DOCUMENT RESUME

ED 342 359 IR 015 381

AUTHOR Williams, Warren; Merritt, Cathleen TITLE Our Ten Favorite AppleWorks Tips. PUB DATE Nov 91 NOTE Bp. PUB TYPE Journal Articles (080) JOURNAL CIT Appleworks Forum; v6 n11 p4-9 Nov 1991

EDRS PRICE MF01/PC01 Plus Postage. DESCRIPTORS *Computer Software; Management Systems; *Microcomputers; ; Users (Information); Word Processing IDENTIFIERS *AppleWorks

ABSTRACT The monthly newsletter of the National AppleWorks Users Group (NAUG), "The AppleWorks Forum," serves as a clearinghouse for user-discovered applications and work-arounds. This article presents 10 of t'-_s most popular suggested applications for the program, including the development and use of word processing templates, the installation of multiple printers in AppleWorks, using cursor movement commands, controlling page breaks, creating categories in , customizing databases layout, using the Apple V command, printing text on labels, using spreadsheets, and mail merging. (DB)

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AppleWorks Forum

The Monthly Publication of the NationalAppleWorks Users Group cst C's1 Our Ten Favorite AppleWorks Tips

by g:4 Warren Williams and Cathleen Merritt

"PERMISSION TO REPRODUCE THIS MATERIAL HAS SEEN GRANTED lItY

Cathleen Merritt

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Figure 2: 10-10Works Template Apple 11 system. However, most of us use one printer, and list only that printer on our AppleWorks Printer Menu. FLU: ICUILLZ.91 211121/1E0/011A912 We suggest that you tell AppleWorks that 14 roM1 1040 SIPS 1 - 1290 you have three printers, even if you have 13 only one. By installing three different 16 Zia*, Liaa 1 17ru.no anus lbadad ri1i Joiat.ly, Liao 2 configurations of your printer in Apple- is( ban am IRV tam) /Min lagerataly, Liaa 3 Works. you can store up to three different 19 load of lloasabold. Line 4 20 cpialifyingItickip(er), Liss S configurations for that printer. For exam- 21 ple, you can define one printer as a "Sin- 22 7 laps, salaam, t$S, ata 0.00 gle Sheet Printer". All you do is add the 23ZOOM Oafamb/alataramt Imam la 0.00 24 ObTax-sampt lemma! laaame....1b. 0.00 =CO= printer to the menu a second time, name 25 9 Dividaadinacon 2 0.00 it "Single Sheee' and change the "Stop at 26 10Taxable Waal. at atata/loaal tam 10. 0.00 27 11Alin,' raosival. 11. 0.00 the end of each page" setting to "Yes". 12Surinam imams at (lass) !ma Mad C 12. 0.00 Then you can use either continuous feed 29 13Capital gala or (lma) tam Medi) 13. 0.00 or single sheets of paper without recon- 30 14Capitol gain distrib mat as la 13 14. 0.00 31 15Othsv ç.l ar (lassos) 15. 0.00 figuring your system.

91114: This technique adds significant flexibility to AppleWorks. For example, the Apple- Twavatry ec c; =meads 3211 Avail. Works 3.0 can store up to .=1, six Special Codes for each printer. By the item description and date you placed your order. adding additional printers to AppleWorks The caret mark (A) after the letterhead represents the you can access up to eighteen codes instead of the use of AppleWorks 3.0's Print Date function; Apple- original six. Works will replace the caret mark with the current III. Use the Cursor Movement Commands date when you print the document. We won't list the 100+ improvements made to Although word processor templates can ease your version 3.0 of AppleWorks, but we find that many work, it is the environment that shows users have not discovered the new cursor movement the inn strength of templates. You can develop or commands available in AppleWorks 3.0. Figure 3 buy generalizable templates for almost any applica- contains a list of those commands. tion. You load the template on the AppleWorks desk- top, change the file name, and enter your data. The These commands make it easy to move the cursor to formulas built into the template do all the woric any position on the screen. We suggest that you experiment with the commands until they become Figure 2 presents a small segment of tbe 1040Works second nannt to you. tax templates on the AppleWorks screen. These are professionally developed templates that use Apple- W. Word Processor: Controlling Page Breaks Works' spreadsheet module to compute your Federal You are probably familiar with AppleWorks' New Income Tax liabilities and print the =essay tax Page Conunand that lets you tell the program where forms. to start a new page. The problem with New Page is You should ay to think of template applications for that the command resides at a specific location in own document or file you create. your file. Each time you add or delete text, you must remove and reinsert New Page Commands to control IL Install Multiple Printers in AppleWorks the pagination of the edited document. AppleWosks lets you add up to three printers to its Fortunately, there is a better way to control the page Printes Menu. Power users need that capabilitr, they breaks in documents. often have more than one printer connected to their Page 2 Reprint ApploWorks Forum 4 Ten Favorite Tips...

