Apple AppleWorks 5 User’s Manual

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AppleWorks 5

User’s Manual

Includes instructions for using your software

FOR WINDOWS 95 / NT 4.0

K Apple Computer, Inc.

Under the copyright laws, this manual may not be copied, in whole or in part, without the written consent of Apple. Your rights to the software are governed by the accompanying software license agreement.

The Apple logo is a trademark of Apple Computer, Inc., registered in the U.S. and other countries. Use of the “keyboard” Apple logo (Option-Shift-K) for commercial purposes without the prior written consent of Apple may constitute trademark infringement and unfair competition in violation of federal and state laws.

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

Apple Computer, Inc. 1 Inﬁnite Loop Cupertino, CA 95014-2084 408-996-1010 http://www.apple.com

Apple, the Apple logo, AppleWorks and the AppleWorks design, Claris, and QuickTime are trademarks of Apple Computer, Inc., registered in the U.S. and other countries.

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.

Equation Editor in AppleWorks

Equation Editor in AppleWorks 5 is a special version of MathType™ by Design Science. If you frequently create documents with equations, you may ﬁnd MathType is better suited to your needs. MathType is as easy to use as Equation Editor and has many extra features to help you save time and create more complex mathematical formulas in documents.

For further information about upgrading Equation Editor to MathType, contact your software dealer or Design Science directly:

Design Science, Inc. 4028 Broadway Long Beach, CA 09803 To ll Free: 800-827-0685 International: 562-433-0685 FAX: 562-433-6969 e-mail: info@mathtype.com Web site: http://www.mathtype.com

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 contents 1-4 Navigating AppleWorks Help 1-4 Using the onscreen Help index 1-5

Learning more about onscreen Help 1-7 Getting additional help 1-7 Working with AppleWorks 1-8 What’s a document? 1-8 Document types 1-8

Text (word processing) documents 1-9

Draw documents 1-10

Paint documents 1-11

Spreadsheet documents 1-11

Database documents 1-12

Communications documents 1-13 Where to go from here 1-14

Chapter 2: Creating, opening, and printing documents

Starting AppleWorks 2-1 Creating a document 2-1

Creating a blank document 2-2

Using an Assistant 2-3

Using stationery 2-5 Saving a document 2-7 Opening a document 2-8 Finding documents 2-9 Linking to other documents 2-9

IV AppleWorks 5 User’s Manual

Saving document formatting as templates (stationery) 2-10

Setting up regular stationery 2-10 Setting up default stationery 2-11 Creating stationery 2-11

Opening stationery 2-12 Identifying your documents 2-13 Protecting documents with passwords 2-14 Importing and exporting documents 2-15 Closing a document and leaving AppleWorks 2-16 Printing a document or Help topic 2-16

Chapter 3: Basics

Working with windows 3-1

Viewing windows 3-2

Arranging windows 3-3

Going to a page 3-4 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 3-6

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

Cutting, copying, and pasting 3-10

Changing your mind 3-10

Previewing pages for printing 3-11

Using rulers 3-12

Creating headers and footers 3-12

Adding a date or time 3-14

Numbering pages 3-15

Setting margins 3-16

Changing the page orientation and size 3-16

Using libraries 3-17

Creating, opening, and saving libraries 3-18 Working with the library palette 3-18 Duplicating, deleting, and moving library items 3-19 Viewing library items 3-19

Setting preferences 3-20

Chapter 4: Text (word processing)

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

Creating a word processing document or frame 4-2 About the word processing window 4-2 Working with text frames 4-3 Typing text 4-4 Typing equations 4-5 Selecting text 4-5 Cutting, copying, and 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 4-10

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

Aligning paragraph text 4-12

Changing line and paragraph spacing 4-12

Copying text ruler settings 4-13 Sorting paragraphs 4-13 Outlining 4-13

Creating an outline 4-14

Modifying and removing outline labels 4-15

Rearranging outline topics 4-16

Collapsing and expanding outline topics 4-16

Modifying an outline style 4-17 Creating tables 4-18 Working with pages 4-19

Contents V

VI AppleWorks 5 User’s Manual

Creating a title page 4-19 Creating and changing columns 4-20 Breaking a page or column 4-21 Scrolling pages 4-22

Dividing a document into sections 4-22

Inserting and deleting a section 4-23 Formatting sections 4-23 Varying the number of columns on a page 4-25

Numbering sections 4-25 Adding footnotes and endnotes 4-26 Finding and changing text 4-27

Finding special characters 4-28 Using writing tools 4-28

Checking your spelling 4-29

Hyphenating words 4-30

Finding synonyms 4-30

Changing dictionaries 4-31

Counting words 4-31 Adding pictures and frames to text 4-31

Wrapping text around pictures 4-32 Creating links in word processing documents 4-34

Chapter 5: Drawing

When to use a drawing 5-1 Drawing basics 5-2

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 5-7

Duplicating, copying, and deleting objects 5-8 Changing the appearance of objects 5-9

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

Contents VII

Copying an object’s attributes 5-11 Resizing objects 5-12

Reshaping and smoothing objects 5-13 Connecting objects 5-13 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

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

Selecting and moving images 6-7

Deleting, copying, and duplicating images 6-8

Magnifying an image 6-9 Transforming a selection 6-9

Reshaping a selection 6-9

Resizing or turning a selection 6-10

Coloring and tinting images 6-10 Replacing images 6-11 Adding text and spreadsheets 6-12 Adding clip art 6-13 Customizing resolution and depth 6-13 Working with large files 6-13 Changing the size of a painting 6-14

VIII AppleWorks 5 User’s Manual

Creating links in paint documents 6-14

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 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 7-16

Resizing or hiding rows and columns 7-16 Inserting and deleting cells, rows, and columns 7-17 Changing the number of rows and columns 7-18 Adding borders, colors, and patterns to cells 7-18

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

Understanding formulas 7-21

Cell references in formulas 7-22

Entering formulas 7-23 Calculating formula results 7-24 Making corrections 7-24 Examples: Entering formulas 7-25

Working with functions 7-26

Entering functions 7-27 Example: Using the AVERAGE function 7-27

Displaying data in charts (graphs) 7-28

Making charts 7-29 Changing chart options 7-29 Deleting, copying, or moving a chart 7-30

Enhancing a chart’s appearance 7-31 Adding pictures or a text frame 7-32 Creating links in spreadsheet documents 7-34

Chapter 8: Database

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

What’s a database? 8-1

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

Creating a database document 8-3 Example: Creating a simple database 8-4

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 8-5 Designing a database 8-6

Defining database fields 8-7

Adding fields to an existing database 8-7

Assigning field types 8-7

Checking or entering data automatically 8-9

Contents IX

X AppleWorks 5 User’s Manual

Defining calculation and summary fields 8-10 Adding, changing, and deleting fields 8-12

Entering data in fields 8-12

Adding records 8-14

Changing the tab order 8-14 Duplicating, deleting, and moving records 8-15 Moving through records 8-15 Viewing records 8-16 Playing movies in multimedia fields 8-17 Working with rows and columns in List mode 8-17

Selecting rows and columns 8-18

Resizing rows and columns 8-18

Moving columns and formatting data 8-19 Selecting and hiding records 8-20 Sorting records 8-21 Finding information 8-23

