.
Drawing 5-9 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. Copy an object and paste it elsewhere Click on the Default button bar, or choose Copy from the Edit menu. Click where you want the copy to go and choose Paste from the Edit menu.
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 To copy an object’s attributes, select the eyedropper and click the object whose attributes you want to copy. The fill and pen samples change to reflect the new settings. To apply the new settings to another object, select the eyedropper, position it over the object, and hold down Ctrl as you click. Resizing objects To resize one or more objects or frames, use the mouse or AppleWorks commands.
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. In the Help index,* see: E reshaping To 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 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. Anchor point Reshape pointer Objects to be connected To Choose Cut or Copy from the Edit menu, and then Connect the end of one object to the start of another Select the second object and click on the Default button bar, or choose Paste from the Edit menu. Then choose Reshape again.
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 2-10. 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 3-17.
5-20 AppleWorks 5 User’s Manual To do this in a draw document Do this Add a spreadsheet frame Select the spreadsheet tool and drag in the document to create a spreadsheet frame. You see the spreadsheet pointer and spreadsheet menus. Paint Example (Column and row headers have been hidden) Select the paint tool and drag in the document to create a paint frame. You see the pencil, painting tools, and paint menus.
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 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. A paint frame is like any other object. You can move it, resize it, change or delete the border, or apply a fill color.
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 Create a style, and then select it to change the palette settings To see a style’s properties, click Edit and then select the style Properties of the style Checked Fill/Borderless You can customize palettes by editing the colors, patterns, gradients, and textures. You can also load new color palettes. See “Creating custom colors, patterns, gradients, and textures” on page 5-18. Selecting and moving images Before you can change an image, you must first select it.
6-8 AppleWorks 5 User’s Manual You can move a selected image with the pointer or the arrow keys on the keyboard. To Do this Move a selected image with the pointer Move the pointer over the image until it becomes an arrow, and then drag the image to a new location. The image stays selected until you click elsewhere in the document. Move a selected image vertically or horizontally one pixel at a time With the autogrid off (choose Turn Autogrid Off from the Options menu), press the arrow keys.
Painting 6-9 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 Zoom out to see more of the painting In the Help index,* see: E zooming in and out To Do this Zoom out or in Click the zoom-out or zoom-in bottom of the window). Zoom out quickly to 800% Double-click the pencil Return to 100% view (actual size) Choose 100% from the zoom percentage pop-up menu , or double-click the pencil.
6-10 AppleWorks 5 User’s Manual Resizing or turning a selection To resize or turn a selection, select the area you want to change, and then choose a command from the Transform menu.
Painting 6-11 To Choose Reverse the colors in a selection to make a “negative” image Invert, or click on the Default button bar Example (before and after) Blend the edges of an image Blend, or click with the background color on the Default button bar Tint the color in a selection Tint, or click with the current fill color on the Default button bar Lighten or darken each pixel in a selection Lighter or Darker, or click or on the Default button bar When you finish coloring and tinting, click outside
6-12 AppleWorks 5 User’s Manual Adding text and spreadsheets To add text or a spreadsheet to a paint document: In the Help index,* see: E frames, creating E text, frames 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 6-13 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 3-17.
6-14 AppleWorks 5 User’s Manual When you need to provide more memory for AppleWorks, you may see this message: Not enough memory to complete this operation. For complete information on providing more memory, see onscreen Help and the documentation that comes with your computer. Changing the size of a painting In the Help index,* see: E size, documents To change the size of a painting, choose Document from the Format menu.
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 4-18.
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 6-12 for more information. 1 You can link two or more spreadsheet frames in a document. See “Linking frames” on page 9-24. Typing in a spreadsheet Each cell in a spreadsheet can contain numbers, words, or formulas.
7-6 AppleWorks 5 User’s Manual Address of selected cell Address of upper-left cell in the selected range The selected cell has a heavy border AppleWorks highlights the selected cell range To Do this Select a cell Place the pointer in the cell and click the mouse button. 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 what and Change to 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 In the Help index,* see: E entering spreadsheet data Copy and delete procedures are the same throughout AppleWorks. The AppleWorks spreadsheet also provides other methods to copy and delete 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 Result of a formula Fill Right AppleWorks copies the formula to the selected cells Selected cells Use the Fill Special command in the Calculation menu to fill cells with: 1 a logical series of numbers, times, or dates 1 a day (Monday), month (January), or quarter name (Qtr 1) 1 any pattern of text or data For example, you can prepare a schedule by filling a range of cells with times and another range of cells with the days of the week.
