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AppleWorks 5 User’s Manual Includes instructions for using your software F O R M A C O S K Apple Computer, Inc. © 1998 Apple Computer, Inc. All rights reserved. Under the copyright laws, this manual may not be copied, in whole or in part, without the written consent of Apple. Your rights to the software are governed by the accompanying software license agreement. The Apple logo is a trademark of Apple Computer, Inc., registered in the U.S. and other countries. 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 How to start Using Help and the User’s Manual together Using AppleWorks Help Opening and closing AppleWorks Help Using the Help window Using the AppleWorks onscreen Help index Learning more about onscreen Help Getting additional help Working with AppleWorks What’s a document? Document types Text (word processing) documents Draw documents Paint documents Spreadsheet documents Database documents Communications documents Where to go from here 1-1 1-1 1-2 1-3 1-3 1-3 1-4 1-5 1-6 1-6 1-7 1-7 1-8 1-9 1-10 1-11 1-12 1-13 1-13 Chapter 2: Creating, opening, and printing documents Starting AppleWorks Creating a document Creating a blank document Using an Assistant Using stationery Saving a document Opening a document Finding documents Linking to other documents Saving document formatting as templates (stationery) Setting up regular stationery Setting up default stationery Creating stationery Opening stationery 2-1 2-2 2-3 2-4 2-7 2-8 2-10 2-11 2-12 2-12 2-12 2-13 2-13 2-15 IV AppleWorks 5 User’s Manual Identifying your documents Protecting documents with passwords Importing and exporting documents Converting documents Closing a document and leaving AppleWorks Printing a document or Help topic 2-16 2-17 2-18 2-19 2-20 2-20 Chapter 3: Basics Working with windows Viewing windows Arranging windows Going to a page Using the tool panel Using the button bar Switching button bars Showing, hiding, and positioning the button bar Customizing the button bar Adding and removing buttons Creating your own button bar Using palettes Working with frames Working in an AppleWorks document Cutting, copying, and pasting Copying objects using the drag and drop feature Changing your mind Previewing pages for printing Using rulers Creating headers and footers Adding a date or time Numbering pages Setting margins Changing the page orientation and size Using libraries Creating, opening, and saving libraries Working with the library palette Duplicating, deleting, and moving library items Viewing library items Setting preferences 3-1 3-2 3-3 3-3 3-4 3-5 3-5 3-6 3-6 3-7 3-7 3-8 3-9 3-10 3-10 3-10 3-11 3-12 3-13 3-14 3-16 3-16 3-17 3-18 3-18 3-19 3-20 3-20 3-21 3-21 Contents V Chapter 4: Text (word processing) When to use a word processing document Text basics Creating a word processing document or frame About the word processing window Working with text frames Typing text Typing equations Selecting text Cutting, copying, and pasting text Showing formatting characters Changing text appearance Changing paragraph formats Setting and changing tabs Indenting paragraphs Adding bullets, numbers, and checkboxes to paragraphs Aligning paragraph text Changing line and paragraph spacing Copying text ruler settings Sorting paragraphs Outlining Creating an outline Modifying and removing outline labels Rearranging outline topics Collapsing and expanding outline topics Modifying an outline style Creating tables Working with pages Creating a title page Creating and changing columns Breaking a page or column Scrolling pages Dividing a document into sections Inserting and deleting a section Formatting sections Varying the number of columns on a page Numbering sections Adding footnotes and endnotes Finding and changing text 4-1 4-2 4-2 4-3 4-3 4-4 4-5 4-5 4-6 4-6 4-7 4-8 4-10 4-11 4-11 4-12 4-13 4-14 4-14 4-14 4-16 4-17 4-17 4-18 4-19 4-19 4-20 4-21 4-21 4-23 4-23 4-24 4-25 4-25 4-27 4-27 4-28 4-29 VI AppleWorks 5 User’s Manual Finding special characters Using writing tools Checking your spelling Hyphenating words Finding synonyms Changing dictionaries Editing dictionaries Counting words Adding pictures and frames to text Wrapping text around pictures Creating links in word processing documents 4-30 4-30 4-30 4-31 4-32 4-32 4-33 4-33 4-34 4-35 4-36 Chapter 5: Drawing When to use a drawing Drawing basics Creating a drawing About the draw window What are objects? Using the drawing tools Selecting and deselecting objects Using the graphics ruler and grids Moving objects Duplicating, copying, and deleting objects Changing the appearance of objects Changing lines, borders, colors, patterns, and textures Copying an object’s attributes Resizing objects Reshaping and smoothing objects Connecting objects Arranging objects Locking objects to prevent changes Creating a master page Adding pages to a draw document Creating custom colors, patterns, gradients, and textures Adding clip art Adding text, spreadsheet, or paint frames Creating links in draw documents 5-1 5-1 5-2 5-2 5-3 5-3 5-6 5-7 5-8 5-8 5-9 5-9 5-11 5-12 5-13 5-14 5-15 5-16 5-17 5-18 5-18 5-19 5-19 5-21 Contents VII Chapter 6: Painting When to use a painting Painting basics Creating a painting About the paint window Working with paint frames Working with images Using the painting tools Setting lines, colors, patterns, and textures Overlapping colors and patterns Selecting and moving images Deleting, copying, and duplicating images Magnifying an image Transforming a selection Reshaping a selection Resizing or turning a selection Coloring and tinting images Combining images Adding text and spreadsheets Adding clip art Customizing resolution and depth Working with large files Changing the size of a painting Creating a preview of a paint document Creating links in paint documents 6-1 6-2 6-2 6-3 6-3 6-4 6-4 6-6 6-7 6-8 6-9 6-10 6-10 6-11 6-11 6-12 6-13 6-14 6-15 6-15 6-16 6-16 6-16 6-17 Chapter 7: Spreadsheet When to use a spreadsheet Spreadsheet basics Creating a spreadsheet About the spreadsheet window Working with spreadsheet frames Typing in a spreadsheet Selecting cells and ranges Modifying cell data Editing data Moving data Copying and deleting data Filling a range of cells 7-1 7-2 7-3 7-3 7-4 7-5 7-5 7-6 7-6 7-7 7-8 7-8 VIII AppleWorks 5 User’s Manual Formatting cell data Sorting cell data Locking cell data Naming cells and ranges Assigning names to cells Editing and deleting names Using named cells in formulas Replacing cell references with named cells Example 1: Using cell names in a formula Example 2: Replacing named cells with cell references Changing cells, rows, and columns Resizing or hiding rows and columns Inserting and deleting cells, rows, and columns Changing the number of rows and columns Adding borders, colors, and patterns to cells Locking row and column titles Adding and removing page breaks Changing the display Printing a spreadsheet document Working with formulas Understanding formulas Cell references in formulas Entering formulas Calculating formula results Making corrections Examples: Entering formulas Working with functions Entering functions Example: Using the AVERAGE function Displaying data in charts (graphs) Making charts Changing chart options Deleting, copying, or moving a chart Enhancing a chart’s appearance Adding pictures or a text frame Creating links in spreadsheet documents 7-9 7-11 7-12 7-12 7-13 7-13 7-14 7-14 7-15 7-16 7-17 7-17 7-18 7-18 7-19 7-19 7-20 7-20 7-21 7-21 7-21 7-22 7-23 7-24 7-25 7-25 7-26 7-27 7-28 7-29 7-29 7-30 7-31 7-32 7-33 7-35 Contents IX Chapter 8: Database When to use a database Database basics What’s a database? Using Browse, List, Find, and Layout modes Creating a database document Example: Creating a simple database Part 1: Start a new database document Part 2: Define two fields Part 3: Enter two values into the fields Part 4: Make new records Part 5: Finish entering data in the new records Part 6: Close the database Designing a database Defining database fields Adding fields to an existing database Assigning field types Checking or entering data automatically Defining calculation and summary fields Adding, changing, and deleting fields Entering data in fields Adding records Changing the tab order Duplicating, deleting, and moving records Moving through records Viewing records Playing movies in multimedia fields Working with rows and columns in List mode Selecting rows and columns Resizing rows and columns Moving columns and formatting data Selecting and hiding records Sorting records Finding information Finding text Finding records with a find request Saving a find request (named search) Matching records Working with layouts 8-1 8-1 8-2 8-2 8-3 8-3 8-4 8-4 8-5 8-5 8-5 8-6 8-6 8-7 8-7 8-8 8-10 8-11 8-12 8-13 8-14 8-15 8-15 8-16 8-17 8-17 8-18 8-18 8-19 8-20 8-21 8-22 8-24 8-24 8-24 8-26 8-27 8-28 X AppleWorks 5 User’s Manual Understanding layouts Creating a layout Editing a layout Deleting, duplicating, and renaming a layout Changing the appearance of data Presenting and summarizing data with parts Copying summary data Resizing and deleting parts Creating reports Importing data from other documents Printing a database document Printing labels Closing up space when you print 8-28 8-30 8-32 8-33 8-34 8-36 8-37 8-37 8-38 8-38 8-40 8-40 8-40 Chapter 9: Beyond the basics Creating links Creating book marks Creating document links Editing links Deleting links Going to a specific link Sorting links Using styles About the stylesheet palette Styles in documents and frames Applying a style Creating a style Turning off a style Example: Applying and creating styles Editing styles Copying, pasting, and deleting styles and properties Importing and exporting styles Creating a slide presentation Creating slides Setting up slides Reordering slides Showing the slides using one computer Showing slides remotely over a network Merging data into documents (mail merge) 9-1 9-2 9-2 9-4 9-4 9-5 9-5 9-5 9-6 9-8 9-9 9-10 9-11 9-12 9-15 9-17 9-17 9-18 9-18 9-19 9-21 9-21 9-21 9-22 Contents XI Setting up the database Preparing the merge document Printing the merge documents Merging a FileMaker Pro database Addressing envelopes Using the Envelope Assistant Setting up and creating envelope stationery Addressing envelopes Linking frames Working with movies Adding a movie to a document Setting movie options Playing a movie Editing a movie Creating and editing custom buttons Using macros Using AppleScript with AppleWorks 9-24 9-24 9-25 9-26 9-27 9-27 9-27 9-28 9-29 9-31 9-31 9-31 9-32 9-32 9-33 9-34 9-35 Chapter 10: Communications When to use a communications document Communications basics What you need Communications terms and concepts Creating a communications document About the communications window Connecting to another computer Connecting to another computer with a modem Connecting to another computer without a modem Receiving a call from another computer Working with data during a session Using the scrollback pane Capturing incoming data Saving and printing communications documents Copying and pasting a table Sending a file to a remote location Simplifying communications tasks Changing communications settings 10-1 10-1 10-1 10-2 10-3 10-3 10-3 10-4 10-4 10-4 10-5 10-5 10-7 10-7 10-8 10-8 10-8 10-9 XII AppleWorks 5 User’s Manual Chapter 11: AppleWorks and the Internet About the Internet and the Web About browsers Selecting a browser Connecting to the Web Creating a Web page Designing your Web page Creating an HTML file Adding pictures Linking Web pages Saving a document in HTML format Opening and editing HTML files Working with electronic mail Index 11-1 11-2 11-2 11-3 11-3 11-3 11-4 11-5 11-6 11-9 11-10 11-10 Chapter 1: Introduction This User’s Manual introduces you to the AppleWorks application. AppleWorks is an all-in-one software package offering seamless integration of word processing, outlining, presentations, drawing, painting, spreadsheet computation and charting, database management, and communications, including support for HTML and linking to the Internet. 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: 1 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: 1 http://support.info.apple.com/support/supportoptions/ supportoptions.html For information about AppleWorks, see the following Web site: 1 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 or begin the tour, choose Introduction to AppleWorks from the Help menu. Practice using AppleWorks while reading this manual and referring to onscreen Help. 1-2 AppleWorks 5 User’s Manual If Do this You’ve used AppleWorks before Read the rest of this chapter to learn how to use this manual and AppleWorks Help together. Start AppleWorks (see “Starting AppleWorks” on page 2-1 if you need help). Then review the list of new features in AppleWorks 5 (see the AppleWorks 5 Installation Manual, or or Help menu, and choose Appleworks Help Contents from the then click New features in AppleWorks 5.0). As necessary, review AppleWorks Help topics and the chapters in this book to learn more about specific procedures. 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. In the Help index,* see: E index entries relating to the current section are listed here For information on In the Help index,* see: an AppleWorks feature E index entries for relevant topics are listed here 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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 2-?, or choose a command from the or Help menu. 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 In many dialog boxes you see a button. You can click the get Help for the task you’re performing. button to Click this button for Help for the current task Using the Help window When you open Help, you see the Help window. To navigate in the Help system, click buttons and underlined text. 1-4 AppleWorks 5 User’s Manual Click to see the index Click to see the table of contents Click to move to the next or previous related topic Click to close onscreen Help and leave it running Drag the note icon into a topic, and then type your own notes Type a word you want to find in the index, and then press Return Click to retrace your path through Help Click dotted text to see a definition Click underlined text to jump to a topic or see a list of related topics Note Whenever you open AppleWorks 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. Introduction 1-5 In the Help index,* see: E stationery You see this in the manual Type all or part of the index entry, and then press Return AppleWorks displays the index so you can select a topic (if there’s only one topic for the entry, you see the topic) Select the topic you want to see and click Go To Topic. To return to the same place in the index, click again. Note If you’re on the Help Contents page and the keyword you type appears on the Contents page, you jump to that word. Learning more about onscreen Help Refer to AppleWorks Help for more tips on locating information and customizing onscreen Help. For information on In the Help index,* see: Adding your own notes to a Help topic E Help, customizing Copying Help topics into an existing document E Help, copying Finding text within a Help topic E Help, finding Marking topics you use often E Help, customizing Printing one or more Help topics E Help, printing Referring to a glossary of AppleWorks terms E glossary Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 1-6 AppleWorks 5 User’s Manual Getting additional help Here are more ways to learn about AppleWorks: To Do this Take an onscreen tour of the most important AppleWorks features and concepts Choose Introduction to AppleWorks from the or Help menu. Use automated assistance in creating various types of documents (such as newsletters and presentations) Choose New from the File menu, and then select Use Assistant or Stationery. 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 Choose AppleWorks Assistants from the or Help menu. tasks (such as adding footnotes or tables to a document) See brief descriptions of AppleWorks buttons and Hold the pointer over the item for a few menus in the button bar (when displayed) 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 Info Line 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. 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. 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. Word processing menus and button bar Write a letter in a word processing document Draw a logo Create a table in a spreadsheet frame Add a drawing and a spreadsheet frame 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. 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 menus and button bar Create a map in a draw document Drawing tools and palettes Text frames Clip art Spreadsheet frame Add text and data to create a presentation 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.” 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. Paint menus and button bar Paint image Painting tools and palettes Text frame A picture in a paint document See chapter 6, “Painting,” for more information about what you can do with paint documents and paint frames. 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. Spreadsheet menus and button bar Entry bar Add data to a spreadsheet document Chart Create a chart to add clarity or show data in perspective See chapter 7, “Spreadsheet,” for information about what you can do with spreadsheet documents and spreadsheet frames. 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. Database menus and button bar Database controls Clip art Alphabetize the list and add a picture Enter names and addresses in a database document See chapter 8, “Database,” for more information about database documents. Introduction 1-13 Communications documents A communications document is different from other AppleWorks documents. It conducts a communications session between your computer and an online information service, a bulletin board, or another computer. Communications menus and button bar A communications session With a communications document, you can connect to a remote computer and receive, send, and save data. 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. Chapter 2: Creating, opening, and printing documents This chapter provides basic information about using AppleWorks that in general applies to all document types. These topics are covered: 1 starting and stopping AppleWorks 1 creating and saving documents 1 printing documents For information on working with windows, pages, libraries, and buttons, see chapter 3, “Basics.” For information unique to a particular type of document or frame, see the appropriate chapter in this User’s Manual. In the Help index,* see: E Help, finding 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 2-2 AppleWorks 5 User’s Manual Type a name to personalize your copy of AppleWorks Press Tab to go to the next line (Company is optional) Important Check your typing carefully. If you find a mistake, press Tab to move through the boxes and correct the error or type the information again. You can’t change the name, company, or serial number after you leave this dialog box unless you reinstall AppleWorks. 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 In the Help index,* see: E documents, creating To create a document, you can: 1 start with a blank document 1 use the AppleWorks Assistants, which help you create specific documents to meet your home and office needs 1 open custom templates, called stationery Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Creating, opening, and printing documents 2-3 Creating a blank document In the Help index,* see: E New command You can create a document when you start AppleWorks or when AppleWorks is already running. To create a document when AppleWorks is running, choose New from the File menu. Or, click the appropriate button in the Default button bar. (If you don’t see the button bar, choose Show Button Bar from the Window menu.) If you selected New from the file menu, you see the New Document dialog box. Select a document type Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 2-4 AppleWorks 5 User’s Manual When you create a document you see the window for the selected document type. Document name, which you can change The order in which the document was created Document type: WP for Word Processing DR for Draw PT for Paint SS for Spreadsheet DB for Database CM for Communications The margins, page numbering, and display are set up for each type of document. You can change these settings by choosing Document from the Format menu. Using an Assistant In the Help index,* see: E Assistants 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Creating, opening, and printing documents 2-5 Select an Assistant You can use other Assistants to help you perform a specific task in a document you’ve already opened. These Assistants are available in certain types of documents only. For example, the Assistant for creating tables is available with draw and word processing documents. To use an Assistant for the current document, choose AppleWorks Assistants from the or Help menu. Select an Assistant, and then click OK. 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 In the Help index,* see: E stationery, using To use stationery (a template with preformatted settings and options), choose New from the File menu, and then select Use Assistant or Stationery. Choose a category from the pop-up menu, and then select a stationery name from the scrolling list. For information about setting up stationery, see “Saving document formatting as templates (stationery)” on page 2-12. Select a stationery document A description for the currently selected stationery appears here Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 2-8 AppleWorks 5 User’s Manual Use stationery to create a document using a template such as a letterhead, an envelope, or a fax cover sheet that you customize for your own use. Saving a document In the Help index,* see: E saving E stationery When you finish working with a document, you save it to retain all your changes. You can also save text, draw objects, paint images, formatting, and settings in stationery (templates) that you can later reuse. See “Saving document formatting as templates (stationery)” on page 2-12. To save a document, click Save As from the File menu. on the Default button bar, or choose Save or 1 Choose Save to save a document for the first time, or to save changes to a document you’ve previously saved. 1 Choose Save As to save another version of a document with a new name, in a different format, or in a separate location. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. Choose a folder or disk to save the document in that location Currently open folder Current disk Click to list the items on the computer desktop Double-click a folder or disk to see its contents Click to create a new folder in the current folder or disk Click to save the document Choose a file format to save the document in that format Type a new name for the document 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: 1 resave it periodically to keep your work up to date 1 save it with a different name to create two identical documents 1 make a backup copy regularly to protect your data 2-10 AppleWorks 5 User’s Manual Opening a document In the Help index,* see: E opening When you open a document, it looks like it did when you last saved it. For information about opening and using stationery, see “Saving document formatting as templates (stationery)” on page 2-12. Note To open a document using drag and drop, click the document icon and drag it on top of the AppleWorks program icon. To Do this Open an AppleWorks document Click on the Default button bar or choose Open from the from within AppleWorks 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 Double-click the document icon. AppleWorks starts up (if from the Finder software 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. Choose a folder or disk to see documents and folders in that location Preview of the selected document Contents of the selected folder or drive (double-click a folder to show its contents) Click to display a preview of the selected document Choose the type of document to open (such as Painting) Choose the file type for the document to open (such as GIF) 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. 2-12 AppleWorks 5 User’s Manual Linking to other documents In the Help index,* see: E links E URL buttons When you plan to use an AppleWorks document onscreen or on the Internet or World Wide Web, you can create a link (a connection or jump) from an area in a document to a: 1 different document 1 different area of the same document 1 Uniform Resource Locator (URL), the address of a document, application, or other information on the Internet You select the text, object (such as a graphic object in a 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) In the Help index,* see: E 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 In the Help index,* see: E stationery, creating 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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 In the Help index,* see: E stationery, creating 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 In the Help index,* see: E stationery, creating 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. Click to save the document as stationery Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 2-14 AppleWorks 5 User’s Manual 2. Select the folder into which you want to save the stationery. 1 If you’re creating default stationery, or if you plan to open stationery from the New Document dialog box, save the stationery in the AppleWorks Stationery folder in the AppleWorks 5 folder. 1 If you’re setting up regular stationery to open from the Open dialog box, you can save the stationery in any folder. 3. Type a name for the document. In the Help index,* see: E documents, creating 1 If you’re setting up default stationery, there are specific naming conventions you must use. 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 1 If 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. To open regular stationery from the In the Help index,* see: E stationery, using Do this New Document dialog box Choose New from the File menu, and then select Use Assistant or Stationery. Choose a category from the Category pop-up menu, select the stationery name in the scrolling list, and then click OK. 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 2-16 AppleWorks 5 User’s Manual Identifying your documents In the Help index,* see: E Document Summary Info command Save a description of your document when you want to include notes to yourself about the document’s contents or when you plan to save the document as regular stationery. (See “Saving document formatting as templates (stationery)” on page 2-12.) To save a description of a document, choose Document Summary from the File menu, and then type the information. Keep track of different versions of a document Identify important information in the document 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. What you enter for Appears in the New Document dialog box as the Title Document name (in the scrolling list) Category Category name Description Document’s description Note You can enter more than one category. For example, if you enter Business, Home, Education, the document appears in the Business category, the Home category, and the Education category. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Creating, opening, and printing documents 2-17 Protecting documents with passwords In the Help index,* see: E passwords You can protect a document or stationery by setting a password, which you (and other users) must type before you can open the document or stationery using AppleWorks. 1. Choose Document Summary from the File menu. 2. Click Set Password, type a password (up to 255 characters of letters, numbers, or symbols), and then click OK. 3. In the confirmation dialog box, type the password again, and then click OK. Important Keep the following points in mind: 1 If 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. 1 To maintain security, consider doing the following: 1 Make passwords easy to remember, but not so easy that someone can guess them. 1 If you write down passwords, store them in a secure place away from your computer. 1 Change passwords often. 1 Passwords 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 2-18 AppleWorks 5 User’s Manual Importing and exporting documents In the Help index,* see: E exchanging data You can share AppleWorks documents with other applications by importing to or exporting from AppleWorks documents. To import and export documents, the AppleWorks application uses translators, special files that translate information for many popular software applications. These files, which come with AppleWorks, are in your AppleWorks Translators folder. (The AppleWorks Translators folder is in the AppleWorks folder, which is in the Application Support folder in the System Folder.) To Do this Export a document so it can Choose Save As from the File menu, and then choose a file be read by an application format, such as HTML, from the Save As pop-up menu. other than AppleWorks (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 Use one of the following methods: created with a different 1 Choose Open from the File menu. In the Open dialog box, application select the appropriate document type from the Document Type pop-up menu. Select the file, and then click Open. The original document is unchanged. 1 1 1 Use the Convert Documents script. See “Converting documents” on page 2-19. Create a document in the AppleWorks application format by converting one from a different format. See “Converting documents” on page 2-19. Use 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Creating, opening, and printing documents 2-19 To Do this Insert an entire document, such as clip art (commercially produced graphics) into an AppleWorks document Use one of the following methods: 1 1 In the AppleWorks document, click where you want to insert the file, and then click on the Default button bar, or choose Insert from the File menu. In the Insert dialog box, select the file type from the Show pop-up menu, choose the file, and then click Insert. (To insert information into fields of an AppleWorks database, see “Importing data from other documents” on page 8-38.) Use 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 Click on the Default button bar, or choose Open from the AppleWorks for File menu, choose a document, and then click Open. Windows 95 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. Converting documents In the Help index,* see: E documents, converting 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). Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. In the Help index,* see: E closing E Quit command 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. 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 In the Help index,* see: E documents, printing E Help, printing 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Creating, opening, and printing documents 2-21 Before you print, you can preview a document on the screen and make necessary adjustments. To Do this Choose a printer Select a printer using the Chooser. Change the page orientation, In AppleWorks, choose Page Setup from the File menu. page size, and other print settings Preview a draw, spreadsheet, database, or paint document on the screen In AppleWorks, choose Page View from the Window menu. 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. 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. 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. 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. Horizontal pane control Text ruler Show/hide tools control Zoom controls Zoom percentage box Page indicator Vertical pane control 3-2 AppleWorks 5 User’s Manual Viewing windows In the Help index,* see: E viewing documents You can view a window and its contents in different ways. For example, to see a drawing in detail, you can enlarge your view of it (zoom in). When you finish, zoom out to return to its original size. To Do this Zoom in or out, or choose a zoom percentage Click to zoom in, click to zoom out, or click the zoom percentage box and select a percentage. 