Figure 3: Cursor Movement Commands c5L AIM:UMPIRE Dati broadsheet Apple-Right Arrow: Next word Ind of word/category/screen Right one screen Apple-Left Arrow: Previous word Beginning of word/category/screen Left one screen Apple-): End of line Last category Last used column *pp le-c: Beginning of line first category First used column Apple-Return: Beginning of line Apple-Tab: Wert tab marker Previous category Left one cell Control-Tab: Previous tab marker aPple1-9: First/Ima lins First/last record First/last row Apple Works lets you define any block Figure 4: Using Group Begin Group End of text as a "group" that the program will not split between . If the entire block does not fit on the current page, file: WM= 1111/2111/E0/0111111a Map: *in Mau Apple Works skips to the top of the next OC OCC*1110CCL-VICIG and skald ocasidar tbs fallarlog paints glue witizq usar docaratatica: page and prints the block together on that page, -1300,-tabat: 4ka clan The Group Begin and Group End Com- 1. state you objectives or moss early b the body of the tut. mands on the word processor Options 2.Wasautain yaw readers understand the outset for the points you sake Menu let you defme the "group" (or in that section of the dement. "block") of text. As you can see from List say repined impipent. software, and supplies before starting on the example in Figure 4, inserting a the sterbretop pumedues. Group Begin Command at the beginning of a list and a Group End Command at 4. laded, el/ step-tretap descriptions cithin numbered paregrughs -SemInd the end of the list insures that Apple- Works will not insert a page break in the Indent: 0 dots One of the moat difficult puts of uniting is to firet tall the rude= middle of the list. everything they end to kurs without digoessione. Tou will be tempted to tell then either too little (becenn it is tedious to write every detail) or too You will find many uses for the Group such By talliag thee all the tricks yon've lesteat). The tztdur we Begin/End Commands. For example, Type entry or us owns* Line 22 Calaas 1 Sa Avail. teachers can control the page breaks in tests by putting each test item within its own pair of Group Begin/End Com- mands. Writers can ensure that headings do not print of a file. Thus, there is good reason to avoid adding by themselves at the h4tofn of a page by putting a or deleting categories after you start working with a Group Begin Cot=nd before each heading and a data base. Group End Command at the end of the following Although adding or deleting categories destroys your ImagraPh. custom =tens and printed reports, AppleWorks lets V. Data Base: Create 30 Categories you change existing category names without penalty. Therefore, the trick is to create thirty categories in AppleWorks' data base module lets you add and every data base file and never add or delete cate- delete categories from a fde whenever you want; gories in that file. even after you enter data into the fde. However, AppleWorks cannot redesign its custom screen lay- You can assign any nam: you want to the extra cate- outs or report formats when you add or delete cate- gories and then use the Apple-N command to rename the categories when you need them. We name the gories. Instead, the program loses those formats whenever you change the internal category structure extra categories "." so they do not take up much room on the AppleWorks screen.

Apple Wm** Forum Rprint Page 3 Ten Favorite

Figure 5: Insert Records Screen in Default Formal Since you always want to maintain thirty categories, you should never delete a category from a file. Instead, use the filo: =RUM VIM EN RIMS bops: PowiloilialiChaop Apple-N command to change an unwanted category name back to "." and remove all the data from that category.

Pawed 13 of 57(I solootod) The easiest way to remove the data is to show the category on the multiple record RPM: - =VG: layout screen, blank the first record by - entering an Apple-Y, and using Apple-" OPOPS$12: (see below) to copy the blank data into - ROI: - all the records in the file. UP: - N01121: - VI.Data Base: Customize the Single PEW: Record Layout AppleWorks makes it easy to cream a new data base: You simply enter the cat- egory names and man entering data. The program automatically creates the famil- nye Way at uos ocomals 1341 Avail. iar "defaulr Insert Records and Single 4.14.74.717711711. Record Layout screen that appears in Figure 5. Figure 6- Customized Insert Records Screen Although many users keep the default format, AppleWorks offers an Applc-L :2'command that lets you customize the TUE KOMISISS =SUS IN MOMS Swaps: Pawies/Iddiegoso screen so it looks like the example in Figure 6. The arrangement of the categories in

