Apple Apple Computer AppleWorks 5 User - Manual



AppleWorks 5

User’s Manual

Includes instructions for using your software

FOR MAC OS

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.

Contents

III

Chapter 1: Introduction

Registration and customer support 1-1
How to start 1-1
Using Help and the User’s Manual together 1-2
Using AppleWorks Help 1-3

Opening and closing AppleWorks Help 1-3
Using the Help window 1-3
Using the AppleWorks onscreen Help index 1-4

Learning more about onscreen Help 1-5
Getting additional help 1-6
Working with AppleWorks 1-6
What’s a document? 1-7
Document types 1-7

Text (word processing) documents 1-8

Draw documents 1-9

Paint documents 1-10

Spreadsheet documents 1-11

Database documents 1-12

Communications documents 1-13
Where to go from here 1-13

Chapter 2: Creating, opening, and printing documents

Starting AppleWorks 2-1
Creating a document 2-2

Creating a blank document 2-3

Using an Assistant 2-4

Using stationery 2-7
Saving a document 2-8
Opening a document 2-10
Finding documents 2-11
Linking to other documents 2-12
Saving document formatting as templates (stationery) 2-12

Setting up regular stationery 2-12

Setting up default stationery 2-13

Creating stationery 2-13

Opening stationery 2-15

IV AppleWorks 5 User’s Manual

Identifying your documents 2-16
Protecting documents with passwords 2-17
Importing and exporting documents 2-18
Converting documents 2-19
Closing a document and leaving AppleWorks 2-20
Printing a document or Help topic 2-20

Chapter 3: Basics

Working with windows 3-1

Viewing windows 3-2
Arranging windows 3-3

Going to a page 3-3
Using the tool panel 3-4
Using the button bar 3-5

Switching button bars 3-5

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

Customizing the button bar 3-6

Adding and removing buttons 3-7

Creating your own button bar 3-7
Using palettes 3-8
Working with frames 3-9
Working in an AppleWorks document 3-10

Cutting, copying, and pasting 3-10

Copying objects using the drag and drop feature 3-10

Changing your mind 3-11

Previewing pages for printing 3-12

Using rulers 3-13

Creating headers and footers 3-14

Adding a date or time 3-16

Numbering pages 3-16

Setting margins 3-17

Changing the page orientation and size 3-18
Using libraries 3-18

Creating, opening, and saving libraries 3-19

Working with the library palette 3-20

Duplicating, deleting, and moving library items 3-20

Viewing library items 3-21
Setting preferences 3-21

Contents V

Chapter 4: Text (word processing)

When to use a word processing document 4-1
Text basics 4-2

Creating a word processing document or frame 4-2
About the word processing window 4-3
Working with text frames 4-3
Typing text 4-4
Typing equations 4-5
Selecting text 4-5
Cutting, copying, and pasting text 4-6

Showing formatting characters 4-6
Changing text appearance 4-7
Changing paragraph formats 4-8

Setting and changing tabs 4-10

Indenting paragraphs 4-11

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

Aligning paragraph text 4-12

Changing line and paragraph spacing 4-13

Copying text ruler settings 4-14
Sorting paragraphs 4-14
Outlining 4-14

Creating an outline 4-16

Modifying and removing outline labels 4-17

Rearranging outline topics 4-17

Collapsing and expanding outline topics 4-18

Modifying an outline style 4-19
Creating tables 4-19
Working with pages 4-20

Creating a title page 4-21

Creating and changing columns 4-21

Breaking a page or column 4-23

Scrolling pages 4-23
Dividing a document into sections 4-24

Inserting and deleting a section 4-25

Formatting sections 4-25

Varying the number of columns on a page 4-27

Numbering sections 4-27
Adding footnotes and endnotes 4-28
Finding and changing text 4-29

VI AppleWorks 5 User’s Manual

Finding special characters 4-30

Using writing tools 4-30

Checking your spelling 4-30
Hyphenating words 4-31
Finding synonyms 4-32
Changing dictionaries 4-32
Editing dictionaries 4-33
Counting words 4-33

Adding pictures and frames to text 4-34

Wrapping text around pictures 4-35

Creating links in word processing documents 4-36

Chapter 5: Drawing

When to use a drawing 5-1
Drawing basics 5-1

Creating a drawing 5-2
About the draw window 5-2
What are objects? 5-3
Using the drawing tools 5-3
Selecting and deselecting objects 5-6
Using the graphics ruler and grids 5-7
Moving objects 5-8
Duplicating, copying, and deleting objects 5-8

Changing the appearance of objects 5-9

Changing lines, borders, colors, patterns, and textures 5-9
Copying an object’s attributes 5-11
Resizing objects 5-12

Reshaping and smoothing objects 5-13
Connecting objects 5-14
Arranging objects 5-15
Locking objects to prevent changes 5-16
Creating a master page 5-17
Adding pages to a draw document 5-18
Creating custom colors, patterns, gradients, and textures 5-18
Adding clip art 5-19
Adding text, spreadsheet, or paint frames 5-19
Creating links in draw documents 5-21

Contents VII

Chapter 6: Painting

When to use a painting 6-1
Painting basics 6-2

Creating a painting 6-2
About the paint window 6-3
Working with paint frames 6-3

Working with images 6-4

Using the painting tools 6-4
Setting lines, colors, patterns, and textures 6-6
Overlapping colors and patterns 6-7
Selecting and moving images 6-8
Deleting, copying, and duplicating images 6-9
Magnifying an image 6-10