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. Example Zoom out Zoom in Drag down Drag right Restore a split window Double-click the vertical or horizontal line between the panes Double-click to restore the window Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Basics 3-3 Arranging windows In the Help index,* see: E Stack Windows command AppleWorks can tile or stack open document windows so they are arranged neatly on the screen. To Do this Example Tile windows in Click on the a grid Default button bar, or choose Tile Windows from the Window menu. Tiled windows Stack windows Choose Stack Windows so they are from the Window layered, with the menu. upper-left corner of each window visible Stacked windows Tip To bring a document to the front, choose its name from the Window menu. Going to a page In the Help index,* see: E going to a page To go directly to a page, double-click the page indicator at the bottom of the window, type the number of the page you want, and then click OK. If you don’t see the page indicator, choose Page View from the Window menu. Page indicator Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 3-4 AppleWorks 5 User’s Manual Using the tool panel In the Help index,* see: E tools The tool panel contains icons that represent the tools used to work in AppleWorks. You use these tools to paint images, draw objects and frames (a special type of object), and change the appearance of objects and frames. (For more information on frames, see the next section.) Use the arrow pointer to select, move, and reshape objects and frames Use the text tool to create text frames and type text Use the spreadsheet tool to create spreadsheet frames Use the paint tool to create paint frames Use the painting and drawing tools to paint images in a paint document or frame Use the drawing tools to draw objects in documents and frames Fill sample Pen sample Use the fill palettes to select the fill color, pattern, gradient, or texture for objects and images Use the pen palettes to select attributes for lines and borders of objects and images If you don’t see the tool panel, click the show/hide tools control choose Show Tools from the Window menu. or Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Basics 3-5 Using the button bar In the Help index,* see: E button bars When you open an AppleWorks document, you see the button bar at the top of the document window (below the menu bar). The button bar saves time by providing shortcuts to activities that would otherwise take several steps to complete. The button bar is preset to include buttons for some common AppleWorks actions. 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 To change the way you work with the button bar, you can: 1 1 1 1 1 show or hide it change its position customize its appearance add or remove buttons create 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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 button bar, and then choose one of these actions: To menu on the Do this Increase or decrease the number of Type a number for rows or columns, up to 20. rows or columns of buttons 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. 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. Basics 3-7 Adding and removing buttons In the Help index,* see: E buttons To add or remove buttons, choose Edit Button Bars from the menu on the button bar. In the Edit Button Bars dialog box, choose the name of the button bar you want to edit, and then click Modify. In the dialog box, add and remove buttons, and then click OK. Select a category from which you want to add or remove buttons Shows a brief description of the button’s purpose when you click a button Double-click a button to add it to the button bar Select a button to add or remove and then click to add or remove the selected button Note The buttons you see in the button bar depend on the type of document or frame you’re working in. For example, you see the button for rotating objects 90 degrees only when you’re working in a paint document or frame. 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 3-8 AppleWorks 5 User’s Manual Using palettes In the Help index,* see: E palettes, types E palettes, using A palette is a window with options you can apply to documents, frames, and objects. You can open, collapse, and expand palettes, such as the fill, pen, library, and stylesheet palettes. Collapsed palettes go automatically to the upper-right corner of the document Click to close the palette (Option-clicking closes all open palettes) Press and hold down a button to view the palette and select an option Click to collapse the palette (Option-clicking collapses all open palettes) Drag the palette onto the working area to keep it open while you work 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. 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 Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Basics 3-9 Use the To For more information, see Library palette Add AppleWorks clip art to a “Using libraries” on page 3-18 document, or store items that you want to reuse Mail merge palette Merge database information “Merging data into documents (mail with a word processing or merge)” on page 9-22 spreadsheet document, or a text frame in a draw document Stylesheet palette Create, apply, and edit styles for formatting text, paragraphs, spreadsheets, outlines, and graphic objects “Using styles” on page 9-5 Links palette Create and edit links (document links, URL links, and book marks) “Creating links” on page 9-1 Working with frames In the Help index,* see: E frames, tools E frames, creating In AppleWorks, you can add different types of information (spreadsheet data, text, and paint images) to the same document. These different types of information are stored in special objects called frames. A frame is an object that acts like a window to another type of document. You can draw frames in every type of document (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). Use the text tool to draw a text frame Use the spreadsheet tool to draw a spreadsheet frame Use the paint tool to draw a paint frame Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. To Do this For this result Copy Select the text, object, or Puts a copy of the selected text, object, or image to copy and click on image on the Clipboard. The original item the Default button bar, or stays in the document or frame. choose Copy from the Edit menu. Cut Select the text, object, or Removes the selected text, object, or image to cut and click on image from a document or frame and the Default button bar, or places it in the Clipboard. choose Cut from the Edit menu. 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. 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. Basics 3-11 To use drag and drop to copy items between documents and applications: 1 Select text, objects, images, or spreadsheet cells and then drag them to another AppleWorks document, or to another application that supports drag and drop. 1 Select text or spreadsheet cells and drag them to the desktop. You see a text clipping (a file you can drag to another document or application). 1 Select draw objects or paint images and drag them to the desktop. You see a picture clipping (a file you can drag to another document or application). 1 Select text, objects, images, or spreadsheet cells and drag the selection from another document or application to an AppleWorks document. 1 Drag 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 In the Help index,* see: E pages, viewing E Show Margins command You can preview a document on the screen in page view before actually printing it. In page view, you see the margins, headers, footers, and page numbers, if there are any. For information on printing a document, see “Printing a document or Help topic” on page 2-20. Word processing documents always appear in page view. 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. View without margins and page guides Normal view showing margins and page guides To preview a draw, paint, database, or spreadsheet document, choose Page View from the Window menu. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Basics 3-13 Normal view Page view Using rulers In the Help index,* see: E rulers Change between text and graphics rulers The text ruler and graphics ruler help you measure and align text, objects, and frames. You can show one ruler at a time. To show or hide a ruler, choose Show Rulers or Hide Rulers from the Window menu. To change the ruler settings, choose Rulers from the Format menu, and then select the settings you want in the Rulers dialog box. Select the unit of measure Specify the number of divisions per unit For more information about rulers, see “Changing paragraph formats” on page 4-8 and “Using the graphics ruler and grids” on page 5-7. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 3-14 AppleWorks 5 User’s Manual Creating headers and footers In the Help index,* see: E headers You can have a document display the same information at the top or bottom of every page in a header or footer. To create a header or footer, choose Insert Header or Insert Footer from the Format menu. Type or insert header text here Type or insert footer text here In headers and footers you can: 1 type text 1 use the text ruler to set indentation, tabs, justification, and line spacing 1 include other elements such as a page number, date, or graphics For example, you can create a header to display a chapter title at the top of each page, and create a footer to display the current page number at the bottom of each page. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Basics 3-15 The header displays the same text at the top of each page Title page contains no header or footer The footer displays the page number You see the header and footer on the page when you print and on the screen when you’re in page view. See “Previewing pages for printing” on page 3-12 for more information. To remove a header or footer, choose Remove Header or Remove Footer from the Format menu. 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. 3-16 AppleWorks 5 User’s Manual Adding a date or time In the Help index,* see: E headers E Insert Date command You can display the current date or time on any page of a document. AppleWorks updates the date and time with the current date and time when you close and reopen the document. To change the format for the date, see “Setting preferences” on page 3-21. Important Dates and times in this documentation are shown in U.S formats, using U.S. conventions. 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. To insert Do this The current date or time in Place the insertion point in the a text frame or word document or frame and choose processing document Insert Date or Insert Time from the Edit menu. Example Date inserted in document or frame Dates and times are updated when you close and reopen the document. The current date or time in Place the insertion point in the a header or footer header or footer and choose Insert Date or Insert Time from the Edit menu. Date inserted in header A fixed date or time (one Hold down Option as you that does not update when choose Insert Date or Insert Time you close and reopen the from the Edit menu. document) in a text frame, word processing document, header, or footer Numbering pages In the Help index,* see: E Insert Page # command You can display the current page number or page count on any page of a document. The page number is updated when you add or remove pages, or change the starting page number. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Basics 3-17 To repeat the page number on every page of a document, put it inside a header or footer. See “Creating headers and footers” on page 3-14. To insert Do this Example The current page number or page count in a text frame or word processing document Place the insertion point in the document or frame and choose Insert Page # from the Edit menu. Then select Page Number to insert the page number, or Document Page Count to insert the total number of pages in the document. 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. Page number and document page count shows a range Page number inserted in a footer 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 In the Help index,* see: E Show Margins command AppleWorks presets the margins for each type of document. 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 Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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 In the Help index,* see: E paper size You can change how the page is oriented in the document. You can also change the page size. 1 To change the page orientation, choose Page Setup from the File menu, select an orientation, and then click OK. Choose a vertical or horizontal orientation 1 To 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 In the Help index,* see: E libraries, overview A library is a palette that stores items you can reuse in a document. Libraries are useful if you want to store copies of items you’ve created. 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. Basics 3-19 Click to close the library Click to collapse or expand the library Drag the selection from the library into the document Scroll to see more items Click to see fewer options Creating, opening, and saving libraries In the Help index,* see: E libraries, creating E libraries, opening You create and open libraries as you do other AppleWorks documents. To From the File menu, choose Create a library Library, and then choose New. 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 save or close a library, you choose commands from the File menu on the library palette. To From the library palette’s File menu, choose Save a copy of a library or rename Save As a library Save a library you’ve previously saved Save Close a library Close Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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 In the Help index,* see: E libraries, items in 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. Duplicating, deleting, and moving library items In the Help index,* see: E libraries, items in 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 Select the object(s) and from the library palette’s Edit menu, choose Duplicate library items Duplicate Delete library items Delete Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Basics 3-21 To Move items between libraries Select the object(s) and from the library palette’s Edit menu, choose Cut or Copy, and then open the other library and choose Paste from that library palette’s Edit menu. Or you can drag library items between libraries. Viewing library items In the Help index,* see: E libraries, palette Choose a command from the library palette’s View menu to change the way items are shown on the library palette. 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 View Options, and then type a size (in pixels) for Horizontal display items on the library palette and Vertical when you view by object Set the number of rows (when you View Options, and then type numbers for Rows and Columns view by name) and columns (when you view by object) on a library palette Setting preferences In the Help index,* see: E preferences You can customize AppleWorks by setting options in the Preferences dialog box. Some options you set apply to the current document only, and others apply to new documents you create. 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 3-22 AppleWorks 5 User’s Manual Choose the category of options you want to set Set options to customize the way you work in AppleWorks Click to use the current settings whenever you create a document In the Help index,* see: E email E WorldScript Note If you’re using the WorldScript application, you see additional options in the Preferences dialog box. For more information, see onscreen Help. 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 Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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: 1 1 1 1 compose letters and memos create lists and outlines keep a personal journal write research papers, lesson or business plans, reports, contracts, and meeting minutes 1 write copy for newsletters, announcements, brochures, and advertisements 15 March 1997 45 S. Webster Avenue Santa Fe, NM 87155 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 Create a word processing document to contain text 4-2 AppleWorks 5 User’s Manual Text basics You can work with text in a word processing document or in a text frame. In either case, you use the same techniques, tools, and commands to enter and format the text. Creating a word processing document or frame In the Help index,* see: E frames, creating E opening To Do this Create a blank word processing document Choose New from the File menu, click Word Processing, and then click OK Or, click on the Default button bar. (If you don’t see the button bar, choose Show Button Bar from the Window menu.) Create a text frame Select the text tool within another type (choose Show Tools from the of document 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. Example A word processing document A text frame in a draw document (In a word processing document, hold down the Option key as you draw the frame.) Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Text (word processing) 4-3 About the word processing window In the Help index,* see: E drawing, tools E rulers E word processing When you open a word processing document, you see the word processing menu bar, button bar, text ruler, page guides, and the insertion point. The insertion point is a short, blinking vertical line that shows where text appears when you type or insert text. Word processing menus Buttons for common tasks in word processing documents and text frames Text ruler Margin Text insertion point Page guides Text in a word processing document looks the same on the screen as it does when it’s printed. Working with text frames In the Help index,* see: E frames, creating E frames, working in E text, tool Use a text frame when you want to add a block of text to a spreadsheet, draw, or paint document, or to a database document in Layout mode. (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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. Drag a handle to resize or reshape the text frame Draw document with a text frame Note If you create a text frame and then click outside the frame before you enter text, the frame disappears. Typing text In the Help index,* see: E deleting, text E text, shortcuts E undoing actions To type text, place the pointer where you want the text and click the mouse. Then: To Do this Type a paragraph Begin typing the text. 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Text (word processing) 4-5 To Do this Insert a non-breaking space to keep two words on the same line Hold down the Option key and press the Space bar. Delete the character to the left of the insertion point Press Delete. Typing equations In the Help index,* see: E Equation Editor You can use Equation Editor to add equations to an AppleWorks word processing document or frame. (Equation Editor, an application by Design Science, Inc., is installed on your hard disk with AppleWorks.) 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 In the Help index,* see: E 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. Selected text Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 4-6 AppleWorks 5 User’s Manual You can also select text by using the following methods: To Do this Select a word Click twice on the word. Select a line Place the pointer in the line and click three times. Select a paragraph Place the pointer in the paragraph and click four times. Extend a selected range of text Hold down the Shift key, move the pointer, and click. Select everything in a document or frame Choose Select All from the Edit menu. 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.) Cutting, copying, and pasting text In the Help index,* see: E copying, 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 In the Help index,* see: E invisible 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Text (word processing) 4-7 To show formatting characters, choose Preferences from the Edit menu, choose Text from the Topic pop-up menu, and then select Show Invisibles. To hide formatting characters, deselect Show Invisibles. To show or hide formatting characters as you work, click on the Default button bar, or type 2-; (semicolon). For more information, see “Setting preferences” on page 3-21. Space character Tab character Return character Note Formatting characters never appear in the printed document. Changing text appearance In the Help index,* see: E modifying text You can change the appearance of text in your document by applying different fonts, type sizes, and colors. To change the appearance of characters, you can apply various text attributes using commands in the word processing menus or button bar. If you don’t see the button bar, choose Show Button Bar from the Window menu. 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 Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 4-8 AppleWorks 5 User’s Manual In the Help index,* see: E styles To change Select the text or frame and choose The style A style from the button bar pop-up menu on the Tip You can create styles—combinations of formatting information—and apply the styles to text with a single click using the stylesheet palette. (To show the stylesheet palette, click on the Default button bar, or choose Show Stylesheet from the Window menu.) 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. Select the text you want to change Before Then click to apply a style that you’ve created After To see a style’s properties, click Edit, and then select the style Properties of the style Bold, Italic Changing paragraph formats In the Help index,* see: E rulers 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Text (word processing) 4-9 Line-spacing controls Paragraph and outline labels Alignment controls Column controls Tab markers Left margin marker (drag top part only) First-line indent and left margin marker First-line indent marker (drag bottom part only) Right margin marker To display the Paragraph dialog box, choose Paragraph from the Format menu. In the Help index,* see: E styles Select the text you want to change 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. Before Then click to apply a preset style After To see a style’s properties, click Edit, and then select the style Properties of the style Bullet Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 4-10 AppleWorks 5 User’s Manual Setting and changing tabs In the Help index,* see: E tabbing Use tabs when you create tables or need to control how text aligns (lines up) in a document. The text ruler has preset left tabs every one-half inch. (Preset tabs do not appear on the ruler.) You can move the tabs to different locations, remove tabs, add tabs, and use different tab alignments. When you set tabs, any preset tabs to the right of the tabs you set remain effective. 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. Left tab marker Click one of these tab markers and drag to the ruler position you want Center tab marker Right tab marker with fill character Align-on tab marker To set the fill character, double-click the tab marker Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Text (word processing) 4-11 Indenting paragraphs In the Help index,* see: E indentation To change the indentation for a paragraph, position the insertion point in the paragraph and drag the first-line indent marker , left margin marker , or right margin marker to a new position on the text ruler. To indent the first line of a paragraph, drag the firstline indent marker To indent a paragraph, drag the left margin marker (grab the bottom part only) To make a hanging indent, drag the left margin marker (grab the top part only) 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 In the Help index,* see: E bulleted lists E labels, 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. Click to check off items Bulleted list Checklist Numbered list Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. After Before Aligning paragraph text In the Help index,* see: E text, alignment To align a paragraph, place the insertion point in the paragraph and click an alignment control on the ruler. Aligned left Centered Aligned right Justified Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Text (word processing) 4-13 Changing line and paragraph spacing In the Help index,* see: E paragraphs To set line spacing, click the decrease-spacing or increase-spacing control on the ruler, or the alignment buttons on the button bar. Line-spacing indicator Increase-spacing control Decrease-spacing control Single-spaced text Spacing increased to 1.5 lines Tip Double-click the line-spacing indicator to display the Paragraph dialog box and change the unit of measure. To set the spacing between paragraphs, choose Paragraph from the Format menu. Type the number of units you want before the paragraph Choose a unit of measure from a pop-up menu Type the number of units you want after the paragraph Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 4-14 AppleWorks 5 User’s Manual Copying text ruler settings In the Help index,* see: E rulers After setting tabs, indents, and line and paragraph spacing, apply these settings to new or existing paragraphs by copying and applying the ruler. 1 To copy the ruler, place the insertion point in a paragraph that has the formats you want, and click Ruler from the Format menu. on the Default button bar, or choose Copy 1 To apply the ruler, place the insertion point in the paragraph you want to format, and click the Format menu. on the Default button bar, or choose Apply Ruler from Sorting paragraphs In the Help index,* see: E Assistants 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 In the Help index,* see: E outlines 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Text (word processing) 4-15 AppleWorks provides three preset outlines for you to use. You can modify the preset outline or create new outline styles. For information on modifying styles, see “Modifying an outline style” on page 4-19. To create a style, see “Using styles” on page 9-5. Harvard format Legal format Diamond format You can add an outline at any point in a text document or frame by choosing an outline label from the pop-up menu on the text ruler. 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. Paragraph and outline labels 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. 4-16 AppleWorks 5 User’s Manual Creating an outline In the Help index,* see: E topics, outlines To create an outline, choose an outline label from the pop-up menu, and then type the first topic. To add another topic at the same level as the current topic, press Return. To add another topic indented to the left or to the right of the current topic, choose New Topic Left or New Topic Right from the Outline menu. First topic New topic New right topic Choose an outline label 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. Unlabeled line Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Text (word processing) 4-17 Modifying and removing outline labels To change the outline label for specific topics, select the topics and choose the format you want from the pop-up menu. Harvard labels Diamond labels To remove an outline label (such as the Roman numeral in a line of a Harvard-style outline), select one or more lines and choose None from the pop-up menu. Harvard labels No labels Rearranging outline topics To move topics Do this In the Help index,* see: E topics Example (before and after) Left or right Select the topic and choose between outline Move Left or Move Right from the levels Outline menu. Move Left And subtopics up or down in the outline Up one level Select the topic and choose Move Above or Move Below from the Outline menu. You can also drag topic labels up and down to reorder topics. Move Above Subtopics move with topic Select the topic and choose Raise Topic from the Outline menu. Raise Topic Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 4-18 AppleWorks 5 User’s Manual Collapsing and expanding outline topics In the Help index,* see: E collapsing You can collapse (hide) or expand (show) subtopics to highlight main ideas or show more details. When the subtopics below a topic are collapsed, the topic’s paragraph label changes as follows: 1 text labels, such as Roman numerals, numbers, and letters, are underlined (you don’t see the underline character when you print) 1 diamonds change from black to gray Tip To collapse or expand an item quickly, double-click it. To Do this Example (before and after) Collapse a topic Select the topic or outline and or outline so that choose Collapse from the subtopics are Outline menu. hidden Expand a topic Select the topic or outline and or outline so that choose Expand from the subtopics are Outline menu. visible Expand the current topic or an entire outline to a specific level Click in the topic or select the entire outline. Choose Expand To from the Outline menu, and then type a number in the dialog box. Outline fully expanded 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. Outline expanded to level 2 subtopics Collapsed outline Expanded outline Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Text (word processing) 4-19 Modifying an outline style You modify an outline style by changing its properties (formatting options) in the stylesheet palette. For more information about working with styles and the stylesheet palette, see “About the stylesheet palette” on page 9-6. In the Help index,* see: E styles E styles, editing To modify an outline style: 1. Click on the Default button bar, or choose Show Stylesheet from the Window menu. 2. Click Edit on the stylesheet palette. 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 In the Help index,* see: E Assistants E spreadsheets, tool E tables There are several ways to create a table in AppleWorks word processing documents. You can: 1 use 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) 1 draw a spreadsheet frame that contains the number of rows and columns you want, and then enter the text 1 use the AppleWorks Assistant for making tables, which sets up a spreadsheet frame for you Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 4-20 AppleWorks 5 User’s Manual Tab stops Tabbed table Table in a spreadsheet frame Use any of the following methods to make a table: To make a table Do this By setting tabs Use the pointer to drag tab stops to the text ruler. See “Setting and changing tabs” on page 4-10. To convert the tabbed table to a spreadsheet frame, select the text in the table and click on the button bar. See “Using the button bar” on page 3-5. 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. 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. Text (word processing) 4-21 Creating a title page In the Help index,* see: E cover pages If you’ve added a header or footer to a word processing document, you can create a title page so that the header or footer doesn’t print on the first page. To create a title page, choose Section from the Format menu. In the Section dialog box, select Title Page, and then click OK. For information on creating more than one title page in a document, see “Dividing a document into sections” on page 4-24. Creating and changing columns In the Help index,* see: E columns, text You can arrange text in multiple columns on every page of a document. As you type, text flows from the end of one column to the beginning of the next. When you make changes to the width or number of columns, the text adjusts accordingly. Note You can set up different column formats from page to page, or on the same page, using sections. See “Dividing a document into sections” on page 4-24 and “Varying the number of columns on a page” on page 4-27. Text formatted in columns 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 4-22 AppleWorks 5 User’s Manual Click to subtract columns Click to add columns Shows the number of columns Important If your document already contains columns of variable width, clicking the increase-columns or decrease-columns control changes them to equal width. You can change a column’s width and the space between two columns by using the mouse to drag the column guide (border). 