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 Plain text 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 In the Help index,* see: E styles Tip AppleWorks comes with preset table styles that you can use to change a 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 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. (For information on entering formulas, see “Working with formulas” on page 7-20 and onscreen Help.
Spreadsheet 7-15 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. Open a new, blank spreadsheet document, and then type Income, Expenses, and Profit in cells A1, A2, and A3, respectively. 2. Format column B for currency. Select the entire column, click on the Default button bar (or choose Number from the Format menu, select Currency, and then click OK). 3. Select cell B1 and choose Define Name from the menu in the entry bar. 4.
7-16 AppleWorks 5 User’s Manual 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. Select cell B3 and choose Replace Names from the menu in the entry bar. 2. In the dialog box, note that Expenses and Income are suggested for replacement with cell addresses. You want to replace them both, so click Replace.
Spreadsheet 7-17 To resize or hide rows or columns by using the mouse, move the pointer to the bottom of the row heading or to the right edge of the column heading to change. The pointer becomes a double arrow . Resize pointer To Do this Resize a row or column Drag the pointer until the row or column is the desired size. Hide a row or column Drag the pointer up or to the left until the row or column disappears.
7-18 AppleWorks 5 User’s Manual Changing the number of rows and columns A new spreadsheet contains 500 rows and 40 columns. A new spreadsheet frame contains 50 rows and 10 columns. In the Help index,* see: E Document command E frames, formatting E opening To Do this Change the number of rows and columns in a spreadsheet Choose Document from the Format menu, type numbers for Columns Across and Rows Down, and then click OK.
Spreadsheet 7-19 Tip AppleWorks comes with preset table styles that you can use to change a cell’s appearance and formatting in one step. To apply a style or create your own, see “Using styles” on page 9-5. Locking row and column titles In the Help index,* see: E locking To lock row and column titles in a spreadsheet document so they won’t move as you scroll the rest of the spreadsheet, select the rows or columns and choose Lock Title Position from the Options menu.
7-20 AppleWorks 5 User’s Manual Note If the spreadsheet is in a frame, you must first open the frame before changing the display. To open the frame, select the frame and choose Open Frame from the Options menu. (See “Working with spreadsheet frames” on page 7-4.
Spreadsheet 7-21 Important The examples in this documentation are based on U.S. conventions. For example, dates and numbers are shown in U.S. formats. In English-speaking countries other than the United States, functions, formulas, and calculations might be formatted differently. For example, in the U.S., commas act as separators in formulas. In other countries, semicolons might be used as separators.
7-22 AppleWorks 5 User’s Manual Cell references in formulas In the Help index,* see: E cells, references A formula can contain references to a cell or a range of cells. AppleWorks uses the data in the cells to compute the formula’s result. There are two types of references: relative and absolute. 1 A relative reference gives the location of a cell relative to the location of the current cell.
Spreadsheet 7-23 Entering formulas In the Help index,* see: E arithmetic operators E spreadsheets, calculations You can type each of the formula elements or have AppleWorks enter cell references and functions for you. To enter a formula, select the cell where you want the formula’s result to go and type an equal sign (=) in the entry bar. Type the formula after the equal sign (you can put a space before or after any operators), and then click to confirm your entry.
7-24 AppleWorks 5 User’s Manual In the Help index,* see: E Help, printing To Do this Example Have AppleWorks interpret a number or punctuation as text Begin and end the entry with a double quotation mark. =“1992” Use a function (ready-made formula) See “Entering functions” on page 7-27. =DATE(95,10,10) =”!” Tip If you want a paper copy of all the AppleWorks functions, you can print an alphabetical summary from onscreen Help. See “Printing a document or Help topic” on page 2-16.
Spreadsheet 7-25 Error messages AppleWorks tells you if it can’t evaluate a formula you’ve entered. Error messages start with the symbol # and end with an exclamation point (!), or you may see a message on the screen. Check your formula for the correct placement of parentheses, be sure parentheses are correctly paired, and check to see that you have entered operators between the cell references. For more spreadsheet and formula tips, see onscreen Help.
7-26 AppleWorks 5 User’s Manual 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. Click to confirm the entry. AppleWorks adds the numbers and displays the result (950) in cell B3. If the result doesn’t appear as you expect, check to be sure that you started the formula with an equal sign (=).
Spreadsheet 7-27 Entering functions In the Help index,* see: E functions To enter a function: 1. Click the cell where you want the result to appear. If you’re including the function as part of a larger formula, click in the formula where you want the function to appear. 2. Choose Paste Function from the Edit menu (or click on the entry bar). 3.