Finding text 8-23

Finding records with a find request 8-23

Saving a find request (named search) 8-25

Matching records 8-26 Working with layouts 8-27

Understanding layouts 8-27

Creating a layout 8-29

Editing a layout 8-31

Deleting, duplicating, and renaming a layout 8-32 Changing the appearance of data 8-32 Presenting and summarizing data with parts 8-34

Copying summary data 8-36

Resizing and deleting parts 8-36 Creating reports 8-36 Importing data from other documents 8-37 Printing a database document 8-38

Printing labels 8-39

Closing up space when you print 8-39

Chapter 9: Beyond the basics

Creating links 9-1

Creating book marks 9-2 Creating document links 9-2 Editing links 9-3 Deleting links 9-4 Going to a specific link 9-4 Sorting links 9-5

Using styles 9-5

About the stylesheet palette 9-6 Styles in documents and frames 9-7 Applying a style 9-8 Creating a style 9-9 Turning off a style 9-11 Example: Applying and creating styles 9-11 Editing styles 9-13 Copying, pasting, and deleting styles and properties 9-15 Importing and exporting styles 9-16

Creating a slide presentation 9-16

Creating slides 9-16 Setting up slides 9-17 Reordering slides 9-19 Showing the slides 9-19

Merging data into documents (mail merge) 9-19

Setting up the database 9-20 Preparing the merge document 9-21 Printing the merge documents 9-22

Addressing envelopes 9-22

Using the Envelope Assistant 9-23 Setting up and creating envelope stationery 9-23

Addressing an envelope 9-24 Linking frames 9-24 Working with movies 9-26

Adding a movie to a document 9-27

Contents XI

XII AppleWorks 5 User’s Manual

Playing a movie 9-27 Creating and editing custom buttons 9-28 Using macros 9-29 Including other applications in your documents (OLE) 9-30

Understanding Object Linking and Embedding 9-30

Inserting OLE objects 9-31

Working with OLE objects 9-32

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 10-2

About the communications window 10-3 Connecting to another computer 10-3 Changing the communications program 10-4

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 11-5

Saving a document in HTML format 11-9

Opening and editing HTML files 11-9 Working with electronic mail 11-10

Index

Chapter 1: Introduction

This User’s Manual introduces you to the AppleWorks 5 application from Apple Computer, Inc. AppleWorks is an all-in-one software package offering seamless integration of word processing, outlining, presentations, drawing, painting, spreadsheet computation and charting, database management, and communications, including support for HTML and linking to the Internet.

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:

How to start

1 http://www.apple.com/appleworks

This User’s 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 Windows 95 techniques, such as using the mouse and saving documents. For such information, see the documentation that comes with your computer.

View the onscreen tour, “Introduction to AppleWorks,” to understand what AppleWorks is all about. To begin the tour, click the Start menu and choose Programs. Then choose Introduction to AppleWorks from the AppleWorks menu.

Start AppleWorks (click the Start menu, choose Programs, and then choose AppleWorks from the AppleWorks menu) and practice using AppleWorks while reading this User’s Manual and referring to onscreen Help.

1-2 AppleWorks 5 User’s Manual

If Do this

You’ve used AppleWorks before

Read the rest of this chapter to learn how to use this User’s Manual and AppleWorks Help together.

Start AppleWorks (see “Starting AppleWorks” on page 2-1 if you need help). Then review the list of new features in AppleWorks (see the AppleWorks 5 Installation Manual, or choose AppleWorks Help Contents from the Help menu, and then click New features in AppleWorks).

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 User’s 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.

For information on In the Help index,* see:

In the Help index,* see:

E index entries relating to the

current section are listed here

an AppleWorks feature

E index entries for relevant topics are listed here

To look up an index entry in AppleWorks Help, start AppleWorks, choose AppleWorks Help Index from the Help menu, and then scroll to the entry. For complete instructions for using the index to onscreen Help, see “Using the onscreen Help index” on page 1-5.

Special information in this User’s 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 this manual and AppleWorks Help. They

appear in italic in the this manual, and underlined with a dotted line in Help. Glossary terms are also listed in the this manual’s index. For example, to find the definition of cell range, look up Cell range, described.

Using AppleWorks Help

AppleWorks Help completely documents all AppleWorks features. As you become comfortable working with AppleWorks, you’ll be able to find all the information you need in AppleWorks Help.

Opening and closing AppleWorks Help

To open Help when AppleWorks is running, click in the AppleWorks window. Then press F1 to display the Contents screen, or choose a command from the Help menu.

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

In many dialog boxes you see a button. You can click the button to get Help for the task you’re performing. (You can also press F1 for the current task when the dialog box is displayed.)

Introduction 1-3

AppleWorks Help Contents, and then click Getting Help

Click this button (or press F1) for Help for the current task

Note Whenever you open AppleWorks Help, you start the Windows Help

application, which runs independently of AppleWorks. This means you can open AppleWorks Help even when AppleWorks isn’t running. To do so, click the Start menu and choose Programs. Then choose AppleWorks Help from the AppleWorks menu.

1-4 AppleWorks 5 User’s Manual

Using the Help contents

When you open AppleWorks Help, you see a list of Help topics, much like the table of contents in a book.

Click to see the index

Click any time to return

to the contents window

Double-click a book icon

to see a list of subtopics

Double-click a topic

you want to see

Navigating AppleWorks Help

When you select a topic, you see the AppleWorks Help window. To navigate AppleWorks Help, click buttons and underlined text.

Click to search for specific words in the AppleWorks Help topics

Introduction 1-5

Click to retrace your

path through Help

Click to see the

index

Click to see the

table of contents

Click dotted text to

see a definition

Click to print the current topic

Click to minimize onscreen Help and le

Click to move to the next or previous related topic

Click underlined text to jump to a topic or see a list of related topics

Tip To see a sequential list of topics you’ve viewed, choose Display History

Window from the Help window’s Options menu.

Using the onscreen Help index

To browse through the index, click the button in the AppleWorks Help window or the Index tab in the Contents window, and then scroll through the alphabetical list. To go to a specific index entry—for example, if you’re using the index entry in this manual to direct you to a topic in Help—type the first few letters of the entry. (To see one screen of entries at a time, press Page Up or Page Down.)

1-6 AppleWorks 5 User’s Manual

You see this in the User’s Manual

Type all or part of

the index entry

Then double-click the

entry to select it

You see a list of topics (if

there’s only one topic for that

entry, you see the topic)

Double-click a topic

you want to see

In the Help index,* see:

E frames

To return to the same place in the index, click the button.

Choose Index from theHelp menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Learning more about onscreen Help

Refer to AppleWorks Help for more tips on locating information and customizing onscreen Help.

Introduction 1-7

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 Referring to a glossary of AppleWorks terms

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)

Use Tool Help to see the names of AppleWorks tools, controls, and buttons (when they’re displayed)

See brief descriptions of AppleWorks menu commands, tools, controls, and buttons (when they’re displayed)

* see:

E Help, customizing E Help, copying E Help, finding E Help, customizing E Help, printing E glossary

Choose Introduction to AppleWorks from the AppleWorks Help menu.

Choose New from the File menu, and then select Use Assistant or Stationery. Choose a category from the pop-up menu, and then select an Assistant from the scrolling list. (For more information about Assistants, see “Using an Assistant” on page 2-3.)

Choose AppleWorks Assistants from the AppleWorks Help menu.

Hold the pointer over the item for a few seconds. For tools, controls, and buttons, you see a pop-up label.

Hold the pointer over the item for a few seconds. You see information about the item in the status bar, at the bottom of the window.