Transforming a selection 6-10

Reshaping a selection 6-11
Resizing or turning a selection 6-11

Coloring and tinting images 6-12
Combining images 6-13
Adding text and spreadsheets 6-14
Adding clip art 6-15
Customizing resolution and depth 6-15
Working with large files 6-16
Changing the size of a painting 6-16
Creating a preview of a paint document 6-16
Creating links in paint documents 6-17

Chapter 7: Spreadsheet

When to use a spreadsheet 7-1
Spreadsheet basics 7-2

Creating a spreadsheet 7-3

About the spreadsheet window 7-3

Working with spreadsheet frames 7-4

Typing in a spreadsheet 7-5

Selecting cells and ranges 7-5
Modifying cell data 7-6

Editing data 7-6

Moving data 7-7

Copying and deleting data 7-8

Filling a range of cells 7-8

VIII AppleWorks 5 User’s Manual

Formatting cell data 7-9
Sorting cell data 7-11
Locking cell data 7-12

Naming cells and ranges 7-12

Assigning names to cells 7-13
Editing and deleting names 7-13
Using named cells in formulas 7-14
Replacing cell references with named cells 7-14
Example 1: Using cell names in a formula 7-15
Example 2: Replacing named cells with cell references 7-16

Changing cells, rows, and columns 7-17

Resizing or hiding rows and columns 7-17
Inserting and deleting cells, rows, and columns 7-18
Changing the number of rows and columns 7-18
Adding borders, colors, and patterns to cells 7-19

Locking row and column titles 7-19
Adding and removing page breaks 7-20
Changing the display 7-20
Printing a spreadsheet document 7-21
Working with formulas 7-21

Understanding formulas 7-21
Cell references in formulas 7-22

Entering formulas 7-23

Calculating formula results 7-24

Making corrections 7-25

Examples: Entering formulas 7-25
Working with functions 7-26

Entering functions 7-27

Example: Using the AVERAGE function 7-28
Displaying data in charts (graphs) 7-29

Making charts 7-29

Changing chart options 7-30

Deleting, copying, or moving a chart 7-31

Enhancing a chart’s appearance 7-32
Adding pictures or a text frame 7-33
Creating links in spreadsheet documents 7-35

Contents IX

Chapter 8: Database

When to use a database 8-1
Database basics 8-1

What’s a database? 8-2
Using Browse, List, Find, and Layout modes 8-2
Creating a database document 8-3

Example: Creating a simple database 8-3

Part 1: Start a new database document 8-4
Part 2: Define two fields 8-4
Part 3: Enter two values into the fields 8-5
Part 4: Make new records 8-5
Part 5: Finish entering data in the new records 8-5
Part 6: Close the database 8-6

Designing a database 8-6

Defining database fields 8-7
Adding fields to an existing database 8-7
Assigning field types 8-8
Checking or entering data automatically 8-10
Defining calculation and summary fields 8-11
Adding, changing, and deleting fields 8-12

Entering data in fields 8-13

Adding records 8-14

Changing the tab order 8-15
Duplicating, deleting, and moving records 8-15
Moving through records 8-16
Viewing records 8-17
Playing movies in multimedia fields 8-17
Working with rows and columns in List mode 8-18

Selecting rows and columns 8-18

Resizing rows and columns 8-19

Moving columns and formatting data 8-20
Selecting and hiding records 8-21
Sorting records 8-22
Finding information 8-24

Finding text 8-24

Finding records with a find request 8-24

Saving a find request (named search) 8-26

Matching records 8-27
Working with layouts 8-28

X AppleWorks 5 User’s Manual

Understanding layouts 8-28
Creating a layout 8-30
Editing a layout 8-32

Deleting, duplicating, and renaming a layout 8-33
Changing the appearance of data 8-34
Presenting and summarizing data with parts 8-36

Copying summary data 8-37

Resizing and deleting parts 8-37
Creating reports 8-38
Importing data from other documents 8-38
Printing a database document 8-40

Printing labels 8-40

Closing up space when you print 8-40

Chapter 9: Beyond the basics

Creating links 9-1

Creating book marks 9-2

Creating document links 9-2

Editing links 9-4

Deleting links 9-4

Going to a specific link 9-5

Sorting links 9-5
Using styles 9-5

About the stylesheet palette 9-6

Styles in documents and frames 9-8

Applying a style 9-9

Creating a style 9-10

Turning off a style 9-11

Example: Applying and creating styles 9-12

Editing styles 9-15

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

Importing and exporting styles 9-17
Creating a slide presentation 9-18

Creating slides 9-18

Setting up slides 9-19

Reordering slides 9-21

Showing the slides using one computer 9-21

Showing slides remotely over a network 9-21
Merging data into documents (mail merge) 9-22

Contents XI

Setting up the database 9-24
Preparing the merge document 9-24
Printing the merge documents 9-25
Merging a FileMaker Pro database 9-26

Addressing envelopes 9-27

Using the Envelope Assistant 9-27
Setting up and creating envelope stationery 9-27

Addressing envelopes 9-28
Linking frames 9-29
Working with movies 9-31

Adding a movie to a document 9-31

Setting movie options 9-31

Playing a movie 9-32

Editing a movie 9-32
Creating and editing custom buttons 9-33
Using macros 9-34
Using AppleScript with AppleWorks 9-35