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. Before After column is moved 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. Before After column is moved left 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. Text (word processing) 4-23 Breaking a page or column In the Help index,* see: E columns, breaks in Each page is preset to break (end) at the bottom of the page. Text continues at the top of the next page or column. You can end the page or column before it fills up by inserting a break at the insertion point. To set a page or column break, position the insertion point where you want the break, and then choose Insert Column Break or Insert Page Break from the Format menu. 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 the Help index,* see: E pages, guides In a multiple-page word processing document, you can scroll pages from side to side, or one page on top of the next. To change how the pages scroll, choose Document from the Format menu. In the Document dialog box, select One Page Above The Next or Facing Pages Side-BySide, and then click OK. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 4-24 AppleWorks 5 User’s Manual Dividing a document into sections In the Help index,* see: E sections In AppleWorks, sections in documents act like chapters in books: each section can have a different format. You can change its header and footer text, page numbering, and number of columns. 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Ut odio wisi.enim ad et iusto minim benia accumsan nostrud exerc m, quis i tation ullam ctety nisl ut aliquip , cibsecorperersuscipit od lobortis examet dolor sit easden nibh euism mmy comm Loem ipsum nonu odo diam cose eratquat. ekut, sed aduouscu Duisbgautem et dolore magna aliquam m, quis ut laore vel eum iriuremdolo tincidunt in bulp r in hendrerit ad mini benia utate enimesse rtis velit wisi lobo Ut pit mole susci erstie volutpat. dolore eu feugn ullamcorp consequat, vel i tatio iat nulla facil illum quat. exerc cose ud sis at vero eros nostr accumsan easden commodo exet iusto odio. et nisl ut aliquip rerit Loem ipsum dolor in hend iriure dolo vel eum r sit ametcons equat, vel illum Duis autem aduouscubg esse mole stie , cibse ctety er ekut, sed diam eros et utate velit vero mmy in bulp tinci sis at nonu dunt ut laore nibh euismod nullaetfacil si. dolo eu feugiat nullaa facli dolorevolu te feugreaitmagn tpat. aliquam Ut odio wisi enim et iusto ad minim benia erat accumsan nostrud exerc m, quis i tation ullam corper nisl ut aliquip ex easden comm suscipit lobortis odo cosequat. Duis autem vel eum iriure dolor in hend in bulputate rerit velit esse mole stie consequa dolore eu feug t, vel illum iat nulla facil sis at vero eros accumsan et iusto odio te et feugait nulla faclisi. Vulpu 1Ut wisi enim tate You can also divide a single page into multiple sections, each with different formatting. USIMOD Loem ipsum dolor sit amet, cibsectetyer aduouscubg ekut, sed diam nonummy nibh euismod tincidunt ut laoreet dolore magna aliquam erat volutpat. Ut wisi enim ad minim beniam, quis nostrud exerci tation ullamcor suscipit lobortisnisl ut aliquip ex easden commodo cosequat. Duis autem vel eum iriure dolor in hendrerit in bulputate velit esse molestie consequat, vel illum dolore eu feugiat facilsis at vero eros et acc et iusto odio. Loem ipsum dolor sit amet, cibsectetyer aduouscubg ekut, sed diam nonummy nibh euismod tincidunt ut laoreet dolore magna aliquam erat volutpat. Ut wisi enim ad minim beniam, quis nostrud exerci tation ullamcor suscipit lobortisnisl ut aliquip ex easden commodo cosequat. Duis autem vel eum iriure dolor in hendrerit in bulputate velit esse molestie consequat, vel illum dolore eu feugiat facilsis at vero eros et acc et iusto odio. 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. You can insert sections into a word processing document only. You cannot insert a section into a header, footer, footnote, or text frame. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Text (word processing) 4-25 Inserting and deleting a section To insert or delete a section, click on the Default button bar, or type 2-; (semicolon) to display the formatting characters. Then: In the Help index,* see: E breaks E deleting, text E sections To Do this Insert a section Choose Insert Section Break from the Format menu. You see a section break character where you inserted the section. When page guides are visible, you see a section break line at the end of each section. (See “Previewing pages for printing” on page 3-12.) Delete a section Select the section break character and press Delete. for the section you want to delete, For more information about formatting characters, see “Showing formatting characters” on page 4-6. Formatting sections In the Help index,* see: E columns, text E 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 4-26 AppleWorks 5 User’s Manual Shows the number of the section you’re formatting To Do this Set where the section begins Select an option from the Start Section pop-up menu. Change the starting page number for a section Select Restart Page Number and type the starting page number for the current section. Make the header and footer information different from the previous section Select Different For This Section. 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 (leftfacing 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. Text (word processing) 4-27 Varying the number of columns on a page In the Help index,* see: E sections If you add more than one section to a page, you can vary the number of columns on the page. For example, to create a page with one column on the top half of the page and two columns on the bottom half, add a second section to the page by selecting Insert Section Break from the Format menu and setting the section to start on a new line, and then add another column to that section. Place the insertion point where you want to insert a section Insert a second column in the section Page before section break In the Help index,* see: E columns, text Page after section break 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 In the Help index,* see: E Insert Page # command 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: 1 a section number by itself (“Chapter 3”, “Chapter 4”) or with the current page number (“Page 3-11”, “Page 3-12”) 1 a page number within a section (“Page 1 of 10” and “Page 2 of 10” where there are ten pages in the section) 1 the total number of pages in a section (“This chapter contains 32 pages”) Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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 In the Help index,* see: E footnotes 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. USIMOD USIM OD 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. 1 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. 2 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. 3 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. 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Lo ek lla locil re m co ncuetbg ns niam,rit bortis beeq et dofa storeod sis lo l minatimveroscua aduous t utiulao ipt,it ve io ad ill 16 um te su im 1 "Dcid un eros et feugrper si en dolor Duis autem tinolvel wiiriure ore eum nu cosequat. lamcoinaithendrerit at.mUt agnatat 2 "Ess favel odo lla tp ion ul consequat, clisi. in bulputate velit esse illum "molestie volue" comm iquam exolerescitie Al udM Fe easden striat ug dolore3eu nulla facilsis etrit at, 19eros nofeugiat ip ex co nsequaatervero qulla hendre l illum 72 alinu t,do19 faciltesisfeugait lor87in faclisi. accumsan nulla t, ve nisletutiusto odio iriure nsequa l eum molestie co ro eros et ve at ve faclisi. is autem Aliquam 1 "Dolore 1972 lit esse erat, sis Dumagna" ve cil fa lla ate nulla feugait nu bulput consequat, 2 "Esse"inMolestie feugiat odio te1987 lore eufacilsis 3 Feugiatdonulla iusto san et accum 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 1 "Dolore magna" Aliquam erat, 1972 2 "Esse" Molestie consequat, 1987 3 Feugiat nulla facilsis Footnotes In the Help index,* see: E Assistants Endnotes 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Text (word processing) 4-29 To set options for footnotes and endnotes in the Document dialog box, choose Document from the Format menu. Then: To Do this in the Document dialog box Change all the footnotes in the document to Select At Bottom of Page or At End of Document. endnotes, or change all the endnotes to footnotes Use footnote characters other than numbers (such as † or *) Deselect Automatic Numbering. Start numbering footnotes at a number other than 1 Type a number for Start At. 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 In the Help index,* see: E finding 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. Type the text to be used as the replacement (optional) Type the word or phrase you want to find Click to find the next occurrence without making a change 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 If you leave the Change box empty, clicking any change button deletes the text that is found. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 4-30 AppleWorks 5 User’s Manual Once you close the Find/Change dialog box, you can find the text for which you last searched by choosing Find/Change from the Edit menu and then Find Again. Finding special characters In the Help index,* see: E hidden characters You can search for special formatting characters, such as return characters, tab characters, and symbols for column breaks, the same way you search for regular text. You can also search for special text such as dates, times, and page numbers. 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 In the Help index,* see: E spelling You can check all the text in the document, or text that you select. 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. Click to replace with the word selected in the list (changes to Done when check is complete) Click to add the questionable word to the user dictionary Type a keyboard shortcut to replace a word Click to hide or show the word in context Shows the questionable word in context Shows the word count Tip If you need to check the spelling in a communications document, you can copy and paste the text into a word processing document, and then check spelling there. Or, save your communications document as text, then reopen that text file as a word processing document. Hyphenating words In the Help index,* see: E Auto-Hyphenate command You can use automatic hyphenation to prevent entire words from moving to the next line. You can also change where words hyphenate. 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). Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 4-32 AppleWorks 5 User’s Manual Finding synonyms In the Help index,* see: E synonyms When you’re searching for the best word, you can look up synonyms— words of similar meaning—in the onscreen thesaurus that is provided with AppleWorks. The AppleWorks thesaurus is a collection of more than 220,000 words organized by synonyms. To find a synonym, select a word, choose Writing Tools from the Edit menu, and then choose Thesaurus. You see the Thesaurus dialog box. Select the synonym you want Click to replace the selected word 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 Changing dictionaries In the Help index,* see: E dictionaries To install and select additional dictionary, hyphenation, and thesaurus files, choose Writing Tools from the Edit menu, and then choose Select Dictionaries. You can also create and select different user dictionaries for specialized terms or proper nouns that don’t appear in the main dictionary. For more instructions on changing dictionaries, see onscreen Help. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Text (word processing) 4-33 Editing dictionaries In the Help index,* see: E modifying dictionaries E selecting dictionaries To edit words in your user or hyphenation dictionaries, choose Writing Tools from the Edit menu, and then choose Edit User Dictionary or Edit Hyphenation Dictionary. In the dialog box, you can edit dictionary entries, import dictionary entries from a text file, or export the contents of a dictionary to a text file. For more information, see onscreen Help. Type a new entry, or edit a selected entry here 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 Click a button to import or export dictionary entries Counting words In the Help index,* see: E 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 4-34 AppleWorks 5 User’s Manual Adding pictures and frames to text In the Help index,* see: E artwork, text E drawing, tools E libraries, overview There are two ways to place pictures and frames—such as clip art, spreadsheets, drawings, and paintings—in a word processing document. You can insert them as inline objects, so that they move along, or flow, with your text, or place them as independent objects that float on the page and are not affected by the text. 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. A floating object has four handles when you select the object An inline object has one handle when you select the object To insert an inline or a floating object in a document, first show the tool panel (choose Show Tools from the Window menu if the tool panel is hidden). Then: To insert Do this An inline object in text Select the text tool in the tool panel, and then place the insertion point in the text before you paste, 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Text (word processing) 4-35 Once you add an object, you can change how it’s placed in text. To change Do this A floating object to an inline object Select the arrow pointer in the tool panel and select the floating object. Choose Cut or Copy from the Edit menu, and then select the text tool in the tool panel. Then place the insertion point in the text and choose Paste from the Edit menu. An inline object to a floating object Select the text tool in the tool panel and select the inline object. Choose Cut or Copy from the Edit menu, and then select the arrow pointer . Then choose Paste from the Edit menu. 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 In the Help index,* see: E text wrap 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. Picture placed as an object with text wrapped around it Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 4-36 AppleWorks 5 User’s Manual To Do this Wrap text around a picture in a word processing document Place the picture in your document as an object (see the previous section). Click the picture to select it, and then choose Text Wrap from the Options menu. To wrap text around the contours of the object, choose Irregular. The number in the Gutter box determines how close the wrap is to the object. You can also click on the Default button bar for an irregular wrap. 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. 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 In the Help index,* see: E book marks E links When you plan to use an AppleWorks word processing document (or a document that contains a text frame) onscreen or on the Internet, you can select an area of the document or frame and create a link (a connection or jump) to a different area of the same document, a different document, or a document or other information on the Internet. 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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: 1 create layouts for newsletters, brochures, and announcements 1 design a logo or letterhead 1 create professional-looking forms, such as invoices and project planning sheets 1 design a border or background and create a master page to place the border or background on every page of a presentation 1 make flowcharts, or seating and organizational charts 1 illustrate floor plans and furniture arrangements Combine lines, text frames, and ready-made pictures to create a simple map Drawing basics You use the same tools and commands any time you work with the drawing tools. 5-2 AppleWorks 5 User’s Manual Creating a drawing In the Help index,* see: E documents, creating E documents, opening To Do this Create a blank draw document Choose New from the File menu, select Drawing, and then click OK. Example Or, click on the Default button bar. (If you don’t see the button bar, choose Show Button Bar from the Window menu.) A draw document 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) Circle drawn in a spreadsheet document 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 In the Help index,* see: E draw documents E grids E rulers E tools 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). Draw menus Buttons for common tasks in draw documents and frames Tool panel Working area with graphics grid Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Drawing 5-3 What are objects? In the Help index,* see: E objects, creating A drawing is made of objects—separate elements such as rectangles, lines, and text, as well as paint and spreadsheet frames. Think of a drawing as a collage in which you create and arrange objects of various shapes, sizes, and colors. When you overlap objects, the hidden parts still exist. Every object has a border (which you can hide) and a fill (the area within the border). Another type of object is a frame. Most of what you can do with an object you can do with a frame as well. Text frame (hidden border and transparent fill) Border Fill 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 5-4 AppleWorks 5 User’s Manual Use the remaining tools in the tool panel to create and change different types of objects. In the Help index,* see: E drawing, tools E selecting objects Click to work with frames and objects Click to select a tool Hold down the mouse button as you drag the tool Use this tool To draw Line tool Diagonal or straight lines. To make straight lines, hold down Shift as you drag the tool. Rectangle tool Rectangles. To draw squares, hold down Shift as you drag the tool. 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 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Drawing 5-5 As you use the drawing tools, keep the following tips in mind: To Do this Limit movement of the line, arc, Hold down Shift as you draw. (Holding down Shift also polygon, bezigon, and regular limits the movement of the arrow pointer as you polygon tools to 45º, 90º, and 180º move selected objects.) Set the number of sides on a regular polygon Select the regular polygon tool and choose Polygon Sides from the Edit menu. Type the number of sides (from 3 to 40), and then click OK. 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. You’ll find complete instructions for customizing the AppleWorks drawing tools in onscreen Help. 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 Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose 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. To select a transparent object, click the object’s line or border Handles indicate an object is selected An object remains selected until you deselect it or select another object. To Do this Deselect an object Click anywhere outside the object. (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 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. and then click anywhere on For more information on selecting objects, see onscreen Help. 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 Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Drawing 5-7 Using the graphics ruler and grids The graphics grid, graphics ruler, and autogrid (an alignment feature that helps you draw or move objects in precise increments) help you size, position, and align objects in a draw document. Graphics ruler Dotted lines move with the pointer Graphics grid Pointer You can change the ruler settings, turn the autogrid off, or hide the graphics grid. In the Help index,* see: E autogrid E graphics, grid E rulers 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 Turn Autogrid Off from the Options menu constrained to the autogrid Turn on the autogrid so objects “snap” to the grid Turn Autogrid On from the Options menu Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. In the Help index,* see: E object size palette E positioning objects To move Select the object(s) and Any object, including a frame Hold down the mouse button while dragging the object to the new position. (Don’t drag a handle. If you do, you’ll resize the object.) 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 Example Type here Duplicating, copying, and deleting objects In the Help index,* see: E duplicating E removing Once you create objects, you can duplicate, copy, or delete them. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Drawing 5-9 Remember that you can usually reverse your most recent action by choosing Undo from the Edit menu. To revert to the most recently saved version of your document, choose Revert from the File menu. To Select the object(s) and Duplicate an object Choose Duplicate from the Edit menu. Space duplicates evenly After duplicating the object, move it immediately to a new position. The next duplicate you create appears at the same distance from the last copy. 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. 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 In the Help index,* see: E objects, modifying 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. Fill sample Fill color palette Pen sample Fill pattern palette Fill gradient palette Fill texture palette Pen pattern palette Arrowhead palette Pen width palette Pen color palette Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. To choose from a fill or pen palette, hold down the pointer on the palette control, and then drag the pointer to your selection To Select the object(s) and choose 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 Example (before and after) Change the fill color of an A color from the fill color palette object or frame 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.) 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. Drawing 5-11 In the Help index,* see: E styles Tip You can create styles—combinations of formatting information—and then apply the styles with a single click. (To show the stylesheet, click on the Default button bar, or choose Show Stylesheet from the Window menu.) For example, if you create a style called Wide Border, you can apply it to objects and frames any time you want. When you change a style, all the objects with the same style also change. For information on creating and using styles, see onscreen Help and “Using styles” on page 9-5. Select the objects to change Before Then click to apply a style that you created Properties of the selected style After To see a style’s properties, click Edit and then select the style Copying an object’s attributes In the Help index,* see: E objects, copying, 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 5-12 AppleWorks 5 User’s Manual Resizing objects To resize one or more objects or frames, use the mouse or AppleWorks commands. In the Help index,* see: E resizing, objects To resize objects by Select the objects and Using the mouse Place the pointer on a handle and hold down the mouse button as you drag a handle. To scale proportionally, hold down Shift as you drag. Specifying a percentage (scaling) Choose Scale By Percent from the Arrange menu. Type values in the boxes for the percentage by which to enlarge or reduce the area, and then click OK. Example Type here 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. Use these settings to reposition the object Type here See onscreen Help for additional information on resizing objects and frames. For information on In the Help index,* see: Adding extra handles to objects to help you change graphics, preferences only the width or the height Setting the angle of constraint (limitation) for the pointer’s motion Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Drawing 5-13 Reshaping and smoothing objects Use AppleWorks commands and controls to reshape objects and change their curves or angles. See onscreen Help for more ways to reshape objects and curves, as well as how to add and delete control handles and anchor points. To In the Help index,* see: E reshaping Select the object(s) and choose Modify the corners and ends on rectangles and squares Corner Info from the Edit menu (or double-click the object). 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 doubleclick 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. Example (before and after) Control handle Anchor point Smooth out or restore Smooth or Unsmooth from the Edit menu sharp angles of a polygon, bezigon, or freehand shape Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. Anchor point Reshape pointer Objects to be connected To In the Help index,* see: E connecting objects Choose Cut or Copy from the Edit menu, and then Example (before and after) Connect the end of one object Select the second object and click to the start of another 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Drawing 5-15 Arranging objects To align, rotate, flip, or group the objects you draw, or to change how they overlap, select the object or objects to arrange, and then choose a command from the Arrange menu. Start by selecting one or more objects. In the Help index,* see: E objects, arranging To Select the object(s) and choose this command from the Arrange menu Align objects to the autogrid Align to Grid Align objects to each other or distribute space evenly between objects Align Objects. 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 Example (before and after) 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 5-16 AppleWorks 5 User’s Manual Locking objects to prevent changes To protect objects from being changed, or frames from being deleted or moved, lock them. Unlocked objects have black handles Locked objects have dimmed handles In the Help index,* see: E locking To Do this Lock objects Select one or more objects and choose Lock from the Arrange menu. Lock an entire drawing Choose Select All from the Edit menu, and then choose Lock from the Arrange menu. Unlock locked objects Select the objects and choose Unlock from the Arrange menu. As you work with locked objects, keep these points in mind: 1 You can change the contents of a locked frame. 1 If you group an object with a locked object, AppleWorks locks the entire group. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Drawing 5-17 Creating a master page In the Help index,* see: E master pages E stationery A master page is text or graphic information that repeats on every page of a draw document. Unlike a header or footer, information on a master page can occupy the entire working area of the page, and stays behind everything else on the pages of a document. Master page Document pages Consider using a master page to: 1 show a company logo, or text such as Draft or Confidential in text frames behind the main body of text 1 create a border around the contents of each page 1 add 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 5-18 AppleWorks 5 User’s Manual Keep these points in mind: 1 To see master page elements as you work on your document, choose Page View from the Window menu. 1 You can save a document with a master page as stationery, a reusable template. See “Saving document formatting as templates (stationery)” on page 2-12. 1 If you select an object on a normal page (not a master page) and choose Move To Back from the Arrange menu, the object may move out of sight behind an object on the master page. 1 For more information about slides, see “Creating a slide presentation” on page 9-18. Adding pages to a draw document In the Help index,* see: E Document command 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 In the Help index,* see: E editing, colors and gradients E editing, patterns and textures E palettes, preferences To customize colors, patterns, gradients, and textures in AppleWorks, you can: 1 add colors, patterns, gradients, and textures to the fill palettes 1 add colors and patterns to the pen palettes 1 use 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Drawing 5-19 Adding clip art You can incorporate AppleWorks clip art and other types of art in a drawing. Anything that you add to a drawing becomes an object. In the Help index,* see: E duplicating E Insert command E libraries, overview To Do this Add AppleWorks clip art to a drawing Choose Library from the File menu, choose Open, and then choose a category. In the library palette, select an image and click Use. For more information, see “Using libraries” on page 3-18. 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: 1 1 Open 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. Use drag and drop to drag the picture from a different document into the AppleWorks document. Import pictures created in a different Click on the Default button bar, or choose Insert application 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. 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. Rotated text frame Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 5-20 AppleWorks 5 User’s Manual If you don’t see the tool panel, choose Show Tools from the Window menu. To do this in a draw document In the Help index,* see: E frames, creating Type text Do this Select the text tool and click once in the document. Choose from the Font, Size, and Style menus, and then type your text. Change the appearance of Select the text frame and choose from the text in a text frame 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 Paint Example Select the spreadsheet tool and drag in the document to create a spreadsheet frame. You see the spreadsheet pointer and spreadsheet menus. Before After (Column and row headers have been hidden) Select the paint tool and drag in the document to create a paint frame. You see the pencil, painting tools, and paint menus. As you work with frames, keep the following points in mind: 1 You can also place text, spreadsheet, or paint frames in a drawing by choosing them from a library. See “Using libraries” on page 3-18. 1 To switch between working in a frame and the rest of the document, click the area in which you want to work. 1 You can add an equation to a text frame in a draw document. See “Typing equations” on page 4-5. 1 To display handles on a newly created frame, to treat it as an object, click outside the frame. 1 You 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Drawing 5-21 Creating links in draw documents In the Help index,* see: E book marks E links When you plan to use an AppleWorks draw document onscreen, on the Internet, or World Wide Web, you can select an area of the document and create a link (a connection or jump) to a different area of the same document, a different document, or a document or other information on the Internet. 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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: 1 create “hand-painted” artwork for invitations, holiday decorations, posters, and announcements 1 illustrate reports 1 work 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 In the Help index,* see: E pixels How paintings and drawings differ Drawings are made of objects that can be selected, moved, or changed while retaining their individual identity. For example, when one object in a drawing overlaps another, the back object remains intact. Paintings are made of many separate pixels. Shapes drawn in a painting lose their individual identity and become part of the collection of pixels. For example, when one image in a painting overlaps another, the back image is permanently replaced with the front image. In a drawing, changes affect the entire selected object In a painting, changes affect only selected pixels 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 In the Help index,* see: E documents, creating E paint documents E paint tool To create a Do this Blank paint document Choose New from the File menu, select Painting, and then click OK. Example Or, click on the Default button bar. (If you don’t see the button bar, choose Show Button Bar from the Window menu.) A paint document 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. A paint frame in a word processing document Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Painting 6-3 Tip If you see a message telling you that the document size has been reduced to fit the available memory, see “Working with large files” on page 6-16. About the paint window When you open a paint document or create a paint frame, you see the paint menus and the tool panel. Paint menus Buttons for common tasks in paint documents and frames Tool panel Working with paint frames In the Help index,* see: E frames, working in E paint frames A paint frame provides a view into a painting. 