Tip To show or hide Tool Tips or the status bar, choose Preferences from the

Edit menu. In the Preferences dialog box, choose General from the Topic pop-up menu, and then select or deselect Tool Tips or Show Status Bar.

Choose Index from theHelp menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

1-8 AppleWorks 5 User’s Manual

Working with AppleWorks

With the AppleWorks application, you can do all the jobs you perform most often on a personal computer: word processing, outlining, drawing and painting, presentations, spreadsheet computation and charting, database management, and telecommunications. The rest of this chapter describes the different types of work you can do with AppleWorks.

First go through the introductory material (both in print and onscreen) that you received with your computer. 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?

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 in a folder.

Document types

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.

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.

Write a letter in a word processing document

Introduction 1-9

Word processing menus, button bar, and ruler

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.

1-10 AppleWorks 5 User’s Manual

Draw documents

Drawing tools and palettes

Use a draw document for artwork and page layout. A draw document includes objects (such as rectangles, circles, and lines) that you can create, select, move, and modify. If you want to add text, a spreadsheet, or clip art, you can do so in the same document.

Draw menus and button bar

Text frames Clip art

Create a map in a draw document

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.”

Paint documents

Painting tools and palettes

Introduction 1-11

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.

1-12 AppleWorks 5 User’s Manual

Spreadsheet menus and button bar

Entry bar

Add data to a spreadsheet document

See chapter 7, “Spreadsheet,” for information about what you can do with spreadsheet documents and spreadsheet frames.

Database documents

Database documents are useful for managing and organizing collections of information, such as address lists, student or customer records, or research notes. 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.

Chart

Create a chart to add clarity or show data in perspective

Database controls

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 uses the HyperTerminal application to connect your computer to an online information service, a bulletin board, or another computer.

Introduction 1-13

Database menus and button bar

Clip art

Alphabetize the list and add a picture

Communications menus and button bar

A Windows HyperTerminal document

With a communications document, you can connect to a remote computer and receive, send, and save data. For information on HyperTerminal, see chapter 10, “Communications,” and the HyperTerminal documentation that comes with your computer.

1-14 AppleWorks 5 User’s Manual

Where to go from here

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

Chapter 2: Creating, opening, and printing documents

This chapter provides basic information about using AppleWorks that in general applies to all document types. These topics are covered:

1 starting and stopping AppleWorks 1 creating and saving documents 1 printing documents

For information on working with windows, pages, libraries, and buttons, see chapter 3, “Basics.” For information unique to a particular type of document or frame, see the appropriate chapter in this User’s Manual.

In the Help index,* see:

E Help, finding

All features, including procedures and shortcuts, are described completely in onscreen Help. See “Using AppleWorks Help” on page 1-3 if you are not familiar with onscreen Help or how this User’s Manual and Help work together.

Starting AppleWorks

To start AppleWorks, click the Start menu and choose Programs. Then choose AppleWorks from the AppleWorks 5 menu.

If you’re new to AppleWorks or unfamiliar with the new features in AppleWorks, run the onscreen tour. You can run the tour at any time by choosing Introduction to AppleWorks from the Help menu in the AppleWorks window.

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 theHelp menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

2-2 AppleWorks 5 User’s Manual

Creating a blank document

In the Help index,* see:

E New command

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

Select a document type

If you selected

New from the File menu, you see the New Document

dialog box.

When you create a document, you see the window for the selected document type.

Choose Index from theHelp menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Creating, opening, and printing documents 2-3

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 theHelp menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

2-4 AppleWorks 5 User’s Manual

Select an Assistant

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

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

Assistant for creating tables

Creating, opening, and printing documents 2-5

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 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

Home Finance Examine home finance questions, such as determining your

Insert Footnote Place a footnote in a document. For more information, see

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

Newsletter Create newsletters for your club, school, or business Paragraph Sorter Sort paragraphs alphabetically within a document. For more

Presentation Create presentations to view on a computer or overhead

business, personal, or student information

envelopes. For more information, see “Addressing envelopes” on page 9-22.

net worth, buying a home, or taking out a loan

“Adding footnotes and endnotes” on page 4-26.

information, see “Creating tables” on page 4-18.

information, see “Sorting paragraphs” on page 4-13.

projector, or on paper

Using stationery

In the Help index,* see:

E stationery, using

To use stationery (a template with preformatted settings and options), choose New from the File menu, and then select Use Assistant or Stationery. Choose a category from the pop-up menu, and then select a stationery name from the scrolling list. For information about setting up stationery, see “Saving document formatting as templates (stationery)” on page 2-10.

Choose Index from theHelp menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

2-6 AppleWorks 5 User’s Manual

Select a stationery document

A description for the currently

selected stationery appears here

Use stationery to create a document using a template such as a letterhead, an envelope, or a fax cover sheet that you customize for your own use.

Saving a document

In the Help index,* see:

E saving E stationery

Creating, opening, and printing documents 2-7

When you finish working with a document, you save it to retain all your changes. You can also save text, draw objects, paint images, formatting, and settings in stationery (templates) that you can later reuse. See “Saving document formatting as templates (stationery)” on page 2-10.

To save a document, click on the Default button bar, or choose Save or Save As from the File menu.

1 Choose Save 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.

You see the Save As dialog box 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.

Currently open folder

Contents of the selected

folder or drive (double-click

a folder to make it the

selected location)

Type a new name for the

document

See all your

folders and drives

Choose a file format

Move up one level in the folder hierarchy

Create a new folder in the selected folder or drive

Show or hide file and folder details

Click to save 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.

Choose Index from theHelp menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

2-8 AppleWorks 5 User’s Manual

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

1 resave it periodically to keep your work up to date 1 save it with a different name to create two identical documents 1 make a backup copy regularly to protect your data

Opening a document

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

In the Help index,* see:

E opening

information about opening and using stationery, see “Saving document formatting as templates (stationery)” on page 2-10.

To Do this

Open an AppleWorks document from within AppleWorks

Open an AppleWorks document from Windows

Open a document created by AppleWorks for Mac OS software

Click on the Default button bar or choose Open from the File menu, choose the document, and then click Open. (The names of the last four documents you opened or saved appear at the bottom of the File menu. To open one of these documents, select its name.)

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 2-14.)

Double-click the document icon in Windows Explorer, or My Computer, or click the Start menu, choose Documents, and then choose the document name. 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 2-14.)

There are many ways to open documents from Windows. For more information, see the documentation that comes with your computer.

Choose Open from the File menu, choose Show All Files (*.*) from the Files of type pop-up menu, choose the document, and then click Open.

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

In the Open dialog box, you can search for a document and choose the type of document you want to open.

Choose Index from theHelp menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Creating, opening, and printing documents 2-9

Selected folder or drive

Contents of the selected

folder or drive (double-click a

folder to select it)

Type the name of the document to

open (or double-click its icon)

Finding documents

documents and folders in that location

oose a folder or disk to see

Choose the type of document to open (such as Painting)

ove up one levelin thefolderhierarchy

Create a new folder in the selected folder or drive

Show or hide file and folder details

Choose the file type for the document to open (such as GIF)

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 2-3.

Linking to other documents

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

In the Help index,* see:

E links E URL buttons

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

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

2-10 AppleWorks 5 User’s Manual

You select the text, object (such as a graphic object in a drawing), spreadsheet cell, paint image, or frame from which to create the link, and then specify the location to link to. For more information, see “Creating links” on page 9-1. To create a link to information on the Internet, see “Linking Web pages” on page 11-5.