Chapter 10: Communications

When to use a communications document 10-1
Communications basics 10-1

What you need 10-1

Communications terms and concepts 10-2

Creating a communications document 10-3

About the communications window 10-3
Connecting to another computer 10-3

Connecting to another computer with a modem 10-4

Connecting to another computer without a modem 10-4

Receiving a call from another computer 10-4
Working with data during a session 10-5

Using the scrollback pane 10-5

Capturing incoming data 10-7

Saving and printing communications documents 10-7

Copying and pasting a table 10-8

Sending a file to a remote location 10-8
Simplifying communications tasks 10-8
Changing communications settings 10-9

XII AppleWorks 5 User’s Manual

Chapter 11: AppleWorks and the Internet

About the Internet and the Web 11-1
About browsers 11-2

Selecting a browser 11-2
Connecting to the Web 11-3

Creating a Web page 11-3

Designing your Web page 11-3
Creating an HTML file 11-4
Adding pictures 11-5
Linking Web pages 11-6
Saving a document in HTML format 11-9
Opening and editing HTML files 11-10

Working with electronic mail 11-10

Index

Chapter 1: Introduction

This User’s Manual introduces you to the AppleWorksapplication.
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
begin the tour, choose
Help menu.

Practice using AppleWorks while reading this manual and
referring to onscreen Help.

Introduction to AppleWorks from the or

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
choose Appleworks Help Contents from the or Help menu, and
then click New features in AppleWorks 5.0).

As necessary, review AppleWorks Help topics and the chapters
in this book to learn more about specific procedures.

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.

AppleWorks 5 Installation Manual, or

In the Help index,* see:

E index entries relating to the

current section are listed here

For information on In the Help index,

an AppleWorks feature

E index entries for relevant topics are listed here

* see:

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.

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

*

the list and click Go To Topic.

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

Introduction 1-3

AppleWorks Help Contents, and then
click Getting Help

Click this button for Help

for the current task

Using the Help window

In many dialog boxes you see a button. You can click the button to
get Help for the task you’re performing.

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 close onscreen

Help and leave it running

Type a word you want to find

in the index, and then press

Return

Click to see the index

Click to see the

table of contents

Click to move to the next
or previous related topic

Drag the note icon into a topic,
and then type your own notes

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.

In the Help index,* see:

E stationery

Introduction 1-5

You see this in the
manual

Type all or part of the index
entry, and then press Return

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,

Adding your own notes to a Help topic
Copying Help topics into an existing document
Finding text within a Help topic
Marking topics you use often
Printing one or more Help topics

AppleWorks displays the index so you
can select a topic (if there’s only one
topic for the entry, you see the topic)

E Help, customizing
E Help, copying

Help, finding

E
E Help, customizing
E Help, printing

*

see:

E

Referring to a glossary of AppleWorks terms

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

*

the list and click Go To Topic.

glossary

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

Use automated assistance in creating various
types of documents (such as newsletters and
presentations)

Use automated assistance in performing complex
tasks (such as adding footnotes or tables to a
document)

See brief descriptions of AppleWorks buttons and
menus in the button bar (when displayed)

Get step-by-step help for commonly requested
tasks

Info Line

Choose Introduction to AppleWorks from the

or Help menu.

New from the File menu, and then

Choose
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.)

AppleWorks Assistants from the

Choose
or Help menu.

Hold the pointer over the item for a few
seconds. You see information about this
item in the Info Line, in the lower part of
the button bar. (You can also see this
information if you choose
from the or Help menu. To turn off
Balloon Help, choose Hide Balloons.)

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.

Show Balloons

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.

What’s a document?

Document types

Introduction 1-7

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.

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.

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.

Drawing tools

and palettes

Introduction 1-9

Draw menus and
button bar

Create a map in a draw
document

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

Painting tools

and palettes

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

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.

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.

Introduction 1-11

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.

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.

Introduction 1-13

Communications menus
and button bar

With a communications document, you can connect to a remote computer
and receive, send, and save data. Options are preset for most commonly used
settings, so all you usually have to do is add the telephone number.

See chapter 10, “Communications,” for more information about
communications documents.

Where to go from here

Now you’re ready to start AppleWorks and create some documents of your
own. If you haven’t looked over the section “How to start” on page 1-1, do
so now. It shows you how to use the manual and the onscreen Help system
together to find information. Then go to “Starting AppleWorks” on page 2-1.

A communications session

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

Starting AppleWorks

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.

To start AppleWorks, double-click the AppleWorks 5 folder icon to display
its contents. Then double-click the AppleWorks application icon. When you
installed AppleWorks, the Installer placed an alias in the Launcher. You can
also click the AppleWorks application icon in the Launcher to start
AppleWorks.

The first time you start AppleWorks, you’re asked to enter your name,
company name, if applicable, and product serial number. You need to do this
only once when you start AppleWorks.

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

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

*

the list and click Go To Topic.

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

1 open custom templates, called stationery

*

documents to meet your home and office needs

Choose Index from the or Help menu and scroll to the entry. Then choose a topic from
the list and click Go To Topic.

Creating a blank document

In the Help index,* see:

E New command

Creating, opening, and printing documents 2-3

You can create a document when you start AppleWorks or when
AppleWorks is already running. To create a document when AppleWorks is
running, choose Newfrom 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

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

*

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 type:

WP for Word Processing

DR for Draw

PT for Paint

SS for Spreadsheet

DB for Database

CM for Communications

Using an Assistant

In the Help index,* see:

E Assistants

Document name, which

you can change

The order in which the
document was created

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.

