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Adding records, Browse, New Record

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8-14 AppleWorks 5 User's Manual To Enter a name in a name field Enter a picture or movie in a multimedia field Choose a value from a predefined list Do this For names that you want to sort by the last word in the field, type the first and last name (for example, Jane Adams sorts by Adams). For names that end with a title, type Option-space between the last name and the title (for example, James Smith Jr. sorts by Smith). For names that you want to sort by the first word in the field, type @ at the beginning of the field (for example, @Treetop Books sorts by Treetop). You see the @ symbol only when you select the field. Use one of the following methods: 1 Copy and paste a picture or movie from a different document. 1 Choose Insert from the File menu, and then select the picture or movie file using the Insert dialog box. 1 Add or drag and drop an object from a library palette. 1 Use drag and drop to drag the picture or movie file into the AppleWorks database field. When a field contains a picture, you see the picture in the field. When the field contains a movie, you see a preview image of the movie. To play a movie, see "Playing movies in multimedia fields" on page 8-17. Select the field to see the predefined list. Then double-click a value, or select the value and press Enter (on the numeric keypad). Adding records In the Help index,* see: E New Record command E drag and drop To add a record, choose Browse or List from the Layout menu, and then click on the Default button bar, (or choose New Record from the Edit menu). AppleWorks displays the record in the current layout and increases the record number in the status area by one. You can quickly add a new record by typing 2-R. AppleWorks adds new records after all the records in your database. You can move selected records between existing records by using drag and drop. (To view records in a particular order, regardless of the order in which you entered them in the database, you can sort them. See "Sorting records" on page 8-22.) * Choose Index from the or Help menu and scroll to the entry. Then choose a topic from the list and click Go To Topic.