7-28 AppleWorks 5 User’s Manual 3. Choose Paste Function from the Edit menu. 4. Select AVERAGE from the list and click OK. 5. Hold down the mouse button and drag the I-beam pointer in the entry bar to select the sample values between the parentheses. Address of cell where function is stored Select the sample values but not the parentheses 6. In the spreadsheet, hold down the mouse button and drag the pointer over the three cells whose values you want to average, and then click function.
Spreadsheet 7-29 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. In the Chart Options dialog box, click a chart type in the Gallery, and then click OK. AppleWorks draws the chart and places it on top of the spreadsheet. Tip To create a chart quickly, select the cells and click one of the chart buttons on the Default button bar. Double-click the chart to change chart options.
7-30 AppleWorks 5 User’s Manual In the Chart Options dialog box, select chart options and make your changes. To view other chart options, click the Gallery, Axes, Series, Labels, and General buttons and choose among the options that appear. When you’re satisfied with the chart, click OK.
Spreadsheet 7-31 To Select the chart and then Hide a spreadsheet frame under a chart If necessary, resize the spreadsheet frame to make it smaller than the chart. Then select the chart and drag it over the spreadsheet.
7-32 AppleWorks 5 User’s Manual 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.
Spreadsheet 7-33 Draw a rectangle and fill it with a gradient Add clip art from an AppleWorks library 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. In the Help index,* see: E drawing, tools E frames, creating E libraries, using To Do this Example Add AppleWorks clip art to a spreadsheet From the File menu, choose Library and then select a library.
7-34 AppleWorks 5 User’s Manual 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 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 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 These are the elements that make up a database. Each category of information is a field The information in each field is a value; values can be text, numbers, dates, times, pictures, references to movies, or formulas that calculate values A set of fields is a record Using Browse, List, Find, and Layout modes In the Help index,* see: E Browse mode In AppleWorks there are four modes in which to work with a database— Browse, List, Find, and Layout.
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 Example: Creating a simple database In this section, you set up an example database with two fields and three records. 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.
Database 8-5 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. You see a new record under the first record. 2.
8-6 AppleWorks 5 User’s Manual To save your database before closing it, click on the Default button bar, or choose Save from the File menu, type a name for the document (choose a different folder, if necessary), and then click Save. To close the database document, choose Close from the File menu. Designing a database In the Help index,* see: E planning databases Before you create a database, it’s a good idea to plan your database design on paper, to reduce the time and effort of redesigning.
Database 8-7 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. When you define a field, you give it a name and then select a field type to determine what kind of data (for example, numbers or a date) can be stored in the field. When you open a new database document, you see the Define Database Fields dialog box, where you set up database fields.
8-8 AppleWorks 5 User’s Manual Important The examples in this documentation are based on U.S. conventions and are shown in U.S. formats. In English-speaking countries other than the United States, numbers, dates, times, functions, formulas, and calculations might be formatted differently. For example, in the U.S., periods act as decimal points. In other countries, commas might be used as decimal points.
Database 8-9 Use this field type To Multimedia Display a picture, movie, or library or OLE object. A picture in a multimedia field is stored with the database document. A movie in a multimedia field is a reference to a movie file, which is stored separate from the database document.
8-10 AppleWorks 5 User’s Manual Field type Field name Type the data you want AppleWorks to enter automatically Set criteria for having AppleWorks check the data as it’s entered Other field types, such as pop-up menus, radio buttons, serial numbers, and value lists, have different options: Select the item that AppleWorks automatically chooses for a new record Scrolling list of items Type a new field name (optional) Type the items you want to appear as choices For complete information on every field
Database 8-11 For example, suppose you have a database that contains two number fields, Qty Sold and Price, and one calculation field, Total. You can set up a formula in the calculation field to multiply the values in the two number fields. Then, each time you type values in the Qty Sold and Price fields, the formula multiplies those values and displays the result in the Total field.
8-12 AppleWorks 5 User’s Manual Adding, changing, and deleting fields You add, change, and delete database fields in the Define Fields dialog box. To select a field name, click the name in the Field Name list.
Database 8-13 Drag the control up or down to move quickly through records Fields for one record Current number of records To select a field, click within its borders Click outside a field border to select the whole record Fields in a standard layout (in Browse mode) Note If the entire record becomes selected, it means you clicked outside a field and selected the whole record. To select a field, click within the field borders.