Use an Assistant to lead you step-by-step in creating specific documents,
such as a document for addressing envelopes. Some Assistants are
available when you first create a document, and others are available while
you’re working with a document.

To use an Assistant when you first create a document, choose New from the
File menu. In the New Document dialog box, select Use Assistant or
Stationery. Choose a category from the pop-up menu, and then select an
Assistant name from the scrolling list.

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

*

the list and click Go To Topic.

Select an
Assistant

Creating, opening, and printing documents 2-5

You can use other Assistants to help you perform a specific task in a
document you’ve already opened. These Assistants are available in certain
types of documents only. For example, the Assistant for creating tables is
available with draw and word processing documents.

To use an Assistant for the current document, choose AppleWorks Assistants
from the or Help menu. Select an Assistant, and then click OK.

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

Using stationery

In the Help index,* see:

E stationery, using

Select a stationery

A description for the currently

selected stationery appears here

Creating, opening, and printing documents 2-7

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.

document

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

*

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 on the Default button bar, or choose Save or
Save As from the File menu.

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.

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

*

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

Double-click a
folder or disk to
see its contents

Choose a file format

to save the document

in that format

Current disk

Click to list the items
on the computer
desktop

Click to create a new
folder in the current folder
or disk

Click to save the document

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
from within AppleWorks

Open an AppleWorks document
from the Finder software

Open a document created by
AppleWorks for Windows 95

Click on the Default button bar or choose Open from the
File menu, choose the document, and then click Open. If
you’re asked for a password, type the password, and then
click OK. (For more information about passwords, see
“Protecting documents with passwords” on page 2-17.)

Double-click the document icon. AppleWorks starts up (if
it’s not already running) and opens the document. If you’re
asked for a password, type the password, and then click OK.
(For more information about passwords, see “Protecting
documents with passwords” on page 2-17.)

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 AppleWorksin the list of applications, and

then click OK. Repeat for DOS suffix .CWS.
For more information about PC Exchange and formatting

disks so they can be read by both Mac OS and PC
computers, see the documentation that comes with your
computer.

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

*

the list and click Go To Topic.

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

Click to display a

preview of the

selected document

Contents of the
selected folder or drive
(double-click a folder
to show its contents)

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.

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

*

the list and click Go To Topic.

Setting up default stationery

In the Help index,* see:

E stationery, creating

Creating, opening, and printing documents 2-13

To assign a category to a regular stationery document:

1. Choose Document Summary from the File menu.

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

information you want to save with the stationery.
If you don’t provide a category label, AppleWorks assigns the stationery

document to the None category.

3. Click OK.

Your label shows in the Category pop-up menu in the New Document
dialog box (click Use Assistant or Stationery to see the Category pop-up menu).

For more information about entering document summary information, see
“Identifying your documents” on page 2-16.

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

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

*

the list and click Go To Topic.

2-14 AppleWorks 5 User’s Manual

In the Help index,* see:

E documents, creating

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.

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.

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

*

the list and click Go To Topic.

Opening stationery

In the Help index,* see:

E stationery, using

Creating, opening, and printing documents 2-15

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 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.

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

*

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

Keep track of different

versions of a document

Identify important
information in the

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.

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.

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

*

the list and click Go To Topic.

Protecting documents with passwords

Creating, opening, and printing documents 2-17

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. ClickSet 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.

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

*

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
be read by an application
other than AppleWorks

Import (convert) a document
created with a different
application

Choose Save As from the File menu, and then choose a file
format, such as HTML, from the Save As pop-up menu.

(If the application you want to use isn’t listed, try using one of
the commonly accepted formats—Text, DBF, DIF, Microsoft
Excel, or SYLK—to save the document. You can then open the
document in any application that supports that format.)

Use one of the following methods:

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

select the appropriate document type from the Document
Type pop-up menu. Select the file, and then click Open. The
original document is unchanged.

1 Use the Convert Documents script. See “Converting

documents” on page 2-19.

1 Create a document in the AppleWorks application format by

converting one from a different format. See “Converting
documents” on page 2-19.

1 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.

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

*

the list and click Go To Topic.

To Do this

Insert an entire document,
such as clip art
(commercially produced
graphics) into an
AppleWorks document

Use one of the following methods:

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.)

1 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
AppleWorks for
Windows 95

Click on the Default button bar, or choose Open from the
File menu, choose a document, and then click Open.

If you don’t see the document, choose Control Panels from the 4
menu, and then choose PC Exchange. (PC Exchange is a Control
Panels extension included with Macintosh System 7.5 and
available for System 7 and higher from Apple Computer, Inc.).
Click On, and then click Add. For DOS Suffix, type
AppleWorksin 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.

Creating, opening, and printing documents 2-19

.CWK, select

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).

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

To Do this

In the Help index,* see:

E closing
E Quit command

Close a document Choose Closefrom 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 Printfrom 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.

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

*

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,

page size, and other print settings
Preview a draw, spreadsheet,

database, or paint document on
the screen

Print one or more AppleWorks
documents

In AppleWorks, choose Page Setup from the File menu.

In AppleWorks, choose Page View from the Window menu.
Word processing documents always appear in page view.

For instructions on hiding the margins and page guides in
a word processing document, see “Previewing pages for
printing” on page 3-12.

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.

