Apple Productivity Software AppleWorks 5 User's Manual Works User\'s Manual: For Mac OS Appleworks5Mac User

2005-03-20

User Manual: Apple Productivity Software AppleWorks 5 User\'s Manual: for Mac OS

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Contents
Chapter 1: Introduction
Chapter 2: Creating, opening, and printing documents
Chapter 3: Basics
Chapter 4: Text (word processing)
Chapter 5: Drawing
Chapter 6: Painting
Chapter 7: Spreadsheet
Chapter 8: Database
Chapter 9: Beyond the basics
Chapter 10: Communications
Chapter 11: AppleWorks and the Internet
Index



AppleWorks 5

User’s Manual

Includes instructions for using your software

FOR MAC OS

Apple Computer, Inc.

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. Use of the “keyboard” Apple logo

(Option-Shift-K) for commercial purposes without the prior written consent of Apple may constitute trademark infringement and unfair

competition in violation of federal and state laws.

Every effort has been made to ensure that the information in this manual is accurate. Apple is not responsible for printing or clerical

errors.

Apple Computer, Inc.

1 Inﬁnite Loop

Cupertino, CA 95014-2084

408-996-1010

http://www.apple.com

Apple, the Apple logo, AppleScript, AppleWorks and the AppleWorks design, Macintosh, QuickTime, and WorldScript are trademarks of

Apple Computer, Inc., registered in the U.S. and other countries.

Balloon Help, Finder, and Macintosh PC Exchange are trademarks of Apple Computer, Inc.

Other company and product names mentioned herein are trademarks of their respective companies. Mention of third-party products is

for informational purposes only and constitutes neither an endorsement nor a recommendation. Apple assumes no responsibility with

regard to the performance or use of these products.

Simultaneously published in the United States and Canada.

III

Contents

Chapter 1: Introduction

Registration and customer support 1-1

How to start 1-1

Using Help and the User’s Manual together 1-2

Using AppleWorks Help 1-3

Opening and closing AppleWorks Help 1-3

Using the Help window 1-3

Using the AppleWorks onscreen Help index 1-4

Learning more about onscreen Help 1-5

Getting additional help 1-6

Working with AppleWorks 1-6

What’s a document? 1-7

Document types 1-7

Text (word processing) documents 1-8

Draw documents 1-9

Paint documents 1-10

Spreadsheet documents 1-11

Database documents 1-12

Communications documents 1-13

Where to go from here 1-13

Chapter 2: Creating, opening, and printing documents

Starting AppleWorks 2-1

Creating a document 2-2

Creating a blank document 2-3

Using an Assistant 2-4

Using stationery 2-7

Saving a document 2-8

Opening a document 2-10

Finding documents 2-11

Linking to other documents 2-12

Saving document formatting as templates (stationery) 2-12

Setting up regular stationery 2-12

Setting up default stationery 2-13

Creating stationery 2-13

Opening stationery 2-15

AppleWorks 5 User’s Manual

Identifying your documents 2-16

Protecting documents with passwords 2-17

Importing and exporting documents 2-18

Converting documents 2-19

Closing a document and leaving AppleWorks 2-20

Printing a document or Help topic 2-20

Chapter 3: Basics

Working with windows 3-1

Viewing windows 3-2

Arranging windows 3-3

Going to a page 3-3

Using the tool panel 3-4

Using the button bar 3-5

Switching button bars 3-5

Showing, hiding, and positioning the button bar 3-6

Customizing the button bar 3-6

Adding and removing buttons 3-7

Creating your own button bar 3-7

Using palettes 3-8

Working with frames 3-9

Working in an AppleWorks document 3-10

Cutting, copying, and pasting 3-10

Copying objects using the drag and drop feature 3-10

Changing your mind 3-11

Previewing pages for printing 3-12

Using rulers 3-13

Creating headers and footers 3-14

Adding a date or time 3-16

Numbering pages 3-16

Setting margins 3-17

Changing the page orientation and size 3-18

Using libraries 3-18

Creating, opening, and saving libraries 3-19

Working with the library palette 3-20

Duplicating, deleting, and moving library items 3-20

Viewing library items 3-21

Setting preferences 3-21

Contents

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 4-3

Working with text frames 4-3

Typing text 4-4

Typing equations 4-5

Selecting text 4-5

Cutting, copying, and pasting text 4-6

Showing formatting characters 4-6

Changing text appearance 4-7

Changing paragraph formats 4-8

Setting and changing tabs 4-10

Indenting paragraphs 4-11

Adding bullets, numbers, and checkboxes to paragraphs 4-11

Aligning paragraph text 4-12

Changing line and paragraph spacing 4-13

Copying text ruler settings 4-14

Sorting paragraphs 4-14

Outlining 4-14

Creating an outline 4-16

Modifying and removing outline labels 4-17

Rearranging outline topics 4-17

Collapsing and expanding outline topics 4-18

Modifying an outline style 4-19

Creating tables 4-19

Working with pages 4-20

Creating a title page 4-21

Creating and changing columns 4-21

Breaking a page or column 4-23

Scrolling pages 4-23

Dividing a document into sections 4-24

Inserting and deleting a section 4-25

Formatting sections 4-25

Varying the number of columns on a page 4-27

Numbering sections 4-27

Adding footnotes and endnotes 4-28

Finding and changing text 4-29

AppleWorks 5 User’s Manual

Finding special characters 4-30

Using writing tools 4-30

Checking your spelling 4-30

Hyphenating words 4-31

Finding synonyms 4-32

Changing dictionaries 4-32

Editing dictionaries 4-33

Counting words 4-33

Adding pictures and frames to text 4-34

Wrapping text around pictures 4-35

Creating links in word processing documents 4-36

Chapter 5: Drawing

When to use a drawing 5-1

Drawing basics 5-1

Creating a drawing 5-2

About the draw window 5-2

What are objects? 5-3

Using the drawing tools 5-3

Selecting and deselecting objects 5-6

Using the graphics ruler and grids 5-7

Moving objects 5-8

Duplicating, copying, and deleting objects 5-8

Changing the appearance of objects 5-9

Changing lines, borders, colors, patterns, and textures 5-9

Copying an object’s attributes 5-11

Resizing objects 5-12

Reshaping and smoothing objects 5-13

Connecting objects 5-14

Arranging objects 5-15

Locking objects to prevent changes 5-16

Creating a master page 5-17

Adding pages to a draw document 5-18

Creating custom colors, patterns, gradients, and textures 5-18

Adding clip art 5-19

Adding text, spreadsheet, or paint frames 5-19

Creating links in draw documents 5-21

Contents

VII

Chapter 6: Painting

When to use a painting 6-1

Painting basics 6-2

Creating a painting 6-2

About the paint window 6-3

Working with paint frames 6-3

Working with images 6-4

Using the painting tools 6-4

Setting lines, colors, patterns, and textures 6-6

Overlapping colors and patterns 6-7

Selecting and moving images 6-8

Deleting, copying, and duplicating images 6-9

Magnifying an image 6-10

Transforming a selection 6-10

Reshaping a selection 6-11

Resizing or turning a selection 6-11

Coloring and tinting images 6-12

Combining images 6-13

Adding text and spreadsheets 6-14

Adding clip art 6-15

Customizing resolution and depth 6-15

Working with large files 6-16

Changing the size of a painting 6-16

Creating a preview of a paint document 6-16

Creating links in paint documents 6-17

Chapter 7: Spreadsheet

When to use a spreadsheet 7-1

Spreadsheet basics 7-2

Creating a spreadsheet 7-3

About the spreadsheet window 7-3

Working with spreadsheet frames 7-4

Typing in a spreadsheet 7-5

Selecting cells and ranges 7-5

Modifying cell data 7-6

Editing data 7-6

Moving data 7-7

Copying and deleting data 7-8

Filling a range of cells 7-8

VIII

AppleWorks 5 User’s Manual

Formatting cell data 7-9

Sorting cell data 7-11

Locking cell data 7-12

Naming cells and ranges 7-12

Assigning names to cells 7-13

Editing and deleting names 7-13

Using named cells in formulas 7-14

Replacing cell references with named cells 7-14

Example 1: Using cell names in a formula 7-15

Example 2: Replacing named cells with cell references 7-16

Changing cells, rows, and columns 7-17

Resizing or hiding rows and columns 7-17

Inserting and deleting cells, rows, and columns 7-18

Changing the number of rows and columns 7-18

Adding borders, colors, and patterns to cells 7-19

Locking row and column titles 7-19

Adding and removing page breaks 7-20

Changing the display 7-20

Printing a spreadsheet document 7-21

Working with formulas 7-21

Understanding formulas 7-21

Cell references in formulas 7-22

Entering formulas 7-23

Calculating formula results 7-24

Making corrections 7-25

Examples: Entering formulas 7-25

Working with functions 7-26

Entering functions 7-27

Example: Using the AVERAGE function 7-28

Displaying data in charts (graphs) 7-29

Making charts 7-29

Changing chart options 7-30

Deleting, copying, or moving a chart 7-31

Enhancing a chart’s appearance 7-32

Adding pictures or a text frame 7-33

Creating links in spreadsheet documents 7-35

Contents

Chapter 8: Database

When to use a database 8-1

Database basics 8-1

What’s a database? 8-2

Using Browse, List, Find, and Layout modes 8-2

Creating a database document 8-3

Example: Creating a simple database 8-3

Part 1: Start a new database document 8-4

Part 2: Define two fields 8-4

Part 3: Enter two values into the fields 8-5

Part 4: Make new records 8-5

Part 5: Finish entering data in the new records 8-5

Part 6: Close the database 8-6

Designing a database 8-6

Defining database fields 8-7

Adding fields to an existing database 8-7

Assigning field types 8-8

Checking or entering data automatically 8-10

Defining calculation and summary fields 8-11

Adding, changing, and deleting fields 8-12

Entering data in fields 8-13

Adding records 8-14

Changing the tab order 8-15

Duplicating, deleting, and moving records 8-15

Moving through records 8-16

Viewing records 8-17

Playing movies in multimedia fields 8-17

Working with rows and columns in List mode 8-18

Selecting rows and columns 8-18

Resizing rows and columns 8-19

Moving columns and formatting data 8-20

Selecting and hiding records 8-21

Sorting records 8-22

Finding information 8-24

Finding text 8-24

Finding records with a find request 8-24

Saving a find request (named search) 8-26

Matching records 8-27

Working with layouts 8-28

AppleWorks 5 User’s Manual

Understanding layouts 8-28

Creating a layout 8-30

Editing a layout 8-32

Deleting, duplicating, and renaming a layout 8-33

Changing the appearance of data 8-34

Presenting and summarizing data with parts 8-36

Copying summary data 8-37

Resizing and deleting parts 8-37

Creating reports 8-38

Importing data from other documents 8-38

Printing a database document 8-40

Printing labels 8-40

Closing up space when you print 8-40

Chapter 9: Beyond the basics

Creating links 9-1

Creating book marks 9-2

Creating document links 9-2

Editing links 9-4

Deleting links 9-4

Going to a specific link 9-5

Sorting links 9-5

Using styles 9-5

About the stylesheet palette 9-6

Styles in documents and frames 9-8

Applying a style 9-9

Creating a style 9-10

Turning off a style 9-11

Example: Applying and creating styles 9-12

Editing styles 9-15

Copying, pasting, and deleting styles and properties 9-17

Importing and exporting styles 9-17

Creating a slide presentation 9-18

Creating slides 9-18

Setting up slides 9-19

Reordering slides 9-21

Showing the slides using one computer 9-21

Showing slides remotely over a network 9-21

Merging data into documents (mail merge) 9-22

Contents

Setting up the database 9-24

Preparing the merge document 9-24

Printing the merge documents 9-25

Merging a FileMaker Pro database 9-26

Addressing envelopes 9-27

Using the Envelope Assistant 9-27

Setting up and creating envelope stationery 9-27

Addressing envelopes 9-28

Linking frames 9-29

Working with movies 9-31

Adding a movie to a document 9-31

Setting movie options 9-31

Playing a movie 9-32

Editing a movie 9-32

Creating and editing custom buttons 9-33

Using macros 9-34

Using AppleScript with AppleWorks 9-35

Chapter 10: Communications

When to use a communications document 10-1

Communications basics 10-1

What you need 10-1

Communications terms and concepts 10-2

Creating a communications document 10-3

About the communications window 10-3

Connecting to another computer 10-3

Connecting to another computer with a modem 10-4

Connecting to another computer without a modem 10-4

Receiving a call from another computer 10-4

Working with data during a session 10-5

Using the scrollback pane 10-5

Capturing incoming data 10-7

Saving and printing communications documents 10-7

Copying and pasting a table 10-8

Sending a file to a remote location 10-8

Simplifying communications tasks 10-8

Changing communications settings 10-9

XII

AppleWorks 5 User’s Manual

Chapter 11: AppleWorks and the Internet

About the Internet and the Web 11-1

About browsers 11-2

Selecting a browser 11-2

Connecting to the Web 11-3

Creating a Web page 11-3

Designing your Web page 11-3

Creating an HTML file 11-4

Adding pictures 11-5

Linking Web pages 11-6

Saving a document in HTML format 11-9

Opening and editing HTML files 11-10

Working with electronic mail 11-10

Index

Chapter 1: Introduction

This User’s Manual introduces you to the AppleWorks

application.

AppleWorks is an all-in-one software package offering seamless integration

of word processing, outlining, presentations, drawing, painting, spreadsheet

computation and charting, database management, and communications,

including support for HTML and linking to the Internet.

Registration and customer support

Please take the time to mail the product registration card included with

AppleWorks or register your copy of AppleWorks at the following Web site:

http://www.applereg.com

For information about customer support, see the

Apple Service Directory

included with your copy of AppleWorks or see the following Web site:

http://support.info.apple.com/support/supportoptions/

supportoptions.html

For information about AppleWorks, see the following Web site:

http://www.apple.com/appleworks

How to start

This manual is designed to get you started quickly, whether you’re a new or

experienced AppleWorks user.

If Do this

You’re new to AppleWorks

or want a complete

understanding of

AppleWorks

Become familiar with Macintosh techniques, such as using the

mouse and saving documents. For such information, see the

documentation that comes with your computer.

Start AppleWorks (see “Starting AppleWorks” on page 2-1 if

you need help). Then view the onscreen tour, “Introduction to

AppleWorks,” to understand what AppleWorks is all about. To

begin the tour, choose

Introduction to AppleWorks

from the or

Help menu.

Practice using AppleWorks while reading this manual and

referring to onscreen Help.

1-2

AppleWorks 5 User’s Manual

Using Help and the User’s Manual together

This manual and AppleWorks Help, a comprehensive onscreen Help system,

are designed to work together.

Text marked with a bar, in the margin or within the text, lists index entries

to AppleWorks Help topics. These Help topics provide more information

about a feature.

To look up an index entry in AppleWorks Help, start AppleWorks, choose

AppleWorks Help Index

from the or Help menu, and then scroll to the entry.

For complete instructions for using the index to onscreen Help, see “Using

the AppleWorks onscreen Help index” on page 1-4.

Special information in this manual looks like this:

Note

Tip

, or

titled

messages give extra or helpful information about a

subject.

Important

messages alert you to situations that require attention, such as an

action that you can’t undo.

Glossary terms are defined in the manual and AppleWorks Help. They

appear in italic in the manual, and underlined with a dotted line in Help.

Glossary terms are also listed in the manual’s index. For example, to find the

definition of

cell range

, look up

Cell range, described

You’ve used AppleWorks

before Read the rest of this chapter to learn how to use this manual and

AppleWorks Help together.

Start AppleWorks (see “Starting AppleWorks” on page 2-1 if

you need help). Then review the list of new features in

AppleWorks 5 (see the

AppleWorks 5 Installation Manual

, or

choose

Appleworks Help Contents

from the or Help menu, and

then click

New features in AppleWorks 5.0

As necessary, review AppleWorks Help topics and the chapters

in this book to learn more about specific procedures.

Choose Index from the

or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

For information on In the Help index,

see:

an AppleWorks feature

index entries for relevant topics are listed here

If Do this

In the Help index,* see:

Eindex entries relating to the

current section are listed here

Introduction

1-3

Using AppleWorks Help

AppleWorks Help completely documents all AppleWorks features. As you

become comfortable working with AppleWorks, you’ll be able to find all the

information you need in AppleWorks Help.

Opening and closing AppleWorks Help

To open Help when AppleWorks is running, first make sure that

AppleWorks is the active application (choose

AppleWorks

from the

Application menu at the right of the menu bar). Then press the Help key (on

an extended keyboard), press

-?,

or choose a command from the or Help

menu.

In many dialog boxes you see a button. You can click the button to

get Help for the task you’re performing.

Using the Help window

When you open Help, you see the Help window. To navigate in the Help

system, click buttons and underlined text.

To see Choose

Topic titles in a table of contents

AppleWorks Help Contents

An alphabetical list of index entries

AppleWorks Help Index

Information on navigating and using AppleWorks

Help

AppleWorks Help Contents

, and then

click

Getting Help

Click this button for Help

for the current task

1-4

AppleWorks 5 User’s Manual

Note

Whenever you open AppleWorks Help, you start the QuickHelp

application, which runs independently of AppleWorks. This means you can

open AppleWorks Help even when AppleWorks isn’t running. To do so,

double-click

AppleWorks Help

in the AppleWorks folder (in the Application

Support folder in the System Folder).

Using the AppleWorks onscreen Help index

You can search for topics in the onscreen Help index by looking through

an alphabetical list of words or phrases, much like using a book index.

To browse through the index, click in the onscreen Help window.

Scroll through the alphabetical list, or type the first few letters of the entry

you’re looking for. (To see one screen of entries at a time, press Page

Down or Page Up on an extended keyboard.)

To go to a particular index entry—for example, if you’re using the index

entry in the margin of the manual to direct you to a topic— you can type the

index entry in the Keyword box.

Click to see the index

Type a word you want to find

in the index, and then press

Return

Drag the note icon into a topic,

and then type your own notes

Click to move to the next

or previous related topic

Click to retrace your path through Help

Click underlined text to

jump to a topic or see a list

of related topics

Click dotted text to see a

definition

Click to close onscreen

Help and leave it running

Click to see the

table of contents

Introduction

1-5

Select the topic you want to see and click

Go To Topic

. To return to the same

place in the index, click again.

Note

If you’re on the Help Contents page and the keyword you type appears

on the Contents page, you jump to that word.

Learning more about onscreen Help

Refer to AppleWorks Help for more tips on locating information and

customizing onscreen Help.

Choose Index from the

or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

For information on In the Help index,

see:

Adding your own notes to a Help topic

Help, customizing

Copying Help topics into an existing document

Help, copying

Finding text within a Help topic

Help, finding

Marking topics you use often

Help, customizing

Printing one or more Help topics

Help, printing

Referring to a glossary of AppleWorks terms

glossary

Type all or part of the index

entry, and then press Return

In the Help index,* see:

Estationery

You see this in the

manual AppleWorks displays the index so you

can select a topic (if there’s only one

topic for the entry, you see the topic)

1-6

AppleWorks 5 User’s Manual

Getting additional help

Here are more ways to learn about AppleWorks:

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. When you’re ready to learn about

AppleWorks, start by running the onscreen tour, “Introduction to

AppleWorks.” For instructions on starting AppleWorks and running the

onscreen tour, see “How to start” on page 1-1. The tour is an easy way to see

what AppleWorks can do for you.

To Do this

Take an onscreen tour of the most important

AppleWorks features and concepts Choose

Introduction to AppleWorks

from the

or Help menu.

Use automated assistance in creating various

types of documents (such as newsletters and

presentations)

Choose

New

from the File menu, and then

select

Use Assistant or Stationery

. Choose a

category from the pop-up menu, and then

select an Assistant from the scrolling list.

(For more information about Assistants,

see “Using an Assistant” on page 2-4.)

Use automated assistance in performing complex

tasks (such as adding footnotes or tables to a

document)

Choose

AppleWorks Assistants

from the

or Help menu.

See brief descriptions of AppleWorks buttons and

menus in the button bar (when displayed) Hold the pointer over the item for a few

seconds. You see information about this

item in the Info Line, in the lower part of

the button bar. (You can also see this

information if you choose

Show Balloons

from the or Help menu. To turn off

Balloon Help, choose

Hide Balloons

Get step-by-step help for commonly requested

tasks Choose

Frequently Asked Questions

from the

or Help menu. This Apple Guide

system guides you through the tasks.

Should you make an error, you’re alerted

to the problem and shown how to correct

it. See the Quick Reference on the back

cover for more information.

Info Line

Introduction

1-7

What’s a document?

You use the AppleWorks application to create documents. A

document

is a

computer file in which you enter information. You can create, open, change,

save, print, delete, and duplicate documents. When saved, a document

appears as an icon on the desktop.

When you create a document, it appears in its own window, with the tools

needed for that document type.

When a document is open, you see its contents (such as a letter or a drawing)

displayed in the window. When printed, a document looks just as it does on

the screen.

Document types

You can create six different types of documents with AppleWorks—

word processing, drawing, painting, spreadsheet, database, and

communications. As you look at the document windows on the following

pages, notice that each document type has its own menus and tools.

While each type of document is mainly for a certain type of work such as

writing a letter or drawing a picture, you can use AppleWorks to combine

different kinds of work within a single document by using a

frame

, a view of

one document within a different type of document. For example, you can add

a spreadsheet to a letter without first creating a spreadsheet document.

1-8

AppleWorks 5 User’s Manual

Text (word processing) documents

Use a word processing document to write a letter, report, story, outline, form

letter, or other project that is mostly text. If you want to add a spreadsheet or

pictures, you can do so without leaving the word processing document by

creating a spreadsheet frame or drawing directly in the letter.

AppleWorks word processing documents give you great flexibility in the

way you present what you write. Using multiple columns, for example, you

can create professional-looking catalogs and reports. You can write better

research papers by using AppleWorks to outline your ideas and to add

footnotes or endnotes that number and renumber automatically. You can

format documents in sections (like chapters in a book), each with its own

header, footer, column configuration, and page numbering.

See chapter 4, “Text (word processing),” for more information about what

you can do with word processing documents and text frames.

Write a letter in a word

processing document

Word processing

menus and button bar

Add a drawing and a spreadsheet frame

Draw a logo

Create a table in a

spreadsheet frame

Introduction

1-9

Draw documents

Use a draw document for artwork and page layout. A draw document

includes objects (such as rectangles, circles, and lines) that you can create,

select, move, and modify. If you want to add text, a spreadsheet, or clip art,

you can do so in the same document.

Draw documents are useful for creating presentations, newsletters, maps,

organizational charts, and illustrations. Draw documents are especially

useful for complex page layouts—you can link text frames in a draw

document so the text flows from one frame to the next.

See chapter 5, “Drawing,” for more information about what you can do with

draw documents and using drawing tools in all types of documents. For

information on linking frames, see chapter 9, “Beyond the basics.”

Create a map in a draw

document

Text frames

Add text and data to create a presentation

Draw menus and

button bar

Clip art

Spreadsheet

frame

Drawing tools

and palettes

1-10

AppleWorks 5 User’s Manual

Paint documents

Use a paint document primarily for creating illustrations. You can use the

same tools you use to create drawings, plus a set of tools for special effects

like paintbrush strokes and spray paint. If you want to add a spreadsheet,

text, or clip art, you can do so without leaving the paint document.

See chapter 6, “Painting,” for more information about what you can do with

paint documents and paint frames.

A picture in a paint document

Paint menus

and button bar

Painting tools

and palettes

Text frame

Paint image

Introduction

1-11

Spreadsheet documents

Use a spreadsheet document to organize numeric information, make

calculations, and create professional-looking reports. You can also use a

spreadsheet for any type of information (such as a schedule) that you want

to present in a columnar format. You can add a headline or pictures, or turn

the numbers into charts to aid comprehension, right in the spreadsheet

document.

See chapter 7, “Spreadsheet,” for information about what you can do with

spreadsheet documents and spreadsheet frames.

Add data to a

spreadsheet document

Create a chart to add clarity or show data in perspective

Spreadsheet menus

and button bar

Chart

Entry bar

1-12

AppleWorks 5 User’s Manual

Database documents

Database documents are useful for managing and organizing collections of

information, such as address lists, student or customer records, or research

notes. In a database document you can accumulate information, sort it, and

print attractive reports. You can also perform sophisticated searches to find

and work with only the information you want. By creating different layouts

(views) of the data, you can organize and present the same data in many

different ways. You can also enhance the data by adding pictures, patterned

lines, or other objects to the database document.

See chapter 8, “Database,” for more information about database documents.

Enter names and addresses in a database document

Alphabetize the list and

add a picture

Database menus

and button bar

Database

controls Clip art

Introduction

1-13

Communications documents

A communications document is different from other AppleWorks

documents. It conducts a communications session between your computer

and an online information service, a bulletin board, or another computer.

With a communications document, you can connect to a remote computer

and receive, send, and save data. Options are preset for most commonly used

settings, so all you usually have to do is add the telephone number.

See chapter 10, “Communications,” for more information about

communications documents.

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 manual and the onscreen Help system

together to find information. Then go to “Starting AppleWorks” on page 2-1.

A communications session

Communications menus

and button bar

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:

starting and stopping AppleWorks

creating and saving documents

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.

All features, including procedures and shortcuts, are described completely in

onscreen Help. See “Using AppleWorks Help” on page 1-3 if you are not

familiar with onscreen Help or how this manual and Help work together.

Starting AppleWorks

To start AppleWorks, double-click the AppleWorks 5 folder icon to display

its contents. Then double-click the AppleWorks application icon. When you

installed AppleWorks, the Installer placed an alias in the Launcher. You can

also click the AppleWorks application icon in the Launcher to start

AppleWorks.

The first time you start AppleWorks, you’re asked to enter your name,

company name, if applicable, and product serial number. You need to do this

only once when you start AppleWorks.

If you entered your name in the Sharing Setup dialog box, your name appears

automatically in the Name box.

Choose Index from the

or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

EHelp, finding

2-2

AppleWorks 5 User’s Manual

Important

Check your typing carefully. If you find a mistake, press Tab to

move through the boxes and correct the error or type the information again.

You can’t change the name, company, or serial number after you leave this

dialog box unless you reinstall AppleWorks.

If you’re new to AppleWorks or unfamiliar with the new features in

AppleWorks 5, run the onscreen tour. You can run the tour at any time by

choosing

Introduction to AppleWorks

from the or Help menu.

Creating a document

To create a document, you can:

1start with a blank document

1use the AppleWorks Assistants, which help you create specific

documents to meet your home and office needs

1open custom templates, called stationery

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Press Tab to go to the next line

(Company is optional)

Type a name to

personalize your

copy of AppleWorks

In the Help index,* see:

Edocuments, creating

Creating, opening, and printing documents 2-3

Creating a blank document

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.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

ENew command

Select a document

type

2-4 AppleWorks 5 User’s Manual

When you create a document you see the window for the selected document

type.

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.

Using an Assistant

Use an Assistant to lead you step-by-step in creating specific documents,

such as a document for addressing envelopes. Some Assistants are

available when you first create a document, and others are available while

you’re working with a document.

To use an Assistant when you first create a document, choose New from the

File menu. In the New Document dialog box, select Use Assistant or

Stationery. Choose a category from the pop-up menu, and then select an

Assistant name from the scrolling list.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Document type:

WP for Word Processing

DR for Draw

PT for Paint

SS for Spreadsheet

DB for Database

CM for Communications

Document name, which

you can change The order in which the

document was created

In the Help index,* see:

EAssistants

Creating, opening, and printing documents 2-5

You can use other Assistants to help you perform a specific task in a

document you’ve already opened. These Assistants are available in certain

types of documents only. For example, the Assistant for creating tables is

available with draw and word processing documents.

To use an Assistant for the current document, choose AppleWorks Assistants

from the or Help menu. Select an Assistant, and then click OK.

Select an

Assistant

Assistant for creating tables

2-6 AppleWorks 5 User’s Manual

An Assistant prompts you to supply information. Based on that information,

AppleWorks creates the document for you.

This Assistant Helps you to

Address List Create a database listing of names and addresses for

business, personal, or student information

Business Cards Create business cards for business or personal use

Calendar Create a monthly calendar

Certificate Create certificates, awards, or diplomas

Create Labels Assistant Create a database layout for labels

Envelope Position and print addresses (including return

addresses) on envelopes. For more information, see

“Addressing envelopes” on page 9-27.

Find AppleWorks Documents Locate an AppleWorks document on the current

disk

Home Finance Examine home finance questions, such as

determining your net worth, buying a home, or

taking out a loan

Insert Footnote Place a footnote in a document. For more

information, see “Adding footnotes and endnotes”

on page 4-28.

Make Table Insert and format a table within a document. For

more information, see “Creating tables” on page

4-19.

Newsletter Create newsletters for your club, school, or

business

Paragraph Sorter Sort paragraphs alphabetically within a document.