8-14 AppleWorks 5 User’s Manual To Do this Enter a picture or movie in a multimedia field Use one of the following methods: 1 Copy and paste a picture or movie from a different document. 1 Choose Insert from the File menu, and then select the picture or movie file using the Insert dialog box. 1 Add an object from a library palette. 1 Choose OLE Options from the Edit menu, and then choose Insert OLE Object. When a field contains a picture, you see the picture in the field.
Database 8-15 Tip To change the tab order in List mode, reorder the fields. See “Moving columns and formatting data” on page 8-19. Note Fields you don’t move to the Tab Order list will not be accessible by pressing Tab. To select such a field in Browse, List, or Find mode, click within the field. Duplicating, deleting, and moving records When records are similar, you can save time and prevent data entry errors by duplicating records.
8-16 AppleWorks 5 User’s Manual Click to go to the previous record Drag to move across many records at once Click to go to the next record Click here, type the number of the record to go to, and then press Enter To go to the same field in the next record, press Ctrl+D. To go to the same field in the previous record, press Ctrl+C. Viewing records You can view records in various ways to suit your needs.
Database 8-17 Playing movies in multimedia fields In the Help index,* see: E playing movies When a field contains a QuickTime or AVI movie, you see a preview image of the movie. To play a movie in a multimedia field, in Browse or List mode, double-click the field containing the movie. To pause the movie, click outside the field.
8-18 AppleWorks 5 User’s Manual Selecting rows and columns In List mode, you select a row or column with a single click. Select multiple rows or columns when you want to resize or reformat several at once. In the Help index,* see: E List mode To select Do this One row Click the area to the left of the first column. Multiple rows Drag the pointer in the area to the left of the first column. One column Click the column heading. Multiple columns Shift-click adjoining columns.
Database 8-19 Right edge of column heading Resized row Bottom of row heading Before Resized columns 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.
8-20 AppleWorks 5 User’s Manual 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.
Database 8-21 To Do this Deselect records in a selection, or select noncontiguous records Ctrl+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. You can sort records in Browse mode and List mode.
8-22 AppleWorks 5 User’s Manual Click to move fields between the Field List Click to clear the and the Sort Order list 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 Selecting a named sort To From the Sort pop-up menu, choose Use a named sort The named sort Change the sort order Edit Sort.
Database 8-23 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.
8-24 AppleWorks 5 User’s Manual 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 Example Only records that Type or select the value.
Database 8-25 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.
8-26 AppleWorks 5 User’s Manual 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.
Database 8-27 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.
8-28 AppleWorks 5 User’s Manual 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.
Database 8-29 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 8-17.
8-30 AppleWorks 5 User’s Manual 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.
Database 8-31 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. Tip When you work in Layout mode, it’s often convenient to use two views of the document—one in Layout mode and the other in Browse mode—to see your changes immediately as you make them. Choose New View from the Window menu, and then click on the Default button bar (or choose Tile Windows from the Window menu).
8-32 AppleWorks 5 User’s Manual To Do this Add a picture Use one of the following methods: 1 In the Help index,* see: E fields, arranging E layouts, editing 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 3-17. Copy and paste a picture from a different document.
Database 8-33 Start by choosing Layout from the Layout menu. To Do this Change the appearance of text in Double-click the field to modify, select options, and text, pop-up menu, radio button, or then click OK. checkbox fields Fill palettes Pen palettes Show or hide field labels, or set other options for pop-up menu, radio button, or checkbox fields Double-click the field, select options, and then click OK.
8-34 AppleWorks 5 User’s Manual In Layout mode, select the fields to change Before Then click to apply a style you created Highlighted field in Layout mode After Highlighted field in Browse mode To see a style’s properties, click the Edit button and select the style Properties of the style Highlight 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.
Database 8-35 Parts in Layout mode Summary fields are defined with the formula =SUM(‘Contribution’) Parts in Browse mode (Page View on) A header part repeats information above the data on every page of a layout in a database document. You can place text or pictures here. The body part contains the data from individual records A sub-summary part contains one or more summary fields that summarize data in a group of sorted records.
8-36 AppleWorks 5 User’s Manual 1 To display or print summary data on separate pages, add a page break before or after a sub-summary part. In Layout mode, choose Insert Part from the Layout menu. In the Insert Part dialog box, select a summary part, and then choose an option for a page break. Copying summary data In the Help index,* see: E summaries, database You can copy data in summary fields when you’re in page view and when a sub-summary, leading grand summary, or trailing grand summary exists.