Saving document formatting as templates (stationery)

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

In the Help index,* see:

E stationery

Setting up regular stationery

In the Help index,* see:

E stationery, creating

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.

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.

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.

Choose Index from theHelp menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Setting up default stationery

In the Help index,* see:

E stationery, creating

Creating stationery

In the Help index,* see:

E stationery, creating

In the Help index,* see:

E documents, creating

Creating, opening, and printing documents 2-11

3. Click OK.

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

For more information about entering document summary information, see “Identifying your documents” on page 2-13.

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.

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.

2. In the Save as dialog box, type a name for the document in the File name box.

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 WPOPTION.CWS Draw DROPTION.CWS Paint PTOPTION.CWS Spreadsheet SSOPTION.CWS Database DBOPTION.CWS

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 that you can easily identify later (such as Letterhead).

3. From the Save as type pop-up menu, choose AppleWorks Stationery (*.cws).

AppleWorks adds the .CWS extension to the filename.

Choose Index from theHelp menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

2-12 AppleWorks 5 User’s Manual

Type a name for the document

Choose the AppleWorks Stationery file format

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

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

from the New Document dialog box, save the stationery in the AppleWorks Stationery folder (which is in the AppleWorks 5 folder).

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

box, you can save the stationery in any folder.

5. Click Save.

Opening stationery

When you open a stationery (template) document, AppleWorks opens it as a new, untitled document, and the original document remains unaffected. You change the document as necessary and then assign it a new name when you save it.

To open default stationery:

1. Choose New from the File menu.

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

then Click OK.

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

standard document type (such as Standard Word Processing) from the scrolling list in the New Document dialog box.

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

To open regular stationery from the Do this

In the Help index,* see:

New Document dialog box Choose New from the File menu, and then select Use

E stationery, using

Open dialog box Choose Open from the File menu, select the drive or

Identifying your documents

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

In the Help index,* see:

E Document Summary Info

command

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 2-10.) To save a description of a document, choose Document Summary from the File menu, and then type the information.

Creating, opening, and printing documents 2-13

Assistant or Stationery. Choose a category from the Category

pop-up menu, select the stationery name in the scrolling list, and then click OK.

folder containing the stationery, select the stationery name in the scrolling list, and then click Open.

Keep track of different

versions of a document

Identify important information in the

document

When you save a document as regular stationery and store it in the AppleWorks Stationery folder, you see the document’s summary information in the New Document dialog box.

Choose Index from theHelp menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

2-14 AppleWorks 5 User’s Manual

What you enter for Appears in the New Document dialog box as the

Title Document name (in the scrolling list) Category Category name Description Document’s description

Note You can enter more than one category. For example, if you enter

Business, Home, Education, the document appears in the Business

category, the Home category, and the Education category.

Protecting documents with passwords

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

In the Help index,* see:

E passwords

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

1. Choose Document Summary from the File menu.

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

symbols), and then click OK.

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

Important Keep the following points in mind:

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

password each time you open the stationery document. If you don’t type the correct password when you try to open the document, AppleWorks opens a blank document of the same type.

1 To maintain security, consider doing the following:

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

guess them.

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

your computer.

1 Change passwords often.

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

should not be used to protect sensitive information. Setting a password does not encrypt the file. To protect sensitive documents, consider taking additional security measures.

Choose Index from theHelp menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Importing and exporting documents

You can share AppleWorks documents with other applications by importing

In the Help index,* see:

E exchanging data

to or exporting from AppleWorks documents. To import and export documents, the AppleWorks application uses

translators, special files that translate information for many popular software applications. These files, which come with AppleWorks, are in your AppleWorks 5 folder.

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

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

Open a document created by AppleWorks for Macintosh

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

(If the file format 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 may be able to open the document in any application that supports that format.)

Choose Open from the File menu. In the Open dialog box, select the appropriate document type from the Document Type and Files of type pop-up menus. Select the file, and then click Open. The original document is unchanged.

In the AppleWorks document, click where you want to insert the file, and then click on the Default button bar, or Insert from the File menu. In the Insert dialog box, select the file type from the Files of type pop-up menu, choose the file, and then click Open. (To insert information into fields of an AppleWorks database, see “Importing data from other documents” on page 8-37.)

Click on the Default button bar, or choose Open from the File menu, choose Show All Files (*.*) from the Files of type pop-up menu, choose a document, and then click Open.

Creating, opening, and printing documents 2-15

choose

You can import documents created in other applications using Object Linking and Embedding (OLE). For more information, see “Including other applications in your documents (OLE)” on page 9-30.

Choose Index from theHelp menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

2-16 AppleWorks 5 User’s Manual

Closing a document and leaving AppleWorks

Always close documents and windows before you leave AppleWorks or turn off your computer.

To Do this

In the Help index,* see:

E closing E Exit command

Close a document Choose Closefrom the File menu. Close all documents Hold down the Alt key while you choose

Close from the File menu.

Leave AppleWorks Choose Exit from the File menu.

If you haven’t saved changes in open documents, AppleWorks asks if you want to save the new version.

Printing a document or Help topic

To print the current document, click on the Default button bar, or choose

In the Help index,* see:

E documents, printing E Help, printing

Printfrom the File menu. To print a current Help topic, choose Print Topic from the File menu.

AppleWorks uses the default printer and print settings in Windows Control Panel. You can change these settings for printing in AppleWorks, if necessary.

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

To Do this in AppleWorks

Choose a printer Choose Print Setup from the File menu. Change the page orientation,

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

database, or paint document on the screen

Choose Print Setup from the File menu.

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 3-11.

For more information about printing these document types, see “Printing a spreadsheet document” on page 7-20 and “Printing a database document” on page 8-38.

Choose Index from theHelp menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Chapter 3: Basics

This chapter provides basic information about working with windows and documents; using libraries to store drawings, images, frames, and text that you can reuse later; and using the button bar to speed up your work. The information in this chapter applies in general to all document types. For information unique to a particular document type, see the appropriate chapter in this User’s Manual.

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 percentage box

Zoom controls

Page indicator

Show/hide tools control

Vertical pane control

The status bar at the bottom of the AppleWorks window provides information about your document.

Text ruler

Status bar

3-2 AppleWorks 5 User’s Manual

Viewing windows

In the Help index,* see:

E viewing documents

When you work with objects and frames, this code

changes to show the type of menus currently available

Displays information as you move the pointer over a tool or menu command

“Modified” means you

have unsaved changes

When you record or play a macro, you see REC or PLAY here

Current date and time

Tip As you work in AppleWorks, click the right mouse button to see a menu

of appropriate commands.

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 at the bottom of the window, 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 Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a 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 Cascade command

Basics 3-3

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

To Do this Example

Tile windows in a grid Click on the

Cascade (layer) windows Choose Cascadefrom

Default button bar, or

choose Tile from

the Window menu.

Tiled windows

Cascaded windows

Arrange minimized AppleWorks documents neatly at the bottom of the AppleWorks window

Choose Arrange Icons from the Window menu.

Arranged icons

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

Window menu.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

3-4 AppleWorks 5 User’s Manual

Going to a page

In the Help index,* see:

E going to a page

Using the tool panel

In the Help index,* see:

E tools

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

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

Pen sample

Use the pen sample and

palettes to select attributes

for lines and borders of

objects and images

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 sample and

palettes to select the fill color, pattern, gradient, 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 Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Using the button bar

In the Help index,* see:

E button bars

Click to see options

for customizing the

button bar

Basics 3-5

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.