For more information, see “Sorting paragraphs” on

page 4-14.

Presentation Create presentations to view on a computer or

overhead projector, or on paper

Creating, opening, and printing documents 2-7

Using stationery

To use stationery (a template with preformatted settings and options), choose

New from the File menu, and then select Use Assistant or Stationery. Choose a

category from the pop-up menu, and then select a stationery name from the

scrolling list. For information about setting up stationery, see “Saving

document formatting as templates (stationery)” on page 2-12.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Estationery, using

Select a stationery

document

A description for the currently

selected stationery appears here

2-8 AppleWorks 5 User’s Manual

Use stationery to create a document using a template such as a letterhead, an

envelope, or a fax cover sheet that you customize for your own use.

Saving a document

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 2-12.

To save a document, click on the Default button bar, or choose Save or

Save As from the File menu.

1Choose Save to save a document for the first time, or to save changes to a

document you’ve previously saved.

1Choose Save As to save another version of a document with a new name, in

a different format, or in a separate location.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Esaving

Estationery

Creating, opening, and printing documents 2-9

You see the Save As dialog box the first time you save a document and any

time you choose Save As from the File menu. In the Save As dialog box, type

a name for the document, and then click Save.

If you try to save a document with the same name as another document in the

same folder, you see a message asking if you want to replace the existing

document with the current document.

After you save a document for the first time, you can:

1resave it periodically to keep your work up to date

1save it with a different name to create two identical documents

1make a backup copy regularly to protect your data

Choose a folder or disk to save the

document in that location

Double-click a

folder or disk to

see its contents

Current disk

Choose a file format

to save the document

in that format

Click to list the items

on the computer

desktop

Click to save the document

Type a new name for the

document

Click to create a new

folder in the current folder

or disk

Currently open folder

2-10 AppleWorks 5 User’s Manual

Opening a document

When you open a document, it looks like it did when you last saved it. For

information about opening and using stationery, see “Saving document

formatting as templates (stationery)” on page 2-12.

Note To open a document using drag and drop, click the document icon and

drag it on top of the AppleWorks program icon.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this

Open an AppleWorks document

from within AppleWorks Click on the Default button bar or choose Open from the

File menu, choose the document, and then click Open. If

you’re asked for a password, type the password, and then

click OK. (For more information about passwords, see

“Protecting documents with passwords” on page 2-17.)

Open an AppleWorks document

from the Finder software Double-click the document icon. AppleWorks starts up (if

it’s not already running) and opens the document. If you’re

asked for a password, type the password, and then click OK.

(For more information about passwords, see “Protecting

documents with passwords” on page 2-17.)

Open a document created by

AppleWorks for Windows 95 Choose Open from the File menu, choose the document,

and then click Open. If you’re asked for a password, type

the password, and then click OK.

If you don’t see the document, cancel the Open File dialog

box, choose Control Panels from the 4 menu, and then

choose PC Exchange. (PC Exchange is a Control Panels

extension included with Macintosh System 7.5 and

available for System 7 and higher from Apple Computer,

Inc.). Click On, and then click Add. For DOS Suffix, type

.CWK, select AppleWorks in the list of applications, and

then click OK. Repeat for DOS suffix .CWS.

For more information about PC Exchange and formatting

disks so they can be read by both Mac OS and PC

computers, see the documentation that comes with your

computer.

In the Help index,* see:

Eopening

Creating, opening, and printing documents 2-11

In the Open dialog box, you can search for a document and choose the type

of document you want to open.

Note If you have the QuickTime extension in your Extensions folder (in your

System Folder), you see Show Preview under the scrolling list in the Open

dialog box. Selecting Show Preview displays a preview image (thumbnail

sketch) of a selected PICT, QuickTime, or AppleWorks word processing,

draw, or paint document. To create a preview, click the Create button when

the button is active (not dimmed). To save an AppleWorks document with a

preview image, choose Preferences from the Edit menu, choose General from the

Topic pop-up menu, select Create Preview in the Saved Documents area, and

then click OK. Then, save the document. For more information, see “Setting

preferences” on page 3-21.

Note You can also open a document using the Convert Documents script.

See “Converting documents” on page 2-19.

Finding documents

When you need help locating a document on your computer, or in your

computer system when you have external drives, use the Find AppleWorks

Documents Assistant. For more information, see “Using an Assistant” on

page 2-4.

Choose a folder or disk to see documents and

folders in that location

Choose the type of document to

open (such as Painting) Choose the file type for the

document to open (such as GIF)

Contents of the

selected folder or drive

(double-click a folder

to show its contents)

Click to display a

preview of the

selected document

Preview of the

selected document

2-12 AppleWorks 5 User’s Manual

Linking to other documents

When you plan to use an AppleWorks document onscreen or on the Internet

or World Wide Web, you can create a link (a connection or jump) from an

area in a document to a:

1different document

1different area of the same document

1Uniform Resource Locator (URL), the address of a document,

application, or other information on the Internet

You select the text, object (such as a graphic object in a 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 11-6.

Saving document formatting as templates (stationery)

Stationery is a template that you create once and then reuse many times. Save

a document as stationery whenever you spend time customizing a document

and think you may want to use the same settings again. For example, you can

create stationery to design your own custom letterhead, a monthly

newsletter, or a customer tracking database that you and the rest of your

company can use regularly. Stationery can contain text, draw objects, paint

images, formatting, and other options you routinely use. There are two ways

to set up stationery in AppleWorks: regular and default.

Setting up regular stationery

If you plan to reuse the same combinations of text, objects, or settings, you

can create templates, called regular stationery, for specific uses. For

example, you might want to create regular stationery for your letterhead or a

newsletter.

You can set up regular stationery to open from the New Document dialog

box or from the Open dialog box. Stationery set up to open from the New

Document dialog box can be organized into categories to make it easier to

find.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Elinks

EURL buttons

In the Help index,* see:

Estationery

In the Help index,* see:

Estationery, creating

Creating, opening, and printing documents 2-13

To assign a category to a regular stationery document:

1. Choose Document Summary from the File menu.

2. Type a brief label in the Category box, and enter any other summary

information you want to save with the stationery.

If you don’t provide a category label, AppleWorks assigns the stationery

document to the None category.

3. Click OK.

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 2-16.

Setting up default stationery

If you plan to use certain settings every time you create a document, set up a

document as default stationery (or Options stationery) that opens

automatically whenever you create a new document of that type. For

example, you might want to change the default font used in a new word

processing document.

Creating stationery

To create a stationery document, prepare a document with the settings and

information you want to save as stationery, and then follow these steps to

save the document:

1. Choose Save As from the File menu and click Stationery in the dialog box.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Estationery, creating

In the Help index,* see:

Estationery, creating

Click to save the

document as stationery

2-14 AppleWorks 5 User’s Manual

2. Select the folder into which you want to save the stationery.

1If you’re creating default stationery, or if you plan to open stationery

from the New Document dialog box, save the stationery in the

AppleWorks Stationery folder in the AppleWorks 5 folder.

1If you’re setting up regular stationery to open from the Open dialog

box, you can save the stationery in any folder.

3. Type a name for the document.

1If you’re setting up default stationery, there are specific naming

conventions you must use.

1If you’re setting up regular stationery, you can save the document as

any name. It’s best to give regular stationery a name you can easily

identify later (such as Letterhead).

4. Click Save.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

For this document type Use this filename

Word processing AppleWorks WP Options

Draw AppleWorks DR Options

Paint AppleWorks PT Options

Spreadsheet AppleWorks SS Options

Database AppleWorks DB Options

Communications AppleWorks CM Options

In the Help index,* see:

Edocuments, creating

Creating, opening, and printing documents 2-15

Opening stationery

When you open a stationery (template) document, AppleWorks opens it as a

new, untitled document, and the original document remains unaffected. You

change the document as necessary and then assign it a new name when you

save it.

To open default stationery:

1. Choose New from the File menu.

2. Select the type of document to open (such as Word Processing or Drawing), and

then click OK.

Note To create a document without the default stationery settings, select a

standard document type (such as Standard Word Processing) from the scrolling

list in the New Document dialog box.

You can open regular stationery from the New Document dialog box or from

the Open dialog box.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To open regular

stationery from the 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.

Open dialog box Choose Open from the File menu, select the disk or folder

containing the stationery, select the stationery name in

the scrolling list, and then click Open.

In the Help index,* see:

Estationery, using

2-16 AppleWorks 5 User’s Manual

Identifying your documents

Save a description of your document when you want to include notes to

yourself about the document’s contents or when you plan to save the

document as regular stationery. (See “Saving document formatting as

templates (stationery)” on page 2-12.) To save a description of a document,

choose Document Summary from the File menu, and then type the information.

When you save a document as regular stationery and store it in the

AppleWorks Stationery folder, you see the document’s summary

information in the New Document dialog box.

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.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

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

In the Help index,* see:

EDocument Summary Info

command

Keep track of different

versions of a document

Identify important

information in the

document

Creating, opening, and printing documents 2-17

Protecting documents with passwords

You can protect a document or stationery by setting a password, which you

(and other users) must type before you can open the document or stationery

using AppleWorks.

1. Choose Document Summary from the File menu.

2. Click Set Password, type a password (up to 255 characters of letters, numbers, or

symbols), and then click OK.

3. In the confirmation dialog box, type the password again, and then click OK.

Important Keep the following points in mind:

1If you set a password for default (Options) stationery, you must type the

password each time you open the stationery document. If you don’t type

the correct password when you try to open the document, AppleWorks

opens a blank document of the same type.

1To maintain security, consider doing the following:

1Make passwords easy to remember, but not so easy that someone can

guess them.

1If you write down passwords, store them in a secure place away from

your computer.

1Change passwords often.

1Passwords provide a minimum level of security to your documents and

should not be used to protect sensitive information. Setting a password

does not encrypt the file. To protect sensitive documents, consider taking

additional security measures.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Epasswords

2-18 AppleWorks 5 User’s Manual

Importing and exporting documents

You can share AppleWorks documents with other applications by importing

to or exporting from AppleWorks documents.

To import and export documents, the AppleWorks application uses

translators, special files that translate information for many popular

software applications. These files, which come with AppleWorks, are in

your AppleWorks Translators folder. (The AppleWorks Translators folder is

in the AppleWorks folder, which is in the Application Support folder in the

System Folder.)

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this

Export a document so it can

be read by an application

other than AppleWorks

Choose Save As from the File menu, and then choose a file

format, such as HTML, from the Save As pop-up menu.

(If the application you want to use isn’t listed, try using one of

the commonly accepted formats—Text, DBF, DIF, Microsoft

Excel, or SYLK—to save the document. You can then open the

document in any application that supports that format.)

Import (convert) a document

created with a different

application

Use one of the following methods:

1Choose Open from the File menu. In the Open dialog box,

select the appropriate document type from the Document

Type pop-up menu. Select the file, and then click Open. The

original document is unchanged.

1Use the Convert Documents script. See “Converting

documents” on page 2-19.

1Create a document in the AppleWorks application format by

converting one from a different format. See “Converting

documents” on page 2-19.

1Use drag and drop. Open the AppleWorks document to

receive the information and then drag the icon of the

document that contains the information to import into the

AppleWorks document.

In the Help index,* see:

Eexchanging data

Creating, opening, and printing documents 2-19

Converting documents

You can convert multiple documents created with previous versions of the

AppleWorks application or with different applications to the current

AppleWorks format at one time. Use the Convert Documents script (a script

is a command that performs one action or sequence of actions). When you

convert documents, only a copy is converted; the original documents remain

in the format used to create them.

Note To convert a FileMaker Pro file, you use instructions different from

those that follow. See “Merging data into documents (mail merge)” on page

9-22.

1. In the Finder, open the AppleWorks Scripts folder (in the AppleWorks 5

folder).

Insert an entire document,

such as clip art

(commercially produced

graphics) into an

AppleWorks document

Use one of the following methods:

1In the AppleWorks document, click where you want to insert

the file, and then click on the Default button bar, or

choose Insert from the File menu. In the Insert dialog box,

select the file type from the Show pop-up menu, choose the

file, and then click Insert. (To insert information into fields of

an AppleWorks database, see “Importing data from other

documents” on page 8-38.)

1Use drag and drop. Open the AppleWorks document to

receive the information to insert. Then drag the icon of the

document that contains the information to insert into the

AppleWorks document.

Open a document created by

AppleWorks for

Windows 95

Click on the Default button bar, or choose Open from the

File menu, choose a document, and then click Open.

If you don’t see the document, choose Control Panels from the 4

menu, and then choose PC Exchange. (PC Exchange is a Control

Panels extension included with Macintosh System 7.5 and

available for System 7 and higher from Apple Computer, Inc.).

Click On, and then click Add. For DOS Suffix, type .CWK, select

AppleWorks in the list of applications, and then click OK. Repeat

for DOS suffix .CWS.

For more information about PC Exchange and formatting disks

so they can be read by both Mac OS and PC computers, see the

documentation that comes with your computer.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this

In the Help index,* see:

Edocuments, converting

2-20 AppleWorks 5 User’s Manual

2. Locate and select the files (or folders that contain the files) to convert.

3. Drag the selected items to the Convert Documents script icon in the

AppleWorks Scripts folder.

4. If you see an alert, click OK.

You see converted files, with the .CWK filename extension, in their

original folder.

Closing a document and leaving AppleWorks

Always close documents and windows before you leave AppleWorks or turn

off your computer.

If you haven’t saved changes in open documents, AppleWorks asks if you

want to save the new version.

Printing a document or Help topic

To print the current document or a current Help topic, click on the Default

button bar, or choose Print from the File menu. To bypass the Print dialog box

and print a single copy of a document, hold down Option and choose Print One

Copy from the File menu. (You can’t bypass the Print dialog box if you’re

printing a Help topic.)

When you first use your printer, or when you change printers, use the

Chooser (in the 4 menu) to identify the printer to the system software. For

information on using the Chooser, see the documentation that comes with

your computer.

To Do this

Close a document Choose Close from the File menu.

Close all documents Hold down the Option key while you choose

Close All from the File menu.

Leave AppleWorks Choose Quit from the File menu.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Eclosing

EQuit command

In the Help index,* see:

Edocuments, printing

EHelp, printing

Creating, opening, and printing documents 2-21

Before you print, you can preview a document on the screen and make

necessary adjustments.

For more information about printing these document types, see “Printing a

spreadsheet document” on page 7-21 and “Printing a database document” on

page 8-40.

To Do this

Choose a printer Select a printer using the Chooser.

Change the page orientation,

page size, and other print settings In AppleWorks, choose Page Setup from the File menu.

Preview a draw, spreadsheet,

database, or paint document on

the screen

In AppleWorks, choose Page View from the Window menu.

Word processing documents always appear in page view.

For instructions on hiding the margins and page guides in

a word processing document, see “Previewing pages for

printing” on page 3-12.

Print one or more AppleWorks

documents In the Finder, open the AppleWorks Scripts folder (in the

AppleWorks 5 folder). Locate and select the files (or

folders that contain the files) to print. Drag the selected

items to the Print Documents script icon in the

AppleWorks Scripts folder.

Chapter 3: Basics

This chapter provides basic information about working with windows and

documents; using libraries to store drawings, images, frames, and text that

you can reuse later; and using the button bar to speed up your work. The

information in this chapter applies in general to all document types. For

information unique to a particular document type, see the appropriate

chapter in this manual.

All features, including procedures and shortcuts, are described completely in

onscreen Help. See “Using AppleWorks Help” on page 1-3 if you are not

familiar with onscreen Help or how this manual and Help work together.

Working with windows

Each document appears in a window, which contains standard elements for

working with applications. You also see elements unique to AppleWorks.

Text ruler

Horizontal

pane control

Zoom percentage box

Zoom controls

Show/hide tools control

Page indicator

Vertical pane control

3-2 AppleWorks 5 User’s Manual

Viewing windows

You can view a window and its contents in different ways. For example, to

see a drawing in detail, you can enlarge your view of it (zoom in). When you

finish, zoom out to return to its original size.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this Example

Zoom in or out,

or choose a

zoom

percentage

Click to zoom in, click

to zoom out, or click the zoom

percentage box and select a

percentage.

Split a window

vertically or

horizontally to

display different

parts of a

document at one

time

Click the horizontal pane

control in the upper-right

corner, or the vertical pane

control in the lower-left

corner, and then drag the bar

to a new position.

Restore a split

window Double-click the vertical or

horizontal line between the

panes

In the Help index,* see:

Eviewing documents

Zoom in

Zoom out

Drag down

Drag right

Double-click to restore the

window

Basics 3-3

Arranging windows

AppleWorks can tile or stack open document windows so they are arranged

neatly on the screen.

Tip To bring a document to the front, choose its name from the Window

menu.

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.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this Example

Tile windows in

a grid Click on the

Default button bar, or

choose Tile Windows

from the Window

menu.

Stack windows

so they are

layered, with the

upper-left

corner of each

window visible

Choose Stack Windows

from the Window

menu.

In the Help index,* see:

EStack Windows command

Tiled windows

Stacked windows

In the Help index,* see:

Egoing to a page

Page indicator

3-4 AppleWorks 5 User’s Manual

Using the tool panel

The tool panel contains icons that represent the tools used to work in

AppleWorks. You use these tools to paint images, draw objects and frames

(a special type of object), and change the appearance of objects and frames.

(For more information on frames, see the next section.)

If you don’t see the tool panel, click the show/hide tools control or

choose Show Tools from the Window menu.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Etools

Use the text tool to create

text frames and type text

Use the paint tool to create

paint frames

Use the spreadsheet tool to

create spreadsheet frames

Use the arrow pointer to

select, move, and reshape

objects and frames

Use the pen palettes to

select attributes for lines

and borders of objects

and images

Use the fill palettes to select

the fill color, pattern, gradient,

or texture for objects and

images

Use the drawing tools to

draw objects in documents

and frames

Use the painting and drawing

tools to paint images in a

paint document or frame

Fill sample

Pen sample

Basics 3-5

Using the button bar

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.

To change the way you work with the button bar, you can:

1show or hide it

1change its position

1customize its appearance

1add or remove buttons

1create your own buttons to perform the tasks you choose (see “Creating

and editing custom buttons” on page 9-33).

There are several preset button bars. You can switch to a different one or

create your own button bar. For more information, see “Creating your own

button bar” on page 3-7.

Switching button bars

You can display only one button bar at a time, and the buttons on the button

bar change depending on the type of document. The Default button bars

include buttons for the most common actions for the current document type.

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.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Ebutton bars

Click and hold down the

mouse button to see

options for customizing

the button bar Shows brief descriptions

of buttons as you move

the pointer over them

The Default button bar for word processing documents

3-6 AppleWorks 5 User’s Manual

Showing, hiding, and positioning the button bar

AppleWorks is preset to show the button bar above the document window.

To hide or show the button bar, choose Hide Button Bar or Show Button Bar from

the Window menu.

You can position the button bar above, below, or to the left or right of the

document window, or as a floating palette. To change the button bar, drag it

so it becomes a free-floating palette. To change its size, hold the mouse

button down over the resize box ( ) in the lower-right corner of the palette,

and then drag the corner diagonally until the button bar is the size you want.

To change its position, drag it where you want it to go. You can also choose

Button Bar Setup from the menu on the button bar, and then choose an option

from the Position pop-up menu.

Customizing the button bar

To customize the button bar, choose Button Bar Setup from the menu on the

button bar, and then choose one of these actions:

Tip To move a button to a new location on the button bar, hold down

2 -Option and drag the icon to where you want it.

To Do this

Increase or decrease the number of

rows or columns of buttons Type a number for rows or columns, up to 20.

Show or hide the palettes or

pop-up menus on the button bar In the Show Popups and Indicators areas, select or deselect

options.

Show the name of a button when

you hold the pointer over it for a

few seconds

Select Button Bar Balloons.

Basics 3-7

Adding and removing buttons

To add or remove buttons, choose Edit Button Bars from the menu on the

button bar. In the Edit Button Bars dialog box, choose the name of the button

bar you want to edit, and then click Modify. In the dialog box, add and remove

buttons, and then click OK.

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.

Creating your own button bar

You might want to create a new button bar with the buttons you use most

often. To create your own button bar, choose New Button Bar from the menu

on the button bar. In the New Button Bar dialog box, type a name for the

button bar, add buttons, and then click OK. For information on adding and

removing buttons, see the previous section.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Ebuttons

Select a category from

which you want to add

or remove buttons

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

Shows a brief

description of the

button’s purpose

when you click a

button

3-8 AppleWorks 5 User’s Manual

Using palettes

A palette is a window with options you can apply to documents, frames, and

objects. You can open, collapse, and expand palettes, such as the fill, pen,

library, and stylesheet palettes.

Note You can resize some palettes, such as the library and stylesheet

palettes. To resize a palette, hold the mouse button down over the resize box

in the lower-right corner of the palette, and then drag the corner

diagonally until the palette is the size you want.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

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

In the Help index,* see:

Epalettes, types

Epalettes, using

Press and hold

down a button to

view the palette and

select an option Drag the palette

onto the working

area to keep it

open while you

work

Collapsed palettes go automatically to the

upper-right corner of the document

Click to close the palette

(Option-clicking closes all

open palettes)

Click to collapse

the palette

(Option-clicking

collapses all

open palettes)

Basics 3-9

Working with frames

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 (except communications).

To create a frame, click to select a frame tool in the tool panel, position the

pointer over the page, and then hold down the mouse button and drag the

pointer until the frame is the size you want. You can now work in the frame,

and you see the appropriate menu commands for that frame (for example,

you see spreadsheet commands when you work in a spreadsheet frame).

Library palette Add AppleWorks clip art to a

document, or store items that

you want to reuse

“Using libraries” on page 3-18

Mail merge

palette Merge database information

with a word processing or

spreadsheet document, or a

text frame in a draw document

“Merging data into documents (mail

merge)” on page 9-22

Stylesheet

palette Create, apply, and edit styles

for formatting text,

paragraphs, spreadsheets,

outlines, and graphic objects

“Using styles” on page 9-5

Links palette Create and edit links

(document links, URL links,

and book marks)

“Creating links” on page 9-1

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Use the To For more information, see

In the Help index,* see:

Eframes, tools

Eframes, creating

Use the paint tool to

draw a paint frame

Use the text tool to

draw a text frame Use the spreadsheet tool to

draw a spreadsheet frame

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.

Note There are some exceptions to the cut and paste rules in AppleWorks

documents. You cannot cut text from a communications document, but you

can copy it. If you paste text into a communications document with an open

connection, the text is sent to the remote computer to which you are

connected. You also cannot paste objects into a spreadsheet cell. In a

database document, you can paste objects only in Layout mode or into a

multimedia field.

Copying objects using the drag and drop feature

If your computer’s operating system supports drag and drop, you can use drag

and drop to copy text, objects, images, and spreadsheet cells between

documents and applications.

Note You can also use drag and drop to open and insert documents. For more

information about drag and drop, see onscreen Help, and the documentation

that comes with your computer.

To Do this For this result

Copy Select the text, object, or

image to copy and click on

the Default button bar, or

choose Copy from the Edit

menu.

Puts a copy of the selected text, object, or

image on the Clipboard. The original item

stays in the document or frame.

Cut Select the text, object, or

image to cut and click on

the Default button bar, or

choose Cut from the Edit menu.

Removes the selected text, object, or

image from a document or frame and

places it in the Clipboard.

Paste Position the insertion point

where you want to place the

cut or copied text, object, or

image, and click on the

Default button bar, or choose

Paste from the Edit menu.

Places the cut or copied text, object, or

image at the insertion point, or the last

place you clicked.

Basics 3-11

To use drag and drop to copy items between documents and applications:

1Select text, objects, images, or spreadsheet cells and then drag them to

another AppleWorks document, or to another application that supports

drag and drop.

1Select text or spreadsheet cells and drag them to the desktop. You see a

text clipping (a file you can drag to another document or application).

1Select draw objects or paint images and drag them to the desktop. You see

a picture clipping (a file you can drag to another document or

application).

1Select text, objects, images, or spreadsheet cells and drag the selection

from another document or application to an AppleWorks document.

1Drag a text or picture clipping from the desktop to an AppleWorks

document.

Changing your mind

If you make a mistake or change your mind while you’re working in

AppleWorks, you can undo the latest change or go back to the last saved

version of your document.

To Do this

Undo your most recent action Click on the Default button bar, or choose Undo from

the Edit menu.

Remove all the changes you’ve

made since you last saved the

document

Choose Revert from the File menu.

3-12 AppleWorks 5 User’s Manual

Previewing pages for printing

You can preview a document on the screen in page view before actually

printing it. In page view, you see the margins, headers, footers, and page

numbers, if there are any.

For information on printing a document, see “Printing a document or Help

topic” on page 2-20.

Word processing documents always appear in page view. To preview a word

processing document without margins and page guides, choose Document

from the Format menu, and then deselect Show margins and Show page guides.

To preview a draw, paint, database, or spreadsheet document, choose

Page View from the Window menu.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Epages, viewing

EShow Margins command

Normal view showing margins

and page guides

View without margins and page

guides

Basics 3-13

Using 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.

For more information about rulers, see “Changing paragraph formats” on

page 4-8 and “Using the graphics ruler and grids” on page 5-7.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Normal view Page view

In the Help index,* see:

Erulers

Change between text

and graphics rulers Select the unit of

measure

Specify the number of

divisions per unit

3-14 AppleWorks 5 User’s Manual

Creating headers and footers

You can have a document display the same information at the top or bottom

of every page in a header or footer. To create a header or footer, choose

Insert Header or Insert Footer from the Format menu.

In headers and footers you can:

1type text

1use the text ruler to set indentation, tabs, justification, and line spacing

1include 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.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Eheaders

Type or insert header

text here

Type or insert footer

text here

Basics 3-15

You see the header and footer on the page when you print and on the

screen when you’re in page view. See “Previewing pages for printing” on

page 3-12 for more information.

To remove a header or footer, choose Remove Header or Remove Footer from the

Format menu.

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 4-24. Headers and footers, if any, do not appear on the first page of a

word processing document (or section) that has a title page. See “Creating a

title page” on page 4-21.

The header displays the

same text at the top of

each page

Title page contains no

header or footer

The footer displays

the page number

3-16 AppleWorks 5 User’s Manual

Adding a date or time

You can display the current date or time on any page of a document.

AppleWorks updates the date and time with the current date and time when

you close and reopen the document.

To change the format for the date, see “Setting preferences” on page 3-21.

Important Dates and times in this documentation are shown in U.S formats,

using U.S. conventions. In English-speaking countries other than the United

States, dates and times might be formatted differently.

To repeat the date or time on every page of a document, put it in a header or

footer. See “Creating headers and footers” on page 3-14 for more

information.

Numbering pages

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.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To insert Do this Example

The current date or time in

a text frame or word

processing document

Place the insertion point in the

document or frame and choose

Insert Date or Insert Time from the

Edit menu.

Dates and times are updated

when you close and reopen the

document.

The current date or time in

a header or footer Place the insertion point in the

header or footer and choose Insert

Date or Insert Time from the Edit

menu.

A fixed date or time (one

that does not update when

you close and reopen the

document) in a text frame,

word processing

document, header, or

footer

Hold down Option as you

choose Insert Date or Insert Time

from the Edit menu.

In the Help index,* see:

Eheaders

EInsert Date command

Date inserted in document or frame

Date inserted in header

In the Help index,* see:

EInsert Page # command

Basics 3-17

To repeat the page number on every page of a document, put it inside a

header or footer. See “Creating headers and footers” on page 3-14.

AppleWorks is preset to paginate a document using numbers. To use Roman

numerals or letters, choose an option from the Representation pop-up menu

in the Insert Page Number dialog box.

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 4-27.

Setting margins

AppleWorks presets the margins for each type of document.

To insert Do this Example

The current page

number or page count

in a text frame or word

processing document

Place the insertion point in the

document or frame and choose

Insert Page # from the Edit menu.

Then select Page Number to insert the

page number, or Document Page Count

to insert the total number of pages

in the document.

The current page

number or page count

in a header or footer

Place the insertion point in the

header or footer and choose Insert

Page # from the Edit menu. Then

select Page Number to insert the page

number, or Document Page Count to

insert the total number of pages in

the document.

A fixed page number

that does not update

whenever pages are

added or removed

Hold down Option as you choose

Insert Page # from the Edit menu.

For these document types Margins are set to

Word processing 1 inch on all sides

Spreadsheet 0.5 inch on all sides

Draw, paint, database The smallest possible margin for the type of printer

you’ve chosen

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Page number and document

page count shows a range

Page number inserted in a footer

In the Help index,* see:

EShow Margins command

3-18 AppleWorks 5 User’s Manual

To change the margins for a document, choose Document from the Format

menu to show the Document dialog box. Type the margin widths you want

in the Top, Bottom, Left, and Right margin boxes, and then click OK.

To show or hide the margins and page guides, select or deselect Show margins

and Show page guides in the Document dialog box. These options are available

only when page view is on. (To turn on page view, choose Page View from the

Window menu.)