board 23 of 57(1, aolootod) Figure 6 is more readable, lets you make longer entries in the address categories, MIL - - and puts the extra categories at the bot- tom of the screen where they are less 110118$1:I intrusive. UCIPSUP: lb customize the single record layout, CUT: - - UP: - get a record on the screen in Review/ AddfCbange mode and issue an Apple-L (AppleWorks "beeps" if you enter an MUM: - - Apple-L in Insert Records mode. Press the Escape Key and then issue an Apple- .: :-:-.:-:-:-:-:-:-:-:-:-.:-.:-:- L if your computer beeps.) Then you can move the categories around the screen lne entry oc on 13 coma& 1371 with the same keystrokes you use to develop a Labels Format Report. Press the Escape Key when you are done and select "Left to right, top to bottom" as the desind direction for cursor movement. Ten Favorite Tips... Step-by-step directions for customizing Figure 7: Label Format Report with Constant the single mcced layout appear in the Text Entry AppleWorks documentation and in the article entitled "How to Get Started with the Data Base Module" in the NovemberIWO: NMI= MOS MOW leaspe: brut Sou hoped: XMIXIS.1411111 1989 issue of the Apple Works Forum. hateetics: 111 swords VII Data Base: Use Apple-V and Apple." AppleWorks offers two keystroke com- Ire the plumate et: 11111111 4a111 mands that make it easy to enter repeti- all1=1411 tive data into many records. The Apple- AMMO V command lets you create default art 4311211 CUP entries that automatically appear in all tech marl All Fiat new records. The Apple-" command copies data between existing records. You IOC Apple-V when you can predict the entries in one or more categories for all new records you will add to your file. For example, a business that draws most of its customers from a single city can eptieme ahem es lisIp Soma 4X Avail. use the Apple-NT command to enter the city and state as default entries for all new records. 2. Prepare a standard label fotmat report with the "To the parents of' caftgory on the line above the You use Apple-" to add data to existing records. For FNAME and LNAME categories. example, to change the ZIP code for everyone who lives in a certain city or to put "USA" in all the 3. Put the cursor on the letter "T" in "To the parents records in a file. of' and issue an Apple-V command. Your screen will look like the example in Figure 7. Note that Apple-V and Apple-" save different func- tions. Apple-V inserts data into new =oasis; it does Issuing an Apple-V command when you create a not affect existing rewnis. Apple-" inserts data into label format report tells AppleWorks to print the cat- existing records; it does not affect new records. egory name on each label. AppleWorks will comply and will print "To the parents of:" on the line above Step-by-step directions for using the Apple-V and each student's name. Apple-" commands appear in the AppleWorks docu- mentation. You can use this technique to print text anywhere on the labeL VIE Data Base: Printing Text on Labels DE. Spreadsheet: How to Enter Long Formulas Imagine the teacher who wants to mail letters to the parents of the children in his or her class. Preparing AppleWorks' powerful spreadsheet module encour- the necessary mailing labels is easy. Follow these ages users to develop increasingly complex spread- steps to print "'lb the parents of:" on the line above sheet templates and models. Many of these applica- each student's name: tions include kirmulas that use the branching and text-manipulating capability provided by Apple- I. Use AppleWorks' Apple-N command to change Works' @LOOKUP, @IF, and @CHOOSE functions. the name of one of the extra categories to "To the parents of". Unfortunately, these operations often involve lengthy formulas, and there is a limit to the length and corn-

ApploWorks Forum Reprint Page 5 7 Ten Favorite Tips...

Figure 8: Template for Printingon Forms X. Use the Mail Merge Module to Fill in Forms Ever wonder how to useyour data base file to fill in pie-printed forms? The trick is to use AppleWorks' mailmerge mod- ule. Follow these steps: 1. "Print" any subset of your data base file wro the (for mail merge)' 2. Use a ruler to determine the location of each blank on the pre-printed form. Define each location as the number of lines down the page and spaces from the left margin of the page. 3. Create a word processor template that uses tabs to position each mail merge field in the template. The tabs insure that each field will print at the same location on every form. (If you insert spaces, AppleWorks will move the plexity of the formulas you can enter into Apple- second and third mail merge categorieson each Works. Here are two techniques you can use when line depending on the length of the earlier entries you reach those limits: on that line.) 1. AppleWorks inserts "Value: " or "Label: " in front Your completed template should look like theexam- of each entry when you first enter a formulaor ple in Figure 8. label. As a result, the prop= will onlyaccept up to 70 characters in a formula. Fortunately, Apple- Conclusion Works lets you enter up to 77 cnaracters when We offer these tips and suggestions to the Apple- you edit the formula. Works community with some trepidation. No doubt Type a part of the fonnula andpress the Return you have different, and pethaps more significant Key to enter the formula into the spreadshftt. favorites. So now it is your turn. Se&your favorites (Your partial formula must be "legal", otherwise to "My Favorite lIps", NAUG, Box 87453, Canton, AppleWorks will beep and reject your entry.) Michigan 48187. Then issue an Apple-U command to bring the for- [Warren Williams Ls a Professor of Educational mula back onto the alit Line and con3pleteyour Technology at Eastern Michigan University and entry. President of the National AppleWorks Users Group. 2. Replace a series of arithmeticor logical opera- Dr. Williams has written more than 150 articles tions in the formula by rekrring to a "working about AppleWorks.] cell" that does those operations. For example,you [Cathleen Merritt is Director of the National Apple- can teplace MI(S1...110) in the formula Worb Users Group and Editor of the AppleWorks us (om nu moo, furl sm.) with Forum.] enr(musas, gar, mar) if you store the sum of B1 through B10 in B11.