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

Zoom controls

Zoom percentage box

Text ruler

Show/hide tools control
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 Example

Zoom in or out,
or choose a
zoom
percentage

Split a window
vertically or
horizontally to
display different
parts of a
document at one
time

Click to zoom in, click
to zoom out, or click the zoom
percentage box and select a
percentage.

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.

Zoom out

Zoom in

Drag down

Drag right

Restore a split
window

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

*

the list and click Go To Topic.

Double-click the vertical or
horizontal line between the
panes

Double-click to restore the
window

Arranging windows

In the Help index,* see:

E Stack Windows command

Basics 3-3

AppleWorks can tile or stack open document windows so they are arranged
neatly on the screen.

To Do this Example

Tile windows in
a grid

Click on the
Default button bar, or
choose Tile Windows
from the Window
menu.

Tiled windows

Going to a page

In the Help index,* see:

E going to a page

Stack windows
so they are
layered, with the
upper-left
corner of each
window visible

Choose Stack Windows
from the Window
menu.

Stacked windows

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

menu.

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

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

*

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 spreadsheet tool to

create spreadsheet frames

Use the painting and drawing

tools to paint images in a
paint document or frame

Use the text tool to create
text frames and type text

Use the paint tool to create
paint frames

Use the drawing tools to
draw objects in documents
and frames

Fill sample

Use the fill palettes to select
the fill color, pattern, gradient,

Pen sample

Use the pen palettes to

select attributes for lines

and borders of objects

and images

or texture for objects and
images

If you don’t see the tool panel, click the show/hide tools control or
choose Show Tools from the Window menu.

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

*

the list and click Go To Topic.

Using the button bar

Basics 3-5

In the Help index,* see:

E button bars

Click and hold down the

mouse button to see

options for customizing

the button bar

When you open an AppleWorks document, you see the button bar at the top
of the document window (below the menu bar). The button bar saves time by
providing shortcuts to activities that would otherwise take several steps to
complete. The button bar is preset to include buttons for some common
AppleWorks actions.

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 show or hide it
1 change its position
1 customize its appearance
1 add or remove buttons
1 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.

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

*

the list and click Go To Topic.

3-6 AppleWorks 5 User’s Manual

Showing, hiding, and positioning the button bar

Customizing 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.

To customize the button bar, choose Button Bar Setup from the menu on the
button bar, and then choose one of these actions:

To Do this

Increase or decrease the number of
rows or columns of buttons

Show or hide the palettes or
pop-up menus on the button bar

Show the name of a button when
you hold the pointer over it for a
few seconds

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

In the Show Popups and Indicators areas, select or deselect
options.

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.

Adding and removing buttons

In the Help index,* see:

E buttons

Select a category from
which you want to add

or remove buttons

Double-click a button
to add it to the button

Select a button to add or
remove and then click to

add or remove the

selected button

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.

Shows a brief
description of the
button’s purpose
when you click a

bar

button

Basics 3-7

Note The buttons you see in the button bar depend on the type of document

or frame you’re working in. For example, you see the button for rotating
objects 90 degrees only when you’re working in a paint document or frame.

Creating your own button bar

You might want to create a new button bar with the buttons you use most
often. To create your own button bar, choose New Button Bar from the menu
on the button bar. In the New Button Bar dialog box, type a name for the
button bar, add buttons, and then click OK. For information on adding and
removing buttons, see the previous section.

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

*

the list and click Go To Topic.

3-8 AppleWorks 5 User’s Manual

Using palettes

In the Help index,* see:

E palettes, types
E palettes, using

Press and hold

down a button to

view the palette and

select an option

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)

Drag the palette
onto the working
area to keep it
open while you
work

Click to collapse
the palette
(Option-clicking
collapses all
open palettes)

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

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

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

diagonally until the palette is the size you want.

Use the To For more information, see

Fill palettes Fill an object with a color,

Pen palettes Change the color, pattern, or

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

*

the list and click Go To Topic.

pattern, gradient, or texture

width of a line or an object’s
border, or add arrowheads to a
line

“Changing the appearance of objects” on
page 5-9

Working with frames

Use the To For more information, see

Library palette Add AppleWorks clip art to a

Mail merge
palette

Stylesheet
palette

Links palette Create and edit links

document, or store items that
you want to reuse

Merge database information
with a word processing or
spreadsheet document, or a
text frame in a draw document

Create, apply, and edit styles
for formatting text,
paragraphs, spreadsheets,
outlines, and graphic objects

(document links, URL links,
and book marks)

“Using libraries” on page 3-18

“Merging data into documents (mail
merge)” on page 9-22

“Using styles” on page 9-5

“Creating links” on page 9-1

Basics 3-9

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

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

*

the list and click Go To Topic.

Use the spreadsheet tool to
draw a spreadsheet frame

Use the paint tool to
draw a paint frame

3-10 AppleWorks 5 User’s Manual

Working in an AppleWorks document

This section describes methods you can use to work with most AppleWorks
documents.

Cutting, copying, and pasting

In AppleWorks you can cut, copy, and paste text, objects, or images within
a document or frame, between AppleWorks documents, and between an
AppleWorks document and another application’s document.

To Do this For this result

Copy Select the text, object, or

image to copy and click on
the Default button bar, or
choose Copy from the Edit
menu.

Cut Select the text, object, or

image to cut and click on
the Default button bar, or
choose Cutfrom 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
Pastefrom the Edit menu.

Puts a copy of the selected text, object, or
image on the Clipboard. The original item
stays in the document or frame.