Changing the page orientation and size

You can change how the page is oriented in the document. You can also

change the page size.

1To change the page orientation, choose Page Setup from the File menu,

select an orientation, and then click OK.

1To change the page size, choose Page Setup from the File menu, select a

paper option, and then click OK. Your paper size options depend on the

type of printer you’re using.

Note Page Setup options may vary with different systems or printers. For

more information about Page Setup options, see the documentation that

comes with your computer and printer.

Using libraries

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. A library can

contain draw objects, spreadsheet cells, text, paint images, movies, and

frames. You can add clip art (commercially produced graphics) to a library,

or you can add items you create yourself.

Tip AppleWorks includes several libraries with ready-made objects. If

the libraries are installed on your hard disk, you can find them in the

AppleWorks Libraries folder in the AppleWorks 5 folder.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Epaper size

Choose a vertical or

horizontal orientation

In the Help index,* see:

Elibraries, overview

Basics 3-19

Creating, opening, and saving libraries

You create and open libraries as you do other AppleWorks documents.

To save or close a library, you choose commands from the File menu on the

library palette.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

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. If you don’t see the

library you want, choose Open, and then locate the AppleWorks Libraries

folder (in the AppleWorks 5 folder). Select a library and click Open.

To From the library palette’s File menu, choose

Save a copy of a library or rename

a library Save As

Save a library you’ve previously

saved Save

Close a library Close

Click to close the library

Click to collapse or expand

the library

Click to see fewer

options

Drag the selection

from the library into

the document

Scroll to see more items

In the Help index,* see:

Elibraries, creating

Elibraries, opening

3-20 AppleWorks 5 User’s Manual

Tip You can open libraries more quickly if you store them in the

AppleWorks Libraries folder. If a library is in the AppleWorks Libraries

folder (in the same folder as the AppleWorks application), you can open that

library by choosing Library from the File menu, and then choosing the name

of the library.

Working with the library palette

Duplicating, deleting, and moving library items

To duplicate or delete library items, or move them between libraries, select

a library item. (Shift-click to select more than one item.) To deselect selected

items, or to select noncontiguous items, 2-click the items. To select every

item in a library, choose Select All from the library palette’s Edit menu.

To Do this

Add an item to a library Select the item in the document and click Add on the

library palette.

If your computer’s operating system supports drag and

drop, you can drag a selection from the desktop to a

library, or drag a library item to the desktop. See

“Copying objects using the drag and drop feature” on

page 3-10.

Use a library item in a document Select the item from the library palette and click Use.

(You can also drag the item from the library to the

document.)

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.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Select the object(s) and from the library palette’s

Edit menu, choose

Duplicate library items Duplicate

Delete library items Delete

In the Help index,* see:

Elibraries, items in

In the Help index,* see:

Elibraries, items in

Basics 3-21

Viewing library items

Choose a command from the library palette’s View menu to change the way

items are shown on the library palette.

Setting 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. To have settings take effect whenever

you create a new document, click Make Default in the Preferences dialog box.

Tip You can also set specific preferences in a document and save the

document as stationery that you can reuse. For more information on

stationery, see “Saving document formatting as templates (stationery)” on

page 2-12.

Choose Preferences from the Edit menu. In the Preferences dialog box, choose

a category (General, Text, Graphics, Spreadsheet, Palettes, or Communications) from

the Topic pop-up menu. Select options, and then click OK.

Move items between libraries Cut or Copy, and then open the other library and choose

Paste from that library palette’s Edit menu. Or you can

drag library items between libraries.

To From the library palette’s View menu, choose

View library items as pictures By Object

View library items as a list By Name (when you view by name, you see an item’s

scaled size)

Alphabetize items in a library Alphabetize

Set the number of pixels used to

display items on the library palette

when you view by object

View Options, and then type a size (in pixels) for Horizontal

and Vertical

Set the number of rows (when you

view by name) and columns (when

you view by object) on a library

palette

View Options, and then type numbers for Rows and Columns

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Select the object(s) and from the library palette’s

Edit menu, choose

In the Help index,* see:

Elibraries, palette

In the Help index,* see:

Epreferences

3-22 AppleWorks 5 User’s Manual

Note If you’re using the WorldScript application, you see additional options

in the Preferences dialog box. For more information, see onscreen Help.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

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 selection, polygon closing, mouse control, and

gradients

Spreadsheet The way the arrow and Enter keys select text and cells in a

spreadsheet

Palettes The number of colors displayed in the color palettes, and

opening and saving color, pattern, texture, and gradient palettes

Communications Scrollback, capture, paste delay, connection initiation, Speak

Text, default tools, and default folder for file transfers

Set options to

customize the way you

work in AppleWorks

Click to use the current

settings whenever you

create a document

Choose the category of

options you want to set

In the Help index,* see:

Eemail

EWorldScript

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.

For example, you can use an AppleWorks word processing document to:

1compose letters and memos

1create lists and outlines

1keep a personal journal

1write research papers, lesson or business plans, reports, contracts, and

meeting minutes

1write copy for newsletters, announcements, brochures, and

advertisements

Create a word processing document to contain text

15 March 1997

Tyrone Damon

872 Newton Road

Lakewood, CO 54321

Lorem ipsum:

Lorem ipsum dolor sit amet,

consectetuer adipiscing elit, sed

diam nonn y nibs e vismod tincidunt

ut laoreet dolore magna aliquam

erat volupap.

Ut wisi enum ad minim veniam,

quis nostrud exercitation ullam

corper suscipit.

Adipiscing,

Laura Epson

45 S. Webster Avenue

Santa Fe, NM 87155

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

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this Example

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. (If you don’t see the

button bar, choose Show Button

Bar from the Window menu.)

Create a text frame

within another type

of document

Select the text tool

(choose Show Tools from the

Window menu if it isn’t

visible). Then, drag the I-beam

pointer diagonally in the

working area of the document

to draw a text frame, and begin

typing.

(In a word processing

document, hold down the

Option key as you draw the

frame.)

In the Help index,* see:

Eframes, creating

Eopening

A word processing document

A text frame in a draw document

Text (word processing) 4-3

About the word processing window

When you open a word processing document, you see the word processing

menu bar, button bar, text ruler, page guides, and the insertion point. The

insertion point is a short, blinking vertical line that shows where text appears

when you type or insert text.

Text in a word processing document looks the same on the screen as it does

when it’s printed.

Working with text frames

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. (You can’t

create a text frame in a database document in Browse, Find, or List modes.)

When you finish working with the text inside a text frame, click outside the

frame to make the frame’s handles reappear and to restore the main

document’s menu bar and functions.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Edrawing, tools

Erulers

Eword processing

Word processing menus

Text ruler

Margin

Page guides

Text insertion point

Buttons for common

tasks in word

processing

documents and text

frames

In the Help index,* see:

Eframes, creating

Eframes, working in

Etext, tool

4-4 AppleWorks 5 User’s Manual

When you draw a text frame in a word processing, draw, spreadsheet, or

database document, you can move, resize, or reshape the text frame. Select the

arrow pointer on the tool panel and select the text frame. To resize or

reshape the text frame, click a corner handle and drag it to a new position.

Note If you create a text frame and then click outside the frame before you

enter text, the frame disappears.

Typing text

To type text, place the pointer where you want the text and click the mouse.

Then:

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this

Type a paragraph Begin typing the text. Don’t press Return when

you reach the end of a line—AppleWorks wraps

the words to the next line.

End one paragraph and start another Press Return once to end the paragraph. Press

Return again to insert a blank line.

Move the insertion point Move the I-beam pointer to where you want to

insert text and click. (You can also move the

insertion point by pressing an arrow key.)

Use a line break (or soft return) to end

one line and start another without

creating a new paragraph

Hold down Shift and press Return.

Drag a handle to

resize or reshape the

text frame

Draw document with a text frame

In the Help index,* see:

Edeleting, text

Etext, shortcuts

Eundoing actions

Text (word processing) 4-5

Typing equations

You can use Equation Editor to add equations to an AppleWorks word

processing document or frame. (Equation Editor, an application by Design

Science, Inc., is installed on your hard disk with AppleWorks.)

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. To edit an

equation you’ve already created, double-click the equation, and then make

your changes in the equation editor. For more information, choose Equation

Editor Help from the or Help menu).

Note When you finish adding an equation, you can format (move, resize,

rotate, and so on) the equation as you can with a draw object. See Chapter 5,

“Drawing” for more information about working with draw objects.

Selecting text

Before you can change text, you must select it. To select text, move the

pointer to the beginning of the text you want to select, and then drag to the

end of the text.

Insert a non-breaking space to keep two

words on the same line Hold down the Option key and press the

Space bar.

Delete the character to the left of the

insertion point Press Delete.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this

In the Help index,* see:

EEquation Editor

In the Help index,* see:

Eselecting text

Selected text

4-6 AppleWorks 5 User’s Manual

You can also select text by using the following methods:

Cutting, copying, and pasting text

Once you’ve selected text, you can cut or copy it to the Clipboard and paste

it elsewhere in the document (or in a different document or frame). See

“Cutting, copying, and pasting” on page 3-10.

Tip To move text quickly, select the text you want to move, hold down

2-Option, and then click where you want to move the text.

You can also move text between documents, applications, and the desktop

using drag and drop. See “Copying objects using the drag and drop feature”

on page 3-10.

Showing formatting characters

When you press certain keys, such as the Space bar or Tab or Return, you

place special characters in your document, called formatting characters, that

contain instructions for formatting your text.

AppleWorks is preset to hide formatting characters. However, it may be

easier to edit with formatting characters visible. For example, you can find

where you typed two spaces together (where you want only one), and then

delete the extra space.

To Do this

Select a word Click twice on the word.

Select a line Place the pointer in the line and click three times.

Select a paragraph Place the pointer in the paragraph and click four

times.

Extend a selected range of text Hold down the Shift key, move the pointer, and

click.

Select everything in a document or

frame Choose Select All from the Edit menu.

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.)

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Ecopying, text

In the Help index,* see:

Einvisible characters

Text (word processing) 4-7

To show formatting characters, choose Preferences from the Edit menu, choose

Text from the Topic pop-up menu, and then select Show Invisibles. To hide

formatting characters, deselect Show Invisibles. To show or hide formatting

characters as you work, click on the Default button bar, or type 2-;

(semicolon). For more information, see “Setting preferences” on page 3-21.

Note Formatting characters never appear in the printed document.

Changing text appearance

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. If you don’t see the button bar, choose

Show Button Bar from the Window menu.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To change Select the text or frame and choose

The font A font from the pop-up menu on the button

bar or from the Font menu

The size A point size from the pop-up menu on the button

bar or from the Size menu

The attribute (such as bold, italic,

underline, subscript, superscript,

superior, or inferior)

An attribute from the pop-up menu on the button

bar or from the Style menu

The color A color from the pop-up menu on the button bar

Space character

Return character

Tab character

In the Help index,* see:

Emodifying text

4-8 AppleWorks 5 User’s Manual

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. For information

on creating and using styles, see onscreen Help and “Using styles” on

page 9-5.

Changing paragraph formats

Each paragraph has a particular format (indentation, tab settings, and line

spacing). The text ruler indicates the format of the current paragraph (the

paragraph that contains the insertion point). Using the text ruler or the

Paragraph dialog box, you can change the format of paragraphs before or

after you type them. AppleWorks is preset to show the text ruler in a word

processing document. If you don’t see the ruler, choose Show Rulers from the

Window menu.

The style A style from the pop-up menu on the

button bar

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To change Select the text or frame and choose

In the Help index,* see:

Estyles

Select the text

you want to

change Then click to

apply a style that

you’ve created

To see a style’s

properties, click Edit,

and then select the style

Properties of

the style Bold,

Italic

Before

After

In the Help index,* see:

Erulers

Text (word processing) 4-9

To display the Paragraph dialog box, choose Paragraph from the Format menu.

Tip You can use preset paragraph styles supplied by AppleWorks, or

paragraph styles you create, to change a paragraph’s formatting in one step.

For example, you can apply a style to format paragraphs with hanging

indents and bullets in the margin. To show the stylesheet, click on the

Default button bar (or choose Show Stylesheet from the Window menu). Then

select the paragraphs to format and click Bullet. (To format a single paragraph,

click anywhere in that paragraph and click Bullet.) For information on

applying styles or creating your own, see onscreen Help and “Using styles”

on page 9-5.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

First-line indent marker

Alignment controls

Left margin marker

(drag top part only)

Tab markers

Line-spacing controls

Right margin marker

Paragraph and

outline labels

Column controls

First-line indent and left margin marker

(drag bottom part only)

In the Help index,* see:

Estyles

Then click to

apply a preset

style

To see a style’s

properties, click Edit, and

then select the style

Properties of

the style Bullet

Before

After

Select the text

you want to

change

4-10 AppleWorks 5 User’s Manual

Setting and changing tabs

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.

To set tabs, select all the paragraphs you want to change. Then, click the type

of tab marker you want and then click a position on the text ruler.

To remove a tab, drag the tab marker up and off the ruler.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Etabbing

Left tab marker Click one of these tab markers and drag

to the ruler position you want

Center tab marker Align-on tab marker

Right tab marker with

fill character

To set the fill character, double-click the tab marker

Text (word processing) 4-11

Indenting paragraphs

To change the indentation for a paragraph, position the insertion point in the

paragraph and drag the first-line indent marker , left margin marker , or

right margin marker to a new position on the text ruler.

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, press Option-8.) Press Tab, and then

begin typing the paragraph.

Adding bullets, numbers, and checkboxes to paragraphs

AppleWorks comes with a series of special characters—called paragraph

styles—that you can use to convert paragraphs to lists, such as bulleted lists,

numbered lists, and checklists.

Tip If you want to label most or all of the paragraphs in a document, use an

outline style. See “Outlining” on page 4-14 for more information.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Eindentation

To indent a paragraph, drag the

left margin marker (grab the

bottom part only)

To indent the first line of a

paragraph, drag the first-

line indent marker

To make a hanging indent,

drag the left margin marker

(grab the top part only)

In the Help index,* see:

Ebulleted lists

Elabels, paragraphs

Numbered list

Bulleted list Checklist

Click to check off items

4-12 AppleWorks 5 User’s Manual

To create a list, select one or more paragraphs and click the pop-up menu

on the text ruler and choose a paragraph style. Or choose Paragraph from the

Format menu, and choose a paragraph style, such as Bullet, Check Box, or

Numeric from the pop-up menu, and then click OK. If you don’t see the

paragraph label on your text, type a number (such as .25) for Left Indent in the

Paragraph dialog box.

To reorder labeled paragraphs, click to the left of a paragraph label and drag

the paragraph to a new place in the outline. (Or choose a Move command from

the Outline menu.) In an ordered list, AppleWorks relabels the moved item.

Aligning paragraph text

To align a paragraph, place the insertion point in the paragraph and click an

alignment control on the ruler.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Before After

In the Help index,* see:

Etext, alignment

Aligned rightCentered JustifiedAligned left

Text (word processing) 4-13

Changing line and paragraph spacing

To set line spacing, click the decrease-spacing or increase-spacing control on

the ruler, or the alignment buttons on the button bar.

Tip Double-click the line-spacing indicator to display the Paragraph dialog

box and change the unit of measure.

To set the spacing between paragraphs, choose Paragraph from the

Format menu.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Eparagraphs

Line-spacing indicator

Decrease-spacing control

Increase-spacing control

Single-spaced text Spacing increased to 1.5 lines

Type the number of

units you want before

the paragraph

Type the number of units you want

after the paragraph

Choose a unit of measure

from a pop-up menu

4-14 AppleWorks 5 User’s Manual

Copying text ruler settings

After setting tabs, indents, and line and paragraph spacing, apply these

settings to new or existing paragraphs by copying and applying the ruler.

1To copy the ruler, place the insertion point in a paragraph that has the

formats you want, and click on the Default button bar, or choose Copy

Ruler from the Format menu.

1To apply the ruler, place the insertion point in the paragraph you want to

format, and click on the Default button bar, or choose Apply Ruler from

the Format menu.

Sorting paragraphs

You can use the Paragraph Sorter Assistant to sort (reorder) paragraphs

alphabetically, numerically, or by date in a word processing document or

text frame.

To sort paragraphs, select the paragraphs you want to sort and then choose

AppleWorks Assistants from the or Help menu. Select Paragraph Sorter, and

then click OK. Then select how you want the paragraph sorted. AppleWorks

sorts the paragraphs based on the selected text or the contents of the entire

paragraph. See “Creating a document” on page 2-2 for more information

about Assistants.

Outlining

An outline summarizes the major ideas of a written work in topics (major

headings) and subtopics (subordinate ideas). You can indent the subtopics to

different levels to show their relative importance in the outline.

As you’re organizing your ideas, move topics up or down to change their

level. Hide (collapse) subtopics to highlight main ideas and show (expand)

subtopics to focus on small details.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Erulers

In the Help index,* see:

EAssistants

In the Help index,* see:

Eoutlines

Text (word processing) 4-15

AppleWorks provides three preset outlines for you to use. You can modify

the preset outline or create new outline styles. For information on modifying

styles, see “Modifying an outline style” on page 4-19. To create a style, see

“Using styles” on page 9-5.

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.

See the next section for more information about creating and adding topics

to an outline.

Tip If you want to organize your thoughts, but you don’t want to create an

outline, you can create a list, such as a bulleted list or checklist. See “Adding

bullets, numbers, and checkboxes to paragraphs” on page 4-11.

Harvard format Legal format Diamond format

Paragraph and

outline labels

4-16 AppleWorks 5 User’s Manual

Creating an outline

To create an outline, choose an outline label from the pop-up menu, and

then type the first topic. To add another topic at the same level as the current

topic, press Return. To add another topic indented to the left or to the right

of the current topic, choose New Topic Left or New Topic Right from the Outline

menu.

To create a new line without a label, press Shift-Return. This is especially

useful for creating a blank line within a numbered list without affecting the

sequence of numbers.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Etopics, outlines

First topic New right topicNew topic

Choose an outline label

Unlabeled line

Text (word processing) 4-17

Modifying and removing outline labels

To change the outline label for specific topics, select the topics and choose

the format you want from the pop-up menu.

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.

Rearranging outline topics

To move topics Do this Example (before and after)

Left or right

between outline

levels

Select the topic and choose

Move Left or Move Right from the

Outline menu.

And subtopics

up or down in

the outline

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.

Up one level Select the topic and choose

Raise Topic from the Outline

menu.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Harvard labels Diamond labels

Harvard labels No labels

In the Help index,* see:

Etopics

Move Left

Subtopics move with topicMove Above

Raise Topic

4-18 AppleWorks 5 User’s Manual

Collapsing and expanding outline topics

You can collapse (hide) or expand (show) subtopics to highlight main ideas

or show more details. When the subtopics below a topic are collapsed, the

topic’s paragraph label changes as follows:

1text labels, such as Roman numerals, numbers, and letters, are underlined

(you don’t see the underline character when you print)

1diamonds change from black to gray

Tip To collapse or expand an item quickly, double-click it.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this Example (before and after)

Collapse a topic

or outline so that

subtopics are

hidden

Select the topic or outline and

choose Collapse from the

Outline menu.

Expand a topic

or outline so that

subtopics are

visible

Select the topic or outline and

choose Expand from the

Outline menu.

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.

Collapse or

expand all

topics in an

outline

Select all the topics in the

outline, hold down Option

and choose Collapse All or

Expand All from the Outline

menu.

In the Help index,* see:

Ecollapsing

Outline

expanded to

level 2 subtopics

Outline fully expanded

Expanded outline

Collapsed

outline

Text (word processing) 4-19

Modifying an outline style

You modify an outline style by changing its properties (formatting options)

in the stylesheet palette. For more information about working with styles and

the stylesheet palette, see “About the stylesheet palette” on page 9-6.

To modify an outline style:

1. Click on the Default button bar, or choose Show Stylesheet from the Window

menu.

2. Click Edit on the stylesheet palette.

The pointer changes to .

3. From the scrolling list on the left, select the name of the style to modify (for

example, select Harvard or Legal).

4. Click the arrow next to the style’s name, to make it point downward.

5. In the scrolling list on the left, select the outline level you want to modify.

6. Change the properties of the outline level.

You change a style’s properties using the document controls you’d

normally use to format text and objects (such as the tools, palettes, ruler

controls, and menu commands). For example, you may want to change

the indentation, line spacing, and the font size.

7. Repeat steps 5 and 6 for any other levels you want to change.

8. When you finish, click Done on the stylesheet palette.

Creating tables

There are several ways to create a table in AppleWorks word processing

documents. You can:

1use the text ruler to set a tab for each column (after you enter the text, you

can convert the tabbed table to a spreadsheet frame using a shortcut)

1draw a spreadsheet frame that contains the number of rows and columns

you want, and then enter the text

1use the AppleWorks Assistant for making tables, which sets up a

spreadsheet frame for you

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Estyles

Estyles, editing

In the Help index,* see:

EAssistants

Espreadsheets, tool

Etables

4-20 AppleWorks 5 User’s Manual

Use any of the following methods to make a table:

Working with pages

You can change the design of all or some of the pages in a document by

formatting text in columns, putting text in tables, and adjusting page and

column breaks.

You can also add headers and footers to pages and show the current page

number, date, and time in the document. See “Creating headers and footers”

on page 3-14 and “Adding a date or time” and “Numbering pages” on

page 3-16.

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. (If you don’t see the tool panel,

choose Show Tools from the Window menu.)

To make the spreadsheet frame move along with the text when you

make changes in the document, insert the spreadsheet frame as an

inline object, as if it were a character in the text. For more

information, see “Adding pictures and frames to text” on page 4-34.

For more information abut creating and using a spreadsheet frame,

see “Spreadsheet basics” on page 7-2.

Using an Assistant Choose AppleWorks Assistants from the or Help menu. Select

Make Table and click OK. See “Creating a document” on page 2-2 for

more information about Assistants.

Tab stops

Tabbed table Table in a spreadsheet frame

Text (word processing) 4-21

Creating a title page

If you’ve added a header or footer to a word processing document, you can

create a title page so that the header or footer doesn’t print on the first page.

To create a title page, choose Section from the Format menu. In the Section

dialog box, select Title Page, and then click OK.

For information on creating more than one title page in a document, see

“Dividing a document into sections” on page 4-24.

Creating and changing columns

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. See “Dividing a document into sections” on

page 4-24 and “Varying the number of columns on a page” on page 4-27.

To specify the number of columns in your document or text frame, choose

Section from the Format menu, type the number of columns, and then click OK.

You can specify up to nine columns, their widths (equal or variable), and the

amount of space between each one.

To add or subtract columns of equal width, click the increase-columns or

decrease-columns control in the text ruler.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Ecover pages

In the Help index,* see:

Ecolumns, text

Text formatted in columns

4-22 AppleWorks 5 User’s Manual

Important If your document already contains columns of variable width,

clicking the increase-columns or decrease-columns control changes them to

equal width.

You can change a column’s width and the space between two columns by

using the mouse to drag the column guide (border).

Using text frames to create columns In complex columnar documents such as

newsletters or brochures, try using linked text frames in a draw document

instead of columns in a word processing document. You’ll have more

flexibility to resize text frames and place them where you want.

To Do this Example

Change a

column’s width Press Option and move the

pointer precisely over a column

guide until the pointer looks like

this: . Then press the mouse

button and drag right or left.

Change the width

of two adjacent

columns and keep

the space between

them the same

Press Option and move the

pointer between the column

guides until the pointer looks like

this: . Then press the mouse

button and drag right or left.

Click to add columns

Click to subtract columns

Shows the number of columns

Before

After column is moved left

Before

After column is moved left

Text (word processing) 4-23

Breaking a page or column

Each page is preset to break (end) at the bottom of the page. Text continues

at the top of the next page or column. You can end the page or column before

it fills up by inserting a break at the insertion point.

To set a page or column break, position the insertion point where you want

the break, and then choose Insert Column Break or Insert Page Break from the Format

menu. If Show Invisibles is selected in the Preferences dialog box, you see a

page or column break character where you inserted the break. (For

more information about preferences, see “Setting preferences” on

page 3-21.)

Tip To show or hide formatting characters quickly, click on the Default

button bar, or type 2-; (semicolon).

To remove a break, click at the beginning of the line that follows the break

and press Delete.

Scrolling pages

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. In

the Document dialog box, select One Page Above The Next or Facing Pages Side-By-

Side, and then click OK.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Ecolumns, breaks in

In the Help index,* see:

Epages, guides

4-24 AppleWorks 5 User’s Manual

Dividing a document into sections

In AppleWorks, sections in documents act like chapters in books: each

section can have a different format. You can change its header and footer

text, page numbering, and number of columns. You can also place a special

title page with no header or footer at the start of a section (see “Creating a

title page” on page 4-21).

You can also divide a single page into multiple sections, each with

different formatting.

You can insert sections into a word processing document only. You cannot

insert a section into a header, footer, footnote, or text frame.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Esections

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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.

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 ullamcorper 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 nulla facilsis at vero

eros et accumsan et iusto odio.

Text (word processing) 4-25

Inserting and deleting a section

To insert or delete a section, click on the Default button bar, or type 2-;

(semicolon) to display the formatting characters. Then:

For more information about formatting characters, see “Showing formatting

characters” on page 4-6.

Formatting sections

A new section uses the settings of the section preceding it. To change the

format of a section, click anywhere in the section, and then choose Section

from the Format menu. In the title bar of the Section dialog box, you see the

number of the section you’re formatting.

If more than one section is selected, you see the number of the first section

in the title bar of the Section dialog box. Changes you make in the Section

dialog box apply to the first section in the selection only.

Note You cannot insert a section with the Section dialog box. For

information on inserting a section, see the previous section.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this

Insert a section Choose Insert Section Break from the Format menu.

You see a section break character where you inserted the section.

When page guides are visible, you see a section break line at the end of

each section. (See “Previewing pages for printing” on page 3-12.)

Delete a section Select the section break character for the section you want to delete,

and press Delete.

In the Help index,* see:

Ebreaks

Edeleting, text

Esections

In the Help index,* see:

Ecolumns, text

Esections

4-26 AppleWorks 5 User’s Manual

To Do this

Set where the section begins Select an option from the Start Section

pop-up menu.

Change the starting page number for

a section Select Restart Page Number and type the starting

page number for the current section.

Make the header and footer information

different from the previous section Select Different For This Section.

Use different headers and footers on the

left and right pages in a section Select Left & Right Are Different.

Add a title page to the current section Select Title Page.

Specify the number of columns in

a section Type a number for Number Of Columns.

Vary the widths of columns (if you have

multiple columns) Select Variable Width Columns, and then type widths

for Space Before, Column Width, and Space After.

Create a mirrored column layout (left-

facing pages and right-facing pages have

the opposite column layout)

Select Mirror On Facing Pages.

Set the width of equal-width columns Type widths for Column Width and Space Between.

Shows the number of the section

you’re formatting

Text (word processing) 4-27

Varying the number of columns on a page

If you add more than one section to a page, you can vary the number of

columns on the page. For example, to create a page with one column on the

top half of the page and two columns on the bottom half, add a second

section to the page by selecting Insert Section Break from the Format menu

and setting the section to start on a new line, and then add another column

to that section.

You add columns using the column controls or the Section dialog box. Use

the column controls to add or subtract equal-width columns. Use the Section

dialog box to create variable-width columns or to enter precise column

widths. For more information on adding columns, see onscreen Help,

“Creating and changing columns” on page 4-21, and the previous section.

Numbering sections

You can place the section number in a header or footer, and have it print on

every page of the section. Doing so is useful if a section represents a chapter

in a book, and you want to show chapter and page numbers. For example,

you can show:

1a section number by itself (“Chapter 3”, “Chapter 4”) or with the current

page number (“Page 3-11”, “Page 3-12”)

1a page number within a section (“Page 1 of 10” and “Page 2 of 10” where

there are ten pages in the section)

1the total number of pages in a section (“This chapter contains 32 pages”)

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Esections

Insert a second

column in the

section

Page before section break

Place the insertion point

where you want to insert a

section

Page after section break

In the Help index,* see:

Ecolumns, text

In the Help index,* see:

EInsert Page # command

4-28 AppleWorks 5 User’s Manual

To insert the section number, the page number, or the total number of pages

in the section or document, choose Insert Page # from the Edit menu. Then

select an option in the Insert Page Number dialog box.

To assign letters or Roman numerals instead of numbers to a section, select

an option from the Representation pop-up menu.

Adding footnotes and endnotes

Annotate your documents with footnotes (notes at the bottom of a page) or

endnotes (notes at the end of a document). To add footnotes or endnotes to a

document, place the insertion point where you want the footnote reference

and choose Insert Footnote from the Format menu. You can later change a

footnote to an endnote in the Document dialog box explained in the table on

the next page. AppleWorks assigns the footnote an incremental number and

creates space at the end of the page or document for the footnote or endnote

text. As you type the footnote text, the document text adjusts to

accommodate the length of the footnote. When you’re finished typing the

footnote text, click the main text area or press Enter.