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. 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 Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 6-4 AppleWorks 5 User’s Manual Here are some ways to adapt a paint frame to suit your needs: In the Help index,* see: E frames, formatting E frames, working in To Do this Resize a paint frame Select the frame and drag a handle. Open the frame to see more of the painting Select the frame and choose Open Frame from the Window menu. When you open the frame, you see the painting in a new window. The open frame is linked to the original document. 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. 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. To use the In the Help index,* see: E tools 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 Before After Before After As you use the painting tools, keep the following tips in mind: To Do this Change the size, shape, and other settings Choose Brush Shape or Spray Can from the Options for the brush and spray can 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 then click OK. , set options, and Set the angle of curvature for the ends and Double-click the rounded rectangle tool corners of a rounded rectangle options, and then click OK. , set Erase the entire painting Double-click the eraser . Reverse your most recent change on the Default button bar, or choose Click Undo from the Edit menu. Use a selected image as a paint brush Hold down Option-2 as you drag the image. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 6-6 AppleWorks 5 User’s Manual Setting lines, colors, patterns, and textures In the Help index,* see: E fill palettes E palettes E pen E styles Use the fill and pen palettes to set the fill color and pattern, gradient, or texture, and set the line color, pattern, width, and arrowhead style. Select the fill and pen settings before you paint an image. It’s easier to set them up ahead of time than to change an image once it’s been painted. 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 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. Create a style, and then select it to change the palette settings Properties of the style Checked Fill/Borderless To see a style’s properties, click Edit and then select the style 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 In the Help index,* see: E Paint Mode command 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. Opaque Transparent pattern Tint Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 6-8 AppleWorks 5 User’s Manual Selecting and moving images In the Help index,* see: E images, arranging Before you can change an image, you must first select it. To select Do this Example A rectangular area Click the selection rectangle and drag it over the area to select. You can select all or part of an image. The outline of an image Hold down 2 as you drag the selection rectangle around the image you want to select. 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 Click the magic wand and click an select shapes that are difficult area. AppleWorks selects all adjacent to lasso pixels of the selected color. To select more than one color area, click the magic wand and drag it across multiple colors. You can move a selected image with the pointer or the arrow keys on the keyboard. To Do this Move a selected image with the pointer Move the pointer over the image until it becomes an arrow, and then drag the image to a new location. The image stays selected until you click elsewhere in the document. Move a selected image vertically or horizontally one pixel at a time With the autogrid off (choose Turn Autogrid Off from the Options menu), press the arrow keys. 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 Choose Turn Autogrid On from the Options menu. moves each time you press an arrow key Choose Grid Size from the Options menu, and then select a size. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Painting 6-9 Deleting, copying, and duplicating images You can delete, copy, or duplicate an entire image, part of an image, or several images at once. Remember that you can usually reverse your most recent action by choosing Undo from the Edit menu. To revert to the most recently saved version of your document, choose Revert from the File menu. In the Help index,* see: E editing, images To Do this Delete an area Select the area and then press Delete. 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. . Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 6-10 AppleWorks 5 User’s Manual Magnifying an image You can change the zoom level (magnification or reduction) of a paint document as it’s displayed in the window. Zoom in to edit pixels In the Help index,* see: E zooming in and out Zoom out to see more of the painting To Do this Zoom out or in Click the zoom-out or zoom-in bottom of the window). 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. control (at the . Transforming a selection You can change an image by transforming its shape, changing its orientation, or refining its color. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Painting 6-11 Reshaping a selection To reshape a selection, select the area you want to change, choose a command from the Transform menu, and then drag the handles that appear. In the Help index,* see: E transforming To Select the area and choose Slant an image vertically or horizontally Shear Stretch an image in any direction Distort Add the appearance of depth or distance Perspective Example When you finish reshaping, click anywhere outside the selection rectangle. 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 In the Help index,* see: E transforming Select the area and choose 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 Flip an image horizontally or vertically Example on the Default button bar Flip Horizontally or Flip Vertically Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 6-12 AppleWorks 5 User’s Manual Select the area and choose To Resize an image by dragging a handle Resize, and then drag a handle to the size you want Resize an image by specifying a set percentage Scale By Percent, type values for the percentage to enlarge or reduce the selection, and then click OK Example When you finish resizing or turning, click anywhere outside the selection rectangle. 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. To In the Help index,* see: E transforming Choose Example (before and after) Fill the selected part of an Fill, or click image or fill an image that is on the Default already partly filled (as with button bar a gradient) 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 Blend, or click with the background color on the Default button bar Tint the color in a selection with the current fill color Tint, or click on the Default button bar Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Painting 6-13 To Choose Example (before and after) Lighten or darken each pixel Lighter or Darker, or in a selection click or on the Default button bar When you finish coloring and tinting, click anywhere outside the selection rectangle. Combining images In the Help index,* see: E picking up attributes To combine the colors and patterns of two images, select an image or area and move it over the image whose color and pattern you want to pick up. Then click on the Default button bar or choose Pick Up from the Transform menu. Image of horse combined with the background Background Before After (paint mode set to Tint) 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 6-14 AppleWorks 5 User’s Manual Adding text and spreadsheets In the Help index,* see: E frames, creating E text, frames To add text or a spreadsheet to a paint document: 1. Click the text or spreadsheet tool, move the pointer into the document, and then drag to draw the frame. 2. Choose options from the Font, Size, and Style menus, and then type the text or numbers. 3. When you finish, click outside the frame. The frame contents become part of the painting. 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. Text in a painting Spreadsheet in a painting 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). Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Painting 6-15 Adding clip art You can incorporate AppleWorks clip art and other types of art in a painting. Anything you add to a painting becomes an image made of pixels. In the Help index,* see: E artwork, inserting E copying E libraries, overview To Do this Add AppleWorks clip art to a painting Choose Library from the File menu, choose Open, and then choose a category. In the library palette, select an image and click Use. For more information, see “Using libraries” on page 3-18. Copy one or more items from an Use one of the following methods: AppleWorks document, or a clip art 1 Open the document containing the picture you document, to a paint document 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. 1 Use drag and drop to drag the picture from a different document into the AppleWorks document. Import scanned pictures or the entire Choose Insert from the File menu. In the Insert dialog contents of a document created in a box, select the file type from the Show pop-up menu, different application locate the document to import, and then click Insert. Customizing resolution and depth In the Help index,* see: E depth E resolution 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 6-16 AppleWorks 5 User’s Manual Working with large files In the Help index,* see: E increasing memory Your computer sets aside a certain amount of memory for AppleWorks. If you’re working on a paint document or other large document, using many graphics, or working on multiple documents, AppleWorks may require more memory than is available. When you need to provide more memory for AppleWorks, you may see one of these messages: 1 Not enough memory to complete this operation. 1 The 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 In the Help index,* see: E size, documents 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 In the Help index,* see: E general preferences 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Creating links in paint documents In the Help index,* see: E book marks E links When you plan to use an AppleWorks paint document (or a document that contains a paint frame) onscreen, on the Internet, or World Wide Web, you can select an area of the document or frame and create a link (a connection or jump) to a different area of the same document, a different document, or a document or other information on the Internet. 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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: 1 1 1 1 1 1 1 1 develop a budget analyze financial performance track loans, mortgages, and stock and bond performance maintain a checkbook schedule projects manage business and personal assets chart your children’s growth and medical information produce profit-and-loss statements Expense categories in rows, months in columns Add your own title Use a formula to calculate totals Spreadsheet Chart based on first two columns of the spreadsheet 7-2 AppleWorks 5 User’s Manual In the Help index,* see: E spreadsheets, documents E tables You can also use a spreadsheet to present text in a table. For example, use a spreadsheet document to type a schedule or list, or use a spreadsheet frame to format a table in a word processing document. For more information about using a spreadsheet frame as a text table, see “Creating tables” on page 4-19. Spreadsheet frame Word processing document 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Spreadsheet 7-3 Creating a spreadsheet In the Help index,* see: E New command E spreadsheet frames To create a Do this Blank spreadsheet document Choose New from the File menu, select Spreadsheet, and then click OK. Or, click on the Default button bar. (If you don’t see the button bar, choose Show Button Bar from the Window menu.) Spreadsheet frame within a document (except communications) Example A spreadsheet document 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.) A spreadsheet frame in a word processing document About the spreadsheet window In the Help index,* see: E spreadsheets, documents When you create a spreadsheet document or frame, you see the spreadsheet menus and the entry bar in the spreadsheet. Spreadsheet menus Buttons for common tasks in spreadsheet documents or frames Entry bar Active cell Function button Row headings Column headings Cell grid Cell Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 7-4 AppleWorks 5 User’s Manual Working with spreadsheet frames In the Help index,* see: E frames, creating E frames, working in A spreadsheet frame provides a view into a spreadsheet. A spreadsheet frame is like any other object. You can move it, resize it, change or delete the border, apply a fill color, or wrap text around it. Within a frame, you have full access to the spreadsheet tools and commands. To select the frame as an object, click once Handles indicate that the frame is selected 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 Here are some ways to adapt a spreadsheet frame to suit your needs: To In the Help index,* see: E frames, formatting E frames, working in Do this Resize a spreadsheet frame Select the frame, and then drag a handle. Open the frame to see more Select the frame and then choose Open Frame from the Window of the spreadsheet 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Spreadsheet 7-5 As you work with spreadsheet frames, keep the following points in mind: 1 You can’t change or open any type of frame in a paint document. See “Adding text and spreadsheets” on page 6-14 for more information. 1 You can link two or more spreadsheet frames in a document. See “Linking frames” on page 9-29. Typing in a spreadsheet In the Help index,* see: E entering spreadsheet data E spreadsheets, documents Each cell in a spreadsheet can contain numbers, words, or formulas. 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 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 In the Help index,* see: E Go To Cell command E selecting cells You must select a cell or cell range (group of adjacent cells) before you can change, format, or work with data. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 7-6 AppleWorks 5 User’s Manual Address of upper-left cell in the selected range Address of selected cell The selected cell has a heavy border AppleWorks highlights the selected cell range To Do this Select a cell range Hold down the mouse button and drag the pointer over the cells you want to select. Select a cell range Hold down the mouse button and drag the pointer over the cells you want to select. Select an entire row or column Click the row or column heading. 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. 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. In the Help index,* see: E entering spreadsheet data E finding text E spelling E spreadsheets, preferences 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 Click where you want the insertion point to be. right or left in the entry bar Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Spreadsheet 7-7 To Do this Check spelling Choose Writing Tools from the Edit menu and then choose Check Document Spelling. Find and change cell data Choose Find/Change from the Edit menu and then choose Find/ Change. Type in the Find and Change boxes, and then click Find Next or Change All. Find data that matches a selection Select a cell or text, choose Find/Change from the Edit menu, and then choose Find Selection. 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. In the Help index,* see: E entering spreadsheet data E transposing rows and columns 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 Choose Cut from the Edit menu. Then select the target cell or into a row, or a row of data range and choose Paste Special from the Edit menu. In the Paste into a column Special dialog box, click Transpose Rows and Columns, and then click OK. (Transposed data overwrites any existing data.) 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 7-8 AppleWorks 5 User’s Manual Copying and deleting data Copy and delete procedures are the same throughout AppleWorks. The AppleWorks spreadsheet also provides other methods to copy and delete data. In the Help index,* see: E entering spreadsheet data To Do this Copy or cut cell contents and formatting Select the cells you want to work with. Then, on the Default button bar, click to copy or to cut (or choose Copy or Cut from the Edit menu). 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 Select the source cell or cell range, click on the Default cell that contains a formula 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. 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. For more information, see “Copying objects using the drag and drop feature” on page 3-10. Delete the cell contents and Select the cells and press the Delete key. retain the cell formatting 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Spreadsheet 7-9 In the Help index,* see: E filling cells To copy cell contents—including formulas—into adjacent cells, drag to select the cells with the data to duplicate and continue dragging down or to the right over the cells you want to fill. Then choose Fill Down or Fill Right from the Calculate menu. Result of a formula Fill Right Selected cells AppleWorks copies the formula to the selected cells Use the Fill Special command in the Calculation menu to fill cells with: 1 a logical series of numbers, times, or dates 1 a day (Monday), month (January), or quarter name (Qtr 1) 1 any pattern of text or data For example, you can prepare a schedule by filling a range of cells with times and another range of cells with the days of the week. 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. Fill Special Cells filled with a sequence of times Selected cells AppleWorks fills the selected cells with data Formatting cell data In the Help index,* see: E spreadsheets E spreadsheets, formatting 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 7-10 AppleWorks 5 User’s Manual You can also copy a cell’s formatting or specify a default font to be used in the entire spreadsheet. To Do this Change text appearance or alignment Select the cells you want to change. Choose Font, Size, Style, Text Color, or Alignment from the Format menu and then choose a formatting option from the appropriate submenu (or use the pop-up menus and buttons on the button bar). Wrap cell contents so that long entries aren’t cut off Format numbers, dates, and times—for example, to add a percent sign, place negative numbers in parentheses, or add a comma to large numbers Copy a cell’s format to other cells Set the default font 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.) Example Plain text Centered Unwrapped Wrapped 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. 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. Choose Default Font from the Options menu. Choose a font and font size, and then click OK. 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 In the Help index,* see: E styles cell’s formatting and appearance in one step. For example, you can apply a style to format the data, highlight the titles, and apply colors to the rows. Start by creating a small spreadsheet and entering some data. Then click on the Default button bar (or choose Show Stylesheet from the Window menu) to display the stylesheet. 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. Then click to apply a style Select the cells to format Before To see a style’s properties, click Edit, and then select the style After Properties of the style 3D Table 1 Sorting cell data In the Help index,* see: E sorting spreadsheet 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 7-12 AppleWorks 5 User’s Manual Before sorting After sorting on first order key (A2) only After sorting on first order key A2, second order key B2, and third order key C2 Locking cell data In the Help index,* see: E locking Protect data or formulas from accidental changes by locking cells. To lock a cell or a range of cells, select the cells, then choose Lock Cells from the Options menu. To unlock a protected cell or cell range, select the cells and then choose Unlock Cells from the Options menu. Naming cells and ranges In the Help index,* see: E named cells and ranges You can assign a name to any cell or range of cells. Naming cells can help you: 1 remember the purpose of data in a particular cell or range 1 visually locate a named cell or range 1 simplify formulas by using named cells instead of cell addresses 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) * Choose Index from the Cell B5 contains the formula =Shares*Price instead of =B3*B4 or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic. Spreadsheet 7-13 Assigning names to cells To name cells, choose commands from the . menu in the entry bar To Do this Example Name a cell or cell range Select the cells to name and choose Define Name from the menu. Type a name in the dialog box, and then click Define. Name cells or ranges using Select all of the cells to row and column titles name (include both row and you’ve already typed column headings in the selection) and choose Auto Name from the menu in the entry bar. Select a name, then click Define. Cell A1 is unnamed Cell A1 is named Revenue Cells B3 and C3 are named Shares Cells B4 and C4 are named Price Cells B3 and B4 are named January Cells C3 and C4 are named February You can assign more than one name to a cell or range. In the Help index,* see: E named cells and ranges 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 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 Click Remove. range 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.) Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 7-14 AppleWorks 5 User’s Manual Note When you edit a name, AppleWorks updates all of the formulas that use the name you edited. Using named cells in formulas In the Help index,* see: E formulas, spreadsheet E named cells and ranges Once you’ve named cells and ranges, you can use the names in place of cell addresses in formulas. You can also use a name in a formula before it has been defined to refer to a particular cell or range. (For information on entering formulas, see “Working with formulas” on page 7-21 and onscreen Help.) 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. 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. 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Spreadsheet 7-15 To Do this Replace cell addresses with Select the cell or range that holds the formula you want to work named cells or ranges in with. Choose Replace References from the menu in the entry formulas bar. Then deselect the cell addresses that you want to exclude from replacement with named cells or ranges and click Replace. Example 1: Using cell names in a formula This example shows you how to name two cells and use the names in a formula. 1. 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. Cell name appears here 8. Type 1000 and 800 in cells B1 and B2, respectively. 7-16 AppleWorks 5 User’s Manual 9. Select cell B3 and type an equal sign (=). 10. Choose Income from the 11. Choose Expenses from the menu in the entry bar and type a minus sign (-). menu in the entry bar and press Enter. The formula contains the named cells Income and Expenses. Example 2: Replacing named cells with cell references This example shows you how to replace the named cells you defined in Example 1 with cell references. 1. 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 In the Help index,* see: E hiding E resizing, spreadsheet cells To resize all the rows or columns in a range by the same amount, start by selecting multiple rows or columns. Then specify a size or use the mouse. 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 . Resize pointer To Do this Resize a row or column Drag the pointer until the row or column is the desired size. Hide a row or column Drag the pointer up or to the left until the row or column disappears. 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.) Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 7-18 AppleWorks 5 User’s Manual Inserting and deleting cells, rows, and columns Important When you delete a cell, column, or row, you also delete its data. In the Help index,* see: E spreadsheets, arranging To insert or delete an entire row or column, click one or more headings to select rows or columns, and then on the Default button bar, click to insert cells or click to delete cells. You can also choose Insert Cells or Delete Cells from the Calculate menu. 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. Select the cells to delete The cells below are shifted up Changing the number of rows and columns A new spreadsheet contains 500 rows and 40 columns. A new spreadsheet frame contains 50 rows and 10 columns. In the Help index,* see: E Document command E frames, formatting E opening To Do this Change the number of rows and columns in a spreadsheet Choose Document from the Format menu, type numbers for Columns Across and Rows Down, and then click OK. Open a spreadsheet frame so that you Select the frame and choose Open Frame from the can change the number of rows and Window menu. When you open the frame, you see the spreadsheet in a new window. The open frame is columns in the spreadsheet 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 Select the frame and then drag a handle. more cells Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Spreadsheet 7-19 Adding borders, colors, and patterns to cells In the Help index,* see: E borders, spreadsheet cells E spreadsheets, formatting E styles You can add borders, colors, and patterns to one or more cells, or to entire rows or columns. To add a border, color, or pattern, start by selecting the cells, rows, or columns you want to change. (If you need to use the tool panel, choose Show Tools from the Window menu.) 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. Tip AppleWorks comes with preset table styles that you can use to change a cell’s appearance and formatting in one step. To apply a style or create your own, see “Using styles” on page 9-5. Locking row and column titles In the Help index,* see: E locking To lock row and column titles in a spreadsheet document so they won’t move as you scroll the rest of the spreadsheet, select the rows or columns and choose Lock Title Position from the Options menu. Choose it again when you want to unlock titles. This cell was selected when Lock Title Position was chosen Cells in the locked area have solid borders Note You can’t select cells in locked titles, and you can’t lock titles in a spreadsheet frame. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 7-20 AppleWorks 5 User’s Manual Adding and removing page breaks Spreadsheet pages break automatically when the page is full. In the Help index,* see: E pages, breaks To Do this Add page breaks manually that occur before the automatic page breaks Select the cell, row, or columns where you want the page to end. Then choose Add Page Break from the Options menu. AppleWorks marks the break with a dotted line. 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. Changing the display In the Help index,* see: E Display command 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.) 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) Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Spreadsheet 7-21 Printing a spreadsheet document You can control various aspects of how your spreadsheet document prints. In the Help index,* see: E printing, spreadsheets E Set Print Range command To print Choose Row and column titles on every page Lock Title Position from the Options menu The range of cells that you specify, rather than all formatted cells and cells that contain data Set Print Range from the Options menu. 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. 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 In the Help index,* see: E spreadsheets, calculations Within a single formula, you can calculate a result using: 1 1 1 1 1 values, such as $4.95, Ms. Jane Smith, or February 2, 1997 operators, such as +, -, *, =, >, or () cell references, such as B2, P66, or D7 functions, such as =SUM(B2+N66) or =PRODUCT(A1..C1) named ranges Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 7-22 AppleWorks 5 User’s Manual Formulas can be simple or very complex, with many parts. All of these are legitimate (and simple) formulas: This formula Does this =B6+B8 Adds the values in cells B6 and B8 =E9*3.5 Multiplies the value in cell E9 by 3.5, a constant (fixed value) that you supply =Shares*Price Multiplies the values in two named cells (see “Naming cells and ranges” on page 7-12) =“California” Places a text constant (California) in a cell =SUM(D4..D12) Uses the SUM function (a predefined formula) to add the values in the cell range D4 to D12 See “Working with functions” on page 7-26 for more information on functions. Cell references in formulas In the Help index,* see: E cells, references A formula can contain references to a cell or a range of cells. AppleWorks uses the data in the cells to compute the formula’s result. There are two types of references: relative and absolute. 1 A relative reference gives the location of a cell relative to the location of the current cell. If you copy and paste a formula with a relative reference to another cell, AppleWorks changes the reference to reflect the relative position from the new source cell. 1 An absolute reference stays the same when you copy and paste a formula. To enter an absolute cell reference, type a dollar sign ($) before each part of the cell address. You can also mix absolute and relative addresses in the same formula (for example, =$A$1+B1). Relative reference The formula in cell A3 is =A1+A2. If you copy the data in cell A3 to B3, the formula becomes =B1+B2. Absolute reference The formula in cell A3 is =$A$1+$A$2. If you copy the data in cell A3 to B3, the formula is still =$A$1+$A$2. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Spreadsheet 7-23 Circular references Avoid circular references in a spreadsheet. A circular Circular reference reference occurs when two or more cells refer to each other—for example when cell A1 contains =B2*3 and cell B2 contains =A1+4. A circular reference also occurs when a cell refers to itself, for example, in the formula A10=SUM(A1..A10). AppleWorks marks cells that contain circular references with bullets. To turn off the markings, choose Display from the Options menu, and then deselect Mark circular refs. Entering formulas In the Help index,* see: E arithmetic operators E spreadsheets, calculations You can type each of the formula elements or have AppleWorks enter cell references and functions for you. To enter a formula, select the cell where you want the formula’s result to go and type an equal sign (=) in the entry bar. Type the formula after the equal sign (you can put a space before or after any operators), and then click to confirm your entry. 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. Before Select the cells to be totaled and the cell for the result After To Do this Example Enter a reference to a single cell Click to select the cell that you want to =B1+C1 refer to. AppleWorks enters a plus sign (+) when you click the next cell. (To use a different operator—such as * to multiply— =B1*C1 type the operator before you click the next cell.) AppleWorks inserts the cell reference at the insertion point in the formula. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 7-24 AppleWorks 5 User’s Manual To Do this Example Enter a reference to a cell range Drag to select the range that you want to refer to. The reference to the cell range appears at the insertion point in the formula. Then enclose the range in parentheses. =SUM(B1..C1) Or type the addresses of the cell at the upper left of the range and the cell at the lower right with two dots between them and enclose the range in parentheses. In the Help index,* see: E Help, printing Enter an absolute cell reference Click in the entry bar before the part of the =$A$1+B$1+$C1 cell address that you want to make absolute and then type a dollar sign ($). Enter a reference to a named cell or range Choose the name of the cell or range from the menu in the entry bar. 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) =Revenue-Expenses For more information, see “Naming cells and ranges” on page 7-12. =”!” 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 In the Help index,* see: E Auto Calc command 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Spreadsheet 7-25 Making corrections In the Help index,* see: E formulas, spreadsheet E resizing, spreadsheet cells E troubleshooting If you see ### in a cell, it means the column is too narrow to display the number. To widen the column, select the column and then increase its width by choosing Column Width from the Format menu. Type a width, and then click OK. For more information on changing the size of a column, see “Resizing or hiding rows and columns” on page 7-17. Before Error messages After 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 button bar. on the Default Example 2: Using cell references To sum three numbers using cell references: 1. Type 75, 150, and 725 as shown here. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 7-26 AppleWorks 5 User’s Manual 2. Click cell B3, type an equal sign (=) in the entry bar, and then click cells A1, A2, and C1. AppleWorks inserts the addition operator (+) between each cell reference. Your spreadsheet should look like this: Address of the selected cell Entry bar Operators Formula The formula’s result goes in the selected cell To change the formula, for example to use a different operator, use the text editing techniques described in “Editing data” on page 7-6. 3. 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 In the Help index,* see: E 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Spreadsheet 7-27 AppleWorks provides over 100 functions in nine general categories. A complete list of these functions is in onscreen Help. 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 LOOKUP spreadsheet cells, cell ranges, and database fields 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 Entering functions In the Help index,* see: E functions To enter a function: 1. Click the cell where you want the result to appear. If you’re including the function as part of a larger formula, click in the formula where you want the function to appear. 2. Choose Paste Function from the Edit menu (or click on the entry bar). 3. 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 7-28 AppleWorks 5 User’s Manual Select the sample values Cell address of result Function Replace the sample values Click to cancel or confirm entry Tip If you know the name and format of a function, you can type it, rather than paste it, in the entry bar. Example: Using the AVERAGE function This example shows how to use the AVERAGE function to calculate the average of three numbers. 1. In your spreadsheet, type 74, 88, and 93 in cells A1, B1, and C1. 2. Click cell D1 to select it. Function’s result goes here Numbers to average 3. Choose Paste Function from the Edit menu. 4. Select AVERAGE from the list and click OK. 5. Hold down the mouse button and drag the I-beam pointer in the entry bar to select the sample values between the parentheses. Address of cell where function is stored Select the sample values but not the parentheses 6. In the spreadsheet, hold down the mouse button and drag the pointer over the three cells whose values you want to average, and then click function. to accept the AppleWorks replaces the sample values with the selected cell range and displays the average value (85) of the selected cells as the result. Spreadsheet 7-29 Cell range The result Displaying data in charts (graphs) In the Help index,* see: E charts, creating A chart (or graph) shows graphic relationships and trends among data. You can chart data in a spreadsheet frame as well as in a spreadsheet document. Data Line chart Making charts In the Help index,* see: E charts, creating E charts, modifying To make a chart, select a cell range and then choose Make Chart from the Options menu. 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 7-30 AppleWorks 5 User’s Manual Changing chart options In the Help index,* see: E charts, creating You can change the way data is plotted as well as the appearance of a chart’s elements (the title, axes, series, series labels, or series symbols). Each type of chart (this one is an X-Y scatter chart) contains most of the same elements. Use this data to make the chart Title Y axis Legend Series symbols Series box X axis Axes labels 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. In the Help index,* see: E charts, modifying E charts, options 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) Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. In the Help index,* see: E charts, modifying 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 Select the chart and then click on the Default button bar, or frame back into view choose Move To Back from the Arrange menu Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. Title Y axis Legend Series symbol Series box X axis Axes labels Original chart Hide the chart’s border Hide the title and legend borders Change the data series symbol to a 3-point line Italicize the text along the axes Paste a picture into the spreadsheet and drag the picture over the chart Enhanced chart 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. In the Help index,* see: E charts, creating E charts, formatting 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 popup menus on the button bar Change the color, pattern, or border Click the series box once, and then choose from the of a series (for example the bars on a fill and pen palettes bar chart or the symbol on a scatter chart) Make a chart or the series (for example the bars on a bar chart) transparent Choose the transparent icon fill pattern palette from the 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 7-34 AppleWorks 5 User’s Manual Note Pictures (and frames) are layered on top of the spreadsheet. You can’t place a picture in the entry bar or directly in a spreadsheet cell. Add clip art from an AppleWorks library Draw a rectangle and fill it with a gradient Type in a text frame, rotate the frame, and drag it over the rectangle Start by choosing Show Tools from the Window menu to display the tool panel. In the Help index,* see: E drawing, tools E frames, creating E libraries, using To Do this 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. Example Clip art in a library 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Spreadsheet 7-35 For information on In the Help index,* see: Copying and pasting pictures in a spreadsheet E Copy command Inserting (importing) pictures created in another application E Insert command Creating links in spreadsheet documents In the Help index,* see: E book marks E links When you plan to use an AppleWorks spreadsheet document (or a document that contains a spreadsheet frame) onscreen or on the Internet or World Wide Web, you can select an area of the document or frame and create a 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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: 1 maintain address lists, and then print names and addresses onto labels, form letters, and personalized notices 1 maintain customer lists for automated mass mailings, or information about guests and vendors for parties and events 1 create attractive invoices and reports 1 create lists you need to sort, such as bibliographies for school papers 1 catalog 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? In the Help index,* see: E databases, documents A database is a collection of related information, or data, which you can sort, search through, and print as needed. Using a database, you can organize and analyze information in various ways so that you understand its significance. These are the elements that make up a database. The information in each field is a value; values can be text, numbers, dates, times, pictures, references to movies, or formulas that calculate values Each category of information is a field A set of fields is a record Using Browse, List, Find, and Layout modes In the Help index,* see: E Browse mode In AppleWorks there are four modes in which to work with a database— Browse, List, Find, and Layout. You select a mode using the corresponding command in the Layout menu. Browse mode List mode In Browse and List modes, you view, add, change, and delete records Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Database 8-3 In Find mode, you search for specific records to work with In Layout mode, you design the way you want the data to appear when viewed or printed Creating a database document In the Help index,* see: E documents, creating Note You can’t create a database document within another document. To create a database document when AppleWorks is running, choose New from the File menu. In the New Document dialog box, select Database, and then click OK. Or, click on the Default button bar. (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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 8-4 AppleWorks 5 User’s Manual Part 1: Start a new database document 1. If AppleWorks isn’t running, start AppleWorks as described in “Starting AppleWorks” on page 2-1. on the Default button bar. (Or, choose New from the File menu. In the New Document dialog box, select Database, and then click OK.) 2. Click You see the Define Database Fields dialog box, where you set up database fields. New field names appear here Type the field names here Select a field type here Part 2: Define two fields 1. 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. Database 8-5 Type field values here Field names Part 3: Enter two values into the fields 1. Click in the Continent field and type Europe. If the entire record becomes highlighted, it means you clicked outside the field. To select a field, click inside the field borders. Don’t click the field name. 2. Press Tab or click in the Country field and type France. The first record looks like this Part 4: Make new records 1. Click on the Default button bar, or choose New Record from the Edit menu. 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. 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 In the Help index,* see: E planning databases Before you create a database, it’s a good idea to plan your database design on paper, to reduce the time and effort of redesigning. When planning your database, decide: 1 what you want the database to accomplish 1 which fields the database will contain and the type of data they’ll hold 1 what each record in the database will represent (for example, an employee or an invoice) 1 how the database can help you work more efficiently, by using options such as formulas and automatic data entry List the fields each record will hold Identify fields that are automatic entries or the results of calculations Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Database 8-7 Tip When you design a database that holds names and addresses, you can start quickly by using the Address List Assistant, and then changing the database as needed. For more information about using Assistants, see “Using an Assistant” on page 2-4. Defining database fields In the Help index,* see: E fields, defining Once you plan the design of a database, the next step is to define the fields to store the data. 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. Field names and field types appear in a list Select a field type Type a field name Click to set up entry options for a field 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 8-8 AppleWorks 5 User’s Manual Assigning field types In the Help index,* see: E fields, types To assign a field type to a field, choose from the Field Type pop-up menu in the Define Database Fields dialog box. Field types affect the way you enter and use your data. Tip Use a text field (or a field that holds text, such as a pop-up menu) for postal codes so you can sort addresses by postal code number. If the postal code is a number field, AppleWorks ignores leading zeros. 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. Use this field type To 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 Example (in Browse mode) Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Database 8-9 Use this field type To Radio Buttons Choose among options Check Box Select or deselect the field Serial Number Have AppleWorks assign a unique, sequential number to the field in each record Value List Choose from a scrolling list of preset values, or enter a different value Multimedia Display a picture, movie, or library object. A picture in a multimedia field is stored with the database document. 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. Example (in Browse mode) 8-10 AppleWorks 5 User’s Manual Checking or entering data automatically In the Help index,* see: E fields, defining AppleWorks can enter or check data when you create records. For example, you may want the data in a number field to be unique and within a certain range. To set up a field for data checking or automatic entry, select the field from the list in the Define Database Fields dialog box and click Options. You see the options available for the type of field you selected. For example, this dialog box shows the options available for number fields: Field type Set criteria for having AppleWorks check the data as it’s entered Field name Type the data you want AppleWorks to enter automatically Other field types, such as pop-up menus, radio buttons, serial numbers, and value lists, have different options: Scrolling list of items Type the items you want to appear as choices Select the item that AppleWorks automatically chooses for a new record Type a new field name (optional) Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Database 8-11 For complete information on every field type available in AppleWorks, see onscreen Help. Defining calculation and summary fields In the Help index,* see: E formulas, database You define a field type as a calculation or summary field when you want the value in the field to be the result of a formula. A formula can include values from one or more other fields in the database, operators, functions, and constant values. 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. Name of field that holds the formula Choose a format for the formula result Click field names, operators, and functions to include in the formula Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 8-12 AppleWorks 5 User’s Manual You enter a formula for a calculation or summary field just as you do for a spreadsheet cell. (See “Working with formulas” on page 7-21.) The type of operation a formula performs depends on the field type of the values it calculates and whether the formula’s field type is calculation or summary. 1 Use a calculation field to calculate a value from values in other fields in the current record. 1 Use 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. In the Help index,* see: E Define Fields command 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 Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Database 8-13 Entering data in fields In the Help index,* see: E fields, changing E fields, entering data E fields, navigating When you finish defining the database fields, you see them displayed in Browse mode in a standard layout, in the order you created them. You can now start entering data. You enter data in Browse mode (or List mode, when you select List from the Layout menu) by selecting a field and typing a value in it. 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. Drag the control up or down to move quickly through records Fields for one record Current number of records To select a field, click within its borders Click outside a field border to select the whole record Fields in a standard layout (in Browse mode) Note If the entire record becomes selected, it means you clicked outside a field and selected the whole record. To select a field, click within the field borders. To deselect a record, press Enter (on the numeric keypad), and then try again. Or, make the first field active by pressing Tab. 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 Press 2-Hyphen. or current time in a time field Enter a date, time, or number Type numerals and punctuation characters. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 8-14 AppleWorks 5 User’s Manual To Do this Enter a name in a name field For names that you want to sort by the last word in the field, type the first and last name (for example, Jane Adams sorts by Adams). For names that end with a title, type Option-space between the last name and the title (for example, James Smith Jr. sorts by Smith). For names that you want to sort by the first word in the field, type @ at the beginning of the field (for example, @Treetop Books sorts by Treetop). 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: 1 Copy and paste a picture or movie from a different document. 1 Choose Insert from the File menu, and then select the picture or movie file using the Insert dialog box. 1 Add or drag and drop an object from a library palette. 1 Use 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). Adding records In the Help index,* see: E New Record command E drag and drop 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.) Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Database 8-15 Changing the tab order In the Help index,* see: E tabbing The tab order is the order in which you move from one field to the next when you press Tab in Browse mode. The tab order is preset to the order in which you place the fields on the layout. Changing the tab order does not rearrange the fields—it simply changes the order of field selection when you press Tab. To change the tab order, choose Browse from the Layout menu, and then choose Tab Order. 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. In the Help index,* see: E records, adding E records, deleting You can also copy and paste a record to duplicate it, or delete one or more records at a time. 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 8-16 AppleWorks 5 User’s Manual To Delete a record Select the record to duplicate, delete, or move, and then Choose Delete Record from the Edit menu. If you change your mind, before you do anything else, click on the Default button bar, or choose Undo from the Edit menu to restore the record. Temporarily delete a record that Click on the Default button bar, or choose Cut from the you want to move or paste back Edit menu. Keep in mind that if any other records or text in later 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. Moving through records In the Help index,* see: E databases, using Use the record book to move or browse through records. Start by choosing Browse or List from the Layout menu. Click to go to the previous record Click to go to the next record Drag to move across many records at once Click here, type the number of the record to go to, and then press Return 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Database 8-17 Viewing records In the Help index,* see: E records, viewing You can view records in various ways to suit your needs. To Do this View records in a continuous list Select Browse from the Layout menu, and then choose Show Multiple. (If Show Multiple is dimmed, deselect Page View from the Window menu first.) View records in rows and fields in columns Select List from the Layout menu. 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.) Example View the records as Select Page View from the they will print on Window menu. paper Playing movies in multimedia fields In the Help index,* see: E playing movies 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 8-18 AppleWorks 5 User’s Manual Note You can also add a movie to an entire document. For more information, see “Working with movies” on page 9-31. Working with rows and columns in List mode In the Help index,* see: E List mode List mode allows you to view and work with many records at once. In List mode, you see all the fields in your database in a columnar layout. To work in List mode, choose List from the Layout menu. Fields are in columns Records are in rows 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. In the Help index,* see: E List mode To select Do this One row Click the area to the left of the first column. Multiple rows Drag the pointer in the area to the left of the first column. One column Click the column heading. Multiple columns Shift-click adjoining columns. Example of selected area Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Database 8-19 To select Do this Example of selected area Multiple fields Drag the pointer across the fields. (If the first field in your selection is a pop-up menu or a checkbox field, press Option as you drag.) Note To change the appearance of text in selected rows and columns in List mode, see “Moving columns and formatting data” on page 8-20. (For more information about text attributes, see “Changing text appearance” on page 4-7.) Resizing rows and columns In the Help index,* see: E List mode 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. Right edge of column heading Resized row Bottom of row heading Before Resized columns Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 8-20 AppleWorks 5 User’s Manual Moving columns and formatting data As you work in List mode, you can change the position of a column or the appearance of data in a column or row. In the Help index,* see: E List mode To Do this Move a column Move the pointer to the column heading. The pointer changes to this . Drag the column to the new position. Example Pointer Before 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.) After 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Database 8-21 Selecting and hiding records In the Help index,* see: E status panel, databases You can select and hide individual records or a range of records in Browse mode or List mode. Hidden records are not printed, sorted, or included in summary calculations. To Do this Select a record Click anywhere in the record, outside of a field. Example In Browse mode, click here In List mode, click here 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 Before After Before After Select the records you want to hide, and then click on the Default button bar (or choose Hide Selected from the Organize menu). Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 8-22 AppleWorks 5 User’s Manual To Do this Deselect records in a selection, or select noncontiguous records 2-click the record. Show all records Click on the Default button bar (or choose Show All Records from the Organize menu). Example Sorting records In the Help index,* see: E records, sorting You can sort records alphabetically or numerically based on the fields you specify. You can also save a set of sort criteria (called a named sort) for reuse. 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 descending order. to sort in ascending order or click to sort in 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Database 8-23 Click to move fields between the Field List and the Sort Order list Click to clear the Sort Order list Order of fields from first to last Select fields to sort by; field names move to the Sort Order list Type a name for the sort Select sort order for selected fields Records are sorted by State, then by Customer To From the Sort Use a named sort The named sort Change the sort order Edit Sort. Select a named sort from the list and click Modify. 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. Selecting a named sort pop-up menu, choose 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. 8-24 AppleWorks 5 User’s Manual Finding information There may be times when you want to view, update, or print a specific group of records. To find information in a database, you can search for particular text, create a find request to search for records that meet your criteria, or write a formula to select records that match the formula’s result. Finding text In the Help index,* see: E finding text E find requests To find text within a field, choose Find/Change from the Edit menu. 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. Type or select the value you want to find in one or more fields The status panel changes in Find mode Search visible records or all records (including hidden records) Click to create or choose a named search Click to start the search Click to show records that do not meet your search criteria Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Database 8-25 To narrow your search, you can use relational operators (such as < and >), enter values in multiple fields, or require that a record meet either one set of search criteria or another. There are many ways to combine different search methods. The following table provides some common examples. In the Help index,* see: E New Request command E operators For example, to find In Find mode, do this in the find request Only records that contain a specific value Type or select the value. Example Finds the Italian restaurants Only records that contain a set of specific values Type or select the set of values. Finds the Italian restaurants that have been reviewed All records that contain Type or select the first value one or the other set of or set of values and then values choose New Request from the Edit menu. Enter another value or set of values in the new find request. Finds the Italian restaurants and any restaurant in Calistoga All records that do not Type <> or ≠ (Option-=) contain a specific value 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 Finds all restaurants not in Napa with empty fields). Records with a value less than a specific number Type < before the value. Finds restaurants with average meal prices less than $10 Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 8-26 AppleWorks 5 User’s Manual As you work with find requests, keep the following tips in mind: 1 You can save and reuse a find request by creating a named search. For more information, see “Saving a find request (named search),” next. 1 Pop-up menus, radio buttons, or checkbox fields are initially excluded from a find request. If you select a value for a find request and then change your mind, you can still exclude the value. To exclude a Do this in the find request Pop-up menu Choose Don’t Care. Radio button Click the radio button again. Checkbox field Click the checkbox until you see a hyphen. 1 When 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) In the Help index,* see: E named searches Selecting a 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 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Database 8-27 Matching records In the Help index,* see: E matching records For complex searches, use the Match Records feature in Browse mode or List mode. When you match records, you enter a formula in a field to use for the search. AppleWorks selects records that match the result of the formula. When you find records, AppleWorks shows the records it finds and hides the rest. When you match records, AppleWorks selects the matching records and leaves all other records in the document open on the screen. 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 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, 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. In Browse or List mode, To match records choose Match Records from that contain 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 Selects restaurants in Petaluma Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 8-28 AppleWorks 5 User’s Manual In Browse or List mode, To match records choose Match Records from that contain the Organize menu, and then Example formula A specific value in Click the NUMTOTEXT(number) a pop-up menu or function and replace number by radio button field selecting it and clicking the field name. Click the = operator, and then type the value in double quotation marks. A selected or deselected checkbox field Click the field name and click the = operator. 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 Click the field name, click the > than the specified operator, and then use the TEXTTODATE function to specify date the date. 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 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 In the Help index,* see: E Layout mode 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Database 8-29 To edit the current database layout, choose Layout from the Layout menu. Add graphics and text Drawing tools Field labels and fields become objects in a layout You can create five types of layouts in the New Layout dialog box. Layout type Description Standard Contains all the fields created for the database, stacked vertically, in the order you created them Example Field names to the left of each field Duplicate Creates a copy of the layout you’re currently using. 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. Insert the fields and arrange them manually 8-30 AppleWorks 5 User’s Manual Layout type Description Columnar report Shows and prints fields in columns. Example (You can also use List mode to Fields are arranged horizontally see data in columns, by choosing List from the Layout menu. See “Working with rows and columns in List mode” on page 8-18.) Labels Shows and prints field contents arranged for use with mailing or other labels Avery 5160/5260/5660 mailing label format In all layouts, you can: 1 1 1 1 1 1 1 add objects and other enhancements add, rearrange, or delete fields change the appearance of text change the format of numbers, dates, and times change the appearance of pictures and movies in fields change the appearance of pop-up menus, radio buttons, and checkboxes add layout parts to organize and summarize data (see “Presenting and summarizing data with parts” on page 8-36) Creating a layout In the Help index,* see: E New Layout command To create a layout, choose New Layout from the Layout menu or from the Layout pop-up menu. Type a name for the layout Select the layout type Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Database 8-31 New layout names are added to the bottom of the Layout menu and the bottom of the Layout pop-up menu. You can quickly change the layout of your data in Browse mode by selecting a different layout name from either menu. Selecting a layout Columnar layouts To create a columnar layout, click Columnar report in the New Layout dialog box, and then click OK. Move the field names to the Field Order list, in the order you want them to appear, and then click OK. Columnar layout in Layout mode Columnar layout in Browse mode Label layouts In the Help index,* see: E layouts, mailing labels 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. Avery 5160/5260/5660 label layout in Layout mode Avery 5160/5260/5660 label layout in Browse mode 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. In the Help index,* see: E fields, arranging E layouts, editing 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Database 8-33 To Do this Add a picture Use one of the following methods: 1 1 1 1 1 1 Choose Library from the File menu, choose Open, and then choose a category. In the library palette, select an item, and then click Use. For more information, see “Using libraries” on page 3-18. Copy and paste a picture from a different document. Click on the Default button bar, or choose Insert from the File menu, and then select the picture file using the Insert dialog box. Use the drawing tools to draw directly in the layout. Create a paint frame. Use drag and drop to drag the picture from a different document into the AppleWorks layout. Deleting, duplicating, and renaming a layout Duplicating, renaming, or deleting a layout has no effect on the data in your records. In the Help index,* see: E duplicating E layouts, editing E layouts, deleting 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. In the Help index,* see: E editing, text E fields, formatting To Do this Change the appearance of text in Double-click the field to modify, select options, and text, pop-up menu, radio button, or then click OK. checkbox fields 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 popup 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 Double-click the field, select options, and then click OK. or QuickTime movie in a multimedia field Fill palettes Pen palettes Change text appearance or formats Shift-click the fields to change, and then double-click a for several fields of a similar type 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. In Layout mode, select the fields to change Then click to apply a style you created Before Highlighted field in Layout mode After Highlighted field in Browse mode To see a style’s properties, click the Edit button and select the style Properties of the style Highlight 8-36 AppleWorks 5 User’s Manual Presenting and summarizing data with parts In the Help index,* see: E layouts, parts for E summaries, database You use database parts to present and summarize data on the screen and when printed. A standard layout has one part—a body—which contains the data from all current records. Other parts you can add are a header, sub-summaries, grand summaries (leading and trailing), and a footer. 