Database 8-37 Type a name for the report Choose report options In the Help index,* see: E reports Once you create a report, you can reuse or change it. To From the Report Reuse a named report The report name Change a report Edit Report. Select a report from the list and click Modify. Make your changes, and then click OK. Rename a report Edit Report. Select a report from the list and click Modify. Type a new name, and then click OK. Delete a report Edit Report.
8-38 AppleWorks 5 User’s Manual Important Make a backup copy of your AppleWorks database before you insert from another document. To Do this Import a database Choose Open from the File menu, and then choose Database from the Document Type pop-up menu. Choose a file format from the Files of type pop-up menu, and then click Open. Insert a database Create a database, or open a database to insert into.
Database 8-39 Printing labels In the Help index,* see: E mailing labels You can print labels on continuous sheets or on individual sheets of label stock. Before printing labels on label stock, make one or more trial printouts on plain paper to make sure that the spacing is correct and all the text prints within the label boundaries. You may have to make the fields in the layout slightly smaller to fit within the label.
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 on the Default button bar. Type a name for the book mark and click OK. 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. 1. Select the text, object, cell, paint image, or frame to create the link from. 2. Choose Show Links Palette from the Window menu. 3.
9-4 AppleWorks 5 User’s Manual 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. If a link you want is in a folder, open the folder (by clicking the triangle next to the folder name), and then click the link name. 5. Choose Edit Link (for the selected link type) from the Links menu. 6. In the Edit Link dialog box, make your changes, and then click OK.
Beyond the basics 9-5 Sorting links In the Help index,* see: E links To display book marks or links in the links palette by name (alphabetically) or by position (from first to last as they appear in the document): 1. Open the document containing the book marks and links to sort. 2. Choose Show Links Palette from the Window menu. 3. Choose Sort By Name or Sort By Position from the Special menu on the links palette. Your selection applies to links of all types in the current document.
9-6 AppleWorks 5 User’s Manual 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 Style type and symbol Paragraph Description Example(s) Formats entire paragraphs (line spacing, alignment, indents, tabs, and labels). Paragraph styles contain basic style information as well as paragraph formatting information. Except for the Default paragraph style, paragraph styles show only in text documents and frames. Outline Formats paragraphs as outlines. Outline styles contain paragraph substyles for the levels of an outline.
9-8 AppleWorks 5 User’s Manual For This style type Does this Paint documents Basic Resets the fill and pen palettes for the next image you paint, or resets text attributes for the next text you type. (You can’t select part of a painting and apply a style. Instead, use styles to set the pen and fill palettes before you begin.
Beyond the basics 9-9 To apply a style using the stylesheet palette, click on the Default button bar (or choose Show Stylesheet from the Window menu). Click in a paragraph or select the item that you want to apply the style to, and then select a style. If nothing is selected when you click a style name, the style you select is used for the next text you type, object you draw, or spreadsheet element you modify.
9-10 AppleWorks 5 User’s Manual You create a custom style by collecting formatting information from any of the following: 1 an element in a text, draw, or spreadsheet document (such as text or objects) 1 a style that’s already on the stylesheet palette 1 the document controls you’d normally use to format text and objects (such as the tools, palettes, ruler, paragraph controls, and menu commands) To add a custom style to the stylesheet palette, click on the Default button bar (or choose Show Stylesheet fr
Beyond the basics 9-11 Turning off a style In the Help index,* see: E styles, using Once you apply a style, you can restore an item to its original state by choosing Unapply Style from the Edit menu on the stylesheet palette. (The name of the command varies depending on the style you applied.) 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.
9-12 AppleWorks 5 User’s Manual 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.
Beyond the basics 9-13 3. Select the words at the campsite. 4. Choose Bold, Italic from the pop-up menu or on the stylesheet palette. Your letter should now look like this: 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.
9-14 AppleWorks 5 User’s Manual Select a style to edit As you edit the style, you see your changes here 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 Properties of the 3D Table 1 style Select a style to edit When you’re finished editing the style, click Done.
Beyond the basics 9-15 Type a name for your style Choose a style to acquire the properties of that style 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.
9-16 AppleWorks 5 User’s Manual Importing and exporting styles You can export all or some of the styles on a stylesheet palette to a separate file, and import them into other documents. This is useful if you want to reuse your favorite styles in other documents, or establish formatting standards for everyone in your organization to use and share. 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.
Beyond the basics 9-17 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.
9-18 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 9-19 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 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.