If you need help adding or formatting footnotes or endnotes, use the

AppleWorks Assistant for inserting footnotes. Choose AppleWorks Assistants

from the or Help menu. Select Insert Footnote, and then click OK. See

“Creating a document” on page 2-2 for more information about Assistants.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Efootnotes

Footnotes Endnotes

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 ullamcorper suscipit lobortis

nisl 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 nulla facilsis at vero eros et

accumsan et iusto odio.

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 ullamcorper suscipit lobortis

nisl 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 nulla facilsis at vero eros et

accumsan et iusto odio te feugait nulla faclisi.

1 "Dolore magna" Aliquam erat, 1972

2 "Esse" Molestie consequat, 1987

3 Feugiat nulla facilsis

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 ullamcorper suscipit lobortis

nisl 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 nulla facilsis at vero eros et

accumsan et iusto odio.

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 ullamcorper suscipit lobortis

nisl 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 nulla facilsis at vero eros et

accumsan et iusto odio te feugait nulla faclisi.

1 "Dolore magna" Aliquam erat, 1972

2 "Esse" Molestie consequat, 1987

3 Feugiat nulla facilsis

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 ullamcorper suscipit lobortis

nisl 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 nulla facilsis at vero eros et

accumsan et iusto odio.

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 ullamcorper suscipit lobortis

nisl 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 nulla facilsis at vero eros et

accumsan et iusto odio te feugait nulla faclisi.

1 "Dolore magna" Aliquam erat, 1972

2 "Esse" Molestie consequat, 1987

3 Feugiat nulla facilsis

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 ullamcorper suscipit lobortis

nisl 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 nulla facilsis at vero eros et

accumsan et iusto odio.

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 ullamcorper suscipit lobortis

nisl 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 nulla facilsis at vero eros et

accumsan et iusto odio te feugait nulla faclisi.

USIMOD

1 Duis autem vel eum iriure dolor in hendrerit

2 In bulputate velit esse

3 Dolore eu feugiat nulla facilsis at vero eros et

accumsan et iusto odio.

4 Loem ipsum dolor sit amet, cibsectetyer

5 "Aduouscu" Bg ekut

6 Tincidunt ut laoreet dolore

7 Ut wisi enim

8 Nostrud exerci tation ullamcorper suscipit lobortis

9 Nisl ut aliquip ex easden commodo cosequat.

10 Duis autem vel eum

11 Lputate velit esse molestie

12 Dolore eu feugiat nulla facilsis at vero eros et

13 Accumsan et iusto odio te feugait

14 "Dolore magna" Aliquam erat, 1972

15 "Esse" Molestie consequat, 1987

16 Feugiat nulla facilsis

In the Help index,* see:

EAssistants

Text (word processing) 4-29

To set options for footnotes and endnotes in the Document dialog box,

choose Document from the Format menu. Then:

When you move and delete footnotes or endnotes, the remaining footnotes

or endnotes are renumbered and the document is adjusted accordingly. To

delete a footnote, select the footnote reference and press the Delete key.

Finding and changing text

You can use the AppleWorks Find/Change command to save time finding a

particular word or phrase in your document or to find and replace some or all

occurrences of specific text.

To find and replace text, choose Find/Change from the Edit menu, and then

choose Find/Change.

If you leave the Change box empty, clicking any change button deletes the

text that is found.

To Do this in the Document dialog box

Change all the footnotes in the document to

endnotes, or change all the endnotes to footnotes Select At Bottom of Page or At End of Document.

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.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Efinding text

Type the word or phrase

you want to find

Click to replace all

occurrences at once Click to replace only this

occurrence and end the search Click to replace this occurrence

and then find the next one

Type the text to be

used as the replacement

(optional)

Click to find the next

occurrence without

making a change

4-30 AppleWorks 5 User’s Manual

Once you close the Find/Change dialog box, you can find the text for which you

last searched by choosing Find/Change from the Edit menu and then Find Again.

Finding special characters

You can search for special formatting characters, such as return characters,

tab characters, and symbols for column breaks, the same way you search for

regular text. You can also search for special text such as dates, times, and

page numbers.

To find these characters, you enter special codes in the Find box in the Find/

Change dialog box. All of these codes are listed in onscreen Help and on the

Quick Reference Guide. You can also copy and then paste special characters

from your document into the Find box in the Find/Change dialog box.

Tip To show or hide formatting characters, click on the Default button

bar, or type 2-; (semicolon). See “Showing formatting characters” on

page 4-6 for more information.

To delete a selected formatting character or replace it with another

formatting character, use the Find/Change dialog box the same way as you

do with text.

Using writing tools

AppleWorks provides spell checking, thesaurus, and hyphenation services to

help you polish your writing. These are available in all AppleWorks

documents except communications.

Checking your spelling

You can check all the text in the document, or text that you select.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

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.

In the Help index,* see:

Ehidden characters

In the Help index,* see:

Espelling

Text (word processing) 4-31

Once you choose either command, the Spelling dialog box appears and

AppleWorks begins checking for questionable words.

The spelling checker verifies the words you are checking in the main

dictionary, which is installed with AppleWorks, and any installed user

dictionaries. If it does not find a word, it suggests alternatives. If the spelling

of the word in question is correct (such as the spelling of someone’s name),

you can add the word to a user dictionary by clicking Learn.

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

You can use automatic hyphenation to prevent entire words from moving to

the next line. You can also change where words hyphenate.

To turn automatic hyphenation on or off, choose Writing Tools from the Edit

menu, and then choose Auto-Hyphenate.

To specify how a single word should be hyphenated, place the insertion point

where you would like the word to break and press 2– -(hyphen).

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Click to replace

with the word

selected in the list

(changes to Done

when check is

complete)

Type a keyboard shortcut

to replace a word

Shows the questionable word

in context

Click to hide or

show the word

in context

Shows the

word count

Click to add the

questionable word

to the user

dictionary

In the Help index,* see:

EAuto-Hyphenate command

4-32 AppleWorks 5 User’s Manual

Finding synonyms

When you’re searching for the best word, you can look up synonyms—

words of similar meaning—in the onscreen thesaurus that is provided with

AppleWorks. The AppleWorks thesaurus is a collection of more than

220,000 words organized by synonyms.

To find a synonym, select a word, choose Writing Tools from the Edit menu,

and then choose Thesaurus. You see the Thesaurus dialog box.

Changing 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.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Esynonyms

Select the

synonym

you want

Shows the selected word

(or type a different word to

look up)

If you type a different

word, click to see a list

of synonyms

Click to see a list of all

words you’ve looked up

recently

Click to

replace the

selected word

In the Help index,* see:

Edictionaries

Text (word processing) 4-33

Editing dictionaries

To edit words in your user or hyphenation dictionaries, choose Writing Tools

from the Edit menu, and then choose Edit User Dictionary or Edit Hyphenation

Dictionary. In the dialog box, you can edit dictionary entries, import dictionary

entries from a text file, or export the contents of a dictionary to a text file.

For more information, see onscreen Help.

Counting words

You can count words, paragraphs, and other text elements in any type of

document except communications. To count words, choose Writing Tools from

the Edit menu, and then choose Word Count. A dialog box appears that displays

the number of characters, words, lines, paragraphs, pages, and sections in the

current document.

Note If you select Count Selection in the Word Count dialog box, you get a word

count for the current selection only.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Emodifying dictionaries

Eselecting dictionaries

Click to add the entry to

the dictionary

Click to remove an entry

selected in the scrolling list

from the dictionary

Click to expand or collapse

the dialog box

Type a new entry, or edit a

selected entry here

Click a button to import or export

dictionary entries

In the Help index,* see:

Ecounting words

4-34 AppleWorks 5 User’s Manual

Adding pictures and frames to text

There are two ways to place pictures and frames—such as clip art,

spreadsheets, drawings, and paintings—in a word processing document.

You can insert them as inline objects, so that they move along, or flow, with

your text, or place them as independent objects that float on the page and are

not affected by the text.

Insert an object as an inline object when you want the object always to

appear next to specific text, or flow to the next line as you type more text.

Add a floating object when you want to wrap text around the object (see the

next section), or move the object with the arrow pointer.

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:

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

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, drag, or insert the object.

A floating object to a document Select the arrow pointer in the tool panel, and

then paste, drag, or insert the object.

In the Help index,* see:

Eartwork, text

Edrawing, tools

Elibraries, overview

An inline object has one

handle when you select

the object

A floating object

has four handles

when you select

the object

Text (word processing) 4-35

Once you add an object, you can change how it’s placed in text.

Aligning inline objects To move any inline object (except equations) above or

below the baseline of the text, double-click the object. In the Descent dialog

box, type the number of points (between –255 and 255) you want the object

to move. Type a positive number to move the object below the line of text,

or type a negative number to move it above the line of text.

Wrapping text around pictures

You can wrap text so that it flows around a picture or frame—either in a

rectangular shape or around the contours of the object.

To change Do this

A floating object to an inline object Select the arrow pointer in the tool panel and

select the floating object. Choose Cut or Copy from

the Edit menu, and then select the text tool in

the tool panel. Then place the insertion point in

the text and choose Paste from the Edit menu.

An inline object to a floating object Select the text tool in the tool panel and select

the inline object. Choose Cut or Copy from the Edit

menu, and then select the arrow pointer .

Then choose Paste from the Edit menu.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Etext wrap

Picture placed as an object with

text wrapped around it

4-36 AppleWorks 5 User’s Manual

Tip If the text doesn’t flow smoothly around the object, the object may be a

PICT file. (If it is, you see Ungroup Picture in the Arrange menu.) To modify

the object, select it, and then choose Ungroup Picture from the Arrange menu.

If the ungrouped picture has a border, you can delete the border by selecting

the object and choosing None from the pen width pop-up menu.

Creating links in word processing documents

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.

To create a link in a word processing document, select text, and then create

the link. 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 11-6.

To Do this

Wrap text around a

picture in a word

processing document

Place the picture in your document as an object (see the previous

section). Click the picture to select it, and then choose Text Wrap

from the Options menu. To wrap text around the contours of the

object, choose Irregular. The number in the Gutter box determines

how close the wrap is to the object. You can also click on the

Default button bar for an irregular wrap.

Wrap text within a text

frame Select the item you want to wrap text around and place it over a

linked text frame. (Select the frame and see if Frame Links in the

Options menu is checked.) With the item selected, choose Text

Wrap from the Options menu, and then choose Regular or Irregular

(or click on the Default button bar). For more information,

see “Linking frames” on page 9-29.

Remove the text wrap

effect With the object selected, choose Text Wrap from the Options

menu, and then choose None.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Ebook marks

Elinks

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. You don’t need to create a

frame first.

Consider using a draw document for large drawings or for designing or

laying out a page. For example, you can:

1create layouts for newsletters, brochures, and announcements

1design a logo or letterhead

1create professional-looking forms, such as invoices and project planning

sheets

1design a border or background and create a master page to place the

border or background on every page of a presentation

1make flowcharts, or seating and organizational charts

1illustrate floor plans and furniture arrangements

Drawing basics

You use the same tools and commands any time you work with the drawing

tools.

Combine lines, text frames, and ready-made

pictures to create a simple map

5-2 AppleWorks 5 User’s Manual

Creating a drawing

Note You can create pictures by either drawing or by painting. For

information about painting and how it differs from drawing, see

chapter 6, “Painting.”

About the draw window

When you open a new draw document, you see the draw menus, tool panel,

and graphics grid (a guide you can use to size, position, and align objects).

To Do this Example

Create a blank

draw document Choose New from the File menu,

select Drawing, 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.)

Draw objects in any type

of document (except

communications)

Select a drawing tool from the

tool panel and drag the pointer

in the document. (If you don’t

see the panel, choose Show Tools

from the Window menu. The

frame tools appear)

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Edocuments, creating

Edocuments, opening

A draw document

Circle drawn in a

spreadsheet document

In the Help index,* see:

Edraw documents

Egrids

Erulers

Etools Draw menus

Working area with

graphics grid

Tool panel

Buttons for

common tasks in

draw documents

and frames

Drawing 5-3

What are objects?

A drawing is made of objects—separate elements such as rectangles, lines,

and text, as well as paint and spreadsheet frames. Think of a drawing as a

collage in which you create and arrange objects of various shapes, sizes, and

colors. When you overlap objects, the hidden parts still exist.

Every object has a border (which you can hide) and a fill (the area within the

border).

Another type of object is a frame. Most of what you can do with an object

you can do with a frame as well.

Using the drawing tools

You use the tools in the tool panel to create, select, move, resize, and reshape

objects. (If you don’t see the tool panel, start by choosing Show Tools from the

Window menu.)

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.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Eobjects, creating

Border

Text frame (hidden border and transparent fill)

Fill

5-4 AppleWorks 5 User’s Manual

Use the remaining tools in the tool panel to create and change different types

of objects.

The eyedropper is a special tool used to pick up and apply an object’s

attributes (such as color and pattern). For more information, see “Copying an

object’s attributes” on page 5-11.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Use this tool To draw

Line tool Diagonal or straight lines. To make straight lines, hold

down Shift as you drag the tool.

Rectangle tool Rectangles. To draw squares, hold down Shift as you drag

the tool.

Rounded rectangle tool Rectangles with rounded corners. To draw squares, hold

down Shift as you drag the tool.

Oval tool Ovals. To draw circles, hold down Shift as you drag

the tool.

Arc tool Arcs

Polygon tool Shapes composed of angles and straight lines

Freehand tool Curved lines, as you would draw with a pencil or pen

Bezigon tool Shapes with Bezier curves and angles. To draw a Bezier

curve, click the tool, and then release the mouse button

and drag the pointer. Click at each place you want to turn

the curve. To end the object, click twice.

Regular polygon tool Closed polygons with sides of equal length

In the Help index,* see:

Edrawing, tools

Eselecting objects Click to select a tool

Hold down the mouse button as you

drag the tool

Click to work with frames and

objects

Drawing 5-5

As you use the drawing tools, keep the following tips in mind:

You’ll find complete instructions for customizing the AppleWorks drawing

tools in onscreen Help.

To Do this

Limit movement of the line, arc,

polygon, bezigon, and regular

polygon tools to 45º, 90º, and 180º

Hold down Shift as you draw. (Holding down Shift also

limits the movement of the arrow pointer as you

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.

Set the angle of rounded corners Select the object and choose Corner Info from the Edit

menu. Choose an option, type a value for the angle of

curvature, and then click OK.

Set the angle of an arc Select the object and choose Arc Info from the Edit menu.

Choose Normal to omit frame edges; choose Frame Edges to

include frame edges (to make a wedge). Type values for

the position and angle of curvature, and then click OK.

Use the same tool repeatedly Double-click the tool. This highlights the tool and locks

it. To unlock, select another tool.

For information on In the Help index,* see:

Closing polygons automatically polygons

Creating a custom line width pen

Changing the constraint angle for lines, rectangles,

rounded rectangles, polygons, and bezigons graphics preferences

Automatically smoothing curved lines in

freehand objects

Speeding up the gradient display

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

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.

An object remains selected until you deselect it or select another object.

For more information on selecting objects, see onscreen Help.

To Do this

Deselect an object Click anywhere outside the object. (For information on

transparent objects, see “Changing lines, borders,

colors, patterns, and textures” on page 5-9.)

Select a deselected object Click the selection tool and then click anywhere on

the object.

Select more than one object

at a time Hold down the Shift key and click each object.

Select a transparent object Click any of the object’s outlines.

For information on In the Help index,* see:

Other ways to select multiple objects selecting objects

Deselecting one object while several are selected

Selecting all objects of a certain type

Selecting objects within a frame

Changing the number of handles displayed on a

selected object graphics, preferences

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Handles indicate an object is selected

To select a transparent object, click the

object’s line or border

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.

You can change the ruler settings, turn the autogrid off, or hide the

graphics grid.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Choose

Show or hide the graphics grid Show Graphics Grid or Hide Graphics Grid from the

Options menu

Show or hide the ruler Show Rulers or Hide Rulers from the Window menu

Set ruler type, divisions, and units Rulers from the Format menu, choose options from the

Rulers dialog box, and then click OK

Move objects freely, without being

constrained to the autogrid Turn Autogrid Off from the Options menu

Turn on the autogrid so objects

“snap” to the grid Turn Autogrid On from the Options menu

Graphics grid

Graphics ruler

Dotted lines move

with the pointer

Pointer

In the Help index,* see:

Eautogrid

Egraphics, grid

Erulers

5-8 AppleWorks 5 User’s Manual

Moving objects

Move selected objects with the pointer, the keyboard, or by using menu

commands.

Remember that you can usually reverse your most recent action by clicking

on the Default button bar, or choosing Undo from the Edit menu. To revert

to the most recently saved version of your document, choose Revert from the

File menu.

Note To move objects freely, without being constrained to the autogrid,

choose Turn Autogrid Off from the Options menu.

Duplicating, copying, and deleting objects

Once you create objects, you can duplicate, copy, or delete them.

To move Select the object(s) and Example

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.)

An object in small

increments Press the arrow keys

An object by specifying

its location Choose Object Size from the Options

menu, type values in the top four

boxes in the size palette, and then

press Return

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Eobject size palette

Epositioning objects

Type here

In the Help index,* see:

Eduplicating

Eremoving

Drawing 5-9

Remember that you can usually reverse your most recent action by choosing

Undo from the Edit menu. To revert to the most recently saved version of your

document, choose Revert from the File menu.

Changing the appearance of objects

Use AppleWorks to change or fine-tune the appearance of objects (or

frames). Your changes affect all selected objects.

Changing lines, borders, colors, patterns, and textures

Use the fill palettes to change an object’s color, pattern, gradient, or texture.

Use the pen palettes to change lines and borders of objects.

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.

Delete an object permanently Press Delete

Delete an object and store it on

the Clipboard Click on the Default button bar, or choose Cut from

the Edit menu. Anything you store on the Clipboard stays

there until you cut (or copy) something else.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Eobjects, modifying

Fill sample

Fill color palette Fill pattern palette

Pen color palette

Pen pattern palette

Fill gradient palette

Pen sample

Pen width palette

Arrowhead palette

Fill texture palette

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.

For information on customizing the palettes, or using custom palettes from

other applications, see “Creating custom colors, patterns, gradients, and

textures” on page 5-18.

To Select the object(s)

and choose Example

(before and

after)

Change the width, color,

or pattern of a line or

border

From the pen width, pen color, and pen

pattern palettes

Hide a line or border None from the pen width palette

Show a hidden line

or border A line width from the pen width palette

Make a line, object, or

frame transparent The transparent icon from the pen

pattern palette (for a line) or the fill pattern

palette (for an object or frame)

Add, change, or remove

an arrowhead An arrowhead or Plain Line from the

arrowhead palette

Change the fill color of an

object or frame A color from the fill color palette

Change the fill pattern,

gradient, or texture of an

object

A pattern from the fill pattern palette, a

gradient from the fill gradient palette, or a

texture from the fill texture palette. (You

can’t add patterns, gradients, or textures to

spreadsheet frames.)

To choose from a fill or pen

palette, hold down the pointer

on the palette control, and then

drag the pointer to your

selection

Drawing 5-11

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. For information on creating and using styles, see

onscreen Help and “Using styles” on page 9-5.

Copying an object’s attributes

Use the eyedropper to pick up (copy) an object’s attributes (color and

pattern, gradient, or texture, and pen width and arrowhead settings) and

make them the current settings, without having to select them from a palette.

You can also use the eyedropper to apply the current settings to another

object.

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 2 as you click.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Estyles

Then click to

apply a style

that you

created

Properties of the selected

style

Select the objects to

change

To see a style’s properties,

click Edit and then select

the style

After

Before

In the Help index,* see:

Eobjects, copying, attributes

5-12 AppleWorks 5 User’s Manual

Resizing objects

To resize one or more objects or frames, use the mouse or AppleWorks

commands.

See onscreen Help for additional information on resizing objects and frames.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To resize objects by Select the objects and Example

Using the mouse Place the pointer on a handle and hold

down the mouse button as you drag a

handle. To scale proportionally, hold

down Shift as you drag.

Specifying a

percentage (scaling) Choose Scale By Percent from the Arrange

menu. Type values in the boxes for the

percentage by which to enlarge or

reduce the area, and then click OK.

Setting new

dimensions Choose Object Size from the Options

menu, type values in the bottom three

boxes in the size palette, and then press

Return.

For information on In the Help index,* see:

Adding extra handles to objects to help you change

only the width or the height graphics, preferences

Setting the angle of constraint (limitation) for the

pointer’s motion

In the Help index,* see:

Eresizing, objects

Type here

Use these

settings to

reposition the

object

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.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Select the object(s)

and choose Example

(before and after)

Modify the corners and

ends on rectangles and

squares

Corner Info from the Edit menu (or

double-click the object). Choose an

option, type a value for the angle of

curvature, and then click OK.

Modify an arc Arc Info from the Edit menu (or double-

click the object). Choose an option for

omitting or including frame edges (to

make a wedge), type values for the

position and angle of curvature, and

then click OK.

Reshape arcs, polygons,

regular polygons,

bezigons, and freehand

shapes

Reshape from the Arrange menu. Use the

reshape pointer to drag the anchor

points to new positions. Then choose

Reshape again.

Change the bend of a

curve in a bezigon or

freehand object

Reshape from the Arrange menu. Click

an anchor point on the curve to change

and drag either end of the control

handle. Then choose Reshape again.

Smooth out or restore

sharp angles of a polygon,

bezigon, or freehand

shape

Smooth or Unsmooth from the Edit menu

In the Help index,* see:

Ereshaping

Control handle

Anchor point

5-14 AppleWorks 5 User’s Manual

Connecting objects

When you want to make an intricate design with many curves or angles, you

can connect a series of shapes. You can connect any combination of freehand

shapes, polygons, regular polygons, and bezigons.

Start by creating the two objects you want to connect. Then select one of the

objects and choose Reshape from the Arrange menu. You see anchor points on

the object and the reshape pointer.

To Choose Cut or Copy from

the Edit menu, and then Example

(before and after)

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.

Connect the starting points

of two objects Select the starting point of the

second object and click on the

Default button bar, or choose Paste

from the Edit menu. Then choose

Reshape again.

Create a pattern of duplicate

connected shapes Click on the Default button

bar, or choose Paste from the Edit

menu one or more times. Then

choose Reshape again.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Reshape pointer

Objects to be connected

Anchor point

In the Help index,* see:

Econnecting objects

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.

Important If you see Ungroup Picture in the Arrange menu, it means the

selected object is an imported PICT file. If you continue, you may lose some

of the picture. To regroup the picture, immediately choose Undo from the Edit

menu.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Select the object(s) and choose this

command from the Arrange menu Example

(before and after)

Align objects to

the autogrid Align to Grid

Align objects to each

other or distribute

space evenly between

objects

Align Objects. In the Align Objects dialog

box, select a Top to Bottom and Left to Right

option, click Apply, and then click OK.

(You can also choose the appropriate

button on the Default button bar.)

Rotate objects freely Free Rotate. Select the object to rotate and

drag a corner handle. Then choose Free

Rotate again.

Rotate objects Rotate. Type a value for the degree of

rotation, and then click OK.

Flip objects Flip Horizontally or Flip Vertically

Group two or more

objects into a

single object

Group

Separate grouped

objects Ungroup. You can ungroup objects more

than once if necessary.

Change how objects

overlap Move Forward, Move To Front, Move Backward, or

Move To Back

In the Help index,* see:

Eobjects, arranging

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.

As you work with locked objects, keep these points in mind:

1You can change the contents of a locked frame.

1If you group an object with a locked object, AppleWorks locks the

entire group.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

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.

Unlock locked

objects Select the objects and choose Unlock from the Arrange menu.

In the Help index,* see:

Elocking

Locked objects have dimmed handles

Unlocked objects have black handles

Drawing 5-17

Creating a master page

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.

Consider using a master page to:

1show a company logo, or text such as Draft or Confidential in

text frames behind the main body of text

1create a border around the contents of each page

1add a common background to slides in a presentation

To create a master page, choose Edit Master Page from the Options menu. (You

see Master Page in the page indicator at the bottom of the window.) Add the

page elements you want to appear on every page of the document. Then

choose Edit Master Page again from the Options menu.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Emaster pages

Estationery

Master page Document pages

5-18 AppleWorks 5 User’s Manual

Keep these points in mind:

1To see master page elements as you work on your document, choose

Page View from the Window menu.

1You can save a document with a master page as stationery, a reusable

template. See “Saving document formatting as templates (stationery)” on

page 2-12.

1If 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.

1For more information about slides, see “Creating a slide presentation” on

page 9-18.

Adding pages to a draw document

By setting up your draw document to use multiple pages down and across,

you can produce a large drawing or newsletter, or draw an object larger than

one page. You can drag objects from page to page until you have the

arrangement you want.

To change the number of pages in a draw document, choose Document from the

Format menu. In the Document dialog box, type values in the Pages Across

and Pages Down boxes, and then click OK.

Creating custom colors, patterns, gradients, and textures

To customize colors, patterns, gradients, and textures in AppleWorks, you

can:

1add colors, patterns, gradients, and textures to the fill palettes

1add colors and patterns to the pen palettes

1use 256-color palettes from the Palettes folder, which is in the

AppleWorks folder in the Application Support folder (in the System

Folder) or other applications

Each palette has its own editor that you open by double-clicking a color,

pattern, gradient, or texture in a palette. Complete instructions are in

onscreen Help.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

EDocument command

In the Help index,* see:

Eediting, colors and gradients

Eediting, patterns and textures

Epalettes, preferences

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.

Adding text, spreadsheet, or paint frames

Use text, spreadsheet, and paint frames to add a professional touch to a

drawing. Once you add a frame to a drawing, it becomes an object that you

can select and then work with just as you can any object. For example, you

can rotate it, change its borders, or make it transparent.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this

Add AppleWorks clip art to

a drawing Choose Library from the File menu, choose Open, and

then choose a category. In the library palette, select an

image and click Use. For more information, see “Using

libraries” on page 3-18.

Copy one or more pictures from an

AppleWorks document, or a

document from a different

application, to a draw document

Use one of the following methods:

1Open the document containing the picture to copy,

select the picture, and click on the Default

button bar, or choose Copy from the Edit menu.

Open the AppleWorks document to contain the

copy, click where you want the picture to go, and

then click on the Default button bar, or choose

Paste from the Edit menu.

1Use drag and drop to drag the picture from a

different document into the AppleWorks document.

Import pictures created in a different

application Click on the Default button bar, or choose Insert

from the File menu. In the Insert dialog box, select a

file type from the Show pop-up menu, locate the

document to import, and then click Insert.

In the Help index,* see:

Eduplicating

EInsert command

Elibraries, overview

Rotated text frame

5-20 AppleWorks 5 User’s Manual

If you don’t see the tool panel, choose Show Tools from the Window menu.

As you work with frames, keep the following points in mind:

1You can also place text, spreadsheet, or paint frames in a drawing by

choosing them from a library. See “Using libraries” on page 3-18.

1To switch between working in a frame and the rest of the document, click

the area in which you want to work.

1You can add an equation to a text frame in a draw document. See “Typing

equations” on page 4-5.

1To display handles on a newly created frame, to treat it as an object, click

outside the frame.

1You can link frames so that their contents are connected. (For example,

have text flow from one frame to another by linking the frames.) See

“Linking frames” on page 9-29.

To do this in a

draw document Do this Example

Type text Select the text tool and click once in the

document. Choose from the Font, Size, and

Style menus, and then type your text.

Change the appearance of

text in a text frame Select the text frame and choose from the

Font, Size, Style, Text Color, Alignment, and Spacing

commands in the Format menu, or choose

from the pop-up menus below the buttons on

the button bar.

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 Select the paint tool and drag in the

document to create a paint frame. You see the

pencil, painting tools, and paint menus.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Eframes, creating

Before After

(Column and row

headers have been

hidden)

Drawing 5-21

Creating links in draw documents

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.

To create a link in a draw document, select a graphic object, text (in a text

frame), a spreadsheet cell (in a spreadsheet frame), paint image, or frame,

and then create the link. You can place all types of links (document links,

URL links, and book marks) anywhere in a draw document. 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 11-6.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Ebook marks

Elinks

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). Because

paintings are made of individual pixels (dots) that you can change, you have

very precise control over textures, colors, and shapes.

Use an AppleWorks paint document or frame to:

1create “hand-painted” artwork for invitations, holiday decorations,

posters, and announcements

1illustrate reports

1work with scanned pictures

When you are painting, you use the same tools used to make drawings

(described in “Using the drawing tools” on page 5-3) plus additional painting

tools, such as the spray can.

6-2 AppleWorks 5 User’s Manual

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. For example, when one image in a painting overlaps another, the back

image is permanently replaced with the front image.