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. Parts in Layout mode Summary fields are defined with the formula =SUM(‘Contribution’) Parts in Browse mode (Page View on) The body part contains the data from individual records A grand summary contains one or more 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 header part repeats information above the data on every page of a layout in a database document. You can place text or pictures here. 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. 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Database 8-37 Keep the following points in mind: 1 A header or footer part differs from a page header or footer. A page header or footer is text or pictures that appears at the top or bottom of a page in any AppleWorks document (except communications). It appears on every page of a document, (unless you create a title page in a word processing document using the Section command). A header or footer part appears on every page of a database document. 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.) 1 To display or print summary data on separate pages, add a page break before or after a sub-summary part. In Layout mode, choose Insert Part from the Layout menu. In the Insert Part dialog box, select a summary part, and then choose an option for a page break. Copying summary data In the Help index,* see: E summaries, database You can copy data in summary fields when you’re in page view and when a sub-summary, leading grand summary, or trailing grand summary exists. 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. In the Help index,* see: E resizing, layout parts 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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. Type a name for the report Choose report options In the Help index,* see: E reports Once you create a report, you can reuse or change it. To From the Report Reuse a named report The report name Change a report Edit Report. Select a report from the list and click Modify. Make your changes, and then click OK. Rename a report Edit Report. Select a report from the list and click Modify. Type a new name, and then click OK. Delete a report Edit Report. Select a report from the list, click Delete, and then click OK. Selecting a report pop-up menu, choose Importing data from other documents In the Help index,* see: E importing E Insert command When you want to work with information from another database, you can: 1 import a database created in a different application (if AppleWorks supports the format). You open the entire database as an AppleWorks document. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Database 8-39 1 insert information from another AppleWorks database. AppleWorks pastes the whole database into the current database. 1 insert information from saved ASCII, DBF, DIF, or SYLK formats. You select the fields to insert from the other database. Any changes you make in AppleWorks affect only the AppleWorks document into which you import or insert the data. The document that the data comes from remains unchanged. Important Make a backup copy of your AppleWorks database before you insert from another document. To Do this Import a database Choose Open from the File menu, and then choose Database from the Document Type pop-up menu. Choose a file format from the 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. AppleWorks supports these formats: 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 In the Help index,* see: E mailing labels You can print labels on continuous sheets or on individual sheets of label stock. Before printing labels on label stock, make one or more trial printouts on plain paper to make sure that the spacing is correct and all the text prints within the label boundaries. You may have to make the fields in the layout slightly smaller to fit within the label. 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 In the Help index,* see: E printing, labels 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Database 8-41 So that space closes as you intended, make sure that: 1 fields don’t touch each other 1 you align fields first (select the objects to align and choose Align Objects from the Arrange menu) 1 fields to close up are the exact same size Chapter 9: Beyond the basics Use the features covered in this chapter to help you make the most of AppleWorks. With these features, you can combine different document types, make presentations, automate the way you work, create book marks in areas of a document you want to return to, create links to a different document, include other applications in your documents, and easily share data with other documents and applications. 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 In the Help index,* see: E 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. 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 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 9-2 AppleWorks 5 User’s Manual Creating book marks Tip To create a book mark quickly, select the text, object, cell, frame, or paint image. Then click book mark and click OK. on the Default button bar. Type a name for the To create a book mark: In the Help index,* see: E book marks 1. Select the text, object, cell, frame, or paint image in which to place the book mark. 2. Choose Show Links Palette from the Window menu. 3. Choose Book Marks from the pop-up menu on the links palette. Choose from the links palette menus Choose the type of link to create List of links for the current document 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 In the Help index,* see: E links E URL 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. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 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: 1 Creating 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. 1 When you print a document that contains links to other documents, the other documents are not printed. 9-4 AppleWorks 5 User’s Manual Editing links In the Help index,* see: E links When you edit a book mark or document link using the Links menu in the links palette, the contents of the document containing the book mark or link remain unchanged. To edit a link: 1. Open the document containing the book mark or link to edit. 2. Choose Show Links Palette from the Window menu. 3. From the pop-up menu on the links palette, choose the type of link to edit. 4. Click the name of the book mark or link to edit. If a link you want is in a folder, open the folder (by clicking the triangle next to the folder name), and then click the link name. 5. Choose Edit Link (for the selected link type) from the Links menu. 6. In the Edit Link dialog box, make your changes, and then click OK. Deleting links In the Help index,* see: E links When you delete a book mark or document link using the Links menu in the links palette, the part of the document containing the book mark or link is not deleted. To delete a book mark or link: 1. Open the document containing the book mark or link to delete. 2. Choose Show Links Palette from the Window menu. 3. From the pop-up menu on the links palette, choose the type of link to delete. 4. Click the name of the book mark or link to delete. If a link you want to delete is in a folder, click the triangle to open the folder, and then click the link name. 5. Choose Delete Link (for the selected link type) from the Links menu. If you select part of a document that contains a link and then delete the selection, the links are also deleted. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Beyond the basics 9-5 Going to a specific link In the Help index,* see: E links To go to the location of a specific book mark or link within a document: 1. Open the document containing the book mark or link to go to. 2. Choose Show Links Palette from the Window menu. 3. From the pop-up menu on the links palette, choose the type of link to go to. 4. Click the name in the list, and then choose Go to Link (for the selected link type) from the Links menu. If a link you want is in a folder, open the folder (by clicking the triangle next to the folder name) and then click the link name. Sorting links In the Help index,* see: E links To display book marks or links in the links palette by name (alphabetically) or by position (from first to last as they appear in the document): 1. Open the document containing the book marks and links to sort. 2. Choose Show Links Palette from the Window menu. 3. Choose Sort By Name or Sort By Position from the Special menu on the links palette. Your selection applies to links of all types in the current document. Folders always appear at the end of list of links, sorted alphabetically. Using styles In the Help index,* see: E styles Styles are collections of formatting information you can apply to text, objects, spreadsheet cells, or database fields. Documents often use different elements with consistent formats, such as chapter headings and subheadings, tables, and draw objects. To ensure uniformity and to save time in formatting these elements, you can create custom styles that store your formatting settings. Or, apply the preset styles that come with the AppleWorks stylesheet palette. If you change your mind about the formatting in your document, you can edit styles once and have the formatting change throughout the document. You can also transfer custom styles between documents. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 9-6 AppleWorks 5 User’s Manual After Before About the stylesheet palette You use the stylesheet palette to create, edit, and apply styles. Some style types are more complex than others. For example, outline and table styles contain a series of substyles with their own set of properties (formatting options). To show the stylesheet palette, click on the Default button bar (or choose Show Stylesheet from the Window menu). To view the properties of a style, click Edit on the stylesheet palette and select the style you want to view. Click Done when you’re finished. Formatting options for the selected style Bullet (you can edit these options) You see a checkmark next to the currently used style Stylesheet ready for use Stylesheet being edited To show or hide a sample of the selected style, choose Show Sample or Hide Sample from the stylesheet palette’s Edit menu Beyond the basics 9-7 The four style types are represented by symbols on the stylesheet palette. Style type and symbol Basic (No symbol) Description Formats text, numbers, objects, and spreadsheet cells. Sets paint fill and pen attributes. Basic styles contain all style information except paragraph formatting information. Paragraph Formats entire paragraphs (line spacing, alignment, indents, tabs, and labels). Paragraph styles contain basic style information as well as paragraph formatting information. Except for the Default paragraph style, paragraph styles show only in text documents and frames. Outline Formats paragraphs as outlines. Outline styles contain paragraph substyles for the levels of an outline. Outline styles show only in text documents and text frames. Table (spreadsheet) Example(s) Formats the text and cells in a range of spreadsheet cells. Table styles contain the table substyles for different parts of a spreadsheet. Table styles show only in spreadsheet documents and frames. Basic text styles Basic object styles 9-8 AppleWorks 5 User’s Manual Styles in documents and frames You can use styles in frames and in every document type except communications. In the Help index,* see: E styles For This style type Text Basic Formats text with combinations of font, size, and other attributes and enhancements, but not paragraph formatting information Paragraph Formats entire paragraphs with any attributes available to you (for example, indents, paragraph labels, and basic style attributes) Outline Formats paragraphs as topics in an outline. You can modify the preset outline styles or create your own. Objects Basic Saves combinations of colors, patterns, textures, gradients, pen widths, and text wrap attributes Paint documents and frames Basic Resets the fill and pen palettes for the next image you paint, or resets text attributes for the next text you type. (You can’t select part of a painting and apply a style. Instead, use styles to set the pen and fill palettes before you begin.) Spreadsheet documents and frames Basic Formats individual cells with any format available to you in a spreadsheet Paragraph Formats entire paragraphs in individual cells with any attributes available to you (for example, indents, paragraph labels, and basic style attributes) Table (SS) Formats a selected table or range of cells with varying fonts, font sizes, styles, alignment options, background colors, borders, and date, time, and number formats Basic Formats text and objects in Layout mode, rows and columns in List mode, and text in text fields in Browse mode Paragraph Formats fields in Layout mode Database Does this Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Beyond the basics 9-9 Applying a style In the Help index,* see: E styles, using To apply a style using the pop-up menu, place the insertion point in a paragraph (or select several paragraphs) and choose a style. (If you don’t see the pop-up menu, choose Show Button Bar from the Window menu.) If you select a style before typing, the next text you type uses the selected style. Styles on the stylesheet pop-up menu To apply a style using the stylesheet palette, click on the Default button bar (or choose Show Stylesheet from the Window menu). Click in a paragraph or select the item that you want to apply the style to, and then select a style. If nothing is selected when you click a style name, the style you select is used for the next text you type, object you draw, or spreadsheet element you modify. Click to apply the Number style Selected paragraphs Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 9-10 AppleWorks 5 User’s Manual To restore a selection to its default state, choose Default on the pop-up menu. (For spreadsheets choose Default SS.) To restore an item to its original state, choose Unapply Style from the Edit menu on the stylesheet palette. (The name of the command varies depending on the style you applied.) Note You can set up AppleWorks to apply several styles at once. For example, applying a Bold, Italic style to text already formatted with the Number style gives you bold, italic, numbered text. To set this option up, choose Compound Styles from the stylesheet palette Edit menu. Creating a style You can create your own custom styles in any AppleWorks document. In the Help index,* see: E styles, using Note Although you can create a style at any time, you can’t apply the style until it’s appropriate to do so. For example, if you create a paragraph style while you’re in a blank draw document, you don’t see the paragraph style in the stylesheet palette until you create a text frame. You create a custom style by collecting formatting information from any of the following: 1 an element in a text, draw, or spreadsheet document (such as text or objects) 1 a style that’s already on the stylesheet palette 1 the document controls you’d normally use to format text and objects (such as the tools, palettes, ruler, paragraph controls, and menu commands) To add a custom style to the stylesheet palette, click on the Default button bar (or choose Show Stylesheet from the Window menu) to show the stylesheet palette. Then click the New button on the stylesheet palette. In the New Style dialog box, set the options you want, and then click OK. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Beyond the basics 9-11 Type a name for your style Select the type of style you want to create Click to use the properties of the item selected in your document Choose None if you don’t want the new style to assume any preset formatting options, or choose a style to acquire that style’s properties You see the pointer for editing styles when you exit the New Style dialog box (unless you selected Inherit document selection format). If you want to edit the style now, see “Editing styles” on page 9-15. If you don’t want to edit the style, click Done on the stylesheet palette. In the Help index,* see: E styles, editing Tip If you choose Default from the Based on pop-up menu in the New Style dialog box, your style will contain many preset formatting properties. To see these properties, open the stylesheet palette, select the Default style, and then click the Edit button. Click Done when you’re finished. Scroll to see more Default paragraph properties Turning off a style In the Help index,* see: E styles, using Once you apply a style, you can restore an item to its original state by choosing Unapply Style from the Edit menu on the stylesheet palette. (The name of the command varies depending on the style you applied.) Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 9-12 AppleWorks 5 User’s Manual Example: Applying and creating styles In this example, you type some text and format it with three styles, including two custom styles you add to the stylesheet palette. You also remove a style from some text in your document. Part 1: Type some text and apply a preset style 1. Open a new word processing document (as described in “Starting AppleWorks” on page 2-1). 2. Type Camping Supplies, and then press Return three times. 3. For the next line, type Be sure to bring these things on our camping trip: and then press Return twice. 4. Type the next three lines, pressing Return between each line. Tent Compass Sleeping bags 5. Select the three lines you typed in step 4. 6. Choose Number from the pop-up menu. 7. Place the insertion point at the end of the third numbered item, and then press Return twice. 8. Choose Body from the pop-up menu. 9. For the last line, type We’ll see you at the campsite next weekend! Your letter should look like this: Beyond the basics 9-13 Part 2: Add a basic style to the stylesheet palette 1. Click on the Default button bar (or choose Show Stylesheet from the Window menu). 2. Click the New button on the stylesheet palette. 3. In the New Style dialog box, type Bold, Italic in the Style name box. 4. Set the following options in the New Style dialog box: 1 Select Basic for Style type. 1 Choose None from the Based on pop-up menu. 1 Deselect Inherit document selection format, if it is selected. 5. Click OK. 6. Click on the Default button bar (or choose Bold from the Style menu). 7. Click on the Default button bar (or choose Italic from the Style menu). 8. Click Done on the stylesheet palette. The new basic style is added to the stylesheet palette. Part 3: Add a paragraph style to the stylesheet palette 1. Click the New button on the stylesheet palette. 2. In the New Style dialog box, type Centered Heading in the Style name box. 9-14 AppleWorks 5 User’s Manual 3. Set the following options in the New Style dialog box: 1 Select Paragraph for Style type. 1 Choose None from the Based on pop-up menu. 1 Deselect Inherit document selection format, if it is selected. 4. Click OK. 5. Click the center alignment control above the ruler. 6. Click on the Default button bar (or choose Bold from the Style menu). 7. Choose 18-point from the pop-up menu or from the Size menu at the top of the screen. 8. Click Done on the stylesheet palette. The new paragraph style is added to the stylesheet palette. Part 4: Apply the new styles to your document 1. Select the words Camping Supplies. 2. Click Centered Heading from the pop-up menu or on the stylesheet palette. 3. Select the words at the campsite. 4. Choose Bold, Italic from the pop-up menu or on the stylesheet palette. Your letter should now look like this: Beyond the basics 9-15 Part 5: Remove a style 1. Select the words at the campsite. 2. Click on the Default button bar to show the stylesheet palette. 3. Choose Unapply Bold, Italic from the Edit menu on the stylesheet palette. Editing styles In the Help index,* see: E styles, editing You can instantly change the format of an entire document by editing styles. When you edit a style, all the text, objects, or cells that use that style are updated. You can change a style’s properties, change the style on which the current style is based, or rename the style. Note You can edit any style on the stylesheet palette, regardless of the type of document you’re in. However, you can’t apply the style until it’s appropriate to do so. For example, if you create a table style, you don’t see the table style until you’re working in a spreadsheet document or frame. To show the stylesheet palette, click on the Default button bar (or choose Show Stylesheet from the Window menu). To edit a style, click the Edit button on the stylesheet palette and select a style or substyle from the scrolling list on the left. (The pointer changes to .) Then, use the document controls you’d normally use to format text and objects (such as the tools, palettes, ruler, paragraph controls, and menu commands). Select a style to edit As you edit the style, you see your changes here Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 9-16 AppleWorks 5 User’s Manual If you’re editing an outline or table (spreadsheet) style, select each substyle you want to edit before choosing any commands or clicking controls. Click a triangle to display substyles Select a substyle to edit Properties of the substyle 3D Table 1 When you’re finished editing the style, click Done. Note If you click in the document or select a non-formatting menu command (such as Print in the File menu), you can no longer edit the style. If this happens, click the Edit button on the stylesheet palette. To change the name of a style, or to change the style on which a style is based, select the style and choose Modify Style from the Edit menu on the stylesheet palette. Type a name for your style Choose a style to acquire the properties of that style Beyond the basics 9-17 Copying, pasting, and deleting styles and properties In the Help index,* see: E styles, editing You can duplicate and delete styles, and move them between documents. You can also cut or copy properties and move them to another style. Note You cannot cut or delete a style that is in use. Start by clicking on the Default button bar (or choosing Show Stylesheet from the Window menu) to show the stylesheet palette. Then click the Edit button on the stylesheet palette. To Do this Cut or copy a style Select a style and choose Cut Style or Copy Style from the stylesheet palette’s Edit menu. Paste a style Cut or copy a style, and then choose Paste Style from the stylesheet palette’s Edit menu. If the style you’re pasting has the same name as another style on the palette, you see a dialog box. Type a new name for the style, and then click Rename. Delete a style Select a style and then choose Clear Style from the stylesheet palette’s Edit menu. (You can’t delete a style that other styles are based on, or any style that is in use in the current document.) Cut, copy, or delete properties Select a style, click Edit, and then select one or more properties. Then, choose Cut Properties, Copy Properties, or Clear Properties from the stylesheet palette’s Edit menu. Paste properties Select a style, click in the Properties box, and then choose Paste Properties from the stylesheet palette’s Edit menu. Note You cannot cut, copy, or paste substyles. If you want to change or copy information contained in a substyle, edit or copy its properties. Importing and exporting styles You can export all or some of the styles on a stylesheet palette to a separate file, and import them into other documents. This is useful if you want to reuse your favorite styles in other documents, or establish formatting standards for everyone in your organization to use and share. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 9-18 AppleWorks 5 User’s Manual To import or export styles, start by clicking on the Default button bar (or choosing Show Stylesheet from the Window menu) to display the stylesheet palette. To Do this Export styles to a file Choose Export Styles from the stylesheet palette’s File menu. In the dialog box, click the styles to export, and then click OK. Type a name, select a location for the export file, and then click Save. Import files that were saved to disk Choose Import Styles from the stylesheet palette’s File menu. Select a file containing exported style information, and then click Open. In the dialog box, click the styles to import, select or deselect Replace all styles with the same name, and then click OK. If a style you selected has the same name as a style in the current document, you see a dialog box. Type a new name for the style, and then click Rename. To replace the style on the palette with the imported style, click Replace. If you don’t want to import that style, click Skip. Creating a slide presentation In the Help index,* see: E editing master pages E settings, documents E slide shows, creating You can set up and run a slide presentation from AppleWorks. You use the AppleWorks application as the slide projector, the pages of an AppleWorks document as the slides, and your computer monitor as the screen. In an AppleWorks presentation you can: 1 1 1 1 1 set an automatic time advance for the slides use a fade transition between slides include QuickTime movies show the same series of slides repeatedly add a background using a master page Creating slides To create slides, open or create a document. You can make a presentation from any document type except communications. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Beyond the basics 9-19 In a word processing document, the number of slides matches the number of pages. For all other document types, you need to set the number of slides you want to include in your presentation. For this type of document Do this Draw Choose Document from the Format menu, and then type the number of pages (one page per slide) across and down. The slide show is preset to run across first and then down. Paint Choose Document from the Format menu, and then type the number of pixels (72 to an inch) across and down. Larger paintings may appear on multiple slides. Spreadsheet Choose Document from the Format menu, and then type the number of columns across and rows down. With the preset column width and row height, a single page (slide) contains 7 columns across and 50 rows down. Larger spreadsheets may appear on multiple slides. Database Set up a layout that displays one record per page (slide)—one record does not automatically equal one slide. Enter the information you want on each page. To see what appears on each slide, choose Page View from the Window menu. Setting up slides In the Help index,* see: E slide shows, options Once you have created slides on the pages of a document, you can set up the slide show, reorder the slides, and specify visual effects. If you have QuickTime installed, you can also include QuickTime movies in the slide show. To run a slide show using the preset options, see “Showing the slides using one computer” on page 9-21. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 9-20 AppleWorks 5 User’s Manual To set slide options, choose Slide Show from the Window menu. In the Slide Show dialog box, change options to customize your slide show, and click Done. Click the icon to change the slide display (the icon appearance changes to indicate that it’s opaque, transparent, or hidden) Special effects options Icon appearance indicates the slide display Type q to end the slide show QuickTime movie options Select To do this Fit to screen Fit the entire slide within the boundaries of the screen Center Center the slide vertically and horizontally within the screen Show cursor Show the arrow pointer during the slide show. You can move the pointer around when each slide is displayed. Background Select the background color or texture for the slide Border Select the color or texture displayed around the slide Fade Make the slide fade in and out when it is displayed Loop Repeat the slide show continuously until you stop it by pressing q Advance every (number) seconds Automatically advance to the next slide after the specified number of seconds Auto play Make a movie play automatically when it is displayed on a slide Simultaneous Make all QuickTime movies play simultaneously when Auto play is selected and more than one movie appears on a slide Complete play before advancing Display the current slide until the movie has finished Beyond the basics 9-21 Reordering slides Once you’ve created a slide show, you can reorder the slides. To change the order of your slides, choose Slide Show from the Window menu. In the Slide Show dialog box, drag a slide up or down. The pointer changes to a double arrow Showing the slides using one computer In the Help index,* see: E slide shows, running To show your slide presentation, choose Slide Show from the Window menu. In the Slide Show dialog box, click Start. Tip Press Option as you choose Slide Show to bypass the Slide Show dialog box and go directly into the slide show. The slide show runs with the options set in the Slide Show dialog box. (See “Setting up slides” on page 9-19.) To advance to the next slide, press Space bar. To return to the previous slide, press Shift-Space bar. To stop the slide show at any time, press q. When you’re finished with the slide show, click Done to save any settings you changed or click Cancel to restore the original settings. Showing slides remotely over a network In the Help index,* see: E AppleScript You can run a slide show from a different computer on your network, so that you don’t have to sit in front of the computer displaying the slides. Use the Remote Slide Show script (a script is a command that performs one action or sequence of actions). 1. Open the slide show document on the computer on which you’re showing the slides. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 9-22 AppleWorks 5 User’s Manual 2. On the computer from which you’re controlling the slide show, open the AppleWorks Scripts folder (in the AppleWorks 5 folder), and then double-click the Remote Slide Show script icon. 3. On the Slide Remote palette, click . 