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 9-28).

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.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

3-6 AppleWorks 5 User’s Manual

Showing, hiding, and positioning the button bar

Customizing the button bar

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.

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 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 to 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:

Adding and removing buttons

In the Help index,* see:

E buttons

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

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

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

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

Ctrl+Alt and drag the icon to where you want it.

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.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Double-click a button to

add it to the button bar

Select a button to add or

remove and then click to add or

remove the selected button

Creating your own button bar

Basics 3-7

Select a category from which you want to add or remove buttons

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

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.

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.

Using palettes

In the Help index,* see:

E palettes, types E palettes, using

A palette is a window with options you can apply to documents, frames, and objects. You can open and close palettes, such as the fill, pen, library, and stylesheet palettes.

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

palettes. To resize a palette, hold the mouse button down over the lower-right corner of the palette, and then drag the corner diagonally until the palette is the size you want.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

3-8 AppleWorks 5 User’s Manual

Click to view the palette

and select an option

Click to close the palette (Ctrl+click closes all open palettes)

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

Use the To For more information, see

Fill palettes Fill an object with a color,

pattern, gradient, or texture

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

Pen palettes Change the color, pattern, or

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

Library palette Add AppleWorks clip art to a

“Using libraries” on page 3-17 document, or store items that you want to reuse

Mail merge palette

Merge database information with a word processing or

“Merging data into documents (mail

merge)” on page 9-19 spreadsheet document, or a text frame in a draw document

Stylesheet palette

Create, apply, and edit styles for formatting text,

“Using styles” on page 9-5

paragraphs, spreadsheets, outlines, and graphic objects

Links palette Create and edit links

“Creating links” on page 9-1 (document links, URL links, and book marks)

OLE Tool palette

Edit OLE objects

E Object Linking and Embedding (OLE)

in the Help index

Working with frames

In the Help index,* see:

E frames, tools E frames, creating

Basics 3-9

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.

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).

Tip Look in the status bar at the bottom of the application window for the

two-letter code (WP for word processing, DR for drawing, and so on) that tells you which commands are currently available. You can also click the right mouse button to see a menu of appropriate commands.

Use the text tool to draw a text frame

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a 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 on the Clipboard.

Places the cut or copied text, object, or

image at the insertion point, or the last

place you clicked.

Note You can’t paste objects into a spreadsheet cell. In a database document,

you can paste objects only in Layout mode or into a multimedia field.

Changing your mind

If you make a mistake or change your mind while you’re working in AppleWorks, you can undo the latest change or go back to the last saved version of your document.

To Do this

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

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

the Edit menu. Choose Revert from the File menu.

Previewing pages for printing

In the Help index,* see:

E pages, viewing E Show Margins command

Basics 3-11

You can preview a document on the screen in page view before actually printing it. In page view, you see the margins, headers, footers, and page numbers, if there are any.

For information on printing a document, see “Printing a document or Help topic” on page 2-16.

Word processing documents always appear in page view. 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

Normal view showing margins and page guides

guides

To preview a draw, paint, database, or spreadsheet document, choose Page View from the Window menu.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

3-12 AppleWorks 5 User’s Manual

Using rulers

In the Help index,* see:

E rulers

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.

Change between text

and graphics rulers

Specify the number of

divisions per unit

Creating headers and footers

In the Help index,* see:

E headers

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.

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.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Basics 3-13

Type or insert header text here

Type or insert footer text here

In headers and footers you can:

1 type text 1 use the text ruler to set indentation, tabs, justification, and line spacing 1 include other elements such as a page number, date, or graphics

The footer displays

the page number

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.

The header displays the same text at the top of each page

Title page contains no header or footer

3-14 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 see the header and footer on the page when you print and on the screen when you’re in page view. See “Previewing pages for printing” on page 3-11 for more information.

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

Note You can divide a word processing document into sections, each with its

own distinct header and footer. See “Dividing a document into sections” on page 4-22. 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 4-19.

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 3-20.

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 3-12 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

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

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 Date or Insert Time from the Edit menu.

Date inserted in header

Numbering pages

Page number and document page count shows a range

Page number inserted in a footer

In the Help index,* see:

E Insert Page # command

Basics 3-15

To insert Do this Example

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

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

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.

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 3-12.

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 Alt 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.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

3-16 AppleWorks 5 User’s Manual

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 4-25.

AppleWorks presets the margins for each type of document.

For these document types Margins are set to

Word processing 1 inch on all sides Spreadsheet 0.5 inch on all sides Draw, paint, database The smallest possible margin for the type of printer

you’ve chosen

To change the margins for a document, choose Document from the Format menu to show the Document dialog box. Type the margin widths you want in the Top, Bottom, Left, and Right margin boxes, and then click OK.

To show or hide the margins and page guides, select or deselect Show margins and Show page guides in the Document dialog box. These options are available only when page view is on. (To turn on page view, choose Page View from the Window menu.)

Changing the page orientation and size

In the Help index,* see:

E paper size

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

1 To change the page size, choose Print Setup from the File menu, choose

paper options from the pop-up lists, and then click OK. Your paper size options depend on the type of printer you’re using.

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

select an orientation, and then click OK.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Using libraries

In the Help index,* see:

E libraries, overview

Basics 3-17

Portrait orients the page so it’s tall Landscape orients the page so it’s wide

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

more information about Print Setup options, see the documentation that comes with your computer and printer.

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 drive, you can find them in the AppleWorks Libraries folder in the AppleWorks 5 folder.

Drag the selection

from the library into

the document

Click to see fewer options

Click to close the library

Scroll to see more items

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

3-18 AppleWorks 5 User’s Manual

Creating, opening, and saving libraries

In the Help index,* see:

E libraries, creating E libraries, opening

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

To From the File menu, choose

Create a library Library, and then choose New. AppleWorks opens a new library and names

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

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 Library

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

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

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

library palette.

(You can also drag the item from the library to the document.)

Duplicating, deleting, and moving library items

In the Help index,* see:

E libraries, items in

Basics 3-19

To Do this

Find a library item If necessary, click the triangle in the lower-left corner of the

Rename a library item If necessary, click the triangle in the lower-left corner of

library palette to expand the palette. Type the item’s name (or a partial name) in the Name box, and then click Find.

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.

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, Ctrl+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

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

library palette’s Edit menu, choose

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

Viewing library items

In the Help index,* see:

E libraries, palette

Choose a command from the library palette’s View menu to change the way items are shown on the library palette.

To From the library palette’s View menu, choose

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

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

display items on the library palette when you view by object

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

scaled size)

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

3-20 AppleWorks 5 User’s Manual

Setting preferences

In the Help index,* see:

E preferences

To From the library palette’s View menu, choose

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

View Options, and then type numbers for Rows and Columns

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 2-10.

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 Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Choose the category of

options you want to set

Set options to

customize the way you

work in AppleWorks

Click to use the current

settings whenever you

create a document

From the Topic pop-up menu, choose To set preferences for

General

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

Text

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

Graphics

Object selection, polygon closing, mouse control, and gradients

Spreadsheet

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

Palettes

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

Communications

Default communications software

Basics 3-21

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

A word processing document

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 menu if it isn’t visible). Then, drag the I-beam pointer diagonally in the working area of the document to draw a text frame, and begin typing.