Painting basics

A painting can be a document or a frame. You use the same tools and

commands any time you work with a painting, whether it’s a document or

a frame.

Creating a painting

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To create a Do this Example

Blank paint document Choose New from the File menu,

select Painting, 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.)

Paint frame within another

type of document (except

communications)

Select the paint tool (choose

Show Tools from the Window

menu if necessary), move the

pointer into the working area of

the document, and then draw the

paint frame.

In the Help index,* see:

Epixels

In a painting, changes affect only

selected pixels

In a drawing, changes affect the

entire selected object

In the Help index,* see:

Edocuments, creating

Epaint documents

Epaint tool

A paint document

A paint frame in a word

processing document

Painting 6-3

Tip If you see a message telling you that the document size has been reduced

to fit the available memory, see “Working with large files” on page 6-16.

About the paint window

When you open a paint document or create a paint frame, you see the paint

menus and the tool panel.

Working with 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. Within a frame, you have full access to the paint tools

and commands.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Paint menus

Tool panel

Buttons for

common tasks in

paint documents

and frames

In the Help index,* see:

Eframes, working in

Epaint frames

Click once to select the

frame as an object. Click

again to work inside the

frame

Handles show that the

frame is selected

Click twice outside the frame to work in

the rest of the document

6-4 AppleWorks 5 User’s Manual

Here are some ways to adapt a paint frame to suit your needs:

For information about linking paint frames in a document, see “Linking

frames” on page 9-29.

Working with images

In a paint document, you use the painting tools to create images (painted

shapes and effects).

Using the painting tools

The painting tools include the drawing tools and additional painting tools.

For information on the drawing tools, see “Using the drawing tools” on page

5-3. The remaining tools are unique to paintings.

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.

Any changes you make in the open frame are also made in the

document. (To close an open frame, choose Close from the File

menu.)

Change the width and

height 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. Choose Document from the Format menu, and then

type new size values. (To close an open frame, choose Close

from the File menu.)

Close an open frame Choose Close from the File menu.

Display a different part of

the painting in the frame Select the frame and choose Frame Info from the Edit menu. Type

values in the Origin box, and then click OK. The new values

become the coordinates of the upper-left corner of the frame.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Eframes, formatting

Eframes, working in

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.

As you use the painting tools, keep the following tips in mind:

To use the Select the tool and Example

Brush Drag the pointer to paint strokes with the current

fill color, pattern, or texture

Pencil Drag the pencil to paint fine lines in the current

fill color

Paint bucket Click an enclosed area to fill it with the current

fill color and pattern, gradient, or texture

Spray can Drag the pointer to spray the current fill color,

pattern, or texture

Eraser Drag the eraser to remove part of an image

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this

Change the size, shape, and other settings

for the brush and spray can Choose Brush Shape or Spray Can from the Options

menu.

Change the brush effects Double-click the brush . Choose Effects from

the pop-up menu, set the options, and click OK.

Set the number of sides on a regular

polygon Double-click the regular polygon tool , type

the number of sides (from 3 to 40), and then click

OK.

Set the angle of curvature for an arc, or

frame the arc’s edges to make a wedge Double-click the arc tool , set options, and

then click OK.

Set the angle of curvature for the ends and

corners of a rounded rectangle Double-click the rounded rectangle tool , set

options, and then click OK.

Erase the entire painting Double-click the eraser .

Reverse your most recent change Click on the Default button bar, or choose

Undo from the Edit menu.

Use a selected image as a paint brush Hold down Option-2 as you drag the image.

In the Help index,* see:

Etools

Before After

6-6 AppleWorks 5 User’s Manual

Setting lines, colors, patterns, and textures

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.

You can use the eyedropper to pick up (copy) a color from an image to

use in the fill or pen palettes, without having to select it from a palette. Click

the eyedropper, and then click in the image where the color you want

appears. The color of the pixel you click appears in the fill sample. To

change the pen color instead of the fill color, hold down Option as you click.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Use To

Fill palettes Set the fill color and pattern, gradient, or texture used for closed

images (such as the oval) and the paint bucket tool, and set the fill

color and the pattern, gradient, or texture used for the brush tool

and spray can tool

Pen palettes Change settings for lines and image borders or to add arrowheads

In the Help index,* see:

Efill palettes

Epalettes

Epen

Estyles

Painting 6-7

Tip Save combinations of fill and pen attributes as a style, and then apply the

style to change the palette settings in one step. (To open the stylesheet, click

on the Default button bar, or choose Show Stylesheet from the Window

menu.) For more information on styles, see “Using styles” on page 9-5.

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.

Overlapping colors and patterns

The paint mode determines how patterns and colors interact when they

overlap. To set the paint mode to opaque, transparent pattern, or tint, choose

Paint Mode from the Options menu, or click the corresponding button on the

Default button bar.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To see a style’s properties, click Edit and

then select the style

Create a style, and

then select it to

change the palette

settings

Properties of the style Checked

Fill/Borderless

In the Help index,* see:

EPaint Mode command

Opaque Transparent

pattern Tint

6-8 AppleWorks 5 User’s Manual

Selecting and moving images

Before you can change an image, you must first select it.

You can move a selected image with the pointer or the arrow keys on the

keyboard.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To select Do this Example

A rectangular area Click the selection rectangle and drag

it over the area to select. You can select all

or part of an image.

The outline of an image Hold down 2 as you drag the selection

rectangle around the image you want to

select.

Everything in the document Double-click the selection rectangle .

An irregular shape without

selecting the surrounding

white space

Click the lasso and drag it around the

area you want to select. The loop closes

automatically.

By color, when you want to

select shapes that are difficult

to lasso

Click the magic wand and click an

area. AppleWorks selects all adjacent

pixels of the selected color. To select more

than one color area, click the magic wand

and drag it across multiple colors.

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.

Move a selected image eight pixels at

a time With the autogrid on (choose Turn Autogrid On

from the Options menu), press the arrow keys.

Change the distance that the image

moves each time you press an arrow key Choose Turn Autogrid On from the Options menu.

Choose Grid Size from the Options menu, and then

select a size.

In the Help index,* see:

Eimages, arranging

Painting 6-9

Deleting, copying, and duplicating images

You can delete, copy, or duplicate an entire image, part of an image, or

several images at once. Remember that you can usually reverse your most

recent action by choosing Undo from the Edit menu. To revert to the most

recently saved version of your document, choose Revert from the File menu.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this

Delete an area Select the area and then press Delete.

Delete part of an image Drag the eraser .

Delete all images in a painting Double-click the eraser.

Copy or cut an area and paste it

elsewhere Select the area and from the Default button bar,

click or , or choose Copy or Cut from the

Edit menu. To place the image in the document,

choose Paste from the Edit menu.

Duplicate an area Hold down Option as you drag the selected image.

Duplicate an area continuously Hold down Option-2 as you drag the selected

image.

In the Help index,* see:

Eediting, images

6-10 AppleWorks 5 User’s Manual

Magnifying an image

You can change the zoom level (magnification or reduction) of a paint

document as it’s displayed in the window.

Transforming a selection

You can change an image by transforming its shape, changing its orientation,

or refining its color.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this

Zoom out or in Click the zoom-out or zoom-in control (at the

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.

In the Help index,* see:

Ezooming in and out

Zoom out to see more of

the painting

Zoom in to edit pixels

Painting 6-11

Reshaping a selection

To reshape a selection, select the area you want to change, choose a command

from the Transform menu, and then drag the handles that appear.

When you finish reshaping, click anywhere outside the selection rectangle.

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.

To Select the area and

choose Example

Slant an image vertically or horizontally Shear

Stretch an image in any direction Distort

Add the appearance of depth or distance Perspective

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Select the area and

choose Example

Rotate an image freely Free Rotate, and then drag a

handle to the degree of rotation

you want

Rotate an image by a set amount Rotate, type a value for the

degree of rotation, and then

click OK

Rotate an image by 90º on the Default button bar

Flip an image horizontally or vertically Flip Horizontally or Flip Vertically

In the Help index,* see:

Etransforming

In the Help index,* see:

Etransforming

6-12 AppleWorks 5 User’s Manual

When you finish resizing or turning, click anywhere outside the selection

rectangle.

Coloring and tinting images

To refine an image’s color, select the area you want to change, and then

choose a command from the Transform menu.

Resize an image by dragging a handle Resize, and then drag a handle to

the size you want

Resize an image by specifying a set

percentage Scale By Percent, type values for

the percentage to enlarge or

reduce the selection, and then

click OK

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Choose Example (before and after)

Fill the selected part of an

image or fill an image that is

already partly filled (as with

a gradient)

Fill, or click

on the Default

button bar

Reverse the colors in a

selection to make a

“negative” image

Invert, or click

on the Default

button bar

Blend the edges of an image

with the background color Blend, or click

on the Default

button bar

Tint the color in a selection

with the current fill color Tint, or click

on the Default

button bar

To Select the area and

choose Example

In the Help index,* see:

Etransforming

Painting 6-13

When you finish coloring and tinting, click anywhere outside the selection

rectangle.

Combining images

To combine the colors and patterns of two images, select an image or area

and move it over the image whose color and pattern you want to pick up.

Then click on the Default button bar or choose Pick Up from the Transform

menu.

Note The way AppleWorks combines the images depends on the paint mode.

In opaque mode, the colors from underneath replace the colors in the

selected image. In transparent mode, the colors underneath are added. In tint

mode, the colors blend.

Lighten or darken each pixel

in a selection Lighter or Darker, or

click or

on the Default

button bar

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Choose Example (before and after)

In the Help index,* see:

Epicking up attributes

Before After (paint mode set to Tint)

Image of horse combined

with the background

Background

6-14 AppleWorks 5 User’s Manual

Adding text and spreadsheets

To add text or a spreadsheet to a paint document:

1. Click the text or spreadsheet tool, move the pointer into the

document, and then drag to draw the frame.

2. Choose options from the Font, Size, and Style menus, and then type the

text or numbers.

3. When you finish, click outside the frame.

The frame contents become part of the painting. You can change the

pixels that make up the image, but you can’t edit the contents by using text

or spreadsheet commands.

Tip To include a spreadsheet frame in a painting, create and add data to the

spreadsheet frame in a draw or text document, and then copy the frame and

paste it in the paint document.

Creating text effects Add interesting visual effects to text by creating a text

frame in a paint document. Try typing a newsletter title in an outline font

style. Zoom in to enlarge your view of the title, and then use the paint bucket

to add a gradient or texture to each letter. Finish by selecting the title and

changing its perspective (choose Perspective from the Transform menu).

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Eframes, creating

Etext, frames

Text in a painting

Spreadsheet in a painting

Painting 6-15

Adding clip art

You can incorporate AppleWorks clip art and other types of art in a painting.

Anything you add to a painting becomes an image made of pixels.

Customizing resolution and depth

A new paint document or frame is preset for a resolution of 72 dpi (dots per

inch). The number and range of colors in the preset palette depends on the

monitor you’re using.

You can customize the resolution (number of pixels per inch) and depth (the

number of colors in the color palette) for a paint document or frame using the

Resolution & Depth command in the Format menu. For a complete description

of how to do this, see onscreen Help.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this

Add AppleWorks clip art to

a painting Choose Library from the File menu, choose Open, and

then choose a category. In the library palette, select an

image and click Use. For more information, see “Using

libraries” on page 3-18.

Copy one or more items from an

AppleWorks document, or a clip art

document, to a paint document

Use one of the following methods:

1Open the document containing the picture you

want, select the picture, and then click on the

Default button bar, or choose Copy from the Edit

menu. Open the AppleWorks document into which

to paste the art, click where you want the picture to

go, and then click on the Default button bar, or

choose Paste from the Edit menu.

1Use drag and drop to drag the picture from a

different document into the AppleWorks document.

Import scanned pictures or the entire

contents of a document created in a

different application

Choose Insert from the File menu. In the Insert dialog

box, select the file type from the Show pop-up menu,

locate the document to import, and then click Insert.

In the Help index,* see:

Eartwork, inserting

Ecopying

Elibraries, overview

In the Help index,* see:

Edepth

Eresolution

6-16 AppleWorks 5 User’s Manual

Working with large files

Your computer sets aside a certain amount of memory for AppleWorks. If

you’re working on a paint document or other large document, using many

graphics, or working on multiple documents, AppleWorks may require more

memory than is available.

When you need to provide more memory for AppleWorks, you may see one

of these messages:

1Not enough memory to complete this operation.

1The document size has been reduced to fit the available memory.

For complete information on providing more memory, see onscreen Help

and the documentation that comes with your computer.

Changing the size of a painting

To change the size of a painting, choose Document from the Format menu. In

the Document dialog box, type values for Pixels Across and Pixels Down, and then

click OK.

Tip In a new paint document, 72 pixels equals 1 inch. (To change the number

of pixels per inch, see “Customizing resolution and depth” on page 6-15.)

Creating a preview of a paint document

You can create a preview image of a paint document, which is saved with the

document. The preview image is displayed when you choose Open from the

File menu and select the paint document in the list with Show Preview selected

(see “Opening a document” on page 2-10). You can also create a custom icon

of the paint image, which is displayed as the document icon on your desktop.

To create a preview image or custom icon for paint documents, choose

Preferences from the Edit menu. In the Preferences dialog box, choose General

from the Topic pop-up menu, and then select Create Preview or Create Custom Icon.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Eincreasing memory

In the Help index,* see:

Esize, documents

In the Help index,* see:

Egeneral preferences

Creating links in paint documents

When you plan to use an AppleWorks paint document (or a document that

contains a paint frame) onscreen, on the Internet, or World Wide Web, you

can select an area of the document or frame and create a link (a connection

or jump) to a different area of the same document, a different document, or

a document or other information on the Internet.

To create a link in a paint document or frame, use the lasso to select the area,

and then create the link. 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 11-6.

Note If you move the pixels in the area you selected, the link remains with

the area in the document or frame and does not move with the pixels.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Ebook marks

Elinks

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. For example, you can:

1develop a budget

1analyze financial performance

1track loans, mortgages, and stock and bond performance

1maintain a checkbook

1schedule projects

1manage business and personal assets

1chart your children’s growth and medical information

1produce profit-and-loss statements

Spreadsheet Chart based on first two

columns of the spreadsheet

Expense categories in rows,

months in columns

Add your

own title

Use a formula to calculate totals

7-2 AppleWorks 5 User’s Manual

You can also use a spreadsheet to present text in a table. For example, use a

spreadsheet document to type a schedule or list, or use a spreadsheet frame

to format a table in a word processing document. For more information about

using a spreadsheet frame as a text table, see “Creating tables” on page 4-19.

Spreadsheet or database? You can use either a spreadsheet or a database

document to store and organize information. Use a spreadsheet when you

primarily want to do computations or when you want to do simple (numeric

or alphabetic) sorts. Use a database document when you want to print labels,

present the information in various layouts, or do complex sorting. For more

information on databases, see chapter 8, “Database.”

Spreadsheet basics

A spreadsheet can be a document or a frame (a spreadsheet within another

document). You use the same commands and controls any time you work

with a spreadsheet, whether it’s a document or a frame.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Espreadsheets, documents

Etables

Spreadsheet frame

Word processing document

Spreadsheet 7-3

Creating a spreadsheet

About the spreadsheet window

When you create a spreadsheet document or frame, you see the spreadsheet

menus and the entry bar in the spreadsheet.

To create a Do this Example

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.)

Spreadsheet frame

within a document

(except communi-

cations)

Select the spreadsheet tool

(choose Show Tools from the

Window menu if it isn’t visible)

and drag the pointer in the

document.

(In a spreadsheet document, hold

down Option as you draw the

frame.)

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

ENew command

Espreadsheet frames

A spreadsheet document

A spreadsheet frame in a

word processing document

In the Help index,* see:

Espreadsheets, documents

Buttons for common

tasks in spreadsheet

documents or frames

Column

headings

Cell grid

Cell

Active cell

Row headings

Entry bar

Spreadsheet menus

Function button

7-4 AppleWorks 5 User’s Manual

Working with spreadsheet frames

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.

Here are some ways to adapt a spreadsheet frame to suit your needs:

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this

Resize a spreadsheet frame Select the frame, and then drag a handle.

Open the frame to see more

of the spreadsheet Select the frame and then choose Open Frame from the Window

menu. When you open the frame, you see the spreadsheet in a

new window. The open frame is linked to the original

document. Any changes you make in the open frame are also

made in the document.

Open a frame that’s inline

in text Select the spreadsheet tool (choose Show Tools from the

Window menu if it isn’t visible), click in the frame to select a

cell, and then choose Open Frame from the Window menu.

Change the number of

rows and columns in the

spreadsheet frame

Select the frame, and then choose Open Frame from the Window

menu. Choose Document from the Format menu, and then type

new size values.

Close an open frame Choose Close from the File menu.

Change which part of the

spreadsheet shows in the

frame

Select any cell in the frame, and then choose Display from the

Options menu. Type a cell address in the Origin box and then

click OK.

In the Help index,* see:

Eframes, creating

Eframes, working in

To select the frame as an

object, click once To work inside the spreadsheet frame, select

the frame, and then click to select the cell

To work in the rest of the document,

click twice outside the frame

Handles indicate that the

frame is selected

In the Help index,* see:

Eframes, formatting

Eframes, working in

Spreadsheet 7-5

As you work with spreadsheet frames, keep the following points in mind:

1You can’t change or open any type of frame in a paint document. See

“Adding text and spreadsheets” on page 6-14 for more information.

1You can link two or more spreadsheet frames in a document. See

“Linking frames” on page 9-29.

Typing in a spreadsheet

Each cell in a spreadsheet can contain numbers, words, or formulas.

To enter a negative number, begin the number with a minus sign (–).

To enter a formula or function, begin the entry with an equal sign (=). See

“Working with formulas” on page 7-21 and “Examples: Entering formulas”

on page 7-25 for more information.

Note You can also print, or merge, database information on a spreadsheet.

For more information on merging documents and printing them, see

“Merging data into documents (mail merge)” on page 9-22.

Selecting cells and ranges

You must select a cell or cell range (group of adjacent cells) before you can

change, format, or work with data.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Eentering spreadsheet data

Espreadsheets, documents Click to

confirm the entry

or to cancel

To type numbers or words

in a cell, click a cell and

begin typing

What you type

appears in the

entry bar The entry

appears in

the cell

In the Help index,* see:

EGo To Cell command

Eselecting cells

7-6 AppleWorks 5 User’s Manual

Modifying cell data

AppleWorks provides many ways to modify and correct your data.

Note You can’t edit, delete, or move data in locked cells. To unlock cells,

select the cells and then choose Unlock Cells from the Options menu.

Editing data

Edit data in the entry bar, or use AppleWorks commands to check spelling

or find and change cell data.

To Do this

Select a cell range Hold down the mouse button and drag the pointer over the cells

you want to select.

Select a cell range Hold down the mouse button and drag the pointer over the cells

you want to select.

Select an entire row

or column Click the row or column heading.

Select the entire

spreadsheet Choose Select All from the Edit menu.

Go to a cell Choose Go To Cell from the Options menu, type the cell address

(for example, A42 or R7), and then click OK.

Go to a named cell or cell

range Choose the name of the cell or range from the bottom of the

menu (in the entry bar). For more information, see “Naming

cells and ranges” on page 7-12.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this

Edit the data in a cell Select the cell. In the entry bar, make your changes, and then

click to confirm the entry.

Move the insertion point

right or left in the entry bar Click where you want the insertion point to be.

Address of

upper-left cell

in the selected

range

AppleWorks highlights

the selected cell range

Address of

selected cell

The selected cell has

a heavy border

In the Help index,* see:

Eentering spreadsheet data

Efinding text

Espelling

Espreadsheets, preferences

Spreadsheet 7-7

Note When the insertion point is active in the entry bar, the arrow keys move

the insertion point. Otherwise, the arrow keys select an adjacent cell. To use

the arrow keys to always select cells, choose Preferences from the Edit menu.

In the Preferences dialog box, choose Spreadsheet from the Topic pop-up

menu, select Always Selects Another Cell, and then click OK.

Moving data

You can move selected cells using the keyboard and mouse, or using menu

commands.

Important When you move cells that are part of an absolute reference in a

formula, be sure to move the entire range of cells in the calculation.

Check spelling Choose Writing Tools from the Edit menu and then choose

Check Document Spelling.

Find and change cell data Choose Find/Change from the Edit menu and then choose Find/

Change. Type in the Find and Change boxes, and then click

Find Next or Change All.

Find data that matches a

selection Select a cell or text, choose Find/Change from the Edit menu, and

then choose Find Selection.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Select the cells you want to move and then

Move the cell contents and

retain the original cell

references

Choose Move from the Calculate menu. Type the cell address

of the new location (for example, E22), and then click OK. (For

a cell range, type the new location for the upper-left cell in the

range.)

Move cell contents quickly Hold down 2-Optionand click in the cell (or at the top left cell

for a range) where you want the selection to go.

You can also use the mouse to drag the cells to another location

on the spreadsheet.

Transpose a column of data

into a row, or a row of data

into a column

Choose Cut from the Edit menu. Then select the target cell or

range and choose Paste Special from the Edit menu. In the Paste

Special dialog box, click Transpose Rows and Columns, and then

click OK. (Transposed data overwrites any existing data.)

To Do this

In the Help index,* see:

Eentering spreadsheet data

Etransposing rows and columns

7-8 AppleWorks 5 User’s Manual

Copying and deleting data

Copy and delete procedures are the same throughout AppleWorks. The

AppleWorks spreadsheet also provides other methods to copy and delete

data.

Important When you cut or copy cells that are part of an absolute reference

in a formula, be sure to cut or copy the entire range of cells in the calculation.

Filling a range of cells

You can copy cell contents to adjacent cells and fill cells automatically with

patterns of data, such as the days of the week.

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). You can also copy cell contents by

pressing Option and dragging the cells to a new location on the

spreadsheet.

Copy only the value of a

cell that contains a formula Select the source cell or cell range, click on the Default

button bar (or choose Copy from the Edit menu), and then select

the target cell or range. Choose Paste Special from the Edit menu,

select Paste Values Only in the Paste Special dialog box, and then

click OK.

Place a copy of cell contents

on the desktop or in another

document using drag and

drop (if you have Mac OS

drag and drop installed on

your system)

Select the cells and drag them to another document or to the

desktop. (When you drag cells to the desktop, you see a text

clipping.) To insert a text clipping into a spreadsheet

document, drag the text clipping from the desktop to a cell on

the spreadsheet.

For more information, see “Copying objects using the drag and

drop feature” on page 3-10.

Paste cut or copied data Select the cell or cell range where you want the data to go, and

then click on the Default button bar to paste (or choose

Paste from the Edit menu).

Delete the cell contents

and formatting Select the cells and choose Clear from the Edit menu.

Delete the cell contents and

retain the cell formatting Select the cells and press the Delete key.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Eentering spreadsheet data

Spreadsheet 7-9

To copy cell contents—including formulas—into adjacent cells, drag to

select the cells with the data to duplicate and continue dragging down or to

the right over the cells you want to fill. Then choose Fill Down or Fill Right from

the Calculate menu.

Use the Fill Special command in the Calculation menu to fill cells with:

1a logical series of numbers, times, or dates

1a day (Monday), month (January), or quarter name (Qtr 1)

1any 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. To fill a range of cells

with a logical series or a repeated pattern of data, select the cells and then

choose Fill Special from the Calculate menu. Select options and click OK. For a

complete description of the Fill Special command, see onscreen Help.

Formatting cell data

You can change the format of any part of your spreadsheet. Start by selecting

the cell, cell range, column, or row that you want to change.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Efilling cells

Selected cells AppleWorks copies the

formula to the selected cells

Result of a

formula Fill Right

Selected cells AppleWorks fills the

selected cells with data

Fill Special

Cells filled with a

sequence of times

In the Help index,* see:

Espreadsheets

Espreadsheets, formatting

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 Example

Change text appearance

or alignment Select the cells you want to

change. Choose Font, Size,

Style, Text Color, or Alignment

from the Format menu and

then choose a formatting

option from the appropriate

submenu (or use the pop-up

menus and buttons on the

button bar).

Wrap cell contents so that

long entries aren’t cut off Select the cells containing

the text and click on the

Default button bar (or

choose Alignment from the

Format menu, and then

choose Wrap). (To adjust the

row height, see “Resizing or

hiding rows and columns”

on page 7-17.)

Format numbers, dates,

and times—for example,

to add a percent sign, place

negative numbers in

parentheses, or add a

comma to large numbers

Select a cell or cell range

and then choose Number from

the Format menu. Select the

options you want and click

OK.

You can also click , ,

or on the Default button

bar.

Copy a cell’s format to

other cells Select the cell whose format

you want to copy and

choose Copy Format from the

Edit menu. Then select the

cell or range where you

want to apply the format and

choose Paste Format from the

Edit menu.

Set the default font Choose Default Font from the

Options menu. Choose a

font and font size, and then

click OK.

Plain text

Centered

Unwrapped

Wrapped

Some number, date,

and time formats

Before

After

Spreadsheet 7-11

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. Select rows and columns that you want to highlight

and click 3D Table 1. AppleWorks applies the 3D Table 1 style to the selected

cells. For information on applying styles or creating your own, see “Using

styles” on page 9-5.

Sorting cell data

Sort data in numeric or alphabetical order to organize it. You can specify a major

order key (the cell where the sort starts) and two minor order keys. If you are

sorting a list containing duplicate entries, use second and third order keys to

further organize your data, for example, by first name and middle initial.

To sort spreadsheet data, select the cells you want to sort and click to sort

in ascending order or click to sort in descending order. You can also

choose Sort from the Calculate menu. In the Sort dialog box, select the

options you want and click OK.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Estyles

Then click to

apply a style

Properties of the style

3D Table 1

Select the cells

to format

To see a style’s properties, click Edit,

and then select the style

Before

After

In the Help index,* see:

Esorting spreadsheet data

7-12 AppleWorks 5 User’s Manual

Locking cell data

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.

Naming cells and ranges

You can assign a name to any cell or range of cells. Naming cells can help

you:

1remember the purpose of data in a particular cell or range

1visually locate a named cell or range

1simplify formulas by using named cells instead of cell addresses

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Before sorting After sorting on first order key

A2, second order key B2, and

third order key C2

After sorting on first

order key (A2) only

In the Help index,* see:

Elocking

In the Help index,* see:

Enamed cells and ranges

Cell B5 contains the

formula

=Shares*Price

instead of

=B3*B4

When you select a named cell or

range, you see its name here (you

must select every cell in a range to

see that range’s name)

Spreadsheet 7-13

Assigning names to cells

To name cells, choose commands from the menu in the entry bar

Note Some characters, such as operators (like + or ÷ ) and punctuation

marks cannot be included in a cell name. For complete information about

naming a cell, see onscreen Help.

Editing and deleting names

If you change your mind about the name or location of a named cell or range,

or if you want to delete a name, choose Edit Names from the menu in the

entry bar. Then, make changes in the Edit Names dialog box.

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

row and column titles

you’ve already typed

Select all of the cells to

name (include both row and

column headings in the

selection) and choose Auto

Name from the menu in

the entry bar. Select a name,

then click Define.

You can assign more than

one name to a cell or range.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Select a name from the scrolling list, and then

Rename a cell or range Type a new name, and then click Modify

Change the cell address

referenced by a name Type a new address for the cell or range, and then click Modify

Delete the name of a cell or

range Click Remove.

If the name you want to delete is used in a formula, you must

first replace the names in the formula with cell references. (See

“Replacing cell references with named cells” on page 7-14.)

Cell A1 is

unnamed

Cell A1 is

named

Revenue

Cells B3 and C3 are named

Cells B4 and C4 are named

Price

Cells B3 and B4 are named

January

Cells C3 and C4 are named

February

In the Help index,* see:

Enamed cells and ranges

7-14 AppleWorks 5 User’s Manual

Note When you edit a name, AppleWorks updates all of the formulas that

use the name you edited.

Using named cells in formulas

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 7-21 and onscreen

Help.)

Replacing cell references with named cells

You can replace named cells or ranges (such as Shares or Price) with cell

addresses (such as A5 or B1..B3) in a formula. To do so, choose Replace Names

from the menu in the entry bar. To replace cell addresses with named

cells or ranges in a formula, choose Replace References from the menu in the

entry bar.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this

Use named cells or ranges in a

formula Select a cell and begin typing the formula. Then, add

named cells or ranges where you would normally add

cell and range addresses.

To add a named cell or range to a formula, choose the

name from the menu in the entry bar. (You can also

type the name directly into the formula.)

Enter named cells or ranges in a

formula before you define the

names

Select a cell and begin typing the formula. Then type the

name you want to define, and finish entering the

formula. You see #NAME! in the cell (because you

haven’t assigned the name to any cells yet).

Assign a name to a cell or range Select the cell or range to name and choose Define Name

from the menu in the entry bar. In the Define Named

Range dialog box, choose a name from the pop-up

menu, and then click Define.