9-20 AppleWorks 5 User’s Manual 1 a text frame, to print an envelope or a label (see “Addressing envelopes” on page 9-22) 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.
Beyond the basics 9-21 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. 1 Use a find request before merging to include only certain database records. You may also want to sort the records before merging them. AppleWorks prints only the found records in the order they were sorted.
9-22 AppleWorks 5 User’s Manual Select to show merged data, or deselect to show merge field names Shows the current database Select the field you want to insert into the merge document Click to switch databases Click to insert the selected field into the merge document Click to print the merge document Merged data Merge document You can move the mail merge palette around the window as you work to view the merge document.
Beyond the basics 9-23 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. You can have the Assistant help you type an address and place it on the page, or you can have it format an envelope with an address you’ve already typed. To have the Assistant help you type an address and place it on the page, start AppleWorks, and then choose New from the File menu.
9-24 AppleWorks 5 User’s Manual Choose Save As from the File menu and save the document as stationery. See “Saving document formatting as templates (stationery)” on page 2-10 for more information. Addressing an envelope In the Help index,* see: E envelopes E stationery, using To address an envelope, choose New from the File menu, select Use Assistant or Stationery, and a category from the Category pop-up menu, and then choose your envelope stationery.
Beyond the basics 9-25 When you create linked frames, you see indicators that provide information about the frames. A continue indicator shows that a frame is not yet linked to another frame. A link indicator shows that the frame is linked to another frame. Anything you type, paste, or paint into the first frame continues into the next frame. A text overflow indicator shows that the frame contents extend beyond the last frame.
9-26 AppleWorks 5 User’s Manual 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. For example, you can’t link a text frame to a spreadsheet frame.
Beyond the basics 9-27 Adding a movie to a document You can import, insert, or paste a movie into any document type (except communications) and into a multimedia field in a database document. See “Importing and exporting documents” on page 2-15 for more information. Movies appear in the document as a picture with a control badge in the lower-left corner.
9-28 AppleWorks 5 User’s Manual 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 more information, 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).
Beyond the basics 9-29 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.
9-30 AppleWorks 5 User’s Manual Including other applications in your documents (OLE) You can use Object Linking and Embedding (OLE) to combine information from other applications with information in AppleWorks files. For complete information on using OLE with AppleWorks, see onscreen Help. For additional information on OLE, see the documentation that comes with Windows 95.
Beyond the basics 9-31 Inserting OLE objects In the Help index,* see: E object linking and embedding (OLE) This section provides information on inserting OLE objects using the menu commands. You can also insert OLE objects using the OLE tools palette. To insert an OLE object into an AppleWorks document: 1. Prepare your document to receive the OLE object. To insert the object Do this As an inline object (in text) Click in the text to create an insertion point.
9-32 AppleWorks 5 User’s Manual Working with OLE objects Once you insert an OLE object into an AppleWorks document, what you can do with the object depends on the type of object and its server application. To work with an OLE object, select the object and choose Object from the server application’s Edit menu (the name of the command varies depending on the server application). The Object command’s submenu contains additional commands for working with the selected object.
Chapter 10: Communications This chapter explains how to use AppleWorks and the HyperTerminal application to establish communication between your computer and another computer. All communications features are described in the onscreen Help system of the HyperTerminal application. 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 About the communications window All communication between your computer and an online service or another computer appears in the HyperTerminal window.
10-4 AppleWorks 5 User’s Manual Changing the communications program In the Help index,* see: E preferences You can specify that AppleWorks run a communications program other than HyperTerminal when you click Communications in the New Document dialog box. Choose Preferences from the Edit menu. In the Preferences dialog box, choose Communications from the Topic pop-up menu. Click Change To (located under AppleWorks Terminal Program).
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 Connecting to the Web Once you’ve selected a browser to use, you can quickly connect to the Web using the selected browser. To do so, on the Internet button bar, click . Creating a Web page In the Help index,* see: E Web pages, creating A Web page is an HTML file on the Web. With the AppleWorks translator, you can easily create an HTML file without understanding HTML or how it works. You simply create a word processing document and save your work as an HTML file.
11-4 AppleWorks 5 User’s Manual 1 Use boldface and italic styles sparingly. Too much emphasis makes text difficult to read. Don’t use underline, because underlined text indicates a jump to related information. 1 Choose typefaces and colors that are easy to read onscreen. Creating an HTML file In the Help index,* see: E Web pages, creating To create an HTML file for a Web page, start by creating a word processing document, and then save your work as an HTML file.