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

A text frame in a draw document

About the word processing window

In the Help index,* see:

E drawing, tools E rulers E word processing

When you open a word processing document, you see the word processing menu bar, button bar, text ruler, page guides, and the insertion point. The insertion point is a short, blinking vertical line that shows where text appears when you type or insert text.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Text (word processing) 4-3

Word

processing menus

Text ruler

Text insertion point

Working with text frames

In the Help index,* see:

E frames, creating E frames, working in E text, tool

Buttons for common tasks in word processing documents and text frames

Margin

Page guides

Text in a word processing document looks the same on the screen as it does when it’s printed.

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.

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.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

4-4 AppleWorks 5 User’s Manual

Typing text

In the Help index,* see:

E deleting, text E text, shortcuts E undoing actions

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.

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 Enter when you

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

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

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

Delete the character to the left of the insertion point

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

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 Enter.

Hold down the Ctrl key and press the Space bar.

Press Backspace.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Typing equations

In the Help index,* see:

E Equation Editor

Selecting text

In the Help index,* see:

E selecting text

Text (word processing) 4-5

You can use Equation Editor to add equations to an AppleWorks word processing document or frame. (Equation Editor, an application by Design Science, Inc., is installed on your hard drive with AppleWorks.)

To add an equation at the insertion point of a text document or frame, choose Insert Equation from the Edit menu. You see the equation editor, which you can use to add the mathematical components to build the equation. 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 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.

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

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

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

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

four times.

and click.

4-6 AppleWorks 5 User’s Manual

Cutting, copying, and pasting text

In the Help index,* see:

E copying, text

Showing formatting characters

In the Help index,* see:

E invisible characters

To Do this

Select everything in a document or frame Choose Select All from the Edit menu. Select a text frame as an object Select the arrow pointer and click the text frame.

(When you select a text frame as an object, you can change the appearance of the text inside. Changes you make while a text frame is selected affect all the text in the frame.)

Once you’ve selected text, you can cut or copy it to the Clipboard and paste it elsewhere in the document (or in a different document or frame). See “Cutting, copying, and pasting” on page 3-10.

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

Ctrl+Alt, and then click where you want to move the text.

When you press certain keys, such as the Space bar or Tab or Enter, you place special characters in your document, called formatting characters, that contain instructions for formatting your text.

AppleWorks is preset to hide formatting characters. However, it may be easier to edit with formatting characters visible. For example, you can find where you typed two spaces together (where you want only one), and then delete the extra space.

To 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 Ctrl+; (semicolon). For more information, see “Setting preferences” on page 3-20.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Tab character

Note Formatting characters never appear in the printed document.

Changing text appearance

You can change the appearance of text in your document by applying

In the Help index,* see:

E modifying text

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

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

Text (word processing) 4-7

Space character

Return character

button 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

button bar

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

4-8 AppleWorks 5 User’s Manual

Sel

In the Help index,* see:

E styles

ect the text you want to change

Then click to apply a

style that you’ve created

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

apply the styles to text with a single click using the stylesheet palette. (To show the stylesheet palette, click on the Default button bar, or choose Show Stylesheet from the Window menu.) For example, if you create a style called Bold, Italic, you can apply it to text any time you want. When you change a style, all the text with the same style also changes. For information on creating and using styles, see onscreen Help and “Using styles” on page 9-5.

Before

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

After

Properties of the style Bold, Italic

Changing paragraph formats

In the Help index,* see:

E rulers

Each paragraph has a particular format (indentation, tab settings, and line spacing). The text ruler indicates the format of the current paragraph (the paragraph that contains the insertion point). Using the text ruler or the Paragraph dialog box, you can change the format of paragraphs before or after you type them. AppleWorks is preset to show the text ruler in a word processing document. If you don’t see the ruler, choose Show Rulers from the Window menu.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Text (word processing) 4-9

Paragraph and

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

Select the text you want

outline labels

to change

Line-spacing controls

Alignment controls

First-line indent marker

Tab markers

olumn 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.

Before

After

Then click to apply a

preset style

Properties of the style Bullet

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

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

4-10 AppleWorks 5 User’s Manual

Setting and changing tabs

In the Help index,* see:

E tabbing

Use tabs when you create tables or need to control how text aligns (lines up) in a document. The text ruler has preset left tabs every one-half inch. (Preset tabs do not appear on the ruler.) You can move the tabs to different locations, remove tabs, add tabs, and use different tab alignments. When you set tabs, any preset tabs to the right of the tabs you set remain effective.

To set tabs, select all the paragraphs you want to change. Then, click the type of tab marker you want and then click a position on the text ruler.

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

Click one of these tab markers and drag

Left tab marker

to the ruler position you want

Center tab marker

Align-on tab marker

Right tab marker with fill character

Indenting paragraphs

In the Help index,* see:

E indentation

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

To change the indentation for a paragraph, position the insertion point in the paragraph and drag the first-line indent marker , left margin marker , or right margin marker to a new position on the text ruler.

To indent the first line of a paragraph, drag the firstline indent marker

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

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)

Adding bullets, numbers, and checkboxes to paragraphs

In the Help index,* see:

E bulleted lists E labels, paragraphs

Text (word processing) 4-11

Tip for hanging indents After setting up your tabs, you can set apart hanging

indents by typing a character, such as a number or bullet, in the margin to the left of the paragraph. (To type a bullet, hold down Alt and then type 0149 on the keypad.) Press Tab, and then begin typing the paragraph. To type other special characters, use the Windows Character Map. For more information, see the documentation that comes with your computer.

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.

Click to check off

items

Bulleted list

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

Checklist

Numbered list

outline style. See “Outlining” on page 4-13 for more information. To create a list, select one or more paragraphs and click the pop-up menu on

the text ruler and choose a paragraph style. Or choose Paragraph from the Format menu, and choose a paragraph style, such as Bullet,Check Box, or Numeric from the

pop-up menu, and then click OK. If you don’t see the paragraph label on your

text, type a number (such as .25) for Left Indent in the Paragraph dialog box. To reorder

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

the paragraph to a new place in the outline. (Or choose a Move command from the Outline menu.) In an ordered list, AppleWorks relabels the moved item.

Before

After

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

4-12 AppleWorks 5 User’s Manual

Aligning paragraph text

In the Help index,* see:

E text, alignment

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

Changing line and paragraph spacing

In the Help index,* see:

E paragraphs

Line-spacing indicator

Decrease-spacing control

Aligned left

Aligned rightCentered

Justified

To set line spacing, click the decrease spacing or increase-spacing control on the ruler, or the alignment buttons on the button bar.

Increase-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 Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Copying text ruler settings

In the Help index,* see:

E rulers

Sorting paragraphs

In the Help index,* see:

E Assistants

Text (word processing) 4-13

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.

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 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 2-1 for more information about Assistants.

Outlining

In the Help index,* see:

E outlines

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

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

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 4-17. To create a style, see “Using styles” on page 9-5.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

4-14 AppleWorks 5 User’s Manual

Paragraph and

outline labels

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.

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.

Creating an outline

In the Help index,* see:

E topics, outlines

Choose an outline label

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 Enter. To add another topic indented to the left or to the right of the current topic, choose New Topic Left or New Topic Right from the Outline menu.

First topic

New right topicNew topic

To create a new line without a label, press Shift+Enter. This is especially useful for creating a blank line within a numbered list without affecting the sequence of numbers.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a 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.