Section	Page
Contents	3
Chapter 1: Introduction	13
Registration and customer support	13
How to start	13
Using Help and the User’s Manual together	14
Using AppleWorks Help	15
Opening and closing AppleWorks Help	15
Using the Help window	15
Using the AppleWorks onscreen Help index	16
Learning more about onscreen Help	17
Getting additional help	18
Working with AppleWorks	18
What’s a document?	19
Document types	19
Text (word processing) documents	20
Draw documents	21
Paint documents	22
Spreadsheet documents	23
Database documents	24
Communications documents	25
Where to go from here	25
Chapter 2: Creating, opening, and printing documents	27
Starting AppleWorks	27
Creating a document	28
Creating a blank document	29
Using an Assistant	30
Using stationery	33
Saving a document	34
Opening a document	36
Finding documents	37
Linking to other documents	38
Saving document formatting as templates (stationery)	38
Setting up regular stationery	38
Setting up default stationery	39
Creating stationery	39
Opening stationery	41
Identifying your documents	42
Protecting documents with passwords	43
Importing and exporting documents	44
Converting documents	45
Closing a document and leaving AppleWorks	46
Printing a document or Help topic	46
Chapter 3: Basics	49
Working with windows	49
Viewing windows	50
Arranging windows	51
Going to a page	51
Using the tool panel	52
Using the button bar	53
Switching button bars	53
Showing, hiding, and positioning the button bar	54
Customizing the button bar	54
Adding and removing buttons	55
Creating your own button bar	55
Using palettes	56
Working with frames	57
Working in an AppleWorks document	58
Cutting, copying, and pasting	58
Copying objects using the drag and drop feature	58
Changing your mind	59
Previewing pages for printing	60
Using rulers	61
Creating headers and footers	62
Adding a date or time	64
Numbering pages	64
Setting margins	65
Changing the page orientation and size	66
Using libraries	66
Creating, opening, and saving libraries	67
Working with the library palette	68
Duplicating, deleting, and moving library items	68
Viewing library items	69
Setting preferences	69
Chapter 4: Text (word processing)	71
When to use a word processing document	71
Text basics	72
Creating a word processing document or frame	72
About the word processing window	73
Working with text frames	73
Typing text	74
Typing equations	75
Selecting text	75
Cutting, copying, and pasting text	76
Showing formatting characters	76
Changing text appearance	77
Changing paragraph formats	78
Setting and changing tabs	80
Indenting paragraphs	81
Adding bullets, numbers, and checkboxes to paragraphs	81
Aligning paragraph text	82
Changing line and paragraph spacing	83
Copying text ruler settings	84
Sorting paragraphs	84
Outlining	84
Creating an outline	86
Modifying and removing outline labels	87
Rearranging outline topics	87
Collapsing and expanding outline topics	88
Modifying an outline style	89
Creating tables	89
Working with pages	90
Creating a title page	91
Creating and changing columns	91
Breaking a page or column	93
Scrolling pages	93
Dividing a document into sections	94
Inserting and deleting a section	95
Formatting sections	95
Varying the number of columns on a page	97
Numbering sections	97
Adding footnotes and endnotes	98
Finding and changing text	99
Finding special characters	100
Using writing tools	100
Checking your spelling	100
Hyphenating words	101
Finding synonyms	102
Changing dictionaries	102
Editing dictionaries	103
Counting words	103
Adding pictures and frames to text	104
Wrapping text around pictures	105
Creating links in word processing documents	106
Chapter 5: Drawing	107
When to use a drawing	107
Drawing basics	107
Creating a drawing	108
About the draw window	108
What are objects?	109
Using the drawing tools	109
Selecting and deselecting objects	112
Using the graphics ruler and grids	113
Moving objects	114
Duplicating, copying, and deleting objects	114
Changing the appearance of objects	115
Changing lines, borders, colors, patterns, and textures	115
Copying an object’s attributes	117
Resizing objects	118
Reshaping and smoothing objects	119
Connecting objects	120
Arranging objects	121
Locking objects to prevent changes	122
Creating a master page	123
Adding pages to a draw document	124
Creating custom colors, patterns, gradients, and textures	124
Adding clip art	125
Adding text, spreadsheet, or paint frames	125
Creating links in draw documents	127
Chapter 6: Painting	129
When to use a painting	129
Painting basics	130
Creating a painting	130
About the paint window	131
Working with paint frames	131
Working with images	132
Using the painting tools	132
Setting lines, colors, patterns, and textures	134
Overlapping colors and patterns	135
Selecting and moving images	136
Deleting, copying, and duplicating images	137
Magnifying an image	138
Transforming a selection	138
Reshaping a selection	139
Resizing or turning a selection	139
Coloring and tinting images	140
Combining images	141
Adding text and spreadsheets	142
Adding clip art	143
Customizing resolution and depth	143
Working with large files	144
Changing the size of a painting	144
Creating a preview of a paint document	144
Creating links in paint documents	145
Chapter 7: Spreadsheet	147
When to use a spreadsheet	147
Spreadsheet basics	148
Creating a spreadsheet	149
About the spreadsheet window	149
Working with spreadsheet frames	150
Typing in a spreadsheet	151
Selecting cells and ranges	151
Modifying cell data	152
Editing data	152
Moving data	153
Copying and deleting data	154
Filling a range of cells	154
Formatting cell data	155
Sorting cell data	157
Locking cell data	158
Naming cells and ranges	158
Assigning names to cells	159
Editing and deleting names	159
Using named cells in formulas	160
Replacing cell references with named cells	160
Example 1: Using cell names in a formula	161
Example 2: Replacing named cells with cell references	162
Changing cells, rows, and columns	163
Resizing or hiding rows and columns	163
Inserting and deleting cells, rows, and columns	164
Changing the number of rows and columns	164
Adding borders, colors, and patterns to cells	165
Locking row and column titles	165
Adding and removing page breaks	166
Changing the display	166
Printing a spreadsheet document	167
Working with formulas	167
Understanding formulas	167
Cell references in formulas	168
Entering formulas	169
Calculating formula results	170
Making corrections	171
Examples: Entering formulas	171
Working with functions	172
Entering functions	173
Example: Using the AVERAGE function	174
Displaying data in charts (graphs)	175
Making charts	175
Changing chart options	176
Deleting, copying, or moving a chart	177
Enhancing a chart’s appearance	178
Adding pictures or a text frame	179
Creating links in spreadsheet documents	181
Chapter 8: Database	183
When to use a database	183
Database basics	183
What’s a database?	184
Using Browse, List, Find, and Layout modes	184
Creating a database document	185
Example: Creating a simple database	185
Part 1: Start a new database document	186
Part 2: Define two fields	186
Part 3: Enter two values into the fields	187
Part 4: Make new records	187
Part 5: Finish entering data in the new records	187
Part 6: Close the database	188
Designing a database	188
Defining database fields	189
Adding fields to an existing database	189
Assigning field types	190
Checking or entering data automatically	192
Defining calculation and summary fields	193
Adding, changing, and deleting fields	194
Entering data in fields	195
Adding records	196
Changing the tab order	197
Duplicating, deleting, and moving records	197
Moving through records	198
Viewing records	199
Playing movies in multimedia fields	199
Working with rows and columns in List mode	200
Selecting rows and columns	200
Resizing rows and columns	201
Moving columns and formatting data	202
Selecting and hiding records	203
Sorting records	204
Finding information	206
Finding text	206
Finding records with a find request	206
Saving a find request (named search)	208
Matching records	209
Working with layouts	210
Understanding layouts	210
Creating a layout	212
Editing a layout	214
Deleting, duplicating, and renaming a layout	215
Changing the appearance of data	216
Presenting and summarizing data with parts	218
Copying summary data	219
Resizing and deleting parts	219
Creating reports	220
Importing data from other documents	220
Printing a database document	222
Printing labels	222
Closing up space when you print	222
Chapter 9: Beyond the basics	225
Creating links	225
Creating book marks	226
Creating document links	226
Editing links	228
Deleting links	228
Going to a specific link	229
Sorting links	229
Using styles	229
About the stylesheet palette	230
Styles in documents and frames	232
Applying a style	233
Creating a style	234
Turning off a style	235
Example: Applying and creating styles	236
Editing styles	239
Copying, pasting, and deleting styles and properties	241
Importing and exporting styles	241
Creating a slide presentation	242
Creating slides	242
Setting up slides	243
Reordering slides	245
Showing the slides using one computer	245
Showing slides remotely over a network	245
Merging data into documents (mail merge)	246
Setting up the database	248
Preparing the merge document	248
Printing the merge documents	249
Merging a FileMaker Pro database	250
Addressing envelopes	251
Using the Envelope Assistant	251
Setting up and creating envelope stationery	251
Addressing envelopes	252
Linking frames	253
Working with movies	255
Adding a movie to a document	255
Setting movie options	255
Playing a movie	256
Editing a movie	256
Creating and editing custom buttons	257
Using macros	258
Using AppleScript with AppleWorks	259
Chapter 10: Communications	261
When to use a communications document	261
Communications basics	261
What you need	261
Communications terms and concepts	262
Creating a communications document	263
About the communications window	263
Connecting to another computer	263
Connecting to another computer with a modem	264
Connecting to another computer without a modem	264
Receiving a call from another computer	264
Working with data during a session	265
Using the scrollback pane	265
Capturing incoming data	267
Saving and printing communications documents	267
Copying and pasting a table	268
Sending a file to a remote location	268
Simplifying communications tasks	268
Changing communications settings	269
Chapter 11: AppleWorks and the Internet	271
About the Internet and the Web	271
About browsers	272
Selecting a browser	272
Connecting to the Web	273
Creating a Web page	273
Designing your Web page	273
Creating an HTML file	274
Adding pictures	275
Linking Web pages	276
Saving a document in HTML format	279
Opening and editing HTML files	280
Working with electronic mail	280