AppleWorks and the Internet 11-5 Adding pictures In the Help index,* see: E Web pages, graphics for You can include pictures in any format supported by AppleWorks, such as .BMP and .PCX. When you save the document as HTML, AppleWorks translates any art in the document to a format (GIF or JPEG) that is readable by Web browsers. Important When you save an HTML file, each picture is saved as a separate file in the same folder as the document.
11-6 AppleWorks 5 User’s Manual URL address for this Web page These links jump to a different location on the Web page This button jumps to a different Web page Note You can also create a link to a different document or a different area of the same document, even when the linked documents are not on the Web. For more information, see “Creating links” on page 9-1. You can attach links to selected text, an object, or to paint and spreadsheet frames. To create a link to a URL: 1.
AppleWorks and the Internet 11-7 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 URL appears underlined in the AppleWorks document, and the pointer changes appearance over the underlined area. To view the linked URL, click the underlined area. The pointer looks like this over a link. Click the underlined area to go to the linked information.
11-8 AppleWorks 5 User’s Manual To create a link to another part of your Web page: 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 part of the same document. 3. In the New Book Mark dialog box, create a link, and then click OK. Type a name for the link 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 Saving a document in HTML format In the Help index,* see: E Web pages, saving Once you have an AppleWorks word processing document that you want to post to the Web, you need to save it in two formats: as an AppleWorks document and as HTML. When you edit the Web page later, you open the AppleWorks document, not the HTML file.
11-10 AppleWorks 5 User’s Manual Working with electronic mail In the Help index,* see: E email With AppleWorks, you can send and receive email messages to and from many types of computers and mail systems, locally or in remote locations. You can work with electronic mail on the Internet or over a different computer network. To work with electronic mail, you must have the appropriate hardware (such as a modem and phone line).
I-1 Index Symbols ### error 7-24 • in spreadsheet cells 7-22 A Absolute references 7-22 Active cell 7-3, 7-25 Address Envelope Assistant 9-22 Address labels. See Labels Address List Assistant 2-5 Address, cell 7-6 Addresses and names list 2-5, 8-6 Addressing envelopes 2-5, 9-22 Airbrush (Spray can) 6-5 Aligning data in cells 7-10 fields 8-33 fields 8-31, 8-39 objects 5-15 text 4-6, 4-12 text, in text frames 4-6, 5-19 Alphabetizing library items 3-19 AppleArt.
I-2 AppleWorks User’s Guide address for 7-6 borders, adding 7-18 data, in deleting 7-8, 7-17 entering 7-5 sorting 7-11 working with 7-6, 7-7, 7-8 deleting 7-17 filling automatically 7-8 grid 7-3, 7-19, 7-20 inserting 7-17 linking 7-34 locking (protecting) 7-6 names for 7-13 objects in 3-10 references to described 7-22 entering 7-23 examples 7-25 selecting 7-5 Certificate Assistant 2-5 Chapters, adding to a document.
Index I-3 text ruler settings for 4-13 selected 4-6 using the eyedropper 5-11, 6-6 Counting characters, words, lines, paragraphs, pages, and sections 4-31 Create Labels Assistant 2-5, 8-30 Custom buttons on button bar, creating 9-28 styles, in outlines 4-17 text 9-5–9-16 Cutting See also Copying; Pasting cell data 7-8 described 3-10 library items 3-19 styles 9-15 text 4-6 D Database documents See also Databases; Fields; Layouts; Records calculations 8-11 described 1-12 entering data in 8-12 examples of 8-
I-4 AppleWorks User’s Guide text, spreadsheets, and paintings, adding to 5-19 when to use 5-1 Drawing tools 5-3–5-5 Drawing, in any document 5-2 Drawings and paintings, differences between 6-2 Duplicating See also Copying cell data (filling) 7-8 images 6-8 layouts 8-28, 8-32 library items 3-19 objects 5-9 records 8-15 styles 9-15 E Editing styles 4-17, 9-13 Electronic mail See also Hyptertext Markup Language (HTML); Internet; World Wide Web sending and receiving on Internet 11-10 Elements, chart 7-29 Emai
Index I-5 databases 8-19, 8-33 documents 7-21, 8-8 spreadsheets 7-10 outlines 4-16–4-17 paragraphs 4-8–4-13 pictures in database fields 8-33 QuickTime movies database fields, in 8-33 rows and columns in databases 8-19 spreadsheets 7-18, 7-19 sections 4-23 text characters 4-7 databases, in 8-19, 8-33 drawings, in 5-19 paintings, in 6-12 spreadsheets, in 7-10 text frames, in 5-19 with custom styles 9-5 Formatting characters described 4-6 searching for (finding) 4-28 showing/hiding 4-6, 11-4 Formulas See also
I-6 AppleWorks User’s Guide headings 7-19 tool panel 3-4 Home Finance Assistant 2-5 Horizontal lines in HTML files 11-4 Horizontal pane control 3-2 Host computer, described 10-2 HTML (Hypertext Markup Language) *HTML HTML files See also Hypertext Markup Language (HTML); Internet; Web pages; World Wide Web adding pictures to 11-5 creating 11-4 described 11-3 design tips 11-3 editing 11-9 opening 11-9 saving (exporting) as 11-9 HyperTerminal 10-1 Hypertext links.