To Do this

Replace named cells with

cell addresses in formulas Select the cell or range that holds the formula you want to work

with. Choose Replace Names from the menu in the entry bar.

Deselect the names you want to exclude from replacement

with cell addresses and click Replace.

In the Help index,* see:

Eformulas, spreadsheet

Enamed cells and ranges

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. Click Define to accept the suggested name, Income.

5. Select cell B2 and choose Define Name from the menu in the entry bar.

6. Click Define to accept the suggested name, Expenses.

7. Cells B1 and B2 are now named Income and Expenses.

8. Type 1000 and 800 in cells B1 and B2, respectively.

Replace cell addresses with

named cells or ranges in

formulas

Select the cell or range that holds the formula you want to work

with. Choose Replace References from the menu in the entry

bar. Then deselect the cell addresses that you want to exclude

from replacement with named cells or ranges and click Replace.

To Do this

Cell name appears here

7-16 AppleWorks 5 User’s Manual

9. Select cell B3 and type an equal sign (=).

10. Choose Income from the menu in the entry bar and type a minus sign (-).

11. Choose Expenses from the menu in the entry bar and press Enter.

The formula contains the named cells Income and Expenses.

Example 2: Replacing named cells with cell references

This example shows you how to replace the named cells you defined in

Example 1 with cell references.

1. 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.

The named cells are replaced with their corresponding cell addresses.

Spreadsheet 7-17

Changing cells, rows, and columns

There are several features that control how you display and work with data

in rows and columns. You can resize, hide, insert, and delete rows and

columns.

Resizing or hiding rows and columns

To resize all the rows or columns in a range by the same amount, start by

selecting multiple rows or columns. Then specify a size or use the mouse.

To resize rows or columns by specifying a size, select the rows or columns

to change. Then choose Row Height or Column Width from the Format menu, type

a new measurement (type 0 to hide the row or column, or select Use default to

revert to the default row or column size), and then click OK.

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 .

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

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.

Restore a hidden row or column Drag the pointer down or to the right until the row

or column reappears.

Resize rows and columns to the

smallest size that holds the data Double-click the divider at the bottom of the row

heading or at the right edge of the column heading. (You

see the double arrow when you’re in the right place.)

In the Help index,* see:

Ehiding

Eresizing, spreadsheet cells

Resize pointer

7-18 AppleWorks 5 User’s Manual

Inserting and deleting cells, rows, and columns

Important When you delete a cell, column, or row, you also delete its data.

To insert or delete an entire row or column, click one or more headings to

select rows or columns, and then on the Default button bar, click to insert

cells or click to delete cells. You can also choose Insert Cells or Delete Cells

from the Calculate menu.

To insert or delete a few cells, make a selection before you choose

Insert Cells or Delete Cells. In the dialog box, specify how you want existing cells

to be shifted, and then click OK.

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.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

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.

Open a spreadsheet frame so that you

can change the number of rows and

columns in the spreadsheet

Select the frame and choose Open Frame from the

Window menu. When you open the frame, you see

the spreadsheet in a new window. The open frame is

linked to the original document. Any changes you

make in the open frame are also made in the

document. To close the spreadsheet frame, choose

Close from the File menu.

Resize a spreadsheet frame to display

more cells Select the frame and then drag a handle.

In the Help index,* see:

Espreadsheets, arranging

Select the cells to

delete The cells below are

shifted up

In the Help index,* see:

EDocument command

Eframes, formatting

Eopening

Spreadsheet 7-19

Adding borders, colors, and patterns to cells

You can add borders, colors, and patterns to one or more cells, or to entire

rows or columns.

To add a border, color, or pattern, start by selecting the cells, rows, or

columns you want to change. (If you need to use the tool panel, choose

Show Tools from the Window menu.)

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

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. Choose it again when

you want to unlock titles.

Note You can’t select cells in locked titles, and you can’t lock titles in a

spreadsheet frame.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this

Add a border Choose Borders from the Format menu, select border options, and

then click OK. Or click one of the border buttons on the Default

button bar. Choose a color from the pen color palette on the tool

panel.

Remove a border Choose Borders from the Format menu, deselect border options, and

then click OK. Or click the border button again.

Change a cell’s border

color Select a bordered cell and then choose a color from the pen color

palette on the tool panel.

Fill cells with color

or pattern Click a cell and choose from the fill color and pattern palettes on

the tool panel. Textures and gradients cannot be added to cells.

In the Help index,* see:

Eborders, spreadsheet cells

Espreadsheets, formatting

Estyles

In the Help index,* see:

Elocking

Cells in the locked area

have solid borders

This cell was selected when

Lock Title Position was chosen

7-20 AppleWorks 5 User’s Manual

Adding and removing page breaks

Spreadsheet pages break automatically when the page is full.

Changing the display

To change how AppleWorks displays the cell grid, row and column

headings, formulas, and circular references, choose Display from the Options

menu. Select or deselect options in the Display dialog box and click OK.

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.)

To Do this

Add page breaks manually that

occur before the automatic page

breaks

Select the cell, row, or columns where you want the page

to end. Then choose Add Page Break from the Options

menu. AppleWorks marks the break with a dotted line.

Remove a manual page break Select the cell, row, or column where you previously set

the page break and then choose Remove Page Break from the

Options menu.

Remove all manual page breaks Choose Remove All Breaks from the Options menu.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

This option Displays

Cell Grid Dotted gridlines that separate the rows and columns

Solid Lines The cell grid with solid gridlines (Cell Grid must be selected)

Formulas Formulas (rather than computed values) in cells that

contain formulas

Column Headings

Row Headings Column and row headings

Mark Circular References Dots in cells that contain circular cell references (Formulas must

be deselected)

In the Help index,* see:

Epages, breaks

In the Help index,* see:

EDisplay command

Spreadsheet 7-21

Printing a spreadsheet document

You can control various aspects of how your spreadsheet document prints.

Working with formulas

Use formulas to perform calculations on spreadsheet data. You can combine

numbers, cell references, named cells or ranges and functions (predefined

formulas) to build your formulas. For some simple formula examples, see

“Examples: Entering formulas” on page 7-25.

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.

Understanding formulas

Within a single formula, you can calculate a result using:

1values, such as $4.95, Ms. Jane Smith, or February 2, 1997

1operators, such as +, -, *, =, >, or ()

1cell references, such as B2, P66, or D7

1functions, such as =SUM(B2+N66) or =PRODUCT(A1..C1)

1named ranges

To print Choose

Row and column titles on every page Lock Title Position from the Options menu

The range of cells that you

specify, rather than all formatted

cells and cells that contain data

Set Print Range from the Options menu. In the

Print Range dialog box, click Print Cell Range, type

the range you want to print, and then click OK.

Row and column headings or the

cell grid Click on the Default button bar (or choose Print

from the File menu). In the dialog box, select or

deselect the Print Column Headings, Print Row Headings,

and Print Cell Grid checkboxes.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Eprinting, spreadsheets

ESet Print Range command

In the Help index,* see:

Espreadsheets, calculations

7-22 AppleWorks 5 User’s Manual

Formulas can be simple or very complex, with many parts. All of these are

legitimate (and simple) formulas:

See “Working with functions” on page 7-26 for more information on

functions.

Cell references in formulas

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.

1A relative reference gives the location of a cell relative to the location of

the current cell. If you copy and paste a formula with a relative reference

to another cell, AppleWorks changes the reference to reflect the relative

position from the new source cell.

1An absolute reference stays the same when you copy and paste a formula.

To enter an absolute cell reference, type a dollar sign ($) before each part

of the cell address. You can also mix absolute and relative addresses in

the same formula (for example, =$A$1+B1).

This formula Does this

=B6+B8 Adds the values in cells B6 and B8

=E9*3.5 Multiplies the value in cell E9 by 3.5, a constant (fixed value)

that you supply

=Shares*Price Multiplies the values in two named cells (see “Naming cells

and ranges” on page 7-12)

=“California” Places a text constant (California) in a cell

=SUM(D4..D12) Uses the SUM function (a predefined formula) to add the

values in the cell range D4 to D12

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Ecells, references

The formula in cell A3 is =$A$1+$A$2.

If you copy the data in cell A3 to B3, the

formula is still =$A$1+$A$2.

Relative reference

The formula in cell A3 is =A1+A2. If

you copy the data in cell A3 to B3,

the formula becomes =B1+B2.

Absolute reference

Spreadsheet 7-23

Circular references Avoid circular references in a spreadsheet. A circular

reference occurs when two or more cells refer to each other—for example

when cell A1 contains =B2*3 and cell B2 contains =A1+4. A circular

reference also occurs when a cell refers to itself, for example, in the formula

A10=SUM(A1..A10).

AppleWorks marks cells that contain circular references with bullets. To

turn off the markings, choose Display from the Options menu, and then

deselect Mark circular refs.

Entering formulas

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.

Tip You can quickly total the values in selected cells and display the result

in the row or column cell adjacent to the selected cells. Select the cells

(including a blank cell to display the total) and click on the Default button

bar.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this Example

Enter a reference to

a single cell Click to select the cell that you want to

refer to. AppleWorks enters a plus sign (+)

when you click the next cell. (To use a

different operator—such as * to multiply—

type the operator before you click the next

cell.) AppleWorks inserts the cell reference

at the insertion point in the formula.

=B1+C1

=B1*C1

Circular reference

In the Help index,* see:

Earithmetic operators

Espreadsheets, calculations

Select the cells to be totaled

and the cell for the result

Before After

7-24 AppleWorks 5 User’s Manual

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 2-20.

Calculating formula results

When you enter and confirm a formula, AppleWorks computes the result.

AppleWorks is preset to calculate formulas automatically each time you

confirm an entry in a cell. To turn automatic calculation on or off, choose

Auto Calc from the Calculate menu. When Auto Calc is on, you see a

checkmark next to the Auto Calc command.

Because automatic recalculation of large spreadsheets can be time

consuming, you may want to work with Auto Calc off. To calculate formula

results when Auto Calc is off, choose Calculate Now from the Calculate menu.

Enter a reference to

a cell range Drag to select the range that you want to

refer to. The reference to the cell range

appears at the insertion point in the

formula. Then enclose the range in

parentheses.

Or type the addresses of the cell at the

upper left of the range and the cell at the

lower right with two dots between them

and enclose the range in parentheses.

=SUM(B1..C1)

Enter an absolute

cell reference Click in the entry bar before the part of the

cell address that you want to make absolute

and then type a dollar sign ($).

=$A$1+B$1+$C1

Enter a reference to

a named cell or

range

Choose the name of the cell or range from

the menu in the entry bar.

For more information, see “Naming cells

and ranges” on page 7-12.

=Revenue-Expenses

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)

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this Example

In the Help index,* see:

EHelp, printing

In the Help index,* see:

EAuto Calc command

Spreadsheet 7-25

Making corrections

If you see ### in a cell, it means the column is too narrow to display the

number. To widen the column, select the column and then increase its width

by choosing Column Width from the Format menu. Type a width, and then click

OK. For more information on changing the size of a column, see “Resizing or

hiding rows and columns” on page 7-17.

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.

Examples: Entering formulas

These examples show how to use formulas to add numbers.

Example 1: Simple arithmetic

To enter a formula that sums three numbers:

1. Click a cell to make it active.

2. Type =12+3-5 in the entry bar.

3. Click to confirm the entry.

AppleWorks sums the numbers and displays the result, 10, in the cell.

Tip To total the value quickly, select the cells and click on the Default

button bar.

Example 2: Using cell references

To sum three numbers using cell references:

1. Type 75, 150, and 725 as shown here.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Eformulas, spreadsheet

Eresizing, spreadsheet cells

Etroubleshooting

Before After

Error messages

7-26 AppleWorks 5 User’s Manual

2. Click cell B3, type an equal sign (=) in the entry bar, and then click cells A1,

A2, and C1.

AppleWorks inserts the addition operator (+) between each cell reference.

Your spreadsheet should look like this:

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 (=).

Working with functions

AppleWorks provides functions, or built-in routines, that you can use alone

or include in a formula. Use functions to perform computations—such as

summing a group of numbers or deriving a square root—without having to

type the entire formula. You can use a function by itself in a formula, or you

can combine it with other values, operators, cell references, and functions.

For an example of a simple function, see “Example: Using the AVERAGE

function” on page 7-28.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Entry bar Formula

Operators

The formula’s result goes

in the selected cell

Add

ress o

selected cell

In the Help index,* see:

Efunctions

Spreadsheet 7-27

AppleWorks provides over 100 functions in nine general categories. A

complete list of these functions is in onscreen Help.

Entering 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. Choose the type of function you want from the Category pop-up menu in the

Paste Function dialog box, select a function from the alphabetical list, and then

click OK.

4. In the entry bar, select the sample values and replace them with values, named

cells, or cell references.

For more information, see “Naming cells and ranges” on page 7-12, and

“Cell references in formulas” on page 7-22.

5. When you’re satisfied with your entry, click to confirm it.

Category Purpose Example

Business and

Financial Calculates mortgage and payment values PMT (Payment)

Date and Time Manipulates dates and times DATE

Information Looks up and evaluates information in

spreadsheet cells, cell ranges, and database fields LOOKUP

Logical Evaluates Boolean expressions, which result in

either TRUE or FALSE ISBLANK

Numeric Performs general mathematical calculations ROUND

Statistical Calculates general statistics, such as standard

deviation and variance AVERAGE

Text Finds, compares, and manipulates text

expressions CODE (ASCII code)

Trigonometric Creates and evaluates mathematical and

scientific values SIN

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Efunctions

7-28 AppleWorks 5 User’s Manual

Tip If you know the name and format of a function, you can type it, rather

than paste it, in the entry bar.

Example: Using the AVERAGE function

This example shows how to use the AVERAGE function to calculate the

average of three numbers.

1. In your spreadsheet, type 74, 88, and 93 in cells A1, B1, and C1.

2. Click cell D1 to select it.

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.

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 to accept the

function.

AppleWorks replaces the sample values with the selected cell range and

displays the average value (85) of the selected cells as the result.

Select the sample values Replace the sample values

Cell address of result Function Click to cancel or

confirm entry

Function’s result goes here

Numbers to average

Select the sample values

but not the parentheses

Address of cell where

function is stored

Spreadsheet 7-29

Displaying data in charts (graphs)

A chart (or graph) shows graphic relationships and trends among data. You

can chart data in a spreadsheet frame as well as in a spreadsheet document.

Making charts

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.

You can create more than one chart for each spreadsheet or spreadsheet

frame.

Updating chart data The chart is linked to the spreadsheet, so when you

change data in the spreadsheet, AppleWorks updates the chart. Copying (or

cutting) and pasting a chart severs its link to the spreadsheet data. If you then

change the spreadsheet data, AppleWorks won’t update the pasted chart.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Cell range

The result

In the Help index,* see:

Echarts, creating

Line chart

Data

In the Help index,* see:

Echarts, creating

Echarts, modifying

7-30 AppleWorks 5 User’s Manual

Changing chart options

You can change the way data is plotted as well as the appearance of a chart’s

elements (the title, axes, series, series labels, or series symbols). Each type

of chart (this one is an X-Y scatter chart) contains most of the same elements.

To revise an existing chart, double-click the chart, or select the chart and

choose Chart Options from the Edit menu.

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.

Use this option in the

Chart Options dialog box To set or change

Gallery Chart type

Axes Label, scale, and tick marks on an axis

Series Format and symbol for the data series (value)

Labels Position and format of the title and legend

General Chart range, series orientation (in rows or in columns)

How number data (if any) in the top row or left column is

treated (plotted or used for labels)

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Echarts, creating

Series symbols

Title

Legend

Y axis

X axis

Axes labels

Use this data to make the chart

Series box

In the Help index,* see:

Echarts, modifying

Echarts, options

Spreadsheet 7-31

Note AppleWorks provides numerous techniques for setting and changing

the chart’s elements. You can experiment with the various techniques for

working with chart elements described in onscreen Help. If you don’t like

the results, click on the Default button bar, or choose Undo from the Edit

menu. You can also choose Revert from the File menu, or delete the chart and

make a new one.

Deleting, copying, or moving a chart

A chart is an object that you can delete, cut, copy, move, or resize. To start,

select the chart by clicking it. A selected chart has handles.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Select the chart and then

Cut or copy a chart On the Default button bar, click to cut or to copy (or

choose Cut or Copy from the Edit menu). Cutting or copying a

chart breaks its link to the chart’s spreadsheet.

Move a chart to another

location in the same

document

Drag it to a new position (not by a handle). Moving a chart

maintains the link to the chart’s spreadsheet.

Resize a chart Drag one of its handles

Scale a chart to a specific

percentage Choose Scale By Percent from the Arrange menu and then enter

percentages to scale the chart horizontally and vertically.

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.

Bring a hidden spreadsheet

frame back into view Select the chart and then click on the Default button bar, or

choose Move To Back from the Arrange menu

In the Help index,* see:

Echarts, modifying

7-32 AppleWorks 5 User’s Manual

Enhancing a chart’s appearance

Because a spreadsheet chart is an object, you can change the chart’s

appearance by selecting all or part of it and using the fill and pen palettes and

text formatting commands.

Italicize the text

along the axes

Hide the title and

legend borders

Paste a picture into

the spreadsheet and

drag the picture over

the chart

Hide the

chart’s border

Change the data

series symbol to

a 3-point line

Original chart

Enhanced chart

Series symbol

Title

Legend

Y axis

X axis

Axes labels

Series box

Spreadsheet 7-33

Choose Show Tools from the Window menu to display the tool panel, then try

some of the following techniques using the fill and pen palettes. (For

information on using the pen and fill palettes, see “Changing lines, borders,

colors, patterns, and textures” on page 5-9.) The effect you achieve varies with

the type of chart. Feel free to experiment. If you don’t like the results, use Undo

in the Edit menu or Revert in the File menu, or delete the chart and make a new

one.

Note To change the appearance of chart elements in one step, select the

element and apply a style. For information on applying styles or creating

your own, see “Using styles” on page 9-5.

Adding pictures or a text frame

AppleWorks provides you with several methods for adding pictures to a

spreadsheet. You can also add text frames to create special effects. Pictures

or text frames that you add to a spreadsheet are objects, and can be moved

and manipulated just as other objects can. See “What are objects?” on

page 5-3 for more information about objects.

To Select the chart or chart element, and then

Change the background of

the chart, title, or legend Choose from the fill color, pattern, texture, or gradient

palettes

Change the chart, legend, or title

border, or the axis line Choose from the pen color, pattern, and width palettes

Hide the chart, legend, or title

border, or the axis line Choose None from the pen width palette

Change the appearance of text

along an axis Choose Font, Size, Style, or Text Color from the Format

menu and options from the submenu, or use the pop-

up menus on the button bar

Change the color, pattern, or border

of a series (for example the bars on a

bar chart or the symbol on a scatter

chart)

Click the series box once, and then choose from the

fill and pen palettes

Make a chart or the series

(for example the bars on a

bar chart) transparent

Choose the transparent icon from the

fill pattern palette

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Echarts, creating

Echarts, formatting

7-34 AppleWorks 5 User’s Manual

Note Pictures (and frames) are layered on top of the spreadsheet. You can’t

place a picture in the entry bar or directly in a spreadsheet cell.

Start by choosing Show Tools from the Window menu to display the

tool panel.

To Do this Example

Add AppleWorks

clip art to a spreadsheet From the File menu, choose Library and then

select a library. In the library palette, select

the item you want and click Use.

Draw directly in

the spreadsheet Select a drawing tool, move the pointer into

the document, and drag to create an object.

Add a paint frame to

a spreadsheet Select the paint tool , move the pointer

into the document, and drag to create the

frame. Then, use the painting tools to paint in

the frame.

Add a text frame Select the text tool and click once in the

spreadsheet. Select a font, size, and style, and

then type your text.

Display handles on a

frame so you can treat it

as an object

Click the frame once.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Add clip art from an

AppleWorks library Draw a rectangle and

fill it with a gradient

Type in a text frame,

rotate the frame, and drag

it over the rectangle

In the Help index,* see:

Edrawing, tools

Eframes, creating

Elibraries, using Clip art in a library

Spreadsheet 7-35

Creating links in spreadsheet documents

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.

If you paste text with links assigned to it from a word processing document

or text frame to a spreadsheet cell, the links are not pasted. If you paste text

with links assigned to it from a spreadsheet cell to a word processing

document or text frame, the links are not pasted.

To create a link in a spreadsheet document or frame, select the cell, and then

create the link. 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 11-6.

For information on In the Help index,* see:

Copying and pasting pictures in a spreadsheet ECopy command

Inserting (importing) pictures created in another application EInsert command

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Ebook marks

Elinks

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.

All database features, including procedures, buttons, and troubleshooting,

are described completely in onscreen Help.

When to use a database

Use a database to:

1maintain address lists, and then print names and addresses onto labels,

form letters, and personalized notices

1maintain customer lists for automated mass mailings, or information

about guests and vendors for parties and events

1create attractive invoices and reports

1create lists you need to sort, such as bibliographies for school papers

1catalog recordings, stamps, and other collections

Database basics

If you have not previously worked with AppleWorks database documents,

take a few minutes to read about some general database concepts, the basics

of setting up a database, and entering information.

8-2 AppleWorks 5 User’s Manual

What’s a database?

A database is a collection of related information, or data, which you can sort,

search through, and print as needed. Using a database, you can organize and

analyze information in various ways so that you understand its significance.

These are the elements that make up a database.

Using Browse, List, Find, and Layout modes

In AppleWorks there are four modes in which to work with a database—

Browse, List, Find, and Layout. You select a mode using the corresponding

command in the Layout menu.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Edatabases, documents

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

In the Help index,* see:

EBrowse mode

In Browse and List modes, you view, add, change, and delete records

Browse mode

List mode

Database 8-3

Creating a database document

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. (If you don’t see the button bar,

choose Show Button Bar from the Window menu.)

When you open a new database document, you begin by defining fields. The

field definition consists of the field name, field type (such as text or number),

and other options. Once you have defined the fields, you make new records

and enter values (data) in the fields.

Example: Creating a simple database

In this section, you set up an example database with two fields and three

records.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

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

In the Help index,* see:

Edocuments, creating

8-4 AppleWorks 5 User’s Manual

Part 1: Start a new database document

1. If AppleWorks isn’t running, start AppleWorks as described in “Starting

AppleWorks” on page 2-1.

2. Click on the Default button bar. (Or, choose New from the File menu. In

the New Document dialog box, select Database, and then click OK.)

You see the Define Database Fields dialog box, where you set up database

fields.

Part 2: Define two fields

1. In the Field Name box, type Continent, and then click Create.

2. In the Field Name box, type Country (replacing the field name Continent), and

then click Create.

3. Click Done.

You see the first record of your database, in Browse mode.

Type the field names here

New field names appear here

Select a field type here

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.

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. Choose New Record from the Edit menu again.

Three records now appear in the database.

Part 5: Finish entering data in the new records

1. In the second record, click in the Continent field, type Asia, and then press

Tab.

2. Click in the Country field of the same record and type Japan.

3. In the third record, type South America in the Continent field, press Tab,

and then type Brazil in the Country field.

ype

ues

ere

Field names

rst recor

looks like this

Your database with three records

8-6 AppleWorks 5 User’s Manual

Part 6: Close the database

Note You may want to save your example database and use it to practice

other database operations described in this chapter and in onscreen Help. For

example, you could try adding different field types, changing the layout of

the fields, and searching for specific records.

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

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. When planning your

database, decide:

1what you want the database to accomplish

1which fields the database will contain and the type of data they’ll hold

1what each record in the database will represent (for example, an employee

or an invoice)

1how the database can help you work more efficiently, by using options

such as formulas and automatic data entry

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Eplanning databases

Identify fields that are

automatic entries or the

results of calculations

List the fields each record

will hold

Database 8-7

Tip When you design a database that holds names and addresses, you can

start quickly by using the Address List Assistant, and then changing the

database as needed. For more information about using Assistants, see “Using

an Assistant” on page 2-4.

Defining database fields

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.

Note You can also change the appearance of text and the format of numbers,

dates, and times for existing fields. For more information, see “Changing the

appearance of data” on page 8-34.

Adding fields to an existing database

To add fields to an existing document, choose Define Fields from the Layout

menu. When you create new fields, AppleWorks automatically adds them to

the layout you have chosen.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Efields, defining

Field names and field

types appear in a list

Type a field name

Select a field

type

Click to set up entry

options for a field

8-8 AppleWorks 5 User’s Manual

Assigning field types

To assign a field type to a field, choose from the Field Type pop-up menu in

the Define Database Fields dialog box. Field types affect the way you enter

and use your data.

Tip Use a text field (or a field that holds text, such as a pop-up menu) for

postal codes so you can sort addresses by postal code number. If the postal

code is a number field, AppleWorks ignores leading zeros. As text, the codes

are sorted properly and retain any leading zeros.

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.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Use this

field type To Example

(in Browse mode)

Text Enter any text, numbers, or symbols (up to

1008 characters, depending on custom

styles—such as italic—assigned to the

field)

Number Enter any number

Date Enter the day, month, and year

Time Enter hours, minutes, and seconds

Name Enter names that sort by the last, first, or

other word in the field, depending on how

you type the name. See “Entering data in

fields” on page 8-13.

Pop-up Menu Choose from a menu of preset values

In the Help index,* see:

Efields, types

Database 8-9

Radio Buttons Choose among options

Check Box Select or deselect the field

Serial Number Have AppleWorks assign a unique,

sequential number to the field in each

record

Value List Choose from a scrolling list of preset

values, or enter a different value

Multimedia Display a picture, movie, or library object.

A picture in a multimedia field is stored

with the database document. A movie in a

multimedia field is a reference to a movie

file, which is stored separate from the

database document.

Record Info Display the time and date that the record

was created or modified, or the name of

the creator or modifier

Calculation Produce the result of a formula that

calculates values from the current record

in the database. For more information, see

“Defining calculation and summary

fields” on page 8-11.

Summary Produce the result of a formula that

summarizes values from one or more

records in the database. The field appears

only in the summary part of a layout. For

more information, see “Creating a layout”

on page 8-30.

Use this

field type To Example

(in Browse mode)

8-10 AppleWorks 5 User’s Manual

Checking or entering data automatically

AppleWorks can enter or check data when you create records. For example,

you may want the data in a number field to be unique and within a certain

range.

To set up a field for data checking or automatic entry, select the field from

the list in the Define Database Fields dialog box and click Options. You see

the options available for the type of field you selected. For example, this

dialog box shows the options available for number fields:

Other field types, such as pop-up menus, radio buttons, serial numbers, and

value lists, have different options:

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Efields, defining

Type the data you want

AppleWorks to enter

automatically

Set criteria for having

AppleWorks check the

data as it’s entered

Field nameField type

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

Database 8-11

For complete information on every field type available in AppleWorks, see

onscreen Help.

Defining calculation and summary fields

You define a field type as a calculation or summary field when you want the

value in the field to be the result of a formula. A formula can include values

from one or more other fields in the database, operators, functions, and

constant values.

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.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Eformulas, database

Click field names, operators, and functions

to include in the formula

Choose a format for

the formula result

Name of field that

holds the formula

8-12 AppleWorks 5 User’s Manual

You enter a formula for a calculation or summary field just as you do for a

spreadsheet cell. (See “Working with formulas” on page 7-21.) The type of

operation a formula performs depends on the field type of the values it

calculates and whether the formula’s field type is calculation or summary.

1Use a calculation field to calculate a value from values in other fields in

the current record.

1Use a summary field to calculate a summary value using values from one

or more records in the database.

You immediately see the result for a calculation field in Browse mode and

List mode when you add records, and when you change values used in a

calculation.

Note To see the result for a summary field, you must create a summary part

in Layout mode, and insert the summary field. Then, sort the records and

switch to page view. For more information about summarizing data, see

“Presenting and summarizing data with parts” on page 8-36.

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.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Choose Define Fields from the Layout menu, and then

Add a field Type the name of the new field, choose a type from the

Field Type pop-up menu, and then click Create

Delete a field Click the field name in the Field Name list, and then click Delete

Change a field name Click the field name in the Field Name list, type a name, and

then click Modify

Change a field type Click the field name in the Field Name list, choose a type from

the Field Type pop-up menu, and then click Modify

Change a calculation or

summary formula Click the field name in the Field Name list, click Modify, make

your changes to the formula, and then click OK

Change field entry options Click the field name in the Field Name list, click Options, make

your changes in the dialog box, and then click OK

In the Help index,* see:

EDefine Fields command

Database 8-13

Entering data in fields

When you finish defining the database fields, you see them displayed in

Browse mode in a standard layout, in the order you created them. You can

now start entering data.

You enter data in Browse mode (or List mode, when you select List from the

Layout menu) by selecting a field and typing a value in it. You can’t select a

field that contains a formula or a field whose type is Record Info, because

AppleWorks enters those values for you.