Removes the selected text, object, or
image from a document or frame and
places it in the Clipboard.

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.

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.

Basics 3-11

To Do this

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

Remove all the changes you’ve
made since you last saved the
document

the Edit menu.
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.

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 3-13

Using rulers

In the Help index,* see:

E rulers

Change between text

and graphics rulers

Specify the number of

divisions per unit

Normal view

Page view

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

For more information about rulers, see “Changing paragraph formats” on
page 4-8 and “Using the graphics ruler and grids” on page 5-7.

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

*

the list and click Go To Topic.

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.

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 3-15

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

Date inserted in document or frame

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 Example

The current date or time in
a text frame or word
processing document

The current date or time in
a header or footer

A fixed date or time (one
that does not update when
you close and reopen the
document) in a text frame,
word processing
document, header, or
footer

Place the insertion point in the
document or frame and choose
Insert Date or Insert Time from the
Edit menu.

Dates and times are updated
when you close and reopen the
document.

Place the insertion point in the
header or footer and choose Insert
Dateor Insert Time from the Edit
menu.

Hold down Option as you
choose Insert Date or Insert Time
from the Edit menu.

Date inserted in header

In the Help index,* see:

E Insert Page # command

Numbering pages

You can display the current page number or page count on any page of a
document. The page number is updated when you add or remove pages, or
change the starting page number.

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

*

the list and click Go To Topic.

Basics 3-17

Page number and document
page count shows a range

Page number inserted in a footer

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

The current page
number or page count
in a header or footer

A fixed page number
that does not update
whenever pages are
added or removed

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.

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.

Hold down Option as you choose
Insert Page # from the Edit menu.

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.

Setting margins

In the Help index,* see:

E Show Margins command

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.

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

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

*

the list and click Go To Topic.

you’ve chosen

3-18 AppleWorks 5 User’s Manual

Changing the page orientation and size

In the Help index,* see:

E paper size

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.)

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.

Using libraries

In the Help index,* see:

E libraries, overview

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.

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.

Click to close the library

Click to collapse or expand
the library

Drag the selection
from the library into
the document

Basics 3-19

Click to see fewer

Creating, opening, and saving libraries

In the Help index,* see:

E libraries, creating
E libraries, opening

options

Scroll to see more items

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

Open a library Library, and then choose a library from the submenu. If you don’t see the

it Library, followed by a number.

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
a library

Save a library you’ve previously
saved

Close a library Close

Save As

Save

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

*

the list and click Go To Topic.

3-20 AppleWorks 5 User’s Manual

Working with the library palette

In the Help index,* see:

E libraries, items in

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.

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.

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

To

Duplicate library items Duplicate
Delete library items Delete

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

*

the list and click Go To Topic.

Edit menu, choose

Viewing library items

In the Help index,* see:

E libraries, palette

Basics 3-21

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

To

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

Edit menu, choose

Paste from that library palette’s Edit menu. Or you can
drag library items between libraries.

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

Alphabetize items in a library Alphabetize
Set the number of pixels used to

display items on the library palette
when you view by object

Set the number of rows (when you
view by name) and columns (when
you view by object) on a library
palette

scaled size)

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

View Options, and then type numbers for Rows and Columns

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.

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

*

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

Text

Graphics

Spreadsheet

Palettes

Communications

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

*

the list and click Go To Topic.

General display of alerts, warnings, settings for saved
documents, and startup settings

The preset font for new documents, character display (smart
quotes, invisible formatting characters, and character spacing),
and date format

Object selection, polygon closing, mouse control, and
gradients

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

The number of colors displayed in the color palettes, and
opening and saving color, pattern, texture, and gradient palettes

Scrollback, capture, paste delay, connection initiation, Speak
Text, default tools, and default folder for file transfers

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 compose letters and memos
1 create lists and outlines
1 keep a personal journal
1 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

Creating a word processing document or frame

In the Help index,* see:

E frames, creating
E opening

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.

To Do this Example

Create a blank
word processing
document

Create a text frame
within another type
of 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.)

Select the text tool
(choose Show Tools from the
Window
visible). Then, drag the I-beam
pointer diagonally in the
working area of the document
to draw a text frame, and begin
typing.

(In a word processing
document, hold down the
Option key as you draw the
frame.)

menu if it isn’t

A word processing document

A text frame in a draw document

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

*

the list and click Go To Topic.

About the word processing window

In the Help index,* see:

E drawing, tools
E rulers
E word processing

Text insertion point

Text (word processing) 4-3

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

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.

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

*

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

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

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

Use a line break (or soft return) to end
one line and start another without
creating a new paragraph

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

*

the list and click Go To Topic.

you reach the end of a line—AppleWorks wraps
the words to the next line.

Return again to insert a blank line.

insert text and click. (You can also move the
insertion point by pressing an arrow key.)

Hold down Shift and press Return.

Typing equations

In the Help index,* see:

E Equation Editor

Text (word processing) 4-5

To Do this

Insert a non-breaking space to keep two
words on the same line

Delete the character to the left of the
insertion point

Hold down the Option key and press the
Space bar.

Press Delete.

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

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

*

the list and click Go To Topic.

4-6 AppleWorks 5 User’s Manual

Cutting, copying, and pasting text

In the Help index,* see:

E copying, text

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

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

Select everything in a document or
frame

Select a text frame as an object Select the arrow pointer and click the text frame.

times.

click.
Choose Select All from the Edit menu.

(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.)