4. Select options in the dialog box For Select Zones The zone for the computer on which you’re showing the slides (you see this option only if your network has more than one zone) Macintoshes The name of the computer on which you’re showing the slides Program AppleWorks 5 5. Click OK. To start and stop the slide show, click and on the Slide Remote palette. Click or to go to the next or previous slide. Click or to go to the first or last slide. Merging data into documents (mail merge) In the Help index,* see: E found set E mail merge You can insert information from a database document into another document or frame by performing a mail merge. You can merge a database document with: 1 a word processing document, to create a form letter that includes personalized information for each recipient (for example, “Dear Chris” instead of “Dear Customer”) 1 a spreadsheet document or frame, to create a report that’s easy to update or to include a price list in a brochure 1 a text frame, to print an envelope or a label (see “Addressing envelopes” on page 9-27) Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Beyond the basics 9-23 Field data to merge Placeholder Database Result of mail merge Merge document To merge data, follow these general steps: 1. Set up a database. You can have a database of names and addresses, items and prices, clients and facts about them, or any other categories of information you want to merge with text. Be sure to save the database. Mail merge only works with database documents that are saved to disk. 2. Prepare a merge document or frame. Enter the text that is common to all the printed documents in a document or frame, and then enter field variables where you want to insert information from the database. 3. Print the merge document with the database information inserted. Each of these steps is described in the following sections. 9-24 AppleWorks 5 User’s Manual Setting up the database In the Help index,* see: E databases, documents E found set E sorting You can use data from an existing AppleWorks database document, or create a new database document. Keep the following in mind: 1 Determine how the data will appear in the merge document and define the database fields accordingly. For example, to create a form letter with a salutation that includes a person’s first name, create separate fields for the first and last name. 1 Use a find request before merging to include only certain database records. You may also want to sort the records before merging them. AppleWorks prints only the found records in the order they were sorted. Preparing the merge document In the Help index,* see: E mail merge To prepare the merge document, open the AppleWorks document you want to merge the data into. Then choose Mail Merge from the File menu, select the AppleWorks database document that contains the data you want to insert, and click Open. Note If you are merging data into a draw document, you must merge the data into a text or spreadsheet frame within that document. In the merge document, position the insertion point where you want to insert the data from the database field. In the mail merge palette, select field names, and click Insert Field for each one. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Beyond the basics 9-25 Shows the current database Select to show merged data, or deselect to show merge field names Select the field you want to insert into the merge document Click an arrow to show the merged data from the next or previous record Click to insert the selected field into the merge document Click to print the merge document Click to switch databases Merged data Merge document You can move the mail merge palette around the window as you work to view the merge document. Printing the merge documents In the Help index,* see: E merging data When you’re finished inserting fields or field data into your merge document, click Print Merge on the mail merge palette. In the Print dialog box, click Print. AppleWorks prints one merge document for each record in the database document’s found set. Tip To print only one record, select Show Field Data on the mail merge palette, click an arrow to go to a record, and then choose Print from the File menu. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 9-26 AppleWorks 5 User’s Manual Merging a FileMaker Pro database In the Help index,* see: E FileMaker Pro You can convert a FileMaker Pro database into an AppleWorks database, and then merge the data with an AppleWorks word processing or spreadsheet document or frame. Use the Mail Merge script (a script is a command that performs one action or sequence of actions). 1. Open the AppleWorks Scripts folder (in the AppleWorks 5 folder), and then double-click the Mail Merge script icon. 2. Click FileMaker Database, select the database you want to convert, and then click Open. 3. Click AppleWorks Document, select the AppleWorks document you want to merge with the database data, and then click Open. 4. On the import from FileMaker Pro palette, select the fields you want in your AppleWorks database and click Move. 5. Click Import. The script converts your database to AppleWorks format and opens the AppleWorks mail merge palette. You can then follow the instructions in the previous two sections to perform the mail merge. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Beyond the basics 9-27 Addressing envelopes If your printer can be set up to print on envelopes, you can address envelopes in AppleWorks. If you can’t print directly on envelopes, you may want to print your addresses on address labels. See “Printing labels” on page 8-40. Using the Envelope Assistant In the Help index,* see: E Assistants Use the Envelope Assistant if you want AppleWorks to step you through addressing an envelope that you can print. You can have the Assistant help you type an address and place it on the page, or you can have it format an envelope with an address you’ve already typed. To have the Assistant help you type an address and place it on the page, start AppleWorks, and then choose New from the File menu. Select Use Assistant or Stationery, and then select Envelope in the scrolling list and click OK. The Assistant prompts you to complete the steps required to address the envelope. To have the Assistant format an envelope with an address you’ve already typed, select every line of the recipient’s address and choose AppleWorks Assistants from the or Help menu. Select Address Envelope from the scrolling list and click OK. Setting up and creating envelope stationery In the Help index,* see: E envelopes E stationery, creating To set up the envelope stationery, create a draw document. Choose Page Setup from the File menu. From the Paper pop-up menu, choose an envelope setting and an orientation (horizontal for standard business envelopes), and then click OK. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 9-28 AppleWorks 5 User’s Manual To create the envelope stationery, click the text tool , click in the document where you want the beginning of the sending address to go, and then type an address or placeholder text. Be sure to press Return at the end of every line of text. You may have to resize the address by dragging its handles. Repeat to place text for the return address. Address text frame Choose Save As from the File menu and save the document as stationery. See “Saving document formatting as templates (stationery)” on page 2-12 for more information. Addressing envelopes In the Help index,* see: E envelopes E stationery, using To address an envelope, choose New from the File menu, select Use Assistant or Stationery, and a category from the Category pop-up menu, and then choose your envelope stationery. Double-click the sending address text frame and type the address you want to use. Repeat for the return address text frame. Insert the envelope into your printer, and then print the envelope stationery document. You can also print addresses from a database document using mail merge. See “Merging data into documents (mail merge)” on page 9-22. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Beyond the basics 9-29 Linking frames In the Help index,* see: E layering information E frames, linking You can link a series of text, paint, or spreadsheet frames to break up information that’s normally confined to one area of a document. You can then move and resize frames to control the layout of your document. Ut wisi enim Lorem ipsum Qamet consect Dolor sit amet, conse ctet etuer adipiscing elit, sed uer adipiscing elit, sed diam nonummy nibh diam nonummy nibh euis euismod tincidunt ut mod tincidunt ut laoreet laoreet dolore magna dolore magna aliq uam aliquam erat volutpat. Ut erat volutpat. Ut wisi wisi enim ad minim Duis enim ad minim veniam, autem vel eu m iriure quis iop lk nostrud exerci dolor in hendrerit in tation ullamcor vulputate velit esse Duis autem vel eu per suscipit lob m iriure dolor in hendrerit molestie ortis nisl ut aliq consequat, vel in vulputate uip ex easden commodo illum dolore eu con sequat. Duis autem feugiat nulla facilisis at vel eu m iriure dolor in vero eros et accumsan et hendrerit in vulputate velit iusto odio dignissim qui esse molestie consequat, vel illum dolore eu feugiat luptatum zzril delenit nulla facilisis at vero eros augue duis dolore te et accumsan et iusto odio feugait nulla facilisi. dignissim qui blandit Lorem ipsum dolor sit praesent luptatum zzril amet, consectetuer molp delenit augue duis dolore adipiscing elit, sed diam te feugait nulla facilisi. nonummy nibh euismod Lorem ipsum dolor sit 1 2 3 4 5 6 7 8 9 10 Xlandit praesent Link text frames for complex page layouts 129252 166566 34467 44091 12247 2350 10200 2148 Link paint or spreadsheet frames to show parts of a painting or spreadsheet When you create linked frames, you see indicators that provide information about the frames. A continue indicator shows that a frame is not yet linked to another frame. A link indicator shows that the frame is linked to another frame. Anything you type, paste, or paint into the first frame continues into the next frame. A text overflow indicator shows that the frame contents extend beyond the last frame. Top-of-frame indicator Text overflow indicator Link indicator Continue indicator Linked text frames Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 9-30 AppleWorks 5 User’s Manual Continue indicator Linked spreadsheet frames Continue indicator Linked paint frames In the Help index,* see: E frames, formatting E frames, linking When you create linked frames, keep in mind the following: 1 You can create linked frames in a word processing, spreadsheet, draw, or database (in Layout mode) document but you can’t link frames in a paint document. 1 You can link frames of the same type, but you can’t link frames of different types. For example, you can’t link a text frame to a spreadsheet frame. 1 You can link an existing frame to a new frame you create, but you can’t link two existing frames to each other. To link frames, select the arrow pointer from the tool panel. (If you don’t see the tool panel, choose Show Tools from the Window menu.) Then choose Frame Links from the Options menu. Select the text , spreadsheet , or paint tool from the tool panel and drag the pointer to draw a frame. Click once outside the frame. (To draw a text frame in a word processing document or a spreadsheet frame in a spreadsheet document, press Option as you draw the frame.) Click the continue indicator and then draw the next frame. After you draw the frames, you can resize them, enter and edit information in them, and arrange the linked frames in your document. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Beyond the basics 9-31 Viewing empty frames Empty linked text frames do not show when you are adding new ones. You can add a border by selecting the frame and choosing a width from the pen width palette. Working with movies In the Help index,* see: E movies, in documents If you have the QuickTime extension installed in your system, you can add movies to your documents, play them on the screen, and make simple changes. You can work with movies in word processing, draw, and spreadsheet documents, and in multimedia fields and Layout mode of a database document. Adding a movie to a document You can import, insert, or paste a movie into any document type (except communications) and into a multimedia field in a database document. See “Importing and exporting documents” on page 2-18 for more information. Movies appear in the document as a picture with a control badge in the lower-left corner. Note In a word processing document, the QuickTime movie control bar is not available when the movie has been inserted or pasted as an inline object in text. To play a movie inserted this way, double-click the movie frame. To stop the movie, single-click the movie frame. To make the movie control bar available in a word processing document, insert the movie as an object (select the arrow pointer, and choose Insert from the File menu). Setting movie options You can control how a movie plays in an AppleWorks document by clicking the movie object so it appears with handles and choosing Movie Info from the Edit menu. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 9-32 AppleWorks 5 User’s Manual Playing a movie Click the control badge (double-click the control badge in text documents) to play a movie from beginning to end, in segments, or only a selected part. You can also play a movie at different rates of speed. Handle Control badge Click the control badge to see the movie control bar A movie control bar appears on QuickTime movies. Volume control–click to open, and drag the slider to the volume level you want Forward/reverse slider Play bar Step (forward and reverse) buttons Play/Stop button Movie control bar Editing a movie In the Help index,* see: E movies, in documents You can cut, copy, paste, or delete parts of a movie. You can also create additional movies by making a selection, cutting or copying it, and pasting it as an object in the document. For information about how to edit a movie, see onscreen Help. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Beyond the basics 9-33 Creating and editing custom buttons In the Help index,* see: E button bars Custom buttons reduce tasks, such as opening a file or checking the spelling of a document, to a single step. You can create a custom button to run a sequence of actions, and then add that button to the button bar. For information on using the button bar, see “Using the button bar” on page 3-5. AppleWorks is preset to show the button bar at the top of the document window (below the menu bar). If you can’t see the button bar, choose Show Button Bar from the Window menu. AppleWorks is preset to show the Info Line, which displays information about the buttons. To hide the Info Line, choose Button Bar Setup from the menu on the button bar, and then deselect InfoLine in the Button Bar Setup dialog box. Default button bar for word processing documents The Info Line shows information about a button you hold the pointer over To create a new button, choose New Button from the menu on the button bar. (If you don’t see the button bar, choose Show Button Bar from the Window menu.) You see the New Button dialog box. Type a name for the button Type a brief description of what the button does (the description displays in the Info Line) Select the task you want the button to perform Select which document types you want the button to appear in Click to create a button design Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 9-34 AppleWorks 5 User’s Manual To set the task that the button performs, choose an option from the When button pressed pop-up menu. To make the button From the When button pressed pop-up menu, choose Play a macro Play Macro. Enter the name of the macro you want the button to play. Open a document Open Document. Click Select Document, select the document you want the button to open, and then click Open. Open another application Launch Application. Click Select Application, select the application you want the button to open, and then click Open. Open a URL Open URL. Enter the URL for the document to link to on the World Wide Web. (Your computer must already be set up with a Web browser and an Internet connection for the URL button to link to the document.) Execute a script Execute Script. Click Select Document, select the AppleScript you want the button to open, and then click Open. To edit a button, choose Edit Buttons from the Select the button and click Modify. menu on the button bar. Using macros A macro is one action that performs a series of actions. You can create macros to automate tasks you do often. For example, you can create a macro that sorts a database, prints a report, and then closes the database document. You can also create a button to execute a macro, and add the button to the button bar. (See the previous section.) For information on In the Help index,* see: Changing a macro E macros Creating a macro Deleting a macro Making a shortcut button for a macro Running a macro Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Beyond the basics 9-35 Using AppleScript with AppleWorks The AppleScript application is a system software extension that automates tasks and procedures on computers and in many applications using Apple events. AppleScript is included with the System 7.5 software. If you have an earlier system version (System 7.0 or 7.1), you can license AppleScript separately. AppleWorks provides several sample scripts, such as a script for converting documents from other applications to AppleWorks format. The sample scripts, and a database listing the Apple events supported by AppleWorks, are in the AppleWorks Scripts folder, inside the AppleWorks 5 folder. For information on writing your own scripts, see the AppleScript documentation. For information on In the Help index,* see: The AppleScript application E AppleScript Using AppleScript in AppleWorks Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Chapter 10: Communications This chapter explains how to use AppleWorks to establish communication between your computer and another computer. All communications features, including procedures, shortcuts, and troubleshooting, are described completely in onscreen Help. When to use a communications document In the Help index,* see: E telecommunications Create a communications document when you want to exchange information with another computer. Use an AppleWorks communications document to: 1 1 1 1 connect to a text-based commercial online service such as CompuServe connect to a computer you can access at your business or school connect to a public or private bulletin board service (BBS) transfer files directly from one computer to another Communications basics To get started with communicating with other computers, you need to have the correct software and hardware setup and become familiar with communications terms and AppleWorks communications documents. What you need In the Help index,* see: E telecommunications Before you can use AppleWorks for communications, you need: 1 the Apple Communications Toolbox tools (for example, the Apple Modem Tool). If you installed the full version of AppleWorks, the installation program copied the necessary tools to your system if you didn't already have them. 1 a modem and the necessary cables to connect your computer to a telephone line. Refer to the modem manufacturer’s manual and the online service for additional requirements. Note If you’re connecting directly to another computer, you may not need a modem. Instead, you can use a serial connection cable. See “Connecting to another computer without a modem” on page 10-4 for more information. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 10-2 AppleWorks 5 User’s Manual Communications terms and concepts If you’re new to communications, you need to be familiar with the following communications terms and concepts. Term Definition Terminal A screen and keyboard used to communicate with a remote (distant) computer. The remote computer can be as close as the same room or building, or as far away as another country. Using the terminal software included in the AppleWorks package, your computer can emulate (act like) a terminal, so that your computer and the remote computer can communicate. Host computer A computer that answers requests for information or that acts as a gateway to other computers. You communicate with a host computer across a serial port or network port. To communicate with a host computer, you usually need an assigned user name and password. When you identify yourself at connection time, you’re logging on. When you disconnect, you’re logging off. Connecting The process of establishing communication with another computer. Communication from one computer to another requires a transmission channel—usually a telephone line, but sometimes a cable between two computers. Connection by telephone requires a modem, a device that turns data from your computer into a signal that can be transmitted over a telephone line. The computer at the other end of the telephone connection also requires a modem. Session The amount of time from when you connect to an online service or another computer to when you disconnect (also called connect time). When you use a commercial online service, you’re usually billed only for connect time. Online service A host computer that gives you access to a variety of information, such as weather forecasts, airline schedules, databases used for research, and bulletin boards for communicating with other users. AppleWorks supports only text based online services and cannot be used to browse the World Wide Web. Communications 10-3 Creating a communications document In the Help index,* see: E communications documents To create a communications document, choose New from the File menu, click Communications, and then click OK. Or, click on the Default button bar. (If you don’t see the button bar, choose Show Button Bar from the Window menu.) About the communications window All communication between your computer and an online service or another computer appears in the communications window. Shows the status of the current session Shows how much time has elapsed in a session (click to reset) Click to use or set up a phone book Connecting to another computer After you create a communications document, you’re ready to: 1 connect to an online service or a remote computer using a modem 1 connect directly to another computer, using a cable 1 receive a call from another computer, using a modem Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 10-4 AppleWorks 5 User’s Manual Connecting to another computer with a modem Begin a session by setting up a connection and then placing the call. When you have completed the session, disconnect your computer from the online service or remote computer. In the Help index,* see: E connecting computers To Do this Set up a connection Choose Connection from the Settings menu. When the Connection Settings dialog box appears, make sure Apple Modem Tool is selected from the Method pop-up menu. Type the number to dial in Dial Phone Number. Choose a modem name from the Modem pop-up menu. Change the Port Settings as needed, and then click OK. (See “Changing communications settings” on page 10-9 for more information.) Place a call Turn on your modem. Click on the Default button bar, or choose Open Connection from the Session menu. After you connect, use the commands of the online service or host computer to find the information you want. Disconnect Click again, or choose Close Connection from the Session menu. Connecting to another computer without a modem In the Help index,* see: E direct connections You can connect one computer directly to another (for example, to transfer data between a notebook computer and a desktop computer), without using a modem. To do so, connect a null modem cable from the serial port (modem or printer) of one computer to the serial port of the other computer. For more information, refer to onscreen Help and the documentation that came with your computer. Receiving a call from another computer In the Help index,* see: E disconnecting E receiving calls You can set up a communications document to wait for another computer to call your computer. To receive a call from another computer, choose Connection from the Settings menu. In the Connection Settings dialog box, choose Apple Modem from the Method pop-up menu. Click Answer Phone After...Rings, type the number of rings you want before your modem answers the call, and then click OK. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Communications 10-5 Choose Wait for Connection from the Session menu and wait for the appropriate incoming call. AppleWorks answers every incoming call after the specified number of rings until you end the session. To end the session, click on the Default button bar, or choose Close Connection from the Session menu. Working with data during a session During a communications session, you can: 1 capture incoming data and save it in a text file on your disk 1 copy incoming data formatted as a table into a spreadsheet document 1 save the data in the terminal area and the scrollback pane in a communications document 1 print data during a communications session 1 send files from one computer to another Using the scrollback pane In the Help index,* see: E communications documents As you work during a communications session, the data you receive from the remote computer goes into the terminal area of the communications window. (If you don’t see what you type in the terminal area, choose Terminal from the Settings menu and turn on Local Echo, also called half duplex.) Data that overflows the terminal area goes in the scrollback pane. Use the scroll bars in the scrollback pane to look back through data that is no longer visible. When you save or print the document, you also save or print the contents of the scrollback pane. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 10-6 AppleWorks 5 User’s Manual Scrollback pane Drag the horizontal pane control to change the size of the scrollback pane Terminal area Important Do not depend on the scrollback pane to save data. As you fill available memory, the oldest contents of the scrollback pane are removed. If you choose Save from the File menu, copies of the scrollback pane you saved earlier are overwritten and data may be lost. To store incoming data safely, capture it directly to a file. See the next section, “Capturing incoming data.” You can change the characteristics of the scrollback pane to suit the way you work. To Do this Show and hide the scrollback pane Choose Show Scrollback or Hide Scrollback from the Settings menu. Copy the contents of the scrollback pane into another document Select the contents and choose Copy from the Edit menu. Switch to another document and choose Paste. Clear data from the scrollback pane Choose Clear Saved Lines from the Session menu. Limit the amount of data to store Choose Preferences from the Edit menu. In the Preferences dialog box, choose Communications from the Topic pop-up menu. Select a memory option from the Scrollback pop-up menu, and then click OK. Communications 10-7 Capturing incoming data In the Help index,* see: E capturing data E communications preferences You can capture, or save, all incoming data (not just the contents of the screen and the scrollback pane) in a text file as it’s received. When you capture data, the file is saved on disk—not in memory. You can start capturing data before you connect or while you’re online. For example, if you don’t want to save your online service’s menus, you can wait to capture data until you’re about to receive the information you want. To Choose Begin capturing incoming data Capture to File from the Session menu, enter a filename, and then click Save Stop capturing the data Stop Capture from the Session menu Set preferences that affect how you capture data Preferences from the Edit menu. In the Preferences dialog box, choose Communications from the Topic pop-up menu, select options, and then click OK. Saving and printing communications documents In the Help index,* see: E capturing data When you save a communications document by choosing Save from the File menu, you are saving the contents of the terminal area, the scrollback pane, and your current communications settings. You can save a communications document at any time, even if you’re connected to another computer. To save only the text in the scrollback and terminal areas (excluding the communications settings), choose Save As from the File menu. Name the document, choose Text from the pop-up menu, and click OK. Important You should not use Save on the File menu as your primary means of saving incoming data; you should use it mainly for saving communications settings. When you save a document with Save, copies of the scrollback pane that you saved earlier are overwritten and data may be lost. To store incoming data safely, capture it directly to a file. See the previous section, “Capturing incoming data.” To print a communications document, choose Print from the File menu. You can print at any time. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 10-8 AppleWorks 5 User’s Manual Copying and pasting a table In the Help index,* see: E Copy Table command If you receive a table of data during a communications session, you can paste it into a spreadsheet so it lines up one item per cell, or into a text document or frame so that the columns line up. To copy a table during a communications session, select the text you want changed to a table (the text must have at least two spaces between columns). Choose Copy Table from the Edit menu, and then paste the data into a spreadsheet or word processing table. Sending a file to a remote location In the Help index,* see: E sending files You can send a file to another computer if the computers have the same transfer method. When you send a file, be sure that the other computer is set up to receive files automatically or that someone is available at the other end of the connection to initiate the transfer. Before sending a file, you need to set up the transfer method on the sending computer. To set up the transfer method for the sending computer, click on the Default button bar. The receiving computer needs to be set up with the same transfer method, To set up the transfer method for the receiving computer, click on the Default button bar. Simplifying communications tasks You can automate communications tasks and work more efficiently by using the AppleWorks phone book, templates, and macro features. In the Help index,* see: E connecting computers E log-on macro E phone book To Do this Start or edit a phone book Choose Phone Book from the Settings menu, type in the Edit Phone Book Entry dialog box, and click OK. Click Done when you are finished making entries. Place a call using the phone book Click the phone book icon you wish to call. Make a communications document into a template See “Saving document formatting as templates (stationery)” on page 2-12. Create a log-on macro Record a macro that enters the necessary passwords and ID information to connect to an online service. See onscreen Help for instructions. in the tool bar and select an entry Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Communications 10-9 Changing communications settings If your modem or the online service requires different settings than the AppleWorks defaults, or if you want to connect directly to another computer without using a modem, you can change the connection, terminal, and file transfer settings. Refer to the manuals that came with your modem and online service to find out which settings you should use. A new communications document is preset to use the following tools, which are supplied and installed with AppleWorks: 1 Connection setting: Apple Modem Tool 1 Terminal setting: VT102 Tool (compatible with VT100) 1 File Transfer setting: XMODEM Tool The connection, terminal, and file transfer options are preset to the most commonly expected conditions. For example, the preset connection tool is the Apple Modem Tool, which is used to connect to a remote computer through a Hayes-compatible modem. Another connection tool is the Serial Tool, which is used for direct communication with another computer or another device. In the Help index,* see: E connection settings E file transfer settings E terminal settings To change From the Settings menu, choose Connection settings Connections Terminal settings Terminal File transfer settings File Transfer Refer to onscreen Help for information about the various tool options. Balloon Help also contains detailed descriptions of the connection settings. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. Chapter 11: AppleWorks and the Internet With AppleWorks, you can open, view, and create documents that contain Hypertext Markup Language (HTML) on the Internet and the World Wide Web (WWW, or Web). You can also create your own HTML files and place them on the Internet and the Web as Web pages, to present information to people using the Web. This chapter describes how to use AppleWorks to set up your computer for use with the Internet, create Web pages, and send and receive electronic mail (email). Before you begin, you need to understand how to create and edit documents. In particular, you should understand the information in chapter 2, “Creating, opening, and printing documents,” chapter 4, “Text (word processing),” and chapter 5, “Drawing.” You should also understand “Using the button bar” on page 3-5, and “Editing links” on page 9-4. All Internet features, including procedures, buttons, and troubleshooting, are described completely in onscreen Help. About the Internet and the Web In the Help index,* see: E Internet The Internet is a collection of computer networks that use a common set of rules for exchanging information, called the transmission control protocol/ Internet protocol (TCP/IP). Using the Internet with your computer, you can work with information that’s stored at other locations. For example, you can read weather reports from around the world, send and receive electronic mail (email), and attend a creative writing class from a remote site. The Internet network was once limited to simple, text-only documents. With the development of the Web, documents can now include graphics, various text styles, and links (connections, or jumps, to areas of the same document, or to other Web pages, applications, or servers on the Web). A document on the Web is called a Web page, home page, or start page. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 11-2 AppleWorks 5 User’s Manual A Web page contains formatting information, which determines how the document looks and how you can use it onscreen. You can use AppleWorks to create and format a Web page without knowing HTML. Create a word processing document that has the information you want on your Web page, and then save the document in HTML format. AppleWorks adds the correct HTML tags and your Web page is ready for delivery to your Web site. To access, view, and place a Web page on the Web, you need: 1 a modem (internal or external) 1 a phone line or an Integrated Services Digital Network (ISDN) line 1 a browser, an application that displays information from the Internet. (For more information, see “About Browsers,” next.) 1 software from an Internet service provider (such as America Online or CompuServe). For more information, refer to a specific provider. 1 an account or connection with the Internet service provider About browsers To open, read, and work with Web pages, you use a browser, an application that displays information from the Web in a format you can read and work with. Each browser interprets HTML tags differently. For example, one browser may display headings in color with an elegant typeface, while another may display headings in capital letters. Selecting a browser In the Help index,* see: E browser E Web browser, launching Before you can use the Internet with AppleWorks, you need to select a browser to use. You can change your selection at any time. To select a browser: 1. Choose Internet from the menu on the Default button bar. (If you don’t see the button bar, choose Show Button Bar from the Window menu.) 2. Click on the Internet button bar. 3. In the Internet Preferences dialog box, click Helpers. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. AppleWorks and the Internet 11-3 4. In the Helpers dialog box, click the item in the list that begins with http, and then click Change. 5. In the Add Helper dialog box, click Choose Helper. Locate and select the name of the browser to use, and then click Open. 6. In the Add Helper dialog box, click the close box. 7. With Internet preferences as the current window, choose Save from the File menu, and then choose Close. Connecting to the Web Once you’ve selected a browser to use, you can quickly connect to the Web using the selected browser. To do so, on the Internet button bar, click . Creating a Web page In the Help index,* see: E Web pages, creating A Web page is an HTML file on the Web. With the AppleWorks translator, you can easily create an HTML file without understanding HTML or how it works. You simply create a word processing document and save your work as an HTML file. You see immediately how your document will look on the Web. Note The AppleWorks HTML translator displays a Web page in a standard format. However, your Web page may appear different on different browsers. You can customize the format for specific browsers by clicking the HTML Configuration button and adding or modifying the tags that are exported. Designing your Web page Before you create a Web page, it’s a good idea to learn about effective Web page design. You can find such information in the computer and software sections of bookstores, in computer industry magazines, in classes and seminars, and on the Internet. In addition, browse the Web and note aspects of other Web pages that you’d like to use in your own. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 11-4 AppleWorks 5 User’s Manual As you create a Web page with AppleWorks, keep the following design tips in mind: 1 Keep your design simple and uncluttered. An orderly design makes it easier to scan the page to find information. 1 Limit the size of your page so that users scroll no more than three screens. 1 Use headings so that users can scan the page and read the portions they want. 1 Consider separating areas of text with horizontal lines. 1 Organize related information in lists. 1 Use boldface and italic styles sparingly. Too much emphasis makes text difficult to read. Don’t use underline, because underlined text indicates a jump to related information. 1 Choose typefaces and colors that are easy to read onscreen. Creating an HTML file In the Help index,* see: E Web pages, creating To create an HTML file for a Web page, start by creating a word processing document, and then save your work as an HTML file. Important Before you begin, be sure you understand the information in the previous sections of this chapter. 1. Click on the Default button bar to create a new document, or click open an existing document. to (If you don’t see the button bar, choose Show Button Bar from the Window menu.) 2. In the document window, press 2-; (semicolon) to show formatting characters (such as carriage returns and spaces). Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. AppleWorks and the Internet 11-5 3. Create the document with the text and art you want posted to the Web. To Do this Apply a style to text Select the text to format, and then click any style from the stylesheet palette. Apply a type style to text to make the text bold Select the text, and then click to make the text italic. Don’t use underline, or click which is a convention used to indicate a link. Organize information into a numbered or bulleted list pop-up menu. Use Choose styles from the Harvard, Legal, or Number for numbered lists; use Diamond, Bullet, or Checklist for bulleted lists. Insert a horizontal line to separate sections of text Place the insertion point where you want the line to begin. Choose Insert Page Break or Insert Section Break from the Format menu. AppleWorks ignores automatic page breaks when you save the document as HTML. Add a table Use an inline or floating spreadsheet frame. Insert a picture See “Adding pictures,” next. Create a link from your document to a different document, or to other information on the Internet See “Linking Web pages” on page 11-6. Adding pictures In the Help index,* see: E Web pages, graphics for You can include pictures in any format supported by AppleWorks, such as TIFF and PICT. When you save the document as HTML, AppleWorks translates any art in the document to a format (GIF or JPEG) that is readable by Web browsers. Important When you save an HTML file, each picture is saved as a separate file in the same folder as the document. If you move the HTML file to a different folder or computer, you must move the picture files to the same location. To make the pictures and documents easier to find, save each HTML file (with the pictures) in its own folder. To add a picture: 1. Open or create the word processing document that you want to use as a Web page. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 11-6 AppleWorks 5 User’s Manual 2. Add art as an inline or floating object. You can draw objects or paint frames directly in the document, use art from a library, or insert art from another document. Linking Web pages In the Help index,* see: E Web pages, links to You can create links (connections or jumps) from selected areas in a Web page to a different location in your Web page or to other Web pages. Links can jump to a bookmarked location or to a Uniform Resource Locator (URL). Links to another part of the same document or to another document are called document links. Links to a Web page are called URL links. For example, create a link from a button in your HTML file to related sites. URL address for this Web page These links jump to a different location on the Web page This button jumps to a different Web page Note You can also create a link to a different document or a different area of the same document, even when the linked documents are not on the Web. For more information, see “Creating links” on page 9-1. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. AppleWorks and the Internet 11-7 You can attach links to selected text, an object, or to paint and spreadsheet frames. To create a link to a URL: 1. Open the Web page document from which to create the link, and then select the item to create the link from. 2. Click on the Internet or Default button bar. (If you don’t see the button bar, choose Show Button Bar from the Window menu.) 3. In the New URL Link dialog box, create a link, and then click OK. Type a name for the link Type the URL address 4. To test the link, choose Show Links Palette from the Window menu and make sure Live Links is selected. In an HTML file, the area linked to a URL appears underlined in the AppleWorks document, and the pointer changes appearance over the underlined area. To view the linked URL, click the underlined area. Click the underlined area to go to the linked information The pointer looks like this over a link A link can jump to a document (called a document link) or to a specific location within a document (called a book mark). If you create a document link, clicking the link opens the document. If you create a book mark, clicking the link opens the document and locates the book mark within the document. 11-8 AppleWorks 5 User’s Manual To create a link to another document: 1. Open the Web page document from which to create the link, and then select the item to create the link from. 2. On the Internet or Default button bar, click to create a link to another document. 3. In the New Document Link dialog box, create a link, and then click OK. Type a name for the link Select the document to link to 4. To test the link, choose Show Links Palette from the Window menu and make sure Live Links is selected. To create a link to another part of your Web page: 1. Open the Web page document from which to create the link, and then select the item to create the link from. 2. On the Internet or Default button bar, click to create a link to another part of the same document. 3. In the New Book Mark dialog box, create a link, and then click OK. Type a name for the link AppleWorks and the Internet 11-9 4. To test the link, choose Show Links Palette from the Window menu and make sure Live Links is selected. In an HTML file, the area linked to a book mark appears underlined, and the pointer changes appearance over the underlined area. To view the book mark, double-click the underlined area. Double-click the underlined area to go to the linked information The pointer looks like this over a link Keep the following points in mind: 1 To reduce the amount of scrolling of your Web page, create links to other areas of the same document. (You can also create URL links to other Web pages.) For more information, see “Creating document links” on page 9-2. 1 For information about changing a link, see “Editing links” on page 9-4 and “Deleting links” on page 9-4. 1 When you print a Web page with links, the linked information isn’t printed. Saving a document in HTML format In the Help index,* see: E Web pages, saving Once you have an AppleWorks word processing document that you want to post to the Web, you need to save it in two formats: as an AppleWorks document and as HTML. When you edit the Web page later, you open the AppleWorks document, not the HTML file. When you save a document in HTML format: 1 URL links are translated into HTML links 1 book marks are translated into HTML anchors 1 most styles are translated into HTML styles To save a document in HTML format: 1. Choose Save As from the File menu. 2. Save your document first by choosing AppleWorks from the Save As pop-up menu. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. 11-10 AppleWorks 5 User’s Manual 3. Type a name for the document followed by the filename extension .cwk, and then click OK. 4. Save the document again and choose HTML from the Save As pop-up menu. 5. Type a name for the file followed by the filename extension .html, and then click OK. Opening and editing HTML files In the Help index,* see: E Web pages, editing When you edit your HTML file or Web page, you open the original AppleWorks word processing document. After you make changes to the document, you must save it again as an HTML file. 1. Choose Open from the File menu. 2. In the Document Type pop-up menu, select Word Processing. 3. In the File Type pop-up menu, select .cwk. 4. Locate and then select the document. 5. View the document, and then make any changes you want. 6. If you made changes, save the document as described in the previous section, “Saving a document in HTML format.” Working with electronic mail In the Help index,* see: E email With AppleWorks, you can send and receive email messages to and from many types of computers and mail systems, locally or in remote locations. You can work with electronic mail on the Internet or over a different computer network. To work with electronic mail, you must have the appropriate hardware (such as a modem and phone line). In addition, your computer must be connected to an Internet service provider or another network that provides electronic mail services. For more information about sending and receiving electronic mail, see onscreen Help. In addition, see the documentation that comes with your computer, browser, or Internet service provider. Index from the or Help menu and scroll to the entry. Then choose a topic from * Choose the list and click Go To Topic. I-1 Index Symbols ### error 7-25 • in spreadsheet cells 7-23 A Absolute references 7-22 Active cell 7-3, 7-25 Address Envelope Assistant 9-27 Address labels. See Labels Address List Assistant 2-6, 8-7 Address, cell 7-6 Addresses and names list 2-6, 8-7 Addressing envelopes 2-6, 9-27 Airbrush (Spray can) 6-5 Aligning data in cells 7-10 fields 8-34 fields 8-32, 8-41 objects 5-15 text 4-6, 4-12 text, in text frames 4-6, 5-20 Alphabetizing library items 3-21 Apple Guide 1-6 Apple Modem Tool 10-9 AppleScript *AppleScript AppleWorks 2-2 AppleWorks stationery. See Stationery Applying styles 9-9, 9-12, 9-14 Arcs 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 *Choose Index from the 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 B 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 C 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 or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic. I-2 AppleWorks 5 User’s Manual address for 7-6 borders, adding 7-19 centering data in 7-10 data, in deleting 7-8, 7-18 entering 7-5 sorting 7-11 working with 7-6, 7-7, 7-8 deleting 7-18 filling automatically 7-9 grid 7-3, 7-20, 7-21 inserting 7-18 linking 7-35 locking (protecting) 7-6 names for 7-12 references to described 7-22 entering 7-23 examples 7-25 selecting 7-5 Certificate Assistant 2-6 Chapters, adding to a document. 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 *Choose Index from the 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 or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic. Index I-3 cell formats 7-10 formulas or values 7-8 references 7-22 charts, spreadsheet 7-29, 7-31 communications data 10-6 database layouts 8-29 records 8-15 summary data 8-37 described 3-10 formats paragraph 4-14 spreadsheet cell 7-10 help text *Help, copying images 6-9 images, colors of 6-6 library items 3-20 objects 5-9 objects, attributes of 5-11 pictures 5-19, 6-15 styles 9-17 tables, from communications sessions 10-8 text from communications documents 3-10 ruler settings for 4-14 selected 4-6 using 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 *Choose Index from the D 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 or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic. I-4 AppleWorks 5 User’s Manual closing 2-20 creating 2-3–2-8 described 1-7 finding 2-6 importing and exporting 2-18 linking to different or same document 2-12, 9-2 to Uniform Resource Locator (URL) 11-7 opening 2-10 opening linked 9-3 previewing 2-21, 3-12, 6-16 printing 2-20 saving AppleWorks 2-9 formats (stationery) 2-12 in a different file format 2-18 size of paint 6-16 styles 9-8 DR document type 2-4 Drag and drop adding database records 8-14 copying objects 3-10 documents importing 2-18 inserting 2-19 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 *Choose Index from the images 6-9 layouts 8-29, 8-33 library items 3-20 objects 5-9 records 8-15 styles 9-17 E 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 F 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 or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic. Index I-5 text and changing 4-29 in onscreen Help *Help, searching Flipping images 6-11 objects 5-15 Fonts attributes, changing 4-7 changing in databases 8-20, 8-34 outlines 4-19 spreadsheets 7-10 text 4-7 text frames 4-6, 5-20 default, changing 3-22 displaying in menu 3-22 in paintings 6-14 Footer part. 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 *Choose Index from the 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 G 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 H Handles changing number of *graphics, preferences described 5-6 or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic. I-6 AppleWorks 5 User’s Manual 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 *Choose Index from the 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 I 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 J Japanese text *WorldScript Justified text 4-12 or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic. Index I-7 K Keys, order 7-11 Keywords, in document summary 2-16 Keywords, index 1-4 L Labels mailing creating 2-6, 8-31 described 8-30 printing 8-40 outline 4-15, 4-18 paragraph 4-11 spreadsheet chart 7-30 Labels Assistant 2-6, 8-32 Lasso 6-8, 6-17 Layout mode (database) 8-2, 8-28 Layouts See also Database documents; Fields; Records changing 8-32–8-33 columnar 8-17, 8-18, 8-30, 8-31 creating 8-30, 8-31 deleting 8-33 described 8-28 duplicating 8-33 naming 8-30, 8-33 selecting 8-31 standard 8-36 types of 8-29–8-30 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 *Choose Index from the 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 M 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 Indenting setting 3-18 viewing 3-12, 3-18 Master pages 5-17 Matching records 8-27 Memory 6-16 Merging data 7-5, 9-22–9-25 Microsoft Works, importing from 8-39 Modems described 10-2 phone calls and 10-4 requirements for 10-9 setting connection with 10-4 when required 10-1, 10-4 Modes, paint 6-7, 6-13 Mouse control preferences 3-22 Movies 8-9, 9-32 control badge 9-32 QuickTime extension 9-31 Moving database columns and rows 8-20 fields 8-32 records 8-16 images 6-8 objects 5-8 outline topics 4-17 spreadsheet cells and data 7-7 or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic. I-8 AppleWorks 5 User’s Manual Multimedia fields attributes, changing 8-34 described 8-9 moving with database document 8-17 N Name fields 8-8, 8-14, 8-23 Named cells 7-12 cells in formulas 7-14 search 8-26 Naming cells 7-13 documents 2-9 fields 8-3, 8-12 layouts 8-30, 8-33 reports 8-38 searches 8-26 sort sequences 8-22, 8-23 Negative numbers entering 7-5 formatting 7-10 New documents, creating 2-2 Newsletter Assistant 2-6 Non-breaking space 4-5 Number fields 8-8 Numbering footnotes 4-28 outlines 4-15, 4-17 pages 3-16 paragraphs 4-11 sections 4-27 Numbers entering in spreadsheets 7-5, 7-10 formatting, in databases 8-20, 8-34 spreadsheets 7-10 sorting paragraphs by 4-14 O Objects See also Arcs; Bezigons; Circles, drawing; Freehand objects; Lines; Polygons; Rectangles, drawing; Regular polygons; Rounded rectangles, drawing; *Choose Index from the Squares, drawing arranging 5-15 borders of 5-3, 5-10 changing appearance of 5-9 orientation of 5-15 coloring 5-10 connecting 5-14 copying attributes of 5-11 one or more 5-9 deleting 5-9 described 5-3 drawing tools 5-4 duplicating 5-9 filling 5-10 grouping and ungrouping 5-15, 5-16 inserting in text 4-34 locking and unlocking 5-16 moving 5-8 pasting 3-10 reshaping or smoothing 5-13 scaling 5-12 selecting 5-6 selection preferences 3-22 storing in libraries 3-18 Online service 10-2 Onscreen Help. See Help Opaque paint mode 6-7, 6-13 Opening button bar 3-6 documents AppleWorks 2-10 Assistants 2-4 from different applications 2-18 linked 9-3 new 2-2 stationery (templates) 2-7 HTML files 11-10 libraries 3-19 palettes fill and pen 5-9 library 3-19 links 9-2 mail merge 9-24 stylesheet 9-5 Operators 7-23, 8-25 Options stationery 2-13 Order keys 7-11 Outdenting (indented paragraphs) 4-11 Outline styles 4-19, 9-7 Outlines 4-14–4-18 Ovals, drawing 5-4 See also Objects Overlapping document windows 3-3 images 6-2, 6-7 objects 5-15, 6-2 P 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 Paint frames book marks in 6-17 creating 6-2 custom icons for 6-16 described 1-10, 6-3 linked frames in 9-30 links to different or same document 6-17 memory for 6-16 modes for 6-7, 6-13 painting in 6-4 pictures in 6-15 preferences for 3-21 previewing 6-16 resizing 6-16 resolution and depth 6-15 slides in 9-19 or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic. Index I-9 text and spreadsheets in 6-14 tools, using in 6-4 when to use 6-1 zooming images in 6-10 Paint frames See also Frames; Paint documents book marks in 6-17 creating in any document 6-2 draw documents 5-20 spreadsheet documents 7-34 word processing documents 4-34 described 6-3 linking 9-29 links to different or same document 6-17 opening and closing 6-4 painting in 6-4 point of origin 6-4 resizing 6-4 Painting tools 6-5 Paintings and drawings, differences between 6-2 Palettes See also Colors; Gradients; Patterns; Textures described 3-8 fill and pen 5-9, 6-6 library 3-18 links 9-2 mail merge 9-24 preferences for 3-22 stylesheet 9-5 Pane controls 3-1 Pane, scrollback 10-5 Paragraph Sorter Assistant 2-6, 4-14 Paragraph styles 9-7, 9-13 Paragraphs adding bullets, numbers, or checkboxes to 4-11 aligning text in 4-12 copying ruler settings for 4-14 counting 4-33 indenting 4-11 line spacing, changing 4-8 reordering 4-12 sorting 2-6, 4-14 *Choose Index from the space between 4-13 styles for 9-7, 9-13 Parts, database copying summary fields in 8-37 deleting and resizing 8-37 described 8-36 inserting 8-36 Passwords opening protected documents 2-10 setting 2-17 Paste Function button 7-27 Pasting See also Copying; Cutting cell data 7-8 formats 7-10 described 3-10 formats cell 7-10 paragraph 4-14 library items 3-20 objects 5-9 objects in a spreadsheet cell 3-10 styles 9-17 text from communications documents 3-10 Patterns See also Palettes changing in charts 7-33 copying from objects 5-11 setting for database fields 8-34 images 6-6 objects 5-10 Pencil 6-5 Perspective, adding to images 6-11 Phone book (communications) 10-3, 10-8 Pick Up command 6-13 Picture clippings 3-11 Pictures adding to database fields 8-9, 8-14 database layouts 8-33 drawings 5-19 headers and footers 3-14 HTML files 11-5 libraries 3-18 paintings 6-15 spreadsheets 7-33 word processing documents 4-34 formatting, in database fields 8-34 inline 4-34 wrapping text around 4-35 Pixels changing size of 6-15 described 6-1, 6-15 editing individual 6-10 Point of origin, for paint frames 6-4 spreadsheet frames 7-4 Pointer. See Arrow pointer Polygons 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 & Subscribe Q QuickHelp application 1-4 or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic. I-10 AppleWorks 5 User’s Manual QuickTime movies. See Movies R Radio button fields described 8-9 finding 8-26, 8-28 Ranges of cells, naming 7-12 Record info fields 8-9 Records See also Database documents; Fields; Layouts adding 8-14 copying or deleting 8-16 described 8-2 duplicating 8-15 finding and matching 8-24–8-27 going to 8-16 hiding 8-21 moving 8-16 numbering of 8-26 selecting 8-21 sorting 8-8, 8-14 viewing 8-17, 8-18, 8-22 Rectangles, drawing 5-4 See also Objects Reduced view. 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 Shaping images 6-11 objects 5-13 Resizing database fields 8-32 parts 8-37 rows and columns 8-19 draw documents 5-18 images 6-12 objects 5-12 paint documents 6-16 frames 6-4 spreadsheet *Choose Index from the charts 7-31 columns and rows 7-17 documents 7-18 frames 7-4, 7-18 Resolution and depth, paint 6-15 Reverting to a previously saved version of a document 3-11 Roman numerals, in page numbers 3-17 Rotating images 6-11 objects 5-15 Rounded rectangles, drawing 5-4, 5-13, 6-5 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 S 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 tools drawing 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 Reshaping or smoothing images 6-10, 6-11 objects 5-13 Shearing an image 6-11 Shortcuts. See Button bar, Buttons Show/hide tools control 3-1 Showing button bar 3-6 or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic. Index I-11 field labels 8-34 formatting characters 4-6, 11-4 graphics grid 5-7 margins and page guides 3-12, 3-18 palettes 3-3 records 8-22 rulers 3-13 scrollback pane 10-6 spreadsheet chart or frame 7-31 columns and rows 7-17 grid 7-20 headings 7-20 tool panel 3-4 Size, changing. See Resizing Slide show options 9-20 Slides 9-18-9-21 Smart quotes 3-22 Smoothing objects 5-13 Soft return 4-4 Sorting database for mail merge 9-24 name fields 8-14 records 8-8, 8-22, 8-26 links 9-5 paragraphs 2-6, 4-14 spreadsheet data 7-11 Spaces, non-breaking 4-5 Spelling See also Dictionaries; Thesaurus checking 4-30 user dictionaries 4-32 Splitting windows into panes 3-2 Spray can 6-5 Spreadsheet documents See also Charts; Formulas; Functions; Spreadsheet frames • (bullets) in cells 7-23 book marks in 7-35 creating 7-3 described 1-11, 7-3 entering data in 7-5 errors 7-25 font, default for 7-10 movies in 9-31 page breaks in 7-20 pictures, adding to 7-33 preferences for 3-21, 3-22 *Choose Index from the printing 7-21 resizing 7-18 slides in 9-19 text frames, adding to 7-33 when to use 7-1 Spreadsheet frames See also Charts; Frames; Spreadsheet documents changing 7-4, 7-5 creating in any document 7-3 draw documents 5-20 paint documents 6-14 spreadsheet documents 7-3 word processing documents 4-20 described 7-4 linking 9-29 opening and closing 7-4 point of origin 7-4 resizing 7-18 showing and hiding 7-31 tables, as text 4-20, 7-2 Spreadsheet tool 3-4 Spreadsheet documents links to different or same document 7-35 Spreadsheets and databases, differences 7-2 Squares, drawing 5-4 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 T 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 See also Frames; Text frames; Word processing documents attributes, changing 4-6, 4-7, 5-20, 7-10, 7-33, 8-20, 8-34 counting words 4-33 custom styles for 4-8, 4-9, 4-15, 9-5 or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic. I-12 AppleWorks 5 User’s Manual cutting, copying, and pasting 4-6 deleting 4-5 finding and changing 4-29 outlines, creating 4-14 pasting 3-10 preferences for 3-22 selecting 4-5 typing, in database fields 8-13 drawings 5-19 paintings 6-14 spreadsheets 7-5 text documents 4-4 word count 4-33 wrapping around pictures 4-35 at end of line 4-4 in spreadsheet cells 7-10 Text clippings 3-11 Text cursor. See Insertion point Text fields 8-8 Text formatting characters 4-6, 4-30 Text frames See also Frames; Text; Word processing documents changing attributes in 4-6, 5-10, 5-20 creating in any document 4-2 database layouts 8-32 draw documents 5-20 paint documents 6-14 spreadsheet documents 7-34 word processing documents 4-2 described 4-2 linking 9-29 reshaping and resizing 4-4 sorting in 4-14 working with 4-3 Text ruler. See Rulers Text tool (word processing) 3-4, 3-9 Textures See also Palettes copying from objects 5-11 custom, creating *editing, patterns and textures setting for database fields 8-34 images 6-6 objects 5-9 *Choose Index from the Thesaurus 4-32 See also Spelling Tiling windows 3-3 Times conventions for 3-16 current, in databases 8-13 text 3-16, 3-17 formatting, in databases 8-8, 8-34 spreadsheets 7-10 recording automatically 8-9 Tint command 6-12 paint mode 6-7, 6-13 Title page 3-15 Titles document 2-16 spreadsheet chart 7-30, 7-33 locking 7-19 printing 7-21 Tools arrow pointer 3-4, 3-9 drawing 5-4 frame (paint, spreadsheet, text) 3-9 painting 6-4 panels, described 3-4 selecting drawing 5-3 for repeated use 5-5 frame 3-9 painting 6-5 selection rectangle (paint) 6-8 showing and hiding 3-4 Topics in outlines 4-14 Trailing grand summary. See Parts, database Transforming images 6-10–6-13 Translators, using to save files 2-18 Transparent charts 7-33 fill 5-3 objects and frames 5-6, 5-10, 5-19 paint mode 6-7, 6-13 Transposing columns and rows 7-7 Troubleshooting *troubleshooting Turning off styles 9-11 Typing, in database fields 8-13 draw documents 5-20 paint documents 6-14 spreadsheets 7-5 U Underlined text 4-7 Undoing changes 3-11 Ungrouping objects 5-15 Uniform Resource Locator (URL) See also Links; Linking documents creating links to 11-6 using, in draw documents 5-21 paint documents 6-17 spreadsheet documents 7-35 word processing documents 4-36 Unit of measure, changing for line and paragraph spacing 4-13 rulers 3-13 Unlocking and locking. See Locking and unlocking Unprotecting spreadsheet cells 7-6, 7-12 Unsmoothing objects 5-13 URL. See Uniform Resource Locator (URL) User dictionaries 4-31 V v5.0 (version) suffix, on filenames 3-22 Values as lists in databases 8-9 in functions 7-27, 7-28 Vertical pane control 3-2 Viewing documents as printed 2-21 fields 8-13 linked frames 9-31 pixels 6-10 records 8-17 VT102 and VT100 tools 10-9 or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic. Index I-13 W Web pages See also HTML files; Internet; World Wide Web creating 11-4 described 11-3 design tips 11-3 editing 11-10 linking to Uniform Resource Locator (URL) 11-6 opening 11-10 saving 11-10 Web. See World Wide Web Windows arranging 3-3 described 3-1 document, for communications 10-3 databases 8-32 drawing 5-2 painting 6-3 spreadsheet 7-3 word processing 4-3 splitting into panes 3-2 zooming 3-2 Word count 4-33 Word processing documents See also Text; Text frames book marks in 4-36 changing text attributes 4-7 columns in 4-21–4-23 counting words 4-33 described 1-8, 4-2 footnotes and endnotes 4-28 formatting characters 4-6 linked frames in 9-30 links to different or same document 4-36 movies in 9-31 outlines in 4-14 page breaks in 4-23 pictures in 4-34 preferences for 3-21 sections 4-24 sorting in 4-14 spreadsheets in 4-19, 4-34 tables in 4-19 tabs, setting and changing 4-10 title page for 4-21 *Choose Index from the when to use 4-1 word count 4-33 Word processing frames. See Text frames World Wide Web See also Electronic Mail; HTML files; Internet; Web pages browsers 11-2 connecting to 11-3 described 11-1 WP document type 2-4 Wrapping text around pictures 4-35 at end of line 4-4 in spreadsheet cells 7-10 WWW. See World Wide Web X,Y XMODEM Tool 10-9 X-Y scatter chart, example 7-30 Z Zip codes, in databases 8-8 Zooming controls for 3-1 documents 3-2 images (paint) 6-10, 6-14 setting a custom scale 3-2 or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic.
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