Index I-7 See also Objects changing 5-10 custom width for *pen width palette setting attributes for painting 6-6 text, counting 4-31 tools for drawing 5-4 Lines in HTML files 11-4 Link indicators 9-25 Linked frames 9-24–9-26 spreadsheets and charts 7-29 Linking Web pages to Uniform Resource Locator (URL) 11-5 Linking objects, in word processing documents 4-34 Linking Web pages links to Uniform Resource Locator (URL) 11-5 Links See also Uniform Resource Locator (URL) creating document links 9-2 to same or o
I-8 AppleWorks User’s Guide arranging 5-15 borders of 5-3, 5-10 changing appearance of 5-9 orientation of 5-15 coloring 5-10 connecting 5-13 copying attributes of 5-11 one or more 5-9 deleting 5-9 described 5-3 drawing tools 5-4 duplicating 5-9 filling 5-10 grouping and ungrouping 5-15, 5-16 inserting in text 4-31 locking and unlocking 5-16 moving 5-7 pasting 3-10 reshaping or smoothing 5-13 scaling 5-12 selecting 5-6 selection preferences 3-21 storing in libraries 3-17 OLE (Object Linking and Embedding) *
Index I-9 styles for 9-7, 9-12 Paragraphs, sorting 4-13 Parts, database copying summary fields in 8-36 deleting and resizing 8-36 described 8-34 inserting 8-34 Passwords opening protected documents 2-8 setting 2-14 Paste Function button 7-27 Pasting See also Copying; Cutting cell data 7-8 formats 7-10 described 3-10 formats cell 7-10 paragraph 4-13 library items 3-19 objects 3-10, 5-9 styles 9-15 Patterns See also Palettes changing in charts 7-32 copying from objects 5-11 setting for database fields 8-33 i
I-10 AppleWorks User’s Guide numbers 3-15 Rotating images 6-10 objects 5-15 Rounded rectangles, drawing 5-4, 5-13, 6-5 See also Objects Rows database, viewing data in 8-16, 8-18, 8-19 spreadsheet changing number of 7-4 headings 7-3, 7-19, 7-20 inserting and deleting 7-17 resizing 7-16 selecting 7-6 titles 7-19, 7-20 transposing with columns 7-7 Rulers changing 3-12 graphics 5-7 text copying settings for 4-13 setting tabs and margins 4-8, 4-10 S Saving backup copies 2-8 documents 2-7 file formats for 2-15
Index I-11 described 7-4 linking 9-24 opening and closing 7-4 point of origin 7-4 resizing 7-18 showing and hiding 7-31 tables, as text 4-19, 7-2 Spreadsheet tool 3-4 Spreadsheets and databases, differences 7-2 Squares, drawing 5-4 See also Objects SS document type 2-3, 3-9 Starting AppleWorks 2-1 Stationery creating AppleWorks 2-10 default (Options) 2-11 envelope 9-23 described 2-10 opening 2-5 opening with password 2-14 Status bar 1-7, 3-1, 3-9 Storing text and art in libraries 3-17 Styles applying 9-8,
I-12 AppleWorks User’s Guide arrow pointer 3-4, 3-9 drawing 5-4 frame (paint, spreadsheet, text) 3-9 names of 1-7 painting 6-4 panels, described 3-4 selecting drawing 5-3 for repeated use 5-5 frame 3-9 painting 6-5 selection rectangle (paint) 6-7 showing and hiding 3-4 Topics in outlines 4-13 Trailing grand summary.
Index I-13 X,Y X-Y scatter chart, example 7-29 Z Zip codes, in databases 8-7 Zooming controls for 3-1 documents 3-2 images (paint) 6-9, 6-12 setting a custom scale 3-2 *Choose Index from the Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic.