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.

Showing formatting characters

In the Help index,* see:

E invisible characters

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.

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.

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

*

the list and click Go To Topic.

To 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.

Tab character

Note Formatting characters never appear in the printed document.

Changing text appearance

Text (word processing) 4-7

Space character

Return character

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

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

The attribute (such as bold, italic,
underline, subscript, superscript,
superior, or inferior)

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

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

*

the list and click Go To Topic.

bar or from the Font menu

bar or from the Size menu
An attribute from the pop-up menu on the button

bar or from the Style menu

4-8 AppleWorks 5 User’s Manual

To change Select the text or frame and choose

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

button bar

In the Help index,* see:

E styles

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.

Tip You can create styles—combinations of formatting information—and

Select the text

you want to

change

Before

After

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.

Then click to

apply a style that

you’ve created

To see a style’s
properties, click Edit,
and then select the style

Properties of
the style Bold,
Italic

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

*

the list and click Go To Topic.

Text (word processing) 4-9

Paragraph and

outline labels

Left margin marker

(drag top part only)

First-line indent and left margin marker
(drag bottom part only)

In the Help index,* see:

E styles

Line-spacing controls

Alignment controls

First-line indent marker

Tab markers

Column controls

Right margin marker

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

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

paragraph styles you create, to change a paragraph’s formatting in one step.
For example, you can apply a style to format paragraphs with hanging
indents and bullets in the margin. To show the stylesheet, click on the
Default button bar (or choose Show Stylesheet from the Window menu). Then
select the paragraphs to format and click Bullet. (To format a single paragraph,
click anywhere in that paragraph and click Bullet.) For information on
applying styles or creating your own, see onscreen Help and “Using styles”
on page 9-5.

Select the text

you want to

change

Before

After

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

*

the list and click Go To Topic.

Then click to

apply a preset

style

To see a style’s
properties, click Edit, and
then select the style

Properties of
the style Bullet

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

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

Click one of these tab markers and drag
to the ruler position you want

Center tab marker Align-on tab marker

Right tab marker with
fill character

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

*

the list and click Go To Topic.

Indenting paragraphs

In the Help index,* see:

E indentation

Text (word processing) 4-11

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.

Adding bullets, numbers, and checkboxes to paragraphs

In the Help index,* see:

E bulleted lists
E labels, paragraphs

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.

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

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

*

the list and click Go To Topic.

Checklist

Numbered list

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 reorderlabeled paragraphs, click to the left of a paragraph label and drag
the paragraph to a new place in the outline. (Or choose a Move command from
the Outline menu.) In an ordered list, AppleWorks relabels the moved item.

Aligning paragraph text

In the Help index,* see:

E text, alignment

Before

After

To align a paragraph, place the insertion point in the paragraph and click an
alignment control on the ruler.

Aligned rightCentered

JustifiedAligned left

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

*

the list and click Go To Topic.

Changing line and paragraph spacing

In the Help index,* see:

E paragraphs

Text (word processing) 4-13

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

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

*

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

Sorting paragraphs

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 on the Default button bar, or choose Copy
Ruler from the Format menu.

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

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

In the Help index,* see:

E Assistants

Outlining

In the Help index,* see:

E outlines

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.

An outline summarizes the major ideas of a written work in topics (major
headings) and subtopics (subordinate ideas). You can indent the subtopics to
different levels to show their relative importance in the outline.

As you’re organizing your ideas, move topics up or down to change their
level. Hide (collapse) subtopics to highlight main ideas and show (expand)
subtopics to focus on small details.

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

*

the list and click Go To Topic.

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

Choose an outline label

New right topicNew topic

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

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

*

the list and click Go To Topic.

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

Text (word processing) 4-17

Rearranging outline topics

In the Help index,* see:

E topics

To move topics Do this Example (before and after)

Left or right
between outline
levels

And subtopics
up or down in
the outline

Up one level Select the topic and choose

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

*

the list and click Go To Topic.

Select the topic and choose
Move Left or Move Right from the
Outline menu.

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.

Raise Topic from the Outline
menu.

Move Left

Subtopics move with topicMove Above

Raise 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
or outline so that
subtopics are
hidden

Select the topic or outline and
choose Collapse from the
Outline menu.

Expand a topic
or outline so that
subtopics are
visible

Expand the
current topic or
an entire outline
to a specific
level

Collapse or
expand all
topics in an
outline

Select the topic or outline and
choose Expand from the
Outline menu.

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.

Select all the topics in the
outline, hold down Option
and choose Collapse All or
Expand All from the Outline
menu.

Outline fully expanded

Collapsed
outline

Outline
expanded to
level 2 subtopics

Expanded outline

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

*

the list and click Go To Topic.

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.

Text (word processing) 4-19

In the Help index,* see:

E styles
E styles, editing

Creating tables

In the Help index,* see:

E Assistants
E spreadsheets, tool
E tables

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.

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

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

*

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

By creating a
spreadsheet frame

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

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.

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.

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.

Creating a title page

In the Help index,* see:

E cover pages

Creating and changing columns

In the Help index,* see:

E columns, text

Text (word processing) 4-21

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 Sectionfrom 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.

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
Sectionfrom the Format menu, type the number of columns, and then click OK.
You can specify up to nine columns, their widths (equal or variable), and the
amount of space between each one.

To add or subtract columns of equal width, click the increase-columns or
decrease-columns control in the text ruler.

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

*

the list and click Go To Topic.