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. To deselect a record, press Enter (on the numeric keypad), and then

try again. Or, make the first field active by pressing Tab.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this

Move to the next field Press Tab.

Move to the previous field Press Shift-Tab.

Edit data in a field Click in the field and edit the data.

Insert a tab within a field Press 2-Tab.

Enter the current date in a date field

or current time in a time field Press 2-Hyphen.

Enter a date, time, or number Type numerals and punctuation characters.

In the Help index,* see:

Efields, changing

Efields, entering data

Efields, navigating

To select a field,

click within its

borders

Fields for one

record

Current number of

records

Fields in a standard layout (in Browse mode)

Drag the control up or down to move

quickly through records

Click outside a field border

to select the whole record

8-14 AppleWorks 5 User’s Manual

Adding records

To add a record, choose Browse or List from the Layout menu, and then click

on the Default button bar, (or choose New Record from the Edit menu).

AppleWorks displays the record in the current layout and increases the

record number in the status area by one. You can quickly add a new record

by typing 2-R.

AppleWorks adds new records after all the records in your database. You can

move selected records between existing records by using drag and drop. (To

view records in a particular order, regardless of the order in which you

entered them in the database, you can sort them. See “Sorting records” on

page 8-22.)

Enter a name in a name field For names that you want to sort by the last word in the

field, type the first and last name (for example, Jane

Adams sorts by Adams). For names that end with a

title, type Option-space between the last name and the

title (for example, James Smith Jr. sorts by

Smith).

For names that you want to sort by the first word in the

field, type @ at the beginning of the field (for example,

@Treetop Books sorts by Treetop). You see the @

symbol only when you select the field.

Enter a picture or movie in a

multimedia field Use one of the following methods:

1Copy and paste a picture or movie from a different

document.

1Choose Insert from the File menu, and then select the

picture or movie file using the Insert dialog box.

1Add or drag and drop an object from a library

palette.

1Use drag and drop to drag the picture or movie file

into the AppleWorks database field.

When a field contains a picture, you see the picture in

the field. When the field contains a movie, you see a

preview image of the movie. To play a movie, see

“Playing movies in multimedia fields” on page 8-17.

Choose a value from a

predefined list Select the field to see the predefined list. Then

double-click a value, or select the value and press Enter

(on the numeric keypad).

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this

In the Help index,* see:

ENew Record command

Edrag and drop

Database 8-15

Changing the tab order

The tab order is the order in which you move from one field to the next when

you press Tab in Browse mode. The tab order is preset to the order in which

you place the fields on the layout. Changing the tab order does not rearrange

the fields—it simply changes the order of field selection when you press

Tab.

To change the tab order, choose Browse from the Layout menu, and then

choose Tab Order. In the Tab Order dialog box, click Clear, and then move the

field names into the Tab Order list, in the order you want data entered into

them. To move a name, click the field name in the Field List, and then click

Move.

Tip To change the tab order in List mode, reorder the fields. See “Moving

columns and formatting data” on page 8-20.

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. Once you duplicate a record, you can change only the

values that are different in the new record, and avoid retyping identical

information.

You can also copy and paste a record to duplicate it, or delete one or more

records at a time.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Select the record to duplicate, delete, or move,

and then

Duplicate a record Choose Duplicate Record from the Edit menu. AppleWorks

adds a copy of the record to the end of the database and

places the insertion point in the first field, ready for you to

enter data.

Copy and paste a record into

another document, application,

or database

Click on the Default button bar, or choose Copy from

the Edit menu. Then click or choose Paste. If you’re

pasting the record into an AppleWorks database, the copy

is added to the end of the database.

In the Help index,* see:

Etabbing

In the Help index,* see:

Erecords, adding

Erecords, deleting

8-16 AppleWorks 5 User’s Manual

Moving through records

Use the record book to move or browse through records. Start by choosing

Browse or List from the Layout menu.

To go to the same field in the next record, press 2-Return. To go to the same

field in the previous record, press 2-Shift-Return.

Delete a record Choose Delete Record from the Edit menu. If you change

your mind, before you do anything else, click on the

Default button bar, or choose Undo from the Edit menu to

restore the record.

Temporarily delete a record that

you want to move or paste back

in later

Click on the Default button bar, or choose Cut from the

Edit menu. Keep in mind that if any other records or text

are copied or cut in the meantime, the record is lost.

Move one or more records

within the same database, to

reorder them

Use drag and drop to drag the records to the new position.

(You can view records in a particular order, regardless of

the order in which they were entered, by sorting them. See

“Sorting records” on page 8-22.)

Move one or more records to a

different database with similar

fields

Open the other database, and then use drag and drop to

drag the records to the other database.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Select the record to duplicate, delete, or move,

and then

In the Help index,* see:

Edatabases, using

Drag to move across many

records at once

Click here, type the number of the record to go to, and

then press Return

Click to go to the

previous record

Click to go to the

next record

Database 8-17

Viewing records

You can view records in various ways to suit your needs.

Playing movies in multimedia fields

When a field contains a QuickTime 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.

Important If a database document includes a multimedia field that displays

movies, and you move the document to a different computer, you must move

the movie files to the same computer.

To Do this Example

View records in a

continuous list Select Browse from the Layout

menu, and then choose

Show Multiple. (If Show Multiple is

dimmed, deselect Page View

from the Window menu first.)

View records in

rows and fields in

columns

Select List from the Layout

menu.

View one record at

a time Select Browse from the Layout

menu, and then deselect

Show Multiple from the Layout

menu. (If Show Multiple is

dimmed, deselect Page View

from the Window menu first.)

View the records as

they will print on

paper

Select Page View from the

Window menu.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Erecords, viewing

In the Help index,* see:

Eplaying movies

8-18 AppleWorks 5 User’s Manual

Note You can also add a movie to an entire document. For more information,

see “Working with movies” on page 9-31.

Working with rows and columns in List mode

List mode allows you to view and work with many records at once. In List

mode, you see all the fields in your database in a columnar layout. To work

in List mode, choose List from the Layout menu.

You work with records in List mode much like you do in Browse mode: you

can enter data, select, hide, or sort records, or create new records. In addition,

you can resize or format rows and columns, and reorder the columns.

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.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To select Do this Example of selected area

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.

In the Help index,* see:

EList mode

Records are in

rows

Fields are in columns

In the Help index,* see:

EList mode

Database 8-19

Note To change the appearance of text in selected rows and columns in List

mode, see “Moving columns and formatting data” on page 8-20. (For more

information about text attributes, see “Changing text appearance” on page

4-7.)

Resizing rows and columns

When you first choose List mode, you see data in rows and columns of

uniform size. To see more data, resize the rows or columns.

To resize rows and columns, move the pointer to the bottom of the row

heading or to the right edge of the column heading you want to resize. The

pointer changes to a double arrow ( or ). (If your pointer looks different,

move the cursor until it’s directly over the row or column border.) Then drag

the pointer to the right or down until the row or column is the size you want.

Multiple fields Drag the pointer across the

fields. (If the first field in your

selection is a pop-up menu or a

checkbox field, press Option as

you drag.)

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To select Do this Example of selected area

In the Help index,* see:

EList mode

Bottom of

row heading

Right edge of column heading

Resized row

Resized columns

Before

8-20 AppleWorks 5 User’s Manual

Moving columns and formatting data

As you work in List mode, you can change the position of a column or the

appearance of data in a column or row.

Note You can change the appearance of text in a column in one step by

applying a style. See “Using styles” on page 9-5.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this Example

Move a column Move the pointer to the column

heading. The pointer changes to

this . Drag the column to the

new position.

Change the

format of a

column of

number, date, or

time fields

Double-click the column

heading, choose options in the

Format dialog box, and then click

OK.

Change the

appearance of

text in a column

Double-click the column heading

and select options in the

Text Style dialog box. Or, select

the column and choose from the

Font, Style, Size, and Text Color

pop-up menus in the button bar.

Change the

appearance of all

the text fields in

one or more rows

Select the rows and choose from

the Font, Style, Size, and Text

Color pop-up menus in the button

bar. (Your changes don’t affect

number, date, or other non-text

fields.)

In the Help index,* see:

EList mode

Pointer

Before After

Database 8-21

Selecting and hiding records

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.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this Example

Select a record Click anywhere in the

record, outside of a field.

Select multiple

records Drag through the records to

select, or select a record and

then Shift-click another

record to extend the

selection.

Hide unselected

records Select the records you don’t

want to hide, and then

choose Hide Unselected from

the Organize menu.

Hide selected

records Select the records you want

to hide, and then click

on the Default button bar

(or choose Hide Selected from

the Organize menu).

In the Help index,* see:

Estatus panel, databases

In Browse mode,

click here

In List mode,

click here

Before After

8-22 AppleWorks 5 User’s Manual

Sorting records

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.

Tip To sort records quickly by field, select the field and then, on the Default

button bar, click to sort in ascending order or click to sort in

descending order.

Hidden records are not sorted.

To save a set of sort criteria, choose New Sort from the Sort pop-up menu.

To sort records without saving the criteria, choose Sort Records from the

Organize menu.

Deselect records

in a selection,

or select non-

contiguous

records

2-click the record.

Show all records Click on the Default

button bar (or choose Show

All Records from the Organize

menu).

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this Example

In the Help index,* see:

Erecords, sorting

Database 8-23

Note AppleWorks sorts name fields (fields whose type is Name) by the last,

first, or other word in the field, depending on how you type the name. For

more information, see “Entering data in fields” on page 8-13.

To From the Sort pop-up menu, choose

Use a named sort The named sort

Change the sort order Edit Sort. Select a named sort from the list and click Modify.

Select a field, choose Ascending or Descending, and then

click OK.

Rename a named sort Edit Sort. Select a named sort from the list, and then click

Modify. Type a new name, and then click OK.

Delete a named sort Edit Sort. Select a named sort from the list, click Delete, and

then click OK.

Select sort order for

selected fields

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

Click to clear the Sort

Order list

Click to move fields

between the Field List and

the Sort Order list

Records are sorted by State,

then by Customer

Selecting a

named sort

8-24 AppleWorks 5 User’s Manual

Finding information

There may be times when you want to view, update, or print a specific group

of records. To find information in a database, you can search for particular

text, create a find request to search for records that meet your criteria, or

write a formula to select records that match the formula’s result.

Finding text

To find text within a field, choose Find/Change from the Edit menu. For more

information about finding and changing text, see “Finding and changing

text” on page 4-29.

Finding records with a find request

Create a find request to find and display only the records that satisfy the

search criteria that you set. After the search, AppleWorks displays the results

in Browse mode.

To create a find request, choose Find from the Layout menu, type or select the

search criteria in the find request, and then click Find.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Efinding text

Efind requests

Search visible records

or all records

(including hidden

records)

Type or select the

value you want to find

in one or more fields

The status panel changes

in Find mode

Click to show records

that do not meet your

search criteria

Click to start the

Click to create or choose

a named search

Database 8-25

To narrow your search, you can use relational operators (such as < and >),

enter values in multiple fields, or require that a record meet either one set of

search criteria or another. There are many ways to combine different search

methods. The following table provides some common examples.

For example,

to find In Find mode, do this in the

find request Example

Only records that

contain a specific

value

Type or select the value.

Only records that

contain a set of

specific values

Type or select the set of

values.

All records that contain

one or the other set of

values

Type or select the first value

or set of values and then

choose New Request from the

Edit menu. Enter another value

or set of values in the new find

request.

All records that do not

contain a specific value Type <> or ≠ (Option-=)

before the value to find records

not including empty fields. Or,

type or select the value, and

then click the Omit box to find

all records (including ones

with empty fields).

Records with a value

less than a specific

number

Type < before the value.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

ENew Request command

Eoperators

Finds the Italian restaurants

Finds the Italian restaurants that

have been reviewed

Finds the Italian restaurants and any

restaurant in Calistoga

Finds all restaurants not in Napa

Finds restaurants with average meal

prices less than $10

8-26 AppleWorks 5 User’s Manual

As you work with find requests, keep the following tips in mind:

1You can save and reuse a find request by creating a named search. For

more information, see “Saving a find request (named search),” next.

1Pop-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.

1When you sort, search for, or hide records, AppleWorks renumbers the set

of displayed records, beginning with 1 for the first record in the current

set. To display all records in the database, click on the Default button

bar, or choose Show All Records from the Organize menu.

Saving a find request (named search)

You can save a find request by creating a named search. Once you create a

named search, you can use it whenever you want to find records. You can

also rename, modify, or delete named searches.

To exclude a Do this in the find request

Pop-up menu Choose Don’t Care.

Radio button Click the radio button again.

Checkbox field Click the checkbox until you see a hyphen.

To From the Search pop-up menu, choose

Create a named search New Search. Type a name for the search criteria, and then click

OK. Type the search criteria in the find request, and then click

Store (on the status panel).

Use a named search The named search

Modify a named search Edit Searches. Modify the search criteria, and then click Store.

Rename a named search Edit Searches. Select a named search from the list and click

Modify. Type a new name, click OK, and then click Store.

Delete a named search Edit Searches. Select a named search from the list, click Delete,

click OK, and then click Store.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Enamed searches

Selecting a

named search

Database 8-27

Matching records

For complex searches, use the Match Records feature in Browse mode or

List mode. When you match records, you enter a formula in a field to use for

the search. AppleWorks selects records that match the result of the formula.

When you find records, AppleWorks shows the records it finds and hides the

rest. When you match records, AppleWorks selects the matching records and

leaves all other records in the document open on the screen. To work only

with the matching records, hide the others by choosing Hide Unselected from

the Organize menu.

Tip To match records quickly in Browse or List mode, click in a field and

then click one of the operator buttons on the Default button bar. For example,

to find all records that contain Colorado in the State field, click in a State

field that contains Colorado and then click .

To match records, in Browse or List mode, choose Match Records from the

Organize menu.

Important To search for specific text values, surround the values with double

quotation marks.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To find records that

In Browse or List mode, click in a

field and on the Default button bar,

click

Match the value in the selected field

Do not match the value in the selected field

Contain a value less than the value in the selected

field

Contain a value greater than the value in the

selected field

To match records

that contain

In Browse or List mode,

choose Match Records from

the Organize menu, and then Example formula

A specific value Click the field name, click the =

operator, and then type the value

in double quotation marks

In the Help index,* see:

Ematching records

Selects restaurants in Petaluma

8-28 AppleWorks 5 User’s Manual

Working with layouts

When you work with a database in Browse mode, you see the fields arranged

in a layout, an arrangement of fields, field labels, and other objects that

determine the way data looks when it’s displayed and printed.

AppleWorks automatically creates the standard layout you see in Browse

mode when you create a database. You can change the layout and create

additional layouts for the same data, each one for a different purpose.

Understanding layouts

You create and work with layouts in Layout mode. You can use all the

drawing tools and commands available in AppleWorks to design your

layouts. You don’t enter or edit data in Layout mode, so creating or changing

a layout has no effect on the data in the database.

A specific value in

a pop-up menu or

radio button field

Click the NUMTOTEXT(number)

function and replace number by

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. Then type true

to find selected fields, or

false to find deselected

fields.

A value that’s

more than one

value and less than

another value

Click the AND (logical1, logical2,...)

function, and then replace

logical1, logical2,... with the values

you want, separating each with a

comma.

A date that is later

than the specified

date

Click the field name, click the >

operator, and then use the

TEXTTODATE function to specify

the date.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To match records

that contain

In Browse or List mode,

choose Match Records from

the Organize menu, and then Example formula

Selects the Italian restaurants

Selects the reviewed restaurants

Finds the restaurants with meal prices more

than $5 but less than $15

Finds the restaurants visited in 1997

In the Help index,* see:

ELayout mode

Database 8-29

To edit the current database layout, choose Layout from the Layout menu.

You can create five types of layouts in the New Layout dialog box.

Layout type Description Example

Standard Contains all the fields created

for the database, stacked

vertically, in the order you

created them

Duplicate Creates a copy of the layout

you’re currently using. In List

mode, duplicates the first

layout in the database.

Blank Contains no fields. You add

the fields you want using the

Insert Field and Insert Part

commands in the Layout

menu.

Add graphics and text

Drawing tools

Field labels and fields become

objects in a layout

Field names to the left of each field

Insert the fields and arrange them manually

8-30 AppleWorks 5 User’s Manual

In all layouts, you can:

1add objects and other enhancements

1add, rearrange, or delete fields

1change the appearance of text

1change the format of numbers, dates, and times

1change the appearance of pictures and movies in fields

1change the appearance of pop-up menus, radio buttons, and checkboxes

1add layout parts to organize and summarize data (see “Presenting and

summarizing data with parts” on page 8-36)

Creating a layout

To create a layout, choose New Layout from the Layout menu or from the

Layout pop-up menu.

Columnar

report Shows and prints fields

in columns.

(You can also use List mode to

see data in columns, by

choosing List from the Layout

menu. See “Working with

rows and columns in List

mode” on page 8-18.)

Labels Shows and prints field

contents arranged for use with

mailing or other labels

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Layout type Description Example

Fields are arranged horizontally

Avery 5160/5260/5660 mailing label format

In the Help index,* see:

ENew Layout command

Type a name for the layout

Select the layout type

Database 8-31

New layout names are added to the bottom of the Layout menu and the

bottom of the Layout pop-up menu. You can quickly change the layout of

your data in Browse mode by selecting a different layout name from either

menu.

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.

Label layouts

To create a layout for labels, click Labels in the New Layout dialog box,

choose a label from the pop-up menu, and then click OK. (Avery 5160/5260/

5660 are the most common label sizes used for shipping and postal service

mailers.) In the Set Field Order dialog box, move the ﬁeld names to the Field

Order list, in the order you want them to appear on the label, and then

click OK.

If you choose Custom in the New Layout dialog box, AppleWorks asks you to

specify the size and number of the labels on the page.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Selecting a layout

Columnar layout in Layout mode Columnar layout in Browse mode

In the Help index,* see:

Elayouts, mailing labels

Avery 5160/5260/5660 label

layout in Layout mode Avery 5160/5260/5660 label layout

in Browse mode

8-32 AppleWorks 5 User’s Manual

Tip To create labels quickly, create your database and then use the

Create Labels Assistant. Choose AppleWorks Assistants from the or Help

menu, choose Create Labels, and then click OK. For more information about

Assistants, see “Using an Assistant” on page 2-4.

Editing a layout

To change the arrangement and appearance of data, you must be in Layout

mode. You can use the tool panel to make changes.

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). (For more information about arranging

windows, see “Arranging windows” on page 3-3.)

In Layout mode, fields and field labels appear as objects. You can add,

modify, resize, or move a field or field label in the layout without changing

the data in the database. You change only the field’s appearance, and not its

data. (To change field data, see “Adding, changing, and deleting fields” on

page 8-12. To change the way data appears, see “Changing the appearance

of data” on page 8-34.)

You control the appearance of data in Layout mode.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To Do this

Insert a field in the

layout Choose Insert Field from the Layout menu, select a field and click OK.

Move a field or

field name Select the field or field name and drag it to the new location.

Resize a field or field

name Select the field or field name and drag a handle.

Align fields or field

names Hold down Shift, select the fields and field names to align, and

then choose Align Objects from the Arrange menu, or click one of the

alignment buttons on the Default button bar.

Add text to the layout Select the text tool , click in the document, and then type the

text. Text added to the Header part appears only at the top of each

page; text added to the Body part is repeated with each record.

In the Help index,* see:

Efields, arranging

Elayouts, editing

Database 8-33

Deleting, duplicating, and renaming a layout

Duplicating, renaming, or deleting a layout has no effect on the data in your

records.

Add a picture Use one of the following methods:

1Choose Library from the File menu, choose Open, and then choose

a category. In the library palette, select an item, and then click

Use. For more information, see “Using libraries” on page 3-18.

1Copy and paste a picture from a different document.

1Click on the Default button bar, or choose Insert from the File

menu, and then select the picture file using the Insert dialog

box.

1Use the drawing tools to draw directly in the layout.

1Create a paint frame.

1Use drag and drop to drag the picture from a different document

into the AppleWorks layout.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To From the Layout menu or the Layout pop-up menu, choose

Delete a layout Edit Layouts. Select a layout from the Current Layouts list, click Delete,

and then confirm the deletion.

Duplicate a layout New Layout. Type a new name, select Duplicate, and then click OK.

Rename a layout Edit Layouts. Select a layout from the Current Layouts list, and then click

Modify. Type a new name, and then click OK.

To Do this

In the Help index,* see:

Eduplicating

Elayouts, editing

Elayouts, deleting

8-34 AppleWorks 5 User’s Manual

Changing the appearance of data

While you work in Layout mode, you can change the way text, numbers,

dates, times, and multimedia values appear in Browse mode and List mode

and when you print. You can work with layouts as they are or change them

to suit specific purposes.

Start by choosing Layout from the Layout menu.

To Do this

Change the appearance of text in

text, pop-up menu, radio button, or

checkbox fields

Double-click the field to modify, select options, and

then click OK.

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.

Change the appearance of text in

a non-text field (for example, to

display a date in italic)

Select the field and choose from the Font, Style, Size, and

Text Color commands in the Format menu, or use the pop-

up menus on the button bar.

Change the format of numbers,

dates, and times Double-click the number, date, or time field, select

formats, and then click OK.

Change the appearance of a picture

or QuickTime movie in a

multimedia field

Double-click the field, select options, and then click OK.

Change text appearance or formats

for several fields of a similar type Shift-click the fields to change, and then double-click a

selected field (or choose from the Font, Style, Size, Text

Color, Alignment, and Spacing commands in the Format

menu).

Add a color, pattern, gradient,

texture, or border to any type of

field

Select the field(s) and choose a fill color, pattern,

gradient, or texture from the fill palettes, and a line

color, width, or pattern from the pen palettes on the tool

panel.

You can’t change the border width for a pop-up menu.

Add styles to text in Browse mode Select the text and choose a style from the stylesheet

palette.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Eediting, text

Efields, formatting

Fill palettes Pen palettes

Database 8-35

Note To change a field’s format in one step, you can create styles

(combinations of formatting information). For example, create a style called

Highlight, and then apply it to selected fields (objects) when you’re working

in Layout mode. When you change a style, all the fields with the same style

also change. To create styles, click on the Default button bar, or choose

Show Stylesheet from the Window menu. For more information, see “Using

styles” on page 9-5.

Then click to

apply a style

you created

Properties of the style

Highlight

In Layout mode,

select the fields to

change

To see a style’s properties, click

the Edit button and select the

style

Highlighted field in

Layout mode

Before

Highlighted field in

Browse mode

After

8-36 AppleWorks 5 User’s Manual

Presenting and summarizing data with parts

You use database parts to present and summarize data on the screen and

when printed. A standard layout has one part—a body—which contains the

data from all current records. Other parts you can add are a header,

sub-summaries, grand summaries (leading and trailing), and a footer.

To insert a layout part, choose Layout from the Layout menu, choose Insert Part

from the Layout menu, and then select the part to add.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Elayouts, parts for

Esummaries, database

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. It appears only

when records are sorted by the field it

summarizes (in this example, records are

sorted by the Name field). You can place a

sub-summary part above or below the data it

summarizes.

Parts in Browse mode

(Page View on)

Parts in Layout mode

A grand summary contains one or

ore summary fields that summarize

data in all records in a document. A

leading grand summary goes above

the information, and a trailing grand

summary goes below.

A footer part repeats information below the

data on every page of a layout in a database

document. You can place text or pictures in

a footer part.

Summary fields are defined with

the formula =SUM(‘Contribution’)

Database 8-37

Keep the following points in mind:

1A header or footer part differs from a page header or footer. A page

header or footer is text or pictures that appears at the top or bottom of a

page in any AppleWorks document (except communications). It appears

on every page of a document, (unless you create a title page in a word

processing document using the Section command). A header or footer part

appears on every page of a database document.

To add a page header or footer to a database document, in Browse or List

mode, choose Insert Header or Insert Footer from the Format menu. (These

commands aren’t available in Layout mode.)

1To 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

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. For

example, copy values from summary fields into a spreadsheet, and then

display a bar chart using those values.

To copy summary data, choose Browse from the Layout menu, then choose

Page View from the Window menu. Choose Copy Summaries from the Edit menu.

Open the application or document to hold the copied data, and then paste the

data (for example, select an area in the document and choose Paste from the

Edit menu).

Resizing and deleting parts

Start by choosing Layout from the Layout menu.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

To In Layout mode, do this

Resize a part Move the pointer over the line dividing the parts until it looks like this

, and then drag the line to resize the part area.

Delete a part Delete all fields, text, and graphics in the part. Move the pointer over the

bottom edge of the part until the pointer looks like this . Hold down the

mouse button and drag the line up until the part disappears under the part

above it or disappears at the top of the page. Then release the mouse

button.

In the Help index,* see:

Esummaries, database

In the Help index,* see:

Eresizing, layout parts

8-38 AppleWorks 5 User’s Manual

Creating reports

Using named searches, named sorts, and layouts you have already created,

you can make reports that find and reorder records and print the result. For

example, you might want to set up a report to print the California addresses

from your database on Avery 5164 mailing labels.

To create a report, choose New Report from the Report pop-up menu.

Once you create a report, you can reuse or change it.

Importing data from other documents

When you want to work with information from another database, you can:

1import a database created in a different application (if AppleWorks

supports the format). You open the entire database as an AppleWorks

document.

To From the Report pop-up menu, choose

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. Select a report from the list, click Delete, and

then click OK.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Type a name for the report

Choose report options

In the Help index,* see:

Ereports

Selecting a report

In the Help index,* see:

Eimporting

EInsert command

Database 8-39

1insert information from another AppleWorks database. AppleWorks

pastes the whole database into the current database.

1insert information from saved ASCII, DBF, DIF, or SYLK formats. You

select the fields to insert from the other database.

Any changes you make in AppleWorks affect only the AppleWorks

document into which you import or insert the data. The document that the

data comes from remains unchanged.

Important Make a backup copy of your AppleWorks database before you

insert from another document.

AppleWorks supports these formats:

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 File Type pop-up menu, and then

click Open.

Insert a database Create a database, or open a database to insert into.

Click on the Default button bar, or choose Insert from

the File menu, and then select the file to insert.

If you selected an AppleWorks database, AppleWorks

inserts it. If you selected an ASCII, DBF, DIF, or SYLK

database, choose the fields to insert in the Import Field

Order dialog box, and then click OK.

Supported format Used by

AppleWorks DB AppleWorks

ASCII text Most applications

DBF dBASE files

DIF Some spreadsheet applications, database applications,

and AppleWorks

MS Works 2.0 DB Microsoft Works 2.0

SYLK Spreadsheet applications such as Apple Resolve, Wingz,

and Microsoft Excel

8-40 AppleWorks 5 User’s Manual

Note You can import a FileMaker Pro database document into AppleWorks.

To do so, export (save) the FileMaker Pro document as a DIF document.

Then, import (open) the DIF document with AppleWorks. You can also or

import an AppleWorks document with FileMaker Pro. To do so, export

(save) the AppleWorks document as a DIF document, and then import

(open) the DIF document with FileMaker Pro. When you import a FileMaker

Pro or AppleWorks database document from the DIF format, the field names

are preserved.

Printing a database document

You print a database document in Browse, List, or Layout mode. In Browse

or List mode, the Print dialog box gives you the option of printing the current

record or all visible records.

Printing 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.

AppleWorks sets the layout margins automatically when you use a preset

Avery label layout. If you print custom labels on a laser printer, you must set

the layout margins yourself. For more information, see “Setting margins” on

page 3-17.

Closing up space when you print

When you print labels, unused spaces created by blank fields are closed up

and don’t print. When you print from any other layout, field data is preset to

print as it appears on the screen.

To change the layout of the data when it prints, choose Edit Layouts from the

Layout menu. Select a layout from the Current Layouts list, and then click

Modify. In the Layout Info dialog box, select the settings you want, and then

click OK. You can control the number of columns and close up unused spaces

to the left of or above fields. Your settings apply to the entire layout, and not

to just the selected fields.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Emailing labels

In the Help index,* see:

Eprinting, labels

Database 8-41

So that space closes as you intended, make sure that:

1fields don’t touch each other

1you align fields first (select the objects to align and choose Align Objects

from the Arrange menu)

1fields to close up are the exact same size

Chapter 9: Beyond the basics

Use the features covered in this chapter to help you make the most of

AppleWorks. With these features, you can combine different document

types, make presentations, automate the way you work, create book marks in

areas of a document you want to return to, create links to a different

document, include other applications in your documents, and easily share

data with other documents and applications.

This chapter gives instructions for using links, styles, frames, master pages,

the slide show, QuickTime movies, mail merge, and macros. All features,

including procedures, buttons, and troubleshooting, are described

completely in onscreen Help.

Creating links

AppleWorks documents (except database and communications documents)

can be linked. When you plan to use an AppleWorks document onscreen or

on the Internet or World Wide Web, you can select an area of the document

and create a link. In AppleWorks, there are three types of links: book marks,

document links, and Uniform Resource Locator (URL) links.