Text (word processing) 4-15

Unlabeled line

Harvard labels No labels

4-16 AppleWorks 5 User’s Manual

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

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

Move Left

Collapsing and expanding outline topics

In the Help index,* see:

E collapsing

And subtopics up or down in the outline

Up one level Select the topic and choose

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.

Subtopics move with topicMove Above

Raise Topic

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

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

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

To Do this Example (before and after)

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

Collapse or expand all topics in an outline

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.

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 Alt and choose Collapse All or Expand All from the Outline menu.

Text (word processing) 4-17

Outline fully expanded

Collapsed outline

Outline expanded to level 2 subtopics

Expanded outline

In the Help index,* see:

E styles E styles, editing

To modify an outline style:

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

Window menu.

2. Click Edit on the stylesheet palette.

The pointer changes to .

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

example, select Harvard or Legal).

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

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

6. Change the properties of the outline level.

You change a style’s properties using the document controls you’d normally use to format text and objects (such as the tools, palettes, ruler controls, and menu commands). For example, you may want to change the indentation, line spacing, and the font size.

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

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

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

4-18 AppleWorks 5 User’s Manual

Creating tables

In the Help index,* see:

E Assistants E spreadsheets, tool E tables

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

Tab stops

Tabbed table

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Table in a spreadsheet frame

Text (word processing) 4-19

Use any of the following methods to make a table:

To make a table Do this

By setting tabs Use the pointer to drag tab stops to the text ruler. See “Setting and

By creating a spreadsheet frame

Using an Assistant Choose AppleWorks Assistants from the Help menu. Select Make Table and

changing tabs” on page 4-10. To convert the tabbed table to a spreadsheet frame, select the text in

the table and click on the button bar. See “Using the button bar” on page 3-5.

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 4-31.

For more information abut creating and using a spreadsheet frame, see “Spreadsheet basics” on page 7-2.

click OK. See “Creating a document” on page 2-1 for more information about Assistants.

Working with pages

Creating a title page

In the Help index,* see:

E cover 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 3-12, “Adding a date or time” on page 3-14, and “Numbering pages” on page 3-15.

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 4-22.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

4-20 AppleWorks 5 User’s Manual

Creating and changing columns

In the Help index,* see:

E columns, text

You can arrange text in multiple columns on every page of a document. As you type, text flows from the end of one column to the beginning of the next. When you make changes to the width or number of columns, the text adjusts accordingly.

Note You can set up different column formats from page to page, or on the

same page, using sections. See “Dividing a document into sections” on page 4-22 and “Varying the number of columns on a page” on page 4-25.

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.

Click to subtract columns

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

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.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Text (word processing) 4-21

You can change a column’s width and the space between two columns by using the mouse to drag the column guide (border).

To Do this Example

Change a column’s width

Press Alt and move the pointer precisely over a column guide until the pointer looks like this

. Then press the mouse button

and drag right or left.

Before

After column is moved left

Breaking a page or column

In the Help index,* see:

E columns, breaks in

Change the width of two adjacent columns and keep the space between them the same

Press Alt 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.

Each page is preset to break (end) at the bottom of the page. Text continues at the top of the next page or column. You can end the page or column before it fills up by inserting a break at the insertion point.

To set a page or column break, position the insertion point where you want the break, and then choose Insert Column Break or Insert Page Break from the Format menu. If Show Invisibles is selected in the Preferences dialog box, you see a page

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

information about preferences, see “Setting preferences” on page 3-20.)

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

4-22 AppleWorks 5 User’s Manual

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

button bar, or type Ctrl+; (semicolon). To remove a break, click at the beginning of the line that follows the break

and press Backspace.

Scrolling pages

In a multiple-page word processing document, you can scroll pages from

In the Help index,* see:

side to side, or one page on top of the next.

E pages, guides

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.

Dividing a document into sections

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

In the Help index,* see:

E sections

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 4-19).

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Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

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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.

Inserting and deleting a section

To insert or delete a section, click on the Default button bar, or type Ctrl-; (semicolon) to display the formatting characters. Then:

Text (word processing) 4-23

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 3-11.)

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

and press Backspace.

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.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

4-24 AppleWorks 5 User’s Manual

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

information on inserting a section, see “Inserting and deleting a section” on page 4-23.

ows the number of the

section you’re formatting

To Do this

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

Change the starting page number for a section

Make the header and footer information different from the previous section

Use different headers and footers on the left and right pages in a section

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

a section Vary the widths of columns (if you have

multiple columns) Create a mirrored column layout (left-

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.

pop-up menu. Select Restart Page Number and type the starting

page number for the current section. Select Different For This Section.

Select Left & Right Are Different.

Type a number for Number Of Columns.

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

Select Mirror On Facing Pages.

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) 4-25

If you add more than one section to a page, you can vary the number of columns on the page. For example, to create a page with one column on the top half of the page and two columns on the bottom half, add a second section to the page (set the section to start on a new line), and then add another column to that section.

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 4-20, 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 Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

4-26 AppleWorks 5 User’s Manual

To insert the section number, the page number, or the total number of pages in the section or document, choose Insert Page # from the Edit menu. Then select an option in the Insert Page Number dialog box.

To assign letters or Roman numerals instead of numbers to a section, select an option from the Representation pop-up menu.

Adding footnotes and endnotes

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

In the Help index,* see:

E footnotes

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 on the numeric keypad.

In the Help index,* see:

E Assistants

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Endnotes

If you need help adding or formatting footnotes or endnotes, use the AppleWorks Assistant for inserting footnotes. Choose AppleWorks Assistants from the Help menu. Select Insert Footnote, and then click OK. See “Creating a document” on page 2-1 for more information about Assistants.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a 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 Backspace key.

Finding and changing text

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

In the Help index,* see:

E finding text

particular word or phrase in your document or to find and replace some or all occurrences of specific text.

Text (word processing) 4-27

Select At Bottom of Page or At End of Document.

Deselect Automatic Numbering.

Type a number for Start At.

Click to match text

only to entire words

Click to match upper- and

lowercase exactly

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

ype the word or phrase

you want to find

Type the text to be used as the replacement (optional)

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Click to find the next occurrence without making a change

Click to replace this occurrence and then find the next one

Click to replace only this occurrence and end the search

Click to replace all occurrences at once

4-28 AppleWorks 5 User’s Manual

Finding special characters

In the Help index,* see:

E hidden characters

If you leave the Change to box empty, clicking any change button deletes the text that is found.

Once you close the Find/Change dialog box, you can find the text for which you last searched by choosing Find/Change from the Edit menu and then Find Again.

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 Ctrl+; (semicolon). See “Showing formatting characters” on page 4-6 for more information.

Using writing tools

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.

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

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Checking your spelling

In the Help index,* see:

E spelling

Text (word processing) 4-29

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

To check Do this

All the text in the document Click on the Default button bar, or choose

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

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

Click on the Default button bar, or choose

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

Once you choose either command, the Spelling dialog box appears and AppleWorks begins checking for questionable words.

The spelling checker verifies the words you are checking in the main dictionary, which is installed with AppleWorks, and any installed user dictionaries. If it does not find a word, it suggests alternatives. If the spelling of the word in question is correct (such as the spelling of someone’s name), you can add the word to a user dictionary by clicking Learn.

Double-click or type

Alt+ a number to replace a

word

Click to replace with the word selected in the list (changes to Done when check is complete)

Click to add the questionable word to the user dictionary

Click to hide or show the word in context

Shows the questionable word in context

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

4-30 AppleWorks 5 User’s Manual

Hyphenating words

In the Help index,* see:

E Auto-Hyphenate command

Finding synonyms

In the Help index,* see:

E synonyms

Tip If you need to check the spelling in a communications document, you

can copy and paste the text into a word processing document, and then check spelling there. Or, save your communications document as text, then reopen that text file as a word processing document.