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8-14

AppleWorks 5 User’s Manual

Adding records

To add a record, choose

Browse

List

from the Layout menu, and then click

on the Default button bar, (or choose

New Record

from the Edit menu).

AppleWorks displays the record in the current layout and increases the

record number in the status area by one. You can quickly add a new record

by typing

-R.

AppleWorks adds new records after all the records in your database. You can

move selected records between existing records by using drag and drop. (To

view records in a particular order, regardless of the order in which you

entered them in the database, you can sort them. See “Sorting records” on

page 8-22.)

Enter a name in a name field

For names that you want to sort by the

last

word in the

field, type the first and last name (for example,

Jane

Adams

sorts by Adams). For names that end with a

title, type Option-space between the last name and the

title (for example,

James Smith Jr.

sorts by

Smith).

For names that you want to sort by the

first

word in the

field, type @ at the beginning of the field (for example,

@Treetop Books

sorts by Treetop). You see the @

symbol only when you select the field.

Enter a picture or movie in a

multimedia field

Use one of the following methods:

Copy and paste a picture or movie from a different

document.

Choose

Insert

from the File menu, and then select the

picture or movie file using the Insert dialog box.

Add or drag and drop an object from a library

palette.

Use drag and drop to drag the picture or movie file

into the AppleWorks database field.

When a field contains a picture, you see the picture in

the field. When the field contains a movie, you see a

preview image of the movie. To play a movie, see

“Playing movies in multimedia fields” on page 8-17.

Choose a value from a

predefined list

Select the field to see the predefined list. Then

double-click a value, or select the value and press Enter

(on the numeric keypad).

Choose Index from the

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

the list and click Go To Topic.

Do this

In the Help index,

see:

New Record command

drag and drop