To create a link, you select text, a spreadsheet cell, paint image, frame, or

object (such as a graphic object in a drawing), and then create the link. If a

selection has more than one link assigned to it, the last link assigned will be

the active link.

For more information about links, see the following sections or onscreen

Help.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

Use To

Book marks Jump to a different area of the same document

Document links Jump to a link within the same document or to a different

document

URL links Link to other information on the Internet or World Wide Web

In the Help index,* see:

Elinks

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:

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.

4. If you want to create a folder for book marks, choose New Folder from the Special

menu on the links palette, type a name for the folder, and then click OK.

5. Choose New Book Mark from the Links menu on the links palette.

6. In the New Book Mark dialog box, type a name for the book mark (select a

folder from the pop-up menu, if you want), and then click OK.

To go to a book mark you created, see “Going to a specific link” on page 9-5.

Creating document links

You can create a document link from text, a spreadsheet cell, paint image,

frame, or object (such as a graphic object in a drawing) to a different

document.

For example, create a link from statistics in a financial report to the original data in

a spreadsheet. When other people view your report onscreen, they can also see

how you obtained your results by clicking the link to open the spreadsheet.

Note The following steps describe how to create a link from one document

to another or to another area in the same document. To create a link to a

URL, see “Linking Web pages” on page 11-6.

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from

the list and click Go To Topic.

In the Help index,* see:

Ebook marks

List of links for the current

document

Choose from the links

palette menus

Choose the type of

link to create

In the Help index,* see:

Elinks

EURL links

Beyond the basics 9-3

The pointer changes to when you move it over a link. If the link is text, the

text appears underlined.

Tip To create a document link quickly, select the text, a spreadsheet cell,

paint image, frame, or object. Then click on the Default button bar. Type

a name for the document link, select a document, and click OK.

To create a document link:

1. Select the text, a spreadsheet cell, paint image, frame, or object to create the

link from.

2. Choose Show Links Palette from the Window menu.

3. Choose Document Links from the pop-up menu on the links palette.

4. Choose New Document Link from the Links menu.

5. In the New Document Link dialog box, type a name for the link, and then

choose the destination.

6. To link to an area in a different document, click Choose Document, select the

document, and then click Open. From the Book Mark pop-up menu, choose the

name of a book mark in the selected document.

7. In the New Document Link dialog box, click OK.

To open a linked document (or go to a linked area in the same document),

make sure Live Links is selected in the links palette and click the area indicated

by the pointer.

Keep the following points in mind:

1Creating links to other areas of the same document is especially useful in

the design of a Web page. For more information, see “Linking Web

pages” on page 11-6.

1When you print a document that contains links to other documents, the

See also

Objects

reshaping 5-13, 6-5

tool for drawing 5-4

Arrow keys, preferences for 3-22

Arrow pointer 3-4, 3-9

Arrowheads

adding to lines 5-10, 6-6

copying settings for 5-11

Art.

See

Clip art; Pictures

Assistants

Address List 8-7

Create Labels 8-32

described 2-4

Envelope 2-6, 9-27

Insert Footnote 4-28

Paragraph Sorter 4-14

Table Maker 4-20

Attributes, changing for text 4-7

Auto Calc 7-24

Autogrid 5-7, 5-15, 6-8

AVERAGE function, example 7-28

Avery labels.

See

Labels

Axes 7-30, 7-33

Backup copy 2-9

Bar charts, changing 7-33

Basic styles 9-7, 9-13

Bezigons 5-4, 5-13, 5-14

See also

Objects

Blank documents, creating 2-2

Blending image colors 6-12

Body part.

See

Parts, database

Bold text 4-7

Book marks

creating 9-2

deleting 9-4

editing 9-4

going to in document 9-5

HTML files, in 11-8

sorting names 9-5

using, in

draw documents 5-21

paint documents 6-17

spreadsheet

documents 7-35

word processing

documents 4-36

Web pages, in 11-8

Bookmarks in Help

*Help,

customizing

Borders

cell 7-19

chart 7-33

field 8-34

image 6-6

object and frame 5-3, 5-10

Browse mode (database) 8-2, 8-13

Browsers

described 11-2

selecting 11-2

starting 11-3

Brush 6-5

Bucket.

See

Filling; Paint bucket

Bulletin boards 10-2, 10-4

Bullets 4-11

Business Cards Assistant 2-6

Button bar

See also

Buttons

changing number of rows 3-6

creating new 3-7

Default 3-5

displaying pop-up menus 3-6

moving 3-6

positioning 3-6

showing and hiding 3-6

switching 3-5

Button fields

described 8-9

finding 8-26, 8-28

Buttons

See also

Button bar

adding and removing 3-7

creating new 9-33

described 3-5

editing 9-34

macros for

*macros

Calculating formulas 7-24

Calculation fields 8-9, 8-11, 8-12

Calendar Assistant 2-6

Capturing data, described 10-7

Cell range

described 7-5

entering in formulas 7-24, 7-28

naming 7-13

printing 7-21

setting in charts 7-30

Cells

active 7-3, 7-25

I-2

AppleWorks 5 User’s Manual

Choose Index from the

or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic.

address for 7-6

borders, adding 7-19

centering data in 7-10

data, in

deleting 7-8, 7-18

entering 7-5

sorting 7-11

working with 7-6, 7-7, 7-8

deleting 7-18

filling automatically 7-9

grid 7-3, 7-20, 7-21

inserting 7-18

linking 7-35

locking (protecting) 7-6

names for 7-12

references to

described 7-22

entering 7-23

examples 7-25

selecting 7-5

Certificate Assistant 2-6

Chapters, adding to a document.

See

Sections

Characters, counting 4-33

Charts

See also

Spreadsheet documents;

Spreadsheet frames

borders on 7-33

copying or cutting 7-31

creating 7-29, 7-30

deleting 7-31

described 7-29

elements

described 7-30

modifying 7-30–7-33

examples 7-1, 7-29, 7-30

options for 7-30

resizing 7-31

showing and hiding 7-31

types of

*charts, creating

updating data for 7-29

Checkboxes

as database fields

described 8-9

finding 8-26, 8-28

selecting 8-19

in text documents 4-11

Checking spelling.

See

Spelling

Checklists 4-11

Chinese text

*WorldScript

Circles, drawing 5-4

See also

Objects

Circular references 7-20, 7-23

Clip art

inserting in documents 2-19

storing in libraries 3-18

using 5-19, 6-15, 7-34, 8-33

Clippings, text and picture 3-11

Closing documents 2-20

CM document type 2-4

Collapsing

outlines 4-18

palettes 3-8

Colors

See also

Palettes

changing in

charts 7-33

databases 8-20, 8-34

objects 5-10

outlines 4-15

text 4-7

text frames 4-6, 5-20

copying from

images 6-6

objects and frames 5-11

paint images, setting 6-6

preferences for 3-22

tinting and shading (paint) 6-12,

6-13

Column guides 4-22

Columns

database

labels, for 8-40

layouts for 8-18, 8-30, 8-31

moving and

formatting 8-20

resizing 8-19, 8-20

selecting 8-18

spreadsheet

changing number of 7-4

headings 7-3, 7-20

inserting and deleting 7-18

printing headings for 7-21

resizing 7-17

selecting 7-6

titles 7-19, 7-21

transposing with rows 7-7

text as linked frames

4-22, 9-29–9-31

in word processing

documents 4-21–4-23

varying on a page 4-27

Commas, in numbers 7-10

Communications documents

capturing data in 10-7

concepts 10-2

connection

setting up 10-4

tools for 10-9

creating 10-3

cutting, copying, and pasting

in 3-10

data, working with 10-5

described 1-13, 10-1, 10-3

log-on macros for 10-8

phone book 10-3, 10-8

phone calls

placing 10-4, 10-8

receiving 10-4

printing 10-7

saving 10-7

scrollback pane 10-5

sending files from 10-8

session

described 10-2

printing during 10-7

settings for 10-9

spelling, checking in 4-31

tools for 10-9

when to use 10-1

Communications tools 10-9

Contents, Help 1-3

Continue indicators 9-29

Controls

database 8-16

increase or decrease

columns 4-21

line-spacing 4-13

pane 3-2, 10-6

paragraph and outline style 4-15

show/hide tools 3-1, 3-4

tab 4-10

text alignment 4-12

zoom 3-1

Converting documents

by importing 2-18

from and to FileMaker Pro 9-26

to HTML format 11-9

using Convert Documents

script 2-19

Copying

See also

Cutting; Duplicating;

Pasting

Index

I-3

Choose Index from the

or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic.

cell formats 7-10

formulas or values 7-8

references 7-22

charts, spreadsheet 7-29, 7-31

communications data 10-6

database

layouts 8-29

records 8-15

summary data 8-37

described 3-10

formats

paragraph 4-14

spreadsheet cell 7-10

help text

*Help, copying

images 6-9

images, colors of 6-6

library items 3-20

objects 5-9

objects, attributes of 5-11

pictures 5-19, 6-15

styles 9-17

tables, from communications

sessions 10-8

text from communications

documents 3-10

ruler settings for 4-14

selected 4-6

using the eyedropper 5-11, 6-6

Counting characters, words, lines,

paragraphs, pages, and sections 4-33

Create Labels Assistant 2-6, 8-32

Custom

buttons on button bar,

creating 9-33

icons (paint) 6-16

styles, in

outlines 4-19

text 9-5–9-18

Cutting

See also

Copying; Pasting

cell data 7-8

described 3-10

library items 3-20

styles 9-17

text 4-6

text from communications

documents 3-10

Database documents

See also

Databases; Fields;

Layouts; Records

calculations 8-11, 8-12

described 1-12

entering data in 8-13

examples of 8-3–8-6

field definitions 8-3

types 8-3, 8-7, 8-8, 8-12

find requests 8-24–8-26

formulas and functions in 7-21,

8-8, 8-11

importing data to 8-38

inserting data in 8-39

merging data from 9-22–9-25

modes of

described 8-2

Find 8-24

Layout 8-30

multiple 8-32

movies in 8-9, 9-31

parts 8-36–8-37

pictures,

adding to 8-9, 8-14, 8-33

preferences for 3-21

printing 8-40

slides in 9-19

text attributes,

changing for 8-20, 8-34

when to use 8-1

Database modes 8-2

Databases

See also

Database documents

described 8-2

designing 8-6

elements of 8-2

importing 8-38

spreadsheets and,

differences 7-2

Dates

conventions for 3-16

current, in

databases 8-13

text 3-16, 3-17

format preferences 3-22

formatting, in

databases 8-8, 8-34

spreadsheets 7-10

recording automatically 8-9

sorting paragraphs by 4-14

DB document type 2-4

Default

button bar 3-5

font, changing 3-22

font, in spreadsheets 7-10

formatting (options

stationery) 2-13

preferences, setting 3-21

Deleting

charts 7-31

fields 8-12

footnotes 4-29

headers and footers 3-15

images 6-9

layouts 8-33

library items 3-20

named

cells 7-13

searches 8-26

sorts 8-23

objects 5-9

records 8-16

reports 8-38

sections 4-25

spreadsheet

cells, columns,

and rows 7-18

data 7-8

page breaks 7-20

styles 9-17

text 4-5

undoing deletion 3-11

Depth (perspective), adding to

images 6-11

Depth and resolution, paint 6-15

Dictionaries

See also

Spelling

editing 4-33

importing and exporting 4-33

selecting 4-32

Display options, spreadsheet 7-20

Distance, adding to images 6-11

Distorting images 6-11

Distributing objects 5-15

Document links.

See

Links

Document summary information 2-16

Documents

Assistants 2-4

I-4

AppleWorks 5 User’s Manual

Choose Index from the

or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic.

closing 2-20

creating 2-3–2-8

described 1-7

finding 2-6

importing and exporting 2-18

linking

to different or same

document 2-12, 9-2

to Uniform Resource

Locator (URL) 11-7

opening 2-10

opening linked 9-3

previewing 2-21, 3-12, 6-16

printing 2-20

saving

AppleWorks 2-9

formats (stationery) 2-12

in a different file

format 2-18

size of paint 6-16

styles 9-8

DR document type 2-4

Drag and drop

adding database records 8-14

copying objects 3-10

documents

importing 2-18

inserting 2-19

movies and pictures, adding to

database fields 8-14

moving database records 8-16

Draw documents

book marks in 5-21

creating 5-2

described 1-9, 5-2

links to different or same

document 5-21

movies in 9-31

pages, adding to 5-18

preferences for 3-21

slides in 9-19

text, spreadsheets, and paintings,

adding to 5-20

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) 7-9

images 6-9

layouts 8-29, 8-33

library items 3-20

objects 5-9

records 8-15

styles 9-17

Editing styles 4-19, 9-15

Electronic mail

See also

Internet; World Wide

Web

sending and receiving on

Internet 11-10

Elements, chart 7-30

Email.

See

Electronic mail

Endnotes.

See

Footnotes

Enlarged view.

See

Zooming

Enter key, changing preferences

for 3-22

Envelope Assistant 2-6, 9-27

Envelopes, addressing 2-6, 9-27

Eraser 6-5

Errors

memory 6-16

spreadsheet

### in cells 7-25

• (bullets) in cells 7-23

formula 7-25

troubleshooting

*troubleshooting

Expanding

outlines 4-18

palettes 3-8

Exporting

AppleWorks documents 2-18

dictionaries 4-33

HTML files 11-9

styles 9-17

Eyedropper 5-11, 6-6

FAQ.

See

Frequently Asked Questions

Fields

See also

Database documents;

Layouts; Records

adding 8-12, 8-32

aligning 8-32

calculation 8-9, 8-11, 8-12

changing 8-12

coloring 8-34

defining (naming) 8-3, 8-7, 8-12

deleting 8-12

described 8-2

entering data in 8-13

labels, hiding 8-34

moving 8-32

multimedia 8-9

number of characters in text 8-8

options, entry for 8-10

resizing 8-32

selecting 8-13

summary 8-9, 8-11, 8-12

tab order, changing 8-15

text attributes of 8-20, 8-34

types of 8-3, 8-8, 8-12

File formats

database 8-39

saving for

export 2-18

reuse (stationery) 2-12

File transfer 10-8

FileMaker Pro, exporting and

importing 8-40

Fill command (paint) 6-12

Filling

cell data 7-9

images 6-5, 6-6, 6-12

objects and frames 5-10

Fills

copying from objects 5-11

described 5-3

Filters.

See

Translators

Finances, home 2-6

Find Document Assistant 2-6

Find mode (database) 8-2, 8-24

Find requests

and merging data 9-24

and record numbers 8-26

described 8-24

saving (named searches) 8-26

Finding

documents 2-6

formatting characters 4-30

library items 3-20

records, and matching 8-24–8-28

synonyms 4-32

Index

I-5

Choose Index from the

or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic.

text and changing 4-29

in onscreen Help

*Help,

searching

Flipping

images 6-11

objects 5-15

Fonts

attributes, changing 4-7

changing in

databases 8-20, 8-34

outlines 4-19

spreadsheets 7-10

text 4-7

text frames 4-6, 5-20

default, changing 3-22

displaying in menu 3-22

in paintings 6-14

Footer part.

See

Parts, database

Footers

dates and times in 3-16

in database documents 8-37

inserting 3-14

on title pages 3-15, 4-21

page numbers in 3-17

previewing 3-12

removing 3-15

Footnotes

deleting 4-29

inserting at end of

document 4-28

inserting at end of page 4-28

inserting using Assistant 2-6,

4-28

Foreign language text

*WorldScript

Formats

copying

cell 7-10

paragraph 4-14

saving (stationery) 2-13

Formatting

cell data 7-9

dates, times, and numbers in

databases 8-20, 8-34

documents 7-21, 8-8

spreadsheets 7-10

outlines 4-17–4-19

paragraphs 4-8–4-14

pictures, in database fields 8-34

QuickTime movies, in

database fields 8-34

rows and columns in

databases 8-20

spreadsheets 7-19, 7-20

sections 4-25

text characters 4-7

databases, in 8-20, 8-34

drawings, in 5-20

paintings, in 6-14

spreadsheets, in 7-10

text frames, in 5-20

with custom styles 9-5

Formatting characters

described 4-6

searching for (finding) 4-30

showing/hiding 4-6, 11-4

Formulas

See also

Functions; Spreadsheet

documents

calculating 7-24

database 8-9, 8-11

described 7-21

displaying in cells 7-20

entering in

databases 8-9, 8-11

spreadsheets 7-23

errors in 7-25

examples 7-22, 7-25

named cells in 7-14

operators

entering 7-23

order of

*precedence

of operators

Frames

See also

Paint frames;

Spreadsheet frames; Text

frames

documents, in

paint 6-14

spreadsheet 7-4

filling 5-10

inline 4-34

inserting in text 4-34

linked 9-29–9-31

locked 5-16

selecting 5-6, 5-20

text, changing

appearance of 5-10, 5-20

transparent 5-3, 5-10, 5-19

Freehand objects

See also

Objects

connecting 5-14

drawing 5-4

reshaping 5-13

Frequently Asked Questions 1-6

Function button 7-27

Functions

See also

Formulas; Spreadsheet

documents

described 7-26

entering in

databases 8-11

spreadsheets 7-27

example 7-28

for matching records 8-28

values, selecting 7-28

Gallery 7-30

General preferences 3-22

Getting help.

See

Help

Glossary terms in

Help

*glossary

user’s guide 1-2

Go to

page 3-3

record 8-16

spreadsheet cell 7-6

Gradients

See also

Palettes

copying from objects 5-11

displaying faster

*graphics,

preferences

preferences for 3-22

setting for

database fields 8-34

images 6-6

objects 5-10

Graphics preferences 3-22

Graphics ruler.

See

Rulers

Graphics.

See

Clip art; Pictures

Graphs.

See

Charts

Grids 5-7, 6-8

Grouping objects 5-15, 5-16

Handles

changing number of

*graphics,

preferences

described 5-6

I-6

AppleWorks 5 User’s Manual

Choose Index from the

or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic.

Hanging indent 4-11

Hard (non-breaking) space 4-5

Header part.

See

Parts, database

Headers

dates and times in 3-16

in database documents 8-37

inserting 3-14

on title pages 3-15, 4-21

page numbers in 3-17

removing 3-15

viewing in page view 3-12

Headings, spreadsheet

described 7-3

showing and hiding 7-20

Heavy (bold) text 4-7

Help

contents 1-3

copying text from

*Help, copying

index 1-4

keywords 1-4

notes, adding to 1-4, 1-5

opening and closing 1-3

QuickHelp application 1-4

topics

marking

*Help, customizing

navigating 1-3

viewing 1-4

using with this user’s guide 1-2

Helpers 11-3

Hidden characters.

See

Formatting

characters

Hiding

button bar 3-6

field labels 8-34

formatting characters 4-6

graphics grid 5-7

page guides and

margins 3-12, 3-18

palettes 3-3

records 8-21

rulers 3-13

scrollback pane 10-6

spreadsheet

chart or frame 7-31

columns and rows 7-17

grid 7-20

headings 7-20

tool panel 3-4

Home Finance Assistant 2-6

Horizontal lines in HTML files 11-5

Horizontal pane control 3-2, 10-6

Host computer, described 10-2

HTML (Hypertext Markup Language)

*HTML

HTML files

See also

Internet; Web pages;

World Wide Web

adding pictures to 11-5

creating 11-4

described 11-3

design tips 11-3

editing 11-10

opening 11-10

saving (exporting) as 11-9

Hypertext links.

See

Links

Hypertext Markup Language (HTML)

See

Electronic mail; HTML files;

Internet; Web pages

Hyphenation 4-31

Icons

button bar.

See

Buttons

custom (paint) 6-16

for text clippings 3-11

Images

combining 6-13

described 6-4

pasting 3-10

selecting 6-8

storing in libraries 3-18

transforming 6-10–6-13

working with 6-8, 6-9, 6-10,

6-11, 6-12

Importing

See also

Inserting

databases 8-38

dictionaries 4-33

documents 2-18

HTML files 11-10

styles 9-17

Indenting

See also

Margins

outline topics 4-17

paragraphs 4-11

Index, Help 1-4

Indicators, frame link 9-29

Inferior text 4-7

Info Line, showing and hiding 9-33

Inline pictures and frames 4-34

Insert Footnote Assistant 2-6, 4-28

Inserting

See also

Importing

cells, columns, and rows 7-18

clip art 2-19, 5-19, 6-15

column breaks 4-23

database

data 8-15, 8-39

parts 8-36–8-37

documents 2-19

footnotes 2-6, 4-28

page breaks, in documents

spreadsheet 7-20

word processing 4-23

page numbers 3-17

pictures, in

database fields 8-14

database layouts 8-33

drawings 5-19, 6-15

paintings 6-15

spreadsheets 7-33

word processing

documents 4-34

sections in a word processing

document 4-25

Insertion point 4-3

Installing dictionary or thesaurus 4-32

Internet

See also

Electronic mail; HTML

files; Web pages; World Wide

Web

described 11-1

sending and receiving electronic

mail 11-10

Introduction to AppleWorks 1-1

Inverting images 6-12

Invisible characters.

See

Formatting

characters

ISP (Internet Service Provider) 11-2

Italic text 4-7

Items, library.

See

Libraries

Japanese text

*WorldScript

Justified text 4-12

Index

I-7

Choose Index from the

or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic.

Keys, order 7-11

Keywords, in document

summary 2-16

Keywords, index 1-4

Labels

mailing

creating 2-6, 8-31

described 8-30

printing 8-40

outline 4-15, 4-18

paragraph 4-11

spreadsheet chart 7-30

Labels Assistant 2-6, 8-32

Lasso 6-8, 6-17

Layout mode (database) 8-2, 8-28

Layouts

See also

Database documents;

Fields; Records

changing 8-32–8-33

columnar 8-17, 8-18, 8-30, 8-31

creating 8-30, 8-31

deleting 8-33

described 8-28

duplicating 8-33

naming 8-30, 8-33

selecting 8-31

standard 8-36

types of 8-29–8-30

viewing 8-32

Leading grand summary.

See

Parts,

database

Leading in text 4-13

Legends, spreadsheet chart 7-30, 7-33

Letters, in page numbers 3-17

Levels (subtopics) in outlines 4-14

Libraries 3-18–3-21, 5-19

Library items, alphabetizing 3-21

Line breaks 4-4

Line charts 7-29

Line spacing in text 4-13

Lines

See also

Objects

changing 5-10

custom width for

*pen

setting attributes for painting 6-6

text, counting 4-33

tools for drawing 5-4

Lines in HTML files 11-5

Link indicators 9-29

Linked

frames 9-29–9-31

spreadsheets and charts 7-29

Linking

objects in word processing

documents 4-36

Web pages

to Uniform Resource

Locator (URL) 11-6

See also

Uniform Resource

Locator (URL)

Links

See also

Uniform Resource

Locator (URL)

creating

document links 9-2

to same or other

document 2-12, 9-2

to Uniform Resource

Locator (URL) 11-6

deleting 9-4

described 9-1

editing 9-4

going to names in document 9-5

opening

linked documents 9-3

linked Uniform Resource

Locator (URL) 11-7, 11-9

printing documents with 9-3

sorting names 9-5

text, in

draw documents 5-21

word processing

documents 4-36

using, in

draw documents 5-21

paint documents 6-17

spreadsheet documents

7-35

word processing

documents 4-36

Web pages, in 11-6

Links palette 9-2

List mode (database) 8-2, 8-18–8-20

Lists

creating in text documents 4-11

of names and addresses 2-6

of values (database) 8-9

Locking and unlocking

objects and frames 5-16

spreadsheet cells 7-6, 7-12

Macintosh drag and drop 3-10

Macros

described 9-34

for communications

documents 10-8

shortcut buttons for

*macros

Magic wand 6-8

Magnified view.

See

Zooming

Mail merge.

See

Merging data

Mail, electronic. See Electronic mail

Mailing labels. See Labels

Make Table Assistant 2-6, 4-19

Making tables 2-6

Margins

See also Objects

Overlapping

document windows 3-3

images 6-2, 6-7

objects 5-15, 6-2

Page view 2-21, 3-12

Pages

adding to draw documents 5-18

breaking, in documents

database 8-37

spreadsheet 7-20

word processing 4-23

counting 4-33

displaying in word processing

documents 4-23

going to 3-3

margins and guides for, showing/

hiding 3-12, 3-18

master 5-17

numbering 3-16

orientation and size of 2-21, 3-18

title 3-15, 4-21

viewing in page view 3-12

Paint bucket 6-5

Paint documents

See also Objects

closing 3-22

connecting 5-14

reshaping 5-13

tools for drawing 5-4

Pop-up menus in database fields

described 8-8

finding 8-26, 8-28

selecting 8-19

Postal codes, in databases 8-8

Preferences 3-21

Presentation Assistant 2-6

Previewing documents to be

printed 2-21, 3-12

Printing

choosing page size and

orientation 3-18

documents

communications 10-7

database 8-40

described 2-20

merge 9-25

spreadsheet 7-21

with links 9-3

Help topics 2-20

labels 8-40

scrollback pane contents 10-5

spreadsheet headings 7-21

Protecting spreadsheet cells 7-6, 7-12

PT document type 2-4

Publish & Subscribe *Publish &

QuickHelp application 1-4

I-10 AppleWorks 5 User’s Manual

*Choose Index from the or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic.

QuickTime movies. See Movies

Radio button fields

described 8-9

finding 8-26, 8-28

Ranges of cells, naming 7-12

Record info fields 8-9

Records

See also Objects

Reduced view. See Zooming

References, cell 7-20, 7-22–7-24

Regular polygons 5-4, 5-5, 5-13,

5-14, 6-5

See also Objects

Relative references 7-22

Reordering paragraphs 4-14

Reports 8-38

Reshaping or smoothing

See also Objects

Rows

database, viewing data in 8-17,

8-18, 8-19, 8-20

spreadsheet

changing number of 7-4

headings 7-3, 7-20, 7-21

inserting and deleting 7-18

resizing 7-17

selecting 7-6

titles 7-19, 7-21

transposing with

columns 7-7

Rulers

changing 3-13

graphics 5-7

text copying settings for 4-14

setting tabs and margins

4-8, 4-10

Saving

backup copies 2-9

communications data 10-7

documents 2-8

file formats for 2-18

formatting (stationery) 2-12

HTML files 11-9

libraries 3-19

Scaling, objects 5-12

Scanned pictures 6-15

Scatter chart, example 7-30

Scripting *AppleScript

Scripts

Convert Documents 2-20

Mail Merge 9-26

Print Documents 2-21

Remote Slide Show 9-22

Scrollback pane 10-5, 10-7

Searches, named 8-26

Searching. See Finding

Section break character 4-25

Sections

about 4-24

columns in 4-27

counting 4-33

formatting 4-25

inserting and deleting 4-25

numbering 4-27

title pages in 4-21

Selecting

database

columns and rows 8-18

fields 8-13, 8-19

layouts 8-31

records 8-21

frames 5-6, 5-20

images 6-8

library items 3-20

objects in

documents 5-6

frames *selecting objects

spreadsheet cells 7-5

text 4-5

toolsdrawing 5-3, 5-5

frame 3-9

painting 6-5

Selection rectangle (paint) 6-8

Selection tool. See Arrow pointer

Serial numbers in database fields 8-9

Series, spreadsheet chart,

in 7-30, 7-33

Session

described 10-2

starting and ending 10-4

timing and status 10-3

Shaping

See also Objects

SS document type 2-4

Stacking windows 3-3

Starting AppleWorks 2-1

Stationery

creating

AppleWorks 2-12

default (Options) 2-13

envelope 9-27

described 2-12

opening 2-7

opening with password 2-17

Storing text and art in libraries 3-18

Styles

applying 9-9, 9-12, 9-14

changing for

outlines 4-19

text 4-7

text frames 4-6

copying, pasting, and deleting 9-17

creating 9-10, 9-12

described 9-5

editing 4-19, 9-15

importing and exporting 9-17

in documents 9-8

outline 4-19, 9-7

turning off 9-11

types of 9-7

using in

an outline 4-15, 4-16, 4-19

any document 9-5–9-18

database documents 8-20,

8-35

draw documents 5-11

paint documents 6-7

spreadsheet documents

7-11

text 4-8, 4-9

Stylesheet palette 9-13

Subscript text 4-7

Subtopics in outlines 4-14

Summary fields 8-9, 8-11, 8-12

Superior text 4-7

Superscript text 4-7

Symbols, spreadsheet chart 7-30

Synonyms, finding 4-32

Table styles 9-7

Tables

copying, from communications

documents 10-8

creating with

Assistants 2-5, 4-20

Make Table shortcut 4-20

spreadsheet tool 4-20

tabs, in text 4-10, 4-20

in text 4-19, 4-20, 7-2

styles for 7-11, 9-7

Tabs, setting and changing 4-10

Templates. See Stationery

Terminal, described 10-2

Text

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