You can use automatic hyphenation to prevent entire words from moving to the next line. You can also change where words hyphenate.

To turn automatic hyphenation on or off, choose Writing Tools from the Edit menu, and then choose Auto-Hyphenate.

To specify how a single word should be hyphenated, place the insertion point where you would like the word to break and press Ctrl+ -(hyphen).

When you’re searching for the best word, you can look up synonyms— words of similar meaning—in the onscreen thesaurus that is provided with AppleWorks. The AppleWorks thesaurus is a collection of more than 220,000 words organized by synonyms.

To find a synonym, select a word, choose Writing Tools from the Edit menu, and then choose Thesaurus. You see the Thesaurus dialog box.

Shows the selected word (or type

a different word to look up)

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

If you type a different word, click to see a list of synonyms

Select the synonym you want

Click to replace the selected word

Click to see a list of all words you’ve looked up recently

Changing dictionaries

To install and select additional dictionary, hyphenation, and thesaurus files,

In the Help index,* see:

choose Writing Tools from the Edit menu, and then choose Select Dictionaries.

E dictionaries

You can also create and select different user dictionaries for specialized terms or proper nouns that don’t appear in the main dictionary.

For more instructions on changing dictionaries, see onscreen Help.

Counting words

You can count words, paragraphs, and other text elements in any type of

In the Help index,* see:

E counting words

document except communications. To count words, choose Writing Tools from the Edit menu, and then choose Word Count. A dialog box appears that displays the number of characters, words, lines, paragraphs, pages, and sections in the current document.

Note If you select Count Selection in the Word Count dialog box, you get a word

count for the current selection only.

Adding pictures and frames to text

Text (word processing) 4-31

In the Help index,* see:

E artwork, text E drawing, tools E libraries, overview

There are two ways to place pictures and frames—such as clip art, spreadsheets, drawings, and paintings—in a word processing document. You can insert them as inline objects, so that they move along, or flow, with your text, or place them as independent objects that float on the page and are not affected by the text.

Insert an object as an inline object when you want the object always to appear next to specific text, or flow to the next line as you type more text. Add a floating object when you want to wrap text around the object (see the next section), or move the object with the arrow pointer.

A floating object has four handles when you select the object

An inline object has one handle when you select the object

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

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To insert an inline or a floating object in a document, first show the tool panel (choose Show Tools from the Window menu if the tool panel is hidden). Then:

To insert Do this

An inline object in text Select the text tool in the tool panel, and then

place the insertion point in the text before you paste or insert the object.

A floating object to a document Select the arrow pointer in the tool panel, and

then paste or insert the object.

Once you add an object, you can change how it’s placed in text.

To change Do this

A floating object to an inline object Select the arrow pointer in the tool panel and

select the floating object. Choose Cut or Copy from the Edit menu, and then select the text tool in the tool panel. Then place the insertion point in the text and choose Paste from the Edit menu.

An inline object to a floating object Select the text tool in the tool panel and select

the inline object. Choose Cut or Copy from the Edit menu, and then select the arrow pointer . Then choose Paste from the Edit menu.

Wrapping text around pictures

In the Help index,* see:

E text wrap

Aligning inline objects To move any inline object (except equations and OLE

objects) above or below the baseline of the text, double-click the object. In the Descent dialog box, type the number of points (between –255 and 255) you want the object to move. Type a positive number to move the object below the line of text, or type a negative number to move it above the line of text.

You can wrap text so that it flows around a picture or frame—either in a rectangular shape or around the contours of the object.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Picture placed as an object with text wrapped around it

To Do this

Wrap text around a picture in a word processing document

Wrap text within a text frame

Remove the text wrap effect

Place the picture in your document as an object (see the previous section). Click the picture to select it, and then choose Text Wrap from the Options menu. To wrap text around the contours of the object, choose Irregular. The number in the Gutter box determines how close the wrap is to the object. You can also click on the Default button bar for an irregular wrap.

Select the item you want to wrap text around and place it over a linked text frame. (Select the frame and see if Frame Links in the Options menu is checked.) With the item selected, choose Text Wrap from the Options menu, and then choose Regular or Irregular (or click on the Default button bar). For more information, see “Linking frames” on page 9-24.

With the object selected, choose Text Wrap from the Options menu, and then choose None.

Text (word processing) 4-33

Tip If the text doesn’t flow smoothly around the object, the object may be a

PICT file. (If it is, you see Ungroup Picture in the Arrange menu.) To modify the object, select it, and then choose Ungroup Picture from the Arrange menu. If the ungrouped picture has a border, you can delete the border by selecting the object and choosing None from the pen width pop-up menu.

4-34 AppleWorks 5 User’s Manual

Creating links in word processing documents

In the Help index,* see:

E book marks E links

When you plan to use an AppleWorks word processing document (or a document that contains a text frame) onscreen or on the Internet, you can select an area of the document or frame and create a link (a connection or jump) to a different area of the same document, a different document, or a document or other information on the Internet.

To create a link in a word processing document, select text, and then create the link. For more information, see “Creating links” on page 9-1. To create a link to information on the Internet, see “Linking Web pages” on page 11-5.

Choose Index from the Help menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Chapter 5: Drawing

This chapter describes what you can do with the AppleWorks drawing tools. All draw features, including procedures, shortcuts, and troubleshooting, are described completely in onscreen Help.

When to use a drawing

Use a drawing whenever you want to create simple shapes, such as rectangles, circles, lines, and polygons. You can combine these simple shapes to create designs—such as a map or a quick sketch—in any type of document except a communications document. You don’t need to create a frame first.

Consider using a draw document for large drawings or for designing or laying out a page. For example, you can:

1 create layouts for newsletters, brochures, and announcements 1 design a logo or letterhead 1 create professional-looking forms, such as invoices and project

planning sheets

1 design a border or background and create a master page to place the

border or background on every page of a presentation

1 make flowcharts, or seating and organizational charts 1 illustrate floor plans and furniture arrangements

Combine lines, text frames, and ready-made pictures to create a simple map

5-2 AppleWorks 5 User’s Manual

Drawing basics

Creating a drawing

In the Help index,* see:

E documents, creating E documents, opening

You use the same tools and commands any time you work with the drawing tools.

To Do this Example

Create a blank draw document

Choose New from the File menu, select Drawing, and then click OK.

Or, click on the Default button bar. (If you don’t see the button bar, choose Show Button Bar from the Window menu.)

A draw document

About the draw window

In the Help index,* see:

E draw documents E grids E rulers E tools

Draw objects in any type of document (except communications)

Select a drawing tool from the tool panel and drag the pointer in the document. (If you don’t see the panel, choose Show Tools from the Window menu. The frame tools appear).

Circle drawn in a spreadsheet document

Note You can create pictures by either drawing or by painting. For

information about painting and how it differs from drawing, see chapter 6, “Painting.”

When you open a new draw document, you see the draw menus, tool panel, and graphics grid (a guide you can use to size, position, and align objects).

Choose Index from theHelp menu and type the first few letters of the entry. Double-click the

entry and then double-click a topic.

Apple AppleWorks 5 User’s Manual

Specifications and Main Features

Frequently Asked Questions

User Manual