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.

Breaking a page or column

In the Help index,* see:

E columns, breaks in

Scrolling pages

In the Help index,* see:

E pages, guides

Text (word processing) 4-23

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 orInsert 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.

In a multiple-page word processing document, you can scroll pages from
side to side, or one page on top of the next.

To change how the pages scroll, choose Document from the Format menu. In
the Document dialog box, select One Page Above The Next or Facing Pages Side-By-
Side, and then click OK.

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

*

the list and click Go To Topic.

4-24 AppleWorks 5 User’s Manual

Dividing a document into sections

In the Help index,* see:

E sections

In AppleWorks, sections in documents act like chapters in books: each
section can have a different format. You can change its header and footer
text, page numbering, and number of columns. You can also place a special
title page with no header or footer at the start of a section (see “Creating a
title page” on page 4-21).

2-2

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

USIMOD

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sed diam nonummy nibh
euismod tincidunt ut laoreet
dolore magna aliquam erat
volutpat. Ut wisi enim ad
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molestie consequat, vel illum dolore eu feugiat nulla facilsis at vero
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vel illum dolore eu feugiat
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You can insert sections into a word processing document only. You cannot
insert a section into a header, footer, footnote, or text frame.

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

*

the list and click Go To Topic.

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:

Text (word processing) 4-25

In the Help index,* see:

E breaks
E deleting, text
E sections

Formatting sections

In the Help index,* see:

E columns, 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 for the section you want to delete,

and press Delete.

For more information about formatting characters, see “Showing formatting
characters” on page 4-6.

A new section uses the settings of the section preceding it. To change the
format of a section, click anywhere in the section, and then choose Section
from the Format menu. In the title bar of the Section dialog box, you see the
number of the section you’re formatting.

If more than one section is selected, you see the number of the first section
in the title bar of the Section dialog box. Changes you make in the Section
dialog box apply to the first section in the selection only.

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

information on inserting a section, see the previous section.

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

*

the list and click Go To Topic.

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

Make the header and footer information

Select Restart Page Number and type the starting
page number for the current section.

Select Different For This Section.

different from the previous section
Use different headers and footers on the

Select Left & Right Are Different.

left and right pages in a section
Add a title page to the current section Select Title Page.
Specify the number of columns in

Type a number for Number Of Columns.

a section
Vary the widths of columns (if you have

multiple columns)
Create a mirrored column layout (left-

Select Variable Width Columns, and then type widths
for Space Before, Column Width, and Space After.

Select Mirror On Facing Pages.

facing pages and right-facing pages have
the opposite column layout)

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

Varying the number of columns on a page

In the Help index,* see:

E sections

Place the insertion point

where you want to insert a

section

Text (word processing) 4-27

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.

Insert a second
column in the
section

In the Help index,* see:

E columns, text

Numbering sections

In the Help index,* see:

E Insert Page # command

Page before section break

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.

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”)

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

*

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

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
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nisl ut aliquip ex easden commodo cosequat.

Duis autem vel eum iriure dolor in hendrerit
in bulputate velit esse molestie consequat, vel illum
dolore eu feugiat nulla facilsis at vero eros et
accumsan et iusto odio.

Loem ipsum dolor sit amet, cibsectetyer
aduouscubg ekut, sed diam nonummy nibh euismod
tincidunt ut laoreet dolore magna aliquam erat
volutpat. Ut wisi enim ad minim beniam, quis
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nisl ut aliquip ex easden commodo cosequat.

Duis autem vel eum iriure dolor in hendrerit
in bulputate velit esse molestie consequat, vel illum
dolore eu feugiat nulla facilsis at vero eros et
accumsan et iusto odio te feugait nulla faclisi.

1 "Dolore magna" Aliquam erat, 1972
2 "Esse" Molestie consequat, 1987
3 Feugiat nulla facilsis

2

1

3

Footnotes Endnotes

USIMOD

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tincidunt ut laoreet dolore magna aliquam erat

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14 "Dolore magna" Aliquam erat, 1972
15 "Esse" Molestie consequat, 1987
16 Feugiat nulla facilsis

In the Help index,* see:

E Assistants

If you need help adding or formatting footnotes or endnotes, use the
AppleWorks Assistant for inserting footnotes. Choose AppleWorks Assistants
from the or Help menu. Select Insert Footnote, and then click OK. See
“Creating a document” on page 2-2 for more information about Assistants.

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

*

the list and click Go To Topic.

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
endnotes, or change all the endnotes to footnotes

Use footnote characters other than numbers
(such as † or *)

Start numbering footnotes at a number other
than 1

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

Text (word processing) 4-29

Select At Bottom of Page or At End of Document.

Deselect Automatic Numbering.

Type a number for Start At.

In the Help index,* see:

E finding text

Type the word or phrase
you want to find

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)

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.

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

*

the list and click Go To Topic.

4-30 AppleWorks 5 User’s Manual

Finding special characters

In the Help index,* see:

E hidden characters

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.

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

Checking your spelling

In the Help index,* see:

E spelling

AppleWorks provides spell checking, thesaurus, and hyphenation services to
help you polish your writing. These are available in all AppleWorks
documents except communications.

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

A selection Select the text or text frame you want to check.

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

*

the list and click Go To Topic.

Writing Tools from the Edit menu, and then choose
Check Document Spelling.

Click on the Default button bar, or choose

Writing Tools from the Edit menu, and then choose
Check Selection Spelling.